MODULE I

Introduction to Communication
 Definition, Nature, and Scope of Communication

Communication can broadly be defined as exchange of ideas,

messages and information between two or more persons,
through a medium, in a common system of symbols, signs and
behavior such that the sender and the receiver understand the
message in the common sense, that is, they develop common
understanding of the message. Communication as a process finds
synonyms such as expressing feelings, conversing, speaking,
corresponding, writing, listening and exchanging.

Communication is a systemic, irreversible, proactive, symbolic,

and continuous process in nature that is composed of the Sender
(thought and encoding), Medium (means, channels), Receiver
(reception, decoding, and understanding), Message
(transmission), Feedback, and Noise.

Some of the important scopes of communication are as follows:

In personal life: Communication is closely related with every

sphere of human life. From dawn to sleep at night, a person
communicates with others. This reveals that communication is
the part and parcel of human life.
In social life: Now we are on the verge of human civilization and
living in an integrated society. In social life, people need to
develop social bondage. Communication helps us in creating and
strengthening this social bondage.
In the state affairs: Due to revolutionary change in
communication technologies, the whole world has turned into a
global village. Without communication, state neither can
administer its various wings nor can maintain relationships with
the other part of the world.
In business: Communication is the lifeblood of business as it
provides necessary information in formulating business plans
and policies. It also ensures effective performance of business
activities like production, distribution, finance, warehousing etc.
In management: Management is the means of achieving
organizational goals. Efficiency and effectiveness of management
depend on effective communication with the various internal
and external parties.
In industrial relations: Free flow of information lessens doubt,
confusion and controversies between workers and management.
As a result, harmonious relationship develops in the
organization.
In religion: Communication is also present in perching, spreading
and circulation various religious doctrines. Prophets and saints
have preached the verses of almighty to their followers and even
now, many religious thinkers are performing the duty of
preaching and circulating religious verses.
 Importance and Purpose of Communication

• Communication is a foundation for all actions. Any activity

begins with communication, which provides information
that is necessary to get started.
• It allows for better planning.
• It is a valuable tool for managing the activities of employees
in an organization.
• It aids in decision-making by providing data. The acquisition
of information through communication aids in decision-
making.
• It allows for effective leadership. A leader’s communication
skills keep him in touch with his team and share ideas and
submit suitable proposals, which he then accepts or rejects.
This enables a leader to earn the confidence of his team by
communicating with them on a regular basis and resolving
any concerns that may arise. As a result, he guides his team
to achieve their objective.
• It boosts morale and motivation. Communication methods
that are effective generate confidence in team members and
personnel, enabling them to change their opinions and
actions. Misunderstanding is the most common reason of
conflict and dissatisfaction, which may be prevented by good
communication skills. When there is no longer a gap
between a leader and his team, they are better able to
comprehend one another, resulting in positive relations. The
morale of members improves as well as their motivation to
work harder when misunderstanding is eliminated.
 Process of Communication

The communication is a dynamic process that begins with the

conceptualizing of ideas by the sender who then transmits the
message through a channel to the receiver, who in turn gives the
feedback in the form of some message or signal within the given
time frame. Thus, there are Seven major elements of
communication process:

1. Sender: The person who initiates the conversation and has

conceptualized the idea that he intends to convey it to
others.
2. Encoding: The use of certain words or non-verbal methods
such as symbols, signs, body gestures, etc. to translate the
information into a message.
3. Message: Once the encoding is finished, the sender gets the
message that he intends to convey.
4. Communication Channel: The sender transmits the message
to the receiver through an appropriate medium like oral,
virtual, written, sound, gesture, etc.
5. Receiver: The person for whom the message is intended or
targeted.
6. Decoding: The receiver interprets the sender’s message and
tries to understand it in the best possible manner.
7. Feedback: The Feedback is the final step of the process that
ensures the receiver has received the message and
interpreted it correctly as it was intended by the sender.
 Models and Types of Communication

There are 3 models of communication which are:

1. Linear model of communication: It is a one-way interaction

where sender communicates with the receiver without
receiving any feedback. For example: Aristotle’s, Shannon-
Weaver’s, Lasswell’s, and Berlo’s SMCR model of
communication.

2. Interactive model of communication: It is a two-way method

of communication with feedback. However, feedback is not
simultaneous, so it provides slow and indirect feedback.
Sometimes, the communication can be linear if receivers do
not reply to senders. The interactive model of communication
indicates mediated and internet-based communication. For
example: Osgood-Schramm, and Westley & Maclean’s models
are interactive communication models.

3. Transactional model of communication: It is a two-way process

of communication with immediate and simultaneous direct
feedback. For example: Wilbur Schramm’s model of
communication, Barnlund’s transactional model of
communication, Dance’s Helical model of communication, and
Eugene white’s communication model are transactional
communication models.
 Verbal Non-Verbal
Communication Communication
Body language,
Medium of Language, words, facial expressions,
communication sentences, and voice. tone, and pauses in
speech.
Multiple channels
Single channel of
of communication
communication, the
Channels of including the
human voice, which
communication entire body, facial
speaks a single word
expressions, and
at a time
tone of voice.
Phone call, face-to- It can only occur
face conversation, when all the
Examples of
over loudspeakers, parties in the
communication
through audio conversation can
recordings etc. see each other.
Not well-thought-
Mode of
Linear and voluntary. out and is largely
communication
involuntary.
It is a conscious It happens on an
process which unconscious level.
Consciousness in
involves thinking, One doesn’t really
communication
processing, and think about it
articulating. actively.
Fairly easy to decode
Harder to decode
Decoding the if one understands
and requires a lot
communication the language and the
of attention.
words being used.
Issues in Communication: Registers, Dialects, Home
Language Influence and Interference and Bias free
Communication

Registers: The language we use when talking to our friends is not

the same language we would use when meeting someone as
important as the President. This difference in language formality
is called register.
Dialects: They are regional variants of a language and very rarely
have a written script. People in different parts of a state or
country develop and use a regional variety of the official
language as a result of the influence of other languages. The use
of dialects in workplaces or areas away from where it is practiced
may result in miscommunication.
Home Language Influence: Not using words that other person
understands makes the communication ineffective and prevents
message from being conveyed.
Bias-free language: It means using those terms that treat people
with respect. Insensitive use of language can send discriminatory
or negative messages to other people and affect communication.
Political correctness: It describes written or spoken language
that's intentionally phrased to avoid offending or marginalizing
groups identified by certain social characteristics, such as race,
gender, sexual orientation, or ability. Beyond the obvious
avoidance of overt slurs, political correctness also includes the
avoidance of terms that reinforce preconceived negative
stereotypes.
 MODULE II

Introduction to Communication
 Essentials of Effective Communication

The essentials of effective communication can be summarized

as 7C’s which are:

1. Clarity: It means the accurate transfer of ideas from the

sender’s side to the receiver. Clarity comes through clear
thinking. A good message is one which shows the idea
directly and clearly.
2. Correctness: The message being communicated must be
correct in regards to the content, grammar, spelling and
other pre-decided rules of the mode of communication.
3. Conciseness: It means brief and complete. A concise
message saved time and expense for both sender and
receiver.
4. Courtesy: It means politeness. Everyone gains where
courtesy reigns. It is an attitude that shows respect for
others and helps in building goodwill.
5. Concreteness: Communicating concretely means being
specific, meaningful, and clear. Vague and general
messages result in poor response.
6. Consideration: It means preparing every message with the
message receiver in mind, putting oneself in the place of
the receiver.
7. Completeness: A complete message all the facts required
by the receiver. Incomplete messages show negligence and
carelessness of the sender.
 Communication Techniques

Communication techniques are the methods used by a

communicator, speaker, or listener to improve the effectiveness
and reach of every conversation or interaction.

Verbal Communication: It is a type of oral communication

wherein the message is transmitted through the spoken words.
Here the sender gives words to his feelings, thoughts, ideas and
opinions and expresses them in the form of speeches,
discussions, presentations, and conversations either face-to-face
or remotely.

Non-Verbal Cues: It provides some insight into a speaker’s word

choice. Sarcasm, complacency, deception, or genuineness occur
with nonverbal communication. These things are often
communicated through facial expressions, hand gestures,
posture, and even appearance, all of which convey something
about the speaker.

Visual Communication: It includes signs, maps, or drawings as

well as color or graphic design. These typically reinforce verbal
communication, and they help to make a point. Visual aids can
help a speaker remember important topics, give audience
something to look at, and generally help convey the message
being presented.
 Barriers to Communication

A communication barrier is anything that comes in the way of

receiving and understanding messages that one sends to another
to convey his ideas, thoughts, or any other kind of information.
Some of the common barriers to communication are as follows:

• Using jargon: If one uses unfamiliar terms or over-complicated

technical terms, it could not be understood well.
• Lack of attention or interest: If the message is irrelevant to the
receiver or there are distractions around then the message
might not be communicated properly.
• Perception difference: If two people see things differently,
then their viewpoints might come in the way of deciphering
the message correctly.
• Physical disabilities: For example, if the receiver has hearing
problems, or the speaker has speech disabilities, then
communication will not be effective. It will distort the
message.
• Emotional barriers: Sensitive topics make it difficult for the
speaker or the receiver to engage properly in the
communication exchange. It could also be that some people
are not comfortable expressing themselves; hence their words
might not reflect the true meaning of what they want to
convey.
• Cultural differences: Social interactions have different norms
in different cultures.
• Physical barriers to communication: If you can’t see the
person, then some messages might get lost. Text messages,
phone calls, etc. are some of the technological ways of
communicating which lack the effect of a personal meeting.
• Language difference: The difference in dialects of different
regions or unfamiliar accents can make it difficult to
understand the message sent.
• Prejudices: Most people have preconceived notions about
many things; hence they hear only what they want to listen to,
not what is being said.
 Language for Communication

Language can be understood as an organized system of sounds,

symbols, written or spoken words, posture, gestures or signs
used for creating and transmitting meaning according to rules for
their combination and appropriate usage in a society. The role of
language for communication is as follows:

Labelling and defining: Labelling is the act of identifying an

object, act, or person by giving it a name, making us able to talk
about it. When something is named, it is equally defined; that is,
it takes on all the characteristics that people associate with its
label.
Evaluating: We use language to evaluate. Any word or phrase
that judges the rightness or wrongness of an activity or behaviour
is termed “Evaluative Language”.
Expressing immediate experience: We use language to talk about
the past and the future, learn from other people’s experiences,
weigh up different alternatives to problems, and plan for the
future.
Entertaining: A great deal of our entertainment and social
activities are done through language.
Talking about language: We sometimes judge our
communication skill or request someone opinion to examine the
way we communicate. In so doing, we are merely using language
to talk about communication, a scenario termed as
metacommunication.
 Communication in English and its importance

English language is an international medium of communication.

People use English as a second language to interact and
communicate on a daily basis. The English language is a key factor
in gaining access to many things. Be it in one’s career or in terms
of knowledge, English language is universally acceptable.

English is the international common tongue: English helps

communicate with people from countries all over the world, not
just English-speaking ones. That applies whether one is traveling,
doing business, or communicating with others on social media.
It's the language of academia: Most of the world's top
universities are English-speaking. Because English is the
dominant language in the sciences and international research,
most of the research studies in any given scientific field will be
written in it as well.
It's favored by the internet and press: On the internet, the
majority of websites use English. Even sites in other languages
often give you the option to translate the site. More newspapers
and books are written in English than all other languages
combined together.
It's essential for business: With the age of digitization, businesses
are going international faster than ever in terms of employing
and sales. English provides a common medium of communication
and thus businesses only consider their staff to be well educated
if they are fluent English speakers, writers, and readers.
 Age of globalization and the Need for
Communicating in English

In the globalization era that is filled by challenges and

competitions are super tight, everyone is demanded not only
have a high level of education, but also required to have a special
capability, commonly called skill. One of the skills that most
needed today is English language. In which English has been
determined to be one of an international language as verbal
language to communicate.

Also, as a universal language of instruction used in almost every

corner of the world. Even though there are many languages in
this world but all the people do not speak all the language, and
English is the most commonly used international language. Thus,
if it is learnt, it can bring people closer, it can make business and
negotiations easier, and it can help people communicate with
others of all cultures across the globe.

Able to speak well and fluently in English no longer be an added

value, but it has become demands or needs for every people in
today’s era of globalization. This is because English language
influence in almost all aspects in life be it academics, social or
professional life. It is undoubted that English is important to be
studied, learned, practiced and mastered in order to be able to
compete and face the globalization era.
 Use of English in academic and professional
situations

English is essential in the field of academic. In many countries,

children are taught and encouraged to learn English as a second
language. Even in countries where it is not an official language,
such as the Netherlands or Sweden, we will find that many syllabi
in science and engineering are written in English. Furthermore,
English is generally thought to be the language of higher
education. Many of the world's top universities are English-
speaking schools. Because English is the dominant language in
the sciences and international research, most of the research
studies found in any given scientific field will be written in it as
well. At the university level, students in many countries study
almost all their subjects in English in order to make the material
more accessible to international students.

English skills are likely to help one in any business venture that
one chooses to follow. That's especially true working in the
international sector, or to move from the local to international
scale in the future. If we visit certain offices of private companies,
governmental organizations, or even math or engineering
companies, we can notice the prevalence of English. Many big
companies will hire professional staff only after getting to know
whether they have good English skills.
 MODULE III

Oral and Written Communication in English

 Difference between Speech and Writing

When we talk about language, sometimes we mean speech,

sometimes writing. Written and spoken language differ in many
ways such as:
• Age: Speech goes back to human beginnings, perhaps a million
years ago. The idea of writing however is relatively recent
which was first invented by the Sumerians around 3200 B.C.
• Universality: Humans everywhere can speak. But even now
there are many nonliterate groups in the world.
• Acquisition: People everywhere start speaking during the first
two years of life. Learning to write typically builds on learning
to speak.
• Interdependence: Most literate people can convey the same
messages in either speech or writing, but speech typically
conveys more explicit information than writing.
• Retrievability: Until the invention of magnetic recording,
speech could not be captured or preserved, except by fallible
memories and by writing. But writing can be preserved for
millennia.
• Prestige: Written language is associated with political and
economic power, admired literature, and educational
institutions, all of which lend it high prestige
• Change: Spoken language, everywhere and always, undergoes
continual change of which speakers may be relatively unaware.
Written language, because of its permanence and
standardization, shows slower and less sweeping changes.
 International Phonetic Alphabet (IPA) Symbols

IPA aims to standardize the representation of spoken language,

thereby sidestepping the confusion caused by the inconsistent
conventional spellings used in every language. It provides a
unique symbol for each distinctive sound in a language—that is,
every sound, or phoneme, that serves to distinguish one word
from another to accurately represent the pronunciation of
languages.

The IPA primarily uses Roman characters. Other letters are

borrowed from different scripts (e.g., Greek) and are modified
to conform to Roman style. Diacritics are used for fine
distinctions in sounds and to show nasalization of vowels,
length, stress, and tones.

The current IPA symbols:

• Short Vowels: e, æ, ʌ, ʊ, ɒ, ə
• Long Vowels: i:, ɜ:, ɔ:, u:, ɑ:
• Diphthong Vowels: ɪə, eə, eɪ, ɔɪ, aɪ, əʊ, aʊ
• Consonants Sounds:
o Fricatives: f, v, θ, ð, z, ʃ, ʒ, h
o Plosives: p, b, t, d, k, g
o Affricates: ʈʃ, dʒ
o Nasals: m, n, ŋ
o Approximants: r, j, w, l
 Stress and Intonation

Stress: It is the emphasis given to a specific syllable or word in

speech, usually through a combination of relatively greater
loudness, higher pitch, and longer duration. Syllable is a part of a
word that is pronounced with one uninterrupted sound. We
stress the vowel sound of the word, not the consonant sound.
The stress placed on syllables in a word is called lexical stress or
word stress. Stress placed on some words within a sentence is
called sentence stress or prosodic stress.

Intonation: It is the variation of our pitch, in the spoken language.

It indicates our emotions and attitudes, determine the difference
between statements and questions and sometimes highlight the
importance of the verbal message we’re giving out. In English,
there are 3 basic intonation patterns: Falling Intonation, Rising
Intonation, and Partial/Fall-rise Intonation.

Difference between Stress and Intonation:

• Definition: Intonation is the variation of our pitch, in the
spoken language. Stress is the emphasis given to a specific
syllable or word in speech
• Focus: Stress pays particular attention to syllables and words.
Intonation pays attention to pitch.
• Emotions/Attitudes: Intonation helps you to detect the
emotions and attitudes of the speaker. Stress does not enable
us to understand the attitudes of the speaker.
 English Pronunciation

Accurate pronunciation is an important part of learning any

language, and especially when learning English. The way speech
sounds can have a big impact on whether or not people
understand what one is saying and their initial impression of the
individual. The tricky thing about pronunciation is that it’s not
just a question of acquiring knowledge, it’s a physical skill that
one needs to practice regularly.

There are no shortcuts to perfect pronunciation, however there

are some ways we can practice more effectively and improve
faster such as: Paying attention to pronunciations from movies,
and podcasts, speaking slowly, doing mouth, tongue, and throat
exercises, breaking up words into smaller parts and practicing
them individually and then in groups.

The reasons for practicing pronunciation are numerous and

significant:
• Improving pronunciation helps with reading, writing and
communication
• A better understanding of pronunciation leads to less
confusion, especially during conversations.
• It’s a sign of progress and makes us feel more comfortable
and confident with communicating in English
 Writing Principles

Writing is never about the writer. It’s about the reader—and

nowhere more so than on the web, where attention is limited
and people, for the most part, don’t want to hang around. They
want to move forward. They want to do something. Writing in
plain English can help with that. It’s not about simplifying work
or heavy-handed editing. It’s not about stifling creativity.

Writing in plain English is about understanding who your reader

is and what they want; then writing in a way that speaks to them
clearly and concisely. Once we get the hang of it, plain English is
faster to write and easier to read. Most importantly, we are much
more likely to get our message across. Everyone wins.

Some of the common writing principles are as follows:

• Writing short sentences: They are easier to read.
• Using active voice: Active verbs make sentences direct,
dynamic, and easy to read.
• Using I, we, and you.
• Writing for the reader: Writing for the reader in a language
they can understand and relate to is one of the key principles
of writing in plain English.
• Giving clear instructions: The content written should help
people get the information they need to take the next step.