Muhammad Fahad

Lecture # 1-2
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IF YOU ARE IN POSSESSION OF A CELL PHONE,
KINDLY TURN IT OFF NOW!
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Two Announced Quizzes
Two Five Surprise Quizzes.
Presentations.
Assignments
Class Activities.
( Term Project)
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Communication is about sending and
receiving information or the transmission of
information and meaning from one party to
another through using shared symbols.

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What is communication?
In simple words we can say that just to convey
the message
If we go in more detail we can say that
communication is the process of transmitting
(A B) & Receiving
(B A) Messages.
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If some one achieve the desired level of objective
through communication , we can say that it is
effective communication.
e.g. If your communication get the proper response
from the receiver it means that you effectively
conveyed the message.
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Encourage creative and Critical Thinking
Consider audiences information needs
Consider Audience's Technical
Background
Consider Audience's Cultural Background
and Gender
Consider Audience's Knowledge of the
Subject
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Using gender-neutral terms for occupations, positions,
roles,

Terms that specify a particular gender can unnecessarily
effect certain stereotypes when used generically.

Avoid This Use Use This Instead

businessman businessperson, executive, manager, business-
owner, chair, chairperson
fireman firefighter
housewife homemaker
layman layperson, no specialist, nonprofessional
postman mail or letter carrier
policeman police officer or law enforcement officer
salesman, saleswoman, salesperson, sales representative, sales
associate, salesgirl
spokesman spokesperson,
workman worker
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Information flows only in one
direction from the sender to the
receiver with no feedback
A much common way of
communication because it is faster
and easier for the sender and there
is no trouble from disagreement.
There may be mistakes in
transmission of information.

One-way
communication

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A process in which
information flows in two-
directions the receiver
provides feedback and the
sender receptive to the
feedback.
It is more accurate and
fewer mistakes in
transmission.
But it is time-consuming
and more difficult for the
sender.
One-way
communication

Two-way
communication

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Written communication
Oral communication
Electronic communication
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Communication through:
Letters,Memos, Reports,
Forms , Notice boards and
Internal magazines or
newspapers
Messages can be revised
several times.
The sender can not receive
immediate feedback.


Written communication
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Face-to-face discussions,
telephone conservations,
formal presentations and
speeches
Advantages: Questions can
be asked and answered
directly; feedback is
immediate; and the
senders attitude can be
sensed.
Disadvantages: few
permanent records
Written communication
Oral communication
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Communication through
electronic media such as
mobile phone, paging
devises, lap top computers,
E-mail, fax machines, and
electronic notice boards
Messages can be delivered
instantly, over long
distances, and to a large
number of people.
But not all people have
can access to the media.
Written communication
Oral communication
Electronic communication
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When We talk about Effective Communication
one thing that comes in mind, what are the basic
principles of effective communication .

These principles tells us how your message can
becomes effective for your target group,

These principles also tell about style and
importance of the message.

These principles commonly known as 7 Cs of
effective communication.
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1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness




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Message Receiver- either listener or reader, desire
complete information to their question. e.g. a
query by a customer

Provide complete information in a short span of
time.

If possible, provide some extra information which
he/she does not know and which may be useful to
him.

In this way you can maintain a good business
relation with him, otherwise he may switch to an
other company.

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One way to make your message complete is to answer the five
Ws.
WHO?
WHAT?
WHEN?
WHERE?
WHY?
The five question method is useful when you write requests,
announcements, or other informative messages.

For instance, to order (request) merchandise, make clear
WHAT you want, WHEN u need it, WHERE it is to be sent.

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Conciseness means convey the message by
using fewest words.

Conciseness is the prerequisite to effective
communication. As you know that all of us are
short of time .

Hence a concise message save the time for both,
the receiver and the giver.

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For achieving the conciseness you
have to consider the following.
1.Avoid wordy expression For eg.
use Now instead of At this time
2.Include only relevant material
Stick to the Purpose
3.Avoid unnecessary repetition.

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Consideration means To consider the receivers
Interest/Intention.

It is very important in effective communication
while writing a message you should always keep in
mind your target group

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Focus on you instead of I or We

Show audience benefit or interest of the receiver

Emphasize positive, pleasant facts.






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It means that message should be specific instead of
general. Misunderstanding of words creates
problems for both parties (sender and receiver).

When you talk to your client always use facts and
figures instead of generic or irrelevant
information.
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The following guidelines should help you to achieve
the Concreteness.
Use specific facts and figures
Choose image building words
e.g
General
He is very intelligent student of class and stood first
in the class.
Contd
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Concrete
Ram scored 85% in his Graduation and
he stood first in his college.

Always write on a very solid ground. It should
definitely create good image as well.
Contd
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In effective communication the message should be
very much clear. So that reader or listener can
understand it easily.

You should always Choose precise words.

Always choose familiar and easy words.

Construct effective sentences and paragraphs.
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Knowing your audience allows you to use statements
of courtesy; be aware of your message receiver.

It is politeness that grow out respect and concern for
others.

Appling socially accepted manners is a form of
courtesy . Eg. Namaste


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The following are suggestions for generating a
courteous tone:

Be sincerely tactful, thoughtful and appreciative.

Use expressions that show respect for the others

Choose nondiscriminatory expressions
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1. Context
Internal Means
External Means
2. Sender (Encoder)
3. Message
4. Medium
5. Receiver (Decoder)
6. Feed Back

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Sender Message Channel Medium Receiver
Feedback
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Context tells us reason for communication and
reasons may be

1. Internal

2. External
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Internal means a company
wants to Discuss an
idea/Issue to its employees
the message should be
either in writing or verbal
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In eternal context some query from
stakeholders or from outside the
organization-
You may response to query
Email
Fax
Telephone
Letter
Verbal etc.
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When you sending the message, you are the
Encoder .
Here the word you mean writer/Speaker decides
whether the message should be in written or oral.
He/She may choose Words, Symbols, Pictures or
Graphics that express the objective in the real
sense.
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Message is basically the basic idea that you want to
communicate.
The message may be
Verbal, means (Written or Spoken)
Non-Verbal, means( Symbols, Pictures or unspoken).
This is very much important component of
communication Your message should be or MUST be
clear and easy to understand
The most important element in message is your receiver
. You must be well aware about your receiver.
While preparing a message you should keep in mind
how your receiver will interpret the message.
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You (Sender) should also keep in mind your
relationship with the receiver while preparing
message.
some times wrong message may create a loss to
your organization , to yourself.
or it can create a bad impression for you/your
company.

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Medium is basically channel through which your
message reaches to receiver & channel vary from
situation to situation.
E.g. Lets say Govt of Pakistan wants to convey its
message to Pakistani Nation , now Govt will select
the effective medium it may be.
T.V
Radio
Papers
Or all of the above keeping in view the Importance of
the message.
When we talk at Micro /Organizational Level the medium
may be writing or non-Verbal
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To whom the message is being sent.
e.g. in case of Govt of Pakistan's Message, Pakistani
Nation is receiver (Decoder).
In simple words we can say that receiver is your reader
(in case of press , letters etc.) or Listener (In case of
TV, radio, Speaker Etc.)
Receiver is also known as decoder.
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Feedback is basically the response/reaction of
Receiver after receiving the message.
Sender always need feedback to check
weather the message effectively reached or
not? Or in other words.
Sender need feedback to examine the success
or failure of the message.

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Lack of Common Language

It is a set of symbols having some meaning

Grammatical Errors

It is set of rules of language

Colloquialism
Informal words or phrases
Used by young generation

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Euphemism

Using more polite words over harsh

Double Meaning

More than one meaning

Jargons

Example : Newspaper states The SC has ordered to
maintain status-quo at the disputed site

Regional Accent
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External Noise

Distance

Technical Problem


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Difference in Exposure
Use of wrong channel
Frequent Interruptions
Lack of Feedback
Lack of involvement




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No such key rule

Wiser to use short sentences, as they are simple
and easy to understand



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Clarity of mind gives clarity to ideas nd
in turn clarity to communication

A communicator cannot expect the
audience to grasp the meaning of what
he/she wants to communicate if he is not
clear what he is trying to convey

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It is very simple to make communication more
complicated

For Eg, We express the hope that you will deal
with the matter expeditiously

We hope you will deal with the matter promptly

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Always analyze the audience before
preparing to address it.
Will they Understand technical terms
What is their education level

Use jargons with caution. Select words
that the audience can understand.
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Its advisable to use familiar words rather
than unfamiliar foreign words

Eg. Antiquated Machines
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At the core of correctness is proper grammar,
punctuation and spelling.

The term correctness, as applied to effective
communication also mean three characteristics
o Use the right level of language
o Check the accuracy of figures, facts and words
o Maintain acceptable writing mechanics

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There are three level of language
1. Formal Respected Sir
2. Informal Hi Dude
3. Substandard


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Avoid substandard language. Using correct
words, incorrect grammar, faulty
pronunciation all suggest as inability to use
good English. Some examples follow:

Substandard More Acceptable
Aint isnt,arent
Cant hardly can hardly
Aim to proving aim to prove
Desirous to desirous of
Stoled stolen


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