WRITE NOTES ON THE FOLLOWING?

COMMUNICATION:

Communication refers to any process used to get a message across from one individual or group to
another.

THE MODEL OF COMMUNICATION:

Communication is one of those words that is bandied about but often people are not sure what it really
means .There are many different ways of describing communication .Some of the models of
communication are as follows

LINEAR MODEL OF COMMUNICATION:

The linear communication model is a basic representation of how people communicate with each other.
It involves two people the “Sender “and the” Receiver”. The sender conveys a piece of information
called the “Message“ to the Receiver by any channel of communication .Different channels of
communication are email ,face-to-face, and over the phone .
Every channel of communication is susceptible to a different kind of noise or distraction such as pop up
add or poor cell phone reception .The voice is not necessarily auditory ,it is anything that reduces the
clarity of the Message.

EXAMPLE : You the sender send an email the channel of communication about earning extra credit
which the Message ,to your teacher ,the recipient .Your poor noise ,grammar make it harder for your
teacher to understand your message .

INTERPERSONAL COMMUNICATION:

Interpersonal communication is the process of sending and receiving information between two or more
people .This is an ideal and effective communication situation because you can get immediate
feedback .It is person to person contact .It includes everyday exchange that maybe formal or informal
and can take place anywhere by means of words ,sounds ,gestures ,facial expressions and postures .

BASIC ELEMEMTS:

There are four basic elements of interpersonal communication.

Sender :person who sends the message

Receiver: Person who receive the information sent

Message : Content of information sent by sender

Feedback: Response from receiver.

FUNCTION OF INTERPERSONAL COMMUNICATION:

We use interpersonal communication for a variety of reason .It helps us understand a situation in a
better way The three specific functions are .

Linking Function:

It connects a person with his or her environment .

Mentation Function :

It helps us conceptualize ,remember and plan .It is a mental and .It is a mental or intellectual function.

Regulatory Function :

It serves to regulate our own and other’s behaviour .

PRINCIPLES OF INTERPERSONAL COMMUNICATION:

INESCAPABLE:

You cannot NOT communicate .The very attempt not to communicate communicates something .Even
your body sends a message when you are silent.

IRREVERSIBLE:
Once you have said something verbally or non-verbally it is out there .You can’t reword it or ask to take
it back.

COMPLICATED:

In interpersonal communication words are actually symbols given different meaning by different people
in different circumstances .

CONTEXTUAL :

In other words communication doesn’t happen in isolation. There is psychological, cultural ,mental
,social ,rational ,situational and environment context. When and where you speak will have a bearing on
the meaning of your message and how it is received.

EXAMPLE:

Maria was listening to music with earphones when her mother called her she couldn't hear because of
music but when her hand shook her hand to .Maria took off earphones and understood that her mother
wants her .

Sender: Mother

Receiver : Maria

Message :Shaking of Hand

Noise: Music

Feedback : Understanding of Gesture and Taking off the Earphones .

MASS COMMUNICATION:

Mass communication is the study of how people and entities relay information through mass media to
large segments of the population at the same time. It is usually understood to relate newspaper,
magazine, and book publishing, as well as radio, television and film even via internet as these mediums
are used for disseminating information, news and advertising. Mass communication differs from the
other forms of communication, such as interpersonal communication or organizational communication,
in that it focuses on a single source transmitting information to a large number of receivers. The study of
mass communication is chiefly concerned with how the content of mass communication persuades or
otherwise affects the behaviour, attitude, opinion, or emotion of the person or people receiving the
information.

It is also defined as ‘a process where by mass produced messages are transmitted to large, anonymous
and heterogeneous masses of receivers’. Which elaborate that transmission of any message or content
developed by any person or group to large unknown recipient.

CHARACTERISTICS OF MASS COMMUNICATION:

Large Reach: Mass media communication reach audience scattered over wide geographical area.
Impersonal: This kind of Communication is largely impersonal as the participants are unknown to each
other

Presence of Gate: Mass communication needs additional person, Institution or organization to convey
message the sender to receiver

FUNCTIONS OF MASS COMMUNICATION:

Information Function: To satisfy curiosity, reduce uncertainty, and better understand what is going on.
Interpretation Function :To interpret certain issues for audiences in more or less explicit way.
Instructive Function: Some media outlets cultivate knowledge by teaching instead of just relaying
information.

Bonding Function: Bringing people with the same or similar values, opinions, interests etc. closer
together.
Diversion Function: Using the media to escape our day-to-day lives, to distract us from our upcoming
exam, dull work or to help us relax.

NON-VERBAL COMMUNICATION:

Non-verbal communication is the process of exchanging information through sending and receiving
wordless messages and is the way in which we Reinforce the spoken word or Replace the spoken word
using our bodies to make visual signals or our voices to make oral but non-verbal signals. The majority of
our feelings and intentions are sent through non verbal communication.

IMPORTANCE:
Verbal and Non verbal Communication plays an important role in how people interact with one
another .People are using around 35 % verbal communication and 65 % non verbal communication in
their daily life .Non verbal communication makes conversation short and easy. You can save on time and
use it as a tool to communicate with people who don’t understand your language.

DIFFERENT USE:
Each culture use non verbal communication in different way .If you are not familiar with the local body
language you may be misunderstood, and sometimes misinterpret the local nonverbal messages .Non-
verbal action can be dynamic but usually it is patterned by the respective culture. A successful
interpretation of non-verbal elements conveyed same understanding of the symbols shared between
interpreter and speaker. Non verbal behaviour varies from culture to culture, which means it is specific
to each culture and may be interpreted differently.
Examples of Different Use :
Chinese don’t point with the finger but with an open hand.
Chinese tend to smile easily when they feel difficulty or embarrassment.
Americans keep a distance from the person who converse
In Britain, hugging, kissing and touching is usually reserved for family members and very close friends.

WAYS OF COMMUNICATION:

Here are some different ways of communicating .

HAPTICS:
 HAPTICS or touch is the most powerful way of communication. For example a timid tap on the
shoulder ,Handshake, Hug etc

Kinesics(Body Movement):

Kinesics is the name given to the study of body movements. They are explained as follows
a. Emblems – directly translate into words/phrases (OK sign)
b. Illustrators – accompany and illustrate a verbal message (size of fish you caught
 c. Affect displays – emotional meaning (fear, happiness, anger, etc.)
d. Regulators – monitor, maintain, or control the speaking of another (hand gesture to slow down)
e. Adaptors – satisfy some need (scratching your head)
f. Distractors – no function (nervous habits)
 Appearance:

What person wears may convey massage about the type of personality they possess.

Eye Contact: : Oculesics is the study of the role of eyes in nonverbal communication. This includes the
study of eye gaze and pupil dilation. Studies have found that people use their eyes to indicate their
interest and with more than the frequently recognized actions of winking and slight movement of the
eyebrows.

Gaze:
It is An individual’s looking behaviour. Gaze is used to regulate and monitor communication .It is also
used to express willingness or lack of desire to communicate.

Proxemics:
It is the distance between people, size and arrangement of a room The distance we choose in a given
conversation is a function of our cultural and personal expectations for appropriate distance.
For example In the U.S. :
Intimate – physical to 18 inches Casual/personal – 18 inches to 4 feet Impersonal business – 4 to 12 feet
Public – 12 feet and beyond

Paralanguage(Vocal Cues)
The way you say things, or tone of voice/emphasis .Some of the vocal cues are as follows
Stress - which words are emphasized Pitch – the highness or lowness of voice – Rate – speed at which
the words are said – Volume – loudness of the words spoken – Rhythm – grouping of the words as being
spoken –
Fillers – useless, meaningless terms to fill space –
Pauses – intentional moments of silence – Distractors – yawning, laughing, moaning, sighing, etc.
PRINCIPLES OF EFFECTIVE WRITING:

As Robert Gunning said that

Writing is an art. But when it is writing to inform it comes close to being a science as well." So effective
writing is like science and it needs practice .There are some principles of effective writing which can help
in improving writing skills of a person.

ACCURACY:
Accuracy means grammatical correctness . To write effectively and authoritatively, you need to use
accurate grammar, vocabulary, spelling and punctuation. 

BREVITY:

Brevity in writing is writing in a style that is brief, while at the same time covers all necessary points.
Basically, you are saying as much as possible in as few words as possible. It is one of the more difficult
things to do well in writing, but often produces some of the best work 

Using brevity in your writing enables you to arrive quickly at the point you are making in a clear and
understandable manner.
Some of the different ways you can use are as follows:

Cut Extraneous Words:

Extraneous words are words that aren’t needed, and when removed aren’t missed and meaning isn’t
changed. Many times people use unnecessary words without thing about it. As an example look at the
following before and after sentences.
Before: I couldn’t go to the beach because of the fact that I was needed at work.
After: I couldn’t go to the beach because I was needed at work.
Both sentences say the same thing but the after sentence has less words.
Restructure Your Sentence:

Reordering and combining ideas and thoughts in sentences and paragraphs can use fewer words. It may
require a little more effort on your part, but the end result will be using less words to say the same thing
that was in the original.
Before: The pass, made by John, was the games highlight.
After: Johns pass was the games highlight.
By reordering fewer words were used.
Avoid using clichés. They are overused and don’t add anything.

KNOW YOUR AUDIENCE :

Knowing your audience is an important feature of good writing. The better you know your audience, the
more clearly you can communicate to them.
Let me improve on this idea. Think of your audience as a five-year-old child. 
To communicate with them effectively, write the way you would talk to a five-year-old. It won’t offend
them or insult their intelligence. Instead, it will allow them to process your message easily.

CLARITY:
Clarity means making your content easy to understand. If people can’t understand what you’re trying to
say, then your content is not useful.
On the other hand, if you can produce sharp, clear, intelligent, and easy-to-understand content, it
become much easier for people to see the value in it. They'll want to keep reading. 

COPLETENESS:

The communication must be complete. It should convey all facts required by the audience. The sender
of the message must take into consideration the receiver’s mind set and convey the message
accordingly. 

HOW TO MAKE AN EFFECTIVE PRESENTATION?

PRESENTATION:

A presentation is a formal talk to one or more people that "presents" ideas or information in a clear,
structured way. People are sometimes afraid of speaking in public, but if you follow a few simple rules,
giving a presentation is actually very easy.

Thesingle most important aspect of communications the ability to speak, to talk and to present 

convincingly to the audience. The growing needs of all organizations

and institutions spell the necessity of sharing ideas, thoughts and 
concepts. The only method through which this can be achieved is by communicating 
and presenting your ideas.

TYPES OF SPEECH:

Some types of presentation or speeches are given below.

The Impromptu Speech :-

A speech done or said without earlier planning or preparation. IN this method try to focus on a single
idea , carefully relating all significant details to it.
The Memorized Speech:-It is written out , word for word , and committed to memory. This type of
speech is good for drama, speeches in a Shakespearean play but not suitable for general purposes.
There are some steps which make the presentation effective .

The Read Speech:-It is also like the memorized one but in this method, a reader reads from a
manuscript. For examples President Speech.

Extemporaneous Speech :

The Extemporaneous Speech:-Representing a middle course between the memorized, read and the
impromptu speech ,the extemporaneous speech requires careful planning and a good outline.For
example book writing.
PRINCIPLES OF EFFECTIVE WRITING PRESENTATION

METHOD OF PRESENTATION:
The most important thing is the selection of method for presenting your speech. Your choice should be
based on several criteria: like Type of speaking occasion The seriousness and purpose of your speech
Audience analysis .Your own weaknesses and strengths as a speaker

COMMITMENT:

We must be committed and convinced about what we are saying or want to put 
across. Theconviction is what gets expressed and that is what helps us put our point across effectively
PREPARATION :
Preparation is everything. All presentations have a common objective. People give presentations
because they want to communicate in order to: inform , train , persuade , sell

PRACTICE:
An important component of effective presentation delivery is practice.As Dale Carnegie quoted that
"Great speakers aren’t born, they are trained.” So The more you practice, the more confident you will be
with your content, organization, and delivery methods.
Presenting is a Skill Developed through experience and training. By CA Minal Agarwal
AUDIENCE ANALYSIS:

This is also a preparatory stage. We need to answer 4 basic questions while analyzing ouraudience. They 
are
WHAT do THEY want?
WHAT do I want to achieve?
WHO are they?
WILL they relate to my humour?

 Good public speakers are in tune with their audience. Public speaking is more than standing in front of a
group and talking. -Acknowledge your audience right away and begin talking as soon as all eyes are on
you. -If you need to set up equipment, converse with your audience at the same time to keep their
attention. -Make eye contact and watch for communication from the audience. Smiles and nodding are
good; fidgeting (make uneasy movements or move restlessly) or confused looks may mean that you
need to adjust what you are doing.

ORGANIZATION OF THOUGHTS:
 We can organize our thoughts by chalking out a plan, thinking of the time we have on hand andhow we 
are going to manage that time. The objective of the presentation 
should be clear while we are making the presentation and we should never lose 
focus of that. We should have as muchknowledge about the subject as that would make us ready for the 
questions that follow. Whileorganizing our thoughts also we 
should stress on the points that we want to put across

BODY LANGUAGE :
It is important to consider your body language and the message that it conveys. In general, you should
practice standing with a relaxed upright posture. Your hands should be at your sides or clasped in front
of you, unless you are making a gesture to emphasize a point. -Become aware of your facial expressions
as well; they should match the message you are delivering.

DELIVERY:
Delivery' refers to the way in which you actually deliver or perform or give your presentation. Try to
speak slowly and calmly. Build a warm and friendly relationship with your audience. Enthusiasm is
contagious. Avoid any repetitive and irritating gestures. Avoid cultural misunderstanding. Vary your
voice - speed, intonation, volume. Keep the information on each visual aid to a minimum
LANGUAGE MATTERS:
The language of presentations is different from the language that is used in publications or course
books. The language used in books was meant for reading, so the sentences are rather complex and
long, with lots of technical words. However, when we talk to someone we try to tell things in a simple
and understandable way. The same goes for presentations. You should make your language as simple
and clear as you can. This means that you cannot use the same text as you used in your reports but
rather “adapt” and simplify the text, to make it easier for your audience to follow you.
Make your sentences short and simple. Apply the KISS principle: Keep it Simple Stupid. Use active verbs
instead of passive verbs. Active verbs are much easier to understand
FACIAL EXPRESSIONS

are meaningful visible symbols of speech. This reflects thespeaker’s thinking and emotional attitudes•

Two Principles
A.manifest facial expression naturally by freeing yourself of inhibition
B.avoid planning or rehearsing facial expressionsin advance for they should be directed by themeaning o
f the words being conveyed

CONCLUSION:
Your conclusion is another important stage in your presentation. You can use it to remind your audience
of your main points, draw these points to a stimulating conclusion and leave your audience with a
lasting impression of the quality of your presentation.