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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , PART – A, UNIT - 1, SESSION:-1 COMMUNICATION SKILLS-I, 1) Answer these following questions., i. What is communication skill?, Ans. Communication skills are those skills which are needed to speak and, write properly. A person who is able to speak appropriately whilst, maintaining eye contact with the audience, uses varied vocabulary and, articulate speech to suit the need of the audience is generally said to be, an effective speaker., , ii., , iii., , How many types of communication?, Ans. There are two types of communication., I. Verbal Communication, II. Non-Verbal Communication, Define Verbal and non-verbal communication., Ans. Verbal communication:- Verbal communication is the sharing of, information by using words. It is what most people use as a method of, communication., , Non-verbal communication:- when communication occurs, without using words. In this communication we send signals and, messages to others, through expressions, gestures and body postures., , iv., , v., , vi., , How many types of verbal communication?, Ans. There are two types of verbal communication., a) Oral communication, b) Written communication, How many types of Non-verbal communication?, Ans. There are three types of Non-verbal communication., a) Visual communication, b) Auditory communication, c) Body language communication, List the things we should keep in mind while communicating orally., Ans. Always follow the below mentioned points while, communicating orally., a. Active Listening, b. Be Prepared
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , vii., , c. Get Organized, d. Be in contact with Audience, e. clarity of the purpose of communication, f. clear and Slow communication,, g. Suitable language and vocabulary., What is Oral communication and describe its advantages and, disadvantages?, Ans. In the communication we express our thought, idea and, information to each other orally., Advantages:a) Time saver:- it consumes less time, so it gives results on the, spot. It solves all the problems, queries within a short period, without any delay., b) Easy:- Oral communication is very easy method to, communication as it does not require much preparation., c) Cost saving:- As it does not require any pen, paper or any kind, of formality, so, it is not very expensive., d) Immediate Feedback:- Through oral communication, an, immediate feedback can be received from others and solutions, can be given on the spot., Disadvantage:-, , viii., , a) Not suitable for long message:- some message can’t be, discussed among the friends because of so much detailed, information., b) No Legality:- oral communication is not legal as it don’t, have any record., c) Documentation:- Documentation can’t be maintained by oral, communication., d) Lack of Secrecy:- There is a possibility to disclose the, secrets in oral communication because of the personal touch., Define written communication and its importance in business., Ans. Written communication is that communication in which, information, idea, opinion, or suggestion is exchanged in the written, or printed form.
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , ix., , IMPORTANCE IN BUSINESS., It helps in business to keeping a permanent record of all, business activity., It helps in business to give a serious attention to the printed, information related business point., It helps in business any information of business can be kept as a, legal document for future., What are the advantage and disadvantage of written, communication?, Ans. There are different advantage and disadvantage of written, communication., Advantage:a) Permanent Record:- In written communication we kept the, information permanent., b) Legal Document:- Whatever is in printed form, it can be, kept as a legal document for future., c) Best form of communication:- written communication, serves as a best form of communication, which ultimately, leads to boost our career easily., d) Lengthy Message:- It is useful when long messages cannot, be conveyed orally and can be easily edited and revised any, time., Disadvantage:a) Time Consuming:- one of the major limitations of written, communication is time consuming., b) Slow:- it takes time to transmit the message in printed form, through letters, notices, circulars., c) Delayed Feedback:- Immediate feedback can’t come in written, form of communication., , x., , What is non-verbal communication?, Ans. When communication occurs without using words, it is known, as non-verbal communication.
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , xi., , Explain Visual and auditory methods., Ans., Visual methods:- the methods which can be seen are called visual, methods. When we communication through visuals like by using, chart, picture, graph, colour then the message conveyed stays for a, long time in the mind of receiver. This method is called visual, methods., Auditory Methods:- which can be heard are called auditory methods., Without using the words, and any type of visual. In auditory method, school bell, ambulance siren etc., , xii., , How does body language influence our communication, negatively?, Ans. Unclear speech, low voice, improper eye contact reflects lack of, confidence or you are lying, fidgeting, slumping, changing posture, frequently show lack of interest, frown, grimace, lack of smile, and, not respecting personal space together make our body language, negative., , xiii., , What are the importance and limitations of visual, communication?, Ans. Visual communication is instant, specific, clear and with zero, ambiguity. Visual symbols support what we communicate. He, creativity of symbols, charts and graphics make the communication, interesting and break the monotony of speech and written word., Limitations, • It has its usefulness up to some extent only., • It cannot replace the content of speech and written word completely., • It plays supporting role in communicating our ideas., • Symbols which are not accepted as standard are difficult to, understand.
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , xiv., , List the meaning of any 10 signs and symbols you have seen, around in public places., Ans. 10 signs and symbols :a. No U turn,, b. Stop,, c. No parking,, d. No smoking,, e. Speed limit 45,, f. One way,, g. Road Diversion,, h. No Horn,, i. School ahead,, j. Left turn, , SESSION :- 2 COMMUNICATION CYCLE & FEEDBACK, i. Define communication process., Ans. Communication is the process by which information is transmitted, between individuals or organizations so that an understanding response, results., Communication is an exchange of facts, opinions,, and emotions by two or more persons., ii. What are the elements which involved in communication process?, Ans. Following elements which involved in communication process., a. Sender, b. Encoding, c. Message, d. Medium, e. Receiver, f. Decoding, g. Feedback, h. Noise or interference or Semantic Gap
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , iii. Define feedback. How many types of feedback?, Ans. The message sent by the receiver back to the source is called feedback., It is the response by the recipient. The success of communication totally, depends on feedback as it determines whether or not the decoder grasped the, intending meaning. The response given by the receiver is known as, feedback., There are two types of feedback., a. In positive feedback situations ( express appreciation), b. In negative feedback situations (express concern), iv. What are the benefits of giving feedback?, Ans. The following benefits of giving feedback., a. The feedback is given to people to help them improve their, performance or output., b. A feedback completes the communication cycle., c. Feedback also helps communicators adapt to the changes in, communication., d. Feedback helps communicators devise their next response and, ensure that actual purpose of communication is met., e. Feedback brings about the fruitful end of the communication., f. Feedback enriches the quality of communication, productivity of, the people and creates a conducive environment for performance, and achieving the goals., v. What thing needs to make effective feedback?, Ans. Effective feedback needs following things., a. Clear, b. Well-timed, c. Specific, d. Bearing right attitude, e. Truly Representative, f. Impersonal, g. Informative
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , SESSION :- 3 TYPES OF BARRIERS AND MEASURES TO, OVERCOME IN EFFECTIVE COMMUNICATION, i., , ii., , iii., , iv., , What is communication barrier?, Ans. Communication barrier is the nave given to the causes of this, loss, Is it true that every communication may have certain barriers? How?, Ans. Yes, it is true that every communication may have certain, barriers. No matter what kind of communication is taking place, there, are always certain barriers which arise. For example, environment,, noise, prejudice, body language, emotions etc., List certain major communication barriers in day to day, communication., Ans., • The use of jargon. Over-complicated or unfamiliar terms., • Emotional barriers and taboos., • Lack of attention, interest, distractions, or irrelevance to the, receiver., • Differences in perception and viewpoint., • Physical disabilities such as hearing problems, or speech, difficulties., • Language differences and the difficulty in understating, unfamiliar accents., • Cultural differences., How many types of Barriers in Effective communications?, Ans. There are different types of barriers in effective, communications., i. Intrapersonal barriers:- An individual’s in-built barriers are, known as intrapersonal barrier. It includes:• Attitude, • Fear factor, • Wrong Assumption, • Disinterested listener, • Self image
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , ii., , iii., , iv., , v., , Interpersonal barrier:- The barriers which occur due to the, inappropriate transmission of words between two or more, people are known as interpersonal barriers. It includes :• Limited vocabulary, • Emotional out burst, • Cultural difference, • Poor listening skills, • Improper channel selection, Extra personal communication barriers:- Communication, between human beings and non-human entities is known as, extra personal communication. It includes:• Lack of proper training, • Lack of mutual understanding, • Lack of trust and faith, Organizational Barriers:- Communication is the life blood of, an organization. Without communication, an organization is, totally lifeless. Some of the common barriers to effective, communication in an organization are as below:• Lack of planning, • Distrust, • Poor timing, • Complex organizational structure, • Complex rule and regulations, Semantic or Linguistic Barriers:- Semantic is the study of, meaning, signs and symbols used for communication. Semantic, barriers to communication are the symbolic obstructions that, deform the sent message in other way than intended. It occurs, because of following reasons., • Insufficient awareness of the subject and, appropriate words, • Overloaded information, • Lack of basic communication skill and, wrong choice of vocabulary.
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , vi., , v., , Physiological Barriers:- Physiology is the state of human body, and mind. Physiological barriers of communication occur due to, the physical condition of sender or receiver which might even be, physical disabilities. It includes sensory dysfunction and other, physical dysfunctions., , Describe the ways to overcome the barriers in communications., Ans. Remedies to overcome different types of barriers., 1. Remedies to overcome intrapersonal:a. Don’t Overconfident, b. Be a patient Listener, c. Don’t Underestimate yourself, d. Avoid Assumption, e. Create interest, 2. Remedies to overcome Interpersonal:a. Enhance vocabulary, b. Be strong emotionally, c. Understand audience’s culture, d. Learn to art of listening, e. Proper channel selection, f. Feedback, 3. Remedies of overcome Extra personal barriers:a. Proper training, b. Mutual understanding, c. Create trust and faith, 4. Remedies of overcome Organizational barriers:a. Orientation programming for Employees, b. Better interpersonal Relations, c. Sensible use of Grapevine, 5. Remedies of overcome Semantic/Linguistic barriers:a. Short and clear message, b. Language, tone and content of message, c. Noise, d. Confidence, e. Improved communication skills
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , 6. Remedies of overcome Physiological Barriers:a. Hearing Aids, b. Speech therapy, c. Retention, d. Proper Rest, , SESSION:- 4 PRINCIPLES OF EFFECITIVE, COMMUNICATION AND 7 Cs, , i., , How can you say that a communication done is, effective? Take a small example., Ans. If the communication purpose is established, it is clear,, complete with no ambiguity and is based on right facts then, we can say that it is done effectively., , ii. Describe the principles to make communication more, effective., Ans. The principles of Effective Communication:a) Know you audience:- the speaker must speak according to the, audience., b) Be Focused:- A speaker must be aware about what it going to, speak. Be focused on you topic., c) Organize the ideas:- Organize your ideas, thoughts, views,, opinions which makes you presentation more valuable., d) Communicate confidently:- Whatever you speak, it with, confidence. Never get nervous before the audience. Get relax, and be yourself., e) Be simple:- The language should not be so much complicated., f) Connect to story:- Connect your ideas or message to a story, as, everybody loves to listen a story., g) Be Straight Forward:- Don’t be ambiguous while conveying, your message. Be straight forward.
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NOTES BY VIKRAM RAJ VICKY ICT TEACHER OF DAV PUBLIC SCHOOL, MALIGHAT , MUZAFFARPUR, , h) Unexpected Situations:- Handle the unexpected situation very, calmly and confidently., , iii. Describe 7 Cs of effective communication., Ans. For effective communication keep in mind the, following 7 C’s:a) Completeness:- the first principle of effective, communication is that the message or information must, be complete., b) Conciseness:- Conciseness means to say something by, using fewest possible words without loss of, understanding., c) Concretness:- Be direct and simple. Mention specific, and definite material without any irrelevant material., d) Consideration:- Present the information or put the, data by keeping the audience in mind., e) Clarity:- Make your message clear by using simple,, familiar language and effective sentences., f) Correctness:- The facts and figures must be mentioned, after researching on them., g) Courtesy:- Be polite and show concern for others., , SESSION :- 5 WRITING SKILLS, , NOTES:- In This chapter student make some question, own self., *****
