Communication Skills: Types and Elements

Communication Skills (Unit - 1)

• Communication is the process of sharing information between individuals or groups for understanding
• Communication helps in expressing thoughts clearly, improves relationships and teamwork, and is essential for career and professional growth

Types of Communication

• Verbal communication includes face-to-face conversations, phone calls, presentations (oral), and letters, emails, reports (written)
• Non-verbal communication involves body language, gestures, facial expressions, and eye contact
• Visual communication consists of charts, diagrams, signs, symbols, and infographics

Elements of Communication

• Sender: The person who conveys the message
• Message: Information being communicated
• Receiver: The person who receives and interprets the message
• Feedback: The response of the receiver
• Channel: The medium used, such as speech, text, or images

Barriers to Communication

• Language barriers involve the use of difficult or unfamiliar words
• Emotional barriers include fear, anger, and sadness affecting clarity
• Physical barriers consist of noise, poor internet connection, and distractions
• Cultural barriers arise from different cultural interpretations of words/signs

7Cs of Effective Communication

• Clear: Use simple, understandable language
• Concise: Be brief and to the point
• Concrete: Use specific facts and examples
• Correct: Avoid grammatical and spelling errors
• Coherent: Maintain a logical flow of ideas
• Complete: Include all necessary details
• Courteous: Be polite and respectful

Sentence Types and Grammar Rules

• Declarative sentences state facts (e.g., "I love reading.")
• Interrogative sentences ask questions (e.g., "Do you like reading?")
• Exclamatory sentences show emotion (e.g., "Wow! That's great!")
• Imperative sentences give commands (e.g., "Please sit down.")

Parts of Speech

• Parts of Speech and their function
• Noun: Names (person, place, thing)
• Pronoun: Replaces a noun (he, she, they)
• Verb: Action words (run, eat, write)
• Adjective: Describes a noun (big, happy)
• Adverb: Describes a verb (quickly, very)
• Preposition: Shows position (on, in, under)
• Conjunction: Joins words/sentences (and, but, or)
• Interjection: Shows emotions (Wow! Oh no!)

Non-verbal Communication

• Facial expressions: Smile (happiness), frown (sadness)
• Body language: Posture, gestures, hand movements
• Eye contact: Shows confidence and attention
• Tone and voice: Volume, pitch, and speed of speech

Assertive Communication and Public Speaking

• Assertive communication involves expressing oneself confidently and clearly, listening and respecting others' opinions, and avoiding aggressive or passive behavior

3Ps of Public Speaking:

• Prepare: Research the topic
• Practice: Rehearse before speaking
• Perform: Maintain eye contact and speak confidently

Writing and Presentation Skills

Capitalization Rules (MINTS Method):

• M - Months (January, February, etc.)
• I - The word "I" is always capitalized
• N - Names of people, places (Ravi, India)
• T - Titles (Dr., Mr., Mrs.)
• S - Start of sentences

Punctuation Rules

• Full stop (.): Ends a sentence
• Comma (,): Indicates pauses and lists
• Question mark (?): Asks questions
• Exclamation mark (!): Expresses emotions

Paragraph Writing Tips:

• Start with a topic sentence.
• Add supporting details.
• End with a conclusion.

Self-Management Skills II

• Self-management skills are essential abilities to regulate thoughts, desires, emotions, and behaviors, crucial for productivity, performance, and employability

Key Skills

• Self-awareness: Seek feedback for insights into personality and capabilities, reflecting on daily interactions for self-improvement
• Responsibility: Embrace accountability for tasks, communicate proactively, report delays, and take corrective action
• Time Management: Prioritize tasks, eliminate unnecessary elements, and adhere to a well-structured timetable
• Adaptability: Stay updated with industry best practices and be proactive in preparing for changes

Understanding Stress

• Stress encompasses emotional, mental, physical, and social responses to perceived demands or threats, known as stressors
• Stressors trigger the stress reaction; examples include being near exams unprepared, coping with loss, or concern about others' perceptions
• ABC of stress management: Adversity (stressful event), Beliefs (response to the event), Consequences (actions and outcomes)

Ability to Work Independently

• It is achieved by fostering a calm and composed demeanor

Signifying

• Developing self-awareness, self-monitoring, and self-correction
• Understanding the tasks at hand
• Initiating actions without relying solely on instructions
• Acknowledging and rectifying mistakes without assigning blame
• Possessing the ability and determination to engage in continuous learning

Management Techniques

• Time Management: Prioritize tasks to alleviate stress
• Physical Exercise and Fresh Air: Engage in activities like yoga or meditation for better circulation and relaxation; outdoor activities provide fresh oxygen
• Healthy Diet: Maintain a balanced diet with staples like dal, roti, vegetables, and fruits
• Positivity: Focus on positive aspects and adopt a constructive attitude
• Adequate Sleep: Ensure a minimum of 7 hours of sleep
• Holidays with Family and Friends: Break the routine by spending quality time with loved ones

Emotional Intelligence

• Emotional intelligence involves recognizing and handling personal and others' emotions

Include

• Emotional Awareness: Identify and label one's own emotions
• Harnessing Emotions: Channel emotions for cognitive processes like problem-solving
• Managing Emotions: Regulate one's emotions and assist others in emotional regulation

Finding Strengths (Abilities) and Weaknesses

• Reflect on consistent successes, consider positive traits others appreciate, dedicate time to identifying competencies
• Identify challenging areas and tasks, pay attention to feedback, and embrace feedback openly for self-improvement

Interests and Abilities

• Interests: Pleasurable activities, curiosity-driven pursuits, and future learning
• Abilities: Natural or acquired capacities and proficiency in tasks or jobs

Self-Motivation

• Self-motivation is an internal drive propelling action, fostering goal achievement, happiness, and enhanced quality of life
• Types include internal (personal satisfaction) and external (fueled by rewards like respect)

ITC Skills II

• Acquiring and developing ICT skills is essential for communication, business, and maintaining connections, it is crucial to enhance ICT skills
• Stay up to date with the software and applications that are available

Computer System Components

• Hardware: Physical parts (keyboard, monitor, CPU)
• Software: Intangible components enabling hardware function

Operating System Functions

• Serves as an interface between users and computers, directing program processing and controlling computer operations
• Supervising hardware, ensuring hardware functionality, managing software resources, regulating memory usage, organizing files, monitoring disk space, enabling file management

Types of Operating Systems

• Single-user, single-task OS: Allows one user for a single task
• Single-user, multi-task OS: Found in desktops/laptops, allows one user multiple programs simultaneously (Windows, Apple MacOS)
• Multi-user OS: Allows multiple users at different or concurrent times
• Real-time OS: Responds to input within specific time constraints (Lynx OS, Windows CE)
• Distributed OS: Operates across interconnected computers (Windows, UNIX, LINUX)

Interactive (GUI-based) OS

• Features a user-friendly graphical interface (Windows), allows input through mouse actions

Desktop Components in Windows

• Taskbar: At the bottom, provides functionality, including the Start button (left) and Date/Time (right), displays icons for open programs and shortcuts
• Recycle Bin: Allows the restoration of deleted files and folders before permanent deletion

Creating and Managing Files and Folders

• Files: Every single thing you keep on your computer is kept as a file; a file system is a method for naming, storing, and retrieving files
• Creating Files: Right-click in empty space and choose "New" to select the file type
• Renaming: Right-click the file/folder, select "Rename," and enter the new name (or use F2 key)
• Folder: Folders/directories contain files and subfolders for organization and accessibility
• Creating a Folder: Double-click Computer icon, select the drive, click "New Folder" in toolbar

File and Folder Management

• Renaming Folders and Files: Right-click, choose "Rename," type new name, or select file/folder and press F2
• Deleting Files or Folders: Click, press Delete key, or right-click and select "Delete"

Basic Shortcuts

• CTRL+ z – undo
• CTRL+ y - redo
• CTRL+ a – select all
• CTRL+ x - cut
• CTRL+ c - copy
• CTRL+ v - paste
• CTRL+ p - print
• CTRL+ s - save

Computer Care and Maintenance

• Maintenance is required for proper function and avoiding system failure, it involves routine care like installing updates, security, creating backups, and scanning

Maintaining Computer System

• Keep it free from dust, avoid food/beverages nearby, keep hands clean, handle CDs/DVDs carefully, and cover the keyboard when unused

Maintaining Computer Components

• Always power off before cleaning, avoid spraying fluids directly, take care near the circuit board, and use an anti-static wristband

Cleaning Computer Components

• Computer Monitor: Use a soft lint-free cloth with water or specialized solution
• Keyboard: Turn upside down and gently shake dirt out
• Optical Mouse: Wipe the bottom with a lint-free cloth or clean the lens area with air or a cotton swab
• Digital Camera: Avoid touching the lens; use a soft lens brush or dry cloth, apply
• CDs and DVDs: Store in cases and clean with a lint-free cotton cloth Stubborn dust

Preparing Maintenance Schedule

• Maintain cleanliness, replace hardware promptly, avoid nearby food, organize cables, remove unauthorized software, back up data, verify backup integrity, use an external drive, run antivirus scans, avoid overcharging, ensure clear vents and shut down properly

Safeguarding Against Viruses

• What is a Virus: An unauthorized program that alters functionality; "VIRUS" stands for Vital Information Resource Under Seize
• Ways a Computer Can Get Infected and Things a Computer Virus Cannot Do: Through infected files, pen drives, CD-ROMs/DVD-ROMs and email attachments, and it cannot infect files on CD/DVD if closed for writing or computer hardware
• Detecting Signs of Computer Virus Infection and Scanning and Cleaning for Viruses: Sluggish performance, file changes, system crashes, increased files, screen errors and automatic restarts; install/use updated antivirus software
• Preparing Computer Against Viruses: Maintain active antivirus and perform periodic full scans

Removing Temporary Files

• Steps include using Disk Cleanup or manually removing files from the Temporary folder (%temp%)

Firewall

• It functions as a network security system, overseeing traffic based on user-defined security parameters, establishes a barrier between trusted/untrusted networks, assesses data packets for approval

Cookies

• It is a small file stored during website visits to retain personalized user information, only the originating website can read

Basic Tips for Device Care

• Clean keyboard with a soft brush, wipe the screen, handle devices carefully, keep computer cool, avoid overcharging, plug in devices gently, limit running programs

Maintenance Schedule

• Daily: Clean email inbox
• Weekly: Clean keyboard and monitor, back up data
• Monthly: Transfer photos, organize files, clean up downloads, uninstall programs, run disk cleaner, and scan for viruses
• Yearly: Clean up social media/email contacts and update operating systems/antivirus software

Backing Up Your Data

• It Involves saving information to another device (CD/DVD) for recovery from computer failures, Use antivirus software to prevent and clean viruses and Clean unnecessary files and data to improve performance

Threats to Computer

• These are the ways in which personal information can be leaked

Types of Theft

• Physical: Stealing hardware
• Identity: Stealing personal information
• Software Piracy: Stealing software

Definition of Virus

• Virus: Damaging data/programs
• Worms: replicate and spread
• Trojan Horse: Disguises itself as useful

Online Predator

• Online Predator: traps you into inappropriate relationships
• Internet Scams: depositing money to claim prize

Protecting Your Data

• Use Strong Passwords: Complex passwords
• Install Anti-virus and Firewall: Security
• Encrypt Data: Sensitive data
• Use Secure Sites: "https://" and lock symbol

Entrepreurship Skills II

• An entrepreneur introduces new ideas, identifies customer needs, and takes risks for profit
• Entrepreneurship is the process of developing a business idea, launching, running, and using innovation to meet customer demands

Types of Business Activities

• Manufacturing Business: Converts raw materials into finished goods
• Trading Business: Buys and sells goods without producing
• Service Business: Provides intangible services

Values of an Entrepreneur

• Confidence
• Independence
• Perseverance
• Open-Mindedness

Attitude of an Entrepreneur

• Unique approach

Common Problems Faced by Entrepreneurs

• Finding Customers
• Desiding the right price
• advertising
• Handling Money
• handling competition

Problem-Solving Skills of an Entrepreneur:

• Creativity
• Innovation
• Critical Thinking

Traits of a Business Idea

• Customer-driven
• Base on the entrepreneur's intrests
• innovative

Ways to Genererate Business Ideas

• Location-Based Ideas:
• Seasonal Ideas:
• Event-Based Ideas:
• Interest-Based Ideas:

Understanding the Market

• Before starting a business, an entrepreneur must study the market to check if their idea will succeed.

Types of Customer Needs

• Served Needs
• Partially Served Needs
• Unserved Needs
• Customers dont realize they need it until introduced

Business Planning

• Helps estimate money
• Makesure the right amount of material is used
• and sets the goals for growth

Way's to Grow a Business

• Quality Improvement
• Scaling Up
• Adding substitutes

Green Skills(Sustainable Development)

• Definition of Sustainable Development: Development that meets present needs without compromising the ability of future generations to meet their own needs
• Key Aspects: Economic Growth, Environmental Protection and Social Well-being
• Importance of Sustainable Development: Prevents depletion of natural resources, reduce the environmental degradation and Ensures resources are available for future generations

Challenges to Sustainable Development

• Food Security: Declining fertile land and soil degradation due to overuse of chemical fertilizers
• Water Scarcity: Pollution of freshwater sources leading to reduced availability of clean water
• Energy Crisis: Over-reliance on non-renewable energy sources causing environmental harm

Strategies for Promoting Sustainable Development

• Resource Efficiency
• Waste Management
• Renewable Energy Adoption
• Afforestation
• Sustainable Agriculture

Sustainable Development Goals (SDGs)

• A set of 17 global goals established by the United Nations in 2015 Key Goals Include: ○ No Poverty • Zero Hunger • Good Health and Well-being

Renewable and non Renewable Resources

• Renewable resources are naturally replenished (e.g., solar energy, wind power, hydropower)
• Non-renewable resources are finite and take millions of years to form (e.g., coal, petroleum, natural gas)

Digital Documentation (Advanced) LibreOffice

• LibreOffice Writer: Used for creating, editing, and formatting professional documents style-based or Manual
• Chapter 1: Introduction to Styles
• WHAT ARE STYLES: pre-defined formatting rules applied across documents

Types of Styles in Writer:

• Page Style Defines page layout, margins, headers, footers
• Paragraph Style Controls text alignment, spacing
• Character Style Applies font, color, size
• Types of Styles in Writer (All listed)

Applying Styles in LibreOffice Writer

Method 1: From the Styles menu

• Method 2: Using the Styles Sidebar (Shortcut Key: F11)
• Method 3: Selecting from the Formatting Toolbar

Working with Images in Writer

• Image Toolbar Functions and different features
• LibreOffice Writer allows inserting and modifying images such as rotating,cropping and adjusting

Electronic Spreadsheet(Advanced)

• Spreadsheet Provides several useful functions categorized into mathematical,logical,look up and financial functions.Helps in analyzing the data and financial data of an organization