One-way and two-way communication

One-way communication:
 Occurs when the message does not require feedback from the receiver
for example timetables, notices and advertisements.
Two-way communication:
 Occurs when the receiver responds to the message
 Both parties are involved in the process for example meetings, and
conversations.

Advantages of two-way communication:

 Receiver can make contributions to the topic being discussed which
motivates the receiver.
 Sender will be able to know if receiver understood the message. If not,
message can be sent again to ensure that effective communication takes
place.
Communication methods
 Different messages require different methods of communication.
1. Verbal communication:
 Refers to all communication that involves the use of speech
Includes:
a. One-to-one meetings: is a direct two-way communication between the
sender and the receiver.
b. Telephone conversations: Can be done on a fixed telephone, mobile
telephone. Cost of equipment and calls may be expensive but they save time
and money
c. Video conferencing: Occurs when meetings are held in different locations
through the internet. There is no need to travel to meet face to face.
d. Meetings and team briefings: these involve a few or many people. Can
be internal or external, formal or informal.

Advantages of verbal communication:

a. Information can be passed on instantly to the intended audience at the
same time,
b. Is an efficient way of communicating with large group of people
c. It provides an opportunity for immediate feedback
d. Messages in face-to-face meetings can be strengthened using body
language such as, posture and facial expressions

Disadvantages of verbal communication:

a. It is difficult to tell if everybody is listening or has understood the
message.
b. Both parties need to speak the same language well enough to understand
one another
c. Not permanent and may be inaccurate.
d. Verbal feedback sometimes take longer than written feedback.
e. Varying internet speeds and telephone line quality can make video
conferencing and phone calls difficult

2. Written communication:
Any form of communication done in writing through printed and none
printed media. Which includes:
a. Business letters: The most used and important method for formal
communication internally and externally. Can be in printed or electronic
form.
b. Memos (short for memorandum): These are used internally only for
short, important messages. Can be printed or sent through an internal
email system.
c. Reports: These are detailed documents on a particular issue that is
prepared by experts and sent to the management before a meeting to
discuss the issue. Reports are so generally so detailed that all employees
may not understand them.
d. Notices: Displays information for everyone to read as they are pinned on
the notice board.
e. Faxes (facsimile): Transmit short written messages from one fax
machine to another via telephone lines.
f. Text messages: These are short messages sent via from one mobile
phone to the other. Records exists until they are deleted, but there is no
way to gauge the tone or mood of sender.
g. Email and social networking sites: Electronic communication using
ICT allows messages to be sent via the internet using computing facilities.

Advantages of written communication:

a. Physical evidence of the message exists for future reference. This reduces
disagreements about the contents of message.
b. Can be copied and sent to other people.
c. Quick and cheap way to reach large number of people.
d. Is very useful for messages that have complicated details, e.g. safety
measures.

Disadvantages of written communication:

a. It is difficult to check whether the message is received and acted upon as
with verbal communication.
b. The language used may be difficult to understand.
c. Long messages may be confusing and boring for the reader.
d. Messages cannot be reinforced using body language.
e. The messages may be copied & leaked to others who are not supposed to
receive them.

Visual communication:
These involve the use of visual aids which can be in electronic and none
electronic in nature. Media may include:
a. Films, videos: This a powerful and attractive way to combine verbal and
visual communications. Can be used for training and advertising
b. Microsoft PowerPoint: This is a presentation created and presented
using Microsoft Powerpoint. It can be used for making presentations on
new products internal training, or to reinforce verbal communications in
meetings. They show written points, charts, photographs, etc.
c. Posters: These make use of pictures or cartoons to explain simple but
important messages.
d. Charts and diagrams: These include tables, graphs, piecharts and map
that are used in reports or letters to present numerical data or simplify
complicated ideas.
e. Photographs and cartoons: Add variety, humour and colour to
messages which increase chances of messages being read and understood.

Advantages of visual communication:

a. Presents information in more appealing and interesting ways, people are
more prepared and willing to look at watch videos or posters than read
letters.
b. It makes written messages clearer (illustrate/reinforce the point being
made).
c. It is easier to recall points with the help of diagrams or pictures.

Disadvantages of visual communication:

a. Graphs and charts may be difficult for some people to interpret, especially
if they contain technical and financial information. Messages might be
misunderstood if receiver fail to interpret.
b. No feedback – the sender has to use other forms of communication to
make sure that the message is understood, e.g. written test after training
video.
c. Some are types of visual media are expensive, e.g. television
advertisements.
In order to counter the disadvantages of each method the other methods can
be used be and combined with the use of electronic devices.

Factors to consider when choosing appropriate communication

method:
a. Speed: Is it urgent? If yes written and verbal means can be used
b. Cost: the method used depends on the cost and budget of the sender
c. Message details: How detailed is the message? If message contains
illustrations or plans it may be more essential to use written or visual
methods.
 d. Leadership style: one-way communication is more likely to be used
in autocratic than democratic systems.
e. Receiver: Who is the target receiver? Methods that use one-to-one
communication may be more appropriate for a single receiver, but not
hundreds of people.
f. Importance of written record: When written record is needed for
future reference written methods are used.
g. Importance of feedback: Sender requires feedback quickly then
phone call may be used.
h. Distance: If the distance between the receiver and sender is too great
then long distance methods are more appropiate

Types of communication
Communication can either be formal or informal in nature
1. Formal communication:
a. Occurs when messages are sent through established channels
using professional language.
b. E.g. memos, notices, reports, emails.
2. Informal communication: Involves the sending of messages using
casual language.
a. E.g. meetings with friends.
b. These are sometimes used by managers as they try out new ideas
before introducing formally.
c. Make us of gossip and rumours.

Direction of communication:
a. Downward communication: Occurs when messages are sent from
managers to subordinates. However, message goes through many levels
of hierarchy, the original meaning might become distorted.
b. Upward communication: Occurs when feedback is sent from
subordinates to managers. Feedback is essential for effective
communication to take place.
c. Horizontal communication: Communication between individual on
the same level in the same or different departments. Ideas can be
exchanged during informal and formal meetings.

Communication barriers
These are factors that disturb or hinder effective communication of
messages.
 Communication barriers arise when one of the four parts of effective
communication does not operate when.
 This causes communication breakdowns or ineffective communication.

Problems of ineffective communication

 Employees are sure about their roles.
 Results in dissatisfied clients.
 Damages the reputation of the business
 May result in poor relationship between workers which may cause poor
teamwork.
 May lead to higher risk of accidents.
 May result in incomplete tasks and wastage.
 Recruitment problems.
Causes of barriers
 Difference in language - for example if the sender is Zulu speaking
and the receiver only speaks Sestwana, the receiver may not understand
the message.
 Use of jargon – Technical terms maybe easily misunderstood by people
who are not familiar with the subject.
 The message may be too long- the information sent may be too long
for the receiver which may make the receiver miss some of the
information in the message.
 The medium used - the sender may make use of the wrong
communication media to send the message. A wrong communication
medium may result in communication breakdown.
 Long chain of command - the message may be distorted or lost as the
information flows from the top to the bottom – like it happens in the
game broken telephone.
 Noise – refers to anything that can distract the receiver from getting the
message clearly. It can either be internal noise (things happen within the
receiver or sender body or mind) or external noise (factory noise).
 Lack of trust in the sender- if the receiver does not trust the source
the message may not be received as intended
 Lack of feedback – Can be a major barrier to effective communication