Communications

The imparting or
exchanging of
information by speaking,
writing, or using some
other medium

Why is
Communication
so important for
an engineer ?
•Proper set of communication skills became a
basic need in the current world .
•There are multiple reasons for this scenario
to have occurred.
•Lets look into a few .....

6
Important reasons for a need of effective communication
1. Builds and maintains relationships.
2.Facilitates innovation
3.Builds an effective team
4.Managing employees
5.Contributes to growth of the company
6.Ensures transparency

WAYS OF COMMUNICATION
 Intra personal
 Inter personal
 Group
 Personal
 Mass Communication
The ways of communication are essentially classified into 5 types

Intrapersonal Communication
• The type of communication
a person has with himself,
thus the prefix “intra-”
which means within.
• Just as we continuously
keep talking with in
ourselves.

Interpersonal Communication
• Interpersonal
communication takes place
between two people.
• This type of communication
varies depending on the
relationship between the
two individuals.

Group Communication
• Group communication
occurs when three or
more individuals, who
have a common goal,
interact either formally
or informally.

Public Communication
• Public communication takes place when one or
more individuals communicate with a large
group in a more “one-directional” approach.

Mass Communication
• Mass communication occurs when extremely
large groups receive information, like a
television audience watching a news broadcast,
as well as the intermittent commercial
advertising.

TYPES OF COMMUNICATION
The types of communication are essentially classified into 4 types
 Verbal
 Non verbal
 Formal
 Informal

VERBAL COMMUNICATION
Communication can be done by word of mouth and a piece of writing.

NON VERBAL COMMUNICATION
Communication with word less messages.

FORMAL COMMUNICATION
Communication with certain rules, conventions and principles.

INFORMAL COMMUNICATION
Communication with casual talks and face to face discussions.

LEVELS OF COMMUNICATION
Social
 Mental
 Emotional
 Spiritual
The levels of communication are essentially classified into 4 types

FLOW OF COMMUNICATION
 Flow in formal communication
 Flow in informal communication

FLOW IN INFORMAL COMMUNICATION
Ways of internal communication: Among the various ways of
internal communication within organization are memos, reports,
meetings, face to face discussions teleconferences and electronic mail
etc.
 Ways of External communication: includes letters, proposals,
telephone call, pamphlets and annual reports.

COMMUNICATION NETWORKS
 Vertical
 Circuit
 Chain
 Wheel
 Star

VERTICAL COMMUNICATION NETWORK

Elements of Communication
• The speaker—the sender, the encoder, or
source of the message.
• Encoding—the process of putting ideas into
symbols to carry a message.
• Message—ideas communicated verbally and
nonverbally.
• Listener—the receiver or decoder of the
message
• Decoding—the process of attaching meanings
to symbols received.

Barriers Of Communication
There are many barriers to communication and these may occur
at any stage in the communication process.
 Barriers may lead to your message becoming distorted and you
therefore risk wasting both time and/or money by causing
confusion and misunderstanding.
Effective communication involves overcoming these barriers
and conveying a clear and concise message.

Common Barriers to Effective Communication
The use of jargon.
Emotional barriers.
Lack of attention, interest, distractions, or irrelevance
to the receiver.
Differences in perception and viewpoint.
Physical disabilities such as hearing problems or
speech difficulties.

Language differences and the difficulty in understanding
unfamiliar accents.
Expectations and prejudices which may lead to false
assumptions.
Cultural differences.

Noise In Communication
Environmental Noise : Loud noises like speakers.
Physiological-Impairment Noise :Due to listeners physical
conditions like deafness etc..
Semantic Noise: Difference in interpretation of meaning of same
words between speaker and receiver.
Syntactical Noise : Due to grammatical errors.
Psychological Noise: Due to difference in attitude.
Noise is an obstacle that can get in between any
two stages of the communication flow.

How to overcome the barriers of communication.
There are multiple ways to overcome the Barriers of communication.
Understand others see things differently to you
Get feedback from the receiver
As often as possible, speak face-to-face
Use language that fits the audience
Use the right communication channel.
Have integrity and honesty in your communications.
Make it easy for others to listen to you.

•Listening is the ability to accurately receive and
interpret messages in the communication process.
•Listening is key to all effective communication,
without the ability to listen effectively messages are
easily misunderstood .
•If there is one communication skill you should aim to
master then listening is it.
LISTENING

Types of listeners
Time-oriented : These listeners don’t want the whole story; they
just want the facts that are pertinent. They want the information
to be clear and to the point.
Action-oriented: Action-oriented listeners are strictly focused
on the tasks. They focus first on what will be done, what actions
need to happen, and when and who will do them.
Content-oriented: Content-oriented listeners evaluate what they
hear carefully and prefer credible sources.
People-oriented: People-oriented listeners focus on the feelings
of other people and listen with relationships in mind.

General Listening
This is the most basic form of listening and does
not involve the understanding of the meaning of words or
phrases but merely the different sounds that are
produced.
Whenever you listen to learn something, you are
engaged in informational listening. This is true in many
day-to-day situations, in education and at work, when you
listen to the news, watch a documentary, when a friend tells
you a recipe or when you are talked-through a technical
problem with a computer
Information Listening

Intensive Listening is to focus a persons attention on
language form. The aim of IL activities is to raise the
learners’ awareness of how differences in sound, structure,
and lexical choice can affect meaning.
Intensive listening on the other hand involves more
detailed analysis of the language used or listening for
specific information
Intensive Listening

Steps For Effective Listening
Step 1: Face the speaker and maintain eye contact.
Step 2: Be attentive, but relaxed.
Step 3: Keep an open mind.
Step 4: Listen to the words and try to picture what
the speaker is saying.
Step 5: Don’t interrupt and don’t impose your “solutions.”
Step 6: Wait for the speaker to pause to ask clarifying questions.

Step 7: Ask questions only to ensure understanding.
Step 8: Try to feel what the speaker is feeling.
Step 9: Give the speaker regular feedback.

There are many things that get in the way of listening and a
listener should be aware of these barriers, many of which are bad
habits, in order to become a more effective listener.
Trying to listen to more than one conversation at a time
 Not being interested
Not focusing
Feeling unwell or tired
Identifying rather than empathising.
Commonly faced barriers
Barriers Of Effective Listening

Being biased
Making judgements
Preoccupation
Having a Closed Mind

Writing
The activity or
occupation of composing
text for publication or
any other purpose.

Literary Writing
Literary writing is a style of writing that is used in
creative and literary work; this is the style of writing
that is used in fiction. Examples for literary writing
includes poems, novels, short stories, dramas etc. The
most significant difference between literary writing and
other styles of writing is that the language used in
literary writing uses many literary figures.

POEM
“I wandered lonely as a cloud
That floats on high o’er vales and hills,
When all at once I saw a crowd,
A host, of golden daffodils;
Beside the lake, beneath the trees,
Fluttering and dancing in the breeze.”

Technical Writing
Technical writing is a style of writing used in
delivering technical information regarding a
particular subject. Here, the intended audience
should have a certain knowledge about the
subject in order to understand the technical
jargon and the meaning of the text. Technical
writing is the style of writing that is mostly
observed in Non-fiction.

Examples for technical writing include essays,
manuals, reports etc. This style of writing is
direct and simple. If we were to express the
idea conveyed in the above poem in technical
writing, we’d simply say. “The narrator was
walking alone, when he saw a patch of
daffodils near the lake.”

Technical Writing Literary Writing
•Technical writing is a process of
managing technical information in a
way that allow people to take
actions.
•Literary writing is a creating
innovative, creative work, such as
poems or novels, and compilations or
volumes of creative work.
•Written to inform, instruct
readers about a certain thing.
•Written to entertain, amuse readers.
•The language used in technical
writing is direct, factual, and
straightforward,
•The language used in literary writing
is creative, imaginative and uses literary
techniques like hyperbole,
personification, similes, metaphors, etc.
•Technical Writing appeals to the
mind.
•Literary Writing appeals to emotions.
Technical Writing Vs Literary Writing

Technical Writing Literary Writing
•Technical writing has technical
vocabulary, simple sentences,
impersonal, objective tone.
•Literary writing might
have complex sentence
structure and linguistic aspects
like dialects, ambiguity, etc.
•Technical writing is written
for those who
are knowledgeable about that
particular subject area.
•Literary writing is written for
general readers.

Letter Writing
A letter is a written message from one
party to another containing information
in the educational, business and
personal spheres.

Elements of a letter
1. Heading of the letter containing writer’s
address and date
2. Salutation or greeting
3. The message / body
4. Subscription or closing
5. Signature
6. Address of the recipient

Types Of Letters
1. Informal
2. Formal
3. Business
4. Demi - Official

Job Applications
When assessing an application for a job, recruiters want to know
two things:
1. Do you meet their criteria? This information lets them filter
candidates into a 'long list'. Make sure you check the job
description and prove that you match the requirements.
2. Do you stand out among the other applicants? This is what
helps recruiters make their shortlist for interview. If other
candidates have similar qualifications it may be your work
experience or extra-curricular activities that reveal your
employment potential.

Resume |Vs| Curriculum Vitae |Vs| Bio Data
RESUME
Resume is a French word meaning "summary".
A resume is ideally a summary of one's education, skills and
employment when applying for a new job.
A resume does not list out all details of a profile, but only some
specific skills customized to the target job profile.
It thus, is usually 1 or at the max 2 pages long. A resume is
usually written in the third person to give it an objective and formal
tone.

C.V. - CURRICULUM VITAE
Curriculum Vitae is a Latin word meaning "course of life".
It is more detailed than a resume, generally 2 to 3 pages, or even
longer as per the requirement.
 A C.V. lists out every skill, all the jobs and positions held,
degrees, professional affiliations the applicant has acquired, and
in chronological order. A C.V. is used to highlight the general
talent of the candidate rather than specific skills for a specific
position.

BIO-DATA
Bio Data is the short form for Biographical Data and is an
archaic terminology for Resume or C.V.
In a bio data, the focus is on personal particulars like date of
birth, gender, religion, race, nationality, residence, marital status,
and the like.
A chronological listing of education and experience comes after
that.

Job Application
1. A cover letter
2. A bio – data/resume/CV
3. Copies of relevant certificates
4. Transcripts of standardized test such as
GATE, TOFEL etc
5. Reference lists/Letters of recommendation

Report Writing
When writing reports, make your audience's job as easy as
possible. Use active verbs and short sentences and keep to the
point, just as you would in any other kind of writing.
Main stages of writing a report:
 Defining the purpose ·
 Investigating the topic ·
 Organising the report into sections ·
Numbering sections and paragraphs ·
Planning the writing ·
Revision .

1. Defining the purpose
This helps you to be clear about
-why you are writing·
-what to include·
-what to leave out, and
-who your readers are.
2. Investigating the topic
-How you do this depends on the topic and purpose.
-You may need to read, interview, experiment and observe.
-Get advice from someone more experienced if you need
to.

3. Organising the report into sections
• Your job is to make it easy for the readers to find the information
they want.
Reports can be set out in eight parts.
· Title or title page
· Contents list
· Abstract
· Introduction
· Discussion
· Summary and conclusions
· Recommendations
· Appendix

MIND MAPPING
Mind mapping is a different way of planning that suits some writing
better.
The idea is the same: by pouring out ideas at random, you can
concentrate on the content, and organise the material at leisure when
the ideas are set down.
There is no special magic to a mind map. Start by putting the topic
in a box in the middle of the page, then draw lines to branch out from
it with your main ideas.
It is easy to add new information and to make links between the
main ideas. Order and organisation will often take care of themselves.

6. REVISION
• Always read critically what you've written.
•If possible, leave it alone for a few days and then re-read it. Or
ask someone else to read it for you.
•Ask: 'Is this clear, concise and persuasive?' Be prepared to revise
your language and structure. You may even have to rewrite parts
that don't work.

TYPES OF REPORTS
Short report
Science report
Business report
Engineering report
Research report

Nonverbal communication between people
is communication through sending and receiving wordless clues.
Includes the use of visual cues such as body
language (kinesics), distance (proxemics) and physical
environments/appearance, of voice (paralanguage) and of touch
(haptics).It can also include chronemics (the use of time)
and oculesics (eye contact and the actions of looking while
talking and listening, frequency of glances, patterns of fixation,
pupil dilation, and blink rate).
Non Verbal Communication

Types Of Non Verbal Communication
Nonverbal communication is of many types. Lets look
into some of the significant types of it.
1. PROXEMICS
People often refer to their need for "personal space,"
which is also an important type of nonverbal communication.
The amount of distance we need and the amount of space we
perceive as belonging to us is influenced by a number of factors
including social norms, cultural expectations, situational factors,
personality characteristics, and level of familiarity

KINESIC COMMUNICATION
Kinesic communication is communicating by body
movement and is perhaps the most well-known non-verbal form
of communication, although it is not the only way to talk with
others without words.
Main types of kinesic communication are.
•Body posture
•Gestures
•Facial signals

Chronemics is the study of how time is used in
communication. Time can be used as a communication tool in
many ways, from punctuality, to expectations around waiting and
response time, to general principles around time management.
Chronemics has become an area of study primarily for
anthropologists, who look at cultural norms around the use of
time, and the way cultures can vary and converge around different
norms.
Chronemics

1. To boost your confidence, assume a power pose.
2. To increase participation, look like you’re listening.
3. To encourage collaboration, remove barriers.
4. To connect instantly with someone, shake hands.
5. To stimulate good feelings, smile.
6. To show agreement, mirror expressions and postures.
7. To improve your speech, use your hands.
8. To learn the truth, watch people’s feet.
9. To sound authoritative, keep your voice down.
10. To improve your memory, uncross your arms and legs
Effective use of body language.

Interviews And Types Of Interviews
An interview is a conversation where questions are
asked and answers are given. In common parlance, the
word "interview" refers to a one-on-one conversation with
one person acting in the role of the interviewer and the
other in the role of the interviewee.
The Telephone Interview
The Face-to-Face Interview
The Panel Interview
The Group Interview
The Sequential Interview
TYPES OF INTERVIEWS

Having a successful interview is an essential step in
getting the job. The company is going to evaluate your ability
to do the job, and how well you fit into their organization.
Ensuring A Successful Interview
Things to do in preparation for your interview:
1. Make sure you know how to get the interview location .
2. Be on time. You should plan to be 15 minutes early as insurance in the event
you encounter traffic or get lost.
3. Dress well and be well groomed for your interview. Most companies believe
they are quality organizations, and they only want quality people.
4. Display a very POSITIVE ATTITUDE. Be excited about being there;
SHOW ENTHUSIASM. Attitude will overcome many shortcomings and
be most influential to the hiring manager.

Things to do in an interview
1. Always shake hands and give a firm handshake.
2. Be conscious of your posture. Sit up straight, don’t fold your arms, and
maintain good eye contact.
3. Remember your interviewer’s name and use it during the interview. Make
sure it is Mr. or Ms. with last name only
. 4. Listen to the questions asked. DO NOT INTERRUPT and start answering
before the interviewer has finished asking the question. Ask for clarification if
you are not sure what’s being asked.
5. Answer all questions, but do so concisely. You should not spend more than
one minute answering a question.
6. Ask well-developed and relevant questions for this level of interview.
7. Don’t be afraid to talk about your strengths/weaknesses and the reasons you
would make a good employee.

Group discussion is a new trend that has come up
in order to evaluate student personality. A group of
participants are made to discuss on a topic or subject for a
limited time and then assessed accordingly. It is a chance
for you to be more vocal.
Ensuring A Successful Interview

Difference Between A Group Discussion And Debate
• Debate is for argument and to attack to win while group
discussion is to exchange ideas and opinions for a better
understanding of a topic.
• In a debate, speakers take turns to present their points while, in a
group discussion, all participants can discuss a topic presenting
their opinions without turns.

• The views of all participants matter in a group discussion
while, in a debate, a speaker has to defend or attack to win.
• Debate is an argument while group discussion is
communication of ideas
• Group discussion is constructive and cooperative while
debate can be destructive too.

Tips To Ensure Success In Group Discussion
 Learn the art of participation.
Try to take the initiative.
 Be the leader.
One must speak only if he is well prepared with the topic
Never be rigid in group discussions.
Read a lot and always keep your eyes and ears open.
Be alert always.
Take care of your dressing as well.

Skill Set For Good Public Communication
1) Personality of the speaker: Accept it or reject it, a public
speaker is always judged by his or her audience not only on the
basis of the content but also on the basis of the personality.
2) Content & knowledge: You cannot speak that you do
not know. There are a lot of people who speak a lot more than
they actually know.
3) Audience profile: As a public speaker you should be well
aware of your audience- their background,
profession, expectations and priorities.
4) Passion: People may forget what you say, but they rarely
forget your emotions about the topic.

5.Non-verbal communication: It is said that about 60% of
any communication is done non-verbally.
6.Fun & emotional quotient: It has been proven that the
audience will remember a message only if it has one or more of
the following two elements- humour and emotional appeal.
7. Medium: Once you have done your research about the topic
and the audience profile, think about the best medium to convey
the message of your presentation.
8. Practice: Repetition is the mother of all skills. More you
practice on your presentation, better are your chances of perfecting
it.

Technology Based Communication
Netiquette
"Netiquette" is network etiquette, the do's
and don'ts of online communication. Netiquette
covers both common courtesy online and the
informal "rules of the road" of cyberspace.

Effective Email Communication
1. Practice being clear and concise with your message.
2. Before sending, ALWAYS reread your message and
double check for grammar and misused words.
3. Copy back salient points when replying to an earlier
message.
4. Use specific subject line descriptions.
5. Realize that once your message is sent, it’s difficult to
recall.
6. Avoid short cuts and abbreviations in business email
messages.

Communications

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