COMMUNICATIVE ENGLISH I SEM
FUNDAMENTALS OF COMMUNICATION
A. Definition and process of communication
B. Different types of communication
C. Features and importance of effective professional communication
D. Technical Communication:-Features_ Styles_ Modes
E. Types of communication flow in an organization
F. Barriers to communication
G. Interpersonal and intrapersonal skills
A. DEFINITION AND PROCESS OF COMMUNICATION
The term communication originates from the Latin word communicate, which means ‘to share’.
Despite the different versions available, it can be briefly summed up that ‘communication
essentially means the transfer of ideas, feelings, plans, messages, or information from one person
to another’. However, communication is considered effective only when it gets the desired action
or response.
PROCESS of COMMUNICATION
Communication is a process whereby information is encoded, channeled, and sent by a sender
to a receivervia a medium. The receiver then decodes the message and gives the sender a
feedback. All forms of communication require, a channel, a message, a receiver, and the
feedback that effectively winds up the process.
B. DIFFERENT TYPES OF COMMUNICATION
Types of communication Brief definition
1. Verbal Both spoken and written expression are used in the communication
communication process:
a. Oral a. A face-to face interaction between the sender and the
communication receiver whouse the spoken variety of language
b. Written communication b. Sender uses the written mode to transmit his\her messages
like report,Proposals, etc
2. Non-verbal communication Communication without using a word though body language and
paralinguisticfeatures
3. Intrapersonal Communication taking place within one’s own self during self-
communication reflection,contemplation, and meditation
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4. Interpersonal Written or oral communication that occurs between two or more
communication persons
5. Extra personal Communication with non-human entities, such as animals, birds, etc
communication
6. Mass communication Conveying messages to an entire populace though books, the press,
cinema,television, radio, the internet, etc.
7. Media communication Communication though electronic media, such as computer, internet,
cell phones LCD, video television, etc.
C. FEATURES OF SUCCESSFUL PROFESSIONAL COMMUNICATION
Since communication matters a lot in the professional world, it is- quite important for us to get
acquaintedwith the most important features of successful professional communication:
Communication is a continuous process of meaningful interactions among
persons in anorganization that results in meanings being perceived and
understood in a desired way.
It is process which transmits and disseminates important ideas, thoughts, feelings, plans, etc.
Communication skills are generally understood to be an art or technique of persuasion
through the use of oral, written, and non-verbal features.
IMPORTANCE OF EFFCTIVE PROFESSIONAL COMMUNICATION
Through effective communication, employees get job satisfaction and develop a
sense of belongingness which ultimately helps the organization grow well.
.
.
D. TECHNICAL COMMUNICATION
Technical communication is one of the different varieties of professional communication. In
the professional world, individuals engage in technical communication in a variety of
contexts and with varied professional interests. For instance, technocrats, scientists,
engineers, architects, and doctors as communicators are often required to send the
information related to their technical sphere or field of work in the form of technical reports,
proposals, technical research papers, emails, web pages, digitallystored texts, etc. technical
communication is considered effective when some scientific, engineering, medical, or some
other technical information is successfully conveyed, exchanged, or transferred from one
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expert to another.
Before going further, let’s take a quick look at the major differences between
general purpose communication and technical communication.
Aspects General communication Technical communication
Content Contains general message Contains a formal and
technicalmessage
Nature Informal in style and approach Mostly formal and objective
Structure No set pattern of Follows a set pattern such as
communication sequence of elements in a
report
.Method Mostly oral Both oral and written
Audience Not always for a specific audience Always for a specific
audience
Language Does not normally involve the Frequently involves
use oftechnical vocabulary, technical jargon, graphs,
graphics, etc. tables, chats, pictures,
images, designs,
algorithms, etc. for
achieving specific
professional purposes
Body language Allows flexibility with regard to In professional contexts,
sittinand standing posture, touch, technocrats need to follow
facial expressions, walk, body thedecorum of the
movement, et occasion, gestures, and
manners
Paralinguistic Allows flexibility in terms of In professional contexts,
employivocal cues such as voice technocrats need to be
modulation, volume, pauses, careful about maintaining
articulation, etc. appropriate volume, rate,
pitch, articulation,
etc.
Tone and style Varies from context to context, Follows a factual and formal
and changes from situation to style and tone; mostly
situation; hence, subjective in objectivein nature
nature
FEATURES OF TECHNICAL COMMUNICATION
Some of the characteristic features of technical communication are as follows:
It always addresses a particular audience. For instance, a talk on ‘troubleshooting shell-
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and-tube heat exchangers’ by a renowned mechanical engineering professor on engineers’
day to mechanical engineering students is a type of technical communication.
Technical communication helps organizations solve problems, improve functioning, or
provide solutions to technical snags. For example, when an engineer wishes to propose a
new technical idea for improving the production process and reduce the cost, he/her idea
by submitting a technical proposal.
Technical communication often falls in consonance with the goal and culture of an organization.
It is generated collaboratively as now-a-days different teams work on different projects
or differentaspects of the same project.
Technical communication thrives on a user friendly design to readability and accessibility.
It is always concise, focused, factual, and objective, as the messages are conveyed keeping
in view a specific purpose.
Technical communication often consists of words or graphics or both for maintaining
technicalaccuracy and exuding professional flair.
DIFFERENT STYLE IN TECHNICAL COMMUNICATION
Style in technical communication refers to the way an engineer or any other technocrat
speaks or writesto convey technical messages in and outside the company or organization.
Though mostly factual and objective in style, the tone and tenor in various technical
documentsdepends a lot on the audience, context, and purpose.
Broadly speaking, technical communication involves both formal and informal
expressions in communication. for instance, technocrats are expected to maintain a
formal style while writing atechnical report or technical proposal or delivering an
expert talk, but they would be expected toadopt an informal tone when they are in
office dinner parties or in short conversations during break in office hours.
Keeping in view the nature of technical communication, it is essentially characterized
by brevity accuracy, and clarity. In the technical field, one must maintain both accuracy
of information andlucidity in expression.
MODES OF TECHNICAL COMMUNICATION
Formal or informal, technical or general, personal or professional, all communication needs can be
addressedthrough oral or written mode of communication.
Going further, let us know the different forms of communication which can be categorized under
written andoral communication. Given below are a few forms of both:
Written communication Oral communication
Emails Meetings
Letters Group discussions
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Memorandum / memos Interviews
Notices and circulars Presentations
Technical reports Seminars / conferences
Technical proposals Teleconferencing / videoconferencing
Technical research papers Speeches / talks
Itineraries Telephonic conversations
Minutes Brainstorming sessions
Appraisal forms Interactions
Both oral and written forms of communication may be used for exchanging information
within anorganization (internal communication) and outside the organization (external
communication)
.
E. COMMUNICATION FLOW IN AN ORGANIZATION
Communication in a professional organization flows at different layers and levels which regulate,
guide, andpropel its flow. It is both formal and informal in nature. The different types of
communication flow in an organization are as follows:
10.1 FORMAL FLOW OF COMMUNICATION
The formal flow of communication in an organization can be divided into the types presented in
thefollowing table:
Types Explanation
HORIZONTAL Takes place among people of the same rank
in anorganization
VERTICAL: Occurs between hierarchically positioned persons
and caninvolve both downward and upward
communication:
Upward Happens when information is sent to the
people of higher rank- from bottom to top
levels in the hierarchy
Downward Exits when information moves from the
higher authority to its subordinates – from
top to bottom
Crosswise (diagonal) takes place between Takes place between managers and workers
managers and workers located in different located indifferent functional divisions/units.
functional divisions/ units
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Radial (spiral) moves in all directions. For Moves in all directions. For instance, the management
instance, the management circulates a copy of circulates a copy of new bonus and incentive scheme
new bonus and incentive scheme among all the amongall employees.
employees
INFORMAL FLOW OF COMMUNICATION- GRAPEVINE
Informal communications is called grapevine. Such communication is often shorn of all sorts of
formalities. For instance, rumours running ripe about the company’s expansion, promotion of an
employee, discord between top officials, or illicit relations between two colleagues are some of
the examples of grapevine. A communication of this variety flows in all directions. Grapevine may
create both negative and positive impact on the environment of that organization.
..
F. BARRIERS TO COMMUNICATION
When it comes to effective communication, there are certain barriers that every organization
faces. Here area few of the most commonly-found barriers to communication in an organization:
Perceptual barriers: Different people have different perceptions about the same reality. For
instance,one room could be enough for one teacher but the same room could be small for
another as/he has more number of students to teach. This kind of difference in perception leads
to miscommunication.
Listening barriers: Poor listening often results in incomplete, incorrect, and inconsistent
responses. Sometimes people do not listen to others properly and patiently because rather than
listening to others’views, they may just be waiting anxiously for the speaker to keep quiet so they
may articulate their own views.
Language barriers: Language is a vehicle to effective communication and when two
communicators do not share the same language, they encounter difficulty in understanding each
other. This problem further aggravates when the language learners do not use the language with
accuracy in a given context. For instance, what is called sidewalk in the US, in Britain it is called
pavement, whereas in India, it is called platform. Similarly, it is apartment in the US, flat in
Britain, and house in India.
Cultural barriers: People across the globe belong to different cultures. A cultural barrier arises
whentwo individuals in an organization belong to different religions, states, or countries. Diverse
cultures have different positive and negative meaning associated with colours, designs, shapes,
symbols, gestures, and posture.
Physical barriers: Research shows that most offices have closed doors and cabins for those at
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higher levels ofthe organizational ladder, while the working areas are physically placed far apart.
This kind of barrier prevents team members from interacting effectively with each other and
authorities.
Psychological barriers: Such barriers to communication distort or prevent effective
communication within an organization. Subordinates usually have fear and distrust their seniors
owing to the latter’s dominance, arrogance, or lack of concern for them. If they have genuine
reasons or plans or suggestions for the working of the organization, they do not feel free to
articulate their thoughts due tothe authoritarian attitude of their seniors.
Physiological barriers: Due to headache, fatigue, or other health reasons, at times people
involved in the communication process are not able to send or receive the messages
properly. This leads to either complete breakdown of communication or miscommunication
between them.
G. INTERPERSONAL AND INTRAPERSONAL SKILLS
1. INTERPERSONAL SKILLS
Definition:
Interpersonal skills refer to the abilities that help individuals effectively interact, communicate, and collaborate
with others in both personal and professional settings. These skills are essential for building relationships,
teamwork, and resolving conflicts.
Key Aspects of Interpersonal Skills:
Verbal Communication:
The ability to express ideas clearly and effectively using spoken language. This includes appropriate tone,
clarity, and fluency during conversations.
Non-Verbal Communication:
Using body language, facial expressions, gestures, eye contact, and posture to convey messages without
words. Non-verbal cues play a critical role in reinforcing spoken communication.
Listening Skills:
Active listening involves fully focusing on the speaker, understanding their message, and responding
thoughtfully. It helps in better understanding and reduces misunderstandings.
Empathy:
The ability to understand and share the feelings or perspectives of others. Being empathetic fosters
stronger relationships and improves conflict resolution.
Teamwork and Collaboration:
Working effectively as part of a group, valuing the contributions of others, and striving towards common
goals. Teamwork is essential in both academic and professional environments.
Conflict Resolution:
The ability to resolve disagreements in a constructive manner by addressing issues calmly and working
towards a mutual solution.
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Negotiation Skills:
Persuading and influencing others while considering their perspectives. Successful negotiation leads to
win-win solutions in both personal and professional settings.
Examples of Interpersonal Skills in Action:
Participating in group discussions or projects in class.
Collaborating with peers on assignments or lab work.
Resolving conflicts in group work diplomatically.
2. INTRAPERSONAL SKILLS
Definition:
Intrapersonal skills involve self-awareness, self-regulation, and the ability to understand one’s thoughts,
emotions, and actions. These skills are crucial for personal growth, self-motivation, and achieving individual
goals.
Key Aspects of Intrapersonal Skills:
Self-Awareness:
Understanding one’s strengths, weaknesses, values, beliefs, and emotional triggers. Being aware of these
aspects helps individuals make better decisions and work on personal growth.
Self-Discipline:
The ability to control one’s emotions and behaviors to achieve long-term goals. Self-discipline helps in
managing time, staying focused, and avoiding distractions.
Emotional Intelligence:
Managing one’s emotions effectively and understanding how they influence decision-making and
behavior. High emotional intelligence leads to better interpersonal interactions and self-control.
Self-Motivation:
The internal drive to pursue goals and stay committed even in the face of challenges. It is crucial for
academic and professional success.
Reflection:
The ability to analyze one’s experiences, learn from mistakes, and plan for improvement. Reflecting on
personal actions and behavior leads to continuous growth.
Adaptability:
Being flexible and open to change. Adaptability allows individuals to cope with new situations, learn from
experiences, and remain resilient.
Stress Management:
Identifying stress triggers and managing emotions effectively to maintain mental and physical well-being.
Examples of Intrapersonal Skills in Action:
Setting academic goals and planning how to achieve them.
Reflecting on feedback received from professors to improve performance.
Managing time effectively to balance coursework, exams, and personal life.
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Conclusion:
Both interpersonal and intrapersonal skills are essential for holistic personal and professional development.
Interpersonal skills enable effective collaboration with others, while intrapersonal skills help in self-regulation
and personal growth. In the context of the BE curriculum, developing these skills will not only enhance
communication abilities but also contribute to success in engineering studies and future career endeavors.
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