METHODS OF

COMMUNICATION

BY POOJA VAIDYA
 Communication
Methods

Non-
Verbal Verbal

Oral Written

Speakin
Listening Writing Reading
g
 TYPES OF WRITTEN COMMUNICATION

Circulars Minutes of Meetings

Notice, Agenda, Notes on
E-mail Agenda
Staff Newsletter Customer Newsletter

Graphs/Charts Advertisement

Office Order Press Release

Memo Report Invitation

Form/Questionnaire Leaflet/Brochure/Handbills

Letter Manuals
 EFFECTIVE ORAL AND WRITTEN
COMMUNICATION

ORAL COMMUNICATION WRITTEN COMMUNICATION

VOICE VOUME TONE CLEAR MESSAGE PRECISE , COMPLETE AND
CORRECT MESSAGE
PRONUNCIATION KNOW YOUR TARGET AUDIENCE BE EMPATHETIC POSITIVE CONCLUSION
MAINTAIN EYE CONTACT GOOD BODY LANGUAGE ACCURRATE INFORMATION SINCERE COMPLIMENTS
USING INFORMAL COLLOQUAIL MAIN POINTS AT THE BEGINNING, INTELLIGIBLE AND LOGICAL
(Y’ALL, GONNA,WANNA) DENIALS/REFUSALS/BADNEWS COMM. LEADS TO POSITIVE
CONVEYED DIPLOMATICALLY FEEDBACK
NO NEGETIVE OR COLLOQUAIL NO DISCRIMINATORY STATEMENTS
WORDS
 BODY
LANGUAGE

SPACE

TIME

NON-VERBAL SIGNS AND

SYMBOLS
COMMUNICATION CHARTS,
MEATHOD MAPS AND
GRAPHS

POSTERS
VERBAL
COLOUR AND
LAYOUT

SOUND
 BODY LANGUAGE
Body language has a great influence on the impression that how people give and
what they express is assimilated. It has great importance when someone is delivering
a presentation or speech.
a) Posture
The way you move and carry yourself communicates a wealth of information to the
world. This type of non-verbal communication includes your posture, bearing, stance,
and elusive movements.
b) Gestures

The movement of the hands, arms , legs, head, and shoulder are termed as gestures.
We wave, point, beckon, and use our hands when we’re arguing or speaking
animatedly – expressing ourselves with gestures often without thinking.
c) Facial expressions
The human face is extremely expressive, able to express countless emotions without
saying a word. And unlike some forms of non-verbal communication, facial expressions
are universal. The facial expressions for happiness, sadness, anger, surprise, fear, and
disgust are the same across cultures.
d) Appearance
Our choice of clothing, hairstyle, and other appearance
factors are also considered a means of nonverbal
communication. Appearance can also alter
physiological reactions, judgments, and interpretations.
Researchers have found that appearance can even play
a role in how much people earn. One 1996 study found
that attorneys who were rated as more attractive than
their peers earned nearly 15% more than those ranked
as less attractive.
 SPACE/PROXEMICS
People often refer to their need for "personal space." The amount of distance we need
and the amount of space we perceive as belonging to us are influenced by several
factors. Among them are social norms, cultural expectations, situational factors,
personality characteristics, and level of familiarity.
 TIME/CHRONEMICS
The study of how human beings communicate with time. Late reactions or arrival will
send a wrong message to our business counterparts. Could be conceived as
disrespectful or disinterested. Cultural perceptions of time helps you decide whether
to be on time or take your own sweet time.
 SIGNS AND SYMBOLS
They are universally known and accepted. Signs stand for a
particular message or indicate an idea. Symbols indicate standard
representation of something.
 CHARTS, MAPS AND GRAPHS
Some geographic aspects are more interesting if explained with a map. Sketches help
related topics, graphs, supplement mathematical and statistical data, maps make
direction to places and studies interesting.
 POSTER
Posters are used for larger audience to convey a public message. They may contain
written matter or pictures. They are put strategically at attention drawing places.
 COLOURS AND LAYOUT
The use of colour is symbolic. The layout of a structure plays an important role. The
arrangement of the design and the choice of colour speaks much about the
premises.
 SOUND
Sound helps identify with persons, activities or ideas. Popular tune or music associate
with brands or products. Audio communication is as important as visual
communication.
 It is and extension of the good manners and cultural behavior we were taught in
childhood.

 Etiquette is defined as ”the forms, manners and ceremonies established by

convention as acceptable or required in social relations, in a profession, or in office
life.”

 It’s the way we conduct ourselves while doing business in professional arena.
 TELEPHON
E
ETIQUETT
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BUSINESS HANDSHA
CARD KE
ETIQUETT ETIQUETT
E E
BUSINESS
ETIQUETT
BUSINESS
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CUBICAL
MEAL
ETIQUETT
ETIQUETT
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OFFICE
ETIQUETT
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TELEPHONE ETIQUETTE
HANDSHAKE ETIQUETTE
 HANDSHAKE ETIQUETTE

Offer a handshake to :
1. Former business contact/ social acquaintance
especially when meeting them after long time.
2. New business contacts, staff members or others
meeting for the first time.
3. Conclude a business transaction
4. To congratulate someone
5. Greet your guests or hosts
6. Take a leave from a business - social event

Be cautious about a handshake with :

7. With someone who is your superior (let them
initiate)
8. With someone who appears uncomfortable
9. With someone who is inconvenienced
10.Someone whose hands are occupied
11.With someone you have nothing to say to
(stranger)
 CUBICAL ETIQUETTE
 Value everyone's privacy. Do not walk in and out without
permission.

 If you don’t wish to be disturbed, put a sign saying “Busy”,

“meeting deadlines” or don’t make eye contact with intruders
or just tell them you are busy.

 Avoid reading other colleague's computer screens and papers,

especially when they are not around.

 Do not borrow items from your colleagues desk all the time or
without permission.

 Do not have conversations over the partition, this will disturb

 others.
Do not eavesdrop or comment on conversations you overheard from other cubicles. If you hear
anything confidential or personal, do not repeat it to others.

 Do not yell from your cubicle to another cubicle just cause it is not too far.
 CUBICAL ETIQUETTE
 Speak in moderate voice inside your cubicle when using
phone/mobile or when taking in person.( library tone)

 In case of confidential matters, do it outside your cubicle or a

more private place.

 Do not use speakerphone in your cubicle, its unfair to the person

on call.

 If you have the permission to listen to radio and audios , keep

the volume on low, keep your ringers/alert tones low as well.

 Avoid eating smelling food or keeping gym bags with smelly

clothes in your cubicle. Be considerate when wearing too much
perfume, deodorant or after shave, it can be over bearing.
 Keep your desk and cubicle clutter free.

 Respect everyone else's work space and privacy.

OFFICE ETIQUETTE
 OFFICE ETIQUETTE

INTRODUCTION COURTESY

Give your full name followed by Try to know the people who work around you,
designation/department/ organisation. irrespective of their position
Be courteous and polite to your juniors as you
Stand up when being introduced and if you are with your seniors
cant then lean forward to show intention.
Show appreciation with words or appropriate
Take the initiative to introduce others, to gestures. Reciprocate when they reach out.
make them feel valued.
Point at people with open palms, don't point.
Introduce the junior person to the seniors
Attend office gatherings to interact with
colleagues and get to know them.
At organisation gatherings, introduce your
self to others, Follow dress code, if there is a problem
discuss with the concerned person.

Move around and make new acquaintances say "Please", "Thank you" and "sorry" when
required. dont over use them.
 OFFICE ETIQUETTE

CONSIDERATION GENERAL CONCERN

Always be on time, inform prior in case you are Refill papers after using the photocopy machine or
late or need to reschedule. printer for the next users.
Be organised and keep a deadline.
Hand over the important papers found at the
Listen to people when they speak to you face to printer to its respective person.
face, in a meeting, a presentation or discussion.
Use office machinery with care, report if not
Don't get distracted, keep all gadgets on silent or working.
switched off.
Don't be judgmental on people who make Office stationary is for office use only, do not
mistakes, guide them instead. waste it just cause its free.
Elevator Rule: do not discuss details of the
meeting in the elevator, give time to absorb it. If Coffee, tea machines and water coolers aren't
Do not interrupt, express your opinion after he is working, put a note on it and inform someone.
done.
Maintain hygiene, tidiness, be helpful and
Avoid Gossip attentive.
BUSINESS MEAL ETIQUETTE
BUSINESS CARD ETIQUETTE
BUSINESS CARD ETIQUETTE
THANK YOU!!