What is Interpersonal Communication? Skills, Types, and Examples

What is Interpersonal Communication?

Interpersonal communication involves the information, ideas, and feelings being exchanged verbally or non-verbally between two or more people. Face-to-face communication often involves hearing, seeing, and feeling body language, facial expressions, and gestures.

In other terms, interpersonal communication is exchanging information, meaning, feelings, and opinions between two or more people via verbal and non-verbal means. Although we mentioned “face-to-face” communication previously, today’s technology compels us to expand its definition to include media such as phone calls and online messaging.

💡Did You Know?

On average, a person spends 80% to 90% of their daily time communicating with others. (ResearchGate)

Types of Interpersonal Communication

The first step in answering “what is interpersonal communication?” is breaking it down into four distinct types.

1. Verbal

In other words, speaking. This term covers the words you use, how persuasively you speak, the language you use, which words you emphasize, and even the use of affirmative sounds and short phrases like “Yup” or “Uh-huh.”

2. Listening

You can make a good case for listening as the most important interpersonal communication skill. It covers the ability to listen attentively, whether you’re using your ears to listen “in-person” or some other means, say, over the Internet. Listening also includes special techniques like reflection and clarification. The best listeners are people who can focus their attention on the speaker to make the latter feel like they're the sole and most important person in the room.

3. The Written Word

Thanks to the Internet age and situations requiring isolation (e.g., the pandemic), good written communication skills have become an asset. Whether you're on social media, in the workplace, or even texting on your phone, you must know how to get your point across in writing. This type includes emojis, grammar, clarity, tone, and even punctuation. After all, there's a vast difference between "Let's eat, Grandma!" and "Let's eat Grandma!"

4. Non-Verbal

This final type covers body language, facial expressions, tone of voice, and gestures. Again, it's essential that the listener picks up and correctly interprets non-verbal cues.

How to Build Interpersonal Communication Skills

Building interpersonal communication skills can help you improve your relationships, increase your ability to collaborate effectively with others, and enhance your overall success in life. Here are some tips to help you develop them:

1. Practice Active Listening

One of the most important aspects of interpersonal communication is active listening. This involves fully concentrating on what the other person is saying, without interrupting or judging them. You can practice active listening by maintaining eye contact, nodding, and asking questions to clarify their message.

2. Use Clear and Concise Language

Communication is most effective when it is clear and concise. Use simple language and avoid jargon or technical terms that others may not understand.

3. Master Nonverbal Communication

Nonverbal communication, such as body language and facial expressions, can also convey messages. Be aware of your own nonverbal cues and try to read others' body language to better understand their message.

4. Show Empathy

Empathy involves understanding and sharing the feelings of others. When communicating with others, try to put yourself in their shoes and show understanding and compassion for their perspective.

5. Build Rapport

Building rapport involves finding common ground and establishing a connection with others. This can help to build trust and enhance communication. Look for common interests or experiences, and use humor or other forms of positive reinforcement to build a positive relationship.

6. Be Open to Feedback

Be open to constructive criticism and feedback from others, and use it as an opportunity to learn and grow.

Interpersonal Communication Tips for Remote Workers

Elements of Interpersonal Communication

Interpersonal communication consists of several key elements that work together to facilitate effective exchanges between individuals. These elements include:

1. Sender and Receiver

Every communication involves at least two people: one who conveys the message (sender) and one who interprets it (receiver).

2. Message

The information, idea, or emotion being communicated, whether through words, gestures, or tone of voice.

3. Channel

The medium through which communication takes place, such as face-to-face conversations, phone calls, emails, or video chats.

4. Encoding & Decoding

The sender encodes their thoughts into words or gestures, while the receiver decodes and interprets the meaning.

5. Feedback

The response given by the receiver, which helps the sender understand if the message was received as intended.

6. Context

The environment or situation in which communication occurs, including cultural, social, and psychological factors.

7. Noise (Barriers)

Any distraction or interference that affects the clarity of communication, such as misunderstandings, language barriers, or external disturbances.

What are the Four Principles of Interpersonal Communication?

We have one more set of breakdowns to cover. Whenever you communicate with people, you should keep in mind these four principles. If you do, your interpersonal communication technique will improve, and your messages will be more effective.

1. It’s Unavoidable

Unless you’re a hermit living in a cave, you will inevitably interact with others in one manner or another. Even if you’re a shut-in, thanks to something like a quarantine, you will still have the opportunity for interpersonal communication (e.g., phone, Skype, texting).

2. It’s Irreversible

You may be familiar with the phrase “I can’t unsee that.” You can't take back what you have written or said. Even if you make amends with an apology or try to walk back your comments, people don't forget words easily. And remember, Internet content is forever.

3. It’s Complicated

You would think the act of speaking and hearing would be a no-brainer. Unfortunately, everyday life is complicated and interpersonal communication is filled with pitfalls. Not everyone has the same frame of reference or is equally adept at picking up subtle clues or getting the hint. Some speakers assume that everything they say is taken the right way because the listeners must obviously be on the same wavelength as they are (spoiler alert: this is not always the case).

4. It’s Contextual

Sometimes, we can't control what people hear our message, where they are, their mood and mindset, and their level of comprehension. But, again, this harkens to the section dealing with interpersonal communication elements, specifically the context.

💡Did You Know?

Teams that communicate effectively may increase their productivity by as much as 25%. (Workplace Communication Statistics)

Interpersonal Communication Examples

Interpersonal communication happens all around us, every day. Here are a few real-life examples:

1. A Job Interview

You sit across from a hiring manager, answering questions confidently. Your tone, body language, and eye contact all play a role in making a strong impression.

2. Giving Feedback at Work

You need to tell a teammate that their report has errors. Instead of being blunt, you use a polite and constructive approach, ensuring they don’t feel discouraged.

3. Resolving a Conflict

You and a friend disagree on where to eat. Instead of arguing, you listen to their preference, explain yours, and find a middle ground.

4. A Team Meeting/ Presentation

You’re presenting an idea to your coworkers. You speak clearly, engage them with eye contact, and encourage questions to make it a two-way conversation.

5. Talking to a Customer

A customer is upset about a delay in their order. You remain calm, acknowledge their frustration, and reassure them with a solution.

6. Checking in on a Colleague

You notice your colleague seems down. You ask, “Hey, is everything okay?” and listen as they open up about their day.

7. Asking for Help

You’re struggling with a task at work, so you approach a colleague and clearly explain what you need assistance.

Interpersonal Communication Uses

We inevitably employ interpersonal communication in many different situations and contexts, whether at work or home. We use this vital skill to:

• Impart and gather information
• Influence the attitudes and behaviors of others
• Create contacts, make friends, and maintain relationships
• Make sense of our world and better understand our experiences in it
• Express our personal needs and understand the needs of others
• Make decisions and solve problems
• Set social and professional boundaries
• Provide and receive needed emotional support
• Anticipate and predict people’s behavior
• Regulate the balance of power in a workplace or social circle

Difference Between Interpersonal and Intrapersonal Communication

Interpersonal communication and intrapersonal communication are two different types of communication. Interpersonal communication refers to communication between two or more people. It involves the exchange of messages, ideas, and information between individuals. This can take many forms, including face-to-face conversations, phone calls, emails, and video conferences.

Intrapersonal communication, on the other hand, refers to communication within oneself. It involves the internal dialogue or self-talk that occurs in our minds. This type of communication is essential for self-reflection, self-awareness, and personal growth.

The Importance of Interpersonal Communication

• Interpersonal communication is a valuable soft skill that appears in many job descriptions
• Strong interpersonal skills help people express emotions and thoughts clearly while fostering empathy for others
• It plays a crucial role in being a team player or an effective leader, qualities that recruiters actively seek
• With solid interpersonal communication skills, you can clearly convey your intentions and ideas, strengthening both professional and personal relationships
• Many conflicts arise from misunderstandings—good interpersonal skills help prevent these issues, reducing arguments, hurt feelings, and workplace morale problems

Importance of Interpersonal Communication Skills for a Project Manager?

Let's face it; not everyone is cut out to be a leader. Unfortunately, people are often placed in managerial roles because they have the work experience and hard skillsets but have no idea how to speak to people, motivate them, and keep group cohesion and morale consistently high.

Project managers need good interpersonal communication skills. If you want to become a project manager, Simplilearn can help you acquire many of your skills to fill the role effectively. The Post Graduate Program in Project Management certification course provides live online interactive classes and masterclasses from UMass Amherst and Harvard Business Publishing.

The course is aligned with PMI-PMP and IASSC-Lean Six Sigma and covers strategizing and various aspects of management such as project, program, risk, and quality. You will also learn complexity management, customer-centric digital transformation, PMO implementation, and Agile and Scrum skills.

According to Glassdoor, project managers can earn a yearly average of $136,886 in the United States and ₹13,00000 in India. So visit Simplilearn today, and get a valuable headstart on the project management track!

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Frequently Asked Questions (FAQs)

1. Why are interpersonal communication skills important in the workplace?

They help build strong relationships, improve teamwork, reduce misunderstandings, and increase overall productivity.

2. What are some common barriers to effective interpersonal communication?

Noise, distractions, language differences, emotional barriers, and lack of active listening can all make communication difficult.

3. How can I improve my interpersonal communication skills?

Practice active listening, maintain eye contact, be clear and concise, and pay attention to body language and tone.

4. What role does body language play in interpersonal communication?

Body language, like facial expressions and gestures, helps convey emotions and meaning beyond words.

5. How does technology impact interpersonal communication?

It makes communication faster but can reduce personal connections and increase misunderstandings due to lack of nonverbal cues.

6. Can interpersonal communication skills be learned or improved?

Yes! With practice, feedback, and mindfulness, anyone can enhance their communication skills.