CMS - Chapter - 1 and 2

CHAPTER 1 : FUNDAMENTALS OF COMMUNICATION
1.1 Definition of communication by Newman and Peter Little. Importance of

communication.
1.2 Model of communication: Sender-Message-Channel-Receiver-Feedback cycle.
Encoding and decoding.
1.3 Principles of effective communication.
1.4 Types of communication.
1.5 Barriers in communication.
1.1 Definition of Communication by Newman and Peter Little. Importance of
communication
The word communication derived from the Latin word communicare that means to
impart, to participate, to share or to make common. It is a process of exchange of facts, ideas,
and opinions and as a means that individual or organization share meaning and understanding
with one another. In other words, it is a transmission and interacting the facts, ideas, opinion,
feeling and attitudes. It is the ability of mankind to communicate across barriers and beyond
boundaries. Communication adds meaning to human life. It enriches our knowledge of the
universe and makes living worthwhile.
DEFINITIONS OF COMMUNICATION:
Communication may be defined as interchange of thought or information between
two or more persons to bring about mutual understanding and desired action. It is the
information exchange by words or symbols. It is the exchange of facts, ideas and viewpoints
which bring about commonness of interest, purpose and efforts.
1. "Communication is the process by which information is transmitted between individuals
and/or organizations so that an understanding response results".
- Peter Little.
2. "Communication is an exchange of facts, ideas, and opinions or emotions by two or more
persons''.
-Newman and Summer Jr.
Discuss among friends definition of Communication and try to

create your own definition in your own language.
Explain to your friends the definition of Communication by Peter

Little and Newman.
IMPORTANCE OF COMMUNICATION:
Communication is an important facet of life. Communication
skills are essential in all spheres of life. Be it an interview or dealing
with the project leader or working out a solution with a team or writing
a report, getting across the point effectively is what matters. Effective
communication centers round the usage of words, speed of delivery of
_______________________________________________________________________ 1
Study Material for Communication Skills
Government Polytechnic, Kolhapur
words, pitch modulation and body language. It is very important to Use the proper word at
proper time at proper place to communicate the right messages.
In the existing globalization scenario, most of the Information Technology, I.T
Enabled Services, management institutes, public and private sector, multi-national
Companies(MNC), Union Public Service Commission(UPSC), and State Public Service
Commission are search for a right and suitable fresher for executive posts. Whatever be the
recruiting criteria in industry giants had in their agenda, once this was clear a first class
degree would not serve the purpose, the candidate have to satisfy the skill sets that the
companies were looking for. And unanimously, the skills set that they were looking for
communication skills.
People in organizations usually spend 75 % of their daily time on communication
through writing, reading, listening, speaking, inter-debate etc. Effective communication is an
essential component for success of any organization. A recent newspaper report by TOI said
that out of hundred interviews, only five qualified for the employability. It is not that were
technically not sound but they lacked in communication skills. Communication skills are as
important as technical qualifications for youngsters aiming at a bright career.
Communications hold the key. Poor communication skills, low confidence levels and
improper body language have resulted out in the job race. The person recruited will have to
deal with the global clients directly. The command over the language plays a vital role in the
recruitment process.
In the present day information revolution and formation of knowledge the importance of
communication has increased. The importance of communication management and in day to
day life of people can be judge from the following points.
Importance of Communication:
1. Communication is life blood of any business, organization or institution. Nothing can
be run without effective communication.
2. The communication motivates the spirit of understanding and co-operation.
3. It is an effective tool of supervision.
4. It is very important for maintaining good human relationship.
5. It is useful for motivating the people.
6. It is important for collecting and distributing information.
7. Communication is important for keeping good contacts and for negotiations.
8. One can develop ones own personality by developing communication. A good
communication skill is a vital aspect of personality.
9. Communication needed to impart the knowledge.
10. It is essential to carry out day-to-day activities.
11. Raise awareness.
12. Motivates the people for a purpose.
13. Communication is for development of the individual, organization, society, nation,
country.
14. Communications helps the administration in arriving quick decision and
implementation.
15. Good communication is essential for proper planning and coordination.
_______________________________________________________________________ 2
16. A Manager's/ Executive's success is conditioned by his ability to understand the needs
and requirements of both employees and customers.
17. Better communication helps better job performance.
18. Effective and timely communication promotes cordial relations and work culture
among the employees for increasing production and creates healthy and happy
environment within and outside the organization.
19. 'Communication' is a key instrument to create relations, to strengthen relations
between the two people or a group of people.
# Prepare and deliver 5 minutes speech to your friends on "The
Importance of Communication in our life".
# In public or private sector jobs how communication skills will help
you to perform better?
# Discuss with your friends about the recent report by TOI about
employability.
Students Problems in Communication (Individual):

Some students write well, but they are not able to express themselves orally.
Some speak fluently, but cannot write without grammatical errors.
Some are comfortable speaking among themselves in a small group, but are not comfortable
facing the audience.
Some having problems with their body language and use inappropriate with others, some find
it difficult to maintain eye contact.
Some are always misunderstood.
Students' problem in Communication (In Group Communication):
Limited vocabulary
Inaccurate grammar
Lack of fluency
Imperfect pronunciation
Lack of active listening.
Fear of speaking in public.
Fear of expressing certain views.
Lack of confidence.
Lack of group skills.
Fear of making mistakes.
Lack of exposure and practice.
Introspect your problems in Communication.

How you will overcome these problems? Discuss with your teachers
and friends.
_______________________________________________________________________ 3
1.2 MODEL OF COMMUNICATION:

Communication is a cyclic process that starts when the sender feels that there is a
need to communicate with the receiver for a particular reason (purpose). The sender creates a
message either in the written or in verbal or nonverbal form. The message is dispatched to the
receiver with the help of channels of communication. The receiver takes the delivery of the
message and provides feedback to the sender. The sender gets the feedback and determines
whether the receiver has received the same message and meaning that the sender had
intended to communicate with him; if the sender feels that the receiver has not received the
same message and meaning, he/she again initiates the cycle of communication.
Elements of Communication
1.
2.
3.
4.
5.
Sender
Message
Channel of communication
Receiver
Feedback
1. Sender: a person who intends to convey, transfer or pass knowledge, ideas,

thoughts, information, feelings etc. to another person is known as sender.
The knowledge, ideas, thoughts etc. that he/ she conveys is the message and this
message should be under stable to the receiver.
E.g. 1. A teacher teaching in the class. Teacher = sender
2. A person reading news on TV. Person= sender
2. Message: The message is created by the sender to convey the information, facts or
opinion to the receiver. The message should be clear and simple so that the receiver
can understand it in the same way as the sender desires. While creating a message,
the sender should take care of words, language, and meaning of the message if the
message is to be communicated in verbal or written form or he/she should take care
of body language and facial expression if the message is to be communicated in
nonverbal form, along with the abilities and professional competencies of the
receiver.
E.g. A teacher teaches the topic "Importance of Communication".
3. Channels of communication: Communication channels are the medium through
which the message is communicated to the receiver. Channels of communication
play an important role in the process of communication. If the sender selects an
appropriate medium or channel of communication, there are more chances that the
_______________________________________________________________________ 4
receiver will receive the same message; or else, there are chances that the message
may get distorted. In this hi-tech era, there are a number of channels that can be
used to communicate message, e.g. mobile, e-mail, voice mail, person, radio, TV,
Internet, blogs, etc. Through proper channel is a common phrase used in
administrators/managers that signifies the importance of communication channels.
For example, a student of B.Sc, II year wants to communicate hostel problems to
the director of the institute. In order to reach to the intended receiver first, he/she
should communicate his/her message in the form of written application to the class
teacher; the class teacher will forward the application (message) to the principal
and finally the principal will forward the application to the director. That is how
communication through proper channel takes place. In this case, the class teacher
and principal were the channels of communication through which the message was
communicated to the receiver (director).
4. Receiver: The receiver is the person who receives the message. The receiver may
be a single person or a group of persons. The receiver understands the meaning of
the message and provides feedback to the sender. The receiver should have the
same language ability, comprehension, and cultural background as the sender. If
not, it may lead to distorted understanding of the meaning of the message by the
receiver.
5. Feedback: It is the most crucial element of communication. It is provided by the
receiver to the sender. Receiving feedback is important for the sender to know that
the receiver has received the message and interpreted the meaning of the message
in the desired way. Without feedback, the process of communication cannot be
complete. For example, when you send a mobile SMS to your friend, you get
feedback in the form of delivery report that informs you whether your message has
been delivered or not to the intended receiver; it also happens in the same way in
the case of e-mail.
# Draw th e Co mmu n i cati on p roces s b y u s i n g d iff eren t
cartoon s .
# Identify the sender, message, receiver, medium, channel and
feedback in the following situations:
a) A student applies for leave and is granted leave by the class
teacher.
b) A dancer dances for the cause of blind children at the college
auditorium for the student audience.
c) The clerk asks for the Diwali bonus and is refused by the boss.
d) The mother pours a glass of water on the sons face and he gets
up from sleep.
_______________________________________________________________________ 5
Encoding:
A message sent in form of code is called encoding. So the sender has to encode his
ideas, information and thoughts in a language which can be understood by the receiver. The
sender puts his thoughts in a certain form of logical and coded message. In simple words it
can be said that encoding is the process of arranging the data in selected code of
communication for designing the message. Encoding means reducing the ideas, thoughts and
impulses into signals. The most common form of encoding is the use of appropriate words. If
encoding is not done properly the receiver will not understand the message and will not give
feedback.
Encoding means designing message from the ideas. Encoding is an expression of
ideas in logical sequence. The sender/encoder plans and organizes his ideas into a set of
symbols, signs etc. Encoding process translates ideas, facts, feelings, opinions into symbols,
signs, words, actions, pictures and audio-visuals etc. It is up to the sender to select medium he
feels proper to communicate effectively to the intended listener or receiver.
Encoder/ Sender:
1.
2.
3.
4.
Encodes message
Chooses appropriate channel
Chooses appropriate medium
Solicits feedback
Decoding:
Decoding is the process of understanding the message. Decoding is the process of
translation of an encoded message into ordinary understandable language. Receiver/decoder
converts the symbols, words or signs received from the sender/encoder to get the meaning of
the message. It is done by the receiver. The process of translation and interpretation of codes
and words used in the message is called decoding. The receiver of the message tries to
translate the symbols, ideas into from that can be understood by him. The process of
translation and interpretation of the signals is called decoding. The process of decoding
requires that the receiver must possess skill in reading, listening and must be able to reason.
When the message is properly decoded by the receiver he may immediately respond to it.
Decoding is the process of giving meaning to the encoded message. It can also be
referred to as extracting the embedded meaning or interpreting what was encoded by the
sender. The ability of the receiver in decoding the message correctly is decisive in
understanding the message in its holistic sense.
Decoder/ Receiver:
1. decodes the message
2. Practices active listening or reading
3. Provides proper feedback
# Pr ep a re th e ta b l e w hi ch s h ow s th e d i ff eren ce b etw een
E n cod i n g an d Decod i n g.
_______________________________________________________________________ 6
1.3 Characteristics of Effective Communication:

The real meaning of communication is getting the receiver and the
sender tuned together for a particular message. Communication
takes place when one person transfers some understandable data to
another person. It also includes the exchange of thoughts, opinions,
sentiments, facts, and information between two or more persons.
Feedback is very important as it assures that your message should
be properly conveyed to the receiver.
The essential features of an effective communication system are keys for productive
communication. The chief principles or characteristics of an effective communication system
are as follows:
1. Clearness and integrity of message to be conveyed.
2. Adequate briefing of the recipient.
3. Accurate plan of objectives.
4. Reliability and uniformity of the message.
5. To know the main purpose of the message.
6. Proper response or feedback.
7. Correct timing.
8. Use of proper medium to convey the message properly.
9. Use of informal communication.
How To Make Communication Effective?

Effective communication is crucial for the success of an organization. Communication
takes place when one person transfers data and understanding to another person. An
effectual communication is one which is properly followed by the receiver of the
message and his feedback is known to the sender or transmitter. The below are some
points that may be taken to lessen communication barriers for making it more valuable: 1. It is very important to be familiar with the audience for whom the message is
meant. The message to be communicated must be clear in the mind of the
communicator because if you dont comprehend an idea, you can never convey it to
other person. The message should be adequate and apposite towards the
communication purpose.
2. In order to avert semantic barriers, the message should be conveyed in easy,
concise and understandable language. The expressions or signs chosen for
communicating the message must be suitable to the reference and understanding of
the recipient.
3. To make business communication effective, the structure of the organization must
be sound and suitable to the requirements of the organization. The management
should make efforts to make communication process more effective and
understandable.
_______________________________________________________________________ 7
4. To avoid creditability gap, management must guarantee that their procedures and
activities are in accordance with the communication. Communication is not complete
unless the reply or response of the receiver of the message is received by the sender or
communicator. The success of communication can be evaluated from the reaction.
Therefore, feedback must be bucked up and examined.
Important guidelines to make Communication Effective:

1. Try to simplify your thoughts before communicating your message.
2. You must analyze the intent of each and every message.
3. Consider the overall physical setting whenever you communicate.
4. You must discuss with others, where appropriate, in planning
communication.
5. be careful while communicating, of the overtone as well as basic content of
your message.
6. Take the opportunity to suggest something of help or value of the receiver.
7. Follow-up your communication.
8. Prepare yourself for transmitting the message in a proper way.
9. be sure your actions support your communication.
10. Seek not only to be understood but understand.
1.4 Types of Communication:

People communicate with each other in a number of ways that depend upon the message and
its context in which it is being sent. Choice of communication channel and your style of
communicating also affect communication. So, there is variety of types of communication.
1. Verbal Communication:
2. Nonverbal Communication:
1. Verbal Communication: Verbal communication refers to the form of communication in
which message is transmitted verbally; communication is done by word of mouth and a piece
of writing. Objective of every communication is to have people understand what we are
trying to convey. In verbal communication remember the matter should be short and simple.
When we talk to others, we assume that others understand what we are saying because we
know what we are saying. But this is not the case. Usually people bring their own attitude,
perception, emotions and thoughts about the topic and hence creates barrier in delivering the
right meaning.
So in order to deliver the right message, you must put yourself on the other side of the table
and think from your receivers point of view. Would he understand the message? How it
would sound on the other side of the table?
_______________________________________________________________________ 8
Verbal Communication is further divided into:

1. Oral Communication
2. Written Communication
Oral Communication:
In oral communication, Spoken words are used. It includes face-to-face
conversations, speech, telephonic conversation, video, radio, television,
voice over internet. In oral communication, communication is influence
by pitch, volume, speed and clarity of speaking.
Advantages of Oral communication are:
1.It brings quick feedback.
2.In a face-to-face conversation, by reading facial expression and body language one can
3.guess whether he/she should trust whats being said or not.
Disadvantages of Oral Communication are as follows:
a) There is no formal record of transaction.
b) If the verbal message is passed on along the hierarchical chair of command, then some
distortions can occur during the process.
c) Lengthy and distant communications cannot be effectively conveyed verbally.
d) The receiver may receive the message in his own perception and thus misunderstand the
intent of the message.
e) Spontaneous responses may not be carefully thought about.
Written Communication:
In written communication, written signs or symbols are used to
communicate. A written message may be printed or hand written. In
written communication message can be transmitted via email, letter,
report, memo etc. Message, in written communication, is influenced by
the vocabulary & grammar used, writing style, precision and clarity of
the language used.
Written Communication is most common form of communication being used in business. So,
it is considered core among business skills.
Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the
types of written communication used for internal communication. For communicating with
external environment in writing, electronic mail, Internet Web sites, letters, proposals,
telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.
Advantages of written communication includes:
Messages can be edited and revised many time before it is actually sent.
Written communication provides record for every message sent and can be saved for later
_______________________________________________________________________ 9
study.
A written message enables receiver to fully understand it and send appropriate feedback.
Disadvantages of written communication includes:
Unlike oral communication, written communication doesnt bring instant feedback.
It takes more time in composing a written message as compared to word-of-mouth and
number of people struggles for writing ability.
# Explain five situations in which you will use Oral Communication.
# Explain five situations in which you will use Written Communication.
2. Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless
messages. We can say that communication other than oral and
written, such as gesture, body language, posture, tone of
voice or facial expressions, is called nonverbal communication.
Nonverbal communication is all about the body language of speaker.
Nonverbal communication helps receiver in interpreting the message
received. Often, nonverbal signals reflect the situation more
accurately than verbal messages. Sometimes nonverbal response
contradicts verbal communication and it affects the effectiveness of
message.
Nonverbal communication has the following three elements:
1. Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings
2. Body Language
facial expressions, gestures, postures
3. Sounds
Voice Tone, Volume, Speech rate
Types of Communication Based on Purpose and Style.
# Explain the facial expression mentioned in the above picture.
Based on style and purpose, there are two main categories of communication and they both
bears their own characteristics. Communication types based on style and purpose are:
1. Formal Communication:
_______________________________________________________________________ 10
In formal communication, certain rules, conventions and principles

are followed while communicating message. Formal communication
occurs in formal and official style. Usually professional settings,
corporate meetings, conferences undergoes in formal pattern.
In formal communication, use of slang and foul language is avoided
and correct pronunciation is required. Authority lines are needed to
be followed in formal communication. Upward communication:
A. Upward communication:
When communication flows from the lower levels of a hierarchy; this is
known as upward communication. Information to be dispersed is no
longer required to follow a specific chain of command in order to reach
its intended party.
Merits of upward /vertical communication:

1. It is useful in conveying the suggestions, complaints and needs
of subordinates to superiors.
2. It gives feedback of the decisions taken by superiors.
3. It is source of motivation for an employer.
4. It helps in developing cordial relationship between workers and management.
5. It is source of motivation for an employer.
6. It helps the top management, in knowing the behaviour, opinions and feelings of the
workers.
Demerits of upward vertical communication:
1. The wrong information may be communicated upwards.
2. Workers avoid communicating with the superiors.
3. Due to the busy schedule, the superiors may not pay attention to the workers.
4. Employees may by-pass the appropriate authority or channel to reach higher
authority.
B. Downward Communication:
Downward communication occurs when information
and messages flow down through an organization's formal
chain of command or hierarchical structure. In other words,
messages and orders start at the upper levels of the
organizational hierarchy and move down toward the bottom
levels. Responses to downward communications move up
along the same path, for example downward communication in
the bank.
Advantages:
_______________________________________________________________________ 11
Downward communication provides certain advantages to an organization:

1. Organizational discipline- Downward communication follows the organization's
hierarchy, meaning that organizational discipline and member compliance is much easier
to maintain.
2. Efficiency- Downward communication offers efficiencies because instructions and
information come from the sources in power that are able to coordinate activities from
the top of the organization. Employees receive feedback from the superiors who manage
them.
3. Effective communication of goals- Upper management can easily communicate goals
and assign responsibilities regarding achieving those goals.
4. Ease of delegation- Delegation is much easier if the delegation comes directly from the
vertical communication structure representing the chain of command.
Disadvantages:
Downward communication is not without disadvantages, including the following:
1. Distortion- Ever played the grapevine game? Downward communications can become
distorted as it proceeds through multiple levels of the organization.
2. Slow feedback- It takes time for messages to go down the organization and then up the
organization and then back down again. This means that feedback can be slow, resulting
in problems, especially in a dynamic environment.
3. Interpretative problems- Downward communication presents interpretation problems
because of the distortion effect and the slow feedback for message clarification.
4. Lowers morale- Given the time communication takes and the problem with distorted
messages, downward communications can have a negative impact on organizational
morale.
5. Not motivating-Given slow feedback and the dependence on formal channels of
communication, this method of communication doesn't really help with motivation.
C. Horizontal communication:
It is the formal/ informal exchange of ideas between different individuals/departments at the
same level of hierarchy in the organization.
Merits of horizontal communication:
1. It creates friendly atmosphere in the organization.
2. It is fast and flexible.
3. There is no scope for rumors or gossips.
4. It motivates team-spirit among peers.
5. Instant decision can be taken, saving time.
6. It helps in taking quick decisions.
7. The feedback is quick.
Demerits of horizontal communication:
1. It is hampered by professional jealousy.
2. The too much horizontal communication affects vertical communication.
3. If there is no proper supervision, the employees may neglect their work.
_______________________________________________________________________ 12
4. Conflicts and disagreements among the workers may hamper the growth of the
organization.
Diagonal communication:
A diagonal communication in an organization is the process whereby the flow of
information is between people who work in different departments and are at different levels
of the organization. A good example of a diagonal communication is an instance where a
Human Resource Manager is sending out information to an accounts officer in the
Accounting Department. Some experts in this field also define Diagonal communication as
the process of sharing information between different structural levels within
an organization or establishment.
Advantages:
(1) It is a most direct method of communication.
(2) It is a most selective method of communication.
(3) It is one of the fastest methods of communication.
(4) In critical situations, it would seem to be the most essential and logical
type of communication.
Disadvantages:
(1) It can destroy lines of authority and formal chains of command.
(2) It can leave immediate superiors uninformed of what their subordinates are
doing.
(3) It can lead to conflicting orders and hence to further confusion.
(4) It is usually verbal, and thus is untraceable if things go wrong.
# Sketch a diagram indicating Upward Communication in GPKP.
# Sketch a diagram indicating Downward Communication in GPKP.
# Sketch a diagram indicating Horizontal Communication in GPKP.
# Sketch a diagram indicating Diagonal Communication in GPKP.
GRAPEVINE COMMUNICATION:
As defined earlier that grapevine communication is an informal chat amongst peers,
colleagues and friends. The best time of this kind of communication is during the following.
1. Lunch Break.
2. Tea Break
3. Get Together
4. Seminars
5. Meetings.
_______________________________________________________________________ 13
This form of communication has no legal standing, it is merely to make mountain out
of mole hill, and there is immense pleasure in this kind of communication as it deals with
speculation and conjunctures. Generally this kind of conversation takes place amongst
groups. There is also a close-knit Grapevine Communication, spreads like wild fire. This
communication is an informal kind and hence, the interest to speak and speculate derives
great interest5 and pleasure amongst the group of friends. Though the grapevine
communication may be factual or fiction it does exist even today in our society. When does
the grapevine communication cone to fore? Or when does it come to effect?
1.Recent News.
2.Controversies
3.People talk about their acquaintances.
4.Discussing Private and personal problems of other.
Here are some of the advantages of grapevine Communication.
1. Spreads like wild fire.
2. Content can be short or long.
3. It provides as feedback to the management.
4. Grapevine communication is acceptable.
5.
It vents out disappointment is acceptable.
Here are some of the limitations of grapevine Communication.

1. It may give wrong news or information.
2. It may tarnish the image of a person.
3. Distortion of news.
4. It is not reliable.
5. It is listless and waste of time.
Grapevine Communication is a key conversation in any organizational set up. It should be
dealt with caution and care. During the time of strike or hike in pay, this kind of
communication is at its best. Gossips, rumours, false stories, add spice in speculation. if the
grapevine communication is used rather than misused, then it can benefit the organizational
set up.
# Grapevine communication should be used in limit. Discuss.
2. Informal Communication:
Informal communication is done using channels that are in contrast
with formal communication channels. Its just a casual talk. It is
established for societal affiliations of members in an organization
and face-to-face discussions. It happens among friends and
family. In informal communication use of slang words, foul
language is not restricted. Usually, informal communication is done
_______________________________________________________________________ 14
orally and using gestures.

Informal communication, unlike formal communication, doesnt follow authority lines. In an
organization, it helps in finding out staff grievances as people express more when talking
informally. Informal communication helps in building relationships.
# Give five examples of following communication types from our daily life
situation. A)verbal B) Non-Verbal C) Formal D) Informal E) Diagonal F)
Horizontal G) Grapevine
1.5 Barriers to Effective Communication:

A. Physical barriers
Internal structure of the organization and layout of office machines and
equipments creates physical barriers in communication.
Environmental Disturbances like Traffic Noise, Loud Sound, and
Passing Train Etc.
Time and Distance
Personal Problems of Health
Poor Hearing (Due To Defective Hearing)
Poor Presentation Due To Speech Defects like Stammering, Lisping Etc.
Poor Verbal Skills
1. Distance: communication is found obstructed in long distance. Like communication
between America and Nepal.
2. Noise: it is from external sources and affects the communication process. Noise
negatively affects the accuracy
3. Physical arrangement: the physical arrangement of organizational sources like men,
money, material and machine obstruct the communication process.
B. Semantic barriers
The use of difficult and multiple uses of languages, words, figures,
and symbols create semantic barriers. Most of the difficulties in
communication arise because the same word or symbol means
different things to different individuals.
1. Language: we can find some words having different meaning.
As meaning sent by the sender can be quite different from the
meaning understood by the receiver. Long and complex sentences
creates problem in communication process.
2. Jargons: technical or unfamiliar language creates barriers to communication that may be
drawn from the literature. So message should be simple and condensed as far as possible so
that no confusion creation will be there to the receiver.
C. Organizational barriers:
It is raised from the organizational goals, regulations, structure and
culture.
1. Poor planning: it refers to the designing, encoding, channel
selection and conflicting signals in the organization.
_______________________________________________________________________ 15
2. Structure complexities: - difficult organizational structure barrier for free flow of

information. Appropriate communication process must be used.
3. Status differences: it creates barrier for communication. Superior provides information
to the subordinate about plans and policies. Different information is provided by different
subordinates who create barrier in communication.
4. Organizational distance: - distance between sender and receiver also creates barriers to
effective communication.
5. Information overload: if superior provides too much information to the subordinate in
short period receiver suffers from information overload which creates barriers to effective
communication.
5. Timing: Communication can be obstructed if not done on time. If the information is not
provided in time it creates barriers to effective communication.
D. Psychological barriers
It is the barriers to effective communication created from the lack of interest of the people
from whom the communication is meant. People do not pay attention to the communication
which are not interesting to them and which do not fulfill their want.
1. Perception: It is the process of accepting and interpreting the information by the receiver.
People receive things differently for a various number of reasons.
2. Filtering: Communication some time filters the negative
information to make it more favorable to the receiver. In this process,
knowingly or unknowingly some valuable information may be
disposed.
3. Distrust: Superior provides information or message to the
subordinates to their own view, ideas and opinion which create obstruction in
communication.
4. Emotions: Emotion also creates barriers to effective communication
like anger, het, mistrust, jealousy etc.
5. Viewpoint: It also creates barriers to effective communication. It the
receiver doesnt clear the message and ignore without hearing, the
message may create obstructions.
6. Defensiveness: If the receiver receives the message as threat and interprets that message in
the same way, it creates barriers to effective communication.
E. Mechanical Barriers:
Mechanical communication barriers are technical sources of interference in the
communication process. A mechanical barrier stems from a problem in machinery or
instruments used to transmit the message. This is not limited to media forms such as radio
and television; it also includes machines used by those with hearing or speech impairments.
Examples of mechanical communication barriers are noisy communication machines or
instruments, absence of means of communication instruments, transmission, interruption and
power failure.
The barrier caused due to minor or major problems caused due to a machine or specifically
equipment that is not whole and solely human dependent!!!!
E.g. A speaker giving speech in open on a microphone and speakers, if suddenly the power
is cut off and the speaker is no more able to give speech.
This type of barrier is called as mechanical barriers....
_______________________________________________________________________ 16
# Give five examples of each communication barrier from our daily life situation.
F) Sender Barriers
Sender doesnt know enough about the receiver.
Sender has a negative attitude toward message doesnt want to communicate it.
Sender has a negative attitude toward the receiver.
Sender has a negative attitude towards communicating doesnt care whether receiver
understands or not.
Sender fails to get the attention and interest of the receiver.
Sender has poor communication skills (oral expression and/or writing).
Sender picks wrong time.
Sender chooses wrong method.
Sender chooses wrong place.
Sender uses vocabulary that isnt clear to the receiver (ambiguous and /or technical)
Sender doesnt communicate the right amount of information (too little or too much)
Sender use negative tone.
Sender is in a hurry
Sender fails to verify whether receiver understands.
G) Receiver Barriers
Receiver is preoccupied with something more important
Receiver doesnt like/ respect the sender.
Receiver is not interested in the massage.
Receiver knows what the massage is going on to be
Receiver doesnt want to understand.
Receiver is physically tired
Receiver has emotional barriers
Receiver is thinking about what to say when the sender finishes
Receiver is distracted.
Receiver pretends to listen when not listing
Receiver pretends to understand when doesnt understand
How to overcome communication barriers:

It is duty of communicator to see that the entire communication process become
perfect. Barriers cannot be very easily overcome or avoided but there are definite ways
through which one can reduce their consequences or take care so that they dont occur. For
effective communication the barriers should be avoided all together.
Mechanical barriers can be overcome by using alternative channels or devices of
communication. Mechanical barriers are mostly in the form of defects or failure in the
mechanical devices that are used for sending messages. The sender has to take proper care to
see that devices like computer, Radio, Fax machine, telephone, loudspeakers, mobile phones,
TV etc are in proper working condition. These devices should not create problem while using
them for communication. When communication needs a device it can be verified in advance
to avoid future problems.
_______________________________________________________________________ 17
Physical Barriers can be overcome by maintain good health and by clearing the
environmental disturbances. Physical barriers are mostly connected to physical shortcomings.
If the sender is ill, tired, fatigued, sleeplessness he cannot send message properly to anyone.
So sender has to take care that he must have good health while doing communication.
Psychological Barriers are related with the mind. Mind plays an important role in human
behavior. All our actions and even inactions are controlled by human mind. The mindset up
of sender may also have wrong effect on the quality of communication. A human being with
a positive mind, free from hatred and prejudice effectively overcomes psychological barriers.
The sender of a message has to keep a clear and open mindedness while communicating. He
must take that his message should not get affected due to different mood swings of mind. All
psychological barriers are concerned with mental, personal, cultural and social environments.
By keeping the positive attitude sender can successfully overcome psychological barriers.
Semantic/Language Barriers can be avoided by gaining sufficient knowledge of the
language used for communication. The sufficient knowledge of vocabulary, synonym,
antonyms and basic grammar is must for both receiver and sender. The sender must use
simple language. Using simple and short sentences will be helpful for avoiding semantic
barriers. Semantic barriers can be avoided by correct study of receivers requirement of
information and receivers capability to understand. Sender must not use the words which are
beyond comprehension for the receiver. The sender must avoid clich and technical jargon.
Sender Barriers: can be avoided by using following tips

WHO: To whom should the message go?
WHY: Why am I communicating? What are my motives?
WHAT: Decide what to communicate. Be clear about what you need to communicate.
WHEN: Choose the best time for optimum reception.
HOW: Use language the receiver will understand and which unambiguous.
WHERE: Choose a location which will not interfere with the reception, understanding and
acceptance of the message.
Keep checking with the receiver.
Receiver Barriers: can be avoided by using following tips
Be fully ATTENTIVE to sender.
Listen ACTIVELY to the messages being sent.
ASK for clarifications, reception where necessary.
Keep checking with sender.
# Without overcoming the barrier the communication is not possible. Discuss.
_______________________________________________________________________ 18
CHAPTER 2 : ORAL COMMUNICATION

2.1 Principles and characteristics of oral communication. Grammar.
2.2 Spoken English: Dialogue, Conversation, Debate, Feedback.
2.3 Pronunciation, Tone, accents.
2.4 Group Discussion, prepared speech and extempore speech.
2.1 Principles and characteristics of oral communication. Grammar
What is Oral Communication?
Everything that is spoken (oral) falls in this category. In oral communication, both
exchange their ideas or facts through spoken (oral) words
either in face to face Conversation or through any
mechanical/electrical devices, for example, telephone.
When messages or information is exchanged or
communicated is orally is called oral communication. It
is word based communication system but in oral form.
Most of the time, we use oral communication. Executive
spend 60 to 90 percent of their time talking to people.
Face to face conversations, group discussions,
counselling, interview, radio, television, telephone calls
etc. is used to express meaning in oral communication. Some definitions of oral
communication are as follows:
Definitions of Oral Communication:
1) According to Ricky W. Griffin, "Oral Communication takes place in face to face
conversations, group discussions, telephone calls and other circumstances in which spoken
word is used to express meaning."
2) According to Bovee and others, "Oral communication expresses ideas through the spoken
word."
3) According to S.K. Kapur, "Oral Communication takes place when spoken words are used
to transfer information and understanding form on person to
another."
PRINCIPLES OF EFFECTIVE ORAL COMMUNICATION:
Effective oral communication is that which achieves its intended
Discuss the definitions of oral communication with your friends and create your own
definition of oral communication.
purpose or objective. If a communication brings desired effect it can
be said to be effective. Whether communication is effective or not
can be judged by the feedback. In order to make it effective, the
following principles have to be followed.
Evaluation of Receiver or the AudienceAnalyze the Audience or the receiver before communication. Audience or receiver
should be studied for size, age, gender, education, occupation, and knowledge of the subject,
attitudes, primary interests and desires. Selection of subject and mode should be done on the
basis of the need of the time, interest of the speaker and listener (audience).
Principle of Vocabulary:
_______________________________________________________________________ 19
Words bear different meanings to different people in different situations. In oral

communication, a speaker should use the most familiar words to the receiver of the message
to avoid any confusion in the meaning of the words.
Clarity and Purpose:
The purpose of the communication should be clear to the sender of the message.
Ideas in the message should not be confusing or vague; communication is never complete and
effective unless it is understood by the receiver in the same sense with which the sender
coveys it.
Ex.If the teacher casually says, I may give you a test once in a while- the message may not
be taken seriously by students as the teacher vaguely said something without purpose in
mind, but if the teacher says, I will give you a test on Monday based on chapter two so that I
can evaluate you.- The communication will be effective.
Clear pronunciation:
Clear pronunciation of message sender in the main factor or oral communication.
If it is not clear, the goal of the message may not be achieved.
Natural voice:
The speakers must not be fluctuated at the time of oral communication. On the
other hand artificial voice must be avoided.
Developing IdeasIdeas developed in the message must be put together in organized form. E.g.
when the laboratory instructor gives instructions about procedures of experiments the
students will understand only if the instructor maintains the order or sequence in the steps,
otherwise students wont be able to perform the experiment later. Same is true for any
message to be communicated that it has to logically sequenced.
Creative messageThe message can be made interesting by using key words, suggestive for
understanding purpose and meaning of message.
Avoiding emotions:
At the time of oral discussion, excessive emotions can divert a speaker from
main subject. So, the speaker should be careful about emotion. The speech must be
emotionless.
Completeness and AdequacyFor successful implementation of the plans,
messages communicated should be adequate
and complete in all respects. Insufficient or
inadequate statement of facts or figures may
create misunderstanding.
Mutual understandingCommunication is a systematic
and continuous process of telling, listening and
understanding where sender and receiver
should sincerely participate. If there is proper
understanding between both there is effective
communication.
Channel or Media adoption_______________________________________________________________________ 20
The choice of any communication channel depends upon many factors.

Necessity of written record, length of message, desired speed of transmission, cost,
availability of channel at both ends, etc. are to be considered while selecting channel.
Appropriate time elementFor achieving the expected results one should consider the element of time
factor. Sufficient time must be given to the receiver of the message to decode the message so
that expected feedback may be obtained.
Unity and integration:
The unity an integration of the speech of the message sender is a must for
successful oral communication
Principle of flexibilityThe systems of communication should be flexible to suit the changing needs
of organization. It should quickly adjust to new techniques and patterns.
Principle of InformalityFormal communication in management of any organization should be supported
by informal contacts. The communication becomes most effective when managers utilize the
informal communication to supplement the formal channels of communication.
Provision for FeedbackThe sender of the message must try to make it easy for the receiver to give
feedback. E.g. If a company expects its customers to give written feedback upon the changes
in the product, it can be handover some questionnaires where customers just need to tick
mark options. Otherwise customers wont take efforts to write letters.
Discuss with your friends principles of oral communication.

CHARACTERISTICS OF ORAL COMMUNICATION
Flexibility: The main feature of oral communication is, it is more flexible than any other
means of communication. Oral communication or oral
messages can be changed easily depending on the situation.
Time saving: - Oral communication helps to expedite work.
Where time is short, it's advisable to use oral communication
like snap conferences, verbal orders and even mechanical
devices like telephones etc.
Money Saving: - When used within the organization, oral communication saves money.
Powerful means of persuasion :- Oral communication, along with the proper use of body
language, is a powerful means of persuasion because the speaker can convey a lot of things,
which is not possible in written communication. Politicians, during elections, rely mostly on
oral communication to garner votes.
Promotes friendliness: - Since oral communication is informal, it helps in promoting
congenial relations between the communicating parties.
Immediate feedback: - The speaker can get immediate feedback in the case of oral
communication. By gauging the mood and response of the receiver he can make changes
accordingly.
_______________________________________________________________________ 21
Better understanding : Another major feature of oral communication is chance of

misunderstanding is very rare; if there is any misunderstanding takes place that can be
rectified immediately by asking questions. If the receiver finds the communication
ambiguous he can get a quick clarification on the spot.
Opportunity for correction: In case of written or other communication messages can not be
corrected immediately- but in case of oral communication it can be corrected within few
seconds.
Intercultural barriers: In case of oral communication receiver and sender exchange
information freely and spontaneously. As a result presentation of message influenced by the
cultural background of the respective parties.
According to you, which are the most important characteristics of oral communication?
Advantages Oral Communication It saves time.

It is economical, as does not require any stationary.
It is fast.
It is flexible and suitable.
It helps in instant exchange of information between sender and receiver.
It is useful in emergency situations.
Quick / instant feedback or response is possible.
It is interactive.
It can convey the different shades of meaning with effective use of nonverbal cues.
It creates a feeling of personal touch or participation.
Disadvantages of Oral Communication It is not permanent.
It is suitable for lengthy messages.
It has no legal validity. ( unless it is properly recorded ).
It requires an effective art of speaking.
It is impossible to refer in future.
It may create misunderstandings.
It may not receive 100% attention.
Long / lengthy speeches are boring to the audience.
_______________________________________________________________________ 22
Comparison between Oral and Written Communication-
Oral Communication
Written Communication
1.
It saves time.
It is time-consuming.
2.
It is economical.
It is costly.
3.
It is useful in emergency situations.
It is not useful in emergency situations.
4.
It is flexible.
It is inflexible.
5.
On the spot or immediate clarification is On the spot or immediate clarification is

not possible.
possible.
6.
It is very fast.
It is very slow.
7.
It is not permanent.
It is permanent.
8.
It has no legal validity.
It has legal validity.
9.
Instant feedback is possible.
Feedback is delayed.
10. It is not suitable for lengthy messages.
It is suitable for lengthy messages.
11. It cannot be retained for a long time.
It can be retained for a long time.
12. Even an illiterate person can use it.
Only a literate person can use it.
How oral communication is different from written communication? Discuss the

advantages and disadvantages of oral communication in your class and add some more
advantages and disadvantages.
2.2 Spoken English: Dialogue, Conversation, Debate, Feedback.

SPOKEN ENGLISH
1.
Dialogue is
a literary and theatrical form
consisting of
a written or
spoken conversational exchange between two or more ("dia" means through or across)
people.
2. An exchange of ideas or opinions on a particular subject especially with an outlook to
reaching a satisfying agreement.
What is Dialogue?
a. Conversation between characters in a drama or story.
b. The lines or passages in a script those are intended to be spoken.
c. Conversation between two or more persons.
d. The conversation between characters in a novel, drama, etc.
_______________________________________________________________________ 23
e. A literary work in the form of a conversation.

Its chief historical origins as narrative, philosophical or didactic device are to be found
in classical Greek and Indian literature, in particular in the ancient art of rhetoric.
What could be the definition of dialogue according you? Do a dialogue with your friend
on any topic of your choice.
Conversation is
a
form
of
interactive,
spontaneous communication between two or more people
who are following rules of etiquette. It is polite give and
take of subjects thought of by people talking with each
other for company. Conversations follow rules of
etiquette because conversations are social interactions, and
therefore depend on social convention. Conversation is the
most obvious mode of communication. It involves elements
of speaking and also other generic skills like listening.
Deliver a conversation script by imagining details of a situation before your class.
Debate is contention in argument; dispute, controversy; discussion; especially the discussion
of questions of public interest . Debate is a method of
interactive and representational argument. Debate is a broader
form of argument than deductive reasoning, which only
examines whether a conclusion is a consequence of premises,
and factual argument, which only examines what is or isn't the
case, or rhetoric, which is a technique of persuasion. Though
logical consistency, factual accuracy and some degree of
emotional appeal to the audience are important elements of the
art of persuasion, in debating, one side often prevails over the other side by presenting a
superior "context" and/or framework of the issue, which is far more subtle and strategic. The
outcome of a debate depends upon consensus or some formal way of reaching a resolution,
rather than the objective facts as such. In a formal debating contest, there are rules for
participants to discuss and decide on differences, within a framework defining how they will
interact.
Don'ts and Do's of a Debate:
A) DO's OF A DEBATE:
Give vent to your ideas.
Follow all the rules of the debate.
Be polite in expressing yourself.
Be clear and logical while arguing.
Be quick to the point and use befitting language.
Be tolerant, empathetic and assertive.
Applaud each speaker.
Be natural but do control your emotions.
Use hands to express an idea.
Maintain good eye contact with all the members of the opposite group.
Sit comfortably but politely.
_______________________________________________________________________ 24
Be humble in victory and gracious in defeat.
B) DON's OF A DEBATE:
Control your ideas.
Use an uncultured language.
Attempt to dominate or rule over or interrupt others.
Use non-words and beat around the bush.
Be impatient, rude or submissive.
Look annoyed or express extreme emotions.
Use sheets of paper for your notes.
Avoid eye contact or stare continuously.
Sit carelessly, legs crossed or shaking our legs.
Put on an accent; be too fast or too slow.
Use abusive humour that will hurt anyone.
Include false evidence or facts in your speech.
Conduct one structured debate session every week in your class.
Feedback
Feedback is varied in different types of communication.
It is instantaneous a face to face conversation, interpersonal or
oral or verbal communication. Feedback is not only for checking
the understanding of the message but it also helps in knowing
how the message has been received. The emotional response
and reaction forms an important part of the success of the
communication.
2.3 Pronunciation, Tone, accents.
What Is Pronunciation?
Pronunciation is the way a word or a language is spoken, or the manner in which someone
utters a word. If one is said to have "correct pronunciation", then it refers to both within a
particular dialect.
A word can be spoken in different ways by various individuals or groups, depending on many
factors, such as: the duration of the cultural exposure of their childhood, the location of their
current residence, speech or voice disorders, their ethnic group, their social class, or
their education.
Pronunciation is probably one of the hardest skills in English to learn. It takes a lot of time
and effort to improve your pronunciation. Some non-native speakers live for a long time in
an English-speaking country but still have poor pronunciation. Other speakers seem to pick
up English pronunciation with little effort, and some may do so without visiting an Englishspeaking country at all!
Nobody knows quite why this happens. Perhaps it is because some speakers have a better
ear for languages than others? But age and previous language learning are also thought to
be factors, as well as having a sense of musicality. And of course, you are likely to improve
your pronunciation more quickly if you are doing plenty of listening and speaking. This is
why it is so crucial that you speak as much English as you can outside the classroom.
_______________________________________________________________________ 25
Having said this, it is certainly not necessary to have native-speaker-like pronunciation. Your
accent is part of you and your culture and there is no need to lose it entirely. In fact, you
probably wouldnt want to. The real key to having good pronunciation is what we
call comfortable intelligibility. In other words, the person or people listening to you should
be able to understand what you are saying with minimal strain. This is something
completely different from losing your accent entirely.
Some of the most important reasons why English pronunciation is believed to be so difficult
are:
There are some sounds in English that probably dont exist in your own language for
instance, English has 20 vowels and diphthongs (many languages only have 5).
There is no simple relationship between spellings and sounds in English.
English is a stress-timed language words and sentences have strong and weak parts.
This is different to many other languages throughout the world where parts of words and
words themselves may be given the same stress in a sentence. .
When English is spoken quickly, words are linked smoothly together and sometimes
sounds even disappear altogether (this is called assimilation). This means it can be hard to
understand, as well as speak English.
There are five main areas of difficulty in English pronunciation. These are :
Pronunciation of individual sounds
Word stress
Sentence stress
Rhythm
Intonation
In the table below, you can see what the main problems are in pronouncing English and how
you might be able to improve.
_______________________________________________________________________ 26
Area of difficulty
1. Pronunciation of
individual sounds
2. Word stress
Implications of this
particular area
There may be confusion
between minimal pairs (e.g.
bed/bad, ship/sheep) and this
may compromise meaning.
Sometimes words shift their

stress so word stress can
actually change the meaning
of the word (e.g. record
(v)/record (n))
How to improve
Use lists to practise
repeating minimal pairs
Use tongue twisters to
practise special sounds.
Practise the sounds of
English by using the
phonemic chart.
Check your dictionary in
advance of a seminar or
presentation to make sure
you know where the stress
falls on long words. Repeat
the words.
An demonstration of how
word stress appears in the
dictionary can be seen here
3. Sentence stress
4. Rhythm
5. Intonation
Sometimes emphasising
different words suggests
different contrasting
information (e.g. how does
the meaning change when
different words of the
following sentence are
stressed : Mary saw a red car
driven by a young man with
brown hair)
Rhythm is important to
maintain the flow of the
language. English is a stresstimed language. Problems
with this are not so likely to
affect comprehension but
getting the rhythm right does
help the listener to follow
your argument..
Getting the right intonation is
important to convey the right
attitude i.e. high start for
questions, tentativity and
wide pitch variation to show
greater enthusiasm.
Try to exaggerate (make

even stronger) the stress on
key words this may sound
unusual to you, but will
probably sound perfectly
natural to the listener.
Practise
reading poems,limericks, etc
out loud to get a sense of
how English rhythm works.
Vary your voice more and

try not to speak in a
monotone.
_______________________________________________________________________ 27
There is certainly a lot of general advice that we can give you to help you to improve your
pronunciation. You can try some or all of these ideas.
Find out what mistakes you make. If you do not know what mistakes you are making, you
will not be able to improve. Ask a native speaker what particular mistakes you have. You
could ask your pre-sessional or in-sessional EAP tutor or a friend or acquaintance. Ask
people if they can understand you and if you have not seen that person for a long time, ask if
they think you have improved. Ask your audience at a presentation whether they found it
easy to understand what you said.
Be aware of the face position of native speakers. English, unlike a number of other
languages, is spoken with a relaxed face. Make sure that your cheeks are relaxed before you
speak. Observe how native speakers speak and the position of their mouths.
Try to listen to good models of speech. Ask someone you know or a tutor to record for you
some technical words in your subject that you find it difficult to pronounce. Also check the
words in the dictionary to see where the stress falls.
Know about the particular features of English pronunciation. For example, make sure
that you pronounce and do not swallow the endings of each word. Note particularly the
importance of pronouncing s and ed endings. Remember that the spelling of a word does
not always help to pronounce it.
Have a very specific target for improvement for the week. Just saying my aim is to
improve my pronunciation is too general and unfocussed. You have to try and identify
particular aspects of pronunciation that you need to develop. Try to work specifically on one
aspect of your pronunciation each week. For instance, if you know that you have problems
with the th sound; make a plan to wok on this as much as possible during one week.
Some people find that recording themselves and listening back can help to spot errors in
pronunciation. But naturally, you need to have some idea of what mistakes you make first.
Mark up a reading text. Put marks and symbols on a reading text to show where words are
linked together, where the stress falls on long words, etc. Practise reading from the marked up
text onto a cassette or MP3 player.
Using pronunciation books and cassettes, and Internet web sites, can help. There are
useful pronunciation self-study books available and listening to the cassettes and practising
repeating them for ten or fifteen minutes a day can be time well spent. They will give you
good models to repeat. There are a lot of useful sites on the Internet that help you to improve
your pronunciation (see 'check them out' box above for a list of internet resources).
Slow down. Sometimes it is tempting to try and speak very quickly to give the impression of
fluency. However, this often affects the clarity of your pronunciation and makes it harder for
people to understand you. And remember, many speakers of English do not speak very
quickly, but are very fluent.
Try to sound interesting/ interested. Dont speak in a monotone but try to sound as if you
enjoy speaking English. Put emphasis on important words and say them a little more slowly,
to bring out their meaning.
_______________________________________________________________________ 28
Why pronunciation is important in effective oral communication? Discuss among your friends and
pronounce following words correctly:
1.Pronunciation 2.Preparation 3.Embarrassment 4.Diagrammatize 5.Aesthetic 6.Subtle
7.Mnemonic 8.Enthusiasm 9.Simultaneously 10.Constitution.
2.4 Group Discussion, prepared speech and extempore speech.

What Is Group Discussion?
A group discussion is a structured conversation
among group of individuals; since the conversation
is related to a particular topic. G D is essentially an
interactive oral process. The exchange of ideas in a
GD takes place in a systematic and structured way.
Group Discussions of any sort are supposed to help
us develop a better perspective on issues by
bringing out diverse view points. Whenever we
exchange differing views on an issue, we get a
clearer picture of the problem and are able to
understand it. The understanding makes us better
equipped to deal with the problem. This is precisely the main purpose of a group discussion.
Do's and Don'ts of a Group Discussion:
A) DO's OF A GROUP DISCUSSION:
Listen to others. It is not necessary to initiate a Group Discussion.

Initiate the discussion if you are familiar with the topic.
Intervene if the discussion is turning out to be hostile. It reflects your leadership.
Speak to the point without Repeating.
Back your points with Facts and Figures.
Be gentle with your presentation.
Be Natural, Calm and Maintain your Composure.
Be Participative and Reciprocative.
Say 'Thank You' before ending your presentation.
Think before you speak.
Say what you feel, without going in "Favour" or "Against" it.
B) DON'Ts OF A GROUP DISCUSSION:

Do not be loud or aggressive.
Do not go overboard with enthusiasm if you are familiar with the topic.
Do not interrupt other speakers.
Do not deprecate other speakers.
Do not speak first if you are unfamiliar with the topic.
_______________________________________________________________________ 29
Do not change your opinions.

Do not ask irrelevant questions.
Do not stop abruptly.
Do not get nervous if the previous speakers have presented their points in a better
way.
Do not display your emotions.
Arrange a group discussion in your class by preparing two groups (6 members in each
group).
Prepared Speech:
There are 4 key components to a successful speech.
1. The subject matter should be worldly and should concern a
social issue.
2. The subject matter should be well constructed.
3. The delivery must be convincing and engaging.
4. The words of the speech must be in Plain English.
The speech length is very important too prepared 6 to 10 minutes and impromptu 3 to 5
minutes max.
Length of Prepared Speech
The prepared speech should be on a topic of your choice and no longer than 10 minutes.
Subject matter: choosing a topic
You are free to speak on any topic, provided that it focuses on a social issue. Your ideas are
crucial to making a good speech. Aim to tell your listeners something new. There are many
ways to do this. For example, you could raise awareness about a little-known issue, or give a
new angle on a well-known one. Feel free to use personal experiences to illustrate your issue
such illustrations are an insight into who you are. Choose a topic that genuinely interests
you. Your own passion for that area will automatically infuse insight into your speech.
These are the two steps needed for choosing a speech topic:
1. Choose a topic that genuinely interests you.
2. Ask whether your choice demonstrates social awareness. If it is overly personal, can
you instead use your personal experiences to illustrate your view on a wider issue?
The best speeches will combine worldly issues with personal experiences to give the listeners
a package of ideas that they will have never heard before.
Subject matter: constructing a speech

_______________________________________________________________________ 30
Speech-writing techniques are too numerous to detail here but some guidelines are provided.
Structure
Structure in a speech is essential because it makes the content of your speech more
understandable to the listener. There is no single, mandatory way to structure a speech, but
always ask whether your structure enhances the comprehension, effectiveness and
persuasiveness of your speech.
In evaluating your speech, consider the following elements of structure.
1. Purpose of the speech
It is crucial that you establish the purpose of your speech within the first 30 seconds,
that is, what you will achieve by the end of your speech. Establishing a purpose early
is important because each subsequent sentence should then help to fulfil that purpose.
Without a clear purpose, listeners will not appreciate the full power of your words
because they will not know what you are trying to prove.
2. Logical structure of ideas:
There should be a smooth flow from one idea to the next. Lead the listener to follow
your train of thought.
Whether or not you signpost your ideas is up to you. Signposting is when a speaker
succinctly summarises his or her points at the start of the speech before expanding on
them. An example of signposting is: Today I have three points to discuss. First ;
second; and lastly (All in two sentences).
3. Engaging opening to the speech
As well as establishing your purpose, your opening should capture the interest of the
audience. Consider ways of doing this, for example, with an anecdote, a memory, and
a quote.
4. Powerful conclusion
your conclusion should remind the audience of the purpose of the speech and
reinforce your message. If you have not timed your speech to make sure that it goes
no longer than ten minutes, you may find that the powerful conclusion is made too
late well after the ten minutes. That would result in you losing points.
Content
1. Message of the speech :
Decide what you want your message to be and prepare your speech around that
message. The message is the one idea you want your listeners to remember if they
remember only one thing from your entire speech. This is also known as your
contention.
The message of the speech is closely associated to its purpose. The purpose of a
speech should be to make the audience remember the message. But the two are not
always the same. Sometimes the purpose is to weigh up a conflict of ideas, but the
message resolves that conflict. For example, if the purpose of a speech was to explore
the difficulties in balancing economic growth with environmental sustainability, then
_______________________________________________________________________ 31
the message could conclude that environmental sustainability is a prerequisite for

long-term
wealth.
If you struggle to articulate your message, look to the insight that motivated your
topic choice. Often the two are the same if you're fresh thought drives your speech,
the chances are that you will want the audience to remember your fresh thought. In
other words, make your insight the central message of your speech.
2. Humour
Humour in a speech can be enormously effective in capturing audience attention.
However, the humour must be relevant and witty. Irrelevant comedy routines will sap
meaning from the message and damage your credibility. Humour must also be natural
and not forced. If you are not funny, then perhaps your speech will be more
persuasive without jokes and that is fine too.
Tips for prepared speech
When rehearsing, speak clearly and loudly, in such a way that everyone in the presentation
area would be able to hear you.
Use your own language style. Do not use the words that you have never said in your life.
Take it easy.
Dress appropriately. Appearance can be everything.
Keep it lively and don't read from your script.
If you need notes, use them. But you gotta rehearse. Rehearse to your mom, your spouse,
your daughter, your cat, or your mirror.
Make sure your speech hangs together well and makes sense.
Ask questions from people. Let's say you are doing a speech about cellphones. Ask the
audience "Have you seen the latest iPhone from Apple?" or "Has anyone seen the GPS on the
LG 223?"
Listen speeches from eminent speakers every week. Deliver one prepared speech in a
week in your class.
What is an Extempore Speech?
The word "Extempore" has actual meaning lying in the

context of stage or theatre performances that are carried out
without preparation or impromptu performances.
An extempore speech is an impromptu speech which the
candidate is required to make on a topic given there and
then. In some instances, the panel provides the candidate
with about a minute or so to organize his/her thoughts
before speaking. In other cases, you will be expected to
start speaking about the topic as soon the topic is announced.
_______________________________________________________________________ 32
An extempore presentation tests the candidates on the following:Ability to think off the feet
Analysis of the topic and identification of the issue to be addressed
Idea generation
Prioritization and sequencing to display logical thinking
Ability to connect with the panel
Communication skills
Overall presentation skills-body language, confidence, poise, composure etc.
Some important tips:
Mental Preparation: Know what to speak before delivering speech. Ponder over the topic
for some time and prepare the flow of delivery. Your previous extempore practice sessions
would surely help here. Understanding the audience, the direction they are most likely to
accept, helps in framing the flow of speech.
Start speaking in an even pace: Do not start really fast, as you are likely to end up not
having anything to speak.
Confidence: Confidence along with Knowledge always helps, even in abstract topics
where the candidate is tested on presence of mind, spontaneity and analytical skills.
Handle Mental blocks smartly: At times, when you get blank about what to speak, try
to maneuver yourself out of the situation gracefully by avoiding being nervous. Candid
smiles also help and for such situations it is better to have back up plans.
Control on speech: Don't get emotional about the respective topic, avoid getting too
personal on sensitive matters, don't even deviate from the topic and talk irrelevant. For a
satisfactory performance, it is always better to use your knowledge in an intelligent way with
a control on the speech.
Presenting both sides In case of controversial topics (e.g; Should republic day
celebrations be redefined?), the candidate may choose to explore both sides, a stand which
becomes difficult to take in case of GDs due to challenges of group dynamics. In an
extempore, since the candidate is the only person speaking, it becomes possible for a smart,
strategic speaker to discuss both aspects of the controversial topic. However, one has to be
careful about the time constraints while taking this stand.
Competence, Enthusiasm & Adaptability is the key: Work on your competence and
competitive advantage which may be excellent vocabulary, good general knowledge, etc.
How well and quickly a candidate adapts to the situation he/she is put in and with what
enthusiasm and energy level does he/she deliver the speech are some of the other desirable
evaluation parameters.
_______________________________________________________________________ 33
More often than not, you can use the following guideline to talk on an extempore topic: If possible define the topic or specific terms of a topic.
If any widely known classifications exist about the subject of the topic, talk about
the classifications.
Provide supporting evidence in the form of data (if you know) or examples.
If the topic provides scope for narrating personal experiences, use the opportunity to
do so.
Most importantly, time yourself well. If the panel has given you one minute, try and
do one or more of what has been mentioned in points a to d and complete the extempore
logically. It may not be a good idea to be stopped in the middle of one your sentences.
Organize extempore speech sessions every week among your friends till you feel
confident in extempore speaking.
_______________________________________________________________________ 34

CMS - Chapter - 1 and 2

Încărcat de

Informații document

Titlu original

Drepturi de autor

Formate disponibile

Partajați acest document

Partajați sau inserați document

Opțiuni de partajare

Vi se pare util acest document?

Este necorespunzător acest conținut?

Drepturi de autor:

Formate disponibile

CMS - Chapter - 1 and 2

Încărcat de

Drepturi de autor:

Formate disponibile

CHAPTER 1 : FUNDAMENTALS OF COMMUNICATION

1.1 Definition of communication by Newman and Peter Little. Importance of

Discuss among friends definition of Communication and try to

Explain to your friends the definition of Communication by Peter

Students Problems in Communication (Individual):

Introspect your problems in Communication.

1.2 MODEL OF COMMUNICATION:

1. Sender: a person who intends to convey, transfer or pass knowledge, ideas,

1.3 Characteristics of Effective Communication:

How To Make Communication Effective?

Important guidelines to make Communication Effective:

1.4 Types of Communication:

Verbal Communication is further divided into:

In formal communication, certain rules, conventions and principles

Merits of upward /vertical communication:

Downward communication provides certain advantages to an organization:

It vents out disappointment is acceptable.

Here are some of the limitations of grapevine Communication.

orally and using gestures.

1.5 Barriers to Effective Communication:

2. Structure complexities: - difficult organizational structure barrier for free flow of

How to overcome communication barriers:

Sender Barriers: can be avoided by using following tips

# Without overcoming the barrier the communication is not possible. Discuss.

CHAPTER 2 : ORAL COMMUNICATION

Words bear different meanings to different people in different situations. In oral

The choice of any communication channel depends upon many factors.

Discuss with your friends principles of oral communication.

Better understanding : Another major feature of oral communication is chance of

Advantages Oral Communication It saves time.

Comparison between Oral and Written Communication-

It is useful in emergency situations.

It is not useful in emergency situations.

On the spot or immediate clarification is On the spot or immediate clarification is

It has no legal validity.

It has legal validity.

Instant feedback is possible.

10. It is not suitable for lengthy messages.

It is suitable for lengthy messages.

11. It cannot be retained for a long time.

It can be retained for a long time.

12. Even an illiterate person can use it.

Only a literate person can use it.

How oral communication is different from written communication? Discuss the

2.2 Spoken English: Dialogue, Conversation, Debate, Feedback.

e. A literary work in the form of a conversation.

Be humble in victory and gracious in defeat.

There is no simple relationship between spellings and sounds in English.

Pronunciation of individual sounds

Sometimes words shift their

Try to exaggerate (make

Vary your voice more and

2.4 Group Discussion, prepared speech and extempore speech.

Listen to others. It is not necessary to initiate a Group Discussion.

B) DON'Ts OF A GROUP DISCUSSION:

Do not change your opinions.

Subject matter: constructing a speech

the message could conclude that environmental sustainability is a prerequisite for

Tips for prepared speech

What is an Extempore Speech?

The word "Extempore" has actual meaning lying in the

S-ar putea să vă placă și