COMPREHENSIVE

COMMUNICATION
Learning Objectives
■ To gain insights into the 7 principles of effective
communication.

■ To learn to develop the art of effective public speaking.

■ To learn to develop written communication skills.

■ To learn to develop a reading habit and its importance.

■ To learn to develop oral presentation skills.

Principles of Effective
Communication
■ 1. Principle of Clarity in Ideas: First of all, it should be clear in the
mind of the sender as to what he wants to say. According to Terry
the principle of effective communication is ‘first to fully inform
oneself.’ The clearer the thought the more effective is the
communication.

■ 2. Principle of Appropriate Language: According to this principle,

the communication should always be in a simple language. Ideas
should be clear and be devoid of any doubt. Technical words and
words having various meanings should be used to the minimum.
■ 3. Principle of Attention: The purpose of communication is that the receiver
of information should clearly understand its meaning. It means merely
transferring information is not communication and it is important that the
receiver should understand it. This is possible only when the receiver takes
interest in the message and listens to it attentively.

■ 4. Principle of Consistency: According to this principle, communication

system should maintain consistency in the objectives of the enterprise, its
procedures and processes. It means communication should be in
accordance with the policies laid down for it.
■ 5. Principle of Adequacy: The information sent to the receiver should
be sufficient and complete in every respect. Information more than
the need or less than the need is harmful. In the context of business
incomplete information is dangerous. The sufficiency of information
depends on the ability of the receiver. If the receiver happens to be
capable more information can be given with the help of a few words.
On the contrary, in case of a less capable receiver more details are
needed.
■ 6. Principle of Proper Time: The messages should reach the receiver
whenever they are needed. Late messages are meaningless, and the
utility of communication is ended. Hence, the message should be
sent before the actual need keeping in mind the time required for
communication.
■ 7. Principle of Informality: Formal communication has a
prominent place among the channels of communication, but
informal communication is not less important. There are some
problems which cannot be solved with formal communication,
but informal communication does succeed in solving them.
Therefore, informal communication should also be given
recognition in the organization.
■ 8. Principle of Feedback: It is essential for the sender of the message that
he should know about the success of the message. It means that he should
see whether the receiver has understood the message or not. Feedback is
easily obtained in a face-to-face communication with the help of the facial
reactions of the receiver. In the written communication the sender can get
the feedback by using appropriate means.

■ 9. Principle of Integration: Communication should be able to introduce all

the employees in the enterprise with its objectives so that all the employees
move unitedly towards the goal.
■ 10. Principle of Consultation: The suggestions of all the persons concerned
should be invited while making plans for communication. The obvious benefit
of such a move will be that all those who are invited while making plans for
communication and taken into confidence will contribute to the success of the
communication system. Planning for communication aims at determining as to
when, how and through what medium communication is to be done among
people working at different levels.

■ 11. Principle of Flexibility: Communication system should be able to absorb the

changes in the organization. A communication system that cannot absorb
changes according to the need becomes meaningless.
■ 12. Principle of Economy: Communication system should not be
unnecessarily costly. As far as possible unnecessary messages should be
reduced to the minimum to make communication economical. No single
employee should be burdened with the work of communication.

■ 13. Principle of Proper Medium: In order to make communication

effective it is necessary not only to have clarity of ideas, consistency and
completeness but also to make a proper choice of medium. For example-
the managers should make use of oral communication for individual
communication and written communication for policy matters.
 7Cs
of
Communication
1. Conciseness

■ In formal communication, we should be very careful about the

briefness/conciseness of the message. As brevity is one of the
principles of formal communication. Also, it is one of the
important elements and prerequisites of effective
communication.

■ It is always helpful for both the sender and the receiver

because it saves their time. Concise messages are helpful in
getting the meaning.
2. Correctness

■ Correctness means the accuracy of thoughts, figures, and

words. If the given information is not correctly conveyed,
the sender will lose reliability.

■ While communicating we should be careful about the

correct use of grammar, message composition and
appropriate words. Successful communication depends on
the correct use of language & grammar.
3. Concreteness

■ While communicating one should be very specific. Concreteness

is an important aspect of effective communication. It is about
being specific and definite rather than general.

■ In oral communication, one cannot draw tables and graphs to

make our statement specific, but we can use apt and precise
words to convey a message. If the message is specific, that saves
time and increases the likelihood.
4. Clarity

■ Clarity is one of the principles of formal communication.

Whatever we speak/communicate should have clarity. The
idea of the message should be very clear in the mind of the
sender.

■ The sender must be careful about the clarity of thought and

objective of communication.
5. Completeness

■ Effective communication depends on the completeness of

the message. Incomplete messages create ambiguity in the
audience.

■ A complete message brings the desired results without any

expense or additional information. Therefore, each and
every message which is sent by the sender should be
complete.
6. Consideration

■ It is an act of consideration. While sending a message the

sender should look from the angle of the audience. The
sender should understand the feelings and emotions of the
receivers. It shows that in communication we should
consider the audience.
7. Courtesy

■ Courtesy means polite behaviour. While communicating

everybody should show politeness towards others. It
facilitates communication. The polite messages help to
strengthen relationships and to create goodwill, which helps
in expanding the business.
Art of Effective
Public Speaking
Develop Your Communication Skills
Effective public speaking is rooted in excellent communication skills.
To improve your communication abilities:

1. Practice active listening to understand your audience’s needs and

perspectives.

2. Work on your vocabulary and language fluency to express ideas

more eloquently.

3. Focus on nonverbal cues like body language, eye contact, and

gestures to enhance your message’s impact.
Know Your Audience
Tailoring your message to your audience’s interests
and preferences is crucial. Research your audience’s
demographics, interests, and expectations to create
a presentation that resonates with them. This
approach increases engagement and helps you
connect on a deeper level.
Structure Your Presentation
A well-structured presentation follows a logical flow that
keeps your audience engaged and makes your points clear.
Consider using the following structure:
1. Introduction: Grab attention, introduce the topic, and
establish your credibility.
2. Body: Organize your content into main points with
supporting evidence.
3. Conclusion: Summarize key takeaways, restate your main
points, and end with a memorable closing statement.
Practice, Practice, Practice
Practice is key to building confidence in public
speaking. Rehearse your presentation multiple times to
become familiar with the content, flow, and timing.
Practice in front of a mirror, record yourself or rehearse
with a trusted friend to receive constructive feedback.
Manage Nervousness
It’s normal to feel nervous before speaking in public.
To manage nervousness:
1.Practice relaxation techniques, such as deep
breathing and visualization.
2.Focus on the message you want to convey rather
than dwelling on your anxiety.
3.Embrace positive self-talk to boost your confidence.
Wardrobe and Body Language

Besides practicing to feel more confident, there are also ways

to look more confident. Some areas to keep in mind are:

• Wardrobe: Keep it simple and professional.

• Good posture: Stand tall! Good posture changes how you appear to
others and makes you feel more self-assured.

• Vocal tone: Slow down when you speak and maintain eye contact
with your audience.

• Expression: Smiling has been found to lift your own mood as well as
the mood of others.
Explore Different Types of Public Speaking
Public speaking encompasses various formats, such
as informative speeches, persuasive talks, and
impromptu presentations. Explore these different
types to broaden your skill set and adapt to various
speaking scenarios.
Written
Communication
Skills
Written and oral communication are the two ways
humans communicate. As we are social beings, these
are essential skills we need to live in a society with
others.

Written communication is the exchange of information,

ideas, or messages through written language in the form
of letters, emails, notes, and more.
Written communication skills refer to the ability to convey information
effectively and clearly through written text. It involves using appropriate
language, tone, and style to communicate the intended message, while
also taking into account the audience and purpose of the
communication.
To start improving your writing, you have to look at the three elements
that constitute a text:
•The content: what is written.

•The style: the way it is written.

•The structure: the way the content is explained and how clear it is for
the reader.
•The content: your content should, of course, be interesting
and enjoyable to read.
=> One way to improve your content is to train your creativity
skills.
•The style: your writing style is something you will learn with
practice.
=> One effective way to improve your style is to enhance your
knowledge of grammar and punctuation*.
•The structure: your content should be well structured and
clear to read.
=> You can improve your structure by improving your logical
sense.
 Types of Written Communication
1. Informational: This type of writing is about giving information on a specific
topic. It is generally for educational and practical purposes. For example, you
can have informational writing in a business report, academic books, biography,
etc.

2. Instructional: This type of writing provides the reader with specific information
and direction to perform a task. The task is generally broken down into parts
that are easy to understand and replicate for the reader. For example, you can
find this writing in users' manuals, training programs, business memos, etc.
3. Transactional: It is especially relevant in business writing, where
people exchange information to conduct a transaction: exchange of
goods or services, maintenance of business relations, a trade
proposition, etc. For example, you can find this writing in emails,
invoices, legally binding contracts, etc.
4. Persuasive: Persuasive writing aims at convincing people of
something or to take a specific action: whether to buy a product, donate
money, convince them that a product is better, etc. You can find this
writing in commercials, proposals, press releases, etc.
8 best practices to improve written
communication
1. Think about the purpose of your message
2. Put yourself in your reader’s shoes
3. Keep it simple
4. Keep a place to jot down thoughts and ideas
5. Write and read often
6. Edit fiercely and read the message out loud
7. Ask for help
8. Constructive criticism as growth
PRINCIPLES OF EFFECTIVE
WRITING
Principle 1: Write coherent paragraphs
One paragraph is one unit of thought. Do not include sentences that are not
related to the main thought into the paragraph.
Example:
My hobbies are reading and horse riding. I like reading novels
and science fiction. I read at least one book every month. Riding horses is
another hobby that I enjoy. Every weekend I jump on my horse and steer it
into the desert. The desert in Arizona is quite different from the desert in
New Mexico.
The paragraph above discusses one’s hobbies. This is the main topic
or theme of the paragraph. The last sentence (“The desert in Arizona
is quite different from the desert in New Mexico”) deviates from this
main topic. This sentence has to be removed from the paragraph.
Principle 2: Use short sentences
Using short sentences makes it easier for the reader to understand the
intended message. Every long sentence can be broken down into several short,
simple sentences.
Example:
Incorrect: I like riding horses since horses are very energetic yet, at the
same time, caring animals.
While the sentence above is quite simple, it can be made even
simpler and easier to understand by splitting it into shorter
sentences.
Correct: I like riding horses. They are very energetic animals and very caring.
Principle 3: Omit redundant words
Delete words that do not convey any valuable information.
It is very easy to “bury” the intended message in the clutter of words
and expressions that are not necessary for transmitting the message.
Declutter writing to reduce its length and make it easier for a reader to
understand the message.
Example:
Incorrect: Based on what I have read in the book and my understanding
of the material, I think it can be recommended that ABC Corporation
should consider acquiring and implementing a new enterprise system.
Correct: ABC Corporation should implement an enterprise resource
planning system.
Principle 4: Use active voice
Use active voice to make the message simple and direct.
Example:
Incorrect: Active voice should be used in sentences.
Correct: We should use active voice in sentences.
Principle 5: Avoid jargon, idioms, acronyms, and cultural
references Avoid jargon, idioms, acronyms, and cultural
references to make the intended message easy to
understand for a broader audience.
In some situations, jargon, idioms, and cultural references
can make the message easier to understand. They can also
make the message more vivid and memorable.

All this happens under the condition that the writer and his
or her audience share a common professional, linguistic,
and cultural background.
Principle 6: Pay attention to grammar
It is important to master some of the most important rules of
grammar. These rules are useful conventions that aid in
delivering a message. Violating these conventions may not
constitute a fatal flaw yet may seriously distort the intended
message or simply distract the reader from understanding
the intended message.
Principle 7: Use text formatting to aid
understanding
■ Font type
– Unless the goal is to decorate a promotional brochure or a flyer, one should
stick to one or two commonly used fonts for the text. These fonts should be
familiar to the reader and easy to read. Once the number of fonts is greater
than three, the text may look cluttered. This may diminish the aesthetic appeal
of the text and may distract the reader.
■ In-text formatting
– Using italics instead of bold is preferable. Italics can be easily spotted by the
reader, yet it does not look as intrusive as bold font. The use of bold font
should be limited to titles only. Regardless of whether choosing italics or bold
for emphasis, try to use emphasis as little as possible. A text with a lot of
emphasis is irritating to the eye and hard to read.
Reading Habit
Development
“In my whole life, I have known no wise people (over a broad
subject matter area) who didn’t read all the time—none.
Zero. You’d be amazed at how much Warren reads—and how
much I read. My children laugh at me. They think I’m a book
with a couple of legs sticking out.”
- Charlie Munger
1. START SMALL AND CREATE A
READING ROUTINE
■ Many find it challenging to sit down and read for an extended period.

■ To avoid feeling overwhelmed, start small by setting aside a few minutes each
day to read a few pages of a book.

■ Over time, you can gradually increase the duration of your reading sessions.

■ Choose a time of day when you can dedicate time to reading, such as in the
afternoon after coming from school or in the evening before going to bed.
2. FIND TOPICS OF INTEREST
■ One of the keys to developing a reading habit is finding the right reading
material that interests you.

■ Whether it's a fiction book, biography, or academic article, or your choice of

topic from your syllabus, pick something that captures your attention and
motivates you to read.

■ Don't be afraid to try new genres and authors to expand your interests and
challenge your thinking.

■ Finding the right reading material can make all the difference to your reading
habits.
4. ELIMINATE DISTRACTIONS
■ In today's digital age, students are often surrounded by distractions that can
hinder their ability to focus on reading.
■ When you're ready to read, choose a quiet space where you can read
without interruptions.
■ Turn off any devices that might disturb your concentration.
■ Use a reading app that blocks notifications and distractions on your phone or
computer.
■ Develop a routine that signals to your brain that it's time to read.
■ Schedule time and make it a regular part of your day.
5. Create a place to read.

■ Maybe you designate a reading chair in the corner of the room

or select a coffee shop where you turn off your phone before
you walk in and only read a book while you’re there.
■ The more you repeat the habit of reading (and nothing else) in
a single location, the more you’re conditioned to act a certain
way in that particular place.
6. MAKE READING EASY & SATISFYING
■ Read one page per day.
– Many people get wrapped up in big goals like “read one book each week” or
“finish 30 books per year,” but it’s more effective to focus on the beginning of the
habit rather than the ultimate outcome.
■ Read at the beginning of your day.
– For many people, reading in the morning is an ideal approach.
– The longer the day goes on, the more likely it becomes that other responsibilities
creep into your day.
■ Read what excites you.
– Don’t worry about reading what other people say you should read. Instead, read
whatever excites you.
■ Read what is useful for you.
– Another option is to focus on reading books that have an immediate and/or long-
term impact on your goals.
Daily reading benefits include:
1.Exercise for your brain to strengthen its circuits and signal
(essential for staying sharp as we age)
2.Improved literacy skills
3.Fiction reading boosts empathy
4.Builds vocabulary
5.Reduced stress
6.Better sleep when used to wind down before bedtime
7.Can help with mental health
 ORAL
PRESENTATION
SKILLS