B. SC-M.

SC Forensic Science

Semester 1

Raina Riya Ram

101FSBSMS2122045

rainaram01@gmail.com

Communication Skills

Assignment 1

1. The Oxford defines communication as the imparting or the exchange of information by

speaking, writing, or using some other medium. Koontz and Weihrich defined communication
as the transfer of information from a sender to a receiver, with the information being understood
by the receiver. Newman and Summer defined it as an exchange of facts, ideas, opinions, or
emotions by two or more people. In my words, I understand communication as anything
particularly a message where a sender sends and the receiver receives that and responds to it.
Communication skills are vital to success in in the personal life and engineering career. Poorly
delivered messages can turn into misunderstanding, frustration, or even a disaster. Both written
and verbal communication skills are of the utmost importance in business, especially in
engineering. Communication skills boost you or your teams’ performance because they provide
clear information and expectations to help manage and deliver excellent work.
2. The first important characteristic of communication is that there must be a minimum number of
two persons because no single individual can have an exchange of ideas with himself. A listener
is necessary to receive one’s ideas. Therefore, there must be at least two persons-the sender of
information and the receiver. Secondly, communication cannot be thought of in the absence of
exchange of ideas. In order to complete the process of communication there must be an
exchange of ideas, orders, feelings, etc., among two or more than two persons. Mutual
understanding means that the receiver should receive the information in the same spirit with
which it is being given. In the process of communication, it is more important to understand the
information rather than carry it out. It is not necessary in communication that the receiver and
giver of information should be face-to-face with each other. Communication can be both direct
and indirect. Direct communication means face-to-face conversation, while indirect
communication is through other means. Communication is goal oriented whereby unless the
receiver and the sender know the purpose, they intend to achieve through communication.
3. Communication is a cyclic process that starts with the sender and ends with the sender in the
form of feedback.
 SENDER

A sender is basically a person who starts the communication by transmitting or sending a message.
The sender is the initiator of the message that needs to be transmitted.

MESSAGE

The message is the main subject of communication. Without a message the whole communication is
meaningless. A message contains a thought, idea, picture, symbol, report, or order to gestures and
postures. The message is considered the heart of the communication. A message can be verbal
(written and spoken) or non-verbal (pictorial, symbolic, or gestures).

ENCODING

Encoding is putting the targeted message (verbal or non-verbal, depending upon the situation, time,
space and nature of the message to be sent) into an appropriate medium. Encoding is the most
important step in the communication process. A wrong and inappropriate encoding may change the
true intent of the communication.

CHANNEL

Channel refers to the mode the message flows or is transmitted through. The message is transmitted
over a channel that links the receiver with the sender. The message may be written or oral and it may
be transmitted through a computer, a cell phone, telephone, television, or a memorandum.

RECEIVER
The receiver is the person, group, or community for who the message is meant. He or she may be a
reader, viewer, or listener. The receiver needs to comprehend the message sent in the best possible
manner such that the true intent of the communication is attained, any negligence on the behalf of the
receiver may make the communication useless.

DECODING

Decoding is converting the sent message into intelligible language is called decoding. Generally, it
means comprehending the message. After receiving the message, the receiver interprets it and tries to
understand it in the best possible manner.

FEEDBACK

Feedback is the ultimate aspect of communication. It is the response of the receiver to get the
message sent by the sender. Feedback is necessary to ensure that the message has been successfully
encoded, sent, and decoded. It is the key to making communication effective and purposeful.

4.
• Downward Communication- Communication which flows from a top level to a low level in an
organisation is known as downward communication. This flow of communication is used by the
managers to convey work-related information to the employees at lower levels.
• Upward Communication- Flow of Communication which flows to a higher level in a company is
known as upward communication. It gives feedback on how well the company is working. The
subordinates use upward communication to express their performances and problems to their
superiors. The subordinates also use upward communication to tell how well they have
understood the downward communication. It can also be used by the employees to share their
ideas and opinions and also to take part in the process of decision-making
• Horizontal Communication- In an organisation, the communication which occurs at same levels
of hierarchy is known as lateral communication, that is, communication between managers,
between peers at same levels or between any horizontally equivalent organisational members.
• Diagonal Communication-The diagonal flow of communication concerns to communication
between managers and employees situated at diverse functional divisions. In other words, it takes
 place when communication occurs among employees in a diverse unit of the organisation and
where one of the employees involved is on a higher level in the organisation.
• Grapevine Communication- is a form of informal communications in business that develops
within an organisation. Large organisations, where there are many people who are working
closely, create certain unofficial or informal communication channels. These channels exist with
or without authorised patronage.
5. Professional communication refers to the various forms of speaking, listening, writing, and
responding carried out both in and beyond the workplace, whether in person or electronically.
From meetings and presentations to memos and emails to marketing materials and annual
reports, in business communication. Some important principles of professional communication
include the identification of purpose, use of error free language, more reading to enhance
writing, practice of brevity, avoid sending after hours (chronemics), re-check or proof read
before presenting or sending, listen actively, familiarize with different channels of
communication, be current (content, format, medium) and make sure that the content is both
relevant and of high quality.
6. Interpersonal communication is a two-way communication with active negotiation of meaning
among individuals. It is spontaneous, usually involves exchange of information and its
meaningful. Participants observe and monitor one another to see how their meanings and
intentions are being communicated and make adjustments and clarifications accordingly.
Includes speaking and listening (conversation), reading and writing (text messages, messages on
social media, letters). Interpretive communication is a one-way communication with no recourse
to the active negotiation of meaning with the writer, speaker, or producer. Reader, listener or
viewer interprets what the author, speaker, or producer wants the receiver of the message to
understand. Interpretation differs from comprehension and translation in that it applies the
ability to read, listen or view “between the lines”, including understanding from within the
cultural mindset or perspective. Reading of authentic texts (websites, stories and other literature,
articles, signs), listening to authentic texts (speeches, messages, songs, radio news, ads).
Viewing of authentic materials (videos, movies, presentations, TV shows, commercials, news,
plays). Presentational communication is a one-way communication intended for an audience of
readers, listeners, or viewers. Presentation of information; not exchange and no direct
opportunity for the active negotiation of meaning exists to ensure the intended audience is
successful in its interpretation, the “presenter” needs knowledge of the audience’s language and
culture. Writing (messages, articles, advertisements, flyers, brochures, short stories, reports,
scripts, Power Point presentations); Speaking (telling a story, giving a speech, TV or radio news,
drama presentations including skits, presentation to jury.
7. Single Strand Network: the information flows from one person to the next person in the
network. Such as, one person will give information to another person who will communicate it
 to the next person and similarly the third person will also communicate the same message to the
next person in the network and so on. This type of chain is less reliable and accurate to pass on
the message. Here, the communication process is linear.

Gossip Chain Network: there is an individual who tells the message to all other members in the
network directly. He is generally the central person who seeks out and transmit information to all
that he has obtained. Here, every person in the network communicates with each other informally.
This network is often used when the subject matter is unrelated to the nature of the job.

Probability Chain Network: the information passes randomly from persons to persons. Such as,
there is an individual who acts as a source of message selects any person randomly in his network to
communicate the message. That second person will again, select another person randomly and passes
on the message to him, likewise the communication flows to different people chosen randomly. Here,
the source of information for each member of the network is different. This communication pattern is
used when the information is interesting, but not significant.

Cluster Chain Network: In the cluster chain network, there is an individual who, acts as a source of
a message, transmits information to the pre-selected group of individuals out of whom few individuals
again tell the same message to other selected group of individuals. Likewise, the chain continues, and
the message reaches to all in the network.
8.
Formal Communication
Formal communication is defined as the
communication which takes place through
formal/ official routes and channels.
There are rigid rules and regulations in formal
communication.
The other name of formal communication
is 'official communication.'
There is more reliability of the information in
formal communication.
The process of formal communication is slow
Secrecy is maintained in formal
communication.
Informal Communication
On the other hand, informal communication is
defined as the communication which takes
place unofficially between two or more
people.
There are no rigid rules or regulations in
informal communication.
The other name of informal communication
is 'grapevine communication.'
There is less reliability of the information.
The process of informal communication is
rapid.
Secrecy is not maintained in informal
communication.