COMMUNICATION SKILLS

ASSIGNMENT

Submitted byShalini Jaiswal MCA Vth Sem Enroll: A7300711020

Submitted toMs. Sonal Singh

Ques 1:

What do you understand by formal and informal language registers ? Give examples.

Ans : Language register is the level and style of the writing. It should be appropriate for the situation we are in. The language register determines the vocabulary, structure, and some grammar in writing.
For exampleTo brother: What's up? It's awesome that you came to visit! (Informal Register) To the President: Good morning, Mr President. We appreciate your visit. (Formal Register) The three most common language registers in writing are:

Formal-appropriate for professional writing and letters to a boss or a stranger. Informal-appropriate when writing to friends and people you know very well. Neutral-non-emotional and sticks to facts, appropriate for technical writings.

Formal Language Register Formal writing is probably the most difficult type of writing. It is impersonal, meaning it is not written for a specific person and is written without emotion. Formal writing includes:

Business Letters Letters of complaint Some essays Reports Official speeches Announcements Professional emails

There are many rules for writing in formal writing. 1. Do not use contractions In formal writing, we should use:

cannot instead of cant have not instead of havent will not instead of wont could not instead of couldnt is not instead of isnt

2. Spell out numbers less than one hundred Examples:

nineteen twenty-two seventy-eight six

3. Write in third person point of view Avoid using:

I You We Us

5. Avoid using slang, idioms, exaggeration (hyperboles) and clichs Examples of slang:

awesome/cool okay/ok check it out in a nutshell

6. Avoid abbreviations and acronyms 7. Do not start sentences with words like and, so, but, also Here are some good transition words and phrases to use in formal writing:

Nevertheless Additionally However In addition As a result of Although

Examples: 1) We shall be delighted to accept your invitation and looking forward to see you on the day. 2) Dr Phillips Id like to introduce you to Professor Smithy. Professor Smithy gave the Key Note Speech at last years conference.

Informal Language Register Informal writing is written in the way we talk to our friends and family. We use informal writing when we are writing to someone we know very well.

Informal writing includes:

Personal e-mails Phone texts Short notes Friendly letters Most blogs Diaries and journals

With informal writing, one can include things such as:

Slang and clichs Figurative language Symbols and abbreviations Acronyms Incomplete sentences Short sentences First person, second person, and third person Paragraphs or no paragraphs Jokes Personal opinions Extra punctuation (Hi Bob!!!!!!!) Passive and active voice

Examples: 1) Lets go to the 8 p.m. showing Ill pick you up at 7.30. 2) Go away! I dont want to speak to you anymore!
Ques 2:

Is it a good idea to use electronic channels for communication now a day. Why? Write advantages and disadvantages of each (video conferencing, web conferencing, fax and email).
Ans: The Internet and electronic communications doesn't just mean new tools for communication,

it means new ways to communicate. Today organizations interact with its various constituents differently - employees, board members, customers, partners and others - depending upon the nature of the message, the goals you are trying to achieve and the strengths (and weaknesses) of the available media - telephones, voice mail, fax machines, print, etc. In the workplace, the use of electronic communication has overtaken face-to-face and voice-to-voice communication by a wide margin. Electronic communications lets you combine numerous media - text, graphics sound, video, etc. - into a single message. Electronic communications is interactive. It engages audiences in active, two-way communications. That requires a new way of thinking about advertising copy and the handling of public relations. Electronic communications creates a new form of many-to-many communications that lets geographically distributed groups communicate interactively and simultaneously through text, sound and video. Many organizations are using electronic communications facilities, such as the World Wide Web, as internal communications tools to enhance team work. With the Internet you have the ability to transmit and receive large amounts of information quickly to and from individuals and workgroups around the world.

Advantages of video conferencing:

No Time Constraint Video conferencing can be conducted at any time of the day. Time differences between countries do not matter when people use this method of communication because they do not actually need to travel to attend meetings. Saves Time and Money A video conference will keep executives in the office, rather than sending them halfway across the country for conducting business. As one can conduct transactions without traveling, it also reduces the time spent in doing so. Sharing Information is Easy This technology enables improvisation of operations and services of remote outlets. The ability to share, coordinate and evaluate digital data from anywhere in the world allows people to conduct simultaneous communication and collaboration on time-sensitive projects. Useful for Medical Professionals Video conferencing makes it easier to access experts in a medical environment. Doctors, scientists, and researchers can bring together their findings and studies, and accelerate the process of providing timely assistance. This type of collaboration can not only help save lives, but can also help many people who can't travel long distance to access health care. Facilitates Long-distance Programs Now professionals and students are able to access lectures, study material, group discussions, and even one-to-one talk with the instructor. It has taken education to far-flung corners of the world.

Disadvantages of video conferencing :

Technical Problems

The major disadvantages are the technical difficulties associated with smooth transmissions that could result from software, hardware or network failure. On some occasions, the absence of technical support personnel creates difficulty for participants who are unfamiliar with the videoconferencing technological concepts. Lack of Personal Interaction Another major drawback is the lack of personal interaction, that sets the tone for many business meetings in highly cultural societies. A handshake and an eye contact are essential aspects of many business meetings. Some meetings require a personal touch to be successful. High Cost of Setup Setting up video conferencing in an office can be a bit expensive for small-sized companies. Simple features can fit into the budget, but if advanced features are required, then a substantial amount of expenditure must be done.

Advantages of Fax:
1. Speedy Transmission: Fax enables transmission of message, data, diagram, sketches and drawing with exceptionally high speed. 2. Accuracy of Information: It helps to send written information to any place within or outside the country accurately. 3. Legal value: Fax provides a written record of the transmitted message and it can be used as a document in a count of law. 4. Overcoming barrier: Fax can be sent to any point where there is availability of telecommunication system. There is no hassle to carry the document physically. 5. Confirmation of Receiving: Fax provides confirmation for the data or information received by the user.

Disadvantages of Fax:
1. Less Privacy: Fax has less privacy as the transmitted data can be handled by anyone who is beside the fax machine. 2. Hazy information: Fax may send hazy information due to problem with the machine and therefore purpose of fastest delivery will be unsuccessful. 3. Dependency on telephonic system: Fax uses telephonic system to transmit data and if such system is down then sending of data and information face problem.

Advantages of Email:

Emails are easy to use. You can organize your daily correspondence, send and receive electronic messages and save them on computers. Emails are fast. They are delivered at once around the world. No other form of written communication is as fast as an email. The language used in emails is simple and informal. When you reply to an email you can attach the original message so that when you answer the recipient knows what you are talking about. This is important if you get hundreds of emails a day. It is possible to send automated emails with a certain text. In such a way it is possible to tell the sender that you are on vacation. These emails are called auto responders. Emails do not use paper. They are environment friendly and save a lot of trees from being cut down. Emails can also have pictures in them. You can send birthday cards or newsletters as emails. Products can be advertised with emails. Companies can reach a lot of people and inform them in a short time.

Disadvantages of Email:

Emails may carry viruses. These are small programs that harm your computer system. They can read out your email address book and send themselves to a number of people around the world. Many people send unwanted emails to others. These are called spam mails. It takes a lot of time to filter out the unwanted emails from those that are really important. Emails cannot really be used for official business documents. They may be lost and you cannot sign them. Your mailbox may get flooded with emails after a certain time so you have to empty it from time to time.

Advantages of web conferencing:

1. Save Money on Travel Expenses and Office Expenses Many business owners and managers choose to use web based conferencing because it saves them money. Companies of all sizes use this product because they are able to pull together their employees without paying for expensive airline tickets, rental cars, and hotel reservations. Meeting on the Internet is one big step toward a paper-free office. 2. Employees are More Productive Another benefit for companies who turn to web meeting software is that they are able to get more out of their employees. By providing a convenient means of communication that can be done from any computer with Internet access, employees have less down time and more productive time. 3. Human Resources Becomes More Efficient Recruiting and hiring new employees is also easier with virtual meeting software. Potential employees can be screened and interviewed over the Internet from anywhere in the world. This allows human resources departments to be more efficient and have a smaller budget. 4. Web Conferencing Helps the Environment Internet meetings actually reduce the amount of fuel used each day as fewer people are traveling for business meetings and job interviews. This benefit helps the environment by reducing pollution and reliance on fossil fuels. 5. Employees Become More Tech Literate Another benefit to using Internet technology for meetings and interviews is that employees learn to be more tech savvy. One of the most affordable and easy-to-use web conferencing providers is MegaMeeting. They offer a variety of different products that allow businesses of all sizes to be able to afford to switch to video conferencing instead of spending excessive amounts of money on travel, helping them to grow their business more effectively.

Disadvantages of web conferencing:

1. Too Much Reliance on Technology One negative aspect of relying on web conferencing for meetings is that there are times when technology does not work properly. Companies must be sure that their computers network connections are always up and running, especially when the meetings are scheduled. 2. Lack of Hand Shakes Another negative part of using the web conferencing is that it does take away some of the personal touch. It is impossible for business people to be able to shake hands and close a deal. When businesses are unable to ever meet in face-to-face situation, it can reduce the quality of the relationship.

Ques 3: How would you make your conversation successful while talking to your superiors, peers and subordinates? Ans: Communication is vital in every phase of life, as there are different types and different levels of communication, more so at the workplace and there are some etiquette and rules that need to be followed. Here are some tips for effective communication in the workplace with your subordinates, colleagues, as well as seniors. Be Clear and Transparent: You need to be very clear and transparent in the way you communicate, especially at work. Avoid statements that may be dubious or with a double meaning. Whatever you communicate, be it any changes in the rules, regulations or policies, everything should be explained properly and clearly with examples. Be Well Prepared: Remember this is professional communication, so you should always have a proper documentation of all the points to be covered while communicating with your employees or colleagues. Include everything that you want to communicate, as missing out on even a single important point might create a hassle later on. Be Precise: You are here to communicate about organizational matters, and so you need to honor the time of everyone involved directly or indirectly. For this, you have to be precise. So do not drag the discussion unnecessarily and come to the point directly. Be Generic: Communicating on a professional level needs discussion on a generic level. Pointing at anyone's mistakes or errors is not desirable, as this might result in a conflict. Use the word 'we' for success as well as failures, and try not to use the word 'you' unless there is a need for mentioning something specifically. Be Assertive: Communicate in an assertive manner. It should be such that you, as well as the person in front of you should be benefited. Be open and honest about what you say, while respecting the feelings of others. Do Not Assume: Never work with any assumptions, at least as far as communication is concerned. For example, if there is a set of tasks that need to be performed, make sure you specify all of them along with the end result, and do not assume that everyone involved will know most of the things needed to be done anyway.

Encourage Two-way Communication: Always give the other party a chance to speak. Ask questions,and take the other person's opinion too, once you have finished speaking. Such a twoway conversation forms the basis of a healthy communication, and you also come to know about people's thoughts over certain things. You never know, anyone can come up with a great idea when least expected.

Importance of Communication in the Workplace

Building Trust Employees would always feel motivated if the management communicates about any changes in the working strategy or the company policies. This boosts the employees' morale and builds trust and confidence between the management and the employees. It always allows everyone to know what's going on and what they need to work towards as a team. Good Working Relations One of the most important benefits of workplace communication is establishing and holding good working relations with peers, subordinates, and seniors as well. Good working relations at the workplace ensure a friendly and conflict-free working environment. There will be no room for difference of interests and any sort of confusion whatsoever. Problem Solving No workplace is ever free of conflicts, contradictions, and problems between the employees! However, communicating with colleagues and seniors about the issues help to solve the problems and thus prevents them from further aggravation. Festering of problems inside only leads to bigger conflicts and problems later on, this will adversely affect the company in some way or the other. Healthy from Business Point of View Communicating with the employees about any changes, amendments in the rules, regulations, policies, work rules, etc., helps in getting a better idea of things, and implementation of the work becomes easy. This further results in increased productivity and accuracy, minimizing wastage of resources and time. It is like everyone taking the shortest route to a designated point in the simplest way, all together.