10EN203 ADVANCED ENGLISH

1. 10EN203 • ADVANCED ENGLISH

2. Unit I • Introduction to communication • Basics of communication • Types of communication • Barriers to communication • Oral communication • Written communication • Error Analysis

3. INTRODUCTION TO COMMUNICATION • What is “communication”? The activity or process of expressing ideas and feelings or of giving people information • What is “to communicate”? To exchange information, news, ideas etc. with somebody

4. Origin of Communication Noun -Communication • Latin – Communicationem • French- Communication -meant imparting or conveying or exchange of ideas, knowledge etc. Verb- Communicate • Latin – Communicare • French- Communis meant to give to another as a partaker; to impart, to confer, to transmit, to inform.

5. Importance of Communication • Communication is indispensable today. • Human activity and transaction [personal & professional] become possible through communication • Life- blood of business

6. Factors that made communication (CMN). significant • Advancement of science & technology • Quick transport and lessening of distance • Globalization of business • Professionalism in management of business

7. 5. Information revolution 6. Multiplication of systems of CMN. 7. Democratization of organization 8. Advancement in social sciences 9. Revolution in visual CMN

8. Business Communication • What is Business communication? • Business communication is any form of communication, verbal or nonverbal, that is used to relay a message, promote a product or service or share information.

9. Communication technologies / systems used in Business Communication • Management Information System – MIS collects & shares data about sales, production, inventory, costs, personnel, etc. • Periodic Reports-PR Information given to Managers about dept. activities. • Personal Activity Report- PAR Decisions made during conversations , visits, & meetings.

10. Strategic Information System [SIS] Monitors internal business plans that are made • To coordinate different activities of business; • To distribute resources • To motivate employers • Decision Support System (DSS) • Comprises all decisions conveyed through PAR

11. Effective communication • Organisational functioning is facilitated by • Quicker problem solving • Stronger decision- making • Steadier work flow • Enhanced professional image of the organisation • Business is promoted with • Sales, purchase & use of materials • Strong business contacts • Improved response of business owners;partners • Increased output/productivity

12. Process of communication • Process is a series of things done to achieve something • Factors that constitute the process of CMN: The sender The message The channel/medium Receiver Feedback

13. Step 1 Sender (idea) Step 5- Feedback-(decision making) • The process of communication Step3 Transmission (channel/medium) Step4 –Decoding (Recipient) Step 2-Encoding (message)

14. Sender encodes the message ie. formulates the message according to the maxim of quanity; [ encoding] • Message- written or spoken- must be clear; faultless • Eg. Fetch me the bulkiest book from the top shelf in my study [room]. • Choice of the medium written or spoken; verbal or non-verbal; phone or mail depends upon the context and needs.

15. Decoding • The receiver recognizes the symbols and • understands the message clearly. This process requires competencies –knowledge of words; ability to handle the channel and successfully overcoming the barriers. Feedback the receiver’s response is the feedback.

16. Types of communication • Communication in an Organisation • An Organisation is a body of persons working for a well defined goals.. To achieve the goal the members of the organization must be in constant touch with one another

17. Internal communication-formal External communication-formal • Downward CMN. • Upward CMN • Horizontal CMN • Grapewine-/informal • Consensus

18. VERTICAL HORIZONTAL GRAPEWINE CONSENSUS • Downward upward

19. Vertical flow: The communication is both Upward and Down Ward Downward cmn • Top management communicates with the employees: • Sends continuously information to the employees • Devises ways to elicit information from them

20. Media for Downward CMN • Oral &written communication • Directives to initiate action through letters • Policies and procedures through circulars, manuals, bulletins • Activities and achievement through Annual report • Miscellaneous information through posters • Oral instructions to convene a meeting • Direct address through Public Address system • Films &slides

21. Limitations of downward Cmn. • Under communication and over- communication • In case of long line communication, there may be • Delay • Loss of information • Distortion • Resentment by subordinate staff • Distortion

22. To make Downward CMN effective • Managers should be adequately informed • Managers should be clear about how much to communicate • Some authority should be delegated to lower levels to shorten the line of CMN. • Information should be passed on to the correct person.

23. UPWARD CMN • Upward CMN moves from the subordinate staff to the superiors • Its importance • Provides feedback to the superiors • Releases the pent-up emotions of the subordinate staff • Provides the superiors with useful suggestions • Makes the introduction of new schemes easier • Promotes harmony

24. Methods of upward Cmn. • Open-door policy • Complaints &suggestion boxes • Social gatherings • Direct correspondence • Reports • Counselling

25. Limitations of upward Cmn • Employees are reluctant to express themselves • Employees fear that their criticism may be interpreted as a sign of their personal weakness • Great possibility of distortion • Bypassed superiors feel insulted

26. Effectiveness of upward Cmn. • Superiors should take initiative to get close to the subordinate staff • Keeping the line of communication short • Prompt redressal of legitimate grievances

27. Horizontal Cmn. • Cmn. Between people at the same level • Frequently used Cmn. • Exchange information • Discuss organisational problem during coffee break

28. Production • Purchase sales • Accounts public relations • Administration

29. Importance of Cmn. • Promotes understanding and coordination Methods of Cmn Face to face discussion Telephonic talk Periodical meetings Memos

30. The Functions of Communication • Internal Functions • to generate and disseminate information • to direct and instruct employee • to maintain and improve morale sense • to cultivate a sense of belonging to the organization

31. External Function • to sell and obtain goods and services • to liaise with other organization • to create a good will

32. For proper function of communication the following questions should be asked • What information is to be conveyed ? • Who requires it? • What should be its form? • What techniques of dissemination should be used? • What technological aids should be used?

33. i Information of immediate concern • working procedure skills required for a job • methods of training available for self and organizational developments • ii Working environment related information • rules for safety facilities • Details about cubs, societies, union cafeteria etc • iii Information about personal benefits • pay, allowances, health insurance, leave facilities, holidays ets

34. iv Information to be provided to the employees • Information about organisation as a whole work of other departments/ sections • relationship of one dept. with another • ultimate objective etc.