1 | COMMUNICATION SKILLS 1.1 : Introduction Communication : The word ‘communication’ comes from the Latin word ‘communicare’, which means 'to share, ie, to share information, ideas, and knowledge between a sender and a receiver. 1.2: Definition Q.1 What is communication ? Give definition. O& [ Marks 3] Ans. : Communication is the transfer. of information from. one Person to another that is from sender to receiver. - Sender of message - Transmission of the message - Receiver of the message Communication is the process by which people are linked together in an organization to achieve some common purpose and for group acting communication is essential. 5 Different definitions of communications : ¢ ‘Communication is 7 e of facts, ideas, opinions, or emotions by two or, ~ Newman & summer,Communication Skin, s nication Skills a Commut is purposive symbolic interchan i ing and agreement between Be " , munical e "Effective com derstand! George T Verdaman, resulting in workable ut sender and the receiver. le of Communication. ef objective and Rol = i : i : Communication is a so nication + n f Ans. : Nature we “nvlved in continuous ongoing process of activity, all peop d it may include various events and actions tha ae and depends on each other. Communication ic i A are int lace everywhere all types of birds: and animals as takes) spread phenomenon. Communication it is a wide , : San cnuunment for effective expressing. For Properly tansziting the message, the message should be clearly and briefly is understood clearh ssed in words, so that the message 1S clearly Bicaive communication needs in fulfilling organizationa) objectives, like increase in productivity, to reach the targeted goal etc. it removes misunderstanding and maintains friendships within individuals. Q.2 Explain in bri Role of communication : Here are some important examples where communication plays its most important role : -_ Managing complex situations within organizations. - Establishing cooperation and better understanding. - Effective management of organization. - Success of management largely depends on strategy of communication. - Developing positive company image and tool to information. ~ To increase company profit and better customer interaction. ~ Effective communication is tool to motivation and leadership. ~ Communication is essence of human resource management. Scope of communication We lacs pat e communication in order to interact with one another and ut communication social interaction may not be possible.Communication Skills 1-3 Communication Skills The following examples give entire range of social and professional relationships for interactive communication : =. In Personal and Social life. In Business, Management and Politics. = In Industrial Organizations. - In Decision Making. = In Publicity and in Religion. - In Organizational Behavior. - In International Relations. Purpose of communication Q.3 What is the purpose of communication ? ES [Marks 3] Ans. : Purpose of communication in an organization is : - To effect change. - To influence action towards the welfare of organization - Essential internal functioning as well. - Important to develop plans for goal achievements. Communication begins with sender, who has thought or an idea. This message or idea ehcoded in a way that it is understood by the both sender and receiver. The message may be oral or written or it may be transmitted through oral, phone, e-mail, telegram or television. Examples of communication processes between number of people : - To give and receive suggestions and information. - To provide advice, guidance and motivate the people. - To provide effective persuasion and counseling. > To issue order and instruction. Elements of communication : The following are the main elements of communication :Sy \ r message creator kn The sender ma Ny ¥ be sins the : The idea 0) or encoder. P he/ she acts as the transmitter of message: Message : Is the idea, thought, oF stimulus that sender trang » vee specific meaning to the receiver for better understanding , communication. Medium / Channel : They are means of oral or written sed for transmitting, the message. Written form eg. Jett, memos, reports etc. Receiver / Decoder message, understands it, < Feedback : It is reply oF reaction of receiver regarding the understanding of the message correctly. Without feedback communication cannot take place effectively. _ Noise : It is the interruption which hinders the process of communication The Communication Process Communication is defined as 'the transmission of an encoded message via a channel to a receiver who decodes the message and sends an acknowledgement.’ The process of communication includes following parts : - Idea / source - Sender - Encoding - Message - Medium or channel - Noise - Receiver - Decoding - Feedback - Context za / Listener : The ‘person who receives the interprets its meaningCommunication Skills 1-5 Communication Skills Q.4 What are the stages of communication ? OR Explain the communication process in detail ? Oa" (Marks 5} Ans.: Communication is a dynamic interactive process, and consists of five steps : ideation : It starts with formation of idea or selection of message to communicate. Ideation generally determined by the sender's knowledge, experience and abilities, and the purpose of communication. Here the communication situation, kinds of content like, logical and emotional, topic, idea, thoughts, then the deciding type, scope and information are important for proper ideation. Encoding : It is the process of changing the information in some form of logical and coded message. It is based on purpose and relation between sender and receiver. In formal situation, encoding involves - selecting a language, selecting medium: of communication, and form of communication. Selecting the right language is essential for effective encoding. If receiver does not decode or understand the message communication fails. Therefore use of official language in formal business, academics, and professional situation is required. There are three basic options for se interpersonal Messages that is - speaking, writing, and using rt signs or symbols. The non communication e.g. body patterns, and speech ect written form ie. mannerisms. Writi letter, memo, Transn terference i.e.1-6 Comtmunicas Nos } Communication Skills Ski, : oise and disturbance: To use the proper time, Plage without 1 ; important when you want to commun pet ‘ia include news pa MUN itv: The channels May inclu Papers, radi, “s telephone, mobile ete. Decoding : Tt is the process of converting a message into a thought understanding it properly: Here thought is transferred and tah meaning, receiver has to assign meaning toa message in order understand it, Decoding process involves interpretation a4 analysis of the message: Decoding in written communication teles to reading and understanding written message. Oral in clude listening and understanding. So decoding is most important fo, successful communication. Misinterpretation of a message leads ty communication breakdown and create . confusion ang misunderstanding. : Feedback : Feedback or response is. last step ‘of communication. It is the action or reaction of the receiver to the message. With the help of this sender comes to know whether message received or understood by the receiver. Response is the key to effective communication. Context : The environment in which the communication takes place is called context. The completeness of process of communication properly occurs at physical context like fixed auditorium hall Churches, seminar halls, etc. if the context is known the. high level of accuracy and precision with respect to communication can be achieved. Sender Sender Message Receiver Response ‘An idea is | converts travels over | decodes H sent by idea channel sender into words Ideation | Encoding of receiver message Feed back Transmission] ‘Decoding e.g. Process of communication.Communication Skills 1-7 Communication Skills Essentials of communication : (7Cs) : 1. Consciousness 2. Correctness 3. Concreteness 4. Clarity - Clarity of expression / Clarity of thought 5. Completeness 6. Consideration 7. Courtesy 1. Importance of Communication Q5 Write the importance: of communication, 1 [Marks 5] OR Explain the need and importance of communication. Ans.: Communication is continuous ongoing processes; the managers have to be in regular touch with their subordinates and supervisors to maintain. the progress of various activities and ongoing work function. Importance of communication in management : - It facilitates ‘planning and is important for coordination and getting the work done. Planning. based on information and information made available with the help of systematic communication. - It helps in decision making with proper communication managers comes closer to the other members and is easy to identify real problems and take appr - It facilitates coordination in indi ork completion always done by sub dividing it into sev elated departments or for coordination, fo)