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.