Communication Process and its

Importance
 Course Outline

• Vocabulary building, common writing errors, purposeful writing,

business writing, critical reading, reading for understanding,
introduction to communication process, seven Cs of communication,
types of listening, listening skills, verbal and non-verbal
communication, basic presentation skills, Presentation Strategies and
public speaking skills, use of Audio-Visual Aids, basics of group
communication, communicate effectively in job interviews.
 Course Learning Outcomes

• After completion of this course students will be able to:

• CLO-1: Acknowledge importance and basic concepts of
communications.
• CLO-2: Identify common errors usually made by learners of English as
a second language
• CLO-3: Communicate effectively through technical writing and
presentations, using basic- to-intermediate level English, and develop
understanding of communication skills essentials.
 Recommended Books
• Practical English Grammar, by A. J. Thomson and A. V. Martinet. Fourth edition.
Oxford University Press. (Latest Edition)
• Practical English Grammar Exercises 1, by A. J. Thomson and A. V. Martinet,
Oxford University Press. (Latest Edition)
• A Practical Guide to Business Writing: Writing in English for Non-Native Speakers,
by Khaled Mohamed Al Maskari. Wiley. (Latest Edition)
• Communication Skills for Engineers, by Sunita Marshal and C. Muralikrishna
(Latest Edition)
• The Essentials of Technical Communication, by Elizabeth Tebeaux and Sam
Dragga, Oxford University Press. (Latest Edition)
• College Writing Skills, by John Langan,. 9th Edition (or Latest Edition)
• Exploring the World of English, by Saadat Ali Shah, Ilmi Kitab Khana. (Latest
Edition)
 Weekly Lecture Plan
Weekly Break Description
Down of
Contents

Week 01 Course Outline and Introduction to Communication Skills

Week 02 Importance of communication skills (video and discussion)
Week 03 Ways to improve speaking skills
Week 04 Ways to improve writing skills
Week 05 Seven C’s of effective communication
Week 06 Course Title
Technical writing process
Communication Skills
Week 07 Semester Letters and Memo
Fall 2022
Instructor Muhammad Younus
Week 08 & 9 Non Verbal
Credit and Contact Communication
48 Theory + 0 (Lab)
Week 10 Hours (3+0)
Mid Term Exam
Week 11 Debrief on Mid Term result and Basic presentation skills
Week 12 Power Point Presentation tips; Making power point slides
Week 13 Use of Audio Visual Aids
Week 14 Job interview tips (Communicate effectively in job interviews)

Week 15 Basics of group communication ( official meetings)

Week 16 Listening and Reading Skills
Week 17 Presentations by the students on given assignment

Week 18 Presentations by the students on given assignment

Week 19 Final Term Exam
 Meaning Of Communication (1)

• The term communication is derived from the Latin word ' communis',
which means to inform, to tell, to show, to spread information.
Communication refers to the transformation of information. It is a
key function of management. It can play an important role in the
success of the business organization. In the organization, ideas, goals,
plans, instructions, suggestions, etc. have to be communicated to the
managerial staff for the purpose of coordination.
 Meaning Of Communication (2)

• Communication is the exchange of facts, opinions, idea or emotions

between two or more than two persons of common interest. It is the
chain of understanding that binds an enterprise from top to bottom
and from side to side. No organization can accomplish the goal
without effective communication.
• It is the ability to convey or share ideas and feelings effectively.
• The ability to convey information to another effectively and
efficiently.
• "you'll need good communication skills and must be able to work well
with others"
•
Communication Skills Overview

Effective communication skills are a

critical element in your career and
personal lives.

We all must use a variety of

communication techniques to both
understand and be understood.
 The Communication Process

• Communication is the way of sending information. It is the process of

exchanging information between two or more persons to achieve
mutual understanding with each other. The basic steps of
communication are message composition, message encoding,
transmission of a signal, to people by using technology. Finally, the
message decodes and interpretation of the message by the recipient.
 The Communication Process (contd.)

• Communication is the process by which one person or group conveys

the message. In the communication process, the sender is
responsible for encoding the message and sending it through a
channel to a receiver, who then decodes the message into a
perceived meaning.
 The Communication Process (contd.)
• The process of communication in an organization is as follows:
• Sender
The person who conveys the message to another person is known as the
sender. The sender must have the message, idea or information which he
wants to convey. He formulates the message which he wants to convey.
The sender thinks what message should be sent.

• Message
It is the subject matter of communication which a sender creates in his
mind and conveys to the receiver. The sender creates a clear message in his
mind. A message may consist of facts, opinions, information etc. Then the
message is communicated to the receiver.
 The Communication Process (contd.)

• Encoding
The sender needs encoding skill. It will make the receiver understand the message
clearly. When the sender translates the message into words, symbols or some
other form, he is using encoding skills. The effectiveness of encoding depends on
different factors such as skills, attitudes, knowledge of both the receiver and the
sender.

• Channel of communication
Communication is the act of transmitting the message to the receiver. Channels of
communication include speaking, writing, meeting, memos, letters, reports,
emails, text messages and faxes and even nonverbal communication, such as
body language.
 The Communication Process (contd.)
• Receiver
The receiver is the person who receives the message by listening, reading
or viewing. He is the person who actually receives the message,
understands the same and uses for necessary action. The sender gives
messages and the receiver receive the message given by the sender.

• Decoding
After receiving the message by the receiver, the receiver must be able to
decode the message, which means mentally processing the message into
understanding. For example, sending a message in a foreign language that
is not understood by the receiver will result in decoding failure.
 The Communication Process (contd.)

• Feedback
After understanding the message, the receiver gives a response to
the sender regarding the message, which is known as feedback. The
effectiveness of the message is measured through the feedback. A
receiver will give the sender feedback, which is sent by the receiver
back to the sender. If responses are positive, then the communication
is successful and complete.
 Top 10 Communication Skills to be demonstrated
during Job Interviews

These are the top 10 communication skills that recruiters and hiring
managers want to see on your resume and cover letter. Highlight
these skills and demonstrate them during job interviews, and you’ll
make a solid first impression. Continue to develop these skills once
you’re hired, and you’ll impress your boss, teammates, and clients.
 1. Listening

• Being a good listener is one of the best ways to be a good

communicator. No one likes communicating with someone who does
not take the time to listen to the other person. If you're not a good
listener, it's going to be hard to comprehend what you're being asked
to do.
• Take the time to practice active listening. Active listening involves
paying close attention to what the other person is saying, asking
clarifying questions, and rephrasing what the person says to ensure
understanding ("So, what you're saying is…").
• Through active listening, you can better understand what the other
person is trying to say, and can respond appropriately.
 2. Nonverbal Communication

• Your body language, eye contact, hand gestures, and tone all color the message
you are trying to convey. A relaxed, open stance (arms open, legs relaxed), and a
friendly tone will make you appear approachable, and will encourage others to
speak openly with you.
• Eye contact is also important; you want to look the person in the eye to
demonstrate that you are focused on the person and the conversation (however,
be sure not to stare at the person, which can make him or her uncomfortable).
• Also pay attention to other people's nonverbal signals while you are talking.
• Often, nonverbal signals convey how a person is really feeling. For example, if the
person is not looking you in the eye, he or she might be uncomfortable or hiding
the truth.
 3. Clarity and Concision

• Good communication means saying just enough – don’t talk too much
or too little. Try to convey your message in as few words as possible.
Say what you want clearly and directly, whether you're speaking to
someone in person, on the phone, or via email. Think about what you
want to say before you say it; this will help you to avoid talking
excessively and/or confusing your audience.
 4. Friendliness

• Through a friendly tone, a personal question, or simply a smile, you

will encourage your coworkers to engage in open and honest
communication with you.
• It's important to be nice and polite in all your workplace
communications. This is important in both face-to-face and written
communication. When you can, personalize your emails to coworkers
and/or employees – a quick "I hope you all had a good weekend" at
the start of an email can personalize a message and make the
recipient feel more appreciated.
 5. Confidence

• It is important to be confident in your interactions

with others. Confidence shows your coworkers that
you believe in what you’re saying and will follow
through. Avoid making statements sound like
questions. Of course, be careful not to sound
arrogant or aggressive.
• Be sure you are always listening to and empathizing
with the other person.
 6. Empathy

• Empathy means the ability to understand and share the feelings of another.
Essentially, it is putting yourself in someone else's position and feeling what they
are feeling. Empathy means that when you see another person suffering, such as
after they have lost a loved one, you are able to instantly envision yourself going
through that same experience and feel what they are going through.
• Empathic communication involves both accepting and allowing different
perspectives and emotions in other people, and also sharing it with them to
enable encouragement and support. It's also the practice of actively listening, in
an effort to understand the emotions of who you are communicating with.
• Even when you disagree with an employer, coworker, or employee, it is important
for you to understand and respect their point of view. Using phrases as simple as
"I understand where you are coming from" demonstrate that you have been
listening to the other person and respect their opinions.
 7. Open-Mindedness

• A good communicator should enter any conversation with a flexible,

open mind. Be open to listening to and understanding the other
person's point of view, rather than simply getting your message
across. By being willing to enter into a dialogue, even with people
with whom you disagree, you will be able to have more honest,
productive conversations.
 8. Respect

• People will be more open to communicating with you if you convey

respect for them and their ideas. Simple actions like using a person's
name, making eye contact, and actively listening when a person
speaks will make the person feel appreciated. On the phone, avoid
distractions and stay focused on the conversation.
• Convey respect through email by taking the time to edit your
message. If you send a sloppily written, confusing email, the recipient
will think you do not respect her enough to think through your
communication with her.
 9. Feedback

• Being able to appropriately give and receive feedback is an important

communication skill. Managers and supervisors should continuously
look for ways to provide employees with constructive feedback, be it
through email, phone calls, or weekly status updates. Giving feedback
involves giving praise as well – something as simple as saying "good
job" or "thanks for taking care of that" to an employee can greatly
increase motivation.
• Similarly, you should be able to accept, and even encourage,
feedback from others. Listen to the feedback you are given, ask
clarifying questions if you are unsure of the issue, and make efforts to
implement the feedback.
 10. Picking the Right Form of Communication

• An important communication skill is to simply know what form of communication

to use. For example, some serious conversations {layoffs (a temporary or
permanent discharge of a worker or workers because of economic conditions or
shortage of work) , changes in salary, etc.} are almost always best done in person.
• You should also think about the person with whom you wish to speak – if they are
very busy people (such as your boss, perhaps), you might want to convey your
message through email. People will appreciate your thoughtful means of
communication, and will be more likely to respond positively to you.
• Form of communication can be face-to-face, over the telephone, via Skype or
Zoom, etc. Some verbal engagements are informal, such as chatting with a friend
over coffee or in the office kitchen, while others are more formal, such as a
scheduled meeting.
7 tips for effective communication in the
workplace
• Know where to communicate—and about what. ...
• Build your collaboration skills. ...(collaboration means the action of
working with someone to produce something.)
• Talk face-to-face when you can. ...
• Watch your body language and tone of voice. ...
• Prioritize two-way communication. ...
• Stick to facts, not stories. ...
• Make sure you're speaking to the right person.
Thanks