The document provides a comprehensive overview of communication, defining it as the process of sharing ideas and feelings through symbolic messages, and highlights its importance in various contexts, including verbal, non-verbal, written, and electronic forms. It discusses the 7 Cs of effective communication: correctness, clarity, conciseness, completeness, consideration, concreteness, and courtesy, along with communication barriers and strategies for effective letter writing. Additionally, it emphasizes the roles of different forms of communication and the importance of effective communication skills in professional settings.

1. COMMUNICATION
By:
Dr. S. P. Joshi

3. History of
Communication

4. Definition: (cited by Bach & Grant, 2009: 26)
‘ ….a universal function of humankind, independent of
any place, time or context.’
(Ruesch, 1961)

5. Broadly speaking, we can say that
communication is the transfer of information.
More specifically, we may define communication
as the transmission and reception of ideas, feeling
and attitude --------Verbal and Nonverbal--------
that produce a response.

6. In simple words we can say that
“just to convey the message”

7. Communication is a series of Experience of :
Hearing
Smell
Seeing
Touch
Taste

8. Communication can be defined as the process by
which people share ideas, experience,
knowledge and feelings through the
transmission of symbolic messages.

9. Why do we Communicate ?
 To Inform
 To advise and counsel
 To issue order and instruction
 To educate and train
 To motivate
 To raise morale
 To persuade
 To warn

11. 7 Cs of Communication
 Correctness
 Clarity
 Conciseness
Completeness
 Consideration
 Concreteness
 Courtesy

12. Correctness
At the time of encoding, if the encoder has
comprehensive knowledge about the decoder of
message, it makes the communication an ease. The
encoder should know the status, knowledge and
educational background of the decoder.
Correctness means:
 Use the right level of language
 Correct use of grammar, spelling and punctuation
 Accuracy in stating facts and figures
Correctness in message helps in building confidence.

13. Clarity
Clarity demands the use of simple language and easy
sentence structure in composing the message. When
there is clarity in presenting ideas, it’s easy for the
receiver/decoder to grasp the meaning being conveyed
by the sender/encoder.
Clarity makes comprehension easier.

14. Conciseness
A concise message saves time of both the sender and the
receiver. Conciseness, in a business message, can be
achieved by avoiding wordy expressions and repetition.
Using brief and to the point sentences, including relevant
material makes the message concise. Achieving
conciseness does not mean to loose completeness of
message.
Conciseness saves time.

15. Completeness
By completeness means the message must bear all the
necessary information to bring the response you desire.
The sender should answer all the questions and with
facts and figures. and when desirable, go for extra
details.
Completeness brings the desired response.

16. Consideration
Consideration demands to put oneself in the place of
receiver while composing a message. It refers to the use
of You attitude, emphases positive pleasant facts,
visualizing reader’s problems, desires, emotions and his
response.
Consideration means understanding of human nature.

17. Concreteness
Being definite, vivid and specific rather than vague,
obscure and general leads to concreteness of the
message. Facts and figures being presented in the
message should be specif.
Concreteness reinforces confidence.

18. Courtesy
In business, almost everything starts and ends in
courtesy. Courtesy means not only thinking about
receiver but also valuing his feelings. Much can be
achieved by using polite words and gestures, being
appreciative, thoughtful, tactful, and showing respect to
the receiver. Courtesy builds goodwill.
Courtesy strengthen relations.

20. Session II

22. Characteristics of Communicator
An effective verbal
communicator:
 Clarifies
 Listens
 Encourages empathically
 Acknowledges
 Restates/repeats
An effective nonverbal
communicator:
 Relaxes
 Opens up
 Leans toward the other
person
 Establishes eye contact
 Shows appropriate facial
expressions

23. Contribution of different modes in
Communication
Writing
9% Speaking
Reading
16%
30%
Listening
45%

26. Types of Communication Barriers
 Physical Barrier
 Cultural Barrier
 Language Barrier.
 Semantic Barrier.
 Socio- psychological Barrier.
 Interpersonal Barrier.
 Gender Barrier.

27. Physical Barrier
Physical barriers at workplace or anywhere else includes:
 Closed office doors, barriers, screens, and separate
areas for people of different status.
 Physical Disturbance in the channel.
 Voice modulation when sender is encoding message.
 Distance between the sender and receiver.
 Perfection of the channel where message travels.

28. Cultural Barrier
 When we join a group we wish to remain in it, sooner
or later we need to adopt the behavior pattern of the
group.
 Communicating with people from different cultures
can be challenging even if they speak same language.
 Words and gestures used in our culture could have a
different meaning to other culture.

29. Language Barrier
 This indicate the difficulty when trying to
communicate with someone who doesn’t share a
common language.
 In separate areas of business, some workers primary
language may not be similar to that of other workers.
 “ One Picture paints a thousand words.”

30. Semantic Barrier
 Most of the communication is carried through words.
 Words are capable in communicating variety of
meanings.
 This may lead to miss-communication.
E.g.
“Radium is a valuable metal.”
“Take it to our stockroom and burn it.”

31. Socio- Psychological Barrier
 Attitude and Opinion.
 Emotions.
 Close mind.
 Status- conscious.
 The Source of communication.
 Faulty transmission.

32. Phoneme
 A Phoneme is a particular set of sounds produced in a
particular language and distinguishable by native
speakers of that language from other (sets of) sounds
in that language.
 That's what "distinctive" means -- the English
phonemes /n/ and /ŋ/ can be told apart by native
speakers of English, because we use these sounds to
distinguish different words -- sin ~ sing, ton ~ tongue,
run ~ rung, etc.
 This would be impossible if these phonemes weren't
distinctive in English.

33.  Phonetics, on the other hand, is simply the
physiological and acoustic study of speech sounds,
covering all sounds used in all languages, and relying
only on the physical characteristics of the sounds
without regard to their systemic patterns in various
languages.
 Phonemes, the unit of (this variety of) phonemics,
encased in /slashes/, are always specific to a language.

34. Session III

35. Letter Writing

36. “A letter should be regarded not merely as a
medium for the communication of
intelligence, but also as a work of art.”

37. Communication skills are among the most important
skills you will bring to your career. Your job search
letters, usually, will be the first samples employers will
have of your communication skills. Your letters should
be functional, understandable, easy to read, and pleasant
in tone.
REMEMBER: Every communication act is a message
about you.

38. Remember, YOU and YOUR situation are unique. Strive
to allow your individuality to be expressed through your
writing. With a little practice, you will develop lifelong
business writing skills that will support and enhance
your career.
Good Luck!

39. Types
 Formal
 Informal

40. Parts of Letters
 Heading.
 Inside Address.
 Salutation.
 Body.
 Complimentary Close.
 Signature.

41. Heading
 Heading is made of letterhead and date.

42. Inside Address
 The inside address should carry titles of individual.
Street and city designations etc.

43. The Salutation
 The salutation in formal correspondence should be
followed by colon.
 Whenever possible, the person’s name should be used
rather than the impersonal “Dear Sir” or “Dear
Madam”.

44. The Body
 The body of the letter should be centered on the page.
Perhaps should be relatively short.

45. The Complimentary close
 The Complimentary close is typically “Sincerely”,
“Sincerely yours”, “Truly yours” or “yours Truly”.
 Gaining in popularity are signatures that are somewhat
more informal: Warm regards, Best Wishes, and
cordially yours.

46. The Signature
 The signature is often made up of the organization’s name on
the first line , the signature, the typed name used in the
signature, and the person’s title.
 An attention line, subject line, or letter reference
number usually appears in the area of the inside
address and salutation. Enclosures appears below
the signature.

47. Types of Communication
Verbal
 Non Verbal
Written
 Electronic

48. MYTHS

49. 1
We do not communication when we are silent.
False
“ Nothing strengthens authority so much as silence”
Leonardo da Vinci

50. 2
Only words carry the meaning.
False
“ Words are only postage stamps delivering the object
for you to unwrap.”
George Bernard Shaw

51. 3
Communication is a one – way flow of information
from the sender to the receiver.
False

52. 4
If Communication has to be effective, it has to be
blunt truth.
False
“Perhaps you will forget tomorrow the kind of words
you say today, but the receiver may cherish them over
a lifetime.”

53. Direction of Communication

54. Downward
Upward
Direction of
Communication
Horizontal Diagonal

55. Downward Communication
 To Communicate mission & vision of the organization.
 To communicate the goals & targets.
 To give Job related Instruction.
 To communicate areas of Improvement.
 To provide feedback.
 To Appreciate and Depreciate.

56. Upward Communication
A new initiative to generate a sense of belongingness
in an organization.
 To convey performance, problem and grievances.
 To get a chance to raise and speak.
 To get continuous suggestions in the form of
feedback.

57. Horizontal Communication
This communication takes place at the same level of
hierarchy.
 To Facilitates co-operation & co-ordination.
 To facilitates departmental understanding and
recognition.
 To create a respectful environment, rather playing
blame- game.
 To resolve and minimize conflicts between
departments.

58. Diagonal Communication
This kind of communication takes place between a
manager and employees of other department.
This kind of communication cuts across the well
defined directions of the communication.

59. Thank you