Communication

skills .

Session 1 : Method of Communication

What is Communication

‘Communication’ is derived from the Latin

word commūnicāre, which means ‘to
share. Communication is the process of exchanging
ideas, information, or knowledge. You can share
information during the communication process via
speaking, writing, or using another medium.
Communication has three important parts:

1. Transmitting—The message is sent by the sender

through a variety of different media.

2. Listening— The recipient pays attention to or

understands the message.

3. Feedback—To complete the communication cycle,

the receiver provides the sender with feedback
regarding their understanding of the message.

The various elements of a communication cycle are:

1. Sender: the person beginning the communication.

2. Message: the information that the sender wants to

convey.

3. Channel: the means by which the information is sent.

4. Receiver: the person to whom the message is sent.

5. Feedback: the receiver’s acknowledgement and

response to the message.

*The following figure represents types of

communication

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Session 2: Verbal Communication

Type of Verbal Communication

1. Interpersonal Communication: This type of
communication is one-on-one and takes place between
two people. It might be either formal or informal.

2. Written Communication: Writing words is a

necessary component of written communication. It might
be in the form of letters, flyers, reports, manuals, SMS
messages, online discussions, etc. It may involve two or
more parties.

3. Small Group Communication: When there are more

than two participants, small group communication
occurs. Everyone can engage in conversation and
interaction with the others.

4. PublicCommunication: This kind of communication

occurs when one person speaks in front of a large
gathering.

Advantages of Verbal Communication

1. Communication takes less time.

2. It gets feedback quickly after being presented.

3. It provides complete understanding of the

communication that is presented and the opportunity to
clarify it further if there are any ambiguities regarding
the meaning of the words or concepts.

Disadvantages of Verbal Communication

1. Emotions are visible, which might cause problems in

some situations.

2. It has no legal standing, which will cause issues in

some circumstances.

Mastering Verbal Communication

1. Think about your topic.

2. Think about the most effective ways to make your

listeners

3. understand the topic.

4. Write or note down whatever you plan to say.

5. Speak clearly, loudly and at moderate speed.

6. Be sure the information you want to share is to the

point.

7. Do not repeat the same sentences.

8. Be confident.

9. Maintain eye contact, stand straight and be attentive.

10. Be friendly.

Session 3: Non-verbal Communication

The expression or sharing of information or messages
without the use of spoken or written words is known as
non-verbal communication.

Importance of Non-verbal Communication

In our regular correspondence

1. Body, facial, arm, and other motions are used in 55%

percent of communication.

2. Voice, tone, pauses, and other non-verbal signs make

up 38% of communication.

3. Words are used in communicating in just 7% of cases.

Example of Non-verbal Communication

Gestures

1. Raising a hand to greet or say goodbye

 2. Pointing your finger at someone

Expressions

1. Smiling when you are happy

2. Making a sad face when you are sad

Body Language

Postures by which attitudes and feelings are

communicated. Standing straight, showing interest.

Visual Communication

Since visual communication only involves exchanging

messages through images or pictures and does not
require the understanding of a specific language

1. Under construction Sign

2. No parking zone Sign

 3. Under CCTV surveillance Sign

Session 4: Communication Cycle and

the Importance of Feedback

Feedback

Feedback plays an important part in communication

because it tells both the source and the receiver, how
their message are being interpreted.

Descriptive feedback

Descriptive feedback provides particular information that

the learner can use to understand what needs to be done
in order to improve, whether it comes in the form of
written remarks or vocal talks. The best method for
enhancing student learning is descriptive feedback.
Specific Feedback

Specific feedback helps the student understand what they

performed well or poorly.

General Feedback

General feedback on the other hand is very non-specific,

such as “good job” or “you did great.”

Importance of Feedback

1. It validates effective listening

2. It motivates

3. It boosts learning

4. It improves performance
Session 5: Barriers to Effective
Communication

Communication Barriers

Interpersonal communications can go wrong for a variety

of reasons. It is crucial that the communicator gets
feedback to ensure that their message is well understood
because in many communications, the message may not
be understood exactly as the sender intended.

Some common barriers to effective communication

include –
special or technical words that are used by a

t
particular group of people in a particular
profession and that other people do not
understand

1. Theuse of Jargon, could be over-complicated or used

unfamiliar terms.
 2. Emotional barriers and taboos.

3. Difference in perception and viewpoint.

4. Physical
disabilites : such as hearing problems or
speech difficuties.

5. Physical
Barriers to non-verbal communciation. Not
able to move any part

6. Languagedifferences and the difficulty in

understanding unfamiliar accents.

7. Expectationsand prejudices which may lead to false

assumptions or stereotyping. People often hear what
they expect to hear rather than what is actually said
and jump to incorrect conclusions.

8. Cultural
difference : The norms of social interaction
vary greatly in different cultures, as do the way in
which emotions are expressed. For example, the
concept of personal space varies between cultures
and between different social settings.

How to Overcoming from Communication

Barriers

Most of the above mentioned barriers can be overcome

by the skilled communicator. Obviously, bridging gaps in
geography and communicating through disabilities are a
topic for a different discussion. Below, we will look at
some tools that can be used to bridge barriers in everyday
communications.

Active Listening

“Active listening” just means paying attention. That

involves paying close attention to what is being said
rather than merely “hearing” what is being said. All of
the senses must be engaged in order to actively listen.

Use Simple Language

It essentially entails sending and receiving

communications in an understandable format between
two people or entities. Communication techniques
include listening and talking.

Give Constructive Feedback

Feedback is part of the communication cycle.. While the

feedback that we give the speaker/sender may
occasionally be negative, it is important that it be
constructive in nature.

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7 C’s of Communication

A set of guidelines for good written and verbal

communication is known as the “seven C’s of
communication. There are some rules that must be
adhered to when transmitting written and oral messages.
These principles offer recommendations for selecting the
appropriate content and presentational style for the
intended audience.

There are 7’cs of communication which are applicable to

both written as well as oral communication.

These are as follows –

a. Completeness
b. Conciseness
c. Clarity
d. Correctness
e. Concreteness
f. Consideration
g. Courtesy
Completeness
The communication must be complete. It must provide
the audience with all the information they need. When
sending a message, the sender must consider the
recipient’s mindset and adjust their message accordingly.

• Wherever it is necessary, a full communication always

includes more details.

• Complete communication helps in better decision-

making by the audience/readers/receivers of message
as they get all desired and crucial information.

Conciseness

Conciseness means wordiness, i.e, communicating what

you want to convey in least possible words without
forgoing the other C’s of communication. Conciseness is
a necessity for effective communication.

• It is both time-saving as well as cost-saving.

 • As it avoids using too many or unnecessary words, it
emphasises and highlights the core message.

Clarity

Clarity suggests focusing on one message or objective at

a time rather than attempting to do too much at once.

• It makes understanding easier.

• Complete clarity of thoughts and ideas enhances the

meaning of message.

Concreteness
✓
Correctness

Concrete communication implies being particular and

and clear rather than fuzzy and general. Concreteness
strengthens the confidence. Concrete message has
following features:
 • It is supported with specific facts and figures.

• It makes use of words that are clear and that build the
reputation.

• Concrete messages are not misinterpreted.

ectness
Concreteness
Correctness in communication implies that there are no
grammatical errors in communication. Correct
communication has following features:

• The message is exact, correct and well-timed.

• If the communication is correct, it boosts up the

confidence level.

• Correct message has greater impact on the

audience/readers.

Consideration

Consideration implies “stepping into the shoes of

others”. Ensure that the self-respect of the audience is
maintained and their emotions are not at harm. Modify
your words in
message to suit the audience’s needs.

Courtesy

Courtesy in message implies the message should show

the sender’s
expression as well as should respect the receiver. The
sender of the message should be sincerely polite,
judicious, reflective and enthusiastic.

Session 6: Writing Skills — Parts of

Speech

Basic Writing Skills

Sentences

A sentence is a group of words giving a complete

thought. A subject and a verb are required in every
sentence. There are three types of Sentence
 1. Simple

2. Compound

3. complex sentences

Simple sentence

A simple sentence is one independent clause that has a

subject and a verb and expresses a complete thought.
1. Must have a subject and a verb.
2. Must express a complete thought.
3. Must only have one clause.

Examples

1. I am out of paper for the printer.

2. Will you help me with the math homework?

Compound Sentence
A compound sentence allows us to share a lot of
information by combining two or more related thoughts
into one sentence.

Example

I drove to the office, and then I walked to the cabin.

Complex sentence

A complex sentence is a sentence that combines one

independent clause with at least one dependent clause.

Example

Although Rohan had some doubts, he found the courses

very useful.
Computers have come a long way since they first came
on the market.

Phrases

Phrases are a group of words that work together to

communicate an element of speech. The following figure
represents the different types of phrases

There are five types of Phrases

1. Prepositional Phrase
2. Appositive Phrase
3. Participial Phrase
4. Gerund Phrase
5. Infinitive Phrase

Parts of a Sentence

Every sentence can be broken into two parts

 1. Complete Subject

2. Complete Predicate

The complete subject consists of simple subject ( The

noun or the pronoun is the subject is about) and its
modifiers

The complete predicate is made of up of verb and its

modifiers.

Parts of speech

A category to which a word is assigned in accordance

with its syntactic functions. In English the main parts of
speech are noun, pronoun, adjective, determiner, verb,
adverb, preposition, conjunction, and interjection.

The following figure represents eight parts of speech

Article Writing
Article writing is the process of creating a non-fiction
text about current or recent news, items of general
interest or specific topics.

Construction of the Paragraph

What is a paragraph?

A paragraph is a series of sentences that are organized

and coherent, and are all related to a single topic.