Communication Skills: Types and Elements

Communication Skills (Unit - 1)

• Communication refers to sharing information between individuals or groups to establish understanding.
• Communication assists in clear expression, strengthens relationships and teamwork & is essential for career advancement.

Types of Communication

• Verbal communication involves spoken or written words such as face-to-face conversations, letters or reports.
• Non-verbal communication includes body language, gestures, facial expressions, and eye contact.
• Visual communication includes charts, diagrams, signs, symbols, and infographics.

Elements of Communication

• Sender conveys the message.
• Message is the information being communicated.
• Receiver receives and interprets the message.
• Feedback is the receiver's response.
• Channel is the medium used, such as speech, text, or images.

Barriers to Communication

• Language barriers involve difficult or unfamiliar words.
• Emotional barriers include fear, anger, or sadness.
• Physical barriers include noise, poor internet, or distractions.
• Cultural barriers are based on differing interpretations of words or signs.

7Cs of Effective Communication

• Clear communication uses simple, understandable language.
• Concise communication is brief and to the point.
• Concrete communication uses specific facts and examples.
• Correct communication avoids grammar and spelling mistakes.
• Coherent communication maintains a logical flow of ideas.
• Complete communication includes all necessary details.
• Courteous communication is 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

• Noun names a person, place, or thing.
• Pronoun replaces a noun.
• Verb is an action word.
• Adjective describes a noun.
• Adverb describes a verb.
• Preposition shows position.
• Conjunction joins words or sentences.
• Interjection shows emotions.

Non-verbal Communication

• Facial expressions convey emotions like happiness or sadness.
• Body language includes posture, gestures, and hand movements.
• Eye contact shows confidence and attention.
• Tone and voice involve volume, pitch, and speed of speech.

Assertive Communication & Public Speaking

• Assertive communication expresses oneself confidently and clearly while respecting others' opinions.
• The 3Ps of public speaking are Prepare-research the topic, Practice-rehearse, and Perform-maintain eye contact and speak confidently.

Writing & Presentation Skills - Capitalization Rules (MINTS Method)

• M: Months should be capitalized, e.g., January, February.
• I: "I" should always be capitalized.
• N: Names of people and places should be capitalized, e.g., Ravi, India.
• T: Titles like Dr., Mr., and Mrs. should be capitalized.
• S: Beginning of sentences should be capitalized.

Punctuation Rules

• Full stop (.) marks the end of a sentence.
• Comma (,) indicates pauses and lists.
• Question mark (?) is used for asking 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 enable individuals to regulate their thoughts, desires, emotions, and behaviors
• These skills are crucial for productivity, performance, employability, career and navigating challenging situations.
• Essential skills to master include self-awareness, responsibility, time management, and adaptability.

What is Stress?

• Stress encompasses emotional, mental, physical, and social responses to perceived stressors.
• Examples include being near exams while feeling unprepared, coping with loss, and concern about others' perceptions.

Stress Management

• Effective stress management involves strategies to cope with daily pressures to balance life, work, relationships, relaxation, and enjoyment.
• Remember the ABC of stress management: Adversity, Beliefs, and Consequences.

Ability to Work Independently

• Independent work is achieved by self-awareness, self-monitoring, self-correction, task understanding, initiating actions, acknowledging mistakes, and continuous learning.

Management Techniques

• Effective stress management techniques: prioritize tasks, physical exercise, fresh air, healthy diet, positivity, adequate sleep, and holidays with family and friends.

Emotional Intelligence

• Emotional intelligence involves recognizing and handling personal and others' emotions.
• Emotional awareness is identifying and labeling owns emotions.
• Harnessing emotions is channeling emotions for cognitive processes like problem-solving.
• Managing emotions involves regulating one's emotions and assisting others.

Finding Strengths (Abilities)

• To find strengths: reflect on successes, consider positive traits, and dedicate time to identify competencies.

Finding Weaknesses

• To find weaknesses: identify challenging areas, pay attention to feedback, and embrace feedback for self-improvement.

Interests

• Interests include pleasurable activities in free time, curiosity-driven pursuits, and future learning activities.

Abilities (Strengths)

• Abilities include natural or acquired capacities and proficiency in specific tasks or jobs.

Self-Motivation

• Self-motivation is the internal drive propelling action towards goal achievement and happiness, acting independently.
• Internal motivation: driven by satisfaction and well-being.
• External motivation is fueled by external rewards.

ITC Skills II

• Acquiring and developing ICT skills is crucial for effective communication, business and maintaining connections.

Components of a Computer System

• Hardware: Physical parts that can be seen and touched.
• Software: Intangible components that enable the hardware to function.

The Operating System

• An operating system serves as an interface, directing program processing and controlling computer operations through supervising hardware, ensuring functionality, managing software and regulating memory
• It also organizes files, monitors disk space by enabling file management for creation, copying or moving files.

Types of Operating Systems

• Single-user, single-task OS allows one user to do one task at a time.
• Single-user, multi-task OS enables one user to run multiple programs, such as Windows and Apple MacOS.
• Multi-user OS permits multiple users at the same time.
• Real-time OS responds to input within specific time constraints.
• Distributed OS operates across interconnected computers in a network.

Interactive (GUI-based) OS

• Interactive OS features an interface allowing input via mouse actions.
• Taskbar at the bottom provides functionality: the Date/Time is located to the right and to the left is the Start Button.
• Recycle Bin houses deleted files, and allows users to restore removed items.

Creating and Managing Files and Folders

• Files: The file system is a method for naming, storing, and retrieving files.
• Creating a File: Right-click in an empty space, and choose "New."
• Renaming a File or Folder: Right-click and select "Rename”
• Folders: Directories serve as containers for files and subfolders easy access.
• Creating a Folder: Double-click the Computer icon then select the drive - then click "New Folder" in the toolbar.

Actions for Files and Folders

• Rename: Right-click then chose rename
• Delete: Click and press the Delete key (can also right click).

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.

Apply Basic Skills for Care and Maintenance of Computer

• Maintenance helps computer systems function properly.
• Maintenance involves: Installing updates, security, creating backups, and scanning.

Maintaining Computer System

• Keep the computer free from dust; avoid food/beverages nearby; keep hands clean; handle CDs/DVDs with care; and cover when not in use.

Maintaining Computer Components:

• Proper care is essential for longevity using preventive maintenance.

Precautions for Cleaning

• Ensure the computer system is powered off.
• Avoid spraying cleaning fluid directly.
• Take care to avoid liquid dripping on the circuit board.
• Use an anti-static wristband.

Clean Computer Components:

• Computer Monitor: Use a soft lint-free cloth.
• Keyboard: Turn it upside-down so dirt falls out.
• Optical Mouse: Clean with a lint-free cloth.
• Digital Camera: Use a soft lens brush.
• CDs and DVDs: Keep these stored in cases.

Preparing a Maintenance Schedule

• Regular system maintenance is needed for optimal performance

Maintenance Activities:

• Cleaning the computer, replace hardware, avoid food/liquids, organize cables, remove software, create backups and check them, run antivirus scans and keep update, avoid overcharging batteries, check vents are clear.

Safeguarding Computer Systems from Viruses:

• Computer Virus attaches itself to other programs.

Removing Files from Temporary Folder:

• Press the Windows button + R, type %temp%, and press Enter. Delete files then click yes.

Firewall:

• Firewalls control incoming and outgoing network traffic based on security parameters.

Cookies:

• These are small files stored on a computer when a user visits an internet website to retain personalized information.

Basic Tips for Device Care

• Clean keyboard with a soft brush.
• Clean screen with a soft cloth.
• Handle devices carefully.
• Keep devices cool.
• Avoid overcharging.
• Gently plug in devices
• Limit programs running to prevent crashes.

Maintenance Schedule

• Daily: Clean email inbox and save email attachments.
• Weekly: Clean keyboard and monitor.
• Monthly: Transfer and organize photographs. Clean 'Downloads' folder. Uninstall unused programs, run disk cleaner and run a full system virus scan.
• Yearly/Annual: Clean contacts list on social media, clean email contact list, update the operating system, and renew the antivirus software.

Backing up your Data

• This ensures data recovery in case of computer failure.

Scanning and Cleaning Viruses

• Install antivirus software

Removing SPAM

• Mails from people that can't be identified and may be scams should be deleted immediately

Threats to Computer:

• Theft can be via hardware, identity, or software piracy.

Virus:

• Damages data, software programs or steal information. Major types of viruses are Worms and Trojan Horse.

Trojan Horse:

• It appears to be a useful software program but it can behave like a virus and destroy data.

Online Predator:

• A person who traps you into inappropriate relationships.

Internet Scams:

• Scams with very attractive offers may misused your credit card information.

Protecting your Data

• Use Complex passwords can prevent unauthorized access.
• Install Anti-virus software and a firewall.
• Use Encrypted storing for your data.
• Use Secure Sites like Credit card only.

Green Skills

• Green Skills are aimed at a sustainable and resourced centered society.
• The goal is to bridge the gap for a better communication in all parents, students & faculty.

Advantages of ICT

• Enhanced the modes of communication, learning platforms and information security with a paperless teaching & learning process.

Disadvantages of ICT

• These include traditional books and the increased risk of cyber attacks with a misuse of technology.

What is BIOS?

• It helps the computer recognize devices connected to it & helps them load properly.

What is the purpose of Mouse?

• Rolling over hovering with a click for images and files.

What are files and folders in a computer system?

• A file is different storage information