UNIVERSITY OF ENGINEERING

AND TECHNOLOGY
Taxila.
DEPARTMENT OF MECHANICAL ENGINEERING
Communication Skills
Assignment No. 2

SUBMITTED BY:
Names Registration Numbers
Shabran Khan 20-ME-41
Ijlal Wasiq 20-ME-61
Faizan Hassan 20-ME-65
Abdul Rahman 20-ME-69
Shahzaib Hassan 20-ME-73
Rashid Minhas 20-ME-89

SUBMITTED TO:
Madam Tehmina Farrukh
Communication:
Communication is one of the important tools that aid us to connect with people. Proper
communication can help you to solve a number of issues and resolve problems. This is the
reason that one must know how to communicate well. It is very essential to develop
communication skills so that you are able to interact with people and able to share your
thoughts and reach out to them.

Meaning of Communication:
Communication can be defined as the process or act of exchanging, expressing or conveying
information and ideas through writing, speaking and gesturing.
The word communication is basically a process of interaction with the people and
their environment. Through such type of interactions, two or more individuals influence the
ideas, beliefs, and attitudes of each other.

Importance of Communication:
Communication is not merely essential but the need of the hour. It allows you to get the
trust of the people and at the same time carry better opportunities before you. Some
important points are as follows: -
 The basis of coordination
 Fluent working
 The basis of decision making
 Increases managerial efficiency
 Increases cooperation and organizational peace
 Boosts morale of the employees

Communication Process:
The communication process refers to a series of actions or steps taken in order to
successfully communicate. It involves several components such as the sender of the
communication, the actual message being sent, the encoding of the message, the receiver
and the decoding of the message.
The elements involved in the communication process are explained below in detail: -

1. Sender:
The sender or the communicator generates the message and conveys it to the receiver. He
is the source and the one who starts the communication

2. Message:
It is the idea, information, view, fact, feeling, etc. that is generated by the sender and is then
intended to be communicated further.

3. Encoding:
The message generated by the sender is encoded symbolically such as in the form of words,
pictures, gestures, etc. before it is being conveyed.
4. Media:
It is the manner in which the encoded message is transmitted. The message may be
transmitted orally or in writing. The medium of communication includes telephone, internet,
post, fax, e-mail, etc. The choice of medium is decided by the sender.

5. Decoding:
It is the process of converting the symbols encoded by the sender. After decoding the
message is received by the receiver.

6. Receiver:
He is the person who is last in the chain and for whom the message was sent by the sender.
Once the receiver receives the message and understands it in proper perspective and acts
according to the message, only then the purpose of communication is successful.

7. Feedback:
Once the receiver confirms to the sender that he has received the message and understood
it, the process of communication is complete.

8. Noise:
It refers to any obstruction that is caused by the sender, message or receiver during
the process of communication. For example, bad telephone connection, faulty encoding,
faulty decoding, inattentive receiver, poor understanding of message due to prejudice or
inappropriate gestures, etc.
Types of Communication:
There are following types of communication:

On the basis of Organisational Structure:

In the organization structure of enterprise communication, there are two types of
communication:

 Formal communication
 Informal Communication

Formal and Informal Communication:

Formal Communication:
Formal communication is exchanging official information between two or more people
within the same organization, by following predefined rules and using official channels of
communication. Mostly, it is done in written form.

Examples:
Examples of formal communication are

i. Business letters,
ii. Reports,
iii. Orders

Informal Communication:
Informal communication refers to the communication that flows without following the
formal defined path. An informal communication system is also known as grapevine. Under
informal communication, a piece of information flows in all directions without paying any
heed to the level or authority.

Examples:

 Speaking to a person about the weather,

 Writing an email about your holiday
 Sending a birthday card or talking to someone at the grocery shop.
Types Of Formal Communication:

Based on direction, formal communication can be of three types:

1. Downward Communication
2. Upward Communication
3. Horizontal Communication

Downwards Communication:
The flow of information from a higher level (superior) to a lower level (subordinate) in an
organization is known as downwards communication.

Objective:
Communication of policies, procedures, orders, instructions, notices for meetings,
circulars, manuals, etc., is the main objective of downwards communication. The speed of
downward communication is very fast.

Upward Communication:
The flow of information from a lower level (subordinates) to a higher level (superior) of an
organizational hierarchy is known as upward communication.

Objective:
The main objective is to communicate reports, suggestions, complaints, grievances,
progress reports, applications for grant of leave, etc., to the superior. The speed of
upward communication is comparatively less than downward communication.
iii) Horizontal Communication:
The flow of information between people of different departments working at the same
level in an organization is known as Horizontal Communication.

Objective:
The main aim of Horizontal Communication is to coordinate different activities of two or
more departments. It also aims to resolve the interrelated problems between the
departments.
 For example, a finance manager may discuss the promotional cost of new products with
the marketing manager. 

Fig. 03 (Horizontal communication)

On the basis of Mode of Expression
On the basis of modes of expression communication may be of four types of
communication:
 Non-Verbal Communication
 Verbal Communication

Verbal communication:
verbal communication is oral communication with words that you or others speak out loud. Verbal
communication is the use of words to share information with other people. It can therefore include
both spoken and written communication.

Nonverbal Communication:
Nonverbal communication is the transmission of messages or signals through a nonverbal platform
such as eye contact, facial expressions, gestures, posture, and body language. It includes the use of
social cues, distance and appearance of voice and of touch.

Functions of Nonverbal Communication:

The six functions of Nonverbal communication are

 Complementing
 Contradicting
 Accenting
 Repeating
 Regulating
 Substituting

Fig. 04 Verbal & Non-verbal communication

Types of Communication Styles:
Every person has a unique communication style, a way in which they interact and exchange
information with others.

There are four basic communication styles:

 Passive
 Aggressive
 Passive-Aggressive
 Assertive
Types of communication in which our attached samples lie:
We visited the DESCOM section of heavy industries Taxila (HIT) and got two
following samples
 Permission Slip
 Application for the job

Permission Slip:
As the security system in Heavy industries Taxila (HIT) is very strict so the person
has to get entry permission first from Security Wing of HIT. The officer sitting in the security
wing (ADM Officer) who signed the document is of higher rank with respect to the employ
student. So, this type of communication belongs to upward type of communication.

Application for the job:

New employ has to write application to the managing director of TECH COOR
DESCOM to get job or internship in the in Heavy industries Taxila (HIT). This is the same case
as above mentioned. The officer sitting in TECH COOR is of higher rank than employ student
so this is also upward Communication.

Downward Communication:
During our visit we came to know by a charge man of DESCOM normally that
the industry uses the process of notice for a message from higher level to lower level. Also,
he added that they use WhatsApp and sometime other social media groups to convey quick
notices. We concluded this type of communication as downward communication.