Management Communication N4 – Module 1 | Categories of Communication

Categories of Communication

Communication can be grouped based on the number of people involved and the nature of the interaction. Broadly, it is divided into four categories: intrapersonal, interpersonal, group, and public communication.

Intrapersonal Communication

Intrapersonal communication refers to the internal dialogue we have with ourselves. This includes our conscious thoughts, self-reflection, and internal decision-making processes. For instance, you might silently ask yourself, “Should I start studying now or take a short break first?” or think, “I really could have handled that conversation better.”
It also involves activities like writing a journal entry, preparing mentally for a speech, recalling past events before going to sleep, or visualising how to solve a complex problem.

Interpersonal Communication

Interpersonal communication is the exchange of messages between people. This could take place in one-on-one conversations, chats among friends, discussions between colleagues, or even negotiations between two teams. It includes both verbal and non-verbal elements, like spoken words, facial expressions, and gestures.
For example, greeting a classmate in the hallway, discussing weekend plans over the phone, or two co-workers brainstorming ideas for a new project.

Interpersonal communication includes all exchanges that happen between people, whether informally or formally. This can range from everyday conversations among colleagues in an office corridor to structured discussions during official meetings. It also covers scenarios like interviewing a new candidate for a position, leading a team briefing, or giving a short prepared talk to a workgroup.
For example, when a sales manager meets one-on-one with a customer to discuss product options, it is individual interpersonal communication. Similarly, a budgeting discussion among staff in the accounts department during a departmental meeting is interpersonal communication within a group. When management and employee representatives meet to negotiate working conditions, it becomes interpersonal communication between different organized groups.

Extrapersonal Communication

Extrapersonal communication takes place between a person and non-human receivers, such as objects, animals, or plants. While these receivers do not communicate back in a human sense, people still often find themselves talking, reacting, or expressing emotions toward them. For instance, someone might gently speak to a pet bird while feeding it, or feel the urge to complain to a stubborn printer when it jams during an important task. Even talking encouragingly to indoor plants while watering them is a common example of this type of communication.

Mass Communication

Mass communication happens when a single sender delivers messages to a large, mostly unknown audience at the same time. This usually uses mass media platforms like television, radio, newspapers, magazines, websites, and social media. Although everyone receives the same message, people interpret it differently based on their background, experiences, and opinions.
For example, a company might run an advertising campaign on national television to promote a new service, or publish an article in a widely read newspaper to share corporate updates

How Mass Communication Differs from Interpersonal Communication