Nature of communication

Based on the above definitions, the following characteristics of communications can be derived:

1. Social process: Communication is a social process because two or more people are involved,
and They exchange ideas, information, and knowledge by using common sets of words or
symbols
2. Two – way process: Communication is usually a two-way process. The sender sends the
Information to the receiver through a channel. The receiver receives and understands and
starts Acting upon it and gives the feed back to the sender.
3. Continuous process: Communication is a continuous and ongoing process.
4. Short – lived process: The communication process is short- lived. As soon as the message is
Received and understood by the receiver, the communication is complete.
5. Pervasive function: Communication is pervasive as it applies to all phases and levels of
Management. Information , knowledge, facts, and opinions are shared between employees
and Management at all levels and with outside parties.
6. Multidimensional and Multidirectional process: Communication cab be formal and informal;
it Can be between employees or with outside parties. It can flow in any direction, whether
Upward, downward or horizontally.
7. Feedback : It refers to responses , reply or reactions which the receiver sends to
acknowledge The sender. When the sender receives the feedback, the process of
communication is said to be Complete.

COMMUNICATION PROCESS

Communication is the process of exchanging information between individuals, following a

sender-Receiver model. The sender initiates the communication by transmitting an idea,
opinion, fact, or any other Form of information to the receiver. The receiver, in turn, responds by
providing feedback on the received conten and may also their own ideas And opinions.

The communication process is a vital part if business communication. It ensures coordination,

teamwork, And building relationships. Elements in the communication cycle include a sender, a
receiver,a message ,A channel, encoding and decoding along with feedback, response and
[Link] a company,sender and receiver communication occur in :

1. Oral form: Business meetings, phone calls, face-to-face conversations, etc,

2. Written form: Formal and informal business reports,short reports, email, etc.

ELEMENTS OF THE COMMUNICATION PROCESS

The basic elements of the communication cycle are as follows .

[Link]: The sender is also known as the source of information. The come first on the list of

Elements in communication. They share information which can be in various forms such as

Opinions, idea, news, etc. With a person or group of persons.

[Link]: Encoding in the communication process refers to the mean that the sender uses to
 Communicate information. The sender uses words, pictures, symbols, etc. To put together

Thoughts and ideas in a way that would be easily understood by the receiver. The goal of the

Encoding process is to ensure a clear flow of information from sender to receiver.

3. Message: Once the encoding process is decided, the sender must develop the message that

Contains the information they wish to convey. The message may be written , symbolic, verbal, or

Non verbal. It must be in form that is transmittable for the appropriate channel in the

Communication process.

4. Channel: A channel is the means by which the sender communicates a message to the receiver.

It is a form of communication that relies on a medium to deliver a message. For example ,

written

Communication is a channel of communication that relies on mediums such as letters, business

Reports, emails, etc.., to convey information.

THE 7 C’S OF COMMUNICATION

Effective communication is the pathway to build a strong relationship. The senders should apply
certain Communication principles to make the communication effective.

1. Clear : The message should be clear and easily understandable to the recipient. The purpose
of The communication should be clear to the sender, then only the receiver will be sure
about it. The Message should emphasize on a single goal at a time and shall not cover
several ideas in a single Sentence. The process of communication begins with the generation
of thought in the mind of The communicator. Then idea or the message should be clearly
worded so that it maybe Interpreted by the receiver as intended by the sender. Hence the
idea to be communicated should Be very clear in the mind of the sender. If the message is
clear, it will evoke an appropriate Response from the other party.
2. Correctness : The message should be correct and the correct language should be used, and
the Sender must ensure that there are no grammatical and spelling [Link] correct
messages have a great impact on the receiver, and at the same time, the morale ofThe
sender increases with the accurate [Link] essential that both the factual information
and the use of language and grammar are [Link] the audience spot errors in either, they
will be distracted and the credibility of the sender will Be greatly reduced. This will reduce
the effectiveness of the [Link] and specific expressions is to be preferred
in favour of vague and abstract expression.
3. Concreteness : The communication should be concrete, which means the message should be
Clear and particularly such that no room for misinterpretation is [Link] of
messages is an essential requirement for effective communication. It meansBeing specific ,
definite, an vivid rather than vague and [Link] the message is specific, there would be an
increases likely hood that the message is interpretedBy the receiver as intended by the
sender.
4. Conciseness : The message should be precise and to the point. The sender should avoid
lengthySentences and try to convey the subject matter in the least possible words. The short
and brief Message is more comprehensive and helps in retaining the receiver’s attention.A
message can be concise by eliminating unnecessary words but not at the cost of clarity and
Completeness. Concise messages are inherently more interesting to recipients. It shows
respect For recipients by not cluttering their professional lives with unnecessary information.
5. Completeness : The message should be complete, i.e., it must include all the relevant
Information as required by the intended audience. The complete information gives answers
toAll the questions of the receivers and helps in better decision – making by the
[Link] messages keep the receiver guessing, create misunderstanding and
delay theActions.

Every person should therefore be provided with all the facts and figures. Clarity can also
beEnsured by the completeness of the message.

6. Courteous : In conversations, the speaker should maintain proper decorum of speaking.

OneShould say things assertively but without being rude. Courtesy demands not using words
that areInsulting or hurtful to the [Link] messages help to strengthen
business relations and building [Link] of golden words like ‘ thank you’, ‘ sorry’,
‘please’, and ‘welcome’, makes the messageCourteous and more pleasing.
7. Consideration : The sender must take into consideration the receivers opinions,
knowledge,Mindset, background, etc. In order to have effective [Link] order to
communicate, the sender must relate to the target recipient and be [Link] should
understand and focus on the needs of the [Link] thoughtful consideration is also
called “ you attitude”, empathy , the human touch and Understanding human nature.

Types of barriers

Several barriers can hinder the process of Communication, leading to misunderstandings,

Conflicts, and breakdowns in communication. Here are some common barriers to effective
Communication:

1. Physical Barriers: Physical obstructions in Transmission of messages such as noise, distance,

Etc.
2. Semantic Barriers: The differences in the Meanings of words and interpretations. Language
Barriers, jargon, or unfamiliar terminology can be Examples.
3. Psychological Barriers: The Psychological factors such as stress, anxiety, Emotions, and can
affect how a message is sent or Received.
4. Cultural Barriers: Differences in cultural Norms, values, and communication styles can Create
misunderstandings.
5. Perceptual Barriers: Individuals may Perceive and interpret messages differently. This Can
lead to misinterpretations and Miscommunication.
6. Language Barriers: Language Differences, mispronunciations, grammar issues, Or vocabulary
gaps can hinder the understanding.
7. Environmental Barriers: The Environment in which communication occurs can Impact
effectiveness.
8. Lack of Feedback: Without feedback From the receiver, the sender may not know if the
Message has been understood as intended.
9. Information Overload: In today’s digital Age, people often receive a vast amount of
Information daily. This overload is challenging to Process messages effectively.
 10. Physical and Mental Tiredness : Tiredness can reduce a person’s ability to Concentrate and
comprehend the [Link] these barriers can lead to more Effective and
productive communication.

Analyzing audience and managing questions

Analyzing audience and managing questions are Fundamental aspects of effective communication,
Especially in presentations, speeches, or any form Of public speaking.

*Analyzing the Audience:

1. Understanding the Audience: Audience Analysis involves gathering information about the
Audience, such as their needs, expectations, Interests, and level of understanding. This helps
Modify the presentation to their preferences.
2. Engagement Techniques: Engage with the Audience by greeting them, asking questions to
Measure their knowledge and mood, and using a Call and response technique to understand
their Experience.
3. Audience-Centred Approach: Fit the Presentation to the audience’s interests and beliefs To
improve effectiveness.
4. Direct Observation: One approach to audience Analysis involves direct observation or direct
Experience to sense the audience’s reactions, Which helps in tailoring the communication
Further.
5. Expectations: It allows to anticipate the Audience’s expectations and questions in advance,
Ensuring that to address them effectively, making It more relevant and engaging .
*Managing Questions:

1. Engagement: Managing questions from the Audience keeps them engaged and
involved in the Conversation, promoting active participation.
2. Prepare for Questions: Anticipate potential Questions the audience might ask and
prepare Thoughtful answers in advance.
3. Q&A Sessions: Allocate time for a structured Q&A session at the end of the
presentation to Address questions.
4. Clarity: It allows to clarify doubts, elaborate on Complex points, and ensure that the
message is Well-understood.
6. Feedback: Questions provide valuable Feedback, helping the measure the audience’s
Comprehension and adjust the presentation Accordingly.
7. Control: Effective management of questions Helps to maintain control over the flow of the
Presentation and ensures that it stays on track.
8. Stay on Message: Use questions as Opportunities to reinforce key messages and Clarify
information.
9. Audience-Centric Responses: Tailor the
Responses to the audience’s level of understanding
And provide additional context when necessary.
Analyzing the audience helps to know who
Are speaking to, allowing to customize the
Message. Managing questions during thePresentation ensures active engagement, clarity,
And effective communication with the audience. Both these practices are crucial for
successful Public speaking and effective communication in Various settings.
 INTERVIEWS AND GROUP DISCUSSIONS

1. Interview and its types

Interview: An interview is a Meeting between an employer and a job applicant. It is a

conversation where questions are asked and Answers are given. The person who asks
questions Is an interviewer. The person who responds is an Interviewee.
*Types of Interviews:

1. Face to Face Interview: This type of interview Is between the interviewee and the
employer or Member of the company.
2. One-on-One Interview: It is a traditional Interview, involves meeting an aspirant with a
Hiring manager or HR professional.
3. Group Interview: Multiple candidates are Interviewed at the same time.
4. Phone Screen: A brief phone call with a Recruiter, usually lasting 15 to 30 minutes, to
Verify the resume details and explore the interest In the role and career goals.
5. Panel Interview: This type of interview will Involve three or more people of decision
makers at Once interviewing the interviewee.
6. Behavioral Interview: Focuses on the past Behavior and experiences to predict how the
Performance would be in the future.
7. Competency-Based Interview: Evaluates Specific competencies or skills required for the
Job, asking questions about the experiences in Handling relevant situations.
8. Case Interview: Commonly used in consulting And analytical roles, it presents a business
problem Or scenario, and expected to analyze and solve it During the interview.
9. Technical Interview: Typically for technical Roles, it assesses the technical knowledge,
Problem-solving abilities, and coding skills.
10. Stress Interview: Designed to put under Pressure to evaluate how to handle stress and
Challenging situations.
11. Informal Interview: Less structured and
Often occurs over a meal or in a casual setting to Assess the personality and cultural fit
within the Company.
12. Skype or Video Interview: Conducted Remotely through video conferencing tools,
Increasingly common for remote job positions.

Before, during and after an interview

 Interviews are a critical part of the job application Process. To navigate them successfully, one
Should consider what to do before, during, and After the interview.

*Before Interview:

· Get the certificates and other

Documents ready and in order.

· Get a simple hair style, decent dress

And, get the foot wear polished.

· Know about the organization.

· Present fifteen minutes before Scheduled time.

· Do SWOT analysis.

· Practice expected questions.

*During Interview:

· Greeting and offering a firm hand Shake

· Be positive and confident

· Active listening and speaking

· Maintain good Body Language-Eye Contact, Smile,

sitting posture, thinking skills,

Alertness, sincerity would be assed.

· Leave the room after thanking them.

*After the Interview:

· Send a thank-you email expressing the

Appreciation for the interview opportunity.

· Consider what went well and areas for

Improvement during the interview.

 Do’s and Don’ts in an interview

Interviews can be nerve-wracking, but adhering

To these do’s and don’ts can help to leave a

Positive impression.

*Do’s:

Prepare: Prepare answers to common questions.

Practice: Conduct mock interviews in front of a

Mirror or with a friend.

Research: Learn about the company and role.

Dress Appropriately: Wear professional attire.

Arrive Early: Be punctual.

Be Positive: Maintain a friendly and positive

Attitude.

Ask Questions: Have thoughtful questions for the

Interviewer.

Follow Up: Send a thank-you note after the Interview.

*Don’ts:

Don’t Arrive Late: Punctuality is crucial.

Don’t Be Unprepared: Lack of research can Harm your chances.

Avoid Negative Talk: Stay positive about Previous employers.

Don’t Overshare: Keep your answers concise and Relevant.

Avoid Distractions: Turn off the phone or put it On silent.

Don’t Interrupt: Let the interviewer finish their Questions.

Avoid Salary Discussions Early: Wait for the Appropriate time to discuss compensation.

Don’t Criticize: Refrain from criticizing the Company or [Link] Overconfidence:

Confidence is good, but Arrogance is a turn-off.