Interpersonal communication – what is it? How to use it effectively?

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Interpersonal communication is the process of verbal and non-verbal sharing of information and emotions with another person. It allows us to interact with and understand others in our personal and professional lives. What is interpersonal communication? What is the significance of the communication process? What are its types? All information is provided below.

Interpersonal communication – definition

Interpersonal communication is an exchange of messages between at least two related specific relationships, and each interaction has at least several points of reference, such as applicable rules of behavior, mutual expectations and mutual attention.

Interpersonal communication is therefore a noise-disturbed process of transmitting information between two or a small group of its participants, via one or more channels, causing specific effects and immediate feedback.

Objectives of interpersonal communication:

1. getting to know your own “I” (yourself),
2. better knowledge of the outside world,
3. establishing and maintaining relationships,
4. influencing and persuading.

Also read: It is possible to talk to a person in a negative state

Interpersonal communication – key elements

Interpersonal communication consists of a number of elements that make it easier for us to communicate with each other. These items include, but are not limited to, those described below.

Elements of interpersonal communication – participants of the conversation

In order to carry out the communication process, at least two people must be involved. So it’s easy to think about the communication between the sender and recipient of the message. However, the problem with this way of viewing relationships is that it presents communication as a one-way process with one person sending a message and the other receiving it. For example, when one person is talking and the other is listening.

In fact, communication is almost always a complex, two-way process with people sending and receiving messages to and from each other simultaneously. In other words, communication is an interactive process. While one person is talking, the other is listening – but while listening, they also send feedback in the form of smiles, nods, etc.

Elements of interpersonal communication – message – message

Communication means not only the speech used or the information transmitted, but also the exchanged non-verbal messages, such as facial expressions, tone of voice, gestures and body language. Non-verbal behavior may convey additional information about the spoken message. In particular, it can reveal more about the emotional attitudes that may be underlying the content of the speech.

Elements of interpersonal communication – feedback

Feedback contains information about sent messages. In face-to-face communication, nods, agreement, smiles, puzzled looks, confusion, etc. provide feedback and can be monitored during the conversation. In online communication, feedback is delayed.

Elements of interpersonal communication – context

All communication is influenced by the context in which it takes place. However, in addition to looking at the situational context in which the interaction takes place, such as in a room, office or outdoors, you also need to consider the social context, such as roles, responsibilities, and the relative status of participants. The emotional climate and participants’ expectations for interaction will also influence communication.

Elements of interpersonal communication – channel

Channel refers to the medium between the source and the recipient through which messages pass. Messages travel through multiple channels. For example, in face-to-face communication, messages are communicated through both voice and gestures.

Elements of interpersonal communication – communication disruptions, noise

Noise is of particular importance in communication theory. It refers to anything that distorts the message so that what is perceived differs from what the speaker intended. While physical “noise” (such as background noise or a low-flying jet) can interfere with communication, other factors are considered to be “noise”.

The use of complicated jargon, inappropriate body language, inattention, lack of interest, and cultural differences can be considered “noise” in the context of interpersonal communication. In other words, any distortions or inconsistencies that arise when trying to communicate can be perceived as noise.

Read: Bad words are bad for your health

Interpersonal communication – types

There are several different ways to share information. For example, you can use verbal communication when sharing a presentation with a group. You can use written communication when applying for a job or sending an email.

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

See: “Unparliamentary” words like a painkiller

Verbal communication – characteristics

Verbal communication is the use of language to convey information by speaking. It is one of the most popular types and is often used for presentations, video conferencing, and phone calls, meetings, and one-on-one conversations.

Verbal communication is important because it is effective. It can be helpful to support verbal communication in both non-verbal and written communication.

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

1. Use a strong, confident voice – especially when presenting information to several or a group of people, remember to use a strong voice so that everyone can hear you easily. When speaking, be confident that your ideas are clear and easy for others to understand.
2. Use active listening – the other side of using verbal communication is listening carefully and hearing others. Active listening skills are essential when conducting meetings, presentations, and even during a one-on-one conversation. Doing so will help you develop as a communicator,
3. Avoid extra words – it can be tempting, especially during a presentation, to use complementary words like “um”, “like”, “yes” or “yes”. While it may seem natural to finish a sentence or pause your thoughts, it can also distract your audience. Try to make the presentation to a trusted friend or colleague who may draw attention to times when you use filler words. Try to replace them by taking a breath when you feel like using them.

Read: Training for doctors that will teach how to talk to the patient

Non-verbal communication – characteristics

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 may smile involuntarily when you hear a pleasant or pleasant idea or information. Non-verbal communication is helpful in trying to understand the thoughts and feelings of others.

Non-verbal communication consists of:

1. body language (visuals) – 55%,
2. tone of voice (sound) – 38%,
3. words (content) – 7%.

So body language is used to understand what is being said.

When communicating with others, your goal is to show open body language such as a relaxed posture, maintaining eye contact, uncrossed arms, nodding, smiling, etc.

Closed body language should be avoided as you may be perceived as uninterested or even untrustworthysuch as folding your arms or legs, avoiding eye contact, moving your eyes, fidgeting, etc.

If they show “closed” body language, such as crossed arms or hunched arms, they may feel anxious, angry or nervous. If they express “open” body language with both feet on the floor and hands at their side or on the table, they are likely to feel positive and receptive to information.

See: Help! I can not speak!

Written communication – characteristics

Written communication is the writing, typing, or printing of symbols, such as letters and numbers, to convey information. This is helpful as it contains a record of information for reference.

Writing is commonly used to share information through books, brochures, blogs, letters, notes, and more. Emails and chats are a common form of written communication in the workplace.

Visual communication – characteristics

Visual communication is the use of photographs, graphics, drawings, sketches, charts and graphs to convey information. Visual materials are often used as a presentation aid to provide helpful context in addition to written and / or verbal communication. As people have different learning styles, visual communication may be more helpful for some to assimilate ideas and information.

Read also: Are you afraid to speak at the meeting? It heals!

Interpersonal communication – barriers

There are many reasons why interpersonal communication may fail. In many messages, the message (what was said) may not be received exactly as the sender intended. Therefore, it is important that the sender looks for feedback to verify that their message is understood well.

Active listening, explaining and reflecting skills can help, but a qualified communicator also needs to be aware of the obstacles to effective communication and how to avoid or overcome them.

There are many communication barriers that can arise at any stage of the communication process. Barriers can distort the message and therefore risk wasting time and / or money causing confusion and misunderstandings.

Effective communication involves overcoming these barriers and communicating a clear and concise message.

Common barriers to effective communication:

1. use of jargon. Too complicated, unknown and / or technical terms,
2. emotional barriers and taboos. Some people may find it difficult to express their emotions and some topics may be completely “banned” or taboo. Taboo or difficult topics may include, but are not limited to, politics, religion, disability (mental and physical), sexuality and sex, racism, and any opinion that may be perceived as unpopular.
3. lack of attention, interest, distraction or irrelevance to the recipient,
4. differences in perception and point of view,
5. physical disability, such as hearing problems or speech problems
6. physical barriers to non-verbal communication. Not being able to see non-verbal cues, gestures, posture, and overall body language can make communication less effective. Phone calls, text messages, and other technology-based communication methods are often less effective than face-to-face communication.
7. language differences and difficulty understanding unfamiliar accents,
8. expectations and prejudices that may lead to false assumptions or stereotypes. People often hear what they expect, not what has actually been said, and go to wrong conclusions.

Read: The features of autism can be heard in a child’s voice

Interpersonal skills – how to communicate well?

Interpersonal skills are soft skills that you use to communicate and understand others. It’s actually part of interpersonal communication. You use these skills daily when interacting with people face to face. Examples of interpersonal skills include:

1. active listening,
2. teamwork,
3. responsibility,
4. reliability,
5. leadership,
6. motivation,
7. flexibility,
8. patience,
9. empathy,
10. conflict resolution,
11. negotiation.

Many interpersonal skills involve communication. Such communication can be verbal – such as persuasion or tone of voice – or non-verbal – such as listening and body language.

Interpersonal skills – characteristics

Active listening is the ability to give someone your full attention when they speak and truly understand what they are saying. You are engaged in a conversation with the speaker and demonstrate this by providing verbal and non-verbal responses, including eye contact, nodding, and smiling. Active listening also includes paying attention not only to what someone is saying but also to body language and visual cues. Ask and answer questions to show that you are listening and interested.

Active listening is important for effective communication and preventing misunderstandings at work. It allows you to understand information or instructions received from colleagues or superiors. It can also encourage colleagues to share ideas and collaborate.

Empathy, also known as emotional intelligence, is the ability to understand other people’s emotions, needs, and ideas from their point of view. People who are empathetic have awareness and compassion when communicating. Empathy in the workplace can improve morale and productivity, and can help prevent misunderstandings between employees. By showing empathy, you are more likely to gain the trust and respect of your coworkers.

Conflict resolution – you can use your interpersonal communication skills to help resolve problems and misunderstandings in the workplace, whether they concern you and your coworker or other parties. This can include skills such as negotiating, persuading, and understanding both sides of the dispute.

Listen carefully to everyone involved and try to find a win-win solution. Good conflict resolution skills can lead to a more positive and cooperative work environment. They can also earn the respect and trust of colleagues.

Working in a team is another element. Employee groups that can communicate and collaborate well have a better chance of success and achieving common goals. Being part of a team can help avoid conflicts and increase productivity. Do this by offering to help colleagues when needed and asking for their opinions and ideas. When team members express their opinions or advice, listen to them and respond positively. When working on projects or in meetings, be encouraging and optimistic.