Professional Documents
Culture Documents
Lecture-1
5 Units- 7-8 Sub Topics each – Class discussions will cover 3-4 sub topics.
In words of Louis- “Communication is the sum of all things one person does when he wants to create
understanding in the minds of another. It involves a systematic and continuous process of telling,
listening and understanding.
Lecture-2
Process of Communication
1. Information, ideation thought and message:-To start communication a sender should have with
him, information, idea, thought to convey to the receives.
2. Encoding:-The sender than arrange a information a idea in a particular code to convey to the
receiver.
3. Transmissions of message: - This is the most important stage where message is transmitted
through the appropriate or through available medium.
4. Reception: - At this stage the receiver receives the message, information or thoughts.
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5. Decoding:-At this stage the receiver decodes (understand) the particular encoded message sent
by the sender's level.
6. Understanding: - This stage is given very important where the transmitted message is being
understood and the receiver, interpret, understand or group the message.
7. Feedback:-This stage is utmost important after the transmission of message because the further
communication will be depending on the feedback of person.
Types of Communication
1. Verbal Communication
2. Non-Verbal Communication
Verbal Communication:-
Human being is only creature on earth who has been gifted by various
languages to interact. Verbal communication refers to vocal or oral communication. verbal
communication helps to gets the immediate feedback and due to this immediate feedback decision
making is fast in an organisation. Verbal communication is very fast medium to understand and to take
fast decision. It also saves time and money.
Non-Verbal Communication:-
Non verbal communication means the communication is not verbal, vocal
or oral but it communicates by various components given below:-
1. Body Language:-
1. Body Movement: - When the various parts speaks or movement. The posture which refers the
co-ordination, expression and the under stability.
3. Eye Contact: - Eyes are the highly expressive part of human body, it expresses feelings
emotional likings, anger, greif and happiness.
Attire: - Attire refers to the dress up and the personality of a person the first look, with the help of
attire you can yet the personality of person or sense of a person.
Appearance: - The overall view of personality, style, attire and body language.
Behavioural Aspect: - Behavioural aspect is to behave soft, decent, exceptable manner, every,
anywhere and anytime.
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Lecture-3
Objective of Communication
Target Audience: - While communicating understanding the audience is very important. One has to be
focused on the occasion, gender, age and the relation. It is necessary that the audience should be well
acquired with medium of communication; righting to be transmitted to the right audience will make
your efforts successful as well as right information transmitted to wrong audience well put your efforts
in vain.
Information: - The sender must be fully equipped with the inform which has to be transmitted. The
information should be complete & clear in the mind of sender.
Plan your communication: - The formal communication written verbal or nonverbal should be
presented with paper planning means, the content of the message, lenguage of the message words to be
chosen and the proper complete essence of the message everything should be planned.
Means and Median:- Selection of medium for formal communication is to be kept in mind, i.e
medium showed be selected according to the mental status and occasion of audience.
To obtain feedback:-The last but very important objective of effective communication is feed back. It
is being said that communication can be defined in one line recipient should understand the senders
information or emotions Effective communication is complete only when you receive the feedback of
your communication.
Principles of communication
Clarity of purpose :- In the very beginning of communication sender has to make a careful analysis
what he exactly want to communicate Sometimes in business communication it has been observed that
the sender is unable to clarify the issues completely So the one has to be very clear about the purpose
of communication. Sometimes “Lack of planning leads to the confusion is big communication.
Sender has to make all possible efforts to understand the 4 w's.
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Shared activity: - In an organization, all members from higher level to lower level are working for
common goal It means that all of them have a shoud.directly to indirectly in different ways. It is the
shared responsibility of the entire organisation. It is therefore useful to remember the heading for
action and for information when communication is being planned.
Focus the need of the receiver: - This is always to keep in wind whatever you are communicating is
the receivers need or not our Communication should be valued by the receiver Our awareness of the
need of the receiver will make him more receptive.
No effective communication can be based on assumption. The sender of the message must clarify his
assumption and then go ahead with proper messaging.
For proper effective communication simple language is always preferable. Care must be taken that the
receiver of the message can understand and value your communication not use word with double
meaning also not use the high literally vocabulary.
It is the soul of communication. Be very caution about the tone, words and the choices of language
Politeness pays in both the words and the action. Special care to be taken for this soul of
communication.”
One must also endeavour to send the complete message, finishing all necessary information, and
fifures.The message should be so complete that it should be so understood fully without leaving any
doubt in the mind of the receiver.
The model of the process of communication shows that the feed back is last but an essential
component. By Stafin Robins’ The communication is complete only when the message is understood
by the services and it can be understand only when the receiver sends you the feed back .we can also
achieve this target of getting feed back by asking questions or requesting for reply letter or by
encouraging the receiver by asking him to acknowledge message with his views.
Download-Upward: - Every organization has its hierarchy level. When communication flows form
higher officer to the lower position, It is said to be downward communication .It can be in the form of
memorandom, notices.office orders, speech, meetings & conferences etc. It flows in the channels of
president to →V.P. →G.M.→.....................→.Junior staff.
It can be in the form of request, letter, app. Letter, suggestions, repeits, demand letter, union meeting.
Lateral(or horizontal):- When a level or positions are communicating bet each other i.e. from
President ↔ VP,GM↔ GM,BM↔ BM,RM↔ RM,AM↔ AM, supervisor ↔ Supervisor, Junior
Staff↔ Junior Staff in the form of event discussion, Planning about meeting and conference etc.
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Diagonal: - This communication is b/w higher level to lower level or lower level to higher level
sometimes .It is also said to be crosswise communication president-GM, GM-Regional Manager, BM-
Asst. Manager etc. It can be in the form of telephonic communication, suggestion& advices
sometimes.
Grapevine: - Grapevine is the communication normally flows in any direction. It doesn’t have any
specific level or directions. It spreads in the form of groups & rumours. It has no authernity, normally
in an organization; it flows during lunch time, rest time, parking, corridoor, gfroups etc.
Barriers of communication
1. Psychological Noise
2. Lack of Planning
3. Improper Listening
4. Poor Attention
5. Social & .Psychological Factor
6. Cultural Barriers
Social and Psychological:-The effects in the proper flow of communication like normally in the high
status people do not keep communication with low status people & vice vessa.
Cultural Barrier:-Oftenly, cultural difference affects the communication like the some colour &
symbol may mean differently culture people. For example. In western Countries, black colour is
associated with sadness or morning. While in eastern countries white colour is associated with sadness
or grief. These cultural differences create or affect the proper communication.
3) Listening Skills: - Unless u r a good listener you can never be a good Orator/manager/reader.
Patience-enough to listen.
Types of Listening:-
I. Active Listening: - Active Listening is the most desirable form of listening .Hence the
listener makes sincere & corneous efforts to listen attentively. This motivates the
speaker & to create a positive environment. The content is properly grasped and
understood by the listen. As a result, it gives good retention.
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II. Passive Listening:-On the types of listening, the listen is physically present but not
actively participating in the process of communication listen in to attentive grasping the
information or a communication, As a result, it gives poor retentions.
Lecture-5
In big industry and in commerce, the term presentation has come to be used in reference to Public
speaking. There is various purpose of presentation such as:-
On the above purposes, the following points should be importantly followed to make a successful
presentation which also makes a positive impact on the audience:-
1. Be clear about the occasion:-It means that the person who is asking a presentation should
know the person proper sphere and the purpose he wants to full fill through his presentation. It
is also very important to know what is happening at the time of the presentation i.e. what event
as topics to be discussed. The presentation can be on inaugural function, closing ceremony,
seminars and conferences. Sometimes presentation can also be on some typical and critical.
Circumstances (if company is facing financial crises) Hence the occasion must be clear to the
presentation.
One must also know the size or number of the audience, the age, gender, relation educational
background & experience etc. Knowing these things will influence your language, tone,
vocabulary & details of the content which will also give your the idea of the expectation of the
audience from your present.
Audience Analysis should also go during the presentation. The reaction of the audience & the
expression of these jokes with speak & illustrate so observe this the presenter is not be very
careful & attention.
3. To visit the Location of the Presentation:-If possible the presenter should visit the location
before events do not take the location for granted. The size of the room, sitting arrangement,
room temperatures, light control, public address equipments are to be taken care of also make
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sure that your voice should not echo in the present area. The presenter & the audience should
both be comfortable with the overall environment of the location.
4. Plan out the presentation:-This point is also very important to plan the presentation in detail. It
should have the beginning, Middle and the end.
a) Beginning:-
1. Introductory remarks
2. Statement of the objective giving reasons why you are making this presentation.
b) Middle:-
1. Break the main body of the presentation into short clearly stared units or sessions. not more
than 4 or more sessions can be managed.
2. Illustrate the points with example.
3. Put a time limit on each of the points.
c) End:-
1. Give a summary of the whole.
2. If required refers to the beginning or the middle or the end.
3. Make final remarks and end in a positive note.
5. Decide upon the method of presentation:-Having planned out the presentation one has to
decide upon the method of the presentation. The methods can be reading, explanatory, memorizing,
and spontaneous (through) present.
Lecture-6 Interview
The term interview has been derived from the French word ‘entervoir’ that means to’ginipse’ (to see
each other).AN Interview is a classic ex. Of communication that takes the place through a process by
which meaning or information of exchange between people.
OR
An Interview is interaction between 2 or more people with objective to get maximum possible
information about the person.
1. It has definite purpose & it is to know both the Interviewer and Interviewee.
2. Both the parks need to prepare for the communication event.
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3. Almost all the Interviews are pre-arranged.
4. There is a clear exchange of information. The information exchange may or may not be kept
secrete.
Structure of an Interview
AN Interview has a well defined structure, in other ways we can a V Interview is a formal
communication event. It has three stages.
1. The beginning:-
• Introduction
• Statement of the purpose of meeting.
• Making each other comfortable.
• .Creating an atmosphere of relax open mind approach 7 preparing to start
discussing things frankly.
2. The Middle:-
• Aim at exchange of Information.
• Listen attentively & potentially.
• To keep eye to eye contact.
• Ask to question clearly.
• Make sure to cover the agenda.
• Be polite.
• Seek/give clarification if required.
3. The Closing:-
• Summing up the discussion.
• Avoid hurry or about ending.
• Exchanging the feelings of gratitude & Thankfulness.
• Closing on a positive note.
Types of Interview
A+ A B+ B C+ C Remark
1 Appearance
2 Subject Knowledge
3 Conception
4 Clarity
5 Attitude
6 Communication Skill
7 Interpersonal Quality
8 General Knowledge
9 Overall
Appearance/Personality
Total
Internals:-
Lecture-7
Essentials of Communication Process
Writing process consist of the 3 steps:- Planning writing & completing your message.
2. Write:-
Be sensitive towered audience need with a ‘you’attitude, politeness, positive emphasis
and clarity of language. Build a strong relationship with your audience by establishing
your credibility and emage.control your style with a conversational tone and plan
English. Compose the message choose strong but simple wards to create effective
sentences. Always remember the 4 ‘C’s i.e. Clear, Concise, Correct and complete.
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3. Complete:-
Revise the message:-Evaluation the content and review reading ability and message and
Edit the irrelevant words if any.
Produce the message:-Use effective design elements & suitable layouts for a clean
professional appearance.
Proof Read the message:-Reviews for errors n layout, review the spelling & mechanics.
Distribute the message:-Deliver your message by using the selected media make sure that
all documents and all relevant files are distributed successfully.
Summerizing Techniques
There are three summerizing techniques. They are: - Selection, Rejection & Substitution.
I. Selections:-In order to summarize the passage a writer should select what is Important.
In order to select the care information the writer/reader need to Concentrate on the
central idea or theme of the passage. It can be taken as the theme, should express in the
main heading or little. The main idea of each paragraph should be written separately.
Special terms should be use {Special term Vocabulary}
Rejection: - Reject the sub points in the passage if any. The reader/writer may reject all information
which is repeated & redundant. The following points are generally not included in summary.
Repetition
Examples & Expressions
Redundant Expression
Minor supporting details
III. Subtitude/Substitution:-
The techniques of substitution should compulsory be used while summerizing the pessage.It
may involve synthesis (Combining few sentence into one sentence.
Sentence substitution (To substitute long & Clumsy into short one)
One word substitution (Precie word)
Report: - A report can be defined as that it is a “statement describing what has happened” in business
there are many occasions and many affairs where you need to write a report. We can also say a report
is a detailed examine of a situation, findings and investigation of any event. The report can be
occasional report. Presented for any particular event & it may be reports sometimes.
Depending upon the subject matter report may be written in a narrative form on any statical matter
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with photographs, financial backgrounds, tabulated matter etc.
The information should be arranged in a logical sequence & in cronolgicals order & this should be
determined by the subject matter. The clarity of the language should always be aimed.
There are four various ways which should be followed while written a report.
1. Collection of Data: - One should collect all relevant materials like notes, photographs,
interview and documents etc.
Consider the purpose of your report, who is it for? Why does it ? & how will be?
State the Aime:-
Decide which informations is important & which information is irrelevant.
Arrange the point in a logical requence in order of importance & make rough notes.
Draft a working plan on a separate sheet of paper.
Decide where you need illustration & diagram.
Lecture -9 Proposal
Proposal: - Proposal is a written offer to initiate a proposed course of action. A proposal is a method of
persuading people to agree to the writers view or to accept his suggestions. It is a systematic factual
formal & persuasive description of course of action or set of recommendations or suggestions. It is
written for a specific audience to meet a specific need. The main objective of the proposal is to pursuit
the reader to accept the proposed course of action. The proposal may be accepted or rejected
depending on how effectively. It responds to the need the situation/problem/company or institution etc.
Types of Proposals:-
Names: - (1) Formal (2) Informal (3) Research (4) Business Proposal
Structure of a Formal Proposal
1. Title Page
2. Table of Contents
3. List of figures
4. Methodology
5. Introduction
6. Proposed Plan
7. Advantage / Disadvantage
8. Recommendation/Suggestions
9. Conclusion.
bfghngfA Proposal of
A proposal on
___________________________________
___________________________________
khjluik
Submitted to:
•
___________________________________
___________________________________
Submitted by:
Name
Pexgnation
Company
Email Message:- Email is the medium of communication that sends & receives message through
specially designed company network. In today’s world email is the most important channel of
communication. Email helps to reinforce professional & business relations, everybody big dealing &
ordinary activities of big world not be possible without email. Email can be used inside or outside the
org.Email are meet faster than letters and memos. They are used for outside transmission of
information & ideas .They serve several purpose while may include:-
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8. Giving feedback, suggestions or recommendation.
Email Advantages:-
1. Speed
2. Low cost
3. Quick Distribution
4. Easy Attachment
5. Easy Upward Communication
Characteristics of Email:-
1. Concise
2. Correct
3. Clear
4. Complete
5. Conversation Tone
6. Single Theme.
E-Mail Format
Yahoo
Inbox
Send Message
Trash
Spam
Short note on proposals & Emails & illustrate diagram where necessary.
Point 1:- “Simplicity”:- In the very beginning a management students should learn that there should
no essential difference but the language of a business. Letter and a personal letter. It must be kept in
mind that the writer of a letter is a person communicating with another person. It is therefore, the
polite personal touch that proves to be more effective the shift to maintain the simplicity of the
language is always appreciable.
Point 2:- “Clarity of Goal”:-In our thoughts 7 expression. We have to be clear our communication
every letter is a reflection of the writer’s mind. He should therefore a clear about what information he
is seeking of wishing to gives, this must be primary goal. All the facts and figures must be stated in the
simplest possible language.
Point:-3 “You attitude”:-The most effective business letter’s are those that shows the writer has to
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view things from the readers point of view every human being is interested in himself. He wants the
personal touch, the personal importance and personal regards for himself so+a writer must full fill his
business demands as well as psychological demand.
Point:-4 “Persuation”:- Persuation is the main function of business common. It is most evident and
effective in business letter persuative letter are written in the Varity of circumstance persuation also
keep the regular touch.
Point -5”Tactfull Approach”:-A effective letter is a text filling planned letter a business letter is not
always a simple straight forward statement of a situation or giving out of some information. The writer
must know how and what approach to be made for the problems or at the time of difficulties.
Covering Letter: - The covering letter accompany the résumé. It is as important as an application
short and sweet telling the recipient that all the details are atleats to it, in a form of CV
.
A well drafted covering Letter reflects the personality of a water, communication skill
enthusiasm following point should be taken care while drafting a covering Letter.
The resume is also as C.V. in American English Almost all jobs advertisement asks for resume or C.v.
or bio data .The following details are common while writing the resume.
1. Personal Particulars:-
Name
Address
Telephonic No.
D.O.B.
Mantal Status
Email ID
2. Acadmic Qualification:-
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3. Passport Details:-
Validity Date
Place of Issue
Issuing Authority
4. Professional Qualification :-
6. Present Engagements:-
• Company Name
• Designation
• Profile
8. Additional Information
9. References
Lecture – 12 Proposals
A sample of Short Proposal
Proposal –To,
Mr. R.D. Kapoor
Aarvee Consultant
For conversation to Elite filing system
The elite filing system differs form shelf drawer filling in many respect Given below are the efficiency
factors of the Elite filing system:-
1. Files are put in a contains, not to drawer or a shely or in a cabinet. The unit box is 5 “wide”.
The document does have support every 5” This is most important need of lateral filing.
2. The unique stair step effects cast the angle in which unit boxes are having provided
accessibility available. This accessibility is an exclusive feature of the elite filing systems.
Every file is easy to locate.
3. Flexibility is another great advantage of this system. one can rearrange & expand without a
time consuming exercise. There is no need to transfer records handful by handful.
Proposal from:-
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Bharti Pvt Ltd.
B/4,Dadar
Mumbai(MH.)
Memoranda
The word memoranda is derived from the Latin word ‘memorare’further change to ‘memorandus’
(notable) which Literally means ‘to mention’ or ‘to tell’
“A written statement that you prepare specially for a person or a committee or a group. In ordepr to
give them information about a particular matter or a subject.
The Memo Format: - A memo is a form of communication but it is not a letter Therefore its format is
also different from a format of a letter. Most company have their own printed memoranda with the
main company heading and also with the heading of department or section.
1.
2. d
3. d
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