ASSIGNMENT BBA 101 COMMUNICATION SKILLS

1 Communication is complete only when the intended information reached the receiver.
What are the various barriers to communication? How can you overcome them?
Language Barriers
Language and linguistic ability may act as a barrier to communication. However, even when
communicating in the same language, the terminology used in a message may act as a barrier
if it is not fully understood by the receiver(s).
Psychological Barriers
The psychological state of the communicators will influence how the message is sent,
received and perceived.
More generally people with low self-esteem may be less assertive and therefore may not feel
comfortable communicating - they may feel shy about saying how they really feel or read
negative sub-texts into messages they hear.
Physiological Barriers
Physiological barriers may result from the receivers physical state.
For example, a receiver with reduced hearing may not grasp to entirety of a spoken
conversation especially if there is significant background noise.
Physical Barriers
An example of a physical barrier to communication is geographic distance between the
sender and receiver(s).
Communication is generally easier over shorter distances as more communication channels
are available and less technology is required. Although modern technology often serves to
reduce the impact of physical barriers, the advantages and disadvantages of each
communication channel should be understood so that an appropriate channel can be used to
overcome the physical barriers.
Systematic Barriers
Systematic barriers to communication may exist in structures and organisations where there
are inefficient or inappropriate information systems and communication channels, or where
there is a lack of understanding of the roles and responsibilities for communication. In such
organisations, individuals may be unclear of their role in the communication process and
therefore not know what is expected of them.
Attitudinal Barriers

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 lack of motivation. Effective receivers of messages
should attempt to overcome their own attitudinal barriers to facilitate effective
communication.
It is essential to deal and cope up with these communication barriers so as to ensure smooth
and effective communication. Lets see how to overcome these barriers of communication:
1. Eliminating differences in perception
2. Developing good relationships
3. Use of Simple Language
4. Reduction and elimination of noise levels
5. Active Listening
6. Emotional State
7. Simple Organizational Structure
8. Avoid Information Overload
9. Give Constructive Feedback
10. Proper Media Selection
11. Flexibility in meeting the targets
2 How something is said carries more weightage than the words themselves. Discuss this

Statement and briefly explain the categories of non-verbal communication.

Stated briefly, how something is expressed may carry more significance and weight than what
is said, the words themselves. Accompanied by a smile or a frown, said with a loud, scolding
voice or a gentle, easy one, the contents of our communication are framed by our holistic
perceptions of their context. Those receiving the messages may learn to better understand
their own intuitive responses sometimes in contrast to what it seems reasonable to think.
1. Facial Expressions
Facial expressions are responsible for a huge proportion of nonverbal communication.
Consider how much information can be conveyed with a smile or a frown. The look on a
person face is often the first thing we see, even before we hear what they have to say.

2. Gestures
Deliberate movements and signals are an important way to communicate meaning without
words. Common gestures include waving, pointing, and using fingers to indicate numeric
amounts. Other gestures are arbitrary and related to culture.
3. Para linguistics
Para linguistics refers to vocal communication that is separate from actual language. This
includes factors such as tone of voice, loudness, inflection, and pitch. Consider the powerful
effect that tone of voice can have on the meaning of a sentence. When said in a strong tone of
voice, listeners might interpret approval and enthusiasm. The same words said in a hesitant
tone of voice might convey disapproval and a lack of interest.
4. Body Language and Posture
Posture and movement can also convey a great deal on information. While these nonverbal
behaviours can indicate feelings and attitudes, research suggests that body language is far
more subtle and less definitive that previously believed.
5. Proxemics
People often refer to their need for "personal space," which is also an important type of
nonverbal communication. The amount of distance we need and the amount of space we
perceive as belonging to us is influenced by a number of factors including social norms,
cultural expectations, situational factors, personality characteristics, and level of familiarity.
6. Eye Gaze
The eyes play an important role in nonverbal communication and such things as looking,
staring, and blinking can also be important nonverbal behaviours. When people encounter
people or things that they like, the rate of blinking increases and pupils dilate. Looking at
another person can indicate a range of emotions including hostility, interest, and attraction.
7. Haptics
Communicating through touch is another important nonverbal behaviour. Touch can be used
to communicate affection, familiarity, sympathy, and other emotions.
8. Appearance
Our choice of colour, clothing, hairstyles, and other factors affecting
appearance are also considered a means of nonverbal communication.
Research on colour psychology has demonstrated that different colours
can evoke different moods. Appearance can also alter physiological
reactions, judgments, and interpretations.

3 What is external communication? Discuss the various channels of external

communication.
External communication is the transmission of information between a business and another
person or entity in the company's external environment. Examples of these people and
entities include customers, potential customers, suppliers, investors, shareholders, and society
at large.
External communication typically includes email, brochures, newsletters, posters,
advertisements and other forms of multimedia marketing designed to attract customers,
partners and suppliers to conduct profitable business transactions. Unlike internal
communications, directed at employees to explain policies and procedures, external
communication devices promote sales and publicity, generate sponsorship, announce events,
products or services and support branding. Marketing professionals use persuasive techniques
to influence others in their external communication strategies.
External communication channels give you the ability to reach both existing and potential
customers.
1. Phone
We often forget about the telephone, with all the new social media outlets. A phone
call can be an effective means of communication, especially for more immediate
back-and-forth, or if you want to share more in-depth information.
2. Website
Quick and easily accessible, the website is an excellent tool to promote your librarys
programs and services. Its important to keep your web page attractive, easy to
navigate and current.
3. Email
Collect email addresses as often as possible. Email is great for sending thank-you,
updates, and information. Entice customers to open your emails by thinking carefully
about your subject line.
4. Twitter
Sending tweets out to your followers is a fast way to keep everyone updated on whats
happening. Whether its a new book release, or an interesting program, Twitter is a
great tool for connecting people online and offline to your event.
5. Print
Printed publicity materials such as promotional flyers, handouts and bookmarks are
effective channels of communication. When distributing promotional pieces, think
about your audience, where will they see the materials, what is the best way to
distribute the materials, and who should distribute the materials.

6. Letters
Letters can help you make connections within your community. LibraryAware offers
templates for:
o Invitations and thank-you letters to community partners and elected officials
o Requests and thank-you letters for donations and sponsorships
7. Media
Listed below are tips to build relationships with different media channels. Your goal is
to build a stronger library presence in your community. Each community has
different types of media channels, do your research to identify available external
channels in your community.

4 What groundwork does one need to do to make an effective presentation? How do

verbal, vocal and visual components of communication impact a presentation?

Groundwork needed to make an effective presentation
A thorough research into all aspects of the matter will not only help you to make an effective
presentation, but will also equip you to handle all queries and counter arguments, with
confidence. Select all the material and information that you would like to include in your
presentation. Ensure that everything you plan to include is relevant to the topic. Study and
understand the material thoroughly. Shortlist the graphs, tables, diagrams, case studies or
statistical data that you would like to include in your presentation. If you plan to include
audio visual aids like power point slides, decide what you are going to display in each slide
and how you are going to present it.
Groundwork:
1. Research the subject thoroughly.
2. Gather ample relevant material.
3. Decide the content and style of your presentation.
4. Select audio visual aids that you plan to use.
Verbal, vocal and visual components impact on presentation
Effective communication is possible only when all three components i.e. the verbal, vocal
and visual are in tandem with each other. If you wish to be an effective speaker, you just
cannot ignore the visual aspect of communication. Dress according to the occasion. While
making a presentation, it is always advisable to be dressed formally. If you are smartly and
elegantly dressed, your confidence level automatically goes up by two notches. However, do
not confuse elegance with gaudiness. Use your accessories with care. Aim at an understated
elegance.

The verbal component is the delivery of the presentation in speech. Your voice will be the
vehicle for conveying your message to your audience, so pay special attention to how you
deliver your presentation. Speak to them with conviction. Do not try to impress them with a
dramatized accent or delivery. Be natural, be yourself. Speak slowly and clearly so that every
word is clear to the audience. Do not rush through your speech. Your ideas will sink in better
if you pace your speech effectively. Pause where necessary, so that the point you are making
strikes home. Speak in a way that is convincing, persuasive and interesting. You will succeed
in doing so if you believe in what you are saying. A very brief silence after you have made a
particularly important point, or made a forceful statement can have a remarkable impact on
the audience.
The vocal component is even more important than the verbal. Even the best of contents
written in the best of words can fall flat if delivered in a monotone. What you say is important
but how you say it will ultimately differentiate a good presentation from a bad one. The word
presentation itself implies that you are performing for the audience. You must be very
careful about the way you deliver your presentation. All components of your voice like tone,
intonation, volume, pitch and pauses etc., should enhance the overall impact of your
presentation.
The third component of your delivery is the visual impact. The first impact you make on your
audience when you face them is extremely crucial. The audience start judging and forming an
impression about you even before you utter the first word. Your body language, posture, and
gestures, the way you move about, your dress, the expression in your eyes, your eye contact
with your audience, all are part of the visual aspect of your presentation.

5 Different purposes of reading require different methods of reading. Describe the

various ways of reading. What are the techniques that you can use to improve your
reading?
Skimming
When you read quickly to gain a general impression as to whether the text is of use to you.
You are not necessarily searching for a specific item and key words. Skimming provides an
'overview' of the text. Skimming is useful to look at chapter/section headings, summaries and
opening paragraphs.
Scanning
Scanning is a quick reading, focusing on locating specific information. Scanning is used
when a specific piece of information is required, such as a name, date, symbol, formula, or
phrase, is required. The reader knows what the item looks like and so, knows when he has
located what he was searching for. It is assumed then, that very little information is processed
into long-term memory or even for immediate understanding because the objective is simply
matching.
Intensive Reading

Intensive reading calls attention to grammatical forms, discourse markers, and other surface
structure details for the purpose of understanding literal meaning, implications, rhetorical
relationships, and the like.
Extensive reading
Extensive reading involves reading for pleasure. Extensive reading is carried out "to achieve
a general understanding of a text. The aims of extensive reading are to build reader
confidence and enjoyment. Extensive reading is always done for the comprehension of main
ideas, not for specific details.
The SQ3R Method:
1. Survey. The first step is to skim the content looking at the headings and the summary.
2. Question. This step will help you to organize the material and help you to encode the
information into memory.
3. Read. As you read the content try to answer the questions that you have asked
yourself throughout the text.
4. Recite. Recite the answers to your questions (mentally, orally or written). By reciting
the questions and answers throughout the text you embed the content into your longterm memory and enhance the recall of such information.
5. Review. Review the questions that you have asked yourself and what you have
learned from your answers to these questions. This method is known as the SQ3R
method.
Active Reading
When you're reading a document or book in detail, it helps if you practice "active reading" by
highlighting and underlining key information, and taking notes as you progress.
Other reading techniques
Adjust your reading type to your purpose of reading.
Learn to take more words with each fixation.
Increase your reading speed without compromising comprehension.
Read extensively.
Focus, concentrate.
Keep you interest alive.
Build up your word power.
Avoid reading pitfalls.
6 Why is employment communication a necessary weapon for employer? What should

an applicant look for before he submits a resume to his prospective employer?

Employment communication plays an important role between an applicant and the

employer. Employment communication is a conversation you have with an employer. For
example you have an interview for a job you have applied, you show up, the interview starts
by asking several basic questions such as what is your age, name, history, etc.
Later the employer approaches you with more profound questions such as what qualities do
you have that will be suitable for the job position you have applied? And why should I hire
you? From the beginning of the communication to the end is what is considered an
employment communication.
Imagine if an employer where to just hire people randomly without knowing if the person
qualifies for the position or not. Unfortunately the risk will be extremely high, resulting to a
lot of disapprovals and end up wasting a lot of time to fix the situation by retraining the
person.
This is why it is important for employment communication to be present since it is beneficial
for the employer. Employment communication is very important for an employer as it is for
an applicant. Employment communication should be seen in a positive action for the reason
being that it is an opportunity to express yourself. For the applicant, it would be an
opportunity since the applicant can explain his or her skills that are suitable for the position.
First of all you want to know what an employer will be looking in a job applicant.
A resume is a tailored document highlighting a persons education, work experience, and
skills. It is a summary of qualifications for a job, internship, scholarship, or other opportunity,
and should be considered a marketing tool! The top half of your resume could either make or
break you. By the time recruiters have read the first few lines, you have either caught their
interest, or your resume has failed.
Summarize Your Unique Value
A resume should begin with a Summary (or, if you're a student, new grad, or career changer,
an Objective). Use this space to tell employers who you are and how your skills and
qualifications meet their needs.
Communicate with Confidence
Tell the potential employer what you've accomplished in your current and previous roles to
show how you made a difference. This is not the time to be humble or modest, or to assume
the employer will read between the lines.
Key in on Keywords
Here's an awful truth: Resumes, in many cases, are not even read. Rather, they're scanned
(either by a machine or by someone who is not the hiring manager). What they're scanning
for is keywords or phrases that match their hiring criteria.
Keep it Concise
The old rule about resumes never exceeding one page is not necessarily true anymore. If you
can fit it all comfortably on one page, that's ideal. But after you've been in the working world
for awhile, your resume will probably need a second page. A third page (or more) is almost
never a good thing.