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AECC ENGLISH - SYLLABUS

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1. Introduction : Theory of Communication, Types and modes of Communication

2. Language of Communication :

# $
Verbal and Non-verbal
(Spoken and Written)
Personal, Social and Business
Barriers and Strategies

Facebook Twitter
Intra-personal, Inter-personal and Group communication

3. Speaking Skills:
Monologue
Dialogue

%
Group Discussion
Effective Communication/ Mis- Communication
Interview
Public Speech
Email
4. Reading and Understanding
Close Reading
Comprehension

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Summary Paraphrasing
Analysis and Interpretation
Translation(from Indian language to English and vice-versa) Literary/Knowledge
Texts

5. Writing Skills
Documenting
Report Writing
Making notes
Letter writing

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EXAMINATION inappropriate? Report this Document
AECC (ENGLISH) – WRITTEN EXAMINATION
Unit 1. Theory of Communication (2Qs x 5 Marks = 10 Marks)
Unit 2. Language of Communication – Short Notes (5Qs x 2 Marks = 10 Marks)
Unit 3. Speaking Skills – 3 Sub-topic to be tested = 20 Marks
Unit 4. (i) Unseen Reading Comprehension – 10 Marks
(ii) Summary/ Simple theory question on translation/ translation 5 sentences from English to
MIL – 5 Marks
Unit 5. Writing Skills – Report writing + Letter writing – 20 Marks
INTERNAL ASSESSMENT
10 Marks – Class Test + 10 Marks – Class Work + 5 Marks – Attendance

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UNIT 1: THEORY OF COMMUNICATION

1.1 What is communication?

The word ‘communication’ has been derived from Latin words ‘communis’ and
‘communicare’. The meaning of the first word suggests to make common and
‘communicare’ means to share or sharing.
Definition 1: It is the ability to speak, write or to express our ideas, feelings: clearly and
convincingly.
Definition 2: It is the process of sending and receiving messages for the purpose of
understanding, knowing, informing and in the broadest sense, improving the relation with
the world.
Definition 3 (Robert Anderson): Communication is the interchange of thoughts, opinions
or information by speech, writing or signs.
! Communication can also be symbolic because it is not limited to words or
language. It can always be done by the help of gestures and symbols or facial
expressions. The symbols can be present with and without language. Our ability
to symbolize and express makes the process of communication possible.
! Communication is the process of expressing one’s ideas, thoughts, feelings,
expressions, emotions, language, knowledge etc. The process may involve
transaction, exchange, and sharing.
! Communication can also be understood as an exchange of meaning and
understanding.
! Meaning is central to communication, and the transmission of meaning is the
central objective of communication.
! Communication begins with the sender sending out message cues, w hich are
perceived by the receiver who assigns meaning to them and responds to them as
per the need. Communication can be complete unless the message sent by the
sender is properly decoded at the receiver’s end and comprehended. Moreover,
communication can be considered effective only when the receiver’s response is
matching with the meaning the sender wanted to convey.

A model of the communication process would most commonly look like this:

Encoding Decoding
Sender/ Receiver/
the the
Encoder Decoder
message message

Feedback

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Tools of Communication:

There are various tools that helps in the process of communication.

i) Language: The main function of each and every language is to communicate.

Each language has various forms. It is one of the foremost and important tool of
communication. It is the most clear and comfortable tool to use. Each and every
individual uses this tools in the process of communication.

ii) Script: This is a group of symbols used to express the language in the written
format.

iii) Drawing/Painting/Sculpture/Visual art: These use creativity to communicate in

an artistic manner. A small piece of art can convey thousands of sentences by its
form, size, colour combination, shades etc.

iv) Body: Our body is one of the most important tools of communication. Whether
we are using language or not it is always present in the process of
communication. Without body cues our communication may be confusing. Our
words must be supported by proper actions reflected by the body. They may be in
the form of gestures, postures, eye contact, spacing etc. Every action or non-
action is part of the body. This type of tool is otherwise known as body language.

v) Silence: In particular situations silence can also act as an important tool for
communication. There are many instances where either we don’t use
language/words or we are not in a position to use those. In such situations silence
has the power to convey the message effectively.

1.2 Types and Modes of Communication

Types of Communication Based on Purpose and Style:

Based on style and purpose, there are two main categories of communication:

1. Formal Communication
2. Informal Communication

1. Formal Communication
In formal communication, certain rules, conventions and principles are followed while
communicating message. Formal communication occurs in formal and official style. Usually
professional settings, corporate meetings, conferences undergoes in formal pattern. In formal
communication, use of slang and foul language is avoided and correct pronunciation is
required. Authority lines are needed to be followed in formal communication.

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Formal communication is otherwise known as official communication. In case of formal

communication we use formal language. Formal communication is used for serious or official
purposes. E.g. Debate, discussions, lectures, interview, seminars, speech, Group work,
meetings, presentations, public speaking, press briefing etc. Most times it is bereft of personal
feelings and emotions. That’s why critics categorize formal communication as artificial
communication. In formal communication, the same topic communicated at different places,
to different persons under different situations and environment can vary. The status and
position of the persons involved in the process also changes the form of formal
communication.

2. Informal Communication
Informal communication is done using channels that are in contrast with formal
communication channels. It can be a casual conversation. It is established for societal
affiliations of members in an organization and face-to-face discussions. It happens among
friends and family. In informal communication use of slang words, foul language is not
restricted. Usually informal communication is done orally and using gestures. Informal
communication, unlike formal communication, doesn’t follow authority lines. In an
organization, it helps in finding out staff grievances as people express more when talking
informally. Informal communication helps in building relationships.
Informal communication includes all the communication that we do either in a professional
set up or in social set up without any serious purpose attached to it. E.g. casual greetings or
private conversations, chatting, gossiping etc... Informal communication is natural and free
flowing communication without any rules, restrictions and formality. It reflects personal
touch, humility and emotions.
One must understand that there is a hair line difference between formal and informal
communication. Language used in both types of communication depends on the kind of
relationship plus in what context the communication is taking place. The environment has a
definite role in deciding the degree of formality in the process of communication.
Types of communication based on the communication channels used are:

1. Verbal Communication
2. Nonverbal Communication

1. Verbal Communication:
Verbal communication refers to the form of communication in which message is transmitted
verbally; communication is done by word of mouth and/or a piece of writing. Verbal
communication is any communication that uses language.
Verbal Communication is further divided into:
i. Oral Communication
ii. Written Communication

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1) Oral Communication: In oral communication, spoken words are used. It includes face-
to-face conversations, speech, telephonic conversation, video, radio, television, voice
over internet. In oral communication, communication is influence by pitch, volume, speed
and clarity of speaking.
Advantages of Oral communication:
! It brings quick feedback.
! In a face-to-face conversation, by reading facial expression and body language
one can guess whether he/she should trust what’s being said or not.
Disadvantage of oral communication:
! In face-to-face discussion, user is unable to deeply think about what he is
delivering, so this can be counted as a

2) Written Communication:

! In written communication, written signs or symbols are used to communicate.

A written message may be printed or hand written.

! In written communication message can be transmitted via email, letter, report,

memo etc. Message, in written communication, is influenced by the
vocabulary & grammar used, writing style, precision and clarity of the
language used.

! Written Communication is the 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.

! For communicating with external environment in writing, electronic mail,

Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts,
advertisements, brochures, and news releases are used.

Advantages of written communication :

! Messages can be edited and revised many time before they are actually sent.Written
communication provides a record for every message sent and can be saved for later
study.
! A written message enables the receiver to fully understand it and send appropriate
feedback.

Disadvantages of written communication includes:

! Unlike oral communication, written communication doesn’t bring instant feedback.
! It take more time in composing a written message as compared to word-of-mouth and
a number of people struggle with writing ability.

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Broadly, Written Communication can be divided into two types as per the use:
i. Professional (communication with respect to official communication) and
ii. Personal.

As per the method, style, composition, length and use these are 5 different categories of
written communication.
i. Documentation: Applications, letters, circulars, memos, telegrams, forms,
questionnaires, manuals, tenders etc.
ii. ii) Books: Novels, stories, poems, articles, essays, puzzles, travelogues etc.
iii. Research: Samples, projects, inventory, bibliography, surveys, journals reports,
thesis, dissertations, hypothesis etc.
iv. Meeting: Agenda, minutes, MOU, agreement, contract etc.
v. Print media: News, magazines, journals etc.

2. Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless messages. We can
say that communication other than oral and written, such as gesture, body language,
posture, tone of voice or facial expressions, is called nonverbal communication. Nonverbal
communication is all about the body language of speaker.
Nonverbal communication helps receiver in interpreting the message received. Often,
nonverbal signals reflects the situation more accurately than verbal messages. Sometimes
nonverbal response contradicts verbal communication and hence affect the effectiveness
of message.

Nonverbal communication have the following three elements:

Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings
Body Language
facial expressions, gestures, postures
Sounds
Voice Tone, Volume, Speech rate
Types of nonverbal communication:

vi. Conscious: Winking of an eye, traffic police gestures etc.

vii. Subliminal: It affects our mind without our knowledge. Police uniform,
Modelling, Military attire etc.
viii. Voluntary or involuntary messages: Communicators are unaware of their body
cues. Scratching the back of your head while telling a lie.

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PROXEMICS

The space around us communicates in its own way and contributes to communication. This
aspect of communication is called proxemics, that is, the role of space in communication or
space language. The distance between the sender and the receiver is the space that displays
the relationship shared by them. The four distinct spatial zones in proxemics theory are:

1. Public Space
12 to 25 feet, or range of eyesight. This is formal space. It is possible that there is no
kind of personal relationship between the sender and the receiver. Communaication
often happens through the use of microphone. For example, the Prime Minister or the
President addressing the nation.

2. Social Space
4 to 12 feet. In this zone, relationships are more formal and official. People are more
cautious in their movements. For example, an interview.

3. Personal Space
18 inches to 4 feet. This zone is personal, relaxed and casual, so spontaneous,
informal, and unplanned communication is possible. One communicates with friends,
peers, colleagues etc. in this zone.

4. Intimate Space
Extends to 18 inches. One communicates with members of the family, lovers, spouses
etc. in this zone. Most communication in this zone is informal. For example, a pat on
the back or a hug.

CHRONEMICS
Or Time language. This is the study of the use of time to communicate. In the
professional world, time is a valuable resource. When we are late for an appointment,
people respond negatively. If we arrive early, we are considered over-eager.
Therefore, it is important to be punctual. Punctuality is a tool in time language.

HAPTICS
Or Touch Language. This indicates communication through touch. It includes the
way we communicate by our physical contact or by touching the other person. It
varies in acceptability across cultures. For example, a pat on the back, kissing,
slapping, shaking hands with someone are ways of communicating.

PARALANGUAGE

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Paralanguage is the way meaning is conveyed by how we say things while speaking.
It is a kind of non-verbal communication. It involves speed, volume, pitch, whether
the spoken word is loud or inaudible, high-pitched or husky, fast or slow, the accent
while speaking etc. Word stress is also an important element in paralanguage. The
meaning of a sentence changes according to which word you choose to stress. So, for
example, all of the following four sentences have different meanings, according to
which word is stressed:
1. Have you read the new book?
2. Have you read the new book?
3. Have you read the new book?
4. Have you read the new book?
5. Have you read the new book?

UNIT 2: LANGUAGE OF COMMUNICATION

2.1 Verbal and Non-verbal communication (oral and written)

- See above in ‘Types and Modes’

2.2 Personal, Social and Business Communication

(a) Personal Communication

Personal communication is the exchange of message or ideas between two
individuals. It can be formal or informal, oral or written. Personal
communication is often distinguished from business communication since it
does not have the kind of organizational formality that business
communication does. Any conversation between two individuals, verbal or
non-verbal, that does not involve a formal organisational setting is called
personal communication.

(b) Social Communication

Social communication is the exchange of message or ideas between an
individual and a group of individuals or between two groups of individuals.
Social communication, like personal communication, can be formal or
informal, oral or written, or verbal or non-verbal. Any conversation occurring
in a social (rather than personal/private) setting is considered social
communication.

(c) Business Communication

Business Communication is generally a formal type of communication. It is
done by professionals with a specific purpose for a specific audience. It is
dictated by rules, formal structures, and convention. It follows specific

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directions and protocols. Business communication also uses technical, formal

language. It is the process of transmitting information about and within the
organization. An example of business communication is an email to
employees with a list of items to be discussed at the next meeting.

2.3 Barriers and Strategies

(i) Barriers to Communication

The objective of any communication is to have people understand what we are trying
to convey. When we talk to others, we assume that others understand what we are
saying because we know what we are saying. But this is not always the case. Usually
people bring their own attitude, perception, emotions, and thoughts about the topic,
which creates barriers to delivering the right meaning.
Recognizing barriers to effective communication is a first step in improving communication
style. Following are some of the more common barriers to communication:

Encoding Barriers. The process of selecting and organizing symbols to represent a

message requires skill and knowledge. Obstacles listed below can interfere with an
effective message.

1. Lack of Sensitivity to Receiver. A breakdown in communication may result when a

message is not adapted to its receiver. Recognizing the receiver’s needs, status, knowledge
of the subject, and language skills assists the sender in preparing a successful message. If a
customer is angry, for example, an effective response may be just to listen to the person
vent for a while.

2. Lack of Basic Communication Skills . The receiver is less likely to understand the
message if the sender has trouble choosing the precise words needed and arranging those
words in a grammatically-correct sentence.

3. Insufficient Knowledge of the Subject. If the sender lacks specific information about
something, the receiver will likely receive an unclear or mixed message. Have you
shopped for an item such as a computer, and experienced how some salespeople can
explain complicated terms and ideas in a simple way? Others cannot.

4. Information Overload . If you receive a message with too much information, you may
tend to put up a barrier because the amount of information is coming so fast that you may
have difficulty comfortably interpreting that information. If you are selling an item with
twenty-five terrific features, pick two or three important features to emphasize instead of
overwhelming your receiver (ho-hum) with an information avalanche.

5. Emotional Interference. An emotional individual may not be able to communicate

well. If someone is angry, hostile, resentful, joyful, or fearful, that person may be too

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preoccupied with emotions to receive the intended message. If you don’t like someone, for
example, you may have trouble “hearing” them.

Transmitting Barriers: Things that get in the way of message transmission are sometimes
called “noise.” Communication may be difficult because of noise and some of these
problems:

1. Physical Distractions. A bad cellular phone line or a noisy restaurant can destroy
communication. If an E-mail message or letter is not formatted properly, or if it contains
grammatical and spelling errors, the receiver may not be able to concentrate on the message
because the physical appearance of the letter or E-mail is sloppy and unprofessional.

2. Conflicting Messages . Messages that cause a conflict in perception for the receiver may
result in incomplete communication. For example, if a person constantly uses jargon or
slang to communicate with someone from another country who has never heard such
expressions, mixed messages are sure to result. Another example of conflicting messages
might be if a supervisor requests a report immediately without giving the report writer
enough time to gather the proper information. Does the report writer emphasize speed in
writing the report, or accuracy in gathering the data?

3. Channel Barriers. If the sender chooses an inappropriate channel of communication,

communication may cease. Detailed instructions presented over the telephone, for
example, may be frustrating for both communicators. If you are on a computer
technical support help line discussing a problem, it would be helpful for you to be
sitting in front of a computer, as opposed to taking notes from the support staff and
then returning to your computer station.

4. Long Communication Chain. The longer the communication chain, the greater the
chance for error. If a message is passed through too many receivers, the message
often becomes distorted. If a person starts a message at one end of a communication
chain of ten people, for example, the message that eventually returns is usually
liberally altered.

Decoding Barriers. The communication cycle may break down at the receiving end for
some of these reasons:

1. Lack of Interest. If a message reaches a reader who is not interested in the message, the
reader may read the message hurriedly or listen to the message arelessly. Miscommunication
may result in both cases.

2. Lack of Knowledge. If a receiver is unable to understand a message filled with technical

information, communication will break down. Unless a computer user knows something
about the Windows environment, for example, the user may have difficulty organizing files if
given technical instructions.

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3. Lack of Communication Skills. Those who have weak reading and listening skills make
ineffective receivers. On the other hand, those who have a good professional vocabulary and
who concentrate on listening, have less trouble hearing and interpreting good
communication. Many people tune out who is talking and mentally rehearse what they are
going to say in return.

4. Emotional Distractions . If emotions interfere with the creation and transmission of a

message, they can also disrupt reception. If you receive a report from your supervisor
regarding proposed changes in work procedures and you do not particularly like your
supervisor, you may have trouble even reading the report objectively. You may read, not
objectively, but to find fault. You may misinterpret words and read negative impressions
between the lines. Consequently, you are likely to misunderstand part or all of the report.

5. Physical Distractions. If a receiver of a communication works in an area with bright

lights, glare on computer screens, loud noises, excessively hot or cold work spaces, or
physical ailments, that receiver will probably experience communication breakdowns on a
regular basis.

Responding Barriers—The communication cycle may be broken if feedback is

unsuccessful.

1. No Provision for Feedback. Since communication is a two-way process, the sender

must search for a means of getting a response from the receiver. If a team leader does not
permit any interruptions nor questions while discussing projects, he may find that team
members may not completely understand what they are to do. Face-to-face oral
communication is considered the best type of communication s ince feedback can be both
verbal and nonverbal. When two communicators are separated, care must be taken to ask for
meaningful feedback.

2. Inadequate Feedback. Delayed or judgmental feedback can interfere with good

communication. If your supervisor gives you instructions in long, compound-complex
sentences without giving you a chance to speak, you may pretend to understand the
instructions just so you can leave the stress of the conversation. Because you may have not
fully understood the intended instructions, your performance may suffer.

2.4 Strategies for effective Communication

It is essential to deal and cope with these communication barriers so as to ensure smooth and
effective communication. Following are a few ways to overcome the barriers to
communication.

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1. Eliminating differences in perception: Understanding how one’s message can be

misunderstood because of the kind of language used, or tone, or style is the first step
towards preventing miscommunication. Realizing that perspectives differ might help
one to anticipate and avoid any difference in the interpretation of message.
2. Use of Simple Language: Use of simple and clear words should be emphasized. Use
of ambiguous words and jargon should be avoided.
3. Reduction and elimination of noise levels: Noise is the main communication barrier
which must be overcome on priority basis. It is essential to identify the source of
noise and then eliminate that source.
4. Active Listening: Listen attentively and carefully. There is a difference between
“listening” and “hearing”. Active listening means hearing with proper understanding
of the message that is heard. By asking questions the speaker can ensure whether
his/her message is understood or not by the receiver in the same terms as intended by
the speaker.
5. Emotional State: During communication one should make effective use of body
language. He/she should not show their emotions while communication as the
receiver might misinterpret the message being delivered. For example, if the conveyer
of the message is in a bad mood then the receiver might think that the information
being delivered is not good.
6. Avoid Information Overload: One should know how to prioritize their work. They
should not overload themselves with the work. They should spend quality time with
their subordinates and should listen to their problems and feedbacks actively.
7. Give Constructive Feedback: Avoid giving negative feedback. The contents of the
feedback might be negative, but it should be delivered constructively. Constructive
feedback will lead to effective communication between the superior and subordinate.
8. Proper Media Selection: One should properly select the medium of communication.
Simple messages should be conveyed orally, like: face to face interaction or meetings.
Use of written means of communication should be encouraged for delivering complex
messages. For significant messages reminders can be given by using written means of
communication such as Memos, Notices etc.
9. Flexibility in meeting the targets: For effective communication in an organization
the managers should ensure that the individuals are meeting their targets timely
without skipping the formal channels of communication. There should not be much
pressure on employees to meet their targets.

2.4 Intra-personal, Inter-personal, and Group Communication

(a) Intra-personal communication

Intrapersonal communication takes place within a single person, often for the purpose of
clarifying ideas or analyzing a situation. Other times, intrapersonal communication is
undertaken in order to reflect upon or appreciate something. Talking to oneself, thinking etc.
can be included in this. Internal discourse involves thinking, concentration and analysis.
Psychologists include both daydreaming and nocturnal dreaming in this category. Solo vocal

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communication includes speaking aloud to oneself. This may be done to clarify thinking, to
rehearse a message intended for others, or simply to let off steam. Example: Talking to
yourself as you complain about your boss. Solo written communication deals with writing
not intended for others. Example: An entry in a diary or personal journal.

(b) Inter-personal Communication

Interpersonal communication involves a direct face-to-face relationship between the sender

and receiver of a message, who are in an interdependent relationship. Any communication/
conversation between two or more people falls under this category. Interpersonal
communication involves not only the words used but also the various elements of nonverbal
communication.
• Public communication involves a large group with a primarily one-way monologue style
generating only minimal feedback. Information sharing, entertainment and persuasion are
common purposes of public communication. Example: Lecture in university class.

(c) Group Communication

Group communication involves three or more persons, though communication scholars are
inconsistent as to the top end of the number scale. The smaller the number in the group, the
more closely this mode resembles interpersonal communication.
It can also refer to an organisational communication, which means communication within an
organisation, or communication between different organisations.

(d) Extrapersonal Communication

In extra-personal communication, human beings interact with non-human entities. An
example would be communicating with one’s pets. Similarly, any communication with
inanimate objects can be termed so.

(e) Mass Communication

Mass communication is a more public form of communication between an entity and a large
and diverse audience, mediated by some form of technology. This may be either real time or
on a taped-delay basis, or it may be rooted in the usually recent past. Examples: Radio and
television, newspapers and magazines.

UNIT 3: SPEAKING SKILLS

3.1 Monologue
A monologue is a lengthy speech by a single person. It can be of various types:

(i) Soliloquy:

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A soliloquy is an act of speaking one's thoughts aloud when by oneself or regardless of any
hearers, especially by a character in a play. In drama, a special form of monologue, where no
other person is present on stage beside the speaker, is called soliloquy.

(ii) Interior Monologue

Internal monologue, also known as inner voice, internal speech, or verbal stream of
consciousness is thinking in words. It also refers to the semi-constant internal monologue one
has with oneself at a conscious or semi-conscious level. It is the expression of a character's
thoughts, feelings, and impressions in a narrative.
An interior monologue may be either direct or indirect:
! direct, in which the author seems not to exist and the interior self of the character is given
directly, as though the reader were overhearing an articulation of the stream of thought and
feeling flowing through the character's mind;
! indirect, in which the author serves as selector, presenter, guide, and commentator.

(iii) Dramatic Monologue

A poetic form in which a single character, addressing a silent auditor at
a critical moment, reveals himself or herself and the dramatic situation. A dramatic
monologue is a long excerpt in a play, poem or story that reveals a character's thoughts and
feelings. When we read a story, sometimes we can see what a character is thinking, but it isn't
always so clear. When a writer allows a character to speak in a monologue, we get to see
inside a character's head and then we better understand what motivates that character.

3.2 Dialogue
Dialogue is (1) a verbal exchange between two or more people, or (2) a conversation reported
in a drama or narrative. While writing a dialogue it is important to pay heed to the difference
in voice and register of the participants.

3.3 Effective Communication/ Miscommunication

Miscommunication occurs when the message is not adequately sent or received in

communication. When the receiver is unable to transmit meaning to the sender, or the sender
is unable to decode the meaning, miscommunication results. Miscommunication often occurs
Download
when communication meets one of the barriers described above.

Effective Communication is communication where meaning is adequately sent as well as