Communication Skills PDF

COMMUNICATION SKILLS COMMUNICATION & COMMUNICATION MEDIUM & GROUP COMMUNICATION FFT 15 FOR TEEN must do topics unit wise most repeated questions best notes material video lectures support via youtube one to one guidance via personalised college groups vast whatsapp community best motiv...

COMMUNICATION SKILLS COMMUNICATION & COMMUNICATION MEDIUM & GROUP COMMUNICATION FFT 15 FOR TEEN must do topics unit wise most repeated questions best notes material video lectures support via youtube one to one guidance via personalised college groups vast whatsapp community best motivational content for teens soft skills + hard skills upcoming hackathons and events info MUST DO TOPICS UNIT-1 ROLE & IMPORTANCE OF COMMUNICATION BARRIERS TO COMMUNICATION GROUP DISCUSSION GROUP DISCUSSION VS DEBATE 7 C’S OF COMMUNICATION VERBAL AND NON VERBAL COMMUNICATION INTERPERSONAL AND INTRAPERSONAL COMMUNICATION UNIT-1 ROLE AND IMPORTANCE OF COMMUNICATION Communication is important due to the following reasons:- 1) Exchange of Information - Opinions & Ideas: Communication is the exchange of information opinions and ideas from one person to another. It involves sender. 2) Growing sizes of Organizations- Since organizations are growing larger in size globally people too come here from diverse backgrounds. Communication here is important to stay in touch, send directions and receive feedbacks. 3) Increasing Specialization- Communication enhances relationships, build trust and paves way for career success. 4) Technological Advancement- Since there are technological advancements, communication between superiors and subordinates becomes essential. 5) Cut-throat Competition- To survive this, persuasive communication in the form of advertising, publicity is essential. 6) Serving Humanity- Management should recognize workers as sensitive human beings and work in integration with them. 7) Motivation and morale- Communication plays an important role in inspiring and motivating people. 8) Develop professionalism in students- In future, students will become all kinds of professionals. For example: a student becoming doctor knows how to communicate effectively with the patient. 9) Increase the quality of being friendly- Good communication help in building strong friendships, where we can understand the feelings for each other. BARRIERS TO COMMUNICATION The process of communication has multiple barriers. The intended communique will often be disturbed and distorted leading to a condition of misunderstanding and failure of communication. The Barriers to effective communication could be of many types like linguistic, psychological, emotional, physical, and cultural etc. Semantic Barrier- or language barrier is one of the main barriers that limit effective communication. Language is the most commonly employed tool of communication. The fact that each major region has its own language is one of the Barriers to effective communication. Physiological Barrier- Certain disorders or diseases or other limitations could also prevent effective communication between the various channels of an organization. The shrillness of voice, dyslexia, etc are some examples of physiological barriers to effective communication. However, these are not crucial because they can easily be compensated and removed. Psychological Barrier- There are various mental and psychological issues that may be barriers to effective communication. Some people have stage fear, speech disorders, phobia, depression etc. All of these conditions are very difficult to manage sometimes and will most certainly limit the ease of communication. Cultural Barrier- Cultural barriers are those that arise due to lack of similarities among the different cultures across the world. A term that can be harmless in one culture can be regarded as a slang in another culture. Moreover, various beliefs can differ from one culture to another. Organizational Barrier- These barriers arise because of misinformation or lack of appropriate transparency available to the employees. Also due to so many level in an organization, the message supposed to be passed can be distorted eventually leading to misinformation. Physical Barrier- They are the most obvious barriers to effective communication. These barriers are mostly easily removable in principle at least. They include barriers like noise, closed doors, faulty equipment used for communication, closed cabins, etc. Sometimes, in a large office, the physical separation between various employees combined with faulty equipment may result in severe barriers to effective communication. Socio-psychological barriers- Can also be a direct outcome of attention issues, such as getting distracted too frequently, being unable to see another side of a problem or story due to a closed mind, or poor retention skills in general. Inter-cultural Barriers- In business, cross cultural communication plays a critical role in successfully carrying out business with teams and stakeholders in other areas of the globe. When the communication is effective, everyone benefits from increased bandwidth, institutional knowledge, and competitive advantage. Ineffective communication however, can offend, confuse or send a misconstrued message which could lead to broken relations with customers, partners, vendors, and employees. GROUP DISCUSSION Group discussion is an important activity in academic, business and administrative spheres. It is a systematic and purposeful interactive oral process. Here the exchange of ideas, thoughts and feelings take place through oral communication. The exchange of ideas takes place in a systematic and structured way. The participants sit facing each other almost in a semi-circle and express their views on the given topic/issue/problem. Importance it helps you to train yourself to discuss and argue about the topic given, it helps you to express your views on serious subjects and in formal situations. It improves your thinking, listening and speaking skills. It also promotes your confidence level. It is as effective tool in problem solving, decision making and personality assessment. GD skills may ensure academic success, popularity and good admission or job offer. Participants should know how to speak with confidence, how to exhibit leadership skills and how to make the group achieve the goals. Rules The rules of the GD-the time limit, panel's expectations are explained after the initial introduction by the panel, soon after the topic or case to be discussed in given to the group members. The panel does not interfere during the discussion, it only observes. The panel may provide some time to think over the topic or may ask them to start immediately. Each candidate is supposed to express their opinion either supporting or against the topic. The discussion carries on till the panel signals termination. It is left to the discretion of the panel to extend or short the given time. The objective of a selection in GD is mainly to check your team playing skills. You have to understand the other persons point of view, while making your point and ensure that your team as a whole reaches a solution or agreement that is both feasible and accepted by all team members. There are four major areas of evaluation in selection ODs: subject knowledge, oral communication skills, leadership skills and team management. Subject Knowledge: Participants must possess a thorough understanding of the topic an which they are supposed to speak. You must prepare yourself to talk on a wide range of subjects. Be abreast of the current events, national and international affairs, burning social and economical topics, scientific and environmental issues, key newspapers' controversial topics and any experience that may be expected of an educated person. As a member of the group. you are expected to contribute substantially to the discussion. The originality of your ideas, your knowledge and initiative and your approach to the topic or case contribute to your success in the group discussion. The best way to equip yourself is to read daily newspapers, good magazines, national and international journals and also watch new bulletins and informative programs on the television. Internet is the greatest boon which provides you with everything you are looking for. The World Wide Web is a vast database of current authentic materials that present information in multimedia form and reacts instantly to a user's input. The greater your knowledge of the subject, the more enthusiastic and confident you will be during the discussion. Once you have understood the topic or issue, you should be able to generate ideas as well as organize them so that you present it well. GROUP DISCUSSION VS DEBATE Debate is competitive in nature while group discussion is a co-operative group process. In a debate, a speaker can speak either for the topic or 'against the topic whereas in a GD, the speaker can express both. The final decision or result in a debate depends on voting while in a GD, the group reaches group consensus.  7 C’S OF COMMUNICATION (OR ATTRIBUTES OF COMMUNICATION) (1) Completeness: (i) Your business message is complete when it contains all the facts, the reader or listener needs for reaction you desire. in their mental filters, they are (ii) Communicators-senders and receivers differ influenced by their backgrounds, viewpoints, needs, experiences, attitudes, status and emotions. (iii) Because of these differences, communication senders need to assess their messages through the eyes of receivers to be sure they have included all relevant information. Provide all the necessary information like WHO, WHAT, WHERE, WHEN, WHY HOW? (v) Answer all questions asked. (vi) Give the extra information when desired. (2) Clarity: (i) It means getting the information from your head of your reader accurately. (ii)The message should be put in simple terms to ensure clarity. (iii)Words must mean the same thing to the receiver as they do to the sender. (iv)The complex messages must be compressed into themes, slogans in order to ensure the clarity. (3) Conciseness: (i) Conciseness is saying what you have to say in the fewest possible words without sacrificing the other C qualities. (ii) Eliminate wordy expressions. (iii)Include only relevant material i.e. stick to the purpose of the message. (iv)Avoid unnecessary repetition because it leads to dullness. (4) Correctness: (i) At the core of correctness is proper grammar, punctuation, and spelling. (ii) However, a message may be perfect grammatically and mechanically but still insult or lose a customer. (iii) The term "CORRECTNESS" as applied to business messages, also means the following three characteristics ie. use the right level of language, check accuracy of figures, facts, and words and maintain acceptable witting mechanics. (iv)Transmission of incorrect information to the superiors will lead to incorrect decision making. (5) Concreteness: (i) It is an essential requirement of effective communication (ii) Communicating concretely means being specific, definite, and vivid rather than vague and general. (iii) Often it means using denotative (direct, explicit, often dictionary based) rather than connotative words (ideas or notions suggested by or associated with a word or phrase). (6) Consideration: (i) It means preparing every message with the message receiver in your mind. (ii) You are considerate when you do not lose temper, you do not accuse, you do not charge them without facts. (iii) The sender should adopt the human approach and understand the sentiments and emotions of the receiver. (iv) The socio psychological background of the receiver must be understood. (7) Courtesy: (i) It involves being aware not only of the perspective of others, but also their feelings. (ii) Knowing your audience allows you to use statements of courtesy. (iii) Be sincerely tactful, thoughtful and appreciative. (iv) Use expressions that show respect. (v) Choose non-discriminatory expressions. VERBAL AND NON VERBAL COMMUNICATION VERBAL COMMUNICATION Verbal communication is a type of communication where we use spoken and written words to get our message and information across to the other person. In other words, whenever we use our words to express ourselves, our feelings, and our thoughts, we are verbally communicating. Yes, even when we are writing to someone, it is considered verbal communication. We use communication from the moment we wake up in the morning to the moment we close our eyes at night. Humans are social creatures, and it’s only natural that our communication methods have improved over time. Now, instead of grunting noises to alert those present of danger, we use language to shape our thoughts in a way that our co-communicator will understand. It is of 2 types- written and oral. ORAL COMMUNICATION Oral Communication is the process of conveying or receiving messages with the use of spoken words. This mode of communication is highly used across the world because of rapid transmission of information and prompt reply. Oral communication can either be in the form of direct conversation between two or more persons like face to face communication, lectures, meetings, seminars, group discussion, conferences, etc. or indirect conversation, i.e. the form of communication in which a medium is used for interchange of information like telephonic conversation, video call, voice call, etc. The best thing about this mode of communication is that the parties to communication, i.e. sender or receiver, can notice nonverbal cues like the body language, facial expression, tone of voice and pitch, etc. This makes the communication between the parties more effective. However, this mode is backed with some limitation like the words once spoken can never be taken back. WRITTEN COMMUNICATION  The communication in which the message is transmitted in written or printed form is known as Written Communication. It is the most reliable mode of communication, and it is highly preferred in the business world because of its formal and sophisticated nature. The various channels of written communication are letters, e-mails, journals, magazines, newspapers, text messages, reports, etc. There are a number of advantages of written communication which are as under: Referring the message in the future will be easy. Before transmitting the message, one can revise or rewrite it in an organised way. The chances of misinterpretation of message are very less because the words are carefully chosen. The communication is planned. Legal evidence is available due to the safekeeping of records. But as we all know that everything has two aspects, same is the case with written communication as the communication is a time consuming one. Moreover, the sender will never know that the receiver has read the message or not. The sender has to wait for the responses of the receiver. A lot of paperwork is there, in this mode of communication. NON VERBAL COMMUNICATION 'Actions speak louder than words. Our gestures and facial expressions can express what words cannot. We do not communicate through words alone. A pat on the back or a word of praise can motivate workers to do things that oral or written instructions cannot. In fact, body movements, gestures, voice, tones etc. account for about ninety three percent of our communication. Only above seven per cent of communication is done through words. Nonverbal communication takes place without use of words. It conveys messages through body movements and audio-visual signals. It helps to understand the mental and emotional state of the sender and receiver, form impressions about attitudes and behaviour of people and, thus, helps to improve the communication. It is a less deliberate and conscious form of communication. Gestures and expressions come on their own and reflect the effectiveness of communication. Non-verbal communication can take the following forms: Kinesics - It is communicating by body movement and is perhaps the most well-known non-verbal form of communication. It is all about communication through body movements, such as gestures and facial expressions. It is all about non-verbal behaviour using any part of the body. It also includes communicating using the body as a whole. Para-linguistic- It is related to voice(pitch, tone, modulation, etc. It is the part of communication outside of the words themselves – the volume, speed, intonation of a voice along with gestures and other non-verbal cues. Chronemics- (time) it is the study of the use of time in nonverbal communication. Time perceptions include punctuality, willingness to wait, and interactions. The use of time can affect lifestyles, daily agendas, speed of speech, movements, and how long people are willing to listen. Proxemix – (proximity) it involves the distance between ourselves and others when having a conversation, delivering a speech or a lecture, or sharing an intimate moment. The amount of space we leave between the other person and ourselves can signal our level of trust or relationship with that person. INTERPERSONAL AND INTRAPERSONAL COMMUNICATION Intrapersonal communication (self talk) Intrapersonal communication refers to the communication process that occurs within an individual. It involves internal dialogue, self-reflection, and self-analysis. Intrapersonal communication encompasses our thoughts, beliefs, emotions, and perceptions, as well as the way we communicate with ourselves. It is a solitary process in which individuals engage in introspection, self- examination, and self-awareness. This form of communication allows individuals to understand their own needs, desires, and motivations, fostering personal growth and self- expression. Advantages of Intrapersonal Communication 1. Intrapersonal communication promotes self-awareness and self- understanding. 2. It allows individuals to reflect on their thoughts, feelings, and experiences. 3. Intrapersonal communication enhances decision-making skills and problem-solving abilities. 4. It provides a platform for self-expression and self-reflection. 5. Intrapersonal communication fosters personal growth and development. 6. It facilitates goal setting and self-motivation. Interpersonal communication (talks to others) Interpersonal communication refers to the exchange of information, ideas, emotions, and thoughts between two or more individuals. It involves verbal and non-verbal interactions, such as conversations, discussions, and negotiations. Interpersonal communication plays a crucial role in establishing and maintaining relationships, expressing feelings, resolving conflicts, and collaborating with others. It encompasses various aspects of communication, including active listening, empathy, assertiveness, and effective expression of thoughts and emotions. Advantages of Interpersonal Communication 1. Interpersonal communication facilitates the building of meaningful relationships. 2. It enhances understanding and empathy between individuals. 3. Interpersonal communication promotes effective collaboration and teamwork. 4. It allows for the exchange of diverse ideas and perspectives. 5. Interpersonal communication fosters mutual trust and respect. 6. It enables individuals to express emotions and feelings to others. 7. Interpersonal communication helps resolve conflicts and prevent misunderstandings. 8. It enhances social and networking skills. 9. Interpersonal communication contributes to personal and professional growth. 10. It enables individuals to establish connections and create social support networks. MOST REPEATED QUESTIONS UNIT-1 ▪ DESCRIBE THE IMPORTANT FEATURES OF EFFECTIVE COMMUNICATION. (7 C’S) (15) ▪ MENTION 2 QUALITIES OF A GOOD COMMUNICATION. (2) ▪ EXPLAIN VARIOUS BARRIERS TO COMMUNICATION. (15) OR ▪ EXPLAIN SEMANTIC BARRIER. (2) ▪ WHAT ARE THE IMPORTANT STRATEGIES TO AN EFFECTIVE GROUP DISCUSSION? (15) OR ▪ WHAT ARE THE ESSENTIALS OF GOOD LISTENING? HOW IS GOOD LISTENING IMPORTANT FOR AN EFFECTIVE GROUP DISCUSSION? (15) ▪ DISCUSS THE MEDIA AND TYPES OF COMMUNICATION GIVING SUITABLE EXAMPLES. (4) ▪ COUNSELING, INSTRUCTING, GIVING ORDERS, PERSUATION ARE SOME OF THE PURPOSES OF COMMUNICATION. EXPLAIN. (7.5) ▪ WHAT ARE THE MAJOR DIFFERENCES BETWEEN DEBATE AND GD? ALSO EXPLAIN THE DIFFERENT TYPES OF GD. (8) ▪ HOW IS INTERPERSONAL COMMUNICATION DIFFERENT FROM INTRAPERSONAL COMMUNICATION? EXPLAIN. (4) INSTAGRAM YOUTUBE WHATSAPP