Book free demo

5 Ways To Communicate Every Day

5 Ways To Communicate Every Day

Various communication methods: texting, calls, email, social media, and video calls facilitate daily interactions globally.

Oral Communication

Oral communication is a common human interaction method, since it allows people to meet in real life. It combines different forms, from direct dialogue to any speech, presentation, or in other forms of speaking. The most common types of oral communication are as follows.

Face-to-face conversations

Direct dialogues can be either casual or serious discussions. Research says that healthy people have about 10-20 direct dialogues daily, and they can concern everything. Personal chats can take less than a minute or last several hours. At the same time, the smallest number of 3-4 shortest conversations occurs among people with mobility issues. It was also found that about 20% of conversations are professional and concern work-related issues.

Meetings and group discussions

Meetings differ significantly from face-to-face oral communication, since they are more formal and serve particular purposes . Employees participate in 3-4 them each week, and their duration depends on the specific company. For example, 43 % of meetings last from 30 minutes to 2 hours. Most of them are about company strategy or business plan, with 13-17 % concerning either personnel problems or new clients.

Telephone conversations

Although Moore states that mobile phones contribute to the development of oral communication, they are still a large part . It is estimated that healthy Americans have a dialogue by phone for 23-30 minutes, but it is two times less among the disabled. As for the topics, 60 % are personal, 10 % are about work and 30 % are about nothing special.

Public speaking or presentations

Research indicates that an average speaker speaks to the public every two months. The most common duration is from 30 to 45 minutes, but there are either twice as short or twice as long speeches. 23 % of speakers address over a hundred of people, while 18 % speak to ten or less. Most public appearances are 4 quite diverse reasons – for business, during a social event, in the company of friends, or for the church. The best speakers are men aged 30-55 with higher education and a job.

Non-verbal Communication

Non-verbal communication includes gestures, facial expressions, and body language and affects interpersonal communication significantly.

Facial Expression

Facial expressions are used to convey emotions and attitudes without words. The human face has more than 10,000 different expressions. People use many expressions in daily communication. For example, a smile on a person’s face means that he or she is happy, and nodding indicates consent or consent to do something. The confused, raised eyebrows can signal confusion or doubt.

Gestures and Hand Movements

Hand movements are used to supplement verbal communication and make it more satisfying or more powerful. Studies have shown that during an hour of conversation, people use from 50 to 70 gestures. There are several everyday examples of gestures, such as, pointing to the place, asking someone to approach, waving from afar to greet, etc. They can present size, quantity, or importance . Complement the narrative.

Posture and Body Language

The way people walk, stand, and move can send signals about confidence, interest, or authority. If a person is standing erect and holding his shoulders back, then he feels confident, but if he is hunched over or his head is hanging loosely from his neck, then he is likely to be bored, frustrated, or not sure what to do. He generally does not want to have anything to do with the interlocutor. Leaning forward shows general attention and interest in what they are talking about, and having arms crossed can be a sign of a closed person who defends his point of view.

Eye Contact

When talking to a person, it is necessary to maintain eye contact to show your interest in the conversation and to find understanding with the interlocutor. People look at each other for 7–10 seconds, although sometimes this can be longer and is a sign of openness and sincerity and is close to the interlocutor. Usually, culture also plays a role, some people look into the eyes, while others do not.

Personal Space

It is important that there is personal space between the two sides to ensure better communication. Some people may not observe this and may not value their private space or the space of the interlocutor. Measures vary widely by culture and population. The intimate distance ranges from touching to 18 inches, and the public is greater than 12 feet. If a person violates the distance, then the communication partner may feel comfortable with it.

Tone of Voice

The tone of voice is the indicator of emotions and intentions and affects the overall perception of messages. Studies state that this factor results in 38% efficiency of communication . Variations like pitch, volume, and intonation include the meaning’s attempt conveyed in communication. For instance, a warm and enthusiastic tone might also signal about the speaker’s excitement or friendliness, while a monotone might make it clear about the lack of interest and possibly boredom.

Microexpressions

As a short and fast facial expression lasting less than a second, microexpression is used to reveal hidden emotions and thoughts. Sometimes, professionals such as psychologists or law enforcers are trained to spot such signals to identify lies someone tries to tell or hidden emotions. As well as the direct purpose of spotting the deceit, microexpression recognition can show that there are still some emotions the speaker does not want to share through one’s words.

Proxemics

Linguistic and spatial knowledge called proxemics are the study of spaces maintained between communicators. In other words, the amount of space between two communicators can reflect the norms or social dynamics. For example, in a crowd, people have to sustain less significant distances; however, in formal conditions, the inability to establish some distance only harms the situation. Understanding proxemics also allows avoiding the uncomfortable positioning and prevent the misperception of communicative attempts.

Mirroring and synchronization

While talking to someone, achieving synchronization of movements and attempts to mirror the positive gesture or behavior will result in harmony or establishing rapport between communicators. In this case, mirroring implies the repetition of the interlocutor’s gestures and body language. Both approaches utilized during a conversation increase mutual understanding.

The Role of Awareness and Adaptation

Adaptation to the situation using the knowledge above and awareness about the significance of nonverbal messages increase the efficiency of communication. The practice of observation and focusing on understanding and interpreting both spoken and unstated information allows overcoming potential barriers of understanding.

Written Communication

Written communication includes various ways to send messages via text and allows one to obtain advantages of both efficiency and permanency.

Email correspondence

Email is one of the most popular forms of written communication that is widely used both in private communication and for business correspondence. Over 300 billion emails are being sent and received each day on average . Email communication ranges from quick updates to official proposals, from short orders for one’s PA to the lab’s monthly progress reports – and it serves as a convenient mode for communication, spanning times and destinations. Emails concerts allow users to include the letter as an attachment along with their proposed action, which is also a useful way to keep the track of one’s operations. They are great for discussing, sharing, and editing files of a different nature, multimedia included. They also increase efficiency by being asynchronous and, hence, not requiring the synchronous presence of the two parties.

Text messaging

One of the most casual and productive ways of written communication is text messaging, also known as SMS or via messaging applications, e.g. Whatsapp. On average, 94 . People use text messaging countless times daily, and almost all the messages go through to the recipients, without being dropped into the spam folder, as is common for email. It is used to coordinate plans with friends, relay tasks to colleagues, and share various updates in an easy-going daily setting. It is perfect for quick exchanges and is brief and to the point – also, with the use of read receipts, multimedia, and location, the conversation becomes richer and more specific, increasing the quality of asynchronous communication. SMS is also considered to be less formal than email, providing communication freedom by ensuring that it is semi-private and never the subject of sensitive advertising practices.

Social media posting and comments

As the most written form of communication, the social media allows for a great deal of written communication. Currently, users spend 2 hours and 24 minutes daily to look at the content . They share their thoughts, comments, and private messages with friends – however, note that unlike almost all other ways of communication, the social media only has the concept of added-value direct messages, not unsolicited ones. It is one of the more interactive and real-time ways of communication that also allows instant feedback, diverse ways of going viral, ways to grow one’s online media self, and a base of friends with comments and replies fairly similar to small talk.

Reports and documentation

Reports and documents have always been the formalized way of conveying information and supporting decisions. From financial reports of the previous quarter to the project’s outcomes and progress, any sort of written document provides an in-depth insight into the facts. Distinct organizations rely on reports to furnish stakeholders with necessary information and inform decision-makers of future prospects. Apart from that, there is technical documentation that includes user guides, manuals, and API references, which increases product use and promotes effective application.

Letters and correspondence

Although electronic communication is widely used nowadays, letters and other types of correspondence are still preserved in many contexts. Well-structured and formal letters to thank a recipient for a gift or service sometime matter for both sides and are saved as a token of gratitude. Instead, formal disagreement and conflict resolution letters ensure that all the necessary information is specifically determined. Business letters are formal methods of communication with company partners, stakeholders, clients, and even national authorities and follow a distinctive structure and protocol.

Blogging and content creation

Blogging and writing platforms help individuals and companies to share thoughts, knowledge, and experience with a large audience and publish articles. Today, millions of bloggers with various mindsets and interests write more than 31 million blogs daily . Equipment, product reviews, ideas on life, success cases, and other topics are covered by digital content. Bloggers use SEO, other promotion tools, various types of multimedia, and sharing options to attract the audience, increase website traffic, and create a brand, becoming the pros in writing and thought leadership.

Academic papers and research

Written academic papers and research are another way of using the written discourse. Academic writing takes the form of papers and articles, reviews, findings, research, and other publications but still comply with a variety of rules and conventions. Thousands of articles are published monthly on various platforms and journals, which stick to a rigid pattern of formatting, citation, analysis, and peer review.

There are text-based chat and messaging apps, which enable the real-time written communication. Professionally, there is such a software as Slack, while gamers can talk to each other by using Discord. The creation of these chat groups contributed to the possibility to discuss and share information within the groups. The features of these apps, including threaded conversations, creation of different related channels in a group, and additional software that integrates with these chats, made it possible that communication between team members improved. Moreover, there are user manuals and guides that are created in writing. Writing instruction manuals and guides prevents the customers from misunderstanding the information and reaching out to the company’s support. In addition, writing instruction manuals also make potential to convey information by the use of visual aids, diagrams, and a step-by-step guide, which is good for slow learning processes. Moreover, the manuals should be revised and with online support further regular user satisfaction.

Active Listening

Active listening is one of the crucial techniques of effective hearing, with focus and genuine interest to understand and properly respond to the situation.

Attentive Body Language

Attentive body language includes various factors necessary to show the speaker that one is listening. Maintaining eye contact, nodding, and facing the speaker actively affect their decision to communicate openly, and studies have shown that people contribute to the maintenance of eye contact with at least 60 to 70% of the time by establishing communication and ensuring that they trust the other people .

Reflective Responses

Reflective responses are another important component to demonstrate that the person is listening from the conversation, with the help of paraphrasing or summarizing the speaker’s message to show that one is interested in the conversation and able to listen. For example, one might use a phrase, “So what I’m hearing is…” or “It sounds like you’re saying…” to demonstrate one’s concentration and ask the speaker to talk more about the issue .

Clarifying Questions

It is also important to ask clarifying questions because the speaker might not completely understand the situation, and the person needs further clarification. The person might use various open-ended questions, such as “Can you articulate that?” or “Could you give me an example?” to ask the speaker for some details or clarifications regarding their thoughts .

Empathetic Responses

Finally, the empathetic responses require that the other person would understand sure feelings and thoughts about this matter and provide encouragement and a supportive environment. For example, one might say, “I understand you feel this way,” or “I can imagine how bad it sounds,” to announce active listening and asking the speaker to communicate more .

No Interruption

Finally, one might not interrupt the person because this way, they do not feel in a hurry and may express their minds openly. It has been said that a person’s average time to interrupt the communication is 12 seconds, so it is simply important to avoid doing that .

Therefore, active listening is critical from the perspective of our hearing and understanding of the above techniques and their practice. The best discussion exhibit regular attention, banning fixation. Listening is only half the conversation, the other half is assured active interaction, which is expressed in appropriate questions and comments

Visual Communication

Infographics and data visualization help to present some complex information in clear and visually suitable way, which can aid in better comprehension and retention. They are widely used in presentations, reports, and social media posts to show any statistics, trends, and comparisons . Slideshows complement verbal communication as they contain necessary images, tables, bullet points, and texts aid in audience’s engagement as they may see vividly all of the points of the presenters. One of the most popular tools here is PowerPoint and Google Slides as they offer many templates and designers to make this type of information presentation in the most efficient way.

Photographs and Images

Photographs and images, such as video materials, help to introduce the audience to some information adding more emotions, context, and “visual storytelling”. They are widely used in social media today on such platforms as Flickr, Instagram, and Snapchat and are often used in marketing materials and social media posts. They are often combined with advertising and graphic designers and professional photography to be made in the most attractive way.

Charts and Graphs

Charts and graphs are popular data visualization tools that show some numbers in great visual form. They are widely used by researchers, analysts, marketing specialists, and designers to accompany their written texts and communicate their readers some trends, percentage comparisons, and other important information . Excel and Tableau are examples of data visualization software that helps to accommodate charts and graphs in the most concise and appropriate way.

Table of Contents

Fast AI Transcription

Transcription conversation to text & and get real-time insights