Professional communication notes unit -3

Business correspondence is the communication or exchange of information in a written format for the process of business activities. Business correspondence can take place between organizations, within organizations or between the customers and the organization. The correspondence is generally of widely accepted formats that are followed universally. These letters are addressed to a particular person or organization. Official letters can be handwritten or printed.

BASIC LETTER FORMAT

The written mode of communication in business is done through business letters. Formal letters are known for their formats. An effective business letter can be framed in any one of the following format.
Block Format: The most popular and the first choice in business correspondence is the block format while writing any business letter. In block format date, address. salutation, paragraphs, the close and the complimentary close are written from left margin.

In this form of letter the first word of each paragraph is indented. Use double space between the paragraphs and single space within the paragraph.

Give double space after the last paragraph and before the complementary close. Thereafter four more spacing and the sender’s name.

Modified Block Format: Modified Block format is slightly different from the full block business letters. In this format address, date and signature line are slightly to the right of the centre of the sheet. These all are placed on the right-hand side of the page.

Semi-Block Format: In semi-block format indented paragraphs (usually an equivalent to five spaces). The return address, references line. date, complimentary closing and: signature are placed right of centre. Remembering elements are flush with the left margin.

Simplified Format: In Simplified format there is unindented paragraphs. The salutation. and complimentary closing are omitted. Simplified format places all internal parts in left" alignment; however, the traditional salutation is replaced with an all-caps subject that is also placed flush with the left margin. Single spacing within the parang double spacing between the paragraph. Body of the paragraphs are left aligned.

Though the sender‘s name is usually not written yet if necessary, are aligned \xrimm left margin and typed five space below the last line of the last paragraph. This format the most

widely used format in professional correspondence. It is focused and professional without unnecessaxty formalities.

  

MAIN PARTS OF BUSINESS LETTERS

Business letters, as per need, may have ten to thirteen components which are indicated below in letter format.

1. Heading 

2. Date

3. Reference 

4. Inside Address

5. Attention line, if needed 

6. Salutation

7. Subjectline 

8. Body of the letter

9. Closing 

10. Signature 

11. identification marks, if needed 

12. Enclosure 

13. C or CC (Copy), if needed.

To repeat : business letters in India are normally written in block style (in figure below) with mixed punctuation. This is the format of Microsoft Window which has become the universal practise in business correspondence.

SALES LETTERS 

Sales letters are a form of marketing, to sell company’s goods or services. They are intended to convert the readers into customers. They must arouse interest, and that the product may appear of good quality and competitive in price. Sales letters also present advantages and benefits to the 

prospective buyers.

Letter of Credit 

The term ‘Letter of credit’ is derived from the Latin word ‘accreditivus’, meaning Trust. It is widely used in the business platform where the payment is not done at the time of the delivery of goods. Clarity is a necessary element in credit letter on which whole business banks upon. 

Following are few tips for writing a letter of credit: 

• Don’t use ambiguous language.
• make sure everything is as clear as possible 
• Make sure both parties understand all their terms and obligations. 

0 Make sure the terms of the letter of credit are reasonable for both parties and- made in good faith. 

There are three types of Credit letters: 

•  Letter for Requesting Credit: A letter by a Retailer to a Wholesale dealer to supply goods on credit. 
• Letter for Granting Credit: A letter by Whole sale dealer to the Retailer granting the credit. 
• Letter for Declining Credit: A letter by the supplier showing helplessness to supply goods on credit.

Letter for requesting credit

Letter for granting credit

Letter for declining credit

 BIO DATA RESUME AND C.V.

There is The Thin Line Difference between Biodata, Resume and Curriculum Vitae.

Bio Data: Biographical Data is called as Bio Data in short, in our day to day talk. Bio data includes particulars like date of birth, religion, gender, race, nationality, residence, manual status. etc. There after a chronological listing of educational qualification and experience. For applying in the Government sector Biodata is mostly preferred.

It is also preferred while applying for research grants and other situations where descriptive essays are to be submitted It becomes different from Resume as age gender, religion and hobbies are never mentioned in Resume where in Biodata it is included. In a nut shell Biodata is more like a historical data of a person with a passport size photograph, which is an optional.

Resume: The word Resume is derived from a French word which means “summary”. As the name suggests Resume is a summary of an individual’s employment, education and other skills which is usually used in applying for a new position. A resume is appropriate when an individual is applying for middle and senior level positions. In this, experience and specific skills is paid more weightage rather than the educational qualification. It should not exceed one side A4 size sheet and at the most two sides. It is usually written in the third person. In a nut shell resume includes a work history, a brief educational history areas of strength or industry expertise and job objective and highlights only specific skills customized in reverse chronological order to the targeted job profile.

Curriculum Vitae: Curriculum vitae is longer and a detailed synopsis. Curriculum Vitae is a Latin word which means “course of life”. Usually in short it is called as CV which is much in fashion. Course of life here means course of study pertaining to education and life. It is basically more detailed as compared to Resume as it may exceed the length of 2 to 3 pages It basically includes the listing of skills, jobs, degrees and professional accomplishments in chronological order. The format of CV is usually preferred by the fresher’s looking for a job or a career change or those applying for academic positions. It is usually preferred by authors. researches, speakers, professors and others experts in the particular field.

RESUME

Resume gives general information about a person and and his traits like- personal circumstances, skills, experience, educational qualifications and capabilities. There are some kinds of resumes used to apply for Job openings.  one can choose a chronological, a functional, combination, or a targeted resume. 

Chronological Resume 

The word ‘Chronological’ stands for sequence. Chronological resume ls a sequential structured record of our work history, accomplishments, educational qualifications starting form the most recent in reverse order. This type of resume is preferably used by the job seekers with a strong, solid work history. 

Functional Resume 

A functional resume focuses on your skills and experience, rather than on your chronological work history. It is used most often by people who are changing careers or who have gaps in their employment history. 

Combination Resume 

As the name suggests—A combinational resume is a combination of both Chronological and Functional resume. A combination resume lists skills and experience first. Employment history is listed next. This type of resume highlight the skills that are relevant to the jobs applied for. and also provide the chronological work history that employers prefer. 

    

                                                   Sample cover letter

Sender's name & address.

Receiver's name & address.

Subject- letter for the application of job in reference to your advertisement.

Respected Sir,

This is with reference to your advertisement in www.MyCitySurat.com for the subject position that I am prompted to propose my candidature.

I am a Power and Process Engineer with a Degree in Electrical from a reputed institution, contributed over 2 years of experience across power industries, I have keen intrest in challenging assignments across world as Electrical Engineer(O&M). I am currently spearheading functions as Shift-Engineer at 220 KV Switch-Yard, M/s Techno-Power, Gujarat Pipavav-Port Ltd, Pipavav-Port, Dist-Amreli.

A true team builder and natural motivation with strong analytical and problem solving skills, richly awarded for my performance, I hold the responsibility of keeping my energy levels and performance standards up and high.

With strong back-up of academic credentials and professional accomplishments I seek professional realignment in Operation and Mainternance functions with an Organization of high repute.

A tour through my enclosed resume shall familiarize you with the details and I am confident in my credential you would find a perfect match for the said position.

Thanks in advance for sparing your time.

Shall much appreciate a call for an interview.

Regards,

Juhi Carwala 

(B.E.ELECTRICAL)

Date & sign.

                                                                Sample Resume

RESUME FOR FINANCIAL ANALYST POST IN MNC

Anil Kapoor   

Flat No 310, Akabr Nagar

Street No. 141

Roorkee- 247601,

Distt: Haridwar 

 Uttarakhand

Contact No.:  +91-0    xx    xxxxx                           Email    :  anilkapoor@gmail.com                    

                                       

OBJECTIVE

             

To work with leading company and to use my analytical thinking to the best of my ability combined with perseverance, so as to contribute to organization’s growth and goal, as well as to attain my professional goal.

PROFESSIONAL QUALIFICATION:

     

Pursuing   M.B.A.  in Finance from Phonics Group of Institution (Uttarakhand Technical University),Roorkee

Persuing C.A Course in IPCC Level (Intermediate).

ACADEMIC QUALIFICATIONS:           

B.Com from JKL (P.G.) College (H.N.B. Garhwal University), Roorkee, 2011 

Sr. Secondary from DPS Modern Sr. Sec. School (C.B.S.E Board), Roorkee- 2008 

Secondary from DPS Modern Sr. Sec. School (C.B.S.E Board), Roorkee- 2006 

COMPUTER PROFICIENCY:

Working knowledge of Windows and Internet. And familiar with MS-Word/MS-Excel 

Information Technology Certificate issued by ICAI

 PROFESSIONAL EXPERIENCE:

  

Just a Fresher 

INTERSHIP from ABC Mill Co. Ltd. at Iqbalpur, District-Haridwar(Uttarakhand) for the period June 2012-Jully2012

SKILLS:

Good Communication Skills.

Easily negotiate with other people.

Have high level of persuasiveness.

Can work effectively in team, as well as individually.

Have good inter-personal skills.

Extra-Curricular Activities:                                                                              

Played Games at college & school level.

Active participation in college functions as volunteer and in other Event.

2nd place in Cricket Competition at College Level on 2012.

Coordinator in technical and sports team of college in AURA 2012.

Coordinator in TECHNOTSAV 2011 in college.

PERSONAL INFORMATION:

Father’s Name:        Sh. James Kapoor

Marital Status:         Unmarried

Sex:                            Male 

Date of Birth:            29th July, 1989

Language Known:    English & Hindi

Nationality:               Indian                          

Strength:                   Confident, Positive attitude, Hardworking, Punctuality, Good listener and Quick learner

Hobbies:                    Internet Surfing, Reading Newspaper, Playing Cricket, Football etc.

                                       

  DECLARATION:

I Hereby inform you that all the statement made above are true the best of my knowledge and belief.

         Date.                                            (Anil Kapoors).

Place 

professional communication notes unit -2

PARTS OF SPEECH 

In English language there are 8 parts of speech. They are listed below, order is not necessary. Learn these 8 Parts of speech here.

1. Noun
2. Pronoun
3. Verb
4. Adjective
5. Adverb
6. Preposition
7. Conjunction
8. Interjection

Noun:

A Noun is a word which is used to refer People, Animals, Events, Objects, Places, States, Ideas

• Example: Ram is going to Delhi along with his Dog (The words which are highlighted are Nouns)
• List of Nouns:Man, Mountain, State, Ocean,Animals, Buildings ….

Pronoun

The word which replaces with a Noun ie., which is used in the place of Noun is said to be Pronoun

• Example: AmirKhan is Indian, he is a Bollywood actor.(The words which are highlighted are Pronouns)(AmirKhan is noun and he is pronoun)
• List of Pronouns:I,we, me, us, you, she, her, he, him, they, them

Verb

Verb shows action or state of action.

• Example: Techfresherspoint is a website. I like this website.(The words which are highlighted are Verbs)(AmirKhan is noun and he is pronoun)
• List of Verbs: be, am, is, are, was, were, been, being, have, has, had, could, should, would, may, might, must, shall, can, will, do, did, does, having ……

Adjective

Which describes about a Noun and pronoun

• Example: I have two pens. My pens are very big(The words which are highlighted are Adjectives)
• List of Adjectives: American, Politician, Christian, Banker….

Adverb

Which modifies verbs, adjective and other abverbs

• Example: I eat quickly when I am very hungry(The words which are highlighted are Adverbs)
• List of Adverbs: happily,eagerly, beautifully, lazily…..

Preposition

It is a relation between a noun and a pronoun.

• Example: we went to america on monday(The words which are highlighted are Prepositions)
• List of Prepositions: above, across, around, to, under, up, with, behind….

Conjunction

Which joins clauses, sentences, two or more words.

• Example: I like pens and pencils (The words which are highlighted are Conjunctions)
• List of Prepositions: both, and, either, or, neither, not, not only, but also, whether, or…

Interjection

Which shows emotions, It is a short exclamation which is inserted in sentence

• Example: Today Gayle batting was awesommeee….(The words which are highlighted are Interjection)
• List of Prepositions: aha, hurrey, wow..

CONCORD-SUBJECT AND VERB AGREEMENT

Concord in broad term means agreement between the subject and the verb and other elements of the sentence.

Working agreement of Subject with Verb is known as Concord. A correct sentence can only be framed when there is a perfect agreement with its constituents.

 To know the agreement there are certain rules :

 Subject—Verb Agreement

Subject is the doer of the action denoted by the verb. It can be either a noun phrase or a pronoun.

Subject —Verb agreement means the agreement between the subject and the predicate. The agreement is on the basis of the following:

(a) Singular subject agrees to work with singular verb Example: A dog is a faithful animal. How foolish he is! The Captain of team the received the prize

(b) when the subject is plural, the verb too is expected to be plural, Example: Indians are lovers of knowledge. They played a miraculous match.

 MODALS

Primary Auxiliary-  Be, Have and Do are the primary auxiliaries.

Use of ‘Be’

 In Present Continuous Tense ‘Be’ verb is used in the form of is, am. are. And With it We use Verb no. 1 + ing.

 In Past Continuous Tense ‘Be’ verb is used in the form of was and were with verb no. I + ing.

 In Future Continuous Tense we use ‘will be‘ and ‘shall be’ with Verb no. I + ing

Examples using ‘Be’ in Present Continuous, Past Continuous or Future Continuous I.

1.       It is raining. (Present Continuous Tense)                  2. He is standing at the gate. (Present Continuous Tense)

3. Rohan was talking on the phone. (Past Continuous Tense)        4.A cat was sleeping on my bed. (Past Continuous Tense)

Use of ‘Have’

 Have is used as Auxiliary verb in third form of the verb in following Tenses:

Present Perfect: Shubh has gone to the X—Mall.    Past Perfect: Aayaan has gone to the watch IPL.

 Future Perfect: Shobhan will have gone.

Use of ‘Do’

Do is used as auxiliary verb in present time. . Indefinite tense and Past Indefinite tense to make the verb into negative or interrogative. Example:

Present Indefinite Tense:

 1. John sings.

2. John does not sing.

3. Does John sing?

Past Indefinite Tense:

 1. Himani played

2. Himani did not play.

3. Did Himani play?

 ARTICLES

Indefinite Article: ‘A’ and ‘An’

Indefinite article is an article which does not talk about a definite or particular person or thing. Example: I bought a book and an umbrella. We use An when the word starts with a vowel.

Definite Article: ‘The’ When we speak of a definite or particular person or thing. Example: This is the man whom I was searching for.

INFINITIVES

Infinitive is a grammatical term, which means’ infinite. It is mostly used as non—finite verbs

It is a verb phrase which is constructed with the verb in Infinitive form. Infinitives express the normal expression of verb. It is not related to any subject. Though it is not disciplined by any subject still it is effected by Tense and Voice. With few verbs infinitive ‘to’ is not used for instance: bid, make, see, let, hear, need and dare. ‘

Example:

1.I bade him keep quite.  2. I made him cry. 3. I saw him come. 4. I said him lock the door.  5. He dare not enter any room.

GERUND

 A verb form which functions as a noun ending in—lng.

WHEN TO USE GERUND AND INF INITIVE?

 Gerunds are often used when actions are real and complete. e.g., I stopped smoking. . ‘

(In the above sentence the action smoking was real and happened until I stopped.)

- Infinitives are often used when actions are unreal, abstract - e.g., I stopped to smoke.

(In the above sentence I was doing something else, and I stopped: the smoking had no: happened yet.)

- Gerunds are formed by adding ‘ing’ to a word. e.g., walking, thinking, listening, bullying, etc.

 Infinitives are formed with ‘to’.

THE ART OF CONDENSATION OR PREClS WRITING

The word—Précis is from the old French noun which means ‘cut short.‘ or used in English as verb Precise. Precise means brief summary of a long passage. Writing the summary of a long passage needs proper understanding of the passage there is no rule to cut the length of a note. But generally it should be one third of the given passage. For example , if the actual passage is of 300 words. the précis should not extend 110 words length. But never compromise with the important point while writing a précis in order to make it brief. It should be complete with all the necessary information. facts and ideas present in the actual passage.

Précis writer is expected to provide an accurate, but brief, map of the original text. The personal perception of the writer is not required.

A précis is usually written in Reported Speech, Third Person and in the Past Tense. The basic characteristic of precies are—

conciseness, clarity, completeness, unity and coherence. (7 c’s of communication)

 Techniques of Precis Writing

While writing a précis three steps should be followed:

 1- Reading, 

2. Writing and 

3. Revision.

At a Glance—How to Write A Precis?

·         Read the passage carefully as many times as to understand its main theme.

·         Second and third reading to be done to make sure of the meaning of each sentence and picking up the core information or essence of the passage.

·         Supply a short title which will reflect the intention of the writing.

·         Select and jot down the important points in support of the topic sentence.

·         Note that the length of the précis is one-third of the original passage.

·         Prepare a first draft.

·         In the process don’t forget that you are supposed to write the summary of the passage in your own words rather copying the phrases or quotation of the original passage.

·         Add nothing, make no comments and correct no facts as your perception about the passage is not asked. ‘

·         Revise your last rough draft. Compare it with the original passage so as to ensure that no important point is missing.

·         Write the précis finally on a fair sheet neatly. It should be written in Reported Speech, Third Person and in the Past Tense.

·         Correct all mistakes related to spelling, grammar and idiom. Check the punctuation mark. Keep the language of the précis simple and direct.

Sentence

A sentence is a group of words which expresses a complete thought. It constructed with the help of words and phrases which should be arranged in proper sequence. It is made up of subject and predicate

A sentence must contain a subject, predicate and a verb (although one may be implied).

Subject -a part which refers to the person or thing about which we say something is called the subject of sentence.

Predicate-The part in which we say something about the subject is called the predicate of the sentence.

Examples : Sheep live in flocks.  In the above sentence sheep is the subject and live in flocks is the predicate because this part says something about the sheep, the subject.

Few requisites of a good sentence construction are :

(a)    Write short sentences. (b) Avoid odd sentence structure. (C) Avoid sentence fragments. d) choose appropriate words. (e) Avoid ambiguity prefer simplicity. (f) Consistency in expression. g) cut unnecessary  words. h) stay positive. g) make it fluent. i)make it fluent and clear

-A sentence needs a capital letter at the beginning.
- A sentence needs a period, a question mark, exclamation mark,comma, quotation mark, semi colon at the end.
-Use of proper articles.

-Know the proper use of preposition.

- A sentence needs a subject.
- A sentence needs a finite verb (either a simple verb or an auxiliary, such as is, were, has, had, will, can, might, should, do or does, followed by another verb form).
- A sentence needs standard word order. In English, the regular sequence is SVO (Subject-Verb-Object), with insertions possible at several points in the sequence.

PARAGRAPH DEVELOPMENT

A paragraph is a group or specially and intentionally related sentences; a thought;  that revolve around a single idea.

A group of sentences which makes a complete sense.

 (i) ORGANIZATION OF PARAGRAPH: Organizing a paragraph is an art. There are mainly three points on which the whole paragraph is based:

1. Presentation of main idea

2. Elaboration of the main idea and supporting details

3. Concluding the main idea

1. Presentation of Main Idea—The introductory sentence is called as topic sentence. The topic sentence is the eye catcher of the paragraph; it grab the attention of readers . It gives the writers primary message about the topic.

2. Elaboration of the Main Idea and Supporting Details: Examples, statements and facts which help in understanding of the main idea is known as supporting details. Supporting details help to develop the story. The answers of the question raised by the main idea—who. what. when. why or how, must be answered here. Supportive details can be a comparisons, contrast. statistics, graphs. quotations or a description.

 Concluding the Main Idea: Concluding the main idea is called to be the conclusion of the paragraph. It is the line which justifies the topic sentence with the support of supporting details.

ESSENTIALS OF PARAGRAPH WRITING

• A paragraph should present a single idea.
• Ambiguous expression should be avoided.
• Unity of main idea-supporting details-and conclusion makes an ideal paragraph
• Repetition of words decrease the beauty of the paragraph, hence avoid it.
• Conciseness and exactness.
• Use examples phrases picture and graphs makes your paragraph understandable by your readers.
• consistency of ideas, thoughts. speech and reasoning is must.
• Linking of every sentence with each other and revolving around the main idea frames a good paragraph.
• Sequential arrangement of ideas .

METHODS OF PARAGRAPH DEVELOPMENT

Inductive Method: it starts with evidence or reasons which gives information about the  topic at the end. It is basically ‘conclusion oriented’ method.  The core idea of the topic is mentioned at the end with all supporting details in the beginning. Feature of an inductive paragraph:

1. Conclusion is the main claim 2. Support for the main claim is given before the conclusion 3. This method is often used while narrating a story and there after the moral of the story.

 Deductive Method: Deductive method of paragraph writing starts with the topic sentence introducing the topic. It is just the reverse of Inductive method. The supporting details connect with the topic sentence and the whole paragraph revolves around the topic sentence reflecting unity.

Features of a deductive paragraph: 1. Main idea is given at the beginning through topic sentence.

2. Supporting details are given after the topic sentence. 3. It is a method where the topic sentence is strengthen by factual evidence as a support.

Chronological Method: Chronological order refers to time. This method or paragraph writing is solely used for the topic related to any event, or historical facts, life history, medical report etc. It is a sequential arrangement of events arranged according to the importance of time and date. The correct method of writing this type of paragraph is to pretend as if you are telling the information to a friend. Start with the topic sentence and list everything that happened in order—from beginning  to the end.

Spatial Method: Spatial method of paragraph writing refers to space, layout, view etc. seen and feel by the writer. To describe the place based on location spatial method is used. It explains the physical traits of the topic. For example- if one is to write a paragraph about the layout of your college. begin at the entrance,. then describe every section of the college including auditorium. canteen and cafeteria. 

LINEAR METHOD: The logically proceeding of sentences with unity and coherence towards an idea in one dimension is called to be linear method of paragraph development. In this methodone sentence leads to the next sentences proceeding towards the topic of the paragraph.

Sentence (some additional information about sentence)

A sentence is a group of words which expresses a complete thought.

A sentence must contain a subject and a verb (although one may be implied).

The Four Types of Sentence

There are four types of sentence.

·         A declarative or assertive sentence.

A declarative sentence states a fact,where we declare something and ends with a period / full stop. For example:

o    He has every attribute of a dog except loyalty.

o    I wonder if other dogs think poodles are members of a weird religious cult.

(Remember, a statement which contains an indirect question (like this example) is not a question.)

·         An imperative sentence.

An imperative sentence is a command or a polite request. It ends with an exclamation mark or a period / full stop. For example:

o    When a dog runs at you, whistle for him.

·         An interrogative sentence.

An interrogative sentence asks a question and ends with a question mark. For example:

o    Who knew that dog saliva can mend a broken heart?

·         An exclamatory sentence.

An exclamatory sentence expresses excitement or emotion. It ends with an exclamation mark. For example:

o    In Washington, it's dog eat dog. In academia, it's exactly the opposite!

The Four Sentence Structures

A sentence can consist of a single clause or several clauses. When a sentence is a single clause, it is called a simple sentence (and the clause is called an independent clause). A sentence must contain at least one independent clause. Below are the four types of sentence structure (with their independent clauses shaded:

·         A Simple Sentence.

A simple sentence has just one independent clause. For example:

o    You can't surprise a man with a dog.

·         A Complex Sentence.

A complex sentence has an independent clause and at least one dependent clause. For example:

o    Diplomacy is the art of saying "nice doggie" until you can find a rock

o    When you're on the Internet, nobody knows you're a dog. 

·         A Compound Sentence.

A compound sentence has at least two independent clauses. For example:

o    Cry "Havoc," and let slip the dogs of war. (William Shakespeare, 1564-1616)

·         A Compound-Complex Sentence.

A compound-complex sentence has at least two independent clauses and at least one dependent clause. For example:

o    When a dog bites a man, that is not news because it happens so often, but if a man bites a dog, that is news. (John B Bogart)

referenced by- google image, oxford definition,  book- professional communication dr raavee tripathi katson books, professional communication malti agarwal krishna publications.

professional communication notes unit -1

COMMUNICATION—MEANING AND IMPORTANCE

Communication is derived from the Latin word ‘communicare’, which means “to share” to share something with peoples. Communication is the process of common ness of thought between a sender and a receiver of a message:

“Both sender and receiver must be active participants in the same communicative relationship in order to share the thought.

DEFINITIONS OF COMMUNICATION;

the imparting or exchanging of information by speaking, writing, or using some other medium.

According to Oxford dictionary- it is the activity or process of expressing ideas and feelings or of giving people information.

 : the act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, feelings, etc., to someone else

: a message that is given to someone : a letter, telephone call, etc.

communications : the ways of sending information to people by using technology

 “Communication is sharing of thoughts,  within the enterprises.

THE OBJECTIVES OF COMMUNICATION

following the objectives of communication
0To define and understand communication and the communication process.
0To list and overcome the filters/barriers in a communication process. 

0 To practice active listening.
0To improve verbal and non-verbal communication.

PURPOSES OF PROFESSIONAL COMMUNICATION

·        To inform the worker and officials about what they are supposed to do.

·        To collect some information vital to making of a decision.

·        To make enquiries. fix responsibilities. demand explanation and enforce discipline To advise or to seek advice

·        0 To appreciate a work or to express disapproval.

Process of communication

The sender has an idea : You conceive an idea and want to share it.

2. The sender encodes the idea : When you put your idea into a message that your receiver will understand. you are encoding it. You decide on the message's form (word, facial expression and gesture), length. organization, tone, and style—all of which depend on your idea, your audience. and your personal style or mood.

3_ The sender transmits” the message : To physically transmit your message to your receiver, you select a communication channel (verbal or non-verbal, spoken or written) and a medium (telephone. letter, memo, e-mail, report and face-tdface exchange). This choice depends on your message, your audience's location, your need for speed, and the formality required.

4. The receiver gets the message : For communication to occur, your receiver must first get the message. If you send a letter, your receiver has to read it before understanding it. If you‘re giving a speech, your listeners have to be able to hear you, and they have to be paying attention.

5.The. receiver decodes the message : Your receiver must decode (absorb and understand) your message. The decoded message must then be stored in the receiver's mind. If all goes well, the receiver interprets your message correctly, assigning the same meaning to your words as you intended and responding in the desired way.

The receiver sends feedback : After decoding your message, the receiver responds in some way and signals that response to you. This feedback enables you to evaluate the effectiveness of your message : If your audience doesn't understand what you mean, you can tell by the response and refine your message.

Types of communication

Verbal Communication

Verbal communication is a medium for communication that entails talking using the spoken words. such as talking face-to-face, on a telephone or as a speech. The role of verbal communication is 35% in the process of communication. It is categorized into two pans:

1. Oral communication

2. Written communication.

1. Oral Communication: Communication which is done throu h spoken words is oral mode of communication. It can be direct conversation or telephonic conversation. Face- to~face communication in the form of meetings, conferences, interviews, etc., is significant so as to build a rapport and trust. This mode of communication holds high level of transparency. There is enough space for allowing changes in decisions which is taken feedback is spontaneous and on the spot.

2. Written Communication: In technical communication written mode has its great

significance especially in today’s business world. It includes careful choice of words, their organization in correct sequence. In today 5 world of busmess and profeSSionalism writing is more valid and reliable.

All written work like, laying down apparent principles, policies and rules for running of an organization come under technical written communication. This mode of communication is more precise and explicit. It develops and enhances an organization‘s image. Legal defenses can rely upon written communication as it provides valid records.

Effective written communication requires a good skill and competence in language and vocabulary use. If any document lacks this it gives a bad impression on the part of organization. Therefore, it is essential to develop effective communication skills.

Non-verbal communication is usually called as the process of communication through sending and receiving wordless cues which is mostly visual between people's. Facial expressions, Tone of voice,

Movement, Appearance, Eye contact, Gestures, Posture, etc., come under non-verbal communication.

Messages and informations can be shared through gestures and touch, by body language or posture, by facial expression and eye contact in non-verbal communication

. Speech contains the element of non—verbal communication which is known as Paralanguage. It includes voice quality, rate, pitch, volume, and speaking style and the prosodic features such as rhythm, intonation and stress as well.

Formal communications  communication which have formalities or have a pre determined order of flowing information in an organisation.

.like- communication with senior, junior in an organisation. Reports, memos, planning documents, and other document or electronic communications that are archived and work through normal business channels are considered as formal communications.

Informal communications are often unofficial and spontaneous has, no formalities it is also known as grapevine. Gossip over the cafeteria, in free time , talking with a colleague at lunch or happy hour, discussions before or after meetings that are not recorded in minutes, and other such unofficial and spontaneous interactions count as informal communications.

GENERAL COMMUNICATION

What anchor is for ship in the sea, communication is for human being in the society. It is a lifeline of any relationship and called as the foundation of all relationship. We all know the importance of communication in our daily life. Nothing can take place without some method of communication

being used to express ourselves.

General communication includes our day-to-day gossips, casual talks among friends and coworkers. It doesn’t need any boundaries and rules. It is done without  any specialized technique and terminology.  Through correct and interesting style we can communicate well.It is mostly oral in form. It is not always for specific audience.

It is elegant and creative. It can be poetic, literary or generic. 

All descriptive and literary composition comes under general writing and it relates to society. The main intention of general writing is for entertainment, to inspire or to educate the public.

for a All communication, written or oral, done in the professional arena to a specific audience.

specific purpose and in a specific format is said to be Technical Communication.

In Technical writing the information is organized, presented and communicated in a specific format. The writing is concise, clear and accurate. The writing conveys technical, complex or specialized information in a way that is easy for a non-technical reader to understand.

Examples of Technical Writing

Business plan, Business letter, Agenda, Advertisement, Action Plans, Audit Report, Book Review, Brochure, Catalogue, Contract, Data Book or Display, Feasibility, Instructions, Interview Questions.

Editorial, Memo, Persuasive, Proposal, Marketing, Letter of Inquiry, Training Manual, Research Report.

characteristics of technical writing.

(a) It requires specific audience,

(b) It uses plain and objective language,

(c) It stresses presentational organization and
(d) It employs Visual aids.

Language as a Tool of Communication

language is the most remarkable tool that man has invented. It enables him to express his ideas and emotions emphatically.  "Language has a very important social purpose because;it is mainly used for  communication".

 Man can communicate even without using a language. 

A little baby cries when he is hungry or he slaps his mother when he is angry. In both the above examples,communication takes place without the use of language. But man needs language since he has find ideas to express. 

It is language which distinguishes man from the animal world. Thus, man has a genuine need of linguistic communication 

 It is an important aid for socialization for creating doubtsand brotherhood round the globe. 

People different castes and creed, of different ethnic groups and also of different nationality can share their views with one another if they know one another's language.

A language can be used in two ways for the purposes of communication. It can be spoken or written i.e., we can communicate either using the spoken medium or the written medium. No doubt, speech medium is more popular medium of communication than the written medium.

The Encyclopaedia Britannica Vol. 13 defines language as "a system  of conventional, spoken or written symbols by means of which human beings, as members of a social group and participants in its culture communication.

‘Language simplifies the way to express thoughts, ideas and emotions. Language has become an important aspect in our today's life because it enables us to communicate.

 It is said that speech is primary while writing is secondary.

Being a social animal we human beings cannot live in alone. as we are thoughtful. We need to share it with peoples in our home, office, Or locality.

Following are the most important characteristics of language:

I. Language is a social phenomenon
2. Language is arbitrary
3. Language is symbolic
4. Language is a means of communication
5. Language is systematic
6. Language is vocal
7. Language is non-instinctive, conventional
8. Language is abstract
9. Language is creative
10. Language is Redundant.

Flow of communicationManagement Study Guide categorises flow of communication in 5 main directions in an 'organization: 

1. Downward 

2. Upward . 

3. Lateral (horizontal) 

4. Diagonal.

1. Downward Flow of Communication: Flow of communication that flows from higher authorities to (lower authorities) subordinates in an organization is called downward communication. Managers transmit work-related information to the employees . Employees require this information for performing their jobs and for

meeting the expectations of their managers. This communication is basically used in an organization for the following purposes:

Giving job instruction and responsibilities to the subordinates.

Providing information regarding the employees job and to develop understanding how their job is related to other job in the organization.

Conveying the organization’s mission and Vision to the employees. 

 Highlighting the areas of attention.

Circulars, Group meetings, minutes of the meeting, letter to employees, 

organizational publications, etc., are the examples of downward flow of communication.

2. Upward Flow of Communication: The move of communication in an organization from subordinates to the higher authorities is called upward communication. This communication is used by the subordinates to share their views and ideas. Subordinates use upward communication to convey their grievances, performances and problems to their superiors.

Upward communication provides feedback on how efficiently the organization is functioning. Grievance Redressal system, Complaint and suggestion box, Job Satisfaction surveys, etc., are the boosters of upward flow of communication in an organization. It can also be used by the employees to share their ideas and views and participate in the decision-making process.

Mostly this communication system highlights the positive feedback of the subordinates for the organization. The ignorance of negative feedback may lead to some problems in future. Sometimes the survey is false opinion or wrong feedback as the subordinates are fear to express the truth regarding the system and working of the organization. This fear may have taken space because of cock-eyed decision of the superiors or the uncongenial atmosphere of the organization.

3- Lateral/Horizontal Communication: When communication takes place among peers, between managers at the same level or between any horizontally equivalent organizational member it is called to be a lateral or horizontal communication. For the smooth working of the organization and to develop a congenial atmosphere in an organization lateral or horizontal communication proves to be fruitful.

it facilitates coordination among the employees during the workhours.

 It promotes a congenial atmosphere in an organization which leads to high rate of productivity. It develops cooperation and coordination among peers. Problems in a department is easily

solved it avoids unnecessary tension and doubts among peers and managers at the same levels.

4. Diagonal Communication: Diagonal communication takes place between different designation employees in different department. 

For example, Personality Development Trainers communicating with the coordinators of various branches for the smooth going of PDp classes in an institution. It generally doesn’t appear promptly in an organizational flow of communication. Though this communication style doesn’t appear on the organizational chart of communication yet it’s role is indispensable.

Levels of communication

Basically human communication takes place at five levels:

1-Extrapersonal communication 
2- Interpersonal communication

3- Intrapersonal communication

4- Organizational communication

 5- Mass communication

1. Extrapersonal Communication: Communication is a process that takes place with human . entities and non-human entities as well. When communication is done with non-human entities it is called to be extra personal communication.

 The perfect coordination and understanding between human and non—human entities results to extra personal communication. In this communication one participant of the communication process uses sign language and the other is verbal.  

For example, the bark of a pet dog when something happens to the master, wagging of the tail when master shows bone to the pet dog, licking of cheek at the returning of master from the work field, chirping of birds when a stranger is at the door, Parrot calling the name of the master in the morning, etc.

2.Interpersonal Level of Communication : It involves two parties-a sender and a receiver who use common language to transit message either through oral communication or written communication.

3. lntrapersonal Communication: Intrapersonal communication is all about talking to ourselves. We use phrase like, ‘telling ourselves the truth’ or ‘admitting the truth to ourselves” reflects human self-awareness. 

Prefix ‘intra’ means ‘within’ hence intrapersonal communication is ‘self talk’. 

It is the active internal involvement of the individual in symbolic progressing of messages. The internal thought process keeps on working even at the sleeping hour. There are various example in our day-to-day life related to intrapersonal communication.

Like asking the solution for the problem, introspecting about any episode in which you should not have done that particular act, if you are . overweight you see and admit it and then decide to plan a diet for you, if you need to forgive someone, you’ll have to talk to yourself about it first, etc. 

Organizational Level of Communication : In a team-based business organization, communication becomes its lifeblood where people communicate with one another. The flow of communication inside an organization may filter in up, down and horizontal directions. Besides internal communication. companies depend on external communication also. Companies exchange messages with people outside the organization through external communication.

Mass Communication : Newspapers, magazines and periodicals, the means of mass conununication. are frequently used for oral or written communication. Besides, technologies such as the intemet, e-mail. voicemail, faxes, audiotape, teleconferencing,videoconferencing and closed circuit televisions have increased options for internal and external communication. These fast means help people from all parts of the world to work together. 

Three basic barriers to communication are:

(i) lntrapersonal (ii) Interpersonal (iii) Organizational 

(i) Intrapersonal Barriers : This includes an individual's inbuilt barriers which may block the Communication process. Some such causes are listed below :

> Different background —education, culture

> Different perceptions and Language differences

 > Attitudes

> Wrong assumptions

(ii) Interpersonal Barriers : The barriers between person to person(the sender and the receiver) are termed as interpersonal barriers. These barriers also hinder the communication process. Some causes leading to interpersonal barriers are listed below :

> Emotional outbursts

>Poor listening skill

> Noises in the channel
> Vocabulary

> Deceptive tactics, adopted by the manipulative communicator

iii) Organizational Barriers : The communication barriers may exist in an entire organization which often disrupt the smooth flow of communication. Some causes of the organizational barriers are

> Restrictive environments where the style of management is very authoritarian.
>Distractions

 > Choice of inappropriate media

> Message overloading

> Sense of insecurity : Fear of transfer 

referenced by- google image, oxford definition,e notes,  book- professional communication dr raavee tripathi katson books, professional communication malti agarwal krishna publications.