Module-4

Professional Communication for Employment:

Listening Comprehension, Types of Listening, Listening Barriers, Improving Listening
Skills, Reading Comprehension, Tips for Effective Reading, E-mail Writing, Blog Writing
and Memos.

Listening:

Listening is a complex and purposeful activity that involves much more than simply hearing sounds. While
hearing is the passive perception of sound through the ears, listening is an active process that requires focus,
mental engagement, and interpretation. It is the act of receiving, constructing meaning from, and
responding to spoken or sometimes written messages.

When we listen, we don’t just register words—we also pay attention to tone, pitch, emotion, and context.
Listening demands concentration and mental involvement. It includes not just the decoding of language, but
also the recognition of non-verbal cues such as facial expressions, gestures, and pauses, which add depth and
meaning to communication.

Stages of Listening

1. Receiving: This is the initial stage where the listener hears the speaker's message through auditory or visual
cues (e.g., spoken words or body language).
2. Understanding: The listener processes and interprets the message to grasp its meaning, considering
language, context, and prior knowledge.
3. Evaluating: The listener mentally assesses the message, judging its credibility, logic, relevance, or
emotional tone.
4. Remembering: The listener retains the message in memory for future use, which is essential for effective
communication and follow-up.
5. Responding: The listener provides feedback, either verbal or non-verbal, indicating they have heard and
understood the message.

Importance of Listening Skills:

1. Improves Communication: Good listening ensures clear understanding, reduces misunderstandings, and
strengthens interpersonal communication.
2. Builds Relationships: Active listening fosters trust, empathy, and respect, which are key to healthy
personal and professional relationships.
3. Enhances Learning: Listening helps in grasping new information, ideas, and perspectives effectively,
making it essential for academic and workplace success.
4. Promotes Problem-Solving: By listening carefully, one can better understand issues and respond
thoughtfully, leading to better decision-making.
5. Increases Productivity: In professional settings, listening well helps avoid errors, follow instructions
accurately, and work efficiently in teams.
Hearing:
Hearing is the passive ability to perceive sound through the ears. It happens naturally and automatically,
without any conscious effort. For example, you hear background noise, people talking around you, or a car
passing by — even if you're not paying attention.
Listening:
Listening is an active process that involves paying attention, interpreting, and understanding the sounds or
words you hear. It requires focus, mental engagement, and often a purpose, such as learning, responding, or
understanding others.

Aspect Hearing Listening

Meaning Hearing is the natural ability to detect sound Listening is a deliberate action that involves
through the ears. paying attention to and understanding the
sounds heard.
What is it? It is a natural ability. It is a developed skill.
Nature It is a basic, continuous process. It is a learned, occasional process.
Act It is a physical function. It is a mental activity.
Involves Simply receiving sound through the ears. Actively making sense of the sound
received.
Process It is an involuntary and passive process. It is an intentional and active process.
Occurs Happens without conscious awareness. Happens with full attention and awareness.
Use of senses Involves only the sense of hearing. May involve multiple senses, such as sight
and hearing.
Reason Sounds are heard without conscious effort Listening is done to gain knowledge or
or purpose. gather information.
Concentration Does not require focus. Requires full concentration.

Types of listening
1. Active / Comprehensive Listening
⮚ This is the most important and complete form of listening.
⮚ The listener fully understands the message and asks questions to clarify it.
⮚ Feedback keeps the conversation meaningful and ongoing.
⮚ The listener evaluates the message — its logic, evidence, conclusions, and speaker’s intent.
⮚ The speaker also plays a role by keeping the message clear and engaging.

2. Sensitive / Empathic Listening

⮚ Also called empathic listening — the listener tries to understand the speaker's feelings and point of
view.
⮚ The listener connects the speaker’s words to their emotions and experiences.
⮚ It is useful in counseling and building strong relationships.
⮚ A drawback is that too much sympathy can lead to misunderstanding.
⮚ When combined with active listening, it becomes very effective.

3. Critical Listening
⮚ This type requires careful focus to judge or evaluate what is being said.
⮚ It’s not just about hearing, but about thinking deeply and analyzing.
⮚ The listener asks questions like: “What is the main point?” or “Is this true?”
⮚ An open mind is essential—biases can block critical thinking.
 ⮚ It helps in decision-making, learning, and understanding others better.

4. Appreciative Listening
⮚ This is listening for enjoyment—like listening to music, a story, or a speech.
⮚ The listener enjoys and connects with what is being said.
⮚ It involves imagining, understanding tone and mood, and appreciating the message.

5. Passive Listening
⮚ The listener hears the speaker but does not actively engage or respond.
⮚ There is little to no feedback or emotional involvement.
⮚ The listener may appear bored or distracted and retains very little information.
⮚ It often leads to misunderstandings or lack of clarity.
⮚ It shows a lack of interest or attention in the communication process.

6. Pseudo Listening
⮚ The listener pretends to pay attention but is mentally distracted.
⮚ Uses non-verbal cues like nodding or saying “yes” to fake attention.
⮚ The speaker may be misled into thinking they are being heard.
⮚ It is often used to appear polite or avoid conflict.
⮚ It results in ineffective communication and missed messages.

Listening Barriers

⮚ Lack of Attention – Getting distracted or not focusing fully on the speaker.

⮚ Prejudice or Bias – Having pre-formed opinions that prevent open-minded listening.
⮚ Interruptions – External noises, phone calls, or people interrupting the conversation.
⮚ Emotional Reactions – Letting strong feelings like anger or excitement cloud understanding.
⮚ Poor Listening Skills – Not knowing how to listen actively, give feedback, or ask questions.
⮚ Language Barriers – Difficulty in understanding due to unfamiliar language, accent, or vocabulary.
⮚ Assumptions and Jumping to Conclusions – Forming opinions before hearing the complete
message.
⮚ Physical Discomfort – Hunger, tiredness, or an uncomfortable environment reducing concentration.
⮚ Speaker’s Delivery – A dull tone, unclear speech, or poor body language making the message
uninteresting.
⮚ Information Overload – Too much information at once, causing confusion and loss of focus.

Strategies for Effective Listening

1. Give Full Attention
⮚ Focus completely on the speaker.
⮚ Eliminate distractions (mobile phone, noise, etc.).

2. Maintain Eye Contact

⮚ Shows interest and attentiveness.
⮚ Encourages the speaker to continue.

3. Avoid Interrupting
⮚ Let the speaker finish before responding.
⮚ Do not cut in with your own thoughts.

4. Show That You’re Listening

⮚ Nod occasionally.
⮚ Use small verbal cues like “Yes,” “I see,” or “Go on.”
 5. Listen to Understand, Not to Reply
⮚ Focus on the message, not just forming your response.
⮚ Avoid jumping to conclusions.

6. Keep an Open Mind

⮚ Avoid judging the speaker.
⮚ Be willing to hear different viewpoints.

7. Ask Questions for Clarity

⮚ Ask relevant questions if something is unclear.
⮚ Use open-ended questions to invite explanation.

8. Paraphrase and Summarize

⮚ Repeat key ideas in your own words to confirm understanding.
⮚ Helps avoid misunderstandings.

9. Observe Non-Verbal Cues

⮚ Pay attention to tone, facial expressions, and body language.
⮚ These often reveal emotions behind the words.

10. Respond Appropriately

⮚ Give thoughtful, respectful responses.
⮚ Avoid criticism or dismissive replies.

Reading Comprehension

Reading Comprehension is the ability to read a text, understand its meaning, and interpret it accurately. It
involves more than just recognizing words — it means grasping the ideas, emotions, logic, and intent behind the words.
It is not just reading words, but truly understanding what they mean, what the writer wants to say, and how the ideas
connect.
Importance of Reading Comprehension

⮚ It helps in academic success — understanding textbooks, exam questions, and study materials.
⮚ It improves critical thinking and decision-making.
⮚ It supports better communication — both in writing and speaking.
⮚ It allows deeper enjoyment and understanding of stories, articles, news, and more.

Tips for Effective Reading

1. Set a Purpose for Reading

⮚ Ask yourself: Why am I reading this?
⮚ Your goal might be to learn, enjoy, or find specific information.

2. Preview the Text

⮚ Glance over headings, subheadings, and pictures before reading.
⮚ This gives you a general idea of the topic and structure.

3. Skim and Scan When Needed

⮚ Skim to get the main idea quickly.
⮚ Scan to locate specific details or keywords.

4. Read Actively
⮚ Stay focused and think about what you’re reading.
⮚ Ask questions as you go: What is the author saying? Why is this important?
5. Highlight or Take Notes
⮚ Mark important points or unfamiliar words.
⮚ Jot down short notes or summaries to aid memory.

6. Improve Vocabulary
⮚ Keep a notebook of new words and their meanings.
⮚ Use them in your own sentences to remember better.

7. Break It Into Parts

⮚ Don’t try to read too much at once.
⮚ Divide long texts into smaller sections for easier understanding.

8. Read in a Quiet Environment

⮚ Avoid distractions like noise, phones, or TV.
⮚ A peaceful setting helps you concentrate better.

9. Summarize After Reading

⮚ Try to explain what you read in your own words.
⮚ This strengthens understanding and memory.

10. Practice Regularly

⮚ The more you read, the better you get.
⮚ Read a variety of texts: stories, articles, newspapers, essays, etc.

E-mail Writing

E-mail (Electronic Mail) is a formal or informal written communication sent via electronic means, usually
used for professional, academic, or business purposes.

Key Components of an E-mail:

1. To:
⮚ The primary recipient(s) of the e-mail.
⮚ Action is usually expected from people listed in the "To" field.
2. CC (Carbon Copy):
⮚ Used to send a copy of the e-mail to others who need to stay informed.
⮚ The recipients in "CC" are visible to all others in the e-mail.
3. BCC (Blind Carbon Copy):
⮚ Similar to CC, but recipients are not visible to others.
⮚ Used for confidential communication or to avoid revealing recipient lists (e.g., in mass e-mails).
Structure of a Formal E-mail:
1. Subject Line: Clear and concise (e.g., Request for Leave).
2. Salutation: e.g., Dear Sir/Madam, Respected Manager, Hello [Name].
3. Introduction: State the purpose of writing.
4. Body: Provide details in a logical manner.
5. Conclusion: Summarize or mention the required action.
6. Closing: Regards, Sincerely, Thank you.
7. Signature: Name, designation, contact info.
Tips:
⮚ Use a professional tone and language.
⮚ Keep the message clear and concise.
⮚ Avoid slang and abbreviations.
⮚ Proofread before sending.
⮚ Use bullet points for readability (if needed).
2. Blog Writing

A Blog is an online journal or informational website displaying content in reverse chronological order. It is
usually written in an informal or conversational style.

Structure of a Blog Post:

1. Title: Catchy and relevant to the content.
2. Introduction: Hook the reader, introduce the topic.
3. Main Body:
⮚ Use subheadings for clarity.
⮚ Divide content into short paragraphs.
⮚ Add images, bullet points, or lists if needed.

4. Conclusion: Summarize key points and invite reader interaction (e.g., comments or shares).

Features:
⮚ Conversational tone.
⮚ Use of visuals or hyperlinks.
⮚ Personal opinion and experiences may be included.
⮚ Focus on reader engagement.
Tips:
⮚ Know your target audience.
⮚ Write consistently and clearly.
⮚ Use SEO (Search Engine Optimization) keywords if writing for the web.
⮚ End with a call to action (e.g., "Share your thoughts in the comments").

3. Memos (Memorandums)

A Memo is a short written message used in business communication to inform, instruct, or request something
internally within an organization.

Format of a Memo:
1. To: Person(s) receiving the memo.
2. From: Sender’s name and designation.
3. Date: Date of issuance.
4. Subject: Brief and specific.
5. Body:
⮚ Introduction: State the purpose.
⮚ Details: Explain with relevant information.
⮚ Conclusion: Suggested action or summary.
Features:
⮚ Direct and to the point.
⮚ Formal in tone.
⮚ Usually one page.
⮚ No salutation or signature required (unlike letters).

Tips:
⮚ Use headings or bullet points when necessary.
⮚ Avoid unnecessary details.
⮚ Focus on clarity and action-oriented language.