There was a time when communication was simple.
You either spoke with someone face-to-face or trusted that a carrier pigeon would eventually deliver your letter to the right person. With time, communication advanced in several directions, eventually making sending and receiving messages almost effortless.
Communication is constant. Even when our mouths are shut, and our phones are locked, we send messages.
Communication is the process of sending, receiving, and exchanging information with others.
Some would think that modern communication is more straightforward than old-fashioned methods. It’s fast, easy, and convenient, but anything but simple. Communicating is much more complex, with countless approaches to sending and receiving information. This makes understanding the types of communication the first step to being the best communicator possible.
Do you know which type of communication is best for your current situation? There are four types of communication that we use daily that can help get your message across.
Verbal communication refers to the use of speech to send a message. We banter, gossip, and tell jokes with friends, but there are also times we need to get serious about verbal communication. For example, in the workplace.
Verbal communication skills are necessary for all types of businesses and industries. Chefs holler when an order is up, ranch hands yell to corral livestock, and salespeople use the language charm to intrigue clients. Like most types of communication, verbal communication includes a variety of channels to use.
In-person communication is perfect for adding a personal touch to a conversation. You can email a remote coworker as much as you want, but nothing beats that first face-to-face impression to help you understand what kind of person and worker they really are. Most importantly, sensitive topics should exclusively be discussed face to face. Using an impersonal type of communication to tell someone important news, good or bad, undermines the seriousness of the situation.
Verbal communication also includes speaking over the phone. While not as personal as meeting in person, phone conversations allow people who are not physically in the same place to have a quick discussion. Finally, video calls are thrown into the mix. Thanks to video conferencing software, this is a great way to still add the pleasure of seeing someone’s face but not needing to be in the same place if it is a hassle.
There are also two parts of verbal communication that matter to understand or present a message fully.
Word choice is exactly what it sounds like: the choice of words. Most of the time, when speaking, we don’t give a single thought to the words we use. However, communication theory shows us that the process of speaking has a lot to it. Diving deeper into the communication process is worth your time, especially with word choice.
First, and most importantly, the audience must be considered. If your verbal communication is to onboard entry-level employees, it might help to either tone down the complicated industry terms or take an extra second to explain what they mean. On the other hand, when speaking with veterans, there’s no need to waste their time with definitions.
Word choice is also situational. When a specific event calls for interaction using verbal communication, the words chosen will give the message receivers an understanding of how they should interpret the message. Some words are more positive and forgiving, while others are negative and distribute blame. This is known as the word’s connotation. Let’s look at an example.
Say you are about to confront your boss about ordering a new printer. She continuously claims they are overpriced, and the current printer works perfectly fine. Because you disagree, you decide to fight her a little harder on it this time.
Consider the following options:
The sentences above technically mean the same thing: your boss is economical and careful with money. However, frugal has a much more positive connotation than cheap, completely changing the interpretation. Since your goal was to butter up your boss to score a new printer, the latter might be your best bet. Even though words tend to leave our mouths without much thought, there are times when it is worth the extra effort to choose the right ones when using verbal communication.
In verbal communication, the tone is known as the attitude behind the words. Correctly interpreting someone’s tone is equally as important as understanding the words they say.
One of the most significant factors of a message’s tone is the emphasis. The content of a sentence or phrase can remain completely unchanged, but if the emphasis moves from one word to another, something different can be implied. Here is a quick example of how emphasis can adjust the context.
Consider these two sentences and place emphasis on the italicized words:
Those statements have the same words. However, when the “I” is emphasized, it hints that even though you got your sales report done on time, maybe someone else didn’t. When the emphasis is placed on “sales,” it implies that even though their sales report was finished on time, a different kind of report might be late.
Like the other parts of verbal communication, your audience and objective will determine your tone of voice. Speaking to a group of friends about your new favorite movie will have a much more relaxed tone than presenting your website traffic numbers to the CEO, which will be more professional. Remember to adopt the appropriate tone in a conversation.
Even without speaking, we can send countless messages. Rolling our eyes means we are annoyed. Yawning means we are tired. And sometimes, whether we mean for someone to see these actions or not, they do, and the message is received.
Nonverbal communication refers to the way we communicate without speaking. There are many ways to communicate nonverbally, and understanding what each method implies is crucial when sending and interpreting information.
Nonverbal communication is rarely done consciously, so take an extra minute to evaluate the messages you send, with or without words.
Written communication is making use of the written word to deliver information. Anytime a person writes a message that will be sent along for someone else to read and interpret, they use written communication.
Think emails, memos, company newsletters, meeting recaps, scribbled notes, text messages – the list goes on and on. A major advantage of written communication is that the message can be referred back to at a later time, making it the best option for sending a lot of important information at once.
There are three types of written communication to consider:
When using written communication, it’s best to plan and prepare ahead of time for what exactly you’ll say. You should also keep word choice and formatting in mind. It’s also a good idea to edit your message by reading through it before sending to avoid spelling or grammar mistakes.
Visual communication is delivering information and messages using methods that can be seen. Any time a message can only be received using eyesight, it is a form of visual communication. There are multiple kinds of visual communication in business. Each is best paired with a certain type of information, usually created with data visualization software to show, not tell, a story.
A graph is a type of visual communication that represents numerical data. Numbers aren’t the most exciting topic when presented using only verbal communication. The more you list them, the more that information goes over your audience’s heads.
Graphs are most commonly used to help communicate number-heavy information because it is easier to pull meaning from a visual aid than from a series of spoken numbers.
While photographs can act as personal mementos, they also have a place in visual communication in business. Words can only do so much to explain a person, place, or thing, so pairing descriptive words with an image always does better in providing the full effect. Some things are more complicated to describe than others. Recognize the times when accompanying a message with a photograph is your best bet.
Models provide examples of how something should ideally look. If you have ever provided someone with an example of a final product, you are providing them with a visual aid in the form of a model.
In business, models are beneficial when training someone to complete a task they have never done before. Directions are helpful, but examples will provide more detail about the format and execution of the final product.
No matter the type of communication being used, business communication happens either internally or externally. Internal communication occurs when the members of an organization exchange information with each other. External communication occurs when those members interact and communicate with an outside party.
Internal communication occurs when people who are a part of an organization send and receive information from each other. It is exclusive to colleagues, coworkers, or anyone else who is a business member. Nothing is being shared with the public.
There are a lot of situations that call for communicating internally. Some are more serious than others, but the successful transfer of information should never be undervalued. Proper communication can make a big difference in any situation.
Internal communication can be sent among various people on a wide range of communication channels. You can use business instant messaging software to message a coworker about the staff meeting while receiving an email from your boss about the new hires starting next week.
External communication is transferring information between a business and another entity outside the organization. People within the organization might still have access to the message, but it is intended for an external audience.
External communication includes a lot of different types of messages. Advertisements, press releases, social media posts, and even your company’s website all fall under external communication.
Four types of communication styles are used for both written and verbal communication. While they are all constantly being used, the assertive style is seen as the most effective because it combines all the positive aspects of the other styles.
The passive communication style is often used by those who want to appear indifferent about the topic. They either keep opinions to themselves or try to make it seem as if they support every piece of input in the discussion.
When speaking, passive communicators will display insecure nonverbal communication cues by not making eye contact, slouching their shoulders, or shrugging when people ask them for some input.
A common motivation for passive communication is keeping the peace, especially when dealing with conflict. While that is a nice sentiment, it can lead to problems, usually negatively affecting the passive communicator. Because they don’t properly voice their thoughts, they can start to feel anxious, depressed, or resentful towards the words and actions of the person they are speaking with.
Passive phrases:
Aggressive communication is on the opposite end of the spectrum. Aggressive communicators openly express their opinions without hesitation, often in a loud and controlling voice.
People may make intense eye contact, point fingers, and stand their ground when speaking aggressively. While voicing feelings and opinions makes for effective communication, this is not the case for aggressive communication. This style includes expressing viewpoints and opinions in an abusive way that violates the rights of others.
People often use an aggressive communication style when they want to be in charge. Instead of listening to others, they give commands and demand that others comply with what they are saying. And even if they do, the aggressive communicator might still make them feel inferior or unimportant.
Aggressive phrases:
The passive-aggressive communication style brings both styles together for another form of ineffective communication. This style is used when people speak as if they don’t care about something (passive) but in a way that is indirectly angry (aggressive).
Passive-aggressive communicators sometimes mutter comments to themselves in the presence of other people as if they don’t want others to hear them. A lot of passive-aggressive communicators will also refuse to confront others about something that is bothering them. Using this style, they might give someone the silent treatment or talk about the issue with someone who isn’t a part of it to avoid the situation altogether.
Passive-aggressive phrases:
The assertive version is thought to be the most effective of all the communication styles. Assertive communicators express their thoughts in a polite manner that is considerate of other people’s opinions. They respect all values, beliefs, and ideas and speak calmly while making non-threatening eye contact.
Assertive communication should be used because it values honesty and understanding. Assertive communicators own up to their ideas and listen to those of others as well. One of the main signs of an assertive communicator is using “I” statements. Even if they disagree with someone else, they will remove the blame and put it on themselves.
Assertive phrases:
Effective communication is necessary for all relationships. Whether you are managing employees or nurturing companionship, there can be no growth without effective communication. With honest communication comes problem-solving, loyalty, and trust.
For additional help with your internal communication efforts, find the best employee communication software for newsletters, blogs, news feeds, and more.