BASIC COMMUNICATION

SKILLS - WRITING
 “I ain’t what I write, it’s the way I
write it” Jack Kerouac

“And as imagination bodies forth,

the form of things unknown, the
poet’s pen turns them to shapes and
gives to airy nothing, a local
habitation and name”
William Shakespeare – Midsummer
Night Dream
COMMUNICATION -
MEANING
 Communication is a dynamic
process…
 through this process we convey a
thought or feeling to someone
else.
 how it is received depends on a set
of events, stimuli, that person is
exposed to.
 how you say what you say plays an
WHY COMMUNICATIONS SKILLS
ARE SO IMPORTANT ?
 The purpose of communication is
to get your message across to
others. This is a process that
involves both the sender of the
message and the receiver.
The is always room for error, with
messages often misinterpreted by
one or more of the parties
involved. This causes unnecessary
confusion and counter productivity.
WHY COMMUNICATIONS SKILLS
ARE SO IMPORTANT ?

 In fact, a message is successful

only when both the sender and the
receiver perceive it in the same
way.
WHY COMMUNICATIONS SKILLS
ARE SO IMPORTANT ?

 Communication barriers can pop-

up at every stage of the
communication process (which
consists of sender, message,
channel, receiver, feedback and
context ) and have the potential
to create misunderstanding and
confusion.
CYCLE OF COMMUNICATION

Sender Letter, Fax, Phone Receiver

Input call, E-mail, etc. Output

Feedback
What are the most common ways
we communicate?

Written
Oral
Academic Writing
Presentation Revision and Editing
Audience Awareness Critical Reading
Critical Listening Presentation of Data
Non-Verbal
Body Language

Audience Awareness
Personal Presentation
Body Language
MEDIA OF COMMUNICATION

Written Communication
Oral Communication
Face-to-face Communication
Visual Communication
Audio-Visual Communication
Computer based Communication
Silence
 WRITTEN COMMUNICATION

 Includes letters, circulars, memos,

reports, forms and manuals, etc.
Everything that has to be written
and transmitted in the written
form falls in the area of written
communication.
WRITTEN COMMUNICATION
Merits
 Precise
 Permanent record
 Legal document
 Can reach large no. of people
simultaneously.
 Helps to fix responsibility
WRITTEN COMMUNICATION
Demerits
 Time consuming
 Expensive
 Quick clarification not
possible
 ORAL COMMUNICATION

 Includes face-to-face conversation,

Conversation over phone, radio,
interviews, group discussion,
meetings, conferences, seminars,
etc.
ORAL COMMUNICATION
Merits
 Saves time
 Saves money
 More forceful
 Conveys shades of meaning
 Immediate clarification
 Immediate feedback
 Can be informal
 More effective with groups
ORAL COMMUNICATION
Demerits
 Not possible for distant people in
the absence of mechanical devices
 Unsuitable for lengthy messages
 Messages cannot be retained for
long
 No legal validity
 Greater chances of
misunderstanding
TOTAL COMMUNICATION PROCESS

Writing
9% Speaking
30%
Reading
16%

Listening
45%
 Types of Communication
Downward Communication : Highly Directive, from
Senior to subordinates, to assign
duties, give
instructions, to inform, to
offer feed back, approval, to
highlight problems etc.

Upward Communications : It is non directive in

nature from down below, to give
feedback, to inform about
progress/problems, seeking
approvals.
Lateral or Horizontal
Communication : Among colleagues, peers at
same level for information
level for information sharing
for coordination, to save time.
COMMUNICATION STYLES
Passive
 Hesitates, apologizes, gives in or
says nothing.

 Makes little eye contact, frowns.

 Speaks in a shy or timid voice, or

mumbles.
COMMUNICATION STYLES
Aggressive
 Interrupts, exaggerates, blames,
makes demands; uses sarcasm.

 Makes glaring eye contact.

 Yells, swears, calls names, clenches

fist.

 Ignores feelings of others.

 COMMUNICATION STYLES
Passive-Aggressive
 Initially apologizes, then makes
plan to get even.
 Avoids eye contact.
 Expresses anger through body
language or actions (e.g. facial
expression or slamming a door)
instead of through words.
 Ignores the problem for the present
but there may be an argument
later.
 COMMUNICATION STYLES
Assertive
 Speaks clearly and firmly using
statements.

 Shows respect for self and for

others.

 Makes steady eye contact.

 Uses an upright confident body

posture and a pleasant, firm voice.
TO BE ASSERTIVE MEANS...
You express your feelings and your
rights clearly.

You act in your own best interests

but still consider the needs and
rights of others.

You develop trust and equality in

your relationships.

You ask for help when you need it.

BARRIERS IN
COMMUNICATION
(Having to do with the COMMUNICATOR)
 Not willing to say things differently
 Not willing to relate to others
differently
 Not willing to learn new approaches
 Lack of Self-Confidence
 Lack of Enthusiasm
 The Quality of Voice
 Prejudice
BARRIERS IN
COMMUNICATION
(H aving
Lack of to do with the COMMUNICATOR)
Feedback

 Lack of Motivation and Training

 Language and Vocabulary Level

 Lack of Self Awareness

 Negative Self Image

BARRIERS IN
COMMUNICATION
(Having to do with the RECEIVER)
 Selective Perception
 Not willing to Change
 Lack of Interest in the Topic/Subject
 Prejudice & Belief System
 Rebuttal Instincts
 Personal Value System
 Internal & external factors
EXTERNAL BARRIERS IN
COMMUNICATION
 Environment
The venue
The effect of noise
Temperature in the room
 Other People – Status, Education
 Time
TYPES OF BODY LANGUAGE
REMEMBER THAT YOU ARE DEALING WITH
“PEOPLE”
 (P)OSTURES & GESTURES
 How do you use hand gestures? Stance?
 (E)YE CONTACT
 How’s your “Lighthouse”?
 (O)RIENTATION
 How do you position yourself?
 (P)RESENTATION
 How do you deliver your message?
 (L)OOKS
 Are your looks, appearance, dress important?
 (E)XPRESSIONS OF EMOTION
 Are you using facial expressions to express
emotion?
ESSENTIALS OF COMMUNICATION
- The Dos -
Always think ahead about what
you are going to say.
Use simple words and phrases that
are understood by every body.
Increase your knowledge on all
subjects you are required to speak.
Speak clearly and audibly.
Check twice with the listener
whether you have been understood
accurately or not
ESSENTIALS OF COMMUNICATION
- The Dos -
In case you are interrupted,
always do a little recap of what has
been already said.
Always pay undivided attention
to the speaker while listening.
While listening, always make
notes of important points.
ESSENTIALS OF COMMUNICATION
- The Dos -
Always ask for clarification if you
have failed to grasp other’s point
of view.
Repeat what the speaker has said
to check whether you have
understood accurately.
 ESSENTIALS OF COMMUNICATION
- The Don’ts -
Do not instantly react and mutter
something in anger.

Do not use technical terms &

terminologies not understood by
majority of people.

Do not speak too fast or too slow.

ESSENTIALS OF COMMUNICATION
- The Don’ts -
Do not speak in inaudible
surroundings, as you won’t be
heard.

Do not assume that every body

understands you.

While listening do not glance here

and there as it might distract the
ESSENTIALS OF COMMUNICATION
- The Don’ts -
Do not interrupt the speaker.

Do not jump to the conclusion

that you have understood every
thing.
How to Improve Existing Level
of
COMMUNICATION?
Improve language.
Improve pronunciation.
Work on voice modulation.
Work on body language.
Read more
Listen more
 How to Improve Existing Level
of
COMMUNICATION?
Avoid reading or watching or
listening unwanted literature,
gossip, media presentation etc.
Interact with qualitative people.
Improve on you topic of
discussion,
Practice meditation & good
thoughts.
Think and speak.
 How to Improve Existing Level
of
COMMUNICATION?
Do not speak too fast.

Use simple vocabulary.

Do not speak only to impress

someone.

Look presentable and confident.

 WRITING – WHY SO
DIFFICULT?
 Processing ideas in your head at
same time as trying to get down
on paper
Reveals problems that can then
disrupt writing
 WRITING – WHY SO
DIFFICULT?
 There is no one best way to write!
Individuals adopt very different
approaches depending on
psychological preferences e.g.
 ‘Skeleton’ structure, than ‘hang’

key words/authors on it
 Ideas map (‘spider’s web’)

 Free-form/stream of

consciousness, then edit

WRITING SKILLS - How to
improve them
When you write, consider the
following:
 Who is the audience?
 What format is required – essay or
report or reflection on experience?
 Academic styles of writing – writing in
a logical and `objective’ way Vs.
writing from personal experience
 Academic conventions – referencing
 STEPS IN WRITING
 Preparation and planning

 Drafting

 Re-drafting and polishing

 Editing and proofreading

 Reflecting on feedback
 What Makes A Good Essay?

 Good structure: clear introduction,

well crafted middle, clear and
appropriate conclusion

 Clear argument: progression

through ideas with clear signposting

 Well supported by relevant

evidence
What Makes A Good Essay?

 Well written: grammatical;

correct spelling and punctuation;
good sentence structure,
paragraphing and use of linking
words and phrases

 Fully referenced using Harvard

or appropriate system
 DOS & DONTS

DOS
 Prepare well in advance

 Write a first draft, leave and come

back to it later

 Keep your focus on the question

 Edit carefully for sense, spelling,

grammar and punctuation
 DOS & DONTS

DONTS
 Write all you know about a topic

 Leave till the last minute

“Writing is easy. You only need to
stare at a blank piece of paper until
drops of blood form on your
forehead”

Glen Fowler
 N K
H A
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