The document outlines the process and importance of communication, defining key components like sender, message, channel, receiver, and feedback. It emphasizes principles of effective communication, barriers that can impede understanding, and advantages such as improved relationships and conflict resolution. Additionally, it discusses various types of communication, skills needed for effective exchanges, and the significance of flexibility and subject knowledge in communication.

1. University of Sargodha
DEPARTMENT OF EDUCATION
ENGLISH II
TEACHER:
MA'AM MARIAM
Group (05)
FAREED AGHA
Nadia Riaz
Faheem Nadir
Pakiza Zubair
Altaf Hussain
Topic : TECHNICAL COMMUNICATION PROCESS
What is communication?
Communication is the process of exchanging information, ideas, thoughts, or feelings between
individuals or groups. It involves several components:
1. **Sender:** The person or entity initiating the communication by encoding a message.
2. **Message:** The information, idea, or emotion being conveyed by the sender.
3. **Channel:** The medium through which the message is transmitted, such as verbal, written, or non-
verbal methods.
4. **Receiver:** The individual or group for whom the message is intended, responsible for decoding
and interpreting the message.
5. **Feedback:** The response or reaction from the receiver, providing the sender with information
about the effectiveness of the communication.

2. Effective communication requires clear encoding, successful transmission through a suitable channel,
accurate decoding by the receiver, and meaningful feedback to ensure mutual understanding. Barriers
like noise, language differences, or misunderstandings can impact the communication process.
Why communication is important ?
Communication is fundamental because it establishes a shared understanding among individuals. It
facilitates the exchange of thoughts, ideas, and emotions, fostering connections and relationships.
Effective communication is essential for successful collaboration, conflict resolution, and decision-
making in both personal and professional realms. It promotes clarity, reduces misunderstandings, and
helps build trust. Ultimately, communication is a cornerstone of human interaction, enabling the
transfer of knowledge and contributing to the smooth functioning of societies and relationships.
Principles of communication
1. **Clarity:** Ensure your message is clear, concise, and easily understood to avoid misunderstandings.
2. **Conciseness:** Convey information in a succinct manner, avoiding unnecessary details that may
distract from the main point.
3. **Consistency:** Maintain coherence in your message to build trust and credibility, avoiding
conflicting information.
4. **Courtesy:** Be respectful and considerate in your communication, promoting a positive and open
environment.
5. **Listening:** Actively listen to others, demonstrating attentiveness and understanding to foster
effective two-way communication.
6. **Feedback:** Encourage and provide constructive feedback to enhance communication and address
any concerns or misunderstandings.
7. **Openness:** Be open to different perspectives, ideas, and feedback, promoting a culture of
transparency and collaboration.
8. **Adaptability:** Adjust your communication style to suit the needs and preferences of your
audience, promoting better comprehension
Advantage of effective communication
1. **Improved Relationships:** Effective communication strengthens personal and professional
relationships by fostering understanding and mutual respect.
2. **Increased Productivity:** Clear communication minimizes misunderstandings, reducing errors and
enhancing efficiency in tasks and projects.

3. 3. **Enhanced Collaboration:** Teams benefit from effective communication, promoting better
cooperation, sharing of ideas, and collective problem-solving.
4. **Builds Trust:** Open and honest communication builds trust among individuals and within
organizations, contributing to a positive and supportive environment.
5. **Conflict Resolution:** Effective communication helps identify and address conflicts promptly,
leading to quicker resolution and preventing escalation.
6. **Clarity of Direction:** Clear communication provides a sense of direction, ensuring that everyone
understands goals, expectations, and responsibilities.
7. **Innovation:** Teams with effective communication channels are more likely to generate
innovative ideas through the exchange of diverse perspectives and insights.
8. **Customer Satisfaction:** Businesses that communicate well with customers tend to understand
their needs better, leading to increased satisfaction and loyalty.
9. **Personal Development:** Individuals benefit from effective communication skills, enhancing their
ability to express ideas, negotiate, and navigate social interactions.
10. **Adaptability:** Effective communication helps organizations adapt to change more smoothly by
ensuring everyone is informed and on the same page.
Types of communication
Verbal communication is using speech or spoken word to exchange information, emotions, and
thoughts.
non-verbal communication is conveying and exchanging messages without the use of spoken words.
Written communication is defined as any type of message that utilizes written words. It is the most
common form of business communication and has become increasingly important throughout the
information age.
Examples of written communications include memos, proposals, e-mails, letters, training manuals, and
operating policies. They may be printed on paper, handwritten, or appear on the screen.
BARRIERE OF EFFECTIVE COMMUNICATION
Language barriers usually occur when two people who speak different languages cannot understand
one another, and there is a breakdown in language and communication. They can also come from
physical language disabilities which include stuttering, articulation disorder and hearing loss.
The psychological barrier of communication is the influence of psychological state of the
communicators (sender and receiver) which creates an obstacle for effective communication.

4. A physical barrier to communication is a physical factor or element that inhibits effective exchanges
between two or more parties. Some barriers can be environmental, such as the design of an office space
compromising casual employee communication, or disruptive ambient noise during a conversation.
Gender barriers to communication refer to the limitations that arise in the process of exchanging
information between individuals of different genders. These barriers emerge due to societal
expectations, cultural norms, and stereotypes associated with gender roles.
Attitudinal barriers are behaviours or perceptions that prevent people from communicating effectively.
Attitudinal barriers to communication may result from personality conflicts, poor management,
resistance to change or a lack of motivation.
Perceptual barrier are internal biases that influence how we perceive other people, ideas, or events.
Tapping into preconceived notions is how we interpret situations quickly and make fast decisions.
However, healthy communication becomes difficult when we develop a mental block and reject new
information.
Cultural barriers can develop when workers have different native languages. They may have difficulty
communicating specific ideas or picking up on the nuances of verbal cues and idioms. Even when people
share the same native language, subtle differences in how we speak and express ourselves can cause
misunderstandings.
Informational barrier include filtering, selective perception, information overload, emotional
disconnects, lack of source familiarity or credibility, workplace gossip, semantics, gender differences,
differences in meaning between Sender and Receiver, and biased language.
Inattention barrier Insufficient attention to the message likely to create misunderstanding. Inattention
may arise due to laziness. Personal barriers: Personal factors like judgement, emotions and social values
create a psychological distance between the sender and the receiver.
Interpersonal communication involves the information, ideas, and feelings being exchanged
verbally or non-verbally between two or more people. Face-to-face communication often involves
hearing, seeing, and feeling body language, facial expressions, and gestures.
 Improving Interpersonal Communication Skills
In people, eye contact is a form of nonverbal communication and can have a large influence on social
behavior. Coined in the early to mid-1960s, the term came from the West to often define the act as a
meaningful and important sign of confidence and respect.
Try active listening. Active listening means listening with unbroken concentration and responding to the
information being given. ...
 Be aware of your body language. Our body language communicates just as much, if not more,
than our words. ...
 Don't talk over people.

5. Do Not Interrupt Interrupting tells the person speaking that you don't care what they have to say. You
think that your voice is more important, or don't have time to really listen to them. It can even make it
seem that you weren't really listening properly at all and were just waiting for your moment to interject.
Respect Others’ Thoughts and Opinions Show respect for the other person's opinions. Never say,
'You're Wrong. ' (Instead, admit that you might be the one who's wrong.) The first step in learning to
respect others' opinions is to listen and not outright say someone is wrong.
Think Before You Speak Thinking before speaking can help you to: Avoid embarrassment. Speaking
before you think often leads to saying the wrong thing at the wrong time. Putting your foot in your
mouth is embarrassing, but it can also have a negative effect on certain relationships or opportunities,
such as a job interview.
Focus on the Message The phrase "focus on the message" is correct and can be used in written English.
You can use it when you want to emphasize the importance of paying attention to the substance of a
message, rather than the way it is conveyed. For example, "Let's focus on the message and not get
distracted by the tone."
Questioning Questions are commonly used in communication to clarify something that the speaker has
said. Questions used as clarification are essential in reducing misunderstanding and therefore more
effective communication. ( Also see Clarification)
Technical communication is a broad field and includes any form of communication that exhibits
one or more of the following characteristics: Communicating about technical or specialized topics, such
as computer applications, medical procedures, or environmental regulations.
SKILLS OF COMMUNICATION
Language skills communication Language is a medium of communication that helps us expressing and
conveying our thoughts, feelings, and emotions of two individuals. Moreover, Language depends on
verbal or non-verbal codes. In other words, Language is considered the prime tool of communication.
Listening is the ability to accurately receive and interpret messages in the communication process. •
Listening is key to all effective communication, without. the ability to listen effectively messages are
easily misunderstood. •
Speaking skill is a skill of using language to communicate using verbal or nonverbal symbols orally in
different context that can be improved through learning language.
Written Communication involves expressing yourself clearly, using language with precision; constructing
a logical argument; note taking, editing and summarising; and writing reports. There are three main
elements to written communication. Structure – the way the content is laid out.

6. Observe good communicators around you: Identify individuals, family and friends who consistently
communicate ideas and information clearly with respect, empathy and confidence. Observe and take
notes on the specific ways they communicate with others.
interpersonal in communication skills Essentially, it's the process of people exchanging ideas,
information, feelings and intent through messages and signals. Interpersonal communication consists of
any exchanges between people – this can be face-to-face but can also exist online or over the phone.
Communication flexibility means being able to adjust your communication style to achieve an outcome.
An outcome could be getting approval on a new project, getting more organizational resources, getting
a promotion, or convincing the executives on a new business direction.
Ability to understand subject
It's about understanding the emotion and intentions behind the information. As
well as being able to clearly convey a message, you need to also listen in a way
that gains the full meaning of what's being said and makes the other person feel
heard and understood.
1. Having sufficient knowledge of the subject to effectively communicate about it:Effective
communication requires us to be clear and complete in what we are trying to express. Being an
effective communicator in our professional and personal lives involves learning the skills to
exchange information with clarity, empathy, and understanding.
2. Understanding the technology just enough to confidently explain the
technology Technology is the use of scientific knowledge for practical
purposes or applications, whether in industry or in our everyday lives. So,
basically, whenever we use our scientific knowledge to achieve some
specific purpose, we're using technology.