Communications

Communication is the process of exchanging information ideas or

thought from one person to other in a meaningful way.
Element of communication
1. Sender- This is an individual or entities who initiate the
communication.
2. Content -It is the actual content that sender wishes to
communicate.
3. Communication channel- It is a media through which content is
transmitted.
4. Encoding- Converting a message into the form suitable to carry
required medium.
5. Receiver- The target audience for the communication
6. Decoding- Converting the received message in a form which is
understandable by the receiver.
7. Feedback- The receiver conveys their understanding of the
message to the sender in the form of feedback to complete the
communication cycle.

Types of communication-
1. Verbal communication –

It is a type of oral communication wherein the message is

converted through spoken words. The sender may communicate in
the form of speech, discussion, presentation and conversation.
Type of Verbal Communication: -
Interpersonal Communication: -

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 This form of communication takes place between two
individuals and is thus a one-on-one conversation
Small Group Communication: -
This type of communication takes place when there are more
than two people involved. Each participant can interact and
converse with the rest.
Public Communication: -
This type of communication takes place when one individual
address a large gathering.
Advantages of verbal communication-
• Conveying our messages easy and quick
• The response you get from the audience is quick and
immediate.
• You can keep updating your speech according to their
response.
• It is a cheaper way of communication.

Disadvantage of verbal communication-

• It requires for proximity that is the sender and receiver must
be at the same platform and same time to communicate.
• It often feels incomplete to keep records.
• It is not possible to represent things officially.
• There are emotional and language barriers.
2. Non-Verbal communication:-
Non-verbal communication is the expression or exchange of
information or messages without using any spoken or written
word. In other words. We send signals and messages to others,

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 through expressions, gestures, postures, touch, space and eye
contact. 93 % of the communication that we do in our day-to-day
communication is non-verbal.
Advantages of Non-verbal communication-
• Very easy to demonstrate.
• Time is usually not wasted in non- verbal communication.
• No language barriers.
• Even illiterate people can pick up non-verbal cues.

Disadvantage of Non-verbal communication-

• Not suitable for lengthy message.
• An incomplete form of communication.
• Chances of misinterpretation.
• Regional and cultural differences misinterpret the message.
Visual Communication
Visual communication involves utilizing visual components to express
ideas or information. This type of communication relies on visual aids
such as images, graphics
Advantages of visual communication
• It can explain things easily which are not possible through word .
• It clears the barrier of qualification or language .
• Visuals can improve the clarity of your message.
• Visuals are easier to remember and retain than text alone
Disadvantages of visual communication :-
• It is costly
• It is time consuming
• It is not a complete form of communication
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Written communication
Written communication is a method of conveying information or
messages through the use of written language. It involves
expressing thoughts and exchanging thoughts with others using
written text as the medium of communication.

Advantages of Written communication:-

• Permanent storage
• It has a legal standing
• It is re-useable .
• It is suitable for lengthy message .
Disadvantages of Written communication:-
• A barrier of qualification and language
• It is costly
• It is time consuming .
• Lack of immediate feedback .

FEEDBACK
In the communication process, feedback refers to a response from the
receiver which gives the communicator an idea of how the message is
being received and whether it needs to be modified.

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Characteristic of good feedback is:
• Specific: Avoid general comments. Try to include examples to clarify
your statement. Offering alternatives rather than just giving advice
allows the receiver to decide what to do with your feedback.
• Timely: Being prompt is the key, since feedback loses its impact if
delayed for too long.
• Polite: While it is important to share feedback, the recipient should
not feel offended by the language of the feedback.
• Offering continuing support: Feedback sharing should be a
continuous process. After offering feedback, let recipients know you
are available for support.
Importance of Feedback:-
• It validates effective listening: The person providing the feedback
knows they have been understood (or received) and that their
feedback provides some value.
• It motivates: Feedback can motivate people to build better work
relationships and continue the good work that is being appreciated.
• It improves performance: Feedback can help to form better
decisions to improve and increase performance.
Types of feedback-
1) Formal and Informal feedback-
A formal feedback follows a preset format for structure using
which the receiver frame feedback and send it.
Informal feedback-it does not follow any preset format or
structure to create a feedback.

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2) Descriptive and non-descriptive feedback-
In a Descriptive feedback receiver provide meaningful
information in a detailed expressive manner that also contain
some analysis or suggestion etc.
In a Non-descriptive feedback specific information is given but
does not give detail descriptions .
3) Specific and Non specific feedback-
In specific feedback with talk about things or a point particularly
without talking about a general overview.
In a Non specific feedback we talk about the entire thing while
giving a general overview.

EFFECTIVE COMMUNICATION
Effective communication is a two-way communication process
where both parties have right and convenience to express their
messages opinions, facts and other information
7Cs of Effective Communication
• Clear: While communicating one should be clear about what he
/ she say.
• Concise: Use simple words and say only what is needed.
• Concrete: Your arguments should be based on solid facts and
opinions from credible sources and you should share reliable data
to support your stand.
• Correct: It’s essential that along with the factual information,
the language and grammar you use are correct.
• Coherent: Your words should make sense. Along with that it
should related with the main topic
• Complete: Your message should be complete. It should have all
the needed information

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 • Courteous: Be respectful, honest and friendly throughout your
communication

Barriers in communication
• Linguistic Barrier: Language at times can be a barrier to effective
communication
• Physical Barrier: If the surroundings do not support proper
communication, it can also act as a barrier to appropriate
interaction.
• Cultural Barrier: Cultural differences hinder us from
communicating properly.
• Interpersonal Barriers: It refers to the situations when the
intended message is received incorrectly due to many personal
reasons.
• Organizational Barriers: In an organization if there is no clarity
about the roles, structures, responsibilities, it will hinder effective
communication among the members of the organization .

Ways to Overcome Barriers to Effective Communication

• Use simple language
• Do not form assumptions on culture, religion or geography
• Try to communicate in person as much as possible
• Use visuals
• Take help of a translator to overcome differences in language
• Be respectful of other’s opinions.

ONE MARK QUESTIONS

1 Which of the following is not a form of written communication?
a) Circulars b) Reports c) Discussion d) SMS 1

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2 Which of these is NOT a common communication barrier?
a) Linguistic barrier b) Interpersonal barrier
c) Financial barrier d) Organizational barrier 1
3 Ramya travelled to Sweden from India to pursue her higher
education. But she doesn't know how to speak Swedish (language of
Sweden). Because of this, she was unable to find a part time job. This is
an example of.(CBSE 23-24)
(a) Interpersonal barrier (b) Physical barrier
(c) Organisational barrier (d) Linguistic barrier 1
4 Rohit, when leaving from his friend’s house is bidding goodbye by
waving his hands. Which type of non-verbal communication is used by
Rohit?
a) Expression b) Body language c)Gesture d)All the above 1
5 Identify the object, verb and subject in the sentence,
‘The car crashed into a tree.’
a) Object: a tree; Verb: crashed; Subject: the car
b) Object: The car; Verb: crashed; Subject: a tree
c) Object: crashed; Verb: the tree; Subject: the car
d) Object: crashed; Verb: the car; Subject: the tree 1
6 The conveys the message to the sender in the form of feedback
for the completion of communication cycle.
(a) Sender (b) Receiver (c) Channel (d) Protocol 1
7 Identify the sentence type - “I drove to the office, and then I
walked to the cabin.”

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(a) Simple (b) Compound (c) Complex (d) Both compound
and complex 1
8 Which of the following is NOT an element of communication
within the communication process cycle? 1
(a) Channel (b) Receiver (c) Sender (d) Time
9 How much % of the communication that we do in our day-to-day
communication is non-verbal?
a) 55% b) 93% c) 7% d) 38% 1
10 You need to apply leave at work? Which method of
communication will you use?
(a) e-mail (b) Poster (c) Newsletter (d) Blog 1
11 Which of the following is an example of oral communication?
(a) Newspapers (b) Letters (c) Phone call (d) e-mail 1
12 Which of the following statement is true about communication?
(a) 50% of our communication is non-verbal
(b) 20% communication is done using body movements, face, arms,
etc.
(c) 5% communication is done using voice, tone, pauses, etc.
(d) 7% communication is done using words 1
13 Which of these are examples of positive feedback?
(a) Excellent, your work has improved.
(b) I noticed your dedication towards the project.
(c) You are always doing it the wrong way.

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 (d) All of the above 1
14 Which of these sentences is capitalised correctly?
(a) Ravi and I are going to the movies.
(b) Salim is visiting India in July.
(c) The Tiger is a strong animal.
(d) She is arriving on Monday. 1
15 _________communication is the use of body language, gestures
and facial expressions to convey information to others. (CBSE 2020-21)

Answer :-
1. c) Discussion 2. (c) Financial 3. (d) 4. c) Gesture 5. a) Object: a
barrier Linguistic tree; Verb:
barrier crashed; Subject:
the car
6. c) channel 7. b) Compound 8. d) Time 9. b) 93% 10. (a) e-mail
11. (c) Phone call 12. (d) 7% 13. (a) 14. (d) She is 15.Non-verbal
communication Excellent, arriving on Communication
is done using your work has Monday.
words improved
TWO MARK QUESTIONS WITH ANSWERS
1 List different methods of communication.
Ans:
Different methods of communication are: face to face talk, e-mail,
letters, notice board. Posters, meetings, phone call, video call, virtual
meeting, writing blog etc 2
2 Enumerate any two ways to overcome barriers to effective
communication.

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Ans.: Ways to Overcome Barriers to Effective Communication
a) Use simple language
b) Do not form assumptions on culture, religion or geography
c) Try to communicate in person as much as possible
d) Use visuals
e) Take help of a translator to overcome differences in language
f) Be respectful of other’s opinions
3 List two best practices for effective communication. (CBSE 2023-
24)
Ans:
There are different methods of communication: non-verbal, verbal and
visual. However, all these methods can only be effective if we follow
the basic principles of professional communication skills. These can be
abbreviated as 7 Cs i.e.,
Clear, Concise, Concrete, Correct, Coherent, Complete and Courteous.
• Clear: While communicating one should be clear about what he
/ she say.
• Concise: Use simple words and say only what is needed.
• Concrete: Your arguments should be based on solid facts and
opinions from credible sources and you should share reliable data
to support your stand.
• Correct: It’s essential that along with the factual information,
the language and grammar you use are correct.
• Coherent: Your words should make sense. Along with that it
should related with the main topic

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 • Complete: Your message should be complete. It should have all
the needed information
• Courteous: Be respectful, honest and friendly throughout your
communication
4 The symbol shown represents “No Parking zone”. What type of
communication uses such symbols and what is the advantage of using
that form of communication? 2

Ans:
a) Visual Communication
b) Visual communication proves to be effective since it involves
interchanging messages only through images or pictures and therefore,
you do not need to know any particular language for understanding it. It
is simple and remains consistent across different places.
5 Explain the following terms: a) Group Communication
b) Interpersonal Communication
Ans:
Group communication:
This type of communication takes place when there are more than two
people involved. Each participant can interact and converse with the
rest. Examples 1. Press conferences 2. Board meetings 3. Team
meetings
Interpersonal Communication:
This form of communication takes place between two individuals and is
thus a one-on-one conversation. It can be formal or informal.

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Examples 1. A manager discussing the performance with an employee.
2.Two friends discussing homework. 3. Two people talking to each
other over phone or video call. 2
6 List the different types of verbal communication?
Ans:
a) Interpersonal Communication
b) Written Communication
c) Group Communication
d) Public Communication 2
7 Feedback is the final component and one of the most important
factors in the process of communication. Give two reasons to justify
why feedback is important.
Ans:
Importance of Feedback
It validates effective listening: The person providing the feedback
knows they have been understood (or received) and that their feedback
provides some value.
• It motivates: Feedback can motivate people to build better work
relationships and continue the good work that is being appreciated.
• It is always there: Every time you speak to a person, we
communicate
feedback so it is impossible not to provide one.
• It boosts learning: Feedback is important to remain focussed on
goals, plan better and develop improved products and services.

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• It improves performance: Feedback can help to form better
decisions to
improve and increase performance. 2
8 Write down the common communication barriers you may come
across when you move to a new city or country.
Ans:
When we are moving to a new country common communication
barriers we may come across: -
1. Cultural barriers: when people of different cultures are unable to
understand each other’s customs, resulting in inconveniences and
difficulties.
2. Linguistic Barriers: Language barriers are the most common
communication barriers, which cause misunderstandings and
misinterpretations between people when in a new country or city.
9. Name the four main categories of Communication Styles.
Ans.:
Verbal, Non - Verbal, Written and Visual 2
10 Draw any two common signs used for Visual Communication.
Explain what each conveys and where did you see it?
a) No parking Sign. Seen before gates of houses and on
areas where parking is not allowed.

b) Danger warning. Could be seen in places of

Potential danger like in a waterfall during rainy
season, Rough sea etc

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11 List down the various elements of Communication Channel.
Ans: The various elements of a communication cycle are:
1. Sender- This is an individual or entities who initiate the
communication.
2. Content -It is the actual content that sender wishes to
communicate.
3. Communication channel- It is a media through which content is
transmitted.
4. Encoding- Converting a message into the form suitable to carry
required medium.
5. Receiver- The target audience for the communication
6. Decoding- Converting the received message in a form which is
understandable by the receiver.
7. Feedback- The receiver conveys their understanding of the
message to the sender in the form of feedback to complete the
communication cycle.
12 Mention positive facial expressions which you can use in making
effective communication.
Ans:
• Smiling when meeting someone.
• Keeping face relaxed.
• Matching expressions with your words.
• Nodding while listening.
14 List down the basic parts of speech.
Ans: The part of speech indicates how a particular word functions in
meaning as well as grammatically within the sentence. Some examples
are nouns, pronouns, adjectives, verbs and adverbs.
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