Unit -3
Group Communication
3.1.1Concept of Communication
Communication might be defined as follows:
Communication might be defined as the transfer of – facts, information, ideas, suggestions, orders, requests, grievances etc. from one person to another so as to impart a complete understanding of the subject matter of communication to the recipient thereof; the desired response from the recipient to such communication.
3.1.2 Process of Communication:
The process of communication consists of the following steps or stages:
This is the background step to the process of communication; which, by forming the subject matter of communication necessitates the start of a communication process. The message might be a factor an idea, or a request or a suggestion, or an order or a grievance.
The actual process of communication is initiated at the hands of the sender; who takes steps to send the message to the recipient.
Encoding means giving a form and meaning to the message through expressing it into – words, symbol, gestures, graph, drawings etc.
It refers to the method or channel, through which the message is to be conveyed to the recipient. For example, an oral communication might be made through a peon or over the telephone etc.; while a written communication might be routed through a letter or a notice displayed on the notice board etc.
Technically, a communication is complete, only when it comes to the knowledge of the intended person i.e. the recipient or the receiver.
Decoding means the interpretation of the message by the recipient – with a view to getting the meaning of the message, as per the intentions of the sender. It is at this stage in the communication process, that communication is philosophically defined as, ‘the transmission of understanding.’
(vii) Feedback:
To complete the communication process, sending feedback to communication, by the recipient to the sender is imperative. ‘Feedback’ implies the reaction or response of the recipient to the message, comprised in the communication.
All told, communication is a circular process, as illustrated, by means of the following circular diagram:
Fig.1 Process of Communication.
3.1.3 Barriers to Communication
A person at times wants to communicate one thing; but actually he communicates something else which he never intended. This type of event in communication behaviour is known as “The Arc of Distortion”.
Distortion could be due to some defect in any of the mechanisms of communication. These obstructions to communication are also known as “barriers”.
The following are a few barriers to communication:
Other Barriers to Communication:
Good communication seldom happens by chance. Too often people start talking and writing without first thinking, planning and stating the purpose of message. Furthermore the personality and attributes of the person who is receiving the message also matters cause no matter how nicely the message has been delivered the receiver should be that intelligent to read it correctly.
Clearly, language and linguistic ability may act as a barrier to communication. If the message sent is not clear and is ambiguous then it may act as a barrier.
Often overlooked, yet very important, are the un-communicated assumptions that underlie messages. Whenever message is sent it should be checked that there are no assumptions, if something is required from receivers end then it should be mentioned in the message for example A customer may send a note stating that he will visit a vendor’s plant. Then he may assume that the vendor will meet her at the airport. Such assumptions create confusion.
Another barrier to effective communication is distortion, which can be accidental or deliberate. Sender must have sent the message but the receiver was too busy to register it. Thus on sender’s end message has been sent but actually receiver has not taken a note of it.
Sometimes the message may not be clear and straight forward thus does not give true idea of the message.
Sometimes the message gives a judgement against, the receiver which acts as a barrier to communication.
If the sender and receiver do not trust each other than the communication may lose its true meaning.
3.2. Formal Speaking with Peers.
Formal Speaking with Peers go a long way in building confidence among students. It helps to inculcate the basics for communication. After the completion of a project the students make presentation in their classroom which provides an opportunity to share their views with their peers and also expand their understanding. Moreover, through presentation before peer the student presenter is able to inform and persuade his peers. Such presentation are beneficial as they make the student eloquent and alert.
3.2.1 Presentation skills
The students should take into consideration the content of the presentation and also presentation skills.
The best way to express an opinion or provide important information to others can be through an official letter. This is a professional way to explain yourself while using simple and concise sentences to avoid taking up the reader's time. Official letters follow a specific structure or format that must be maintained throughout the entire document.
An official letter, also known as a "formal letter," is a document professionally written for another company or business professional. They can be used when applying for jobs, issuing a complaint, expressing interest in a job position or thanking someone. Official letters are often written using simple and direct sentences with a formal greeting and signature included. Writing an official letter typically requires following a very structured and specific format.
Official letters are often written using a professional tone and must include specific elements to remain professional and clear throughout the entire letter. To maintain proper official letter etiquette, you should include the elements below:
A heading that lists your address and the recipient's address
3.3.1 Official letter template
The template below will show how to properly write an official letter.
[Your name]
[Your street name and number]
[City, state zip code]
[Company name]
[Company street name and number]
[City, state zip code]
[Current date]
[Recipient name]
[Recipient job title]
Dear [recipient name],
[The first sentence of your first paragraph is an introductionand explains your reasoning for writing to the recipient. You can use the next two to three sentences to further explain the topic of your letter. Try to refrain from giving details or examples until the second paragraph.]
[This second paragraph will describe your point further. You can use examples or other details to inform the reader of your opinion or important information. The second paragraph should remain around three to four sentences long, meaning your letter should be short, concise and straightforward.]
[This last paragraph should conclude the letter. You can thank them for their time reading this and can suggest any necessary follow-up steps.]
[Closing sign off],
[Your name]
[Signature]
Enclosure: [the supporting document you've enclosed]
A report is a short, sharp, concise document which is written for a particular purpose and audience. It generally sets outs and analyses a situation or problem, often making recommendations for future action. It is a factual paper, and needs to be clear and well-structured.
A report is a written presentation of factual information based on an investigation or research. Reports form the basis for solving problems or making decisions, often in the subjects of business and the sciences. The length of reports varies; there are short memorandum (memo) reports and long reports.
3.4.1 Report Writing Format
3.4.2 Report Types:
Top 8 Types of Reports.
Write a Report for your school magazine describing a Cultural Fest held in your school in which various schools of your city took part.
REPORT
CULTURAL FEST
-Robin Dey
24 October 2014
On 22/ 10/2014, a colorful and memorable Cultural Fest was organized in our school. This event was whole day long and was held in the auditorium of our school. In this mega event, many schools from our city took part.
The grand show commenced by the arrival of various teams from schools. Then the Chief Guest, the District Collector ,of our District, arrived with his wife. There was a colourful welcome followed by lighting of the lamp. It was accompanied by a melodious Saraswati Vandana , hailing the goddess of knowledge and wisdom. It was followed by a welcome speech given by the Principal of our school. Then there was bouquet presentation to the invited guests and the grand event began. It was a truly mesmerizing show as the teams from various schools presented many programmes . there was singing, dancing, poetry recitation, skits, mimicry, mono act shows, classical and modern combination of several foot tapping numbers. Everyone sat glued to the show. The Chief Guest praised the entire event a lot. He guided with his inspirational words and inspired to do better . It was followed by the announcement of the winning team , ABC School of our city. The team from our school bagged second position and everyone complimented one another. It was followed by a formal vote of thanks and the event concluded.
Email is referred to message sent over computer. It includes everything from causal notes to friends, offices, and multimedia presentations across the world.
Emails are preferred to the traditional means of communication because these are easy, prompt and fast to use. In official communications, in E-mail message of few words, people attach large file of data, the posts, along with detailed proposals. It is the easiest highly prompt and had universal accessibility. Moreover, e-mail is the cheapest mode of global communication.
3.5.1 Characteristics of E-mail
3.5.2 . Basic Components of E-mail
Users: Individuals, companies and offices.
Message: It must be with 'To' and 'From'
Transport: Software that moves the message is called ‘Transport'
Gateway: Messages sent from one system to another is called ' Gateway'
3.5.3 Writing for Web. Blog Writing
Blog is a short form of the word ' Web- log'. It has replaced “ Letter to the Editor” column of newspaper and magazine. Because of the cost factor, most of the newspaper do not publish letters to the editor.
Blog Writing is an art which is short and crisp of almost 150-200 words. It must delineate clearly the topic and the writer’s perspective on issue. It must show the matter is significant and a solution to the problem is in the common interest.
Blog Writing is an effective tool of communication. Recruiter often want to have a look at the blogs written by the candidates to judge their skills if persuasive writing and analytical skills. The boundaries of job market is collapsing in the wake of automation. It is increasingly becoming a skill based job market rather than industry based. In this context, blog writing is very desirable skill in getting good jobs.
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