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UNIVERSITY OF MADRAS
B.A. DEGREE
PROGRAMME IN ENGLISH
SYLLABUS
WITH EFFECT FROM 2023-2024
ENGLISH FOR
COMMUNICATION (SEC -I)
COURSE CODE:
105S1A
UNIT
- I : Communication: Basic Communication Styles- Passive, Aggressive,
Assertive- Persuasive, Significance of communication.
UNIT
- II : Types of communication-Verbal-Non-Verbal.
UNIT
- III : Effective communication skills
UNIT
- IV : Skills to be acquired in communication -
Speaking/reading/writing/listening
UNIT
- V : Application of different types / styles of communication skills (LSRW) in
different situations / contexts.
UNIT - I : Communication:
Basic Communication Styles- Passive, Aggressive, Assertive- Persuasive,
Significance of communication.
Communication
Communication
is a continuous and dynamic process. It involves dissemination and
understanding of information in the right context. In day to day communication,
people express ideas, emotions, opinions and thoughts in a casual manner by
using colloquial language and non-verbal cues.
The
word Communication is derived from the latin word “communis” meaning “Common”.
It stands for a natural activity of all human beings to convey opinions,
information, ideas, and feelings, emotions to others by words spoken or
written, by body language or signs.
Basic communication styles
Passive communication
This style is characterized by a
tendency to prioritize the needs of others over your own to avoid conflict.
·
Behavioral
traits:
Passive communicators often fail to express their feelings or needs directly.
They may appear indifferent or apologize frequently, even when not at fault.
·
Verbal
cues:
They often use phrases that minimize their own needs, such as "It's fine,
whatever you decide" or "I don't mind".
·
Non-verbal
cues:
Body language often includes poor eye contact, a slumped posture, and a quiet
or hesitant tone of voice.
·
Impact: This style can lead to feelings of
anxiety, depression, and resentment, as the individual's needs consistently go
unmet.
Aggressive communication
The opposite of passive
communication, this style involves expressing one's needs and opinions
forcefully, often at the expense of others.
·
Behavioral
traits:
Aggressive communicators may intimidate or attack others through blame,
criticism, or threats to get what they want.
·
Verbal
cues:
They use accusatory "you" statements and demanding language like
"You'll do what I say" or "I'm right, and you're wrong".
·
Non-verbal
cues:
Body language is often dominant and hostile, including intense eye contact, a
loud voice, and aggressive gestures like finger-pointing.
·
Impact: While they may get their way in the
short term, this behavior alienates others and damages relationships, creating
an environment of fear and distrust.
Assertive communication
This is widely considered the most
effective communication style, as it involves expressing your thoughts and
needs clearly and respectfully, without violating the rights of others.
·
Behavioral
traits:
Assertive communicators take responsibility for their actions and respect the
rights and feelings of others. They aim for a "win-win" solution in
conflicts.
·
Verbal
cues:
They use calm, direct "I" statements, such as "I feel frustrated
when this happens" or "I would like for us to...".
·
Non-verbal
cues:
This style is conveyed through confident body language, including steady eye
contact, an open posture, and a calm, even tone of voice.
·
Impact: Assertiveness builds mutual
respect, reduces stress, and strengthens personal and professional
relationships.
Other communication styles
Persuasive communication
Persuasive communication is the
process of influencing a target audience to adopt a specific attitude, belief,
or behavior through effective and credible messages.
·
Key
elements:
o Ethos (credibility): Convincing an audience of your
authority and character.
o Pathos (emotion): Appealing to the audience's
feelings.
o Logos (logic): Using reason and facts to make a
case.
·
Significance: Used in marketing, public
campaigns, and leadership, it is crucial for driving change and gaining
cooperation.
Submissive communication
This is closely related to passive
communication, where an individual gives in easily and prioritizes pleasing
others over meeting their own needs.
·
Behavioral
traits:
Submissive individuals will often avoid confrontation, be overly apologetic,
and struggle with decision-making.
·
Characteristics: They have a "victim"
mentality and may refuse compliments, believing their contributions are less
valuable than others'.
·
Impact: Like passive communication, this
style can lead to being taken for granted and feeling stuck or powerless.
Significance of communication
Communication is the bedrock of all
human interaction and is essential for:
·
Building
relationships: It
is fundamental for forming personal connections based on trust, mutual understanding,
and respect.
·
Achieving
goals:
Clear communication provides a basis for action, planning, and decision-making,
whether for an individual or within an organization.
·
Resolving
conflict:
Effective communication allows for the productive exchange of ideas, helping to
prevent and resolve misunderstandings and conflict.
·
Leadership
and motivation:
Good communication skills are necessary for leaders to inspire and motivate
teams toward a common objective.
·
Personal
growth:
The ability to express thoughts and needs effectively boosts self-confidence
and self-esteem.
·
Adaptability: In today's rapidly changing,
digital world, strong communication skills are crucial for navigating new
platforms and overcoming barriers.
UNIT - II : Types
of communication-Verbal-Non-Verbal.
Verbal
Communication
When we use
any language which is represented by words and sentences for the purpose of communication
it is known as Verbal Communication. It can be either spoken (where we use sounds
to represent a particular symbol) or written (we use script to represent
symbols).
Spoken or
Oral Communication:
Now a days in the highly competitive
professional world we need to engage a lot in oral communication in our
day-to-day situations. So, we need to develop and hone the skills of oral
communication. In order to be master in Oral communication one must acquire the
skills. The skills depend on certain qualities which every professional need to
develop.
Qualities of
Oral Communication:
i) Integrity: In order to build a rapport
with the listeners/receivers one must maintain integrity in the speech.
Integrity refers to speaking accurate and to the point. One should speak with
confidence and maintain a flow of communication. Sincerity is highly required
in speaking. By maintaining integrity in the speech one can have greater
control of the environment. Providing background information about topic discussed
is always appreciated.
ii) Voice: One should speak in a pleasant
voice. It should be audible and we should adjust our volume of speech according
to the environment. Proper modulation is highly essential while speaking.
iii) Tone: We should not try to speak in an
extra fashionable manner or like a singer. We should speak in a normal pitch
which can be understood.
iv)
Delivery: While speaking one should have a controlled and deliberate delivery
style. The normal speed of delivery should be within 120-180 words. Clarity
should be maintained in the delivery of speech.
v) Quality of the topic: It is also important
what you speak. It is wisely said that you can fool many people for most of the
times, but not all the people for all the time. Hence, speak relevant and good
points. You have to substantiate your points with clear conviction.
vi) Enunciation and Pronunciation:
Enunciation means pronouncing each and every sound clearly and distinctly.
Giving thought to your pronunciation is enunciation. Pronunciation of the words
should be clear and audible.
vii) Accent or Diction: Try to speak in
neutral accent. Your accent should be bereft of mother tongue influence
(M.T.I). Never try to be extraordinary and avoid using nasal accent. Always use
the right word at the right place.
Techniques
to improve Oral Communication:
The
following measures should be taken to improve one’s oral communication skills.
i) Maintain
proper eye contact,
ii) Do not draw attention
to your own drawbacks (never confess/apologize),
iii) Try to
understand the audience (the audience may not have knowledge of the subject),
iv) Prepare the
topic well before you speak and define the purpose of the speech,
v) Ccollect
relevant materials to substantiate your talk and
vi) Organize
your topic properly and outline the main points.
General
rules to become a good speaker in English:
Make speaking a practice, except critics, voluntarily
participate in discussions, read books and newspapers and journals regularly,
be an active listener (English news in NDTV, BBC,CNN-IBN etc.), Listen to radio
programs in English and watch T.V shows anchored in English. Tape your speech
and continuously rectify your mistake, practice continuously and speak with
conviction.
Types of
Oral Communication:
Spoken communication can be broadly of two types
as per the use and environment. Different situations in our day-to-day use
differentiate them in two different types.
Formal and
Informal:
Formal communication is otherwise known as
official communication. In case of formal communication we use formal language.
Formal communication is used for serious purposes. E.g. Debate, discussions,
lectures, interview, seminars, speech, Group work, meetings, presentations,
public speaking, press briefing etc.
Though formal communication has a lot of passion
but most of the times it is bereft personal feelings and emotions. That’s why
critics categorize formal communication as artificial communication. In formal
communication, the same topic communicated at different places, to different
persons under different situations and environment can vary. The status and
position of the persons involved in the process also changes the form of formal
communication.
Informal
communication includes all the communication that we do either in a
professional set up or in social set up without any serious purpose attached to
it. E.g. casual greetings or private conversations, chatting, gossiping etc...
Informal
communication is natural and free flow communication without any rules,
restrictions and formality. It reflects personal touch, humility and emotions.
One must understand that there is a hair line difference between formal and informal
communication.
Language
used in both types of communication depends on the kind of relationship plus in
what context the communication is taking place. The environment has a definite
role in deciding the degree of formality in the process of communication.
Merits of
Oral Communication:
i)
Saves time
ii)
Economical
iii)
Powerful method of persuasion and control
iv)
Professional Advantage (Marketing, presentation etc.)
v)
Tone, pitch can convey the seriousness of the message.
vi)
Immediate feedback is possible.
vii)
Develops rapport and helps in making friends.
viii)
Instrumental in public relations.
ix)
Group communication is possible.
Drawbacks of
Oral Communication:
i)
Distance can be problem in communication.
ii)
In case of lengthy message it becomes boring and difficult.
iii)
Long retention of the message is difficult.
iv)
No legal validity.
v)
Feedback is sometimes biased and creates misunderstanding.
vi)
Barriers and filters create a lot of problem in the process.
Written
Communication:
Any communication that is done with the help
of writing using script and follows certain rules of grammar and syntax we tend
say that it is written communication. Broadly it can be divided into two types
Professional (Internal and External communication with respect to official
communication) and Personal as per the use. But as per the method, style, composition,
length and use these are 5 different categories of written communication.
i) Documentation: Applications, letters,
circulars, memos, telegrams, forms, questionnaires, manuals, tenders etc.
ii) Books: Novels, stories, poems, articles,
essays, puzzles, travelogues etc.
iii) Research: Samples, projects, inventory,
bibliography, surveys, journals reports, thesis, dissertations, hypothesis etc.
iv) Meeting: Agenda, minutes, MOU, agreement,
contract etc.
v) Print media: News, magazines, journals
etc.
Nonverbal
Communication
Nonverbal
communication refers to the silent mode of communication. Words or sentences
are absent in this type of communication. Actions communicate in this type of
communication.
It refers to
the transfer of meaning by body language, space, time and paralanguage.
Nonverbal communication as a form of communication cannot supplement language
but without this language is meaningless. It works as a catalyst in the process
Types of
nonverbal communication:
i) Conscious: Winking of an eye, traffic
police gestures etc.
ii) Subliminal: It affects our mind without
our knowledge. Police uniform, Modelling, Military attire etc.
iii) Voluntary or involuntary messages:
Communicators are unaware of their body cues. Scratching the back of your head
while telling a lie.
Categories: Signs,
symbols, drawing/painting/sculpture, punctuations, Morse code, semaphore, colour,
graphs, paralanguage etc. are different categories of nonverbal communication.
The most significant category of nonverbal communication is Body language.
Body
Language:
It is the study of body movements in such a manner that each and every movement
of our body communicates a message depending on the environment. It is not
rigid in nature rather flexible. It is one of the most important aspect of
Nonverbal communication and communication. The different body language cues
sometimes function independently and sometimes there is a combination of two or
more. We must study all the cues before judging the meaning of the message. For
having a proper understanding of it one must have a serious approach towards
it. Then one will definitely succeed in their communication under any circumstances.
The study of body movements, facial expressions, postures, gestures, eye contact
etc. is known as Kinesics.
The various types of body language cues are
as follows:
i) Emblems: It is the study of finger
movements or hand movements. This type of body language is culture bound. Most
of the emblems are deliberate in nature.
ii) Regulators: It is the study of head
movements. Regulators are an important part of any communication as they
regulate and maintain the flow of speech in communication.
iii) Adopters: It is the study of postural
changes of body/stretching. Yawning, sitting, meditating etc. This is universal
in nature. But when we use it deliberately to reflect a meaning it becomes
culture bound.
iv) Oculesics: It is the study of eye
contact. It is universal in nature. It depends on individual’s cultural
background, age, gender and upbringing. Various position of our eye can depict
different meanings. E.g. Looking straight suggests direct/open/straight forward, Looking down
suggests out of respect/guilt/lack of confidence,
looking up suggests lack of knowledge, wandering etc.
v) Haptic: It is the study of touch. It
ranges from touch to cuddling, hugging, hand shaking, even kicking.
vi) Proxemics: It is the study of space
distancing. It refers to the distance generally we maintain in different
situations. E.g. Intimate: zero, personal: 1.5 ft-4 feet, social: 4- 12 feet
etc. It is cultural specific. In western countries particularly Europe they are
very particular about proxemics. In India, it is difficult to understand the
relevance of this concept.
UNIT - III :
Effective communication skills
Effective
communication is exchanging ideas, thoughts, opinions, knowledge, and data to
receive and understand the message with clarity and purpose. When we
communicate effectively, both the sender and receiver feel satisfied.
Communication takes many forms, including
verbal and nonverbal, written, visual, and listening. It can occur in person,
on the internet (on forums, social media, and websites), over the phone
(through apps, calls, and video), or by mail.
For communication to be effective, it must be
clear, correct, complete, concise, and compassionate—these are the five C’s of
communication, though interpretations may vary depending on who you’re asking.
Effective communication relies on principles
like clarity, conciseness, correctness, and courtesy, focusing on clear,
well-organized, accurate, and polite messages. Key skills include active
listening, observing non-verbal cues, adapting to the audience, and providing
feedback to ensure mutual understanding and build strong connections.
ELEMENTS OF
COMMUMUNICATION
For effective communication to take place,
the following elements MUST be present:
·
Sender: The sender
initiates communication
·
Message: The message is what the sender communicates to the
receiver
·
Channel: This is the means
used to transmit the message from the sender to the receiver.
·
Receiver – the recipient of the message
·
Feedback: this is the
response the sender gets from the receiver
Principles
of Effective Communication
·
Clear: Use simple, direct language to avoid confusion and clearly
state the message's goal.
·
Concise: Keep messages brief and to the point, eliminating
unnecessary words or details.
·
Correct: Ensure your information is accurate, factually sound, and
grammatically correct.
·
Concrete: Provide specific details, data, and examples to make the
message tangible and understandable.
·
Coherent: Organize your points logically so they flow well and
connect to the main topic.
·
Complete: Include all the necessary information for the recipient
to understand and take action.
·
Courteous: Be polite, respectful, and sensitive to the receiver's
needs, emotions, and perspective.
Key Skills
·
Active Listening: Pay full attention to the speaker, respond
thoughtfully, and show you understand their message.
·
Non-Verbal Communication: Use positive body language, maintain eye
contact, and be aware of facial expressions to support your message.
·
Feedback: Provide confirmation of understanding and be open to
receiving feedback to improve communication.
·
Adaptability: Adjust your communication style, language, and
content to suit the audience and the situation.
·
Empathy: Try to understand things from the other person's
perspective to build rapport and make the message more effective.
·
Clarity in Delivery: Speak clearly, maintain an even tone, and
make eye contact to ensure your verbal message is well-received.
Benefits of
effective communication
You can witness the benefits of communication
effectiveness in the workplace, in an educational setting, and in your personal
life. Learning to communicate well can be a boon in these areas.
In the workplace, effective communication can
help you:
·
Manage employees and build teams
·
Grow your organisation more rapidly and retain employees
·
Benefit from enhanced creativity and innovation
·
Build strong relationships and attract more opportunities for you
or your organisation
In your personal life, effective
communication can lead to:
·
Improved social, emotional, and mental health
·
Deeper existing connections
·
New bonds based on trust and transparency
·
Better problem–solving and conflict-resolution skills
BARRIERS TO
EFFECTIVE COMMUNICATION
These are
the factors that cause problems for communication – they hinder the clear
interpretation and reception of message.
In some situations, they are known as blockers.
We must be
aware of them if we are to overcome them or communicate in such a way as to
minimize their effect.
There are
many reasons why interpersonal communications may fail. In many communications,
the message (what is said) may not be received exactly the way the sender
intended. It is, therefore, important that the communicator seeks feedback to
check that their message is clearly understood.
The skills
of Active Listening, Clarification and Reflection may help but the skilled
communicator also needs to be aware of the barriers to effective communication
and how to avoid or overcome them.
There are
many barriers to communication and these may occur at any stage in the
communication process. Barriers may lead
to your message becoming distorted and you therefore risk wasting both time
and/or money by causing confusion and misunderstanding. Effective communication involves overcoming
these barriers and conveying a clear and concise message.
OVERCOMING
COMMUNICATION BARRIERS
Unless we overcome the barriers that make us
not communicate, more barriers will be created.
The following are some of the ways of overcoming the barriers:
·
Face-to-Face: This will
allow for constant adjustment of the message to ensure that the message is received
well.
·
Being sensitive to the other person’/people’s backgrounds. Eg. Where the person grew, tribe, culture,
language and level of education.
·
The use of direct, simple and unambiguous language while taking
care of words with symbolic meaning.
·
The use of frequent repetition; restatement and
reinforcement/follow-up to ensure the message is properly understood.
·
Being supportive to counter any defensive attitude – continued
support will help the communication process.
·
Being a good listener: this
will encourage the communicator to continue giving the message.
·
Put away any mistrust, prejudice bias and misunderstanding to
ensure you communicate and interpret the message clearly.
·
Using appropriate channels of communication that keeps the noise
levels low.
·
By developing interest in the subject of communication and
preparing oneself for the same.
· By using
modern technology methods which enables not only faster communication bust also
over great distances and geographical barriers.
UNIT - IV : Skills
to be acquired in communication - Speaking/reading/writing/listening
To improve
communication, focus on developing the four core skills: Listening (actively
receiving and understanding spoken and non-verbal messages), Speaking
(transmitting ideas clearly), Reading (comprehending written texts), and Writing
(structuring thoughts into clear written messages). Developing these skills is
a comprehensive process, often learned in sequence that is crucial for
effective expression and understanding.
Speaking
Speaking is the second language skill we
acquire in our native language. It is what is known as a productive skill, or
an active skill, as it requires us to use our vocal tract and our brains to
correctly produce language through sound. It is the second of two natural
language skills.
Skills
Required for Effective Speaking:
Speaking and the art of communications is a
productive skill. Good speaking skills is the act of generating words that can
be understood by listeners. A good speaker is clear and informative. For
effective speaking, the following points are important.
·
Speak, speak, speak
·
Reflect on your conversations
·
Listen and read
·
Prepare cheat sheets
·
Pick up the phone
·
Record your voice
·
Learn phrases rather than single words
Sub-skills
of Speaking:
A person who speaks English can:
·
Produce the characteristic English speech sounds and sound
pattern, both is isolation and in combination.
·
Use appropriate stress and intonation pattern.
·
Use appropriate words and structures to express the intended
meaning.
·
Recall words and structures quickly.
·
Organize his thoughts and ideas in logical sequence.
·
Adjust his speech according to his audience, situation and subject
matter.
Tasks for
developing Speaking skill
·
Dramatization
·
Dialogue
·
Role Play
·
Group discussions/ Opinions
·
Information gap activities
·
Visual Comprehension
·
Narration of story/ Incidents
·
Arguments/ Debates
·
Dreams / Ambitions
·
Action chains
Three
elements of effective speaking;
•
The word you use
•
Your voice
•
Your body language
The word you
use: The word you
choose is very important for speaking. You have to choose the word carefully
while speaking, especially when you have to say something important. You keep
your listener viewpoint on your mind while choosing your words.
Your voice: The tone is
very important while speaking, you have to maintain your voice equally. Most
shy persons many speak quietly, but someone who is more confident in themselves
they speak loudly. The tone of voice is very important while speaking. If you
rise your voice in difficult situation it will carry out many problems and also
if your voice is very low in some situations you will miss the opportunities
and you will lose your confidence.
Body
language:
Body language is more important,, it include how to stand, your facial
expressions, how you use your hands to your speech, make eye contact, if you
lose any one from the above mentioned, the opposite one will not show interest while you’re speaking in
front of him\her.
Reading
Reading is the third language skill we may
acquire in our native language. As with listening, it is a receptive, or
passive skill, as it requires us to use our eyes and our brains to comprehend
the written equivalent of spoken language.
Skills
Required for Effective Reading:
Reading is a method of communication that
enables a person to turn writing into meaning. It allows the reader to convert
a written text into a meaningful language with independence, comprehension, and
fluency, and to interact with the message. Reading is a great habit that can
change human life significantly. It can entertain us; amuse us and enrich us
with knowledge and experiences narrated. The followings are seven
styles/techniques of reading used in different situations:
·
Scanning.
·
Skimming.
·
Active Reading.
·
Detailed.
·
Speed.
·
Structure-Proposition-Evaluation
·
Survey-Question-Read-Recite-Review
Types of
Reading
·
Loud reading is introduced at the initial and primary level, where
the second language leaners need to imbibe the correct pronunciation and
diction. The speech organs need to be synchronized to pronounce a particular
alphabet or word and a sentence appropriately. So, the teacher must possess
competency over reading skills, so the learners could observe and imitate the
reading style.
·
Silent reading is introduced at secondary level, because by now
the students have the ability to read and understand the meaning of every word,
increase vocabulary. So, at the Indian context silent reading is implemented
from grade VIII onwards. It enables the learners to red fast and understand the
meaning quickly, the eye span moves rapidly. Leaners read a number of story
books in the library and even learn other subjects.
·
Intensive reading: When the students are in higher secondary then
the intensive reading in introduced. With the knowledge of enhanced second
language they are able to read, novels, fictions, biography, autobiography,
related articles and magazines, at this level they are able to grasp the
meaning quickly and can read fast paying attention to every detail of the
subject underhand.
·
Skimming with enhanced language skills the learners are able to
skim any newspapers and get the information. It orients towards gathering
information quickly.
·
Scanning refers to in-depth study of a concept to understand and
analyze the information. For instance, looking for a phone number from the
directory, looking for a meaning in a dictionary etc.
·
Supplementary reading to enhance the reading ability and to learn
new and hard dictions supplementary reading is introduced from grade VI
onwards. Reading of additional related content to enhance reading skills and
information.
· Library
reading where learners are taught to enhance silent reading of the material,
novels, fictions, comic books, story books and newspapers silently to grasp the
content on the whole as well as to enhance the vocabulary.
Writing
Writing is the fourth language skill we may
acquire in our native language. As with speaking, it is a productive, or active
skill, as it requires us to use our hands and our brains to produce the written
symbols that represent our spoken language.
Skills
Required for Effective Writing:
Writing skills are those abilities where you
take ideas and information and present them in a nice written format for others
to read. Depending upon the type of writing you are doing, you present what you
know in a format that conforms to the expectations of the reader.
·
Reading Comprehension
·
Transcription
·
Sentence Construction
·
Genre and Content Knowledge
·
Planning, Revising and Editing
·
Self-Regulation
Characteristics
of Good Handwriting :
It is
mandatory that the learners need to imbibe writing skills. A teacher who
teachers at preprimary and primary level must have competency of possessing
good handwriting. Good writing refers to Distinctiveness, Legibility,
Simplicity and Uniformity of space between each letter, space between one word
to another word in a sentence and between one sentence to another sentence and
Capitalization. Appropriate use of capital letters needs to be learned to
enhance effective writing skills.
Steps for
Writing:
For developing one as a better writer he/she
needs to acquaint with certain steps they are:
1. Selection of Topic: The very basic step of writing content is to
choose and decide a topic on which you want to write. You can select any topic
as you wish according to your convenience. But you need to have a clear
understanding of the topic in which you want to write about.
2. Collection of Information: After selecting
the topic, the next step is to research as much as possible and to collect
valid information regarding the topic. Collect all the thoughts, ideas, information
related to it. Most importantly, research the concerning audience and try to
find what they want. Identify the main theme of the content. Make sure that
your points are related to main topic.
3. Organization of Content: The next step is
to organize them in a proper order. Creating an outline of the write up helps
in appropriately organizing the content. This can help in the meaningful
conveyance of your topic.
4. Writing: This is the thrust area for a
writer. The choice of words, the division of the paragraphs, the use of
headings or subtitles, facts, and figures create a huge impact on the reader’s
mind. Also, try to put the cause and effect, or comparison and contrast, or
problem and solution style of writing.
5. Revision: Don’t think that the first write
up is the final one, as you need to revise your content through constant
reading. You can make addition or deletion, or else you can rearrange your
subject matter.
6. Editing and Proof Reading: Once you finish
your writing, the next step is editing, formatting, and proof-reading. For
instance, check for spelling, grammar, punctuation, voices, speech, and
sentence formation, and other errors.
7. Final Draft: This is the last step in
writing. Once, the document is ready it is the time for printing or publishing
or putting it on a website for readers.
Important
Difference between Speaking and Writing Skills:
There are a lot of differences between these
two skills. They are-
·
Everyone can speak, but cannot write.
·
We speak a lot but write much less.
·
Speaking is an ordinary skill but writing is difficult.
·
Immediate communication is done through speaking but in writing,
communication is delayed.
·
Speech involves stress, intonation, pitch, pause, gesture etc. But
writing concerns spelling, punctuation etc.
·
Speech is more informal and often lacks accuracy, while writing is
more formal and needs accuracy.
Listening
Listening is the first language skill we acquire
in our native language. It is what is known as a receptive skill, or a passive
skill, as it requires us to use our ears and our brains to comprehend language
as it is being spoken to us. It is the first of two natural language skills,
which are required by all natural spoken languages.
Skills
Required for Effective Listening:
Ability
to pay attention to and effectively interpret what other people are saying. For
effective listening, the following important components are required.
· Accent
· Speech
· Sentence
pattern
· Gesture
Stages of
Listening:
Listening involves six stages. They are;
1. Hearing/Sensing: This is the first step in
the process of listening. In this stage, the listener receives certain sound
wave which falls to the eardrum.
2. Recognizing/Understanding: After sensing
the sounds which falls to the eardrum, the listener identifies the speech
patterns. A deliberate attempt is made by the listener to comprehend the word
or symbols that we hear.
3. Interpreting: In this stage the listener
starts decoding the message. Listener stick on their beliefs, attitudes, values
to decode the message.
4. Evaluating: After understanding what the
speaker says, the listener assesses the quality of the message.
5. Responding: Here the listener reacts to the message.
He/she shows his/her rejection or acceptance or understanding or confusion
through non-verbal, cues.
6. Remembering/Memorizing: The final stage of
listening. In this stage we retain the information for our future reference.
Barriers to
Listening
1. Uninterested Subject matter: This is one
of the important barriers to listening. The listener may not be interested
towards the subject. This lack of interest can act as a hindrance towards
listening. The speaker may not show any kind of attempt to decipher the idea,
since he/she has no interest towards the subject or content.
2. False/Forged Attention: Some listeners
pretend that they are actively involved in the process of listening, but he/she
may be preoccupied with something else. This is one of the most common barriers
to active listening. They act and make the speaker believe that they are
attentively listening.
3. Prejudiced Mentality/Premature Evaluation
of the Subject: Before hearing or listening to the actual message, some
evaluate or judge the message being communicated. They hastily conclude that the
speaker is saying something else.
4. Different Accent or Language Variety: When
a speaker uses different accent, which the listener feels hard to decipher is
yet another important barrier of listening. The accents we Indians use might be
different from that of an American.
5. Lack of interest towards the Speaker: Some
may have some issue with the person who delivers the message; this can pose as
a major problem in listening to that message.
6. Physical Conditions: The physical
condition of the listener can create some kind of hindrance towards listening.
This can be due to physical pain, exhaustion, noisy surroundings etc.
7. Lack of concentration: Some listeners
easily get distracted since they have very poor listening skills.
Techniques
to be an Effective Listener:
Following are some of the important steps
which can enrich one to be an effective listener: 1. Don’t interrupt the
speaker unnecessarily.
2. Don’t talk while the speaker is talking.
3. Take down lecture notes while dealing with
important topics.
4. Ask questions to yourself.
5. Establish a good eye contact with the
speaker 6. Don’t have a prejudiced mentality.
UNIT - V : Application
of different types / styles of communication skills (LSRW) in different
situations / contexts.
Applications
of different communication types
· Verbal
Communication: Uses spoken words in conversations, meetings, or presentations
to share information and ideas.
· Application:
Speaking with a clear, confident voice during a team meeting, or using active
listening skills to understand a client's needs during a one-on-one call.
· Written
Communication: Involves using the written word in forms like emails, reports,
or text messages.
· Application:
Sending a concise email to a colleague to update them on a project, or writing
a formal report with clear data and findings.
· Non-Verbal
Communication: Communicates messages through body language, facial expressions,
gestures, and eye contact.
· Application:
Maintaining eye contact to show you are engaged during a conversation, or using
open body language to appear approachable and friendly.
· Visual
Communication: Uses images, charts, graphs, and other visuals to convey
information.
· Application:
Presenting a new marketing campaign's data with a clear chart during a
presentation, or using a flowchart to visually represent a complex process.
· Active
Listening: A skill that complements other types of communication by focusing on
understanding the speaker's message.
· Application:
Paraphrasing what another person has said to confirm understanding, or using
brief affirmations like "I see" to show you are listening during a
conversation.
How to apply
these skills effectively
· Choose the
right channel: Select the communication type that best suits the situation and
audience, such as using a visual aid for complex data or a written report for
detailed information.
· Be mindful
of your audience: Tailor your language, tone, and complexity to your audience's
level of understanding.
· Combine
skills: Integrate different types of communication to make your message more
powerful. For example, use verbal communication to explain your point and
non-verbal cues to reinforce it.
· Practice and
seek feedback: Regularly practice your communication skills, observe others,
and ask for feedback to improve.
Different
communication skills apply to different situations:
Verbal communication (like speeches) is best
for direct interaction, written communication (like emails) is ideal for formal
records, and nonverbal cues (like body language) add context to all
interactions. Visual communication (like charts) enhances understanding, while
active listening is crucial for ensuring messages are received correctly in
one-on-one or group settings. Adapting the skill set to the audience and
context, such as using simple language for a non-technical audience, is key to
effective communication.
Verbal
communication
Situations: One-on-one conversations, team
meetings, public speaking, phone calls, and video conferences.
Application: Use a strong, confident voice
and be clear and concise. Adjust jargon to your audience's level of understanding.
Enhancement: Complement your words with
gestures and expressions to reinforce your message.
Written
communication
Situations: Formal documents, professional
emails, business reports, and social media posts.
Application: Be clear, concise, and proofread
for errors. Keep it simple and avoid relying on tone to convey your message.
Enhancement: Use visuals like charts or
graphs to add value to written reports or presentations.
Nonverbal
communication
Situations: All in-person and video interactions.
Application: Be mindful of your body
language, facial expressions, and eye contact. Ensure your nonverbal cues align
with your verbal message.
Enhancement: Pay attention to the nonverbal
cues of others to better understand their message and emotions.
Visual
communication
Situations: Presentations, educational
materials, and data analysis.
Application: Use images, charts, graphs, and
diagrams to make complex information easier to understand.
Enhancement: Ensure visuals are clear, easy
to understand, and add value to your message.
Active
listening
Situations: Any conversation, especially when
gathering information or resolving conflict.
Application: Focus on the speaker, avoid
interruptions, and provide brief affirmations to show you are engaged.
Enhancement: Paraphrase or summarize what
you've heard to confirm understanding and avoid misunderstandings.
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