Purposive Communication 2.

Appreciate the difference of the varieties of

spoken and written language (english).
Morphology - Study of word structure 3. Adopt awareness of audience and context in
Syntax - Arrangement of words in sentence presenting ideas.
Independent Clause - can stand alone in sentence 4. Appreciate the impact of communication on
Dependent Clause - can’t stand alone in sentence society and the world.
Phonology - refers to sound of words
IPA - International Phonetic Alphabet COMMUNICATION
Modifier - adjective, gives information - Act of giving, receiving, and sharing
about—another word in the same sentence. information through talking or writing and
Single word modifier - before the word it modifies listening or reading.
Phrase/Clause modifier - after the word it modifies - Process of transmitting information from one
Vowel Sounds (11), consonant sounds (24), person, place or group to another
diphthongs (3) - Act of transmitting information, ideas, and
attitudes from one person to another
Ship vs sheep - The interchange of thoughts or opinions
Cup vs cap vs cop through shared symbols; eg. language,
Kite - [K-ai-t] words, phrases
Bake - [B-e-k]-[ey] - Process by which people share ideas,
experiences, knowledge and feelings
Learning Outcomes: through the transmissions of symbolic
A. Knowledge: messages
1. Describe the nature, elements & functions of - Process of sending and receiving messages
verbal and non-verbal communication in various that convey information, ideas, feelings and
multicultural contexts. beliefs
2. Explain how cultural and global issues affect - Process of meaningful interaction among
communication. human beings.
3. Determine culturally appropriate terms, - Act of conveying meaning to another person
expressions and images. using mutually understood signs and
4. Evaluate multimodal texts critically to enhance semiotic rules… The channel of
receptive (listening, reading, viewing) skills. communication is the manner in which the
5. Summarize the principles of academic text message is sent: speaking, writing, video,
structures. audio, emails, text messages, body
B. Skills: language, etc.
1. Convey ideas through oral, audio-visual and/or - Process by which information is exchanged
web-based presentations for different target between individuals through a common
audiences in local and global settings using system of symbols and signs of behavior
appropriate registers. (Webster’s Dictionary)
2. Create clear, coherent and effective - Interchange of thoughts, opinions or
communication materials. information by speech, writing or signs
3. Present ideas persuasively using appropriate (Robert Anderson)
language resistors, tone, facial expressions and RECEPTIVE SKILLS - LISTENING, READING
gestures. PRODUCTIVE SKILLS - TALKING, WRITING
4. Write and present academic papers using IMPORTANCE OF COMMUNICATION
appropriate tone, style, conventions and reference 1. It is the key to sharing a good relationship
styles. with your family members. Family members
C. Values: share their happiness, sorrow, and stories
1. Adopt cultural and intercultural awareness and through communication.
sensitivity in communication of ideas.
 2. It is the most important factor that helps you Separation Barrier: by physical
share a good relationship with your family. objects like walls, etc.
Without communication, you wouldn’t know Distance Barrier:
many things about members of your family. Noise Barrier: traffic noise
3. Neglecting communication leads to having disturbance, etc.
uncomfortable relationships with close Time Barrier:
family members of your family. 2. Cultural Barrier - when we interact with
4. The ability to understand people is the key people from other countries or cultures.
to operating effectively in many professions. Greetings: Indian fold hands,
5. Most of your interactions will depend on Japanese bow and greet, West shake hands
your ability to communicate successfully Stereotyping: based on race,
with a wide range of people: your boss, nationality, age and religion.
co-workers, clients, and the different Behavior: Touching, getting into
vendors who come into the salon to sell personal space, eye contact, etc. can be treated as
products. misbehavior.
6. When you clearly understand the movies Gestures: Hand movements can be
and needs of others, you are in a better misinterpreted.
position to do your job professionally and 3. Gender Barrier - socially constructed
easily. obstacles that obstruct a particular group of
7. A deeper level of communication requires a people by gender
person to open up, explain why they feel - Behavior that shows favoritism toward one
certain things, talk about their traumas, and gender over another. Most often, gender
the happy incidents in their life - it’s allowing bias is the act of favoring men and/or boys
someone to get to know you. over women and/or girls. By sex, we mean
8. Communication helps human beings to biological differences assigned to females
connect with each other as individuals and and males in order to distinguish between
as independent groups. the two.
9. Other reasons why communication is 4. Perceptual Barrier - looking from our own
important. perspective
a. For information dissemination - The most common problem is that
b. Expressing emotions/ideas people have different opinions.
c. Education - The varied perceptions of every
d. Building Relationship individual give rise to a need for
e. Entertainment effective communication.
f. Decision-making - We all have our own preferences,
values, attitudes, origins and life
experiences that act as “filters” on
our experiences of people, events
and information.
- Support your points with facts and
evidence. That type of proof helps to
back up your claims, regardless of
someone’s perceptions.
- View situations from a different
perspective, and encourage team
members to do the same. It’s easy
for us to get stuck in our own way of
BARRIERS TO EFFECTIVE COMMUNICATION
thinking. Putting yourself in someone
1. Physical Barrier - pertains to the physical
else’s shoes can help you
distance between people communicating.
 understand other intentions,
opinions, and approaches.
- Ask clarifying questions. These
require that you operate based on
the information in front of you, rather
than your assumptions.
5. Language barrier (Linguistics) - a barrier
to communication between people who are
unable to speak a common language
- the difficulties in communication
experienced by people or groups
originally speaking different
language, or even dialects in some
cases
Some common language barriers:
a. Language barrier in Proficiency
- when someone who doesn’t understand a 6. Psychological barrier (Emotional
certain language well is trying to barrier) - refers to the internal belief of a person
communicate with someone who that stops him from effectively completing a task
understands it perfectly - also refers to the emotions, opinions,
b. Technical language barrier and status consciousness of an
- used to describe a situation when a gap in individual and has a direct impact
technical knowledge presents two or more on his ability to communicate with
people from efficiently communicating with others in a positive frame of mind
one another - Emotions and communication are
- goes hand in hand with the use of closely related. For example, if you
professional jargon by experienced workers, feel uneasy or anxious, you might
which newcomers and outsiders typically resist the urge to speak up. If you’re
struggle to understand angry and heated, you’ll have a hard
c. Cultural language barrier time receiving information that’s
- it is when what seems completely normal to being given to you.
people from one culture may seem strange
or even bizarre to people from a different Retention capability
race - Inattention: not paying attention
d. Physical language barrier - Status: junior are afraid to put their opinions
- some language barrier problems are in front of senior persons
created by physical impediments, such as - Closed minds: being stubborn
hearing loss or stuttering, wherein such - Source of communication: stereotyping the
conditions can affect both the ability to speaker
convey a message as well as the ability to - Emotional: getting offended or too excited
understand what is being said - Attitude and opinion: not responding to a
person when we have a negative opinion of
Semantic: sentence and words can be that person
misinterpreted
Jargon: acronyms, etc Causes of psychological barriers
Accent a. poor retention - thus, vital information is lost in
the transit
b. distrust - the receiver will not listen to reason or l. self-centered attitude – Human beings are
whatever is being said to him because the self-centered by nature.
conversation for him is meaningless - They see and hear things as per
c. doubt and uncertainty – these trigger fear of their interests and desires.
failure and prove roadblocks in the path of success m. psychological distance - could occur because
and growth of diversified perceptions, social values, and
d. emotions – an essential trait of a person with motives
psychological barrier is that he is not emotionally - causes misunderstanding, hinders
stable as restlessness, confusion, nervousness, the communication process, and
and anger become part of his emotions creates psychological distance
e. loss by transmission – whenever vital 7. Interpersonal barrier - the ones present
information is exchanged, its credibility is outside an individual’s own self – in the external
somewhat reduced environment between the sender and receiver of
f. premature evaluation – An essential trait of the message and are relatively outside the
people with psychological barriers is that they are individual’s control.
impatient and tend to have selective listening - poor self-esteem, social anxiety, and
powers. other issues can make it difficult for
- They do not try to comprehend the people to feel comfortable by
meaning of the words, instead, they opening up to others, which hurts
jump to conclusions immediately their ability to communicate feelings
without considering all the aspects of accurately to others as well as their
the information. ability to interpret others
g. lack of attention – When an individual does not
pay attention to the things around him, nor does he Interpersonal communication barriers may
pay heed to the words that are spoken to him, it surface due to various known and unknown
means that he is preoccupied with his thoughts. external elements such as:
h. anger – The state of mind is an essential
psychological barrier in communication. If the a. attitude of superiors – a superior who is hostile
sender is angry when he is sending the message, to subordinate’s views and not open to suggestions
the anger might reflect his work or message. The will end up not receiving information and ideas
sender of the message might come across as b. stereotyping – rigid perceptual labeling or
unapproachable, and the receiver might feel stereotyping hinders people from modifying or
threatened because of it. altering their perceived opinions – people with
i. close mind – An individual will put his needs and different backgrounds or knowledge may interpret a
requirements above others, and this is the reason communication in different ways
why he tries to filter all the received information as c. lack of credibility or reputation – Credibility
per his convenience. refers to the level of trust, reliability, and sincerity
j. resistance to change – A closed mind set and that an individual brings to a situation.
the fear of facing a new situation is the reason why - If the credibility of the sender or the
some people resist change. message is questioned, the quality of the
- They have established opinions receiver’s understanding, acceptance and
about specific matters or social response tends to get reduced.
customs and do not like to change d. wrong medium – Selecting the wrong rather
their perception at all. than in writing. channel or medium often results in
k. false assumptions – If the sender of the communication breakdown.
message does not explicitly communicate the - When a message is emotional, it is better to
instructions, then the receiver might misunderstand transmit it face-to-face rather than in writing.
the message.
 - It can be risky to discuss issues via e-mails TYPES OF COMMUNICATION
because it lacks the capacity for rapid A. Organizational Structure
feedback and multiple cues. 1. Formal Communication - a flow of
e. semantic problem – concerned with meaning of communication through formally established
words and the way they are used channels
- vague words or excessive use of technical - May be oral or written
terms or jargons may cause communication - Mostly controlled by managers
barrier - Hierarchical in nature and associated with
f. inconsistent cues – sending inconsistent cues the superior and subordinate relationship
between verbal and non-verbal communication will - Generally linked with formal status and
confuse the receiver positions of a person
- May be upward, downward and horizontal
8. Intrapersonal barrier - are obstacles
within the self that stop us from sending and Advantages of Formal Communication
receiving information effectively - Follows the principle of unity and command
- individuals have their own - The orderly flow of information and
preconceptions due to their systematic
personality, education, experiences, - Helps in fixing responsibilities for better
culture and values efficiency
- Managers have full control of nature and
How to overcome: direction of communication
1. nurture a broader, unbiased perspective - Helps in maintaining authority relationship
2. practice empathy whenever possible - The flow of instruction is very specific, clear
3. identify the other person’s background and definite
4. use phrases such as “in my opinion” or “evidence - Helpful in maintaining direct contact with
suggests” to interpret facts that have not been subordinates
established yet
5. don’t jump to conclusions or make hasty Disadvantages of Formal Communication
assumptions - Time-consuming process
6. stick to the subject - Lacks of personal contacts and relationship
- May be resisted and distorted
Examples of intrapersonal barrier: - Delays the communication message due to
- talking to yourself the formal procedure
- reading aloud - Obstructs the free, smooth and accurate
- writing circulation of information
- thinking 2. Informal Communication - refers to
- meditating communication on the basis of personal relations
- singing - Unstructured, unofficial, unplanned
- analyzing - Does not follow the formal channels
established by the management.
TYPES OF COMMUNICATION - Often flows between friend and intimates
and related to personal rather than
Classifications of Communication “positional” matters.
1. On the basis of Organizational Structure - Cannot be demonstrated on the chart and
2. On the basis of Direction not regulated by formal rules and
3. On the basis of Mode of Expressions procedure.
- A result of social interaction and satisfies
the natural desire of people to communicate
with each other.
 - Helpful in countering the effects of work c. Probability Chain
fatigue and monotony and serving as - an informational network where each of the
source of job-related information individual tells others the same message
- Also referred to as grapevine - the source of information for each of the
communication person hearing the message is
Grapevine communication - different
carries unofficial information; - a random process in which someone
- Not reliable source of transmits the information to others in
communication accordance with the laws of probability; then
- Manages should be very careful these others tell still others in a similar
about such communication way

“The informal communication system is built around

the social relationships of the members of the
organizations.” - Herbert Simon

Types of grapevine communication

a. Single Strand Chain

- those which follow single chain transmission
● e.g. A tells B, who tells it to C and d. Cluster Chain
so on. The longer the strand, the - an informational network where someone
more is the distortion and filtering first tells the message to the selected
effects individuals and those selected individuals
● e.g. If any employee is at the verge pass the same information to other selected
to be declared as the new team individuals and the process continue in the
leader, then this message travels in same way
a single chain - one person shares information with a group
of selected individuals and in turn each of
those individuals shares that information
with others
- Most of the informal communication follows
b. Gossip Chain this chain. The pivotal or the center person
- those in which Group of people gather to passes the information to the other persons
discuss matters of mutual interest. who pass the information to the other
- these chains are generally considered to be selected persons
slow in passing the information
● e.g. A message of ‘not-on-job’ is
passed through this type of chain
Some general characteristics of Grapevine information based on fabrication or rumor is
Communication supposed to be transmitted more in a better way
through grapevine
1. Huge Impact – a large number of employees in
an organization depends on the grapevine because 10. Contradictory Information – the same
they consider this as the primary source of information which is transmitted through formal
information as well as the reliable channel to chain can be distorted and therefore can raise
communicate about the facts and events within the contradiction if it passes through grapevine
firm
Advantages of informal communication
2.Extensive – links the whole organization very - flexible and reliable channel of
quickly; from top to bottom of an organization, communication
nobody is left from the touch of grapevine; - creates mutual cooperation
considered very effective communication - may work as a valuable aid in
communicating organizational rules, values
3. Flexibility – more flexible than formal channels and morale
because formal channels require various formalities - helpful in building teamwork in the
whereas grapevine is free from those formalities; organization
gossiping, sharing moments or conversation are - provides effective feedback to the manager
enough to create a grapevine. - supplements formal communication
- creates successful public relations in the
4. Speed – information moves very quickly through organization
the grapevine; (grapevine runs faster than the - will lead to success, if implemented
wind.) efficiently

5. Distortion – the spread of information is likely to Disadvantages of informal communication

be distorted as it moves point to point, terminal to - creates misunderstanding and uncertainty
terminal or person to person (e.g. Mr. X got married - chain interpretations of information may
recently, such information can be distorted as Mr. X change due to different perceptions of
got married outside of his country two years ago. the persons involved in whispering
- source cannot be identified, thus, it is
6. Oral Way – grapevine uses oral techniques more difficult to believe in information
rather than written or non- verbal techniques; oral - sometimes leads to leak secret information
communication involves less time; grapevine is - information is inaccurate and distorted as
likely to be dependent on oral mode the information passes through
- difficult to control it as its flow and direction
7. Large Receivers – as the text or essence of cannot be checked
grapevine is catchy, there exists a large receiver to
deal with it; a huge number of individuals are B. On the basis of Direction
always there to take part in grapevine
Vertical Communication:
8. Extra Ability – grapevine can pierce the strong - follows a linear system where information
security and can fly from the mouth to mouth very flows from one person to the next based on
easily; has more ability to spread throughout the their titles
whole organization - mostly reserved for sensitive information or
if an organization follows a
9. Unsaid Information – grapevine normally hierarchical structure
carries those information that formal
communication does not wish to convey;
 Benefits and Drawbacks of Vertical confusion, misinterpretation and a lapse in
Communication judgment

Vertical communication: c. Disgruntled employees - often, employees at

- not restricted to a rigid, traditional workplace the associate-level feel left-out or overlooked
- several organizations follow a flat because of a hierarchical flow of communication;
organizational structure and rely on they may want to share their ideas with senior
vertical communication management but the layers of authority may end up
- depends on the type of information – its discouraging them
importance and urgency – that
determines whether communication will flow 1. Downward Communication (a type of vertical
vertically communication)
- communication that takes place from
Benefits: superiors to subordinates in a
a. Sensitive Information – better to share it first chain of command
with senior management that the entire - the flow of information and messages from
organization a higher level inside a
● e.g. may be related to new investments, organization to a lower one
employee oversights or performance reports - information flows from senior management
to associates
b. Workplace relationships – helps maintain - may be in the form of orders, instructions,
relationships and mutual respect in the workplace policies, programmes, etc.
● e.g. go to your team leader before - may be written or verbal
communicating with your manager so that - the management usually sends an email or
your team leader will appreciate your informs the next person-in-
initiative strengthening your rapport with charge
them - the information can be of a critical nature -
which is another reason why it
c. Error-free work – sharing your work in a is not directly shared with employees
hierarchy makes it error-free because it is edited
and proofread multiple times Effective downward communication is crucial to an
- helps organizations stay on track and avoid organization’s success.
setbacks
● e.g. First, your team leader will review your The following messages are induced in the
work before the manager can sign off. downward communication:
a. Confirmation regarding performance
Drawbacks: b. Work assignment and directions
a. Laziness - employees may start sleeping on c. Orders, guidance and responsibilities
work quality with the belief that it will be reviewed d. Ideological type of information
several times before being finalized e. Organization Procedure and practices
- leads to complacency in the workplace
where employees stop making an effort induce – persuade or convince
- start relying on others to take care of their
tasks for them

b. Subject to misinterpretations - messages that

are shared verbally are open to interpretation; the
way the sender moves, speaks and acts can impact
the way the message is received; this can lead to
 Vertical Communication:

2. Upward Communication (a type of vertical

communication)
- when messages are transmitted from
bottom to top of the organizational
hierarchy
- when information flows from associates to
senior management
- when employees have to update their
managers about their work status,
share findings or research and inform them
of something important
- main function is to supply information to top
management
- essentially participative in nature and can
flourish only in a democratic organizational
Downward communication - is the process of environment
information flowing from the upper levels - may be in form of progress report,
(superiors) of a hierarchy to lower levels suggestions, grievances, complaints, etc
(subordinates).
Advantages of upward communication:
Advantages of downward communication: - management can use feedback effectively
- helpful in controlling the subordinate in their plan and procedures
- explains the plans and policies of the - help subordinate to communicate their
organization to employees views to top management
- a tool to delegate authority - supports innovative ideas and suggestion
- helpful to tie among employees at a - support in harmony and mutual cooperation
different level among management and subordinate
- Encourages the effectiveness of upward - managers are able to evaluate the impact of
communication through feedback communication
- helps in preparing the people to introduce
change Disadvantages of upward communication:
- subordinate provides only favorable
Disadvantages of downward communication: information to upper management
- tends to promote one-way communication - may be discouraged due to lack of proper
- time-consuming because information response of top management
passes through various levels - takes a lot of time to pass the message to
- sometimes a manager may filter the higher level
information or hold back some of the - possibility of willful manipulation of
information due to fear that it may be information to attain personal goals
unpalatable - there arise a threat that superior may react
- as communication takes time, sometimes negatively
message become ineffective and can
lose significance
3. Horizontal Communication - used to spread information at different
- when communication takes place between levels of an organization to improve
two or more persons who are working at understanding and coordination so as to
same level achieve organizational objectives
- takes place mostly during a committee - This, where the persons who are neither
meeting or conferences working in the same department nor
- main object of such communication is to has similar level are communicating
establish inter-departmental coordination - cuts across the levels of organizational
- “is lateral or diagonal message exchange structure
either within work – unit boundaries,
involving peers who report to the same Advantages of Diagonal communication:
supervisor or across-work unit boundaries, - may speed up the flow of information
involving individuals who report to different - can help a healthy environment and
supervisors” (Bartol and Martin) relationship
- “the exchanges between and among - can also build better coordination among
agencies and personnel on the same level staff members
of the organizational chart” (William A. - can help in solving problems easily as
Conboy) different ideas are brought together

Advantages of horizontal communication: Disadvantages of Diagonal Communication:

- helps in avoiding duplication of work - can create doubts and uneasiness among
- solves interdepartmental conflicts superiors who are bypassed as it is
- facilitates establishing coordination between likely to bypass the chain of command
different departments of the - superiors may see diagonal communication
organization as interfering with their work
- communication process is computed - can easily lead to leakage of information
smoothly without any barrier and grapevine
- helps in maintaining social and emotional
support among the peer group

Disadvantages of horizontal communication:

- lack of motivation to communicate
- usually they hide information due to rivalry
between them
- lacks authoritativeness

4. Diagonal Communication
- an exchange of information between the
persons at a different level across
departmental lines
 TYPES OF COMMUNICATION - May also be in the form of informal
conversation, group discussions, meetings,
On the basis of Mode of Expression etc.
1. Verbal Communication - More effective means of exchange of
2. Non Verbal Communication information because the receiver not only
hears the message but also observes the
Verbal Communication physical gestures of the speaker
- Communication to express our views,
information, and ideas as in the form of ADVANTAGES OF ORAL COMMUNICATION
sound and words. - Useful in providing good leadership
- An exchange of information by words either - Provides an opportunity to participate in all
written or oral the members in decision making
- Consists of speaking, listening, writing, - Saves time and message react to the
reading, etc. receiver very quickly
- The most preferred mode of communication - An economic source of communications
- The spoken part usually involves - More effective as body language can be
face-to-face communication observed along with hearing of the
- May also refer to communication through message
radio, television, or mobile phones. - Reaction can be received easily and quickly
- Messages can be conveyed clearly
The series of words and grammar rules because, in case of any confusion, the
define the language. Two or more persons can clarification can be sought immediately.
quickly communicate if they are aware of their
languages. It might be difficult for people to DISADVANTAGES OF ORAL COMMUNICATION
communicate without a common known language. - Requires the presence of both parties, i.e.
sender and receiver
For effective verbal communication, there must be: - The major drawback of this type of
1. A common language, which everyone communication is lack of proof, thus it has
present can understand no legal validity
2. Encompasses good relations at the - Not suitable when the messages are
workspace and home lengthy
- Does not provide sufficient time for thinking
Two aspects for effective verbal communication: before conveying the messages
1. What to say - Involves a high cost if both parties are at a
2. How to say distant place; the message can be distorted.

People good at verbal communication can easily STEPS ON HOW TO MAKE ORAL
ask some questions or express the information with COMMUNICATION EFFECTIVE
confidence. They also know how to represent their 1. Clarity
words so that people can easily listen. - Speaker should pronounce his
words clearly and correctly
FORMS OF VERBAL COMMUNICATION - He must talk distinctly and slowly
1. Oral Communication - The way a person speaks his
- When a message is expressed through dialogue exercises much influence
spoken words. on the audience
- It may be either through face to face - Clarity of expressions is the aim at
conversation or with the help of electronic all times.
mode such as telephone, cellular phone, etc
2. Brevity - Most of us use them as connectives,
- Messages must be kept as short as filling up a gap when we do not have
possible because when a speaker the correct word/phrase.
keeps on talking for long, his 6. Understand the listener
message is lost in a sea of words - A good speaker must understand
and his listeners tend to become the listener before talking.
inattentive. - People vary in terms of their
- The speaker should not appear education, culture, intelligence level,
unclear, abrupt or discourteous. maturity, etc.
3. Precision 7. Natural Voice
- Message should not be vague or - The speaker should use his natural
incomplete way of speaking in order to look
- Words should mean clearly what sophisticated, some people use a
they are intended to say foreign accent. This reduces the
- An oral message becomes more effectiveness of communication.
effective when it is precise and 8. Logical Sequence
concise. - Before speaking, different ideas to
4. Right words be conveyed should be arranged in
- First caution is to ensure that you a logical order. It helps to make the
know the meaning of the words that speech forceful.
you use. 9. Conviction
- Some words have more than one - A speaker must have conviction in
meaning while some others carry what he says
different meanings to different - Careful understanding, the sincerity
persons. of speech, and intelligent planning
- Be sure what your words will convey are required to develop conviction in
to a trained reader. speech.
- Words should be chosen carefully
and their meaning clarified in the MAIN PRINCIPLES OF ORAL COMMUNICATION
context of usage. 1. Clarity - meaning of the words and the
- The speaker should not presume language should be clear so that the
that the listener would mean the audience does not misunderstand it; avoid
same thing from a word, which the use of technical, very difficult or literary
he/she means. words
- E.g. City, town and metropolis are 2. Simplicity - communication should be
three different words and care simple so that every type of audience finds
should be exercised during using it easy to understand
them. 3. Source of Information - should be reliable;
5. Avoid Hackneyed Phrases audience should be informed about the
- Speakers often use hackneyed source to increase their confidence.
phrases and cliches: ‘you know’, 4. Adequacy - quantity, weightage, expansion
‘you see’, ‘what I mean’, etc. and the subject matter should be decided
- Such phrases interrupt the flow of in a wise manner; communication that are
speech and obstruct the quick grasp lengthy, too detailed and difficult are boring
of meaning besides causing - over abundance of information puts
boredom. Speakers should not use strain on the mental ability; thinking
these phrases unconsciously or and working of the audience
consciously. 5. Consistency - figures and information used
in the communication should not be in
 conflict with the policies, objectives and self confidence and make the
programmes of the institutions communication easier.
6. Principle of time - communication should 14. Selection of main idea - main idea should
not take more time than intended be decided beforehand to make the
- principle of time leaves a good communication easier and interesting
impression on the audience 15. Introduction - It is said that first impression
7. Balance between uniformity and is the best impression, thus, the
adaptability - uniformity of message in the communicator should introduce the
communication should be attempted and on communication with expertise, patience,
the other due importance should be given to cleverness and effectively that the audience
the changer in today’s fast business can connect to it right till the end.
- strike a balance between uniformity 16. Easiness - The communicator should have
and changeability or adaptability of a friendly behavior with the audience so
words; to develop mutual that he can say opinion with ease and the
understanding with the audience and audience too will accept it.
to remove the unnecessary difficulty 17. Researching the topic - information,
of meanings the presenter should figures and other facts related to the
keep in mind the age, education, communication should be collected so that
ability, knowledge and organizational some new ideas Can be joined with the
position of the audience basic thought, that is, change should be
8. Emotional Appeal - because of the lack of acceptable
logic and intellect in some communication, 18. Summary - At the end of the
there should be an emotional appeal so communication, the main points should be
that a positive response can be taken from revised which will make the audience
the audience remember the basic thought of the
9. Consultation - for the effectivity of the communication.
communication, the communicator should
consult all the related people so that he/she 2. Written Communication - form of verbal
can get some new advice and ideas communication, but it is so different than spoken
10. Feedback - After communication, the verbal communication
communicator should try to find the views , - the process of conveying a message
ideas, opinions, objections and feelings of through the written signs or symbols
the audience to develop an understanding - a formal method of communication and is
between the two and the objective of less flexible
communication is also fulfilled. - when opinions are exchanged in written
11. Purpose - In the communicator’s mind, the form, rather than by spoken words
purpose of the communication should be - the sending of messages, orders or
absolutely clear and defined. instructions in writing
- objectives could be one or more - may be expressed through letters, circulars,
- purpose of the communication could manuals, reports, telegrams, office
be to inform, encourage, memos, bulletins, newspapers, magazines,
sympathize, and entertain charts, emails, notes, texts, pictures,
12. Empathy - while doing the communication, postcard, diagrams, etc.
the communicator should put himself in - While using written communication, words
the place of audience which may bring should be selected very carefully
about a similar opinion and creator mutual because message once sent cannot be
understanding altered
13. Rehearsal - before communication, one - formal in nature and cannot be overlooked
should rehearse at least thrice to increase
 - With written communication, it is important
you know your audience, your purpose, and
maintain consistency throughout your
written message.

Advantages of written communication

- provides a future reference: it becomes a
permanent record and beneficial for
formulating new policies
- is accurate; mistakes are not likely to occur
as it is open for verification ad its
authenticity can be checked
- does not require the physical presence of
both parties
- ensures the transmission of information in a
uniform manner
- useful to transmit complex information and it
facilitates the assignation of
responsibilities
- usually removes conflicts and
misunderstanding
- facilitates to convey a message to a large
number of persons at the same time
- is acceptable as a legal document

Assignation = the making of any appointment or

engagement for prostitution or lewdness, or any act
in furtherance of such appointment or engagement Skills for effective verbal communication
1. Listen carefully - Be well prepared to
Disadvantages of written communication. listen; concentrate on the conversation with
- is a time and money consuming way of the speaker rather than thinking about what
communication we will reply to.
- lacks secrecy because message passes 2. Maintain eye contact - Always maintain
through various hands, thus it is said to be a eye contact with the speaker during the
double-edged weapon conversation, either in a meeting or
- not useful in emergency circumstances personally.
- has no chance to alter the message once - Proper eye contact depicts that how
transmitted much we are interested in his/her
- not possible to get immediate feedback thoughts.
- becomes unimpressive if drafted poorly - It is also a sign of appreciation for
- may be interpreted in the wrong manner the speaker.
- requires unnecessary formalities 3. Avoid distractions - Avoid any distractions
during the communication, such as
Written Communication tips: checking mobile phones, people passing
1. Keep it short and simple. nearby, opening and closing doors, etc.
2. Be aware of potential misinterpretation. - If there is a lot of noise, we can
3. Proofread your writing. suggest moving to another place for
4. Collect samples of good writing communication.
4. Do not interrupt the speaker - Do not
interrupt the speaker in between the
conversation because it seems like
disrespect for the speaker.
5. Be clear while speaking - Sometimes, we
require emotional energy to understand
what another person wants to say.
- Always try to be clear while speaking
and listening.
6. Focus on the non-verbal communication
cues - Verbal communication is
communication using spoken words; but it
as focuses on how we represent the
information.
- Our facial expressions, body
language, eye contact, etc. reflects
our way of talking.
- Non-verbal cues should not be
avoided.
7. Be confident - Always be confident while
speaking. Do not think what others will say.
- Confidence depicts our abilities and
importance to ourselves. The voice,
tone, body language, and
awareness reflect our confidence
during the discussion.
8. Be open-minded - We should avoid making
judgments or comments about the speaker. 1. Public Communication - defined as the
Everyone has its perspective, so we should communication of a person with the public
respect the views and thoughts of others. - happens when a person or a group of
9. Be a soft-spoken person - The people people gather and start sharing information
who talk politely with a smile on their face to an audience or give a presentation on
are more likeable. certain topics to deliver a message
- It makes the conversation more - involves a massive assembly of people
effective; also adds enjoyment to e.g. elections, campaigns, public
their lives. speeches, public speaking events,
10. Represent the information in short - We conferences, seminars, press conferences,
should not add paragraphs or stories to our newspaper editorials, billboard
discussion for it makes the listener bored, advertisements, other forms of public
and he/she may get distracted. We should communication: mass media (newspapers,
try to represent our ideas and information as magazines, radio, TV) which are a powerful
short as we can. It makes our tool of public communication, etc.
communication more clear and interested.
Types of public speaking:
1. To inform - to impart information on a
particular topic or issue
- should be short and precise
 2. To persuade - when you try to change the understanding and makes them
way your audience views an idea of product remember the words of the speaker
or person, and so on long after he has finished
- aim to influence and change their
opinion to either favor or disfavor the 2. Small-Group Communication - refers to
subject matter communication that occurs within groups of three to
- keep in mind that you have to show 15 people
your enthusiasm while speaking - the number of people participating in such
- also used to influence political and communication is enough to have a good
religious views interaction with each other
3. To actuate - a higher level of persuasive - sometimes such conversations can become
speaking chaotic due to some issues being discussed
- aim to motivate, persuade and - often centers on reuniting behind a common
convince people to move into action goal
4. To entertain - Ceremonial speeches are e.g. school meetings, board
another form of public speaking, usually meetings, press conferences, office
given at weddings, funerals, graduation meetings, team meetings, family gatherings,
parties, retirement parties, etc. etc.

Importance of Public Communication - allows us Functions of small groups

to form connections, influence decisions, and 1. give their members a forum in which to share
motivate change their thought on a common interest
2. to accomplish a goal or complete a specific task
3. address issues that individuals cannot tackle
alone
4. Families, as a primary group, do not employ a
structured type of communication, unless they need
to resolve a problem or complete a task.
5. Students often form study groups to explore new
ideas about a common educational discipline or to
complete a project or to review topics for an
upcoming test.
6. Therapy groups help individuals work through
problems in a collective forum, sharing their stories
Importance of Public Communication with people who have similar issues.
1. To win over the crowd - skill or power of 7. Focus groups exist to discuss specific topics
persuasion such that members share their opinions about
2. To motivate people - attains the power to aspects of the product such as its usability,
motivate his or her audience to do packaging and design.
something 8. Social groups exist to satisfy the social needs of
- able to inspire the audience to work their members like discussing their experiences or
harder to achieve their goals planning events.
- influence listeners and create an
environment where everyone walks 3. Intrapersonal Communication - communication
out ready to act within us (within the self)
3. To inform - a vital component of a - also called as internal communication
successful career across all work fields - set of abilities that help you understand your
- sharing knowledge of a subject with own emotions and communicate those
an audience enhances their emotions to others
 - refers to the internal abilities and behaviors - the communication between us and others
that help manage emotions, cope with over the channel
challenges, and learn new information - is associated with emotional intelligence, in
- includes self-regard, emotional a professional context, refer to how we
self-awareness, emotional expression, interact with others
assertiveness, independence, self-thinking, - cover how we behave around others, the
analysis, thoughts, assessments, etc. ways in which we communicate (both
associated with the inner state of mind; but verbally and non-verbally), how we manage
take a closer look on emotional our emotions and attitudes, how well we
self-awareness work with others, etc.
- The person’s internal thoughts or feelings - Interpersonal skills are essential, whether
play a vital role in intrapersonal we are a manager, employee, or looking for
communication. work. Such skills are also known as soft
skills (common skills or core skills) or
Intrapersonal Communication emotional intelligence that determine how
well a person can communicate, behave,
Emotional self-awareness - being aware of how and relate to others.
you are feeling and why
Emotional intelligence (or EQ) and Interpersonal Skills - are one of the top criteria
teenagers may not go hand-in-hand at first glance, used to evaluate job applicants
but more and more teenagers are discovering the - are essential for succeeding in today’s
importance of having EQ skills. workplace
e.g. The skills which relate to emotional - involves the ability to understand,
intelligence, include things like: self-confidence, communicate and work well with individuals
self-discipline, persistence - also includes various and groups developing effective
activities, such as solo speaking, solo writing, solo relationships
dancing, concentration, and self-awareness
Soft skills – include interpersonal (people) skills,
Flex your intrapersonal muscles communication skills, listening skills, time
Simple questions and exercises can help management, and empathy
you better understand how you are feeling in a
given moment and put a name to the emotions you Types of Interpersonal Skills
experience. 1. Communication – one of the most
important interpersonal skills in any job;
communicate verbally and in writing; also
skills in effective public speaking (verbal
communication, nonverbal communication,
public speaking)
2. Conflict Management – whether you are a
manager or an employee, you will likely
need to resolve conflicts at some point of
your job; listen fairly to both sides and use
creative problem solving to arrive at a
solution (conflict resolution, constructive
criticism, counseling, mediating, problem
4. Interpersonal Communication - sometimes solving)
called employability skills (which are crucial, that 3. Empathy – ability to understand and show
hiring managers look for in the candidates applying empathy for others; listen thoughtfully to the
for work). person’s concerns and express compassion
 for their issue (caring, compassion,
diplomacy, diversity, helping others,
kindness, patience, respect, sensitivity,
sympathy)
4. Leadership – requires being able to
motivate and encourage others and help
achieve success (encouraging, inspiring
trust, instructing, management, mentoring,
motivation, positive reinforcement)
5. Listening – goes hand in hand with good
communication; express own ideas, listen to
the ideas of others to feel respected and
valued (listening, curiosity, focus, inquiry)
6. Negotiation – may involve creating formal
agreements (or contracts) between clients
of helping colleagues solve a problem and
determine a solution (negotiating,
persuasion, research)
7. Positive Attitude – make the office a
brighter place; people with friendly, positive
attitude; willing to develop some sort of a
positive rapport with colleagues (behavioral
skills, developing rapport, friendliness,
humor, networking, social skills)
8. Team work – involves collaboration with
others using several of the skills for
interpersonal communication; need to be
able to listen to others and communicate
your own goals, motivate them and resolve
any conflicts that may arise (collaboration,
group facilitating, team building, teamwork)

How to Make Your Skills Stand Out

1. Show, don’t tell – make a good impression
2. Brush up your skills – improve your skills or your
confidence
3. Be nice – remain calm and civil even in stressful
situations