Academic and Technical Writing

Lesson-1

Introduction to Communication

What is Communication?

The term communication has been derived from the Latin word ‘Communis’ that means common.
Thus communication means to develop commonness and mutual understanding through
interaction. So far as the term communication is concerned, it has been defined in different ways.
We analyze a few definitions of communication here:

According to Keith Davis, Communication is “the process by which information is exchanged

between individuals through a common system of symbols, signs or behavior”.

Oxford English Dictionary defines communication as “it is imparting, conveying or exchange of

ideas, knowledge, etc. (whether by speech, writing or signs).

Gregory Terry says, “Communication is an exchange of facts, ideas, opinions or emotions

between two or more persons”.

While keeping in view the above given and many other definitions, we may define communication
as “the process of exchanging ideas, conveying thoughts and sharing information by using
different ways”.

In order to transfer an idea, we must use symbols (words, Signs, pictures, sounds) which stand for
the idea. The symbols must be understood by the person or persons with whom we intend to
communicate. Both must assign the same meaning to the symbols used; otherwise, there is
miscommunication. Unless there is a common understanding of the symbols, it is not possible to
communicate.

The word communication is used in common talk, usually, to mean speaking or writing, or sending
a message to another person. Communication is much more than that. It involves ensuring that
your message has reached the target audience, (that is, the persons to whom it is sent) and that the
receiver understands and responds as you want them to. It also involves ensuring that you yourself
are able to understand, interpret, and respond to messages that you receive.

Formal and Informal Communication

The style of the text differs according to its purpose as it can either be formal or informal. Before
you start writing your paper, you need to consider your readers by asking the questions of “Who
is going to read my paper?” and “What is their aim in reading it?”. Such as academic papers are
regarded as formal pieces of writing and their aim is informing readers rather than entertaining
them.
To decide the right level of formality, you are expected to consider two issues. These are your
purpose in writing the paper and your readers. A careful analysis of these two will give you an
idea about the formality of your paper.

In this respect, thinking about a sliding scale which measures your paper’s level of formality might
be useful. Then, by examining your purpose and readers, you can decide the appropriate formality
level as presented in Figure 1.

Characteristics of Informal Style of Writing

Informal language can be regarded as spoken language. As one can expect, speakers feel relaxed
specifically about grammatical rules when they talk to other people. Therefore, spoken language
is regarded as relatively less complex in comparison to written language. Like spoken language,
informal writing also reflects such relaxation. For example, the use of personal style, colloquial
English, and short forms can be considered as the unique characteristics of informal writing.
Remember that when you use an informal style, it is easier for you to persuade your readers.

Characteristics of Formal Style of Writing

Usually, formal language is regarded to be the written one. The use of impersonal style and non-
colloquial English are the two characteristics of formal writing. Besides, formal writing does not
allow the author to use short forms. However, if short forms are in quotations; then, they are
acceptable. Moreover, formal writing requires the use of passive voice and complex sentences in
well-developed paragraphs. It should be noted that your text should not become incomprehensible
because of the complex sentences involved in it. Although your paper needs to seem sophisticated,
it also needs to remain comprehensible.

Use of Passive voice

In formal writings, the author aims to focus on the issue rather than himself/herself, it is
therefore necessary not to focus on who is doing the action, but on who is experiencing it.
Then, authors have an intention of using the passive voice in formal writing since it allows
them to do this.
 Use of objective language

Objective language is free of bias. Apart from avoiding focusing on the author, you should
also avoid the use of judgmental and emotive language and extreme adjectives in your
formal writing.

Avoid using contraction

In formal writing, you must not use contractions; instead, use full forms. Some examples
of contractions along with their full forms are given below:

Contraction Full Form

aren’t are not
there’s there is/ there has
can’t can not
let’s let us
who’s who is

Avoid using slang

Slang refers to informal and non-standard words, phrases, and expressions that are
commonly used in a particular social group or culture. Slang often evolves from a group's
shared experiences, cultural references, and subcultural identities. It can also be used to
establish a sense of belonging or to communicate a specific message or attitude.

Some Slangs and their meanings:

• salty – jealous
• nuts – crazy
• flaky – unreliable
• chill – relax
• cuppa – a cup of tea
• chuffed – delighted, happy
• lollies – sweets
• yup _ yes
• TBF_ To be frank
• LOL_ Laugh out loud

Use of formal words

While professional writing, you are expected to use formal words. As formal words are single
words, not multi-words, you should avoid using phrasal verbs and colloquialisms. Also, formal
words are longer than informal ones. You can check formal and informal equivalences of
words in dictionaries. Consider the following sets of samples:
 Sample Informal Formal Equivalences
Informal Formal
point out indicate
find out reveal
help assist
understand comprehend
show demonstrate
so therefore
complete whole
Talk about discuss
Tell you Inform you
Chance opportunity
Let permit
Give provide
Need require

Business Communication

The term business communication is used for all messages that we send and receive for official
purposes like running a business, managing an organization, conducting the formal affairs of a
voluntary organization, and so on. Business communication is marked by formality as against
personal and social communication.

It includes both written and oral communication. Letters, reports, memos, and notices are all formal
and part of commercial and business activity; so are interviews, meetings, conferences,
presentations, and negotiations. Some of these are more formal than others; a group discussion
would be less formal than a company meeting; a letter is less formal than a report.

Friendly chatting, letters between friends and family, reciting poetry for one's own pleasure, or
telling stories to entertain friends, are not included in business communication.

The study of communication and efforts to develop skills of communication are needed because
communication is absolutely necessary for business. And there is no one who does not have to
engage in some kind of business activity. Persons in all professions need to cultivate skills as
needed for their work. Doctors, engineers, chartered accountants, actors and others in the
entertainment industry, managers of all kinds of organizations, educators, besides persons engaged
in business enterprises have to engage daily in some kind of business communication.

Role of Communication in Business

The importance of communication can be gauged from the fact that we are communicating in some
form or other almost every moment of our lives. Whether we are working, talking, playing, sitting,
or sleeping, a message is being formulated and transmitted. Communication is inevitable for any
organization. Communication is essential for life in general but in business settings, it is critical.
Communication is more than just a matter of speaking and hearing, especially within a business
setting. Communication skills are increasingly necessary for businesses and business people to
succeed. People have to communicate to plan, produce, hire, train, and motivate workers in
organizations. The success of every organization depends on good communication skills.

Let’s discuss the importance of communication under different headings.

Lifeblood of an Organization

Murphy regards communication as the lifeblood of an organization. He opines that the internal and
external flow of communication functions as a soul in the body of an organization. From the top
management to the lower staff and from the internal terminals to the external world, organizations
require an effective network of communication.

For Effective Management

Communication is a key to effective management. Management needs to communicate policies,

objectives, orders, and instructions so that all the employees may understand them. All managerial
problems stem from ineffective communication.

Building Good Relations

Communication establishes good relations between the senior and the junior, between the
management and the workers, between the employers and the employees, and between the sellers
and the customers. Good relations help in building goodwill, promoting business, and developing
understanding inside or outside of an organization. We may say that the quality of a relationship
revolves around the nature of communication.

To Increase Productivity

Effective communication helps a lot in increasing productivity. Employees can be better motivated
and encouraged by it. Outside of an organization communication is vital to satisfy and win the
customers. All these things directly affect the production rate of a company. In this respect,
business firms send information about their goods and services to consumers and customers.

For Smooth Functioning

The business of an organization is run on the interchange of information, plans, ideas, proposals,
use of data, and conducting meetings and discussions which are all different forms of
communication. We may say that without communication, no organization can function properly.

For Decision Making

What to do and what not to do? This question may confuse a manager while working in an
organization. Communication helps in decision-making. A good manager always prefers to listen
to others when he finds himself in a position where he cannot take any decision alone. When a
decision is made in the light of the comments and opinions, it will be accepted by everyone.
Therefore, both the activities of decision-making and its implementation need an effective flow of
communication.

Summing up, we may say that the success of an organization is built upon effective
communication. Effective communication is the lifeblood of every organization and a key to
success in our business careers and our personal life.

Objectives of Communication

→ Building Awareness.
→ Providing Information or Educating.
→ Creating Interest.
→ Motivating People/Audiences.
→ Promoting the brand, product, or service.
→ Organizing Resources.
→ Offering better Coordination.
→ Increasing Efficiency

Process of Communication

In order to analyze the activity of communication, we must know the process and the elements
involved in the process of communication.

Elements/components of Communication

Six fundamental elements of communication are:

I- Context II- Sender (Encoder)

III- Message IV- Medium

V- Receiver (Decoder) VI- Feedback

1. Context

Context may well be called any specific setting that works as a stimulus and rouses a person to
take an action. Context plays a very vital role in how a message is encoded and decoded. The same
message may have a quite different meaning depending on the situation (tick in Japan). Whether
we communicate orally or in written form, every message begins with context. The stimulus may
be internal or external.
2. Sender / Encoder

A person who starts or initiates the process of communication is normally referred to as the sender.
From his data bank, he selects ideas, encodes and finally transmits them to the receiver. The entire
burden of communication rests upon the sender or encoder. His choice of words and images, and
the combination of the two is what makes the receiver listens carefully. The sender should also
decide first what specific outcomes he wants from communication. This will help you to choose
the appropriate language.

The External Stimuli

Outer sources urge you to communicate. External stimuli may include a letter, a memo, a telephone
call, etc. Some external factors make the sender start communication and function as stimuli.

The Internal Stimuli

The internal stimulus includes the sender’s own idea, observation, thought, urge, experience, etc.
The most important thing is to understand and analyze the receiver’s needs, culture and attitude.
In order to make message effective, all these aspects of context must be understood. Internal
Stimuli include; Your opinion, attitude, likes, dislikes, emotions, experience, education and
confidence.

3. Message:

The message is the encoded idea that is transmitted by the sender to the receiver. The formulation
of the message is very important because

an incorrect patterning can turn the receiver hostile or make him lose interest. At this very stage,
the sender has to be extremely cautious.

No message can achieve its goals unless it has unity of thoughts, simple language, consistency in
expression, and emphasis on the main point. The message may be oral or written. The sender must
be very much clear about his message and its contents. The sender must design his message in
view of the receiver.

4. Medium:

Another important element of communication is the medium or channel. It could be oral, written
or non-verbal. Prior to the composition of the message, the medium should be decided. For
example, in oral communication one can afford to be a little informal but in written
communication, all rules of communication need to be observed. We may say that each medium
follows its own set of rules and regulations. The medium chosen for communicating any message
will depend on various factors such as cost, urgency, confidentiality and influence.

Written media used inside an organization may be memos, letters, fax, etc. Oral communication
within an organization may take place in the form of meetings, presentations, interviews etc.
External written and oral communication may be reports, letters, group presentations,
teleconferences, advertisements in newspapers, commercials on T.V etc.

5. Receiver / Decoder

The person who receives the message sent by the sender is called the receiver. The receiver
attempts to decode the message that is why he may be called the decoder. If the goal of the sender
is envisioned (Planned) as similar to his own, the listener becomes more receptive. For the
decoding of the message is done in almost the same terms as were indicated by the sender.

The receiver must consider carefully the tone used in the message so that the correct message is
received. He should also give attention to every message that deserves.

6. Feedback

This is the most important element of communication. Effective communication takes place only
when there is feedback. The errors and flaws that abound in business situations are a result of lack
of communication.

Feedback can be oral or written, in action or silence depending upon the situation or the choice of
the receiver. We may say that it is the part of communication that completes the entire loop. A
good strategy for giving feedback is to follow the following steps:

1. Read or listen to what the sender is trying to communicate.

2. Repeat the crux of the message to ensure that your intention has been rightly understood.
One-way and Two-way Communication Process Models

The following figure shows the steps in the one-way process of communication in a linear form.

This one-way routine is only a part of the communication process. For the communication to be
complete, the sender must know whether the receiver has got the message, understood it in the
way it was intended and has received it well. The sender can find out this only by getting a chance
to note the reaction and response of the receiver. The response may be in words (spoken or written),
signs, or behavior, both conscious and unconscious. The response or return message is feedback.
When the feedback is got by the sender, one cycle of communication is complete. This may be
represented roughly by the following diagram.