Process of communication
The process of communication is the exchange of information or ideas between two or more people
through a medium or channel. It involves a sender, a message, a channel, a receiver, feedback, and
context.
1. Sender: The person who initiates the communication and creates the message. Example: A
manager sending an email to their team.
2. Message: The information or idea that the sender wants to communicate. Example: A project
update or a request for feedback.
3. Channel: The medium used to transmit the message, such as email, phone, or face-to-face
conversation. Example: A team meeting conducted via video conferencing.
4. Receiver: The person or group who receives and interprets the message. Example: The team
members receiving the manager's email.
5. Feedback: The response or reaction of the receiver to the message, which may be verbal or nonverbal. Example: A team member replying to the manager's email with a question or comment.
6. Context: The situational factors that influence the communication process, such as cultural
background or physical environment. Example: A team member working remotely may have
different communication needs than one working in the same office as the manager.
Importance of Communication
Communication is really important because it helps in building positive relationships, conveying
information accurately, making informed decisions, resolving conflicts, promoting creativity, and
personal development.
1. Building Relationships: Communication helps people connect and work better together, which is
essential for building positive relationships.
2. Conveying Information: Communication allows people to share information, ideas, and
instructions accurately and clearly, which leads to better productivity.
3. Making Decisions: Good communication enables people to make informed decisions by sharing
opinions, evaluating options, and reaching agreements.
4. Resolving Conflicts: Communication is vital for resolving conflicts and disagreements by
encouraging open dialogue, understanding different viewpoints, and finding common ground.
5. Enhancing Creativity: Communication encourages creativity by promoting the exchange of ideas
and feedback, which leads to new solutions and approaches.
6. Promoting Personal Development: Communication is essential for personal and professional
growth, including building confidence, improving relationships, and advancing careers.
Flow of communication
The flow of communication refers to the direction in which information or messages are exchanged
between individuals or groups in an organization. There are three types of communication flows:
downward, upward, and horizontal.
1. Downward Communication Flow: This refers to the communication that flows from managers or
supervisors to their subordinates, providing guidance, instructions, and feedback.
2. Upward Communication Flow: This refers to the communication that flows from subordinates to
their managers or supervisors, providing feedback, ideas, and suggestions.
3. Horizontal Communication Flow: This refers to the communication that takes place between
individuals or teams at the same level of hierarchy, such as between colleagues or team
members.
Barriers of communication
Barriers of communication are obstacles that can prevent effective communication between
individuals or groups. Some common barriers include language barriers, cultural differences,
physical barriers, and emotional barriers.
1. Language Barriers: Differences in language can prevent effective communication, leading
to misunderstandings and confusion.
2. Cultural Differences: Differences in culture, beliefs, and values can create
communication barriers, leading to misunderstandings and misinterpretations.
3. Physical Barriers: Physical barriers such as noise, distance, and technology issues can
affect the clarity and accuracy of communication.
4. Emotional Barriers: Emotional barriers such as stress, anxiety, and defensiveness can
affect how people perceive and respond to communication.
5. Perceptual Barriers: Differences in perception, attitudes, and opinions can create
communication barriers, leading to misunderstandings and conflict.
6. Organizational Barriers: Organizational barriers such as bureaucracy, hierarchy, and
power imbalances can affect the flow and effectiveness of communication within an
organization.
Nonverbal communication
Nonverbal communication refers to the transmission of information or messages through
means other than words, such as facial expressions, body language, gestures, and tone of voice.
1. Facial Expressions: Nonverbal communication can be conveyed through facial
expressions such as smiling, frowning, or raising an eyebrow.
2. Body Language: Body language can convey a person's attitude, emotions, and intentions,
such as standing up straight, crossing arms, or leaning in.
3. Gestures: Gestures such as pointing, waving, or nodding can convey meaning and
facilitate communication.
4. Tone of Voice: The tone of voice, including pitch, volume, and intonation, can convey
emotion and meaning in communication.
5. Proximity: The physical distance between individuals can also convey meaning and
facilitate communication.
Verbal communication
Verbal communication is the exchange of information through spoken words, such as
conversations or public speeches.
Example: Talking to a friend or giving a presentation to a group.
Types of verbal communications
1.Oral communication: Oral communication is the use of spoken words to convey a
message.
Types:
Face-to-face communication: This is a conversation between two or more people who are in
the same physical space.
Example: Chatting with a friend over coffee.
Telephone communication: This is a conversation between two or more people over the
phone.
Example: Calling a customer service representative for help.
Video communication: This is a conversation between two or more people using video
conferencing technology.
Example: Participating in a virtual team meeting.
Examples: Meetings, interviews, presentations, lectures, phone calls, and conversations.
2.Written communication: Written communication is the use of written words to convey a
message.
Types:
Emails: This is a type of electronic communication that allows people to send messages and
files to one another.
Example: Sending an email to a coworker.
Letters: This is a written message that is usually sent by post or delivered by hand.
Example: Writing a thank-you letter to a friend.
Reports: This is a written document that presents information, analysis, and
recommendations on a particular topic.
Example: Writing a quarterly financial report for a company.
Examples: Emails, letters, memos, reports, and text messages.
Essential & Non-essential parts of a business letter
The essential parts of a business letter include the heading, the opening or salutation, the body,
the closing, and the signature. Non-essential parts may include enclosures, postscripts, and
carbon copies.
1. Heading: The heading contains the sender's address and the date the letter was written,
as well as the recipient's address and a subject line.
2. Salutation: The salutation is the opening greeting of the letter, such as "Dear Mr. Smith."
3. Body: The body of the letter contains the main message, organized into paragraphs with
clear and concise language.
4. Closing: The closing of the letter includes a farewell message, such as "Sincerely" or
"Best regards."
5. Signature: The signature block includes the sender's full name, job title, and contact
information.
Non-essential parts:
1. Enclosures: These are additional documents that are included with the letter, such as a
resume or brochure.
2. Postscripts: A postscript is an additional message added after the letter has been
written, often denoted by "P.S."
3. Carbon Copies: Carbon copies, or CCs, are copies of the letter that are sent to additional
recipients for their information.
7C's of communication
The 7C's of communication are a set of principles that guide effective communication. They
are: clarity, conciseness, concreteness, correctness, coherence, completeness, and courtesy.
By following these principles, speakers can ensure that their message is clear, wellorganized, and delivered in a way that is respectful to their audience.
1. Clear: Communicating in a way that is easy to understand by avoiding the use of jargon,
complicated language or unclear expressions. The message should be expressed in
simple, direct and clear language that is easy to understand.
Example: "Could you please explain that in simpler terms?"
2. Concise: Keeping the message brief and to the point by avoiding unnecessary details.
The message should be expressed in a clear, concise, and focused manner to ensure that
the receiver can easily understand the message.
Example: "Can you summarize the main points briefly?"
3. Concrete: Using specific and tangible details to support the message by using examples,
facts, figures, and other concrete evidence. This helps to make the message more
understandable, relatable, and memorable.
Example: "Can you provide specific examples of how this would work?"
4. Correct: Ensuring the accuracy of the message by fact-checking the information and
ensuring that all the information conveyed is true, honest, and valid. It is important to
avoid making false claims or giving incorrect information.
Example: "Can you confirm that these statistics are accurate?"
5. Coherent: Making sure the message is logical and makes sense by structuring the ideas
logically. The message should be presented in a way that is easy to follow, with clear
connections between ideas.
Example: "Can you explain how these ideas fit together?"
6. Complete: Providing all necessary information to ensure that the receiver has a full
understanding of the message. It is important to avoid leaving out important details that
may affect the understanding or interpretation of the message.
Example: "Can you provide all the details about this project?"
7. Courteous: Communicating with respect and consideration for others, using polite
language and tone, and demonstrating an understanding of cultural differences. It is
important to be polite and respectful in all communications, even in difficult situations.
Example: "Would it be possible to schedule a time that is convenient for you to meet?"
Short Questions (Past Paper)
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Message
A message is a piece of information or communication sent from one person to
another. For example, a text message on a phone saying "I'll be there in 10 minutes"
is a message.
Why Market Report Written?
Market reports are written to provide information on the current state of a particular
market. They help investors, businesses, and analysts make informed decisions by
analyzing trends, data, and other relevant information.
Interaction Theory view communication
Interaction theory views communication as a collaborative process where people
negotiate shared meaning through social interaction. It emphasizes the importance
of understanding how individuals interpret messages and use them to construct and
maintain relationships with others.
Feasibility Report
A feasibility report is a document that evaluates the practicality of a proposed
project or system. It assesses whether the project is technically, financially, and
operationally feasible, and provides recommendations for moving forward or not.
“You Attitude”
"You attitude" refers to the way of writing or communicating with a focus on the
reader or listener's perspective, needs, and interests. It emphasizes the use of
positive and respectful language to create a favorable impression and build rapport
with the audience.
Basic components of communication
1. Sender
2. Message
3. Channel
4. Receiver
5. Feedback
6. Context
General purpose of conducting a workshop
The general purpose of conducting a workshop is to provide participants with an
opportunity to learn new skills, gain knowledge, and improve performance in a
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particular area of interest. It typically involves interactive and hands-on activities
that facilitate active learning and engagement.
Open-ended questions
Open-ended questions are questions that allow the interviewee to answer in their
own words and provide more detailed and comprehensive responses. They cannot
be answered with a simple "yes" or "no" and often start with phrases such as "What
do you think about..." or "Can you describe...".
Close-ended questions
Close-ended questions in an interview are questions that can be answered with a
simple "yes" or "no" response, or with a specific piece of information.
Example: "Have you ever worked in customer service before?" (Answer: Yes or no).
Audience analysis
Audience analysis means understanding who will receive your message, what they
already know, what they want to know, and how they prefer to receive information.
It helps you to communicate in a way that resonates with your audience and
achieves your communication goals.
Impromptu speech
An impromptu speech is a speech that you give on the spot without any preparation.
You need to think fast and express your ideas clearly and concisely on a given topic,
usually within a short time frame.
Inductive approach in message design
Inductive approach means starting with specific details to create a general message.
It's often used to make a persuasive message stronger by using specific examples to
support an overall idea.
Stage Fright
Stage fright is when people get very nervous and scared when they have to perform
in front of others, like giving a speech or a performance. It can make them feel shaky,
sweaty, and have trouble speaking.
Inference
Inference is the process of drawing a conclusion based on evidence or information
that is available. It involves using reasoning and critical thinking to make an educated
guess or prediction about something that is not explicitly stated.
Plagiarism
Plagiarism is when someone uses someone else's words, ideas, or work without
giving them proper credit or permission. It's like stealing and it's not allowed in most
fields.
Narrative essay
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A narrative essay is a type of essay that tells a story about a real-life experience or
event. It usually includes descriptive details and is written in a way that captures the
reader's attention.
Hasty inference in communication
Hasty inference in communication is when someone jumps to a conclusion or makes
an assumption without having enough evidence or information to support it. It can
lead to misunderstandings and errors in communication.
Diagonal flow of information
Diagonal flow of information is when people communicate with each other across
different levels or departments in an organization, instead of only within their own
group. This can help to create better teamwork and new ideas.
Function of circular
The function of circular in communication is to ensure that information is shared in a
circular pattern, where everyone in the group has a chance to send and receive
information. This promotes equal participation and helps to prevent any one person
or group from dominating the conversation.
External communication
External communication is when a company talks with people who are not part of
the company, like customers, suppliers, and the public. It can include things like
advertising, answering customer questions, and talking to reporters.
Minutes Of Meeting
Minutes of a meeting are drafted to provide a written record of what was discussed,
decided, and agreed upon during the meeting. This document serves as a reference
for attendees and absentees, and helps ensure accountability and clarity on the
outcomes of the meeting.
False feed-back
False feedback is when someone gives feedback that is not truthful or correct. This
can confuse the person receiving the feedback and make it harder for them to
improve or change their behavior or performance.
Consideration In Communication
Consideration in communication means being kind and respectful to the person you
are talking to. It involves paying attention to their feelings and thoughts, listening
carefully, and speaking in a way that makes them feel valued and understood.
Steps For Persuasive Message
1.Identify your audience.
2.Define your purpose.
3.Choose your message structure.
4.Develop your key points.
5.Address objections.
6.Use persuasive language.
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7.Include a call to action.
8.Revise and edit.
Analytical Report
An analytical report is a type of document that provides an in-depth analysis of data
or information to identify patterns, trends, and insights to inform decision-making. It
typically includes an executive summary, introduction, methodology, findings,
conclusions, and recommendations.
Standard format of a memo
Here is the standard format of a memo in numbering form:
1.Heading with the recipient, sender, date, and subject.
2.Body of the memo containing the message.
3.Closing with any necessary attachments or enclosures.
Difference B/w Seminar & Workshop
Seminar
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Workshop
Lecture or presentation
Interactive and hands-on
Led by an expert
Collaborative and participatory
Passive learning
Active learning
Focused on learning about a
specific topic
Focused on developing skills or
solving problems
Major Kinds of Essay
1.Narrative essay: Tells a story or a personal experience.
2.Descriptive essay: Describes a person, place, or object in detail.
3.Expository essay: Provides information, explains a topic, or presents an argument.
4.Persuasive essay: Convinces the reader to adopt a certain viewpoint or take a
specific action.
5.Argumentative essay: Presents arguments and counterarguments on a particular
topic or issue.
6.Compare and contrast essay: Analyzes the similarities and differences between
two or more subjects.
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7.Cause and effect essay: Examines the causes and effects of a particular event or
phenomenon.
8.Process essay: Describes how to do something or how something works.
9.Critical essay: Analyzes, interprets, and evaluates a literary work or other forms of
art.
10.Definition essay: Defines a term or concept in depth.
Leadership styles in the process of communication
1.Autocratic leadership: The leader makes decisions without consulting the team.
2.Democratic leadership: The leader involves the team in decision-making and values
their input.
3.Laissez-faire leadership: The leader gives the team freedom to make decisions and
take ownership of their work.
4.Transformational leadership: The leader inspires and motivates the team to achieve
a common goal.
5.Servant leadership: The leader prioritizes the needs of their team and serves them
6.to achieve success.
7.Situational leadership: The leader adapts their leadership style to fit the situation
and the needs of the team.
Common ways of making presentation
Slides - A presentation format that involves creating a series of slides to present
ideas.
Handouts - Printed materials that summarize the presentation and can be
distributed to the audience.
Videos - Pre-recorded presentations that can be shared with a wider audience.
Demonstrations - Showing how a product or service works and its features and
benefits.
Lectures - A formal presentation format where a speaker presents information in a
structured and organized way.
Webinars - An online presentation format that often includes interactive features to
engage participants.
Panels - A group of experts discuss a topic and answer questions from the audience.
Workshops - An interactive format that involves hands-on activities and group
discussions to teach specific skills or techniques.