Characteristics of Formal Communication

The process of transforming an idea into a message that can be sent to others. It involves several steps including perception, idea encoding, symbol decisions, and choosing the sending mechanism.

The first step in the encoding process, when the sender observes or experiences something.

The act of choosing specific words, symbols, or actions to convey a message.

Tools used to send messages, such as spoken words, written documents, emails, or phone calls.

Written communication used for formal, official, or long-term communications, affecting multiple people. Examples include office memos, letters, and reports.

A type of written communication used for less formal situations, like internal inquiries or responses. An example is an interoffice memo.

Communication where messages are exchanged verbally, including spoken words and non-verbal cues. Examples include meetings, presentations, and phone calls.

Using technology to facilitate communication, such as email, voicemail, and fax.

The study of how body movements express feelings and thoughts.

Facial expressions like smiles, frowns, and raised eyebrows communicate emotions.

Eye movements convey surprise, excitement, fear, or interest.

Gestures like waving hands, nodding, or pointing emphasize speech.

Head nods or shakes indicate agreement, understanding, or disapproval.

The distance between people during communication can reflect social closeness or formality.

The pitch, tone, and volume of voice convey emotions and attitudes.

Symbols like clothing, jewelry, or hairstyles communicate social status or personality.

The physical environment in which communication takes place, including color, layout, and design.

Colors can have symbolic meanings and evoke feelings. For example, black and gray are associated with negativity, while yellow and green are often linked to positivity.

The arrangement of furniture and the overall size of a workspace can communicate status, formality, or informality.

The communication of information from a manager to a subordinate within an organization. This flow of information is from a higher level to a lower level.

Communication networks formally established by management and often depicted in an organizational chart.

Communication between individuals at the same level within an organization. This can be within the same department or across different departments.

The consistency between what you say and how you say it. Your tone of voice, body language, and facial expressions should align with your verbal message.

Non-verbal communication acts as a powerful supplement to verbal communication, enhancing or contradicting the spoken message.