english rgpv notes oncommunication system

1. UNIT 1
COMMUNICATION SKILLS
Communicatuion skills-
The communication process refers to a series of actions or steps taken in
order to successfully communicate. It involves several components such as the
sender of the communication, the actual message being sent, the encoding of
the message, the receiver and the decoding of the message. There are also
various channels of communication to consider within the communication
process. This refers to the way a message is sent. This can be through various
mediums such as voice, audio, video, writing email, fax or body language. The
overall goal of the communication process is to present an individual or party
with information and have them understand it. The sender must choose the
most appropriate medium in order for the communication process to have
worked successfully.
Effective communication is perhaps the most important of all life skills. It is
what enables us to pass information to other people, and to understand what is
said to us. You only have to watch a baby listening intently to its mother and
trying to repeat the sounds that she makes to understand how fundamental is
the urge to communicate.

2. •Communication, at its simplest, is the act of transferring
information from one place to another. It may be vocally
(using voice), written (using printed or digital media such
as books, magazines, websites or emails), visually
(using logos, maps, charts or graphs) or non-verbally
(using body language, gestures and the tone and pitch
of voice). In practice, it is often a combination of several
of these.
•Communication skills may take a lifetime to
master—if indeed anyone can ever claim to have
mastered them. There are, however, many things
that you can do fairly easily to improve your
communication skills and ensure that you are able
to transmit and receive information effectively.

3. PROCESS OF COMMUNICATION
The communication process refers to a series of
actions or steps taken in order to successfully
communicate. It involves several components
such as the sender of the communication, the
actual message being sent, the encoding of the
message, the receiver and the decoding of the
message. There are also various channels of
communication to consider within the
communication process. This refers to the way a
message is sent. This can be through various
mediums such as voice, audio, video, writing
email, fax or body language. The overall goal of
the communication process is to present an
individual or party with information and have them
understand it. The sender must choose the most
appropriate medium in order for the
communication process to have worked
successfully.

4. FLOW CHART

5. Parts of the communication process-
The communication process has several components that enable
the transmission of a message. Here are the various parts:
•Sender: This is the person that is delivering a message to a
recipient.
•Message: This refers to the information that the sender is
relaying to the receiver.
•Channel of communication: This is the transmission or method
of delivering the message.
•Decoding: This is the interpretation of the message. Decoding
is performed by the receiver.
•Receiver: The receiver is the person who is getting or receiving
the message.
•Feedback: In some instances, the receiver might have feedback
or a response for the sender. This starts an interaction.

6. WORKING OF PROCESS-
In order to successfully communicate, it's important
to understand how the process works. Here are the
seven steps in the communication process:
1. The sender develops an idea to be sent
2. The sender encodes the message
3. The sender selects the channel of
communication that will be used
4. The message travels over the channel of
communication
5. The message is received by the receiver
6. The receiver decodes the message
7. The receiver provides feedback, if applicable

7. 1. The sender develops an idea to be sent
The beginning of the communication process involves the
sender creating an idea that they plan to send to another
person or group of people. Essentially, they're planning the
overall subject matter or information they want to transmit.
2. The sender encodes the message
Once the sender develops an idea, they translate it into a
form that can be transmitted to someone else. This means
they transform the thoughts of the information they want to
send into a certain format. For example, if you are writing a
letter, you'll translate your idea into words. The message
can also be nonverbal, oral or symbolic.

8. will be used
Next, the sender decides how the message will be sent. This
involves selecting the most suitable medium for the message
they're relaying. Some communication mediums include
speaking, writing, electronic transmission or nonverbal
communication. If you're communicating at work, make sure
to select the proper and most professional channel of
communication.
4. The message travels over the channel of
communication
After the medium is chosen, the message then begins the
process of transmission. The exact process of this will
depend on the selected medium. In order for the message to
be properly sent, the sender should have selected the
appropriate medium.

9. 5. The message is received by the receiver
Next, the message is received by the recipient. This step in the
communication process is done by hearing the message, seeing it,
feeling it or another form of reception.
6. The receiver decodes the message
The receiver then decodes the sender's message. In other words,
they interpret it and convert it into a thought. After they've done this,
they analyze the message and attempt to understand it. The
communication process is performed effectively when the sender
and receiver have the same meaning for the transmitted message.
7. The receiver provides feedback, if applicable
Lastly, unless it's a one-way communication, the receiver will provide
feedback in the form of a reply to the original sender of the message.
Feedback provides the recipient with the ability to ensure the sender
that their message was properly received and interpreted. Between
two people, this is two-way communication.

10. SIGNIFICANCE OF EFFECTIVE
COMMUNICATION
Effective communication involves knowing how to listen
attentively. It’s the ability to offer empathy, open-mindedness,
and helpful feedback based on what you hear. Also, a friendly
demeanor, confidence, and quality nonverbal communication
will also help you, as a manager, develop good relationships
with the members of your team.
Let’s explore some benefits of effective communication you
will see in- and outside your office when you take the time to
nurture these skills.

11. 1. Building trust
Effective communication fosters trust with others. Your
ability to listen attentively and embrace different points
of view helps others trust that you are making optimal
decisions for everyone in the group. As you serve as a
role model, this trust will extend to your team and they
will feel as though they can trust their teammates to
fulfill their duties and responsibilities.
2. Preventing or resolving problems
The ability to communicate effectively plays a large role
in resolving conflicts and preventing potential ones
from arising. The key is to remain calm, make sure all
parties are heard and find a solution that is ideal for
everyone involved.

12. 3. Providing clarity and direction
With effective communication skills, you’re able to deliver
clear expectations and objectives for your team. This
involves finding constructive ways to point out when
something isn’t working as well as providing helpful
feedback to get people back on track. They will understand
their specific tasks and responsibilities, as well as those of
their teammates, which will help eliminate conflicts and
confusion.
4. Creates better relationships
Good communication also improves relationships, both with
employees and in your personal life with friends and family
members. Listening carefully and offering quality feedback
helps people to feel heard and understood. This, in turn,
nurtures mutual respect.

13. 5. Increases engagement
With people feeling more confident in their work and in
their understanding of what they need to do, they
become more engaged with their work as a whole.
According to a recent study exploring the psychology
of employee engagement, only 15% of adult
employees are engaged with their employers. By
prioritizing effective communication, you can increase
engagement, and thus boost satisfaction, among your
team members.
6. Improves productivity
When team members understand their roles, the roles of
others and your expectations, they can focus more on
their work and less on workplace issues. With effective
communication, conflicts are resolved quickly,
employees can better manage their workload and
distractions are minimized. These benefits contribute
to greater productivity for you and your team.

14. 7. Promotes team building
With improved
communication, team members will be better able to
rely on each other. You will not have one team
member feel as though they have to carry the entire
group. This improved division of labor will encourage
positive feelings and relationships between the team
members, which leads to improved morale and work
experiences.
Good communication skills can play an
important role in nurturing positive work experiences
for your entire team. As people feel listened to and
understood by you, you naturally improve your work
environment. If you want to learn more about how to
improve your leadership skills, including your
communication strategies, take a look at our Effective
Communication workshop at PCC. This condensed
workshop will demonstrate the impact communication
skills have on other people, at work and in life.

15. PRESENTATION STRATEGIES
Presentation Types
Presentations can take many forms and potentially serve many purposes.
When reading the definitions below, keep in mind that many presentations
often combine several elements into a hybrid form. You may have to pick
and choose what will work best for you depending on the instructor and the
course. Let’s start with the different genres or types of presentations.
 Informative
Some presentation assignments will ask you simply to deliver
information about a topic. Often these presentations involve research, which
you will shape and present to your instructor and classmates. Typically,
informative presentations ask that you NOT share your opinion about the
subject at hand (which can be more challenging than it seems). With an
informative presentation, your goal is to educate your audience by
presenting a summary of your research and “sticking to the facts.”
 Persuasive
Unlike informative presentations, persuasive presentations ask that
you not only form an opinion about your subject but also convince your
audience to come around to your point of view. These presentations often
involve research, too, and the findings of your research will be used to
bolster the persuasive case you’re making.

16.  Lesson Delivery
You may be asked to do a “Teaching
Presentation,” which will require you to specialize in one topic
of the course and give your fellow classmates instruction
about it. In short, you become the teacher of a subject.
Often your presentation will be the only time that this subject
is covered in the class, so you will be responsible for making
sure that you provide clear, detailed, and relevant information
about it. You may also be asked to provide questions on the
subject to be included in a quiz or test.
 Demonstration
These action-based presentations typically
model some behavior or subject matter that has been
introduced previously in the class. Unlike the Lesson Delivery
presentation, a demonstration adds a level of performance in
which you show and tell the audience what you know. You
might perform the demonstration yourself, as a way of
illustrating the concept or procedure, or you might provide
classmates with instructions and guidance as they do it
themselves.

17.  Poster
Poster presentations should convey all the information
on a subject necessary for a viewer to consider on her own.
They often consist of short, punchy wording accompanied by
strong visuals—graphs, charts, images, and/or illustrations.
Posters frequently require research to prepare, and they allow
for some creativity in design. Depending on the assignment,
your poster may be part of a gallery of poster presentations
with your classmates. Your poster has to communicate
everything that is important without you being there to explain
it to your audience.
 Online
Similar to poster presentations, online presentations
are generally asynchronous—meaning they don’t require
you to be present at the same time as your viewer. They often
serve similar purposes as poster presentations, but due to the
online format, they allow for more interactive possibilities,
such as sharing a pertinent video or animated graph. Your
online presentation must stand alone to teach your audience
everything they need to know.

18. Solo and Group Presentations
You may be asked to present as an individual or as part of a group.
 Individual presentations put all of the responsibility for preparation,
research, and delivery on you. You rightfully take all the credit for the
final product you produce.
 Group presentations, in contrast, often involve more complicated
tasks and therefore require more participants to make them. Your
instructor may make suggestions about how the work should be
divided, or the group may delegate tasks internally. Grades may be
assigned equally to everyone in the group, though many
instructors assign individual grades based on some participation-
level factor to inspire each member to pull his or her own weight.
Presentation assignments are often open to creative
interpretation, which gives you a lot of room to explore new
techniques and add a personal touch to the task.

19.  Think About Audience
Now that you’ve learned a bit about the
various types of presentations, it’s helpful to turn to
another important part of presenting: the audience.
Like reading and writing, presenting is a form of
communication. Whether you’re presenting
information, giving a demonstration, creating a poster,
or trying to change people’s minds, your goal is to get
your message across to your audience. For that
reason, it’s important to remember that they may not
interpret the information you are presenting exactly as
you have. It’s your job as a presenter to explain your
ideas using specific details, succinct and clear wording
(avoid jargon), vivid descriptions, and meaningful
images. As you organize your presentation, keeping
this imaginary audience in mind can help you gauge
how much background information and context to
provide.

20.  Choosing Media and Format for Visual
Aids
Perhaps you’ve heard the phrase
“Death by PowerPoint” to explain that all-too-familiar feeling of
being slowly bored to death by a thoughtless presenter who’s
droning on and on about boring slide after boring slide.
You may consider using PowerPoint for your presentation,
and that’s perfectly fine. PowerPoint can be a very effective
tool with the right organization, layout, and design. Below is a
list of five common pitfalls that you can and should avoid, and
doing so will go a long way toward making your PowerPoint
presentation successful:
1.Choosing a font that is too small. The person in the very
back of the room should be able to see the same thing as the
person in the front of the room.

21. 2.Putting too many words on a slide. Remember it’s called
PowerPoint, not Power Paragraph! Keep your bullet points
clear and precise.
3.Having spelling errors. Have somebody proofread your
slides. Any typos will detract from your presentation.
4.Choosing distracting colours that make it hard to read the
information. PowerPoint gives you a lot of colour choices in
their design templates. The ideas in your brilliant
presentation will be lost if your audience is struggling to read
the content.
5.Selecting images or visuals that do not clearly align with
the content. For instance, a cute photo of your cat may look
lovely up on the screen, but if it doesn’t connect to your topic,
it’s just fluff that detracts from your message. Every slide
counts, so make sure the visuals support your message.

22.  Practicing for the Presentation
Once you’ve put together your
presentation and have an idea of the audience
that will hear and see it, it’s time to deal with the
“nerves” that can accompany the performance part
of the presentation. let’s consider some strategies
for reducing anxiety about the presentation. Let’s
turn to a final list of pointers for the “performance”
part of the presentation, when you actually present
your plan to an audience. You’ve worked hard as
the owner of this presentation, so have confidence
in your work. It’s tough to remember this when
you’re nervous, but you’re the person who knows
the most about your presentations. The following
activity can help you get there.

23. POWERPOINT PRESENTATION
PowerPoint is a presentation program
developed by Microsoft. It is included in the standard
Office suite along with Microsoft Word and Excel. The
software allows users to create anything from basic
slide shows to complex presentations.
PowerPoint is often used to create
business presentations, but can also be used for
educational or informal purposes. The presentations
are comprised of slides, which may contain text,
images, and other media, such as audio clips and
movies.
Sound effects and animated
transitions can also be included to add extra appeal to
the presentation. However, overusing sound effects
and transitions will probably do more to annoy your
audience than draw their attention.

24.  Most PowerPoint presentations are created
from a template, which includes a
background color or image, a standard font,
and a choice of several slide layouts.
Changes to the template can be saved to a
"master slide," which stores the main slide
theme used in the presentation.
 When changes are made to the master slide,
such as choosing a new background image,
the changes are propagated to all the other
slides. This keeps a uniform look among all
the slides in the presentation.

25.  When presenting a PowerPoint presentation,
the presenter may choose to have the slides
change at preset intervals or may decide to
control the flow manually. This can be done
using the mouse, keyboard, or a remote
control.
 The flow of the presentation can be further
customized by having slides load completely
or one bullet at a time. For example, if the
presenter has several bullet points on a page,
he might have individual points appear when
he clicks the mouse. This allows more
interactivity with the audience and brings
greater focus to each point.

26. DESIGNING DOS AND DON'TS OF PPT
• Avoid excessive transitions, crowded pages, images
that are obviously stock and of questionable
relevance.
• Avoid complicated videos and sound effects that can
go wrong.
• Use images that the department or agency uses –
usually available from the communications unit.
• Plan carefully: Define you desired outcome
• Do your research.
• Know your audience.
• Time your presentation.
• Check the spelling and grammar

27. • Select a single sans-serif fonts such as Arial or
Helvetica. Avoid serif fonts such as Times New Roman
or Palatino because these fonts are sometimes more
difficult to read.
• Use no font size smaller than 24 point.
• Use the same font for all your headlines.
• Select a font for body copy and another for headlines.
• Use bold and different sizes of those fonts for captions
and subheadings.
• Add a fourth font for page numbers or as a secondary
body font for sidebars.
• Don’t use more than four fonts in any one publication.
• Clearly label each screen. Use a larger font (35-45
points) or different colour for the title.
• Use larger fonts to indicate importance.
• Use different colours, sizes and styles (e.g., bold) for
impact.

28. • Avoid italicized fonts as these are difficult to read quickly.
• Avoid long sentences.
• Avoid abbreviations and acronyms.
• Limit punctuation marks.
• No more than 6-8 words per line
• For bullet points, use the 6 x 6 Rule. One thought per line
with no more than 6 words per line and no more than 6
lines per slide
• Use dark text on light background or light text on dark
background. However, dark backgrounds sometimes
make it difficult for some people to read the text.
• Do not use all caps except for titles.
• Put repeating elements (like page numbers) in the same
location on each page of a multi-page document.
• To test the font, stand six feet from the monitor and see if
you can read the slide.

29. Design and Graphical Images
• Use design templates.
• Standardize position, colors, and styles.
• Include only necessary information.
• Limit the information to essentials.
• Content should be self-evident
• Too many slides can lose your audience but you
may want them for the record – do not use all
slides, just the highlights.
• Keep the background consistent and subtle.
• Limit the number of transitions used. It is often
better to use only one so the audience knows
what to expect.

30. • Use a single style of dingbat for bullets throughout the
page.
• Use the same graphical rule at the top of all pages in a
multi-page document.
• Use one or two large images rather than several small
images. 3
• Prioritize images instead of a barrage of images for
competing attention.
• Make images all the same size.
• Use the same border.
• Use only enough text when using charts or graphical
images to explain the chart or graph and clearly label
the image.
• Keep the design clean and uncluttered. Leave empty
space around the text and graphical images.

31. • Use quality clipart and use it sparingly. A graphical
image should relate to and enhance the topic of the
slide.
• Try to use the same style graphical image throughout
the presentation (e.g., cartoon, photographs)
• Repetition of an image reinforces the message. Tie
the number of copies of an image to the numbers in
your text.
• Make a single image stand out with dramatic contrast.
Use colour to make a dramatic change to a single
copy of your clip art.
• Check all images on a projection screen before the
actual presentation.
• Avoid flashy images and noisy animation effects
unless it relates directly to the slide.

32. Colour
• Limit the number of colours on a single screen.
• Bright colours make small objects and thin lines stand
out. However, some vibrant colours are difficult to
read when projected.
• Use no more than four colours on one chart.
• Check all colours on a projection screen before the
actual presentation. Colours may project differently
than what appears on the monitor.

33. PRESENTATION DO’S & DON’TS
Overview
• Presentation is about you talking to people, not presenting
a PowerPoint slide: it is just a tool. Key to make contact in
a professional way by:
1 Introducing yourself to people in the room, ideally by
shaking hands
2 Making eye contact and looking at the people you are
talking to o Remind people why you are there.
3 Never read the slide, look at it or turn away from audience
4 Link to comments of your introducer, especially if it is your
boss. “As Dora just said, we are seeking direction today
based on some recommendations that I will be presenting
in summary form and found in our submission in detail.”

34. • Do’s & Don’ts
1 Check grammar! A presentation is the worst time to see
misspellings.
2 Don’t make too many slides…avoid the “slide rush” (trying to rush
through the last 20 slides because you ran out of time).
3 Avoid getting hung up on the first few slides, spending too much
time on them and rushing to the end – looks really
unprofessional.
4 Cite your sources on each slide or at the end of your presentation.
5 Remember: KEEP IT SIMPLE! It’s just a tool!
6 Avoid the use of capitalization as an emphasis and the use of
exclamation marks
7 No emojis
8 No “You guys” or “You people.”
9 Something WILL go wrong- test your presentation before you
show it.
10 Always have a backup of your presentation on hand.
11 Be prepared to do the presentation without the
PowerPoint…professionals always print handouts for the

35. • Talk to your audience, not the slides - face them!
• Don’t just read what’s on the board…the audience can
read that. Use a visual presentation as a starting
point. Leave material off the slide so you have
something to say
• Avoid apologizing for a presentation
• Leave time for Q & A. Be prepared to be interrupted.
• Speak comfortably and clearly. Avoid cliché or over
familiar sayings like “You guys…” or “Like,…..’ and
nothing here is awesome.
• Do not read the presentation. Practice the
presentation so you can speak from bullet points. The
text should be a cue for the presenter rather than a
message for the viewer.

36. • BLUF: Bottom Line Up Front: Give a brief overview at
the start. Then present the information. Finally review
important points.
• It is often more effective to have bulleted points
appear one at a time so the audience listens to the
presenter rather than reading the screen. But avoid
too much transition.
• Use a wireless mouse or pick up the wired mouse so
you can move around as you speak.
• If sound effects are used, wait until the sound has
finished to speak.
• If the content is complex, print the slides so the
audience can take notes.
• Do not turn your back on the audience. Try to position
the monitor so you can speak from it.

37. GROUP DISCUSSION
"Group" is a collection of individuals who have
regular contact and frequent interaction and
who work together to achieve a common set of
goals. "Discussion" is the process whereby two
or more people exchange information or ideas
in a face-to-face situation to achieve a goal.
The goal, or end product, maybe increased
knowledge, agreement leading to action,
disagreement leading to competition or
resolution or perhaps only a clearing of the air
or a continuation of the status-quo.

38. "Group Discussion", popularly labeled as GD,
is a popular methodology used by an many
organizations (company, institute, business
school, etc.) these days to gauge whether
the candidate has certain personality traits
such as interpersonal communication skills,
confidence in public speaking, team spirit,
leadership abilities, social behaviour and
problem-solving skills. GDs form an
important part of the short-listing process for
recruitment or admission in a company or
institution.

39. CONDUCTION OF GD
1. In this methodology, there are usually 7-12 participants
in a group.
2. The the group of candidates is given a topic or a
situation which could be either factual, abstract or case
based, and typically given some time to think and make
notes about the same.
3. After this, the group of candidates is, and then asked to
discuss it the topic among themselves for a specific
duration ranging between 10-40 minutes (which may
vary from one organization to another).
4. While the group discusses the pertaining issue at hand,
the Moderators/ Panellists silently observe each
candidate on various pre-determined parameters.
5. The Panellists assign scores to every candidate based
on his/her individual performance as well as how he
performed within the group.

40. Over the recent years, Group Discussion
became a popular method of assessing a
candidate’s soft skills. The contenders who are
shortlisted on basis of written exams have
qualified with their intelligence quotient, i.e.,
aptitude and knowledge. However, since the
significance of emotional quotient arose, new
tools such as GD were devised to gauge
candidates’ social and interpersonal skills.
Organizations conduct GDs to find out whether
you possess the critical qualities/skills to
contribute effectively to the goal

41. IMPORTANCE-
• It helps evaluate whether a candidate is the right fit
for the organisation.
• It helps assess how a participant performs under
different situations in a group.
• It helps to judge how one conceptualizes and
manoeuvres his ideas through the discussion.
• It helps in analysing the candidate’s attitude towards
fellow members through one’s communication and
interpersonal skills, listening ability, humility and
tolerance to others ideas.
• It helps in shedding light on candidate’s leadership
and managerial skills, problem-solving aptitude,
creative thinking and knowledge on diverse topics.