Unit II communication

Oral communication
Oral communication involves exchange of message with the help of spoken words. Oral communication may take place (i) by face to face contacts and (ii) through mechanical devices. Face to face communication- In face to face communication both the speaker and the listener are standing face to face and thus are able to communicate through words as well as body language. Through mechanical device- We use various mechanical instruments like telephone ,cellular phone ,intercom system ,Dictaphone to make our communication more effective and speedy . Two sides of oral communication

Listening
no oral communication can be effective without proper listening Listening is the ability to understand and repond effectiviely to oral communication.

Presenting
in order to be an effective prestenter one should prsent facts and not opinion ,keep to the point ,keep the listener's interest in mind ,ask for feedback and answer the feedback effectively.

Principle of successful oral communication Clarity of expression- the speaker should speak clearly and slowly maintaining the enough gap between two words and sentences. Be precise- There should be precision in the statement .e.g. Increase the price by 10% , this statement is precise instated of saying increase the price. Choice of words Avoid words having dual meaning, secondly use of familiar words is better than unfamiliar words. Avoid communication overload- kill your speech before it dies. Long speech often make listener inattentive.so the watchword is be brief. Listeners Interest- speaker should carry YOU attitude . A good speaker must judge the type of audience ,its culture ,education and level of intelligence. Easy flow There should be an easy flow ,natural style is more effective than unusual heavy accent and complicated style. Sequence- the speaker should make his speech effective and forceful by arranging various ideas in the logical sequence.

Unit II communication

Advantages of oral communication Spontaneous Greater speed Persuasive Midway correction possible Social function Economical Informal Disadvantages of oral communication No facility for documentation Limited time period for the formulation of ideas Hurried planning Waste of time Role of memory Distortion of message No legal validity

Written communication Written communication is transmitted by written words in the form of letters ,memos, circular bulletin , reports, instruction cards, manuals etc., written communication generally moves downward. Advantages Aids memory Greater credibility and accuracy Legal validity Organization of information, research and study Uniformity of procedure Wider outreach Promotes accountability Formal and authoritative Disadvantages Uneconomical Feedback is slower Require literate skills Risk of leaking out Written communication is formal Types of writing Creative writing creative writer use various imaginary words .This writing is totally different from the technical writing. Informal writing for writing letters, the writer does not need any special vocabulary and style. He writes in a matter of fact way. 2

Unit II communication Technical writing technical writing is that people do as a part of their jobs. A technical writing makes the reader to responds and the reader responds when he is able to link himself with the writer. Formal writing the writer needs different types of writing skill when he writes a report or a technical article or prepare a proposals etc. General writing General writing is that people do in their day to day life .this writing is cast in subjective style. Business writing-people requires unique writing skills for writing business letter, memos, e-mails and fax. Clarity in writing The most important thing in written communication is clarity in writing. In order to make written communication more effective, the writer should aim at clarity which can be acquired by the skillful use of language, vocabulary, writing style and organization of information. Tips Language should be direct precise, simple, and unambiguous. General words of common everyday use should be used. Superfluous jargons must not be used. Grammatically correct language should be used. In brief clarity in business writing refer to two fold Clarity of message Clarity of form Purpose of writing There are three basic purpose of writing-

To inform
informative witting aims at giving infromation.

To instruct
under this writting superior give instruction to his subordinates

To persuade
persuasive writting aims at convincing the reader about about the metter which is debatable.

for exampleresearcher working in the same company has to exchange information

for example- boss explain this worker about new machine

for example - Leader convince his followers for any types of actions.

Unit II communication

Principle of effective writing skills Unified writing Effective writing is always unified. There is a proper development of the topic. The writer should know how to use vocabulary to encode his or her ideas and informationand succeed in writing with his or her reading. There should be cause and effect relationship. Following points should keep in mind while writing

Uniquess of the topic (topic should be one and only on topic) Clarity of thoughts(writers thought should be clear about topic) Grouping of ideas in paragraph Right sense of movement Proper transition A sense of direction A feel of novality Generating interest(try to geneate readers interest through use of good words and facts) A sense of completion(message should be complete)

Coherence It implies the compactness of the text. The sentences stick to each other, the paragraph or the section must adhere to each other. Precision(writer should selects the appropriate expression for encoding the message) Conciseness(express things in the minimum possible way) Reasoning(writer should write the appropriate things and remove the odd man out) Logic(writer should maintain the cause and effect relationship) Compression(convert large sentences in short one) Avoid repetition

Writing technique
Choice of technique depends on subject intended audience ,and purpose of writing. Illustration:- give example that demonstrate the general idea. Comparison and contrast:-using similarities and differences to develop the topic. Cause and effect :- focusing reason for something. Problem and solution :-presenting problem then discussing the solution.