ANTIM PRAHAR

The Most Important Questions

By
Dr. Anand Vyas
1 Process of Communication
2 Classification of Communication
Effective communication is central to the success of any business
organization. Communication is a pervasive activity which encompasses
almost all facets of our lives. Much of our life is spent communicating
with each other, be it at our workplace or in our family life.

Classification of Communication
Formal Communication
Informal Communication
• Formal communication can be further classified into the following:
• Downward communication: It refers to communication from top-level managers to
middle or lower-level managers. Any communication that moves from employees to
supervisors, supervisors to managers, managers to executives, regional manager to
general manager and so on, maybe categorized as upward communication.
• Upward communication: It refers to communication from lower-level managers to top-
level managers. It travels through senior executives to junior level functionaries, from the
controlling office to the branch, from the head of the division to the head of the unit.
• Horizontal or Lateral communication: Lateral communication generally takes place in an
organization and is neither upward nor downward. It proceeds in a horizontal manner
and takes place among equals and at peer level.
• Interactive communication: Interactive communication is essentially a two-way process.
It takes place through meetings, conferences, teleconferencing, multimedia
presentations, group discussions, and other such active two-way exchanges.
• Informal Communication
• Informal communication refers to communication between individuals and groups, which
does not follow the official recognized channel. It is a result of social interaction among
the various members of the organization. The transfer of information may be related to
work or other matters and it cuts across official lines of communication.
• The network or pathway of informal communication is called grapevine. The untrue part
of the grapevine is called rumor. The following are some of the characteristics of
grapevine:
• In grapevine, the flow of information takes place in all directions.
• Transmission of the information is rapid because the chain of command is not followed.
• It is selective about people who receive the information.
• It extends beyond the formal hierarchy system.
 3 Barriers to Communication
Linguistic Barriers
• The language barrier is one of the main barriers that limit effective
communication. Language is the most commonly employed tool of
communication. The fact that each major region has its own language is one of
the Barriers to effective communication. Sometimes even a thick dialect may
render the communication ineffective.
Psychological Barriers
• There are various mental and psychological issues that may be barriers to
effective communication. Some people have stage fear, speech disorders,
phobia, depression etc. All of these conditions are very difficult to manage
sometimes and will most certainly limit the ease of communication.
Emotional Barriers
• The emotional IQ of a person determines the ease and comfort with which
they can communicate. A person who is emotionally mature will be able to
communicate effectively. On the other hand, people who let their emotions
take over will face certain difficulties.
Physical Barriers to Communication
• They are the most obvious barriers to effective communication. These
barriers are mostly easily removable in principle at least. They include
barriers like noise, closed doors, faulty equipment used for
communication, closed cabins, etc.
Cultural Barriers of Communication
• As the world is getting more and more globalized, any large office
may have people from several parts of the world. Different cultures
have a different meaning for several basic values of society. Dressing,
Religions or lack of them, food, drinks, pets, and the general
behaviour will change drastically from one culture to another.
• Organisational Structure Barriers
• As we saw there are many methods of communication at an organizational level. Each of these
methods has its own problems and constraints that may become barriers to effective
communication. Most of these barriers arise because of misinformation or lack of appropriate
transparency available to the employees.

• Attitude Barriers
• Certain people like to be left alone. They are the introverts or just people who are not very social.
Others like to be social or sometimes extra clingy! Both these cases could become a barrier to
communication. Some people have attitude issues, like huge ego and inconsiderate behaviours.

• Perception Barriers
• Different people perceive the same things differently. This is a fact which we must consider during
the communication process. Knowledge of the perception levels of the audience is crucial to
effective communication

• Technological Barriers & Socio-religious Barriers

• Other barriers include the technological barriers. The technology is developing fast and as a
result, it becomes difficult to keep up with the newest developments. Hence sometimes the
technological advance may become a barrier. In addition to this, the cost of technology is
sometimes very high.
4 Successful Oral Communication
Well-Planned
Clear pronunciation
Natural voice
Logical sequence
Suitable words
Attractive presentation
Avoiding Emotions
5 Principles of effective writing
1. Brevity
It is bad manners to waste [the reader’s] time. Therefore brevity first, then,
clarity.
2. Clarity
It is bad manners to give [readers] needless trouble. Therefore clarity And
how is clarity to be achieved? Mainly by taking trouble and by writing to
serve people rather than to impress them.
3. Communication
The social purpose of language is communication—to inform, misinform, or
otherwise influence our fellows. Communication [is] more difficult than we
may think. We are all serving life sentences of solitary confinement within
our bodies; like prisoners, we have, as it were, to tap in awkward code to our
fellow men in their neighboring cells.
4 Emphasis
Just as the art of war largely consists of deploying the strongest forces
at the most important points, so the art of writing depends a good deal
on putting the strongest words in the most important places.
5 Honesty
As the police put it, anything you say may be used as evidence against
you. If handwriting reveals character, writing reveals it still more. You
cannot fool all your judges all the time.
6. Reading
One learns to write by reading good books, as one learns to talk by
hearing good talkers.
7. Revision
6 Presentations skills & Report Writing Types
• Logic: we need to make sure that there is solid logic in our
presentation and that our recommendations are robust;
• Graphics: to make sure that you are using the most effective visual
elements and overall layout;
• Politics: to apply effective influence in order to get your audience to
take action; and
• Metrics: to be clear on what the specific objective is for the
presentation, and how success will be measured.
Report Writing Types
• Functional Reports:
• Proposal Reports:
• Informational and Analytical Reports:
• Formal and Informal Reports:
• Periodic Reports:
• Internal and External Reports:
• Long Report and Short Reports:
7 Advance visual aids
• PowerPoint Presentations
• Effective Flip Charts
• Effective Posters
8 Communication Structure of Organization
9 Group Discussion
Do’s
1. Rich Content with good subject knowledge
2. Be a Leader
3. Be relevant
4. Be a good Listener
5. Improve your Communication Skills
6. Body gestures: Very important tool for Group Discussion
Don’ts
1. No Aggressive Move
2. Don’t Crisscross on your Ideas
3. Don’t be a part of fish market
4. Don’t give up: Make multiple entries
10 Business Etiquettes
1. Arrive on Time
2. Dress Appropriately for Work
3. Speak Kindly of Others
4. Avoid Gossip
5. Show Interest in Others
6. Watch Your Body Language
7. Introduce Yourself and Others
8. Consume Food and Drink Correctly
11 Media Management: The Press release Press
Conference, Media Interviews, Seminars
The Press release
Press Conference
Media Interviews
Seminars
12 Group Communication
• Group communication is the act of sending and receiving messages to
multiple members of a group. In a business environment, groups often use
this type of communication to exchange ideas, determine goals and
motivate other members.

• Group communication is important because it is through messages that

groups make decisions, manage conflict, and build the rapport that is
necessary to keep the group going in difficult circumstances. The exchange
of messages shapes what the group will be and what the group can
accomplish.

• Meeting
• Minutes of Meeting (MoM)
13 The 3X3 writing process for Business
Communication: Pre Writing – Writing – Revising
14 Writing CVs
• A curriculum vitae, commonly referred to as a “CV,” is a longer (two or more pages),
more detailed synopsis than a resume. Your CV should be clear, concise, complete, and
up-to-date with current employment and educational information.

• Personal details and contact information. Most CVs start with contact information and
personal data but take care to avoid superfluous details, such as religious affiliation,
children’s names, and so on.
• Education and qualifications. Be sure to include the names of institutions and dates
attended in reverse order: Ph.D., Masters, Undergraduate.
• Work experience/employment history. The most widely accepted style of employment
record is the chronological curriculum vitae. Your career history is presented in reverse
date order starting with the most recent appointment. More emphasis/information
should be placed on your most recent jobs.
• Skills. Include computer skills, foreign language skills, and any other recent training that
is relevant to the role applied for.