UNIT -1 COMMUNICATION SKILLS-II
Meaning of Communication
The word "communication" comes from Latin ‘commūnicāre’, meaning “to share.”
It is an essential life skill for personal and professional success.
Importance of Communication
Helps in effective interaction with people, customers, and stakeholders.
Clear and concise communication is important in workplaces and businesses.
Parts of Communication
1. Transmitting: The sender shares the message.
2. Listening: The receiver hears or understands the message.
3. Feedback: The receiver responds, completing the communication cycle.
Communication Cycle Elements
Sender: Person who starts the communication.
Message: Information being shared.
Channel: Medium used (e.g., spoken, written).
Receiver: Person receiving the message.
Feedback: Response from the receiver to the sender.
Verbal Communication
Involves spoken or written words like speech, conversations, and emails.
Helps express feelings clearly and builds better connections .
Types of Verbal Communication
Interpersonal: One-on-one talk, e.g., friends talking or a manager giving feedback.
Written: Emails, letters, SMS, etc.
Small-group: In teams or meetings, e.g., press conference.
Public: Addressing a large audience, e.g., election speech.
Advantages of Verbal Communication
Easy and quick way to exchange ideas.
Flexible—can change based on listener’s reactions.
Disadvantages of Verbal Communication
Misunderstandings if wrong words are used.
Not always reliable without proper tone or clarity.
How to Improve Verbal Communication
Think before speaking and organize your thoughts.
Speak clearly, confidently, and with proper body language.
Non-verbal Communication
Non-verbal Communication is the expression or exchange of information or messages without using any spoken or written word.
Expresses ideas without words, using gestures, expressions, posture, etc.
Types of Non-verbal Communication
Facial expressions: Show feelings like happiness, sadness.
Posture: Straight = confidence, slouched = weakness.
Gestures: Hand movements like waving or pointing.
Touch: Handshakes or patting on the back.
Space: Distance based on relationship.
Eye contact: Shows attention and respect.
Paralanguage: Tone, speed, and volume of voice.
Importance of Non-verbal Communication
1. Supports Verbal Communication
o Facial expressions, gestures, and tone help people understand the meaning behind words better.
2. Shows Emotions Clearly
o It helps express feelings like happiness, anger, sadness, or excitement without using words.
3. Builds Connection and Trust
o Eye contact, a smile, or a friendly tone can make the other person feel comfortable and understood.
4. Used in All Situations
o Even when we don’t speak (like in silence), we still communicate through body language and facial
expressions.
Visual Communication
It is the exchange of information using images, signs, symbols, or pictures—not words.
It does not need a specific language to understand.
Why is it Useful?
o Easy to understand for everyone.
o Same meaning everywhere, no matter what language people speak.
Examples of Visual Communication:
o Traffic signs (No Parking, No Entry)
o Posters and charts
o Warning signs (Radiation, Danger)
o Icons like "No Mobile Phone" or "Under CCTV Surveillance"
When is it Used?
o In places where people speak different languages.
o When a message needs to be quickly understood
Communication Cycle & Feedback
Communication is complete when the receiver gives feedback.
Types:
1. Positive (Good Job!),
2. Negative (I don't understand),
3. No feedback (silence = disagreement).
Good Feedback
Specific: Don’t give general comments like “Good job.” Instead, give examples. Also, give choices or suggestions so the
other person can decide what to do.
Timely: Give feedback quickly. If you wait too long, it won’t be helpful.
Polite: Always use kind and respectful words. Don’t hurt the other person’s feelings.
Offer Support: After giving feedback, let the person know you are there to help and guide them again if needed.
Importance of Feedback
1. Completes the Communication Cycle
o Feedback shows that the message was received and understood.
o It helps the sender know if communication was clear or needs improvement.
2. Improves Understanding
o Feedback helps clear confusion and ensures that the message is understood correctly.
3. Supports Learning and Growth
o Feedback helps in correcting mistakes and learning new things.
o It is useful for personal improvement and better performance.
4. Builds Better Communication
o It encourages two-way communication and builds trust and respect between people.
7 Cs of Effective Communication
1. Clear
Your message should be easy to understand.
Use simple words so that the receiver understands what you really mean.
Avoid confusion or unclear statements.
Example: Instead of saying “Get it done soon,” say “Please submit the report by 2 PM today.
2. Concise
Keep your message short and to the point.
Do not add unnecessary words or extra details.
A short message saves time and avoids boredom.
Example: Say “I will come at 10 AM” instead of “I will be there at around 10 in the morning, maybe.”
3. Concrete
Use specific facts, figures, or examples to make your message strong and clear.
Avoid vague or general statements.
Example: “Sales increased by 20% in March” is better than “Sales improved a lot.”
4. Correct
Make sure your message is grammatically correct and factual.
Wrong spelling, incorrect facts, or bad grammar can cause confusion or look unprofessional.
Example: Write “Your answer is correct” instead of “You’re answer is correct.”
5. Considerate
Always think about the feelings and needs of the person you are talking to.
Use words and tone that match the listener's level of understanding or mood.
Example: Use simple words when talking to younger children or new learners.
6. Complete
Give all the necessary information so the person can understand everything and take action if needed.
Don’t leave the message half-done.
Example: Say “The meeting is on Monday at 3 PM in Room 202” instead of just “Meeting on Monday.”
7. Courteous
Always be polite, respectful, and kind in your words.
Even if you are giving a suggestion or pointing out a mistake, do it nicely.
Example: Say “Thank you for your effort” instead of “You didn’t do this properly.”
Barriers to Effective Communication
1. Language Barriers
When people speak different languages or use difficult words that others don’t understand.
How to Overcome:
Use simple, clear, and easy-to-understand language.
Avoid using too much technical jargon when explaining concepts.
2. Physical Barriers
These include distance, poor network connection, or environmental noise that disrupt
effective communication.
How to Overcome:
Choose a quiet place for important talks.
Use good quality equipment (like microphones, internet, speakers).
Reduce background noise.
3. Psychological Barriers
Emotional or mental states that affect how people communicate, such as stress, lack of motivation, or bias.
How to Overcome:
Foster a positive and open environment where people feel comfortable expressing their thoughts.
Encourage active listening and empathy.
4. Cultural Barriers
Differences in cultural norms, beliefs, or practices that can lead to misunderstandings.
How to Overcome:
Educate individuals about different cultures and encourage respect and understanding.
Use culturally neutral and inclusive language when interacting with diverse groups.
5. Technical Barriers
Issues with the tools or technology being used, such as malfunctioning software, poor internet connection, or
lack of access to resources.
How to Overcome:
Regularly update and maintain communication tools (e.g., apps, software).
Ensure users are well-trained on using the technology.
6. Information Overload
When too much information is provided at once, leading to confusion or misunderstanding.
How to Overcome:
Break down information into smaller, digestible parts.
Use visual aids (diagrams, charts, infographics) to simplify complex ideas.
