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><p>1 n n</p>n<p><b>Subject: ENGLISH COMMUNICATION SKILLS (THEORY) n</b></p>n<p><b>Subject Code: HM3101 n</b></p>n<p><b>Branch: B.Tech all branches n</b></p>n<p><b>Semester: (IST SEM) n</b></p>n<p> n</p>n<p>Lecture notes prepared by: n</p>n<p><b>i) Dr. Minakshi Prasad Mishra (Coordinator) n</b></p>n<p>Asst. Prof. in English n</p>n<p> College of Engineering and Technology, Bhubaneswar n</p>n<p> BPUT n</p>n<p> Email: minakshiprasadmishra@gmail.com n</p>n<p><b>ii) Ms. Parinita Tripathy n</b></p>n<p>Lecturer in English n</p>n<p>College of Engineering and Technology, Bhubaneswar n</p>n<p>BPUT n</p>n<p><b>iii) Ms. Ranjita Patra n</b></p>n<p>Lecturer in English n</p>n<p>College of Engineering and Technology, Bhubaneswar n</p>n<p>BPUT n</p>n<p> n</p>n<p> n</p>n<p></p>nn</div></div>n<div><div><p>2 n n</p>n<p><b>Disclaimer: n</b></p>n<p> n</p>n<p>The lecture notes has been prepared by referring to many books and notes prepared n</p>n<p>by the teachers. Some of the books referred has not been given reference in the foot n</p>n<p>notes, but referred only once in the end notes. This document does not claim any n</p>n<p>originality and cannot be used as a substitute for prescribed textbooks. The n</p>n<p>information presented here is merely a collection of materials by the committee n</p>n<p>members of the subject. This is just an additional tool for the teaching-learning n</p>n<p>process. The teachers who teach in the class room, generally prepare lecture notes to n</p>n<p>give direction to the class. These notes is just a digital format of the same. These notes n</p>n<p>does not claim to be original and cannot be taken as a text book. These notes has been n</p>n<p>prepared to help the students of BPUT in their preparation for the examination. This n</p>n<p>is going to give them a broad idea about the curriculum. Various sources as mentioned n</p>n<p>at the reference of the document as well as freely available material from internet n</p>n<p>were consulted for preparing this document. The ownership of the information lies n</p>n<p>with the respective authors or institutions. Further, this document is not intended to n</p>n<p>be used for commercial purpose and the committee faculty members are not n</p>n<p>accountable for any issues, legal or otherwise, arising out of use of this document. The n</p>n<p>committee faculty members make no representations or warranties with respect to n</p>n<p>the accuracy or completeness of the contents of this document and specifically n</p>n<p>disclaim any implied warranties of merchantability or fitness for a particular purpose. n</p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b></b></p>nn</div></div>n<div><div><p>3 n n</p>n<p><b>Preamble: Course outcome n</b></p>n<p>Today&#8217;s engineers face a dual challenge of being competitive as well as global. They not only n</p>n<p>have to be master in their professional skills but also, they must have various soft skills n</p>n<p>competencies to be suitable for the job market. In today&#8217;s date the job market is growing in n</p>n<p>terms of volume but it is shrinking in terms of number of professionals passing out of the n</p>n<p>college. The students who pass out their degree must possess the qualities of a techno-n</p>n<p>manager. They must be in a position to do multitasking in their jobs. Only possessing technical n</p>n<p>skills/hard skills have not paid off for many. Hence, keeping in view the requirement of the job n</p>n<p>market it was understood that the students need to be good at Soft skills too. One of the most n</p>n<p>important tool for good soft skills is Communication skills. Communication skills means English n</p>n<p>communication skills. Communication skills helps a student in developing Confidence, n</p>n<p>smartness and outward skills. This course has been designed keeping in mind the need of the n</p>n<p>Engineering students and their future needs. All the three modules discussed in the curriculum n</p>n<p>is highly essential and helps a professional to speak better English. A thorough research has n</p>n<p>gone into the design of the curriculum. The digital notes prepared will help to enhance the n</p>n<p>understanding on the subject. The students are advised to use the digital notes for the purpose n</p>n<p>of reference only. They have go through many books in order to understand individual subjects. n</p>n<p>The course will help in getting a better idea on different topics, hence, increasing the n</p>n<p>competency of the students in the subject. n</p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b></b></p>nn</div></div>n<div><div><p>4 n n</p>n<p><b>Syllabus n</b></p>n<p><b>Module-I The elements of Communication n</b></p>n<p><b>1.1 </b>The importance of communication through English at the present time n</p>n<p><b>1.2 </b>The process of communication and factors that influence communication sender, receiver, nchannel, code, topic, message, context, feedback, noise, filters &amp; barriers n</p>n<p><b>1.3 </b>The importance of audience and purpose n</p>n<p><b>1.4 </b>The information gap principle: given and new information, information overload n</p>n<p><b>1.5 </b>Verbal and non-verbal communication: body language n</p>n<p><b>1.6 </b>Comparing general communication and business communication n</p>n<p> n</p>n<p><b>Module-II The sounds of English n</b></p>n<p><b>2.1</b> Vowels, diphthongs, consonants, consonant clusters n</p>n<p><b>2.2</b> The International Phonetic Alphabet (IPA): Phonemic transcription n</p>n<p><b>2.3</b> Problem Sounds n</p>n<p><b>2.4</b> Syllable division and word stress n</p>n<p><b>2.5</b> Sentence rhythm and weak forms n</p>n<p><b>2.6</b> Contrastive stress in sentences to highlight different words n</p>n<p><b>2.7</b> Intonation: Falling, rising and falling-rising tones n</p>n<p><b>2.8</b> Varieties of Spoken English: Standard Indian, American and British n</p>n<p> n</p>n<p>(<b>Note:</b> This unit should be taught in a simple, non-technical manner, avoiding technical terms as nfar as possible.) n</p>n<p><b>Module- III Review of English grammar n</b></p>n<p><b>3.1</b> Static and Dynamic Verbs n</p>n<p><b>3.2 </b>The auxiliary system: finite and non-finite verbs n</p>n<p><b>3.3</b> Time, tense and aspect n</p>n<p><b>3.4</b> Voice: Active and passive n</p>n<p><b>3.5</b> Modality n</p>n<p><b>3.6</b> Negation </p>nn</div></div>n<div><div><p>5 n n</p>n<p><b>3.7</b> Interrogation: reported and tag questions n</p>n<p><b>3.8 </b>Conditionals,<b> n</b></p>n<p><b>3.9 </b>Concord<b> n</b></p>n<p><b>3.10</b> Phrasal Verbs n</p>n<p> n</p>n<p>(<b>Note: </b>The teaching of grammar should be treated as a diagnostic and remedial activity and n</p>n<p>integrated with communication practice. The areas of grammar in which errors are common n</p>n<p>should receive special attention when selecting items for review. Teaching need not be n</p>n<p>confined to the topics listed above.) n</p>n<p> n</p>n<p>Books Recommended: n</p>n<p>1) An introduction to Professional English and Soft Skills by B. K. Das et al., Cambridge n</p>n<p>University Press (Facilitated by BPUT) n</p>n<p>2) Technical Communication: Principles and Practice, Second Edition by Meenakshi Raman n</p>n<p>and Sangeeta Sharma, Oxford Publications. n</p>n<p>3) Effective Technical Communication by M Ashraf Rizvi, The McGraw-Hill companies. n</p>n<p>4) Understanding Body Language by Alan Pease. n</p>n<p>5) Communicative Grammar of English by Geoffrey Leech and Ian Svartik. n</p>n<p>6) Better English Pronunciation by J.D.O&#8217;Connor. n</p>n<p>7) English Grammar by S.Pit Corder n</p>n<p>8) English Grammar by Wren and Martin. n</p>n<p>This is not the end of the list other books may also be referred. n</p>n<p> n</p>n<p> n</p>n<p> n</p>n<p><b></b></p>nn</div></div>n<div><div><p>6 n n</p>n<p><b>Lesson Plan: </b>The course should be taught in an interactive method. Use of black board as well n</p>n<p>ICT is highly useful for delivering the topics. n</p>n<p>The first module has to be completed in 6 hours hence, the module has been divided into six n</p>n<p>sessions of one hour each. n</p>n<p>Session 1: Importance of Communication in the present context, Introduction to n</p>n<p>Communication. n</p>n<p>Session 2: Process of Communication and Factors that influence the process. n</p>n<p>Session 3: Importance of audience and purpose. n</p>n<p>Session 4: The information gap principle: Given and new information, information overload. n</p>n<p>Session 5: Verbal and non-verbal communication (Body language) n</p>n<p>Session 6: Comparison between general communication and Business communication, review n</p>n<p>of the module. n</p>n<p>The second module is to be completed in 14 hrs. hence the second module is divided into 14 n</p>n<p>sessions of one hour each. n</p>n<p>Session 7: Introduction to phonetics, need and use of it. n</p>n<p>Session 8: Received pronunciation, transformation of letters into sounds. n</p>n<p>Session 9: International phonemic alphabets, Vowel Sounds, Consonant Sounds n</p>n<p>Session 10: Consonant Clusters and its use. n</p>n<p>Session 11: Phonemic transcription n</p>n<p>Session 12: Phonemic transcription contd&#8230; n</p>n<p>Session 13: Syllable division and word practice n</p>n<p>Session 14: Word stress and Sentence stress n</p>n<p>Session 15: Problem sounds and Sentence rhythm </p>nn</div></div>n<div><div><p>7 n n</p>n<p>Session 16: Weak forms n</p>n<p>Session 17: Contrastive stress in sentences to highlight different words. n</p>n<p>Session 18: Intonation n</p>n<p>Session 19: Rising and Falling tone, falling-rising tone n</p>n<p>Session 20: Varieties of Spoken English: American, Standard Indian and British, Review of the n</p>n<p>module. n</p>n<p>The last module has been allotted 10 hrs hence, the module has been divided into 10 sessions n</p>n<p>of 1 hour each. n</p>n<p>Session 21: Introduction to Grammar, elementary grammar n</p>n<p>Session 22: Parts of Speech n</p>n<p>Session 23: Verb and its application, Static and Dynamic Verb n</p>n<p>Session 24: The auxiliary system, Finite and non-finite verbs n</p>n<p>Session 25: Time, Tense and aspect n</p>n<p>Session 26: Voice Change: Active and Passive n</p>n<p>Session 27: Negation, Interrogation: reported and tag questions n</p>n<p>Session 28: Conditionals, Concord n</p>n<p>Session 29: Phrasal verbs n</p>n<p>Session 30: Detailed review of grammar. n</p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b></b></p>nn</div></div>n<div><div><p>8 n n</p>n<p><b>Module-I The elements of Communication n</b></p>n<p><b>1.1: The importance of Communication through English at the present time n</b></p>n<p>Before trying to understand the importance and relevance of English or English Communication n</p>n<p>skills we must understand the historical background of the language and how it has evolved to n</p>n<p>the present status. English as a language never enjoyed this position from the beginning. World n</p>n<p>history in and after 14th century has a major role to play in making this language powerful and n</p>n<p>useful. In today&#8217;s date it is not only a major language all over the world but also the official n</p>n<p>language in many parts of the world. Many people depend on this language for their mere n</p>n<p>survival and sustenance. n</p>n<p><b>History of English Language</b>: n</p>n<p>Many may be surprised to know that English as language was never used for official purposes n</p>n<p>even in England up to 11th and 12th century. In England people used to use rich languages like n</p>n<p>Latin, French and Spanish. The dominance of each and every language over the history has n</p>n<p>been dictated by the might the countries enjoyed. As England was ruled by the France and n</p>n<p>other nations for a long period of time they never had the opportunity to develop their own n</p>n<p>language. Till late 13th century the script of English language was not completely developed. n</p>n<p>The first writing in English which can be claimed as a piece of literature dates back to late 13th n</p>n<p>century. n</p>n<p><b>Comparison between English and Indian Languages</b>: n</p>n<p> Many Indian languages like Sanskrit, Hindi and Odia are much older languages than English. n</p>n<p>The literature of Sanskrit which is also known as the God&#8217;s language in India is thousands of n</p>n<p>year old. Devnagri script which is used for most North Indian languages pre-dominantly for n</p>n<p>Hindi (the national language of our country) and the language is much older in comparison to n</p>n<p>English. Odia which is our state language and mother tongue is also older than English. The n</p>n<p>literature written and used in these languages are rich in diversity and class. There is clear n</p>n<p>evidence available to prove these. n</p>n<p><b></b></p>nn</div></div>n<div><div><p>9 n n</p>n<p><b>Global languages and position of English: n</b></p>n<p>If we try to say that English as a language is used all over the world. Hence, it is logical to use n</p>n<p>this language. This statement is also falsified if we look into the top languages in the world in n</p>n<p>terms of number of people using it. The number one slot in terms of population goes to n</p>n<p>Mandarin (Chinese) and list is followed by Hindi, English, French, Arabic and Bengali among the n</p>n<p>top languages used in the world. English only happen to stand IIIrd in the list. This fact confuses n</p>n<p>us further. In the following paragraph we will see despite such a position why we are learning n</p>n<p>English for day to day use and how the language evolved from being a meagre existence to such n</p>n<p>a powerful and dominating position. n</p>n<p><b>Evolution of the Language globally</b>: n</p>n<p>After 14th century England started flexing its muscles and started entering into new territories. n</p>n<p>They settled colonies in almost each and every corner of the world. The union jack started n</p>n<p>flowing in each and every continent. Their major colonies were America (North and South n</p>n<p>America), Asia (India, China, Japan, and Myanmar etc.), Australia and New Zealand and Africa. n</p>n<p>As they spread into the far and corner of the world they started dominating the local languages. n</p>n<p>They made English compulsory in all the colonies ruled by them. As a result slowly the language n</p>n<p>of English evolved as a global language. The say became quiet famous, &#8220;The sun never sets in n</p>n<p>the British empire.&#8221; n</p>n<p><b>Evolution of English Language in India</b>: n</p>n<p>In their quest of power they reached the Indian sub-continent in the 17th century. They settled n</p>n<p>their colonies and slowly acquired the whole country under one rule. After 1857 (the sepoy n</p>n<p>mutiny) Britishers established complete sovereignty over India. The use of English started from n</p>n<p>the day the English landed in the country but after 1857 it became the official language of the n</p>n<p>British ruled India. The English started training Indians to work as clerks in the various offices. n</p>n<p>They established many schools and colleges to impart learning and training in English. It worked n</p>n<p>for the Britishers because of the geographical and linguistic diversity present in our country. n</p>n<p>Many freedom fighters in India started adopting English as a language to make a platform for n</p>n<p>communication. The linguistic diversity between languages was so sharp that it was very very </p>nn</div></div>n<div><div><p>10 n n</p>n<p>difficult to understand or learn other languages. In such a situation English helped in bridging n</p>n<p>the gap between state to state and province to province. Many popular freedom fighters n</p>n<p>started using this language as a tool to reach the mass. English worked not only as a language n</p>n<p>for communication but also a language for unity and solidarity among Indians. The trend n</p>n<p>continued even after independence and in the constitution this language was given the status n</p>n<p>of official language. <b> n</b></p>n<p><b>Present day status of English</b>: n</p>n<p>The preexistent linguistic barrier helped the language of English to rule the roost. India is a n</p>n<p>country with more than 25 dominant languages and 6000 dialects. There are more than 16 n</p>n<p>major languages spoken and used in this country. English appears as a common platform for n</p>n<p>many Indians when in a cross-linguistic situation. We must also attribute the hypocrisy of many n</p>n<p>Indians for the development of English language in our country. We take pride in claiming that n</p>n<p>we can speak, write or use this language comfortably fluently. English is the official language in n</p>n<p>government and private offices. This is also the language of instruction in all the Universities n</p>n<p>and colleges across the country. The scenario is such that one need to hone the skills of English n</p>n<p>to obtain a job. Mere knowledge of subjects is no more the only criteria to secure a job in n</p>n<p>today&#8217;s date. One need to be master in English communication skills to be a professional. n</p>n<p>English has evolved as language of status. This reflects status symbol. If one is able to n</p>n<p>communicate in English they drive respect for themselves. Before look onto us with respect if n</p>n<p>we can speak in English. A person&#8217;s knowledge is judged in terms of English. English n</p>n<p>Communication has become essential to get a job, move up in the career and earn a lot of n</p>n<p>money. Not only in India but also in the world market English communication is highly required. n</p>n<p>Today we live in a global village. Globalization has been adopted by almost all the developed n</p>n<p>and developing countries. In this globalized era English language is an important tool in the n</p>n<p>professional&#8217;s hand. In addition to the evolution of the language we must also understand the n</p>n<p>economic value of the language. In most developed countries like US, Canada, England, n</p>n<p>Australia and other major countries English is the language used for speaking and official n</p>n<p>correspondence. As this countries control most of the world economy we have to learn this </p>nn</div></div>n<div><div><p>11 n n</p>n<p>language to be a part of the economy. English is no more a language but a bread winner in n</p>n<p>today&#8217;s date. India is a developing country. We need to produce as many professionals as n</p>n<p>required. And the professionals need to be well versed in the language. The language is skills is n</p>n<p>the call of the day. n</p>n<p>In India, Corporates, software companies, industries as well PSU&#8217;s and government n</p>n<p>organizations need professionals who is fluent in English communication skills. Keeping in view n</p>n<p>the need of the language we need to learn this language. Keeping in view the need and n</p>n<p>importance of English language in the present context almost all the Universities insist on n</p>n<p>English communication skills as a compulsory part of their curriculum for all sorts of n</p>n<p>professional courses. e.g. B.Tech, B.Sc, B.Pharma, BBA/BCA, B.Arch., MBA, MCA and other n</p>n<p>courses. English communication skills has become an integral part of the curriculum. A n</p>n<p>professional in todays&#8217; date cannot survive without learning and honing the skills of the n</p>n<p>language. We must learn English in today&#8217;s date first to survive and secondly to move ahead in n</p>n<p>our career. China which is a rival economy is in a less advantageous position because we Indians n</p>n<p>can use this language in a better manner. China is trying hard to train it professionals this n</p>n<p>language. It is believed that it will surpass India in terms of software professionals by 2020, if n</p>n<p>we don&#8217;t learn this language to surpass China in the global market. In that a scenario, most of n</p>n<p>the software jobs will vanish for Indian professionals as China is very good at providing cheap n</p>n<p>professionals. One must understand the importance of English Communication skills in the n</p>n<p>present time in a broader perspective rather than with a narrower vision. n</p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b></b></p>nn</div></div>n<div><div><p>12 n n</p>n<p><b>1.2: The process of communication and factors that influence communication sender, n</b></p>n<p><b>receiver, channel, code, topic, message, context, feedback, noise, filters &amp; barriers. n</b></p>n<p>This world consists of human beings. Human beings are the only species in this earth who has n</p>n<p>the ability to speak and has a brain that can do multiple things. Though the three major n</p>n<p>functions of human behavior includes food, sex and group existence, human being cannot be n</p>n<p>complete without expressing themselves. We need to speak or express our feelings and ideas. n</p>n<p>These ideas form the base of our existence. Communication is essential for the existence of the n</p>n<p>society and it plays a prominent role in the functioning of different professional organizations. n</p>n<p>We keep on expressing ourselves at all situations and at all times. When we look around us in n</p>n<p>any situation we find people doing various activities. In doing these activities they involve in n</p>n<p>various discussions, meetings, conversations, phone calls, presentations, video chatting, n</p>n<p>conferencing or mere gossiping. In other words they are communicating in order to interact. It n</p>n<p>is one of the important conditions for social interaction. Social interaction cannot take place n</p>n<p>without communication because human interaction is essentially communicative interaction. It n</p>n<p>pervades the entire range of social and professional relationships, and plays a key role in our n</p>n<p>life. It is the reciprocal stimulation and response between individuals, and makes social as well n</p>n<p>as professional interaction possible. Most of the times it has been found that all conflicts, n</p>n<p>tensions, wars are a result of miscommunication. If absence of proper communication can lead n</p>n<p>to such dangerous situations, then it is definitely important to understand the term. Now let&#8217;s n</p>n<p>try to understand the term &#8216;Communication.&#8217; n</p>n<p><b>What is Communication? n</b></p>n<p>The term communication has been defined at various levels. Communication is a dynamic n</p>n<p>interactive process that involves the effective transmission of facts, ideas, thoughts, feelings, n</p>n<p>and values. It is not passive and does not just happen; we actively and consciously engage in n</p>n<p>communication in order to develop the information and understanding required for effective n</p>n<p>group functioning. It is dynamic because it involves a variety of forces and activities interacting n</p>n<p>over a period of time. The word &#8216;process&#8217; suggests that communication exists as a flow through </p>nn</div></div>n<div><div><p>13 n n</p>n<p>a sequence or series of steps. The term &#8216;process&#8217; also indicates a condition of flux and change. n</p>n<p>The relationships of people engaged in communication continuously grow and develop. n</p>n<p>Communication can also be understood as an exchange of meaning and understanding. n</p>n<p>Meaning is central to communication, and transmission of meaning is the central objective of n</p>n<p>communication. Communication begins with the sender sending out message cues, which are n</p>n<p>perceived by the receiver who assigns meaning to them and responds to them as per the need. n</p>n<p>Communication can be complete unless the message sent by the sender is properly decoded at n</p>n<p>the receiver&#8217;s end and comprehended. Moreover, communication can be considered effective n</p>n<p>only when the receiver&#8217;s response is matching with the meaning the sender wanted to convey. n</p>n<p><b>Communication: </b>It is the process of expressing one&#8217;s ideas, thoughts, feelings, expressions, n</p>n<p>emotions, language, knowledge etc. The process may involve Transaction, exchange, and n</p>n<p>sharing. Communication is the base of human existence. Starting from the child&#8217;s cry which the n</p>n<p>first communication by any human being. Communication is present in Home. It spreads out to n</p>n<p>society (the people with whom we live and share our experiences on a daily basis). It is also n</p>n<p>instrumental is framing our culture. Culture in a developed state of being becomes an integral n</p>n<p>part of religion. Communication is also responsible in administration and control in the country. n</p>n<p>Every aspect related to human being is dependent on communication. Either it be politics, n</p>n<p>economics, sociology or technical things like evolution of Science and development &amp; use of n</p>n<p>technology. Particularly, in the present context communication assumes a lot of importance. n</p>n<p>We live in the world of information technology. Communication is the nerve centre of n</p>n<p>information technology and I.T. enabled services.<b> n</b></p>n<p>The process of evolution from pre-historic age to modern age every time human being has n</p>n<p>given proof of existence through communication. From the beginning of civilization human n</p>n<p>being has understood the need and importance of communication. Now let&#8217;s understand the n</p>n<p>nuances of communication. n</p>n<p><b>Meaning: n</b></p>n<p>The word has been derived from Latin words &#8216;communis&#8217; and &#8216;communicare&#8217;. The meaning of n</p>n<p>the first word suggests to make common and &#8216;communicare&#8217; means to share or sharing. </p>nn</div></div>n<div><div><p>14 n n</p>n<p><i>Definition 1: It is the ability to speak, write or to express our ideas, feelings: clearly and n</i></p>n<p><i>convincingly. n</i></p>n<p><i>Definition 2: It is the process of sending and receiving symbols for the purpose of understanding, n</i></p>n<p><i>knowing, informing and in the broadest sense, improving the relation with the world. n</i></p>n<p><i>Definition 3 (Robert Anderson): Communication is interchange of thoughts, opinions or n</i></p>n<p><i>information by speech, writing or signs.</i> n</p>n<p>Communication also be symbolic because it is not limited to words or language. It can always n</p>n<p>be done by the help of gestures and symbols or facial expressions. The symbols can be present n</p>n<p>with and without language. Our ability to symbolize and express makes the process of n</p>n<p>communication possible. n</p>n<p><b>Tools of Communication</b>: n</p>n<p>There are various tools that helps in the process of communication. These tools have been n</p>n<p>developed by human beings from the dawn of civilization or before. They help us in n</p>n<p>communicating sometimes universally sometimes within a group. Here are some of the tools n</p>n<p>discussed in brief. There can be many more tools that help in the process of communication. n</p>n<p>This is not the end of the list. n</p>n<p>i) <b>Language</b>: The main function of each and every language is to communicate. Each n</p>n<p>language has various forms. It is one of the foremost and important tool of n</p>n<p>communication. It is the most clear and comfortable tool to use. Each and every n</p>n<p>individual uses this tools in the process of communication. There are different n</p>n<p>languages in this world. We need to have knowledge of a particular language in n</p>n<p>order to communicate in that language. That&#8217;s why depending on the use of various n</p>n<p>languages in the world there are different linguistic groups. n</p>n<p>ii) <b>Script</b>: This is a group of symbols used to express the language in the written format. n</p>n<p>They are also highly essential useful tools of communication. One limitation with n</p>n<p>script is we have make a conscious effort to acquire knowledge about a particular </p>nn</div></div>n<div><div><p>15 n n</p>n<p>script. This consumes a lot of time. This is also regarded as the tool of the educated n</p>n<p>mass. n</p>n<p>iii) <b>Drawing/Painting/Sculpture/Visual art</b>: Many individuals are blessed with n</p>n<p>creativity. They use their creativity to communicate in an artistic manner. Their art is n</p>n<p>well accepted in the society and gives them high regard. These artistic creations n</p>n<p>reflect nothing else but communication. They express themselves with the help of n</p>n<p>art. These art may be in the form of drawing (child) or painting (professional), they n</p>n<p>convey the same meaning. Artistic creations are more stylish in nature in terms of n</p>n<p>communication. A small piece of art can convey thousands of sentences by its form, n</p>n<p>size, colour combination, shades etc. n</p>n<p>iv) <b>Body</b>: Our body is one of the most important tools of communication. Whether we n</p>n<p>are using language or not it is always present in the process of communication. n</p>n<p>Without body cues our communication may be confusing. Our words must be n</p>n<p>supported by proper actions reflected by the body. They may be in the form of n</p>n<p>gestures, postures, eye contact, spacing etc. Every action or non-action is part of n</p>n<p>Body. This type of tool is otherwise known as body language. n</p>n<p>v) <b>Silence</b>: In particular situations silence can also act as an important tool for n</p>n<p>communication. There are many instances where either we don&#8217;t use n</p>n<p>language/words or we are not in a position to use those. In such situations silence n</p>n<p>has the power to convey the message effectively. The silence inside a temple n</p>n<p>indicates purity and nearer to godliness. The silence inside an examination hall n</p>n<p>suggests discipline and law abiding. n</p>n<p>vi) <b>Dress/costume</b>: This is also an important tool for communication. Dress has been an n</p>n<p>integral part of every culture, tradition, custom and practice. They give shape to our n</p>n<p>personality and individuality. Dress also reflects culture and behavior. An individual&#8217;s n</p>n<p>behavior can always be guessed by the kind dress one is wearing. It has the potential n</p>n<p>to convey many things without the use of words. School uniform, mask, traditional n</p>n<p>attire etc. can convey the purpose. We can identify an individual from the dress. </p>nn</div></div>n<div><div><p>16 n n</p>n<p>vii) <b>Surrounding/Environment</b>: Many a times just by reflecting to the environment we n</p>n<p>get a lot of message. Many things are communicated by the environment itself. We n</p>n<p>need not engage in words to understand a particular situation or context. The n</p>n<p>environment is powerful enough to communicate the message and convey us n</p>n<p>convincingly. n</p>n<p><b>Applications of communication for professional or any other purpose</b>: n</p>n<p>We refer of communication as a skill, it means we are going to apply this skill for some purpose. n</p>n<p>The purposes can vary from simple social interactions to running governance, it can range from n</p>n<p>giving a small presentation in the office to make headlines in the media. We use n</p>n<p>communication on a daily basis. It is an important medium to achieve and acquire many n</p>n<p>personal and professional goals. n</p>n<p><b>Interpersonal</b>: Communication helps us in maintaining proper inter-personal relationships. n</p>n<p>Interpersonal skills are a must in this competitive professional world. This deals with handling n</p>n<p>people and problems at various situations. This includes understanding, listening, empathizing, n</p>n<p>convincing, persuading, negotiating, motivating, driving etc. We have examples in history of n</p>n<p>great communicators who applied interpersonal communication skills to the utmost which n</p>n<p>made them memorable personalities in the history. E.g. Birbal (the minister with lots of wit with n</p>n<p>Emperor Akbar), Mahatma Gandhi (the father of the nation who convinced people of India to n</p>n<p>adopt non-violence as their weapon for freedom struggle), Tenali Raman (the clever minister in n</p>n<p>the court of King of Vijaynagar). n</p>n<p><b>Mass Communication</b>:<b></b>This is also an application of communication where communication is n</p>n<p>used to reach many people at one go. This type of communication has developed with the n</p>n<p>development of human civilization and society. Technological advancement has also added to n</p>n<p>the use of these types of communication. We live in a society, we want to convey many n</p>n<p>important ideas, events, incidents, developments etc. to the world. Mass communication helps n</p>n<p>us in reaching the maximum at the push of one button. Newspaper, journal, magazines, n</p>n<p>Internet, Advertisement, T.V. Channels etc. </p>nn</div></div>n<div><div><p>17 n n</p>n<p><b>Organizational (intra/inter): </b>An organization whether profit based or not, cannot exist without n</p>n<p>communicating within and outside the organization. Organizations depend a lot on meetings, n</p>n<p>business presentation, discussions, deliberations, reports, interaction, client response etc. Each n</p>n<p>and every organization uses communication in their daily business. Similarly organizations need n</p>n<p>to communicate with the outside world in the form of understandings, letters, proposals, n</p>n<p>contracts, deals, partnerships etc. n</p>n<p><b>Local/Regional/National/International:</b> Each and every stage of governance depend on n</p>n<p>communication. There are various agencies involved in governance and control. Without n</p>n<p>proper communication there will be a lot of confusion and they cannot survive. To maintain n</p>n<p>coordination among various stages of governance and various agencies, communication is a n</p>n<p>must. Various international treaties, pacts, understandings are only possible through n</p>n<p>communication. Different organizations has come up in the years to maintain proper n</p>n<p>communication for various sectors. E.g. United Nations Organization (UNO), World Health n</p>n<p>Organization (WHO), International Court of Justice (ICJ) etc. n</p>n<p>In today&#8217;s date one needs to <b>master communication</b> because it is both <b>process</b> as well as n</p>n<p><b>product</b>. In the contemporary world communication has adopted multiple roles. One need to n</p>n<p>learn and practice communication in order to be successful. In today&#8217;s date no profession is n</p>n<p>bereft of communication. Artists and leaders could influence a big mass with their style, n</p>n<p>approach, language etc. But in all these things communication plays an important role to make n</p>n<p>them popular. <b>Stalin, Russoue, Gandhi, Vivekananda, Churchill, Alexander, n</b></p>n<p><b>Herodotus </b>etc. are some of the masters of communication the world has ever produced. One n</p>n<p>must understand that communication is ever changing and developing. It is in a constant state n</p>n<p>of metamorphosis. In order to keep pace with this one must be skilled enough in all the n</p>n<p>technicalities of the process of communication. n</p>n<p><b>Process of communication: n</b></p>n<p>Communication is an interactive process. The two communication agents involved in the n</p>n<p>communication process are the sender(s) and the receiver(r). Bothe the communication agents n</p>n<p>exert a reciprocal influence on each other through inter-stimulation and response. The process </p>nn</div></div>n<div><div><p>18 n n</p>n<p>of communication consists of five steps that is ideation, encoding, transmission, decoding and n</p>n<p>feedback. These steps take place only between the sender and receiver. n</p>n<p><b>Ideation</b>: This is the initiation in the different stages of communication. Ideation refers to the n</p>n<p>formation of the idea and we tend select the message to be communicated. We also finalize the n</p>n<p>language for communication and the length and breadth of it. It consists of the &#8216;What&#8217; of n</p>n<p>communication and is concerned with the content of the specific message to be presented. n</p>n<p>Ideation depends on the sender&#8217;s knowledge, experiences, and abilities, as well as the purpose n</p>n<p>of communication and the context of the communication situation. However, ideation depends n</p>n<p>on various factors. Messages are generally of two types as far as content is concerned, i.e. n</p>n<p>logical and emotional. Logical messages contains facts, figures and analysis whereas emotional n</p>n<p>messages consists of feelings. We finalize on the topic to communication in this step. n</p>n<p><b>Encoding</b>: It is the process of converting the idea into a particular language. The information to n</p>n<p>be sent is transformed into a logical and coded message. It depends on the type of relationship n</p>n<p>the sender and receiver enjoy. For example, if it is a formal situation then the sender has to n</p>n<p>keep various things in mind e.g. Selection of language, level of competency of the receiver to n</p>n<p>understand the language, selecting a medium of communication (speaking, writing or non-n</p>n<p>verbal means) and the form of communication (face to face, telephonic, one-to-one, one-to-n</p>n<p>many, group communication etc.) n</p>n<p><b>Transmission</b>: It refers to the transfer of message from sender to the receiver through a proper n</p>n<p>channel. It helps in confirming the process of encoding and the keeps the channel free from n</p>n<p>interference. It decides the right time, place and method for communication. Through n</p>n<p>transmission only the intended message reaches the receiver without distortion and the n</p>n<p>listener is able to decode it in order to understand and comprehend the message. n</p>n<p><b>Decoding</b>: In order to understand the message the receiver has to decode the message in form n</p>n<p>and content. It is the process of converting the message into thoughts by translating the n</p>n<p>received stimuli into an interpreted meaning in order to understand the message n</p>n<p>communicated. One must understand that the message is transferred not the meaning. It n</p>n<p>depends on the receiver to realize the meaning and understand it. The process also involves </p>nn</div></div>n<div><div><p>19 n n</p>n<p>interpretation and analysis of a message. In case of oral communication in involves listening n</p>n<p>and understanding. As quick response is required in oral communication the decoding must n</p>n<p>take place rapidly, whereas, in case of written communication it involves reading and n</p>n<p>understanding, hence, the time taken can depend on the ability of receiver. Effective decoding n</p>n<p>is very much essential for successful communication to continue. n</p>n<p><b>Feedback</b>: It is most important step in the process of communication. Without feedback the n</p>n<p>process of communication won&#8217;t be complete. It makes the process of communication two-n</p>n<p>way. This is the last stage in the process of communication but, one must keep in mind that, the n</p>n<p>communication doesn&#8217;t end here. It just completes one loop in the communication cycle. The n</p>n<p>process of communication continues in a cyclical order. It is considered the reaction/response n</p>n<p>to the message. The feedback is given by the receiver, but when the receiver is giving the n</p>n<p>feedback he/she becomes the sender and the sender becomes the receiver. That&#8217;s why it is also n</p>n<p>known as the reverse flow of communication. Feedback denotes whether the receiver has n</p>n<p>understood the message or not. The effectiveness of the process of communication depends on n</p>n<p>feedback. n</p>n<p><b>Factors that influence the process of Communication</b>: n</p>n<p>There are various factors that influence the process of communication. Without having a n</p>n<p>proper understanding of the factors one cannot involve in the process of communication n</p>n<p>effectively. They control and regulate the process of communication. The factors are sender &amp; n</p>n<p>receiver, code, channel, topic, message, context, feedback, noise, barriers and filters. n</p>n<p><b>Sender &amp; receiver</b>: They are the two participants essential for the process of communication to n</p>n<p>take place. The flow of information takes place between these two sides. Sender initiates the n</p>n<p>process of communication. Please refer&#8230;.the process of communication. n</p>n<p><b>Code</b>: It is a system of symbols used for the purpose of communication. Language is the most n</p>n<p>prominent code used by human beings. Each language uses various symbols in the form of n</p>n<p>letters which are represented by different script in different languages for written n</p>n<p>communication and different sounds for oral communication. For the communication to be n</p>n<p>complete both sender and receiver must be well versed with code they use. In case of non-</p>nn</div></div>n<div><div><p>20 n n</p>n<p>verbal communication we use gestures/body language as code. &#8220;Code&#8221; is also a set of rules n</p>n<p>which we follow while using a particular language. Each language has different rules e.g. n</p>n<p>Grammar, sounds (phonetics) and syntax (sentence structure). n</p>n<p><b>Channel</b>: It refers to the medium through which the information passes. There are basically two n</p>n<p>types of channels. a) Auditory channel: The message in the transmission is converted into n</p>n<p>sounds and the sound wave passes through air to reach the receiver. b) Visual channel: In case n</p>n<p>of written communication we read symbols with the help of vision. This type of channel is also n</p>n<p>used while sending or receiving non-verbal messages. As most of the communication involves a n</p>n<p>mixture of verbal and non-verbal messages hence, both the channels are active in any process n</p>n<p>of communication. n</p>n<p><b>Topic</b>: The topic is the idea converted into a message. The topic should suit both the sender and n</p>n<p>receiver. They must enjoy some rapport with each other to undertake the process of n</p>n<p>communication and must have some understanding on the topic to be communicated. The n</p>n<p>topic can range from an event, action, object, person, experience, feeling, emotion, subject, n</p>n<p>theory, analysis, law, regulations, etc. The topic should be of mutual interest for the n</p>n<p>communication to be sincere and continuous. The participants in the process of communication n</p>n<p>finalize on the degree of involvement in a particular topic after initial exchange of ideas. There n</p>n<p>are some topics which are participant dependent e.g. entertainment, sports, behavior, attitude n</p>n<p>etc. whereas, some topics are topic dependent e.g. Science, technology, policies, economic n</p>n<p>theories, administrative functions etc. Hence, in topic dependent topics passive form of n</p>n<p>communication is used. n</p>n<p><b>Message</b>: In verbal communication it is the form in which the information is sent or received by n</p>n<p>the participants. It can be words/group of words or sentences/group of sentences. In case of n</p>n<p>non-verbal communication it depends on the situation or context. In non-verbal n</p>n<p>communication the message becomes signal sent by means of signs, symbols, gestures, n</p>n<p>postures etc. The message depends of five factors. They are precision, confusion, exclusion, n</p>n<p>emotion and style. a) Precision: The accuracy and strictness of the message need to be n</p>n<p>maintained in order to send it in proper content as it was devised in ideation. b) Confusion: It </p>nn</div></div>n<div><div><p>21 n n</p>n<p>should be free of mistakes and misconceptions. Mistakes may lead to misunderstanding of the n</p>n<p>message as a result the process may get disturbed or diluted. c) Exclusion: Omission of n</p>n<p>unnecessary details is highly essential for the message to be clear and specific. We should also n</p>n<p>try to segregate the information in such a manner that no extra information is provided. d) n</p>n<p>Emotion: The message should reflect proper sentiment and excitement. But one must keep in n</p>n<p>mind that it should not be an overflow of emotion which may distort the process. e) It is n</p>n<p>individual specific. The encoders understanding, social position, context, cultural background n</p>n<p>and knowledge affects the style of a message. n</p>n<p><b>Context</b>: It is the setting in which the communication takes place. The context is dependent on n</p>n<p>factors like time of communication, place, sender/receiver, channel, code and topic etc. For n</p>n<p>complete communication to take place both the participants should be sensitive towards the n</p>n<p>context or else the message may be wrongly comprehended and the result can be disastrous. In n</p>n<p>case of written communication the context is less visible. n</p>n<p><b>Feedback</b>: Please refer process of communication. n</p>n<p><b>Noise</b>: Any interference in the message sent and the message received leads to the production n</p>n<p>of &#8216;noise&#8217;. Noise doesn&#8217;t refer to the concept of sound but a break or disturbance in the n</p>n<p>communication process. If noise occurs because of technological factors, it is not too much of a n</p>n<p>problem as it can be removed or rectified by correcting the fault. But, if it is a result of human n</p>n<p>error, then both the participants should take corrective measures. It is an unplanned n</p>n<p>interference in the communication setup. This affects the transmission of the message. It can n</p>n<p>be of two types channel noise and semantic noise. Channel noise refers to the interference in n</p>n<p>the mechanics of the medium used, e.g. faulty connection, technical fault etc... In written n</p>n<p>communication it refers to illegible handwriting. Semantic noise is generated internally, n</p>n<p>resulting from internal problems/errors in the message itself. Sometimes semantic noise occurs n</p>n<p>because of misunderstanding of a given word/sentence/phrase by any of the participants. n</p>n<p>Grammatical error, faulty pronunciation, ambiguous sentence structure, misspellings etc. are n</p>n<p>other examples of semantic noise. </p>nn</div></div>n<div><div><p>22 n n</p>n<p><b>Barriers</b>: Barriers creates obstruction in the process of communication. This controls the n</p>n<p>progress or movement of the process. It breaks the rhythm that is expected in a desired n</p>n<p>outcome. It stops the process of communication by partially sending the message. There can be n</p>n<p>different types of barriers e.g. physical barriers and emotional barriers. Physical barriers include n</p>n<p>medium, crowd, physical object, distance, noise etc. Emotional barriers include intra personal n</p>n<p>behavior, inter personal behavior, categorical thinking, wrong assumptions etc. n</p>n<p><b>Filters</b>: Filters are like barriers but the only differences is they filter the process of n</p>n<p>communication. They channelizes or cleans the process as a result the message is not properly n</p>n<p>received by the receiver. It mainly occurs at the psychological level or individual level. E.g. Social n</p>n<p>status, skill, orthodox thinking, content, culture, gender etc. n</p>n<p>Both barriers and filters distorts the process of communication. The participant has to be n</p>n<p>conscious of their presence and act accordingly. If they want the process of communication to n</p>n<p>be fruitful they must eliminate as much as possible the barriers and filters from the process. n</p>n<p>The above factors are not limiting or end of the list in the process of communication. Some n</p>n<p>other factors do creep in as a factor that can influence the process of communication from time n</p>n<p>to time e.g. Mother tongue influence, pronunciation, cross-cultural situation etc. n</p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b></b></p>nn</div></div>n<div><div><p>23 n n</p>n<p><b>1.3: The importance of audience and purpose</b> n</p>n<p><b>Audience</b>: Before one begins the process of communication one must ask few questions to n</p>n<p>oneself. &#8216;Why am I communicating?&#8217;, &#8216;With whom I am going to communicate?&#8217; the obvious n</p>n<p>answer is we are going to communicate with another human being like us not with animals. n</p>n<p>Whether we are trying to persuade, command, motivate, and entertain or to train we are n</p>n<p>communicating with an audience. The sole purpose of our communication revolves round the n</p>n<p>audience. Our communication should always strive to be audience oriented, for the process of n</p>n<p>communication to successful and complete. We must understand that without the receiver&#8217;s n</p>n<p>attention and interest the process will fail. The sender must give due importance to the n</p>n<p>receiver. Before beginning the process of communication the sender must clear the objective of n</p>n<p>the communication in his mind. Then only, he will be able to make it clear to the audience n</p>n<p>(receiver). The sender must keep the following things in mind to keep the communication n</p>n<p>audience specific. n</p>n<p>i) Always respect the receiver&#8217;s point of view. n</p>n<p>ii) Sender must know receiver&#8217;s interests, tastes, preferences, background, n</p>n<p>education, culture etc. in advance. n</p>n<p>iii) Never underestimate the receiver. There must be a sense of respect for the n</p>n<p>receiver (vice-versa). n</p>n<p>iv) Communication should be a collaborative activity between sender and n</p>n<p>receiver. n</p>n<p>v) Effective planning is required. The planning involves 3 things. a) Language n</p>n<p>skills and intelligence, b) Knowledge and understanding of the topic/subject n</p>n<p>and c) relationship/rapport enjoyed by both the sender and receiver with n</p>n<p>each other. n</p>n<p><b>Purpose</b>: As we have already discussed in the previous chapters that communication is a human n</p>n<p>need. Communication is instrumental or directly satisfies certain needs like physical, emotional, n</p>n<p>social, psychological etc... For that reason each and every communication has a definite n</p>n<p>purpose. The purpose is linked with both the sender and the receiver. Without purpose any </p>nn</div></div>n<div><div><p>24 n n</p>n<p>communication can be rendered useless. A statement of purpose not only describes what we n</p>n<p>want to accomplish, but also helps us know at the end of the communication whether it has n</p>n<p>been achieved. The purpose can be classified into two broad categories. I.e. General or specific. n</p>n<p>General purposes can be to entertain, to inform, to attract, to regulate, to instruct etc... Specific n</p>n<p>purposes involve to influence, to motivate, to enquire, to persuade etc... The listeners of n</p>n<p>communication plays an important role in the communication process because they influence n</p>n<p>the medium of communication. When communication is targeted towards audience with a n</p>n<p>purpose it yields desired result. We must understand that some purposes are sender related n</p>n<p>and some purposes are receiver related. n</p>n<p><b>To inform:</b> Any sentence that is informative in nature. e.g. i) this road leads to the main hall of n</p>n<p>the compound. ii) I&#8217;m a student of IST year B.Tech from CET. n</p>n<p><b>To entertain:</b> Cracking a joke or delivering a dialogue which amuses the audience or listeners. n</p>n<p><b>To attract:</b> In this purpose the listeners or audience or receivers are attracted to listen or give n</p>n<p>attention to the speaker. The listeners might not have a direct interest or role in what the n</p>n<p>sender is telling but the communication is such designed that they get attracted. Advertisement n</p>n<p>hoardings, Ads in TV channels. n</p>n<p><b>To regulate:</b> This purpose generally serves rules and regulations, sometimes maintaining n</p>n<p>discipline in a particular environment. No smoking here. n</p>n<p><b>To instruct:</b> This purpose has a greater role in training, teaching, directing, and administrating. n</p>n<p><b>To influence:</b> This purpose is specific in nature, where we try to influence an individual&#8217;s n</p>n<p>decision, attitude, thought and impression. n</p>n<p><b>To motivate:</b> This purpose gives attention to particular individual or group to get some work n</p>n<p>done or to do better in life, like sermonizing etc. n</p>n<p><b>To persuade:</b> Here the sender is trying to extract some work or job by continuously involving in n</p>n<p>conversation with the receiver. This purpose require a lot of skills. This may also take some time n</p>n<p>to get fulfilled. </p>nn</div></div>n<div><div><p>25 n n</p>n<p><b>To enquire:</b> When we try to extract information from someone on a specific issue or with a n</p>n<p>specific motif we use this purpose. What is your name? Where do you read? etc... n</p>n<p>Human beings are social beings. Though we claim that we cannot exist without communication n</p>n<p>but in reality we use communication for achieving our own selfish motifs. Hence, we may n</p>n<p>conclude that all communication taking place in this world revolves around some purpose or n</p>n<p>the other. n</p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b> n</b></p>n<p><b></b></p>nn</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><span><span>Preview</span><span>3 pages / 77</span></span></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><p>1 </p><p><b>Subject: ENGLISH COMMUNICATION SKILLS (THEORY) </b></p><p><b>Subject Code: HM3101 </b></p><p><b>Branch: B.Tech all branches </b></p><p><b>Semester: (IST SEM) </b></p><p>Lecture notes prepared by: </p><p><b>i) Dr. Minakshi Prasad Mishra (Coordinator) </b></p><p>Asst. Prof. in English </p><p> College of Engineering and Technology, Bhubaneswar </p><p> BPUT </p><p> Email: minakshiprasadmishra@gmail.com </p><p><b>ii) Ms. Parinita Tripathy </b></p><p>Lecturer in English </p><p>College of Engineering and Technology, Bhubaneswar </p><p>BPUT </p><p><b>iii) Ms. Ranjita Patra </b></p><p>Lecturer in English </p><p>College of Engineering and Technology, Bhubaneswar </p><p>BPUT </p></div></div><div><div><p>2 </p><p><b>Disclaimer: </b></p><p>The lecture notes has been prepared by referring to many books and notes prepared </p><p>by the teachers. Some of the books referred has not been given reference in the foot </p><p>notes, but referred only once in the end notes. This document does not claim any </p><p>originality and cannot be used as a substitute for prescribed textbooks. The </p><p>information presented here is merely a collection of materials by the committee </p><p>members of the subject. This is just an additional tool for the teaching-learning </p><p>process. The teachers who teach in the class room, generally prepare lecture notes to </p><p>give direction to the class. These notes is just a digital format of the same. These notes </p><p>does not claim to be original and cannot be taken as a text book. These notes has been </p><p>prepared to help the students of BPUT in their preparation for the examination. This </p><p>is going to give them a broad idea about the curriculum. Various sources as mentioned </p><p>at the reference of the document as well as freely available material from internet </p><p>were consulted for preparing this document. The ownership of the information lies </p><p>with the respective authors or institutions. Further, this document is not intended to </p><p>be used for commercial purpose and the committee faculty members are not </p><p>accountable for any issues, legal or otherwise, arising out of use of this document. The </p><p>committee faculty members make no representations or warranties with respect to </p><p>the accuracy or completeness of the contents of this document and specifically </p><p>disclaim any implied warranties of merchantability or fitness for a particular purpose. </p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p></div></div><div><div><p>3 </p><p><b>Preamble: Course outcome </b></p><p>Today’s engineers face a dual challenge of being competitive as well as global. They not only </p><p>have to be master in their professional skills but also, they must have various soft skills </p><p>competencies to be suitable for the job market. In today’s date the job market is growing in </p><p>terms of volume but it is shrinking in terms of number of professionals passing out of the </p><p>college. The students who pass out their degree must possess the qualities of a techno-</p><p>manager. They must be in a position to do multitasking in their jobs. Only possessing technical </p><p>skills/hard skills have not paid off for many. Hence, keeping in view the requirement of the job </p><p>market it was understood that the students need to be good at Soft skills too. One of the most </p><p>important tool for good soft skills is Communication skills. Communication skills means English </p><p>communication skills. Communication skills helps a student in developing Confidence, </p><p>smartness and outward skills. This course has been designed keeping in mind the need of the </p><p>Engineering students and their future needs. All the three modules discussed in the curriculum </p><p>is highly essential and helps a professional to speak better English. A thorough research has </p><p>gone into the design of the curriculum. The digital notes prepared will help to enhance the </p><p>understanding on the subject. The students are advised to use the digital notes for the purpose </p><p>of reference only. They have go through many books in order to understand individual subjects. </p><p>The course will help in getting a better idea on different topics, hence, increasing the </p><p>competency of the students in the subject. </p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p></div></div><div><div><p>4 </p><p><b>Syllabus </b></p><p><b>Module-I The elements of Communication </b></p><p><b>1.1 </b>The importance of communication through English at the present time </p><p><b>1.2 </b>The process of communication and factors that influence communication sender, receiver, channel, code, topic, message, context, feedback, noise, filters & barriers </p><p><b>1.3 </b>The importance of audience and purpose </p><p><b>1.4 </b>The information gap principle: given and new information, information overload </p><p><b>1.5 </b>Verbal and non-verbal communication: body language </p><p><b>1.6 </b>Comparing general communication and business communication </p><p><b>Module-II The sounds of English </b></p><p><b>2.1</b> Vowels, diphthongs, consonants, consonant clusters </p><p><b>2.2</b> The International Phonetic Alphabet (IPA): Phonemic transcription </p><p><b>2.3</b> Problem Sounds </p><p><b>2.4</b> Syllable division and word stress </p><p><b>2.5</b> Sentence rhythm and weak forms </p><p><b>2.6</b> Contrastive stress in sentences to highlight different words </p><p><b>2.7</b> Intonation: Falling, rising and falling-rising tones </p><p><b>2.8</b> Varieties of Spoken English: Standard Indian, American and British </p><p>(<b>Note:</b> This unit should be taught in a simple, non-technical manner, avoiding technical terms as far as possible.) </p><p><b>Module- III Review of English grammar </b></p><p><b>3.1</b> Static and Dynamic Verbs </p><p><b>3.2 </b>The auxiliary system: finite and non-finite verbs </p><p><b>3.3</b> Time, tense and aspect </p><p><b>3.4</b> Voice: Active and passive </p><p><b>3.5</b> Modality </p><p><b>3.6</b> Negation </p></div></div><div><div><p>5 </p><p><b>3.7</b> Interrogation: reported and tag questions </p><p><b>3.8 </b>Conditionals,<b></b></p><p><b>3.9 </b>Concord<b></b></p><p><b>3.10</b> Phrasal Verbs </p><p>(<b>Note: </b>The teaching of grammar should be treated as a diagnostic and remedial activity and </p><p>integrated with communication practice. The areas of grammar in which errors are common </p><p>should receive special attention when selecting items for review. Teaching need not be </p><p>confined to the topics listed above.) </p><p>Books Recommended: </p><p>1) An introduction to Professional English and Soft Skills by B. K. Das et al., Cambridge </p><p>University Press (Facilitated by BPUT) </p><p>2) Technical Communication: Principles and Practice, Second Edition by Meenakshi Raman </p><p>and Sangeeta Sharma, Oxford Publications. </p><p>3) Effective Technical Communication by M Ashraf Rizvi, The McGraw-Hill companies. </p><p>4) Understanding Body Language by Alan Pease. </p><p>5) Communicative Grammar of English by Geoffrey Leech and Ian Svartik. </p><p>6) Better English Pronunciation by J.D.O’Connor. </p><p>7) English Grammar by S.Pit Corder </p><p>8) English Grammar by Wren and Martin. </p><p>This is not the end of the list other books may also be referred. </p><p><b></b></p></div></div><div><div><p>6 </p><p><b>Lesson Plan: </b>The course should be taught in an interactive method. Use of black board as well </p><p>ICT is highly useful for delivering the topics. </p><p>The first module has to be completed in 6 hours hence, the module has been divided into six </p><p>sessions of one hour each. </p><p>Session 1: Importance of Communication in the present context, Introduction to </p><p>Communication. </p><p>Session 2: Process of Communication and Factors that influence the process. </p><p>Session 3: Importance of audience and purpose. </p><p>Session 4: The information gap principle: Given and new information, information overload. </p><p>Session 5: Verbal and non-verbal communication (Body language) </p><p>Session 6: Comparison between general communication and Business communication, review </p><p>of the module. </p><p>The second module is to be completed in 14 hrs. hence the second module is divided into 14 </p><p>sessions of one hour each. </p><p>Session 7: Introduction to phonetics, need and use of it. </p><p>Session 8: Received pronunciation, transformation of letters into sounds. </p><p>Session 9: International phonemic alphabets, Vowel Sounds, Consonant Sounds </p><p>Session 10: Consonant Clusters and its use. </p><p>Session 11: Phonemic transcription </p><p>Session 12: Phonemic transcription contd… </p><p>Session 13: Syllable division and word practice </p><p>Session 14: Word stress and Sentence stress </p><p>Session 15: Problem sounds and Sentence rhythm </p></div></div><div><div><p>7 </p><p>Session 16: Weak forms </p><p>Session 17: Contrastive stress in sentences to highlight different words. </p><p>Session 18: Intonation </p><p>Session 19: Rising and Falling tone, falling-rising tone </p><p>Session 20: Varieties of Spoken English: American, Standard Indian and British, Review of the </p><p>module. </p><p>The last module has been allotted 10 hrs hence, the module has been divided into 10 sessions </p><p>of 1 hour each. </p><p>Session 21: Introduction to Grammar, elementary grammar </p><p>Session 22: Parts of Speech </p><p>Session 23: Verb and its application, Static and Dynamic Verb </p><p>Session 24: The auxiliary system, Finite and non-finite verbs </p><p>Session 25: Time, Tense and aspect </p><p>Session 26: Voice Change: Active and Passive </p><p>Session 27: Negation, Interrogation: reported and tag questions </p><p>Session 28: Conditionals, Concord </p><p>Session 29: Phrasal verbs </p><p>Session 30: Detailed review of grammar. </p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p></div></div><div><div><p>8 </p><p><b>Module-I The elements of Communication </b></p><p><b>1.1: The importance of Communication through English at the present time </b></p><p>Before trying to understand the importance and relevance of English or English Communication </p><p>skills we must understand the historical background of the language and how it has evolved to </p><p>the present status. English as a language never enjoyed this position from the beginning. World </p><p>history in and after 14th century has a major role to play in making this language powerful and </p><p>useful. In today’s date it is not only a major language all over the world but also the official </p><p>language in many parts of the world. Many people depend on this language for their mere </p><p>survival and sustenance. </p><p><b>History of English Language</b>: </p><p>Many may be surprised to know that English as language was never used for official purposes </p><p>even in England up to 11th and 12th century. In England people used to use rich languages like </p><p>Latin, French and Spanish. The dominance of each and every language over the history has </p><p>been dictated by the might the countries enjoyed. As England was ruled by the France and </p><p>other nations for a long period of time they never had the opportunity to develop their own </p><p>language. Till late 13th century the script of English language was not completely developed. </p><p>The first writing in English which can be claimed as a piece of literature dates back to late 13th </p><p>century. </p><p><b>Comparison between English and Indian Languages</b>: </p><p> Many Indian languages like Sanskrit, Hindi and Odia are much older languages than English. </p><p>The literature of Sanskrit which is also known as the God’s language in India is thousands of </p><p>year old. Devnagri script which is used for most North Indian languages pre-dominantly for </p><p>Hindi (the national language of our country) and the language is much older in comparison to </p><p>English. Odia which is our state language and mother tongue is also older than English. The </p><p>literature written and used in these languages are rich in diversity and class. There is clear </p><p>evidence available to prove these. </p><p><b></b></p></div></div><div><div><p>9 </p><p><b>Global languages and position of English: </b></p><p>If we try to say that English as a language is used all over the world. Hence, it is logical to use </p><p>this language. This statement is also falsified if we look into the top languages in the world in </p><p>terms of number of people using it. The number one slot in terms of population goes to </p><p>Mandarin (Chinese) and list is followed by Hindi, English, French, Arabic and Bengali among the </p><p>top languages used in the world. English only happen to stand IIIrd in the list. This fact confuses </p><p>us further. In the following paragraph we will see despite such a position why we are learning </p><p>English for day to day use and how the language evolved from being a meagre existence to such </p><p>a powerful and dominating position. </p><p><b>Evolution of the Language globally</b>: </p><p>After 14th century England started flexing its muscles and started entering into new territories. </p><p>They settled colonies in almost each and every corner of the world. The union jack started </p><p>flowing in each and every continent. Their major colonies were America (North and South </p><p>America), Asia (India, China, Japan, and Myanmar etc.), Australia and New Zealand and Africa. </p><p>As they spread into the far and corner of the world they started dominating the local languages. </p><p>They made English compulsory in all the colonies ruled by them. As a result slowly the language </p><p>of English evolved as a global language. The say became quiet famous, “The sun never sets in </p><p>the British empire.” </p><p><b>Evolution of English Language in India</b>: </p><p>In their quest of power they reached the Indian sub-continent in the 17th century. They settled </p><p>their colonies and slowly acquired the whole country under one rule. After 1857 (the sepoy </p><p>mutiny) Britishers established complete sovereignty over India. The use of English started from </p><p>the day the English landed in the country but after 1857 it became the official language of the </p><p>British ruled India. The English started training Indians to work as clerks in the various offices. </p><p>They established many schools and colleges to impart learning and training in English. It worked </p><p>for the Britishers because of the geographical and linguistic diversity present in our country. </p><p>Many freedom fighters in India started adopting English as a language to make a platform for </p><p>communication. The linguistic diversity between languages was so sharp that it was very very </p></div></div><div><div><p>10 </p><p>difficult to understand or learn other languages. In such a situation English helped in bridging </p><p>the gap between state to state and province to province. Many popular freedom fighters </p><p>started using this language as a tool to reach the mass. English worked not only as a language </p><p>for communication but also a language for unity and solidarity among Indians. The trend </p><p>continued even after independence and in the constitution this language was given the status </p><p>of official language. <b></b></p><p><b>Present day status of English</b>: </p><p>The preexistent linguistic barrier helped the language of English to rule the roost. India is a </p><p>country with more than 25 dominant languages and 6000 dialects. There are more than 16 </p><p>major languages spoken and used in this country. English appears as a common platform for </p><p>many Indians when in a cross-linguistic situation. We must also attribute the hypocrisy of many </p><p>Indians for the development of English language in our country. We take pride in claiming that </p><p>we can speak, write or use this language comfortably fluently. English is the official language in </p><p>government and private offices. This is also the language of instruction in all the Universities </p><p>and colleges across the country. The scenario is such that one need to hone the skills of English </p><p>to obtain a job. Mere knowledge of subjects is no more the only criteria to secure a job in </p><p>today’s date. One need to be master in English communication skills to be a professional. </p><p>English has evolved as language of status. This reflects status symbol. If one is able to </p><p>communicate in English they drive respect for themselves. Before look onto us with respect if </p><p>we can speak in English. A person’s knowledge is judged in terms of English. English </p><p>Communication has become essential to get a job, move up in the career and earn a lot of </p><p>money. Not only in India but also in the world market English communication is highly required. </p><p>Today we live in a global village. Globalization has been adopted by almost all the developed </p><p>and developing countries. In this globalized era English language is an important tool in the </p><p>professional’s hand. In addition to the evolution of the language we must also understand the </p><p>economic value of the language. In most developed countries like US, Canada, England, </p><p>Australia and other major countries English is the language used for speaking and official </p><p>correspondence. As this countries control most of the world economy we have to learn this </p></div></div><div><div><p>11 </p><p>language to be a part of the economy. English is no more a language but a bread winner in </p><p>today’s date. India is a developing country. We need to produce as many professionals as </p><p>required. And the professionals need to be well versed in the language. The language is skills is </p><p>the call of the day. </p><p>In India, Corporates, software companies, industries as well PSU’s and government </p><p>organizations need professionals who is fluent in English communication skills. Keeping in view </p><p>the need of the language we need to learn this language. Keeping in view the need and </p><p>importance of English language in the present context almost all the Universities insist on </p><p>English communication skills as a compulsory part of their curriculum for all sorts of </p><p>professional courses. e.g. B.Tech, B.Sc, B.Pharma, BBA/BCA, B.Arch., MBA, MCA and other </p><p>courses. English communication skills has become an integral part of the curriculum. A </p><p>professional in todays’ date cannot survive without learning and honing the skills of the </p><p>language. We must learn English in today’s date first to survive and secondly to move ahead in </p><p>our career. China which is a rival economy is in a less advantageous position because we Indians </p><p>can use this language in a better manner. China is trying hard to train it professionals this </p><p>language. It is believed that it will surpass India in terms of software professionals by 2020, if </p><p>we don’t learn this language to surpass China in the global market. In that a scenario, most of </p><p>the software jobs will vanish for Indian professionals as China is very good at providing cheap </p><p>professionals. One must understand the importance of English Communication skills in the </p><p>present time in a broader perspective rather than with a narrower vision. </p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p></div></div><div><div><p>12 </p><p><b>1.2: The process of communication and factors that influence communication sender, </b></p><p><b>receiver, channel, code, topic, message, context, feedback, noise, filters & barriers. </b></p><p>This world consists of human beings. Human beings are the only species in this earth who has </p><p>the ability to speak and has a brain that can do multiple things. Though the three major </p><p>functions of human behavior includes food, sex and group existence, human being cannot be </p><p>complete without expressing themselves. We need to speak or express our feelings and ideas. </p><p>These ideas form the base of our existence. Communication is essential for the existence of the </p><p>society and it plays a prominent role in the functioning of different professional organizations. </p><p>We keep on expressing ourselves at all situations and at all times. When we look around us in </p><p>any situation we find people doing various activities. In doing these activities they involve in </p><p>various discussions, meetings, conversations, phone calls, presentations, video chatting, </p><p>conferencing or mere gossiping. In other words they are communicating in order to interact. It </p><p>is one of the important conditions for social interaction. Social interaction cannot take place </p><p>without communication because human interaction is essentially communicative interaction. It </p><p>pervades the entire range of social and professional relationships, and plays a key role in our </p><p>life. It is the reciprocal stimulation and response between individuals, and makes social as well </p><p>as professional interaction possible. Most of the times it has been found that all conflicts, </p><p>tensions, wars are a result of miscommunication. If absence of proper communication can lead </p><p>to such dangerous situations, then it is definitely important to understand the term. Now let’s </p><p>try to understand the term ‘Communication.’ </p><p><b>What is Communication? </b></p><p>The term communication has been defined at various levels. Communication is a dynamic </p><p>interactive process that involves the effective transmission of facts, ideas, thoughts, feelings, </p><p>and values. It is not passive and does not just happen; we actively and consciously engage in </p><p>communication in order to develop the information and understanding required for effective </p><p>group functioning. It is dynamic because it involves a variety of forces and activities interacting </p><p>over a period of time. The word ‘process’ suggests that communication exists as a flow through </p></div></div><div><div><p>13 </p><p>a sequence or series of steps. The term ‘process’ also indicates a condition of flux and change. </p><p>The relationships of people engaged in communication continuously grow and develop. </p><p>Communication can also be understood as an exchange of meaning and understanding. </p><p>Meaning is central to communication, and transmission of meaning is the central objective of </p><p>communication. Communication begins with the sender sending out message cues, which are </p><p>perceived by the receiver who assigns meaning to them and responds to them as per the need. </p><p>Communication can be complete unless the message sent by the sender is properly decoded at </p><p>the receiver’s end and comprehended. Moreover, communication can be considered effective </p><p>only when the receiver’s response is matching with the meaning the sender wanted to convey. </p><p><b>Communication: </b>It is the process of expressing one’s ideas, thoughts, feelings, expressions, </p><p>emotions, language, knowledge etc. The process may involve Transaction, exchange, and </p><p>sharing. Communication is the base of human existence. Starting from the child’s cry which the </p><p>first communication by any human being. Communication is present in Home. It spreads out to </p><p>society (the people with whom we live and share our experiences on a daily basis). It is also </p><p>instrumental is framing our culture. Culture in a developed state of being becomes an integral </p><p>part of religion. Communication is also responsible in administration and control in the country. </p><p>Every aspect related to human being is dependent on communication. Either it be politics, </p><p>economics, sociology or technical things like evolution of Science and development & use of </p><p>technology. Particularly, in the present context communication assumes a lot of importance. </p><p>We live in the world of information technology. Communication is the nerve centre of </p><p>information technology and I.T. enabled services.<b></b></p><p>The process of evolution from pre-historic age to modern age every time human being has </p><p>given proof of existence through communication. From the beginning of civilization human </p><p>being has understood the need and importance of communication. Now let’s understand the </p><p>nuances of communication. </p><p><b>Meaning: </b></p><p>The word has been derived from Latin words ‘communis’ and ‘communicare’. The meaning of </p><p>the first word suggests to make common and ‘communicare’ means to share or sharing. </p></div></div><div><div><p>14 </p><p><i>Definition 1: It is the ability to speak, write or to express our ideas, feelings: clearly and </i></p><p><i>convincingly. </i></p><p><i>Definition 2: It is the process of sending and receiving symbols for the purpose of understanding, </i></p><p><i>knowing, informing and in the broadest sense, improving the relation with the world. </i></p><p><i>Definition 3 (Robert Anderson): Communication is interchange of thoughts, opinions or </i></p><p><i>information by speech, writing or signs.</i></p><p>Communication also be symbolic because it is not limited to words or language. It can always </p><p>be done by the help of gestures and symbols or facial expressions. The symbols can be present </p><p>with and without language. Our ability to symbolize and express makes the process of </p><p>communication possible. </p><p><b>Tools of Communication</b>: </p><p>There are various tools that helps in the process of communication. These tools have been </p><p>developed by human beings from the dawn of civilization or before. They help us in </p><p>communicating sometimes universally sometimes within a group. Here are some of the tools </p><p>discussed in brief. There can be many more tools that help in the process of communication. </p><p>This is not the end of the list. </p><p>i) <b>Language</b>: The main function of each and every language is to communicate. Each </p><p>language has various forms. It is one of the foremost and important tool of </p><p>communication. It is the most clear and comfortable tool to use. Each and every </p><p>individual uses this tools in the process of communication. There are different </p><p>languages in this world. We need to have knowledge of a particular language in </p><p>order to communicate in that language. That’s why depending on the use of various </p><p>languages in the world there are different linguistic groups. </p><p>ii) <b>Script</b>: This is a group of symbols used to express the language in the written format. </p><p>They are also highly essential useful tools of communication. One limitation with </p><p>script is we have make a conscious effort to acquire knowledge about a particular </p></div></div><div><div><p>15 </p><p>script. This consumes a lot of time. This is also regarded as the tool of the educated </p><p>mass. </p><p>iii) <b>Drawing/Painting/Sculpture/Visual art</b>: Many individuals are blessed with </p><p>creativity. They use their creativity to communicate in an artistic manner. Their art is </p><p>well accepted in the society and gives them high regard. These artistic creations </p><p>reflect nothing else but communication. They express themselves with the help of </p><p>art. These art may be in the form of drawing (child) or painting (professional), they </p><p>convey the same meaning. Artistic creations are more stylish in nature in terms of </p><p>communication. A small piece of art can convey thousands of sentences by its form, </p><p>size, colour combination, shades etc. </p><p>iv) <b>Body</b>: Our body is one of the most important tools of communication. Whether we </p><p>are using language or not it is always present in the process of communication. </p><p>Without body cues our communication may be confusing. Our words must be </p><p>supported by proper actions reflected by the body. They may be in the form of </p><p>gestures, postures, eye contact, spacing etc. Every action or non-action is part of </p><p>Body. This type of tool is otherwise known as body language. </p><p>v) <b>Silence</b>: In particular situations silence can also act as an important tool for </p><p>communication. There are many instances where either we don’t use </p><p>language/words or we are not in a position to use those. In such situations silence </p><p>has the power to convey the message effectively. The silence inside a temple </p><p>indicates purity and nearer to godliness. The silence inside an examination hall </p><p>suggests discipline and law abiding. </p><p>vi) <b>Dress/costume</b>: This is also an important tool for communication. Dress has been an </p><p>integral part of every culture, tradition, custom and practice. They give shape to our </p><p>personality and individuality. Dress also reflects culture and behavior. An individual’s </p><p>behavior can always be guessed by the kind dress one is wearing. It has the potential </p><p>to convey many things without the use of words. School uniform, mask, traditional </p><p>attire etc. can convey the purpose. We can identify an individual from the dress. </p></div></div><div><div><p>16 </p><p>vii) <b>Surrounding/Environment</b>: Many a times just by reflecting to the environment we </p><p>get a lot of message. Many things are communicated by the environment itself. We </p><p>need not engage in words to understand a particular situation or context. The </p><p>environment is powerful enough to communicate the message and convey us </p><p>convincingly. </p><p><b>Applications of communication for professional or any other purpose</b>: </p><p>We refer of communication as a skill, it means we are going to apply this skill for some purpose. </p><p>The purposes can vary from simple social interactions to running governance, it can range from </p><p>giving a small presentation in the office to make headlines in the media. We use </p><p>communication on a daily basis. It is an important medium to achieve and acquire many </p><p>personal and professional goals. </p><p><b>Interpersonal</b>: Communication helps us in maintaining proper inter-personal relationships. </p><p>Interpersonal skills are a must in this competitive professional world. This deals with handling </p><p>people and problems at various situations. This includes understanding, listening, empathizing, </p><p>convincing, persuading, negotiating, motivating, driving etc. We have examples in history of </p><p>great communicators who applied interpersonal communication skills to the utmost which </p><p>made them memorable personalities in the history. E.g. Birbal (the minister with lots of wit with </p><p>Emperor Akbar), Mahatma Gandhi (the father of the nation who convinced people of India to </p><p>adopt non-violence as their weapon for freedom struggle), Tenali Raman (the clever minister in </p><p>the court of King of Vijaynagar). </p><p><b>Mass Communication</b>:<b></b>This is also an application of communication where communication is </p><p>used to reach many people at one go. This type of communication has developed with the </p><p>development of human civilization and society. Technological advancement has also added to </p><p>the use of these types of communication. We live in a society, we want to convey many </p><p>important ideas, events, incidents, developments etc. to the world. Mass communication helps </p><p>us in reaching the maximum at the push of one button. Newspaper, journal, magazines, </p><p>Internet, Advertisement, T.V. Channels etc. </p></div></div><div><div><p>17 </p><p><b>Organizational (intra/inter): </b>An organization whether profit based or not, cannot exist without </p><p>communicating within and outside the organization. Organizations depend a lot on meetings, </p><p>business presentation, discussions, deliberations, reports, interaction, client response etc. Each </p><p>and every organization uses communication in their daily business. Similarly organizations need </p><p>to communicate with the outside world in the form of understandings, letters, proposals, </p><p>contracts, deals, partnerships etc. </p><p><b>Local/Regional/National/International:</b> Each and every stage of governance depend on </p><p>communication. There are various agencies involved in governance and control. Without </p><p>proper communication there will be a lot of confusion and they cannot survive. To maintain </p><p>coordination among various stages of governance and various agencies, communication is a </p><p>must. Various international treaties, pacts, understandings are only possible through </p><p>communication. Different organizations has come up in the years to maintain proper </p><p>communication for various sectors. E.g. United Nations Organization (UNO), World Health </p><p>Organization (WHO), International Court of Justice (ICJ) etc. </p><p>In today’s date one needs to <b>master communication</b> because it is both <b>process</b> as well as </p><p><b>product</b>. In the contemporary world communication has adopted multiple roles. One need to </p><p>learn and practice communication in order to be successful. In today’s date no profession is </p><p>bereft of communication. Artists and leaders could influence a big mass with their style, </p><p>approach, language etc. But in all these things communication plays an important role to make </p><p>them popular. <b>Stalin, Russoue, Gandhi, Vivekananda, Churchill, Alexander, </b></p><p><b>Herodotus </b>etc. are some of the masters of communication the world has ever produced. One </p><p>must understand that communication is ever changing and developing. It is in a constant state </p><p>of metamorphosis. In order to keep pace with this one must be skilled enough in all the </p><p>technicalities of the process of communication. </p><p><b>Process of communication: </b></p><p>Communication is an interactive process. The two communication agents involved in the </p><p>communication process are the sender(s) and the receiver(r). Bothe the communication agents </p><p>exert a reciprocal influence on each other through inter-stimulation and response. The process </p></div></div><div><div><p>18 </p><p>of communication consists of five steps that is ideation, encoding, transmission, decoding and </p><p>feedback. These steps take place only between the sender and receiver. </p><p><b>Ideation</b>: This is the initiation in the different stages of communication. Ideation refers to the </p><p>formation of the idea and we tend select the message to be communicated. We also finalize the </p><p>language for communication and the length and breadth of it. It consists of the ‘What’ of </p><p>communication and is concerned with the content of the specific message to be presented. </p><p>Ideation depends on the sender’s knowledge, experiences, and abilities, as well as the purpose </p><p>of communication and the context of the communication situation. However, ideation depends </p><p>on various factors. Messages are generally of two types as far as content is concerned, i.e. </p><p>logical and emotional. Logical messages contains facts, figures and analysis whereas emotional </p><p>messages consists of feelings. We finalize on the topic to communication in this step. </p><p><b>Encoding</b>: It is the process of converting the idea into a particular language. The information to </p><p>be sent is transformed into a logical and coded message. It depends on the type of relationship </p><p>the sender and receiver enjoy. For example, if it is a formal situation then the sender has to </p><p>keep various things in mind e.g. Selection of language, level of competency of the receiver to </p><p>understand the language, selecting a medium of communication (speaking, writing or non-</p><p>verbal means) and the form of communication (face to face, telephonic, one-to-one, one-to-</p><p>many, group communication etc.) </p><p><b>Transmission</b>: It refers to the transfer of message from sender to the receiver through a proper </p><p>channel. It helps in confirming the process of encoding and the keeps the channel free from </p><p>interference. It decides the right time, place and method for communication. Through </p><p>transmission only the intended message reaches the receiver without distortion and the </p><p>listener is able to decode it in order to understand and comprehend the message. </p><p><b>Decoding</b>: In order to understand the message the receiver has to decode the message in form </p><p>and content. It is the process of converting the message into thoughts by translating the </p><p>received stimuli into an interpreted meaning in order to understand the message </p><p>communicated. One must understand that the message is transferred not the meaning. It </p><p>depends on the receiver to realize the meaning and understand it. The process also involves </p></div></div><div><div><p>19 </p><p>interpretation and analysis of a message. In case of oral communication in involves listening </p><p>and understanding. As quick response is required in oral communication the decoding must </p><p>take place rapidly, whereas, in case of written communication it involves reading and </p><p>understanding, hence, the time taken can depend on the ability of receiver. Effective decoding </p><p>is very much essential for successful communication to continue. </p><p><b>Feedback</b>: It is most important step in the process of communication. Without feedback the </p><p>process of communication won’t be complete. It makes the process of communication two-</p><p>way. This is the last stage in the process of communication but, one must keep in mind that, the </p><p>communication doesn’t end here. It just completes one loop in the communication cycle. The </p><p>process of communication continues in a cyclical order. It is considered the reaction/response </p><p>to the message. The feedback is given by the receiver, but when the receiver is giving the </p><p>feedback he/she becomes the sender and the sender becomes the receiver. That’s why it is also </p><p>known as the reverse flow of communication. Feedback denotes whether the receiver has </p><p>understood the message or not. The effectiveness of the process of communication depends on </p><p>feedback. </p><p><b>Factors that influence the process of Communication</b>: </p><p>There are various factors that influence the process of communication. Without having a </p><p>proper understanding of the factors one cannot involve in the process of communication </p><p>effectively. They control and regulate the process of communication. The factors are sender & </p><p>receiver, code, channel, topic, message, context, feedback, noise, barriers and filters. </p><p><b>Sender & receiver</b>: They are the two participants essential for the process of communication to </p><p>take place. The flow of information takes place between these two sides. Sender initiates the </p><p>process of communication. Please refer….the process of communication. </p><p><b>Code</b>: It is a system of symbols used for the purpose of communication. Language is the most </p><p>prominent code used by human beings. Each language uses various symbols in the form of </p><p>letters which are represented by different script in different languages for written </p><p>communication and different sounds for oral communication. For the communication to be </p><p>complete both sender and receiver must be well versed with code they use. In case of non-</p></div></div><div><div><p>20 </p><p>verbal communication we use gestures/body language as code. “Code” is also a set of rules </p><p>which we follow while using a particular language. Each language has different rules e.g. </p><p>Grammar, sounds (phonetics) and syntax (sentence structure). </p><p><b>Channel</b>: It refers to the medium through which the information passes. There are basically two </p><p>types of channels. a) Auditory channel: The message in the transmission is converted into </p><p>sounds and the sound wave passes through air to reach the receiver. b) Visual channel: In case </p><p>of written communication we read symbols with the help of vision. This type of channel is also </p><p>used while sending or receiving non-verbal messages. As most of the communication involves a </p><p>mixture of verbal and non-verbal messages hence, both the channels are active in any process </p><p>of communication. </p><p><b>Topic</b>: The topic is the idea converted into a message. The topic should suit both the sender and </p><p>receiver. They must enjoy some rapport with each other to undertake the process of </p><p>communication and must have some understanding on the topic to be communicated. The </p><p>topic can range from an event, action, object, person, experience, feeling, emotion, subject, </p><p>theory, analysis, law, regulations, etc. The topic should be of mutual interest for the </p><p>communication to be sincere and continuous. The participants in the process of communication </p><p>finalize on the degree of involvement in a particular topic after initial exchange of ideas. There </p><p>are some topics which are participant dependent e.g. entertainment, sports, behavior, attitude </p><p>etc. whereas, some topics are topic dependent e.g. Science, technology, policies, economic </p><p>theories, administrative functions etc. Hence, in topic dependent topics passive form of </p><p>communication is used. </p><p><b>Message</b>: In verbal communication it is the form in which the information is sent or received by </p><p>the participants. It can be words/group of words or sentences/group of sentences. In case of </p><p>non-verbal communication it depends on the situation or context. In non-verbal </p><p>communication the message becomes signal sent by means of signs, symbols, gestures, </p><p>postures etc. The message depends of five factors. They are precision, confusion, exclusion, </p><p>emotion and style. a) Precision: The accuracy and strictness of the message need to be </p><p>maintained in order to send it in proper content as it was devised in ideation. b) Confusion: It </p></div></div><div><div><p>21 </p><p>should be free of mistakes and misconceptions. Mistakes may lead to misunderstanding of the </p><p>message as a result the process may get disturbed or diluted. c) Exclusion: Omission of </p><p>unnecessary details is highly essential for the message to be clear and specific. We should also </p><p>try to segregate the information in such a manner that no extra information is provided. d) </p><p>Emotion: The message should reflect proper sentiment and excitement. But one must keep in </p><p>mind that it should not be an overflow of emotion which may distort the process. e) It is </p><p>individual specific. The encoders understanding, social position, context, cultural background </p><p>and knowledge affects the style of a message. </p><p><b>Context</b>: It is the setting in which the communication takes place. The context is dependent on </p><p>factors like time of communication, place, sender/receiver, channel, code and topic etc. For </p><p>complete communication to take place both the participants should be sensitive towards the </p><p>context or else the message may be wrongly comprehended and the result can be disastrous. In </p><p>case of written communication the context is less visible. </p><p><b>Feedback</b>: Please refer process of communication. </p><p><b>Noise</b>: Any interference in the message sent and the message received leads to the production </p><p>of ‘noise’. Noise doesn’t refer to the concept of sound but a break or disturbance in the </p><p>communication process. If noise occurs because of technological factors, it is not too much of a </p><p>problem as it can be removed or rectified by correcting the fault. But, if it is a result of human </p><p>error, then both the participants should take corrective measures. It is an unplanned </p><p>interference in the communication setup. This affects the transmission of the message. It can </p><p>be of two types channel noise and semantic noise. Channel noise refers to the interference in </p><p>the mechanics of the medium used, e.g. faulty connection, technical fault etc... In written </p><p>communication it refers to illegible handwriting. Semantic noise is generated internally, </p><p>resulting from internal problems/errors in the message itself. Sometimes semantic noise occurs </p><p>because of misunderstanding of a given word/sentence/phrase by any of the participants. </p><p>Grammatical error, faulty pronunciation, ambiguous sentence structure, misspellings etc. are </p><p>other examples of semantic noise. </p></div></div><div><div><p>22 </p><p><b>Barriers</b>: Barriers creates obstruction in the process of communication. This controls the </p><p>progress or movement of the process. It breaks the rhythm that is expected in a desired </p><p>outcome. It stops the process of communication by partially sending the message. There can be </p><p>different types of barriers e.g. physical barriers and emotional barriers. Physical barriers include </p><p>medium, crowd, physical object, distance, noise etc. Emotional barriers include intra personal </p><p>behavior, inter personal behavior, categorical thinking, wrong assumptions etc. </p><p><b>Filters</b>: Filters are like barriers but the only differences is they filter the process of </p><p>communication. They channelizes or cleans the process as a result the message is not properly </p><p>received by the receiver. It mainly occurs at the psychological level or individual level. E.g. Social </p><p>status, skill, orthodox thinking, content, culture, gender etc. </p><p>Both barriers and filters distorts the process of communication. The participant has to be </p><p>conscious of their presence and act accordingly. If they want the process of communication to </p><p>be fruitful they must eliminate as much as possible the barriers and filters from the process. </p><p>The above factors are not limiting or end of the list in the process of communication. Some </p><p>other factors do creep in as a factor that can influence the process of communication from time </p><p>to time e.g. Mother tongue influence, pronunciation, cross-cultural situation etc. </p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p></div></div><div><div><p>23 </p><p><b>1.3: The importance of audience and purpose</b></p><p><b>Audience</b>: Before one begins the process of communication one must ask few questions to </p><p>oneself. ‘Why am I communicating?’, ‘With whom I am going to communicate?’ the obvious </p><p>answer is we are going to communicate with another human being like us not with animals. </p><p>Whether we are trying to persuade, command, motivate, and entertain or to train we are </p><p>communicating with an audience. The sole purpose of our communication revolves round the </p><p>audience. Our communication should always strive to be audience oriented, for the process of </p><p>communication to successful and complete. We must understand that without the receiver’s </p><p>attention and interest the process will fail. The sender must give due importance to the </p><p>receiver. Before beginning the process of communication the sender must clear the objective of </p><p>the communication in his mind. Then only, he will be able to make it clear to the audience </p><p>(receiver). The sender must keep the following things in mind to keep the communication </p><p>audience specific. </p><p>i) Always respect the receiver’s point of view. </p><p>ii) Sender must know receiver’s interests, tastes, preferences, background, </p><p>education, culture etc. in advance. </p><p>iii) Never underestimate the receiver. There must be a sense of respect for the </p><p>receiver (vice-versa). </p><p>iv) Communication should be a collaborative activity between sender and </p><p>receiver. </p><p>v) Effective planning is required. The planning involves 3 things. a) Language </p><p>skills and intelligence, b) Knowledge and understanding of the topic/subject </p><p>and c) relationship/rapport enjoyed by both the sender and receiver with </p><p>each other. </p><p><b>Purpose</b>: As we have already discussed in the previous chapters that communication is a human </p><p>need. Communication is instrumental or directly satisfies certain needs like physical, emotional, </p><p>social, psychological etc... For that reason each and every communication has a definite </p><p>purpose. The purpose is linked with both the sender and the receiver. Without purpose any </p></div></div><div><div><p>24 </p><p>communication can be rendered useless. A statement of purpose not only describes what we </p><p>want to accomplish, but also helps us know at the end of the communication whether it has </p><p>been achieved. The purpose can be classified into two broad categories. I.e. General or specific. </p><p>General purposes can be to entertain, to inform, to attract, to regulate, to instruct etc... Specific </p><p>purposes involve to influence, to motivate, to enquire, to persuade etc... The listeners of </p><p>communication plays an important role in the communication process because they influence </p><p>the medium of communication. When communication is targeted towards audience with a </p><p>purpose it yields desired result. We must understand that some purposes are sender related </p><p>and some purposes are receiver related. </p><p><b>To inform:</b> Any sentence that is informative in nature. e.g. i) this road leads to the main hall of </p><p>the compound. ii) I’m a student of IST year B.Tech from CET. </p><p><b>To entertain:</b> Cracking a joke or delivering a dialogue which amuses the audience or listeners. </p><p><b>To attract:</b> In this purpose the listeners or audience or receivers are attracted to listen or give </p><p>attention to the speaker. The listeners might not have a direct interest or role in what the </p><p>sender is telling but the communication is such designed that they get attracted. Advertisement </p><p>hoardings, Ads in TV channels. </p><p><b>To regulate:</b> This purpose generally serves rules and regulations, sometimes maintaining </p><p>discipline in a particular environment. No smoking here. </p><p><b>To instruct:</b> This purpose has a greater role in training, teaching, directing, and administrating. </p><p><b>To influence:</b> This purpose is specific in nature, where we try to influence an individual’s </p><p>decision, attitude, thought and impression. </p><p><b>To motivate:</b> This purpose gives attention to particular individual or group to get some work </p><p>done or to do better in life, like sermonizing etc. </p><p><b>To persuade:</b> Here the sender is trying to extract some work or job by continuously involving in </p><p>conversation with the receiver. This purpose require a lot of skills. This may also take some time </p><p>to get fulfilled. </p></div></div><div><div><p>25 </p><p><b>To enquire:</b> When we try to extract information from someone on a specific issue or with a </p><p>specific motif we use this purpose. What is your name? Where do you read? etc... </p><p>Human beings are social beings. Though we claim that we cannot exist without communication </p><p>but in reality we use communication for achieving our own selfish motifs. Hence, we may </p><p>conclude that all communication taking place in this world revolves around some purpose or </p><p>the other. </p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p><p><b></b></p></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>

Written Communication is most common form of communication being used in business. So, it is considered core among business skills. Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication.

Skills

Notes On Communication Skills Pdf

  • INTRODUCTION TO COMMUNICATION DEFINITION OF COMMUNICATION. This broad definition includes body-language, skills of speaking and writing. It outlines the objectives of communication. It emphasizes listening as an important aspect of communication. Note: The sender‘s messages converted into signals like waves or Binary data which is.
  • MASS COMMUNICATION MODULE - 1 Notes Introduction to Mass Communication 6 Introduction to Communication what it was like. The person who touched the big and sturdy side of the elephant claimed that it was like a wall. 1.5: Elephant as seen by the blind people For the person who touched the sharp tusk of the elephant it was a spear.