Notes of communication skills and report writting noshad ahmed

Notes of communication skills and report writting noshad ahmed

1. Notes of communication skill for report writing by Noshad ahmed


 What is communication?
Communication Derived from the Greek word “communicare” or
“communico” which means “to share”.
Communication is when a transmitted thought or idea is received and
understood by the receiver as it was intended by the sender.
OR
Communication is a process for exchanging ideas , information and convey
the message.


 Communication skills

1. Writing
2. Reading
3. Speaking
4. Listening


 Types of communications

1. Verbal communication
2. Non-verbal communication


1. Verbal communication :

2. Verbal communication is the use of sounds and words to express yourself,
especially in contrast to using gestures or mannerisms (non-verbal
communication).





2. Non-verbal communication :
Sometimes non-verbal communication contradicts verbal. Message is better
expressed through non-verbal communication. 60% to 90% . Mainly non-verbal
communication involves:

 Appearance
 Body language
 Silence, Space, Time



 Report writing

A report or account is any informational work (usually of writing, speech,
television, or film) made with the specific intention of relaying information or
recounting certain events in a widely presentable form.

 Title Section - If the report is short, the front cover can include any
information that you feel is necessary including the author(s) and the date
prepared. In a longer report, you may want to include a table of contents and a
definitions of terms.
 Summary - There needs to be a summary of the major points, conclusions,
and recommendations. It needs to be short as it is a general overview of the
report. Some people will read the summary and only skim the report, so make
sure you include all the relevant information. It would be best to write this last
so you will include everything, even the points that might be added at the last
minute.
 Introduction - The first page of the report needs to have an
introduction. You will explain the problem and show the reader why the
report is being made. You need to give a definition of terms if you did not

3. include these in the title section, and explain how the details of the report are
arranged.
 Body - This is the main section of the report. The previous sections needed to
be written in plain English, but this section can include jargon from your
industry. There needs to be several sections, with each having a
subtitle. Information is usually arranged in order of importance with the most
important information coming first. If you wish, a “Discussion” section can be
included at the end of the Body to go over your findings and their
significance.
 Conclusion - This is where everything comes together. Keep this section free
of jargon as most people will read the Summary and Conclusion.
 Recommendations - This is what needs to be done. In plain English, explain
your recommendations, putting them in order of priority.
 Appendices - This includes information that the experts in the field will read.
It has all the technical details that support your conclusions.



 Components of communication:
The main components of communication process are as follows:
1. Context
Every message (Oral or written), start with context. Context is a very broad field
that consists different aspects. One aspect is country, culture and organization.
Every organization, culture and country communicate information in their own
way.

2. Sender
The person who intends to convey the message with the intention of passing
information and ideas to others is known as sender or communicator.
3. Message
Message is basically the basic idea that you want to communicate. The
message may be Verbal, Non-Verbal. This is very much important component
of communication “ Your message should be or MUST be clear and easy to
understand”. The most important element in message is your receiver . You

4. must be well aware about your receiver. While preparing a message you should
keep in mind how your receiver will interpret the message. You should also
keep in mind your relationship with the receiver while preparing message.
Sometimes wrong message may create a loss to your organization , to yourself
or it can create a bad impression for you/your company.




4. Medium
Medium is basically channel through which your message reaches to
receiver & channel vary from situation to situation.

5. Receiver/Decoder
The person to whom the message is being sent is called ‘receiver’/’decoder’.
Receiver may be a listener or a reader depending on the choice of medium by
sender to transmit the message. Receiver is also influenced by the context, internal
and external stimuli.
6. Feedback
Response or reaction of the receiver, to a message, is called ‘feedback’. Feedback
may be written or oral message, an action or simply, silence may also be a
feedback to a message.

 Communication skills approach
Different individuals have their own approach to communicate and they usually
take one of the three approaches to communicate.
 Arrow Approach
 Circuit Approach
 Dance Approach

5. 1. Arrow Approach
 Simple and straight forward approach.
 Communication process is seen as one way process.
 No need of feedback.
 Basic components of communication consists of a sender and a receiver.
 Considered effective


2. Circuit approach

 It is considered as circle communication.
 Unlike arrow approach feedback is important.
 Individuals preferring this approach think that key to effectiveness is to
understand people and messages since people can interpret same messages
in different ways.
 Emphasis is laid on the dynamics of communication.

3. Dance approach

 People have to co-operate and decipher their behavior to get same wave-
length.
 Like dance process communication also has certain rules.
 An effective communicator has to learn a set of rules for various situations.
A person knows how to interpret situations and is capable of adjusting the
rules in correct way.


 LIFEBLOOD OF EVERY ORGANIZATION

 Group of people associated for business, political, professional, religious,
social or other purposes.

6.  People interact and react for different purposes.

There are three main types of organizational communications.

1. Internal communication

Internal communication is the transmission of information between
organizational members or parts of the organization. It takes place across all levels
and organizational units of an organization.
Internal communication are further divide in three types
 Downward
 Upward

 Horizontal

 Downward Communication:
 Employees get from management
 Motivation/ more efficient
 Show benefits
 Produces more efficient employees

 Upward Communications:
 Management gets from employees
 Nowadays frank comments are welcomed
 Managers also seek opinions from employees before making important
decisions

 Horizontal Communication:
 Peer to peer communication
 Continues throughout the day
 If effective produces positive results


2. External communication

External communication is the transmission of information between a business
and another person or entity in the company's external environment. Examples of
these people and entities include customers, potential customers, suppliers,
investors, shareholders, and society at large.

7. 3. Personal communication

Personal communication may not always work for the benefit of the
organization, instead, is initiated whenever people come together. While personal
communication may not directly affect the organization's long-term goals, it does
affect them indirectly. Personal communication is an unofficial way to access
personal attitudes of organizational personnel toward the actions and policies of the
company.