Vertex Enfab Private Ltd.

Subject : Communication

Presented By :

 Communication may be defined as exchange of facts , ideas , opinions or emotions between two or more persons to create common ground of understanding.

“Communication is the process of passing information and understanding from one person to another”.

What is Communication ??

The term Communication has been derived from the Latin word communis that means common. Thus to communicate means to make common or to make known. This act of making common and known is carried out through exchange of thoughts, ideas or the like. The exchange of thoughts and ideas can be had by gestures, signs, signals, speech or writing. People are said to be in communication when they discuss some matter, or when they talk on telephone, or when they exchange information through letters.

It is the transfer of information from a sender to a receiver with the information being understood by the receiver.

A proper understanding of information is one very important aspect of communication.

Introduction :

Establish goals.

Develop plans for achievement of goals.

To effect change, internal functioning & influence

actions

Organize human and other resources in the most

effective and efficient ways.

Select, develop and appraise members of the

organization.

Lead, direct, motivate and create a climate in which

people want to contribute.

Control performance.

Purpose of Communication :

Types of Communication : WRITTEN AND ORAL COMMUNICATION

FORMAL AND INFORMAL COMMUNICATION

Communication is a part and parcel of everyday life. It is one of the most essential and integral part of our existence, and the absence of communication can lead to many problems and misunderstandings.

In order to have an effective dialog, it is necessary that effective communication skills be developed. Communication can be divided into verbal and non verbal.

Verbal communication means any communication that involves spoken words or sounds.Non verbal communication includes any communication that does not use oratory media for communication.

Meaning Of Written Communication :

Written communication involves the use of written words to send message from one point to another. Written communication is important foray business entity to carry out the daily business activities. It helps in maintaining records of business transactions. Written communication like brochures and catalogs help companies to showcase their products effectively. Print advertisements help to market products. Written documents can serve as evidence in a court of law if and when required. Written words are believed more than spoken words. Its just human psychology to believe something that we see in writing than something someone says.Personal written communication like letters, emails, post cards, greeting cards, etc., have their own charm and special meaning to the ones sending and receiving them.

Importance of Written Communication :

The importance of effective written communication skills cannot be stressed enough. Written communication plays a major role, especially in the corporate world. Hence, it is doubly important to have good written communication skills in the workplace. Business writing or any other form of written communication can be very simple for those who follow the guidelines that are given below. Audience: The audience is mainly what determines the content to be written. Once you have an idea about who is the intended audience, you can judge for yourself what other necessary steps need to be taken to ensure the completion of the communication cycle, which is, after all, the intention of any piece of communication. Information: The basics of communication should be covered in your piece of written communication. This is basically almost the entire information that you wish to give the reader. However you present the data, these points need to covered, only then is it an effective way of communication.

How to Improve Written Communication Skills:

Continued…

Tone: Deciding the tone of your communication depends on the audience to a large extent Tones can vary from casual, semi formal to formal, depending on who your communicating with and what you intend to communicate.

Length: Knowing when to stop applies to written communication skills as well. You cant just keep rambling on and on, when not required. The beauty of effective written communication can be seen in its presentation. How well and how concisely you manage to accommodate all the information that you need to give is what shows how proficient your written communication skills are. The key is tube clear, concise and correct. But this does not necessarily mean that you cut short on something that requires to be explained in detail.

Time consuming

Lack of feedback

No guarantee how reader will

interpret it Costly process

Lack of clarification

Advantages : Disadvantages :

Provide a tangible and

verifiable record.

Record can be stored for an

indefinite period of time.

Permanent in nature

Accurate and assigning of

responsibilities.

Developing the oral communication skills, holds great importance in interacting properly with people. The communication process which is carried out by means of spoken words is referred to as oral communication.

In today's world, development of different media has led to the communication process to take place by different means such as telephones, teleconferences and video conferences.

Face-to-face meetings and speeches were the main forms of communication in earlier times.

Effective listening in the workplace is important just like speaking.

Meaning Of Oral Communication :

Skills Required for Oral Presentation, the quality of text being prepared and the way it is presented are equally important. An organized text presentation allows the orator to proceed smoothly from point-to-point. Presenting relevant data through the presentation is first and foremost point to be kept in the mind. The speech/presentation should be interactive.

It is necessary to develop oral communication skills to survive in today's world. Individual and business relations can be developed and maintained with the help of these skills.

Skills Required for Oral Presentation :

Time - saving device. Interaction Ample scope Economic in nature Feedback Retained in record books

Advantages : Disadvantages

Lack of time.Lack of legal validityMisunderstanding Effectiveness

Written communication is very common in business situations, so its important for small business owners and managers to develop effective written communication skills.

Oral communication describes any type of inter-action that makes use of spoken words, and it is a vital, integral part of the modern business world. For oral communication to be effective, it should be clear, relevant, tactful in phraseology and tone, concise, and informative. A good oral presentation will include transitional phrases to help listeners move through the material, and will not be overly longer technical.

Conclusions of Written and oral Communication :

The process of sharing official informatation with others who need to know it.

According to the prescribed patterns depicted in an organization chart.

Flows through formal channel.

Also known as line of command.

Formal Communication :

President

Managers Managers

SupervisorsSupervisors Supervisors Supervisors

Formal Communication

Base of informal relation between two or more individuals.

Also known as grapevine.

Not planned and organized.

May be both official or personal.

Based on friendship or acquaintance.

Informal communication :

Sender

Receiver Receiver Receiver Receiver

Sender

Informal Communication

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