Unit-01 Introduction to Communication Material.pdf

College of Computer Application (04) Silver Oak College of Computer Application Bachelor of Computer Application Semester: 1 Academic Year: 2024-25 Subject Name: English and Subject Code:...

College of Computer Application (04) Silver Oak College of Computer Application Bachelor of Computer Application Semester: 1 Academic Year: 2024-25 Subject Name: English and Subject Code: 4040003161 Communication Notes (1) Introduction to Communication 1.1 Definitions and Process of Communication: ⮚ Introduction : The success in any business, profession or service sector is largely dependent on our ability to communicate. If one communicates well one advances in career and with every advancement in the career one needs still better communication skills. Thus improvement in communication skills improves our chances for success in every walk of life. The term “Communication” is derived from the Latin word ‘Communis’ which means to "Share", that is sharing of ideas, concepts, feelings and emotions, Communication can also be described as the “glue that holds an organization together", the very essence of an organization. If such communication takes place among the members of the same or different organizations in order to attain commercial goals, it is called "Commercial Communication.' Simply, we can say that communication is an exchange of information, ideas and emotions with the help of words, letters, symbols or messages which brings about common understanding and response.  ⮚ Definitions: "Communication is something so simple and difficult that we can never put it in simple words. "- T.S. Matthews "Communication is the process by which information is transmitted between individuals and/or organizations so that an understanding response results"--Peter Little "Communicațion is an exchange of facts, ideas, opinions or emotions by two or more persons "--W. H. Newman and C. F. Summer Jr. “Communication is any means by which thought is transferred from one person to another.” - Chappel and Read "Communication is the process of passing information and understanding from one person to another."- Keith Devis PROCESS OF COMMUNICATION Communication is a dynamic, transactional (two-way process) in which there is an exchange of ideas, linking the sender & the receiver towards a mutually accepted direction or goal. The process of communication may be presented diagrammatically as under: Sender 🡪Encoding🡪 Message 🡪Channel 🡪Medium 🡪Decoding🡪Receiver (Under-Standing & Feedback) Communication is a continuous process involving following elements: 1. Sender: The process of communication begins with a sender, the person who has an idea and wants to share it. Sender is also called by other names such as communicator, transmitter, Source, speaker, etc. 2. Encoding: Encoding is the process by which a sender converts the ideas into symbols that comprise a message. 3. Message: A message is any signal that triggers the response of a receiver. It is a subject matter of communication. Message could be verbal or non-verbal. 4. Channel or Medium: Communication channels or media are the modes through which message is conveyed. They serve as a link between the sender & the receiver. The choice of channel or medium should be selected on the basis of the inter relationships between the sender & the receiver. It also depends upon the urgency of the message being sent. Beside, one may consider factors such as importance, number of receivers, costs & amount of information while selecting the channel or medium, The choice of a channel can significantly affect the outcome of the communication. Channels: represent the means by which sender conveys message i.e. oral, written or non- verbal. Media: Media are the various tools or vehicles of communication such as letters, E-mail, telephone, T.V. 5. Decoding: Decoding is a reverse process by which a receiver converts the symbols in the message into the ideas.  6. Receiver: The person who receives the information or for whom the information is meant is called the receiver. He is also known by different names such as addressee, listener, etc. 7. Feedback: Feedback is the return message or response from the receiver to the sender after receiving & understanding the message. Feedback is an important component of the communication process because ultimately the success of the communication is decided by the feedback we get. 1.2 OBJECTIVES OF COMMUNICATION Communication is the process of sending and receiving messages. However it is said to be- effective only when the message is understood and when it stimulates action or encourages the receiver to think in new ways. The main objectives of communication are: 1. INFORMATION: The main, purpose of Communication is to give and receive information. Because managers need complete, accurate and precise information to plan and organize. Employees need it to translate planning in to reality. Information will cover all aspects of the business. 2. KNOWLEDGE: It is very important for any organisation to provide knowledge about its products to its prospective customers through advertisement, Employees should have knowledge of consumer behaviour and service rules. 3. ADVICE: Giving advice is based on individual-oriented and work-oriented, advice should not be given the person for pinpointing his mistakes rather it should be helpful for his improvement. Effective advice promotes understanding and it can be a two way process if the subordinate staff given freedom.  4. COUNSELLING: Counselling is given to solve employees' mental stress and improve the employees' productivity. 5. PERSUASION: The important function of communication is to convince the people and the work done. 6. MOTIVATION: It is possible to motivate the employees through apt inspirational examples and motivational talks. 7. RAISING MORALE: Morale stands for mental health and it is a sum of several qualities like courage, resolution, confidence. High morale and effective performance go hand to hand. Motivation is a process that account for an individual intensity, direction, and persistence of effort towards attaining a goal. 8. REQUEST: Request is the polite way of communicating for getting work done. It keeps the relationships healthy. 9. WARNING: If the employees do not abide by the norms of the organization warning is a power communication tool and it can be general and specific. Specific warning should be administered in private and after thorough investigation. The aim of the warning should be the organization betterment. 10. COMPLAINT: a complaint is the grievance of the employee it comes when the suggestion fails. It can be written or oral. Every organisation listens to the Complaints and should try to bring immediate solution if possible in order to improve the atmosphere of the organisation. ⮚ Forms of Communication: Communication takes various forms, each serving distinct purposes. Let’s explore forms of communication.  1. Verbal Communication: Verbal communication involves spoken or written words to convey messages. It includes face-to-face conversations, phone calls, presentations, and interviews. Examples: Conversations, speeches, lectures, phone calls, and video conferences. 2. Non-verbal Communication: Nonverbal communication encompasses cues other than spoken words. It includes body language, facial expressions, gestures, and eye contact. Examples: Smiling, nodding, eye contact, posture, and handshakes. 3. Written Communication: Written communication involves text-based messages. It includes emails, letters, reports, and memos. Examples: Emails, reports, essays, and social media posts. 4. Visual Communication: Visual communication uses images, graphs, charts, and symbols to convey information. Examples: Infographics, diagrams, presentations, and icons. 1.3 Seven C`s of communication: Today's electronic age, effective communication skills are a key factor in our professional and personal success. Remember, communication doesn't come naturally for everyone. The good news is that you can learn good communication skills by learning from the best communicators. Consider these characteristics of effective communicators that will help in understanding and improving your communication skills. There are. 7 C's of effective communication which are applicable to both written as well as oral communication, These are as follows: 1. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features: ⮚ It makes understanding easier. ⮚ Complete clarity of thoughts and ideas enhances the meaning of message. ⮚ Clear message makes use of exact, appropriate and concrete words. 2. Conciseness - Conciseness means brevity, i.e., communicating what you want to convey in least possible words without forgoing the other C's of communication. Conciseness is a necessity for effective communication. It is also considered as the soul of communication. Concise communication has following features: ⮚ It is both time-saving as well as cost-saving. ⮚ It underlines and highlights the main message as it avoids using excessive and needless words. ⮚ Concise communication provides short and essential message in limited words to the audience. ⮚ Concise message is more appealing and comprehensible to the audience. ⮚ Concise message is non-repetitive in nature. 3. Consideration - Consideration implies "stepping into the shoes of others". Effective communication must take the audience into consideration, i.e., the audience's view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audience's needs while making your message complete. Features of considerate communication are as follows: ⮚ Emphasize on "you" attitude. ⮚ Empathize with the audience and exhibit interest in the audience, This will stimulate a positive reaction from the audience. ⮚ Show optimism towards your audience. Emphasize on "what is possible" rather than "what is impossible". Lay stress on positive words such as cheerful, committed, thanks, warm, healthy, help, etc. 4. Concreteness - Concrete communication implies being particular and clear rather than vague and general. Concreteness strengthens the confidence. Concrete message has following features: ⮚ It is supported with specific facts and figures. ⮚ It makes use of words that are clear and that build the reputation. ⮚ Concrete messages are not misinterpreted. 5. Courtesy - Courtesy in message implies the message should show the sender's expression as well as receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features. ⮚ Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message. ⮚ Courteous message is positive and focused at the audience. ⮚ It makes use of terms showing respect for the receiver of message. ⮚ It is not at all biased. 6. Correctness - Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features: ⮚ The message is exact, correct and well-timed. ⮚ If the communication is correct, it boosts up the confidence level. ⮚ Correct message has greater impact on the audience/ readers. ⮚ It checks for-the precision and accurateness of facts and figures used in the message. ⮚ It makes use of appropriate and correct language in the message. 7. Completeness - The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into  consideration the receiver's mind set and convey the message accordingly. A complete communication has following features. ⮚ Complete communication develops and enhances reputation of an organization. ⮚ Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete. ⮚ A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver. ⮚ Complete communication helps in better decision-making by the audience/ readers/ receivers of message as they get all desired and crucial information. ⮚ It persuades the audience. 1.4 Barriers to communication: 1. Language Barriers: Differences in language or vocabulary between communicators can hinder understanding, particularly in multicultural or multilingual contexts. Misinterpretation or ambiguity may arise when individuals speak different languages or use technical jargon that is unfamiliar to others. 2. Cultural Barriers: Divergent cultural norms, values, and communication styles can lead to misunderstandings or conflicts. Gestures, body language, and non-verbal cues may carry different meanings in different cultures, leading to misinterpretation or offense.  3. Physical Barriers: Physical barriers such as distance, noise, or poor lighting can disrupt communication by making it difficult for messages to be heard, seen, or understood. For example, loud background noise in a crowded room may interfere with verbal communication. 4. Psychological Barriers: Psychological factors such as preconceptions, biases, or emotional states can affect communication. Individuals' personal beliefs, fears, or past experiences may influence their receptiveness to messages or their ability to express themselves openly and honestly. 5. Technological Barriers: Reliance on technology for communication can introduce barriers such as technical glitches, connectivity issues, or unfamiliarity with digital tools. Miscommunication may occur due to errors in transmission, formatting, or interpretation of digital messages. 6. Organizational Barriers: Organizational structures, hierarchies, and policies can create barriers to communication by restricting the flow of information or inhibiting open dialogue. Bureaucratic processes, power dynamics, or lack of transparency may hinder effective communication within organizations. Identifying and addressing these barriers is essential for improving communication effectiveness and fostering better relationships, whether in personal, professional, or societal contexts. Strategies for overcoming barriers to communication may include active listening, cultural sensitivity, clear and concise expression, empathy, and open-mindedness. By recognizing and mitigating barriers, individuals and organizations can promote clearer, more meaningful communication and enhance collaboration, understanding, and mutual respect. 1.5 Features of Effective Communication: In order to develop effective communication skills we need to consider the following 5 basic principles: 1. Awareness 2. Responsibility 3. Respect 4. Trust 5. Creativity 1. Awareness: Awareness is the state of knowing somethings. Effective communication cannot do without awareness. Skilled communicators don’t just speak or listen, in fact they can explain what is happening in the moment they are communicating, they can learn from their mistakes, prepare their communication. People who are aware have experienced what they talk about. In case of necessity they have better chances of finding effective solutions. Most importantly they have a natural authority which makes their communication effective. 2. Responsibility: Responsibility means being in charge of doing something and being liable for it. It’s about taking care of tasks and being answerable for what happens. Responsibility means being answerable for the clarity, accuracy, and impact of what we say. It involves ensuring that our messages are understood as intended and being mindful of how our words affect others. This means taking ownership of both the content we communicate and the responses we provoke, and being open to feedback to improve our communication skills. By being responsible in our  interactions, we can build better relationships and avoid misunderstandings. 3. Respect: Respect means recognizing the value of all living things, including people, simply because they exist. In everyday terms, it means treating everyone with consideration and acknowledging their worth. Everyone needs to both give and receive respect. Good communication helps maintain respect, even when discussing difficult or uncomfortable topics, such as during disagreements or routine conversations. 4. Trust: Trust is a feeling of confidence in someone or something, where you believe that things will turn out well. It helps us think positively and can even create new possibilities. Trust is powerful when combined with imagination and creativity. In effective communication, whether between clients and sellers or in other relationships, trust plays a key role in making interactions successful. 5. Creativity: Creativity is the ability to think differently and connect elements which are distant from each other. Like imagination, it is the capacity to create new images of reality. Effective communication is creative communication, it is flexible and open to new possibilities: it is flexible and open to the different contexts in which it takes place. Creativity is the result of positive interaction. It can’t just come from nothing; in fact it is based on learned foundations. We should observe nature, which is constantly experimenting and inventing. It explores all the different possibilities of a specific situation or context. Nature has no fears, impediments, performance anxieties, preconceptions or categorical judgements. Nature doesn’t stand still, it doesn’t get bored, it doesn’t give up. When these things happen to individual person may say “I tried everything!”. We lose confidence in the generative power of imagination, in the most peculiar and natural side of human beings. Name & Sign Name & Sign Subject Co-ordinator Head of Department