Paragraph Development

A paragraph is a group of sentence organized around a central topic.

Requisites of a good paragraph are: unity, coherence and emphasis.
1. Unity: It means a paragraph should be centred around a main idea. The sentence which
states the main theme of the paragraph is known as topic sentence and other
supporting sentences are built around the topic sentence. Methods for ensuring unity
are:
i) Inductive Order: In this order sentences are arranged from particular statements
to general statements. A paragraph begins with a particular information and
concludes with a topic sentence. Conclusion is obtained using some logical
arguments. Ravi dies, Mohan dies, they are all human beings. Therefore we can
say that human beings are mortal .
ii) Deductive Order: In deductive order paragraph starts with a general conclusion
i. e. is a topic sentence and then other supporting specific statements are given
to prove that conclusion. Human beings are mortal. Since, Ravi dies, Mohan dies,
they are all human beings.
iii) Rhetoric Order / Question to Answer Order: In this a paragraph begins with a
question and the attempt is made to provide answers to that question. It is an
attempt to emphasize a point or purpose.
iv) Time Order: In this ideas are presented in a chronological order.
v) Comparison and Contrast: This order is used when two or more things are
compared or contrasted.
2. Coherence: This ensures consistency of speech, thought, ideas and reasoning to
enhance clarity and ease of the paragraph. Following elements are used to attain
coherence:
i) Use of Pronouns
ii) Paraphrasing
iii) Use of synonyms
iv) Use of connectives like and, or, but, if , then, therefore, finally etc.
3. Emphasis: To place emphasis on the topic use of prominent facts and ideas are adopted.
Emphasis is attained through:
i) Emphasis by position: Generally beginning and ending statements are more apt
for emphasis than in the middle of the paragraph.
ii) Space and Emphasis: The more you say about a topic or something the more
you emphasis.
 iii) Sentence Structure and Emphasis: Important points or ideas should be in simple and
short sentences. Sometimes use of synonyms can also be used to emphasize certain
point.
iv) Mechanical Means to Emphasize: Use of underscore, boldface, italics, special fonts,
drawings, symbols etc are used to emphasize certain ideas.

Technical Writing Style

1. Use the opening page to present the essential information.
2. Write your headings using strong verbs and specific nouns.
3. Match your content to the knowledge of your audience. You may assume
that everybodyunderstands common terms but you may need to explain more
complex terms.
4. Keep information specific rather than general.
5. Write in plain English. You have to control sentence length, use active verbs, cut
down on unnecessary jargon, and make your writing specific and tight. For example:
6. Use active verbs rather than passive verbs. Active verbs make your writing
simpler, less awkward, clearer and more precise.
7. Edit wordy phrases. Unnecessary words and phrases obscure meaning. You have
to make every word count in technical documents.
8. Use simple words rather than complex ones.
9. Keep technical terms to a minimum.
10. Use examples and illustrations and analogies to explain difficult information
or new ideas.
13. Use diagrams, flowcharts and graphs. A good diagram, flowchart or graph
can present information very quickly.

Levels of Communication
1. Extrapersonal Communication: It is a communication between human beings and non-
human entities. E.g. communication between a person and his pet dog or parrot. This
requires a very high level of coordination between the sender and the receiver because
one off them responds in a sign language only.
2. Intrapersonal Communication: It takes place within an individual. In this case the
relevant organ is the sender and the brain is receiver. This type of communication
pertains to thinking which is the basis of information processing. Self motivation, self-
determination take place at the intrapersonal level.
3. Interpersonal Communication: This communication takes place between two or more
persons. It can be formal and informal. Non-verbal communication plays a major role
when the participants are in proximity to one another.
4. Organizational Communication: This communication takes place within an organization
at different hierarchal levels. With proper networking system , communication in an
organization is made possible. It can further be classified as:
 i) Internal Operational: It means all communication that occurs in the process of
operations within an organization.
ii) Extra-operational: It means work related communication that an organization
has with people outside organization.
iii) Personal: All communication in an organization other than for business or official
purposes is called personal communication.
5. Mass Communication: Mass communication is meant for large audiences and require a
medium to transmit information such as journals, magazine, television, newspaper,
books, microphones, amplifiers etc. The audience or receivers are heterogeneous and
anonymous hence impersonal approach is adopted.

Flow of Communication
Formal communication in an organization follows the organizational hierarchy , hence
accordingly flow of communication is classified as- vertical, horizontal / lateral and diagonal
communication.

1. Vertical Communication: Vertical communication consists of communication up and

down the organization’s chain of command. It is further classified as:
i) Downward Communication: This type of communication flows from a manager
down the chain of command towards his subordinates. It is used to convey
routine information, new policies or procedures, seek clarification, asking for
reports, giving instructions etc and can take any of the forms like – emails,
memos, notices, verbal communication etc.
 ii) Upward Communication: This type of communication flows from a subordinate
up the chain of command towards his manager / superior. It is used to convey
routine information, feedback on the new policies or procedures, seek
clarification, sending reports, complaints, expalanations etc and can take any of
the forms like – emails, statistical analyses, review reports, applications, verbal
communication etc.
2. Horizontal / Lateral Communication: This communication takes place among peer
groups or hierarchically equivalent employees to seek information, bridge
communication gap among various departments, to seek coordination.
3. Diagonal Communication: This communication flows in all directions and cuts across
the various functions and levels in an organization.

Barriers to Communication
Communication is effective only if it creates the desired impact on the receiver. Barrier to
communication is any interference in the message sent or received. It can be classified as:

1. Physical Barriers / Environmental: It includes interference pertaining to distance, noise

or channel used in the communication process.

i) Faulty Organizational Struture: Too large or too cramped office area.

ii) Noise: It refers to any unplanned interference in the communication environment,

which affects the transmission of the message. It includes channel physical noise
such as outside disturbances, psychological noise such as inattentiveness, written
noise such as illegible handwriting, visual noise such as late arrival of any member
causing distraction etc.

iii) Mechanical Barriers: It includes interferences due to faulty telephone lines, different
time zones, work overload etc.

2. Semantic Barriers: Semantic barriers are related to errors in the message itself and
pertain to errors in sending and receiving the message. It includes misinterpretation of
words, ambiguity, use of technical language that the receiver is not aware of, use of the
language the receiver is not aware of etc.

3. Organizational Barriers: Interferences arising due to faulty organizational hierarchy,

policies, culture, ambiguous rules and regulations, fear of superiors, use of
inappropriate media are termed as Organizational barriers.
4. Socio-Psychological Barriers: Person’s attitude, perception, his state of mind, his social
strata, emotions and feeling also affects the communication process. These factors are
called socio-psychological barriers.