COMMUNICATION

Overview
Communication Skills
Oral communication Written communication

Reading Comprehension Writing Skills

Ground rules:
Please keep your cell-phones on silent mode, or switch them off. Do not hesitate to make mistakes Never think you are asking a dumb question Above all, at all times, have fun

Introduction
- To be effective interpersonally, we should Have effective communication Be effective in face-to- face communication Avoid, or remove, the misunderstandings that arise in any communication situation

Why Study Communication?

The Only Completely Portable Skill You will use it in every relationship You will need it regardless of your career path The Information Age The history of civilization is the history of information Language and written documents facilitate the transfer of information and knowledge through time and space

- What is communication? - E.g.:1. Mysore is a dry city

2. Boss says to the secretary: " This will be a very important meeting. Keep an accurate account of the minutes.

3. The boss tells the secretary : take this paper and burn it.

- One way communication (Exercise)

- Two way communication (Exercise)

Exercise -The Shoe-Less Alien

I am an alien from another galaxy. I wanted to study this world, and so I came here dressed as an earthling. Initially , I was fully dressed. But in my curiosity, I have taken off one shoe , its sock and the lace of the shoe. Now I do not know how to put them on . You , the ever-helpful Earth-people, will help me put on my shoe

Limitations: My understanding of English is very basic. I can hear only one person at a time- I stop functioning with too many instructions. My eyesight is poor , I cannot see gestures No one can touch me or my shoe, etc.

Barriers and Filters (Exercises)

External and internal obstacles always hinder effective communication.

-Barriers: Distractions the exist outside both the sender and receiver. E.g.: Noise, cross-talks, language, visual distraction,etc.
- Filters: Obstacles the exist within the sender and receiver E.g. : shyness, anger, disappointment, disinterest, attitude, pre-conceived notions, etc.

Barriers

EXERCISES Situation 1 :
Rohan is speaking to his friend Rakshak about an interesting book that he read recently. Rakshak has to appear for an online test tomorrow, which may help him to go abroad for further studies. He wants some help from Rohan. Just then, Rehana, the most beautiful girl in the college passes by and waves to both of them

Situation 2 :
Sharmila, your friend and classmate, has borrowed books from you several times.She returned them on all occasions, but some of them were not in the same condition in which they were when she borrowed them . She is now asking you to lend her your scooty siince she has to run an urgent errand.

Situation 3: Your professor has been given the task of selecting one person from your class to represent your college in the inter- college debate competition . He selects Rashmi.You are the best debater in the class, and feel that you should have been selected , but you feel that the professor has chosen impartially . Then you come to know that Rashmis father is a friend of the professors.

Hows That ?

13

Do you agree ?

15

70 % of waking life spent in Communication

45% 30%

Listening
Speaking

16% 9%

Reading Writing
16

Oral Communication
Pronunciation Self Confidence Concise and complete message Logical Sequence Natural Voice Tone Variations in the tone pattern

Methods
Face to Face communication Teleconferencing Telephone

Written Communication
It includes written words, graphs, charts, reports, diagrams, pictures Letters, memos, bulletins , reports etc. Ways are Fax, Emails

Difference B/w Written & Oral

Static v/s Dynamic form Degree of Precision Speed and Spontaneity Appeal of Message Effectiveness Feedback and reading the audience Scope of correction Message retention

How to improve speech

Naturalness of Speech Posture of the body Control your breathing Significance of Pause and Rhythm The pitch and tone

Ways to Improve Oral Communication

1. INTRO PHRASES: Use introductory phrases before your message to catch peoples attention E.g. :Id like to remind you that , From my point of view, Let me tell you that In my opinion, I believe that, It seems that 2. MEMORISING 3. ONE-IDEA PHRASES 4. GESTURES 5. TOPIC CHANGE . E.g. : Id like to move onto, Could we now deal with? 6. INTERRUPTING. E.g. : May I have a word? ,Can I make a comment?, May I
come in here?, May I interrupt?, Could I say something

7. WORD ORDER. E.g.: The lawyer wrote the contracts at his office in
the morning.

8. REGARD REGISTER

9. FILLERS e.g.: Really, Clearly, Well, OK, Of course Undoubtedly 10.PRONUNCIATION E.g. : Dow Jones (dou jnz) bush (bsh) Finance (f-nns, fnns) Samuelson (smy-l-sn) Keynesian (knz-n) 11.QUESTION TAGS

E.g. :This sounds interesting, doesnt it? You wont let a client escape, will you?

Writing Skills
Plan before you start writing Audience and Format Composition and Style
- Start with your audience - Create an outline - Use AIDA (Attention-Interest-Desire-Action) - Try some empathy - Use the Rhetorical Triangle - Identify your main theme - Use simple language Structure

 Grammatical Errors Here are some examples of commonly misused words: Affect/effect "Affect" is a verb meaning to influence. (Example: The economic forecast will affect our projected income.) "Effect" is a noun meaning the result or outcome. (Example: What is the effect of the proposal?) Then/than "Then" is typically an adverb indicating a sequence in time. (Example: We went to dinner, then we saw a movie.) "Than" is a conjunction used for comparison. (Example: The dinner was more expensive than the movie.)

 Proofing
The enemy of good proofreading is speed. Many people rush through their documents, but this is how you miss mistakes. Proof your headers and sub headers Read the document out loud Use your finger to follow text as you read Start at the end of your document

Reading comprehension
is defined as the level of understanding of a writing. Proficient reading depends on the ability to recognize words quickly and effortlessly

Effective Writing:
Is focused on the topic and does not contain extraneous or loosely related information; Has an organizational pattern that enables the reader to follow the flow of ideas because it contains a beginning, middle, and end and uses transitional devices; Contains supporting ideas that are developed through the use of details, examples, vivid language, and mature word choice; and Follows the conventions of standard written English (i.e., punctuation, capitalization, and spelling) and has variation in sentence structure.

Letter Writing

Sample Formats

I. Request Letter

From, Name of the employee Title of the employee Name of the employees company/entity Name of the Place To, Recipients name Recipients title Recipients name of company/entity Name of the Place Date

 Dear (Recipients name), First Paragraph: This is with reference to (Mention the month) and what it pertains to. Tell about your regret over the (mention the event which has not taken place and because of which you are feeling regretful.) Second Paragraph: I request you to kindly look into the matter and (tell what corrective measure you want which will make you happy and satisfied. Be clear with what you want and say it clearly. Be short and concise while writing.) Third Paragraph: Looking forward to your cooperation (Tell them you are ready to walk that extra mile in case they wanted any help from your end, so far as any information is concerned. Thanking You, Sincerely, (Signature) (Anna Jones)

 Sample Letter Format

Company Name Company Address Date of Letter

Recipient's name Recipient's title Recipient's company Recipient's company addressRecipient's Name: People read business letters quickly. Therefore, get to the point in the first paragraph--the first sentence, if possible. In other words, state what you want up front.

 Single space your letters and use a serif typeface. Skip a line between paragraphs. Because people read business letters quickly, use shorter sentences and paragraphs than you would in a longer document. Sentences should average fewer than twenty words, and paragraphs should average fewer than seven lines. Space your letter on the page so that it does not crowd the top. However, if possible, keep your letter to one page. Second pages often are not read. Send copies to anyone whose name you mention in the letter or who would be directly affected by the letter. Final paragraphs should tell readers what you want them to do or what you will do for them. Sincerely, Signature Name Enclosure. cc: Name to receive copy