Unit 2

Language of Communication

2.1         Verbal and Non-Verbal

Verbal communication is the type of communication that includes the utilization of language and words to pass on the intended message. Verbal Communication implies communication though spoken form only. Be that as it may, with regards to forms of communication, verbal communication can be in the spoken or the written structure. Therefore, the verbal form of communication may contain oral as well as written communication as discussed below:

Written Communication: This sort of correspondence includes any sort of trade of data in the composed structure. For instance, messages, emails, letters, reports, SMS, posts via web-based networking media, records, handbooks, banners, flyers, and so on.

Oral Communication: This type of communication is carried out orally through direct or indirect channels. Sound is the only channel through which oral communication can take place. Face to face conversations, chatrooms, voice podcast, telephone conversations are some examples of oral communication.

Verbal communication can be divided into 3 types:

1. Interpersonal communication: This type of communication takes place between two individuals. It can be face-to-face, telephonic or written. The two individuals here will assume the role of sender and receiver in the communication process.
2. Group communication: Here more than two people exchange information and ideas. Press conferences, social gatherings, board meeting, and group discussions are some examples of group communication.
3. Public communication: In this type of communication, one individual addresses a large group of people. This is usually a one-way conversation except for questionnaires and feedback. Election speeches, presentations, public speeches are some examples of public communication.

Non-Verbal Communication

Nonverbal communication is the type of communication that is carried out without the use of words. Nonverbal communication is usually utilized as an aid to verbal communication. This type of communication employs gestures, body language, symbols and expressions.

Nonverbal actions office set the tone of the conversation. Nonverbal communication is useful for expressing one’s mood, opinion or reaction. Below are some forms of non-verbal communication:

Physical nonverbal communication: This is the sum of the physically observable. For instance, hand gestures, visual communication, facial expressions, the tone of one’s voice, posture, stance, touch, gaze, and so on. Research shows that nonverbal communication constitutes about 55% of our daily communications

These are subtle signals that are picked up as a part of our biological wiring. for instance, if you rest your head on your palms, it'll mean that you simply are very disappointed or angry. Similarly, other subtle hints will convey your reactions to the person you want to communicate with and vice-versa.

Paralanguage: This type of communication is carried out by the tone of one’s voice. It almost 38% of all the communication that we do every day.

Along with the tone of voice, the style of speaking, voice quality, stress, emotions, or intonation all serve the purpose of expressing intent and reaction. All of these aspects are not verbal.

Visual Communication -

This type of communication is carried out with the help of drawings, illustrations, placards, presentations and symbols.

Aesthetic Communication: An important means of communication, however underrated, is art. Some of the strongest messages and inexpressible feelings and emotions have been conveyed through art throughout history.

Art as an effective form of nonverbal communication, has played an important role in influencing people even before documented history.

Appearance

First impressions formed by apparel, grooming, politeness, the colours one wears, all are essential mediums of communication.

Following are the various appropriate uses of Non-verbal Communication:

1. Replacing speech

Non-verbal communication is an effective way of communicating without speaking in both formal and informal settings. Not only can one express a lot without words through their expressions and gestures but one can also use non-verbal signs to supplement speaking.

Below are some ways by which non-verbal communication can replace or supplement verbal communication:

1. Using hands, legs feet or the whole body to indicate something.
2. Using gestures with fingers, hands and arms to express a point.
3. Tilting of head such as nodding to say yes or no
4. Using expressions to express joy, sadness, approval, disapproval, frustration etc.

2. Controlling conversation

During a conversation, both parties take turns to speak to express their thoughts. Therefore, if a conversation requires one to take control such as in a debate, non-verbal communication can be used to drag the ball into one's court.

Below are some ways by which one can take control of the conversation using non-verbal communication:

1. Cutting into speech to take control.
2. Using voice modulation and tone to retain control.
3. Pausing between sentences to add dramatic effect.
4. Stopping between sentences to allow others to speak.
5. Leaning forward to show interest and request others to speak.
6. Looking away or leaning backwards to show disinterest or unpreparedness to listen.

3. Impression through Appearance

As Non-verbal communication goes beyond bodily actions to anything that sends subtle messages, one's attire and the way they look in general can affect the audience in many ways. Thus, one's appearance can be a useful tool to create an impact on the listener.

Below are some things which can be used to create a lasting impression:

1. Appropriate attire for a formal or informal setting and proper grooming.
2. Personal accessories such as watches, jewelry, etc.
3. Organization of workspace such as the setup of desks, chairs and computers.
4. Status symbols such as cars, houses etc.

4. Expressing emotion

While Verbal communication is useful fro expressing thoughts, Non-verbal communication is useful for expressing emotions and subtle feelings. The tone of one's voice, their expressions and their body language can tell much more about a person than words can. In particular, if one feels that he is unable to express emotions verbally, their words and body language can easily be in contradiction, sending messages that may be interpreted as stress or deceit.

2.2         Spoken and Written

Spoken Communication

This type of communication is carried out orally through direct or indirect channels. Sound is the only channel through which oral communication can take place. Face to face conversations, chatrooms, voice podcast, telephone conversations are some examples of oral communication.

Below are some types spoken communication:

Conversations and Their Types

Conversations are a tool and a vehicle for expressing ideas, feelings and experiences are very important. It's a great sight and a blessing and is one of the most important ways of preserving and expanding knowledge. One can better reveal one's mind, intentions, ideas, purpose and personality through word of mouth or speech. The man is known by his words and expressions. Speech expresses the inner man’s personality, thoughts and feelings.

Conversation is also participation, cooperation and communication. These are the best ways to communicate with a talk and the oldest and richest. Our oldest and most important religious and spiritual activities have been through oral communication, discussions and discussions. The promotion of information is vital to success, social interaction, business, learning and education. In a broad and general sense, the discussion is very comprehensive and includes speech, talk and public discourse. In conversation a talk is put on three-to-three people but in an interview or lecture it reaches a lot of people who make up a large audience.

In addition, talking is more or less an option. While conversation is about intimacy, education, equal participation, warmth, respect, etc. Good and pleasant conversation is an art in which the heart and mind are completely involved. It is respectful, fun, smart, endearing and intimate. Conversational art is crucial to influencing people to make friends, increase following and achieve success. It can be cultivated and developed. It is a great way to be caught by training, practice, patience and persistence.

The Four Types of Conversations: Debate, Dialogue, Discourse, and Diatribe:
 

When you talk to someone, it helps to know what kind of conversation you are having. You can do that depending on the direction of the communication (a one-way street or two) tone / purpose (competition or collaboration).

When you talk to one, you talk to somebody, rather than to somebody. When in a two-way conversation, participants listen and speak. In a competitive discussion, people are more concerned about their opinion, and in collaborative discussions participants are more inclined to view everyone involved.

Based on understanding and voice, I have organized the discussion into four types: debate, dialogue, speech and diatribe.

• Debate is a competitive, two-way conversation. The goal is to win an argument or to convince someone, such as a participant or a sidekick.
• Dialogue is a collaborative, two-way conversation. The role of the participants is to exchange information and build relationships with others.
• Discourse is a collaborative, harmonious conversation. The purpose is to bring information from the speaker / author to the audience / readers.
• Diatribe is a competitive and one-way conversation. The goal is to express feelings, to attack those who disagree with you, and / or to include those with the same opinion.
   

To highlight the differences between these types of conversations, let's use politics as an example:

Group Discussion

A group discussion is a communicative situation that consists of more than two participants who share their views and opinions with other participants. It is an organized way of exchanging information, views and opinions about a problem, issue or topic among the members of a group who share some common objectives.

A group discussion is less formal when compared to meetings as it may have no structured order or specific agenda depending upon the requirement. The leadership is also less directive in group discussions as compared to meetings.

Group discussions emphasize process over product. Meaning, the emphasis in a group discussion is on how the participants interact with each other rather than the ultimate outcome of the discussion.

Given below are the basic principles of a group discussion:

1. All members of the group should get a chance to speak about the given topic freely. They must be allowed to express their thoughts, opinions and feelings without restraint and also should be allowed to peruse and finish their thoughts completely without interruptions.
2. All members of the group should be able to hear each other’s ideas and thoughts without any hindrance.
3. Group members should be allowed to test unformed ideas and explore new territories.
4. All members should be able to receive and provide constructive feedback. Feedback could be positive, negative or merely a correction of factual errors but must always be done respectfully.
5. Since the discussion is one a singular topic, there are bound to be arguments and disagreements. Therefore, it must be always kept in mind that the group discussion serves a common purpose that is to inform and educate.
6. A large number of thoughts and ideas should be discussed with different perceptions on them from all members instead of sticking to only facts.
7. No group discussion should be dominated by a single person, all members should be given an equal chance to speak.
8. Group discussions must be thought provoking and inspiring. Members must always feel like they are learning while involved in a group discussion.

Public Speaking

Public speaking can be defined as a presentation which is given in front of a live audience. It is a performance-based art. The goal of public speaking may be to educate, influence or entertain the audience.

Public speakers often implement visual aids such as power-point presentations; relevant objects etc. to get their content across more easily.

Public speaking is different to an online presentation is the sense that an online presentation is made as per the viewer’s discretion whereas public speaking is performed at a specific time and place.

Public speaking consists of five main elements:

1. The source of the message – The speaker
2. The content or information to be delivered – The message
3. To whom the message is addressed – The audience
4. The medium of the message – Speaking
5. The reaction of the audience – The Effect

It is significant to note that one of the most important rules of public speaking is to know one’s audience. In other words, the speaker must know how to talk to and influence his audience, to know which words will carry more effect, how his audience will react to a certain idea, what is the knowledge base or background of his audience etc.

Presentation

A presentation is a formal talk given on a specific set of topics to inform and educate. They may be short or long, include slides or other visual aids, and be done individually or in a group.

Planning and structuring a presentation is similar to the process of writing an essay, except the speaker needs to be conscious of a live audience and use spoken language instead of written.

Below are the four basic skills required to create a successful presentation:

Step 1: Planning:

While planning a presentation, the following questions should be kept in mind:

1. What is the aim of your research?
2. Why are you presenting it in oral form?
3. What is important about your findings?
4. What is the key focus of your presentation?
5. To whom are you presenting your findings?
6. Are they more or less knowledgeable on the topic than you?
7. What does your audience expect to gain from listening to you?

The presentation must be planned in such a way that it answers all these questions first before moving on to the structuring stage.

Step 2: Structuring the Presentation:

Like an essay, a presentation needs an introduction, body and a conclusion. The introduction may consist of an anecdote or provocative question to engage the audience right from the start. A question that includes your audience will make them want to follow through with you to find out the implications as they relate to them directly. The body will contain the main theme of the presentation where the ideas introduced earlier are explored thoroughly. The concluding statement should be a clear summary of what has been said in the main part of the presentation. It should also point toward further research or conclusive results if possible.

Step 3: Preparation:

Preparedness helps in easing nerves nous and boosts confidence. The following considerations should be kept in mind while preparing for presentations.

Time limits:

The presentation must be practiced a number of times to get the pacing right and to ensure the information can be contained in the time provided. Finishing too early might make the audience think that you lack proper material or understanding of the topic whereas finishing too late might make them feel boredom.

Speak from notes:

It's preferable to reduce the original paper to bullet points while presenting so as to not lose eye contact, intonation and good posture.

Body language:

Use of gestures and good posture combined with a smile keeps the audience engaged and interested.

Voice:

Loudness should be ample so that the audience can hear you clearly and the pace should be perfect so they can follow your arguments. Use silence and pauses effectively when making particular points, also speaking in monotone should be avoided.

Step 4: Presentation:

If all of the previous steps are followed carefully, one should be able to present easily and effectively. Questions should be welcomed and special attention should be given to the audience’s reactions and one’s own body language.

It should always be kept in mind what the purpose of the presentation is and all improvisations should be done in accordance to that purpose. The presentation should be ended with a polite “thank you” and all questions from the audience should be answered as clearly as possible.

Extempore

Extempore is a type of impromptu speech given without any prior preparation. It is a format of public speaking where the speaker is given a topic and he/she has to speak on that topic there and then with no pre-meditation whatsoever.

In some cases, the speaker is given a few minutes to organize his thoughts before speaking but in most cases the speaker has to speak on the topic as soon as it is allotted to him.

Extempore tests the knowledge of the speaker as well as their ability to express themselves articulately in a limited amount of time.

Extempore tests the following abilities of a speaker:

1. How quickly one can think of relevant information.
2. How one analyses the topic and identifies the issue that is to be addressed.
3. How prudent one is in generating ideas.
4. Logical Thinking – organizing and prioritizing ideas sequentially.
5. Ability to connect with the audience.
6. Speaking communication skills such as choice of words, tone and vocal stops.
7. Presentation skills such as body language, composure, posture, confidence etc.

To be an articulate speaker, one must practice their vocabulary, pronunciation and grammar as much as he can.

Elocution

An elocution is a manner of delivering formal speech which focuses on the various elements of speaking such as pronunciation, articulation, vocabulary, accent, emphasis, inflections and gestures along with the subject matter of the speech.

Elocution tests the speaking skills of the orator and allows him to understand his faults providing him with room for improvement.

There are 6 key principles of elocution that must be learnt and mastered in order to have clear and precise speech. These principles are:

1. Articulation- This is defined as the ability to put thoughts into effective words, in order to phrase and enunciate words to deliver a proper speech.

2. Inflections- This is the ability to modulate the tone of speech so as to express a grammatical attribute of the word, such as tone, mood, gender etc.

3. Accent and Emphasis- The social surrounding of a speaker greatly influences how they speak. Learning to emphasise on the right syllables in order to pronounce words correctly, greatly improves an individual’s overall communication and understanding skills.

4. The Voice- The effectiveness of speech can be impacted by the tone and pitch of how words are pronounced. Modulating the voice while speaking helps avoid a monotonous tone and greatly improves the impact of the speech.

5. Gesture- The movement of hands, body language, and overall facial features while speaking greatly aid in the effectiveness of speech. Learning to control facial expressions for appropriate situations enables one to become a better, considerate speaker.

6. Instructions for Reading Verse- Effective reading enables one to learn proper stress on words in order to deliver an impactful speech. Phonetics also play a crucial role in helping develop correct speaking skills and reading a passage where one can identify the key areas to make an emphasis on.

Written Communication

This sort of correspondence includes any sort of trade of data in the composed structure. For instance, messages, emails, letters, reports, SMS, posts via web-based networking media, records, handbooks, banners, flyers, and so on.

Below are some common written communication forms:

Essay Writing

There are many types of essays and papers you can write as a student. The content and length of the essay varies depending on your level, subject of study, and the requirements of a particular course.

However, many subject bodies share the same goal. They aim to convince students of a position or perspective through informed, evidence-based, analytical and interpretive debates.

In addition, every story has an introduction, body and ending that always do the same or few things.

Essay Writing Process:

The essay writing process consists of three stages: preparation, writing and revision. These categories apply to each article or paper. However, the time and energy spent in each category depends on the sort of essay, for instance a private statement, a press release of intent, a high school essay or a grad school essay.

Preparation:

• Understand the assignment
• Understand your audience
• Select a topic
• Do some initial research
• Name the thesis statement
• Create an outline

Writing:

• Write an introduction
• Organize your arguments and give evidence
• Write the conclusion

Review:

• Analyse the organization
• Review the content of each paragraph
• Proofread for language errors
• Check for plagiarism

Letter Writing

Writing letters is an art and a strategy. The latter can be followed by following formal meetings; the former must be nurtured with the care and deepest interest of man. The letters are generally divided into the following four categories: friendly or informal letters, business letters; invitations and responses, as well as the use of functions.

Letters can be formal or informal. They include:

      Business letters

      Job application letter

      Sales & credit letters

      Letters of enquiry

      Letters of quotation

      Order letters

      Claim and adjustment letters

     D.O. Letters

      Government letters

      Letters to authorities

• Knowing What to Say:
  Nothing is more harmful to good communication than muddle-headedness resulting in not being able to make one's point. Before writing a letter one should be sure of what one wants to say and accordingly one should be in command of all the necessary facts and information arranged logically and systematically.

• Clarity:
  Knowing what one wants to say is not enough unless one says it in as clear a Language as possible. Here comes the importance of the right word and the right expression put in a sentence constructed neatly and with precision. It should, however, be remembered that right words and write expressions become relevant only when they occur in the right place. Thus emotional and even flowery language may be apposite to a personal Letter but it will be completely out of place in a business letter.

• Brevity:
  A few generations ago, when man enjoyed unlimited space and time, prolixity in language would not have been unwelcome, at Least in certain kinds of correspondence. In the modern age, however, addition of even one extra word cost time and energy most people will like to avoid. It is all the more the business correspondence. It means that all redundancy, be it a quotation illustration, an elaboration, in short, padding of any kind, must be avoided at all costs.

• Accuracy:
  Avoidance of redundant helps achieve accuracy of statement. For much unwanted language in letters is the direct result of inaccurate and inconsistent thoughts and statements. A little care, particularly habitual revision of what one has written, will go a long way towards making writing accurate.

• Courtesy:
  As remarked earlier, a letter reveals its writer's personality and character. Since there is always a 'you' in every letter, it is necessary that this 'you' or the addressee be shown all the courtesy and respect that language can express. Even when a complaint is lodged or a statement or application rejected, care should be taken that it is couched in polite and civilized language. It is worth remembering that while courtesy costs nothing, there is hardly anything more abrasive than impolite language.

• Good Looks:
  Finally, a letter must be a visual attraction to the reader. It can displease either through wrong spelling and punctuation or bad writing and typing. These are not matters merely of form as even a well-thought out-letter, rich in ideas and having all the qualities of clarity, brevity, accuracy and courtesy may not only fail to make proper impact on the reader, but may even defeat its purpose by causing him unnecessary annoyance.

It is convenient to divide all letters into 10 parts:

• Sender's address
• Date
• Direction (the address of the person(s) to whom you are writing)
• Salutation
• Reference (not always necessary in intimate, personal letters)
• Body
• Subscription
• Signature
• Postscript (to be as a rule avoided, unless absolutely necessary)
• The envelope.

As these are mostly (except for the body of the letter) matters of form, we will illustrate each one of them. Often there are alternative forms, but you must choose one of them and use it consistently.

• Sender's address:

(a)  Laxmi Niwas,
52 Mall Road,
Civil Lines,
Kanpur 208 016

(b)  D 64 Press Road ,
Nauroji Nagar,
Mysore 570 006

(c)  Department of Linguistics,
University of Delhi,
Delhi 110 007.

• Date:

(a)  October 25, 1988

(b)  25th October, 1988

• Direction:

(a)  The Personnel Manager,
Life Insurance Corporation of India,
Bhubaneshwar , 751 006.

(b)  Messrs Atma Ram & Sons ,
3B Asaf Ali Roa,
New Delhi 110 001 .

(c)  Professor N. G. Arunachalam ,
Department of Civil Engineering,
University Engineering College ,
Hyderabad 500 007.

(d) Ms. Kavita Swaroop,
4/D Indira Colony,
Jawahar Nagar,
Agra 282 005.

• Salutation:

(a)  Dear Sir/Madam,

(b)  Sir/Madam, (in strictly formal letters to and from government departments or officials)

(c)  Dear Sirs/Gentlemen, (in the case of unlimited company, firm or partnership of traders or from a clerk to the Board of Directors, when 'Gentlemen' is preferred)

(d) Dear Mr. Swaminathan,

(e)  Dear Swaminathan,

(f)    My dear Swaminathan/My dear Mr. Swaminathan, ('My dear' shows extra intimacy)

(g) My dear Ravi, (very intimate and friendly)

• Reference:( in professional or business letters)

(a)  Sale of Old Stock (between salutation and the body of the letter) (usually placed above the direction)   

(b) Our ref...

(c)  Your ref...

• Body: (the main part of the Letter, the subject matter of which will differ in each case)

• Subscription:

(a)  Yours faithfully. (most common form in formal, official and business letters)

(b)  Yours truly. (somewhat warmer than the above)

(c)  Yours sincerely, (cordial and friendly)

(d)  Yours affectionately. Very sincerely yours, Yours ever, in very intimate personal letter

Email Writing

Emails are basically letters sent electronically. They can be long or short, formal or informal. Although for business purposes only formal emails are considered important.

Emails have become a dominant form of communication. Being able to write polished, relevant email is now a critical skill in college and work.

Formal Email:

• Written for a professor, colleague, manager, etc.

• Must always be professional.
• Accurate grammar, punctuation, and spelling necessary

Example:

Dear Professor Johnson,

I was unable to attend class today due to a doctor’s appointment. If you have a moment, can you let me know what I missed and what homework I need to complete on Friday?

Thank you,

Julia Smith.

Email Format:

• Greetings / Salutation:
  A formal email greeting is similar to a letter greeting. When you write a letter to a stranger, you put the question “Who Can Worry About You”? When applying for a job, you were addressing the person, “Dear Hiring Manager.” If you know the name of the recipient, you put “Mr. Dear Mr.M /. Smith. "For formal greetings, you should not use the recipient's first name or the informal greetings" Hello "or" Hello."

• Physical Categories/ Body Paragraphs:
  It is important to remember that the email needs to be shorter.

   I hope that all goes well for you.

   Thank you for your prompt response.
However, in official emails it is best to understand the point. Depending on the topic, you should have four main roles and each paragraph should have one point. In your last paragraph you should provide a "thank you" or "call to action" depending on the topic of your email.

   Thank you for your help with

   Thank you for your time and look forward to hearing from you.

   Please feel free to call me or email me if you have any questions. If this can be taken care of immediately.

• Closing:
  As a greeting, the closing of the official email can be the same as the closing of the book. However, unlike mourning, there are many ways to close.

   Thank you

   very humble

   Sincerely
It is also helpful to add your post (if any) and a phone number under your name in paragraph 4.

For example:
Yours sincerely,
Julia Smith
President of Student Body
Menlo College
(555) 555-5555

• Tips:

   DO NOT use a contract.
Example: no, no, I'm not, I'm not.

   DO NOT write about all the coins.

   Use structured vocabulary and sentence structure. DO NOT use slang.

Close email at least twice and get a second opinion if possible.
 

Report Writing

The success of a business or industrial organization lies in doing its job for this purpose, gathering information and passing it on to those who need it is important. In the broader collection and transfer of information is happening all the time in every area of ​​formal life. So scientists, working brokers, testers, journalists, and various professionals, government and private organizations are asked to write and report to their management on important topics at the institution or the person involved.

Reports can be as short as a few sentences and as long as a few large pages. Although reports can be verbal and informal, here we are concerned with written and formal reports.

Reports can be of various types such as:

While writing the following principles can be kept in mind:

• Consider your Audience:
  When organizing and preparing your reports you need to know who your audience is and whether or not your content meets their interests and needs.

• Enable Your Report:
  Legitimacy has to do with how easy or readable it is. As most reports in normal cases type, all meetings with good typing should be followed. If there are handwritten reports, special attention should be given to writing clearly and clearly. Any departure from the above requirement will prove displeasing to your audience.

• Make your Report readable:
  Clarity, durability and systematic presentation of readable content. The concept is summarized better than the following:
  The author does a lot by giving his reader a lot of information and taking away from him a little time.
  In this regard the following five goals are met:

• Avoid unnecessary Names and Texts:
  Just like unwanted fat in the body, padding, prolixity and repetition violates the respect of good writing, not to mention the respect they wrote for you. So 'agree' and 'prefer' will be more acceptable than pompous 'agree with' and 'prefer'. As such, why use 'at that point in time' and at a time when we have the best and most economical holdings at that time 'and' when '. Viewed from the point of view of the report, or requested for the report, a good report will contain four important details, an analysis of the information, conclusions and recommendations. It should always be remembered that effective reporting requires special attention to the needs and expectations of the reader. It means that the author of the report has to 'snap a picture', he must think and understand himself.

A technical report is comprised of the following sections:

1. Title Page

The title page includes the main title of the report, it must be short and concise. You can also include the word counts of your summary and main body.

B.     Table of Contents

Help your reader quickly and easily find what they are looking for by using informative headings and careful numbering of your sections and sub-sections.

For example:

C.    Introduction

The introductory part of the report comprises of statement of the objectives of the report and how the report should be treated by the readers. It should indicate towards the problem that is going to be addressed in the main body. It should be catchy and interesting to grasp the attention of the reader from the very start.

D.    The Body

The main body consists of the central theme or the main idea of the report. It can be divided into a number of sections and subsections to separate your research and subsequent findings in a logical order.

E.     Figures, Graphs, Formulae and Tables

This section consists of the statistical representation of the data you have collected. Ideas should be conveyed in the form which is most suitable to the reader and easily understandable by the reader. Excessive use of these tools should be avoided.

F.     Conclusion

The conclusion is a kind of summing up of all the points you have stated in the main text. It should be a definite solution to the problem introduced during the introductory part of the report. The conclusion must be short and to the point.

G.   Summary

Summarize all the key points stated in the report including your research, your findings and your conclusion. The summary should feel like a brief overview of your investigations and outcomes. The summary should be constructed in such a way that it can be called a stand-alone document on its own.

H.    References

References must include detailed information of all your citations and the sources of material quoted in your texts. It can also include bibliography for further reading.

I.       Appendices

This is the last element of a report. It refers to any material which can be useful in the detailed understanding of your subject. It is not meant for the casual reader but for readers who are highly interested in the subject.

Resume Writing

A resume is a short document used to summarize the job search and qualifications of the prospective employer. The resume includes contact details for the job seeker, work experience, education, and the appropriate skills to support the job application.
Your renegotiation is a critical part of today's job application process. Writing a good resume is more important than ever now that online job posts tend to attract hundreds if not thousands of applicants. A refurbished, ready-to-start application will increase your chances of getting an interview while poorly written resumes may be lost at sea of ​​applicants.
 

How to write the resume:

1. Select the resume format and the categories you need

2. Always include contact details, work experience, and education

3. Use traditional topics for high compliance

4. Apply practical skills directly to the job description

5. Replace basic tasks with impactful performance

6. Do not include an old goal statement or reference section

7. Preview and double-check what you wrote

8. Save as docx file (optional) or pdf.
If you think you are done, ask someone else to take care of you. Alternatively, take it to jobscan for a quick answer.

2.3         Personal, Social and Business

Personal Communication

Personal communication refers to the exchange of information between two people. It may be formal or informal, social or business. Personal communication is usually carried out when both the sender and receiver of the message know each other personally and share a relationship.

Personal communications comprise of private letters, memos, some electronic forms of communications such as e-mails), personal interviews, and telephonic conversations.

Features of personal communication include:

1. Clarity- Clarity is one of the most essential requirements of communication. While writing, it is necessary to write in good handwriting with proper grammar and sentence formation. While speaking one should use proper vocabulary and speak each word clearly and carefully along with proper inflections.

2.     Active Listening- One should listen carefully what the speaker is saying in order to understand properly and provide feedback. One should be attentive while listening, ask open ended questions and should be able to summarize the information provided by the speaker.

3.     Eye-Contact in Oral Communication- While conversing one should maintain eye contact with the speaker as this shows the speaker that the message is being received by the listener.

4.     Non-Verbal Communication- One’s body language often speaks as loud as his words. While communication one should show one’s reactions and interests through their body language.

5.     Two-Way Conversation- It is essential to let the speaker finish talking before conveying one’s own thoughts. Interrupting is not only rude but also can be disadvantageous as one may not totally grasp the meaning of the speaker. If an interruption is absolutely necessary, one must use polite words like “pardon me” or “excuse me” instead of cutting the speaker in the middle of their thought process.

6.     Thought- It is said one must think twice before they speak. One must always consider the opinions and feelings of others before speaking their mind.

7.     The Message- The message one wishes to convey must always be clear and concise, there should be no doubts in one’s mind while speaking. The central idea of the message should always be conveyed completely and indubitably.

Social Communication

Social communication refers to the emergence of verbal and nonverbal skills, social interaction, and social cognition. It may be verbal or non-verbal.

It is often viewed as a form of communication that is ‘unwritten’ and that people seem to ‘just know.’ Communication in this area includes interaction with peers, family members, friends and colleagues. Social communication behaviours include understanding and using appropriate facial expressions, eye contact, and body language.

Types of social communications include public gatherings, group discussions, conversations between friends and/or colleagues, social and informal meetings, etc.

Social communication has the following characteristics:

(1) Formation through Social Relations:

This communication is born out of social relations who mean that it is beyond the restrictions of the organisation. No superior-subordinate relationship figures therein. A more sociable superior can gather much information through this channel.

(2) Two types of Information:

Through this type of communication, both information about work and personal lives of different individuals can be collected and transferred.

(3) Unstructured:

There is no hierarchical structure for social communication and hence they do not generally follow a pattern of information flow like business communication.

(4) Possibility of Rumour and Distortion:

In social communication, there is always a possibility of distortion of the information being transferred. This is known as the grapevine effect where individuals may add or subtract information irrelevant to what was originally stated. Responsibility for the true or false nature of communication does not lie on any individual and, therefore, not much attention is paid to its meaning while communicating.

(5) Quick Relay:

Social communication is essentially faster than other types of communication as it transfers information in an informal manner. It is especially useful for announcements when a large number of people are to be addressed in a social setting.

Business Communication

In this age of globalisation every business enterprise, big or small, requires proper communication for its existence. The success of any business concern largely depends upon successful communication.

In this age of speed, complexity and competition, sending of information regarding the product to the ultimate consumer is very important. Unless they know about the product of the business enterprise, it is not possible for them to make contact and buy the product. Communication plays a vital role in this sphere.

Communication made among persons to convey their personal information, message or thought are personal communication; but exchange of information, facts and ideas relating to business may be termed as “Business Communication”. Business Communication refers to the communication relating to business activity which means providing goods and services to the consumers with a view to earning profit.

It is a process through which information, facts, ideas, orders, advices, decisions, etc. are conveyed, sent or exchanged between/among the persons associated with business. Thus, Communication relating to trade, law, Finance, administration, management, etc. of a business enterprise may be termed as ‘Business Communication’.

Characteristics of business communication include:

Below are the six main characteristics of business Communication:

1. Addresses a Particular Demographic

Documents and presentations are always created with the receiver in mind. Business communication is used to provide direct information regarding specific topics with no digressions. It is essential to create an audience profile before initiating conversation. Business conversations are direct and to the point therefore, it has no place for ambiguity or obscurity.

2.     Problem Solving

Business communication is generally carried out in order to resolve an issue or problem. It only deals with information which is relevant to the problem at hand and works towards finding resolution. Analysis and synopsis are two important elements with regards to problem solving.

3.     Reflects on Goals and Culture

Business communication is done with a common goal in mind. It respects the culture of an organisation and works towards the goal with the basic principle of being culturally appropriate. Words and phrases specific to an environment are used during discussions or discourses.

4.     Is a Collaborative Effort

Forms of business communication such as documents, projects or letters are often a result of a team of business communicators. Any informational document requires a number of people working on it. Even when a project is to be finished by a single person, the way they acquire technical information is always dependent on a number of sources.

5.     Use of Designing Features in Written Technical Communication

Documents often use various design features such as colour, typography, spacing and indenting, etc. to make the document look more attractive and professional. Apart from that design features allow the reader to navigate the document with greater efficiency and help them understand the document more easily.

6.     Use of Technology and Terminology

The terminology used during a business conversation is of the specific field it is carried out in. Words and phrases used during business communication process are often only understood by the people who are involved in it. Technological tools such as computers are often involved in business communications. Presentations and graphical representation of various topics are extremely relevant to business communication.

2.4        Barriers to Communication (Intra-Personal, Inter-Personal and Organisational Communication)

Interpersonal Communication

Interpersonal communication skills are the skills one uses while communication with individuals or groups in their everyday lives. People with good interpersonal communication skills often tend to be more successful than people who lack them. Interpersonal communication skills are vital in all areas of one’s life. People with good interpersonal communication skills are able to work well with other people and are also good with social interactions.

Though they are more targeted towards communication, interpersonal skills also include understanding body language, active listening, using gestures to express thoughts and feelings, and also dealing with different attitudes. They also include the skills and attributes associated with emotional intelligence, or being able to understand and manage your own as well as others’ emotions.

Interpersonal skills are extensively useful in work environments, they help maintain good social relationships among colleagues and also help mitigate employer-employee affairs.

Some of the most common interpersonal skills are:

1. Active listening

2. Collaboration

3. Problem-solving

4. Conflict resolution

5. Empathy

6. Diplomacy

7. Adaptability

8. Leadership

9. Mediation

10. Patience

Intrapersonal Communication

Intrapersonal communication can be described as a conversation with one’s own self, often for the purpose of clarifying ideas or analysing a situation. Other times, intrapersonal communication is undertaken in order to reflect upon or appreciate something.

Three aspects of intrapersonal communication are self-concept, perception and expectation.

Self-concept:  It determines how a person sees him/herself and is oriented toward others. Self-concept (also called self-awareness) involves three factors: beliefs, values and attitudes.

Beliefs are basic personal orientation toward what is true or false, good or bad; beliefs can be descriptive or prescriptive. Values are deep-seated orientations and ideals, generally based on beliefs, about right and wrong ideas and actions. Attitudes are tendency toward or against a topic and generally are consistent with values. Attitudes often are global, typically emotional.

Beliefs, values and attitudes all influence behaviour, which can be either spoken opinion or physical action. It also includes body image as an aspect of intrapersonal communication. Body image is a way of perceiving ourselves, positively or negatively, according to the social standards of our culture

Perception: Whereas self-concept focuses internally, perception looks outward. Perception of the outside world also is rooted in beliefs, values and attitudes. It is so closely intertwined with self-concept that creating a harmonious understanding of both oneself and one’s world.

Expectations: Expectations are future-oriented messages dealing with long-term roles, sometimes called life scripts. These sometimes are projections of learned relationships within the family or society.

Organizational Communication

The term “Organizational Communication” may be broadly defined as the use of language to convey thoughts dealing with a specific field or Industry. Organizational communication can be considered to be “transactional” in nature, it carries a specific purpose to be carried out between the sender and receiver, a transaction of information that may be useful for practical purposes. Effective in communication allows one to collect, organize, convey and instruct new thoughts and ideas. Organizational communication is generally tailor made towards the audience or the individual to whom the information is to be conveyed. Communication can either be verbal or non-verbal, oral or written.

Organizational Communication comes in many different forms that include not just oral and written methods but also various types of correspondence based on technology, dependent upon the audience, situation and purpose.

One must be thoroughly familiar with all styles of correspondence in order to facilitate effective communication. The channel of communication intrinsically depends upon the purpose and the central idea of the message to be conveyed. For example, it is feasible to acquire information or provide information using a formal phone call or an email whereas while conveying bad news to a particular individual a face-to-face conversation is considered rather apt.

The following table shows the types of channels one can use for effortless communication:

Apart from oral and written methods, being acquainted with technology is extremely essential when it comes to organizational communication.

Significance of Organisational Communication:

The purpose of Organisational communication is to make information clear and understandable in order to make business more productive and consumer goods more convenient.

Organisational communication helps to advance our economy by ensuring viable research and development, safeguarding design and manufacturing, and protecting consumers through accurate and informative documents. Good Organisational communication will:

• Help employers understand and complete job tasks more successfully.
• Provide backgrounds on which new ideas can be built without repetition.
• Prevent problems with the development and manufacturing of products.
• Inform consumers how to assemble, fix or use a product.
• Provide effective customer service to the consumers.

Barriers to Communication

Communication is only complete if the message received by the recipient is interpreted in the same way as was intended by the sender. But due to the presence of a wide number of factors the message may be destroyed. These factors act as barriers to effective communication. It is essential to locate and eradicate these factors in order to allow free flowing communication.

Some of the barriers that block communication are listed below:

1. Language Barriers – The linguistic ability of both the sender and receiver define their ability to effectively communicate. Especially when technical communication is concerned, the free flow of communication requires both parties to be sufficiently acquainted with the information that is being exchanged. For example, if two people from different backgrounds converse with the technical terminology of their own fields they are bound to misunderstand each other.

2.     Psychological Barriers- The psychological state of the receiver plays a significant role when processing information. Factors such as personal issues, worries and stress might affect the receiver’s ability to decode information as they might be preoccupied with their own concerns.

Anger on the sender’s end is also an example of a psychological barrier, while angry one tends to convey thoughts one doesn’t mean only to regret later. Shyness, anxiety and depression may also act as barriers.

3.     Physical Barriers- Physical barriers such as noise, physical distance between the speaker and receiver, conditions of the topography, poor lighting, speech impediment, hearing disability also affect effective communication.

4.     Perceptual Barriers- The difference in how individuals perceive things also play a role in communication. People often find themselves unable to accept messages that go against their upbringing and values. Here even though the communication is effective, the feedback suffers. A similar situation might be perceived differently by different individuals and therefore might create disagreement.

5.     Cultural Barriers- Different cultures possess different norms of social interactions and communication. Something deemed appropriate in one culture might not be the same in another. Body language and gestures play a vital role in non-verbal communication which might suffer due to cultural differences.

6.     Inattention- One of the most common barriers towards effective communication is inattention, the receiver might simply be uninterested or might be daydreaming while the message is being conveyed to him.

These barriers can be easily avoided with a little effort and dedication. Below are some methods useful for avoiding these communication barriers:

8.     Clarity of words and purpose - Clarity is one of the most essential requirements of communication. While writing, it is necessary to write in good handwriting with proper grammar and sentence formation. While speaking one should use proper vocabulary and speak each word clearly and carefully along with proper inflections.

9.     Active Listening- One should listen carefully what the speaker is saying in order to understand properly and provide feedback. One should be attentive while listening, ask open ended questions and should be able to summarize the information provided by the speaker.

10. Focus should be the other - While conversing one should maintain eye contact with the speaker as this shows the speaker that the message is being received by the listener. While speaking the focus should always be on the receiver.

11. Non-Verbal Communication- One’s body language often speaks as loud as his words. While communication one should show one’s reactions and interests through their body language.

12. Avoid Interruptions- It is essential to let the speaker finish talking before conveying one’s own thoughts. Interrupting is not only rude but also can be disadvantageous as one may not totally grasp the meaning of the speaker. If an interruption is absolutely necessary, one must use polite words like “pardon me” or “excuse me” instead of cutting the speaker in the middle of their thought process.

13. Controlling Emotions and Thinking before Speaking- It is said one must think twice before they speak. One must always consider the opinions and feelings of others before speaking their mind. One must also consider one’s own emotions and not speak out of anger or frustration. The process of communication should be logical rather than emotional.

14. The Message- The message one wishes to convey must always be clear and concise, there should be no doubts in one’s mind while speaking. The central idea of the message should always be conveyed completely and indubitably.

15. Eliminating Noise- One must eliminate all the outside forces that might disturb the conversation in order to maintain the flow of the communication process.

16. Feedback- One must pay attention to what the other person is saying and try to understand it as closely as possible to his intended meaning. This will allow him to provide proper responses.