M2: Learner Manual

8.1. Communication Methods

There are four main categories or communication styles, including verbal, non-verbal, written and visual:

Verbal

Verbal communication is the use of language to transfer information through speaking. It is one of the most common types, often used during presentations, video conferences and phone calls, meetings and one-on-one conversations. Verbal communication is important because it is efficient. It can be helpful to support verbal communication with both non-verbal and written communication.

Here are a few steps you can take to develop your verbal communication skills:

• Use a strong, confident speaking voice - Especially when presenting information to a few people or a group, be sure to speak loudly enough so that everyone can hear you. Speak in a confident voice and articulate your words, so that your ideas are clear and easy to understand.
• Use active listening -The other side of using verbal communication is intently listening to others. Active listening skills are key when conducting a meeting, presentation or even when participating in a one-on-one conversation. Doing so will help you grow as a communicator.
• Avoid filler words - It can be tempting, especially during a presentation, to use filler words such as um, like, so or yeah. While it might feel natural after completing a sentence or pausing to collect your thoughts, it can also be distracting for your audience. Try practising with a trusted friend or colleague who can call attention to your use of filler words. Try to replace them by taking a breath when youare tempted to um and ah.

Non-verbal

Non-verbal communication is the use of body language, gestures and facial expressions to convey information to others. It can be used both intentionally and unintentionally. For example, you might smile unintentionally when you hear a pleasing or funny phrase or piece of information. Non-verbal communication is helpful when trying to understand the thoughts and feelings of others.

If they are displaying ‘closed’ body language such as crossed arms or legs, or hunched shoulders, they might be feeling anxious, angry or nervous. If they are displaying ‘open’ body language with both feet on the floor and arms by their side or on the table, they are likely feeling positive and open to information.

Here are a few steps you can take to develop your non-verbal communication skills:

• Notice how your emotions feel, physically - Throughout the day, as you experience a range of emotions (anything from energised, bored, happy or frustrated), try to identify where you feel that emotion inside your body. For example, if you are feeling anxious, you might notice that your stomach feels tight. Developing self-awareness of how your emotions affect your body can give you greater mastery over your external presentation.
• Be intentional about your non-verbal communications - Make an effort to display positive body language when you feel alert, open and positive about your surroundings. You can also use body language to support your verbal communication if you feel confused or anxious about information, like using a furrowed brow. Use body language alongside verbal communication, such as asking follow-up questions or pulling the presenter aside to give feedback.
• Mimic non-verbal communication that you find effective - If you find certain facial expressions or body language beneficial to a certain setting, use it as a guide when improving your own non-verbal communication. For example, if you see that when someone nods their head it communicates approval efficiently, use it in your next meeting when you have the same feeling.

Written

Written communication is the act of writing, typing or printing symbols like letters and numbers to convey information. Itis helpful because it provides a record of information for later reference. Writing is commonly used to share information through books, pamphlets, blogs, letters, memos and more. Emails and chats are a common form of written communication in the workplace.

Here are a few steps that you can take to develop your written communication skills:

• Strive for simplicity - Written communication should be as simple and clear as possible. While it might be helpful to include a lot of detail in instructions, for example, you should review your writing several times to make sure it as concise as possible for your audience.
• Don’t rely on tone -  Because you do not have the nuance of verbal and non-verbal communication, be careful when you are trying to communicate a certain tone in your writing. For example, attempting to communicate a joke, sarcasm or excitement might be interpreted differently depending on the audience. Instead, keep your writing as simple and plain as possible and follow up with verbal communication, where you can add more personality.
• Take time to review your written communication  - Setting time aside to re-read your emails, letters or memos can help you identify mistakes or opportunities to say something more simply. For important communications or those that will be sent to a large number of people, itis helpful to have a trusted colleague review your text as well.
• Keep a record of writing that you find effective or enjoyable- If you receive a particular pamphlet, email or memo that you find particularly helpful or interesting, save it to use as inspiration for your own writing.

Visual

Visual communication is the act of using photographs, art, drawings, sketches, charts and graphs to convey information. Visuals are often used as an aid during presentations to provide helpful context alongside written and/or verbal communication. People have different learning styles – using different types of communication makes the information more accessible to all. Adding visuals will help a portion of your audience to retain your ideas and information better.

Here are a few steps that you can take to develop your visual communication skills:

• Ask others before including visuals - If you are considering sharing a visual aid in your presentation or email, consider asking others for feedback. Adding visuals can sometimes make concepts confusing or muddled. Getting a third-party perspective can help you decide whether the visual adds value.

• Consider your audience - Be sure to include visuals that are easily understood by your audience. For example, if you are displaying a chart with unfamiliar data, be sure to explain what is happening in the visual and how it relates to what you are saying. You should never use sensitive, offensive, violent or graphic visuals in any form.[1]