Communication Skill Detail notes fro D-COM & B-COM

Communication

Q1: Define communication and explain its objectives and purposes?

INTRODUCTION

Communication means the exchange of ideas among the human. It is also known as a two-way process. The communication is successful when it brings positive results.

The word communication comes from the Latin words “Communicare, communion and communis”, which mean to share or to exchange.

Definition

Communication is the process of exchanging ideas and information.

Objectives and purpose of communication 

The main objectives and purpose of communication are as follows:

1.       To inform

The main purpose of the communication is to give information to others.

2.       To convince

The other purpose of communication is to convince the receiver to do something.

3.       To explain

Communication may also explain some problem, process or procedure.

4.       To ask or To Inquire

Communication may also be used to ask or inquire about something. For example, a boss may ask something from his employee.

5.       To order

Communication may also be used for issuing orders. For example writing a letter for the supply of goods.

6.       To request

Communication is also used to send a request. The requests may be for getting the job, getting the credit from bank or to invite someone.

7.       To adjust

Communication may also be used to write letter of adjustment. When the supplier sends wrong quantity of a supply, the purchaser may write a letter of adjustment.

8.       To increase or promote the Goodwill

The purpose of every message communicated outside, is to create goodwill.

9.       To build human relation

The purpose of communication is also to maintain good relations with all stakeholders. Communication keeps the relations green.

10.   To create awareness

Awareness is not possible without communication. Communication is the main source of knowledge and creates awareness among the people.

 Q2: what are the benefits or importance of communication? Explain.

Benefits or Importance of communication

Communication is the important part of our life to keep the world on move and change. Communication is the life blood of an organization. The benefits or importance of communication are as follows:

1. Importance for organization

Communication is very important for the survival of an organization. It is the lifeblood of an organization. The success of an organization depends on effective communication. An organization carries out internal communication and external communication. Internal communication means communication inside the organization. Internal communication may be upward, downwards or horizontal. External communication means communication outside the organization.

2. Help to save resources

Timely communication can help an organization to save resources. Sometimes proper communication can save an organization from big loss.

3. Job requirement

The communication is an important requirement for getting job. A person seeking a job must have strong communication skills. The marketing managers and sellers must have a good communication skill to promote a product.

4. Essential for promotion

The promotion of employees in an organization depends on good communication skills. A person cannot be promoted to a higher rank if he/she doesn’t possess good communication skills.

5. Everyday life

Communication is as important for daily life as for a business. On daily basis, we communicate with our family members, colleagues and friends. Without communication, a social life is impossible.

Communication process

Q3: Define the communication process and explain its main components?

Communication Process

Communication is the process of exchange information and ideas. Communication is a two-way process and it involves some steps to deliver a message from sender to the receiver. The message cannot be sent even if we skip one of the steps.

Components of communication process

The communication involves the following components or steps:

1.      Sender/source

Sender is the person who sends the message. A sender may be a speaker or writer. The sender sends some information to another person.

2.      Encoding

          In the process of encoding an idea may be encoded into spoken or written words.

3.      Message

Message is the information or ideas that a sender a wants to send. Message may be an idea, decision, order, request, letter or a speech.

4.      Channel or medium

Channel or medium is the source through which a message in sent. It may be a telephone, email, fax or post mail. The selection of a channel depends on the urgency of message, distance and culture of the organization.

5.      Receiver

Receiver is the person who receives the message. He may be a reader or listener.

6.      Decoding

Decoding means reading or listening to message sent by the sender and understanding that.

7.      Feedback

Feedback is the response of the receiver. It is the final step in communication process.  Feedback may be positive or negative. A message in the favor of the receiver shows positive feedback while a message against the interests of the receiver shows negative feedback.

Chapter 3

KINDS OF COMMUNICATION

Q: Discus the different kinds of communication in detail?

There are three kinds of communication which is given as follows:

1. Oral communication
2. Written communication
3. Non-Verbal communication.

1. ORAL COMMUNICATION

Oral communication means communication through spoken words. This communication is also known as interpersonal communication. The oral communication begins from the childhood. In our life we mostly use oral communication to send the messages. In oral communication, a writer is the sender and listener is the receiver. The oral communication may be meetings, dealing with clients, interviews, seminars, telephone calls, conferences etc.

HOW TO MAKE ORAL COMMUNICATION SUCCESSFUL

            The oral communication can be successful by using some of the following steps:

1. PLAN WHAT TO SAY

Oral communication should be planned. First, we must have to select the purpose of what we want to say. We must collect the relevant notes and chose the language which is understandable by the listeners.

2. THINK TO THE RECEIVER  

It must be considered that to whom you will speak. We must know the listener position, education, level, and knowledge, work experience, mental level etc.

3. BE OPEN MINDED

In oral communication, you are supposed to face criticism and questions from the audience. Face the criticism open mindedly and answer all questions asked.

Advantages of Oral communication

1.      It has quick feedback

2.      It is easy to transfer. The confusion can easily removed.

3.      A detailed message can be communicated.

4.      It change according to situations

5.      It saves cost and time.

Written Communication

Written communication means to send the message through the written words. The written communication has much importance in today’s life. Now a days maximum messages are send through in written style. The written communication has different forms such as letter, notice, advertisements, reports, applications, press release.

Ways to make the written communication successful

Written communication can be made successful by the following ways.

1. Know the purpose

The sender must know the purpose for which the message is written. He should concentrate on explaining the basic aim and purpose of the message.

The writing message may be congratulation, a request, an order, an inquiry. The message should peruse the purpose for which it is written.

2. Know The Receiver

The send must know the receiver. He should keep in mind the background and education of the receiver. The message should not be such that it make the receiver unhappy and disturbed. 

3. Send a correct message

The message must be corrected in all respect. Its language, grammar, and punctuation should be correct.

4. Choose the Proper Channel

The channel used for the message must be appropriate and less costly. While the selecting the channel we should consider security, distance, time.

Advantages of writing communication

1. It is well planned.
2. It is useful to convey long and complex messages
3. It has a permanent record.
4. It is relatively low in cost
5. It maybe sent to various people at one time.

Nonverbal Cues (communication)

Nonverbal communication is the process of the communication without words. Nonverbal communication uses body language, postures, appearance, smell, touch, silence, time, space

Types of Nonverbal Cues.

1. Appearance

Appearance means how one looks. For example how the person looks by his dressing, walking, hairstyle. The good impression and good behavior will attract the people. The appearance of a room is also communicate.

2. Posture

Posture is related to the personality. Posture means how a person stands, walks or sits. Posture is important to choose the right person or personality.

3. Facial Expressions

A facial expression shows the feelings of a person such as love, joy, sorrow, anger, fear etc.

4. Gestures

Any movement of body that is hand, arms, head, shoulders, is called gestures. In simple words the body movement with the communication is called gestures or body language.

5. Eye contact

The movement of eyes also communicates a message nonverbally. It is said that eyes  also speaks. A poet has well said

6. Touching Behavior

Touching is another way to convey the nonverbal messages. Touch is an important tool for conveying warmth, comfort, friendship, love, anger. A kiss, a pinch, a pull convey the different messages.

 Seven `s Effective Communication

Or

Principles of Effective Communication

Q4: Discus the seven C`s or how the communication make effective?

Definition

To compose effective writing or oral messages, we must apply certain communication rules or principles. These principles provides the guidelines how to compose the message, style, about the receiver etc. these principles are called Seven C`s. the Seven C`s are as follow.

1.      Clarity

Clarity means easy to understand. The message must be understandable on the first reading. Clarity makes the message easy to read the message and to understand. It comes with the following ways.

·         Use short, easy, common and familiar word.

·         Keep pronoun clear.

·         Avoid needless jargon.

·         Avoid old words or phrases.

·         Avoid those words that have more than one meaning.

2.      Conciseness

Conciseness means to short. It is saying the fewest possible words. A concise message saves the time, money and efforts of the sender and receiver. The conciseness in the message will come with the following ways.

·         Include only relevant material

·         Make negative positive

·         Avoid repetition

3.      Completeness

The message must be complete. The message is complete when it contains all facts that the reader needs. Completeness offers many benefits. The complete message brings the actual results. They can also build goodwill. The completeness comes in a message through the following way.

·         Provide all information needed.

·         Answer all the question asked.

·         Give some extra information if required.

4.      Consideration

Consideration means preparing the message, keeping the reader`s personality in mind. When you are composing a message try to keep yourself at reader place. The sender must know that the receiver knows the problems, circumstances, emotions and reactions. The consideration comes in a message in the following way.

·         Focus on you instead of I and WE

·         Show the benefits to the reader that  make the interest to the reader

5.      Correctness

Correctness is the basic quality of the seven c`s. Everything in the message should be correct. If the message has all other qualities except the correctness then the message is not correct.  The information, grammar, spellings, punctuation and capitalization should be correct. The language must be easy to understand.

6.      Courtesy

Courtesy means to show love and respect for the reader. In letter specially we are using the courtesy as thank you and please.

7.      Concreteness

Concreteness mean relevant information is not only more informative but also more easy to understand and convincing. The concreteness shows the image building words.

Provide actual numbers and information.

Q5: Define listening and explain the problems of listening?

Definition

Listening is the important communication skill. Listening is the process of receiving, attending and understanding of spoken message.

Problems of Listening: 

Most of the people listen only 25% efficiently. While the rest of the listening is not effective because of the problems

1.       Selfish behavior
most of the people try to expressive their own feelings, opinions and achievements to the other people. They do not wait to listen to the other people. Therefore everyone try to speak but no one listen.

2.       Prejudice
when people do not like the person who is speaking and have some feelings against him in their mind. This type is behavior of the people make less interest in the spoken words.

3.       Distraction
listening requires a peaceful environment. Whenever there is any kind of external or internal distraction such as noise, abnormal temperature, lake of lights creates problems for the listeners.

4.       Thinking speed
the thinking speed of the people to listen to the speaker is 80 to 160 words per minute. But when the speaking speed of the speaker is greater or lesser then this speed, there will be problem in the listening.

5.       Prejudgment
sometimes the people don’t listen the full story and draw the conclusions. That don’t listen to the speaker anymore and thus the problems in listening arises.

6.      Hateful words

There are many words which are not liked by the people when the speaker uses such kind of words. The listeners stop to listening him. This cause of poor listening.

7.       Poor Delivery
if the speaker cannot communicate his message effectively the people get bored. Similarly if the speakers don’t not change the volume of his sound the speech become uninteresting.

Q6: Define Speaking? What are the barriers/problems?

Speaking:

Speaking is the process through which we send the messages orally. We use spoken words to communicate   with other people.

Barriers/problems in speaking

There are many problems in speaking which are given as follow:

1.      Lack of planning
Speaking without planning produces many problems. Whenever a speaker does not make planning for his speaking, the audiences do not understand his view point clearly and such speeches seldom succeed.

2.      Poor atmosphere
If the atmosphere in which a person is speaking is not appropriate then speaking is not successful. For example if there is dark in the room, very high temperature, noise etc the speech will be not effective.

3.      Wrong Words
If the speaker is using wrong words which are not understandable then there will be problem in the speaking. For example a speaker who uses difficult words will create problem for the audience to understand it.

4.      Poor Body language
In speaking, the speaker should use proper body movement and facial expressions along with the words. Without proper body language, speaking is not successful.

5.      Faults in oral delivery.
If the volume, tone, speed and style of the speaker is not proper and understandable, then the audience loss their interest in listen the speaker. It also produces very bad impression on audience

Q7: What are the Methods / techniques to improve the speaking?

Speaking can be improved by taking the following steps.

1.      Preparation
Successful speaking requires proper planning and preparation. The speaker should know the purpose, the audience and the main idea that he will be communication to the audience. He can also support his speaking with visual ads.

2.      Know the situation
the speaker should have the knowledge and information about the situation. He should prepare his speech according to the requirement of the situation.

3.      Right way of delivering the speech.
The speaker should choose the right way of speaking required in the situation. He should decide weather is extemporaneous or it should read from paper. For example if it is a general and a common issue then he can use extemporaneous method. If it something related to facts and figures then he should reading delivery method.

4.      Physical Behavior
the physical behavior produces good impression on the audience. There for the speaker should be well groomed and produce facial expression as situation requires.

5.      Voice
voice include, tone, speed, voice quality and pronunciation etc. the speaker should give attention to all these thinks so that they can attract the audience.

Q8: Define oral presentation describes the steps for preparation effective presentation?

Definition:

Oral presentation is process refers to the communication through spoken words.

Steps for effective oral presentation.

Oral presentation can be made effective by taking following steps.

1.      Determine the purpose
the oral presentation can be made effective when the speaker knows the purpose and the aim of his speech. The purpose may be to inform, to explain, to inquire, to request, to promote goodwill, to amuse etc.

2.      Analyze the audience
the speaker should know the audience. He should know the educational background, culture, language and habits of the audience. He should speak to them according to the needs of the audience.

3.      Select the main idea for the message.
For oral presentation the selection of the main idea is very important. The speaker should collect sensory information for the main idea.

4.      Research the Topic.
The speaker should collect facts, idea and information related to the topic. Research will make your presentation more effective and informative.

5.      Organized the date and write the draft.
When the speaker has collected all the information, then it should be organized and such a ways so that it produces good impressions on the audience. The good speech should have an introduction, a body and a conclusion.

6.      Create visual ideas.
The speaker should use visual adds and other thinks supporting his presentation therefore the speaker can attract the attention of the audience by giving facts and figures and related pictures for his speech.

7.      Rehearsal
The speaker should make a good rehearsal of his presentation before he finally delivered it before the audience. It should make the presentation accurate and less faulty.

Q9: What are the different methods of oral presentation?

There are four 4 important methods for oral presentation

1.      Reading delivery
In this method the speaker reads out the speech from the paper. He keeps eyes regularly on the paper which he reads. This way of oral presentation is not very attractive and impressive.  Many people think that read the speech from a paper is a deadly experience. The audience gets bore by listening the speaker. However it is used in certain cases. For example when the budget is presenting in the assembly by the finance minister, he reads it from the paper.

2.      Memorized delivery
In this method the speech is written which is memorized by the speaker and then it is delivered. This method is also not very effective as the speaker speech is limited to the written speech. His mind is engaged in remembering the written speech. He is stiff and reserved. He cannot pay attention to the audience. He is like a parrot. If he forgets any think then he feels nerves. But this method is used by the students in their speeches and debits competition etc.

3.      Extemporaneous delivery
In this method the speaker makes speech with the help of written points/outlines, cards and visual adds. This is an easy delivery for the speaker. It has all the qualities of a good delivery.  In this speech the speaker can refers to the important points as well as contact the audience. He feels relax while delivering his speech. It is the most effective and easy way of delivery of speech.

For example: professors and lecturers are used this method in the class rooms.

4.      The Impromptu delivery
In this method the speaker speaks without any preparation or unexpectedly. For example when someone ask you to speak about any general problem such as unemployment in the country. When a generalist ask the politician about political issues unexpectedly. It is difficult delivery for the speaker to speak perfectly.  Only those can successed who have a lot of experience in this regard.

Q10: Define reading and discuss the principle of reading?

Definition:

The reading is the process of looking at the written words and understanding them. For example reading a newspaper or a book.

Principles of Reading:

1.      Evaluating your reading habits
You should know what kind of reader you are. Try to evaluate it. If there is any defect in your reading habits you should remove it.

2.      Right Atmosphere
there should be a suitable atmosphere for the reading. There should be proper lighting, a pencil for taking notes and a dictionary. Setting in the chair is also proper.

3.      Eye use
Eyes are the important organ through which printed words are seen and transmitted to the brain. To see the words properly. Eyes should be fixed on the written material. You should keep your eyes at the suitable distance from the written material.

4.      Vocabulary
A good reader should possessive good knowledge of vocabulary. Words are bases of communication. A child first learns words and then he try to communicate. Therefore it is necessary that you should increase your vocabulary at every stage of life.

5.      Speed.
Speed of the reader is also important. We should read at a balance speed so that we can easily understand the words. You speed should to the type of material. If it requires more speed then you should increase your speed otherwise decrees it.

6.      Practice regularly
practice makes a man perfect. For reading we require regular practice. We should read 15 to 30 minutes every day. It will a help us to understand the reading material quickly.

7.      Good books
A good book is a good friend. For reading we should have good books for reading.

Q11: what are different kinds of reading?

There are following kinds of reading

1.      Skimming
Skimming means reading a passage, page, an article very quickly to find what it is about. It is the fastest way of reading a passage. Our eyes run quickly over the reading material to get the main idea without the reading all the words in detail. It is just a bird eye view of the reading material. This method is used when we have little time and we want to know the main idea the paragraph.

2.      Scanning
Scanning means looking quickly specific information in a text. For example in our daily life we often try to scan for a particular information in the newspaper etc. to do this we don’t have to read carefully all the material. What we do is to scan the page and get the require information.

3.      Intensive reading
Intensive reading the process in which we read each and every word of the reading material. For example when the students make preparation for the exams, they need intensive reading. They go through each and every point of their books and try to learn and reproduce it in their exams.

4.      Extensive reading
in extensive reading we get small information from a lot of reading. It is a type of pleasure reading. There is no specific purpose of such kind of reading. It is carried out just for the sake of reading. The reader tries to keep himself busy while reading.