Notes On Communication Skills

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n</title>n<meta http-equiv='Content-Type' content='text/html; charset='UTF-8'>n</head>nn<div><div>1 n nnSubject: ENGLISH COMMUNICATION SKILLS (THEORY) nnSubject Code: HM3101 nnBranch: B.Tech all branches nnSemester: (IST SEM) nn nnLecture notes prepared by: nni) Dr. Minakshi Prasad Mishra (Coordinator) nnAsst. Prof. in English nn College of Engineering and Technology, Bhubaneswar nn BPUT nn Email: minakshiprasadmishra@gmail.com nnii) Ms. Parinita Tripathy nnLecturer in English nnCollege of Engineering and Technology, Bhubaneswar nnBPUT nniii) Ms. Ranjita Patra nnLecturer in English nnCollege of Engineering and Technology, Bhubaneswar nnBPUT nn nn nnnn</div></div>n<div><div>2 n nnDisclaimer: nn nnThe lecture notes has been prepared by referring to many books and notes prepared nnby the teachers. Some of the books referred has not been given reference in the foot nnnotes, but referred only once in the end notes. This document does not claim any nnoriginality and cannot be used as a substitute for prescribed textbooks. The nninformation presented here is merely a collection of materials by the committee nnmembers of the subject. This is just an additional tool for the teaching-learning nnprocess. The teachers who teach in the class room, generally prepare lecture notes to nngive direction to the class. These notes is just a digital format of the same. These notes nndoes not claim to be original and cannot be taken as a text book. These notes has been nnprepared to help the students of BPUT in their preparation for the examination. This nnis going to give them a broad idea about the curriculum. Various sources as mentioned nnat the reference of the document as well as freely available material from internet nnwere consulted for preparing this document. The ownership of the information lies nnwith the respective authors or institutions. Further, this document is not intended to nnbe used for commercial purpose and the committee faculty members are not nnaccountable for any issues, legal or otherwise, arising out of use of this document. The nncommittee faculty members make no representations or warranties with respect to nnthe accuracy or completeness of the contents of this document and specifically nndisclaim any implied warranties of merchantability or fitness for a particular purpose. nn nn nn nn nnnn</div></div>n<div><div>3 n nnPreamble: Course outcome nnToday’s engineers face a dual challenge of being competitive as well as global. They not only nnhave to be master in their professional skills but also, they must have various soft skills nncompetencies to be suitable for the job market. In today’s date the job market is growing in nnterms of volume but it is shrinking in terms of number of professionals passing out of the nncollege. The students who pass out their degree must possess the qualities of a techno-nnmanager. They must be in a position to do multitasking in their jobs. Only possessing technical nnskills/hard skills have not paid off for many. Hence, keeping in view the requirement of the job nnmarket it was understood that the students need to be good at Soft skills too. One of the most nnimportant tool for good soft skills is Communication skills. Communication skills means English nncommunication skills. Communication skills helps a student in developing Confidence, nnsmartness and outward skills. This course has been designed keeping in mind the need of the nnEngineering students and their future needs. All the three modules discussed in the curriculum nnis highly essential and helps a professional to speak better English. A thorough research has nngone into the design of the curriculum. The digital notes prepared will help to enhance the nnunderstanding on the subject. The students are advised to use the digital notes for the purpose nnof reference only. They have go through many books in order to understand individual subjects. nnThe course will help in getting a better idea on different topics, hence, increasing the nncompetency of the students in the subject. nn nn nn nn nn nn nnnn</div></div>n<div><div>4 n nnSyllabus nnModule-I The elements of Communication nn1.1 The importance of communication through English at the present time nn1.2 The process of communication and factors that influence communication sender, receiver, nchannel, code, topic, message, context, feedback, noise, filters & barriers nn1.3 The importance of audience and purpose nn1.4 The information gap principle: given and new information, information overload nn1.5 Verbal and non-verbal communication: body language nn1.6 Comparing general communication and business communication nn nnModule-II The sounds of English nn2.1 Vowels, diphthongs, consonants, consonant clusters nn2.2 The International Phonetic Alphabet (IPA): Phonemic transcription nn2.3 Problem Sounds nn2.4 Syllable division and word stress nn2.5 Sentence rhythm and weak forms nn2.6 Contrastive stress in sentences to highlight different words nn2.7 Intonation: Falling, rising and falling-rising tones nn2.8 Varieties of Spoken English: Standard Indian, American and British nn nn(Note: This unit should be taught in a simple, non-technical manner, avoiding technical terms as nfar as possible.) nnModule- III Review of English grammar nn3.1 Static and Dynamic Verbs nn3.2 The auxiliary system: finite and non-finite verbs nn3.3 Time, tense and aspect nn3.4 Voice: Active and passive nn3.5 Modality nn3.6 Negation nn</div></div>n<div><div>5 n nn3.7 Interrogation: reported and tag questions nn3.8 Conditionals, nn3.9 Concord nn3.10 Phrasal Verbs nn nn(Note: The teaching of grammar should be treated as a diagnostic and remedial activity and nnintegrated with communication practice. The areas of grammar in which errors are common nnshould receive special attention when selecting items for review. Teaching need not be nnconfined to the topics listed above.) nn nnBooks Recommended: nn1) An introduction to Professional English and Soft Skills by B. K. Das et al., Cambridge nnUniversity Press (Facilitated by BPUT) nn2) Technical Communication: Principles and Practice, Second Edition by Meenakshi Raman nnand Sangeeta Sharma, Oxford Publications. nn3) Effective Technical Communication by M Ashraf Rizvi, The McGraw-Hill companies. nn4) Understanding Body Language by Alan Pease. nn5) Communicative Grammar of English by Geoffrey Leech and Ian Svartik. nn6) Better English Pronunciation by J.D.O’Connor. nn7) English Grammar by S.Pit Corder nn8) English Grammar by Wren and Martin. nnThis is not the end of the list other books may also be referred. nn nn nn nnnn</div></div>n<div><div>6 n nnLesson Plan: The course should be taught in an interactive method. Use of black board as well nnICT is highly useful for delivering the topics. nnThe first module has to be completed in 6 hours hence, the module has been divided into six nnsessions of one hour each. nnSession 1: Importance of Communication in the present context, Introduction to nnCommunication. nnSession 2: Process of Communication and Factors that influence the process. nnSession 3: Importance of audience and purpose. nnSession 4: The information gap principle: Given and new information, information overload. nnSession 5: Verbal and non-verbal communication (Body language) nnSession 6: Comparison between general communication and Business communication, review nnof the module. nnThe second module is to be completed in 14 hrs. hence the second module is divided into 14 nnsessions of one hour each. nnSession 7: Introduction to phonetics, need and use of it. nnSession 8: Received pronunciation, transformation of letters into sounds. nnSession 9: International phonemic alphabets, Vowel Sounds, Consonant Sounds nnSession 10: Consonant Clusters and its use. nnSession 11: Phonemic transcription nnSession 12: Phonemic transcription contd… nnSession 13: Syllable division and word practice nnSession 14: Word stress and Sentence stress nnSession 15: Problem sounds and Sentence rhythm nn</div></div>n<div><div>7 n nnSession 16: Weak forms nnSession 17: Contrastive stress in sentences to highlight different words. nnSession 18: Intonation nnSession 19: Rising and Falling tone, falling-rising tone nnSession 20: Varieties of Spoken English: American, Standard Indian and British, Review of the nnmodule. nnThe last module has been allotted 10 hrs hence, the module has been divided into 10 sessions nnof 1 hour each. nnSession 21: Introduction to Grammar, elementary grammar nnSession 22: Parts of Speech nnSession 23: Verb and its application, Static and Dynamic Verb nnSession 24: The auxiliary system, Finite and non-finite verbs nnSession 25: Time, Tense and aspect nnSession 26: Voice Change: Active and Passive nnSession 27: Negation, Interrogation: reported and tag questions nnSession 28: Conditionals, Concord nnSession 29: Phrasal verbs nnSession 30: Detailed review of grammar. nn nn nn nnnn</div></div>n<div><div>8 n nnModule-I The elements of Communication nn1.1: The importance of Communication through English at the present time nnBefore trying to understand the importance and relevance of English or English Communication nnskills we must understand the historical background of the language and how it has evolved to nnthe present status. English as a language never enjoyed this position from the beginning. World nnhistory in and after 14th century has a major role to play in making this language powerful and nnuseful. In today’s date it is not only a major language all over the world but also the official nnlanguage in many parts of the world. Many people depend on this language for their mere nnsurvival and sustenance. nnHistory of English Language: nnMany may be surprised to know that English as language was never used for official purposes nneven in England up to 11th and 12th century. In England people used to use rich languages like nnLatin, French and Spanish. The dominance of each and every language over the history has nnbeen dictated by the might the countries enjoyed. As England was ruled by the France and nnother nations for a long period of time they never had the opportunity to develop their own nnlanguage. Till late 13th century the script of English language was not completely developed. nnThe first writing in English which can be claimed as a piece of literature dates back to late 13th nncentury. nnComparison between English and Indian Languages: nn Many Indian languages like Sanskrit, Hindi and Odia are much older languages than English. nnThe literature of Sanskrit which is also known as the God’s language in India is thousands of nnyear old. Devnagri script which is used for most North Indian languages pre-dominantly for nnHindi (the national language of our country) and the language is much older in comparison to nnEnglish. Odia which is our state language and mother tongue is also older than English. The nnliterature written and used in these languages are rich in diversity and class. There is clear nnevidence available to prove these. nnnn</div></div>n<div><div>9 n nnGlobal languages and position of English: nnIf we try to say that English as a language is used all over the world. Hence, it is logical to use nnthis language. This statement is also falsified if we look into the top languages in the world in nnterms of number of people using it. The number one slot in terms of population goes to nnMandarin (Chinese) and list is followed by Hindi, English, French, Arabic and Bengali among the nntop languages used in the world. English only happen to stand IIIrd in the list. This fact confuses nnus further. In the following paragraph we will see despite such a position why we are learning nnEnglish for day to day use and how the language evolved from being a meagre existence to such nna powerful and dominating position. nnEvolution of the Language globally: nnAfter 14th century England started flexing its muscles and started entering into new territories. nnThey settled colonies in almost each and every corner of the world. The union jack started nnflowing in each and every continent. Their major colonies were America (North and South nnAmerica), Asia (India, China, Japan, and Myanmar etc.), Australia and New Zealand and Africa. nnAs they spread into the far and corner of the world they started dominating the local languages. nnThey made English compulsory in all the colonies ruled by them. As a result slowly the language nnof English evolved as a global language. The say became quiet famous, “The sun never sets in nnthe British empire.” nnEvolution of English Language in India: nnIn their quest of power they reached the Indian sub-continent in the 17th century. They settled nntheir colonies and slowly acquired the whole country under one rule. After 1857 (the sepoy nnmutiny) Britishers established complete sovereignty over India. The use of English started from nnthe day the English landed in the country but after 1857 it became the official language of the nnBritish ruled India. The English started training Indians to work as clerks in the various offices. nnThey established many schools and colleges to impart learning and training in English. It worked nnfor the Britishers because of the geographical and linguistic diversity present in our country. nnMany freedom fighters in India started adopting English as a language to make a platform for nncommunication. The linguistic diversity between languages was so sharp that it was very very nn</div></div>n<div><div>10 n nndifficult to understand or learn other languages. In such a situation English helped in bridging nnthe gap between state to state and province to province. Many popular freedom fighters nnstarted using this language as a tool to reach the mass. English worked not only as a language nnfor communication but also a language for unity and solidarity among Indians. The trend nncontinued even after independence and in the constitution this language was given the status nnof official language. nnPresent day status of English: nnThe preexistent linguistic barrier helped the language of English to rule the roost. India is a nncountry with more than 25 dominant languages and 6000 dialects. There are more than 16 nnmajor languages spoken and used in this country. English appears as a common platform for nnmany Indians when in a cross-linguistic situation. We must also attribute the hypocrisy of many nnIndians for the development of English language in our country. We take pride in claiming that nnwe can speak, write or use this language comfortably fluently. English is the official language in nngovernment and private offices. This is also the language of instruction in all the Universities nnand colleges across the country. The scenario is such that one need to hone the skills of English nnto obtain a job. Mere knowledge of subjects is no more the only criteria to secure a job in nntoday’s date. One need to be master in English communication skills to be a professional. nnEnglish has evolved as language of status. This reflects status symbol. If one is able to nncommunicate in English they drive respect for themselves. Before look onto us with respect if nnwe can speak in English. A person’s knowledge is judged in terms of English. English nnCommunication has become essential to get a job, move up in the career and earn a lot of nnmoney. Not only in India but also in the world market English communication is highly required. nnToday we live in a global village. Globalization has been adopted by almost all the developed nnand developing countries. In this globalized era English language is an important tool in the nnprofessional’s hand. In addition to the evolution of the language we must also understand the nneconomic value of the language. In most developed countries like US, Canada, England, nnAustralia and other major countries English is the language used for speaking and official nncorrespondence. As this countries control most of the world economy we have to learn this nn</div></div>n<div><div>11 n nnlanguage to be a part of the economy. English is no more a language but a bread winner in nntoday’s date. India is a developing country. We need to produce as many professionals as nnrequired. And the professionals need to be well versed in the language. The language is skills is nnthe call of the day. nnIn India, Corporates, software companies, industries as well PSU’s and government nnorganizations need professionals who is fluent in English communication skills. Keeping in view nnthe need of the language we need to learn this language. Keeping in view the need and nnimportance of English language in the present context almost all the Universities insist on nnEnglish communication skills as a compulsory part of their curriculum for all sorts of nnprofessional courses. e.g. B.Tech, B.Sc, B.Pharma, BBA/BCA, B.Arch., MBA, MCA and other nncourses. English communication skills has become an integral part of the curriculum. A nnprofessional in todays’ date cannot survive without learning and honing the skills of the nnlanguage. We must learn English in today’s date first to survive and secondly to move ahead in nnour career. China which is a rival economy is in a less advantageous position because we Indians nncan use this language in a better manner. China is trying hard to train it professionals this nnlanguage. It is believed that it will surpass India in terms of software professionals by 2020, if nnwe don’t learn this language to surpass China in the global market. In that a scenario, most of nnthe software jobs will vanish for Indian professionals as China is very good at providing cheap nnprofessionals. One must understand the importance of English Communication skills in the nnpresent time in a broader perspective rather than with a narrower vision. nn nn nn nn nn nnnn</div></div>n<div><div>12 n nn1.2: The process of communication and factors that influence communication sender, nnreceiver, channel, code, topic, message, context, feedback, noise, filters & barriers. nnThis world consists of human beings. Human beings are the only species in this earth who has nnthe ability to speak and has a brain that can do multiple things. Though the three major nnfunctions of human behavior includes food, sex and group existence, human being cannot be nncomplete without expressing themselves. We need to speak or express our feelings and ideas. nnThese ideas form the base of our existence. Communication is essential for the existence of the nnsociety and it plays a prominent role in the functioning of different professional organizations. nnWe keep on expressing ourselves at all situations and at all times. When we look around us in nnany situation we find people doing various activities. In doing these activities they involve in nnvarious discussions, meetings, conversations, phone calls, presentations, video chatting, nnconferencing or mere gossiping. In other words they are communicating in order to interact. It nnis one of the important conditions for social interaction. Social interaction cannot take place nnwithout communication because human interaction is essentially communicative interaction. It nnpervades the entire range of social and professional relationships, and plays a key role in our nnlife. It is the reciprocal stimulation and response between individuals, and makes social as well nnas professional interaction possible. Most of the times it has been found that all conflicts, nntensions, wars are a result of miscommunication. If absence of proper communication can lead nnto such dangerous situations, then it is definitely important to understand the term. Now let’s nntry to understand the term ‘Communication.’ nnWhat is Communication? nnThe term communication has been defined at various levels. Communication is a dynamic nninteractive process that involves the effective transmission of facts, ideas, thoughts, feelings, nnand values. It is not passive and does not just happen; we actively and consciously engage in nncommunication in order to develop the information and understanding required for effective nngroup functioning. It is dynamic because it involves a variety of forces and activities interacting nnover a period of time. The word ‘process’ suggests that communication exists as a flow through nn</div></div>n<div><div>13 n nna sequence or series of steps. The term ‘process’ also indicates a condition of flux and change. nnThe relationships of people engaged in communication continuously grow and develop. nnCommunication can also be understood as an exchange of meaning and understanding. nnMeaning is central to communication, and transmission of meaning is the central objective of nncommunication. Communication begins with the sender sending out message cues, which are nnperceived by the receiver who assigns meaning to them and responds to them as per the need. nnCommunication can be complete unless the message sent by the sender is properly decoded at nnthe receiver’s end and comprehended. Moreover, communication can be considered effective nnonly when the receiver’s response is matching with the meaning the sender wanted to convey. nnCommunication: It is the process of expressing one’s ideas, thoughts, feelings, expressions, nnemotions, language, knowledge etc. The process may involve Transaction, exchange, and nnsharing. Communication is the base of human existence. Starting from the child’s cry which the nnfirst communication by any human being. Communication is present in Home. It spreads out to nnsociety (the people with whom we live and share our experiences on a daily basis). It is also nninstrumental is framing our culture. Culture in a developed state of being becomes an integral nnpart of religion. Communication is also responsible in administration and control in the country. nnEvery aspect related to human being is dependent on communication. Either it be politics, nneconomics, sociology or technical things like evolution of Science and development & use of nntechnology. Particularly, in the present context communication assumes a lot of importance. nnWe live in the world of information technology. Communication is the nerve centre of nninformation technology and I.T. enabled services. nnThe process of evolution from pre-historic age to modern age every time human being has nngiven proof of existence through communication. From the beginning of civilization human nnbeing has understood the need and importance of communication. Now let’s understand the nnnuances of communication. nnMeaning: nnThe word has been derived from Latin words ‘communis’ and ‘communicare’. The meaning of nnthe first word suggests to make common and ‘communicare’ means to share or sharing. nn</div></div>n<div><div>14 n nnDefinition 1: It is the ability to speak, write or to express our ideas, feelings: clearly and nnconvincingly. nnDefinition 2: It is the process of sending and receiving symbols for the purpose of understanding, nnknowing, informing and in the broadest sense, improving the relation with the world. nnDefinition 3 (Robert Anderson): Communication is interchange of thoughts, opinions or nninformation by speech, writing or signs. nnCommunication also be symbolic because it is not limited to words or language. It can always nnbe done by the help of gestures and symbols or facial expressions. The symbols can be present nnwith and without language. Our ability to symbolize and express makes the process of nncommunication possible. nnTools of Communication: nnThere are various tools that helps in the process of communication. These tools have been nndeveloped by human beings from the dawn of civilization or before. They help us in nncommunicating sometimes universally sometimes within a group. Here are some of the tools nndiscussed in brief. There can be many more tools that help in the process of communication. nnThis is not the end of the list. nni) Language: The main function of each and every language is to communicate. Each nnlanguage has various forms. It is one of the foremost and important tool of nncommunication. It is the most clear and comfortable tool to use. Each and every nnindividual uses this tools in the process of communication. There are different nnlanguages in this world. We need to have knowledge of a particular language in nnorder to communicate in that language. That’s why depending on the use of various nnlanguages in the world there are different linguistic groups. nnii) Script: This is a group of symbols used to express the language in the written format. nnThey are also highly essential useful tools of communication. One limitation with nnscript is we have make a conscious effort to acquire knowledge about a particular nn</div></div>n<div><div>15 n nnscript. This consumes a lot of time. This is also regarded as the tool of the educated nnmass. nniii) Drawing/Painting/Sculpture/Visual art: Many individuals are blessed with nncreativity. They use their creativity to communicate in an artistic manner. Their art is nnwell accepted in the society and gives them high regard. These artistic creations nnreflect nothing else but communication. They express themselves with the help of nnart. These art may be in the form of drawing (child) or painting (professional), they nnconvey the same meaning. Artistic creations are more stylish in nature in terms of nncommunication. A small piece of art can convey thousands of sentences by its form, nnsize, colour combination, shades etc. nniv) Body: Our body is one of the most important tools of communication. Whether we nnare using language or not it is always present in the process of communication. nnWithout body cues our communication may be confusing. Our words must be nnsupported by proper actions reflected by the body. They may be in the form of nngestures, postures, eye contact, spacing etc. Every action or non-action is part of nnBody. This type of tool is otherwise known as body language. nnv) Silence: In particular situations silence can also act as an important tool for nncommunication. There are many instances where either we don’t use nnlanguage/words or we are not in a position to use those. In such situations silence nnhas the power to convey the message effectively. The silence inside a temple nnindicates purity and nearer to godliness. The silence inside an examination hall nnsuggests discipline and law abiding. nnvi) Dress/costume: This is also an important tool for communication. Dress has been an nnintegral part of every culture, tradition, custom and practice. They give shape to our nnpersonality and individuality. Dress also reflects culture and behavior. An individual’s nnbehavior can always be guessed by the kind dress one is wearing. It has the potential nnto convey many things without the use of words. School uniform, mask, traditional nnattire etc. can convey the purpose. We can identify an individual from the dress. nn</div></div>n<div><div>16 n nnvii) Surrounding/Environment: Many a times just by reflecting to the environment we nnget a lot of message. Many things are communicated by the environment itself. We nnneed not engage in words to understand a particular situation or context. The nnenvironment is powerful enough to communicate the message and convey us nnconvincingly. nnApplications of communication for professional or any other purpose: nnWe refer of communication as a skill, it means we are going to apply this skill for some purpose. nnThe purposes can vary from simple social interactions to running governance, it can range from nngiving a small presentation in the office to make headlines in the media. We use nncommunication on a daily basis. It is an important medium to achieve and acquire many nnpersonal and professional goals. nnInterpersonal: Communication helps us in maintaining proper inter-personal relationships. nnInterpersonal skills are a must in this competitive professional world. This deals with handling nnpeople and problems at various situations. This includes understanding, listening, empathizing, nnconvincing, persuading, negotiating, motivating, driving etc. We have examples in history of nngreat communicators who applied interpersonal communication skills to the utmost which nnmade them memorable personalities in the history. E.g. Birbal (the minister with lots of wit with nnEmperor Akbar), Mahatma Gandhi (the father of the nation who convinced people of India to nnadopt non-violence as their weapon for freedom struggle), Tenali Raman (the clever minister in nnthe court of King of Vijaynagar). nnMass Communication:This is also an application of communication where communication is nnused to reach many people at one go. This type of communication has developed with the nndevelopment of human civilization and society. Technological advancement has also added to nnthe use of these types of communication. We live in a society, we want to convey many nnimportant ideas, events, incidents, developments etc. to the world. Mass communication helps nnus in reaching the maximum at the push of one button. Newspaper, journal, magazines, nnInternet, Advertisement, T.V. Channels etc. nn</div></div>n<div><div>17 n nnOrganizational (intra/inter): An organization whether profit based or not, cannot exist without nncommunicating within and outside the organization. Organizations depend a lot on meetings, nnbusiness presentation, discussions, deliberations, reports, interaction, client response etc. Each nnand every organization uses communication in their daily business. Similarly organizations need nnto communicate with the outside world in the form of understandings, letters, proposals, nncontracts, deals, partnerships etc. nnLocal/Regional/National/International: Each and every stage of governance depend on nncommunication. There are various agencies involved in governance and control. Without nnproper communication there will be a lot of confusion and they cannot survive. To maintain nncoordination among various stages of governance and various agencies, communication is a nnmust. Various international treaties, pacts, understandings are only possible through nncommunication. Different organizations has come up in the years to maintain proper nncommunication for various sectors. E.g. United Nations Organization (UNO), World Health nnOrganization (WHO), International Court of Justice (ICJ) etc. nnIn today’s date one needs to master communication because it is both process as well as nnproduct. In the contemporary world communication has adopted multiple roles. One need to nnlearn and practice communication in order to be successful. In today’s date no profession is nnbereft of communication. Artists and leaders could influence a big mass with their style, nnapproach, language etc. But in all these things communication plays an important role to make nnthem popular. Stalin, Russoue, Gandhi, Vivekananda, Churchill, Alexander, nnHerodotus etc. are some of the masters of communication the world has ever produced. One nnmust understand that communication is ever changing and developing. It is in a constant state nnof metamorphosis. In order to keep pace with this one must be skilled enough in all the nntechnicalities of the process of communication. nnProcess of communication: nnCommunication is an interactive process. The two communication agents involved in the nncommunication process are the sender(s) and the receiver(r). Bothe the communication agents nnexert a reciprocal influence on each other through inter-stimulation and response. The process nn</div></div>n<div><div>18 n nnof communication consists of five steps that is ideation, encoding, transmission, decoding and nnfeedback. These steps take place only between the sender and receiver. nnIdeation: This is the initiation in the different stages of communication. Ideation refers to the nnformation of the idea and we tend select the message to be communicated. We also finalize the nnlanguage for communication and the length and breadth of it. It consists of the ‘What’ of nncommunication and is concerned with the content of the specific message to be presented. nnIdeation depends on the sender’s knowledge, experiences, and abilities, as well as the purpose nnof communication and the context of the communication situation. However, ideation depends nnon various factors. Messages are generally of two types as far as content is concerned, i.e. nnlogical and emotional. Logical messages contains facts, figures and analysis whereas emotional nnmessages consists of feelings. We finalize on the topic to communication in this step. nnEncoding: It is the process of converting the idea into a particular language. The information to nnbe sent is transformed into a logical and coded message. It depends on the type of relationship nnthe sender and receiver enjoy. For example, if it is a formal situation then the sender has to nnkeep various things in mind e.g. Selection of language, level of competency of the receiver to nnunderstand the language, selecting a medium of communication (speaking, writing or non-nnverbal means) and the form of communication (face to face, telephonic, one-to-one, one-to-nnmany, group communication etc.) nnTransmission: It refers to the transfer of message from sender to the receiver through a proper nnchannel. It helps in confirming the process of encoding and the keeps the channel free from nninterference. It decides the right time, place and method for communication. Through nntransmission only the intended message reaches the receiver without distortion and the nnlistener is able to decode it in order to understand and comprehend the message. nnDecoding: In order to understand the message the receiver has to decode the message in form nnand content. It is the process of converting the message into thoughts by translating the nnreceived stimuli into an interpreted meaning in order to understand the message nncommunicated. One must understand that the message is transferred not the meaning. It nndepends on the receiver to realize the meaning and understand it. The process also involves nn</div></div>n<div><div>19 n nninterpretation and analysis of a message. In case of oral communication in involves listening nnand understanding. As quick response is required in oral communication the decoding must nntake place rapidly, whereas, in case of written communication it involves reading and nnunderstanding, hence, the time taken can depend on the ability of receiver. Effective decoding nnis very much essential for successful communication to continue. nnFeedback: It is most important step in the process of communication. Without feedback the nnprocess of communication won’t be complete. It makes the process of communication two-nnway. This is the last stage in the process of communication but, one must keep in mind that, the nncommunication doesn’t end here. It just completes one loop in the communication cycle. The nnprocess of communication continues in a cyclical order. It is considered the reaction/response nnto the message. The feedback is given by the receiver, but when the receiver is giving the nnfeedback he/she becomes the sender and the sender becomes the receiver. That’s why it is also nnknown as the reverse flow of communication. Feedback denotes whether the receiver has nnunderstood the message or not. The effectiveness of the process of communication depends on nnfeedback. nnFactors that influence the process of Communication: nnThere are various factors that influence the process of communication. Without having a nnproper understanding of the factors one cannot involve in the process of communication nneffectively. They control and regulate the process of communication. The factors are sender & nnreceiver, code, channel, topic, message, context, feedback, noise, barriers and filters. nnSender & receiver: They are the two participants essential for the process of communication to nntake place. The flow of information takes place between these two sides. Sender initiates the nnprocess of communication. Please refer….the process of communication. nnCode: It is a system of symbols used for the purpose of communication. Language is the most nnprominent code used by human beings. Each language uses various symbols in the form of nnletters which are represented by different script in different languages for written nncommunication and different sounds for oral communication. For the communication to be nncomplete both sender and receiver must be well versed with code they use. In case of non-nn</div></div>n<div><div>20 n nnverbal communication we use gestures/body language as code. “Code” is also a set of rules nnwhich we follow while using a particular language. Each language has different rules e.g. nnGrammar, sounds (phonetics) and syntax (sentence structure). nnChannel: It refers to the medium through which the information passes. There are basically two nntypes of channels. a) Auditory channel: The message in the transmission is converted into nnsounds and the sound wave passes through air to reach the receiver. b) Visual channel: In case nnof written communication we read symbols with the help of vision. This type of channel is also nnused while sending or receiving non-verbal messages. As most of the communication involves a nnmixture of verbal and non-verbal messages hence, both the channels are active in any process nnof communication. nnTopic: The topic is the idea converted into a message. The topic should suit both the sender and nnreceiver. They must enjoy some rapport with each other to undertake the process of nncommunication and must have some understanding on the topic to be communicated. The nntopic can range from an event, action, object, person, experience, feeling, emotion, subject, nntheory, analysis, law, regulations, etc. The topic should be of mutual interest for the nncommunication to be sincere and continuous. The participants in the process of communication nnfinalize on the degree of involvement in a particular topic after initial exchange of ideas. There nnare some topics which are participant dependent e.g. entertainment, sports, behavior, attitude nnetc. whereas, some topics are topic dependent e.g. Science, technology, policies, economic nntheories, administrative functions etc. Hence, in topic dependent topics passive form of nncommunication is used. nnMessage: In verbal communication it is the form in which the information is sent or received by nnthe participants. It can be words/group of words or sentences/group of sentences. In case of nnnon-verbal communication it depends on the situation or context. In non-verbal nncommunication the message becomes signal sent by means of signs, symbols, gestures, nnpostures etc. The message depends of five factors. They are precision, confusion, exclusion, nnemotion and style. a) Precision: The accuracy and strictness of the message need to be nnmaintained in order to send it in proper content as it was devised in ideation. b) Confusion: It nn</div></div>n<div><div>21 n nnshould be free of mistakes and misconceptions. Mistakes may lead to misunderstanding of the nnmessage as a result the process may get disturbed or diluted. c) Exclusion: Omission of nnunnecessary details is highly essential for the message to be clear and specific. We should also nntry to segregate the information in such a manner that no extra information is provided. d) nnEmotion: The message should reflect proper sentiment and excitement. But one must keep in nnmind that it should not be an overflow of emotion which may distort the process. e) It is nnindividual specific. The encoders understanding, social position, context, cultural background nnand knowledge affects the style of a message. nnContext: It is the setting in which the communication takes place. The context is dependent on nnfactors like time of communication, place, sender/receiver, channel, code and topic etc. For nncomplete communication to take place both the participants should be sensitive towards the nncontext or else the message may be wrongly comprehended and the result can be disastrous. In nncase of written communication the context is less visible. nnFeedback: Please refer process of communication. nnNoise: Any interference in the message sent and the message received leads to the production nnof ‘noise’. Noise doesn’t refer to the concept of sound but a break or disturbance in the nncommunication process. If noise occurs because of technological factors, it is not too much of a nnproblem as it can be removed or rectified by correcting the fault. But, if it is a result of human nnerror, then both the participants should take corrective measures. It is an unplanned nninterference in the communication setup. This affects the transmission of the message. It can nnbe of two types channel noise and semantic noise. Channel noise refers to the interference in nnthe mechanics of the medium used, e.g. faulty connection, technical fault etc.. In written nncommunication it refers to illegible handwriting. Semantic noise is generated internally, nnresulting from internal problems/errors in the message itself. Sometimes semantic noise occurs nnbecause of misunderstanding of a given word/sentence/phrase by any of the participants. nnGrammatical error, faulty pronunciation, ambiguous sentence structure, misspellings etc. are nnother examples of semantic noise. nn</div></div>n<div><div>22 n nnBarriers: Barriers creates obstruction in the process of communication. This controls the nnprogress or movement of the process. It breaks the rhythm that is expected in a desired nnoutcome. It stops the process of communication by partially sending the message. There can be nndifferent types of barriers e.g. physical barriers and emotional barriers. Physical barriers include nnmedium, crowd, physical object, distance, noise etc. Emotional barriers include intra personal nnbehavior, inter personal behavior, categorical thinking, wrong assumptions etc. nnFilters: Filters are like barriers but the only differences is they filter the process of nncommunication. They channelizes or cleans the process as a result the message is not properly nnreceived by the receiver. It mainly occurs at the psychological level or individual level. E.g. Social nnstatus, skill, orthodox thinking, content, culture, gender etc. nnBoth barriers and filters distorts the process of communication. The participant has to be nnconscious of their presence and act accordingly. If they want the process of communication to nnbe fruitful they must eliminate as much as possible the barriers and filters from the process. nnThe above factors are not limiting or end of the list in the process of communication. Some nnother factors do creep in as a factor that can influence the process of communication from time nnto time e.g. Mother tongue influence, pronunciation, cross-cultural situation etc. nn nn nn nn nn nn nn nn nnnn</div></div>n<div><div>23 n nn1.3: The importance of audience and purpose nnAudience: Before one begins the process of communication one must ask few questions to nnoneself. ‘Why am I communicating?’, ‘With whom I am going to communicate?’ the obvious nnanswer is we are going to communicate with another human being like us not with animals. nnWhether we are trying to persuade, command, motivate, and entertain or to train we are nncommunicating with an audience. The sole purpose of our communication revolves round the nnaudience. Our communication should always strive to be audience oriented, for the process of nncommunication to successful and complete. We must understand that without the receiver’s nnattention and interest the process will fail. The sender must give due importance to the nnreceiver. Before beginning the process of communication the sender must clear the objective of nnthe communication in his mind. Then only, he will be able to make it clear to the audience nn(receiver). The sender must keep the following things in mind to keep the communication nnaudience specific. nni) Always respect the receiver’s point of view. nnii) Sender must know receiver’s interests, tastes, preferences, background, nneducation, culture etc. in advance. nniii) Never underestimate the receiver. There must be a sense of respect for the nnreceiver (vice-versa). nniv) Communication should be a collaborative activity between sender and nnreceiver. nnv) Effective planning is required. The planning involves 3 things. a) Language nnskills and intelligence, b) Knowledge and understanding of the topic/subject nnand c) relationship/rapport enjoyed by both the sender and receiver with nneach other. nnPurpose: As we have already discussed in the previous chapters that communication is a human nnneed. Communication is instrumental or directly satisfies certain needs like physical, emotional, nnsocial, psychological etc.. For that reason each and every communication has a definite nnpurpose. The purpose is linked with both the sender and the receiver. Without purpose any nn</div></div>n<div><div>24 n nncommunication can be rendered useless. A statement of purpose not only describes what we nnwant to accomplish, but also helps us know at the end of the communication whether it has nnbeen achieved. The purpose can be classified into two broad categories. I.e. General or specific. nnGeneral purposes can be to entertain, to inform, to attract, to regulate, to instruct etc.. Specific nnpurposes involve to influence, to motivate, to enquire, to persuade etc.. The listeners of nncommunication plays an important role in the communication process because they influence nnthe medium of communication. When communication is targeted towards audience with a nnpurpose it yields desired result. We must understand that some purposes are sender related nnand some purposes are receiver related. nnTo inform: Any sentence that is informative in nature. e.g. i) this road leads to the main hall of nnthe compound. ii) I’m a student of IST year B.Tech from CET. nnTo entertain: Cracking a joke or delivering a dialogue which amuses the audience or listeners. nnTo attract: In this purpose the listeners or audience or receivers are attracted to listen or give nnattention to the speaker. The listeners might not have a direct interest or role in what the nnsender is telling but the communication is such designed that they get attracted. Advertisement nnhoardings, Ads in TV channels. nnTo regulate: This purpose generally serves rules and regulations, sometimes maintaining nndiscipline in a particular environment. No smoking here. nnTo instruct: This purpose has a greater role in training, teaching, directing, and administrating. nnTo influence: This purpose is specific in nature, where we try to influence an individual’s nndecision, attitude, thought and impression. nnTo motivate: This purpose gives attention to particular individual or group to get some work nndone or to do better in life, like sermonizing etc. nnTo persuade: Here the sender is trying to extract some work or job by continuously involving in nnconversation with the receiver. This purpose require a lot of skills. This may also take some time nnto get fulfilled. nn</div></div>n<div><div>25 n nnTo enquire: When we try to extract information from someone on a specific issue or with a nnspecific motif we use this purpose. What is your name? Where do you read? etc.. nnHuman beings are social beings. Though we claim that we cannot exist without communication nnbut in reality we use communication for achieving our own selfish motifs. Hence, we may nnconclude that all communication taking place in this world revolves around some purpose or nnthe other. nn nn nn nn nn nn nn nn nn nn nn nn nn nn nn nn nnnn</div></div>n</body></html>','canEdit':false,'canDelete':false,'canReport':false,'userVote':null,'previewLimit':3,'advEnabled':true,'totalVotes':1,'title':'notes on notes of communication skills, Lecture notes for Communication','isPremiumEnabled':false,'hasQuizcardSet':null}'><div><div><div><div><main><div><div><div>Preview3 pages / 77</div><div><div><div><div><div><div></div><div></div></div></div></div></div></div></div></div><div><div><div></div><div></div><div></div></div></div><div><div><div><div><div><div><div><div>1 Subject: ENGLISH COMMUNICATION SKILLS (THEORY) Subject Code: HM3101 Branch: B.Tech all branches Semester: (IST SEM) Lecture notes prepared by: i) Dr. Minakshi Prasad Mishra (Coordinator) Asst. Prof. in English College of Engineering and Technology, Bhubaneswar BPUT Email: minakshiprasadmishra@gmail.com ii) Ms. Parinita Tripathy Lecturer in English College of Engineering and Technology, Bhubaneswar BPUT iii) Ms. Ranjita Patra Lecturer in English College of Engineering and Technology, Bhubaneswar BPUT </div></div><div><div>2 Disclaimer: The lecture notes has been prepared by referring to many books and notes prepared by the teachers. Some of the books referred has not been given reference in the foot notes, but referred only once in the end notes. This document does not claim any originality and cannot be used as a substitute for prescribed textbooks. The information presented here is merely a collection of materials by the committee members of the subject. This is just an additional tool for the teaching-learning process. The teachers who teach in the class room, generally prepare lecture notes to give direction to the class. These notes is just a digital format of the same. These notes does not claim to be original and cannot be taken as a text book. These notes has been prepared to help the students of BPUT in their preparation for the examination. This is going to give them a broad idea about the curriculum. Various sources as mentioned at the reference of the document as well as freely available material from internet were consulted for preparing this document. The ownership of the information lies with the respective authors or institutions. Further, this document is not intended to be used for commercial purpose and the committee faculty members are not accountable for any issues, legal or otherwise, arising out of use of this document. The committee faculty members make no representations or warranties with respect to the accuracy or completeness of the contents of this document and specifically disclaim any implied warranties of merchantability or fitness for a particular purpose. </div></div><div><div>3 Preamble: Course outcome Today’s engineers face a dual challenge of being competitive as well as global. They not only have to be master in their professional skills but also, they must have various soft skills competencies to be suitable for the job market. In today’s date the job market is growing in terms of volume but it is shrinking in terms of number of professionals passing out of the college. The students who pass out their degree must possess the qualities of a techno-manager. They must be in a position to do multitasking in their jobs. Only possessing technical skills/hard skills have not paid off for many. Hence, keeping in view the requirement of the job market it was understood that the students need to be good at Soft skills too. One of the most important tool for good soft skills is Communication skills. Communication skills means English communication skills. Communication skills helps a student in developing Confidence, smartness and outward skills. This course has been designed keeping in mind the need of the Engineering students and their future needs. All the three modules discussed in the curriculum is highly essential and helps a professional to speak better English. A thorough research has gone into the design of the curriculum. The digital notes prepared will help to enhance the understanding on the subject. The students are advised to use the digital notes for the purpose of reference only. They have go through many books in order to understand individual subjects. The course will help in getting a better idea on different topics, hence, increasing the competency of the students in the subject. </div></div><div><div>4 Syllabus Module-I The elements of Communication 1.1 The importance of communication through English at the present time 1.2 The process of communication and factors that influence communication sender, receiver, channel, code, topic, message, context, feedback, noise, filters & barriers 1.3 The importance of audience and purpose 1.4 The information gap principle: given and new information, information overload 1.5 Verbal and non-verbal communication: body language 1.6 Comparing general communication and business communication Module-II The sounds of English 2.1 Vowels, diphthongs, consonants, consonant clusters 2.2 The International Phonetic Alphabet (IPA): Phonemic transcription 2.3 Problem Sounds 2.4 Syllable division and word stress 2.5 Sentence rhythm and weak forms 2.6 Contrastive stress in sentences to highlight different words 2.7 Intonation: Falling, rising and falling-rising tones 2.8 Varieties of Spoken English: Standard Indian, American and British (Note: This unit should be taught in a simple, non-technical manner, avoiding technical terms as far as possible.) Module- III Review of English grammar 3.1 Static and Dynamic Verbs 3.2 The auxiliary system: finite and non-finite verbs 3.3 Time, tense and aspect 3.4 Voice: Active and passive 3.5 Modality 3.6 Negation </div></div><div><div>5 3.7 Interrogation: reported and tag questions 3.8 Conditionals,3.9 Concord3.10 Phrasal Verbs (Note: The teaching of grammar should be treated as a diagnostic and remedial activity and integrated with communication practice. The areas of grammar in which errors are common should receive special attention when selecting items for review. Teaching need not be confined to the topics listed above.) Books Recommended: 1) An introduction to Professional English and Soft Skills by B. K. Das et al., Cambridge University Press (Facilitated by BPUT) 2) Technical Communication: Principles and Practice, Second Edition by Meenakshi Raman and Sangeeta Sharma, Oxford Publications. 3) Effective Technical Communication by M Ashraf Rizvi, The McGraw-Hill companies. 4) Understanding Body Language by Alan Pease. 5) Communicative Grammar of English by Geoffrey Leech and Ian Svartik. 6) Better English Pronunciation by J.D.O’Connor. 7) English Grammar by S.Pit Corder 8) English Grammar by Wren and Martin. This is not the end of the list other books may also be referred. </div></div><div><div>6 Lesson Plan: The course should be taught in an interactive method. Use of black board as well ICT is highly useful for delivering the topics. The first module has to be completed in 6 hours hence, the module has been divided into six sessions of one hour each. Session 1: Importance of Communication in the present context, Introduction to Communication. Session 2: Process of Communication and Factors that influence the process. Session 3: Importance of audience and purpose. Session 4: The information gap principle: Given and new information, information overload. Session 5: Verbal and non-verbal communication (Body language) Session 6: Comparison between general communication and Business communication, review of the module. The second module is to be completed in 14 hrs. hence the second module is divided into 14 sessions of one hour each. Session 7: Introduction to phonetics, need and use of it. Session 8: Received pronunciation, transformation of letters into sounds. Session 9: International phonemic alphabets, Vowel Sounds, Consonant Sounds Session 10: Consonant Clusters and its use. Session 11: Phonemic transcription Session 12: Phonemic transcription contd… Session 13: Syllable division and word practice Session 14: Word stress and Sentence stress Session 15: Problem sounds and Sentence rhythm </div></div><div><div>7 Session 16: Weak forms Session 17: Contrastive stress in sentences to highlight different words. Session 18: Intonation Session 19: Rising and Falling tone, falling-rising tone Session 20: Varieties of Spoken English: American, Standard Indian and British, Review of the module. The last module has been allotted 10 hrs hence, the module has been divided into 10 sessions of 1 hour each. Session 21: Introduction to Grammar, elementary grammar Session 22: Parts of Speech Session 23: Verb and its application, Static and Dynamic Verb Session 24: The auxiliary system, Finite and non-finite verbs Session 25: Time, Tense and aspect Session 26: Voice Change: Active and Passive Session 27: Negation, Interrogation: reported and tag questions Session 28: Conditionals, Concord Session 29: Phrasal verbs Session 30: Detailed review of grammar. </div></div><div><div>8 Module-I The elements of Communication 1.1: The importance of Communication through English at the present time Before trying to understand the importance and relevance of English or English Communication skills we must understand the historical background of the language and how it has evolved to the present status. English as a language never enjoyed this position from the beginning. World history in and after 14th century has a major role to play in making this language powerful and useful. In today’s date it is not only a major language all over the world but also the official language in many parts of the world. Many people depend on this language for their mere survival and sustenance. History of English Language: Many may be surprised to know that English as language was never used for official purposes even in England up to 11th and 12th century. In England people used to use rich languages like Latin, French and Spanish. The dominance of each and every language over the history has been dictated by the might the countries enjoyed. As England was ruled by the France and other nations for a long period of time they never had the opportunity to develop their own language. Till late 13th century the script of English language was not completely developed. The first writing in English which can be claimed as a piece of literature dates back to late 13th century. Comparison between English and Indian Languages: Many Indian languages like Sanskrit, Hindi and Odia are much older languages than English. The literature of Sanskrit which is also known as the God’s language in India is thousands of year old. Devnagri script which is used for most North Indian languages pre-dominantly for Hindi (the national language of our country) and the language is much older in comparison to English. Odia which is our state language and mother tongue is also older than English. The literature written and used in these languages are rich in diversity and class. There is clear evidence available to prove these. </div></div><div><div>9 Global languages and position of English: If we try to say that English as a language is used all over the world. Hence, it is logical to use this language. This statement is also falsified if we look into the top languages in the world in terms of number of people using it. The number one slot in terms of population goes to Mandarin (Chinese) and list is followed by Hindi, English, French, Arabic and Bengali among the top languages used in the world. English only happen to stand IIIrd in the list. This fact confuses us further. In the following paragraph we will see despite such a position why we are learning English for day to day use and how the language evolved from being a meagre existence to such a powerful and dominating position. Evolution of the Language globally: After 14th century England started flexing its muscles and started entering into new territories. They settled colonies in almost each and every corner of the world. The union jack started flowing in each and every continent. Their major colonies were America (North and South America), Asia (India, China, Japan, and Myanmar etc.), Australia and New Zealand and Africa. As they spread into the far and corner of the world they started dominating the local languages. They made English compulsory in all the colonies ruled by them. As a result slowly the language of English evolved as a global language. The say became quiet famous, “The sun never sets in the British empire.” Evolution of English Language in India: In their quest of power they reached the Indian sub-continent in the 17th century. They settled their colonies and slowly acquired the whole country under one rule. After 1857 (the sepoy mutiny) Britishers established complete sovereignty over India. The use of English started from the day the English landed in the country but after 1857 it became the official language of the British ruled India. The English started training Indians to work as clerks in the various offices. They established many schools and colleges to impart learning and training in English. It worked for the Britishers because of the geographical and linguistic diversity present in our country. Many freedom fighters in India started adopting English as a language to make a platform for communication. The linguistic diversity between languages was so sharp that it was very very </div></div><div><div>10 difficult to understand or learn other languages. In such a situation English helped in bridging the gap between state to state and province to province. Many popular freedom fighters started using this language as a tool to reach the mass. English worked not only as a language for communication but also a language for unity and solidarity among Indians. The trend continued even after independence and in the constitution this language was given the status of official language. Present day status of English: The preexistent linguistic barrier helped the language of English to rule the roost. India is a country with more than 25 dominant languages and 6000 dialects. There are more than 16 major languages spoken and used in this country. English appears as a common platform for many Indians when in a cross-linguistic situation. We must also attribute the hypocrisy of many Indians for the development of English language in our country. We take pride in claiming that we can speak, write or use this language comfortably fluently. English is the official language in government and private offices. This is also the language of instruction in all the Universities and colleges across the country. The scenario is such that one need to hone the skills of English to obtain a job. Mere knowledge of subjects is no more the only criteria to secure a job in today’s date. One need to be master in English communication skills to be a professional. English has evolved as language of status. This reflects status symbol. If one is able to communicate in English they drive respect for themselves. Before look onto us with respect if we can speak in English. A person’s knowledge is judged in terms of English. English Communication has become essential to get a job, move up in the career and earn a lot of money. Not only in India but also in the world market English communication is highly required. Today we live in a global village. Globalization has been adopted by almost all the developed and developing countries. In this globalized era English language is an important tool in the professional’s hand. In addition to the evolution of the language we must also understand the economic value of the language. In most developed countries like US, Canada, England, Australia and other major countries English is the language used for speaking and official correspondence. As this countries control most of the world economy we have to learn this </div></div><div><div>11 language to be a part of the economy. English is no more a language but a bread winner in today’s date. India is a developing country. We need to produce as many professionals as required. And the professionals need to be well versed in the language. The language is skills is the call of the day. In India, Corporates, software companies, industries as well PSU’s and government organizations need professionals who is fluent in English communication skills. Keeping in view the need of the language we need to learn this language. Keeping in view the need and importance of English language in the present context almost all the Universities insist on English communication skills as a compulsory part of their curriculum for all sorts of professional courses. e.g. B.Tech, B.Sc, B.Pharma, BBA/BCA, B.Arch., MBA, MCA and other courses. English communication skills has become an integral part of the curriculum. A professional in todays’ date cannot survive without learning and honing the skills of the language. We must learn English in today’s date first to survive and secondly to move ahead in our career. China which is a rival economy is in a less advantageous position because we Indians can use this language in a better manner. China is trying hard to train it professionals this language. It is believed that it will surpass India in terms of software professionals by 2020, if we don’t learn this language to surpass China in the global market. In that a scenario, most of the software jobs will vanish for Indian professionals as China is very good at providing cheap professionals. One must understand the importance of English Communication skills in the present time in a broader perspective rather than with a narrower vision. </div></div><div><div>12 1.2: The process of communication and factors that influence communication sender, receiver, channel, code, topic, message, context, feedback, noise, filters & barriers. This world consists of human beings. Human beings are the only species in this earth who has the ability to speak and has a brain that can do multiple things. Though the three major functions of human behavior includes food, sex and group existence, human being cannot be complete without expressing themselves. We need to speak or express our feelings and ideas. These ideas form the base of our existence. Communication is essential for the existence of the society and it plays a prominent role in the functioning of different professional organizations. We keep on expressing ourselves at all situations and at all times. When we look around us in any situation we find people doing various activities. In doing these activities they involve in various discussions, meetings, conversations, phone calls, presentations, video chatting, conferencing or mere gossiping. In other words they are communicating in order to interact. It is one of the important conditions for social interaction. Social interaction cannot take place without communication because human interaction is essentially communicative interaction. It pervades the entire range of social and professional relationships, and plays a key role in our life. It is the reciprocal stimulation and response between individuals, and makes social as well as professional interaction possible. Most of the times it has been found that all conflicts, tensions, wars are a result of miscommunication. If absence of proper communication can lead to such dangerous situations, then it is definitely important to understand the term. Now let’s try to understand the term ‘Communication.’ What is Communication? The term communication has been defined at various levels. Communication is a dynamic interactive process that involves the effective transmission of facts, ideas, thoughts, feelings, and values. It is not passive and does not just happen; we actively and consciously engage in communication in order to develop the information and understanding required for effective group functioning. It is dynamic because it involves a variety of forces and activities interacting over a period of time. The word ‘process’ suggests that communication exists as a flow through </div></div><div><div>13 a sequence or series of steps. The term ‘process’ also indicates a condition of flux and change. The relationships of people engaged in communication continuously grow and develop. Communication can also be understood as an exchange of meaning and understanding. Meaning is central to communication, and transmission of meaning is the central objective of communication. Communication begins with the sender sending out message cues, which are perceived by the receiver who assigns meaning to them and responds to them as per the need. Communication can be complete unless the message sent by the sender is properly decoded at the receiver’s end and comprehended. Moreover, communication can be considered effective only when the receiver’s response is matching with the meaning the sender wanted to convey. Communication: It is the process of expressing one’s ideas, thoughts, feelings, expressions, emotions, language, knowledge etc. The process may involve Transaction, exchange, and sharing. Communication is the base of human existence. Starting from the child’s cry which the first communication by any human being. Communication is present in Home. It spreads out to society (the people with whom we live and share our experiences on a daily basis). It is also instrumental is framing our culture. Culture in a developed state of being becomes an integral part of religion. Communication is also responsible in administration and control in the country. Every aspect related to human being is dependent on communication. Either it be politics, economics, sociology or technical things like evolution of Science and development & use of technology. Particularly, in the present context communication assumes a lot of importance. We live in the world of information technology. Communication is the nerve centre of information technology and I.T. enabled services.The process of evolution from pre-historic age to modern age every time human being has given proof of existence through communication. From the beginning of civilization human being has understood the need and importance of communication. Now let’s understand the nuances of communication. Meaning: The word has been derived from Latin words ‘communis’ and ‘communicare’. The meaning of the first word suggests to make common and ‘communicare’ means to share or sharing. </div></div><div><div>14 Definition 1: It is the ability to speak, write or to express our ideas, feelings: clearly and convincingly. Definition 2: It is the process of sending and receiving symbols for the purpose of understanding, knowing, informing and in the broadest sense, improving the relation with the world. Definition 3 (Robert Anderson): Communication is interchange of thoughts, opinions or information by speech, writing or signs.Communication also be symbolic because it is not limited to words or language. It can always be done by the help of gestures and symbols or facial expressions. The symbols can be present with and without language. Our ability to symbolize and express makes the process of communication possible. Tools of Communication: There are various tools that helps in the process of communication. These tools have been developed by human beings from the dawn of civilization or before. They help us in communicating sometimes universally sometimes within a group. Here are some of the tools discussed in brief. There can be many more tools that help in the process of communication. This is not the end of the list. i) Language: The main function of each and every language is to communicate. Each language has various forms. It is one of the foremost and important tool of communication. It is the most clear and comfortable tool to use. Each and every individual uses this tools in the process of communication. There are different languages in this world. We need to have knowledge of a particular language in order to communicate in that language. That’s why depending on the use of various languages in the world there are different linguistic groups. ii) Script: This is a group of symbols used to express the language in the written format. They are also highly essential useful tools of communication. One limitation with script is we have make a conscious effort to acquire knowledge about a particular </div></div><div><div>15 script. This consumes a lot of time. This is also regarded as the tool of the educated mass. iii) Drawing/Painting/Sculpture/Visual art: Many individuals are blessed with creativity. They use their creativity to communicate in an artistic manner. Their art is well accepted in the society and gives them high regard. These artistic creations reflect nothing else but communication. They express themselves with the help of art. These art may be in the form of drawing (child) or painting (professional), they convey the same meaning. Artistic creations are more stylish in nature in terms of communication. A small piece of art can convey thousands of sentences by its form, size, colour combination, shades etc. iv) Body: Our body is one of the most important tools of communication. Whether we are using language or not it is always present in the process of communication. Without body cues our communication may be confusing. Our words must be supported by proper actions reflected by the body. They may be in the form of gestures, postures, eye contact, spacing etc. Every action or non-action is part of Body. This type of tool is otherwise known as body language. v) Silence: In particular situations silence can also act as an important tool for communication. There are many instances where either we don’t use language/words or we are not in a position to use those. In such situations silence has the power to convey the message effectively. The silence inside a temple indicates purity and nearer to godliness. The silence inside an examination hall suggests discipline and law abiding. vi) Dress/costume: This is also an important tool for communication. Dress has been an integral part of every culture, tradition, custom and practice. They give shape to our personality and individuality. Dress also reflects culture and behavior. An individual’s behavior can always be guessed by the kind dress one is wearing. It has the potential to convey many things without the use of words. School uniform, mask, traditional attire etc. can convey the purpose. We can identify an individual from the dress. </div></div><div><div>16 vii) Surrounding/Environment: Many a times just by reflecting to the environment we get a lot of message. Many things are communicated by the environment itself. We need not engage in words to understand a particular situation or context. The environment is powerful enough to communicate the message and convey us convincingly. Applications of communication for professional or any other purpose: We refer of communication as a skill, it means we are going to apply this skill for some purpose. The purposes can vary from simple social interactions to running governance, it can range from giving a small presentation in the office to make headlines in the media. We use communication on a daily basis. It is an important medium to achieve and acquire many personal and professional goals. Interpersonal: Communication helps us in maintaining proper inter-personal relationships. Interpersonal skills are a must in this competitive professional world. This deals with handling people and problems at various situations. This includes understanding, listening, empathizing, convincing, persuading, negotiating, motivating, driving etc. We have examples in history of great communicators who applied interpersonal communication skills to the utmost which made them memorable personalities in the history. E.g. Birbal (the minister with lots of wit with Emperor Akbar), Mahatma Gandhi (the father of the nation who convinced people of India to adopt non-violence as their weapon for freedom struggle), Tenali Raman (the clever minister in the court of King of Vijaynagar). Mass Communication:This is also an application of communication where communication is used to reach many people at one go. This type of communication has developed with the development of human civilization and society. Technological advancement has also added to the use of these types of communication. We live in a society, we want to convey many important ideas, events, incidents, developments etc. to the world. Mass communication helps us in reaching the maximum at the push of one button. Newspaper, journal, magazines, Internet, Advertisement, T.V. Channels etc. </div></div><div><div>17 Organizational (intra/inter): An organization whether profit based or not, cannot exist without communicating within and outside the organization. Organizations depend a lot on meetings, business presentation, discussions, deliberations, reports, interaction, client response etc. Each and every organization uses communication in their daily business. Similarly organizations need to communicate with the outside world in the form of understandings, letters, proposals, contracts, deals, partnerships etc. Local/Regional/National/International: Each and every stage of governance depend on communication. There are various agencies involved in governance and control. Without proper communication there will be a lot of confusion and they cannot survive. To maintain coordination among various stages of governance and various agencies, communication is a must. Various international treaties, pacts, understandings are only possible through communication. Different organizations has come up in the years to maintain proper communication for various sectors. E.g. United Nations Organization (UNO), World Health Organization (WHO), International Court of Justice (ICJ) etc. In today’s date one needs to master communication because it is both process as well as product. In the contemporary world communication has adopted multiple roles. One need to learn and practice communication in order to be successful. In today’s date no profession is bereft of communication. Artists and leaders could influence a big mass with their style, approach, language etc. But in all these things communication plays an important role to make them popular. Stalin, Russoue, Gandhi, Vivekananda, Churchill, Alexander, Herodotus etc. are some of the masters of communication the world has ever produced. One must understand that communication is ever changing and developing. It is in a constant state of metamorphosis. In order to keep pace with this one must be skilled enough in all the technicalities of the process of communication. Process of communication: Communication is an interactive process. The two communication agents involved in the communication process are the sender(s) and the receiver(r). Bothe the communication agents exert a reciprocal influence on each other through inter-stimulation and response. The process </div></div><div><div>18 of communication consists of five steps that is ideation, encoding, transmission, decoding and feedback. These steps take place only between the sender and receiver. Ideation: This is the initiation in the different stages of communication. Ideation refers to the formation of the idea and we tend select the message to be communicated. We also finalize the language for communication and the length and breadth of it. It consists of the ‘What’ of communication and is concerned with the content of the specific message to be presented. Ideation depends on the sender’s knowledge, experiences, and abilities, as well as the purpose of communication and the context of the communication situation. However, ideation depends on various factors. Messages are generally of two types as far as content is concerned, i.e. logical and emotional. Logical messages contains facts, figures and analysis whereas emotional messages consists of feelings. We finalize on the topic to communication in this step. Encoding: It is the process of converting the idea into a particular language. The information to be sent is transformed into a logical and coded message. It depends on the type of relationship the sender and receiver enjoy. For example, if it is a formal situation then the sender has to keep various things in mind e.g. Selection of language, level of competency of the receiver to understand the language, selecting a medium of communication (speaking, writing or non-verbal means) and the form of communication (face to face, telephonic, one-to-one, one-to-many, group communication etc.) Transmission: It refers to the transfer of message from sender to the receiver through a proper channel. It helps in confirming the process of encoding and the keeps the channel free from interference. It decides the right time, place and method for communication. Through transmission only the intended message reaches the receiver without distortion and the listener is able to decode it in order to understand and comprehend the message. Decoding: In order to understand the message the receiver has to decode the message in form and content. It is the process of converting the message into thoughts by translating the received stimuli into an interpreted meaning in order to understand the message communicated. One must understand that the message is transferred not the meaning. It depends on the receiver to realize the meaning and understand it. The process also involves </div></div><div><div>19 interpretation and analysis of a message. In case of oral communication in involves listening and understanding. As quick response is required in oral communication the decoding must take place rapidly, whereas, in case of written communication it involves reading and understanding, hence, the time taken can depend on the ability of receiver. Effective decoding is very much essential for successful communication to continue. Feedback: It is most important step in the process of communication. Without feedback the process of communication won’t be complete. It makes the process of communication two-way. This is the last stage in the process of communication but, one must keep in mind that, the communication doesn’t end here. It just completes one loop in the communication cycle. The process of communication continues in a cyclical order. It is considered the reaction/response to the message. The feedback is given by the receiver, but when the receiver is giving the feedback he/she becomes the sender and the sender becomes the receiver. That’s why it is also known as the reverse flow of communication. Feedback denotes whether the receiver has understood the message or not. The effectiveness of the process of communication depends on feedback. Factors that influence the process of Communication: There are various factors that influence the process of communication. Without having a proper understanding of the factors one cannot involve in the process of communication effectively. They control and regulate the process of communication. The factors are sender & receiver, code, channel, topic, message, context, feedback, noise, barriers and filters. Sender & receiver: They are the two participants essential for the process of communication to take place. The flow of information takes place between these two sides. Sender initiates the process of communication. Please refer….the process of communication. Code: It is a system of symbols used for the purpose of communication. Language is the most prominent code used by human beings. Each language uses various symbols in the form of letters which are represented by different script in different languages for written communication and different sounds for oral communication. For the communication to be complete both sender and receiver must be well versed with code they use. In case of non-</div></div><div><div>20 verbal communication we use gestures/body language as code. “Code” is also a set of rules which we follow while using a particular language. Each language has different rules e.g. Grammar, sounds (phonetics) and syntax (sentence structure). Channel: It refers to the medium through which the information passes. There are basically two types of channels. a) Auditory channel: The message in the transmission is converted into sounds and the sound wave passes through air to reach the receiver. b) Visual channel: In case of written communication we read symbols with the help of vision. This type of channel is also used while sending or receiving non-verbal messages. As most of the communication involves a mixture of verbal and non-verbal messages hence, both the channels are active in any process of communication. Topic: The topic is the idea converted into a message. The topic should suit both the sender and receiver. They must enjoy some rapport with each other to undertake the process of communication and must have some understanding on the topic to be communicated. The topic can range from an event, action, object, person, experience, feeling, emotion, subject, theory, analysis, law, regulations, etc. The topic should be of mutual interest for the communication to be sincere and continuous. The participants in the process of communication finalize on the degree of involvement in a particular topic after initial exchange of ideas. There are some topics which are participant dependent e.g. entertainment, sports, behavior, attitude etc. whereas, some topics are topic dependent e.g. Science, technology, policies, economic theories, administrative functions etc. Hence, in topic dependent topics passive form of communication is used. Message: In verbal communication it is the form in which the information is sent or received by the participants. It can be words/group of words or sentences/group of sentences. In case of non-verbal communication it depends on the situation or context. In non-verbal communication the message becomes signal sent by means of signs, symbols, gestures, postures etc. The message depends of five factors. They are precision, confusion, exclusion, emotion and style. a) Precision: The accuracy and strictness of the message need to be maintained in order to send it in proper content as it was devised in ideation. b) Confusion: It </div></div><div><div>21 should be free of mistakes and misconceptions. Mistakes may lead to misunderstanding of the message as a result the process may get disturbed or diluted. c) Exclusion: Omission of unnecessary details is highly essential for the message to be clear and specific. We should also try to segregate the information in such a manner that no extra information is provided. d) Emotion: The message should reflect proper sentiment and excitement. But one must keep in mind that it should not be an overflow of emotion which may distort the process. e) It is individual specific. The encoders understanding, social position, context, cultural background and knowledge affects the style of a message. Context: It is the setting in which the communication takes place. The context is dependent on factors like time of communication, place, sender/receiver, channel, code and topic etc. For complete communication to take place both the participants should be sensitive towards the context or else the message may be wrongly comprehended and the result can be disastrous. In case of written communication the context is less visible. Feedback: Please refer process of communication. Noise: Any interference in the message sent and the message received leads to the production of ‘noise’. Noise doesn’t refer to the concept of sound but a break or disturbance in the communication process. If noise occurs because of technological factors, it is not too much of a problem as it can be removed or rectified by correcting the fault. But, if it is a result of human error, then both the participants should take corrective measures. It is an unplanned interference in the communication setup. This affects the transmission of the message. It can be of two types channel noise and semantic noise. Channel noise refers to the interference in the mechanics of the medium used, e.g. faulty connection, technical fault etc.. In written communication it refers to illegible handwriting. Semantic noise is generated internally, resulting from internal problems/errors in the message itself. Sometimes semantic noise occurs because of misunderstanding of a given word/sentence/phrase by any of the participants. Grammatical error, faulty pronunciation, ambiguous sentence structure, misspellings etc. are other examples of semantic noise. </div></div><div><div>22 Barriers: Barriers creates obstruction in the process of communication. This controls the progress or movement of the process. It breaks the rhythm that is expected in a desired outcome. It stops the process of communication by partially sending the message. There can be different types of barriers e.g. physical barriers and emotional barriers. Physical barriers include medium, crowd, physical object, distance, noise etc. Emotional barriers include intra personal behavior, inter personal behavior, categorical thinking, wrong assumptions etc. Filters: Filters are like barriers but the only differences is they filter the process of communication. They channelizes or cleans the process as a result the message is not properly received by the receiver. It mainly occurs at the psychological level or individual level. E.g. Social status, skill, orthodox thinking, content, culture, gender etc. Both barriers and filters distorts the process of communication. The participant has to be conscious of their presence and act accordingly. If they want the process of communication to be fruitful they must eliminate as much as possible the barriers and filters from the process. The above factors are not limiting or end of the list in the process of communication. Some other factors do creep in as a factor that can influence the process of communication from time to time e.g. Mother tongue influence, pronunciation, cross-cultural situation etc. </div></div><div><div>23 1.3: The importance of audience and purposeAudience: Before one begins the process of communication one must ask few questions to oneself. ‘Why am I communicating?’, ‘With whom I am going to communicate?’ the obvious answer is we are going to communicate with another human being like us not with animals. Whether we are trying to persuade, command, motivate, and entertain or to train we are communicating with an audience. The sole purpose of our communication revolves round the audience. Our communication should always strive to be audience oriented, for the process of communication to successful and complete. We must understand that without the receiver’s attention and interest the process will fail. The sender must give due importance to the receiver. Before beginning the process of communication the sender must clear the objective of the communication in his mind. Then only, he will be able to make it clear to the audience (receiver). The sender must keep the following things in mind to keep the communication audience specific. i) Always respect the receiver’s point of view. ii) Sender must know receiver’s interests, tastes, preferences, background, education, culture etc. in advance. iii) Never underestimate the receiver. There must be a sense of respect for the receiver (vice-versa). iv) Communication should be a collaborative activity between sender and receiver. v) Effective planning is required. The planning involves 3 things. a) Language skills and intelligence, b) Knowledge and understanding of the topic/subject and c) relationship/rapport enjoyed by both the sender and receiver with each other. Purpose: As we have already discussed in the previous chapters that communication is a human need. Communication is instrumental or directly satisfies certain needs like physical, emotional, social, psychological etc.. For that reason each and every communication has a definite purpose. The purpose is linked with both the sender and the receiver. Without purpose any </div></div><div><div>24 communication can be rendered useless. A statement of purpose not only describes what we want to accomplish, but also helps us know at the end of the communication whether it has been achieved. The purpose can be classified into two broad categories. I.e. General or specific. General purposes can be to entertain, to inform, to attract, to regulate, to instruct etc.. Specific purposes involve to influence, to motivate, to enquire, to persuade etc.. The listeners of communication plays an important role in the communication process because they influence the medium of communication. When communication is targeted towards audience with a purpose it yields desired result. We must understand that some purposes are sender related and some purposes are receiver related. To inform: Any sentence that is informative in nature. e.g. i) this road leads to the main hall of the compound. ii) I’m a student of IST year B.Tech from CET. To entertain: Cracking a joke or delivering a dialogue which amuses the audience or listeners. To attract: In this purpose the listeners or audience or receivers are attracted to listen or give attention to the speaker. The listeners might not have a direct interest or role in what the sender is telling but the communication is such designed that they get attracted. Advertisement hoardings, Ads in TV channels. To regulate: This purpose generally serves rules and regulations, sometimes maintaining discipline in a particular environment. No smoking here. To instruct: This purpose has a greater role in training, teaching, directing, and administrating. To influence: This purpose is specific in nature, where we try to influence an individual’s decision, attitude, thought and impression. To motivate: This purpose gives attention to particular individual or group to get some work done or to do better in life, like sermonizing etc. To persuade: Here the sender is trying to extract some work or job by continuously involving in conversation with the receiver. This purpose require a lot of skills. This may also take some time to get fulfilled. </div></div><div><div>25 To enquire: When we try to extract information from someone on a specific issue or with a specific motif we use this purpose. What is your name? Where do you read? etc.. Human beings are social beings. Though we claim that we cannot exist without communication but in reality we use communication for achieving our own selfish motifs. Hence, we may conclude that all communication taking place in this world revolves around some purpose or the other. </div></div></div></div></div></div></div></div><div><div><div><div></div></div></div></div></main><div><div></div></div><div><div><div><div><div></div></div><div><div></div></div><div><div><div></div></div></div><div><div><div></div></div></div><div><div><div></div></div></div><div><div><div></div></div></div></div></div></div><div><div><div><div><div></div></div></div></div></div></aside></div></div></div></div></div></div></div></div></body>

[T] = Teaching Notes from the Sloan Communication Program, courtesy of JoAnne Yates. Used with permission.

Lecture note files.
SES #	TOPICS	RESOURCES
1	Introduction to the Course; Strategy and Structure To define the characteristics of managerial communication To understand how to create a communication strategy	Communicating Strategically (PDF)
2	Strategy and Structure (cont.) To understand the difference between direct and indirect structure To learn when to use direct structure and when to use indirect structure	Communicating Strategically (PDF)
3	Oral Presentations To discuss the differences between written and oral communication To discuss 'best practices' for organizing and composing an oral presentation	Giving Presentations (PDF)
4	Oral Presentations (cont.) To discuss ways to ensure a smooth delivery, using both verbal and nonverbal skills To provide guidelines on creating and using visual aids	Giving Presentations (PDF)
5	Listening; Giving and Receiving Feedback To discover impediments to listening well To learn the techniques of 'active listening' To learn techniques to give useful feedback To learn how to make the best use of feedback you receive	[T] Active Listening and Reflective Responses (PDF) Goblin ost full album.
6	Persuasion To review techniques of persuasion	[T] Constructing a Logical Argument (PDF) [T] Persuasion: What the Research Tells Us (PDF)
7	Writing To discuss the writing process To discuss ways to make your writing logical and coherent	[T] Conceptual Parallelism (PDF) [T] Clear and Concise Writing (PDF) [T] Style in Managerial Writing (PDF)
8	Writing (cont.) To discover how to bring clarity to your writing To discuss document design To discuss issues of style and tone
9	Effective Teamwork To discuss the elements of successful teamwork To introduce the team assignment in 15.279	[T] Teamwork Basics (PDF)
10	Team Meeting To practice the elements of successful teamwork To set ground rules for your team
11	Cover Letters To learn to write an effective, persuasive cover letter	[T] Writing Cover Letters (PDF)
12	Interviewing To learn strategies for successful interviewing To practice your interviewing skills
13	Writing Team Reports; Giving Team Presentations To learn more about writing successful team reports and presentations, including incorporating tables, charts, and graphs	[T] Writing Reports (PDF) [T] Using Figures in Text and as Attachments (PDF)
14	Communicating Electronically To learn about the specific characteristics of such electronic media as e-mail, voice mail, and video-conferencing To learn about the norms for using electronic media
15	Individual Conferences / Team Meetings
16	Individual Conferences / Team Meetings (cont.)
17	Cross-Cultural Communication To learn about the ways in which people from different cultures (and genders) communicate To increase your own cross-cultural communication effectiveness To plan and deliver a group presentation on cross-cultural communication	[T] Intercultural Communication (PDF)
18	Cross-Cultural Communication (cont.); Gender Communication	[T] Intercultural Communication (PDF)
19	Communication Skills for Leaders To understand the specific communication needs and competencies of those in leadership positions To practice those skills	Communication for Leaders (PDF)
20	Communication Skills for Leaders (cont.)
21	Working with the Media To learn some basics about interacting with the financial, technology, and general business press	[T] Media Relations (PDF)
22	Review of Strategic Communication To review the elements of creating a communication strategy To 'put it all together'	[T] Difficult Conversations (PDF)
23	Team Report Presentations
24	Team Report Presentations (cont.)
25	Team Report Presentations (cont.)
26	Course Wrap-Up

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