By Lawrence Sunday Ogwang
a)
ADVANTAGES
AND DISADVANTAGES OF ORAL/VERBAL COMMUNICATION
Definition
of oral communication:
Oral communication is a
process of expressing information or ideas by word of mouth. It is a verbal
transmission of information and ideas from one individual to another or a group
of people.
Oral communication can
either be formal like; classroom lectures, speeches at different functions like
graduation etcetera. It can as well be informal like; face to face
communication, telecom conversation etcetera.
Advantages
of oral communication
1. Time
saving: When action is required to be taken immediately it is best to
transmit a message orally. If the executives work load is high then they stop
writhing and by oral instructions they complete their message transmission and
released their work load and also it saves time.
2. Cost
effective: Cost is involved in any communication. When the communication is
needed within the organization and if it and is completed in orally, it has not
need of any paper, pen or stamp or computer. So it saves the money of the
organization.
3. More powerful:
Speech is a more powerful means of persuasion and control. Therefore,
executives often prefer to transmit messages orally.
4. Effectiveness:
With the help of variations in the tone, pitch and intensity of voice, the
speaker can convey shades of meaning. This factor also contributes to the
effectiveness of oral communication.
5. Immediate feedback:
The speaker can get immediate feedback on whether it is creating a favorable
impression on the receiver or whether the receiver will protest or whether the
receiver has receiver has clearly understood his meaning or is feeling
perplexed or baffled and he can mold and adjust his message accordingly.
6. More suitable:
The employees feel more suitable when the message is transmitted orally. They
get an opportunity for feedback and clarification.
7. A relationship develops:
Oral communication is mostly carried to help promote friendly relations between
the parties communicating with each other.
8. Flexibility: By the demand
of the situations, oral instructions can be changed easily and for these cases
maintain the formalities are not necessary. So it is very much flexible and
effective.
9. Easiness:
It is so easy method of communication. It needs little preparation to send a
message. No need of pens, pencils and other writing equipment’s which are
needed in written communication.
10. Correction
of errors: If any error is expressed at the time of oral communication. It
is possible to rectify at that time or within a very short time.
11. Informal communication:
In oral communication, no need to maintain such formalities which are needed in
written communication. So it is easy and helpful to any organization.
12. Motivation:
In oral communication system, top executives and sub ordinates staff can sit
face-to-face and exchange their views directly, so sub-ordinates are motivated
day by day.
13. Maintaining secrecy:
Interested parties of oral communication can maintain the secrecy of messages
easily.
Disadvantages
of oral communication
Although
oral communications have advantages, there are some disadvantages which are
given below:
1.
No record: In oral
communication, messages are difficult to record. So it is impossible to
preserve the message for future.
2.
Expensive:
It is also an expensive medium of communication. On the other hand
Technological devices that are used in this system are costly especially when
communicating to the person far away. The speaker may choose to use telephone
calls. This may be expensive depending on where the receiver is. It is even
worst when the receiver is in another country.
3.
Distortion of the word:
If distortion of the word occurs in oral communication, then main goals of the
organization may not be filed.
4.
Inaccuracy: There is a very
high possibility of inaccurate messages reaching the destination. In this case,
the desired feedback may not be attained because of the inaccurate message or
messages sent to the receiver.
5.
Limited
use:The
scope of usage of oral communication is limited. It is not suitable for lengthy
messages. It should be sued for short message.
6.
Probability of omitting main subject: Sometimes,
main subject may be omitted to express a word for communicating. So, expected
result may not be achieved.
7.
Confused speech:
Sometimes the receiver fails to understand the meaning of a message due to
habitual pronouctions or mother language influence of the speaker.
8.
No
legal validity: There is no legal validity of the oral
message. As, the oral messages are not taped and kept records, so it can be denied
easily if the situation goes against the speaker.
9.
Late decision:
It takes time to reach a decision. At the beginning stage, sometime is killed
in the discussion of any personal matters. Besides some time is also wasted for
irrelevant discussion. In this way decision making is delayed.
10. Less important:
In oral communication is usually common in informal communication. Informal
communication is never treated with the importance it deserves hence; some
treat it as less important. This affects the expected outcome of the
communication or the feedback.
11. Lack of secrecy:
In oral communication, the important and secret information may be disclosed.
12. Easily forgotten:
Oral communication is easily forgotten by the receiver. This is so because, if
information is not written down, there is likelihood that it would be
forgotten.
13. Creates
misunderstanding: The speaker often gives message
without having properly organized it earlier. So, it is possible that he may
not be able to make himself properly to communicate with the receiver. As a
result, misunderstanding May develop.
14. It is exclusive: Oral
communication, does not take into consideration the deaf who has hearing
impairment. Communication should be inclusive in nature. This makes oral
communication not a very effective means of communication.
15. Lack of accountability: Drawbacks of oral communication on a speaker or a listener cannot be held accountable for any vocal message. As anyone can claim or disclaim having said or heard something.
b) ADVANTAGES AND DISADVANTAGES OF
WRITTEN
COMMUNICATION
Definition of written communication:
This
is the process of conveying a message through written words and symbols.
Written communication is the most effective mode of communication.
Advantages of written communication:
1. Easy
to preserve: The documents of written communication are easy to preserve.
Oral and non-verbal communication cannot be preserved. If it is needed,
important information can be collected from the preserved documents.
2. Easy presentation of complex matter:
Written communication is the best way to represent any complex matter easily
and attractively.
3. Permanent record:
The documents of written communication act as a permanent record. When it is
needed, important information can be easily collected from the preserved
documents.
4. Prevention of wastage of time and money:
Written communication prevents the waste of money and time. Without meeting
with each other the communicator and communicate can exchange their views.
5. Accurate
presentation: Through the documents of the written communication top
executive can present the information more accurately and clearly. As it is a
legal document everybody takes much care does draft it.
6. Use as a reference:
If it is needed, written communication can be used as future reference.
7.
Delegation of authority:
Written communication can help the authority to delegate the power and authority to the subordinate. It is quite
impossible to delegate power without a written document.
8. Longevity: Written
document can be preserved for a long time easily. That is why; all the
important issues of an organization should be black and white.
9. Effective communication:
Written communication helps to make communication effective. It is more
dependable and effective than those of other forms of communication.
Maintaining image: Written communication
helps to maintain the images of both the person and the organization. It also
protects the images of the company or organization.
10. Proper information:
It is a proper and complete communication system. There is no opportunity to
include any unnecessary information in a written document.
11. Less distortion possibility:
In this communication system information is recorded permanently. So, there is
less possibility of distortion and alteration of the information.
12. No opportunity
to misinterpret: there is if any less opportunity to misinterpret the
information or messages of written communication.
13. Controlling tool:
Written communication can help to control the organizational activity. The
written document may be used as a tool for control and consultation.
14. Easy to verify:
The information and messages that are preserved can be verified easily. If
there arises any misunderstanding any party can easily verify the information.
Disadvantages of written communication
The
limitations and disadvantages of written communication are hereby given below
1.
Expensive: Written communication is
comparatively expensive. For this communication paper, pen, ink, typewriter,
computer and a large number of employees are needed.
2.
Time
consuming: Written communication takes time to communicate
with others. It is a time consuming media. It costs the valuable time of both
the writer and the reader.
3.
Beaurucracy:
This is one of the most disadvantages of written communication. It means to take
time for approval of a project.
4.
Useless
for illiterate person: It messages receiver is illiterate,
written communication is quite impossible. This is major disadvantage written
communication.
5.
Difficult
to maintain secrecy: It is an unexpected medium to keep
business secrecy. Secrecy is not always possible to maintain through written
communication. Because here needs to discuss everything in black and white.
6.
Lack
of flexibility: Since writing documents cannot be
changed easily at any time. Lack of flexibility is one of the most important
limitations of written communication.
7.
Delay in response:
It takes much time to get a response from the message receiver; prompt response
is not possible in case of written communication that is possible in oral
communication.
8.
Delay
in decision making: Written communication takes much time
to communicate with all the parties concerned. So the decision maker cannot
take decisions quickly.
9.
Cost
in record keeping: It is very difficult and expensive to
keep all the records in written communication.
10.
Complex
words: Sometimes the writer uses complex words in writing
a message. It becomes difficult to get meaning out to the reader. So the
objectives of the communication may lose.
11.
Lack of direct relation: If there is no
direct relation between the writer and the reader, writer communication cannot
help to establish a direct relation between them.
12.
Prompt feedback is impossible: this
type of communication does not allow quick feedback.
c)
ADVANTAGES
AND DISADVANTAGES OF NON VERBALCOMMUNICATION
Definition
of non verbal communication:
This
is a process of conveying messages and information through the use of symbols
and signs.
There
is a proverb that says “Actions speak louder than words.” In essence, this
underscores the importance of non-verbal communication. Non-verbal communication
is especially significant in intercultural situations. Researchers in
communication suggest that many more feelings and intentions are sent and
received non-verbally than verbally. Non verbal communication It has multiple
advantages or functions:
Advantages
of non verbal communication
Complementary:
Non-verbal cues complement a verbal message by adding to its meaning. You can
pat someone you offended at the back as you say sorry to him or her.
Easy presentation:
Information can be easily presented in non-verbal communication through using
visual, audio-visual and silent means of non-verbal communication.
1. Substituting: Non-verbal
message may substitute for the verbal message especially if it is blocked by
noise, interruption, long distance etc. for example; gestures-finger to lips to
indicate need for quite, facial expressions- a nod instead of a yes.
2. Accenting:
Often used to accent a verbal message. Verbal tone indicates the actual meaning
of the specific words. Non verbal communication, therefore, makes clear the
verbal message.
3. Repeat: Used to repeat the
verbal message (e.g. point in a direction while stating directions.)
4. Helpful
to illiterate people: This type of communication uses gestures, facial
expressions, eye contact, proximity, touching etc. and without using any spoken
or written word. So, it is very much helpful for illiterate people.
5. Help to handicapped people:
Non-verbal cues/signals of communication greatly help in handicapped people
especially to deaf people. Deaf people exchange message through the movements
of hands, fingers, eyeball etc.
6. Attractive presentation:
Non-verbal communication is based on visual, picture, graph, sign etc. that can
be seen very much attractive.
7. Reducing wastage of time: The message of non-verbal communication
reached the receiver very fast. For this reason it reduces the wastage of
valuable time of the communicator.
8. Quick expression of message:
Non-verbal cues of communication like sign and symbol can also communicate some
messages very quickly than written or oral messages.
Disadvantages
of non-verbal communication:
Despite
of advantages of non-verbal communication, it is not free from its limitations
or disadvantages which are:
1. Vague
and imprecise: Non-verbal communication is quite vague and imprecise. Since
in this communication, there is no use of words or language which expresses
clear meaning to the receiver. No dictionary can accurately classify them.
Their meaning varies not only by culture and context but by the degree of
intention.
2. Continuous: It is possible
to stop talking in verbal communication, but it is generally not possible to
stop nonverbal cues. Also, spoken language has a structure that makes it easier
to tell when a subject has changed, for instance, or to analyze its grammar.
Nonverbal does not lend itself to this kind of analysis.
3.
Multi-channel: while watching someone’s
eyes, you may miss something significant in a hand gesture. Everything is
happening at once and therefore it may be confusing to try to keep up with
everything. Most of us simply do not do so, at least not consciously.
4. Culture-bound:
Non-verbal communication is learnt in childhood, passed on to you by your
parents and others with whom you associate. A few other gestures seem to be
universal. Evidence suggests that humans of all cultures smile when happy and
frown when unhappy. However, most nonverbal symbols seem to be even further
disconnected from any “essential meaning” than verbal symbols. Gestures seen as
positive in one culture (Like the thumbs-up gesture in the USA) may be seen as
obscene in another culture.
5. Long conversations are not possible:
In non-verbal communication, long conversation and necessary explanations are
not possible. No party can discuss the particular issues of the messages.
6. Difficult to understand:
Difficult to understand and requires a lot of repetitions in non-verbal
communication. Since it uses gestures, facial expressions eye contact, touch
etc. for communicating with others which may not be understandable for the
simple and foolish people.
7.
Not
everybody prefers: Everybody does not prefer to
communicate through non-verbal communication with others. Sometimes it cannot
create an impression upon people or listeners. It is less influential and
cannot be used everywhere. It is cannot be used as a public tool for
communication.
8. Lack of formality:
Non-verbal communication does not follow any rules, formality or structure like
other communication. Most of the cases people unconsciously and habitually
engaged in non-verbal communication by moving the various parts of the body.
9. Costly:
In some cases non-verbal communication involves huge cost. For example, neon
sign, power point presentation, cinema etc are very much costly compared to
others form of communication.
10 Distortion
of information: Since it uses gestures, facial expressions, eye contact,
touch, sign, sound, paralanguage etc. for communicating with others, there is a
great possibility in distortion of information in non-verbal communication.
REFERENCE
PAGE
- Materials got from group discussions as on 24th Sep 2018
- https://thebusinesscommunication.com/advantages-and-disadvantages-of-non-verbal-communication/
thanks really helped me out
ReplyDeleteThere are not all types of communication
ReplyDeleteIt's really helpful
ReplyDeleteIt's really helpful
ReplyDeleteIt is of help to me
ReplyDeleteVery nice note
ReplyDeleteUuuiujuhuuuuhhyyhhggggggggvvggggf
ReplyDeleteDidn't helped me
ReplyDeleteGgh
Deleteit is really meticulous
ReplyDeleteThis website has made research very easy. Special thanks to you sir for helping me
ReplyDeleteThanks; very useful 👊
ReplyDeleteHow about the manual, total, bi-lingual and bi-cultural modes of communication?
ReplyDelete