ASSIGNMENT

Course: English for Professional Purposes

Submitted by

Name: Shayla Akter

ID: 1914 2210 31

Date: 23th November 2020

Department of English
University of Information Technology & Science
Define communication. Explain the cycle of communication with example.
Communication:
Communication is a Latin word which means ‘to share’. It is the sharing of
information between different individuals. It includes the sharing of ideas,
concepts, imaginations, behaviours and written content. Communication is simply
defined as the transfer of information from one place to another. This transfer of
information can be conducted in different ways.

Communication Cycle:
Communication is one of the most vital elements of society. People need people,
and to interact, it's essential they be able to convey messages and understand each
other. The communication cycle expresses how the system of conveying and
understanding messages operates.

Different depictions of the cycle may include slightly different steps and
descriptions, but most agree on the basic elements:

 Sender: the person or entity originating the communication

 Message: the information that the sender wishes to convey
 Encoding: how the sender chooses to bring the message into a form
appropriate for sending
 Channel: the means by which the message is sent
 Receiver: the person or entity to whom the message is sent
 Decoding: how the receiver interprets and understands the message
 Feedback: the receiver's response to the message

Assume an employee wants to resign. The employee is the sender; the process of

writing the resignation letter in the English language (it can be in any appropriate
language) is encoding; the final finished resignation letter is the message, the
employee’s immediate boss, to whom the resignation letter is addressed, is the
receiver. Decoding would consist of the boss reading the letter and understanding
the employee’s desire to leave. The boss accepting the resignation and permitting
the employee to leave on good terms would be considered positive feedback.

Discuss the major objectives of communication.

1. Information 2. Advice
3. Order 4. Suggestion

5. Persuation 6. Education

7. Warning 8. Raising Morale

9. Motivation

Introduction:

The main purpose of all communication in an organization is the general welfare of

the organization. Effective communication is needed at all stages in order to ensure
this welfare. At the planning stage, information is needed on the various aspects of
the enterprise, the feasibility of a project been undertaken, finances involved,
manpower required, marketing conditions, publicity campaigns etc. At the
execution stage orders are issuedto the employees to start work, the workers
associated with the project are constantly motivited and and kept involved, a sense
of discipiline is cultivated among them and their moral is kept high. All these
requires constant two way communication between the managers and the
employees

Information:

Information is one of the most important objective of communication is passing or

receiving information about a particular fact or circumstance. It can be doneeither
through spoken or written language or by using any other system of signs or signal.

Advice:

Giving advice is another important object of communication. Information is always

factual and objective. But Advice, since it involves personal openions, is likely to
be subjective. Information is neutral in itself. When it is offered to a person, he
may use it as he likes. But advice is given to him either to influence his openion or
his behaviour. It may prove helpful, but it may also lead to disaster.

Order:
Order is an authoritative comuunication. It is a directive to somebody, always a
subordinate, to do something, to modify or alter the course of something he is
already doing, or not to do something. Whatever be the nature and size of
organization, orders are absolutely nesessary for it. The downword flow of
information is dominated by orders.

Suggestion:

It would be wrong to presume that the best ideas on a subject come only from the
supervisory stuff of the directors. The lowest stuff, in fact being actually in touch
with the operative aspect, is capable of giving some positive suggestions on
procedural and operational aspect. So giving and accespting suggestion is a highly
desirable activity. Suggestion enjoys one great advantage over other means of
communication like advise or order. Advice comes from an expert; order comes
from a higher authority. Excepting or rejecting a suggestion is at his descretion, so
a suggestion is usually wellcome.

Persuation:

Persuation may be defined as an effort ‘to infulence the attitude, feelings or beliefs
of others, or to influence actions based on those attitudes, feelings, or beliefs.’
Buyers have often to be pursuated to buy a particular article available with the
seller in place of the one they actually wanted to buy. In the office or the factory,
the lazy, the incompetent and the disgruntled workers have to be pursuated to do
their work. Human nature is not amenable to repression. Whenever force is applied
to command a particular action, it breeds resentment and indignation. It is better to
use pursuation than compalsion. In order to be successful, pursuation has to be
indirect and suggestive.

Education:

Education is a very conscious process of communication. It involves both teaching

and learning and extends over considerably long periods. The main purpose of
education is to widen knowledge as well as to improve skills.

Warning:
If employees do not abide by the norms of organizations, it may become necessary
to warn them. Tardiness, negligence, defiance, temparing with the records,
mishandling equipments, lack of regularity, punctuality, gossipping, spreading
rumors, misleading new employees are some of the actions that called for a
warning. Warning is a forceful mean of communication, for it demands immidiate
action. But in order to retain its effectiveness, it should be used sparingly and
discretely.

Raising Morale:

Morale stands for mental health. It is the sum of several qualities like courage,
attitude, resolution and confidence. It acts a kind of lubricant among people, binds
them with a sense of togethernbess and impels them to work in cooperation with
one another in best interest of their organization.

Motivation:

Motivation energizes and activates a person and channelizes his behaviour towards
the attainment of ddesired goals. In order and pursuation, the communicator enjoys
an upper hand. But in motivation, he keeps himself in the background. He does not
order the employees to work; he motivates them so that they work willingly and
eagerly. An office or factory that enjoys the support of motivated workers shows
much better results than another office or factory in which workers are commanded
to work. Offering monetary incentives is perhaps the most effective form of
motivation. Besides money, factors like job satisfation, prestige, a sense of
belonging to a great organization can also induce workers to work sincerely.

Oral communication vs written communication

Definition of Oral Communication

Oral Communication is the process of conveying or receiving messages with the

use of spoken words. This mode of communication is highly used across the world
because of rapid transmission of information and prompt reply.

Oral communication can either be in the form of direct conversation between two
or more persons like face to face communication, lectures, meetings, seminars,
group discussion, conferences, etc. or indirect conversation, i.e. the form of
communication in which a medium is used for interchange of information like
telephonic conversation, video call, voice call, etc.

The best thing about this mode of communication is that the parties to
communication, i.e. sender or receiver, can notice nonverbal cues like the body
language, facial expression, tone of voice and pitch, etc. This makes the
communication between the parties more effective. However, this mode is backed
with some limitation like the words once spoken can never be taken back.

Definition of Written Communication

The communication in which the message is transmitted in written or printed form

is known as Written Communication. It is the most reliable mode of
communication, and it is highly preferred in the business world because of its
formal and sophisticated nature. The various channels of written communication
are letters, e-mails, journals, magazines, newspapers, text messages, reports, etc.
There are a number of advantages of written communication which are as under:

 Referring the message in the future will be easy.

 Before transmitting the message, one can revise or rewrite it in an organised
way.
 The chances of misinterpretation of message are very less because the words
are carefully chosen.
 The communication is planned.
 Legal evidence is available due to the safekeeping of records.

But as we all know that everything has two aspects, same is the case with written
communication as the communication is a time consuming one. Moreover, the
sender will never know that the receiver has read the message or not. The sender
has to wait for the responses of the receiver. A lot of paperwork is there, in this
mode of communication.

Key Differences Between Oral Communication and Written Communication

The following are the major differences between oral communication and written
communication:

 The type of communication in which the sender transmits information to the

receiver through verbally speaking the message. The communication mode,
which uses written or printed text for exchanging the information is known
as Written Communication.
 The pre-condition in written communication is that the participants must be
literate whereas there is no such condition in case of oral communication.
 Proper records are there in Written Communication, which is just opposite in
the case of Oral Communication.
 Oral Communication is faster than Written Communication.
 The words once uttered cannot be reversed in the case of Oral
Communication. On the other hand, editing of the original message is
possible in Written Communication.
 Misinterpretation of the message is possible in Oral Communication but not
in Written Communication.
 In oral communication, instant feedback is received from the recipient which
is not possible in Written Communication.

Conclusion

Oral Communication is an informal one which is normally used in personal

conversations, group talks, etc. Written Communication is formal
communication, which is used in schools, colleges, business world, etc.
Choosing between the two communication mode is a tough task because both
are good at their places. People normally use the oral mode of communication
because it is convenient and less time-consuming. However, people normally
believe in the written text more than what they hear that is why written
communication is considered as the reliable method of communication.