Copyright-able work of sri sri sri Ashrit ji

30.7

Introduction to Communication

What is communication?

Communication comes from the Latin word communicare which means to share, to impart and to
commune. Communication is a natural process and every living being on this planet needs to
communicate. Each species has its own way of communicating. Even plants and fishes communicate
in their own ways.

Why is communication important?

Coz until and unless you talk, share, reciprocate info you will not know what is happening across the
world and connecting with each other. Without communication life is impossible since the coming of
society in human life and grouping in other species. In an experiment the group with less facilities
had a higher survival rate than a lone man with more facilities. Whether its business, whether it is
politics isolation is very dreadful.

Communication plays a significant role in everyday life. It helps in building favourable relations.

Modes of Communication: Speech, actions, body language, writing, symbols

Importance of communication:

It helps in fulfilling your personal, educational, financial, cultural, professional and other needs. The
entire world moves on the wheels of communication. Professionally nothing can be achieved if there
is no communication. Tho it is the means and not the ends it still propels the management process
and serves as a lubricant for the smooth operation of the professional work. Information gets
shared, disseminated and distributed within and outside the organization. It helps in professionally
dealing with major managerial tasks such as staffing, controlling, directing etc. It is communication
that defines the existence of an organization in contemporary times. When communication
crumbles, the organization’s actions come to an end. It is vital for survival, sustenance and growth of
the organization. Nearly 3/4th of the working time of a pro is spent in communicating ideas, views,
plans to others. Comms are actually a pivotal position and any org that disregards its importance
cannot compete and survive in this brutal world. In fact, while a person gets recruited in a company
the first thing which is looked into is how well he can communicate. You could say it is the buzzword
of today’s professional world.

Definition : Communication essentially means the transfer of ideas, feelings, plans, messages or
information from one person to another.

The Process of Communication:

 1. Need to have a message. Understand the contents first.
2. Then the message’s responsibility becomes the role of the sender.
3. After this you automatically select your channel.
4. Encoding of the message (means understanding it) Sender’s job ends here.
5. Receiver
6. Channel
7. Decode
8. Feedback (back to the sender in any way)

If all of this happens 100% it becomes a perfect communication. This is a reversible process too. This
doesn’t happen too often because of the human brain and other comm barriers.

Barriers of communication:

Mind, physical barriers like noise, heat, climatic changes,

The use of books and materials of record is that you can refer to it again but with vocal comms once
it’s gone its gone. The mixture of audio and record is an even better method of achieving perfect
comms

‘Communication is a process where the info is encoded, it is channelled and sent by a sender to a
receiver via a medium. The receiver then decodes the message and gives the sender a feedback. All
forms of communication require a sender, a channel, a receiver and feedback. This is also very
important: The sender and the receiver should also have an area of communicative commonality.

Comms can be classified into 2 types: One way and Two-way.

In One- way the sender communicates the message to the receiver and the receiver accepts the
message but the sender expects no feedback. Remember feedback is totally absent in this type of
communication. This could be any announcement made by the authorities, a lecture by some
teacher or personality, or any person who doesn’t require to be spoken back to.

Two-way communication: Here the sender and the receiver equally contribute in the process.
Sender Communicates and the receiver gives the feedback. Both the sender and the receiver play
reciprocal and reversible roles i.e the role of the sender can be taken by the receiver and vice versa.
This form of communication is also known as transactional communication.

Purpose of professional communication:

1. Advising: However competent a professional may be but he or she may not have complete
knowledge of every field in the professional sphere of activity. And for this to be successful,
he or she has to seek frequent advises. This could be a junior staff from his senior staff, or a
senior trying to get the work done by advising the junior staff and a proper and timely
interaction with experts in the related area will help the management to take the right steps
and grow.
2. Counselling: Even an efficient employee may become slow and indifferent if he is facing
personal problems at home. So, such employees are encouraged to consult the counselling
department.
3. Through effective communication employees share their concerns, ventilate their problems
which resolves their mental and physical health issues.
4. Giving orders: An order is an authoritative communication. It is a directive to somebody, it
could be a subordinate to do something, to modify and alter the course of something,
whatever may be the size and order of the org but ordering is essential. But ordering
without bullying is the true art of communication.
5. Providing instructions: An instruction is a particular type of order but in instructions you also
advise. All instructions are orders but not all orders need be instructions.
6. Professional comms create effectiveness if the right impact is desired to be created.
7. Marketing: The entire crux of marketing is dependent on communication. Companies also
hire consultants in order to get counselling and suggestions related to various operational
aspects. If they are not properly communicated, suggestions can be turned down.
8. Persuading: Persuasion can be defined as an effort to influence the attitudes, feelings or
beliefs of others or to induce action based on that. In factories and offices, lazy and
ineffective workers need persuasion. It is effective communication alone that can inspire
uninterested people and keep them persuaded towards achieving the common objectives of
an organization.
9. Giving warning: When employees don’t abide by the rules or they violate the rules, warning
serves as a forceful means of comms as it carries a sense of urgency. Sensitive in nature,
warnings need to be communicated well so that the impact is properly created and not
exaggerated.
10. Raising morale: It is a very powerful and intangible factor as it effects the sum total of all
qualities such a determination, clarity, confidence, courage etc. It binds people with a sense
of togetherness. It also acts as a lubricant and impends people to work together with one
another in the best interest of the organization.
11. Staffing: Needed in the recruitment process to rope in potential employees. The recruits are
told about the organizational policy, practices, structure. So proper comms help the entrants
to associate themselves with the org and utilize their potential effectively. Proper delegation
of the work is also possible through this. Comms help in creating the right impression on
people about the organization.
12. Projecting image: Projecting the image of your company in the minds of the society is also a
task of pro comms. Brochures, ads, notices, announcements, circulars made public are all
well written and designed by the organization. This is a means of projecting the org in the
outer world. There is a lot of ruthlessness in making sure that the right message is sent out.
Linguistics, graphics etc with huge teams work on creating the brand.
13. Preparing advertisements: After projecting the image advertising your products and agenda
to the masses using the internet, newspapers, cards, publicity material etc
14. Making decisions I.e. solving simple and complex problems, making accurate decisions to
impact organizational performance, if it isn’t communicated well it may sound like a bad slip.
15. Getting feedback: Most vital ingredient in any professional scenario i.e. the receiver’s
reaction, what public opinion is, how much of the product is successful in the market, how
much is sold in the market, what the customer feels about the product and the org. Making
stats of positive and negative feedback which further helps in making an org grow.
Characteristics of communication:

1. It is a dynamic process. It keeps shifting its response to the situation. It is also dependent on
the mood and thinking of both the sender and the receiver.
2. It’s a continuous process: It never stops. If it stops human activity seizes.
3. It is a two-way process: Because it is an exchange of thoughts,ideas,messages etc. Both also
play reversible roles.
4. It is pervasive. It doesn’t occur in isolation. It involves a sender and a receiver. It spreads
throughout and invades all human relations.
5. Goal oriented: it’s a goal-oriented process and is based on specific goals. Both the sender
and the receiver communicate to meet the respective goals of comms. If both are aware of
the goals it is most effective so its goal oriented.
6. It is contextual: It is within some context and the context influences the content as well as
the process of comms.
7. Sharing: It is the very essence of comms. So without sharing ideas, thoughts emotions etc
nowhere can comms be effective.

The Communication Process:

1. The sender also known as the transmitter or the source of the message transmits for a
specific purpose, he communicates the message and initiates the process of communication,
also called the communicator as he transmits or initiates the conversation on the first go. It
starts with him and it ends with him. The process begins when the message comes in the
mind of the sender which he wants to communicate. His logical faculty and mental attitude
shape the message. His role is to encode the message and the idea and translate it into
transmittable symbols. Example: the classroom setup
2. The message: The idea, emotion, opinion etc to be transmitted, it could be verbal and non-
verbal. Any sent message should be well organized, shaped well and communicated well. Ex-
the classroom.
3. Encoding: Converting the data/info into codes. It is the process of transmitting the message
in the form of words, expressions, pictures, A/V etc. All of encoding takes place in the
sender’s mind. The symbols that the sender selects depends upon his own mind. The type of
the message,audience, situation, the ability of receiver to interpret and understand correctly
how the message is to be delivered. All of this goes in the mind of the sender. Ex- teacher in
the class.
4. The channel: It is the path through which the message travels. It is the connector between
receiver and sender. Air, sound etc. Channel depends on whether comms are formal or
informal etc.
5. Receiver: He is the person or the group of persons to whom the message was sent. He is the
destination of the message. He is at the receiving end of comms. He is also known as
decoder. He can be reader, listener, viewer.
6. Decoding: It means giving meaningful interpretation to the message. It’s a mental process
because it draws meaning from the communicated words like signs, pictures, meaning etc
and translating it into something meaningful to the best of receiver’s ability. It is an act of
translating the message into simpler words and ordinary meaning.
7. Feedback: The reaction/response/reply of the receiver. It confirms the receipt of the
message. It is directed to the sender and completes the comm cycle. The success/failure of
any comms is dependent on the feedback one receives.
 8.8.19

Feedback advantages:

1. It confirms the receiving/receipt of the message.

2. It enables the receiver to clear his doubts.
3. It helps the sender to know whether the receiver is interested in communication or not.
4. The sender can make necessary changes in the message on the basis of received feedback.
5. It encourages interactive communication.
6. It completes the communication cycle.

Q1. What is the role of communication in professional life?

Q2. Communication is a cyclic process. How?

Q3. Why is feedback so important?

Q4. Give some examples of negative feedback and positive feedback.

Q5. Why is two-way communication better than one-way communication?

Q6. What are the characteristic features of communication?

Q7. What is the purpose of professional communication?

Types of communication: Verbal and Non-verbal Communication

Verbal: As the term suggests it means expressed in words. It has two further subdivisions:

1. Words can be expressed as oral communication via speech.

2. Or through writing as written communication.

Verbal communication uses language as the most effective tool. Language is nothing but a set of
symbols and signs which are governed by the rules of grammar.

O.C (Oral Communication): Communication done through spoken words. Can be feelings, emotions,
thoughts, ideas, opinions. It could be through lectures, dialogues, face to face conversation or
through the connection of mechanical devices such as the speech made by a leader on a mic or
making a telephone call. For this both sender and receiver need to be situated at the same place.

Advantages of O.C:

1. It is a faster medium of communication as compared to written communication.

2. Immediate feedback from the receiver is possible.
3. It saves on time and money (in terms of human resources).
 4. The receiver and the sender can dynamically change their tone, pitch etc in order to make
the person accommodate better with your pacing.
5. It adds personal touch to the process of communication.
6. The speaker can make out the reaction of the receiver.
7. It develops healthy interpersonal relationships.
8. You can use non verbal means such as gestures, body movements as in the body language
and facial expressions.
9. Clearing of doubts is very easy and comfortable.

Disadvantages of O.C:

1. Unfair for lengthy messages.

2. No proof for future reference and the person can deny it at any point of time.
3. The audience needs to comprehend quickly because the message is uttered once.
4. Presence of both the sender and receiver at the same place is essential.
5. Fraction of inattentiveness can result in loss of receiving important information which can
lead to misunderstanding.
6. They have no legal validity and they cannot be retained for a long period of time.

W.C (Written Communication): This refers to the transfer of the message in words. It is a creative
activity (need of brevity and a variety of purposes while writing). W.C is a well thought out form of
communication. This can be used formally as well as informally. This could be through letters,
through circulars, memos, manuals, bulletins, magazines, instruction cards, handbooks etc.

Advantages of W.C:

1. Suitable for lengthy messages.

2. Stronger legal validity.
3. Permanent future record for reference in legal or professional situations.
4. No confusion as the messages can be made more understandable to the reader who may
read it again and again.
5. Presence of both sender and receiver not required.
6. It is easier to send the message globally and to multiple locations with just one small step
which takes time to set up in O.C
7. Responsibility of mistake can be fixed.
8. It has the advantage of being accurate and unambiguous.

Limitations of W.C:

1. It requires a huge amount of paperwork/ other resources i.e. it is more costly.

2. Lack of personal touch
3. Immediate feedback is harder to achieve.
4. Non-verbal communication cannot be a part of W.C.
5. It is not flexible.
6. It is not fit for illiterate people.
7. It takes more time to formulate.
Difference between OC and WC:

O.C W.C
It is through spoken words Via written words.
Message can or cannot be complete because Message in this process is complete as the
sometimes the user uses short or half writer can use long and complicated sentences.
sentences.
It is generally informal in nature. It is generally formal in nature.
In oral communication quick response is Immediate response is not possible.
possible.
It is a fast moving process. W.C is a slow moving process.
Long and complex messages are difficult to Long and complex messages can be conveyed
convey. easily.
Non verbal messages can be a part of O.C They cannot be a part of W.C.
Oral communication is economical. W.C is not economical.
Tables, pictures, diagrams etc cannot be You can use these in W.C
depicted via O.C
It requires presence of both sender and No such requirement.
receiver at the same place.

NON-VERBAL COMMUNICATION:

Actions speak louder than words. Thus gestures, facial expression, body language i.e. expressing
where the words fail to communicate. Thus, the communication without words is non verbal
communication. It is the most ancient form of communication as it came much before the verbal
communication was developed. Body language, facial expressions, sign language etc are all forms of
non-verbal. It can be both auditory and non-auditory. Auditory includes bells, whistles, hoots etc.
Non auditory includes art, usage of specific colours, for example different coloured clothes for
different gods in India, colours related to marriage.

Communication with the deaf and dumb, with the mentally retarded people or also with people who
don’t know your language is thus all possible through non verbal communication. It is an unplanned
communication and has no structure and it complements and supplements verbal communication.

Difference between Non-verbal and Verbal Comms:

V.C Non-Verbal Communication

It is organized, structured and easy to study. It is unstructured and difficult to study.
Message is communicated in words. Message is conveyed through signs, symbols,
postures, expressions etc.
Symbols of verbal communication are universal. Non-Verbal symbols vary from culture to
culture.
Non verbal means can be used in oral Non verbal communication is totally free from
communication words and the vice versa cant apply.
 Verbal comms are fit for formal Non-verbal communication is unfit for formal
communication. communication.
Verbal messages have legal validity. Non verbal messages have no legal validity.
Verbal messages can be preserved for future It is not possible to preserve non-verbal
references. messages (professionally)
It is impossible to communicate with illiterate, It is possible to communicate with these kinds
deaf and dumb or mentally retarded people of people through non-verbal communication.
through verbal comms.
Certain messages about ideas or concepts can Non-verbal behaviour can express a person’s
be expressed through verbal communication mood, attitude feelings, likes or dislikes for
only. some things only.

Q1. What are the components of Verbal communication?

Q2. Why is verbal communication unfit for an illiterate person?

Q3. Why is non verbal communication useless for a blind person?

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Date: 9-8-19

The Language of communication

Language is a unique possession of man. It is because it distinguishes man from animals. A language
is a system of words, symbols and sounds through which a person communicates his feelings,
emotions desires etc. Language is actually a form of communication in a structured and organized
way. Language also reflects one’s personality and thinking. Language is created by the people as per
their needs. It cannot exist in isolation or outside the minds of people and the study of language is
called linguistics. This varies from culture to culture and it also carries the culture of one generation
to the other generation. There are different languages on the earth due to geographic and cultural
diversities. Each one is unique because of its style and function. The style, structure and vocabulary
of each has its own function/speciality. Remember that no language is static. With the passage of
time every language undergoes change. The language that does not change is called dead language
and the language that incorporates new changes is called dynamic language. Remember, learning of
language is not an automatic process, actually it is a behaviour that is acquired by making effort
since it requires a lot of LSRW (listening, speaking, reading, writing) skills.

Language facilitates better coordination and communication. Remember, language and

communication are interdependent on each other. It is essentially required in verbal
communication. Apart from this, science, symbols and body movements also communicate a
message. Thus, language is divided into two segments: verbal and non-verbal.
Verbal language: It includes speech and writing.

a. Speech is the first and foremost activity of any language. So, a child learns to speak first and
develops the ability to read and write much later. It is a vocalized form of vocal
communication and communication of the message is done through spoken words.
Knowledge of pronunciation is required in speech. First it is listened, encoded then decoded.
Remember that the origin of speech is unknown and is still a matter of great debates.
b. Writing: It is the representation of language in a textual medium i.e. signs and symbols.
Writing has an edge over speech because it can also be conveyed to a person who is not
present on the scene and the writer makes use of a script of the language to write the
message via stationary such as chalk etc. The message is understood through the reading,
encoded and decoded. Knowledge of spellings is pertinent. Good writing is essential for
effective communication because any kind of inconsistency can lead to misunderstanding

Speech Writing
It is a vocalized form of human comms. It is a representation of language in a textual
medium and the writer makes use of written
Knowledge of pronunciation is required. Knowledge of spellings is required.
Immediate feedback is possible. Immediate feedback is not possible.
May not be taken seriously. Writing tends to be taken seriously.
It reaches the audience immediately. Takes time.
Long and complicated messages cant be done. Can be done.
Has to be comprehended quickly. It can be comprehended at a pace.
Non verbal language comes to help. Non verbal language has no scope.
No permanent record. Permanent records
Economical. Not so economical.
Responsibility of mistake cannot be fixed. Responsibility of mistake can be fixed.
Speech makes use of short sentences. Writing language can use long and complex
sentences.

Body Language: All movements, gestures of the body are guided by some thought process whether it
be your eyes, shoulders, head all of it expresses human emotions. All body movements act
symbolically and contribute to the meaning of the message. Nodding of the head vertically shows
agreement for example. Extending your hand forward is another example used in greeting. Kinesics
is the science of language with body movements. Thus, the body movements can be positive or
negative. Many a times, just the stature of a person conveys a lot of signals.

Elements of body language:

1. Personal appearance: Physical appearance i.e. a person’s way of dressing, wearing and
choice of shoes, bathing etc. The personality of a speaker makes an impression on an
audience prior to speech. The first thing that is judges is physical appearance. Clean nose,
 oily face, clean hair and beard, body odour etc is all a part of personal appearance and
kinesics.
2. Facial expressions: Face is the index of mind. The face expresses what is going on within the
mind of a person. It shows what is going on in the mind of the person. The lines of our
forehead, the eyebrows, the lips, the cheeks convey the thoughts of a person. The face is the
basic element of kinesics i.e. body language. Facial expressions are universal in nature.
3. Head: Holding the head high marks honour, self-respect, confidence and lowering the head
becomes a sign of fatigue and also, politeness and modesty. Jerking of the head marks
disagreement, nodding of the head signifies an agreement.
4. Posture: It means the way with you stand, sit or lie down. Standing or sitting erect, leaning
forward or backward on your seat all give an immediate perspective to an observer. Relaxed
posture reflects peace of mind. Leaning backward means you may be in a deep state of
thought. Drooping shoulders, protruding stomach shows that you are tired, worn out,
discouraged. So, the posture of the prisoner contributes to the success of the conversation
and it conveys the vibrancy, alertness, dynamism of these people.
5. Eye contact: Eye is an extension of the brain and a window of the soul. Eye movements
express feelings, thoughts, emotions and the intentions of a person. Long eye contact
expresses interest, confidence, pride in a small meeting or gathering; and brief or no eye
contact expresses lack of interest, nervousness or embarrassment. It is also a means of
gaining feedback and accordingly the speaker can amend his presentation.
6. Gestures: It is nothing but a movement of the eyes and the body to express your feelings,
thoughts. Movement of arms, legs, head. Movement of hands while giving a lecture
reinforces your communication. Shaking of legs shows lack of confidence. Gestures play an
important role in making communication effective.

Advantages of Kinesics:

1. It complements the oral communication and language. It adds meaning to oral messages and
it helps the reader/ the receiver to interpret the meaning of the message better. It also helps
in establishing mutual understanding. Sometimes words fail to convey the exact meaning of
the message. It makes the message clear. It creates interest of the receiver and it helps in
showing the mood of the speaker as well as the audience.

Limitations of kinesics:

1. Not very effective in large gatherings.

2. It may not be taken very seriously at all times.
3. Body signals may convey different meanings in different cultures.
4. If the listener is uninterested it becomes ineffective.
5. It has no use for a blind person.

Sign language: It can be in the form of posters, scripts, art etc. (A picture is worth 1000 words by
some Chinese) Sometimes sounds also convey the message such as clocks, buzzers

Para Language: It is a combination of two words, para meaning like or similar to and language
meaning mode of communication. Para language literally means like language but actually it is not
verbal. Words are also used in this but the stress is on how something is said rather than what is
said. It refers to the tone of the voice with which something is said. It is non verbal because it does
not consist of words in the literal sense but it is close to verbal communication because it shows how
words are spoken or uttered. It is the middle part between verbal and non-verbal communication. It
includes non-verbal factors such as tone of voice, pitch, pace, the volume, the emphasis or stress on
the words, a break in the sentence and so on. A loud voice communicates an emergency while a soft
one communicates calm. It has two components:

1. Intonation: An intonation is related to the rise and fall of the pitch of voice. Pitch is
determined by the frequency of vibrations of the vocal chords. A female voice has higher
pitch than males because it is shriller and sharper. It is through this that you differentiate
whether an utterance is a statement, order, instruction or a request. Ex- Open the door is an
order or a statement both based on the way of conveyance.
2. Word stress: Each word is made up of one or more syllables. Example: Business pronounced
as biz/ness All syllables are not equally prominent. Sometimes one is pronounced with
greater stress while the other has a lesser prominence. This requires a greater use of vocal
chords, break force and muscular effort. Example: Captain as ‘cap’/tain.

Date: 16-8-19

Proxemics/distancing

The region closed around a person. As per the oxford dictionary, proxemics means the branch of
knowledge that deals with the amount of space that people feel necessary to set between
themselves and others. Every person has his own inner or outer circles. 4 spheres of the proxemics
are:

1. Intimate – closest blood relations, family, closest friends

2. Personal – Other friends, colleagues, co workers
3. Social – Official and professional relations
4. Public – anybody can enter in this space.

(Draw these as circles with intimate being the innermost circle but sadly impromptu I cant figure out
how to draw it ☹ )

You have to maintain a personal territory around yourself and each is determined by the relationship
between the speaker and the listener. Normally you maintain a distance of 4 to 12 feet (in
professional scenarios). This distance is also known as the social distance. This also includes the
various standing and sitting positions.
 Chronemics/Time-Language

It’s the study of the usage of time. It’s the meaning given to the time dimension. It deals with the
manner in which we structure our time and our interactions. It reveals the character of the person,
because completion of a task within the specified time communicates sincerity, reliability, hard work
whereas habitual late coming or late work doing etc communicates the laziness and the tardiness of
the individual.

Haptics/ Touch language

Physical contact is one of the earliest forms of human communication. Haptic stands for sending and
receiving of a message via a touch language. Handshakes are a part of this, gentle handshake
communicates friendship, limp handshake communicates lack of interest, a gentle touch on a
person’s shoulder intends to get attention. Beyond this professionally no other form of human touch
is allowed.

Role of language in the process of communication?

What are some of the paralinguistic features of language?

Why is paralanguage part of non-verbal communication?

What is proxemics, kinesics, chronemics and haptics?

Modes of Communication

A. Formal

A1. Internal:

1. Vertical
2. Horizontal
3. Diagonal

A2. External

B. Informal

A. Formal: Anything happening for formal purposes. It can be anything happening for two or more
people between different hierarchies or the same hierarchy of different departments. It is
structured, organized and systematic. There is a channel of communication and within this channel
there is a formal channel of comms in which the comms close. It can be oral or written but it does
include messages, records, reports, letters, instructions, orders, presentations, face to face meetings
etc. You require a proper networking system for this. It helps in the sustenance of the goals of the
organization.
A1. Internal: It happens within the institution. It is between the employees, employer and so on.
Internal communication is done to inform, educate, entertain, done to control, caution, instruct
people in the org, it can be oral, written formal or informal. It can take place through email, posters,
staff meetings, documentations

1. Vertical: Each org has its own unique hierarchical levels with a structure. Employees are
deployed at different hierarchical levels to do certain functions such as MD-> GM->
Additional GM->Deputy GM-> etc. There can be superiors, peers or subordinates. Superiors
are the higher-level people responsible to take decisions. Interaction with them depends
upon the need for information. Juniors can approach them to give suggestions and talk
about improvements for the org. done through letters, reports or presentations in one to
one meeting. Peers are the employees at the same hierarchical level. Head of departments
for example work at the same level but maybe at different departments. They share info to
run the org smoothly. It can be oral, written, formal and informal. And subordinates are the
employees at the lower level of the organization. They carry out the orders of the superiors.
They also communicate with other employees. Letters, memos, face to face interactions etc.

Date: 20.8

Flow of communication

Communication is a multidirectional and multidimensional activity and the information flows within
the organization in different directions; vertical, horizontal and diagonal, and on the basis of the flow
of the comms, comms get divided into:

Vertical: Flows both upwards and downwards. In upwards, a policy made at the higher levels such as
targets etc are interpreted in various ways by people below the policy makers.

Horizontal communication: When one department communicates with another department at the
same level. Example can be the department of finance communicating with the department of IT.
Also called lateral/sideward communication. Occurs between people of equal rank and status.

Diagonal communication: Each communication takes place through suitable channels within each
department. Bypassing this to talk to individuals of a different department without talking through
the designated channels. It helps when you have a target to meet and you cannot wait for your boss
and you communicate directly with people at different levels, bypassing the hierarchy while taking
certain risks (such as the boss’ ego). Things like the email are great methods for this.

A2. External

Comms that happen outside the organization in touch with the internal aspects of the organization.
Not related to the internal communication between the employees within the org. Advertisements,
posters, emails, letters, interacting with the: customers in line, agencies, procurement from vendors.

Personal communication: It is the communication that occurs among employees of an organization

for various personal motives. It has no official purpose. It is informal in nature. It can happen
between employees and their families or various groups formed. It can be oral or written. Can be
through one to one meetings, social gatherings, telephone calls, emails, letters etc.

B: Informal communication: Communication done aside from the usual need of communication for
an organization. Totally based on informal relations between the sender and the receiver. It goes
parallelly side by side with the formal comms. It is spontaneous and unplanned. There are no set of
rules and regulations. Free from formalities. There is no formal organizational chart followed to
convey the messages. Any member can communicate with any member regardless of rank, position
or status. Also called grapevine (associated with the spread of rumours.

Q.1 Difference between formal and informal communication?

Ans. Formal is official while informal is unofficial.

Formal is a slow-moving process while informal is a fast-moving process.

In formal the origin can be known very easily, in informal it is sometimes difficult to find the origin of
a message.

Responsibility of mistake can be fixed very easily in formal.

Formal is also task oriented while informal is people oriented.

Formal comms mainly consist of work related matters. Informal consists of both work related as well
as social matters.

In formal there is no space for non verbal means. Informal can also incorporate the non verbal
means of communication.

Formal comms have authenticity while informal has much lesser in fact no authenticity.

In formal the message has accuracy. In informal there is no guarantee of accuracy.

Formal’s objective is to achieve organizational goals. Informal’s goal is to satisfy personal needs.

Formal is orderly and systematic. Informal is unsystematic and erratic.

Formal flows in fixed directions while informal flows in every possible direction.

Barriers to communication:
Any obstacle/hurdle/hindrance which come in the free flow of communication are the
barriers to comms. They slow down the process of communication. They cause confusion,
misunderstanding and conflict. There are favourable and various unfavourable conditions in
communication. Calm environment, good weather conditions, proper facilities etc.
Unfavourable conditions are noise, bad weather conditions, improper facilities, indiscipline
etc.
 1. Physical barriers
2. Psychological barriers
3. Semantic barriers.
4. Cultural
5. Organizational
6. Mechanical

1. The physical conditions which come in the way of effective communication are called this. It can
be related to environment, position of the sender and the receiver. It is further divided under 4
heads:

A. Noise: It is the physical sound that interferes or disrupts the sound signals made by the sender.
This can occur at any point of communication. Noise can be both internal and external. Internal is
the factor such as noise in faulty telephone line, improper internet, or one person talking too loud or
too soft or adverse weather conditions. External is the people talking around you or outside your
room, DJ etc.

B. Distance: The distance between the sender and the receiver. If the distance is too long the
message may not be received by the receiver as intended thus harming the interpretation of the
message. It also becomes hard to clear the doubts.

C. Time: When the message does not reach on time.

D. Information Overload: Too much of information given at a go.

2. The state of mind of the person. Happy, jubilant, sad, anxious etc are all psychological states
which may become a barrier.

A. Emotions: Sadness, fear, jubilancy etc. If you are not in the right mood, in rage it all affects your
interpretation

B. Inattention: Either you don’t like the person, the message etc or you are not in good health.

C. Premature evaluation: Prejudice, evaluating the person instead of the message. People carrying
the first impressions as the last impression.

D. Poor retention: The inability to remember the message and its meaning for long.

E. Distrust: Not trusting the sender/receiver of the message or their ideas which affects the
communication.

F. Lack of background knowledge

G. Lack of interest: If the subject matter is not of interest to the receiver it will negatively impact the
intended effect.

3. Semantic barrier: Oral/written comms are based on words but each word have different possible
meanings. For example, criticism today is taken as a positive as well as negative word. Same or
similar words with different meanings is another example.
A. Poor expression: Writing the word in one way and pronouncing it differently. Expressing a
message orally through faulty pronunciation in which you don’t follow the correct rules of grammar.

B. Jargons: Using jargons which the people won’t understand.

C. Faulty translations: Improper translations such as hindi to English dictionaries are incorrect.
Thumbs up in English is positive while in hindi ‘Thenga Dikhana’ has a negative meaning.

4. Cultural barriers: Social beliefs, values, customs of a group etc. Every group has its own style of
dress coding, speaking, use of proverbs. It can be due to intercultural differences and religion. It
impacts signs, symbols etc of a culture.

A. Religion: Each religion imposes certain limitations and tendencies in its people.

B. Ethno- centrism: Lives revolving around certain cultures and the tendency to mingle along with
those who are your own. Also the feeling of superiority amongst your community.

5. Organization barrier: The barrier of procedure and structure can sometimes be so tedious that a
lack of knowledge and comfort among it can lead to a very significant language barrier.

A. Rules and Regulations.

6. Mechanical barrier: Mechanical equipments that bring the sender and receiver closer and allow
communication, if they breakdown causes a barrier. Rain disrupting telephonic communication, cut
off in all forms of comms in Kashmir, Internet not working in your room etc. Improper choice of the
Public Address system will also create a barrier.

Q.1 What are the role of barriers in the process of communication?

Q.2 How can the physical health of sender and receiver affect the process of communication?

Q.3 What is the role of mechanical gadgets in the process of communication?

Q.4 How can words act as a hindrance in communication?

Q.5 Discuss in detail all the barriers of communication and if possible, give relevant examples.

Date:

Networks and Channels of communication

(Nitish’s work copy pasted here so formatting is messy)

Networks and channels of communication:

Network/channels 

 What is a channel 

 It is a system of intersecting lines and channel is a path through which a message travels and
they play a major role in the transmission of 

 There are various channels of comm. in a a com. rep. various connecting points within the
company 

o Formal 

 Formal comm. which flows along a prescribed network, is known as a 

 It is determined and controlled by the managers as it links diff. Positions of

the organisation 

 Every org. Has this channel based on clearly defined rights duties and res. Of
the employee

 And the members of the org. Desirous to comm. with one another follow
this network 

 Divided

 Chain (imp.)

 A to B, B to C; and so on and so forth 

 Message flows from one to other until it reaches the final

destination 

 Also called process of step by step transmission 

 And it is also seen that the mess. Passes through

intermediaries 

 Eg. if MD wants to direct a message to the employee. He

may use the GM and The DGM

 Y network 

 With and intersection at the centre, in this net. The person

at he Forth of Y is the … he comm. with 3 people 

 Eg. supervisor comm. with workers and the managers 

 Same time _ higher and the lower level 

 The Wheel network 

 In the centre is the communicator who talks with 

  In this the senior or the superior member remains at the
centre and controls all the comm.

 An individuals talks with the centre sep.

 Circle Network 

 Shape like a watch 

 In this network there is no central network

 Each member comm. with the person next to them only 

 Can’t bypass the order 

 Only two members can talk at a time 

 Star network 

 Shape like 2 nachos placed on top 

 In this network every mam. Has the freedom to comm. to all

employees. without rank as a consideration 

o Informal (Grapewine Network)

 IT IS SOMETHING EVERYBODY WORKS ON (may not always be the truth)

 Unofficial channel 

 Created by people not the AUTH.

 The network is based on friendship, shared interest (personal or

carrier)

 Free from all kind of formalities 

 Spontaneous flow of comm. which can’t always be corrected 

 Rumours keep on floating in all org., sometime they carry useful inf.

 Many imp. Rely on grapevine as it is their main source of inf.

 Supplementary o the official channels 

 No set lines or definite rules 

 But spread vey fast and in every direction 

 Grows haphazardly  

 Term coined during the CW in USA; As telegraph lines used by army

int. Were strung through trees and resembled grapevines 

 Features 

 Flows in every possible direction 

  inf. Travels at a rapid rate and once the message
enters grapevine it reaches almost instantly to every
corner 

 Can’t possibly be written 

 Selective with regard to the person who receives

the inf. 

 It is based on people rather than the tasks 

 It extends beyond the formal hiercial sys. Of an org.

 Anyone can pass on or receive inf. At anytime 

 Doesn’t follow a fixed pattern

 Advantages 

 Faster with no restrains

 It even reaches passive employees 

 It is a good supplant to the official channels 

 A source to vent out your anxiety 

 Even used by the HR To read reactions

 Helps to build teamwork and motivate people 

 Helps in building social reactions 

 Disadvantages 

 Can crate misunderstanding

 Effects employee moral 

 Grapevine chains 

 Single strand 

 In this network inf. Travels from only one to

other person and travels again only singular 

 Can be Vertical or H

 Gossip chain 

 Reches many at the same time 

 Probability chain 

 The ind. acts as a primary source of message

and he randomly selects people to
communicate the message
  The secondary source selects people to
explore the message further

 Selection is purely based on comm.

discretion 

 The receivers here aren’t preselected 

 Cluster chain

 The source here selects a group of people to

comm. a message 

 The. sec. pass on the inf. To

a preselected group of people 

 QUESTIONS

 DEFINE network FORMAL MODEL OF COMM.

 The role of grapevine in a formal structure, with the role of rumours

in a grapevine network 

 Effective Communication 

o It is the life and good of a successful bus. As it connects Employees. Foresters team
building, facilitates changes and derives results 

o The success of a business is directly prop. To the qual. Of comm. and the about
convincing customers

o  It is crucial to build relations and effectiveness in comm which largely depends The
skills of both the senders and the receivers 

o They can be obtained y adopting certain principles and these principles provide
guidelines for choice of  content and style of presentation 

o Principles of effective. com. Are also called the 7Cs of off. comm. (given by Frances J
burdget to make oral and written comm. effective)

 Completeness 

 Should provide com. inf.

 The message should be planned, org. and structured

 All neck. Details should be incorporate in the message 

 The 5W questions should be checked for

 Eg. while announcing a meeting (what why when where who )

 Conciseness 
  It saves the time of both 

 Irrelevet if. Should be removes 

 Beating around the bush should be avoided 

 More words don’t equal clarity but they obscure meaning 

 Quantum. Of inf. Should be right 

 Clarity 

  Of thought and expression 

 The purpose the mode and the time of comm. 

 An inf. Should be comm. in clear and simple words

 Words with double meaning should be avoided 

 Simple words should be used 

 Familer and accurate words should e used to ensure clarity 

 correctness 

 Accuracy, facts and grammar should be checked for 

 Has the potential to ruin pre-built trust and bonafide relations

 Concreteness 

 Capable of being perceived by the senses 

 Should be error-free

 Should be authentic and accurate

 The communicator should avoid vague expressions 

 Concrete and accurate exp. create visual exp. that are easy to
remember 

 Consideration 

 The receiver should be kept In mind 

 Keeping receivers social and cultural background in mind 

 Should treat him with empathy 

 The focus should be on you and Not ‘I’

 Curtesy 

 Graceful politeness and friendly and helpful behaviour

 It makes the mess. More acceptable 

 Offensive words should be avoided 

  The com. Should be a patient listener 

 He shouldn’t be rude 

Date: 26-8

Other means of effective communication

1. Proper use of body language: Write in brief what is body language. This is important for face
to face comms. Positive body language such as proper eye contact, pleasing gestures, hand
to hand movement etc all add meaning and reflect the communicator’s confidence level.
2. Appropriate language: Simple words, free of technical jargons and avoiding high sounding
words, accurate spellings, proper punctuations, proper pronunciation, intonation, grammar.
3. Feedback: In communication feedback plays a very vital role. It provides an opportunity for a
receiver to solve his doubts and it allows the sender to achieve perfect communication.
Negative feedback should be taken as a scope for improvement. Positive feedback should be
taken as a motivation to do better.
4. Participative listening: It requires more focus and participation in the discussion. You should
be a careful listener as both the receiver and the listener. It is not only important to
participate but also to have the right amount of patience.
5. Self-control- When the receiver annoys the sender with irritating questions, the sender
should control his temper and not use inappropriate language and send a barrage of anger.
Calmness is the key to successful self-control. The sender should handle the situation
decently and politely.
6. Use of diagonal channels: Any institution can internally apply this to achieve their goals
faster when in a crunch. Cross communicating is the best way to effective and efficient
comms.
7. Use of Tech: Using good microphones, services such as skype etc.
8. Planning: It is the most essential component for a working communication. It reduces the
chances of delay and failure of delivery of the message.
9. Openness of mind: The need to be broad minded both as sender and receiver. You should
not have narrow thinking and should be open to new ideas and new technologies.

Q1. How can we make communication effective?

Q2. What are the advantages of keeping the message short?

Q3. What are the consequences of an incomplete message?

Q4. What is the role of listening in the process of communication?

Q5. How can feedback contribute to effective communication?

Communication Skills

LSRW Skills i.e. listening, speaking, reading and writing skills. All these skills are interrelated to one
another.

Listening: Understanding of the spoken language is listening. It involves the understanding of spoken
language. It can be cultivated and developed. It involves reception and decoding of oral messages
from another person. Listening and speaking go hand in hand as one is incomplete without the
other. Listening is the process of receiving and interpreting a message received from the speaker. It
involves observation and comprehension of the message. Listening is more effective than hearing
because it involves not only the comprehension of the message but also the observation of the body
movements. You could also say that listening is the process of physical hearing of the message and
taking mental notes. Listening involves the following 4 steps:

A. Hearing: Here the listener hears the message with attention.

B. Intepreting: Trying to understand the meaning of what is heard. This includes body
movements.
C. Evaluating: Evaluation of the received information.
D. Responding: Another difference between hearing. How you respond to the message such as
positive or negative.

Hearing Listening
It is a physical process Physical as well as mental.

Hearing is a passive process Listening is an active process.

Hearing is involuntary. Listening is involuntary.
Happens automatically whether you like it or Requires conscient efforts.
not.
One-way process 2-way process.

Does not include the speaker’s body Derives meaning from the speaker’s gestures
movement. and expressions as well.

Types of listening:
 1. Attentive listening: This means complete attention of the listener i.e. paying attention to
every part of the message and every body movement of the speaker. It is productive and
interactive. It requires conscious efforts and requires constant effort such as concentration,
focus, interaction and active involvement. This kind of listening is carried out in formal
meetings, group discussions, job interviews etc.
2. Selective listening: What most of the people do in regular life. Only on something interesting
to we listen to it as per our wishes and our choices. We select the desired and ignore the
undesired.
3. Appreciative listening: When you do it for amusement and entertainment.
4. Evaluative listening: The evaluation of the oral message where the listener extracts and
interprets both the explicit and the implicit meaning of the message. Thus he/she evaluates
the message to select appropriate information. Output can be produced in the form of
immediate response. For example, listening to workshops, seminars etc.
5. Empathetic listening: Where you evaluate the person through his state of mind and situation
by understanding how it was spoken, observing the body language, intention, attitude and
the signals made by the speaker to emphatically understand the speaker.

Date: idk thanks to mahima for this write up.

Speaking:

1. Speech is the first and the foremost activity of any language. The child learns to speak first
and develops the ability to read and write much later. It is the vocalised form of human
communication. The speaker conveys the message through spoken words, the listener
decodes the message. It requires knowledge of pronunciation. It is an interactive process,
where both speaker and listener have to participate. Speaking and Listening go hand in hand.
In case of mother tongue, these skills are developed at home through speaking and listening
practise. But gradually person requires other languages as well formally. It gives ample
opportunity to the speaker to express themselves. Each word is created out of phonetic
combination out of limited vowels, consonants and speed sound movements. While
speaking, body language plays an essential role, it even enhances the effectiveness of
message. It is used in formal as well as informal situations. Every academic institution and
business situation need a spoken communication, be it meeting, seminar, symposium. It
increases visibility of speaker and it enhances the success rate as well. There are different
types of speaking these are – 
A. Interactive Speaking – It involves the participation of both the speaker as well as listener, the
speaker speaks and thereafter the speaker may give feedback as well. Conversations,
dialogue, GDs, interviews are some examples. 
B. Partially interactive speaking – In this the speaker speaks more and listener plays a minor
role, he interacts only to ask questions and clear doubts. Best example is classroom teaching.
This can take place in formal as well as informal situations. 
C. Non-Interactive speaking – One sided, the speaker speaks and the listener listens passively,
there is no scope of feedback. Example would be the policy announcement, songs, speech by
a leader. 
2. Reading – It is another communication skill; it is through constant experimentation. It is done
through communicating with symbols and transferring them into meaningful words. It is
done by eyes, it is thought of as passive process but it is rather active process, done through
 graphic symbols as well. Effective reading requires knowledge of symbols, grammar,
pronunciation, etc. Purpose for reading for everyone is different. Types of reading - 
a. Skimming – You skim when you’re short of time to read the whole text, you look over to
get the general idea, while skipping the details. Example – choosing books to buy. 
b. Scanning – It is done for a specific purpose, reader doesn’t just run their eyes across the
text, he registers and reads every word carefully, looking for details, if they come across
an unfamiliar word in text, they try to find the word’s meanings and usages from
dictionary. Example – Reading newspaper, article. 
c. Extensive Reading – Reading done for pleasure like novel, comic strip in free time. It isn’t
just enjoyable but it is also for information and knowledgeable. The reader practises
rapid reading to get overall idea of the text. 
d. Intensive reading – Reading slowly with concentration, to extract specific information
from text, the reader reads carefully and derives meaning of every word, number and
fact. Example – reading of report and contracts. 
3. Writing – representation of language in textual medium, you use signs and symbols, the
script of the language is used. The stationary is required to do this. The written document is
permanent and stored for ages. You need to have knowledge of spellings specially for
students AND professionals writing plays important role and any inconsistency here would
lead to troubles. You need practise for it. There are various styles – informal and formal,
technical and untechnical terms, depends upon type of profession you’re in. Types of Writing
– 
a. General Writing – You don’t need to adhere to grammar, language, structure, done for
general communication. 
b. Technical writing – You do it to explain technical processes. You use the technical terms. You
follow a set pattern, free from grammatical errors, there is usage of jargons and technical
terms, learnt through constant practise. For example – handbooks, user manual etc. 
c. Business writing – This is done for business purpose, less formal in style and nature, its tone
is conversational, it is used for formal as well as informal situations, for example – order
letter, brochure. 
d. Academic writing – based on analysis, that is analysing an issue, idea, subject, topic, studying
the topic, forming hypotheses, draw inferences, present the information in logical order.
Used in formal and semi-formal situations, done to make complicated ideas easy to
understand, you only have to use formal words and languages. This is further divided under 4
heads – 
a. Expository writing – It is based on a subject, it is devoid of descriptive details and
opinions, it includes definition, instruction, directions, facts and clarification. The
main purpose is to inform, instruct, explain and describe the subject to reader. Best
use is essay, article, textbooks. It is formal in style in nature. 
i. Persuasive Writing – Something that can persuade a reader to
perform a particular activity, also to persuade the reader to
agree with the writer’s opinion. Such words which convince
people are used. You’ll generally find these writing in articles and
essays but it different than expository writing as it doesn’t rely
only on facts but focuses on opinions and arguments and details.
It is kind of a debate. It is also called argumentative writing. 
i. Descriptive writing – used to describe a character, place, thing,
event in a vivid manner to create a picture in the reader’s mind.
Such a writing is used in poems, using literary and metaphorical
phrases as well. Fictional / non fictional characters, diary writing,
character sketch would be descriptive writing. 
 i. Narrative Writing – when you narrate a story or an event, it puts
it in sequential manner, it starts from earlier time and proceeds
to present and future. The narrator is believed to be present and
narrating. Example – travelogues, autobiography. 

Date- 11.9.19

Intra/inter personal communication

Intra is when you interact with yourself. It involves the process of feeling and thinking. It includes
introspection. Professionally it helps you overcome emotional distress and negative feelings. Intra
means inside, within. Everyone has 2 persona, one which you see in the mirror and the one which
you project to the outside world. It allows you to reflect on your own doings. Using monologues/self-
dialogue/inner speech for catharsis (releasing, and providing relief from strong or repressed
emotions). Brain is the controlling organ in intra personal comms.

Types of intra personal comms:

Monologue: can be heard by others. Reveals the thoughts to others. May be said to other people i.e.
the audience but said to yourself.

Soli loquy: not heard by others. Said to oneself. Hidden thoughts of the person.

Inter Personal communication: Involves several people. Includes message sending and message
receiving. It’s the comms that you do in an org. It’s the process of transmitting, exchanging or
sharing of information between two or more people. A speech, a conversation, a dialog etc are all
examples of inter personal comms. It takes place through different modes.

1. One to One: going for a cup of coffee, asking the vendor to give you something. Face to face
comms between any two friends, husband and wife etc. It is also called dyadic communication.
Other people may be present.

a. It can be either face to face which includes dialog, conversation, interview etc.

b. It can also be telephonic conversation. One is to one using distance comms.

c. Interview: In this normally a panel interview is done but even then only one person talks to you at
a time.

d. Instructions: Also dyadic.

e. Dictation: When order comes your way which must be done.

2. Group communication: One person talking to multiple people/ multiple people talking to multiple.

a. Small group comms: When there is a small group which is >2 but <40-50 individuals.

b. Large group: Size can be from 100-1000. All participants present on the same platform.
Microphone, amplifier used to effectively do this.

c. Mass communication: Done on a large scale. Mass media is used for this. Helps in communicating
when you are separated geographically. TV, Radio, newspapers, magazines etc. A mediator is often
required to transfer the message. The editor of the mass media acts as the mediator and selects and
finalizes the material which is then submitted via mass media. Internet is also a part of mass comms.

Q1. Difference between intra and inter personal communication?

Q2. Difference b/w mass media and large group communication?

Q3. Advantages of one to one communication.

Q4. What are the advantages of group communication?

Conversation and Dialogue

Conversation is the way of interaction with others. It is an interactive process that involves speakers
and listeners. It is the method that employs informal exchange of views, ideas or information
through speech. It links people together to make social interaction possible. It maintains, improves,
establishes, and consolidates social as well as professional relationships. In this both the speaker and
the listener reciprocate and interact in the process. It has the following purpose:

1. Interaction: Conversation is a social activity. Interaction is the first and foremost aim of
conversation. Whenever we find an opportunity to interact with others, we share our thoughts with
them.

2. Self-expression: The thoughts and ideas in our mind need a vent to express and then get
acknowledged. So, communication through conversation is the best mode.

3. To know others: It isn’t just self-expression but its also about knowing the view point of others. To
build mutual trust between the sender and the receiver both professionally and socially.

4. To carry out various activities: We need others help to carry out certain activities. Conversations
help in performing the task better. Humans are a social animal.

Types of conversation:

1. Informal: Intimate friends, general enquiries, personal talks.

2. Formal: When people involved are less intimate to each other. It is then a semi formal setting:
Talking with a professor, senior etc.

Ways of delivering the conversation:

Telephone and Face to face self describe ploz.

 Dialogue

It is the conversation, negotiation and discussion. Conversational exchange between two or more
people. This exchange can be spoken or written. It is based on mutual respect. Participants come
together to form mutual understanding across their differences and created positive outcome
through their conversations. The main objective is to bring the 2 parties together, to dispel
misunderstanding, to create a climate of mutual trust, to build relationships, to be empathetic to
one another, to build grounds for negotiation, to facilitate decision making.

Intra/ inner dialogue and Inter/ outer dialogue.

(Pleasantries don’t count when writing examples of dialogue in the exam, begins where you start
talking about the context, only enclose what you are writing/creating after the Resume)

X : How are you?

Y : I am fine.

(Precis are 1/3rd of a comprehension)

Tips to be a good conversationalist:1. Be an active listener. Listen to the other carefully. Don’t
interrupt and after it concludes then put your views which should be determined and forceful.

2. Be a smart speaker. Think before you speak, evaluate the consequences of your words.

3. Be interested: You should be interested in the conversation. Be an active participant. Don’t be

mere passive listeners. Show that you are interested and take active participation in the
conversation.

4. Be polite: Courteousness, don’t be rude and impolite. Avoid making remarks that can hurt the
other person. Don’t jump to hasty conclusions. Be polite in stating your concerns.

5. Be clear: Clear in thought as well as expression. Actions, attitude and behaviour should indicate
that you are interested in the conversation. Clear and simple words should be used. Avoid double
meaning words. Proper intonation, stress and pauses should be used to make the meaning clear.

6. Be positive. Avoid criticizing. Appreciate the qualities of the speaker and be flexible in approach,
style and attitude. Don’t argue for the sake of argument and avoid heated arguments.

7. Use proper body movements: Use them wherever required. Maintain eye contact and nodding
your head is an example.

Q1. Write a dialog between two boys, one of them is habitually despondent and thinks that luck is
against him whereas the other is having a more practical turn of mind.

Q2. Write a dialog between two students, one of them is in favour of CBCS (choice-based credit
system) whereas the other is against it.
 Interview

The term interview is made up of two words, inter meaning between or among, and view meaning
the act of looking/seeing/observing. It means to see each other. It can be done face to face or
through a mechanical device. It is done professionally to know each other’s views, receive info,
reduce conflicts, for consultation, employment, promotion. It is a major form of interpersonal
communication. It is a platform where questions are asked and answered. The person who asks the
questions is known the interviewer, ---- interviewee. Interview is based on oral inquiry and oral
response. It has a well defined purpose and structure. It has a beginning, a middle and an end. Each
stage is a negotiated stage by the interviewer and the interviewee. It can be done for qualitative
research, journalism, media reporting, employment, promotion, counselling and so on.

Types of Interviews:

1. Personal interview: Its for personal requirements. It can happen in informal, semi-formal and
formal atmosphere. It does not follow any fixed format so there is a level of friendliness in this
interview. Example: The interview between a farmer and a person curious to know about village life
or you are a student assigned with a project to interview 5 people. Questions are going to be formal
but the atmosphere can vary.

2. Face to face conversational interview through presence or mechanical: It is semi-formal in nature.

There is no predetermined questions which is asked. The tone of this are conversational. Interview
with parents are the time of child’s admission etc.

3. Public Interview: This interview takes place when famous people are involved about their success
stories, alarming anomalies etc. Media conducts these with powerful personalities or people
involved with the public. Also called media interviews in which questions are asked about their
lifestyle, their job, their views on a subject etc.

You should know the background of the person you are interacting with. In the case of a public
interview the questions are already predetermined and known to the public celebrity and is kind of
tuned up. This is done to avoid unnecessary controversy. *You should be asking open ended
questions. As an interviewee you have to focus on what the interviewer is saying because you cant
always be asking or prompting the context.*

* fits into the public interview as well.

Date- 13. 9 idk? Thanks a lot to Mahima for the collaboration

Behavioural Interview – as the name suggests, this type of interview is conducted to study a person’s
behaviour. It is believed that a person’s past behaviour is the best indicator of his future
performance. The interview is based on the principle that the present or future behaviour of a
person is based on the past behaviour and this can help in knowing the personality of a person.
Usually this type of interview is conducted to employee a person for a job. Questions like what are
your weaknesses, why did you leave your job, discuss the worst/best phase of life, the time you
didn’t feel like working due to disliking someone, extra demanding hours in a workplace, the lessons
you have learnt from your past experiences. Normally corporate houses have councillors and
psychiatrists who deal with behavioural aspects of people at work and the total aura in which it is
conducted is completely cordial.

Job Interview – a conversation between job aspirant and the prospective employer or its
representatives, it is done to evaluate the skills, capabilities, confidence, knowledge, communication
skills of the candidate. It’s a question answer session, it involves the study of the organization, job
and candidate. It is a platform where the policies, work culture of the company and the expectations
from the prospective employer gets communicated. You could say it is a competition for the job
aspirant to prove his worth to the prospective employer. The interviewer is able to assess the
character traits of the candidate.

Panel Interview – it means a committee appointed to judge a contest or competition. In this, a team
of interviewers is formed to evaluate the candidates. There can be 2-20 members, but most
selection committees normally consist of 3-6 members, each member focuses on a particular aspect
of evaluation to ensure effective decision making, remember in such panels, there is one person who
evaluates the behavioural aspect of the person, i.e. the expressions, movement, or body language. In
India, Panel interviews are the most common way of conducting interviews.

Stress interview – very commonly done interviews, this is done with a motive to put the candidate
under stress in order to check the candidate’s threshold for stress. Questions will be very personal,
could be pornographic, controversial, with no way out, but the candidate should keep their calm and
not break down. This type of interview is conducted when the candidate is to be selected for a job
which involves stressful situations or heavy pressures of work. The panellists ask a series of
questions in rapid succession from the interviewee in order to test his ability to handle stress filled
situation. It could be any conflicting question it could be hostility from the panel it could be
disinterest shown it could be cutting you midway, it could be anything to irritate you, particularly
asking questions in a demeaning way, and the ultimate goal is to assess you on how you handle
pressure.

Telephonic interview – conducted over telephones and mobile phones, can’t appear face to face and
normally when there are a lot of candidates for a job, this is the first method of screening, to
shortlist desired candidates(screening). They are also those interviews when you’re sitting in far
away places, and the requirement of the company is immediate (distant/overseas). Celebrity
interviews are also done this way sometimes.

Video conference interview – the corporate are doing this to cut on expenses, to check a person’s
expressions, body language, etc. over video conference mostly skype.

Mock Interview – these interviews are done as trial run for actual interviews, interviewer is provided
with a set of questions, the interview is recorded and is replayed with comments from the expert so
that it can be done properly.

Strategies to answer Interviews properly –

To the point answers.

Clarity/ directly, expressions / thoughts should be clear.

Pronunciation.

Listen carefully, no one repeats questions.

Reflect positivity. Never say no, say I’ll try.

Accurate answers.

Use of appropriate body movements.

Logical answers, rational answers. The interviewer might contradict you, so the candidate can’t
make the interviewer angry, there are three ways of answering –

Saying you’re correct and agreeing with everything.

Saying you’re wrong and making him angry.

Saying maybe you’re right, maybe not, tell them that you’ll get back to them after rechecking. (the
correct way)

Pre-Interview Accomplishments –

Self-Analysis: read your resume carefully and talk on the lines of that only. Knowing your
background. Talk about your major accomplishments, specialization, interests, career objectives,
difficult situation you gave solution to.

Organization Analysis: Know the company’s background, the employee turnover, the benefits, the
time hours, the work environment, the pay scale, hierarchical, major achievements of organization,
recent developments, turnover.

Job Analysis: The job profile, if it interests you, are you capable of it, how is it better than same job in
another organization, career advancement opportunities.

Revision of the subject knowledge: social, political, environmental knowledge, general knowledge.

Arrange your documents: Proper order, number of copies of resumes, photos, certificates, all
photocopies, no originals.
Date: 16-9

Do’s for an interview:

1. Collect info about the organization you wish to join.

2. Make sure that you meet the eligibility criteria and possess the required skills

3. Do practice before the interview.

4. Keep the photocopies of the certificates and resume with you.

5. Reach before the time of interview.

6. Greet the interviewer enthusiastically and sit comfortably only when asked.

7. Make eye contact with the interviewer.

8. Answer each question positively.

9. Appear confident.

10. Ask the interviewer the questions you have in your mind to clear your doubts and thank the
interviewer before leaving.

Don’ts:

1. Don’t try to bluff about the issues you are not aware of. Simply admit if you don’t know the
answer.

2. Do not find faults with your previous employer. Don’t blame the circumstances. Do not exhibit
your nervousness. Do not be aggressive when putting your questions. Do not talk about saying yes to
everything just because you want the job. If something is beyond your scope of work, say no.

Q. You are X/Y. You are to interview a politician. Playing the roles of both the interviewer and the
interviewee, write the questions that you did ask and answers given by the politician.

Q2. How will you prepare yourself before an interview for the position of a management trainee.

Q3. What is the role of body movements during an interview?

Q4. You are to interview Salman Khan? What questions would you ask? What answers do you
expect? Prepare for an interview accordingly.

Group Discussions

(10 mark question which can be asked with an interview or in isolation) The literal meaning of
discussion is an exchange of views on some subject. Discussion takes place when members have
different opinions. Each one presents his views. The main purpose of discussion is to understand
various viewpoints of an issue and reach a better understanding. Group discussion popularly known
as GD refers to a situation in which a small number of people form a group to exchange their views,
opinions, knowledge and information about a particular issue/topic/situation/problem among the
members of the group. Remember that this exchange takes place through oral communication. It is
a team activity. It is just like a football match where the players keep passing the football to the
team members and the aim is common. Thus, the task of the group members is to interpret, analyse,
and argue to come down to a conclusive solution. GD is formal and systematic. There is a self-
imposed discipline on the discussion and greater responsibility is on the participants to make it
useful. There is no named leader in the group but as the GD proceeds one of the participants
emerges as a leader. Each participant is given a fair chance and there is no place for emotional
outbursts and display of excitement in this type of discussion. There is also a moderator and an
observer who evaluates the contributions made by each participant. The feedback is given on a 5
point scale. 5 for excellent, 4 for very good, 3 for good, 2 is for average and 1 is for below average.
The rating is done on the basis of confidence, attitude, communication skills, interpersonal skills and
intellectual knowledge. The feedback of the observer has to be honest without any prejudice and
bias. He has to remain free from preconceived notions and also remain sympathetic and supportive
to the members. There can be 10-15 members in a group and everyone has to significantly
contribute. If there are less than 5 members the discussion suffers a lack of diversity of views and
opinions. There are two ways of organizing a GD, first is to announce a topic before the discussion so
that the participants cant prepare for the discussion, second is the announcement of the topic on
the spot and one is given 5-10 minutes to collect their thoughts, the sitting arrangement is circular
such that each participant can see the other participant. The characteristics of a GD are as follows:

1. It is a purposeful activity. GD is done for a specific purpose which is made clear beforehand and
everyone has to act according to the said purpose.

2. Interactive: GD is based on interaction among the group members. It raises a particular issue for
positive exchange of views. Everyone has to present their views. There could be differing opinions
but the environment has to be healthy. Basically, it’s a cooperative group process and it is designed
to reach a consensus.

3. Equitable distribution of participation: Every person in a GD has equal rights. Noone is supposed
to dominate the discussion. In fact, there should be encouragement and cooperation among the
members so that everyone gets a fair chance to speak.

4. Cooperative atmosphere: The total atmosphere should be friendly, cooperative and cordial. The
views should be so pooled that a group consensus is achieved. Differences should not lead to serious
conflicts. In fact differences enrich the discussion.

5. Shared leadership: There is no named leader in the group. Everybody is a leader. Infact the one
who takes the lead in the group encourages and enriches the process of discussion.

6. Democratic process: No view is forced upon anyone. The decisions come through consensus. Its
not always important to come down to a consensus but the discussion should give everybody a free
rein.

7. Flexible: GD is flexible as compared to other forms of discussion. It is less formal in style. The rules
can be changed as per the requirement. There is no restriction of time on any participant. Enough
time is given so that everyone is given a fair chance to speak.
Essential requirements for a GD:

1. Normally it is done at a requirement of jobs or admission to professional courses. The candidate

must possess:

a. All round knowledge such as GK, burning social and economic issues, scientific enhancements,
environmental issues etc. Anything under the sun can be asked.

b. Good oral communication skills: The ability to speak confidently and convincingly. Clarity of
pronunciation, clarity of expression, clarity of intonation, and also effective non verbal
communication.

c. Listening skills: They must be a patient listener and only speak when their chance comes on their
personal opinions.

d. Clarity: Speak in a language which is clear and understandable. No double meanings, no jargons
and fuzzy language, no artificial ornamentation and styling of your speech.

e. Non verbal skills: Positive body language: Eye contact, proper hand movements, matching body
gestures.

f. Leadership quality: Everyone should emerge as a leader. There is no named leader of the group.
Self initiative is required so a leader in the GD is the one who keeps the discussion on the right track,
promotes positive atmosphere, clarifies points when required and leads the discussion to a
successful conclusion.

g. Analytical approach: Rational thinking; a person who can analyse the situation and also try to
analyse the point of view of others.

h. Self confidence: Body movements should reflect, speech should reflect confidence, avoid being
boastful and being over confident as it also causes failure. Over confidence also leads to a lack of
productivity. You should be bold and assertive, not offensive, aggressive and rigid.

i. Team management skills: Look for candidates who can work in a team oriented environment.
Team managements skills mean positive attitude, adaptability, cooperation and coordination.

j. Patience: It is to keep calm and cool and not get provoked. Even when provoked you should keep
yourself in check.

K. Systematic approach: It means a scientific and realistic approach. Impartial, rational and unbiased.
You have to view the situation objectively and utilize concrete and foolproof illustrations. Your ideas
should be backed by perfect figures or relevant facts and figures.

The process of group discussion:

It consists of three parts:

A. The initiation. The first stage where the group is given the topic to discuss. IT is moderated by
someone who announces the topic, time limit, general guidelines and the procedures governing the
GD. Then the moderator backs off and the GD is carried out without any interference.

B. The main part of the discussion where everyone gets involved into the conversation.
C. Summarization: Most GD do not have conclusion. It could be that one or two people reach a
consensus but usually a GD is summarized and not concludes thus one or more of the members
summarize the discussion by which it comes to an end.

Q. Write the content of GD on the following topics like human cloning should be allowed. English
should not be a medium of instruction in schools and colleges. Movies have a negative effect on
youth and so on and so forth. There will be 10-15 members in the team and you have to put up
those threads and create a GD.

Q. Purpose of GD. How interviews and GD interface with each other for the job selection process.

Report Writing (Very very important)

What is a report?

It is a widely used term and it takes place after a letter and a memo. It is a major form of technical
business and professional communication. All professionals whether they are lawyers, scientists,
managers, administrators etc they all write different types of reports for different purposes. For
example, a scientist will write a report to provide scientific data, a manager will write a report to
evaluate the situation, the lawyer will write a report to write the progress of the case, an admin will
write it to inform his superiors. Thus, a report is written for a specific purpose and for a specific
audience. Reports normally move in an upward direction and are used to inform the superiors but
can also be used for peers and subordinates. They can be presented orally, electronically or in
writing. Report can be a description of an event by a person who witnessed it to the person who was
not actually present on the scene or an analysis of a condition, situation or problem for effective
solutions. It is a piece of factual writing based on evidence and contains organized information. They
can be presented in both formal and informal situations. A report submitted by an official in an
organization is called a formal report. It is always presented in a prescribed format. There is an
established procedure and it is submitted to appropriate authority. An informal report is usually in
the form of a person to person communication. It can range from a few lines to a several pages and
it does not have a fixed format. It is prepared according to convenience of the sender and the
receiver. It is used to pass on information, report an event, comment on some situation, give
suggestions, and so on. A report written on one’s own initiative is an unsolicited report while a
report written on the basis of request, demand or order is solicited report.

Objectives of report:

Reports can be used for various purposes. Keeping the importance in mind, it has the following
objectives,

1. To give information about activities, progress, plans, and problems of an individual, organization
or department.
2. To record research findings or technical specifications.

3. To present the record of an accomplished work.

4. To tell the facts of an event for future reference of action.

5. To present information to a large number of people.

6. To present organized information on a particular topic.

7. To recommend the actions that can be considered to resolve the problem.

8. To monitor business operations.

9. To bring about new policies and procedures.

10. To help in decision making.

11. To justify a controversial decision.

Length of a report:

There is no fixed rule about the length of a report. It depends on the matter to be presented in the
report. But for convenience, reports can be divided into two following categories, short report and
long report.

A short report does not run for more than 4 or 5 pages. It is presented in a letter format or memo
format. It follows the simple style of presentation and only facts are reported in it. It can be formal
or informal. It can be self-initiated or in response to the demand.

Long report: It is a report of hundreds of pages. It is the outcome of some research. The researcher
needs to study the problem, the issue or topic, collect data, analyse the data, draw conclusion and
present the outcome with suggestions or recommendations. It is generally formal in nature and
prepared on demand. Desertation, thesis, project reports, field reports are some examples of long
report. Various elements such as abstract, summary, appendices, glossary are included in the report.

The following are the components that a long report has:

4. Cover page
5. title page.
Preface
Acknowledgement
Copyright notice

2.Certificate not sure

3.Table of contents

Lor

4.Abstract

5. Main text
6. Appendices

7. Bibliography

8. Glossary

9. Bibliography

1. Cover page is the first page of the long report. It contains the title of the report.

2. Title page: Contains the title of the report, the name of the writer, the designation of the writer or
the authority. Also has the name of the authority to whom the report has to be submitted with the
name of the organization, name of the person submitting the report. Date of submission and so on.

3. Certificate: In project reports, research reports, academic reports, a certificate is attached to the
report by the supervisor, that the report is an original contribution of the report writer. It includes
the name and signature of the supervisor, date, place and a statement testifying that the work is an
original contribution of the writer. Most of the people do not know that a certificate is not self-made
but made by the supervisor.

4. Table of contents: If a report contains more than 20 pages, the table of contents is attached to the
report. There should be a suitable heading put above the table of contents. It includes chapter
numbers and title, main headings, sub headings and page number on which they appear in the
report. It helps the reader to locate a particular topic.

5. Acknowledgement: It is written to express gratitude to anyone who has helped you in any way in
compiling the report. Acknowledgement should be heartfelt and should always be addressed in the
report for a particular person only after seeking permission from the concerned individual.

6. Preface: It is the expression of the writer where he talks about what initiated him to prepare the
report, what should a reader expect from the report and how will the report and its contents be a
guiding force to the learning of the reader. Sometimes preface and acknowledgement can be
headed under one heading and this totally depends upon the format as accepted by the institute or
organization to which an individual belongs.

Date: 20-9

7.Main body

This part includes: Introduction, Discussion, Conclusion and recommendation.

Intro is the beginning of the main text. It gives the reader a general view of the report before going
deep into it. It also provides background information of the subject matter. 

Discussion is the lengthiest section of the report. The writer discusses the subject at length, presents
logic and analysis of the data. 

Conclusion includes the recapitulation of the points that are discussed in the discussion section. It is
the outcome of reasoned analysis and judgement of the data presented in the discussion section. It
brings the discussion to a close and signals to the readers that they have reached at the final part of
the report. 
Recommendation is the suggestion to the problem or issue that is discussed in the report. It is
associated with conclusion and it appears mostly at the end of the report. It can also be put in the
beginning though.

Appendices- Appendices contains the material that needs to be included in the report as its
inclusion in the main body would interfere with the smooth reading of the report. Appendices are
not an essential and integral part of the main presentation. It relieves the main body from the
voluminous detailed information and provides a place for inclusion of material. An appendix
generally contains materials such as sample documents, detailed conclusions, experimental results,
statistical data, tables etc. It also helps to present the data obtained at the last moment or which
could not otherwise be included in the report. If more than one appendix is to be attached it has to
be numbered like appendix A, B, C, D. But remember that an appendix should not be treated as a
dumping ground for the material that could not find a place in the other parts of the report. The
material should be neatly structured and organized. 

Bibliography

Bibliography is the various published and unpublished source of information that is used to prepare
a report. It is necessary to acknowledge the sources and give credit to them. List of these sources is
mentioned under the heading of bibliography. Thus it refers to the orderly list of material like books,
periodicals, papers that is used, consulted or paraphrased to prepare the report. Remember that in
the bibliography the entries will have to be made in an Alphabetical order. It is placed at the end of
the report. And in case there is any doubt in the mind of the reader he can check bibliography and
consult the source. Name of the author, title of the book, addition, publisher’s name, place of
publication, year of publication. 

Glossary

Glossary is the list of technical words or terms used in the report with their explanation. If the
number of these words is small, it can be explained in the footnotes or in the introduction. If the
reader belongs to the same subject area it is not necessary to include glossary. But, if the reader is
from a different field of specialization, include glossary. The main purpose is to help the reader
understand what is said in the report. 

Index

It is used in bulky reports where the table of contents is not able to serve the purpose of locating a
topic or a subtopic easily. It serves as a guide which helps the reader to locate a topic or subtopic.
The entries in the index are arranged in an alphabetical order and are cross referenced. All the page
numbers on which the information is available are provided against each entry.

*bibliography and list of references are very closely related so check up on the requirements*

List of references
This section includes the bibliographical details of the books and sources from which certain ideas,
facts, and data has been borrowed as it is. These sources are mentioned so that the readers may get
to know the specific location of the idea if they wish to refer it further. This is done by citing such
sources in the main text and listing them in the alphabetical order or in the order of citation in the
report. 

Bibliography List of References

It lists all the work consulted for the ideas/information It helps the reader know the specific
location of an idea or a piece of
information.

It contains work recommended for further studies.  It has no such function. 

The entries are necessarily made in alphabetical order.  It could be as per alphabetical order
or as per the order of citations.

The writer starts preparing the bibliography before writing This is more conveniently prepared
the report and he continues to add on entries till the while the report is being written. 
writing task is over. 

Types of Reports

( small typo of double inspection above)

*this heading can also be asked as structure of formal reports/various elements of reports*
Discuss front matter, main body and back matter.

Front matter has cover page title page preface acknowledgement the table of contents, copyright
notice. Also, for some reports a forwarding letter, frontispiece, forwarding letter, abstract and list of
illustrations. 

Copyright piece: It is always placed on the inside of a title page. It actually indicates who has the
legal rights of the document (publisher or the author) 

Frontispiece- It is nothing but the window display of the whole report as it consists of artistic
drawings, pictures, photographs, maps etc. The sole purpose is to ignite curiosity among the readers
about the contents of the report. This has no place in technical reports.

List of illustrations: When there are more than 12 illustrations used in a report, this is prepared like
the table of contents. In this list the page numbers are also provided so that the reader may quickly
locate a specific illustration that he or she wishes to refer to. 

*Forwarding letter: depends on organization to organization and on the caliber of the people. It
forwards a report to the primary recipient of the report. It serves as a record of transmission of the
report. It is not bound with the report as it does not contain any important information. Introductory
covering letters often refer to specific parts of the report and may repeat particularly important
points such as purpose, scope, limitations, conclusions, and recommendations. Such an introductory
cover letter which contains an appreciable amount of information is usually bound into the report
immediately after the title page. 

Thus the forwarding letter will only be attached in very specific cases.

--------------------------------------------------------------------------------------------------------------------------------------

In the main body you have the introduction, conclusion, discussion and recommendation.

The back matter includes the appendices, bibliography, index, list of references and the glossary. 

Date- 23-9

Different types of reports

Difference between oral and written report:

Oral Report Written report

It is a spoken report It is a written report
They are presented face to face Not necessarily presented face to face, can be
electronically sent or as an evidence
They are easy for the speaker because the They are easy for the reader but difficult for the
preparations are made beforehand but difficult writer.
for the listener.
They are temporary or ephemeral in nature. Written reports are a permanent record of
information.
Immediate clarification is possible. Immediate clarification is not possible in the
 absence of face to face communication.
They are less accurate and reliable. They are more accurate and reliable.
They are informal They are formal.

Informal Report: The purpose of an informal report is to fulfil an immediate requirement which does
not require an elaborate analysis or presentation. They are shorter than formal reports. For instance
if the managing director wishes to know the current status of production or performance of
employees in a particular department, the information can be presented in an informal report. They
are of two types:

1. Letter report: the structure is the same as the structure of formal letter done before.

2. Memorandum Report/Memo report/Inter-house(office) memorandum report: It is a prescribed

form which is used to send important information within an organization. It is used to convey
information regarding routine business matters such as sending information from one department to
another announcing a change in the policy matters intimating the minor administrative changes that
are to be done etc. It deals with minor problems and provides facts of routine nature using the inter
office memorandum format and is called a memo report. Since it is meant to be circulated within the
organization, it is more informal in style as compared to letter reports.

XYZ

To :
From :
Date :
Subject:
Ref no*, Autho.
(Introduction, main text, conclusion)

Sign :

* example: OR/ST/04 where 04 denotes that 3 letters were previously sent.

3. Formal reports: These are periodic reports which can be submitted annually, quarterly, monthly,
weekly or at any other prescribed intervals in the routine of business affairs. In these reports usually
some columns are given in a Performa where some ticks are to be put and if something has to be
written it is written briefly. For example: The confidential reports on employees may include
whether an employee should be promoted or not or a periodic report on the progress of a project
may include a brief recommendation for some more funds or an extension of the duration of a
project. 5 classifications of the formal reports:
A. Progress report: Reports the status/progress of a particular project undertaken by an organization
during a specific period. It gives an account of the various stages of a project in chronological order
along with the details of the work completed till date and the amount of work yet to be completed.
If the task is investigative then simple information of what you did is not sufficient. You are also
expected to summarize whatever you have found out. It is also important that you evaluate the
work completely to determine the progress of the project. It may also make a mention of special
problems that may arise during the course of the work progress. Such reports could be on any
construction work under progress, could be about any new additions to a professional structure, can
be analysis of date etc. for which you need a progress report. Report cards of a student are also a
progress report.

B. lab reports: Students of engineering, science, psychology, biology all make use of this. Lab reports
for various organizations are mostly structured and recorded on a performa. Step by step procedure
is followed. Lawyers take clinical lab reports as details of a particular case. The psychological report
of a person on whom a case is filed is also a lab/clinical report. There is a logical reason given for it
and the language used is such that it is comprehensible to everyone.

C. Inspection Report: They are also routine reports that are compiled after thorough inspection of a
subject. It can be to see whether a product is functioning properly or not and to see whether the
quality of a piece of equipment is upto a certain standard or not. It is normally submitted to the head
of maintenance, production or sales departments and there is a prescribed performa here also
where there are several columns indicating the quality and information of each part of a product. It
keeps a check on mishandling and the poor production of certain equipment.

D. Inventory report: This is normally computer generated and requires the user to put in relevant
data. Often this report is computer generated and requires the user to put in relevant data regarding
the stock on hand. These reports are submitted at regular intervals which can be weekly, monthly,
annually on the kind of items available in stock, stock out ratios and projected needs and order dates
for supplies. These are statistical data which includes numbers of an inventory of a product and what
is missing and required. Thus it keeps an account of the materials available, its consumption, proper
maintenance etc. These are written by people who check the stocks and fill in details in a prescribed
format.

E. Annual Confidential report of employees: This is submitted by controlling officers annually for
their subordinates. It evaluates work performance and behaviour in respective departments.
Example- The senior executive of production, sales, marketing and quality control departments all
submit a report on the performance of their subordinates annually. This is why all related officials
keep a record of performance and conduct of their employees. It is also called professional appraisal
or personal appraisal report/ par. Promotions, demotions, transfer, termination all this comes under
this type of report. It is not easy to prepare a performa for this because human attributes are
included here. *

* can be asked to make a confidential report in exam.

4. Informational reports: The term informational is generic for any report whose primary purpose is
to convey information. These reports develop an understanding of the aims, objectives,
organization, policies, regulations, procedures, problems and future outlook of a company. The data
collected is presented in an organized form and the situation is presented as it is and not as it should
be. These reports mainly convey information so as to serve various purposes such as making a
discussion, determining a course of action and coordinating the operation of an organization. No
data analysis is done here. No recommendations are provided. Attention is given to the presentation
of a material in a proper way. The discussion of one point should be complete before another point
is taken up. For example: In any institute or college a report on how many students got registered in
a particular discipline is informational till it analyses the question why so?

5. Interpretive Report: Important for objective questions-> Also called analytical or investigative
report. It helps the reader to analyse, interpret and evaluate facts and ideas. The major emphasis is
on the analysis of the results of an investigation or the proposed solution to the problem. The report
writer analyses and interprets the data in such a way that it naturally leads to some suggestions
which may be of great importance when implemented. The writer of such reports try their level best
to present their findings and recommendation in the most convincing and persuasive way.
Important-> An interpretive report that abounds in recommendations is also termed as a
recommendation/recommendatory report. Interpretive reports owing to their nature are more
expansive and elaborate. They vary widely in scope and in subject matter but they are always
associated with some sort of business activities such as personnel, marketing, sales, accounting,
advertising, production, equipment, plant location and distribution and invariably they look for
solutions to a problem or suggestions for improving the existing conditions. Thus, interpretive help
the organization in taking timely decisions to solve a problem, to launch a new product, to reduce
the gap, and create awareness among its employees as well as shareholders.
Date: 25-9

Style of reports

The following tips are to be taken into account when writing a report.

1. Provide complete and accurate information.

2. Use plain, familiar and concrete words i.e. words that are used in day to day life. No
ornamentation to the language. Example- The committee will decipher the facts responsible for the
lack of synergy between the two departments. You should rephrase this into the committee will find
out the facts responsible for the lack of coordination between the two departments.

Example 2: The ramifications of the experiment done in the laboratory should be corroborated.
Rephrase: The results of the lab experiment should be verified.

3. Avoid wordiness and redundancy. Example: Keeping in mind the objective of facilitating and
having smooth operation for timely processing of rebate requests, it appears that more employees
are required. Rephrase to: To fulfil the requests timelier, we need more employees.

4. Judiciously use active and passive voice. Use active more and avoid passive voice as passive
requires more words. Example- You have not yet informed me about the latest marketing strategies
that you are likely to follow from this month onwards. Active: I have not yet been informed about
the latest marketing strategies that you are likely to follow immediately from this month.

5. Empathetic word order and follow the emphatic word order: Emphatic means that the stressing
on certain words should be at the beginning or at the end of the report. Example: In the months to
come, a proper order and mechanism to tackle the problem of absenteeism would be in place.
Emphatic: To tackle the problem of absenteeism, a proper order and mechanism would be in place
in the months to come.

6. Prefer using verbs to long nouns. Example: After a careful revision of the suggestions made, a
consideration for their implementations is likely to follow. We are likely to implement the
suggestions after carefully considering and revising them.

7. Careful use of abbreviations: The difference between an abbreviation and an acronym is that an
acronym is the shortened phrase like AIDS and an abbreviation is a shortened word like Mrs, pvt.
etc. Acronyms are always written in all caps.

8. Avoid clichés: Overusing an expression gets cliched, hackneyed thus making the expression drab
and repetitive. Ex- Last but not the least let me thank the management---. Rephrased: (Firstly, Lastly
etc are no actual words in English) Finally I would like to thank the management.

9. Avoid circumlocution: Beating around the bush.

Q on circumlocution: All in the present moment of time, mobile industry has witnessed a mad
scramble for more customer orientation with all the major players in the field readily making
frequent announcements and thereby securing their line of clients as the inducements they offer
that are far too luring for the average customer in India to put a resistance to.
Ans: At present, all the major mobile companies seem trying to attract customers and secure clients
by making announcements and offering inducements difficult to be resisted by an average customer
in India.

10. Maintaining unity in paragraphs: Structuring a paragraph needs practice, revision and
concentration. Often reports are criticized because they are not coherent and don’t progress
systematically. Thus, unity of paragraph should always be maintained. Avoid punctuation and
grammatical errors.

Make various letter words using each letter (only once?) for the word: Encyclopaedia.

5 letter words: cycle, elope, panel, elope, piece, NOIDA, India, decay, needy, plain, daily, peace,
acned, ideal, clone, lined, delay, delay, piano, dance.

Class made around 26 of these words

4 letter words: clay, dice, nice, play, paid, clan, cola, Open, dope, clap, lead, lean, lend, node, nail,
icon, idle, acid, pane, paid, pile, done, pale, copy, lion, once, noad, coin, den, cape, lady,

Around 54 words were made.

3 letter words: and, ace, die, dye, nap, ice, pep, pop, pen, coy, lay, pal, -------------

39 words made.

2 letter words: no, on, to, an, in, do, go,

Larger words: cyclone, policy, lonely, cancel, plead, candle, eyelid, copied, coiled, deploy, cocaine,

Q1. What are reports? What are the different type of reports?

Q2. What do you mean by front matter, main body and back matter of a report?

Q3. What are the different types of routine reports? Elucidate the Performa of all the different types
of reports.

Q4. What do you mean by a formal report? Discuss its various features at length.

Q5. What is the difference between an oral report and a written report?

Q6. Imagine that you are working in a construction company and you have been assigned to look
after the construction of a 5 storeyed apartment which is a 3-year project. Since the second year is
over, prepare the progress report for this purpose to be submitted to the managing director of the
company.
Date: 1-10-19

Indianisms

Words such as by-walk used by Indians are incorrect and on foot is the correct usage.

I hail from Punjab is actually incorrect. Correct: I belong to---

Incorrect: Cut Jokes. Correct: Crack Joke

Incorrect: Your good name? correct: Your name?

Incorrect: I will give you a tight slap. Correct: I will give you a hard slap.

Marriage ceremony is incorrect the correct version is wedding ceremony.

Incorrect: Get down on the next station. Correct: Get off on the next station.

Incorrect: Switch on/off the light. Correct: Turn on---

Co brother and Co sister is actually brother in law, sister in law.

Inc: Biodata and jack(sources). Correct: Resume and sources.

Inc: Purchase. Correct: Bought. Purchase is actually done only on huge things.

Inc: On somebody’s face. Correct: To somebody’s face.

Inc: Time is over. Correct: Time is up.

Inc: Lesson is delivered. Correct: Lesson is given.

Inc: Pin drop silence. Correct: Perfect/ complete silence.

Inc: Yesterday evening. Correct: Last evening.

Inc: Footpath. Correct: Pavement for pedestrians.

Inc: Expire (Death) Correct: Passed away. Expire is for products.

Inc: Better half. Correct: Just spouse.

Inc: What is your Misses/mister doing nowadays? Correct: Wife.

Inc: I’m going to the airport to receive my relatives. Correct: Go, meet and bring home is the actual
version. Receiving is more formal like giving bouquets or somethin not just bringing the relative back
to your home. Receiving also goes with a new angle for the armed forces.

Inc: I’m going to see someone at 5:15. Correct: Quarter past 5.

Inc: its ok. Correct: Alright.

Inc: How do you do? Correct: How are you?

Inc: August Audience. ????? Oh it was used in the Augustian age. Correct: Distinguished audience.

Inc: Colony. Correct: Locality. A colony also has people belonging to the same group of people
belonging from the same place where every segment will be included.

Inc: Stop by at the hotel for food. Correct: Restaurant for eating food.

Inc: wheatish complexion. Correct: Fair complexion.

Inc: Too good. Correct: very good.

Inc: Even I liked the movie very much. Correct: So did/do I.

Inc: How many issues do you have? Correct: it was earlier used for kids?????

Inc: The movie was time-pass. Correct: Average.

Inc: Give an exam. Correct: Take an exam.

Difference between guest and visitor: You specifically invite the guests whereas the visitors come by
on your own will.

Difference between female and woman. Female is actually a qualifier and it denotes some nouns in
its expression. Example: Female dancer. Rest google karlo mam aint saying it too clearly.

Inc: I don’t mind. Correct: Sure.

Inc: Mixy. Correct: Mixer.

Inc: Ill revert back. Correct: Reply/respond back. Revert actually means back to going to the former
state.

Inc: heater. Correct: Blower.

Inc: Bed Tea. Correct: Early morning tea/ the first tea in the morning.

Standard Vocabulary

One-word substitutions:

1. To look at the bright side of things: Optimist.

2. One who looks at the dark side of things: Pessimist.

3. One who does not believe in god: Atheist.

4. One who believes in god: Theist.

5. One who knows everything: Omniscient

6. One who is present everywhere: Omnipresent

7. One who is all powerful: Omnipotent

8. One who cannot read and write: Illiterate

9. One who acts against religion: heretic.

10. One who offers one’s services: volunteer.

11. One who is unable to pay off one’s debts: bankrupt

12. One who loves mankind: Philanthropist.

13. One who hates mankind: Misanthrope.

14. One who is out to destroy the government: Anarchist.

15. One who eats human flesh: cannibal

16. One who lives on flesh: Carnivore.

17. One who lives at the same time: Contemporary.

18. One who is more than a 100 years old: centenarian.

19. One to whom the world is a home: cosmopolitan.

20. One who is indifferent to pain and pleasure: stoic.

21. One who champions the cause of women: Feminist.

22. One who is given to the pleasures of flesh: Epicure.

23. One who lives on others: Parasite.

24. One who is sympathetic to mankind: Humanitarian.

25. One who walks on foot: Pedestrian

26. One who studies things of the past: Antiquarian.

27. One who is gifted with multiple talents: Versatile.

28. One who is new to a profession: novice.

29. One who is a habitual drunker: Sot, toper.

30. One who settles in another country: Immigrant

31. One who knows many languages: polyglot

32. One who cuts precious stones: lapidist.

33. One who deals in cattle: drover.

34. One who cures eye diseases: oculist.

35. One who sells sweets and pastries: Confectioner.

36. One who collects posted stamps: philatelist.

37. One who loads and unloads ships: stevedore.

38. One who compiles a dictionary: Lexicographer.

39. One who walks in one’s sleep: somnambulist.

40. One who talks in one’s sleep: soliloquist.

41. One who has an irresistible tendency to steal: kleptomaniac.

42. One who breaks images or church ornaments: iconoclast.

43. One who retires from society to live a solitary life: recluse

44. One who is given to the sensual pleasures of body: Voluptuary.

45. One who pretends to be what he is not: hypocrite.

46. One who imitates the voice and gestures of another: Mimic.

47. A professional horse rider: jockey.

48. A place with gambling tables: casino

49. A number of sailors working on a ship: Crew

50. A collection of flags: a bunting.

51. A number of battleships: Fleet

52. A cluster of houses In a village: hamlet.

53. A number of stars grouped together: constellation

54. The house of an eskimo: igloo.

55. The house of an arab: dowar.

56. The place for manufacturing beer: brewer

57. A place for the collection of medicinal and aromatic plants: herbarium.

58. A building for lodging of soldiers: barracks

59. A place where money is coined: mint.

60. An institution for reforming young offenders: Reformatory.

61. A place for improving one’s health: Resort. Previously made for TB patients.

62. A case in which a sword is kept: Sheathe

63. A substance that destroys germs: antiseptic

64. A substance which produces insensitivity: anaesthetic

65. A medicine to counteract poison: antidote.

66. Free from infection: Immune.

67. A cure for all diseases: panacea.

68. A place where dead bodies are kept: Mortuary.

69. A place where dead bodies are entered: Symmetry.

70. A place where dead bodies are kept for identification: Morgue.

71. Examination of a dead body: Post mortem.

72. Occuring after death: Posthumous.

73. An inscription on a tomb: epitaph.

74. Dead body of an animal: carcass.

75. The science of colours: Chromatics

76. The sciences of the human body structure: anatomy.

77. The art of effective speaking: elocution

78. The study of mankind: anthropology.

79. The study of human mind: psychology.

80. Study of physical life: biology.

81. study of plants: botany.

82. Study of animals: zoology.

83. Study of rocks: Geology

84. The study of birds: Ornithology,

85. study of mountains: orology.

86. Study of language: philology.

87. Study of stars: Astronomy.

88. The study of origin of words: etymology.

89.The study of ancient writing systems and their deciphering: Palaeography.

90. The art of beautiful handwriting: calligraphy

91. The art of preserving skin: Taxidermy.

92. The Government by nobility: Aristocracy.

93. The government by a small group of people for their own interests: Oligarchy.

94. The government by departments of state: bureaucracy.

95. The right of self-government: Autonomy

96 The government by a rich and powerful class: Plutocracy.

97 A council of clergy men: Synod,

98. A ceremony at which a man becomes a priest: ordination

99. Violating religious things: Sacrilege

100. One who is intolerantly devoted to a particular creed: bigot.

101. One who has more than one wife at a time: polygamist.

102. A woman’’’ polyandrist.

103.Hater of women: Misogynist.

104. One who is vowed to unmarried life: celibate.

105. A man whose wife is dead: widower.

106.A woman whose husband is dead: Widow.

107. Engaged to be married: betrothed.

108. An instrument for recording the revolutions of the earth: gyroscope.

109. An instrument for measuring electric current: ammeter.

110. Smuggled goods: Contraband.

111.The act of spying: espionage.

112.A knife fixed on the end of a gun: bayonet.

113. Soldiers on horses: cavalry.

114.Soldiers on foot: infantry.

115. A book of accounts showing debit and credit: ledger.

116. A book containing info on all sides of knowledge: Encyclopaedia.

117. An account of one’s life written by one self is autobiography and when written by someone else
is biography

118. A speech by a dramatist at the beginning of a play: prologue

119. A speech by a dramatist at the end of a play: epilogue.

120. A poem of mourning: elegy.

121. A hollow space in a wall for a statue: niche

122. Language that has been used too much: hackneyed

123. The science that deals with correct spelling: orthography

124. A very private room: sanctum

125. A place where idols of gold are kept: sanctorum

126. A war of religion: crusade

127. A lover of books: bibliophile

128. Animals that live in water: aquatic

129. A written declaration made on an oath: affidavit

130. A game or battle where no party wins: draw

131. A person’s first speech: maiden speech

132. Killing a man: homicide

133. Killing one’s king: regicide

134. Killing one’s mother: matricide

135. Killing one’s father: patricide

136. Killing one’s brother: fracticide

137. Killing oneself: suicide

139. Animals that suckle their young: mammal

140. A speech made without preparation: extempore

141. A decision in which all agree: unanimous

142. A writer who steals ideas from others: plagiarist

143. A medicine that loosens the bowels: laxative

144. A person’s last utterance: swansong

145. Asking everyone for an opinion: referendum

146. Separation from other people to avoid infection: quarantine

147. an imaginary ideal: utopia

148. a thing kept in memory of an event: souvenir

149. That which can be heard: audible

150. Which cannot be heard: inaudible

151. That which can be read: legible

152. Can’t be read: illegible

153. Liable to catch fire fire easily: inflammable

154. which can be eaten: edible

155. That which can be carried: portable

156. Incapable of being corrected: incorrigible

157. Commonplace remarks: platitudes

158. The animals of a certain region: fauna as in flora and fauna

159. Incapable of being burnt: incombustible

160. A disease that ends in death: fatal

161. A person suffering from neurosis/ unreasonable fears or ideas about the outside world and
troubled relationships with people: neurotic

162. A book or paper written by hand: manuscript

163. A government which honours all religions: secular

164. A word no longer in use: obsolete

165. An instrument for detecting earthquakes: seismograph

166. An instrument for measuring gases: manometer

167. The property left to someone by a will: legacy

168. Promise given by a prisoner not to escape: parole

169. An exaggerated statement: hyperbole

170. A nation that goes to war: belligerent

171. A person who lives in another country: alien

172. Too much of official formality: red tapism

173. List of things to be discussed at a meeting: agenda

174. unduly attached to one’s own opinion: opinionated

175. One who is completely self-satisfied: complacent

176. simple and easily deceived: gullible

177. One who has delusions of one’s grandeur: megalomaniac

178. The most capable part of a group, town or place: elite

179. one who flaunts newly acquired wealth: parvenu also called upstart

180. The intelligent and educated group or class of a society: intelligencia

181. Shy, timid and unwilling to face a situation: diffident

182. One who looks at everything from a personal point of view: ego centric

183. One who gets pleasure in other’s troubles and pain: sadistic

184. The act of enjoying or having an experience indirectly: vicariously

185. The tendency to postpone things to the future: procrastination

186. To relax in a countryside far away from the humdrum of town: rustic

187. To spend life without purpose and initiative: vegetate

188. One who is interested in the welfare of other people: altruist

189. One who believes in keeping things as they are: conservatives

190. A tall, strong, masculine kind of a woman: amazon

191. A turbulent, noisy, domineering kind of a woman: virago

192. A traitor who can sell out even his friend: judas

193. A person whose manner and tasted are bad: vulgarian

194. A person who flaunts learning all the time: pedant

195. Understanding without the interference of feelings: empathy

196. An embarrassing mistake: faux pa

197. A heterogenous mixture of great variety: potpourri.

198. A language of a region having its own way: dialect

199. A payment not legally binding but for which some moral obligation is felt: ex- gratia

200. One who gives directions from behind the scene on the stage: prompter

201. The washing or cleaning of the body especially in a religious ceremony: ablution

202. Something perfectly neat and tidy: immaculate

203. A legal defence by which an accused person tries to show that he was somewhere else when
the crime was committed: alibi

204.The money for the divorced wife who is legally separated: Alimony

205. mental derangement confined to one idea: monomania.

206. An aeroplane with one pair of wings: Monoplane.

207. Exclusive possession or control of any one thing: monopoly

208. The group especially in arts regarded as being the most experimental: avant garde

209. Words or actions showing deliberate contempt for sacred things: blasphemy

210. An official bulletin: communic

211. A solemn agreement entered to between two or more parties: covenant

212. A person with a showy character: flamboyant

213. The art of painting on a plastered surface: fresco

214. That which foretells the coming of something: harbinger

215. Imagined symptoms of illness: hypochondria

216. An odd or typical or eccentric trait: idiosyncrasy

217. Not planned ahead of time: impromptu

218. To compensate a person for a loss or damage: indemnify

219. Originating or occurring naturally in the place or country where found: indigenous

220. A time between periods or events: interim

221. A plan or the route to be followed for a journey: itinerary

222. A group of people who band together for some secret purpose especially for political intrigue:
junta

223. A short journey for pleasure: jaunt

224. A written attack using humour to provoke contempt: lampoon

225. That which cannot be pacified: implacable

226. A false written statement to damage a person’s reputation: libel

227. A phrase or sentence that is comical or non sensical because the speaker used the wrong word
because it sounded similar to the correct word: malapropism

228. An instruction from an electorate to its representative: mandate

229. A full sized model of a complete or partial human figure: mannequin

230. Personal remembrances in a narrative form: memoir

231. The manner of operating or proceeding: modus operandi

232. A long, wandering journey: odyssey

233. An authoritative decree or order of the government: ordinance

234. A person having authority to enquire into grievances of citizens against public authorities:
ombudsman

235. A lover especially one who unlawfully takes the position of a wife or a husband: paramour
236. An expression of the popular will concerning some important questions given by a direct vote of
the people: plebiscite

237. The presentation to the people of a proposed bill for decision by vote: referendum

238. Retired on account of age usually with pension: superannuated

239. A substitute surrogate existing only in name: titular

240. A closed watch kept over someone: surveillance

241. A place where a monk lives: monastery

Date: 10-10

Manias and Phobias

Mania is an obsession with/addiction to.

Addiction to: The substance:

Alchohol Dipsomania
Books Bibliomania
Bridges Gephyromania
Cats Alluromania
Crowds Demomania and ochlomania
Obsession with dead Necromania
bodies
Obsession with death Thanatomania
Drugs Narcomania
Dogs Cynomania
Eating Sitomania and phagomania
Fire Pyromania
Flowers Anthomania
Horses Hippomania
Lying Mythomania
Exaggerating oneself Egomania
Personal cleanliness Abbastomania
Power Megalomania
Pleasure Hedonomania
Religion Theomania and cathcomania
Sex Crotomania, nymphomania and satyromania
Single idea or thing Monomania
Stealing Kleptomania
Surgery or undergoing Tomomania
surgery
 Talking Logomania and verbomania
Travelling Dromomania, hodomania and poriomania
Work Ergomania

Phobias:
Irrational or excessive fear of something is a phobia.

Fear of: The phobia name:

Aeroplanes or flying Aerophobia/ patropholia
Animals Zoophobia
Bears Melissaphobia
Birds ornithophobia
Blood Haemophobia/ haematophobia
Bridges or crossing of bridges Gephyrophobia
Burial alive Taphophobia
Cats Allurophobia/gatophobia
Children Paedophobia
Choking Pnigophobia
Cold Cyrophobia
Confined space Claustrophobia
Crowds Demophobia/ ochlophobia
Darkness Scotophobia/nyctophobia/ligophobia
Death or dead bodies Necrophobia and tenatophobia
Depths and deep places Bathophobia
Deserts or dry places Xerophobia
Dirt Rupophobia
Dogs Cynophobia
Drinking or drunkenness Dipsophobia
Fear of being alarmed Phobophobia
Fire Pyrophobia
Foreigners Xenophobia
Fur Dorophobia
Germs Microbiophobia
Ghosts Pasmophobia
Heat Thermophobia
Heights Acrophobia/hipsophobia/acrionophobia
Horses Hippophobia
Illness Nonophobia and pathophobia
Injury Tromatophobia
Insects Entomophobia
Lightening Astrophobia
Madness Maniphobia
Men and boys Androphobia
Women and girls Gynophobia
 Mice Mursophobia
Same or particular word Onamatophobia
Night Nyctophobia
Noise Panophobia
Open spaces or going out in Agoraphobia/lenophobia
public
Pain Algophobia and odynophobia
Particular place Topophobia
Poisoning Toxicophobia and iophobia
Sea Thalassophobia
Sharks Galcophobia
Sleep Hyprophobia
Snakes Ophidiophobia
Speaking or public speaking Talophobia/ glossophobia
Speed Tacophobia
Street or street crossing Dromophobia
Surgery Cragsiophobia/tomophobia
Thunder Brontophobia and tonitrophobia
Trains Siderodromophobia
Travel Hodophobia
Water or wetness Hydrophobia/hygrophobia/aquaphobia
Worms Helminthophobia

Public Speaking
Public speaking like any other professional task requires planning, preparation and a perfect
execution of ideas and this requires a lot of hardwork and patience on the part of the speaker. There
are a number of modes to address a large audience and the first one is storytelling. Passed on to the
human beings through generations, it is a wonderful tool to communicate. Regardless of academic
qualifications, each one of us has his own storytelling skills. But these skills need to be sharpened to
create an impact on the listener. It helps develop imagination, creativity, expression and powers of
description and narration and how to be captivating in your expressions so as to engage the
audience in an interesting an imaginative manner. It also equips you with the skill of appreciating
others.

A five-mark tips for effective storytelling might come such as:

1. Look at the audience with a welcoming smile and bright eyes.

2. Create an atmosphere like casting a good spell. Set the scene for the audience by setting the time,
place, and weather of the story.

3. Modulate your voice as per characters and impact.

4. Use facial expressions reflecting the feelings of the imagined characters.

5. Use your hands, your shoulders and your body as much as you can. Use mime and gestures to
paint the story like a picture. If there is an element of suspense and anticipation, leave spaces
between your words or your sentences.

6. Collect stories from magazines, book, tv, films, videos besides your own experience and
imagination.

Elocution

It stands for the art of clear and concise manner of speaking with clarity of meaning and thought.
(worth an objective question) It originates from the word eloquence which means fluent, elegant or
persuasive speaking. Thus, it refers to one’s power of expressing strong emotions in striking and
appropriate language with a view to influencing them to one’s ideas. It includes pronunciation,
accent, grammar, tone and gestures which play a key role in forming a meaningful and emphatic
message.

Tips for the development of art of elocution:

1. Speak naturally with well controlled and modulated voice. Put yourself in the situation and
emotions of the character you intend to live. Combat your fear of public speaking and be
enthusiastic about the task at hand.

2. Develop good reading skills, compare programs, proper use of body language and keep reading
aloud your part because it is practice that reaches to perfection.

Extempore

It refers to the task of delivering a talk or address without much preparation. It tests the speaker’s
presence of mind, clarity of thought and command of language. It’s a challenging task and it enables
the speakers to think out of the box and provides an opportunity to develop both communication
skills and time management. It also develops one’s logical thinking and reasoning ability. It is an
excellent training exercise for future leaders.

Tips (5-mark worthy)

1. Be a good reader. Feel excited and do not get encumbered by it.

2. Think of a first couple of sentences which can capture the attention of the audience. Then use
appropriate pauses, use witty humour, be confident while you speak and use proper and positive
body language, modulate your voice, keep the time limit in mind, remember that extempore is also
now a method of job selection for certain jobs.
How to do these all in a structured way i.e. elocution, extempore and public speaking in general?

1. Choosing an appropriate pattern.

a. Past, present or future.

b. Chronological pattern.

c. Causal pattern i.e. defining the cause and bringing the reasoning into it.

d. Spatial pattern: Suited to geographical and structural location with its requisite details.

e. Topical pattern: You divide the entire thing into headings and sub headings i.e. topic wise.

f. Psychological pattern like if the topic is loneliness or using themes to make an impact on the
individual and the general psyche of the public.

* 2. The methods: (Important idk?)

a. Speaking from memory. (advantages are that you state the facts correctly and you speak the
thoughts fluently and accurately but the disadvantage is that it can give a massive confidence loss if
you forget something and you cannot really answer cross questioning, also there is no place left for
originality and creativity, things also don’t come out naturally)

b. Speaking from a manuscript: Its very similar to reading out from the ppt slides while doing a
presentation. Advantages: You have everything to consult and nothing to lose because you don’t
need to refer it point by point. Margin of error is minimum, it’s a great help for referring to the facts.
Disadvantage: Makes the total presentation very dull, monotonous, required changes hard to
implement, since its uttered verbatim most of the time it lacks spontaneity.

c. Speaking impromptu: Advantages: Creativity, originality, can more closely relate to the audience
and better attempts at attracting attention, investing minimum and acquiring maximum as you didn’t
prepare at all yet you are giving a speech from your own pool of thoughts and you will also be given
a bit more leverage. Disadvantage: hard to implement in working situations where you are working
as a lawyer, scientist, astronomer where hard coded facts matter. Organizing, structuring and
chronology of ideas is not very effectively done as you speak what comes to mind. You might also fail
to relate one idea to another and connect them to the context.

D. Speaking from notes: You make bulletin points for your speech and supplement your ideas.
Advantages: Its natural, creative, can make changes to your ideas, also take advantages of the
manuscript method.

How to make speeches interesting?

A- Make your beginning catchy.

B- Use wit and humour.
C- Use appropriate body language.
D- Proper voice modulation
E- Use of examples and instances.
F- End with an emphatic note.
Date: 16.10.19

Delivering Different types of Speeches

1. Welcome Speech: Also called an introductory speech where you introduce the reason of why the
event is happening and also speak about the credentials of the speaker. Do not be extravagant while
introducing the person and speak about his credentials while keeping in mind the context. Also talk
about the areas which he is going to touch upon while he delivers the particular speech. Do not take
too much time since you are already under time restraints and that reduces the time period for the
speaker.

2. Vote of thanks speech: Where you thank a person on behalf of self or the organization for their
special support to the cause. Your gratitude should be expressive and warm and the language should
be humble. All orgs follow a protocol and hierarchy thus one should follow it while giving the vote of
thanks. Use precise words.

3. Farewell Speech: (Exam wise it can be asked in both ways as a farewell taker and a farewell giver
too.) While taking farewell don’t talk about the ill policies of the organization and criticizing the org
which you are leaving because you were also a part of the same team. Appreciation may not be in
your heart but it should be well into your mind while making this speech. Always try looking at the
brighter side. For example, looking at the merits of the 9:15 timing in Symbiosis it has its bright side
for the discipline while doing jobs in the future.

Q1. “Speeches are not just meant to be spoken. They also are required to be made interesting and
entertaining to the audience.” What are the strategies that can make speech interesting and
entertaining to the audience? Discuss and substantiate with appropriate examples.

Q2. Imagine that you have been working as a junior sales manager with X-well corporations, Pune
for the past 5 years. Now you have been offered the position of sales manager in Eastwood
corporations, New Delhi. Prepare the text of the farewell speech you planned to deliver. Note that
you are on your way to leave X-well corporations to join as sales manager with Eastwood companies.

Basics of Phonetics

There are marked differences between the British English and American English. As such, there
always remains a doubt with the educated Indians as to which English, American or British would be
of greater acceptability in the world of business and the answer to the problem is straightforward.
There is a practical side of the issue which may be taken into consideration i.e. the British or the
Oxbridge style of English taught in our schools and colleges since more than 200 years should be
accepted. However, we have been trained from our primary to the middle school through the
classical British style of English curriculum in our LSRW (listening, speaking, reading, writing) skills.
So, there is no need to acquire the American mannerisms in speech, nor do we need to put up
artificial accents, stress patterns or American spellings. With the passage of time the graduates of IIT
created a software which brought in a happy synthesis of American English and English as spoken in
India. This English was termed as standard English and it got worldwide acceptability and was
accepted professionally and today it is spoken in almost all the call centres in The USA and UK. Since
we are not native speakers of English, there is a serious problem with regard to the pronunciation of
the Indian speaker’s English. (Important) This is because of the variety of English spoken across the
globe there is no purity in the language or pronunciation. So we have alternate pronunciations and
mispronunciations because in India, a child from a very early stage learns to respond to the mother
tongue and also to the sounds and tones which his elders use while talking to him/her. So parallelly
in English speaking countries, children start learning English but in India, English being the second
language, the impact is through the mother tongue and most often due to the lack of sufficient
exposure to the variety of the language it leads to faulty pronunciation.

Received Pronunciation (RP)

English is spoken as a first or second language by a very large number of people throughout the
world. In countries such as UK, USA, Canada, Australia etc. English is the native language. Countries
like India, Pakistan, Sri Lanka, Bangladesh etc. it is the non-native or second language. As such wide
variation in pronunciation and accent is there and we follow a standard. So, one native regional
accent that has gained social prestige is called received pronunciation (RP) and is now equated with
correct pronunciation of English. Now these standard sounds in English are put together with
standard symbols and these symbols are called international phonetic alphabet and they are coined
in the international phonetic association (IPA).

Misconception about Sounds

Since school days we have been taught that there are 26 alphabets in English and 26 sounds. Sounds
are divided into consonants and vowels. There are 20 vowel sounds and 24 consonant sounds which
make a total of 44. Some scholars and orgs have also divided it as 47 where they have put some semi
vowel sounds too but IPA has standardized it as 44. Vowels are also then subdivided into pure
vowels which are 12 and the rest 8 are dipthongs. (you can make a flowchart of this)

Cat (sounds like kat), k(k)een, occ(k)asion, ch(k)emistry

Pure vowels- A vowel sound whose quality does not change over the duration of the vowel is called a
pure vowel. Example: |P|, |i:| (colon is significance indicator?) |ce|. For indicators such as these you
have the initial case, the medial stage and the final vowel stage. Basically, this is shown in
dictionaries which tell us how a word should be pronounced. Examples are confusing you can google
it for further wordings. Example: bed, ship, good, door, teacher,

Dipthongs (Dipthongal glides): Words like see, ice you are gliding from one vowel to the other vowel.
8 vowels are the combination of two vowel sounds. Example: mice, bait, tea, train, age, prey, jail,
aim, straight, lion (very good example)
Consonants: Recognized by words which are spoken by touching of the tongue and the jaw and the
upper and lower lips, no general characteristic to recognize the consonants though. Example: P is
pronounced with the lips while you speak words such as pit, T is pronounced with the front of the
tongue such as tin, tailor. K pronounced from the back of the tongue, H pronounced in the throat, F
and S are forced from the vocal tract either partially or completely. Some spoken by epiglottis

Consonant cluster: A consonant cluster (CC) in a word is a group of two or more consonants with no
vowels in between them. Remember that the consonant sounds that come before the vowel sounds
are called the onset. The ones that come after the vowel sounds are called the coda and the
consonant cluster between the vowel sounds is called the medial. Example:

Bursts- coda, strong- onset, abridge- onset (since e is silent in abridge)

Black- onset, length- coda, sidescreen- medial

(only definitions are important for exam really the examples)

Problems of Indian English

1.In Indian English Z and S are not used correctly and this leads to confusion between pairs such as eyes
and ice, false and falls, fierce and fears. His and hiss.

2. Some Indian speakers change the sounds of sh to s. For example, shave is said as save, she said as see,
sheet as seat, shine and sine.

3. Some Indian speakers are unaware of the sound of v and w. Example the way people say vest and
waste or west. While and vile.

Syllables:

Syllables which are the basic unit of spoken language which consists of uninterrupted sound that can
be used to make up words. You could also say that a syllable always has one vowel sound. And if
there are many syllables in a word then there are those many vowel sounds in the word.

Depending on the word and sound there are monosyllables, disyllable (such as hotel, business),
trisyllable( such as syllable, dictionary)

Rules for counting syllables:

1. Count the vowel sounds in the word. Subtract any silent vowel at the end of the word.

2. Count dipthongs as only one vowel sound.

3. The number of vowel sounds is the same as the number of syllables. This means that the number
of syllables that you hear when you pronounce a word is the same as the number of vowel sounds
heard.

Came: E is removed as its silent, vowel sounds is A thus it’s a monosyllable.

Rule: E is silent and removed, Sound is of U thus it’s a monosyllable.

Outside: E removed since its silent. Out+sid thus a disyllable.

University: U is pronounced and sounds like Y. U +ni+ver+s+i+ty.

Languages: lan+gua+ges

Apologize: a+po+lo+giz where e is silent.

Word Stress: One should remember that English is an accent-based language unlike language such
as Hindi and in a word all the words are not pronounced with equal emphasis. So in a word where
you are stressing more through your vocal chords is called the vocal stress. Words stress thus is
nothing but how a word is pronounced.

Example: ability. Americans pronounce it as Aaebility but other as ability. In convict you either stress
on ‘con’vict or con’vict’. Then there are also weak prefixes such as ago, above where without A, Bove
is no word. Then there are word whose syllables end with ate, ise/ize like candidate, baptize.

Charismatic: Word stress will be charis’matic.

Special is Special.

Essential: es’sential

Officially: of’ficially

( ‘ denotes a break between two stresses like -)

Phoneme: Human speech is a continuous process. Let us take the word book. The word has a
pattern where there is conso., vowel, vowel, and conso. Where it is spoken with a stress and a tone
which requires separate analysis. Every speech however short, is continuous. It consists of an
unbroken succession of movements and sound waves. That is why a speech utterance is called a
continuum (pronounced as continuum) and when two people are speaking the same language such
as english they understand each other because the language contains some constant features of
soundwave common to all utterances in English. In phonetics we study two aspects of a language,
sound producing movements of the speaker which is physiological phonetics and the sound waves of
human speech which is called acoustic phonetics. Best example of phonetics is man and men. As the
speakers of the English language we speak man and men under different circumstances. The word
man indicates third person, singular, masculine, common noun while men indicates third person,
plural, masculine, common noun and different people in a speaking community may pronounce the
same word in different ways and the listeners of that language would always recognize the
difference. This is because there are features which are distinctive and there are features which are
non-distinctive and the actual representation of both distinctive and non- distinctive features of a
sound is called allophone and it is a subject of phonetics which is a highly specialized study in
linguistics. The function of phonemic analysis is to find out the main/distinctive blocks of sound
system that exists in a particular language.

Important: Difference between American, British and Indian spoken English. English is the most
frequently spoken language in the world either as mother tongue, trend or fashion, acquired
language etc. Because what is the kind of English which we speak? And also we should know the
difference because of our possible exposure to the environment in a professional world. When a
person does not understand the difference, you may hear him using phrases such as pardon, come
again or I did not get you. British English is also represented as BrE is a form of English that we use in
the United Kingdom and it includes all the English dialects used there also called the RP of the place.
It is also referred to as Queens’ English, oxford English and BBC English.

American English is represented as AmE is the form of English used in USA.

Indians speak British English but because of regional language or the vernacular which he/she uses,
an Indian speaker brings a major change in the significant pronunciation of a word. So Indian English
also known as IE is considered as a group of English dialects or regional language varieties spoken
primarily on the Indian subcontinent. English has generally absorbed the idiomatic forms derived
from Indian literary sources and vernaculars.

Example: Schedule, Vitamin, education, executive, vase, route, intestine, leisure, glacier, issue
(pronounced with s instead of sh by Italian, French etc). Can’t is no word, only cannot is a word.

All 5 mark Questions:

Q1. What is onset? Provide 5 words with onset.

Q2. What is a consonant cluster? How does it contribute to study for effective speaking? Support
your answer with appropriate examples.

Q3. Differentiate between onset and coda and provide 3 examples of each.

Q4. What is a syllable? How are words divided into different syllables?

Q5. What are Dipthongs? How they are different from vowel sounds.

Q6. What is the difference between a vowel and a consonant sound?

Date:

Art of Negotiations

Successful negotiation is an art that comes naturally to some but is developed by most. It is a part of
everyday life but in business situations it is absolutely vital for success. Whether it is buying a car,
furniture, or a house we bargain for a price that we have to pay. Even for job interviews, candidates
have to negotiate for a better salary. All this requires good negotiation skills. In fact, in business poor
negotiation affects the total health and wealth of the company as it may cripple its growth and result
in losing key customers or great financial losses in business deals. We negotiate with our clients,
other organizations, and government agencies to obtain their support and cooperation for our
business and vice versa. According to freedictionary.com, ‘negotiation is the act or process of
conferring or discussing to reach agreement in matters of business or state. This means that it is a
kind of bargain with others for a treaty or contract for expansion of business, maximization of profit,
or better growth of the state.’

The word negotiation comes from the 15th century French word negociacion which means business
and trade. It also comes from the Latin word negotiatenem that stands for business traffic. Since
emotion, luck and magic have no place in a successful negotiation, it becomes essential to know
what steps the negotiation process involves and how to go about develops better negotiation skills
in order to be successful. The following 6 stages are there in the process of negotiation:

1. Relationship building.

2. Information Gathering

3. Strategy formulation

4. A win-win solution with persuasive tone.

5. Concessions and agreements/contracts

6. Final offer for closing the deal.

Different types of Negotiation Styles:

Kenneth W. Thomas, a famous scholar has identified 5 styles of negotiation. He says that
negotiators can be soft, hard, or principled and can have strong dispositions towards numerous
styles but the styles can change over time. He says that the style depends upon how the negotiators
are relationship oriented and deal oriented.

1. The first style is accommodating. Such negotiators enjoy solving the other parties’ problem and
preserving personal relationship. It is stated that accommodators are sensitive to emotional states,
body language and verbal signs of the other party with whom they negotiate for the purpose of
business. In this type the negotiator feels comfortable while the other party also values and lays
emphasis on relationship building. They are soft bargainers because the offers they make are usually
not in their best interests. They yield to other’s demands, avoid confrontation and maintain good
relation with fellow negotiators.

2. Avoiding: They don’t like to negotiate unless necessary. They tend to differ, dodge, and evade
emotional confrontations or confrontational aspects of negotiating. They avoid contests of wills and
insist on agreement and they are considered to be tactful and diplomatic because of their reserved
behaviour.

3. Collaborating: Such individuals enjoy negotiations that involve solving tough problems in creative
ways. They are good at using negotiations to value the concerns and interests of the other parties.
They can however create problems by transforming simple solutions or simple situations into more
complex ones because of their creative and innovative approach. They are principled bargainers and
base their choice on objective criteria rather than power or pressure and these criteria may be
drawn from moral standards, principles of fairness, professional standards etc.

4. Competing: These negotiators are the ones because they present an opportunity to win
something. Competitors have strong instincts for all aspects of negotiation and are often strategic.
They neglect the importance of relationship because they fear that this might lead to loss in the
bargaining process. They can make threats, are distrustful of others, they insist on their position
(such as HR people) and exert pressure on others to negotiate.

5. Compromising: They are the ones who are eager to close the deal by doing what is fair and equal
for all parties. They can be useful when there is a limited time to complete the deal but they can also
unnecessarily rush the negotiation process by making concessions too quickly and as a result they
suffer losses.
Tips for a win-win negotiation:
1. Preparation is the key. As a negotiator you should know the other party with which you are
negotiating so that you can capitalize on their strengths and weaknesses. You may take the example
of the Japanese people who are hard negotiators and have several questions to identify their needs
from various stakeholders in the organization. If you are going to buy a product then you should
know everything about the product. Don’t go unprepared and look dumb.

2. Have a strategy: remember that when you are in a professional deal you won’t have what you
want until you ask for it. You should know what you are going to ask for. Thus, your first offer should
be bold and aggressive. The asking prize normally includes a margin which one can give away during
the negotiation, so one can start countering on that which will work unless your first offer sounds
very ridiculous in which no bargain will happen. Thus, you can let go of something but not everything
and the other party should also do the same. There is a reason why bidding is to be taken very
cautiously.

3. Read their body language and study their speech patterns: When you go and buy a cloth from the
local market, how do we know that is going to bend? Their pricing and how flexible the price is you
can all make out from where you can get the discount and the bargains. Modify your views of
negotiating by using persuasive tactics. (Such as US negotiators). They use tactics against

4. Find a leverage by exploiting the weakness of the other party and taking maximum advantage of
your strengths: When you have the monopoly, you enjoy the advantage but when there are so many
parallel products then you need to give the benefits to the other party. Using a lucrative is also a
method to gain attention and leverage people through which you may lure the negotiation to your
advantage. Also, if you are selling something in huge demand and the supply is short you can
negotiate better and vice versa.

5. Making the final offer: An offer is more than just the money that it involves. So as you are making
the offer you should keep noting down all the specifics that you will be putting in the deal whether it
be price, statement of work with its scope, identification in goods or quantities or services, delivery
schedules, performance incentives, warranties, guarantees and T&C.

6. Go for a win-win situation where both parties stand to benefit. Such a negotiation where both
parties are able to achieve their goals is called integrative negotiation.

7. Know your BATNA: Best alternative to a negotiated agreement. One should know their BATNA
beforehand only then will the negotiation make sense. Supposing you are buying a 3-bedroom
apartment and you want to invest 70 lakhs. So, you should know beforehand that instead of buying
a two-bedroom apartment in a prime location you may buy a 5-bedroom apartment away from the
prime location.

8. Pay close attention to closing the deal: Successful negotiation is just like horse trading because it
requires a sense of timing, creativity, keen awareness and above all the ability to anticipate the
move of others. Be prepared to close the deal if it does not suit you and till the final handshake is
done be prepared for the worst. Till it is legal you can’t say and question anybody over it.

9. Keep the discussion result oriented where it’s a win-win for all stating what you want to achieve in
the negotiation and what do they want?

10. Be wise and concerned. Don’t go for short term and look at the long-term prospects too.

11. Put your concerns on the table don’t leave things for later or on chance.
12. Avoid I statements, use we more.

13. Exercise your right to negotiate: Free warranties, first time customer discounts, and other rights
exercise them with determination and awareness.

14. Humour, socialization, listening skills, business etiquette, cultural and social habits of the other
party all these skills make for a successful negotiation.

Q1. Describe in brief the different negotiating styles.

Q2. What is BATNA? Give one example to explain its importance for a negotiator. Provide 10 points
each for the do’s and don’t of a negotiation. Assume that you wish to buy a second hand car for
which you plan to visit a showroom of used cars. Before you pay a visit, List the things that you will
keep in mind and what your BATNA will be and why.