Fully explanation of communication system

Communication

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Information Technology
Chapter –1
Communication Skills -I

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Session -1
What is Communication?
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1.Introduction
2.Communication and its Significance
3.Elements of Communication
4.Factors Affecting Communication

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What is Communication?
We communicate all the time , either verbally or non-verbally with
our friends, relatives, teachers or some other person in our daily life.
•Communication :- The process of exchanging or passing of the
information, ideas, messages or thoughts from one person to
other through various communication channels is called
Communication.
•The purpose of communication is to make other person
understand our ideas, thoughts or to share any message or
information.
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Significance or Importance of
Communication :
Communication is important for all of us in every field of life whether
it is personal, professional or social.
❑It helps in removing misunderstanding
❑It gives clarity of thoughts and expressions.
❑It helps to educate people.
❑It brings people close to each other.
❑It helps to create a good team and fills the gap between individual
and groups.
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Ways of Communication: -
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1. Verbal Form 2. Non-Verbal Form 3. Written form 4. Visual Form

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Ways of Communication :
There are many different way in which Communication can take place: -
❖Verbal Communication: - using voice and sound
Example: - Speech or Lecture
❖Non-Verbal Communication: - using body language, gestures or
facial expression.
❖Written form: - using text – handwritten or printed. It may have
some specific structure/format.
Example: - Letter, Notice, E-mail, Newspaper
❖Visual Form: - using pictures, shapes and a bit of text.
Example: - logos, poster, banner, pamphlets, maps, charts, etc.
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Elements of Communication: -
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FeedbackDecoding
Receiver
or
Recipient
Communica
tion
Channel
Encoding
Ideas
or
Information
or
Message
Sender
or
Messenger

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Elements of Communication: -
➢Sender or Messenger is a person who shares his ideas, thoughts or
feelings. Sender is the starting point in the communication.
➢Ideas / Information / Message is the senders thought which he want to
convey.
➢Encoding means converting the message into a suitable form according
to the way we want to communicate i.e., verbal, visual, electronic.
➢Communication Channel is the medium through which communication
takes place. Example: E-mail, Social media, Newspaper, Blogs, etc.
➢Receiver or Recipient is a person who receives the message.
➢Decoding is the process of converting the received message in a form
that is understandable by the receiver.
➢Feedback is the response from the receiver to the sender about the
message.
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Factors Affecting Communication:
The factors that make communication process difficult is called barriers of communications.
Some of the common factors are:-
❖Language : As we know that across the globe there are many languages that are spoken, it may happen
that one do not know or understand other person’s language which can act as barrier in Communication.
❖Prejudice, Different life experience : Finding out the outcome or result on the basis of pre-knowledge or
pre-conception – thinking in a certain fixed way – like thinking all teachers are strict due to which students
are not able to ask question from their teachers.
❖Physical Characteristics : factors such as disability of any person like colour blindness, vision impaired,
physically disabled or when some one is not able to speak clearly.
❖Emotional Characteristics : Mood, Attitude i.e., egoistic nature, Feelings i.e., anger, disappointed have
some effects in understanding the message.
❖Cultural factors : Different beliefs may lead to misinterpretation of message.

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Effective Communication :
Effective Communication refers to right way or style of communication that makes tight impact and delivers
right message across the audience.
To make your communication effective, we must keep in mind certain points:-
1.Choose right words.
2.Take appropriate pause while communicating – speaking.
3.Maintain eye contact with listener or audience.
4.Hold the attention of the listener.
5.Use body language.

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Basic Principles of Communication :
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7C’s of
Communication
Clear
Be clear with your
message
–make it
easy to understand.
Concise
Communicate your ideas
point to point, do not waste
time, deliver your message
in short.
Concrete
Share correct facts, give
clear picture to the audience
about your thought.
Coherent
All points should be
connected and relevant to
main topic.
Complete
Deliver all the facts related
to the topic, do not miss
anything.
Correct
Avoid mistakes
–
grammatical errors and
spelling mistakes and use
audience
-friendly language.
Courteous
Respect the feelings of
listeners, use decent tone,
friendly and honest language.

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Important Questions :-
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Q1. What is communication?
Q2. Discuss the importance of Communication Skills.
Q3. What do mean by the term Encoding and Decoding?
Q4. Explain the barriers of communication.
Q5. List the various elements of communication.
Q6. What are the 7C’s of effective communication?

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Thank You.
End of Session 1

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Session - 2
Verbal and Non-Verbal Methods
of Communication:
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1.Introduction
2.Types of Communication

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Verbal Communication :
Definition :
A communication which takes place orally wherein the message is
conveyed through spoken words, then it is called as Verbal Communication.
Verbal communication can be done in the form of Speeches, discussion,
presentations, lectures, conversations.
The success of verbal communication depends on the speaker as well as
the listening ability of the audience.

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Factors or Components of
Effective Verbal Communication:
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Factors

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Types of Verbal Communication :
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Verbal
Communication
Intrapersonal
Communication
A Communication that we
do with ourselves.
- Silent conversation
Interpersonal
Communication
One-to-One Conversation.
The conversation that take
place between two
individuals
Small Group
Communication
Communication that take
place between more than two
peoples.
- Team meeting, press
conference, etc
Public
Communication
When one individual
addresses a large audience.
- Election campaign, School
morning assembly
It require 3Ps – Prepare,
Practice and Perform

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Advantages and Disadvantages
of Verbal Communication :
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Advantages
Conveying the message is easy
and quick.
Get quick and immediate
response from the audience.
Cheaper way of communication,
as it saves money.
Can be modified as per the
response form the audience.
It can have power full effect on
listener.
Disadvantages
Differences in language of the
speaker and listener may result in
miscommunication.
It has no legal validity.
If we use complicated words, it is
difficult to understand.

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Non-Verbal Communication :
Definition :
A form of communication that does not use any words or sounds to convey
the messages, instead it uses body language, facial expressions, hand
movements, gestures and general behaviour to send the message, is called
Non-Verbal Communication.
Example : smile, stressed look, anger, lowered head, etc.

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Factors or Components of
Non-Verbal Communication :
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Non-Verbal
Communication

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Factors or Components of
Non-Verbal Communication :
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➢Body Language – our standing position, walking style, sitting posture, etc are example of Body
Language.
➢Facial Expression – happiness, smile, sadness, anger, surprise, fear, etc are example of Facial
Expression.
➢Hand movement – gesture : Any physical movement of our hand to express any message or
emotion is called gesture.
➢Proximity of position – distance or space between the sender and the receiver.
➢Intimate Zone : 15 cm to 45 cm – reserved for few people like – parents, partners, family, etc.
➢Friend Zone : 45 cm to 1.2 m
➢Social Zone : 1.2 m to 3.5 m – when we meet with any strangers
➢Audience Zone : more than 3.5 m – when addressing a large group of people.
➢Eye Contact : Without eye contact it is difficult to communicate non-verbally – there should be an eye
contact with the sender and the receiver.
➢Voice tone
➢Touch : a mother’s touch to her baby, a tap by teacher, coach or parents on shoulder conveys
happiness and pride.

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Advantages and Disadvantages
of Non-Verbal Communication :
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Advantages
It is easy to understand.
It does not take more time to
convey the message.
There is no such language
barrier –illiterate people can
also understand these cues.
Disadvantages
It cannot be used to communicate
long or detailed messages.
There is a chance of
misinterpretation or
misunderstanding.
Regional and cultural barrier
may act as barrier.

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Thank You.
End of Session 2