UNIT-01

Communication and Communication Process

Introduction:
Communication is derived from the Latin word “Communis” which means to share. It
involves the sharing of ideas, concepts, feelings, and emotions. It stands for a natural activity
of all human beings to convey opinions, feelings, information and ideas to others through
words (written or spoken), body language or signs.
The science of communication is almost as old as man himself. From time immemorial, the
need to share or to communicate has been felt. It plays a pivotal role in our personal lives, as
well as large scope of mass communication.
Language plays a very important role in communication. It is the medium through which man
can communicate his thoughts, feelings, and emotions. It acts as the respiratory of wisdom, a
propeller, for the advancement of knowledge and a telescope to view the future.

Definition:
 Communication is any behaviour that results in an exchange of meaning. -American
Management Association
 Communication can be defined as the process of exchanging information, usually
through common system of symbols. It takes wide variety of forms from two people
having a face-to-face conversation to hand signals to messages sent over the global
tele-communication network.
 The word Communication originates from Latin word communico or communicare,
which means ‘to share’, to impart, or to commune. It’s literal meaning is giving or
sharing information.
 Communication is usually understood as the transmission of information: The two
communication agents are the Sender (S) and the receiver (R). A message is conveyed
from a sender to a receiver using some medium, such as sound, written signs, bodily
movements, or electricity.
 Communication is giving, receiving or exchanging ideas, data, information, signals or
messages through appropriate media, enabling individuals or groups to persuade, to
seek information, to give information or to express emotions.
 PROCESS OF COMMUNICATION
Communication is a two-way process in which the exchange of ideas links the sender and the
receiver towards a mutually accepted direction. The transmission of the sender’s ideas to the
receiver and the receiver’s feedback or reaction to the sender constitutes the communication
process. In order to understand the proper and effective communication, both the sender and
the receiver have to function in a common atmosphere or in other words, we can say that there
should be two parties for communication-one is sender and other is always receiver. The sender
must have his/her ideas, thoughts, emotions which he/she can convey to the receiver by any
medium of expression which is called a channel. The process of communication can be
understood by the given steps:
1. Sender: The process of communication starts with a sender, the person who has an idea and
wants to convey it to the receiver. In other words, we can say that the person with ideas to share
is called sender. So, communication process begins with the sender.
2. Encoding: The conversion of the idea into message by verbal or nonverbal method is called
encoding. While encoding a message, one needs to consider what will be interpretation of the
message. This process of converting the thought of the sender into message is encoding.
3. Message: It is an important part of communication. Message is the content that sender wants
to convey. A message could be verbal or non-verbal. The thought, idea, emotion or anything
that the sender wants to convey is called message.
4. Channel: The way or the medium of sending the message is called channel. The choice of
the medium is influenced by the inter relationship between sender and receiver. It also depends
upon the urgency of the message. Medium or channel can be oral, written or it can be nonverbal.
5. Receiver: The receiver is the person who notices or attaches meaning to the conveyed
message. In the best way, if it reaches to the receiver then there is no problem to the receiver
to understand the message properly. In other words, we can say that the receiver is the other
party who receives the message of the sender.
6. Decoding: It is a process where the received message is converted into understanding. It is
not necessary that the message reached to receiver will be understood by the receiver, but
decoding is a process which converts the message into understanding. There are chances of
misinterpretation of the message.
7. Feedback: This is the last part of communication process. After receiving the message, the
receiver reacts or responds to the sender. The response can be based on the perfect
understanding of the message or it can be based on the misunderstanding or misinterpretation
of the message. This reply from receiver to sender is called feedback. Feedback has its own
importance as the success or failure of communication is decided by feedback only.
Noise: - Noise is an obstruction between the sender and receiver in an effective communication.

FORMS/TYPES OF COMMUNICATION
There are different forms of communication, such as
1. Verbal communication.
2. Non-verbal communication.
3. Written communication.
4. Visual communication.
5. Listening communication

1. Verbal Communication:
Definition
Verbal communication is the exchange of ideas and information through spoken words. It is
the foundation of human interaction, enabling individuals to express thoughts, emotions, and
concepts effectively and promptly. This mode of communication is essential in everyday life,
playing a crucial role in fostering collaboration and cultivating relationships, particularly in
professional settings.
Examples
Interpersonal
Interpersonal communication is how we talk and interact with one another on a one-on-one
basis. It’s all about the communication between individuals. When you have a conversation
with a friend, speak to a family member, or chat with a co-worker, you are engaged in
interpersonal communication.
Intrapersonal
Intrapersonal communication is the communication we have with ourselves inside our own
minds. It’s the way we think, reflect, and process information internally. When you silently ask
yourself questions like, “What should I wear today?” or when you mentally plan your day,
you’re using intrapersonal communication.

Strengths:
Clarity and Precision: Verbal communication can be highly specific and clear. When done
effectively, it leaves little room for misinterpretation, as you can articulate your thoughts
precisely.
Immediate Feedback: It allows for real-time interaction and immediate feedback. You can
gauge the other person’s reactions through their tone, body language, and verbal responses,
which enables you to adjust your message as needed.
Emotional Expression: Verbal communication allows for the expression of emotions and
feelings. You can convey enthusiasm, empathy, or concern through the tone and choice of
words you use.
Nuanced Communication: It enables you to convey complex ideas, concepts, and emotions
that may be challenging to express through written or non-verbal means alone.
Interactive Nature: Verbal communication fosters engagement and two-way dialogue,
promoting active participation in conversations and discussions.
Weaknesses:
Misunderstanding: Verbal communication can be prone to misunderstanding due to various
factors such as differing interpretations of words, accents, and language barriers.
Lack of Permanent Record: Verbal conversations often lack a permanent record, making it
difficult to refer back to the details of a discussion unless they are documented separately.
Non-Verbal Cues: While verbal communication is powerful, it can be incomplete when
crucial non-verbal cues (such as facial expressions and body language) are absent or misread.
Inability to Edit: Unlike written communication, spoken words cannot be easily edited or
revised once they are expressed. This can lead to unintentional mistakes or misstatements.
Limited Reach: Verbal communication is limited by physical proximity and auditory
capabilities. It may not be effective for communicating with individuals who have hearing
impairments or when participants are geographically distant.
Emotional Intensity: While it can convey emotions, verbal communication can also escalate
conflicts when emotions run high, leading to heated arguments or misunderstandings.
2. Non-Verbal Communication:
Definition
Non-verbal communication encompasses aspects of communication other than spoken or
written words. It includes elements such as tone, pitch, and body language, which significantly
influence how messages are perceived.

Examples
Facial Expressions
The human species possesses remarkable expressiveness, adept at conveying a multitude of
emotions without the need for verbal articulation. Notably, unlike certain other nonverbal
modes of communication, facial expressions exhibit universality. Across diverse cultures, the
conveyance of emotions such as happiness, sadness, anger, surprise, fear, and disgust remain
consistent through identical facial expressions.
Body Movement and Posture
Reflect upon the impact that individuals’ sitting, walking, standing, or head positioning has on
your perceptions of them. Your movements and overall demeanour serve as a conduit of
information that communicates extensively to the external world. This realm of nonverbal
communication encompasses elements such as posture, carriage, stance, and the nuanced
gestures and motions you employ.
Strengths:
Universal Understanding: Non-verbal cues are often universally understood to some extent.
For example, a smile typically signifies happiness across different cultures.
Emotional Expression: Non-verbal communication is highly effective at conveying emotions,
feelings, and attitudes, even when words may fail to do so adequately.
Complement to Verbal Communication: It can enhance and complement verbal
communication, adding depth and context to spoken words.
Quick and Efficient: Non-verbal cues can convey messages swiftly, often faster than verbal
communication, which can be particularly useful in situations requiring immediate responses.
Subtle Messages: It allows for the transmission of subtle or discreet messages that might be
inappropriate or unclear if communicated verbally.
Non-Discrimination: Unlike language barriers that can occur in verbal communication, non-
verbal cues are less likely to be affected by linguistic differences.
Weaknesses:
Subjectivity: Interpretation of non-verbal cues can vary widely from person to person and
culture to culture, leading to potential misunderstandings.
Ambiguity: Non-verbal cues can be ambiguous. For example, a person’s crossed arms might
indicate defensiveness or simply that they are feeling cold.
Lack of Clarity: Non-verbal communication alone may lack the clarity needed to convey
complex or detailed information effectively.
Incomplete Communication: Non-verbal cues do not provide a complete message and often
need to be supplemented with verbal communication to ensure full understanding.
Context Dependency: The meaning of non-verbal cues can be heavily influenced by the
context in which they occur. A gesture or expression may have different interpretations in
different situations.
Limited for Remote Communication: Non-verbal cues are challenging to use effectively in
remote or written communication, such as emails or texts, where the visual and auditory aspects
are absent.
Control and Intention: People may not always have full control over their non-verbal cues,
and these cues may sometimes reveal information unintentionally.

3. Written Communication
Definition
Written communication involves the exchange of ideas and information through written words.
It is a structured and permanent form of communication, often used in formal and professional
settings.
Examples
Email
Email is one of the most prevalent forms of written communication in the modern world. It’s
used for personal communication, business correspondence, and various professional purposes.
Text Messages
Short message service (SMS) and instant messaging apps are widely used for quick and
informal written communication, especially for personal conversations.
Social Media Posts
Social media platforms like Facebook, Twitter, Instagram, and LinkedIn involve written
communication through status updates, posts, comments, and direct messages.
Strengths:
Clarity and Precision: Written communication allows for precise and unambiguous
expression of ideas. You can carefully choose words and structure sentences to convey
complex information clearly.
Permanent Record: Written documents serve as a permanent record of information, making
it easy to refer back to, archive, and share with others. This is especially valuable in legal,
academic, and business contexts.
Structured Expression: Written communication often follows a structured format, such as
essays, reports, or emails, making it easier to organise and present information logically.
Distributed Communication: Written messages can be disseminated to a large and
geographically dispersed audience through various means, including email, social media, and
printed materials.
Thoughtful Editing: Unlike verbal communication, written messages can be edited and
revised before being shared, reducing the likelihood of errors or miscommunication.
Weaknesses:
Lack of Immediate Feedback: Written communication lacks the immediacy of verbal
interaction. There is no opportunity for immediate clarification or response, which can lead to
misunderstandings.
Limited Expression of Emotion: Written communication can struggle to convey emotions
effectively, as it relies solely on words and lacks the emotional cues present in spoken or non-
verbal communication.
Language Barriers: Language differences and nuances can hinder effective written
communication, particularly when dealing with a diverse or international audience.
Time-Consuming: Composing written documents can be time-consuming, especially for
lengthy or complex messages. This can delay communication compared to verbal methods.
Accessibility: Written communication may not be accessible to individuals with visual
impairments, literacy issues, or limited access to written materials.
Loss of Non-Verbal Context: Written communication does not capture non-verbal cues, such
as tone of voice or body language, which can lead to misinterpretation or a lack of context.
Information Overload: In today’s digital age, people are inundated with written information,
leading to information overload. This can make it challenging to ensure your message stands
out and is read and understood.
4. Visual Communication
Definition
Visual communication relies on images, symbols, and graphics to convey messages. It is a
powerful tool in sales, marketing, design, and data representation.
Examples
Films and documentaries: The usage of pictures in the count to the audio and narrative makes
achievable the transmission of an exceptionally complete and extremely popular message at
present.
Presentations: Presentations are beneficial for sharing important information and updates with
workers, customers, and even friends. At work, you possibly need to keep a meeting to talk
about results from the previous quarter and fix objectives for the upcoming. Using a
presentation as a visual aid will make it way more convincing than simply reading through the
information. Solid visuals, consisting of images, graphs, and callouts indicate employees tend
to understand and remember the content. Visuals make presentations extremely more
involving— and it does not even have to put in that much more time to assemble.
Strengths:
Universal Understanding: Visuals can transcend language barriers, making them universally
understandable. A well-designed image or symbol can convey a message to people from
diverse linguistic backgrounds.
Enhanced Retention: Visuals are often more memorable than text or spoken words. People
tend to retain information better when it’s presented in a visual format, aiding in learning and
comprehension.
Clarity and Simplicity: Visuals can simplify complex information, making it easier to
understand. Infographics, for example, distil intricate data into easily digestible formats.
Emotional Impact: Visuals can evoke emotions effectively. A compelling image or video can
trigger strong emotional responses and engagement, which is valuable in marketing and
storytelling.
Concise Communication: Visuals allow for concise and direct communication. They can
convey a message quickly, reducing the need for lengthy explanations.
Enhanced Persuasion: Visuals can be persuasive tools. In advertisements, for instance,
appealing visuals can influence consumer choices and behaviour.

Weaknesses:
Subjectivity: Interpretation of visual elements can be subjective. What one person sees or feels
when looking at an image may differ from another’s interpretation, leading to potential
misunderstandings.
Limited Detail: Visuals may lack the depth of detail that text or verbal communication can
provide. Complex ideas or extensive information may not be fully communicated through
visuals alone.
Accessibility Issues: Visual communication may not be accessible to everyone. Individuals
with visual impairments may have difficulty accessing and understanding visual content.

5. Listening Communication
Listening is based on the ability to write down what is being said and seeing things from the
point-of-view of the speaker.

Examples
1. Attending a Lecture: In an academic setting, students listen to the professor's lecture and
take notes, asking questions when something is unclear, reflecting on what was said after
the lecture, and participating in discussions later.
2. Listening to Audio Media (Podcasts, Radio): When listening to a podcast, the listener
absorbs the content, processes the information, and can even engage by discussing the topic
afterward with others.

Strengths
1. Building Trust and Rapport: Active listening fosters a sense of understanding and
connection, which can strengthen relationships and build trust.
2. Enhanced Understanding: By listening carefully, you gain deeper insights into others'
perspectives, feelings, and needs, which can lead to more informed decisions.
3. Conflict Resolution: Good listening skills can help de-escalate conflicts by making others
feel heard and valued, facilitating a more constructive dialogue.
4. Encouraging Openness: When people feel listened to, they are often more willing to share
their thoughts and feelings, leading to richer conversations.
5. Learning Opportunities: Listening allows you to learn from others’ experiences,
knowledge, and viewpoints, broadening your own understanding.
6. Improved Problem-Solving: By understanding various perspectives, you can develop
more comprehensive solutions to problems.
Weakness
1. Misinterpretation: Poor listening can lead to misunderstandings, as people might
misinterpret the speaker's words or intentions.
2. Emotional Overload: Listening to others’ problems or emotions can be overwhelming,
especially if you are empathetic, leading to emotional fatigue or burnout.
3. Time Consumption: Effective listening often requires time and patience, which can be a
challenge in fast-paced environments.
4. Bias and Prejudice: Personal biases can cloud judgment, causing you to listen selectively
or dismissively rather than fully engaging with the speaker.
5. Distraction: External distractions or internal thoughts can hinder your ability to listen
actively, leading to fragmented conversations.
6. Inability to Respond: Sometimes, individuals may struggle to articulate a response after
listening, which can leave the speaker feeling unheard despite being listened to.

Functions of Communication
1]Motivation:
The main purpose of communication is to motivate an individual. For instance, business and
political leaders motivate millions of publics with their spoken or written words. It is
important to understand that in order to inspire people it is necessary to develop effective
communication skills. This function of communication, in spite of being appropriate in all
walks of life, is more prominent in business and industry where communication is being
progressively used as a tool for motivation.

2]Control:
Communication is very beneficial for maintaining control over employees as well as the work
environment. Control is maintained by using written as well as oral communication. The
work orders, appointment Letters, job assignments are the examples of communication for
control. When employees, for example, are necessary to first communicate any job-related
objection to their instance head, to follow their job explanation, or to act in accordance with
company strategies, communication is executing a control function.

3]Interaction:
Interaction plays a vital role in communication, as it facilitates the exchange of information,
ideas, emotions, and meaning between individuals or groups. Employees interact with
customers or clients to address their needs, provide solutions, or resolve complaints. For
instance, a customer service representative might help a client troubleshoot an issue with a
product.
4]Providing Information
Communication may be done for the purpose of transferring information. We are aware that
information constitutes the basic element of adapting one’s self to the environment or
adapting the environment to oneself. In this case, the information is encoded by the sender
and transmitted to the receiver through a medium or channel for consumption. In most cases,
the information transmitted is of importance to the receiver. For example, the employer
displays a notice stating that employees who arrive late for two consecutive days will be
issued a memo. This information is for the consumption of employees therefore, the medium
is a written communication in the form of a notice which is displayed on the common board.

5]Providing Feedback
Communication allows employees, managers, workers to give and receive feedback on the
various changes either considered or implemented.

BARRIERS TO COMMUNICATION
Introduction:
The communication process is often affected by the limitation of the sender as well as the
receiver and desired result is not obtained. When the sender sends the message to the
receiver through an appropriate medium and channel, sometimes the message is not equal to
the message sent. This can happen due to some obstruction in the process of communication
which is barrier. Barriers to communication are of various types; they can be physical,
mechanical, organizational, psychological linguistics etc. Whatever the type, all barriers
distort communication.

1. Linguistic Barriers
The language barrier is one of the main barriers that limit effective communication. Language
is the most commonly employed tool of communication. The fact that each major region has
its own language is one of the Barriers to effective communication. Sometimes even a thick
dialect may render the communication ineffective.
As per some estimates, the dialects of every two regions changes within a few kilometres. Even
in the same workplace, different employees will have different linguistic skills. As a result, the
communication channels that span across the organization would be affected by this.
Thus, keeping this barrier in mind, different considerations have to be made for different
employees. Some of them are very proficient in a certain language and others will be ok with
these languages.

2. Psychological Barriers
There are various mental and psychological issues that may be barriers to effective
communication. Some people have stage fear, speech disorders, phobia, depression etc. All of
these conditions are very difficult to manage sometimes and will most certainly limit the ease
of communication.
3. Emotional Barriers
The emotional IQ of a person determines the ease and comfort with which they can
communicate. A person who is emotionally mature will be able to communicate effectively.
On the other hand, people who let their emotions take over will face certain difficulties.
A perfect mixture of emotions and facts is necessary for effective communication. Emotions
like anger, frustration, humour, can blur the decision-making capacities of a person and thus
limit the effectiveness of their communication.

4. Physical Barriers to Communication

They are the most obvious barriers to effective communication. These barriers are mostly easily
removable in principle at least. They include barriers like noise, closed doors, faulty equipment
used for communication, closed cabins, etc. Sometimes, in a large office, the physical
separation between various employees combined with faulty equipment may result in severe
barriers to effective communication.

5. Cultural Barriers of Communication

As the world is getting more and more globalized, any large office may have people from
several parts of the world. Different cultures have a different meaning for several basic values
of society. Dressing, Religions or lack of them, food, drinks, pets, and the general behaviour
will change drastically from one culture to another.
Hence it is a must that we must take these different cultures into account while communication.
This is what we call being culturally appropriate. In many multinational companies, special
courses are offered at the orientation stages that let people know about other cultures and how
to be courteous and tolerant of others.

6. Organisational Structure Barriers

As we saw there are many methods of communication at an organizational level. Each of
these methods has its own problems and constraints that may become barriers to effective
communication. Most of these barriers arise because of misinformation or lack of appropriate
transparency available to the employees.

7. Attitude Barriers
Certain people like to be left alone. They are the introverts or just people who are not very
social. Others like to be social or sometimes extra clingy! Both these cases could become a
barrier to communication. Some people have attitude issues, like huge ego and inconsiderate
behaviours.
These employees can cause severe strains in the communication channels that they are present
in. Certain personality traits like shyness, anger, social anxiety may be removable through
courses and proper training. However, problems like egocentric behaviour and selfishness may
not be correctable.
8. Perception Barriers
Different people perceive the same things differently. This is a fact which we must consider
during the communication process. Knowledge of the perception levels of the audience is
crucial to effective communication. All the messages or communique must be easy and clear.
There shouldn’t be any room for a diversified interpretational set.

9. Physiological Barriers
Certain disorders or diseases or other limitations could also prevent effective communication
between the various channels of an organization. The shrillness of voice, dyslexia, etc are some
examples of physiological barriers to effective communication. However, these are not crucial
because they can easily be compensated and removed.

10. Technological Barriers & Socio-religious Barriers

Other barriers include the technological barriers. The technology is developing fast and as a
result, it becomes difficult to keep up with the newest developments. Hence sometimes the
technological advance may become a barrier. In addition to this, the cost of technology is
sometimes very high.
Most of the organizations will not be able to afford a decent tech for the purpose of
communication. Hence, this becomes a very crucial barrier. Other barriers are socio-
religious barriers. In a patriarchal society, a woman or a transgender may face many difficulties
and barriers while communicating.

Conclusion:
In conclusion, effective communication is all about exchanging ideas, thoughts, and
information with others in a way that is easy to understand. It's important to overcome common
communication barriers, like language differences and cultural misunderstandings, in order to
have a successful conversation.

OVERCOMING BARRIERS TO COMMUNICATION

1. Active Listening
Communication is not just about conveying but listening too. A good speaker has to be a good
listener first. Listen attentively and carefully. Practise active listening to understand the
message as intended by the speaker. You may ask questions from the speaker to ensure that
his/her message is understood comprehensively.

2. Use Simple Language

Use simple and clear words while avoiding jargon and ambiguous words while communicating
with someone. Use concrete and specific language to avoid ambiguity and vagueness.

3. Reduce Difference in Perception

Different listeners may comprehend different aspects of a message according to their interests
or familiarity. As a listener, active listening can help you in addressing that communication
barrier. As a speaker, try to convey your message in simple words and easy-to-comprehend
language.

4. Attain a Stable Emotional State

You should not show your emotions while communicating as the listeners may misinterpret
your message. Be confident and make effective use of body language to leave a long-lasting
impression on your listeners.

5. Optimized Organisational Structure

The hierarchical structure of an organisation should not be simple. A simple and well-defined
organizational structure encourages more effective communication. The number of hierarchical
levels should be optimum for the best control within the organization.

6. Avoid Information Overload

Today almost every professional is facing the issue of information overload. Information
overload raises ambiguity, making daily decisions and workplace communication challenging.
Determine what’s relevant and focus only on what's useful and worth it for you.

7. Give Constructive Feedback

Feedback is one thing that guides us towards bettering ourselves. It guides us towards bettering
ourselves otherwise, we would not know what areas we need to improve. Giving proper and
constructive feedback in an encouraging way is key to effective communication skills.

8. Express Your Gratitude

Avoid egoistic and self-centred approaches while communicating with others. Show
consistent expressions of appreciation and gratitude towards them. This communication
approach strengthens the team as it generates trust among individuals.

9. Choose the Right Communication Mode

Choosing the right mode of communication according to the situation makes your
communication more effective. Identify an apt method of communication according to the
situation and use it to save time.

Conclusion:
Overcoming communication barriers and maintaining effective communication would take you
to new heights of success. By implementing these strategies, you can convey your ideas,
thoughts, and feelings more efficiently and foster stronger connections among individuals and
teams.
 Verbal and Non-verbal communication
Verbal communication:
Verbal communication takes place directly between people/ superiors and juniors in
organizations and between farmers and extension functionaries in the field and is often known
as face-to-face communication. It takes the form of talks, a public address, verbal discussions,
telephonic talks, telecommunications and other artificial media, such as audio-visual aids
speeches and orders, holdings of meetings and conferences, lectures, social get-togethers,
training sessions, public address systems, etc.

Merits of Verbal communication

1. It is the least time consuming, is more direct, simple and the least expensive.
2. It is more communicative and effective.
3. It provides immediate feedback.
4. Since every information cannot be put into writing, most of it is conveyed by means of oral
instructions, mutual discussions and telephonic conversations.

Demerits of Verbal communication

1. Verbal talks may often be distorted if there is some cause of indifference between the
receiver and the sender.
2. Due to various communication gaps, as a result of status and other physical or personal
barriers communication is incomplete.
3. Not convenient for long messages.
4. Spontaneous responses may not be carefully thought.
5. The spoken words can be more easily misunderstood than the written words.

Types of Verbal Communication

A. Oral Communication: A communication which happens through word of mouth, spoken
words, conversations and also any messages or information are shared or exchanged between
one another through speech or word of mouth is called oral communication. Example: Public
speech, News reading, Television, Radio, telephone and mobile conversations.

B. Written Communication: A communication happens through any word written or often

written sign which refers the languages uses in any medium is called written communication.
Example: Simply any hand written, typed, Newspaper, printed word documents, letters, books
and magazines.
Non-verbal communication
A message can be sometimes expressed without the help of words. Nonverbal communication
is the process of communicating without the use of words. It is defined as non- word human
responses like facial expressions and gestures and the perceived characteristics of the
environment through which the human verbal and nonverbal messages are transmitted.
Nonverbal communication is also known as “silent language.” It involves the use of cues,
gestures, vocal characteristics, facial expressions, and spatial relationship between the sender
and the receiver.
Forms of non-verbal communication
Kinesics: - Kinesics refers to communication through the body language of the parties
communicating
For example, when a boss gestures a thumbs up to his/her colleague, it could mean that he/she
liked the idea or is giving him/her a go-ahead.
Paralinguistics: - Paralinguistics refers to spoken communication through changes in the rate
of speech, accent, volume, voice modulation, pitch, and fluency. It is not only what is being
said is important but also how it is said plays a role in communication.
For example, a simple sentence like “Come here!” can be said authoritatively or endearingly,
depending on the tone of voice of the sender.
Proxemics: - Proxemics refers to study of importance of distance in spoken communication.
For example, if during a meeting, a fountain is kept in the room, people may get
distracted.
Chronemics: - Chronemics refers to communication using time as a factor. For example, A
boss who comes to office on time every day, subtly communicates it to his/her employees that
they too are expected to be on time every day.

Advantages of Non-verbal communication:

1. Easy presentation: Information can be easily presented in non-verbal communication
through using visual, audio-visual and silent means of non-verbal communication.
2. Substituting: Non-verbal message may substitute for the verbal message especially if it is
blocked by noise, interruption, long distance etc. for example; gestures-finger to lips to indicate
need for quiet, facial expressions- a nod instead of a yes.
3. Help to illiterate people: This type of communication use gestures, facial expressions, eye
contact, proximity, touching etc. and without using any spoken or written word. So, it is very
much helpful for illiterate people.
4. Help to handicapped people: Non-verbal cues of communication greatly help in
handicapped people especially to deaf people. Deaf people exchange message through the
movements of hands, fingers, eyeball etc.
5. Attractive presentation: Non-verbal communication is based on visual, picture, graph, sign
etc. that can be seen very much attractive.
6. Quick expression of message: Non-verbal cues of communication like sign and symbol can
also communicate some messages very quickly than written or oral messages.
7. Reducing wastage of time: The message of non-verbal communication reached the receiver
very fast. For this reason, it reduces the wastage of valuable time of the communicator.

Disadvantages or Limitations of Non-Verbal Communication:

1. Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in
this communication, there is no use of words or language which expresses clear meaning to the
receiver.
2. Long conversations are not possible: In non-verbal communication, long conversation and
necessary explanations are not possible. No party can discuss the particular issues of the
messages.
3. Difficult to understand: Difficult to understand and requires a lot of repetitions in non-
verbal communication. Since it uses gestures, facial expressions eye contact, touch etc. for
communicating with others which may not be understandable for the simple and foolish people.
4. Costly: In some cases, non-verbal communication involves huge cost. For example, neon
sign, power point presentation, cinema etc. are very much costly compared to others form of
communication.
5. Distortion of information: Since it uses gestures, facial expressions, eye contact, touch,
sign, sound, paralanguage etc. for communicating with others, there is a great possibility in
distortion of information in non-verbal communication.

Reading Skills
Reading (Introduction)
Reading is a process whereby a reader brings meaning to and gets meaning from print. This
implies that readers bring their experiences as well as their emotion into play in order to derive
meaning from the text.

Definition
A simple (and provisional) definition of reading is that it is a process whereby one looks at and
understands what has been written. This definition of reading does not mean that one needs to
understand everything in a text. Understanding is not an "all or nothing" process and from that
it follows that reading is not "all or nothing" process either. Reading involves many sub skills
for example-literal comprehension, inferential comprehension, interpretation, evaluation and
critical appreciation. The process of Reading has the following characteristics.
1. It is both a physical and mental activity.
2. It requires attention and thought.
3. It involves the participation of the reader emotionally and intellectually.
4. It involves interpretation of the written (printed) symbols.

Types of Readers
Generally speaking, there are two reader types to which your technical writing should be
tailored—Skimmers and Skeptics.

Skimmers
 Skimmers are typically busy or distracted readers—they often skim documents quickly,
looking for key words, findings, or recommendations. The documents you prepare for a
Skimmer should:
 State the main point clearly and up front
 Place the most important information at the beginning or ending of sentences and
paragraphs
 Highlight key dates or figures
 Create an easy-to-navigate document that uses design effectively (headings and
subheadings, white space, bullet points, numbered lists, bold text, etc.)

EXAMPLE:
Example 1: For the last several years, in my most recent position as Purchasing Manager, I am
responsible for the oversight of $100,000 in project accounts. Additionally, I manage a team
of four other buyers. I provide regular training seminars, including an in-office bi-monthly
team-building session. To ensure excellence in the department, I also compile and publish
reports to the president and board of directors.

Example 2: As Purchasing Manager from 2010 to the present, I am responsible for:

 overseeing $100,000 in project accounts;
 managing a five-buyer purchasing department;
 providing training to other buyers, including team-building sessions; and
 compiling and publishing reports to the president and board of directors.
Each example uses the same information, but most people would agree that Example 2 is easier
to read and navigate because the writer uses bullet points and white space effectively to separate
important information.

Skeptics
Skeptical readers, on the other hand, are careful readers. Skeptical readers (such as your
instructor or supervisor) tend to read documents thoroughly, questioning the writer’s claims
and evaluating the work’s validity. In order to meet the needs of the skeptical reader, it is
necessary to support/illustrate your statements with sufficient details and specific evidence,
such as:
 Examples
 Statistical data
 Dollar amounts
 Specific dates
 Case studies, etc.
EXAMPLE: Note the difference in the two short sentence examples below; one is vague while
the other is specific:
Example 1: The company has excellent customer support.
Example 2: The company has customer service representatives available around the clock to
provide user support by telephone, email, or in-person consultations.

Types of Reading
There are several types/ways/techniques of reading. They are previewing, skimming, scanning,
word for word reading, light reading, intensive/study/critical reading and extensive reading.

a) Previewing:
It involves looking over a text to determine its relevance and worth for a specific reading
purpose. It helps the reader to predict in a very short time, what a reading text is all about and
to determine its degree of relevance. You then can decide whether to read the book or not, or
whether to read a part or parts of it and which part.
Previewing a text is done by looking at the following:
i) Front matter: title, forward/preface or introduction, table of contents.
ii) Back matter: blurbs, index, glossary, bibliography.
iii) The book itself: Headings, subheadings, organizations, language, content, diagram

b) Skimming:
Used when a reader wants to get the main idea or gist of a text within a very short time. When
skimming, you need to read the topic sentences only. The topic sentence is usually the first in
a paragraph and expresses the main idea. But sometimes a writer may choose to make the
second sentence of a paragraph the topic sentence. On rare occasions, a writer may make the
last sentence of the paragraph the topic sentence. This is determined by the writing style that a
writer may adapt to convey certain information. You can skim through a long text or even a
book in just a few minutes and get the gist of the text.

c) Scanning:
It involves searching for particular items of information. You are interested in these items only
and not everything in the text.

d) Word by word reading:

This reading technique is used when one is learning how to read for the first time. You might
use this technique if you decide to learn a new language. Word for word reading means trying
to understand fully one word or phrase at a time. It is a slow reading technique. Scientists and
mathematicians use it when they are studying processes and formulae.

e) Light reading
This is the way most people read most of the time. There is neither an attempt to digest the
material that is read nor is there any attempt to assess it critically. This type of reading tends to
be fast and superficial. It is the type of reading most people apply when reading newspapers
and novels. This kind of reading is not recommended for study purposes but you can use the
technique when reading for leisure.

f) Intensive reading
Intensive reading entails content study of what is read in some detail and study of language in
which the material is written. Intensive reading calls for a deep and thorough understanding of
what is written. The concern is with detailed comprehension of short texts-typically not more
than five hundred words in length. Intensive reading implies approaching a text under the
guidance of a task (or a teacher) which forces the student to use analytical, critical and
evaluative skills. It is the type of reading a university student engages in when studying. to be
an efficient intensive reader, you need to get rid of some bad reading habits:
i) Trying to understand every word that you read by consulting the dictionary from time to
time. Slows down reading and interferes with concentration.
ii) Vocalization or moving lips as you read. This slows down reading to a speaking pace and is
therefore inefficient
iii) Retrogression. This means reading forwards and backwards. It hinders comprehension
unless you are doing word by word reading.
iv) Pointing - using a finger, pencil or pen over what is being read or nodding the head. This is
not only slow but also clumsy.

g) Extensive Reading
Extensive reading might be said to emphasize the process whereby a student comes to
understand a book without fully grasping every point of it, or even trying to. Strategies such as
skimming and scanning are important here, but there are also others such as recognizing the
contribution of 'plot' or 'argument' to understanding a text.
Extensive reading usually involves long texts or books with many pages - or just wide reading.
The objectives of extensive reading are: to promote enjoyment of reading, to provide various
experiences, and to provide wide exposure to written English in use.

Barriers to reading
Definition:
A barrier to reding is anything that prevents a reader from being fully engaged in the reading
process. A person, or even a group of people, affected by reading barriers feels frustrated or
unwilling, and cannot achieve their understanding meaning of printed text. Reading barriers
can be caused by various factors.
1. Physical Barriers
Vision Impairments: Conditions like blindness or low vision can hinder reading.
Access to Materials: Lack of access to books or reading materials, especially in underserved
areas.
2. Cognitive Barriers
Learning Disabilities: Dyslexia and other learning disabilities can make reading challenging.
Attention Issues: Conditions such as ADHD can affect focus and comprehension.

3. Emotional Barriers
Lack of Motivation: A disinterest in reading can stem from various factors, including previous
negative experiences.
Anxiety: Fear of judgment or failure can deter individuals from reading.

4. Socioeconomic Barriers
Economic Constraints: Limited financial resources can restrict access to books, technology,
and educational support.
Educational Disparities: Inconsistent quality of education can lead to gaps in reading skills.

5. Cultural Barriers
Language Differences: Non-native speakers may struggle with reading in a second language.
Cultural Attitudes: Societal norms that devalue reading or prioritize other forms of
entertainment.

6. Technological Barriers
Digital Divide: Lack of access to technology or the internet can limit access to e-books and
online resources.
Format Issues: Some may struggle with different formats, such as e-readers or audiobooks.

7. Environmental Barriers
Distractions: A noisy or chaotic environment can make it difficult to concentrate on reading.

8. Lack of Reading Space: Inadequate physical space to read comfortably can be a deterrent.

Strategies for reading

Reading strategies are teaching methods and activities that teachers and parents can use with
their children to help develop language and reading skills. Strategies that improve decoding
and reading comprehension skills benefit every student, but are essential for beginning readers,
struggling readers, and English Language Learners.
There are many different reading strategies that you can apply to your reading sessions in the
classroom. To improve reading comprehension, teachers can introduce the 7 cognitive reading
strategies for effective readers. These focus on encouraging skills such as activating, inferring,
monitoring-clarifying, questioning, summarising, and visualising.

1. Keep a sharp eye on visual clues: Does the book or text include any images that represent
the text? Readers use the clues from the text to create a picture in their head. They use all their
senses and imagination to create their mental image. Encourage your students to take a look at
any visual clues in the text to see if they give you any clues that will help them to decode the
text.

2. Sound it out: If your children are struggling with a particular word, break it down
phonetically and say each sound separately aloud. This should help them piece together tricky
words and understand how sounds interact. (Remember to look for diagraphs and trigraphs as
you read.)

3. Summarising: Summarising allows the reader to digest small snippets of information in a

simple structure. This means that they’re able to understand the basics of the text without
needing to read it all. Using summaries as a reading strategy can help children identify key
information and phrases in a text.

4. Ask questions: Readers should learn to ask and answer questions to clarify meaning and
ensure they understand what they have read. To help this reading strategy, encourage children
to ask questions before, during and after reading.

5. Make predictions: Readers use written and visual clues from the text as well as their own
person experiences to make predictions about what might happen before, during and after
reading. Using this strategy in reading helps children become more confident in understanding
key features of a story and piece together clues in writing.

6. Story Mapping: Story mapping is a great reading strategy that teachers and parents can use
when working with fictional texts. This strategy uses templates such as this Story Mapping
Boxes Worksheet to create a visual 'map' of the story plot, characters, setting and themes.

7. Comprehension monitoring: Comprehension monitoring is a form of metacognition. This

strategy involves the ability of readers to know when they understand what they read, when
they do not understand, and to use appropriate strategies to improve their understanding when
it is blocked.

Listening Skills
What are listening skills?
Listening skills contribute to your ability to accurately receive information when
communicating with others. These skills are an important part of effective communication in
the workplace. Developing good listening habits can help to ensure you understand the
information correctly, interpret messages accurately and optimize your conversations and
communications for efficiency.

Why are listening skills important?

Developing skills that can help you become a better listener is important for several reasons,
including:
1. Building relationships:
Good listening can help you build and maintain positive relationships in the workplace
Showing interest when communicating with others can help you build trust and develop long
term, mutually beneficial professional relationships. Good listening can help you prevent
misunderstandings between co-workers, perform your duties accurately and anticipate your
customers' needs.

2. Learning new skills

Effective listening is an important way to help you learn new skills. In order to accurately
follow directions, it may be beneficial to develop skills and habits that contribute to the
quality of your listening. By listening closely to the advice, guidance and directions of your
mentors or supervisors, you may be able to learn new skills and advance your range of
capabilities.

3. Performing effectively
Listening intently can help you accurately follow directions. By following directions exactly,
you may be able to improve your performance in the workplace. By listening closely to
directions, guidelines and requirements, you may be able to avoid errors and improve your
processes.

Types of listening skills

Listening is an art that often goes unnoticed in our fast-paced world. We are so focused on
speaking, sharing our opinions, and expressing ourselves that we forget the incredible power
of truly listening. There are various types of listening skills, and mastering them can have a
profound impact on your personal and professional life.
1. Active Listening
Active listening is perhaps the most well-known type of listening skill, and for a good reason.
It involves giving your full attention to the speaker, making eye contact, nodding, and
providing verbal and non-verbal cues to show that you are engaged in the conversation.
Active listening helps build trust and rapport with others, as it demonstrates your genuine
interest in what they have to say. In your professional life, active listening can enhance your
leadership skills, improve customer relations, and foster a more collaborative work
environment.

2. Reflective Listening
Reflective listening takes active listening a step further. It involves not only hearing the
words spoken but also reflecting on the speaker’s emotions and feelings. When you practice
reflective listening, you strive to understand the speaker’s perspective and then convey that
understanding back to them. This type of listening can be incredibly empowering in personal
relationships, as it shows that you care about the other person’s feelings and are willing to
validate their experiences.
3. Empathetic Listening
Empathetic listening goes hand in hand with reflective listening. It requires you to not only
understand the speaker’s emotions but also to genuinely empathize with them. Empathy is the
ability to put yourself in someone else’s shoes and feel what they are feeling. When you
practice empathetic listening, you show compassion and support, making the speaker feel
heard and valued. This skill can be a game-changer in professions that involve counselling,
coaching, or caregiving.

4. Critical Listening
Critical listening is a skill that is particularly valuable in the workplace. It involves analysing
and evaluating the information presented by the speaker. Instead of accepting everything at
face value, critical listeners question, compare, and assess the validity of the information.
This type of listening helps you make informed decisions, identify potential risks, and
contribute more effectively to problem-solving and innovation.

5. Appreciative Listening
Appreciative listening is all about enjoying and valuing what you hear. It often occurs when
listening to music, poetry, or any form of artistic expression. However, it can also apply to
everyday life and work situations. When you appreciate someone’s ideas or contributions,
you not only boost their self-esteem but also create a more positive and supportive
atmosphere. In the workplace, appreciative listening can improve team morale and foster a
culture of recognition and appreciation.

6. Discriminative Listening
Discriminative listening is the ability to distinguish between different sounds and subtle
variations in speech. This type of listening is crucial for professionals in fields like music,
linguistics, and telecommunications. However, even in everyday life, discriminative listening
can help you notice important details and nuances that others might miss. It can also be a
valuable skill when learning a new language or trying to improve your communication in a
multicultural environment.

7. Therapeutic Listening
Therapeutic listening is a specialized skill used in therapy and counselling settings.
Therapists use this type of listening to create a safe and non-judgmental space for their clients
to express their thoughts and feelings. It involves active listening, empathy, and an
understanding of psychological principles. While not everyone will use therapeutic listening
professionally, understanding its principles can enhance your ability to support and help
friends and loved ones during challenging times.

8. Informative Listening
Informative listening is all about gathering and retaining information. This type of listening is
vital in educational settings, as well as in your career. It involves taking notes, asking
questions for clarification, and actively seeking to understand complex concepts. Informative
listening is particularly valuable in roles that require continuous learning and staying updated
with industry trends.
Conclusion
Listening is not a passive act but a skill that can be honed and diversified to bring about
significant positive changes in your life and work. By mastering these eight different types of
listening skills—active, reflective, empathetic, critical, appreciative, discriminative,
therapeutic, and informative—you can become a more empathetic, effective, and influential
communicator. These skills can help you build better relationships, make informed decisions,
and excel in your professional endeavours. So, take the time to develop these listening skills,
and watch how they transform your life and work for the better. Remember, the power of
listening lies not in the words you speak but in the moments you truly hear.

Barriers to Listening Skills

Listening is not easy and there are a number of obstacles that stand in the way of effective
listening, both within outside the workplace.
These barriers may be categorized as follows.
1. Physiological Barriers: - some people may have genuine hearing problems or deficiencies
that prevent them from listening properly. It can be treated. Some people may have
problem in processing information or retaining information in the memory. For example,
Lack of concentration/interest.

2. Physical Barriers: - These referred to distraction in the environment such as the sound of
an air conditioner, cigarette smoke, or an overheated room. It interferes the Listening process.
They could also be in the form of information overload. For example, if you are in meeting
with your manager and the phone rings and your mobile beeps at the same time to let u know
that you have the message. It is very hard to listen carefully to what is being said. Arriving
late for a speech, presentation or lecture. Therefore, unavailability of listeners. Speaker or
listener being distracted by disturbances will also be coming into physical barrier category.

3. Attitudinal Barriers: - pre occupation with personal or work-related problems can make it
difficult to focus one’s attention completely on what speaker is saying, even what is being
said is of very importance. Another common attitudinal barrier is egocentrism, or the belief
that the person has more knowledgeable than the speaker, or that there is nothing new to learn
from the speaker’s ideas. People with this kind of close-minded attitude are very poor
listeners.

4. Wrong Assumptions: - The success of communication depends on the both the sender and
receiver. It is wrong to assume that communication is the sole responsibility of the sender or
the speaker and that listeners have no role to play. Such an assumption can be big barrier to
listening. For example, a brilliant speech or presentation, however well delivered, is wasted if
the receiver is not listening at the other end. Listeners have as much responsibility as speakers
to make the communication successful. The process should be made successful by paying
attention seeking clarifications and giving feedback. Another example: Assuming that the
speaker is going to give some unimportant information. or Pre-judgments about the speaker.
5. Cultural Barriers: - Accents can be barriers to listening, since they interfere with the
ability to understand the meaning of words that are pronounced differently. The problem of
different accents arises not only between cultures, but also within a culture. For example, in a
country like India where there is enormous cultural diversity, accents may differ even
between regions states.

6. Gender Barriers: - communication research has shown that gender can be barrier to
listening. Studies have revealed that men and women listen very differently and for different
purposes. Women are more likely to listen for the emotion behind a speaker’s words, when
men listen more for the facts and the content.

7. Lack of Training: - Listening is not an inborn skill. People are not born good listeners. It
is developed through practice and training. Lack of training in listing skills is an important
barrier. In lack of training people do avoid listening to difficult, boring or complex
information and selectively listen only to what is considered interesting.

8. Bad Listening Habits: - Most people are very average listeners who have developed poor
listening habits that are hard to said and that act as barriers to listening. For example, some
people have the habits of “faking” attention, or trying to look like a listener, in order to
impress the speaker and to assure him that they are paying attention. Others may tend to
listen to each and every fact and, as a result, miss out the main point. For example,
Judging the speaker by his/her mannerisms, voice, appearance, accent, etc.