COMMNUNICATION

SKILLS

DEPARTMENT OF HUMANITIES
DAYANANDA SAGAR COLLEGE OF
ENGINEERING
BANGALORE-560078
 INTRODUCTION TO COMMUNICATION

The art of communication is one of the greatest asset of human beings.

The term ‘communication’ comes from Latin word ‘communicare’ or “communico’

meaning ‘to share, to impart, or to commune’.
Communication is not merely transmission of meaning from one person to another
through symbols. It implies that the system of communication is commonly owned ,
accepted, and recognized by the members of a particular community.
Language is a means of communication for social interactions. Hence, it is essentially a
social affair.
 INTRODUCTION TO COMMUNICATION

Man is a rational being, he can think and create.

He created a system of communication which consists of sounds, words, grammar, and

certain extra linguistic features such as body language, gestures, eye contact etc.

A language is a system of coded symbols decided by the collective experience of the

people who follow a particular culture, who speak it. Hence, to be an effective member
of the community one has to master the skills of communication.
Therefore, communication is the capacity of an individual or a group to evolve a
desired response from others.
 FORMS OF COMMUNICATION

Interaction between two persons in general is referred as “DYADIC

COMMUNICATION”. It includes face to face communication, telephone conversation ,
interviews, etc.

Conversation is the most common form of dyadic communication. It links people

together, be it in social or professional life. It is usually informal or friendly exchange of
views or ideas.

The other forms of communication is – Non Verbal communication and Verbal

communication.
 TYPES OF COMMUNICATION

1. VERBAL COMMUNICATION: using language to transfer information. It can be

formal or informal based on its style and purpose.
• Oral communication – phone calls, meetings, lecture, presentations, public
speech, video conference… etc.
• Written communication – emails, texts, letters, applications, memos, circulars,
notice, resume’, reports, articles, journals…etc

2. NON-VERBAL COMMUNICATION : use of body language to convey information.

Facial expression, eye contact, gestures, postures, touch, tone, personal
appearance…etc

3. VISUAL COMMUNICATION: is the art of using photographs, drawings, sketches,

charts and graphs to convey information.
 Non Verbal Communication

The most basic form of communication is Non Verbal Communication: it includes all the
cues like- gestures, vocal qualities, spatial relationships, and attitudes towards time that
allow us to communicate without words..

We communicate our personal feelings, emotions, attitudes etc. through body language
without using words.

Body language includes personal appearance, gestures, postures, facial expressions,

eye contact, proxemics, etc. as cues.

Nonverbal communications have the following three elements:

Speaker Appearance: clothing, hairstyle, neatness, use of cosmetics...
Body Language: facial expressions, eye contact, gestures, postures...
Paralanguage : voice tone, volume, rhythm, intonation, speech rate…
 Non Verbal Communication

We generally plan our words, so when we say something we have a conscious

purpose. However, when we communicate non verbally, we sometimes do so
unconsciously- those actions come naturally.

Without our consent, our face express our emotions. To a great degree, an individual’s
credibility as a communicator depends on nonverbal messages.

The power of non verbal communication is its reliability. Most people can deceive us
much more easily with words, than they can with their body language.

Research has shown that up to 55% of human communication may occur through
non-verbal facial expressions, and further 38% through Paralanguage.
 PERSONAL APPEARANCE

• ‘First impression is the best impression.’ The personal appearance of the speaker
creates the first impact in the listener or audience.

• The speaker’s appearance may put the audience into a resistant or a hostile situation,
or induce in them a receptive mood.

• The personality of an individual in terms of his dress , hair style, make up etc, should
suit to the situation such as interview, convocation, banquet or parties etc.

• It is important that appearance should give the speaker confidence and should be
pleasing to the other person.
 FACIAL EXPRESSIONS

“Face is the index of mind”. Hence, the face is the most prominent part in our body
for sending non- linguistic symbols.

A smile (friendliness), a frown (discontent), raising the eyebrows (disbelief), or

tightening the jaw muscles (antagonism) etc. can add to the meaning being conveyed
through verbal means.

A smile is the most captivating thing. It arrests the audience and brings them into
proper mood of listening.
 EYE CONTACT

Eye contact with the listeners is perhaps the most important aspect of the body
language.

• It has been rightly said that the eye is an extension of the brain and window of the
soul – it can reveal one’s true nature/character of joy, sorrow, kindness, compassion,
empathy, anger, anxiety, surprise, pain... etc.

• Eye contact is a means of gaining feed back, enabling the speaker to alter, adjust and
reframe his message while delivering it.

• Avoiding eye contact implies shyness or hesitation with the audience.

• A good speaker therefore has a better eye contact which leads to more effective
communication.
 POSTURE

Posture is a vital element of body language, and it generally refers

to the way one sits, stands, and walks.

• Posture reveals an individual’s personality, as he is- vibrant, alive, dynamic, nervous,

confident and self- assured etc.

• Standing in a good posture before a group, is in fact, one of the first essentials for
success in speaking. The walking posture of an individual conveys whether the speaker
is confident, energetic or nervous.
• While speaking, naturally there would be shift in the posture. The right posture has to
be maintained for successful presentation.

• A drooping shoulder, a protruding stomach, scratching one’s head awkwardly, sitting

back in the chair with arms behind the head, rubbing nose, etc, are signs of bad
posture.
 GESTURES

Gestures are the signs of non-verbal communication. They are the natural
movements of the body, especially of head, shoulders and hands.

• Gestures are used for various purposes-

They indicate the state of mind.
They convey specific meaning.
They are used to emphasize certain points and illustrate something.

• They sometimes convey certain elementary and short messages without oral delivery.
For ex. yes, no, come here, be silent, thumb up (for victory), patting on the back.. etc.

• Bad gestures of the speakers – biting nails, scratching head, rubbing one’s eyes,
playing with pen, rings or key-chains.. etc.

• Gestures increases the value of the spoken words and exercises a deep impact on the
listeners. Through process of self- evaluation, in the use of gestures one can certainly
improve and achieve greater efficiency in the art of speaking.
 VERBAL COMMUNICATION
Although , one can express many things nonverbally, there are limits to what you can
communicate without the help of language. For ex, to discuss past events, ideas or
abstraction, one needs symbols that stands for his thoughts.
Verbal communication consists of words arranged in meaningful pattern.

To express a thought, words are arranged according to the rules of grammar, with the
various parts of speech arranged in the proper sequence.

The message composed is then transmitted into spoken or written form for the
listeners.
Verbal communication can be done by both written and spoken channels (oral).
Oral communication – interview, lectures, group discussion, public speech, seminar
presentations, debates , video conference.. etc.

Written communication – letters of correspondence, resume’, notices, memos, report

writing, articles, journals etc.
 FORMAL COMMUNICATION

Verbal Communication based on style and purpose are of two types :

1.Formal Communication refers to the use of formal words, scientific vocabulary,
specialized terminology, and formal phrases and expressions with rules, conventions and
principles to be 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.
Four different channels of formal communication within an organization.

• Upward communication – from employees to management

• Downward communication – from the decision makers to employees
• Horizontal communication – among employees of same level of hierarchy
• Diagonal communication – it flows in all direction. No protocol
 INFORMAL COMMUNICATION

Informal communication is done using channels that are in contrast with formal
communication channels.

It is 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
members.

Informal communication, unlike formal communication, does not follow authority

lines. In an organization, it helps in finding out staff grievances as people express
more when talking informally (grapevine communication). Informal communication
helps in building relationships.

In informal communication use of slang words, foul language is not restricted. Usually,
Informal communication is done orally and using gestures.
 BARRIERS TO COMMUNICATION

The process of communication has multiple barriers. The intended message will often
be disturbed and distorted leading to a condition of misunderstanding and failure of
communication.
• Physical Barriers
• Cultural Barriers

• Language Barriers

• Emotional Barriers

• Physiological Barriers
• Attitudinal Barriers

• Gender Barriers
• Shy , Fear, Lack of attention, Prejudice, Perception level …..
 STYLES IN COMMUNICATION

Communication style is the way you interact with others and it determines how you speak, act
and react in various situations. There are four primary communication styles.
1. Passive Communicator

Passive communicators are typically quiet and don’t seek attention. They may act indifferent
during debates and rarely take a strong stance or assert themselves. They don’t usually share
their needs or express their feelings, so it may be difficult to know when they are uncomfortable
or, need help with an important project.

The tendency of passive communicator :

• Inability to say no
• Poor posture
• Easy-going attitude
• Lack of eye contact
• Soft voice
• Apologetic demeanor
• Fidgeting
 STYLES IN COMMUNICATION

2. Aggressive Communicator

Aggressive communicators frequently express their thoughts and feelings and tend to dominate
conversations, often at the expense of others. They may also react before thinking, which can
negatively affect relationships and decrease productivity in the workplace. While an aggressive
communication style might command respect in certain leadership situations, it’s often
intimidating to those who respond better to a calm approach.
These are a few signs of an aggressive communicator:

• Interrupting people while they’re speaking

• Invading personal spaces

• Presenting an overbearing posture

• Using aggressive gestures

• Maintaining intense eye contact

 STYLES IN COMMUNICATION

3. Passive-aggressive Communicator
Passive-aggressive communicators appear passive on the surface but often have more aggressive
motivations driving their actions. While their words might sound agreeable, their actions don’t
always align with what they say. They can quietly manipulate a situation into one, that benefits
them. Some passive-aggressive communicators use this approach because they feel powerless or
manipulated, though that isn’t necessarily the case.
Passive-aggressive communicators may use the following approaches:

• Muttering
• Using sarcasm

• Exhibiting denial

• Presenting a happy face when they’re clearly upset

• Giving the silent treatment

 STYLES IN COMMUNICATION

4. Assertive Communicator
Assertive communication is the ability to express honestly and confidently while respecting and valuing the
opinions of others.The assertive style is typically the most respectful and productive type of communication in the
workplace. Communicating this way helps maintain working relationships, where each person defends their views
fairly. They readily take on challenges but know how to say “no” when it’s required. These individuals understand
their own limits and protect their boundaries without acting aggressive or defensive, and have the ability to make
others feel comfortable and can easily facilitate a productive discussion.

Assertive behavior exhibits itself through:

• Expansive gestures
• Collaborative and sharing tendencies
• Healthy expression of ideas and feelings
• Good posture
• A clear voice
• Friendly eye contact

Assertive communicators should be encouraged to share their ideas, place them in positions of leadership and
enlist their help dealing with passive, passive-aggressive and aggressive communication styles.
 LEVELS OF COMMUNICATION

There are five forms of communication: intrapersonal, interpersonal, group, public, and mass
communication.
Intrapersonal communication is communication with oneself using internal vocalization or
reflective thinking.

Interpersonal communication is communication between people whose lives mutually influence

one another and typically occurs in dyads, which means in pairs.

Small Group communication occurs when three or more people communicate to achieve a
shared goal.

Public communication is sender focused and typically occurs when one person conveys
information to an audience.

Mass communication occurs when messages are sent to large audiences using print or electronic
media.
The way we communicate with others and with ourselves ultimately determines the
quality of our lives” - Tony Robbins
 DO YOU AGREE…?

If communication was really as simple as just “talking”, there wouldn’t be nearly as

many arguments in the family and workplace. That’s because, a lot of arguments
happen as a result of misunderstandings, originally caused by poor communication.

For example, may be a word you used offended a person, but you didn’t even realize
you offended the person.

If you had chosen your words more carefully, the misunderstanding might not have
happened.

To effectively communicate, we must realize that we are all different in the way we
perceive the world, and use this understanding as a guide to our communication
with others.
Kind words can be short, simple and easy to speak, but their
echoes are truly endless. - Mother Teresa