Communication is dynamic (ever-changing) and systemic. It has two levels of meaning, relationship and context. All aspects of communication are intertwined. Communication is influenced by how we feel, time of day, etc.
Communication consists of three basic segments: verbal, non-verbal, and paraverbal.
1. Verbal Communication
Verbal communication is the content of what we are talking about, the words that are spoken or written. Language is dynamic. The word “literally” now means both in actuality and figuratively.
2. Non-Verbal Communication
Non-verbals are the way we move and position our body. We are always sending out messages about how we feel, what we think, and our reactions to people based on our surroundings or a particular situation. We certainly can’t cover everything here, but consider yourself and your non-verbals in the following areas.
Eye Contact
Are we looking at a specific object, looking down, or looking steady at our conversation partner? Are we shifting eyes from object to object or covering our eyes with hands?
Are we teary eyes or “wide-eyed?”
Skin
Do we look pale or are we blushing?
Posture
Our posture is an indicator of alertness or tiredness. Are we “eager” and ready for activity? Is our body closed off by the crossing of legs, arms crossed in front or the hanging of our head?
Facial Expressions
What can be conveyed by our stoic lack of expression? Is there a wrinkling forehead or nose, smiling, or biting of the lip?
Hand and Arm Gestures
These may be symbolic gestures, demonstration of how something happened or its dimensions. Repetitive gestures may be nervous tics we don’t know we display.
Repetitive Behavior
In Joe Navarro’s book, What Every Body is saying, he encourages readers to take note of an individual’s norm. If they are fidgeters, but they stop fidgeting something may be wrong. If they are usually well poised the tapping foot or fingers, trembling, playing with button or hair could indicate discomfort.
Distance
I think of the close-talker on Seinfeld. Do you move away (or forward) when another person moves closer? Consider the other person’s need for personal space.
Position in the Room
Where we sit at a table during meetings matters. Do we move around the room, protecting self by having objects (e.g. desk, table) between self and other person? What is our sitting position (in the center of the room, side by side)? Where do we sit for instruction? Do we prefer the back of the class or front and center?
Clothing
Are we neat or untidy? Casual or formal? Do we choose warm/cold colors?
Personal artifacts also communicate. The brand of our computer may indicate our level of creativity and tech knowledge. The color of our phone case, water bottle or coffee mug may show our masculinity or femininity.
*You may also wish to read, Professional Presence Every Day.
3. Para-verbal Communication
Represents the way we speak. We send messages through the strength, tone and color of our voice, and with the speed of our sentences.
Our listeners discern our mood and the state we are in through pauses in speech, trembling of our voice, its power and our pace.
Communication Mediums
Focusing on internal communications, there are two primary categories of media to communicate with our employees, physical and mechanical media.
Physical media includes anything that can be seen and heard. From large meetings to small, face-to-face communication fits in this category. Even though relying on technology video conferences, count too. Large meetings are best to get important message to a large group all at one time. They are ideal for presenting strategy. Departmental meetings should regularly communicate daily operations, status reports and problem solving. Small groups and personal meetings are good for discussing specific projects.
Mechanical media may be written or electronic. They can be very fast, but are open to interpretation by the reader. Mechanical media includes mail, newsletters, memos, intranet, magazines, text, sms, and social media. Email may be appropriate for daily communication. It is ideal for simple messages that have low likelihood of misunderstanding. Email supplements other meetings and often reiterates decisions made in meetings. Individual letters are well suited for extraordinary achievements and recognition. Text messaging or sms is becoming increasingly popular in the workplace. Social media is being used to collaborate on projects, boost morale, and disseminate information. Some companies have private groups or pages for employee communication.
Choosing the Right Medium
First, know your desired outcome. Then choose the right media to achieve your objective.
Download this helpful matrix for choosing the right media.
