Assignment: Communication, Client Interviewing& Counselling

“COMMUNICATION”

By :-
Animesh Kumar
i.B.A.LL.B. (H), III Semester
Enroll. No. A8108309035

Communication
 Assignment: Communication, Client Interviewing& Counselling

Acknowledgment
This assignment is intended to cover the Chapter- Communication. Basic and
pre-requisite information have been included.

I acknowledge the inspiration and blessing of my respected faculty Justice S. I.

Naqvi He made my all doubt crystal clear. I am full of gratitude to my room
partner cum friend Abhijeet Srivastava for the patience shown and
encouragement given to complete this assignment.

My heartful thanks are due to my friends Harsha, Prashant Kumar Singh,

Rodraksh Raghuvansi and Purusharth Tolani for providing relevant resources.

In the last but not the least, my sense of gratitude is due to AMITY LAW
SCHOOL, LUCKNOW.

Every effort has been made to avoid errors and mistakes; however their
presence cannot be ruled out.

Animesh Kumar

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 Assignment: Communication, Client Interviewing& Counselling

Communication
Introduction:
Communication is the process of exchanging information, usually via common system of
symbols.
The term „communication' covers just about any interaction with another person. It
includes sharing information, ideas and feelings between people.
Communication is the process of transferring information from one source to another.
Communication is commonly defined as "the imparting or interchange of thoughts, opinions,
or information by speech, writing, or signs". Communication can be perceived as a two-way
process in which there is an exchange and progression of thoughts, feelings or ideas towards
a mutually accepted goal or direction.
Conveying one ideas, thought, feelings, emotions to another person. It is a process of sharing,
by which messages produce response/feedback. Giving receiving and exchanging
information, idea and opinions by writing speech or by any other visual means, so that the
message communicated is completely understood by the receipt(s). S. Tylor Communication
is a process that involves a sender who encodes and sends the message, which is then carried
via the communication channel to the receiver where the receiver decodes the message,
processes the information and sends an appropriate reply via the same communication
channel.

Origin of the word “communication”

The Latin root word of "communication" is „comunicare‟ which has three possible meanings:

1. "to make common", which is probably derived from either 2 or 3

2. cum + munus, i.e. having gifts to share in a mutual donation.

3. cum + munire, i.e. building together a defense, like the walls of a city.

History of Communication

The history of communication dates back to the earliest signs of life. Communication can
range from very subtle processes of exchange, to full conversations and mass communication.
Human communication was revolutionized with speech about 200,000 years ago. Symbols
were developed about 30,000 years ago, and writing about 7,000.
This history runs from the circuits of exchange to the circulation of goods, people, and
messages, from the construction of railroads to the emergence of long-distance
communication.

Why we communicate?

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 Assignment: Communication, Client Interviewing& Counselling

No one can live in the world alone. Human fulfils his needs from others humans,
environment and other creatures. No human can live isolated. So for making his existence
possible he needs to communicate with the above mentioned things. Communication is not
only done for the survival purposes but also to make life more comfortable and easy.

Types of communication based on communication channels:

Based on the channels used for communicating, the process of communication can be broadly
classified as verbal communication and non-verbal communication. Verbal communication
includes written and oral communication whereas the non-verbal communication includes
body language, facial expressions and visuals diagrams or pictures used for communication.
1- Verbal
2- Non verbal

Verbal
In verbal communication words are involved. Verbal communication is further divided into
written and oral communication. The oral communication refers to the spoken words in the
communication process. Oral communication can either be face-to-face communication or a
conversation over the phone or on the voice chat over the Internet. Spoken conversations or
dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of
speaking. The other type of verbal communication is written communication. Written
communication can be either via snail mail, or email. The effectiveness of written
communication depends on the style of writing, vocabulary used, grammar, clarity and
precision of language.

Nonverbal
Non-verbal communication includes the overall body language of the person who is
speaking, which will include the body posture, the hand gestures, and overall body
movements. The facial expressions also play a major role while communication since the
expressions on a person‟s face say a lot about his/her mood. On the other hand gestures like a
handshake, a smile or a hug can independently convey emotions. Non verbal communication
can also be in the form of pictorial representations, signboards, or even photographs, sketches
and paintings.

Types of communication based on organization level:

On organization level there also two types of communication.
1- internal communication
2- external communication

Internal communication
When communication is in the circle of an organization and don‟t cross the premises then this
type of communication is called internal communication. There are four types of internal
communication.
1- Downward communication
2- Upward communication
3- Horizontal communication
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4- Diagonal communication

Downward communication
Flow of documentation in downward direction from sender to receiver within the
organization is called downward communication. Example: Management communication
with their employees.

Upward communication
Flow of documentation in upward direction from sender to receiver within the organization is
called upward communication. Example Staff communicates with his management

Horizontal communication
The communication between two same level persons is called horizontal communication.
Example: Communication between students.

Diagonal communication
The communication between two different personalities of the different departments and
different levels but within same organization is called diagonal communication. Example:
Electrical department chairman communicates with civil department coordinator.

External communication
When an organization communicates outside the premises of the organization than this type
of communication is called external communication. Example: The communication between
the vice chancellors of two different organizations.

Types of communication based on purpose:

Based on the style of communication, there can be two broad categories of communication,
which are formal and informal communication that have their own set of characteristic
features.

Formal Communication
Formal communication includes all the instances where communication has to occur in a set
formal format. Typically this can include all sorts of business communication or corporate
communication. The style of communication in this form is very formal and official. Official
conferences, meetings and written memos and corporate letters are used for communication.
Formal communication can also occur between two strangers when they meet for the first
time. Hence formal communication is straightforward, official and always precise and has a
stringent and rigid tone to it.

Informal Communication
Informal communication includes instances of free unrestrained communication between
people who share a casual rapport with each other. Informal communication requires two
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people to have a similar wavelength and hence occurs between friends and family. Informal
communication does not have any rigid rules and guidelines. Informal conversations need not
necessarily have boundaries of time, place or even subjects for that matter since we all know
that friendly chats with our loved ones can simply go on and on.

Types of Communication based on styles:

Every time we speak, we choose and use one of four basic communication styles: Assertive,
Aggressive, Passive and Passive-Aggressive.

Assertive Communication
The most effective and healthiest form of communication is the assertive style. It‟s how we
naturally express ourselves when our self-esteem is intact, giving us the confidence to
communicate without games and manipulation.
When we are being assertive, we work hard to create mutually satisfying solutions. We
communicate our needs clearly and forthrightly. We care about the relationship and strive for
a win/win situation. We know our limits and refuse to be pushed beyond them just because
someone else wants or needs something from us. Surprisingly, assertive is the style most
people use least.

Aggressive Communication
Aggressive communication always involves manipulation. We may attempt to make people
do what we want by inducing guilt (hurt) or by using intimidation and control tactics (anger).
Covert or overt, we simply want our needs met - and right now! Although there are a few
areas where aggressive behaviour is called for (i.e., sports or war), it will never work in a
relationship. Ironically, the more aggressive sports rely heavily on team members and rational
coaching strategies.

Passive Communication
Passive communication is based on compliance and hopes to avoid confrontation at all costs.
In this mode we don‟t talk much, question even less, and actually do very little. We just don‟t
want to rock the boat. Passives have learned that it is safer not to react and better to disappear
than to stand up and be noticed.

Passive-Aggressive Communication
A combination of styles, passive-aggressive avoids direct confrontation (passive), but
attempts to get even through manipulation (aggressive). If you‟ve ever thought about making
that certain someone who needs to be “taught a thing or two” suffer (even just a teeny bit),
you‟ve stepped pretty close to (if not on into) the devious and sneaky world of the passive-
aggressive.

Types of communication on the basis of feed back:

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When two applications are trying to exchange information with each other, this is a form of
communication. When two components of an application are working together, calling
methods and passing data between them, this is another form of communication. There are
basically two methods of communication. These methods are defined by what the initiator of
the conversation does once it stops sending. These two methods are synchronous and
asynchronous communication.

Synchronous
In a synchronous communication, when the initiator of the conversation stops sending their
information to the receiver, it goes into a waiting mode. It will remain in that waiting mode
until it receives a response back from the receiver with the information that the receiver is
sending. Only once it receives this information will the initiator continue on with its
processing. Synchronous communication is like making a function call. When you make a
function call in an application, you package up the information that you are sending to the
receiver and call the function. Then you wait. Your program will not continue to execute until
the function returns the results of the function call to you.

Asynchronous
In an asynchronous communication, the sender in the conversation will send its information
and then go on its merry way. It will not wait for any response from the receiver in the
conversation. In many cases, there is no response that is ever sent back to the sender. If there
is a response that is sent back, then the original sender can decide for itself when and even if
to process the response. Asynchronous communication is similar to event handling in Visual
Basic. In Visual Basic, you can cause something to happen that will fire an event. But while
you are waiting for that event to fire, you are free to go off and do whatever other processing
that you want to do. When that event is fired, you can choose to handle the event using an
event handling routine, or just ignore the event and continue processing.

Components of communication

1. CONTEXT
2. SENDER-ENCODER
3. MESSAGE
4. MEDIUM
5. RECEIVER-DECODER
6. FEEDBACK

I. CONTEXT
Every message, whether oral or written, begins with context. Context is a broad field
that includes country, culture, organization and external and internal stimuli. Every

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country, every culture and every company or organization has its own conventions for
processing and communicating information.

II. SENDER-ENCODER
Sender is the person who communicates the idea, information, material, etc. He acts
in the capacity of speaker, writer, or encoder.
I. The message he intends to send.
II. The message he actually sends.
III. The message the other person receives or understands.
IV. The other person interpretation of the message
V. The other person response.

III. MESSAGE
The message may be in the form of order, opinion, advice, suggestion, instruction,
question answer or material. It is necessary and important that idea or message
received be identical to the idea or message sent. It is possible only when both
communicators‟ sender and receiver are skilful in communication and its language.

IV. MEDIUM
Medium of communication includes letters report telegrams fax mailgrams cables
tale-fax, postal, telephones charts pictures or any other mechanical device. Medium
may be a person as a postman. It may be a device as a telephone. It may also be an
organization as a post office or news agency.

V. RECEIVER-DECODER
The receiver is the decoder. He when receives decodes or interprets the message.
Since perfect communication is not possible, there is deviation between the idea sent
and the idea received or interpreted. If the receiver is skilful in communication then
the deviation will be small.

VI. FEEDBACK
Feedback can be an oral or a written message, an action or simply silence. Theories of
communication, Electronic theory: this theory states that for communication four
things are required, sender, message, channel, receiver.

To make our communication effective this theory stress upon the channel through which we
are going to send the message. If our channel is correct than we can have effective
communication.

Socio environmental theory

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This theory further updates the previous theory of communication and states that although the
above four things are important of communication as well as effective one but there are also
two things more which needs attention.
 Social status of receiver
 Suitable environment

By social status we mean that the person to whom we are sending the message is mentally fit
and is able to understand our message. If we write a letter in English than we should keep in
mind that is the receiver able to understand English. By environment we mean a suitable
place, time and suitable conditions. Like: we cannot expect an effective communication if we
call somebody at 2:00 am.

Rhetorical theory
This theory further updates both of the previous theories. It states that communication is not
linear process but it is circular process. For effective communication all the above things are
important but the most important for effective communication is feedback. If there is no
feedback than we cannot say it communication, more specifically effective communication.

Benefits of communication

Here are a list of communication benefits and what, why, and how this amazing skill will
definitely change your life:

 Gives you happiness - You‟ve probably heard money can‟t buy happiness. This is
true. You become happy by taking the right actions. Think about it. Happiness is at
the core of the actions you take. The actions you make are not happiness itself but
create and surround happiness. By taking action on developing yourself you become
happier. Effective communication skills make you happier by having joyous
relationships, reduces anger of both parties talking, correctly expresses yourself, and
other reasons.
 Makes you attractive - The law of attraction states that you are a living magnet. You
attract the people and resources in your life based on your internal self. Get excited
because you do have invisible forces that draw and repel people. This isn‟t mystical
mumbo jumbo. There are many earthling factors such as communication and self
development that you can control to attract people in your life. Communication goes
way beyond verbal and non-verbal language. It is also the self development aspects
such as confidence that create effective communication.
It is also important to know that you can turn people on like a flick of a light switch
with communication. Communicating attraction gets both males and females
magnetized to you. Interesting benefit, hey? Communication is what makes you
interesting, it lets you connect with people, build friendships, and get partners. Pick

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up artists use communication in building attraction to literally get someone they want
within hours and sometimes minutes.
 You become intimate - How do people become open in a relationship? Good
communication of course because it is the only “bridge” between a relationship.
Intimacy is about both people being open in a relationship. It is only through intimacy
that a couple is able to know each other thoroughly.
 More loving - This benefit of communication ties in with intimacy. You can be more
loving towards your family by not only correctly communicating to them, but also
through receiving their communication by using active listening skills. Showing
interest in someone‟s live will reciprocate their interest and love to you.

“Words are, of course, the most powerful drug used by mankind.” - Rudyard Kipling

 Increased popularity - While a primary goal of mine in teaching others

communication isn‟t to make them the best known and most liked person in their
school/town/club, it is rather increasing your popularity or likeability of the people
you know now. However, effective communication can definitely make you popular
amongst others because your conversational skills and friendliness will sky rocket.
 Successful career - John Johnson and Carrie Fried in the 2002 Teaching of
Psychology Journal, asked graduates what their most useful skill was. The number
one answer was interpersonal skills. Drew Appleby in a well known psychology
magazine “Eye on Psi Chi” asked what job skills 39 employers desire in hiring
people. Interpersonal skills were number one again. In fact, Brian Tracy (world
renowned personal business consultant) in “Change Your Thinking, Change Your
Life” says the highest paid form of intelligence in the United States is interpersonal
intelligence. A person with such intelligence understands other‟s feelings and desires,
and employers are willing to pay for someone with these skills.
 Relaxed - Stress is related to how we manage ourselves with the outside world. You
can become more relaxed by assertively telling someone “no” if they ask you to do
something you do not want to do. Also, by developing your communication and self
using the techniques I teach in my newsletter, you learn to manage your emotions and
thoughts to control stressful experiences.
 Satisfied - You receive satisfaction when you get what you want. To get what you
want, either someone gives it to you, or you get it for yourself. You cannot control
what someone gives you (although you can influence), which means to become
satisfied you must do it yourself or learn to relate to others. By developing your
communication and self, you grow as a person enhancing your skills and creating
satisfaction.
 Self control - We interact with people every day and often do things we later wish we
hadn‟t done. By developing self understanding (very important part in
communication) you develop self control. Controlling yourself isn‟t limited to
stopping yourself from doing actions, but it also „controls‟ you to do the right things.
 Understand others - As you know, how we feel towards someone is all about our
emotions. What often happens is you do not understand the person and their current
emotions so you misunderstand them, respond inappropriately, or don‟t know how
they feel? By using effective communication you learn to read another person‟s
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emotions, understand another person‟s emotions, and communicate about another

person‟s emotions.
 Understand yourself - I‟m going to say this straight. If you are like most people, you
do not understand yourself to your potential and it unknowingly to you hurts your life.
Do you know why you behave the way you do? Do you always know what feelings
you have? Why do you experience anger towards someone you love? This is why self
understanding is so important in communication.

There are an abundance of further benefits to effective communication such as anger

management, increased likelihood of receiving a job promotion, more persuasion, better
leadership skills, and the list goes on. Hopefully now you can see the true power of
communication. Let effective communication change your life today.

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BIBLIOGRAPHY
1. www.google.com

2. www.scribd.com

3. www.askme.com

4. www.ssrn.com

5. www.wikipedia.org

6. www.queendom.com

7. www.mit.gov.in

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