Unit 1

Process of Communication
 Characteristics of Successful Communication

Characteristics of Effective Communication

Effective communication is a message that is understood as the communicator meant it to be understood. In order to help
ensure understanding, communicators need to understand and apply the 7 Cs of Effective Communication. An effective
communication should be:

1.Clear—main ideas easily identified and understood

2.Concise—gets to the point without using unneeded words or images
3.Concrete—includes specific examples or explanations
4.Correct—in information, word choice, and grammar
5.Coherent—information presented in a logical sequence
6.Complete—enough information so the audience can understand
7.Courteous—polite, professional tone
The Importance of communication in an organization can be summarized as follows:

1.Communication promotes motivation by informing and clarifying the employees about the task to be done, the
manner they are performing the task, and how to improve their performance if it is not up to the mark.

2. Communication is a source of information to the organizational members for decision-making process as it helps
identifying and assessing alternative course of actions.

3. Communication also plays a crucial role in altering individual’s attitudes, i.e., a well informed individual will
have better attitude than a less-informed individual. Organizational magazines, journals, meetings and various
other forms of oral and written communication help in moulding employee’s attitudes.

4. Communication also helps in socializing. In todays life the only presence of another individual fosters
communication. It is also said that one cannot survive without communication.

5. As discussed earlier, communication also assists in controlling process. It helps controlling organizational
member’s behaviour in various ways. There are various levels of hierarchy and certain principles and guidelines
that employees must follow in an organization. They must comply with organizational policies, perform their job
role efficiently and communicate any work problem and grievance to their superiors. Thus, communication helps
in controlling function of management.

6. An effective and efficient communication system requires managerial proficiency in delivering and receiving
messages. A manager must discover various barriers to communication, analyze the reasons for their occurrence
and take preventive steps to avoid those barriers. Thus, the primary responsibility of a manager is to develop and
maintain an effective communication system in the organization.
Communication Structure in an Organization
 Barriers to Communication
Communication is defined as the process by which information is exchanged between individuals through a system of
signs, symbols. The concept of communication involves a sender, a message and a recipient.
The sender sends the message and the recipient is the receiver of the message.

The process of communication is never smooth as it is affected by the barriers of communication.

Barriers to effective communication can result in confusion which can lead to incorrect information being conveyed or
miscommunication which can lead to loss of business.

Following are some of the barriers to effective communication:

1. Semantic barriers
2. Psychological barriers
3. Organisational barriers
4. Cultural barriers
5. Physical barriers
6. Physiological barriers
Semantic barriers: Semantic barriers are also known as language barriers. These barriers are caused due to improper
communication between the sender and the receiver. The following instances of semantic barriers can be witnessed in
communication.

Poor quality of message: Message when communicated should be precise and easy to understand, that makes it easy for
the receiver to grasp the information conveyed.

Sometimes, due to the lack of clarity or complexity of the way of providing information from the sender, there can be a
case of semantic barriers.

For e.g. A manager is conversing in English to a group of workers who understand and speak Bengali. It will create
confusion among workers as they will not be able to understand what is being conveyed by the manager.

Technical language: Language barriers also arise when the sender of the message is speaking in technical terms while the
receiver is unaware of the terms. It creates confusion and misunderstanding between the sender and receiver by acting as
a barrier to effective communication.
Psychological Barriers: Psychological barriers play an important role in interpersonal communication as the state of the
mind of the sender or the receiver can make it difficult to understand the information that is conveyed, which often leads
to misunderstanding.

Here are some instances where psychological barriers to communication can be seen.

1. Premature evaluation of information by the receiver even before it is transmitted can lead to barriers in
communication, as it will create premature conclusion to the message, which withholds the original message.

2. Inadequate attention from the receiver’s end at the time of communication can lead to barriers of communication as
the information conveyed by the sender is not properly received by the receiver.

3. When information is passed within multiple sources, the final information is distorted as the receivers of the message
are not able to retain everything that was conveyed. This can cause communication barriers.
Organisational barriers: Organisational barriers are those barriers that are caused due to the structure, rules and
regulations present in the organisation.

The various types of barriers that can be encountered due to superior subordinate relationships where the free flow of
communication is not possible.
Sometimes the complexity of organisational structure and multiple managers make it difficult to convey information
properly, and the information gets distorted leading to miscommunication.

Cultural barriers: Cultural barriers are those that arise due to lack of similarities among the different cultures across
the world. A term that can be harmless in one culture can be regarded as a slang in another culture. Moreover, various
beliefs can differ from one culture to another.

Physical barriers: Physical barriers to communication are those that arise due to certain factors like faulty equipment,
noise, closed doors and cabins that cause the information sent from sender to receiver to become distorted, which
results in improper communication.

Physiological barriers: Physiological barriers arise when a sender or the receiver of the communication is not in a
position to express or receive the message with clarity due to some physiological issues like dyslexia, or nerve
disorders that interfere with speech or hearing.
https://pressbooks.bccampus.ca/technicalwriting/chapter/casestudy-
costpoorcommunication/
What Is Oral Communication?
Oral communication is communicating with spoken words. It’s a verbal form of
communication where you communicate your thoughts, present ideas and share
information. Examples of oral communication are conversations with friends, family or
colleagues, presentations and speeches.

Oral communication helps to build trust and reliability. The process of oral
communication is more effective than an email or a text message. For important and
sensitive conversations—such as salary negotiations and even conflict resolution, you
can rely on oral communication to get your point across, avoid misunderstandings and
minimize confusion.
Successful or effective oral communication requires some principles to exist in the communication to overcome
the defects and eliminate the reasons for the failure of oral communication. The following 12 principles of
effective oral communication:
Principles of effective oral communication
Well-Planned
Before presenting something, there should be proper planning regarding the audience, topics to be delivered,
timing, and other factors: So, a person must be well-prepared to deliver his speech.
Clear pronunciation
To make oral messages meaningful to receivers, words should be clearly and correctly pronounced. There
should not be any lack of clarity, otherwise, the communication would be confusing.
Brevity
Effective oral communication desires that a message should be brief. If the sender took a long time for talking,
his message may not get the attention of the receiver.
Precision
Precision is needed to make oral communication effective. There should not be any confusing words rather a
message to be delivered should be specific so that there is no misunderstanding.
Natural voice
Any sort of unnatural voice may distort the message. A natural voice can do a lot to make oral communication
effective.
Logical sequence
Ideas should be organized in a sequential way to make the message communicative and attractive. Unorganized
ideas do not provide a clear sense while a logical sequence of ideas gives a clear sense.
Suitable words
Words have different meanings to different people in different situations in oral communication, a speaker should use
common, simple, and familiar words so that the receiver can react to the message without any problem.
Courteous
Courtesy costs nothing but can earn many things. So, a speaker should be courteous while addressing listeners. It helps
create a good impression in the mind of listeners regarding the speaker.
Attractive presentation
It is another principle to make oral communication effective. A speaker should deliver his speech in very nice and sweet
language so that the receiver is attracted to take part in the communication.
Avoiding Emotions
Speaker must control his emotions to make oral communication effective. Too much emotion will take the speaker away
from the main subject.
Emphasis
The speaker must be knowledgeable regarding the portion of the speech where he should give emphasis. Giving emphasis
on respective points will help draw the attention of the audience.
Controlling Gesticulation
The speaker on many occasions, consciously or unconsciously, gesticulates for expressing his ideas or thoughts. This is a
habit and should be avoided. Otherwise, the application of such a habit may lead to % disinterest of the audience.
Besides, objective information, the capacity of the listener, interesting language, and proper fluency should be considered
also as the principles of oral communication.
what is conversation control
Reflection and Empathy: Two sides of Effective Oral Communication
Empathy
We all have a tendency toward unconscious bias​. These biases are truths that we program within ourselves, based on
prejudices that we build throughout our lives. Our biases can be constructed based on economic income​, seniority​,
religion​, ethnicity​, gender​, culture​, and several other factors. When we evaluate someone professionally, for example,
we unconsciously tend to better evaluate people who are similar to ourselves​. If I decide to give feedback simply
because the person is different from me, then I might have been carried away by my unconscious biases.

In 1999, Marshall Rosenberg (October 6, 1934 – February 7, 2015) was an American psychologist, mediator,
author and teacher) proposed a methodology called non-violent communication​, which uses empathy to make
communication more effective. Through it, we can make ourselves more understandable to our listeners and convey
our points of view in a more objective and less biased way.

This methodology is based on four steps​.

• The first step is observation​: we should remove our biases as much as possible and analyze the situation without
judgment. This requires asking ourselves, ‘What are the facts? What happened?’
• The second step is to analyze our feelings​: ‘​How do I feel about these facts? Frustrated? Disappointed?
Annoyed?’
• The third step is to identify our needs​: based on our feelings, we should reflect on what we need to do to feel
better. And
• The fourth and final step is suggestion​: we should suggest to the other person that they might do something
different.
What is effective listening?

Effective listening is actively absorbing the information given to you by a speaker, showing that you are
listening and interested, and providing feedback to the speaker so that he or she knows the message
was received. Effective listening requires both deliberate efforts and a keen mind. Effective listeners
appreciate flow of new ideas and information. Organizations that follow the principles of effective listening are
always informed timely, updated with the changes and implementations, and are always out of crisis situation.
Effective listening promotes organizational relationships, encourages product delivery and innovation, as well as
helps organization to deal with the diversity in employees and customers it serves.
To improve your communication skills, you must learn to listen effectively. Effective listening gives you an
advantage and makes you more impressive when you speak. It also boosts your performance.
.
Effective Listening Skills

1.Discover your interests’ field.

2.Grasp and understand the matter/content.
3.Remain calm. Do not loose your temper. Anger hampers and inhibits communication. Angry people
jam their minds to the words of others.
4.Be open to accept new ideas and information.
5.Jot down and take a note of important points.
6.Work upon listening. Analyze and evaluate the speech in spare time.
7.Rephrase and summarize the speaker’s ideas.
8.Keep on asking questions. This demonstrates that how well you understand the speaker’s ideas and
also that you are listening.
9.Avoid distractions.
10.“Step into the shoes of others”, i.e., put yourself in the position of the speaker and observe things
from his view point. This will help creating an atmosphere of mutual understanding and improve the
exchange of ideas in communication process
4 Types of Listening
Listening skills can be developed, but it takes practice. Whether you’re interested in improving your networking, landing a new client, or
connecting better with your family, strong listening skills can help. Below are just a few effective listening styles.
1. Deep Listening
Deep listening occurs when you’re committed to understanding the speaker’s perspective. It involves paying attention to both verbal and
nonverbal cues, such as the words being used, the speaker’s body language, and their tone. This type of listening helps build trust and
rapport, and it helps others feel comfortable in expressing their thoughts and opinions.
2. Full Listening
Full listening involves paying close and careful attention to what the speaker is conveying. It often involves the use of active listening
techniques, such as paraphrasing what’s been said to the person you’re speaking with to ensure you understand their messaging. Full
listening is useful in the classroom, when someone is instructing you on how to complete a task, and when discussing work projects with
superiors.
3. Critical Listening
Critical listening involves using systematic reasoning and careful thought to analyze a speaker’s message and separate fact from opinion.
Critical listening is often useful in situations when speakers may have a certain agenda or goal, such as watching political debates, or
when a salesperson is pitching a product or service.
4. Therapeutic Listening
Therapeutic listening means allowing a friend, colleague, or family member to discuss their problems. It involves emphasizing and
applying supportive nonverbal cues, such as nodding and maintaining eye contact, in addition to empathizing with their experiences .
Non-verbal communication.

Those communications with out words is called nonverbal communication. Communication in which exchange of message is done
without using words is known as non-verbal communication. In other words, non-verbal communication is communication without the
use of
written or spoken words. This is a mode of communication under which one person conveys his ideas or thoughts to the other person with
the help of body movements, signs, postures etc.

TYPES OF NON-VERBAL COMMUNICATION

Non-Verbal communication can be classified in the following four types :
1. Body Language,
2. Sign Language,
3. Para Language,
4. Proxemics.
(1) Body Language or kinesics: Human body and its various parts play an important role in communication. The study of message
conveyed by body movements is known as body language or
kinesics. It is a form of non-verbal communication in which messages are transmitted through the movements of different parts of body.
Our facial expressions and eyes, gestures, postures and physical appearance reflect true inner conditions and send messages to others.
According to J. Fast, “protruding eyes for disbelief, rubbing the nose when feeling tense, crossing the hands for feeling secure, moving
the shoulders up and down for showing different, putting
the hand on forehead for distress etc. are examples of body language.”
Signaling a four or six in a cricket match, signal used by a traffic policeman to stop the traffic are another good example of
body language. According to Bird Whistle only 30-35% of the message is conveyed by language whereas rest 65-70% is
conveyed by body language.
(2) Sign Language: When different signs, symbols and sounds are used to exchange messages, then it is termed as sign
language. Sing language is very old and has first been improved in the
modern times. Different pictures, graphs, Colors, lights, sounds convey different meanings. Sign language can be of two
types:
1.Visual Signs,
2. Audio (Sound) Signals.

a. Visual Sign language: Posters, drawings, symbols, pictures, colors etc. are used to convey messages in the visual sign
language. Some examples of visual sign language are :Traffic signals : Red light to stop, yellow light to look and green light
to go, Symbol of two crossed bones below indicate danger. Visual signals like pictures and posters convey the message
effectively and make communication, interesting and motivating.

b. Audio (sound) Signals: When different sound signals are used to convey different messages, it is termed as Audio sign
language. In old times drumbeats were used to send a message from
one village to another village. Now, it is the latest and modern means of communication. These days audio communication is
used in the business offices and factories to activate its daily activities effectively. Superiors in the offices use push bottom
bells to call their peons, hooters and sirens are used to indicate the change of shift and lunch hours in the factory are the
examples of Audio signals. With the help of audio signals message is communicated in a large space easily. At the time of
emergency audio signal plays a important real in the communication. Fire alarm, accident alarm, air raid alarm,
machine breakdown alarm etc. Convey the message very quickly and helps to take action immediately.
(3) Para language: The word ‘Para’ means like and, therefore Para language we meant: ‘like language’. The ways in which
people show what they mean other than by the words they use, for example by their tone of voice, or by making sounds with
the breath: The study of paralanguage deals with the non-verbal qualities of speech, which include pitch, amplitude, rate, and
voice quality. Ways of speaking.. Meanings are conveyed not only by what is said, but also by how it is said. Para language
involves the study of voice quality, volume, tone. Pitch, rhythm and the manner of speaking beyond the said words. In
concentrates on ‘how? Of speaker’s voice rather than ‘what’ of the words. The tone and voice of the person giving the message
tells about his behavior, education, temperament and general background Although Para language is like a language but it is not
a language itself. It can serves only as a supplement to main language. It alone cannot serve the purpose of communication.
Different persons may interpret Para language in different way and may come to understand different meaning thereof.

4) Proxemics: Proxemics is a term derived from an English word ‘Proximity’ which means nearness in terms of distance, gap
and time. It is the study of our surrounding environment, place, distance, time and the nearby subject matter which help in the
process of communication. Proxemics is also known as the language of space and time. Proxemics in-clouds the following
languages:
(i) Space language, (ii) Time language, (iii) Surroundings.
(i) Space Language: In space language, nature of communication is affected by the distance between two peoples. When two
persons talk to each other, we observe different style of sitting or standing position. By observation one can understand whether
they are closely related or not. So, the distance between us and other people tell us something important about our relations
with others,our status, our level of confidence and the nature of our communication with them.
Edward T. Hall, describes four types of informal spaces to know human relationship.
(a) Intimate: Physical distance contact to 1— feet. Only family members, closed friends and selected people enter this
area.
(b) Personal: Distance between 1— feet to 4 feet. Friends, relatives, colleagues etc. enter in this area.
(c) Social: Distance between 4 to 12 feet. This area covers formal and official relationship.
(d) Public: Distance 12 feet to as far as we can see and hear. This distance is suitable for public meetings.
 Written Communication
Definition: The Written Communication refers to the process of conveying a message
through the written symbols. In other words, any message exchanged between two or more
persons that make use of written words is called as written communication.
The written communication is the most common and effective mode of business
communication. In any organization, the electronic mails, memos, reports, documents, letters,
journals, job descriptions, employee manuals, etc. are some of the commonly used forms of
written communication.
Such communication is used when the information to be transmitted is lengthy and includes
some complex terms that cannot be explained verbally. Also, the organizations maintain their
documents in writings such that these can be used as a reference and evidence of any
transaction anytime in the future. Thus, it is essential for every business organization to
develop effective writing skills and inculcate this in all its employees.
Clarity in writing

“Clarity in writing is established when the reader is aware of the author's statement and his or
her purpose. Many times writers will confuse the reader by injecting opinion into the piece; this can
trip up the reader and cause the reader to misunderstand the point of the message. The
effectiveness of written content depends on the correct choice of words, their organization
into correct sentence sequence and the cohesiveness in the sentences. The information in
writing is considered more legal and valid than the spoken words. Also, people rely more on the
Principles of Effective writing
 Electronic Writing
Electronic Writing is an introduction to new writing techniques using computers and the Internet. It covers
word processing, desktop publishing, and how to create better-looking documents. Clear guidance and an
explanation of digital text, electronic mail, and hypertext, including the basics of writing for the World Wide
Web. Electronic Writing features clear explanations in non-technical language, and it reveals the new
possibilities for writing in the digital age. You can add your own notes and live hyperlinks to personalize
your eBook and make it even more interactive.

Electronic writing is characterized by the use of oral conventions over traditional conventions,
of argument over exposition, and of group thinking over individual thinking. The oral
conventions are evident in the way people subvert or abandon traditional conventions of grammar
and punctuation in electronic writing
5. Publishing
 The 3×3 Writing Process
1.Prewriting: planning, research, outlining
2.Writing: putting ideas into words, composing first drafts
3.Revising: proofreading, checking for clarity, adding new
ideas
 Unit 4
Business Letters

Business Letter is a letter which is used by organizations to communicate in a professional way with
customers, other companies, clients, shareholders, investors, etc. Business letter uses formal
language and a specific format.

Companies use it to convey important information and messages. An individual can also use it while
writing an application for a job, cover letters, or any formal document. In this article, we will learn
how to write business letter in a professional way, parts of business letter with some samples and
examples.

A letter written for business purpose is a business letter. Inquiry letter, offer letter, order letter,
cover letter, notices, termination of employment are some of the business letters.

Types of business letters -

https://in.indeed.com/career-advice/career-development/types-of-business-letters

Examples of business letters-

https://www.successcds.net/learn-english/writing-skills/business-letter-format.html
Readers should know instantly what you're communicating to your
audience in the introductory paragraph. You need to craft the content
of your memo to address questions that employees may have. List the
purpose of the memo before expanding on details about the decision-
making or what led to the current situation. This way, you give a
chronological series of events to give more clarity about the actions
employees need to take, if any.
• Be concise and keep the language positive throughout
• Communicate the message of the memo in the subject line
Q what is a report purpose, kinds and objectives of report writing.

Report is a summary of information. It is a communication from someone who has information to someone
who wants to use that information. A report is a form of narrative or statement which presents facts relating
to an event or state of business affairs which are necessary for an evaluation of progress and for decisions. It
is a presentation of facts and findings about an activity. It is objective, impartial presentation of facts. It may
arise out of available factual data or through enquiry, investigation, survey, interview, experiment etc. A
mere expression of opinion without supporting factual data is not a report. Office reports may be regarded
as the vehicles of communicating information to those who need that information and will use it. They also
provide valuable records. They serve as usual means of developing public relation and goodwill. George
R.Terry defined report as “A written statement on collection of facts, events, and opinions and usually
express as summarized and interpretative value of this information. It may deal with past accomplishments,
present conditions, or probable future developments.” According to Johnson “A good report is a
communication that contains factual information organized and presented in clear, correct and coherent
language.” Reports are used by members of management to plan, organize and control business operations.
Each manager in an organization has to report to his senior for which he has accepted the responsibility.

Objectives of Report Writing

Office report has the following objectives: – Objective of office reports is to communicate the information
to those who need it. To facilitate planning and co-ordination by presenting factual information. To provide
the information to shareholders, creditors, investors, customers and also general public. To facilitate the
management to take appropriate course of action. To provide valuable records of documents to the office
which can be used as future reference? To provide facts and results of an enquiry. To give the basis of
measuring the performance of executives.
TYPES OF REPORTS
Specimen of report writing

General report to the Principal regarding difficulties experienced in the operation of the time –table during the
ensuing semester.

The Principal,
XYZ Delhi.

Dear Sir, As I have been given the charge of smooth operation of the time-table but in the course of performing my
duties, I have noticed certain difficulties in smooth operation of the time-table which I now beg to submit before
you:

Lack of Punctuality
I have noticed that punctuality in attendance is not maintained by the members of the staff in general. Due to which
they become late in taking their class. In my view defective system of recording staff attendance is mainly
responsible for the lack of punctuality.

Ineptitude of certain teachers

The smooth operation of time- table is further hampered by the existence of certain members of the staff who are
present in the institute but not taking their class due to one or the other reason. I would suggest doing counseling to
such teachers, or they may be warned that adverse entry in their C.R. can be made, if found guilty in future.
Overburdened with extra work

Many staff members have been given too much extra work other than teaching which
consume most of their time. They hardly get any time to prepare the lesson for their
forthcoming class. I would suggest that if routine type of work is given to the office staff
then teachers would be able to take classes more efficiently and enthusiastically.-These are
some of the methods which may be adopted for bringing good results in the Institute.

Yours faithfully,
X.Y.Z.
 Unit 4
Employment communication: Introduction

Employment communication revolves around written communication and conversation between the employer and the
job-seekers.
The employer communicates with the job-seeker or prospective talents about the vacancies, company culture, perks and
benefits and security, etc. Employers use creative means to attract and retain the best talents.
•The prospective candidates communicate with the employer about their interest and willingness to work with through
different mediums.
•Employment communication is the viable way or ways through which the job-seeker persuades the employer to hire
him/her by demonstrating that his/her knowledge, expertise and skills satisfy the job requirements in the best possible
manner.
•Looking for a job is not a single event; it is a process. The job seeker has to invest time and energy in the job process.
•It is not as difficult as it appears to land on a good job even in the midst of tough competitions.
•Another fact that needs attention here is that it is not necessarily the ‘most talented’ who bags the prize (here, ‘job’),
rather someone who has excellent job search skills and of course, he who performs adequately
\
 Group Discussion

A group discussion tests the teamwork and communication skills of candidates. A

group discussion involves a discussion on a given topic with other candidates, usually
with similar experience and educational qualifications. Performing well in a group
discussion helps you to get noticed and practicing for one improves your public
speaking skills. In this article, we will review what a group discussion is, its importance
in the selection process, the skills evaluated during a group discussion and how to
perform well in this round. A group discussion is a discussion between a group of
participants on a given subject. A group discussion typically forms a part of the
selection process used by organisations and educational institutions. The candidates
talk about the given topic to present facts, opinions and conclusions. Employers use
this technique to screen candidates and assess their soft skills.
In a typical group discussion activity, the panellists or moderators will introduce
themselves and give you instructions about the process. The group will then get
about 10-15 minutes to think and prepare about the subject and approximately 30
minutes to discuss it. The time limits can vary from process to process. Panellists use
an evaluation sheet for rating the performance of the candidates.
 Interview skills
11 job interview skills
Continue reading to learn the following interviewing skills-

Before the interview:

•Self-preparation
•Research
•Mastering your emotions
•Logistical planning

During the interview:

•Communication
•Introducing yourself
•Presenting your qualifications
•Listening
•Asking questions

After the interview:

•Following up with your interviewer
•Reflecting on your interview and refining your methods.
 Effects of Technology on Business Communications

Technology has completely changed how we communicate, from our daily personal lives to
the workplace. We can communicate faster, more efficiently and more conveniently.
There are new devices, tools and software coming out that continue to advance
communication technology, and the existing popular technologies are constantly being
updated and improved. Businesses communication must utilize this new technology to be
successful. Years ago, communication advanced with the introduction of desktop computers
and email. Now we have mobile devices with far greater computing power to handle email,
while also participating in video conference calls with people on the other side of the world.
Business communication is also mobile and all walls have been removed. Businesses need to
understand that they need to adapt quickly or lose market share to a competitor that
understands the new communication landscape.
Here are four ways technology has changed business communication.

Public relations
Strategic public relations (PR) requires a much different approach these days and this is due
to social media. Previously, PR was a means to portray a business in a positive light,
highlighting achievements, awards and mentioning newsworthy information. Campaigns
acted as a bridge between the business and its representatives to the general public.
Internal communication
The way a business can communicate internally now is incredible, and even more so is the ability to build a global
team without office walls. This allows businesses to hire the best possible candidate for every position, regardless
of geographical location.
Video chat: Your entire global team can be present for meetings, announcements and group brain dump sessions.
It also enables face-to-face communication that is more effective than emails.
Collaboration and screen sharing: This is great for meetings between departments or to highlight instructions.
These tools can also provide demonstrations and allow team members to share notes.
Cloud storage: When everything is in one centralized location, organization is a breeze. Also, cloud storage
eliminates the need to send files to several email addresses and risk being compromised. Setting files to "Read
Only" and only allowing them to be accessed by internal team members is safer and more convenient.

Marketing and advertising

The way a business puts out marketing messages and advertisements has completely changed and social media is
the biggest reason for this. Consumers used to get their information from the television, newspaper and the like,
which was also where they used to encounter the majority of the advertisements they know.
Now, Facebook news feeds are where many turn to when consumers are looking to get news, and this is also
where businesses market to them. It's highly effective because you can target precisely.
Aside from social media, blogs and YouTube, podcasts are also very popular delivery methods to both share media
messages and advertise your business.
 UNIT V:

What are the 7 steps in planning a meeting?

7 Step Meeting Process
1.Clarify Aim/Purpose.
2.Assign Roles.
3.Review Agenda.
4.Work through Agenda.
5.Review meeting record.
6.Plan Next Steps and Next Agenda.
7.Evaluate.
 Previous Year Questions
Q.How to overcome barriers of communication.

1.Eliminating differences in perception: The organization should ensure that it is recruiting right individuals on the job. It’s the
responsibility of the interviewer to ensure that the interviewee has command over the written and spoken language. There
should be proper Induction program so that the policies of the company are clear to all the employees. There should be proper
trainings conducted for required employees (for eg: Voice and Accent training).
2.Use of Simple Language: Use of simple and clear words should be emphasized. Use of ambiguous words and jargons should
be avoided.
3.Reduction and elimination of noise levels: Noise is the main communication barrier which must be overcome on priority
basis. It is essential to identify the source of noise and then eliminate that source.
4.Active Listening: Listen attentively and carefully. There is a difference between “listening” and “hearing”. Active listening
means hearing with proper understanding of the message that is heard. By asking questions the speaker can ensure whether
his/her message is understood or not by the receiver in the same terms as intended by the speaker.
5.Emotional State: During communication one should make effective use of body language. He/she should not show their
emotions while communication as the receiver might misinterpret the message being delivered. For example, if the conveyer of
the message is in a bad mood then the receiver might think that the information being delivered is not good.
6.Simple Organizational Structure: The organizational structure should not be complex. The number of hierarchical levels
should be optimum. There should be a ideal span of control within the organization. Simpler the organizational structure, more
effective will be the communication.
7.Avoid Information Overload: The managers should know how to prioritize their work. They should not overload themselves
with the work. They should spend quality time with their subordinates and should listen to their problems and feedbacks
actively.
8.Give Constructive Feedback: Avoid giving negative feedback. The contents of the feedback might be negative, but it should be
delivered constructively. Constructive feedback will lead to effective communication between the superior and subordinate.
9.Proper Media Selection: The managers should properly select the medium of communication. Simple messages should be
conveyed orally, like: face to face interaction or meetings. Use of written means of communication should be encouraged for
delivering complex messages. For significant messages reminders can be given by using written means of communication such
as : Memos, Notices etc.
 Q . Most important speaking skills in communication

Q What Is Grapevine Communication

Grapevine is an informal corporate communication route. It gets its name from the fact that it reaches throughout the
corporation in all directions, regardless of authority levels. We all know that man is a social animal. Despite the existence of
official channels in an organization, when he interacts with other people in the organization, informal channels tend to arise.
It is more prevalent at the lowest levels of an organization.
Grapevine communication is defined as communication that occurs in an organization without adhering to a prescribed
framework. As a result, grapevine communication can be defined as an informal and unofficial means of communication
within an organization. Consider the lunch meetings you have with your coworkers. During these moments, the conversation
is about your work, but it is informal and forms informal or personal bonds between you and your team members. The
importance of developing rapport in the workplace cannot be overstated. It leads to better interpersonal relationships, which
helps organizations achieve their objectives more efficiently and effectively.
What Is a Press Release?
A press release is a piece of news or information that companies send out to inform the
public about something noteworthy or of material significance. Press releases are often
handled by a company's public relations (PR) department.
Companies issue press releases, which may be spread to a wider audience through the use
of a newswire service, to announce things like a new product, quarterly earnings reports,
an impending merger, or any other material information.
KEY TAKEAWAYS
•Press releases announce newsworthy events or disseminate material information to the
public about a company.
•A press release is produced by the company's PR department, and not reporters or
journalists, so it takes a subjective interpretation of the announcement.
•The two largest publishers of press releases are Business Wire and PR Newswire (PRN)
What Is a Press Conference?
A press conference is an event organized to officially distribute information and answer questions
from the media. Press conferences are also announced in response to specific public relations issues.
Corporate press conferences are generally led by the company's executive management, press liaison,
or communications officer. Given limited resources, particularly during a time of quarterly or annual
earnings, it may be difficult to attract major media attention unless a company has a truly unique or
newsworthy announcement to share.
Press conferences are held by corporations and other businesses, politicians, and other government
officials.
KEY TAKEAWAYS
•Press conferences are events where information is distributed and where the media can ask
questions.
•These events are held to respond to positive and negative news, for product launches, or to inform
the media and public about any other information about a company.
•Most press conferences are announced through a press release, which is a well-crafted written
statement outlining the nature of the conference.
•Press conferences are usually conducted by a company's executive management, press liaison, or
communications officer.
•Lesser-known companies can hold press conferences to increase brand awareness while established
companies can share news in the most positive light and increase their stature.
Channels of communication

A breakdown in the communication channel leads to an inefficient flow of information. Employees are unaware of
what the company expects of them. They are uninformed of what is going on in the company. This will cause them to
become suspicious of motives and any changes in the company. Also without effective communication, employees
become department minded rather than company minded, and this affects their decision making and productivity in
the workplace. Eventually, this harms the overall organizational objectives as well. Hence, in order for an organization
to be run effectively, a good manager should be able to communicate to his/her employees what is expected of
them, make sure they are fully aware of company policies and any upcoming changes. Therefore, an effective
communication channel should be implemented by managers to optimize worker productivity to ensure the smooth
running of the organization.

1.5.1 Formal Channels of Communication

The messages which are circulating on regulated, preset channels, of an organization are creating the formal
communication. The content of the communication is related to the organization’s activity, to the work and to
anything which is related to those. The formal communication can consist in verbal messages, nonverbal messages,
written, under the shape of letters, telephone messages, radio messages, printed, internal notes. Even some gestures
can consist in formal communication. The messages are transmitted by the authorized ones: on official channels,
these arrive to the ones who need to react, to people or machines which need to know the content of these
messages. Usually, all formal communications are recorded and kept in the organization’s evidence. Are retained
copies of these by the transmitter, by the receiver, by all of the desks from the organization which need to know and
keep the information. Examples of formal communications are given by work commands, reports and financial
evidence, reports over sells / inventory, statements referring to the company’s policies, post descriptions, etc
1.5.2 Informal Channels of Communication

Informal communication arises out of all those channels that fall outside the formal channels and it is also
known as grapevine. It is established around the societal affiliation of members of the organization.
Informal communication does not follow authority lines as in the case of formal communication. Informal
communication takes place due to the individual needs of the members of an organization and subsists in
every organization. Normally, such communication is oral and may be expressed even by simple glance,
sign or silence. Informal communication, is implicit, spontaneous multidimensional and diverse. It often
works in group of people, i.e. when one person has some information of interest; he passes it on to his
informal group and so on. An organization can make efficient use of informal channels to fortify the
formal channels of communication. It acts as a valuable purpose in expressing certain information that
cannot be channeled via the official channels. It satisfies the people desires to identify what is happening
in the organization and offers an opportunity to express dreads, worries and complaints. Informal
communication also facilitates to ameliorate managerial decisions as more people are involved in the
process of decision-making