Communication

Concept and meaning

Communication

Communication is a Latin word, which means sharing (information or intelligence). The most common medium of communication is language. Communication is a process, the main components are:

Sender Message Channel Receiver Response

Communication: Concept and meaning

By: Madhavendra Dutt

Process of Communication
Common frame of reference
Sender Message Receiver Response

Sent

Received

Semantic gap

Feedback

By: Madhavendra Dutt

Communication: Concept and meaning

Common frame of reference

Frame of reference is the common field of experience or the common interest shared by the communicators. Semantic gap in communication is the different understanding of words between sender and receiver.

Semantic gap

By: Madhavendra Dutt

Communication: Concept and meaning

Communication
Barriers to communication

Barriers to Communication

Improper encoding Bypassing Frame of reference Physical distractions Psychological and emotional interference Cultural differences

By: Madhavendra Dutt

Communication: Barriers to communication

Improper Encoding
Lack of understanding on the part of receiver. It leads to confusion and misunderstanding. Remedy: Message should be presented in the language code of audience. Sender should always consider his audiences ability to process information.

By: Madhavendra Dutt

Communication: Barriers to communication

Bypassing
Misunderstanding resulting from missed meanings because of the use of abstract words and phrases on which both senders and receivers do not agree. Remedy: Use familiar words with concrete meanings so that there is no scope for confusion.

By: Madhavendra Dutt

Communication: Barriers to communication

Frame of Reference
Viewing others within your frame of reference may lead to confusion and misunderstanding. Remedy: Dont interpret others point of view from your angle. Try to put yourself in the other persons position.

By: Madhavendra Dutt

Communication: Barriers to communication

Physical Distraction
Physical distractions can easily disrupt communication. It comes from discomfort. Remedy: The speaker and the listeners should feel comfortable at the time of communication, it can be achieved by making environment cool and peaceful.

By: Madhavendra Dutt

Communication: Barriers to communication

Psychological and Emotional Interference

Feelings of sadness, fear, anger, anxiety or happiness influence reception and ability to receive ideas of others. Remedy: One must assure that one is not emotionally charged before one takes part in a communication interaction.

By: Madhavendra Dutt

Communication: Barriers to communication

Intercultural Differences
Receiver assigns meanings to message cues and meanings are assigned in terms of a receivers frame of reference. As the sender and receiver belong to different cultures, the interpretation of meaning can create misunderstanding. Remedy: Be sensitive to cultural differences and take into account the values of our listeners /readers while communicating with them.

By: Madhavendra Dutt Communication: Barriers to communication

Communication
Methods of communication

Methods of communication

Verbal Communication Non-verbal Communication Writing Reading

By: Madhavendra Dutt

Communication: Methods of communication

Verbal Communication

Verbal communication is when a person puts across a message by speaking. The message can be sent to an individual, a team or a group. The message can be sent in person, via an intercom, over the phone, email etc. The person sending the message should express the message clearly so that the receiver is able to understand and act, if required, on the message. The receiver of the message should be able to understand what was said. Many times the message may not be received as the sender intended, due to a range of factors including lack of attention or interest.

By: Madhavendra Dutt

Communication: Methods of communication

Non-verbal Communication

There are numerous ideas, thoughts and feelings that are communicated without words. Only one third of a message is sent in a person-to-person exchange in words alone. People have the ability to read non-verbal cues. These cues are learnt from the environment and through culture and can therefore be misinterpreted.

By: Madhavendra Dutt

Communication: Methods of communication

Examples of Non-verbal communication

The following are examples of non-verbal communication:

yawn tears frown crossing arms averting eyes

By: Madhavendra Dutt

Communication: Methods of communication

Types of Non-verbal communication

Non-verbal communication is divided into six types. They are:

body language physical characteristics and appearance voice space environment time Silence can be a type of non-verbal communication.
Communication: Methods of communication

By: Madhavendra Dutt

Writing

Written communication provides a record for the future. Written communication can be studied, reflected on and absorbed at the receiver's own pace. Written communication is permanent and makes a lasting impression. The written word can sometimes have more authority. Words can be written, rewritten, edited until the communication is seen as clear and accurate and is ready to be sent to the receiver. Written communication includes letters, memos, email, minutes of meetings, reports, instructions, diagrams, maps, other pictorial aids etc. Written communication can overcome distance and can be cheaper than face-to-face meetings. It can be useful when information has to be sent to large numbers of people and can reinforce verbal communication.

By: Madhavendra Dutt

Communication: Methods of communication

Reading

In most workplaces there is a lot of reading required of personnel. The reading material may include minutes of meetings, Occupational, Health and Safety procedures and practices, work procedures, reports etc. Due to the amount of reading required for many workers, reading skills need to be developed so that time spent reading is efficient and effective. When reading a workplace document, questions to ask before hand are:

Why am I reading this? What is the purpose of the document? What do I expect to be able to know / do as a result?

It may be helpful to think in terms of the outcomes of the reading. The outcomes may be:

Memorizing the information Getting a broad overview Getting evidence Finding out what has happened Answering a question /topic Revising Getting a range of opinions Getting concrete facts

By: Madhavendra Dutt

Communication: Methods of communication

Communication
Techniques to improve communication

How we start improving our communication skill?

An ability to communicate with others is essential in every aspect of our lives, but is something that many of us struggle with. We start to communicate with others from birth, babies cry as it is the only way they can let their parent know that they are hungry, need changing etc. The next stage is body language; such as arms stretched out to be picked up or cuddled and the waving of a cup to indicate thirst.
Communication: Techniques to improve communication

By: Madhavendra Dutt

How we start improving our communication skill?

By about the age of two, speech has taken over and this is the main method of communication we will sue for the rest of our lives.

By: Madhavendra Dutt

Communication: Techniques to improve communication

How to improve communication skill?

Improve your self confidence and belief in what you have to say. Write down what you want to say and practice first on front of a mirror and then with family and friends. The key is to talk about things that you know to be true, or about hobbies and pastimes that you are knowledgeable about.
Communication: Techniques to improve communication

By: Madhavendra Dutt

How to improve communication skill?

Join in with chats and forums online, this is a great place to start to improving your communication. The more you pour out your feeling and thoughts to a receptive audience, the more your confidence will increase. A lack of confidence and self esteem can have a debilitating effect on your life if you let it, so it's time to stop it now. Try some or all of these ideas and you will find that a whole new world is opening up to you. You ARE an interesting person, and its time for everyone to realize that!
Communication: Techniques to improve communication

By: Madhavendra Dutt

Communication in a business organization

Internal communication

Internal communication

Internal communications is the function responsible for effective communication among participants within an organization. Internal Communication, in a business context, is the dialogic process between employees and employer, and employees and employees.

By: Madhavendra Dutt

Communication in a business organization: Internal communication

How significant is internal communication?

Internal communication is significant in any organization because it is the building block of the organizational culture. The organizational culture is the atmosphere of the organization based on its values, mission and work processes. When every member of the organization holds the same values, understands the work policies and procedures in the same way, and is focused on the same mission, the organizational culture promotes much more effective use of resources then under a culture that is more diffuse in its interpretation.
Communication in a business organization: Internal communication

By: Madhavendra Dutt

Upward communication

Upward communication refers to the flow of communication from the lower level to the upper level. This type of communication is normally observed when subordinates, employees communicate about themselves, information related whats happening in an organization, about the reaction of certain policies and other thoughts that came across their minds as well as others to their superiors.
Communication in a business organization: Internal communication

By: Madhavendra Dutt

Downward communication

Information flowing from the top of the organizational management hierarchy and telling people in the organization what is important (mission) and what is valued (policies). Some examples of downward communication include notice, circulars, instructions, orders, letters, memos, bulletins, handbooks, annual reports, loudspeaker announcements and group meetings. Communication from superior to subordinate can be face to face as well as through written memorandums, orders, job descriptions etc.
Communication in a business organization: Internal communication

By: Madhavendra Dutt

Horizontal communication

Information exchange between departments or functional units, as means of coordinating their activities. Communication between people at the same level in an organization, community or peer group, usually as a means of coordinating efforts. Its when the managers of the same level share ideas, suggestions and solutions to help bring the organization to a better level.
Communication in a business organization: Internal communication

By: Madhavendra Dutt

Grapevine communication

Grapevine is an informal communication network, which ignores formal channels of communication and spreads rumors and gossips at all levels of the business organization. It can be easily found that a large portion of the communication in almost every business house is not formal or pre-planned. It is neither pre-planned nor deliberately motivated by the management. It is neither written nor documented or recorded. It refers to any communication that takes place outside the prescribed and pre-planned channels of formal business communication. It is not set with the lines of organizational hierarchy. As it has no set rules and regulations, it is not confined to a particular direction. It just spreads like a grapevine.

By: Madhavendra Dutt

Communication in a business organization: Internal communication

Communication in a business organization

External communication

External communication

The exchange of information and messages between an organization and other organizations, groups, or individuals outside its formal structure. The goals of external communication are to facilitate cooperation with groups such as suppliers, investors, and shareholders, and to present a favorable image of an organization and its products or services to potential and actual customers and to society at large. A variety of channels may be used for external communication, including face-to-face meetings, print or broadcast media, and electronic communication technologies such as the Internet. External communication includes the fields of PR, media relations, advertising, and marketing management.

By: Madhavendra Dutt

Communication in a business organization: External communication

Communication in a business organization

Strategies for conducting successful business meeting

Strategies for conducting successful business meeting

Develop a team through multiple strategies to create a cohesive unit. The most important strategy is to make sure your team is accurately representing their departments. If a team member comes to the table with nothing to contribute, no reports, no stats, it reflects poorly on that department. If you are leading, PLAN! Have an agenda to distribute to your team members.
Communication in a business organization: Strategies for conducting successful business meeting

By: Madhavendra Dutt

Strategies for conducting successful business meeting

Allow everyone to speak, but limit them. There are some long-winded people! This is not rude; it teaches them to say the significant things in their allotted timeframe. Otherwise, people tend to get sidetracked on minor details that do not contribute to an effective meeting. An agenda helps this because they can see what else needs to be discussed.
Communication in a business organization: Strategies for conducting successful business meeting

By: Madhavendra Dutt

Strategies for conducting successful business meeting

Anticipate. Bring pens and paper to the meeting. This tells your team members you expect them to jot down significant information so they can take it back to their departments and share the information with their team members. Have someone taking minutes. Do not make a team member take minutes. This distracts them from contributing to the meeting as they are trying desperately to record everything that is said. The use of an administrative assistant or clerical worker is acceptable as long as they sign a confidentiality agreement.

By: Madhavendra Dutt

Communication in a business organization: Strategies for conducting successful business meeting

Strategies for conducting successful business meeting

Identify what is confidential and what is not. This controls gossip and leaks. Start positive then work out things that are not running so well. For example, if your sales department has slipped in numbers, encourage what they are doing well before pointing out what they need to improve on. This increases morale.

By: Madhavendra Dutt

Communication in a business organization: Strategies for conducting successful business meeting

Communication in a business organization

Documentation

Notice

Notice is the legal concept in which a party is made aware of a legal process affecting their rights, obligations or duties. There are several types of notice: public notice (or legal notice), actual notice, constructive notice, and implied notice.

By: Madhavendra Dutt

Communication in a business organization: Documentation

Agenda

An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be considered. It may, but is not required to, include specific times for one OR more activities. An agenda may also be called a docket.
Communication in a business organization: Documentation

By: Madhavendra Dutt

Minutes of meeting

Minutes, also known as protocols, are the instant written record of a meeting or hearing. They often give an overview of the structure of the meeting, starting with a list of those present, a statement of the various issues before the participants, and each of their responses thereto. It is often important for the minutes to be brief and concentrate on material issues rather than being a verbatim report, so the minute-taker should have sufficient understanding of the subject matter to achieve this. The minutes of certain entities, such as a corporate board of directors, must be kept and are important legal documents.
Communication in a business organization: Documentation

By: Madhavendra Dutt

Communication in a business organization

Legal and ethical issues in communication

Intellectual Property Rights

Intellectual property rights is a legal concept that confers rights to owners and creators of the work, for their intellectual creativity. Such rights can be granted for areas related to literature, music, invention etc, which are used in the business practices. In general, the intellectual property law offers exclusionary rights to the creator or inventor against any misappropriation or use of work without his/her prior knowledge. Intellectual property law establishes an equilibrium by granting rights for limited duration of time. http://www.indianindustry.com/intellectual-propertyrights/

Advanced technical writing

Report writing and presentation

Definition of Report

An official statement of facts, verbal or written; especially, a statement in writing of proceedings and facts exhibited by an officer to his superiors; as, the reports of the heads of departments to Congress, of a master in chancery to the court, of committees to a legislative body, and the like.

Definition of Report

Information organized in a narrative, graphic, or tabular form, prepared on ad hoc, periodic, recurring, regular, or as required basis. Reports may refer to specific periods, events, occurrences, or subjects, and may be communicated or presented in oral or written form.

Importance of Reports

Reports are like another form to communicate effectively. They are also a way to analyze ones knowledge and skills. Once information is in hand the main thing is how one manages to organize and presents the information. Regardless of a report's target audience, the structure and organization must convey the exact meaning you intend. A well-written report can be helpful to your career while a poorly written report calls into question the credibility of your work and frustrates your reader.

Qualities of reports

Qualities of good Report is:

Brief Clear Concise Precise Accurate Understandable

Types of Report

There are many types of reports, few of them are as follows: laboratory reports health and safety reports research reports case study reports field study reports cost-benefit analysis reports proposals comparative advantage reports progress reports feasibility studies technical reports instruction manuals financial reports

Letter format

Memo format

Memo format

Project report format