Communication Skills – 2

Introduction:
The word ‘Communication’ comes from the Latin word commūnicāre,
meaning ‘to share’.
Communication skill means how do we communicate with each other
and share our views and thoughts.
Parts of Communication:-
Communication has three important parts:

1) Transmitting: The sender transmits the message through one medium

or another...

2) Listening: The receiver listens or understands the message

3) Feedback: The receiver conveys their understanding of the message to

the sender in the form of feedback to complete the communication.
Various elements of a Communication cycle:
A communication cycle consists of:
Sender: The person beginning the communication.
Message: The information that the sender wants to convey.
Channel: The means by which the information is sent.
Receiver: The person to whom the message is sent.
Feedback: The receiver's acknowledgement and response to the
message.

Methods of Communication:
1. face to face informal communication: There is nothing better than
face to face communication. It helps the message to be understood
clearly and quickly. Also, the body language can be seen in this case. It
adds to the effectiveness of the communication.
2. E-mail: E-mail can be used to communicate quickly with one or more
individuals in various locations. It offers flexibility, convenience and is
low-cost.
3. Notice / Posters: It is effective when the same message has to go out
to a large group of people. Generally used for where E-mail
communication may not be effective. For Example: Change in the
lunchtime for factory worker' or 'XYZ Clothing will remain closed for
the customers on Sunday'
4. Business meetings: Communication during business meetings, at an
organization are generally addressed a group of people. It can be related
to business, management and organizational decisions.
Other methods: There can be various other methods like social
networks, message, phone call for Communication, newsletter, blog, etc.

VERBAL COMMUNICATION
Verbal communication includes sounds, words, language and speech.
Speaking is one of the most effective and commonly used way of
communication.

Types of Verbal communication:-

1. Interpersonal communication:- It takes place between two
individuals and is thus a one-on-one conversation
2. Written communication: This form of conversation involves writing
words.
3. Small group communication: This type of communication takes
place when there are more than two people involved.
4. Public Communication: This type of communication takes place
when one individual addresses a large meeting or gathering.

Advantages of Verbal Communication: It is an easy mode of

communication in which you can exchange ideas by saying what you
want and get a quick response. Verbal communication also enables you
to keep changing your interaction as per the other person's response.

Disadvantages of Verbal communication:

Verbal communication depends on written words, so sometimes the
meanings can be confusing and difficult to understand if the right words
are not used.
•How to Master Verbal communication:
→ Always think before you speak.
→ Be concise and clear.
→ Confidence and body language is the key.

NON-VERBAL COMMUNICATION

• Non-verbal communication is the expression or exchange of

information or messages without using any spoken or written word

Importance of Non-verbal communication in our day- to-day interaction

• 55% communication is done using body movements, face
arms, etc.
• 38% communication is done using voice, tone, pauses, etc.
• Only 7% communication is done using words.
Non verbal communication consists of:-
1. Gestures:
•Raising a hand to greet or say goodbye.
•Pointing your finger at someone.
2. Expressions:
• Smiling when you are happy
• Making a sad face when you are sad
3. Body language:
Postures by which attitudes and feelings are communicated

VISUAL COMMUNICATION:

• This type of communication proves to be effective since it involves

interchanging messages only through images on pictures.
•Therefore, you don't need to know any particular language for
understanding it.

In simpler terms, visual communication is about exchanging information

through images.
Example:

The communication cycle and importance of Feedback:

 For effective communication, it's important that the sender receives an
acknowledgement from the receiver messages across.

While the sender sends information, the receiver provides feedback on

the received message.

Types of feedback:-

• Positive feedback
• Negative feedback
• No feedback

What is a good feedback?

A good feedback is one that is :-

1) Specific i.e., you should avoid general comments and instead try to
include examples to clarify your statement.
2) Timely i.e., feedback should be made on time, since it loses its impact
if delayed for too long.
3) Polite i.e., the recipient should not feel offended by the language of
the feedback.
4) offering continuing support i.e., after offering feedback, you are
available for support. It should be a continuous.

Importance of feedback:-
• It Validates effective listening between sender and receiver.
• It motivates people to build better work relationships and continue
the good work that is being appreciated.
• It boasts learning and is important to remain focused on goals, plan
better and develop improved products and services.
• It improves performance.

Barriers to effective communication:-

Physical Barriers:- Not being able to see gestures, posture and general
body language can make communication less effective. Here
environment and natural conditions act as a barrier in communication.
Linguistic Barriers: The inability to communicate using a language is
known as language barrier to communication.
Interpersonal Barriers: It is also very difficult to communicate with
someone who is not willing to talk or express their feelings and views.
These barriers also occur when the sender's message is received
differently from how it was intended.

Organisational barriers: Superior- subordinate relationships in a formal

organisational structure can be a barrier to free flow of communication.
Cultural barriers: It occurs when people of different cultures are unable
to understand each other's customs, resulting in inconvenience and
difficulties.

Ways to overcome barriers to effective Communication:

• Use simple language
• Do not form assumptions on culture, religion or geography
• Use visuals.
• Take help of a translator to overcome differences in language.
• Be respectful of other's opinions.
• Try to communicate in person as much as possible.

Writing Skills- Part of Speech

Writing skills are part of verbal communication and include

e-mail, letters, notes, articles, SMS/chat, blogs, etc.,

Capitalisation:- This is a set of simple rules that help you capitalise

words correctly.

• Titles: Capitalise the first letter in the titles used before people’s names
• World 'I':- Always capitalise the letter I when it is used as a word
(pronoun).
• Names: capitalise the first letter in the names of people, places, days
and months. (noun).
• Starting letter of sentences: capitalise the first letter in every sentence.

2. Punctuation:- It refers to the marks used in writing to clarify meaning

and indicate pauses.

• Punctuation name.:-
• It's used at the end of sentence.
• Used with short form of long words.

• Comma:-
• Used to indicate a pause in the sentence.
• Used to seperate two of more items in a row
• Question mark: It's used at the end of question
• Exclamation mark: Used at the end of a word or a sentence to indicate
a strong feeling
• Apostrophe: • Used following by an 's' to show possession or
belonging.
• Used with shortened form of words in informal speech.

Basic Parts of Speech:

The part of speech indicates how a particular word functions in meaning
as well as grammatically within the sentence.
• Nouns - Names of people, places, animals and things.
• Pronouns- Me, she, You, I
• Adjectives - salty, spicy, etc.
• Verbs - Walk, talk, etc.
• Adverbs - slowly, quickly etc.
Supporting parts of Speech:-
Articles - A, an, the
Conjuctions - And, but, etc.
Interjection - Wow, Oh-no, etc.
Preposition - in, on, etc.

WRITING SKILLS – SENTENCES

Parts of a Sentence:
•Subject: Person or thing that performs an action.
• Verb: Describes the action.
• Object: person or thing that receives the action.
Types of sentences:-
1. Statement or Declarative sentence.
2. Question or Interrogative sentence.
3. Emotion/ Reaction of exclamatory sentence.
4. Order or imperative sentence.
Active and Passive sentences:- Sentences where the subject does an
action are known to be in the active voice, whereas sentences in which
the subject receives an action are known to be in the Passive Voice
Ex. of Active Sentence: Radha is reading a book,
Passive voice: A book is being read by Radha.