Forms of Communication

Communication is the process of sending, receiving and exchanging information, opinions or ideas by writing,
speaking or visual means, so that the message communicated is completely understood by the recipients (reader,
listener, seer). Communication, whether formal or informal, has two forms which are: nonverbal and verbal (oral and
written) communication.

Verbal Communication

The kind of communication in which we use words is called verbal communication.

Verbal communication includes oral and written communication.

Oral Communication:

Oral communication is a kind of verbal communication which means sending a message through spoken words. It is a
process which begins in childhood and with the passage of time, it gradually becomes more complex. Businessmen
spend 75 percent of their time on oral communication. Oral communication includes: formal meetings, instructions,
clients dealing, interviews, seminars, private discussions, conferences, and telephone calls etc. Oral communication
normally occurs in situations where a permanent written record of the communication is not necessary.

Ways to Make Oral Communication Successful:

1. Planning: Oral communication should be planned carefully. Firstly, we have to determine the purpose,
prepare supporting notes and collect relevant materials. Secondly, we must choose the language according
to the situation.
2. Consider the Receiver: Before starting an oral communication, we must ask ourselves who the receiver is.
For effective oral communication, we should keep in mind the education, position, experience and our
relation with the listener.
3. Consider the Situation: Oral communication occurs in various situations, for example, interviews,
discussions, conferences, and seminars etc. Moreover, the situation can be formal, informal, favourable,
neutral, unfavourable, and friendly etc. We must adopt the manner according to the situation.
4. Be Open-minded: For effective oral communication, we have to be open-minded. We should allow others
to share their opinions and respect them. We should give others proper opportunity to speak up their minds.

Advantages of Oral Communication:

 It provides immediate feedback.

  Oral message is easy to convey and understand.
 It can easily be changed according to the situation.
 It does not need stationary or other expensive equipment.
 It can be detailed according to the subject.

Non-verbal Communication:

The kind of communication in which we do not use words is called non-verbal communication. In face-to-
face communication, the non-verbal signals are just as important as the verbal signals. While speaking, the
information is conveyed both verbally and nonverbally. The non-verbal communication is usually referred to as the
body language. Non-verbal signals are often used unconsciously; for example, listening a sudden tragic news may
result in a sharp intake of breath which shows our shock. Such non-verbal signals add extra meaning to our
communication that a written document cannot. Non-verbal signals are the important parts of the communication
process; they include: posture, facial expressions, gestures, eye contact, touching.

1. Posture: The way people stand or sit can tell a lot about how they feel. One who is nervous will fidget with
one’s hands or tap one’s feet. Someone who is sitting back in his/her chair, legs crossed at ankles may be
seen as being more relaxed and confident. Someone with a sad expression, head down or lifeless is
probably feeling depressed. Someone sitting forward in his/her chair, looking intently at the speaker is
showing a great deal of interest. The ability to interpret such signals is important for effective
communication.
2. Facial Expression: Human faces are capable of communicating a wider range of expressions and emotions.
Such expressions inform us about the inner feelings of the speaker. For instance, a smile conveys good
humour, raised eye-brows denotes question or disbelief and a frown denotes worry.
3. Gestures: While speaking, we unconsciously use gestures, for example, shaking fist to show anger and
moving hands for emphasis. While listening too, we exhibit various gestures, like, nodding for agreement,
shaking head for disapproval, and touching our chin with hand for consideration or reflection etc.
Understanding these gestures is key to our routine communication.
4. Eye Contact: Eye contact is the most important non-verbal signal in our daily communication. Looking
someone directly in the eye means honesty, confidence, frankness, and comfort. Looking away suggests
shyness, shame, and lack of confidence
 and interest. While communicating in a group, it is important not to fix our gaze on a single person; we
should rather shift our gaze regularly.
5. Touching: Touching is an important tool to convey warmth, support, encouragement and comfort. In some
cultures, there are strict rules to govern who may touch whom and how because touching shows intimacy
and familiarity. We cannot show intimacy with everyone, therefore, we have to take a great care while
touching someone. Otherwise, it may sometimes be considered as a sexual harassment.

Seven Steps to Effective Communication

The main aim of communication is to inform. It means that communication, whether written or oral, is all
about comprehension of the message transferred by the sender. Our aim should be to convey our message
successfully so that the receiver receives the message without any misunderstanding. We can achieve effective
communication by having thorough knowledge of the communication cycle. For this purpose, we to keep in mind
the following seven steps to effective communication.

Step 1: What and Why

Our first step is to consider what the objective of our communication is and why we have to communicate
the message. Our aim can be

 To give information
 To persuade
 To request
 To order etc. Step

2: Select Channel

The next step is to consider what channel or means of communication would be appropriate. For this
purpose, we have to keep in mind the relationship between the sender and the receiver, the nature of the message, its
urgency, and many other things. Main channel are:

 Oral channel
 Written channel
 Electronic channel
Step 3: Select Encoding technique

By encoding, we mean choosing the manner in which we send our message. For example, the verbal
language we use and the non-verbal signals like and angry or soft voice, harsh or respectful tone. For this, we have
to consider why the communication is happening; whether it is

 Serious
 Urgent
 Informative
 Narrative or
 Imperative

Step 4: Consider Barriers

We must think about all the possible barriers that may affect the receiver’s understanding of the message.
We have to consider whether our communication is achieving the desired goals. Incase the barriers are influencing
our message, we may need to return to the previous steps.

Step 5: Send the message

After considering all the above-mentioned steps, we may now send our message in the most desirable way.

Step 6: Check for Understanding

After sending the message, it is necessary to check whether the receiver has understood the message as we
intending. It is very important that the receiver should receive the same spirit as the sender intended.

Step 7: Obtain Feedback from the receiver/recipient

The final stage is essential. We must obtain feedback from the receiver to know whether our
communication is effective. If the message is not understood by the receiver, we must ask ourselves why our
communication has failed and how it could have been improved in order to be effective. We may ask ourselves the
following questions:

 Did our language or expression create confusion?

 Was our timing poor?
 Was our message too long so that the main points were lost?
 Didn’t we structure our message logically?
 Was our message in incorrect format? Etc.
Seven C’s of Effective Communication (Principles of Effective Communication)

We must apply certain communication principles if we want to compose effective written or oral messages.
These principles provide guidelines regarding the purpose, style, manner and receiver of our communication. They
are called the seven C’s of effective communication. They include: completeness, conciseness, clarity, correctness,
courtesy, concreteness and consideration.

1. Completeness: Every communication must be complete and adequate. Incomplete messages keep the receiver
guessing, create misunderstanding and delay responses. Therefore, the receiver should be provided with all the
required facts and figures. For examples, when a factory supervisor instructs the workers to produce a product,
he must specify the exact size, shape, quality, quantity and cost of that product.
2. Conciseness: In official communication, we should be brief and able to say what we have to say in the fewest
possible words. But we should not sacrifice the other “C” qualities for the sake of conciseness. Conciseness has
the following benefits:
 A concise message saves time and cost.
 By eliminating unnecessary words, we make our main ideas more prominent.
 Concise messages are more attractive to receiver as they save time and avoid unnecessary
information.
3. Clarity: Clarity means sending our messages clearly so that the receiver may understand what we are trying to
convey. We always want the receiver to understand and to interpret our words with the same meaning that we
have in our minds. Following are some specific ways to help us make our messages clear.
 Choose short and familiar words.
 Make proper sentences and paragraphs.
 Make our message easy to read and listen.
 Include examples, illustrations or visual aids if needed.
4. Correctness: The term correctness means right and accurate. While constructing our messages, we have to use
the right language and accurate facts and figures. Incase of any falsehood or deception on the part of the
sender, the receiver may lose credibility. It will also spoil the image of a company/organization. For
correctness, grammatical error must also be avoided.
5. Courtesy: Courtesy in message means that the message should show the sender’s proper expression and respect
for the receiver. The sender of the message should be sincere, polite, enthusiastic (keen) and judicious. A
courteous message has the following qualities:
 It is positive and focused on the receiver.
 It presents both the viewpoints and the gentle expression of the sender.
 It shows respect for the receiver.
  It is not biased.
6. Concreteness: Concrete communication means being particular and clear rather than general and
ambiguous (unclear). A concrete message has the following features:
 It is supported with specific facts and figures.
 The words used in the message are clear.
 Concrete messages are not misinterpreted or misunderstood.
7. Consideration: Consideration means thinking and it is related to the other six C’s of effective
communication. We have to consider what the receiver needs. We must ensure that the language and the
content of the message are according to the receiver’s requirements. We have to make sure that we have
applied the other six C’s correctly.

Business work-environment requires its employees to work efficiently through fruitful communication.
Awareness of these seven C’s of communication makes us an effective communicator by reducing the
barriers that can spoil our messages.

Literacy skill or Reading skill

Reading skill refers to the ability to comprehend and derive meaning from written text, that allow a person to
effectively read and understand various types of materials.

**Scanning:**

- Scanning is a quick and efficient way to locate specific information within a text.

- The goal is to rapidly search for a particular word, phrase, or fact without reading the entire document.

- Effective scanning involves moving your eyes quickly down the page, looking for visual cues like headings,
keywords, numbers, or dates.

- This technique is useful when you need to find a particular piece of information, such as a phone number,
address, or definition, without having to read everything.

**Skimming:**

- Skimming is a reading technique that allows you to quickly get the main idea or gist of a text.

- Instead of reading every word, you focus on the key elements like the introduction, topic sentences, and
conclusion.

- Skimming involves reading the first and last paragraphs, section headings, and any visual aids like charts or
graphs.

- This approach helps you rapidly understand the overall purpose, structure, and main points of a document
without getting bogged down in the details.

- Skimming is useful when you need to get a general understanding of a text before deciding whether to read it
more thoroughly.

**Intensive Reading:**

- Intensive reading involves a careful, in-depth study of a text.

- The goal is to fully comprehend and retain the information, focusing on both the literal and implied meanings.

- Intensive reading requires actively engaging with the text by taking notes, underlining key points, and making
connections to your prior knowledge.
- This approach is typically used for academic or professional texts where a deep understanding is necessary,
such as research articles, technical manuals, or complex literature.

- Intensive reading is a slower, more deliberate process, but it leads to a higher level of comprehension and
retention.

**Extensive Reading:**

- Extensive reading involves reading longer texts, such as books or articles, for pleasure and general
understanding.

- The focus is on enjoying the reading experience and gaining a broad, overall comprehension of the material.

- Extensive reading is often done at a faster pace, with less emphasis on detailed analysis or note-taking.

- This approach is commonly used for leisure reading, such as novels, memoirs, or popular non-fiction.

- Extensive reading can help expand your vocabulary, improve your fluency, and develop a deeper appreciation
for literature.

**Speed Reading:**

- Speed reading is a set of techniques that aim to increase reading speed while maintaining or even improving
comprehension.

- Key strategies for speed reading include:

- Reducing sub vocalization (the inner voice that reads aloud in your head)

- Expanding your visual span to take in more words at once

- Minimizing eye movements and regressions (going back to re-read)

- Improving concentration and focus

- Speed reading can be particularly useful when you need to quickly process large amounts of information, such
as in academic or professional settings.

- However, it's important to find the right balance between speed and comprehension, as too much focus on
speed can sometimes lead to a loss of understanding.

Turn Taking

Turn-taking in communication refers to the process of exchanging and alternating speaking roles between
participants in a conversation. It is a fundamental aspect of effective communication that helps maintain a
balanced and orderly flow of conversation.

During a conversation, turn-taking involves individuals taking turns to speak, listen, and respond appropriately.
It ensures that each participant has an opportunity to express themselves and contribute to the discussion. Turn-
taking is governed by both verbal and non-verbal cues, such as pauses, intonation, body language, and eye
contact.

Here are some key principles and strategies associated with turn-taking in communication:

1. Transition relevance place (TRP): TRP refers to the points in a conversation where it is appropriate for a
speaker to yield the floor to another participant. TRPs typically occur at the end of a speaker's turn or at points
where a natural pause or completion in speech arises.

2. Overlapping and interruptions: In some instances, participants may overlap their speech, interrupting or
speaking at the same time. While interruptions can be perceived as rude or disruptive, overlapping speech can
also signal engagement and active participation in a conversation. However, excessive interruptions or
overlapping can hinder effective communication.
3. Backchanneling: Backchanneling refers to non-verbal cues or brief verbal responses used by listeners to
signal their attentiveness, agreement, or understanding. Examples include nodding, saying "mm-hmm," or
making brief affirmations like "I see" or "Interesting." Backchanneling allows the listener to participate actively
while not taking full control of the conversation.

4. Pause and silence: Pauses and moments of silence play a crucial role in turn-taking. They can indicate a
speaker's intention to continue, yield the floor, or give others an opportunity to speak. Pauses can also be used
strategically to emphasize a point or gather one's thoughts.

5. Turn-yielding and turn-requesting signals: Participants often use specific verbal and non-verbal signals to
indicate their intention to yield the floor or request a turn to speak. Examples of turn-yielding signals include
completing a thought, lowering vocal tone, or using phrases such as "Well, anyway..." or "To sum up..." Turn-
requesting signals may involve raising one's hand, making eye contact, or using phrases like "Can I add
something?" or "May I speak?"

6. Cultural and contextual variations: Turn-taking norms can vary across cultures and contexts. Some cultures
may have more explicit rules and expectations regarding turn-taking, while others may have more fluid and
overlapping conversational styles. It's important to be mindful of these variations when engaging in cross-
cultural communication.

Overall, turn-taking is a cooperative process that supports effective communication by ensuring equal
participation and facilitating the exchange of ideas in a conversation. By being aware of turn-taking cues and
practicing active listening, individuals can engage in more productive and inclusive discussions.

Flow of Communication

**Vertical Communication**:

Vertical communication refers to the flow of information up and down the organizational hierarchy. This can
include:

- Downward communication: information and instructions flowing from top management to lower-level
employees.

- Upward communication: feedback, reports, and suggestions flowing from employees to management.

Vertical communication is important for coordination, control, and giving/receiving feedback.

**Horizontal Communication**:

Horizontal communication refers to the flow of information across different departments, teams, or units at the
same level of the organization. This allows for coordination and collaboration between peers. Examples include
meetings, email, and instant messaging between colleagues.

**Grapevine Communication**:

The grapevine, or informal communication network, refers to the unofficial flow of information through
personal networks and social interactions. This unofficial channel can spread rumors and unverified information,
but can also be useful for sharing timely information not available through official channels.

**Diagonal Communication**:

Diagonal communication occurs between individuals at different levels and in different departments/functions.
This can help break down silos and facilitate cross-functional collaboration and problem-solving.

What is C.V ?

A Curriculum Vitae (CV) is a comprehensive document that provides a detailed overview of an individual's
academic and professional background, skills, and achievements. It is a crucial tool used in the job application
process, particularly in fields that emphasize formal education, research, or extensive work experience.
Here are some key elements that are typically included in a CV:

1. Personal Information:

- Name, contact details (email, phone, LinkedIn, GitHub, etc.)

- Address (optional)

2. Education:

- Academic degrees, diplomas, or certifications

- Institution names, graduation dates, and relevant coursework

- Grade point averages (GPA) or other academic achievements

3. Work Experience:

- Employment history, including job titles, employer names, and dates of employment

- Descriptions of job responsibilities, achievements, and contributions

4. Skills:

- Technical skills (e.g., programming languages, software proficiency)

- Soft skills (e.g., communication, problem-solving, teamwork)

- Language proficiencies

5. Publications and Presentations:

- Academic or professional publications, such as journal articles, books, or conference papers

- Presentations at conferences, seminars, or workshops

6. Awards and Honors:

- Scholarships, grants, or other forms of recognition

7. Volunteer Experience:

- Involvement in community or extracurricular activities

8. Interests and Hobbies:

- Personal interests, activities, or passions (optional)

9. Refree

Teacher name, cell phone, email

The format and structure of a CV can vary depending on the specific field or industry, as well as personal
preferences and the amount of relevant information an individual has to include. Unlike a résumé, which is
typically limited to one or two pages, a CV can be longer and more detailed, especially for individuals with
extensive academic or professional backgrounds.

Elaborate Resumé

A résumé (also spelled resume) is a concise, typically one-page document that provides a summary of an
individual's key qualifications, work experience, skills, and education. It is a crucial component of the job
application process, as it is often the first impression an employer has of a candidate.
The main purpose of a résumé is to highlight a person's relevant abilities, achievements, and experiences in a
way that demonstrates their suitability for a specific job or position. It is designed to be easily scanned and
reviewed by potential employers, allowing them to quickly assess a candidate's background and determine if
they should be considered for an interview.

Some key features of a well-crafted résumé include:

1. Contact Information: The applicant's name, address, phone number, and email address.

2. Summary or Objective: A brief statement that outlines the applicant's professional goals and key
qualifications.

3. Work Experience: A chronological list of previous jobs, including job titles, employers, dates of employment,
and key responsibilities and accomplishments.

4. Skills: A section highlighting the applicant's relevant skills, such as technical skills, language proficiencies, or
specialized expertise.

5. Education: Information about the applicant's academic background, including degrees, certifications, and
relevant coursework.

6. Additional Sections: Depending on the applicant's background and the specific job requirements, additional
sections may be included, such as volunteer experience, awards and honors, or publications.

Unlike a curriculum vitae (CV), which is a more comprehensive and detailed document, a résumé is typically
limited to one or two pages, focusing on the most relevant and compelling information about the applicant. The
goal of a résumé is to provide a concise and effective overview of an individual's qualifications and to serve as a
catalyst for the employer to request a full interview.

Presentation skills

Presentation skills refer to the abilities and techniques used to effectively deliver information to an audience.
These skills are essential for a wide range of professional and personal contexts, from formal business
presentations to academic lectures and informal discussions.

Key components of effective presentation skills include:

1. **Preparation and Organization**: Successful presenters thoroughly prepare their content, structure their
presentation logically, and anticipate potential questions or challenges.

2. **Verbal Communication**: This encompasses clear and confident speaking, appropriate pace and volume,
and the use of engaging language and storytelling techniques.

3. **Nonverbal Communication**: Presenters should be mindful of their body language, eye contact,
gestures, and facial expressions to convey confidence and engage the audience.

4. **Slide Design and Visuals**: Well-designed slides or other visual aids can enhance the presentation by
reinforcing key points and making the information more accessible to the audience.

5. **Audience Engagement**: Effective presenters actively involve the audience through interactive elements,
questions, and the ability to adapt to the audience's needs and reactions.

6. **Confidence and Presence**: Developing a strong stage presence and projecting confidence, even when
faced with nerves or challenges, is crucial for delivering a successful presentation.

Mastering presentation skills can have numerous benefits, such as:

- Improved ability to convey complex ideas effectively

- Enhanced credibility and professionalism

- Greater influence and impact on decision-making

- Increased confidence and ability to speak in front of groups

- Better collaboration and networking opportunities

Developing strong presentation skills often requires practice, feedback, and a willingness to continuously
improve. Courses, workshops, and public speaking experience can all contribute to the development of these
essential skills.

Fully Blocked and Modified Blocked Letter

**Fully Blocked Letter**

A fully blocked letter style is a formal business letter format where the entire letter, including the addresses,
date, salutation, body, and closing, is aligned flush left. There is no indentation anywhere in the letter. The
components are separated by a blank line. This style is considered the most formal and standard layout for
professional business correspondence.

The format is as follows:

```

[Your name]

[Your address]

[City, State ZIP]

[Date]

[Recipient's name]

[Recipient's title]

[Recipient's address]

[City, State ZIP]

Dear [Recipient's name]:

[Body of letter]

Sincerely,

[Your name]

[Your title]

**Modified Blocked Letter**

The modified blocked letter style is very similar to the fully blocked format, but there are a couple key
differences:
1. The date, salutation, and closing are indented to the center of the page, rather than being flush left.

2. The paragraphs in the body of the letter are indented, rather than being fully left-aligned.

The format looks like this:

[Your name]

[Your address]

[City, State ZIP]

[Date]

[Recipient's name]

[Recipient's title]

[Recipient's address]

[City, State ZIP]

Dear [Recipient's name]:

[Body of letter]

Sincerely,

[Your name]

[Your title]

The modified blocked format is a bit less formal than the fully blocked style, but it is still considered a
professional and standard business letter layout. It provides a slightly more aesthetically-pleasing appearance
with the centered date, salutation, and closing.

Minutes of Meeting

Minutes of Meeting, commonly abbreviated as MoM, refer to a written record or summary of the discussions,
decisions, and actions taken during a meeting. They serve as an official document that captures the key points
discussed and the outcomes of a meeting, ensuring that participants and absentees have a clear understanding of
what transpired.

The purpose of minutes is to provide an accurate and unbiased account of the meeting proceedings. They act as
a reference for participants to review the topics covered, agreements reached, and tasks assigned. Additionally,
minutes of meeting serve as a legal document in some contexts, providing evidence of the discussions and
decisions made during the meeting.

Key elements typically included in minutes of meeting:

1. Heading: The name of the organization, meeting title, location, date, and time of the meeting.
2. Attendees: A list of participants present at the meeting, including their names and roles. Sometimes,
absentees are also mentioned.

3. Agenda: An outline or list of topics or issues to be discussed during the meeting. It serves as a guide for the
meeting's flow.

4. Discussion: A summary of the main points, ideas, and viewpoints expressed during the meeting. This section
highlights the key arguments and opinions discussed.

5. Decisions: A record of the conclusions, resolutions, or decisions reached for each agenda item. It includes
any actions, recommendations, or next steps agreed upon.

6. Action Items: A list of tasks, responsibilities, or action points assigned to specific individuals or teams. This
section outlines what needs to be done, who is responsible, and the deadline for completion.

7. Follow-Up: A brief summary of any follow-up actions or discussions required after the meeting. It may
include details about future meetings or additional information needed.

8. Adjournment: The official ending time of the meeting, along with any announcements or closing remarks
made by the chairperson.

9. Signature and Approval: The minutes are typically signed by the meeting chairperson and approved by
participants in subsequent meetings or through an electronic approval process.

Writing minutes of meeting requires active listening, note-taking skills, and the ability to summarize discussions
accurately. The minutes should be concise, objective, and organized, focusing on capturing the essential points
rather than verbatim details.

Summary

A summary is a condensed version of a longer text or piece of content that captures the main ideas, key points,
and essential details. It provides a concise overview of the original material, allowing readers to quickly grasp
the central concepts without having to read the entire text. Summaries are typically shorter in length compared
to the original content and aim to provide a clear and objective representation of the main information. They are
commonly used in academic, professional, and informational contexts to provide a quick understanding of the
content without the need for extensive reading.

writing an effective summary:

1. **Identify the Main Idea**: Carefully read the original text and determine the central focus or key point.
This will be the foundation of your summary.

2. **Capture the Key Details**: Identify the essential details, facts, and arguments that support the main idea.
Focus on including only the most relevant and important information.

3. **Use Your Own Words**: Rephrase the content in your own words rather than simply copying verbatim.
This demonstrates your understanding of the material.

4. **Keep it Concise**: Aim to convey the key information in a clear and concise manner. Avoid unnecessary
wordiness or redundancy.

5. **Maintain Objectivity**: Write the summary in an objective, neutral tone. Avoid inserting your own
opinions or interpretations.

6. **Structure the Summary**: Organize your summary in a logical flow, with a clear beginning, middle, and
end. Consider using topic sentences to introduce each main point.

7. **Check Length**: Depending on the assignment, aim for a summary that is approximately 10-20% of the
length of the original text.
8. **Review and Revise**: Once you've drafted your summary, carefully review it to ensure you've accurately
captured the essence of the original content.

9. **Consider the Purpose**: Tailor the level of detail and focus based on the specific purpose and audience
for your summary.

The key is to distill the core information in a clear, concise, and objective manner. With practice, you'll be able
to write summaries that effectively communicate the key points of any text.