GELILA INTERNATIONAL SEMINARY COLLEGE

INDIVIDUAL ASSIGNMENT ON COMUNICATION SKILL

NAME ----------------------------- GONFA DABA ERBA

ID --------------------------------- GIS/ AA/ 10129/24

DEPARTMENT ---------------------- CHRISTIAN BUSINESS ADMINISTRATION

CENTER ----------------------- ADDIS ABABA

PROGRAM -------------------- MASTER DEGREE

ACADEMIC YEAR ----------------- FEBRUARY, 2025 G.C

ADDIS ABABA-ETHIOPIA
Q. 1. DEFINE COMMUNICATION
Communication is the exchange of information between two or more people. There are many different ways
that people exchange information including verbal, written, and/or non-verbal (body) language.
Communication skills give you the ability to effectively and efficiently convey your thoughts and ideas.
Some people are naturally good at communication skills while others may find them more difficult. In either
case, everyone can benefit from learning to communicate more clearly and productively.
Communication skills are those skills which are needed to speak and write properly. A person who is able to
speak appropriately whilst maintaining eye contact with the audience, uses varied vocabulary and articulate
speech to suit the need of the audience is generally said to be an effective speaker. Similarly, an effective
writer should be able to use written words in various styles and techniques to communicate his/her message
and ideas to the readers. One should have the ability to listen carefully and write and speak clearly in any
situation. Therefore good reading, writing, speaking and listening skills are essential for effective
communication. The word ‘Communication’ comes from the Latin word commūnicāre, meaning ‘to share.
Communication is the ‘sharing’ of information between two or more individuals or within a group to reach a
common understanding.

Q. 2. DISCUSS COMMUNICATION PROCESS.

The systematic process in which individuals interact with and through symbols to create and interpret
meanings in a particular context.” – Joseph A. DeVito
“The process by which people use signs, symbols, and behaviors to exchange information and create
meaning.” – Kory Floyd.” – Kory Floyd
The communication process refers to the steps and elements involved in the successful transmission and
understanding of a message between a sender and a receiver. It includes the exchange of information, ideas,
opinions, or emotions through various channels or mediums. The communication process is cyclical,
meaning it involves continuous feedback and adjustment. Effective communication requires clarity,
relevance, active listening, and consideration of the needs and perspectives of both the sender and the
receiver. By understanding and utilizing the communication process, individuals and organizations can
enhance their ability to convey messages, build relationships, and achieve their communication goals.
Components of the communication process
The communication process consists of several interconnected components that work together to facilitate
effective communication.
1/ Sender: The sender takes the lead in initiating the communication process. They have a message or
information to convey to the receiver. The sender’s role involves encoding the message, which means
converting thoughts or ideas into a communicable format.
2/ Message: The message represents the ideas or informational content that the sender intends to convey. It
can be expressed through different channels, including verbal, written, or non-verbal forms. Verbal elements
include spoken or written words, while non-verbal elements encompass body language, facial expressions,
and gestures.
3/ Channel: The channel serves as the pathway through which the message is conveyed from the sender to
the receiver. Communication channels can include face-to-face conversations, phone calls, emails, text
messages, video conferencing, or social media platforms.

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4/ Receiver: The receiver is the person or group of people who are the intended target of the message. They
play a crucial role in the communication process by decoding and interpreting the message received from
the sender.
5/ Feedback: Feedback is the response or reaction given by the receiver in relation to the sender’s
message. It serves as a vital component of the communication process, allowing the sender to gauge the
effectiveness of their message and make necessary adjustments.
Four types of communication process
1/ Verbal Communication Process: Verbal communication involves the usage of spoken or written
language to express and convey messages. It allows for immediate feedback and clarification, promoting
interactive and real-time exchanges.
2/ Nonverbal Communication Process: Nonverbal communication involves the transmission of messages
without the use of words. It incorporates a range of nonverbal cues such as physical movements, hand
gestures, vocal intonation, interpersonal distance, and other forms of nonverbal expression
3/ Visual Communication Process: Visual communication relies on visual elements to convey messages. It
involves the use of images, graphics, charts, diagrams, videos, presentations, and other visual aids. Visual
communication is effective in simplifying complex information enhancing understanding The
communication process involves 8 interconnected stages that facilitate the exchange of information, ideas,
or messages between a sender and a receiver. Here’s a simplified explanation of how the communication
process works:
4/ Written Communication Process: Written communication includes the utilization of written words or
text as a means to convey information. It includes letters, memos, reports, articles, emails, text messages,
social media posts, and other forms of written communication.
8 stages of the communication process
1/ Sender’s Input: The communication process begins with the sender, who initiates the communication by
having a message to convey. The sender identifies the purpose of the communication and formulates the
message accordingly. This involves determining what information, ideas, or emotions need to be conveyed
and what outcome the sender hopes to achieve through the communication.
2/ Encoding the message: After formulating the message, the sender encodes it by selecting appropriate
symbols, language, or means of expression. Encoding involves converting thoughts or ideas into a form that
can be understood by the receiver. This could include:
 Selecting specific words
 Using nonverbal cues such as gestures or facial expressions
 Utilizing visual or auditory elements to enhance the message’s meaning.
3/ Message Transmission: Once the message is encoded, the sender transmits it through a chosen
communication medium or channel. The medium can vary depending on the nature of the communication
and the available options, such as:
 Face-to-face conversations
 Written communication
 Telephone calls or emails,
 Social media platforms
The sender selects the most suitable medium to effectively deliver the message to the receiver.
, and appealing to visual learners.
4/ Receptioning the Message: The receiver, who is the intended recipient of the message, receives the
transmitted message through the selected medium or channel.
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The receiver perceives the message using their senses (e.g., hearing or reading) or through technological
devices (e.g., listening to an audio recording or reading a text on a screen). The receiver’s attention and
focus on the message play a crucial role in this stage.
5/ Decoding the Message: Upon receiving the message, the receiver decodes it by interpreting and
extracting meaning from the information received. Decoding involves understanding the encoded symbols,
language, or context used by the sender to derive the intended message. The receiver applies their
knowledge, experiences, cultural background, and perceptual filters to make sense of the message and
derive meaning from it.
6/ Receiver’s Response: After decoding the message, the receiver formulates a response or feedback based
on their understanding and interpretation. This response can take various forms, such as verbal or written
communication, actions, or nonverbal cues. The response allows the receiver to provide:
 Feedback,
 Seek clarification,
 Ask questions,
 Express agreement or disagreement,
 Contribute additional information related to the message.
7/ Feedback Transmission: The receiver’s response is transmitted back to the sender through the same or a
different communication medium or channel. Feedback serves as an essential component of the
communication process, as it provides valuable information to the sender. It helps the sender gauge the
effectiveness, understanding, and impact of the message on the receiver. Feedback allows for adjustments,
clarification, and improvement of future communications, ensuring the accuracy and clarity of the message.
8/ Noise: Throughout the communication process, various factors can influence the effectiveness of
communication. These factors include noise, which can be
1. External Noise: (e.g., Environmental distractions or technical issues)
2. Internal Noise: (e.g., Preconceived notions or biases)
Noise can disrupt message transmission or reception. The communication context, such as the physical
environment, cultural norms, relationship dynamics, and power dynamics between the sender and receiver,
can also impact the communication process.
Q. 3. LIST AND DEFINE COMMUNICATION PROCESS.

Definition: The Communication is a two-way process wherein the message in the form of ideas, thoughts,
feelings, opinions is transmitted between two or more persons with the intent of creating a shared
understanding. Simply, an act of conveying intended information and understanding from one person to
another is called as communication. The term communication is derived from the Latin
word “Communis” which means to share. Effective communication is when the message conveyed by the
sender is understood by the receiver in exactly the same way as it was intended. The communication process
consists of communication revolves around the transmission of information or message from both the sender
to the receiver by using a channel of communication and overcoming barriers to effective communication.
1. Nonverbal Communication
Definition
Nonverbal communication refers to any form of communication that is not transmitted
through spoken word.
It can include body language, facial expressions, gestures, posture, passive communication
strategies, and even what you wear (which can send signals about your cleanliness, social class, etc.).

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 But under this banner we also have other types of communuication listed below, including written
and visual communication. Generally, however, when referring to nonverbal communication we tend
to be talking about body language cues. We can communicate and receive a lot of important
information through nonverbal cues. This is why face-to-face communication (where you can see
facial expressions, etc) leads to far less confusion than text messages or other low context means of
communication that lack contextual cues.
In everyday communication events, we observer other people’s nonverbal cues as a form of
perception checking, which involves seeing if their nonverbal communication matches their overt
verbal communication, which can help to affirm that you are understanding the person effectively.
Examples
 Facial expressions: Smiling, frowning, raising eyebrows, furrowing brow, rolling eyes, etc.
 Gestures: Hand gestures, head nods, shrugging shoulders, pointing, etc.
 Posture: Standing tall, slouching, leaning forward or backward, crossing arms, etc.
 Eye contact: Direct eye contact, avoiding eye contact, staring, glancing, etc.
 Touch: Handshakes, hugs, pats on the back, etc.

2. Verbal Communication

Definition

Verbal communication is any form of communication that occurs through spoken word. Its key
strength is that it tends to be perceived as a trusted and authentic form of communication.

For example, people often want to talk to or hear from a real human when making an expensive purchase or
big decision in their lives.
While face-to-face verbal communication also has the benefit of allowing for two-way dialogue between
interlocutors, in our current era, verbal communication can also be one-way, such as through podcasts or
videos.
Verbal communication tends to also have high-context elements to help with clarity of messages, such as
tone of voice, pitch, and urgency.
Verbal communication skills are often taught at school, and mastery of effective verbal (and especially
public) communication can be seen as a valuable skill in the workplace. Effective verbal communication
requires not only the ability to articulate one’s thoughts and ideas clearly but also convey those thoughts
with confidence in a variety of contexts.

Examples

 Conversations: Speaking with others in person, over the phone, or through video conferencing.
 Presentations: Delivering speeches, lectures, video conferences, or other formal talks to an
audience.
 Written correspondence: Communicating through letters, emails, memos, text messages, or other
written forms of communication.
 Face-to-Face Interviews: Answering questions posed by a potential employer in a face-to-face
interview context.

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  Video and Podcast: Video and podcast media generally also contain verbal communication, such as
a person telling a story or a recording of a conversation between characters.
3. Visual Communication

Definition

Visual communication means the transfer of information to a person in a format that can be read or
viewed.

Such formats include physical objects and models, charts, cards, tables, photos, videos, drawings, and
diagrams.
According to Gophinatan (2022), “…visual communication is the transmission of information and ideas
using symbols and imagery” (p. 87).
It’s considered a sub-type of nonverbal communication.
Visual communication is a prevalent form of communication in the 21st Century. It’s a preferred medium
for advertising as well as for storytelling (e.g. film) and social media entertainment.
Example

 Infographics: Presenting complex information, data, or knowledge in a visually engaging and easy-
to-understand format using charts, graphs, and illustrations.
 Slide Presentations: Conveying information, ideas, or concepts through a combination of text,
images, and design elements in a slideshow format, often during meetings or conferences.
 Graphs and Charts: Visualizing data, trends, or comparisons through various graphical
representations such as bar charts, pie charts, line graphs, and flowcharts.
 Videos and Animations: Using moving images, graphics, and visual storytelling techniques to
convey a message or concept in an engaging and informative manner.
 Graphic Design and Branding: Employing design elements like logos, color schemes, and
typography to create a visual identity for a product, company, or organization, which can be
consistently applied across various media and platforms.
3. Written Communication

Definition

Written communication involves the use of words, sentences, and paragraphs encoded in text in order
to communicate.

Its primary benefit is that it is clearly and unambiguously recorded and saved, and can be looked back upon
at a later date to determine what exactly was said.
Prior to the advent of audiovisual recording devices, written text was the key format for recording data.
Today, it is still used for legal purposes, such as when we must sign and keep legal documents.
Examples

 Emails and Letters: Exchanging information, ideas, or requests through written messages in a
formal or informal tone, sent electronically or through postal services.
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  Reports and Documents: Compiling research, analysis, or project updates into structured written
formats to inform, persuade, or provide recommendations to an audience.
 Blog Posts and Articles: Sharing knowledge, opinions, or experiences on a specific topic through
written content published on websites, newspapers, or magazines.
 Books and eBooks: Conveying narratives, ideas, or educational content in a longer written format,
distributed in print or digitally for readers to consume and engage with.
 Academic Writing: This is used to present facts and evidence in the form of essays, research papers,
and other publications. Academic writing is often used in the fields of higher education and research.
5. Intrapersonal Communication
Definition
Intrapersonal communication is an individual’s own personal dialogue and reflection within
themselves (Liddicoat & Scarino, 2013).
It is a form of metacognition that’s beneficial for self-improvement and self-reflection. This internal
dialogue helps people to understand themselves better.
Debasis (2009) states that in intrapersonal communication:
Control over our intrapersonal communication is important, however. For example, we need to
silence our inner voice when trying to sleep, or if it leads to excessive negative self-talk.
Example
 Self-Reflection: Engaging in an internal dialogue to assess one’s thoughts, emotions, or actions in a
specific situation or over time.
 Goal Setting: Identifying personal objectives and desired outcomes, along with outlining a plan to
achieve those targets through internal communication.
 Mental Rehearsals: Mentally practicing an upcoming task, speech, or performance in one’s mind to
improve preparedness and reduce anxiety.
 Mindfulness and Meditation: Focusing on the present moment, breathing, and internal
sensations to cultivate self-awareness, emotional regulation, and mental clarity.
 Daydreaming and Visualization: Using one’s imagination to explore scenarios, potential
outcomes, or aspirations as a form of internal dialogue and problem-solving.

6. Interpersonal Communication

Definition

Interpersonal communication simply refers to communication between two or more people. However,
it is generally used to explain collaboration and group work.

The benefits of interpersonal communication include the development of strong relationships, the ability to
achieve more together than alone, improved understanding of other peoples’ points of view, and the ability
to resolve conflicts or disagreements.

Interpersonal skills are highly valuable in 21st Century workplaces. These are skills like the ability to
mediate, lead a group, follow when necessary, influence others, and find common ground.

Examples of Interpersonal Communication

  Casual Conversations: Engaging in informal dialogue with friends, family, or colleagues to share
experiences, thoughts, and emotions.
 Active Listening: Demonstrating empathy and understanding by attentively listening to another
person’s ideas or concerns, and providing appropriate responses or feedback.
 Conflict Resolution: Addressing disagreements or misunderstandings between individuals by
discussing the issues, identifying solutions, and finding common ground.
 Group Discussions: Collaborating with multiple individuals to exchange ideas, solve problems, or
make decisions through open and respectful communication.
 Nonverbal Communication: Conveying meaning or expressing emotions through body language,
facial expressions, gestures, and tone of voice, in conjunction with verbal exchanges.
7. Mass Communication

Definition

Mass communication refers to communication at a social scale that is facilitated by broadcast media
such as radio, television, or the internet.

It is believed that the emergence of the first form of mass communication in the 1500s – the printing press –
led to the development of national cultures and identities (Anderson, 1987).Mass communication is hugely
beneficial for public health and safety, the spread of cultural values, and the spread of important news and
information. However, it has been widely critiqued for being controlled and gatekept by cultural elites. In
the world of Web 2.0 and beyond, it’s also criticized for having the capacity to spread misinformation on a
mass scale.

Examples

 Newspapers: For many centuries, daily and weekly newspapers were the key way in which people
received current affairs information.
 Books: Often under-recognized, books are still one of the major forms of mass communication. The
Bible, for example, was responsible for the spread of Christianity worldwide.
 Radio: Radio gives people instant access to audio information and entertainment. In its era, it was
revolutionary. Radio’s primary limitation is lack of visual communication. Before long, television
came along to resolve this problem.
 Television: Television was the first form of mass communication that has audiovisual properties –
both visual and audio communication. It was also a big driver of shared national identity because
popular programs tended to be broadcast nation-wide. It is in declined today, superseded by online
video platforms.
 Internet: The internet is today’s form of mass communication. Within it, we have mass
communication platforms like social media platforms, YouTube, and websites.

8. Synchronous Communication
Definition

Synchronous communication refers to real-time interaction between individuals, allowing for

immediate feedback and dynamic exchanges.

In the digital age, synchronous communication can occur through various channels, including in-person
meetings, phone calls, video conferencing, and instant messaging platforms. Synchronous communication
allows for rapid problem-solving, collaboration, and increased understanding among participants by
enabling instant clarification of ideas and immediate response to questions.

Examples

 In-person meetings: Collaborating face-to-face to discuss ideas, share updates, or make decisions.
 Phone calls: Engaging in real-time conversations to convey information, provide support, or build
relationships.
 Video conferences: Connecting remotely with others using audio and visual technologies to
facilitate communication and collaboration.
 Instant messaging: Exchanging text-based messages in real-time to quickly share information, ask
questions, or coordinate activities.
 Live chat support: Providing immediate assistance to customers or users through real-time text-
based communication.
Phone calls: Engaging in real-time conversations to convey information, provide support, or build
relationships.
 Video conferences: Connecting remotely with others using audio and visual technologies to
facilitate communication and collaboration.

9. Asynchronous Communication

Definition

Asynchronous communication involves the exchange of messages or information without the

requirement for participants to be simultaneously present or engaged.

This type of communication allows individuals to respond at their convenience, accommodating

different schedules, time zones, and work styles.
Examples of asynchronous communication include emails, discussion boards, recorded video
messages, and collaborative documents.
Examples
 Emails: Sending and receiving messages with attachments, allowing recipients to respond at their
convenience.
 Discussion boards: Posting and replying to topics in online forums, fostering collaboration and
knowledge sharing.
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 Recorded video messages: Creating and sharing pre-recorded videos, providing visual information
to be viewed at a later time.
  Collaborative documents: Sharing and editing files with others asynchronously, enabling
teamwork and collective input.
 Social media posts: Crafting and sharing content, allowing followers to engage and respond in their
own time.

10. Formal Communication

Definition

Formal communication refers to structured and professional exchanges that follow established rules,
guidelines, and etiquette.

This type of communication is typically used in professional settings, official correspondences, or

ceremonial events, and can include both verbal and written forms.
Formal communication often involves the use of proper language, clear structure, and respectful
tone, ensuring clarity and credibility in the message being conveyed.
Examples
 Business letters: Crafting well-structured and professionally formatted correspondence for official
purposes.
 Presentations: Delivering well-organized and polished speeches or lectures to an audience, using
appropriate language and visual aids.
 Reports: Writing comprehensive and coherent documents to present research findings, project
updates, or policy recommendations.
 Agendas and meeting minutes: Creating and distributing structured outlines of topics to be
discussed, along with records of decisions and action items.
 Formal invitations: Sending carefully crafted and elegantly designed invitations for events, such as
weddings, conferences, or award ceremonies.
11. Informal Communication
Definition
Informal communication involves casual and spontaneous exchanges between individuals, often
characterized by a relaxed tone and the use of colloquial language.
This type of communication typically occurs in personal conversations, friendly interactions, or social
media engagements, and can include verbal, written, and nonverbal forms.
Informal communication allows for the expression of personal opinions, emotions, and experiences,
fostering rapport and relationship-building among participants.
Examples
 Casual conversations: Engaging in unstructured and relaxed dialogues with friends, family, or
colleagues.
 Text messages: Sending and receiving brief, colloquial messages to share updates, ask questions, or
coordinate plans.

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 Social media comments: Interacting with others through likes, shares, and comments on various
platforms, such as Facebook, Twitter, or Instagram.
 Informal emails: Writing casual and conversational messages, often using abbreviated language and
emoticons.
  Comedy Shows: Comedians tend to employ informal communication in order to send signals to the
audience that they are in a space designed to make light of social situatios.

12. Metacommunication
Metacommunication refers to communication about communication. It generally refers to statements
or non-verbal cues during a conversation used to check in about how the conversation is going.

For example, you might pause to reflect on what you said by saying “did that make sense to you?” This
specific type of metacommunication is called metacommentary.
Online, we see metacommuncation on social media such as twitter where there are warning comments
giving context about the text that is being read.
There might be a flag saying some of the statements are contested or untrue; or, there might be a notice
explaining the author of the text. This adds context to the text and allows you to understand more about
what you’re reading.
Examples
 Clarifying yourself: Saying in text or verbally, “that was a joke, by the way.”
 Voice inflection: Going up at the end of a sentence can indicate you’re asking a question.
 Metacommentary: Making a comment about what you’re saying, like, “wow, I’m going around in
circles aren’t I?”.
 Paraphrasing: After a long speech, consciously paraphrasing what you said to recap the key points.
 Signposting: When giving a speech, starting by signposting what you will say and the order in
which it will be said to help people follow your speech.
Conclusion
There are likely many other types of communication we can examine, but the above are some key examples
of ways we have categorized communication in communications and media studies. These categories are
useful to analyze how different approaches to communication have their own key strengths and weakesses.
Separating communication out into its various types also helps us to explore how different types of
communication have risen to prominence depending upon the technology of the day. This sort of analysis
can demonstrate how technologies have fundamentally shaped how societies communicate and, therefore,
facilitated large-scale cultural change. To explore this idea that communication technologies shape societies
and cultures, take a look at my article on technological determinism.

Q. 4. WHAT ARE THE MAIN TYPES OF COMMUNICATION?

Communication involves sharing thoughts, emotions, and information using words, expressions, and non-
verbal cues.
There are 4 main types of communication: verbal, non-verbal, written, and visual.
Each type plays a crucial role in how we interact and convey information in various situations. Let’s explore
each type in detail:
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1/ Verbal Communication:

Verbal communication is the process of conveying information, expressing ideas, and sharing emotions
through the use of spoken words. It involves using language to convey messages between individuals or
groups. This form of communication is an essential aspect of human interaction and is widely used in both
personal and professional environments.
One significant importance of verbal communication is that it can be direct, allowing for real-time feedback
and clarification, making it a dynamic and interactive mode of expression. It also incorporates elements
such as tone of voice, volume, and intonation, which add meaning and emotional variations to the messages
conveyed. Additionally, written and oral communication are two main components of verbal
communication.
Types of Verbal Communication:
1/ Face-to-Face Communication: Face-to-face communication occurs when individuals interact in person,
enabling immediate and direct interaction. There are several benefits of face-to-face communication such as,
It allows for a deeper level of engagement, as participants can observe facial expressions and other non-
verbal cues, enhancing understanding. Face-to-face communication is common in casual conversations,
personal meetings, and various social settings.
2/ Phone Calls and Voicemails: Phone calls involve verbal communication over the telephone, allowing
individuals to interact remotely. While not as expressive as face-to-face communication, phone calls still
provide an opportunity for immediate responses and clear dialogue. Voicemails, on the other hand, allow
individuals to leave recorded oral messages when the recipient is unavailable, facilitating communication
even when direct interaction is not possible.
3/ Public Speaking and Presentations: Public speaking and presentations involve conveying information,
ideas, or opinions to a larger audience. This form of verbal communication often takes place in professional
or educational settings, where a speaker addresses a group of people.
4/ Meetings and Discussions: Meetings and discussions are formal or informal gatherings where
participants exchange information, share ideas, and make decisions. Verbal communication plays a central
role in these settings, as participants voice their thoughts, provide input, and collaborate to achieve common
goals.
2/ Non-verbal communication:

Non-verbal communication includes the transmission of information and intentions through means other
than spoken or written words. It includes various cues and signals conveyed through, eye contact, personal
space, and touch. According to psychologist Dr. Albert Mehrabian’s extensive research a significant 93% of
our daily communication occurs through nonverbal means.
Therefore, recognizing the benefits of non-verbal communication is essential as it plays a vital role in
human interaction by complementing and enhancing verbal communication. It provides additional layers of
meaning and context to the spoken words, making it easier to understand the true intent behind the message.
Types of Non-Verbal Communication:
1/ Body Language and Gestures: Body language entails utilizing physical movements and postures to
express messages. It includes gestures such as waving, pointing, and nodding, which can express agreement
or disagreement. Additionally, body language includes stances, such as crossing arms (indicating
defensiveness) or leaning in (indicating interest and engagement). Understanding body language can help
interpret someone’s feelings and attitudes, even when they are not explicitly stating them.
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2/ Facial Expressions: Facial expressions are a powerful form of non-verbal communication, reflecting
emotions and reactions. Smiles frowns and Raised eyebrows, all convey distinct feelings like happiness,
sadness, or surprise. Facial expressions can significantly impact how a message is perceived, as they often
reveal the speaker’s genuine emotional state.
3/ Eye Contact: Eye contact is the fundamental act of directly looking into someone’s eyes while engaged
in a conversation. It is a crucial aspect of non-verbal communication as it signals attentiveness, interest, and
sincerity. Appropriate eye contact fosters connection and trust while avoiding eye contact might be
interpreted as discomfort or lack of confidence. However, cultural norms can influence the significance of
eye contact, and its interpretation may vary across different societies.
4/ Proxemics (Personal Space): Proxemics refers to the use and interpretation of personal space during
interactions. Different cultures have varying norms about personal space, and individuals may feel
comfortable with different degrees of proximity.
5/ Touch and Haptics: Touch, or haptics, is another form of non-verbal communication that is capable of
conveying a wide variety of emotions and intentions. A comforting pat on the back, a firm handshake, or a
gentle hug can communicate support or affection. However, it is crucial to consider cultural norms and
personal preferences, as not everyone may be comfortable with touch during communication.
3/ Written communication:

Written communication entails the act of conveying information and messages through the use of written
words. It involves using text, symbols, or graphics to convey information and can be in the form of physical
or digital documents. Written communication offers several advantages, including the ability to provide a
permanent record of the message, making it easy to reference the written information later.
It allows for more thoughtful and structured expression as writers can carefully choose their words and
organize their thoughts. Additionally, written communication enables asynchronous communication,
meaning recipients can read and respond at their convenience, without the need for real-time interaction.
Types of Written Communication:
1/ Emails and Memos: Emails and memos are common forms of written communication used in business
and professional environments. Emails are electronic messages exchanged via email platforms, allowing for
quick and efficient communication between individuals and groups. Memos, on the other hand, are internal
communications within an organization, typically used to inform employees about specific updates, policies,
or announcements. Both emails and memos are effective for conveying detailed information to a targeted
audience.
2/ Letters and Postcards: Letters and postcards are traditional written communication methods often used
for personal and formal interaction. Letters are more detailed and formal, frequently used for professional
purposes or resolving issues. Postcards, on the other hand, are concise messages on postcard-sized paper,
often used for sharing brief greetings.
3/ Reports and Proposals: Reports and proposals are written documents commonly used in business and
academic settings. Reports present information, findings, or data in a structured manner, aiming to inform or
analyze a specific topic. Proposals, on the other hand, outline plans, and projects, or seek approval or
funding from relevant stakeholders.
4/ Text Messages and Instant Messaging: Text messages and instant messaging are written
communication methods facilitated by mobile devices and messaging apps. They allow for quick and real-
time interactions between individuals, making them ideal for informal and casual conversations.
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Text messages are often used for personal communications, while instant messaging platforms cater to both
personal and professional conversations.

4/ Visual communication:
Visual communication is the transmission of information and messages through visual elements, such as
images, graphics, and videos. It plays a crucial role in modern communication due to its effectiveness in
conveying complex concepts quickly and engagingly. As humans are highly responsive to visual stimuli,
visual communication captures attention more effectively than pure text-based communication.
It simplifies information, making it easier to understand, remember, and share. Visual communication is
widely used in various fields, including marketing, journalism, and business, to enhance understanding and
overall communication impact.
Types of Visual Communication:
1/ Infographics and Data Visualizations: Infographics and data visualizations showcase detailed data or
statistics in a visually attractive and easily understandable format through graphical representations. They
often include charts, graphs, icons, and illustrations to convey information concisely. Infographics are
commonly used in reports, and presentations to help readers grasp key insights and trends at a glance.
2/ Charts and Graphs: Charts and graphs are visual tools used to illustrate numerical data and relationships
between variables. Line graphs, bar charts, pie charts, and scatter plots are examples of commonly used
visual aids for presenting quantitative data. These visuals allow viewers to analyze trends, patterns, and
comparisons in data quickly and efficiently.
3/ Presentations with Visual Aids: Visual aids are an integral part of presentations, especially for business
and educational purposes. Using slides with images, diagrams, and bullet points, improves the audience’s
understanding and memory of the presented content. Visual aids provide visual reinforcement to the
speaker’s verbal message, making the presentation more engaging and impactful.
4/ Photographs and Videos: Photographs and videos are powerful tools for visual communication,
capturing real-life scenes, events, and emotions. They are widely used in marketing, storytelling, and
journalism to evoke emotions and convey messages effectively.
Q. 5. DISCUSS THE DIFFERENT FORMS OF QUESTIONS THAT HELP IN EFFECTIVE
QUESTIONING.

1. Open Question

Open questions are used extensively in a classroom-based setting for students of all ages. An open question
digs deeper into students’ understanding and requires reflection and evaluation over facts or scenarios. Open
questions encourage debate and require meaningful input from the audience or participants, so they are a
good way to engage students who may be otherwise disengaged or disinterested. Open questions enrich the
learning experience by inviting valid participation from every student in the room. Open questions
recognize and value individuality. Open questions also allow the teacher or tutor to evaluate how much the
students understand the subject.
2. Closed Question
A closed question is characterized by either a ‘yes’ or ‘no’ answer or a very short and limited reply. Some
examples might include, “Are you feeling good today?” or “How many wives did Henry VIII have?” or
“What day is it today?”
Closed questions perform a different function to open questions; they are a great tool for fact checking after
previous sessions or revising detail before a test or exam.
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However, because the answer to a closed question is inevitably correct or incorrect, it can discourage shy
pupils or participants and reward confident people even if their answer is wrong.
Closed questions are by definition limited and do not encourage debate or expansive thinking, but closed
questions can have a value in establishing fact and paving the way for different types of questions later on.
3. probing question
A probing question is designed to delve deeply into a topic or subject. Probing questions are designed to
access subjective viewpoints, so taking the debate on to the next level and into the area of personal thoughts
and feelings. Probing questions can develop a topic and everyone will have something to contribute.
Probing questions do not usually elicit a fact-based answer but are more likely to bring forth an opinion
which is totally unique to the responder’s feelings and personal experiences. On a one-to-one basis, this can
provide valuable insight and information, and within a group situation it can open up the debate with often
quite varying opinions and contributions which naturally drive forward the discussion.
4. TED question
‘TED’ stands for ‘Tell, Explain, Describe’ and this technique is often used in conjunction with a probing
question.
Some examples might include:
 Tell me the impact this accident has had on your daily life.
 Explain to me how hard it was to go back to work after the lockdown restrictions were lifted.
 Describe to me how you feel about your life at this moment in time.
TED questions have a relevance beyond the classroom and are used in mentoring scenarios and as part of
coaching techniques, counseling sessions, improving customer service in a business environment and even
to help with writing victim impact statements in a court case.

TED questions prompt the recipient to slant the answer in a certain way so it is directive, but it is not as
influential as a leading question which can often prompt or encourage the answer that the questioner wants
to hear. This is why leading questions are not allowed in a court case; the duty of the questioning barrister is
to probe and draw out information not to slant the answer or ‘lead the witness’ to his own advantage.
5. funnel question
Funnel questions – the clue is in the name! Funnel questions start from a particular point and either broaden
or narrow the debate by using a set of question sequences or types of question. The conversation may be
narrowed by using closed questions or widened by using open-ended questions. Funnel questions are
important because they form part of a directional questioning strategy and they change based on the answer
to the preceding question. Funnel questions can add value to a number of different types of scenario, and
here is how:
 Obtaining a high level of detail – The progression of questions can harvest specific information
and increase the level of detail with each answer, layer upon layer.
 Making a person feel more comfortable – Funnel questions can break the ice and make the
atmosphere more welcoming and relaxed. Starting with simple questions like a person’s name,
questioning can develop which draws out that person so they feel more relaxed – this is a popular
technique at the beginning of an interview or in a counselling session where people can be tense or
nervous.
 To calm a tense atmosphere – Funnel questions can provide the questioner with more detail about a
person and why there appears to be a problem situation.
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Funnel questions set the scene and help the interviewer or questioner understand what has happened
before moving forward into more detail and possible solutions to the problem. Funnel questions can
portray the questioner as receptive to that person’s concerns.
6. Leading questions
Professionals often use leading questions during negotiations to influence the decisions of other people.
These types of questions often begin with a claim and end by asking whether the other person agrees.
Leading questions are also referred to as reflective questions because they encourage the other person to
reflect on a piece of key information before they make their decision. This questioning technique can be a
powerful tool for business leaders and sales representatives.
7. Clarifying questions
People ask clarifying questions to make sure they have the correct information. Often these questions come
up at the end of a conversation, presentation or meeting to confirm important details. You might use this
questioning technique to verify who is responsible for certain tasks, when the deadline for a project is or
what steps your team plans to take next. This can be a great way to recap key talking points and ensure
everyone understands what the discussion was about.
8. Recall questions
Recall and process questions are an excellent tool to use when you want to make sure someone remembers a
key discussion point or fact. If you're teaching someone how to use a new computer program, you might ask
them a recall question about how to access a certain file to ensure they understand your instructions. Some
examples of recall and process

9. Contingency questions
Contingency questions only apply to a specific group of people. Researchers may use contingency questions
to ask individuals who match certain criteria for their input. For example, if you're researching how drinking
coffee affects pregnancy, you might only question women who are expecting to have a child. One of the
most common ways to use contingency questions is to include them in surveys.
10. Hypothetical Question
A hypothetical question is based on supposition, opinion, personal belief, or conjecture, and not facts. It is
not based on reality. It mostly deals with actions and scenarios that might happen, or something that might
not have happened as yet, but which could happen. This sort of a question usually requires the questioner to
arrange imaginary parameters for the things he suppose
Q. 6. WHAT ARE PRINCIPLES OF BUSINESS WRITING?
Business writing is a crucial skill in today’s professional landscape, fundamental to effective
communication across organizations. Defined as any written communication used in a business context, it
encompasses various document types such as emails, reports, proposals, and more.
The ability to communicate in an effective way through written correspondence is crucial in a business
setting in particular. Written communication can take on different forms. No matter what format you use,
you must follow some basic rules to ensure your writing is correct and effective. Here are the top seven
principles for effective business writing with tips for how you can use them to your benefit:
1. Show Consideration
Consideration means stepping into the shoes of others. Attempt to visualize your readers and their
requirements, emotions, desires, and problems.

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Show that you understand everything by using your words with utmost care. Also, show your readers that
you have great regard for them and their interests. If you are working on a business letter, show the reader
how the product would benefit them. As you write with consideration, you build goodwill.
2. Use Respectful Language
Use language which shows you care for the receiver’s dignity and self-respect. Avoid using any word
which could appear disrespectful. Be polite and humble in your correspondence with people.
3. Adopt You Attitude
Adopting this attitude is another approach to show consideration. It involves giving preference to the
pronoun you over we or I and assuring your readers that you attach great value to your relationship with
them. You should give your readers the feeling that you share common interests and are hopeful to promote
them.
4. Avoid Gender Bias
Using male-oriented language may offend a person you are communicating with if the receiver happens to
be female or a group of people. You can avoid this by using gender-neutral terms like chairperson in place
of chairman. If possible, you can use a slash and use terms for both genders together, like sir/madam. Use
the plural pronoun instead of a singular one. For instance, you can say Everyone must attend the meeting.
It’s also possible to use a definite article the in place of his/her as in We appreciate if everyone gets the
casual leave sanctioned in advance.
5. Keep Positive Language
Use positive language for effective communication. In case of giving a negative message, keep it as much
nice as you could using positive language. Rather than being straightforward and telling an applicant for a
job that he failed to get, you can say While we found your qualifications quite impressive, however at this
time, we have chosen other candidates to move forward in the recruitment process. This is the reason why
business organizations have started using terms like customer service representative cell in place
of complaint cell.

6. Communicate in a Clear Way

Another major rule to follow in communication is clarity. Good business writing has a clear purpose. You
must provide a clear message and express it in a language that is easy to understand.
7. Clarity of Thought
For a message to be clear, the writer needs to have a clear idea of the goal of communication and what one
wants to communicate. One should be able to think about the response the receiver could give. Also, it is
necessary for the writer to know the most suitable medium to communicate the message and the audience.
8. Clarity of Expression
The language for the message should be easy so that the intended receiver understands without difficulty.
Here are some guidelines that a writer should follow to achieve this goal:
Choose Appropriate Tone, Familiar Vocabulary, Brief and Simple Sentences, Use Active Voice, Avoid
Jargon, Use Verbs in Place of Nouns, Avoid Ambiguity, Pay Attention to Form, etc.
9. Practice Courtesy
Courtesy costs nothing but buys everything is an old-age wise saying. Courtesy means politeness and is an
attitude that shows respect for others. It is pretty important and advantageous in written communication than
in face-to-face conversation.

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10. Prompt Answers

You need promptness in answering the communications that you receive. It is unadvised to keep the
receiver waiting for long as the information they seek may is often important, and any delay may result in
losses.
 11. Use of Politeness Markers
Make frequent use of the politeness markers like please, thank you, we appreciate, etc. They cost nothing
but give a lot in return.
12. Apology for Error of Omission/Commission
If you make any error of omission or commission, apologize once you realize it, no matter if it is
unintended, and assure the receiver that you meant something else.
13. Expressing Gratitude
If somebody does you a favor, express your sense of gratitude without delay. Thanks will make them feel
happy and promote good relations.
14. No Humiliating Language
Avoid using language that may offend the receiver. Refrain from using humiliating words like
inconsiderate, ignorant, unintelligent, etc.
15. Keep Your Message Concise
Conciseness is a necessity for effective business communication. It means communicating what you want to
convey in the least possible words without impacting the clarity of the message.
16. Provide Correct Information
Language experts say that there is no shortcut to becoming a good business writer. Good business writing
requires consistent practice and continuous struggle. Therefore, it is important to follow the principle of
correctness while communicating. Correct communication has these features:
17. Choose Concreteness
Business writing is definite, specific, and clear rather than vague and general. Concrete communication
means it is meaningful and unambiguous. It uses words that are clear and persuasive and strengthens
confidence. General messages result in no response. With concrete communication, the audience gets help
in understanding the main idea. It is about credibility and building up the writing’s effectiveness for the
audience.
18. Write Complete Messages
Whether these are business letters or client proposals, your business communication must be complete in all
respects. The written word should be complete to generate desirable results.

Q. 7. WHAT ARE THE PURPOSES OF READING?

There are several schools of thought when it comes to identifying the one main purpose of devouring books
and other reading material. For some, the importance of reading and its purpose could be summarized as the
process of acquiring information, gathering general or specialized knowledge, and improving
comprehension.
1. Reading for Research
Reading is an important instrument for gathering information on a specific topic, analyzing and finding gaps
in our current knowledge to add new ideas. Reading for research helps us develop a better understanding of
a particular topic, it can aid in our efforts to connect different ideas from different sources and provides us
with an invaluable tool to synthesize data, comprehend it, and retain it for future use.

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2. Reading to Integrate Information
Reading allows us to synthesize and connect ideas from various sources, fostering our ability to think
critically and create a comprehensive understanding of complex topics that are of interest to us.
This process is crucial not only for actually acquiring information and processing it through our own filters,
but also plays a role in developing our ability for problem-solving, decision-making, and making well-
informed opinions.

3. Reading to Write
Reading is an invaluable tool when it comes to improving writing skills. Putting out ideas in our own words
is sometimes more complicated than it sounds. Through reading, we get to enrich our vocabulary, which
makes finding the right words to use a lot easier.
4. Reading to Learn
Reading is a fundamental tool that aids us in the process of gathering information about a certain topic or
acquiring general knowledge. Nowadays, we can gain information in a series of other ways, but reading
remains the most prevalent and efficient technique.
5. Reading to Critique
Especially through active reading, we engage actively with the content we are reading through. And on top
of comprehension and retention, there is one more aspect of reading that makes it a very internal and
personal process.
6. Reading to Unwind
There should come as no surprise for any of us that for many, the purpose of reading is to simply unwind
after a long day. Reading is a very efficient stress-relief tool and can help us relax without the need for any
other additional techniques.
7. Reading for Personal Growth
Whether we want to improve reading comprehension, enhance vocabulary or simply become better writers,
reading is an amazing tool for personal growth. It can provide us with important information regarding the
exact skills we are looking to improve, or it can facilitate self-reflection and self-improvement through a
huge range of techniques. Reading allows us to gain a deeper understanding and intriguing insights into
other cultures, exposes us to different philosophies, and helps us become more mindful and self-aware.
8. Reading for Social Connection

Last but not least, another common reading purpose is as simple as pure social connection. Reading can
provide us with common ground, giving us simply something to talk about with others.

REFERENCES
-------- Business writing
-------- Basmo application the purposes of reading
-------- Corporate financial institute
-------- Communication process cycle
-------- Phases of communication process
-------- Leader development
-------- Business effective question

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