COMMUNICATION

COMMUNICATION

                                                    

*          Functions of a language.

                The civilization is reflected in three priceless possessions of mankind.

The first one is the human ability to think,

The second one is the innate capacity to communicate,

The third one is his specie’s specific competence to acquire and use the language.

The process of communication permits ;us to use and reuse the experiences of others in present as well as in future. We can draw the experience and knowledge from the past into the present and make it ready for reuse in future with the help of the symbols of communication, which stand for some abstract idea.

                Communication is the means by which people relate to one another.  The society in general or an organization of any type cannot exist without the relations that are built and strengthened by communication.

**           Conventional modes of communication.

                Signalling,  messangers, doves, lights, drums, announcements, etc.

1.        Communication Role

                Communication is the transmission and reception of information. Communication  is a method of sharing our feelings, thoughts and ideas and forming relationships with fellow beings.  Every second we need to communicate with others. The inability to do that leads us to failure and personal degradation.  If we know the art of communication we can easily avoid a lot of waste of time, energy and money and save our personality. Communication is not merely transmission of meaning from one person to another through symbols. Communication implies that the system of communication is commonly owned, accepted and recognized by the members of a community. It enables them to acquire, exchange, store retrieve and process information. Thus communication is essentially a social affair.

2.        Communication Importance-

Communication is a  crucial factor in human life particularly where collective  accomplishment is required. It is highly impossible to be successful without proper communication skills. It is not only to a layman but also to a professional. Better skills will provide, better opportunities. Social advancement is depending on this. The development of efficient techniques of communication to sustain the tempo of growth. In modern professional organizations a great deal of importance is therefore attached to devising and maintaining an efficient system of communication. It has been analysed that in research field 70% to 80% of the total working time is spent on communication.

                When we talk, when we work with people, when we write books, when we read different print material, when we listen to different audio visual systems we need a language which is highly important for communication.

                As wide range of specializations are taking place in every field, it has become compulsory to enrich special vocabulary for each branch. New words are to be adopted, or new meanings are created to the old ones, or words no longer in use are deleted. How fast these things are taking place at that pace common man is not changing his frame. So in this fast changing world, language improvement Is highly important.

2. a]  Communication Importance - In corporate sector

                The sectors where crores of rupees flow like water having only ‘profit ‘ as main motto may be called Corporate sector. To day this corporate sector has become a battle field.

2. b]  Communication Importance - In career building

3.        Verbal  Communication

It consists of spoken and written. 

Again the spoken language is formal and non-formal [informal].

Formal :- When we speak to elders, VIPs, and others of that stature we use a formal language. That language contains respect, or obedience. The way we use it also shows our social status, closeness to that person etc.

Informal :- The language that we use with our intimate friend, youngsters, classmates etc. In this language  there won’t be any respect.

Eg.          1. The distinguished guests are requested to assemble in the first floor. [formal]

                2. You guys, move to  the first floor. [informal]

4.        Non-verbal Communication

A             There are many non-verbal methods of communication.

1. signals            

2. Flags                

3. Lights              

4. Boards            

5. Actions           

6. Body language :- Personal appearance. It is the first impact of a person on the surroundings and the people. It consists of wearing of dress, decoration, neatness, shaving, colour selection, hair style, make up, etc.

7. Posture :-  The way one sits, stands, and walks. Good speakers stand erect. Drooping means tired, discouraged.  Sitting shows one’s optimism.

8. Gestures :- Playing with a ring, twisting a key chain, clasping hands, breaking twigs, raising scooter noise, shrugging shoulders, eye brows movements…etc. Gestures are a must for either to a listener or speaker.

9. Facial expressions :- Generally face is the index of the mind.

Smile--- friendliness,       frown---discontent         raising eye brows--- disbelief,     jaw muscles movement --- antagonism,  blank looking---no interest,  brightness in eyes---lot of interest,  biting lips or raising eyebrows---no interest ….

10. Eye contact :- It is the best way of showing interest. It shows the sender that the listener is paying more attention. So he tries to reframe his message.

11. Space distancing :- Every one maintains some distance with the other person. The more close we stand to somebody, the more intimacy it shows. Each has a personal territory. General range is 4 to 12 feet. This is ignored when we are in anger, shock, danger, etc.

5.        Group Communication :-

                Group communication is needed in an organization, firm, political party, assembly, or parliament etc. We can not specify the number of participants that would make the group discussion useful. This communication may be horizontal or vertical or both. Horizontal means among the members. Vertical means from worker to officer or officer to staff etc. The top management keeps on sending information to the employees. At the same time gets its feed back. Group communication is established through seminars, meetings and conferences. In this group communication the language used is mostly related to that particular strata of people. In a court lawyers’ language, in a market buyers’ and sellers’ language, in science conference the language of the professors or the scientists’ and so on change.

6.        Effective  Communication:-

                Effective communication plays a vital role not only in our professional lives but also in our personal lives. Effective learning and teaching  is for better human relations and better media expressions and so on. Even in a foreign country we won’t feel strange.

                For effective communication, one should have proper planning, preparation and background research; then put that information on paper; then edit it, before execution.

                Use of appropriate words is a must.

                                Eg. Rajiv Gandhi is killed.  X

                                      Rajiv Gandhi is assassinated.

7.        Barriers of Communication

                In a communication system sender, message and receiver are most essential. If there is any inedequacy or defect in any one of the three above , there will be breakdown of communication. The defects of breakdown communication can be

Poor language;- the sender uses a wrong word, wrong pronunciation, wrong situation, which may lead to breakdown of Communication.

                Eg.          I hanged my shirt.

                                Shajahan built Taj Mahal.

Lack of contextual appropriateness :-  It is , may be due to dialect. When idioms are used, their word to word meaning may distract.

Distraction:- if the receiver’s mind is wavering  he cannot understand well; or partially only understands.

Improper feedback and clarifications:- Keeping things in suspence, not clarifying certain things then that  also leads  to breakdown of Communication.

Physical Barriers:- These are background noise, not facing the speaker, speaker’s low voice, unwanted intonations, etc.

Mechanical Barriers:- Print mistakes, typing mistakes etc.

Medical Issues:- By birth genetic disorders, hearing loss, and various other brain conditions.

Communication Apprehension :- fear, anxiety, and other emotional factors damage proper Communication.

Lack of Interest :- Lack of interest in a given subject make one less communicative. He can not use proper words.

Rigidity :- egoism, self-centredness, introvert attitude, …also lead to unsuccessful communication.

Linguistic Barrier :- 1. Poor listening        2. pronunciation              3. accent

Other factors :- 1. Absence of a common frame of reference        2. Disturbance

                                3. inattention     4. No clarity        5. Mistrust          6. Attitude of sender

                                7. language problem      8. High specialistic language       9. Physical state

                                10. fear of inferiority complex     11. Unsuitable language  [lawyer’s, clown’s…]

                                12. Psychological   13. Socio-cultural barrier 14. Faulty organization

7 a]  How to overcome - Barriers of Communication

                Different communication barriers can be checked or overcome by means of different  strategies. There cannot be a single solution to overcome them.

A] some need careful listening   B] others need discrete speech   C] watchfulness

D] Knowledge barriers need teaching     E] skill barriers need training       F] ethical barriers need transparency      G] functional barriers need streamlining and control             H] Inter cultural barriers need understanding through observation.

I] Transparency in communication :- Transparency means clarity in doing something, in telling something etc. Egoism, selfishness, and jealousy often lead to the tendency to hide information. Companies try to overcome these evils strong rules and streamlined procedures. Creation of an open communicative atmosphere is beneficial. When people feel free to talk to superiors and colleagues, to confess faults, to present plans of their  own and to consult, many barriers can be overcome.

J] Improvement of communication skills :- Barriers caused by faulty communication methods can be overcome by acquiring better skills of communication. Verbal mastery in both speech and writing, social skills in interpersonal communication and skills of management can help overcome such barriers. Good training programmes in both verbal and non-verbal communication and exposure to the world of work often help.

There are some more points to overcome barriers: k] simple language  l] proper medium of communication  m] cordial atmosphere  n] adequate information  o] follow-up action  p] timeliness  q] consistency in communication.

8.        Media Communication

                Media is of two types. 1. Print media,  2. Electronic media

1. Print Media :- newspapers, journals,  magazines, pamphlets, etc.

2. Electronic media :- TV, FAX, e-mail, radio, PTI, UP etc.

9.        Discussions :-

                Discussions are such that people get together to talk on different topics, same topic, or common topic. A discussion may be a seminar, conference, symposium,etc.

Panel discussion :-

                In a panel discussion instead of a series of speeches on different aspects of a problem, each member speaks on the announced topic which is generally worded as a question. The number of panelists is small and they are usually the people who have a lot of experience in the problem area selected for discussion. There is a direct conversational interchange of ideas. Thus a panel discussion may be termed as a process of cooperative thinking. A panel discussion may be followed by a session in which questions are put to the panel members by the listeners. The panel discussion is perhaps best suited to public discussion programmes on radio and T.V.

10.      Seminars :-

                The terms seminar and conference are sometimes confused with other discussion groups.  Seminar generally refers to the discussion in a small group in which the result of original research or advance study is presented through oral or written reports. It may also be organized for cross-fertilisation of ideas. There will be in-depth discussion on the material presented.

                Seminar is generally such that an expert speaks on some important subject. At the end there will be feedback. It is a meetings of students, scholars or professionals  who exchange views and discuss a particular subject under the guidance of one or more experts such as teachers or professors. After the seminar new ideas or thoughts will be inculcated in the minds of the audience. This is generally about an educational and research orientation. Generally only few members will participate in this.

Seminar presentation.

10 a]      Seminar presentation

                Background work:-

                1.            The first thing that one should do is to draw a detailed plan.

                2.            It should have an object.

                3.            The lead speaker and the other speakers.

                4.            Write the agenda and protocol.

                5.            If there are more than one session, then select a chairman for each.

                6.            Selection of venue and time.

                7.            If people from other towns are invited, provide lodging and boarding.

                8.            The place of seminar,  the lodging and boarding places should be given  in a  route map.

                9.            Invitation letter is to be prepared.

11.      Conferences :-

                The purpose of conference is to confer. Confer means to meet people having similar interests and also to pool their experiences and opinions. It is such an assemble of people where more than one subject will be discussed. These people  may or may  not be  experts or professionals. In a conference there will be agenda. In that agenda themes and sub-themes for discussion. In this every one participates actively, submits papers, and talks of ideas on any sub-theme. Some times it can continue for days together.

                The conference is a closed group discussion. The participants have to register for attending it. Any other person present at the conference is either a permitted observer or an invited guest.

12.      Presentation Skills :-       

                The way a subject, a report, or any other information is submitted to people in a seminar or conference is presentation skill.  Railway Minister submitting railway budget; a CFO presenting annual report are some of the presentations. While presenting the presenter should do homework to face the contradiction and questions that arise after presentation. These are submitted using a laptop, overhead projector, booklets, etc.

Presentation through,   Collection            Evaluation          Organizing          Interacting

13.      Role of wit & Humour

14.      Symposium :-

                In a symposium a small group of experts or well-informed persons discuss different aspects of a problem for the benefit of an audience. Each speaker is allotted a certain amount of time for his presentation.  Speakers follow each other is turn until all have been heard. A discussion then ensues in which the audience may also participate. Though the symposium is formal, an element of spontaneity is introduced through audience participation.  

15.      Questions from past exams.

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1.            Stress the role of wit and humour in communication.

2.            The ability to communicate is vital to the success of ;any endeavour. Discuss.

3.            Participating in discussions is not simply a matter of talking at length but wrestling with ideas.   Elucidate.

4.            Effective communication is the life blood of any successful organization. Enlist and explain the   ap           proaches.

5.            How to succeed and have fun in a symposium ?

6.            Enumerate the components of non-verbal communication in brief.

7.            Examine and explain the tools and usage tips of communication media.

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8.            What do you mean by panel discussion ? Discuss it main features.

9.            What are the characteristics of a seminar presentation ?

10.          How do you overcome the barriers that come in the way of communication ?

11.          What is group communication ? Explain.

12.          Can professional communication be humorous ? Explain with examples.

13.          What is the importance of communication in the corporate sector ?

14.          Explain what is meant by communication media.

15.          What are the functions of a language ?

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16.          What is a “symposium” ? Explain it characterstics.

17.          Comment on a few barriers to effective communication.

18.          Prepare a model seminar presentation on a new drug for presentation in the meeting of the       Board of Directors of the company.

19.          Write briefly on ‘eye-contact’ and ‘gestures’ used in communication.

20.          What role does communication play in career building.

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21.          Write a note on the role and importance of communication.

22.          Describe the verbal means of communication.

23.          Discuss various types of group communication.

24.          How is a” symposium”  different from “panel discussion” ?

25.          Discuss the conventional modes of Communication.

26.          Comment on the facial expressions and gestures.

27.          What is meant by communication media ? Discuss the relative merits and demerits of any one   medium of communication.

28.          Enumerate the barriers to communication and find out  how they can be overcome.