Verbal and Non-verbal Communication: Concept, Characteristics and Functions

Verbal Communication

Verbal communication encompasses messages delivered through oral and written language. It operates via the linguistic sign, a mental unit linking a concept to an image. For instance, uttering “sky” conjures a shared image and concept for all English speakers.

Verbal messages carry dual layers of meaning:

• Denotative meaning: This is the objective, literal, and universally agreed-upon definition of a term. Think of the dictionary definition.
• Connotative meaning: This refers to the personal, subjective interpretation a person gives to a word, often shaped by emotion or experience. For example, while a “flower” denotes a plant with a stem and blossoms, its connotative meaning might be “beauty” or “femininity.”

Linguistic Levels in Verbal Communication

Spoken or written language operates on several distinct levels:

• Phonetic level: The actual sounds of words and their pronunciation.
• Grammar level: The rules governing how words are combined to form coherent sentences.
• Semantic-lexical level: The specific meanings of individual words and phrases.
• Pragmatic level: How language is used and interpreted based on the context and the users involved.

Non-Verbal Communication: The Language Beyond Words

Non-verbal communication is the rich tapestry of unspoken and unwritten messages. It’s conveyed through facial expressions, body language, gestures, and even spatial relationships. A raised eyebrow, a shrug, or scratching one’s head can instantly convey perplexity, annoyance, or doubt. This vast realm of meaning is primarily interpreted through social cognition.

Essentially, non-verbal communication includes all forms of interaction that aren’t oral or written. It’s perceived through our senses and processed through our acquired understanding of social cues.

Classifying Non-Verbal Communication

Non-verbal cues can be categorized in several ways:

• By Modality: The specific channel through which information is transmitted (e.g., visual, auditory).
• By Signals Used: The specific types of non-verbal cues, such as body language (kinesics), personal space (proxemics), facial expressions, and gaze (oculesics).
• Parasemantic Classification: The relationship between gestures and accompanying verbal communication.
• By Type of Code: Whether the person uses natural expressive signs (like bodily actions) or artificial signs (like manipulating objects, e.g., wearing a uniform).

Social Cognition: 

Social cognition is the accumulated knowledge we possess about social dynamics. It’s our understanding of people’s behavior and the meanings behind their gestures or facial expressions, built up over time through observation and experience.

This cognitive framework allows us to infer a person’s state of mind from their expressions and movements—to tell if someone is sad, happy, or uncertain. Social cognition dictates how gestures, gazes, postures, and even the proxemic distance between individuals should be interpreted. It plays a crucial role in forming first impressions.

The Power of the First Impression

A first impression is the immediate perception we form of another person during an initial face-to-face meeting. This critical judgment often occurs within 2 to 4 seconds. While less instant, telephone interactions also involve forming quick impressions.

First impressions are heavily influenced by what you see, how you speak, and your overall appearance. Crucially, they are weighted more by non-verbal cues than by words alone. For clear communication, coherence between what is said and how it is said is vital to prevent misunderstanding.

Key elements contributing to a first impression include:

• Appearance
• Speaking style
• Listening habits (e.g., interrupting or engaging)

Research indicates that some primary facial expressions, like fear and surprise, appear to be inherited across generations and even observed in primates. Studies comparing sensory-deprived individuals (e.g., deaf and blind children) with primates show remarkable similarities in these core expressions.

Functions of Non-Verbal Communication

According to Paul Ekman (1965), non-verbal communication serves several key functions:

• To Repeat: Non-verbal actions mirror or reinforce what is verbally stated (e.g., saying “throw the ball” and making a throwing motion).
• To Substitute: Non-verbal cues can entirely replace verbal messages (e.g., putting a finger to your lips to indicate “silence”).
• To Contradict: Body language or expressions can convey a message opposite to the verbal one (e.g., saying “I’m fine” while frowning and slouching).
• To Complement: Non-verbal behavior amplifies or elaborates on the verbal message (e.g., saying “I’m thrilled” with an energetic posture and wide smile).
• To Accentuate: Non-verbal actions emphasize a part of the verbal message (e.g., gesturing powerfully when describing a “big” impact).
• To Regulate and Control: Non-verbal cues manage the flow of conversation (e.g., changing posture or eye contact to signal disinterest or engagement).

Overview