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Note for English Communication Skills - ECS By PADMANABHA DAS

  • English Communication Skills - ECS
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COMMUNICATION Communication : Communication is the process by which sender sends the message to the receiver through a medium which results in an understanding response. Components of Communication : There are five components of communication: i) Sender : Sender is the first participant of communication. He initiates the process of the communication. Sender may be a human being or any object. It is not compulsory that sender is human being. Sender sends the message. He develops the idea. ii) Message : Message consists of information, ideas or facts. Messages are three types - Factual, Logical, Fictitious. Factual messages are based on facts; Logical messages are based on logic; And the Fictitious messages are based on fiction. It determines the flow of communication. It is the process by which communication takes place. iii) Medium : It is two types : Visual & Auditory. Visual Channel is the channel which is transmitted by signs & symbols & Auditory Channel by sounds. iv) Receiver : Receiver is the another participant of the communication cycle. He receives the message from the sender through medium. But the process of communication doesn’t end with receiver. v) Response : Response is the reaction of the receiver to the sender’s message. It could be immediate or may be late sometimes. Responses are two types - Positive Feedback & Negative Feedback. Positive Feedback leads to growth of any individual & it is constructive. Negative Feedback hampers the growth of any individual & it is destructive in nature. COMMUNICATION IS CYCLIC IN NATURE because in the process of communication sender sends the

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messages which is to be communicated. It is transmitted through a medium. Receiver receives it and understands well. Again the receiver sends the feedback/responses to the sender. Here the receiver becomes the sender. In that case, there is role reversal. That’s why the communication process is cyclic in nature. COMMUNICATION IS A TWO WAY PROCESS because in the process of communication the sender sends the message. Receiver accepts it. If the receiver doesn’t respond or doesn’t give any feedback against the message the communication process remains incomplete. So, the process of communication is a two way process. COMMUNICATION IS PURPOSIVE because it is specific objective ; SYMBOLIC because it is transmitted through symbols & INTERCHANGE because there should be interchange of information between the sender & the receiver. PROCESS OF COMMUNICATION : i) Ideation: The process of communication begins with ideation. Ideation is the process by which the sender sends the message to the receiver. The scope of ideation is generally determined by the sender’s knowledge, experiences and the purpose of the communication. ii) Encoding: Encoding is the process where information is changed into some form of logical & coded message. It is based on the relationship between sender & receiver. It involves 1) selecting a language, 2) selecting an appropriate medium of communication, 3) selecting an appropriate communication form. If the receiver can’t able to understand the message or decode, the communication process will fail. iii) Transmission: Transmission is the process refers to the flow of communication over the chosen channel. It keeps the channel free from any disturbances, so that the message able

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to reach without any interference or noise. It involves choosing proper time, proper place, proper method. iv) Decoding: It is the process by which the received code is converted into message. It involves the interpretation and analysis of the message. In written communication, it refers to reading and understanding. v) Response: It is the very last stage of the communication process. It is the action or reaction of the receiver to the sender about the message. It helps the sender to understand whether the receiver understands or not and also whether the receiver follows the sender or not. For further details/clarification, the receiver can ask any information to the sender. Response is thus the key of communication. VERBAL COMMUNICATION Verbal Communication is two types- Oral Communication & Written Communication. Both of them have some advantages & some disadvantages. ADVANTAGES OF ORAL COMMUNICATION: i) Instant Feedback: Here the feedback is instant, because the sender gives a message; listening, the receiver responses. ii) Appreciable to all: This communication is appreciable to all even an illiterate person also. iii) Can’t be stolen or hackable: It can’t be stolen. There is no chance of hacking any password. Even it is not be destroyed by any natural calamities.

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iv) Inexpensive in nature: It is not expensive at all in sense of time and money both. v) Emergency Case: In any emergency case, Oral communication is better process than written communication. vi) Spontaneous: This a spontaneous process because the speaker can follow that the listener follows him or not. DISADVANTAGES OF ORAL COMMUNICATION: i) No Error Correction: During an oral communication, anyhow if mistake happens then correction or rectification is not possible. ii) Simultaneously not occurs: During an oral communication, another person should not talk. Therefore, more than one oral communication is simultaneously not occurred. iii) No Legal Validity: Since it is oral, not written, it has no legal validity. No permanent record is stored for future. iv) Lack of Documentary Proof: There is a lack of documentary proof whatever is communicated orally. v) Volatile Memory: Whatever is communicated as orally, that may be forgotten. ADVANTAGES OF WRITTEN COMMUNICATION: i) Legal Validity: Written Communication has a legal validity. ii) Revision & Rectification: In case of written communication, revision & rectification are possible. iii) Secrecy is maintained: Here secrecy is maintained. It may be password protected. iv) Elaborative in nature: Written Communication is elaborative. That’s why required information can be explained. v) Permanent Record: Written Communication is a permanent record for future.

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