NAGPUR INSTITUTE OF TECHNOLOGY, NAGPUR

FIRST YEAR
UNIT 2

Topic 1. What is Communication Skill? Discuss its introduction.

The word communication has its origin from Latin word, ‘Communicare’
which means to share.
Communication is defined as the process or sharing of thoughts, ideas,
emotions, opinions between two or more persons through accepted codes of
symbols i.e. common language. There are two important components for
sharing of information – sender and receiver. They must have proper
understanding, cooperation and common language. Communication has four
important aspects – Speaking, Listening, Reading and Writing.
Being able to communicate effectively is the most important of all life skills.
Communication is simply the act of transferring information from one place to
another. This may be vocally (using voice), written (using printed or digital
media such as books, magazines, websites or emails), visually (using logos,
maps, charts or graphs) or non-verbally (using body language, gestures and the
tone and pitch of voice).
There are various categories of communication and more than one may occur at
any time. The different categories of communication are:
• Spoken or Verbal Communication: face-to-face, telephone, radio or television
and other media.
• Non-Verbal Communication: body language, gestures, how we dress or act.
• Written Communication: letters, e-mails, books, magazines, the Internet or via
other media.
• Visualizations: graphs and charts, maps, logos and other visualizations can
communicate messages.
Senders and recipients, or receivers, are of course both vital in
communication. In face-to-face communication, the roles of the sender and
receiver are not distinct, because both parties communicate in both directions,
including in very subtle ways such as through eye-contact and general body
language.

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 Topic 2 Discuss the importance of Communication Skills.
Communication involves conveying and receiving information through a range of
verbal and non-verbal means. We use our communication skills in a variety of
ways in our professional lives: in conversations, emails and written documents,
presentations, and visuals like graphics or charts. Communication skills are
essential, especially in the workplace. The importance of communication skills
can be seen at the workplace and in personal life and just about everything else
in between. Communication skills are inevitably required to allow a free flow of
information between oneself and others. On the other hand, a lot of confusion
and frustration can ensure if communication breaks down. Communication
Skills
 Improve the relationships with the manager and co-workers.
 Build connections with customers.
 Help in conveying the point quickly and clearly.
 Enhance the professional image.
 Encourage active listening and open-mindedness.
 Help in advancement of career.

Following points can be discussed in the importance of Communication Skills –

1. Achievement of Goals – In Communication Skills the thoughts are expressed
in a better way so it is well understood by others. Therefore, the goals are easily
achieved.
2. Creating Motivation – Motivation plays an important role in motivation. It
develops group dynamics and invites the respect of all.
3. Proper and Systematic Planning – Only through good communication good
policies can be framed and implemented.
4. Promotion of Managerial Skills – The communication develops positive
attitude towards everyone. A manager can win the favour of juniors and develops
the sense of belongingness through communication skills.
5. Smooth Running of Organization - Through Communication Skills
employees become productive and result oriented. They give better output and
enhance the prestige of organization.
6. Establishment of Public Relations – Good relationship can be maintained
both within and outside the organization through good communication skills.
7. Basis of Cooperation – People cooperate with each other if they have good
communication skills. They understand the feelings of each other.

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8. Resource Utilization – The wastage of resources can be checked through
communication skills. Proper instructions can be given to check the wastage of
material and financial resources.

Topic 3. What is the communication process?

The communication process refers to a series of actions or steps taken in order

to successfully communicate. It involves several components such as the sender
of the communication, the actual message being sent, the encoding of the
message, the receiver and the decoding of the message. There are also various
channels of communication to consider within the communication process. This
refers to the way a message is sent. This can be through various mediums such
as voice, audio, video, writing email, fax or body language. The overall goal of
the communication process is to present the information and make them
understand it. The sender must choose the most appropriate medium in order for
the communication process to have worked successfully.

The communication process has several components that enable the

transmission of a message. Here are the various parts:

1. The sender develops an idea

The beginning of the communication process involves the senders creating an

idea that they plan to send to another person or group of people. Essentially,
they're planning the overall subject matter or information they want to transmit.

2. The sender encodes the message

Once the sender develops an idea, they encode the message and check it if it can
be transmitted to someone else. This means they transform the thoughts of the
information they want to send into a certain format. For example, if they are
writing a letter, they will translate their idea into words. The message can also
be nonverbal, oral or symbolic.

3. The sender selects the channel of communication

Next, the sender decides how the message will be sent. This involves selecting a
channel which is nothing but language, words, signs, objects, actions or
combination of these. Some communication mediums include speaking, writing,
electronic transmission or non – verbal communication. If you are
communicating at work, make sure to select the proper and most professional
channel of communication.

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4. The message travels over the channel of communication

After the medium is chosen, the message then begins the process of
transmission. The exact process of this will depend on the selected medium. In
order for the message to be properly sent, the sender should have selected the
appropriate medium.

5. The message is received by the receiver

Next, the message is received by the recipient. This step in the communication
process is done by hearing the message, seeing it, feeling it or another form of
reception.

6. The receiver decodes the message

The receiver then decodes the sender's message. In other words, they interpret it
and convert it into a thought. After this, they analyse the message and attempt to
understand it.

7. The receiver provides feedback

The receiver’s response to speaker is known as feedback which is the essential

parameter of effective communication. Without feedback the communication
cycle remains incomplete. The feedback may be positive or negative. When the
sender gets the desired or expected response, it is known as positive feedback, if
not it is a negative feedback.

Sender---- Message Encoded------ Channel------ Message Sent --------

Receiver------Message Received--------- Message Decoded------ Feedback
Communication Cycle

Topic 4 Explain the flow of Communication.

In an organization, the information flows in all directions formally and
informally, the flow of communication should be smooth, steady for its survival
and for the success of organization. As per this flow, there are four types of
communication –
1. Downward Communication – Here, Communication flows from
superior to sub – ordinates. It flows from the manager, down the chain of
command. When the manager informs, instructs, advices the subordinates,

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 the communication flows in downward direction. It is used to convey
routine information, new policies or procedures, to seek clarification and
to send feedback about subordinate’s performance. It is done through
memo, notice and letters.
2. Upward Communication – The communication flows from subordinates
to superior, it is known as upward flow of communication. When the
subordinate sends the reports, recommendations, findings, etc., the flow of
communication is upward. This communication helps the manager in
many ways i.e.; it makes them aware as how the subordinate feels about
the job, colleagues and organization: it also helps the manager to take
decision and solve problems.
3. Horizontal Communication – This communication takes place among
peer groups or equivalent employees. Example – The Vice – President of
marketing sends the survey report to the Vice – President of production
for further action. This communication saves time, develops coordination,
bridges communication gap among various departments.
4. Diagonal Communication – It flows in all directions and cuts across
functions and levels in an organization. Example – When a Sales Manager
directly communicates with the Vice – President who is at the higher
level, they are involved in diagonal communication. Since there is no
specific line of command, the diagonal communication is also known as
cross – wise communication. Today the increased use of E – mail
encourages diagonal communication regardless of receivers mind , status
or function, Many employees can communicate with each other through E
– mail.
Topic 5 Explain the levels of Communication.
The entire communication in human life – personal, social, cultural, official,
etc., is classified in five levels –
1. Extra personal
2. Intra personal
3. Interpersonal
4. Organizational
5. Mass Communication

1. Extra personal – It is a communication between human beings and non –

human entities – parrots, dogs, etc. Example – When we come close to a
pet dog, it wags its tail. Similarly, a parrot responds to our greetings.
Such communication makes perfect coordination, long association and
understanding with non – human entities.

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2. Intra personal – It is a communication within ourselves. Our brain is
linked with other parts of our body. The brain receives the impulses from
body and also sends them to other organs. Example – When the brain
realises that we are feeling heat, it sends the information to our hand to
switch on the button of cooler.
3. Interpersonal – It refers to sharing of ideas and emotions among two or
more persons. Here, few participants are involved and it can be formal or
informal. Example – Our interaction with family members is different
from our interaction with seniors, teachers, etc.
4. Organizational – In an organization, communication takes place at
different levels and large numbers of employees are involved in different
activities. Therefore, the need of proper communication network is
greater in organizational success. Survival and success of organization
depends on effectiveness of communication. Examples are meetings,
presentations, notices, circulars, etc.
5. Mass Communication – As the name suggests, this is done on mass
level i.e. large scale. The mediums are T. V., newspapers, books, etc.
Here, the receiver is heterogeneous and in large number. Therefore, the
approach is widespread. Examples – The address of the politician on
T.V., press interview given by the owner of the large company.