The CommunicatorNotes for ExamsKetan.n.Pithadia
!!Satyanam!!                                   Unit – 1                  Introduction of Communication SkillsWhat is a com...
!!Satyanam!!Process of communication skillsThe individual concerned must intend to communicate it to somebody. In a broads...
!!Satyanam!!                                   Unit – 2                Verbal and Non – Verbal CommunicationWhat is non-ve...
!!Satyanam!!                                     Unit – 3                                  Listening SkillsDefinition:   ...
!!Satyanam!!                                       Unit – 4                                   Presentation SkillsDefining ...
!!Satyanam!!                                       Unit – 5                                    Interview SkillAn interview...
!!Satyanam!!Ten success factors                               Ten failure factors      Positive attitude towards work     ...
!!Satyanam!!                                   Unit – 7                           Group CommunicationToday, you find terms...
!!Satyanam!!                                       Unit – 10                                    Letter writingPurpose of B...
!!Satyanam!!   3. Sales letterAppearance                                          ManufacturingWorking                    ...
!!Satyanam!!                              Unit – Reading SkillsWhich are the types of reading explain in detail?Reading sk...
!!Satyanam!!                       Unit – Technical ReportsDescribe the type of technical Reports with their explanation  ...
!!Satyanam!!                                  GrammarProvide the substitute for the following statement     1. A PLACE WHE...
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The communicator notes for 2012 by ketannpithadia

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The communicator notes for 2012 by ketannpithadia

  1. 1. The CommunicatorNotes for ExamsKetan.n.Pithadia
  2. 2. !!Satyanam!! Unit – 1 Introduction of Communication SkillsWhat is a communication skill?The word communication is of Latin origin. In Latin „communis‟ means common.It means sharing of information or intelligence. Any effort to produce meaning isa form of communication. It is the sum of all things a person does when he wantsto create understanding in the mind of others.Meaning and definition of communication:“Communication is an exchange of facts, ideas, opinion, or emotion by two ormore presents”Communication includes all the activities of listening, speaking, reading,writing, understanding and responding.According to Aristotle, “communication is who said what to whom with whateffect.”The communication ProcessExplanation of the process:The sender encodes the message and sends it through a channel. This channel isnothing but the language used – words, actions, signs, objects, or a combinationof these. The receiver receives the message, decodes it, and acts on it. If themessage received is the same as the message sent, there will be response; if not,there has been a breakdown of communication. This may happen because of„noise‟. The transmission of the receiver‟s response to the sender is calledfeedback. Feedback is important as it is a barometer of successfulcommunication. If you are sending a message to somebody, your communicationcycle is complete only when you get response from the recipient of your message.Otherwise, you need to resend the message. 9725041341 ketannpithadia@gmail.com
  3. 3. !!Satyanam!!Process of communication skillsThe individual concerned must intend to communicate it to somebody. In a broadsense, the communication process take place in the following form:Sender EncodingChannel DecodingThe Receiver FeedbackTypes and levels of communication skill One way communication Two way communication Verbal communication Non – verbal communicationLevels of Communication Extra-personal Communication Intra-personal Communication Inter-personal Communication Organizational Communication o Internal-operational o External-operational Mass Communication o Large reach o Impersonality o Presence of gatekeeperFlow of communication Downward communication Upward communication Lateral communication Diagonal or cross wise communication Characteristics of communication: 1. Communication is a two way process. 2. Communication is a cyclic process. 3. Communication conveys mere codes, not the meaning. 4. Communication is both an art as well as science. 5. Communication is a dynamic process. 6. Paul Watzlawick stated that, “one can not communicate.” 7. Communication shows multiplicity of patterning. 9725041341 ketannpithadia@gmail.com
  4. 4. !!Satyanam!! Unit – 2 Verbal and Non – Verbal CommunicationWhat is non-verbal communication?It refers to anything that transacts beyond written or spoken symbol for e.g. apresentation of voice,signs and signals, eye contact, silenceA number of non- verbal clues play an important role in oral communication.Components of Non – Verbal CommunicationAppearance GesturesFacial expression PostureBody language Eye ContactProxemics HapitcsGraphs/charts/maps Signs/symbolsColour ParalinguisticBarriers to effective communication Sender related barriers Receiver related barriers Situation related barriers Linguistic Barriers: Physical barriers Psychological barriers Contextual Barrier: Experimental barrier Tone barrier Attitude barrier Semantic barrierCommunication across culturesPeople vary in terms of their education, culture, language, environment, age, sex,financial status, etc. At times, something not experienced by you earlier will bedifficult o interpret or appreciate.To enhance your communication skills, it is necessary to know the background ofyour audience. You can accordingly use that information 9725041341 ketannpithadia@gmail.com
  5. 5. !!Satyanam!! Unit – 3 Listening SkillsDefinition:  Listening is process of receiving, interpreting and reacting to a message received from the speaker.  No communication process is complete without listening.  Hearing and listening are not the same.Types of listening Appreciative Listening Empathetic Listening Comprehensive Listening Critical ListeningTraits of a good Listener Being Non – evaluative Paraphrasing Reflecting Implication Reflecting Hidden Feelings Inviting further contribution Responding Non – verballyBarriers to effective listening Environmental conditions Space /Distance Omniscient attitude of the listener Infrastructure Speed of the speaker Posture of the listener Speaker‟s non-verbal clues Lack of factual information Voice and tone of the speaker Language Horn‟s effect Span Lack of appeal Iconoclastic ideas if the speaker 9725041341 ketannpithadia@gmail.com
  6. 6. !!Satyanam!! Unit – 4 Presentation SkillsDefining PurposePurpose of is to provide information or to analyze a situation, you and theaudience generally interact in a limited mannerYour purpose to persuade a people to take a particular action, or to collaboratewith them in solving problem, or making a decision, the interaction would bemore.Nuances of Delivery:There are four modes of delivery Extemporaneous Manuscript Impromptu MemorizationBody language and Kinesics Dress professionally Face your audience Audience focus: maintain eye contact with audience Point and re-orient Be enthusiastic Personal appearance Posture Gesture Facial expression Eye contact Paralinguistic Quality Volume Pace/Rate Pitch Articulation Pronunciation Voice modulation Pauses 9725041341 ketannpithadia@gmail.com
  7. 7. !!Satyanam!! Unit – 5 Interview SkillAn interview is a psychological and sociological instrumentIt is an interaction between two or more persons for a specific purpose, in whichthe question and answers asked to the person to assess his suitability forrecruitment, admission, or promotion, or for an opinionTypes of Interviews Job interviews Information interviews Persuasive interviews Exit interviews Evaluation interviews Counseling interviews Conflict resolution interviews Disciplinary interviews Termination interviewsObjectives of interview: The writer has used the word „interview‟ itself to highlight the objectivesof interviewing.I Interaction between the recruiter and the prospective recruit.N Nominating a person for an office or job position.T Testing skills and personalityE Eliminating unfit or unqualified candidates.R Recruiting.V Value the candidateIInquiring for obtaining additional information.E Examining the reason for resigning.W Work and work culture briefing. 9725041341 ketannpithadia@gmail.com
  8. 8. !!Satyanam!!Ten success factors Ten failure factors Positive attitude towards work Arrogance Proficiency in the field of study Apathy Communication skill(oral and Uninhibited nervousness written) Equivocation Interpersonal skills Lack of concentration Confidence Lack of crispness Critical thinking and problem- Lack of social skills solving skill Lack of firmness Flexibility Inadequate quantitative / Self – motivation Qualitative skills Leadership Unsuitable personality Teamwork Unit – 6 Paragraph WritingWhat is paragraph?A paragraph is a group of sentences or a single sentence that forms a unit. Inother words, it is a group of related sentences which express a single idea.A paragraph can express many things an opinion, provide information throughthe use If facts details, tell a story, or simply describe a person, a place, anobject, or a feeling.The controlling idea functions like a seed through which your paper, any yourideas, will grow. The decision about what to put into your paragraphs beginswith the germination of an idea or through. The „germination process, is betterknown as brainstorming.Step 1 – OutlineStep 2 – Topic SentenceStep 3 – Supporting sentencesStep 4 – Concluding sentenceStep 5 – Final paragraph 9725041341 ketannpithadia@gmail.com
  9. 9. !!Satyanam!! Unit – 7 Group CommunicationToday, you find terms in factories, corporate offices, research laboratories,universities, hospitals, law offices, government agencies, and every other kind oforganization you can imagine.Member of an organization communicate in groups to achieve any of thepurposes listed below: To share and exchange information and ideas To collect information or feedback on any project/policy/scheme To arrive at a decision on important matters To solve a problem which is of concern to the organization as a whole To discuss the issues related to a particular topic in relation to the group itself or for the benefit of a larger audienceTo elaborate upon any work undertaken or research done in order to elicitfeedbackOrganizational group discussion: Brain storming Nominal group technique Delphi techniqueDo‟s and Don‟ts of Group discussion Keep eye contact while speaking Initiate the GD Allow others to speak Speak clearly Make sure to bring the discussion on track Positive attitude Speak sensibly Listen carefully to others No need to go into much details Formal dressing 9725041341 ketannpithadia@gmail.com
  10. 10. !!Satyanam!! Unit – 10 Letter writingPurpose of Business LettersTo inform To collect duesTo congratulate To complainTo enquire To make adjustmentTo order To sell a product, service or schemeTo request To apply for jobLayout Block layout Modified Block layout Semi – Blocked layout Simplified LayoutTypes of letters 1. Claim letters (a formal complaint letter) You may have to write complaint letter for any of the following reason Billing error Goods not matching the sample Damaged goods Difference in agreed price Wrong goods Late delivery Wrong quantity Non delivery Unsatisfactory quality Poor service Remember: - To write as soon as you find the mistake - To base your complaint only on facts - To think patiently and not to assume that supplier is obviously to be blamed - To avoid rudeness 2. Adjustment letters - In reply to claim - To satisfy your customer - To safeguard the reputation of your organization Reason to write adjustment letter Transport delay Inadequate stocks Poor packaging Nationwide shortage Lack of expertise 9725041341 ketannpithadia@gmail.com
  11. 11. !!Satyanam!! 3. Sales letterAppearance ManufacturingWorking PackagingPrice Discount offersMode of deliveryIf it is a service such as offering consultancy to some organization, you must understand thefollowing.People involved DurationDetails of job undertaken ChangesTerms and conditionsIn order to make sales letter effective, you should ensure that they accomplish the followingobjectives:Catch the reader’s attention Arouse the reader’s interestCreate a desire in the reader Motivate the reader to actionJob application:There are two types - Cover letter - ResumeIn Cover letter you should include:Introduction Summarize your best credentialsMain text ConclusionResume include:Appearance and elements Personal informationCareer/ professional objective Education/ Academic preparationWork experience / professional skills Activities and achievementsSpecial interests and aptitudes ReferenceThere are three types of writing Resume: 1. Chronological 2. Functional 3. Hybrid/ Combination 4. ASCII (American Standard Code for International Interchange) 5. HTML (Hyper Text Mark – up Language ) 9725041341 ketannpithadia@gmail.com
  12. 12. !!Satyanam!! Unit – Reading SkillsWhich are the types of reading explain in detail?Reading skills are of immense importance. Developing effectivereading skills is essential to all of usTypes of reading Skimming type of reading Scanning Sampling Extensive Reading Intensive reading Reading comprehension Silent reading Loud readingTechniques of improving reading Motivate yourself Expand your eye span Do not read in fragments Bookmark the text Seat in a comfortable posture Put dictionary, thesaurus near to reading table Surrender unnecessary body movements Improve grammar and vocabulary Improve reading span Do not listen to music while reading 9725041341 ketannpithadia@gmail.com
  13. 13. !!Satyanam!! Unit – Technical ReportsDescribe the type of technical Reports with their explanation Report writing Is one of the important responsibilitiesof professionals and students. Technical reports are theinevitable part of business organizations and industries.Types of reports The periodic report The progress report The laboratory report The feasibility report Trouble reportsStructure of technical report Title page Preface/Letter of transmittal Table of contents Introductions Discussion proper Description Conclusion Recommendation Conclusion List of references / Appendix / Index 9725041341 ketannpithadia@gmail.com
  14. 14. !!Satyanam!! GrammarProvide the substitute for the following statement 1. A PLACE WHERE MONK LIVE--- 2. EXITING ONLY IN NAME--- 3. A CLOSE WATCH OVER SOMEONE--- 4. RETIRED ON ACCOUNT, OF AGE, USUALLY WITH PENSION--- 5. CAUSING OR TENDING TO CAUSE SLEEP--- 6. A LONG WANDERING JOURNEY--- 7. THE MANNERS OF OPERATING OR PROCCEDING--- 8. PERSONAL REMINISCENES IN A NARRATIVE FORM--- 9. THAT CANNACT BE PACEFIED--- 10. A LIGHTLY CONSTRUCTED OPEN BOOTH GENERALLY USED AS A NEWSTAND--- 9725041341 ketannpithadia@gmail.com

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