1. technology and computing
2. internet technology
3. email

ASSIGNMENTS SUBMISSION as an essential requirement of Internal Evaluation for the course HS 702 Academic Writing and Communication Skills MCA | MCA Lateral Entry | M Sc (IT) Programs | II Semester Program: @ CMPICA, Faculty of Computer Science and Applications 2014 – 15 ID No.: Student’s Name: Date: Marks Obtained / Out of submitted to DEPARTMENT OF HUMANITIES AND SOCIAL SCIENCES (HSS) INDUKAKA IPCOWALA INSTITUTE OF MANAGEMENT (I2IM) FACULTY OF MANAGEMENT STUDIES (FMS) 1
Read the given material and answer the questions that follow it: Concept, Meaning and Definition of Communication: Communication is a systematic attempt to share human experiences, thoughts, ideas, information and knowledge with one or more than one persons. It includes all the activities of listening, speaking, reading, writing, understanding and responding. Communication is the act of conveying information for the purpose of creating a shared understanding. It’s something that humans do every day. The word “communication” comes from the Latin “communis,” meaning “to share,” and includes verbal, non‐verbal and electronic means of human interaction. Thus, 'to communicate' is to share or exchange thoughts, beliefs, emotions, knowledge, concepts, desires and the like. The exchange of thoughts and ideas can be done by gestures, signs, signals, speech or writing. People are said to be in communication when they discuss some matter, or when they talk on telephone, or when they exchange information through letters or emails. Two‐way process of reaching mutual understanding, in which participants not only exchange (encode‐decode) information, news, ideas and feelings but also create and share meaning. In general, communication is a means of connecting people or places. In business, it is a key function of management ‐ an organization cannot operate without communication between levels, departments and employees. the act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, feelings, etc., to someone else a message that is given to someone: a letter, telephone call, etc. The exchange or transmission of ideas, attitudes, or beliefs between individuals or groups Communication is the production and exchange of information with meaning byuse of signs and symbols. It involves encoding and sending messages, receiving and decoding them, and interpreting the information and meaning. Communication saturates all levels of human experience. Thompson, well‐known sociologist, defines communication as a form of action which takes places in a social content and is related to question of economic, political, coercive and symbolic power in society. Communication may be intentional or unintentional, may involve conventional or unconventional signals, may take linguistic or nonlinguistic forms, and may occur through spoken or other modes. Humans convey information through a variety of methods: speaking, telephones, email, blogs, TV, art, hand gestures, facial expressions, body language and even social contexts. Communication can occur instantaneously in closed, intimate settings or over great periods of time in large public forums, like the Internet. However, all forms of communication require the same basic elements: encoder/speaker/sender of information, a message, and an audience/recipient/decoder/listener. The act of communicating draws on several interpersonal and intrapersonal skills. These include speaking, listening, observing, questioning, processing, analyzing and evaluating. Recipients of a message must be able to identify the sender’s intent, take into account the message’s context, resolve any misunderstandings, accurately decode the information and decide how to act on it. Such skills are essential to learning, forming healthy relationships, creating a sense of community and achieving success in the workplace. 2
Some more definitions: 1. “Communication is the codification of a message by a sender who then transmits it along a channel to a receiver, who decodes it, puts it into context, and thereby comprehends it.”‐ Roman Jakobson 2. “Communication is the sum of all the activities that one person does when he wants to create understanding in the mind of another. It is a bridge of meaning which involves a systematic process of telling, listening and Understanding.” – Louis Allen 3. “Communication is an exchange of facts, ideas, opinions, or emotions by two or more persons.” – William Newman 4. “Communication is an act of making something known to other to create understanding.”‐ Oxford Advanced Learners’s Dictionary 5. “Communication is the process of passing information and understanding from one person to another. It is essentially a bridge of meaning between people. By using this bridge of meaning, a person can safely cross the river of misunderstanding that separates all people.”‐ Keith Davis Concept and Contexts of Communication According to commonly used definition, communication is transfer of message from sender to receiver through a medium. It is understood that speech or utterances in the form of voice, were the initial stages of communication which gradually developed into a defined form of language when all the people of a society got to attach specific meanings to the voices and gestures. Conscious or intended communication has a certain definite purpose. People communicate their thoughts and ideas as well as feelings to make someone do something or take some action or think or feel in a certain way. The source has to be clear about the purpose which means the objective or goal of the communication as well as about the intended audience. The source must put the message in such words which would be clearly understood by the receiver. The process of putting the ideas to be conveyed into symbols is called encoding. This process requires selection of symbols which are to be understood by the audience. Process of Communication 3
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Basic Terms of Communication Sender/Source/Encoder Sender is a person or group who initiates or begins the communication. The generator of the idea or the communicator is considered as the sender. . A sender makes use of symbols (words or graphic or visual aids) to convey the message and produce the required response from the receiver; There are two factors that will determine how effective the communicator will be. The first factor is the communicator’s attitude. It must be positive. The second factor is the communicator’s selection of meaningful symbols, or selecting the right symbols depending on your audience and the right environment. Encoding The process of transforming abstract ideas or thoughts into commonly accepted human language is known as encoding. If one wants to communicate the idea of danger, then the word danger can be used, the colour red can be used, or a loud sound can be used. Message The encoded idea is termed as message. An idea is abstract where as message is the physical output from abstract idea. A message can be any information, ideas, feelings and events. Medium/Channel The sender selects an appropriate medium or channel for successful transmission of the message. Medium can be understood as method or mode of communication. It can be verbal or non‐verbal. Verbal includes oral or written communication whereas non‐verbal includes signs, gestures, body language etc… Noise When you communicate, you desire that the message received should be the same as the message sent. But you might notice that this isn’t always the case. It happens due to the presence of Noise. Noise is defined as any unplanned interference in the communication environment, which causes hindrances in the transmission of the message. Familiar example of noise is noise in telephone lines or network problem. In written communication illegible handwriting can be termed as noise. Receiver/Decoder/Listener The recipient of the message is called a receiver. On receiving the message, the receiver tries to interpret and understand the message. This process of interpretation is conditioned by receiver’s attitude, personality, socio‐cultural identity, knowledge etc… Decoding Decoding is the reverse of encoding. The process of interpretation of message is called as decoding. The process of decoding depends upon ‘communicative competence’ and ‘linguistic competence’ of receiver. Effective decoding is very important for successful communication as any misinterpretation of a message leads towards confusion or misunderstanding. Response/ Feedback Feedback is the action or reaction of the receiver to the message. It helps the sender to know that the message was received and understood. 5
Barriers to communication Communication is not always successful. Several things can prevent the massage from reaching the intended recipient or from having the desired effect on the recipient. There may be some fault in the communication system which prevents the message from reaching. Some of these defects are in the mechanical devices used for transmitting i.e., the medium. Some are in the symbols we use for communicating, i.e., language or other symbols used for encoding. Some are in the nature of the persons who are engaged in communication, i.e. the sender and the receiver. In an organization these barriers can become quite complicated and can cause information gaps leading to problems in its working. (1)Physical barriers: Noise in the environment Noise is any disturbance which occurs in the transmission process. In face to face communication which is carried by air a vibration, the air may be disturbed by noise such as traffic, factory work or people talking. In a factory, oral communication is very difficult because of the noise of the machines. Distance Distance between the communicators may act as a barrier to communication. When people speak from far distant areas, their voice becomes unrecognizable for the listeners. Environmental conditions Environmental conditions like humidity, temperature, cold decrease the attention levels of the listeners. They feel suffocated and uninterested in communication. Physical disabilities Physical disabilities like dumbness, deafness etc… causes barriers to communication. (2) Mechanical barriers Faulty instruments Use of defective communication device affects the transmission and reception of message. Defects in the Medium Defects in the devices used for transmitting messages are external and usually not within the control of the parties engaged in communication. The telephone, the postal system, the courier service, or electronic medium may fail. Messages can get delayed, destroyed and even lost while being transmitted. Machine illiteracy Many people lack adequate knowledge and skills to use modern communication technology like computer, internet, video conferencing etc… (3) Cross­Cultural barriers Ethnocentrism Ethnocentric people consider their own culture as the most superior and the best culture. This attitude blocks the process of communication between these people or people. 6
Non‐verbal clues Different cultures have different codes for using non‐verbal communication. Failing to understand these non‐verbal code or ethical standards can result into barriers to communication. • Cross‐legged position: Asian culture views sitting cross‐legged as sign of nervousness or non‐professionalism. Sitting cross‐legged is never encouraged in Indian context, on the contrary, European women are supposed to sit cross‐legged during official meetings. • Eye contact: The Americans will encourage direct eye contact and view it positively where as Indians and many Asians will consider direct eye contact as aggression or staring. • Sign/Symbols: ‐Symbol ‘V’ is consider positive in UK and USA whereas Australians consider it obscene and illicit. ‐‘OK’ is viewed as ZERO in France. Japanese interpret it as a request for coins. (4)Psychological barriers Fear/phobia: People suffering from fear or phobia may avoid communication during meetings and public places. Superiority‐complexes: People suffering from superiority complex consider them as omnipotent people. They do not listen others which blocks the flow of communication. Inferiority‐complex: People suffering from inferiority complex consider themselves as ‘nobody’. They do not communicate frankly and freely. Halo effect: Halo effect is tendency to overrate a person good in all the fields because he is good in one of the fields. Person suffering from Halo effect welcomes ideas and suggestions from only those people, who they like the most and thereby reject ideas of others. Horns effect: Horns effect is tendency to underestimate and dislike a person because he is not good in one of the fields. (5)Linguistic/Semantic barriers Illiteracy: Illiterate people can not read and write the messages which create difficulty in understanding the thoughts and emotions of the speaker and writer. Jargon: Overuse of technical jargon and scientific terms can make it difficult for the people to understand the thoughts and emotion of the speaker. Errata: Errata is error in printing and writing. Messages can be misunderstood by the reader of because of printing mistakes in the text. Slang: Use of slang language makes it difficult for the strangers to understand what speaker is speaking and what he is asking for. Spelling and grammar errors: Grammatical mistakes in writing and structural error while speaking are major barriers to communication. 7
Freudian slip: Many a times we say something accidentally which provokes anger of the listener. This may affect the flow of communication. (6)Information Overload When there is too much information, some of it is blocked in transit and may not reach the intended audience. Advertising and sales information is an example of overload; so much communication about product floats through so many media that a good deal of it does not reach the potential buyer. (7) Perceptual barriers The problem while communicating with others is that we all see the world differently. If we did not, we would have no need to communicate: something like extrasensory perception would take its place. The following anecdote is a reminder of how our thoughts, assumptions and perceptions shape our own realities: A traveller was walking down a road when he met a man from the next town. "Excuse me," he said. "I am hoping to stay in the next town tonight. Can you tell me what the townspeople are like?" "Well," said the townsman, "how did you find the people in the last town you visited?" "Oh, they were an irascible bunch. They took me for a fool. Over‐charged me for what I got. They gave me very poor service." "Well, then," said the townsman, "you'll find them pretty much the same here." People in the world are not exactly alike. They differ from each other mentally and emotionally as much as they differ by temperament, appearance and physique. This difference causes a number of communication problems. There cultural, social and environmental differences also hamper the process of communication and aggregate the communication problems. (8) Interpersonal barriers Interpersonal barriers occur due to limitations in the communication skills of encoder or decoder, or both. The most common reasons for interpersonal barriers are: • Limited vocabulary • Cultural variations • Poor listening skills • Wrong choice of verbal and non verbal messages. • Emotion (9)Gender barriers There are distinct differences between the speech patterns in a man and those in a woman. A woman speaks between 22,000 and 25,000 words a day whereas a man speaks between 7,000 and 10,000. In childhood, girls speak earlier than boys and at the age of three, have a vocabulary twice that of boys. 8
The reason for this lies in the wiring of a man's and woman's brains. When a man talks, his speech is located in the left side of the brain but in no specific area. When a woman talks, the speech is located in both hemispheres and in two specific locations. This means that a man talks in a linear, logical and compartmentalized way, features of left‐brain thinking; whereas a woman talks more freely mixing logic and emotion, features of both sides of the brain. It also explains why women talk for much longer than men each day. How to overcome the barriers to communication • Create an open communication environment • Always keep receiver in mind • Do not communicate when you are emotionally disturbed • Be aware of diversity in culture, language etc… • Use appropriate non‐verbeal cues • Select the most suitable medium • Analyse the feedback • Plan and clarify ideas • Create climate of trust and confidence Importance of Communication It is the ‘food and fuel of the organization as no organization can survive without presence of well established system of communication. It facilitates the function of management and helps to create and maintain interpersonal relationship in the organization. When considering why communication is important, the bottom line is: if you’re a good communicator, you’ll have better chances of success. The ability and the importance of communication become much more crucial when you are on a mission or need to fulfill a goal. Without a means to communicate, your organization will become isolated. The ability to effectively communicate is very important when it is usually underestimated and overlooked. Communication is easily overlooked, but the ability to communicate effectively is necessary to carry out the thoughts and visions of an organization to the people. The importance of speech and words whether through a paper or a voice is a communication medium to convey directions. Without communication, there is no way to express thoughts, ideas and feelings. Types of Communication People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent. Choice of communication channel and your style of communicating also affect communication. So, there are varieties of types of communication. (1) Verbal Communication Verbal communication refers to the the form of communication in which message is transmitted verbally; communication is done by word of mouth and a piece of writing. Verbal Communication is further divided into: o Oral Communication o Written Communication 9
Oral Communication In oral communication, Spoken words are used. It includes face‐to‐face conversations, speech, telephonic conversation, video, radio, television, group discussion, meeting etc... In oral communication, communication is influence by pitch, volume, speed and clarity of speaking. We spend nearly 60‐70% of the day time in one or other form of oral communication. Advantages of Oral Communication • Sheds of meaning can be conveyed (using to be, pitch and intensity of voice) • Saves time • Immediate feedback can be obtained • Spares money and effort • Less formal • Makes the communication of confidential and secret information possible. How to make Oral Communication more effective • The words should be clearly and properly pronounced. • Poor voice control and poor pronunciation act as barriers to Communication • Another requirement of effective oral communication is clarity and precision. • 4.Brevity is very essential, over communication should be guarded against. • Tropes tone is an important requisite convey the same feeling as the words. • Use the correct pitch the way the voice moves up or down. • Use the right register ie. the right style and vocabulary to suit the situation and the listener. Limitations of Oral Communication • Can be misunderstood or misinterpreted more easily. • No permanent record of little value from the legal point of view • Only a good speaker can communicate effectively. • Unhelpful for lengthy communication • Something vital may be missed out • People can not retain oral messages for a long time ie it lacks permanence • When messages are transmitted orally it is not possible to pinpoint the responsibility. Written communication • Written communication‐reports, illustrations, memos, telegrams, facsimiles, emails, tenders and others • Communication through words may be in writing or oral. Written communication entails transmission of message in black and white. It mainly consists of diagrams, pictures, graphs, etc. Reports, policies, rules, orders, instructions, agreements, etc have to be conveyed in written form for proper functioning of the organization. • Written communication guarantees that everyone concerned has the same information. It provides a long‐lasting record of communication for future. Written instructions are essential when the action called for is crucial and complex. To be effectual, written communication should be understandable, brief, truthful and comprehensive. The main advantages and disadvantages of written communication are as follows: Advantages of written communication • It ensures transmission of information in uniform manner. • It provides a permanent record of communication for future reference. • It is an idealistic way of conveying long messages. 10
• It ensures little risk of unauthorized alteration in the message. • It tends to be comprehensive, obvious and accurate. • It is well suited to express messages to a large number of persons at the sametime. • It can be quoted as legal evidence in case of any disputes. Disadvantages of written communication • It is costly and time consuming. • It becomes difficult to maintain privacy about written communication. • It is rigid & doesn’t provide scope for making changes for inaccuracies that might have crept in • It is very formal and lacks personal touch. • It boosts red‐tapism and involves so many formalities. • It may be represented in a different way by different people. (2) Non­verbal Communication Non‐verbal communication is considered as ‘unspoken communication’. It is also considered as ‘communication by implication’. It is an integral part of us and helps in communicating effectively. The way an individual positions himself, holds his hands, tilts his head, all tell volumes about the individual. Every time there is some talk of body language. Non‐verbal communication includes facial expressions, eye contact, tone of voice, body posture and motions, and positioning within groups. It also includes the way we wear our clothes or the silence we keep. According to Albert Meharabian, an eminent Neuro Linguist, in communication, word carry 7%, tone 38%, body language 55% of the meaning. Without it verbal communication fails to convey ideas, emotions and feeling of communicator. Non‐verbal Cues Examples Message Gestures Pointing finger at someone To indicate person or thing Hand behind head Uncertainty, confusion Head shake disagreement Head nod agreement Palm down Dominance, confident Facial Expression Blank face Confusion Lip compression Disgust, nervousness Frown Anger, disapproval Face drop Defeat, nervousness Posture Errect posture Confidence, courage Bent posture Illness, stress, tireness Body Language Adam’s apple jump Emotional anxiety Bow To show coutesy Shoulder shrung uncertainty Eye Contact Direct eye contact Confidence, firmness To avoid eye contact Lie, fear, loss of confidence Stare Anger, surprise Sign/Symbols + (Red colour) Physician + (Blue) Veterinarian professional + (Green) Agriculture officer Colours Blue mysticism Green Prosperity, happiness Red Danger Black Gloom, unhappiness 11
(3) Formal Communication •
Formal communication can be defined as, “A presentation or written piece that strictly adheres to rules, conventions, and ceremony, and is free of colloquial expressions.” •
Formal communication is organized and managed information that is shared with relevant individuals in order to secure coordinated action throughout the organization. Formal communication channels are based on an individual’s role in the organization and distributed in an organized way according to the established chain in organizational charts. •
Typically, formal communication flows “downward” from executives to directors to managers to staff regarding company direction and instruction and “upward” from staff to managers to directors to executives in the form of data and reports. The communication flowing through these channels is specific to the jobs and departments. •
The different forms of formal communication include; departmental meetings, conferences, telephone calls, company news bulletins, special interviews and special purpose publications. •
The main advantage of formal communication is that the official channels facilitate the habitual and identical information to communicate without claiming much of managerial attention. Essentially, executives and mangers may devote most of their precious time on matters of utmost significance. (4) Informal Communication •
On the other hand, informal communication in the workplace satisfies a variety of needs, particularly social and emotional are not based on the positions individuals occupy within the organizations. As a result, the communication is not managed or planned in any organized fashion. It’s more relaxed, casual and tends to be spread by word‐of‐mouth quickly throughout a department or organization because it’s not restricted to approvals and an established path of distribution. •
Informal communication takes place due to the individual needs of the members of an organization and subsists in every organization. Normally, such communication is oral and may be expressed even by simple glance, sign or silence. Informal communication, is implicit, spontaneous multidimensional and diverse. It often works in group of people, i.e. when one person has some information of interest; he passes it on to his informal group and so on. •
An organization can make efficient use of informal channels to fortify the formal channels of communication. It acts as a valuable purpose in expressing certain information that cannot be channeled via the official channels. It satisfies the people desires to identify what is happening in the organization and offers an opportunity to express dreads, worries and complaints. Informal communication also facilitates to ameliorate managerial decisions as more people are involved in the process of decision‐making. •
In spite of many advantages, informal communication has certain disadvantages. Informal communication contains facts, deceptions, rumors and unclear data. The informal channels of communication may transmit completely imprecise information that may harm rather than help an organization. In addition, it is impossible to fix the responsibility for its origin or flow of information. However, for the efficient working of any organization both formal and informal communications are required. 12
Principles of Communication: (7 Cs of Communication) 1. Credibility If the sender can establish his credibility, the receiver has no problems in accepting his statements. Establishing credibility is not the outcome of one‐shot statement. It is a long‐drawn out process in which the receiver through constant interaction with the sender understands his credible nature and is willing to accept his statements as being truthful and honest. 2. Courtesy Once the credibility of the sender has been established, attempts should be made at being courteous in expression. In the business world almost everything starts and ends with courtesy. Much can be accomplished through a tactful employment of it. 3. Clarity Absolute clarity of ideas adds much to the meaning of the message. The first stage is the clarity in the mind of the reader. Next stage is the transmission of the message in such a way that it is simple enough for the receiver to understand. Simple language and easy sentence construction should be used for the receiver to grasp it easily. 4. Correctness At the time of encoding, the sender should ensure that his knowledge of the receiver is comprehensive. The level of knowledge, educational background and status of the decoder help the encoder in formulating the message. In case there is a discrepancy between the usage and comprehension of the terms, miscommunication can arise. If the sender decides to back up his/her communication with facts and figures, there should be accuracy in stating the same. Finally, the usage of the terms should be nondiscriminatory. 5. Consistency The approach to communication should, as far as possible, be consistent. There should not be too many ups and downs which would lead to any confusion. If a certain stand has been taken, it should be observed without there being situations in which the sender is left groping for the actual content. 6. Concreteness Instead of vague and abstract expressions, concrete and specific expressions should be preferred. Abstract statements can cloud the mind of the sender. 7. Conciseness The message to be communicated should be as brief and concise as possible. Dense language definitely sounds impressive but people would be suitably interested in doing nothing. Only simple and brief statements work effectively. Excessive information can sway the reader into either a wrong direction or into inaction. Cs Relevance Credibility Builds trust Courtesy Improves relationships Clarity Makes comprehension easier Correctness Builds confidence Consistency Introduces stability Conciseness Saves time Concreteness Reinforces confidence 13
The 4 Ss of communication: 1. Shortness If the message is brief and verbosity is done away with then it becomes easier and faster to transmit and comprehend the messages. Unnecessary flood of high sounding words in a message does not create a good impression. 2. Simplicity Simplicity in both ideas and words reveals clarity in thinking process. It is normally seen that when the sender is confused s/he tries to use as confusing words to drag the receiver in a maze. Reveal clarity in the thinking process by using simple terminology and equally simple concepts. 3. Strength The strength of the message emanates from the credibility of the sender. If the sender him/herself believes in the message s/he is trying to transmit, there is bound to be strength and conviction in whatever s/he tries to state. Messages in which the sender him/herself does not believe tend to add a touch of falsehood to it. 4. Sincerity A sincere approach to an issue is clearly evident to the receiver. If the sender is genuine, it will be evident in the manner in which s/he communicates. If there is even a small amount of deceit in the sender and if the receiver is a keen observer, s/he will trace it, as a result the transaction would not materialize. Ss Relevance Shortness Economizes Simplicity Impresses Strength Convinces Sincerity Appeals Levels of Communication: Intrapersonal Communication Intrapersonal communication is communication with ourselves that takes place in our heads. Intrapersonal communication is communication with oneself using internal vocalization or reflective thinking. Like other forms of communication, intrapersonal communication is triggered by some internal or external stimulus. We may, for example, communicate with our self about what we want to eat due to the internal stimulus of hunger, or we may react intrapersonally to an event we witness. Unlike other forms of communication, intrapersonal communication takes place only inside our heads. Intrapersonal communication serves several social functions. Internal vocalization, or talking to ourselves, can help us achieve or maintain social adjustment. For example, a person may use self‐
talk to calm himself down in a stressful situation, or a shy person may remind herself to smile during a social event. Intrapersonal communication also helps build and maintain our self‐concept. We form an understanding of who we are based on how other people communicate with us and how we process that communication intrapersonally. The shy person in the earlier example probably internalized shyness as a part of her self‐concept because other people associated her 14
communication behaviors with shyness and may have even labeled her “shy” before she had a firm grasp on what that meant. We also use intrapersonal communication or “self‐talk” to let off steam, process emotions, think through something, or rehearse what we plan to say or do in the future. As with the other forms of communication, competent intrapersonal communication helps facilitate social interaction and can enhance our well‐being. Conversely, the breakdown in the ability of a person to intrapersonally communicate is associated with mental illness. Sometimes we intrapersonally communicate for the fun of it. I’m sure we have all had the experience of laughing aloud because we thought of something funny. We also communicate intrapersonally to pass time. I bet there is a lot of intrapersonal communication going on in waiting rooms all over the world right now. In both of these cases, intrapersonal communication is usually unplanned and doesn’t include a clearly defined goal. We can, however, engage in more intentional intrapersonal communication. In fact, deliberate self‐reflection can help us become more competent communicators as we become more mindful of our own behaviors. For example, your internal voice may praise or scold you based on a thought or action. Of the forms of communication, intrapersonal communication has received the least amount of formal study. It is rare to find courses devoted to the topic, and it is generally separated from the remaining four types of communication. The main distinction is that intrapersonal communication is not created with the intention that another person will perceive it. In all the other levels, the fact that the communicator anticipates consumption of their message is very important. Interpersonal Communication Interpersonal communication is communication between people whose lives mutually influence one another. Interpersonal communication builds, maintains, and ends our relationships, and we spend more time engaged in interpersonal communication than the other forms of communication. Interpersonal communication occurs in various contexts and is addressed in subfields of study within communication studies such as intercultural communication, organizational communication, health communication, and computer‐mediated communication. After all, interpersonal relationships exist in all those contexts. Interpersonal communication can be planned or unplanned, but since it is interactive, it is usually more structured and influenced by social expectations than intrapersonal communication. Interpersonal communication is also more goal oriented than intrapersonal communication and fulfills instrumental and relational needs. In terms of instrumental needs, the goal may be as minor as greeting someone to fulfill a morning ritual or as major as conveying your desire to be in a committed relationship with someone. Interpersonal communication meets relational needs by communicating the uniqueness of a specific relationship. Since this form of communication deals so directly with our personal relationships and is the most common form of communication, instances of miscommunication and communication conflict most frequently occur here. Couples, bosses and employees, and family members all have to engage in complex interpersonal communication, and it doesn’t always go well. In order to be a competent interpersonal communicator, one needs conflict management skills and listening skills, among others, to maintain positive relationships. Group Communication Group communication is communication among three or more people interacting to achieve a shared goal. You have likely worked in groups in high school and college. Even though it can be frustrating, group work in an academic setting provides useful experience and preparation for group work in professional settings. Organizations have been moving toward more team‐based work models and whether we like it or not, groups are integral part of people’s lives. Therefore the study of group communication is valuable in many contexts. 15
Group communication is more intentional and formal than interpersonal communication. Unlike interpersonal relationships, which are voluntary, individuals in a group are often assigned to their position within a group. Additionally, group communication is often task focused, meaning that members of the group work together for an explicit purpose or goal that affects each member of the group. Goal‐oriented communication in interpersonal interactions usually relates to one person; for example, I may ask my friend to help me move this weekend. Goal‐oriented communication at the group level usually focuses on a task assigned to the whole group; for example, a group of people may be tasked to figure out a plan for moving a business from one office to another. You know from previous experience working in groups that having more communicators usually leads to more complicated interactions. Some of the challenges of group communication relate to task‐oriented interactions, such as deciding who will complete each part of a larger project. But many challenges stem from interpersonal conflict or misunderstandings among group members. Since group members also communicate with and relate to each other interpersonally and may have preexisting relationships or develop them during the course of group interaction, elements of interpersonal communication occur within group communication too. Public Communication Public communication is a sender‐focused form of communication in which one person is typically responsible for conveying information to an audience. Public speaking is something that many people fear, or at least don’t enjoy. But, just like group communication, public speaking is an important part of our academic, professional, and civic lives. When compared to interpersonal and group communication, public communication is the most consistently intentional, formal, and goal‐
oriented form of communication. Public communication is also more sender focused than interpersonal or group communication. It is precisely this formality and focus on the sender that makes many new and experienced public speakers anxious at the thought of facing an audience. One way to begin to manage anxiety toward public speaking is to begin to see connections between public speaking and other forms of communication with which we are more familiar and comfortable. Despite being formal, public speaking is very similar to the conversations that we have in our daily interactions. For example, although public speakers don’t necessarily develop individual relationships with audience members, they still have the benefit of being face‐to‐face with them so they can receive verbal and nonverbal feedback. Mass Communication Public communication becomes mass communication when it is transmitted to many people through print or electronic media. Print media such as newspapers and magazines continue to be an important channel for mass communication, although they have suffered much in the past decade due in part to the rise of electronic media. Television, websites, blogs, and social media are mass communication channels that people probably engage with regularly. Radio, podcasts, and books are other examples of mass media. The technology required to send mass communication messages distinguishes it from the other forms of communication. A certain amount of intentionality goes into transmitting a mass communication message since it usually requires one or more extra steps to convey the message. This may involve pressing “Enter” to send a Facebook message or involve an entire crew of camera people, sound engineers, and production assistants to produce a television show. Even though the messages must be intentionally transmitted through technology, the intentionality and goals of the person actually creating the message, such as the writer, television host, or talk show guest, vary greatly. The president’s State of the Union address is a mass 16
communication message that is very formal, goal oriented, and intentional, but a president’s verbal gaffe during a news interview is not. Technological advances such as the printing press, television, and the more recent digital revolution have made mass communication a prominent feature of our daily lives. Mass communication differs from other forms of communication in terms of the personal connection between participants. Even though creating the illusion of a personal connection is often a goal of those who create mass communication messages, the relational aspect of interpersonal and group communication isn’t inherent within this form of communication. Unlike interpersonal, group, and public communication, there is no immediate verbal and nonverbal feedback loop in mass communication. Of course you could write a letter to the editor of a newspaper or send an e‐
mail to a television or radio broadcaster in response to a story, but the immediate feedback available in face‐to‐face interactions is not present. With new media technologies like Twitter, blogs, and Facebook, feedback is becoming more immediate. Individuals can now tweet directly “at” (@) someone and use hashtags (#) to direct feedback to mass communication sources. Many radio and television hosts and news organizations specifically invite feedback from viewers/listeners via social media and may even share the feedback on the air. The technology to mass‐produce and distribute communication messages brings with it the power for one voice or a series of voices to reach and affect many people. This power makes mass communication different from the other levels of communication. While there is potential for unethical communication at all the other levels, the potential consequences of unethical mass communication are important to consider. Communication scholars who focus on mass communication and media often take a critical approach in order to examine how media shapes our culture and who is included and excluded in various mediated messages.
Assignment 1 Instruction Answer ANY TWO of the following Questions. Q – 1 Define Communication. Elaborate upon the process of Communication. Q – 2 Enlist various levels of Communication. Explain any two with suitable examples. Q – 3 What are the types of Communication? Exemplify any three. Q – 4 What are the barriers to effective Communication? Elucidate any four showing the way to overcome them. Q – 5 What are the 7 Cs of Communication? Explain how they add to the effectiveness of Communication. 17
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