COMMUNICATION.
What is communication?
T.S.Mathews says,
Communication is so simple and difficult that we can never put it in simple words…..
Process Of Communication
Transmitting or Sending Message.(Tx)
Receiving Of Message to The Person to whom it is send (Rx).
Interpretation Of The Message (Decoding)
Feedback.
Components Of Communication Cycle
Source Of Information.
The Sender Of Information.
The Channel Through Which The Information Is Received.
The Receiver.
The Response Of The Receiver In The Form Of A Feedback.
SOURCE
Encoding
SENDER
Sent & Received
MESSAGE
Decoding
Result & Action
channel
channel
RECEIVER
FEEDBACK
COMMUNICATION CYCLE
Types Of Communication
Internal Communication.
External Communication.
Major Steps Involved in The Communication Cycle
The input which Is the information or idea which the sender wants to give to the receiver.
The channel for the message, ie letter,fax,e-mail etc.
The actual message.
The output,which is the information the receiver gets.
Feedback,which refers to the receiver’s response.
Communication Skills
There are four communication skills in the field of verbal communication.
Writing and Speaking.
(Transmitter’s Skills)
Reading and Listening.
(Receiver’s Skills)
Media Mode Function
Tx
Rx
Spoken
Written
Spoken
Written
Speaking
Writing
Listening
Reading
Selection
Execution
Selection
Execution
Identification
Identification
Interpretation
Interpretation
NETWORK PROCESS






INTRODUCTION
Written communication has to be effective, and must receive a good response from the receiver.
Written communication Vs. Technological forms of communication.
In order to be effective communication must follow the 8 C's of Communication.
Mostly the business of an organization is majorly covered by letters, quotations, enquiries, etc. which can be achieved through Written communication.
WHAT ARE THE 8 C ' s???
The 8 C ' s to be followed are as mentioned below:
Clarity
Concreteness
Completeness
Conciseness
Consideration
Courtesy
Correctness
Candidness
CLARITY.
CLARITY OF THOUGHT :
Transmitter(Tx) should be clear about :
Objective of Communication.
Content of Communication.
The right medium.
CLARITY OF EXPRESSION :
Wrong Encoding leads to Wrong Decoding.
Nine Different Methods of rectifying misinterpretation and wrong decision making.
Use simple words. ('City' 4 'Metropolis')
Use short & simple sentences.
Single words for long phrases. (At all times – Always)
Proper Punctuations.
Avoid double entry words.
Avoid Excessive use of infinitive.
Avoid technical Jargon.
Avoid Formal and Stiff Language.
Avoid ambiguity.
CLARITY contd…….
Use concrete expressions and details .
Vague and general expressions to be avoided.
Provide definite and absolute facts.
E.g. :
The price of this jewelry is inexpensive(Vague)
This lovely pendant costs only Rs. 800(Concrete)
The communication should be worded in a specific language so that its catches the reader's attention and evokes in him the right reaction.
CONCRETENESS.
COMPLETENESS.
Completeness of facts absolutely necessary.
Incomplete info leads the Receiver (Rx) in misinterpreting and taking wrong actions.
Suppose information about a meeting is to be given, answers to like where the meeting is to be held, where and at what time is it going to be held, what is the agenda, who is to attend.
E.g. :
Bring your car in the afternoon.(Incomplete)
Bring your car to the garage at 3 p.m.(Complete).
CONCISENESS.
A reader should never feel he/she is wasting time in reading your communication.
Communication should be concise so that the important points are highlighted.
At the same time it should not affect –
Clarity.
Completeness.
Courtesy
Keeping into mind certain rules conciseness can be achieved.
Relevant facts to be included.
Unnecessary words to be left out.
No repetition of expressions, ideas n info.
Message to be properly formatted before Drafting.
Wordy expression to be avoided(e.g. Instead of
'in considerable number of times' use 'often')
CONCISENESS contd…..
CONSIDERATION.
Make the person feel that the communication is meant for the Rx.
The 'You' attitude to be adopted.
To extract positive response write in Rx's view.
Reader's action benefits Tx but should not reflect in the communication.
Should not be gender-bias.
Each member cast his vote (Gender - bias)
All members casted their votes(Gender - bias)
Negative facts to be represented in a Positive manner.
Negative words like mistake, disagree, sorry, damage, fear to be avoided.
Positive words like please, thank you, agree, appreciate, welcome to be used.
CONSIDERATION contd….
COURTESY.
Courtesy demands a friendly and considerate behavior.
Cultivate politeness and positive interaction.
Principles of Courtesy :
Promptness in reply : It should be made a point that replies to letters concerning enquiries, complaints, order placement be replied to as soon as possible
Requests to made courteously.
Irritating expressions to be avoided(e.g. 'you forgot' , 'you failed' etc.)
4. Mistakes to be followed by apology and favor to be thanked generously.
CORRECTNESS.
Correct and accurate facts .
Verification of info necessary about its completeness.
Transmitting messages at the right time also important.
Principle of Adaptability.
Correct Grammar.
Proper formatted and neat messages are always appreciated.
CANDIDNESS.
Candidness means positive approach.
The Tx should be open 'n' frank with the Rx .
But it is to be kept in mind that it doesn't come at the cost of exposing loop-holes of the organization.
Admit mistakes and be open in appreciation but the Rx should feel that it is genuine.