awe > Pi Communication — @ The root of the word “Communication’, in Latin is “Cemmunicare” which meansto share, or to make common. @ The process of exchanging ideas, thoughts, facts, feelings, emotions and experiences between/ among people. Produces sharedness between the speaker and the audience addressed. ¢ Howyou say and whatyou say playsan important role in communication. © We use it with the society members and communication functions as the tool to create social relationships. “The system and process through which meanings are shared. Hence, communication is fundamentally a social phenomenon.’ - Frankdinet al. “Communication is the act of transmitting information.” - AmblerLanguage © main tool of communication © Not just a verbal behaviour; a system of rules establishing correlations between meanings and sound sequences ° Aset of principles that a speaker masters, not anything a speaker does © Acode which is different from the act of encoding1. Verbal Communication © Indludessounds, words, language & speaking © The basis of language formation are: gender, class, profession, geographical area, age group & other social elements © Good verbal communication isan inseparable part of business communication © Fluent verbal communication is essential to deal with people © Public communication is another verbal communication in which you have to address a group of people © Preparing foran effective speech before youstartis important © The content of your speech should be authentic and you must have enough information on the topic you have chosen for public speaking © Allthe main points must be highlighted & should be delivered in the correct orderrraxvaval Communication e Involves physical ways of communication like tone of the voice, touch, smell and body motion © Creative & aesthetic non-verbal communication includes singing, music, dancing & sculpturing ° Symbols & sign language are also included © Body language is a non-verbal way of communication © Body posture & physical contact convey a lot of information e Facial expressions, gesture & eye contact are all different ways of communicationmunicatio. E en Com © Itis writing the words which you want to communicate © Good written communicationis essential for business purposes © Itis practiced in many different languages e E-mails, reports, articles and memos are some of the ways of using written communication in business © Itcan be edited and amended many times before it is communicated © It is used not only in business but also for informal communication purposes (Mobile SMS)visual Comm unication—— © It is visual display of information like photography, signs, symbols and designs TV & video clips are the electronic form of visual communication Human communication can use five sense organs for communication in the following ways: Seeing Hearing Smelling Tasting Touching Visual Aural Olfactory Gustatory Tactile@q® Non-verbal Communication The process of communication in which words are used to transmit message. No Rarely takes place Not Required Message is conveyed clearly and immediate feedback is possibleMESSAGE FEEDBACK Sender RecieverQP een Communication Process Message Message on wp rtd] > ies rrr] > Ph, ————od nw pw . Information/ message is exchanged through it of Communication system isa process . Thereis participation of the communicator (sender) and the audience (receiver) . Communication is transactional . Itis closely associated with the culture . Itis symbolic . Success or failure depends on both the sender and the receiver . The quality of communicationvaries depending upon the participants involved and the channels used |1. Physical and physiological barriers: these include distance, background noise, poor or malfunctioning equipment, bad hearing, poor eyesight, speech impediments 2. Emotional & cultural noise: emotions (anger, fear, sadness) & attitudes affect objectivity, do the stereotypical assumptions that people make about each other based on cultural background 3. Language: speaking different languages, having strong accents, using slang or jargon can frustrate communication & negotiation effortsgor little-in-ccommen: Strom exept when the amdence cannot reli to anyiof these because tliey- dori share acommon experience with the speaker. 5. Lack of eye contact: Not making eye contact is a sure way of raising doubt in listeners not losing their attention and making them feel suspicious of you, not to mention invisible. 6. Information overload and lack of focus: Too much information can confuse your audience and even make them wonder if you are overwhelming them with details to avoid tellingthem something else they would rather know. 7. Not being prepared, lack of credibility: If you are not prepared, if you lack the facts , if you rely on your Power Point Presentation too much, your listeners will notice and feel let down, even disrespected- and they won't believeyou.isten to the people you are attempting to persuade. 9. Trying too hard, seeming desperate: When you try too hard to persuade someone, you may seem desperate, and desperation smells like manipulation & turns people off before you can utteryour next desperateword. 10. Lack of enthusiasm: If you don't believe in your position, product, service, or whateveryou are trying to sell, they won't believe in it either.The use of jargon (Over-complicated, unfamiliar and/ or technical terms) Emotional barriers & taboos Lack of attention, interest, distractions, or irrelevance tothe receiver Differencesin perception and viewpoint Physical disabilitiessuch as hearing problems or speech difficulties Physical barriers to non-verbal communication Language differences and the difficulty in understanding unfamiliar accents Expectations & prejudices which may lead to false assumptions or stereotyping Cultural differencesIntra-personal Communication (Monologue) Interpersonal Communication (between individuals) Transpersonal (Divine/ prayers and meditations) Group Communication (extended form of interpersonal/ one to few/ limited receivers) Public Communication (Speech) Organizational Communication (within or among organizational set up on formal matters) Folk Communication (Folk channels of songs, dances, theatresi.e. keertan Mediated Communication (Technology medium i.e. TV. programmes. Mass Communication (newspapers, magazines, radios, TV's, films)_ Tava yn Face-to-face conversation Telephonic conversation Online conversation Group discussion Meeting Seminars and conference Notice, agenda minutesA dialogue between two persons without the use of any machine, such as telephone An ideal and effective communication in which the participants get immediate feedback The message is accompanied by gesture, facial expression, hand and head movement Occurs in a wide range of business activities, induding formal meeting, job interview, one-to-one coaching and more The most dynamic, flexible & interactional in nature Continuous eye contact Cheapest and most effective way to connect with people An ideal and effective communication because youcan get immediate feedbackThe proper uses of body language such as facial expressions, eye contact, posture and appearance can be directly read Gestures i.e. physical movements of arms, legs, hands, heads etc. make communication real and emotional Suitable for discussion: the speaker can get immediate feedback It is suitable at work We can realize easily whether the person is sincere through his mannersCommunication by telephone or mobile phone Allows the transmission of speech over a distance Permits conversation to be carried on between people separated by almost any distance It permits conversations to be carried on between people separated by almost any distance Appearance, gestures and surroundingsare not visible to the listener Great work can be completed ina cheap cost by using it It provides for the exchange of information in all areas of human endeavor, including industry, agriculture, government, science, culture, public health, and personal servicesrilo points r ma. ce your telephone ca Answer the telephone with a smile in your voice. Don't say ‘Hello’, but give your telephone number or your name, or the name of the firm or department. If the call is for someone else, don’t leave the caller guessing your intention and don't ask, ‘who’s calling?’ Say, “Mr. Smith isn't here. May I take a message?” Ifyou must leave the telephone, don’t simply disappear. Ask the person to whom you are talkingBefore the advent of the electronic media, there were only two kinds of communication, verbal and non-verbal. It refers to how people as well as computers communicate with each other. Through a computer network and the internet. People are resorting more to online communication than the traditional forms due to its many advantages like the flexibility. People living in different corners of the world have been brought together by the click of a button. Since it is documented, it can be stored for later references. It saves a lot of time as well. Chat rooms, instant messaging applications, electronic mails, online forums, blogs, social networking, Zoom meeting and so on are being effectively used today increasingly.It is a very popular method of online communication as it allows a user to carryon a discussion with one or multiple people at the same time. It has managed to bring people closer to each other. It is a form of instant, real-time communication which uses technology similar to that of electronic mail. Millions of users worldwide spend some time each day exchanging ideas over the internet. Chat rooms have become a lot more than just a means of spending free time. People of all ages log on to chat-servers to meet other people.EN ae Chat You meet new people. You exchange your views about certain subjects. You can relax because you don’t have to see the person physically. Ifyou are shy this is a way of making friends. You can treat some special friends you have met like pen pals.You just never know whom you are talking to. It could be an older man whois a pervert and acting out like he is young. You may trust this person and give out your full name; address; e-mail address; your phone number. This is very dangerous. you may think you are falling in love with the person you are chatting tine ale could e kvearhionsnda sol sralensswaye arid lone aliaance relationships seldom work out. Cyber stalking isat its peak especiallyamong teens. Cyber bullying isanother problem.It is modern, fast and effective It can be used across the world for personal and professional communication. It saves time and money. It offers the possibility to replicate the same message to a few people simultaneously. It makes possible to communicate cheaply and almost instantly with people anywhere in the world-provided they have access to a computer. E-mails inhabit a space somewhere between personal meetings, telephone, and letters. Like telephone calls they are quick and inexpensive. Like letters they allow those involved to keep a permanent record of messages sentand received.can not monitor the recipient'sTeaction toyourme d ourmessage ou fersice thierni younnaey sry dpe thee semder'« tone becaneeyouonly here wonicontheaneea tei: One of the great advantages of emails is that they are quick to send. Initials are frequently used in SMS too. We know that people use only the initials in g-mails to save time and space. Seely, J. (2007:28-29) gives following initials used in e-mails. Initialism Meaning PLS Please AAMOF Asa matterof fact PPL People AFAIK As far as Ilnow . = ASL Age, sex, location = a ATB Allthe best U You B Be B2B Business to business Wan2 Want to Cc See WKND Weekend FoF face to face YR Your FaT Freetotalk 2MORO Tomorrow Hs ae 2NITE Tonight NE Any 4 For PCM Please call mein mind whyyou. gen herth — __- Sometimes the formality and permanence ofa letter may be preferable. At othertimes a telephone call may be more private ( or conveniently impermanent). Although emails are relatively new they share key feature with other means of communication . You still need to have in mind: Make properuse of email format: IN extended business emails, structure your message so that readerscan grasp the essentials quickly and without risk of misunderstanding. When responding to otherpeople’s emails, think about the effect your reply will have; don’t hit the ‘send’ button and then regret it immediately you have done so. If in doubt, save you reply in the ‘Drafts’ folder and return to it laterin the day. Inreplies avoid breaking the tread ofa sequence ofmessages don’t automatically ‘Replyto all’, unless it is expected or useful. Inreplies only quote as much as is necessary to place your message in its context (often the subject line will do this). Think before forwarding someone else’s message; if in doubt ask their permission. . Set up a proper system for filling emails and weed out unwanted messages regularly. . When composinga message be aware ofthe context within which youare communication; make a judgement about howinformal youcan afford to be. Avoid excessive use of capital letters and don’t use HTML formatting unless its special features are really necessary. Only use emoticonsand initialisms in message to people who are likely to appreciate them. Be aware of the dangers of flaming.. Emails vary in formality depending on how well you know the reader and what your status is in relation to them. . All emails should be polite , but they very in level of politeness depending on who youare writing to and what you are asking them. . Writersuse level of formality and politenessto achieve an appropriate tone. Emails between colleagues of similar status can be informal and personal, but should still be polite and friendly. . In formal business emails, you should not use very informal language, incomplete sentence exclamation mark or emotion. You can use contracted verb forms in formal business email except where first impression are important. . Youshould mention attachments and say what they contain. Don't leave the body of email empty. . Re-read your email before you.send it to make sure it is understandable and not offensive. Keep full name, in greeting if this is the first contact. By giving your position and contact detail you can do signature. Any waysthe ending must be formal and friendly in formal business letter.‘The main benefit of e-mail when compared to other messaging medium like fax is thatit is almost instantaneous. . More importantly, it directly reaches the concerned individual's electronic mail box without getting buried under a mountain of paper. . In some cases, we can even confirm whether our message has been received and read by the recipient- something next to impossible with a letter or fax. . With e-mail even if the recipient is not around, the message is delivered into his mailbox and is available the next time he checks in the mailbox. . E-mail ensures a much higher degree of security/ privacy. Only an authorized person can open the mail. . Compared to other mediums e-mail is dirt-cheap. The cost of sending electronic message across the world is the same as sending one across the city.e It is a popular free social networking website that allows registered users to create profiles, upload photos and video, send messages and keep in touch with friends, family and colleagues. Itis a great way to meet friends and keep up on what they are doing © Once you add a friend to your face book friend list, you will always know when they are adding things to their blog or updating their profile. It gives people the power to share and makes the world more open and connected. © Itoffersa range of privacy options to its members. e¢ Amembercan make all his communications private.vatitages of face book ——— © Allows user search for new and old friends e Accessible to chose universities having a high level of security © Make it less awkward when communication with strangers or people you are not familiar with © Love attraction- can be used as a dating service system. © Makes it easier to join groups having similar likes and dislikes ° Allows members to check students who are taking the same class, living within the same area, or coming from the same academy© Overcrowding © Weakening long distance relationship © Unsupported by physical adjacency (nearness/ closeness) © Contributes wide-range procrastination (postpone/ delay) © Rampant (unbounded)addiction ° Stalking (watching sb)is possible © Acquaintances (familiarity) be labeled as friends° Itis especially applied in mobile text. Itis generally informal and most of the abbreviated terminologies areused in this writing. e It makes texting faster but message is sent only in limited characters. Itis widely used among young people throughout theworld. e Itcan be done from person to person or person to organization. Itis an easy way of commutationsin mobile. e The main aim of creating SMS is to convey a comprehensible message using the fewest number of characters ina short time. r=are, u=you, b4= before, y= why, bro= brotherItis a type of communication in which aspeaker speaks to the group. Itis less direct, personal and intimate in nature. Itprovides better scope for quick and easy feedback compared to mass communication. Communications in committees, workshops, family etc. are the examples. Itvisualizes experiences, ideas, and suggestion to the group. Face-to-face communication is a dialogue where the speakerand the listener face to each other but in telephonic conversation they are absent. In group discussion the participants are present but they are largerin number than face-to-face communication. The meeting is a multi ways, the notice is a one we communication. Seminarand conference hold discussion. Agood group discussion should incorporate views of all the term members. Any group discussion hasits group dynamics, purpose and organization.© Itis a concept in a field of social psychology and is concerned with the nature of human groups, their development, and their interactions with individuals, othergroups, and larger organizations. Individuals are connected to each other by social relationships. It refers to the attitudinal and behavioral characteristics of agroup. © It concerns how groups form their structure and process, and how they function. One of the most important aspects in group dynamics is the understanding of the behavior of people in groups, such as task groups, thatare trying to solve a problems or make a decision.evaluate different types of contributing roles of the participants in the discussion. * It reflects the clear image of the emotional and intellectual chemistry between or among the participants in the entire process of group communication. ‘It includes the entire form of the group discussion process in which participants in the group present their opinions, argue on issue, and try to reach a consensus.“A group can be defined as several individuals who come together to accomplisha particular taskor goal. “Group Discussion is a modern method of assessing one's personality. It is botha_ technique and an art and a comprehensive tool to judge one's analytical and creative skills. “Group discussions occurs in many different formats from very informal ones “between friends to highly structured and challenging discussions included as “partof a selection process. “Accordingly, there are a variety of different types of discussions that occur naturally in different settings and with different group dynamics.> Make decisions (e.g. decide who to invite to a party and where to sit them) > Give and/ or share their opinions on a given topic (e.g. discussing beliefs about the effectiveness of capital punishment) Create something (eg. plan and make a poster as a medium for feedback on a language course) ¥Solvea problem (e.g. discussing the situations behind a series of logic problems) > Develop the skill of functioning asa part of a team as a member orasa leader » Gather information or facts » Get together to know each other's work > Exchange ideas and help each other > Convert disagreementinto agreement > Develop language skills > Enhance leadership skills > Enhance team work"In group discussions, we are supposed to coordinate individual efforts, collaborate on join projects, garner support for ideas, sell ideas, solve problems collectively, and make consensus-based decisions. "It involves a gathering of two or more persons to collectively accomplish what one person can not. "Good group discussions aren't accidents- they are the result of good planning. "It will result in major benefits later by efficiently. "When deciding to hold a group discussion, you should also decide who should attend and what the purpose of the discussionis.fe Penoses plan at proap!Ciscumion| willy a\pur pees! ichne the gmtposcsorobjectvoor te discussion. Participants: Who needs to attend this meetingto accomplish the purpose? iii, Structure: How should the discussion be organized to best accomplish the purpose? Some iv. techniques may inchide: guest speakers, videos, brainstorming sessions, panel sessions, discussion groups, demonstrations etc. whatever technique is selected, it should have the greatest impact on the participants to attain the discussion objective. Location and Time: Select a discussion place that best matches the participant's needs, the objective, and the group dynamics. The anticipated length of the group discussion should also bea factor in deciding when to schedule the gathering. ‘Topic: It should be clearly known to all the participants prior to the discussion. The familiarity of the topic clarifies the objectives of the discussion and also helps the participants plan and prepare to make an effective contribution. Responsibilities : There should be mutual understanding of not only the discussion purpose, but also individual assignments and how they fit into the total program1.1.5.5 Meeting ® It is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as _— sharing information or reaching agreement. ¢ It is the coming to the decision through discussion of an organization or institution. e “An act or process of coming together’- Merriam- Webster"The following stepsare followed toruna formal meeting: Stating the objective Taking attendance Presenting agenda Maintaining control Follow up~your notes and minutes answer these 10 questions: 10. = : Se When was the meeting? Who attended? Who did not attend? (Include this information if it matters) What topics were discussed? Whatwas decided? Whatactions were agreed upon? Who is to complete the actions, by when? Were materials distributed at the meeting? If so, are copies or a link available? Isthere anythingspecial the reader of the minutes should know or do? Isa follow-up meeting scheduled? If so, when? Where? Why?~~ Conference A form of academic instruction, either at a university or offered by a commercial or professional organization. Has the function of bringing together small groups for recurring meetings, focusing each time on some particular subject, in which everyone present is requested to actively participate. A lecture or presentation delivered to audience on a particular topic or set of topics that are educational in nature. Educational events Often one person giving lecture although there could be more than one speaker as well. A formal strategy for teacher's professional development Formal meeting where teachers exchange their views on various topics Can take place in different fields, and it does not need to be academic in natureall the time A prearranged meeting for consultation or exchange of information or discussion especially one with a formal agenda Pretty general and in fact could mean something with thousands of participants or something with just a few participants Often features keynote presentations delivered to all attendees, as well as multiple break-out sessionsNotice is mainly found to be written and sent for calling a meeting of an organization When you are required to call a meeting, send a written notice within the specified time toevery member of the group It should mention the name and address of the organization and the date on which it is issued besides indication the day, date and time and venue of the meeting The notice should mention the agenda to be discussed too It is generally not personal but official or institutional It should be short, clear, formal and factual It includes the institution which publishes the notice, the time, place and agenda of the programme, andauthorized signaturefotes and minutes are the same thing. Minutes are more formal and are often required by organizational bylaws ¢ When our meeting minutesare not effective, we waste the time we spent in meetings ¢ Withoutgood meeting notes or minutes, we may not remember or recognize: v¥ what we decided inthe meeting v¥ what we accomplished in the meeting v what we agreed to in terms of next steps (action items) T= Topics D= Decisions A= Actions Agreed Upon N= Next Meeting**Do write minutes soon after the meeting “Don't skip writing minutes just because everyone attended “*Dont describe all the “he said, she said” details “Don't include any information that will embarrass anyone “Do use positive language “Do have a newyear filled with productive meetingsh. owing points essential n Name of the organization/ unit Day, date, time and venue of the meeting Number of the meeting, if ina series Names of the chairperson and secretary Names of members present Names of members absent Names of persons who attend the meeting by special invitation, if any Record of transactions, item-wise Signature of the secretary and the chairmanSummarize as you record what is being said. Use abbreviations, short form which you can readily decipherlater. Use agenda as the framework. Record the names of the speakers. Though usually omitted from the minutes, they provide a useful reference point. Record the names of those present by passing arounda list of members for signature. Use a device to distinguish between the record of decisions and the rfecord of main points. Write carefully essential details such as dates, numbers, amounts, quantities and the names of those designated toact. If resolution is moved and a vote taken, make sure to note the name of the proposer, the name of the seconder, the number of members voting ‘for’ and ‘against’ and of those abstaining. If any matter is raised under the last item of the agenda, state that it is so and give ita suitable heading