Welcome to Online Lecture 1

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Welcome to Online Lecture 1

• POWAB Z321 Technical Report Writing
• 10th January 2012
• Dr. Virendra Singh Nirban
• Assistant Professor
• Department of Languages
• BITS, Pilani

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• Is communication important?
• We are doing it all the time.
• The more we talk/speak, the better it is.
• As long as we are talking to each other, we are
  communication.
• Consider Bill/Note/Currency
• Consider Stereotype/Mechanical
• Consider House/Villa/Bungalow/Flat/Home
• Consider -- Smart

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Lecture Objectives

• To understand the concept of communication and
  grasp different stages of the communication
  process
• To discuss various features, flow, forms and
  importance of communication
• To understand the difference between general and
  business communication

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Agenda

• Definition
• Process
• Types
• Network
• Characteristics
• Importance
• Barriers

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Definition

• Communication is a word of Latin origin
  Communico or communicare, which means to share.
• Transmission and interchange of facts, ideas ,
  feelings or course of action.
• Most common medium of communication is language
  not only language we use codes and symbols in
  order to communicate.

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Communication Process
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Steps
Sender Receiver

• Ideation
• Encoding
• Transmission

• Receiving
• Decoding
• Action
• Acceptance

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Elements of communication Process

• Sender- sender is the person who originates the
  message and is therefore the information source (
  or encoder )
• The receiver is the person to whom the message is
  communicated and who interprets or decodes the
  message.
• Message is the content or what is communicated.
• Channel is the carrier through which or by which
  the message is transmitted to the receiver. The
  choice of the channel and the type of symbols is
  determined by the situation
• Feedback the observation of the receivers
  response by the sender is called feedback.

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What can effect the components of Communication
Process?

• Sender -- Culture , Attitude, Communication,
  Position
• Channel Institutionalized, Sensory
• Message Content, Presentation
• Receiver -- Culture, Attitude, Communication
• Position

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Typical features of communication

• Two way process
• Continuous/Ongoing
• Functional
• Commulative process
• Irreversible
• Contextual
• Complex
• Inevitable

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Types Communication
Verbal
Non verbal

• Signs
• Symbols
• Body Language

Oral
Written
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ORAL

• Face to face
• Telephonic
• Group
• Meeting
• Seminar

• Conference
• Panel Discussion
• Symposium
• Presentation
• Interview

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ORAL COMMUNICATION

• Limitations
• Future ref not possible
• Not-effective if poor speaker
• Not suitable for lengthy details
• Distortion
• Poor retention

• Advantages
• Adjustable
• Imm. Clarification
• Time
• Persuasion control
• Formality
• Cost
• Convenient/reliable for Groups

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WRITTEN

• e mail
• Fax
• Memorandum
• Notice
• Circular
• Press release

• Letter
• Report
• Proposal
• Research paper

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Written Communication

• Advantages
• Most wanted
• Permanent
• Legal evidence
• Accurate
• Suitable for lengthy complicated

• Limitations
• Limited only Literates
• Costly, tine consuming
• Formal
• Delayed feedback

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Professional Communication

• Use of effective language for conveying a
  commercial/ industrial message to achieve a
  predetermined purpose
• Concerned with business activities-characterized
  by certain formal elements-impartial objective
• -certain complex writing techniques

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Characteristics of Professional Communication

• Open communication climate
• Committed to ethics
• Perception of multicultural
• Proficiency in CT
• Audience awareness
• Efficient flow

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Characteristics contd..

• Clear unambiguous
• Concise direct, precise
• Correct specific, accurate
• Complete self contained
• Courteous cordial, polite
• Impartial and objective

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Importance of Professional Communication

• Life line of business
• Measure of the success, growth
• Link within outside
• Tangible product of the work
• Valuable repository of information
• Develops desirable qualities
• Reveals gaps in thinking

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Difference between General and Professional
Communication
General Communication Technical Communication
Contains a general message Contains a technical message
Informal in style and approach Mostly formal
No set pattern of communication Follows a set pattern
Mostly oral Both oral and written
Not always for a specific audience Always for a specific audience
Doesn't involve the use of technical vocabulary or graphics, etc. Frequently involves jargon, graphics, etc.
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Communication Flow

• Information flows in an organisation both
  formally and informally. Information of various
  kinds flowing through formal channels, such as
  policy or procedural changes, order, instructions
  , etc. is classified as formal communication.
• This types of communication can flow in various
  directions downwards, upwards, lateral, or
  diagonal.

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Downward Communication

• Downward communication flows from a manager, down
  the chain of command. When mangers inform
  ,instruct, advise, or request their
  subordinates, the communication flows in a
  downward pattern.
• Such communication increases awareness about the
  organization among subordinates and employees and
  enables managers to evaluate the performance of
  their subordinates.

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Upward Communication

• When subordinates send reports to inform their
  superior or to present their findings and
  recommendations, the communication flows upward.
• This type of communication keeps mangers aware of
  how employees feel about their jobs, colleagues
  and the organization in general.

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Impediments of Upward flow

• Less chance of open communication
• Fear of reprisal
• Lack of adequate communication skills
• Differing frame of reference

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Lateral or Horizontal communication

• This form of communication takes place among peer
  groups or hierarchically equivalent employees.
• Such communication is often necessary to
  facilitate coordination, save time, and bridge
  the communication gap among various departments.

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Horizontal Flow and Obstacles

• Poor Communication skills
• Prejudice
• Ego
• Avoiding Communication
• Diagonal or Cross-wise Communication
• Diagonal flows in all directions and cuts across
  functions and levels in an organisation.
• When a sales manger communicates directly
  with the Vice President(Production) , who is not
  only in a different division, but also at a
  higher level in the organization, they are
  engaged in diagonal communication.

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Informal Flow

• Grapevine
• An important source of information
• Precautions verify from other sources

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Discussion of sample Questions

• Q.1. Can We afford not to communicate?
• Q.2. What do we mean by continuous and cumulative
  aspects of communication?
• Q.3. Feedback in communication may be in various
  forms. Explain.
• Q.4. Effective communication is the backbone of
  successful organizations. Comment.