Communication Skills Class 9 Notes

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What is Communication?
Communication is the exchange of information through signs, signals, speech, writing, or
other forms of media.
Learning objectives of Effective communication

1. Sending, receiving and understanding the message or information.

2. Development of Interpersonal Skills
3. To express effectively & with maximum efficiency
Communication Skills Class 9 Notes

Communication Cycle (Process)

The communication cycle is the method through which a message is sent by one person
and is received by a series of people. The speed and efficiency of a communication cycle
are dependent on how quickly the sender receives feedback.

1. Sender: the person or entity originating the communication

2. Message: the information that the sender wishes to convey
3. Encoding: how the sender chooses to bring the message into a form appropriate
for sending
4. Channel: the means by which the message is sent
5. Receiver: the person or entity to whom the message is sent
6. Decoding: how the receiver interprets and understands the message
7. Feedback: the receiver’s response to the message
Communication Skills Class 9 Notes

Communication Styles
There are four main categories or communication styles including

1. Verbal
2. Non-verbal
 3. written
4. visual.
Verbal Communication

Verbal communication is the use of language to transfer information through speaking or

sign language. It is one of the most common types, often used during presentations, video
conferences and phone calls, meetings and one-on-one conversations.

Advantages of Verbal Communication Skill

It saves time – The verbal form of communication gives you this facility to quickly send
intended message thus saving you time. It saves you money – No requirement of paper or
designing a flyer etc

Feedback quickness – The clear benefit of verbal communication is that the listener can
ask questions and get answers immediately, without any waiting. If there is any ambiguity,
the sender can clarify the recipient and obtain prompt feedback on whether his intended
message was received in its intended form or not.

Most convenient method – The most often used form of communication worldwide is
verbal. Because it is more practical, people prefer verbal communication. When speaking,
you are more likely to express information clearly and in easily accessible language.

Ease of preparation – The simplest form of communication is oral because there is no

need to prepare any written materials.

Communication Skills Class 9 Notes

Disadvantages of Verbal Communication

Chances of distortion of meaning – It sometimes happens that the message’s intended

meaning changes for the intended individual due to the presence of numerous barriers in
effective communication, which leads to a lot of issues down the road.

Not convenient for long messages – Long messages shouldn’t be delivered verbally
since the recipient can forget previously stated important points by the time the message is
finished.

Irrelevant information – A lot of useless material can enter a discourse during an

important debate, wasting time and leaving a gap in the relevant information. This results
in pointless time waste and, occasionally, ignoring or forgetting to chat about what is truly
important.

Create a misunderstanding – Usually, when two individuals are having deep

conversations, they can have some misunderstandings during the time.

Communication cost – Sometimes verbal communication can be really expensive if you

need to communicate in a language that you are not familiar with. You will need another
person to play the part of translator for you. With advanced technology of hologram,
translator may not be required but surely big cost is involved.

Non-verbal Communication

Nonverbal communication is the exchange of information with others through body

language, gestures, and facial expressions. It may be applied both consciously and
unconsciously. When trying to define the ideas and feelings of another, nonverbal
communication is beneficial.

Body language – Body language is a form of non-verbal communication in which

information is expressed via physical behaviour instead of or in addition to words. It’s
important that our words and body language complement one another.

Some of the example of Non-Verbal Communication

 Body language includes:

 Facial expressions
 Posture
 Gestures
 touch
 The use of space
 Eye movement
The Dos and Don’ts of non- verbal messages and body language

DOs

1. Make eye contact

2. Check your facial expression.
3. Be natural with your gestures
4. Maintain a receptive posture.
5. Refrain from sending mismatched messages.
6. Watch for actions that can be taken for defensiveness.
7. Don’t appear disengaged.
Don’ts

1. Rubbing your hands together during an important meet up

2. Leaning back while meeting with a friend or close colleague.
3. Crossing your arms during an interesting conversation.
4. Not making eye contact.
5. Making too much eye contact.
6. Fidgeting.
7. Touching your face too often.
Communication Skills Class 9 Notes

Advantages of non-verbal communication

Complementary – The meaning of a verbal statement is enhanced by nonverbal signs.

Easy presentation – Information can be easily presented in non-verbal communication
through using visual, audio-visual and silent means of non-verbal communication.

Substituting – Verbal communications may be replaced by nonverbal ones, especially if

they are blocked by background noise, interruption, distance, language barrier, etc.; for
instance, gestures like placing a finger to the lips to request silence or facial expressions
like nodding in place of a yes.

Reducing wastage of time – Non-verbal communication spread quickly to the intended

audience. This is why non-verbal indications of communication, such as signs and
symbols, can convey some messages far more quickly than written or spoken words.

Disadvantages or limitations of non-verbal communication

Vague and imprecise – It’s difficult to understand and interpret nonverbal communication.
Since no words or language are used in this communication to convey a clear meaning to
the recipient.

Continuous – While verbal communication can be stopped, non-verbal cues are typically
impossible to stop.

Multi-channel – If you only focus on someone’s eyes, you can overlook an important hand
signal. Therefore it may be confusing to keep up with everything.

Culture bound – The thumbs-up gesture, which is considered favourable in the US, may
be considered obscene in another culture.

Long conversations are not possible – In non-verbal communication, long conversation

and necessary explanations are not possible.

Communication Skills Class 9 Notes

Written Communication

Writing, typing, or printing symbols like letters and numbers to transmit information is
known as written communication. It is beneficial because it offers a record of data for future
use. Books, pamphlets, blogs, letters, memoranda, and other written materials are
frequently used to distribute information.

Advantages of Written Communication

A Permanent Record – A written communication makes it easier to keep a record of the

information discussed or exchanged permanently.

Meticulous Presentation – People take great care to meet all writing requirements since
written documents are permanent records and must be readable on the other end. Every
document that has been collected thus far includes all key information that must be
conveyed.
Easy Circulation – In opposed to oral communication, a printed document can be simply
distributed within an organisation. This feature of written communication is useful for
providing the general public with the information they need.

Suitable for Statistical Data – Statistical charts and figures are difficult to be interpreted
verbally, thus, circulating a document allow people to examine such intrinsic detail with
ease.

Promotes Goodwill – A well-written document conveys a lot about an organization’s

professionalism when trying to do business. Therefore, if done properly, written
communication aids in the promotion of goodwill.

Disadvantages of Written Communication

Time Consuming – It takes a lot of effort to create an excellent piece of writing, which is
challenging when there are time constraints.

Non-flexible – Once distributed, a written document cannot be changed. Because every

written word is concrete and binding, written communication is inflexible as a result.

No Scope for Clarification – The details cannot be understood by such persons through
the formulated written text if the document is not edited with the less informed person’s
mindset in mind.

Demands Writing Proficiency – In order to deliver the message adequately across the
other end, one should have competencies in the writing sector.

Probability of Wrong Interpretation – One could get the wrong or no sense from a piece
of writing if it contains complex vocabulary or tough sentences. Therefore, using written
communication requires using simple language.

Communication Skills Class 9 Notes

Perspectives in Communication
Perspective focuses on how language and symbol, message production, and message
transmission through media, organisations, and society shape our common meanings and
practises.

Visual perception

The capacity to see and understand the visual data that surrounds us is known as visual
perception.

Language

The different perspectives we experience can be with language as well.

Prejudices

If all future experiences with persons of the same “type” or who share the same qualities
would be the same, we have prejudices. This happens when we focus on a single, isolated
experience with a certain “type” of person.

Feelings

Actually, there are two ways that your emotions might affect how you speak to someone
else. The first only pertains to how you are feeling that day; if you are feeling well, you will
communicate in one way, and if you are feeling unwell, you will communicate in a different
way.

Environment

Your environment is the final factor that affects communication. In various settings, each of
us communicates in a different way. Do you communicate with our professors the same
way you do with your friends? Do you treat strangers more or less formally than you treat
people you are familiar with?

Communication Skills Class 9 Notes

Factors affecting Communication at Work place

8 Factors Influencing the workplace Communication are;

Cultural Diversity

The risk of miscommunication and incorrect message interpretation increases when

persons from various cultural backgrounds converse.

Emotional Difference

The meaning of communication is strongly influenced by the emotions and sentiments of

the individuals involved. For instance, doctors typically have a lower level of emotional
attachment to their patients than do their patients’ family.

Communication Skills Class 9 Notes

Educational and Intellectual Difference

The difference in the informal educational and intellectual level of the sender and receiver
also influences the meaning communication If they have similar educational qualifications,
communication will be effective because they are likely to hold similar perceptions,
understanding ,feeling, thinking ,view, etc.

Positional Differences among the Personnel

Communication between two parties may be difficult if they are in different positions in the
hierarchy. For instance, leaders typically give any message from their subordinates less
consideration.

Functional Relationship between Sender and Receiver

The purpose of communication in business is substantially influenced by the functional

relationship between the sender and recipient. The recipient might not grasp the sender’s
message if they are from different functional departments or sectors.

Communication Skills Class 9 Notes

Basic Writing Skills

Writing is a way of communication that enables students to express their thoughts and
feelings, develop sensible arguments from their knowledge and beliefs, and transmit
meaning through well-written prose. Written communication can, in its most sophisticated
form.

Kinds of sentences

A set of words that is complete in itself, typically containing a subject and predicate,
conveying a statement, question, exclamation, or command, and consisting of a main
clause and sometimes one or more subordinate clauses.

There are four types of Sentence

Declarative Sentence

1. Tells something
2. Ends with a period.
Interrogative Sentence

1. Ask a question.
2. Ends with a question marks
Exclamatory Sentence

1. Shows strong feeling

2. Ends with an exclamation marks
Imperative Sentence

1. Gives a command
2. Ends with a period or an exclamation marks