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The document discusses the importance of communication skills, which encompass verbal and non-verbal methods of conveying information. It outlines the communication process, including the roles of sender, message, receiver, and feedback, as well as barriers to effective communication and ways to overcome them. Additionally, it emphasizes the significance of feedback in enhancing understanding and performance.

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11 views

1.Communication Skills notes

The document discusses the importance of communication skills, which encompass verbal and non-verbal methods of conveying information. It outlines the communication process, including the roles of sender, message, receiver, and feedback, as well as barriers to effective communication and ways to overcome them. Additionally, it emphasizes the significance of feedback in enhancing understanding and performance.

Uploaded by

s99808177
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Communication Skills

Communication Skills means how do we communicate with each other. The way of
presenting our information is very important. Communication Skills include those areas
which deal with our talking, writing, expressing our views. By reading this chapter we will
understand how to communicate with others decently. This includes the overall
development of your personality.
The word ‘communication’ comes from the Latin word commūnicāre, meaning ‘to share’.
Communication has three important parts:
1. Transmitting — The sender transmits the message through one medium to another.
2. Listening — The receiver listens or understands the message.
3. Feedback — The receiver conveys their understanding of the message to the sender
in the form of feedback to complete the communication cycle.
Communication Process and Elements
The various elements of the communication cycle are:
 Sender: the person beginning the communication.
 Message: the information that the sender wants to convey.
 Channel: the means by which the information is sent.
 Receiver: the person to whom the message is sent.
 Feedback: the receiver’s acknowledgment and response to the message.
Methods of Communication
 Face-to-face informal communication
 e-mail
 Notices/Posters
 Business Meetings
 social networks, message, phone call for communication, newsletter, blog, etc.
Method of communication depends on
• Target audience
• Costs
• Kind/type of information
• Urgency/priority
Verbal Communication
Verbal communication includes sounds, words, language and speech. Speaking is one
of the most effective and commonly used ways of communicating. It helps in
expressing our emotions in words.
Type of Verbal Communication
Interpersonal Communication: This form of communication takes place between two
individuals and is thus a one-on-one conversation. It can be formal or informal.

Written Communication: This form of communication involves writing words. It can be


letters, circulars, reports, manuals, SMS, social media chats, etc. It can be between two or
more people.

Small Group Communication: This type of communication takes place when there are more
than two people involved.

Public Communication: This type of communication takes place when one individual
addresses a large gathering.

Advantages of Verbal Communication


It is an easy mode of communication in which you can exchange ideas by saying what you
want and get a quick response.

Disadvantages of Verbal Communication


Since verbal communication depends on written or spoken words, sometimes the meanings
can be confusing and difficult to understand if the right words are not used.

Mastering Verbal Communication


Think Before You Speak
• Think about your topic.
• Think about the most effective ways to make your listeners
Understand the topic.
 Write or note down whatever you plan to say.
 Concise and Clear
 Speak clearly, loudly and at moderate speed.
 Be sure the information you want to share is to the point.
 Do not repeat the same sentences.
 Confidence and Body Language
 Be confident.
 Maintain eye contact, stand straight and be attentive.
 Be friendly.
Non-verbal Communication
Non-verbal communication is the expression or exchange of information or messages
without using any spoken or written word.

Importance of Non-verbal Communication


In our day-to-day communication
• 55% communication is done using body movements, face, arms, etc.
• 38% communication is done using voice, tone, pauses, etc.
• only 7% communication is done using words.
Types of Non-verbal Communication
 Facial Expressions
 Posture
 Gestures or Body Language
 Touch
 Space
 Eye Contact
 Paralanguage : tone, speed and volume of our voice.

Communication Cycle and the Importance of Feedback


For effective communication, it is important that the sender receives an acknowledgement
from the receiver about getting the message across. While a sender sends information, the
receiver provides feedback on the received message.

Types of Feedback
• Positive Feedback
• Negative Feedback
• No Feedback
A good feedback is one that is:
 Specific: Avoid general comments. Try to include examples to clarify your statement.
 Timely: Since feedback loses its impact if delayed for too long.
 Polite: While it is important to share feedback, the recipient should not feel offended
by the language of the feedback.
 Offering continuing support: Feedback sharing should be a continuous process. After
offering feedback, let recipients know you are available for support.
Importance of Feedback
• It validates effective listening

• It motivates: Feedback can motivate people to build better work relationships and
continue the good work that is being appreciated.

• It boosts learning: Feedback is important to remain focussed on goals, plan better and
develop improved products and services.

• It improves performance: Feedback can help to form better decisions to improve and
increase performance.

Barriers to Effective Communication


 Physical Barriers
Physical barrier is the environmental and natural condition that acts as a barrier in
communication in sending message from sender to receiver. Not being able to see gestures,
posture and general body language can make communication less effective.

 Linguistic Barriers
The inability to communicate using a language is known as language barrier to
communication. Language barriers are the most common communication barriers, which
cause misunderstandings misinterpretations between people

 Interpersonal Barriers
Barriers to interpersonal communication occur when the sender’s message is received
differently from how it was intended.

 Organisational Barriers
Organisational Barriers includes Organisational Policy , Rules and Regulations , Status
, Complexity in Organisation Structure, Organisational Facilities

 Cultural Barriers
Cultural barriers is when people of different cultures are unable to understand each other’s
customs, language etc.
Ways to Overcome Barriers to Effective Communication
• Use simple language
• Do not form assumptions on culture, religion or geography
• Try to communicate in person as much as possible
• Use visuals
• Take help of a translator to overcome differences in language
• Be respectful of other’s opinions

7 C's of Communication

Writing Skills — Parts of Speech

Writing skills are part of verbal communication and include e-mails, letters, notes, articles,
SMS/chat, blogs, etc.

Capitalisation Rules

Punctuation : Full stop, Comma, Question mark, Exclamation mark.

Basic Parts of Speech

The part of speech indicates how a particular word functions in meaning as well as
grammatically within the sentence. Some examples are nouns, pronouns, adjectives, verbs
,adverbs , Conjunctions, Prepositions, Interjections.

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