Communication

WHAT IS COMMUNICATION?

            Communication is the process of exchange the ideas from one person to the other person.

PROCESS OF COMMUNICATION

TYPES (METHOD) OF COMMUNICATION

• Verbal Communication
• Non Verbal Communication

What is Verbal Communication?             Verbal means the communication in which words are used. Communication by asking something by use of language to present something is verbal communication. Talking of two or more person, exchange of information, group discussions etc. are example of verbal communication. Verbal communication can be divided into two parts. ·         Oral communication ·         Written communication Oral communication:             Oral communication is a part of verbal communication in this communication one person delivered and other person received the massage or information by speaking. Like lectures, speech, etc. in this type of communication the speech of a speaker should be clear. Written Communication:             Written communication is also a part of verbal communication. In this  communication one person delivered and other person received the massage or information by writing or reading respectively. The writer must have the knowledge of the particular language. Spelling mistake and grammatical mistake create a wrong impression in readers mind. What is Non Verbal Communication?             Non verbal communication is a part of type of communication in which the speech from the both side is not compulsory. It is a one way of communication in this communication facial expressions and sign etc playing vital role. There are two type of non verbal communication. Visual Audio Visual             In this communication we can see and get the message which is to be conveyed to us we can’t put our ideas directly for example while watching T.V. news we have to just watch it and if we are not like it or dislike it our expressions can’t be seen by the person who is communicating to us. Audio             Audio communication is the communication which helps us to ger message through our hearing sense we can get the idea of the message only when we hear it is not compulsory to see to get any message for understanding for example radio gives us message without watching or any visual clip. OBJECTIVE OF COMMUNICATION:             Good communication should aim at making the organization aware about the goals that are to be achieved. It is normally achieved that most employees even trained do not communicate well. “Improving communication improves your chance for success in business. The following are the objectives of communication. 1.      Information:             The basic of communication is to inform. Information is meant to bring about change for the better in business and in general life information is required. To understand the given information is very important become misunderstanding may create wrong decisions. 2.      Advise: Advise is a form of information which is normally given elderly  people to young people. Teachers also provide advice to the student advice means opinion given as offered as to an action to be taken advice means a form of communication which is assumed at bringing about change. 3.      Suggestion: Suggestion means to suggest. A good suggestion calls for decision.  A suggestion may be accepted or rejected suggestion many ideas putting a belief into the mind of receiver. The process is consciously as unconsciously alone everyday by all of us and we react to it suggestion is the positive way of putting forward a new idea strongly. 4.      Education: A systematic and well planed form of communication is education. It is through communication that education is achieved most of the training process in organization is done with the help of educating workers and employees. All the human beings are directly as indirectly involved in the process of education. Education is given with the help of several firms like books, written material audio –visual methods lectures, seminar, case studies of other etc. 5.      Warning: When the message to do a certain work is a communicated in the form of request but it does not earn the desired result, at time instead of taking the esteem step of removing the employee from work. Av formal warning is given to him. This should work well and the desired result can be obtained. A warning can be in written or oral form. 6.      Knowledge: Knowledge is the base for the organization. With the help of knowledge further activities are planned.  Knowledge with the top level management, middle level of management and the bottom level management work in their groups. The chain of information is nothing but the process of communication. 7.      Counseling: Counseling is another important objective of communication counseling is offered to a person for the benefit of the organization. The person who gives counseling is a man of grater skill of or knowledge. Advice has a personal touch where as counseling is almost professional. 8.      Request:   A request is a polite way of passing a communication. It is a pleasant way of telling some one to do the work. Normally the work is done with interest when it is in the tone of request. When the work is assigned for the first time it is normally done with request. Request how ever is the way of getting work done with minimum, problems. 9.      Appeal: An appeal is normally in the tone of a request. The organization cannot progress without the co-operation of its work force and in order to do the work smoothly it is very much necessary. It helps to present the some thing in pleasant tone, which can be taken positively by the employee. 10.  Report: A report can be written form about the activities done about a meeting held in the organization. It is the most formal kind of communication. A report helps to compare the actual work with the planned work. It is also a legally important for the organization. 11.  Complaints: A complaint is the grievance of the employee in the organization. When suggestion comes fail then complaints arises. The complaint can be written or oral. Normally when immediate action is supposed, the complaints are done orally every organization should take proper case to listen to the complaints of the employees and try to bring solution instantly in order to save the atmosphere of the organization. PRINCIPLES OF COMMUNICATION                                     OR 7C’s THEORY 1)       CLARITY 2)       CONCISENESS 3)       COURTESY 4)       CORECTNESS 5)       CONCERETENESS 6)       COMPLETENESS 7)       CONSIDERATION LAYOUT OF A LETTER HEADING ------------------------------------------------------------------------------ ----------------------------------------------------------------------------- ----------------------------------------------------------------------------- PERSONAL ADDRESS ------------------------------- ------------------------------- ------------------------------- ------------------------------- DATE:           INSIDE ADDRESS ------------------------------ ------------------------------ ------------------------------ ------------------------------ SALUTATION                         ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ -------------------------------------------------------------------------------------------------------------- BODY OF LETTER -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- COMPLEMENTORY CLOSE ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------            SIGNATURE -----------------    (FULL NAME) 1. Heading (Letter Head)             Heading is a regular part of a letter. It is an important part of a business letter. It contains the name of the writers firm and also the address of the firm too. It also includes necessary details like telephone numbers, email address and mobile numbers too.             It is to be written at the top of the letter. It should be written artistically to attract the people. Letter head should be written in simple colors there should not be too gaudy colors. This is known as the head of the letter or crown of the letter. A good and attractive letter head create a good impression in reader’s mind.             Following are some example of letter head. NATIONAL PROTIN AND SOLVENT LTD. Plot No. 447,448,450,452 to 455, Dediyasan GIDC, Phase-II Modhera Road, Mehsana-384002 Phone (02762) 246145                                                                 email: www.npasl@yahoo.com   (1) PHON: 02765 222456                                                                  MO. 9424315606 AMRUT POLYMERS NEAR SIDDHESHWARY TEMPLE MEHSANA HIGHWAY VISNAGAR   (2) 2. Personal Address:             Personal address is a regular part of business letter. This shows the address of the writer. It is compulsory to write the address if it is not printed in the letter head. We can avoid writing personal address if it is mentioned in the heading (Letter head).             It also includes telephone number and other necessary details of writers apart from address of the writer.             Generally personal address would be writing on write hand side of the letter. 3. Date:             The date is a third important part of a business letter. It is a regular part of a business letter. It shows the date on which the letter is written and posted.             It is just written below the letter head or below the personal address some times if personal address to written.             It is always written on the write hand side corner.             The date can be written in two ways: The British way – DD MM YY – ex. 19th July, 2010. The American way- MM DD YY ex. July 19 2010 It is advisable to use full stop and comma while writing the date in British style. The date should never be mentioned as 1.1.2010, it create wrong impression of a writer in reader’s mind. The name of months never be short end like January as Jan. and February as Feb. 4. inside Address:             The inside address is  a  regular part of a business letter. It is written below the date line on the left hand side. It contains the name and address of the receiver. It is useful when a window envelope is used.             There are two styles of writing inside address: British style Mrs. Mahi Chaudhary                                     Anand Bhavan,                                  Vaghodiya Road,                                        Baroda (S.G). American Style Mrs. Mahi Chaudhary Anand Bhavan, Vaghodiya Road, Baroda (S.G) Mr., Mrs., Miss/Ms, Dr., Prof., are courtesy letters which are used before the recipient’s name 5. Salutation:             It is regular part of a business letter. It is a littler courtly expressed before giving a message to a receiver or reader. It is to be placed two or three spaces below the inside address on the left had side. In a regular routine we are also exchanging some courteous word to each other just like hai hello.             Salutation is always followed by a comma or a column ( : ).             If it is singular then the salutation must singular for example                         Dear Sir,                         Dear Madam,                         My dear sir,              If it is plural then the salutation must be plural fro example’                         Dear Sirs,                         Dear Madams,                         Dear Gentlemen, 6. Body of the Letter             ‘The Body’ is the main part of the business letter. It is known as the heart of a letter. Its place is two spaces below the salutation. It appears between salutation and complementary close.             Body has a vital role in business letter In this part we have to includes the whole thing which we want to convey to the party. There should be normal margin on both the sides. There are mainly three paragraphs in the body part. Introductory paragraph Middle paragraph Concluding paragraph In the introductory paragraph we have to write formally for example. In response to your letter…………… I offer to your offer dated………… ·         The starting of the letter should be impressive. ·         The middle paragraph the whole thin is to be written. The main purpose of the letter writing should be included in this paragraph. This is the main paragraph in body. Because after reading this paragraph the reader can get an idea about the letter. ·         In the concluding paragraph the conclusion of a letter is compulsory. This is also called an ending paragraph. It should be concluded with the words like thanking you, and waiting for your early reply, etc.