Modes of Communication and Writing Skills Practice Flashcards
Fundamentals of Communication
Etymology and Definition: The term communication is derived from the Latin word communis, which means "common." Therefore, to communicate means to make something common, to make it known, or to share. It is a meaningful exchange of information between two or more people, referred to as the sender and the receiver.
Scope of Communication: Sharing ideas and feelings is expressed through facial expressions or language. The process involves four key actions: listening, speaking, observing, and understanding.
Mediums of Interaction: Communication occurs through several channels, including:
Face-to-face interactions.
Phone conversations.
Digital communications (email and social media).
The Two-Way Process:
Giving Information: Sending information through speaking and writing.
Receiving Information: Acquiring information through reading and listening.
Sender: The person who sends the information.
Receiver: The person or group that receives the message.
Criteria for Fruitful Communication: Communication is successful when both the sender and the receiver understand the same information. The objective is to receive information with as little distortion or alteration as possible.
Methods of Communication: Verbal
Overview: Based on the channel used, methods are categorized as Verbal, Non-Verbal, and Visual.
Verbal Communication: Information is conveyed in the form of spoken words in any language. It makes processing and conveying thoughts faster and easier.
Oral Communication: Involves speaking either face-to-face or via phone, voice chat, and video conferencing.
Effective Elements: Language competency, vocabulary, general awareness, domain knowledge, and listening skills.
Formal Examples: Lectures and conferences.
Informal Examples: The "grapevine" (gossip or rumor mills), brainstorming sessions, and casual conversations.
Factors of Effectiveness: Clarity of speech, voice modulation, pitch, volume, and speed.
Pacing Advice: Do not speak too fast (audience cannot grasp) or too slow (breaks flow and causes distraction).
KISS Acronym: Keep It Short and Simple.
Advantages: Quick feedback, powerful persuasion, immediate doubt clarification, time efficiency in transmission, and cost efficiency.
Disadvantages: Lack of legal validity, difficulty with varying accents, emotions may be misunderstood, lack of permanent record (unless recorded), and unsuitability for lengthy messages.
Written Communication: The exchange of information in written form, whether handwritten or typed electronically. Examples include letters, reports, business proposals, press releases, contracts, memos, emails, texts, SMS, social media posts, handbooks, posters, and brochures.
Role: Indispensable for formal business communication and legal instructions.
Effectiveness Factors: Writing style, grammar, vocabulary, and clarity.
Advantages: Detailed information, easy reference, suitable for long messages, easily documented, and holds accountability.
Disadvantages: Limited to literate people, delay in communication, and delayed feedback in decision-making.
Non-Verbal and Visual Communication
Non-Verbal Communication: Comprises gestures, body language, symbols, and expressions used to communicate moods, opinions, or reactions.
Facial Expressions and Body Language: Facial expressions are the most common non-verbal form (e.g., a smile or frown conveys distinct emotions). Other components include:
Eye Contact: Essential for looking prepared and professional.
Body Posture/Stance: Standing/sitting straight vs. slouching (disinterest).
Gestures: Waving, pointing, or forming a "tower" with hands (can seem imposing).
Touch and Gaze.
Paralanguage (Tone): Voice quality, intonation, pitch, stress, emotion, and style of speaking. Proper tone, speed, and volume are mandatory.
Appearance: Dressing style sets the first impression and communicates personality.
Specific Body Language Cues:
Do's: Smile/nod to show active listening; firm handshake (dry hand); stand/sit straight; hold arms parallel (openness); use mirroring to build rapport and trust.
Don'ts: Avoiding eye contact (unprofessional); moving hands wildly (signals lack of confidence); nervous movements like cracking knuckles or biting nails (anxiety); slouching; crossing arms (defensive/uninterested); rubbing palms/towering fingers (imposing thoughts).
Advantages of Non-Verbal: Complements verbal communication, helps hearing-impaired people, and aids communication with specially-abled individuals.
Disadvantages of Non-Verbal: Unsuitable for long discussions, gestures may be misunderstood, and often subjective (culture/context dependent).
Visual Communication: Relies on visual cues like signs, typography, drawings, placards, presentations, illustrations, and electronic resources.
Examples: Microsoft Excel charts/graphs for data analysis; multimedia presentations in teaching.
Advantages: Complements oral communication, aids information retention, and reduces time needed for understanding.
Disadvantages: Hardware equipment can be expensive.
The Communication Cycle
Core Principle: Communication depends on both the conveyor's method and the manner in which the receiver understands the message. Misinterpretations cause confusion and missed opportunities.
Elements of the Communication Process:
Sender: The person initiating the information.
Message: The specific information, points, or ideas intended for the receiver.
Encoding: The process of converting information into words, pictures, or gestures for transmission.
Communication Channel: The medium used ( like meetings/phone, like letters/emails, or like video chats).
Decoding: The process by which the receiver interprets the encoded message.
Receiver: The person or group receiving and interpreting the message.
Feedback: The reaction or response (verbal or non-verbal). Success is defined as the receiver’s reaction matching the communicator’s intent.
Context: The situation or setting in which the message is delivered.
Importance of Effective Communication:
Base for Coordination: Managers use two-way communication to explain goals and resolve queries, promoting mutual understanding.
Basis of Decision Making: Provides correct and timely information for action.
Increased Competency: Facilitates the allocation of targets and instructions to subordinates.
Stress Reduction: Clarity allows focus on tasks rather than worrying about procedures.
Socializing Tool: Adjusts physical and social aspects of work.
Effective Management: Empowers management to convey policies and resolve conflicts.
Smooth Workflow: Essential for coordination between employees.
Confidence Boost: Influencing others and earning trust increases morale.
Perspectives in Communication
Definition: Perspective is an individual's point of view through which they interpret messages based on knowledge, beliefs, and intentions. It reflects how one sees the world and others.
Factors Affecting Perspectives:
Language: Incorrect word usage or jargons act as barriers. Interpretation depends on how words are linked to meaning. Simple words and synonyms should be used.
Visual Perception: Humans believe what they see, but the brain processes and interprets this information subjectively (e.g., optical illusions where one image contains two faces).
Past Experience: Previous events shape attitudes. Example: A student who was laughed at for asking a question may stop asking questions out of fear. Positive self-talk is recommended to focus on the of life that accounts for how we handle situations versus the that happens to us.
Prejudice: Preconceived, fixed opinions leading to bias or discrimination due to ignorance. Examples include gender bias or social status preference. Overcoming this requires respecting skills regardless of background and avoiding the "I know what they will say" attitude.
Feelings: Emotions influence judgement (e.g., shouting at family after losing a sports match).
Environment: Noisy, crowded, or smelly surroundings adversely affect communication.
Culture: Gestures vary (e.g., waving is offensive in Greece; firm handshakes are rude in Turkey/Middle East; avoid thumbs-up in the Middle East).
Belief: Ideas held as true (religious/societal). Beliefs act as filters/lenses that can result in biased behavior.
Public Speaking and Communication Barriers
The Ps of Public Speaking:
Prepare: Pick a topic for the audience; decide what listeners need to know; plan a clear order of ideas.
Common Barriers:
Linguistic: Accents, specialized vocabulary, or poor skills.
Physical: Noise, closed doors, faulty equipment, or isolation.
Cultural: Differences in dress, religion, food, and manners.
Organizational-Structure: Hierarchies and lack of transparency.
Psychological: Stage fright, phobias, or depression.
Emotional: Lack of emotional maturity/dominance of emotions.
Perceptual: Different interpretations of the same info.
Technological: Skill gaps or lack of access to tool updates.
Basic Writing Skills
Definition of Writing: A skill (not a talent) that can be improved. Effectiveness depends on word choice, sentence sequence, grammar, and punctuation.
Structural Units:
Phrase: A group of related words without both a subject and a verb (e.g., "in the field," "under the tree").
Clause: A group of words with a subject and a predicate. It can be a simple sentence or part of a larger one (e.g., "Riya lives in a house [which is made of wood]").
Sentence: A group of words making complete sense/expressing a complete thought. Formatted with a capital letter at the start and a punctuation mark at the end.
Parts of a Sentence:
Subject: Person/thing performing the action.
Verb: Describes the action.
Object: Receiver of the action.
Direct Object: Answers "what?" (e.g., "gave a book").
Indirect Object: Answers "to/for whom?" (e.g., "gave me").
Types of Sentences (Purpose):
Declarative: States facts/reports events; ends with a full stop (e.g., "Dia worked hard.").
Interrogative: Asks a question; ends with a question mark (e.g., "Did you dance?").
Imperative: Expresses order, request, advice, or command; may lack a subject (e.g., "Please pass the pen.").
Exclamatory: Expresses strong feelings (surprise/sorrow); ends with an exclamation mark (e.g., "What a shame!").
Types of Sentences (Structure):
Simple: One independent clause with a subject and verb (e.g., "The dog barks.").
Compound: Two or more independent clauses connected by conjunctions like and, but, or, so (e.g., "I went to meet him but he was not at home.").
Complex: Contains independent and dependent clauses.
Parts of Speech and Articles
Eight Parts of Speech:
Noun: Names person, place, thing, quality (Proper, Common, Collective, Abstract, Countable, Uncountable).
Pronoun: Replaces a noun (Personal, Possessive, Demonstrative, Interrogative, Reflexive, Indefinite, Relative).
Adjective: Describes a noun/pronoun.
Verb: Conveys action, process, or state (Doing, Being, Having).
Adverb: Adds meaning to verb/adjective/adverb (Time, Place, Manner, Degree).
Conjunction: Joins words/phrases/clauses (and, but, or, because).
Preposition: Shows relation between noun and other words (in, on, at, across).
Interjection: Expresses sudden feeling (Hurray, Alas).
Articles:
Indefinite (a/an): 'A' before consonant sounds; 'An' before vowel sounds (Note: "an hour," "a university," "an MA").
Definite (the): Refers to specific things or unique universal objects (The Moon, The Sun). Generally not used for names of continents, countries (exceptions apply), or languages.
Paragraph Writing
Structure: Consists of a Topic Sentence (introduces idea), Supporting Points ( minimum, with evidence/examples), and a Concluding Sentence (links back to main idea).
Four Essential Elements:
Unity: One controlling idea.
Order: Logical organization by importance.
Coherence: Sentences connect via consistent verb tense and point of view.
Completeness: Well-developed support for the main idea.
Tips: Use simple language, avoid jargons, organize chronologically or by importance, and create a new paragraph for every new idea.