What Is Non-Verbal and Written Communication? (Merits & Demerits Explained)
What is Non-Verbal Communication?
Non-verbal communication is the process of sending and receiving messages through any means other than spoken or written words. You can choose not to speak or write, but it’s impossible to avoid behaving non-verbally.
These messages come from your gestures, posture, facial expressions, and even your personal appearance. In many cases, your non-verbal cues communicate more powerfully than your words.
14 Types of Non-Verbal Communication
Non-verbal cues can be grouped into several categories. Here’s a breakdown of the most important types for BBA and MBA students to know.
1. Kinesics (Body Movements)
This category covers all communication that comes from the movement of your body.
Facial Expressions: The face is the “index of the mind.” It can instantly express a wide range of emotions like joy, sorrow, anger, confusion, and interest. A smile is a powerful cue that transmits happiness, warmth, and friendliness.
Eye Contact: This is a key channel for regulating conversation. It signals interest, concern, and warmth. Good eye contact with an audience also increases a speaker’s credibility.
Gestures: These are movements of your arms, hands, and head. A lively, animated style (using gestures) captures an audience’s attention, while a stiff, un-animated speaker can be seen as boring. A simple head nod provides positive reinforcement and shows you are listening.
Posture and Body Orientation: This is how you walk, stand, and sit. Standing erect (but not rigid) and leaning slightly forward communicates that you are approachable and receptive. Speaking with your back to someone shows disinterest.
Body Language: This includes both conscious and unconscious movements. A person leaning forward shows (conscious) interest. A person biting their nails may show (unconscious) nervousness.
2. Proxemics (Space and Distance)
This category deals with how we use the space around us to communicate.
Space and Distance: This is a significant tool in organizations. A large, spacious, and well-decorated office sends a non-verbal message about a person’s importance and authority.
Proximity: This is the physical distance between people in an interaction. Cultural norms are very important here. Invading someone’s “personal space” can make them uncomfortable (signaled by rocking, tapping, or avoiding eye contact).
3. Paralanguage (Vocal Cues)
Para-linguistics: This is not what you say, but how you say it. It includes all the vocal elements that are not words:
Tone
Pitch
Rhythm
Loudness
Inflection (the rise and fall of your voice) A major criticism of poor speakers is a monotone (unchanging) voice, which listeners perceive as boring and dull.
4. Other Key Non-Verbal Cues
Humor: Laughter is a non-verbal tool that releases stress and tension. It fosters a friendly environment that helps people learn.
Touch (Haptics): A widely used tool to express emotions. The meaning of touch (like a handshake vs. a pat on the back) varies greatly depending on gender, age, status, and culture.
Silence: This can be a powerful communication tool.
Positive: Can indicate that students are listening attentively.
Negative: Can communicate a lack of interest, confusion, or disagreement.
Personal Appearance: This includes your dress, hair, jewelry, and makeup. It indicates the importance you give to an occasion. A uniform, for example, instantly identifies a student, doctor, or police officer.
5. Visual Communication
Symbols: A symbol is something that represents an idea. A red octagon symbolizes “STOP.” On a map, a tent might represent a campsite. A red rose symbolizes “love.”
Visual Communication: This refers to communication through visual aids. It includes all symbols, as well as charts, graphs, maps, posters, and diagrams.
10 Reasons Why Non-Verbal Communication is Important
Expresses True Attitude: Non-verbal cues (like facial expressions) often show the inner meaning and true attitude of the speaker, even if their words say something else.
Shows Listener’s Attitude: The listener’s non-verbal cues (nodding, smiling, or looking away) show their feelings about the message.
Conveys Status: It helps people understand the status of a person in an organization (e.g., room size, location, and furnishings).
Identifies People: Appearance and uniforms help us gain knowledge about a person’s class, occupation, or nationality.
Communicates to All People: It is the only way to communicate a common message to everyone, regardless of language (e.g., traffic lights).
Helps with Handicapped People: It is essential for communicating with people who are deaf (sign language).
Conveys Messages to Illiterate People: Pictures, colors, and graphs are used when written communication is not possible (e.g., a “no smoking” sign).
Quick Expression: A sign or symbol can communicate a message (like “DANGER”) much faster than a written or spoken message.
Presents Information Precisely: Complex quantitative data can be presented much more easily and precisely in tables, graphs, and charts.
Gives Info About the Sender (Even in Writing): The format, neatness, and quality of a written letter send a non-verbal message about the writer’s taste and education level.
What is Written Communication?
Written communication is an essential and innovative activity in the modern business world. Unlike spontaneous speech, writing is a more unique, formal, valid, and reliable method of communication.
Effective writing involves the careful choice of words, their correct organization into sentences, and the cohesive composition of those sentences. It is usually considered binding on an organization and is often used as evidence.
✅ Merits (Advantages) of Written Communication
Precise and Accurate: People are generally more conscious and organized when they write. The message is prepared with greater care because it is open to verification.
Permanent Record: It creates a permanent record that can be preserved for years. This is extremely useful for future reference (e.g., old decisions can form the basis for new ones).
Easily Verified: Because it’s “on paper” (or digital), it can be read and re-read. There is less chance of someone twisting the message to their advantage.
Suitable for Lengthy/Complex Messages: Complicated and long messages are much easier to understand when they are in writing.
Fixes Responsibility: It is “in black and white.” This makes it easy to fix responsibility and difficult for people to shift blame.
Has Legal Validity: Written communication is acceptable as a legal document and has been used as evidence since time immemorial.
❌ Demerits (Disadvantages) of Written Communication
Slower Method: It is time-consuming. A letter can take days to reach the receiver, and even an email does not have the immediate back-and-forth of a phone call.
Delayed Feedback: Clarifications are not instant. If the receiver is confused, they must write back and wait for a reply, making the process tedious.
Costly: Writing letters costs money for postage and paper. More importantly, it costs “man-hours”—the time several people spend drafting, editing, and sending the message.
Leads to Too Much Paperwork: It can lead to an excess of paperwork, and some people may use it as an “escape mechanism” to avoid a direct conversation.
Possibility of Ambiguity: The clarity of the message depends entirely on the sender’s writing skill. A poorly written message will not be understood.
No Flexibility: Once a written message is sent, it is not subject to instant change. Sending an “afterthought” can be a lengthy process.
Literacy is Essential: Both the sender and the receiver must be literate in the same language. A message in English is meaningless to someone who cannot read English.
Despite these limitations, written communication remains the spine of an organization. Almost all formal communication is, and should be, in writing.
factors in written communication
(i) The writer
(ii) The content
(iii) The language used
(iv) The purpose of the communication
(v) The style adop