COMMUNICATION ENGLISH MSMSR/BBA/101 (Core) - PowerPoint Presentation

1. COMMUNICATION ENGLISHMSMSR/BBA/101 (Core)Dr. Akshita SharmaAsst. Prof. (MSMSR)1

2. TEXT/REFERENCE BOOKS1. Professional Communication: Dr. T.N. Chhabra (Sun Indira Publication)2. Essentials of Business Communication, Rajendra Pal and J.S. Korlhalli (Sultan Chand & Son’s)3. Business Communication, K.K. Sinha (Galgotia Publishing Company)4. Business Correspondence and Report Writing R.C. Sharma & Krishna Mohan (Tata Megrow Hill PublishingCompany Limited)5. Communicate to Winruchard Denny (Kogan Page Indira)6. English Essential English: E. Suresh Kumar, P.Srihari7. Busniss Communication for Success: By Scott MeearCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)2

3. LECTURE PLANNER- MODULE-IS.N.UnitTopicProposed Date of Lecture1MODULE IIntroduction22nd Aug 20222Introduction and types of Communication3Purpose of Communication4Process of Communication5Scopes or functions of communication6Elements of communication7Types of communication8Verbal Communication9Important advantages of communication10Doubt Clearing Session/ Class TestCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)3

4. MODULE I1. Introduction-Introduction and types of Communication2. Purpose of Communication3. Process of Communication4. Scopes or functions of communication5. Elements of communication6. Types of communication7. Verbal Communication8. Important advantages of communicationCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)4

5. 1. Introduction and types of CommunicationCommunication can broadly be defined as exchange of ideas, messages and information between two or more persons, through a medium, in a manner that the sender and the receiver understand the message in the common sense, that is, they develop common understanding of the message.The word communication is derived from the Latin word ‘communicare’, which means to share, impart, participate, exchange, transmit or to make common. It emphasizes on sharing common information, ideas and messages. It is not merely issuing orders and instructions.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)5

6. Purpose of CommunicationManagement is getting the things done through others. The people working in the organisation should therefore be informed how to do the work assigned to them in the best possible manner. The communication is essential in any organisation.The purpose of the communication can be summed up into the following:1. Flow of Information, 2. Coordination,3. Learning Management Skills, 4. Preparing People to Accept Change,5. Developing Good Human Relations, 6. Ideas of Subordinates Encouraged.6COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

7. Process of Communication7SenderEncodingMessageChannelReceiverDecodingNOISEFEEDBACKCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

8. Scopes or functions of communicationCommunication in personal life: Communication is closely related with every sphere of human life. From dawn to sleep at night, a person communicates with others. This reveals that communication is the part and parcel of human life.Communication in social life: Now we are on the verge of human civilization and living in an integrated society. In social life, people need to develop social bondage. Communication helps us in creating and strengthening this social bondage.Communication in the state affairs: Communication is also pervaded in all areas of state affairs. Without communication, state neither can administer its various wings nor can maintain relationships with the other part of the world. Due to revolutionary change in communication technologies, the whole world has turned into a global village.8COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

9. Scopes or functions of communicationCommunication in business: In this post-modern age, we cannot think of business without communication. Communication is the lifeblood of business as it provides necessary information in formulating business plans and policies. It also ensures effective performance of business activities like production, distribution, finance, warehousing etc. Thus; ultimate success of the business depends on successful communication.Communication in management: Management is the means of achieving organizational goals. Efficiency and effectiveness of management depend on effective communication with the various internal and external parties. Every function of management depends on communication. In fact, without information plans cannot be formulated, activities cannot be organized, directives cannot be issued and control cannot be ensured.Communication in industrial relations: Industrial relation means a labor management relationship in the industry or in an organization. Congenial industrial relation is a precondition for business success. On the other hand, free and fair communication is a pre-requisite for creating good industrial relation. Free flow of information lessens doubt, confusion and controversies between workers and management. As a result, harmonious relationship develops in the organization9COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

10. Elements of communicationSeven major elements of communication process are: (1) Sender (2) Ideas (3) Encoding (4) Communication channel (5) Receiver (6) Decoding and (7) Feedback10COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

11. Communication has the following features1. Two-way process2. Continuous process3. Dynamic process4. Pervasive5. Two people6. Exchange7. Means of unifying organizational activities8. Verbal and non-verbal9. Mutual understanding10. Goal-oriented11. Foundation of management12. A means, not an end13. Human activity14. Inter-disciplinaryCOMMUNICATIVE ENGLISH MSMSR/BBA/101 (Core)11

12. COMMUNICATIVE ENGLISH MSMSR/BBA/101 (Core)1210 Types of CommunicationFormalInformalDownwardUpwardHorizontalDiagonalNon-VerbalVerbalOralWritten Organization StructureDirectionalMood of Expression

13. Formal CommunicationFormal communication is a flow of information through formally established channels in an organization. These type of communication may be oral or written.Mostly controlled by managers1. It is hierarchical in nature and associated with the superior and subordinate relationship2. Generally linked with formal status and positions of a person3. It may be upward, downward and horizontal.COMMUNICATIVE ENGLISH MSMSR/BBA/101 (Core)13

14. Advantages of formal communicationFollows the principle of unity of command1. The orderly flow of information and systematic2. Helps in fixing responsibilities for better efficiency3. Managers have full control of nature and direction of communication4. Helps in maintaining authority relationship5. The flow of instruction is very specific, clear and definite.6. Helpful in maintaining direct contact with subordinates.14COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

15. Disadvantage of formal communication1. It is a time-consuming process2. It lacks personal contacts and relationship3. It may be resisted and distorted4. It delays the communication message due to the formal procedure5. It obstructs the free, smooth and accurate circulation of information15COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

16. Informal CommunicationInformal Communication refers to communication on the basis of personal relations. It is a type of communication which is unstructured, unofficial and unplanned.It does not follow the formal channels established by the managementIt often flows between friends and intimates and related to personal rather than ‘positional’ matters.It cannot be demonstrated on the chart and not regulated by formal rules and procedure.The informal communication system is built around the social relationship of the members of the organisation- Herbert Simon.Informal communication is a result of social interaction and satisfies the natural desire of people to communicate with each other. Informal communication is helpful in countering the effects of work fatigue and monotony and serving as a source of job-related information.It is also referred to as grapevine communication. Grape wine communication carries unofficial information. It is not a reliable source of communication. Managers should be very careful about such communication.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)16

17. Advantages of informal communicationIt is a flexible and reliable channel of communicationIt creates mutual co-operationIt may work as a valuable aid in communicating organizational rules, values and moraleIt is helpful in building teamwork in the organisationIt provides effective feedback to the managerIt supplements formal communicationIt creates successful public relations in the organisationIf implemented efficiently, it will leads to the success17COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

18. Disadvantages of informal communicationIt creates misunderstanding and uncertaintyDue to different perceptions of the persons involved in whispering, chain interpretations of information may changeIt is difficult to believe in information as its source cannot be identifiedIt sometimes leads to leak secret informationThe information passes through it is inaccurate and distorted sourceIt is difficult to control it as its flow and direction cannot be checked18COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

19. Downward CommunicationCommunication that takes place from superiors to subordinates in a chain of command is known as downward communication.Such type of communication may be in the form of orders, instructions, policies, programmes etc. It may be written or verbal.The following messages are induced in this type of communication:Confirmation regarding performanceWork assignment and directionsOrders, guidance and responsibilitiesIdeological type of informationOrganisation Procedure and practices.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)19

20. Advantages of downward communicationIt is helpful in controlling the subordinateIt explains the plans and policies of the organisation to employees.It is a tool to delegate authorityIt is helpful to tie among employees at a different levelIt encourages the effectiveness of upward communication through feedbackIt helps in preparing the people to introduce change20COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

21. Disadvantages of downward communicationIt tends to promote one-way communicationIt is time-consuming because information passes through various levelsSometimes a manager may filter the information or hold back some of the information due to fear that it might be unpalatableAs communication takes time, sometimes message become ineffective and can lose significance21COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

22. Upward CommunicationWhen message are transmitted from bottom to top of the organizational hierarchy, it is known as upward communication.The main function of upward communication is to supply information to top management. It is essentially participative in nature and can flourish only in a democratic organizational environment. It may be in the form of progress report, suggestions, grievances, complaints etc.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)22

23. Advantages of upward communicationManagement can use feedback effectively in their plan and proceduresHelp subordinate to communicate their views to top managementIt supports innovative ideas and suggestionSupport in harmony and mutual co-operation among management and subordinateThe managers are able to evaluate the impact of communication23COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

24. Disadvantages of upward communicationSubordinate provides only favorable information to upper managementIt may be discouraged due to lack of proper response of top managementIt takes a lot of time to pass the message to higher levelPossibility of willful manipulation of information to attain personal goals.There arise a threat that superior may react negatively24COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

25. Horizontal CommunicationWhen communication takes place between two or more persons who are working at same levels it is known as horizontal communication.This type of communication takes place mostly during a committee meeting or conferences. The main object of such communication is to establish inter-departmental co-ordination.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)25

26. Advantages of horizontal communicationIt helps in avoiding duplication of workIt solves inter-department conflictsIt facilitates establishing co-ordination between different departments of the organisationCommunication process is computed smoothly without any barrier.It helps in maintaining social and emotional support among the peer group.26COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

27. Disadvantages of horizontal communicationThere is a lack of motivation to communicateUsually, they hide information due to rivalry between themIt lacks authoritativeness27COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

28. Diagonal CommunicationDiagonal communication is an exchange of information between the persons at a different level across departmental lines.This type of communication is used to spread information at different levels of an organization to improve understanding and co-ordination so as to achieve organizational objectives.Thus, where the persons who are neither working in the same department nor has similar level are communicating, it is said to be diagonal communication. It cuts across the levels of organizational structure.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)28

29. Advantages of diagonalcommunicationIt increases organizational effectivenessIt facilitates organizational changeIt creates integrity and harmony in the organisationIt helps to speed up the action and save time29COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

30. Disadvantages of diagonal communicationIt violates the principle of unity of commandIt is an unsystematic manner of communicating.30COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

31. Non-Verbal CommunicationCommunication through expressions, gestures or posture is nonverbal communication. It refers to the flow of information, through facial expressions, tone of voice and other body movements.In other words, it is a type of communication other than words. It conveys the feeling, emotions, attitude of a person to another. A person can communicate his feeling to others quickly and economically by using a non-verbal form of communications. This does not require the use of words as a person can express his feelings by his body language.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)31COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

32. Some important nonverbal communication are: Body Language: Posture, Gesture, Eye Contact, Silence etc.Proximity: Space (intimate space, public space), Time, Surroundings etc.Para Language: Voice, Volume, Pause, Pitch, Proper stress etcAdvantages of non verbal CommunicationIt is reliable source of informationMessage may be conveyed quicklyIt is an economic way of communicationsIt creates better-understanding32COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

33. Disadvantages of Non-Verbal CommunicationExpressions and gestures are seen by everyone so it lacks secrecy.It creates misunderstanding due to non-understanding of the gesturesIt requires the physical presence of both partiesLong and detailed message cannot be conveyedThe meaning of gesture changes according to time and place, thus it is difficult to understand universallyThere is no written proof in case of any dispute in future.33COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

34. Oral CommunicationWhen a message is expressed through spoken words, it may be either through face to face conversations or with the help of electronic mode such as telephone, cellular phone, etc.It may also be in the form of informal conversation, group discussions, meeting etc. It is a more effective means of exchange of information because the receiver not only hears the message but also observes the physical gestures of the speaker.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)34

35. Advantages of Oral CommunicationOral communication is useful in providing good leadershipIt provides an opportunity to participate in all the members in decision makingIt saves time and message reach to the receiver very quicklyIt is an economic source of communicationsIt is more effective as body language can be observed along with the hearing of the messageReaction can be received easily and quicklyThe message can be conveyed clearly because, in case of any confusion, the clarification can be sought immediately.35COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

36. Disadvantages of Oral CommunicationIt requires the presence of both parties, i.e. sender and receiverThe major drawback of this type of communication is lack of proof, thus it has no legal validityIt is not suitable when the messages are lengthyIt does not provide sufficient time for thinking before conveying the messageIt involves a high cost if both parties are at distance placeThe message can be distorted36COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

37. Verbal CommunicationVerbal Communication is an exchange of information by words either written or oral. Verbal communication consists of speaking, listening, writing, reading etc. It is the most preferred mode of communication.It may be of two types of Verbal Communication:Oral CommunicationWritten CommunicationCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)37

38. Written CommunicationWhen opinions are exchanged in written form, rather than by spoken words, it is knows as written communication.It may be expressed through charts, pictures and diagrams. It includes newspapers, reports, letters, circulars magazines etc. While using written communication, words should be select very carefully because message ones sent can not be altered. it is formal in nature and cannot be overlooked.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)38

39. Advantages of Written Communication1. It provides a future reference: it becomes a permanent record and beneficial for formulating new policies.2. It is accurate. Mistakes are not likely to occur as it is open for verification and its authenticity can be checked.3. It does not require the physical presence of both parties.4. It ensures transmission of information in a uniform manner5. It is useful to transmit complex information and it facilitates the assignation of responsibilities6. It usually removes conflicts and misunderstanding7. It facilitates to convey a message to a large number of persons at the same time8. Written communication is acceptable as a legal document.39COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

40. Disadvantages of written communication1.It is a time and money consuming way of communication.2. It lacks secrecy because message passes through various hands, thus, it is said to be a double-edged weapon.3. It is not useful in emergency circumstances4. It has no chance to alter the message ones transmitted5. It is not possible to get immediate feedback6. It becomes unimpressive if drafted poorly7. It may be interpreted in the wrong manner8. It requires unnecessary formalities.40COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)

41. Important advantages of communication1 It promotes trust.2 It promotes team member loyalty.3 It enhances team member engagement.4 It improves teamwork.5 It improves productivity.6 Communication fuels innovation.7 Resolves issues.8 It creates better client relationships.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)41

42. ASSIGNMENT- MODULE-IWrite a short note on:-Why communication is a important part of life?COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)42

43. LECTURE PLANNER – MODULE IIS.N.UnitTopicProposed Date of Lecture11MODULE IIS.L.R. skills12What is Listening, Types of Listening13Active Listening or effective Listening Skills14Barriers in good listening15Importance of Reading, Definition of Reading, Reading : meaning and process16Components of Reading Skills17Improvement of Reading skills18Importance of Speaking skills19Pronunciation, Pause, Tone, Stress20Doubt Clearing Session/ Class TestCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)43

44. MODULE IIS.L.R. skills1. What is Listening?Types of ListeningActive Listening or effective Listening Skills Barriers in good listeningImportance of Reading Definition of Reading, Reading : meaning and processComponents of Reading Skills Improvement of Reading skills Importance of Speaking skills PronunciationPause Tone StressCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)44

45. What is Listening?Listening as an action—the process of lending an ear to another person to take in and organize information, thereby learning from their perspective and formulating more productive communities. Listening is personally attentive and responsive communication that leads to awareness, understanding, and empathy.1.    A genuine desire or motivation to attend fully to the perspectives of others; 2.    A range of behaviors that signal attention and interest; and3.    Close attention to and processing of others’ points of view in an effort to understand.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)45

46. Types of ListeningInformational listening. When you want to learn something, you'll use informational listening to understand and retain information. Discriminative listening. Biased listening. Sympathetic listening. Comprehensive listening. Empathetic or therapeutic listening. Critical listening.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)46

47. Active Listening or effective Listening Skills There are five key active listening techniques you can use to help you become a more effective listener:Pay Attention. Give the speaker your undivided attention, and acknowledge the message. ...Show That You're Listening. ...Provide Feedback. ...Defer Judgment. ...Respond Appropriately.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)47

48. Barriers in good listening1. Evaluative listening- Evaluative listeners spend all their time evaluating what you are saying, and making judgments about it. You can spot an evaluative listener, because they will always respond with either agreement or disagreement (or possibly both, in the form of ‘yes, but…’). The big problem with these listeners is that they are hearing everything from their own point of view. Everything is passed through a prism of their own experiences and opinions. This means that they often miss critical information simply because it does not fit with their view of the world. The other problem is that speaker and listener can get into a negative spiral of argument and counter-argument. Instead of building on each other’s communication, they are engaged in knocking it down.2. Assumptive listening- Assumptive listeners make assumptions about the speaker’s meaning or intention—and usually before the speaker has finished. They may therefore finish other people’s sentences, or jump in with a response before the speaker has really finished. Engaging with an assumptive listener is hard work, because you constantly have to go back and explain your meaning again because they have interpreted it incorrectly.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)48

49. Barriers in good listening3. Self-protective listening- Here, the listener is so wrapped up in their own situation and/or emotional response to it that they simply have no brain-space to hear or concentrate on anything else. In other words, they are NOT really listening at all, and they are certainly not engaging with what anyone else says. It is a moot point whether this should actually be described as ‘listening’ at all—except that these listeners will often be nodding and smiling, and generally looking like they are engaging with what is being said. However, when they come to respond, it will be obvious that they have not really heard or taken on board anything that is said. These listeners often simply repeat their negative stories over and over again—and with increasing levels of negative emotion. The only way out is to break the spiral (see box).A way out- Self-protective listeners may need help to break out of their ‘vicious spiral’. Transactional analysis offers some clues about how to do this, suggesting that they may be in ‘Child’ mode. This makes them turn inward, and want to avoid anything that might be threatening, like other ideas. To help them, you will have to ‘hook’ their Child with sympathy, then find a way to engage the Adult. There is more about this in our page on Transactional Analysis.4. Judgmental listening- Judgemental listeners will constantly criticise what speakers are saying. This type of listening is similar to evaluative listening, but usually with more negativity and less opportunity to respond. These listeners often have preconceived ideas about the speaker (for example, bias or prejudice based on how they look, or their background). This may prevent them from considering the speaker’s ideas with an open mind.This type of listening tends to result in the speaker shutting down, and refusing to provide any more information. Being constantly criticised quickly becomes unpleasant.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)49

50. Barriers in good listening5. Affirmative listening- Affirmative listening is more or less the polar opposite of judgmental listening. Affirmative listeners only ‘hear’ messages with which they agree. They therefore only listen for points that they can support, and not those that show different opinions. Having an affirmative listener is at first quite pleasant. They tend to agree with you, which is nice. However, after a while, you realize that they only agree with some points—and possibly not very important ones—but refuse to engage with anything else. The problem here is that these people only listen for themselves. They want their opinion to be validated—and have no real interest in anyone else. This quickly gets one-sided and tiresome, especially if you are genuinely interested in a debate that explores different perspectives.6. Defensive listening- A defensive listener takes everything that is said as a personal attack. These people therefore feel the need to defend themselves against everything, and to justify everything that they say. They often use the phrase ‘Yes, but…’, because they have no interest in building on any other communication—only to justify themselves. They also find it hard to explore other points of view, because anything different is a threat.7. Authoritative listening- Authoritative listeners listen solely in order to advise. They always know best, and are always ready to tell you what to do. You can often spot authoritative listeners by the use of the words ‘You should…’ or ‘You need…’ in their sentencesCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)50

51. Importance of ReadingReading is an essential aspect of learning and has multiple benefits attached to the exercise. Reading is important because it makes you more empathetic, knowledgeable and stimulates your imagination.Importance of Reading in Increasing your Vocabulary - While going through an article, you might have come across some words which confuse you or certain words that you hardly even recognise. Finding out their meaning and regularly reading can be the best solution for you to enhance your vocabulary and expand your knowledge. Importance of Reading in Polishing your Mind- Reading requires you to have the patience to build a cognitive perspective. This is considered to be a prime brain-stimulating activity to sharpen your mind. Individuals engaged in reading have a slower memory decline than those who avoid reading. It also improves memory and builds focus.  COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)51

52. Importance of ReadingImportance of Reading in Strengthening your Writing Ability- Having a strong vocabulary can readily benefit you to strengthen your writing ability both personally and professionally. It inspires writers to stay positive and express their thoughts more clearly. Reading helps us in developing a knack for understanding the perspective of different authors that helps in writing about things by yourself. It is very crucial to comprehend the subject matter and allow our memory to retain it.Importance of Reading in Lowering Stress- Reading leads you on a journey to another world. People reading literature or novels require a lot of concentration which allows them to stay away from the distraction in their lives which in turn promotes inner calmness and enhances overall health.Importance of Reading in Reducing Depression - Medicinal therapies to combat depression can be reduced by incorporating reading habits. This is exactly what self-help books, novels, blogs, articles and non-fiction books contribute to. Reading is found to lower heart rate, reduce stress and decrease blood pressure. COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)52

53. Importance of ReadingImportance of Reading in Enhancing One’s Imagination -Reading is just like a spider web, linking things you know to things you just learn and creating innovative solutions. You work upon your dreams when you start imagining about it. Imagination also allows an individual to be empathetic towards people and their struggles. Importance of Reading in Providing Entertainment and Peace of Mind- Reading is one of the simplest entertainment entities for humans. Human beings tend to be fascinated by the world of stories and books open up alternate worlds to explore. This not just transcends us to another reality but also helps us in distancing from our daily problems for a while.Importance of Reading in Promoting Positive Sleeping- Books are a perfect company at night before you doze off because it allows your body muscles to relax and mind to destress. It is known that one can have a sound sleep, when one’s brain is happy and one is comfortable in their own space. However, it is preferable to grab a printed book than any gadget before you settle in for some dreams. COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)53

54. Importance of ReadingImportance of Reading: When Preparing for Universal Competitive Exams- The Reading Comprehension (RC) section in GMAT includes 350 word passages which can be easily mastered by practicing active reading and by interacting with the text. Some examples can be reading The Economist, The New York Times, Scientific American, The Washington Post and Business week for acing the RC section.Reading allows one to develop a better understanding of the subject and gaining conceptual clarity when preparing for CAT and especially the Reading Comprehension.A common success thread in all the students who secure well on the verbal section of the GRE is skilled reading ability. The faster you can scan through the passage while still holding on to the information, the more time you’ll have to answer the question. The perfect strategy to cover a long passage in the allotted time in IELTS is through increasing your vocabulary by continuous reading.To get a high score on the reading section of the TOEFL test, the only key is to read and understand various books and articles.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)54

55. Definition of Reading, Reading : meaning and processReading is defined as the cognitive process of decoding symbols to determine a text's meaning. The symbols are the text itself, and the process of decoding requires that the reader quickly match a symbol or combination of symbols (letter(s)) to a sound, and then recognize the patterns of sounds that create words. These words then convey meaning to the reader. Reading is an active process that requires both simple and complex components. The reader must have a base knowledge of the symbols that create the language, as well as a vocabulary in that language, and an understanding of the grammar rules. In addition, the reader will use higher-level processing to determine the meaning of the text and author purpose, among other things. These components can be categorized into three processes of reading:Word recognition: The ability to see a word and recognize its pronunciation and meaning without deliberate effort/thinking.Comprehension: The act of constructing meaning from the overall text.Fluency: The ability to read a text quickly and accurately, as though it were spokenCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)55

56. Why Reading is Considered an Active Process?The ultimate goal of reading is to understand and be able to recall the information that the author was trying to convey. This requires reading to be an active process. To best understand a text, the reader must engage with the symbols to turn them into words that have meaning, identify and decipher unknown words, consider possibilities and make predictions within the text, and reflect upon the reading. The different aspects of active reading can be broken down into three stages:Pre-reading: This is the process of briefly looking over or skimming a text prior to actively reading it. Also known as previewing or surveying, during this step the reader works to locate key terms or ideas by quickly reviewing the text before beginning to read it closely. Readers may also consider the purpose of the writing before they begin reading the text.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)56

57. Why Is Reading Considered an Active Process?During reading: During this part of the process, readers engage a text as they closely read by actively thinking about what they are reading as they do so. This includes making connections with the text (text to text, text to self, and/or text to world), asking questions, and making and revising predictions.After reading: The part of the process that occurs after reading has readers reflect on what they have read, the connections between it and other ideas, and how they feel about what they have read. Readers may retell or paraphrase what they have read or discuss it with someone else who has read the same material. They might also summarize what they've learned for someone else as part of the after reading stage.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)57

58. Why Is Reading Considered an Active Process?Reading Processes- Reading involves three major processes: word recognition, comprehension, and fluency. Each of these plays a vital role in fully mastering the skill of reading.Word recognition: Word recognition means that the reader's brain automatically recognizes a large number of words and automatically and accurately associates meaning with those words. This occurs without conscious thought. These are also referred to as "sight words" or "sight vocabulary". To read for understanding at a particular text level, a reader should have a word recognition accuracy rate of 90% or higher.Comprehension: Comprehension means the ability to identify key information through skimming, as well as synthesizing the information with what the reader already knows, making connections to the text, questioning, and predicting. Comprehension includes both simple processing for general ideas as well as high-level processing (e.g. alternative perspectives, author's intent)Fluency: Fluency is the ability to read a text in the natural patterns of the language in which it was written. It is the ability to automatically read a passage like the spoken language, and includes the natural rhythm, intonation, pacing, etc. that would naturally accompany the textCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)58

59. Components of Reading SkillsPhonemic Awareness- Phonemes, the smallest units making up spoken language, combine to form syllables and words. Phonemic awareness refers to the student’s ability to focus on and manipulate these phonemes in spoken syllables and words. According to the National Reading Panel, teaching phonemic awareness to children significantly improves their reading more than instruction that lacks any attention to phonemic awareness.Phonics- Phonics is the relationship between the letters (or letter combinations) in written language and the individual sounds in spoken language. Phonics instruction teaches students how to use these relationships to read and spell words. The National Reading Panel indicated that systematic phonics instruction enhances children’s success in learning to read, and it is significantly more effective than instruction that teaches little or no phonics.Fluency- Fluent readers are able to read orally with appropriate speed, accuracy, and proper expression. Fluency is the ability to read as well as we speak and to make sense of the text without having to stop and decode each word. The National Reading Panel’s research findings concluded that guided oral reading and repeated oral reading had a significant and positive impact on word recognition, reading fluency, and comprehension in students of all ages.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)59

60. Components of Reading SkillsVocabulary- Vocabulary development is closely connected to comprehension. The larger the reader’s vocabulary (either oral or print), the easier it is to make sense of the text.  According to the National Reading Panel, vocabulary can be learned incidentally through storybook reading or listening to others, and vocabulary should be taught both directly and indirectly. Students should be actively engaged in instruction that includes learning words before reading, repetition and multiple exposures, learning in rich contexts, incidental learning, and use of computer technology.Comprehension- Comprehension is the complex cognitive process readers use to understand what they have read. Vocabulary development and instruction play a critical role in comprehension. The National Reading Panel determined that young readers develop text comprehension through a variety of techniques, including answering questions (quizzes) and summarization (retelling the story).Spelling- The National Reading Panel Report did not include spelling as one of the essential components of reading. The report implied that phonemic awareness and phonics instruction had a positive effect on spelling in the primary grades and that spelling continues to develop in response to appropriate reading instructionCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)60

61. Improvement of Reading skillsAnnotate and highlight text. ...Personalize the content. ...Practice problem solving skills. ...Incorporate more senses. ...Understand common themes. ...Set reading goals. ...Read in portions. ...Let students guide their reading.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)61

62. The Importance of Speaking SkillsAbility to inform, persuade, and direct. Business managers, educators, military leaders, lawyers, and politicians, among others, seek to develop their speaking skills to such a level that they are transformed into master communicators. Speaking clearly and confidently can gain the attention of an audience, providing the golden opportunity for the speaker to make the message known. Wise is the speaker who gains and then holds the attention of an audience, with well-chosen words in a well-delivered presentation, forming a message that is effective, informative, and understood.Ability to stand out from the rest. When one thinks of speaking skills, one tends to think of it as a common skill. Think again. The ability to stand before others and speak effectively is not an ordinary ability. Many people are deathly afraid of public speaking; others have little ability to form thoughts into sentences and then deliver those words in a believable way. The bad news is that at any given moment the world has precious few with the speaking talents of, say, Winston Churchill or John F. Kennedy. The good news is that a speaker whose skills are honed and developed with constant application and hard work can stand out.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)62

63. The Importance of Speaking SkillsAbility to benefit derivatively. Well-developed verbal skills can increase one’s negotiation skills. Self-confidence is improved. A growing sense of comfort comes from speaking in front of larger and larger audiences. A reputation for excellence in speaking can accrue over time, thereby imparting a certain credibility to the speaker.Career enhancement. Employers have always valued the ability to speak well. It is, and always will be, an important skill, and well worth the effort in fully developing.Personal satisfaction. Speakers who have experienced a connection with an appreciative audience through a well-composed and well-delivered presentation often find a deep level of fulfillment that is seldom achieved in other forms of communication. The normal sense of nervous tension can give way to feelings of accomplishment and exuberance when an audience expresses its outward appreciation to a speaker. It’s a reward, of sorts, for all the hard work and preparation that goes into honing your skills.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)63

64. PronunciationThe act or result of producing the sounds of speech, including articulation, stress, and intonation, often with reference to some standard of correctness or acceptability.Pronunciation is the way in which a word or a language is spoken. This may refer to generally agreed-upon sequences of sounds used in speaking a given word or language in a specific dialect ("correct pronunciation") or simply the way a particular individual speaks a word or language.Contested or widely mispronounced words are typically verified by the sources from which they originate, such as names of cities and towns or the word GIF. A word can be spoken in different ways by various individuals or groups, depending on many factors, such as: the duration of the cultural exposure of their childhood, the location of their current residence, speech or voice disorders, their ethnic group, their social class, or their education.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)64

65. Pause, Tone, StressPause-  a brief suspension of the voice to indicate the limits and relations of sentences and their parts.Tone- a sound of definite pitch and vibration.Stress- Stress is the relative emphasis that may be given to certain syllables in a word, or to certain words in a phrase or sentence. In English, stressed syllables are louder than non-stressed syllables. Also, they are longer and have a higher pitch. English is a stress-timed language. That means that stressed syllables appear at a roughly steady tempo, whereas non-stressed syllables are shortened.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)65

66. ASSIGNMENT- MODULE-IIPrepare a list of word which are Mis- pronounced in daily life.Present it and mail at drakshita@matsuniversity.ac.inCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)66

67. LECTURE PLANNER – MODULE IIIS.N.UnitTopicProposed Date of Lecture21MODULE IIIWriting skills22General principal of Writing23Improving Writing skills, Essentials of good Style Grammar and usage24Writing business letter importance25Difference between personal and business letters26Circulars27Memos and notices28Report writing29Report writing30Doubt Clearing Session/ Class TestCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)67

68. MODULE IIIWriting skillsGeneral principal of Writing Improving Writing skills Essentials of good Style Grammar and usage Writing business letter- importance and difference between personal and business lettersCirculars Memos and notices Report writingCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)68

69. General principal of WritingWrite short sentences. Short sentences are easier to read. ...Use active voice. This is all about verbs. ...Use I, we, and you. Pronouns are your pals. ...Write for your reader. ...Give clear instructions. ...Avoid nominalization. ...Use headings and lists. ...Use clear hyperlinksCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)69

70. Improving Writing skillsReview grammar and spelling basics. Grammar and spelling form the foundation of good writing. ...Read what you want to write. Knowing what a finished piece of writing can look like can guide your own. ...Proofread. ...Get feedback. ...Think about structure. ...Write. ...Know some common fixesCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)70

71. Essentials of good Style Grammar and usage1. Be direct in your writing. Good writing is clear and concise. Lose filler words, like unnecessary adverbs and prepositional phrases, simply take up space and weigh a sentence down. Say exactly what you mean in the most direct way.2. Choose your words wisely. There are many ways to write a sentence, and there are different words you can choose to convey the same idea. Always choose the simpler of two words. Use familiar vocabulary instead of lofty words from the English language. Simple words are more direct and easier for all readers to understand. Use a thesaurus if you need a little help finding a replacement or an easier way to say something.3. Short sentences are more powerful than long sentences. A story loses steam with wordiness. Short sentences are easier to comprehend, something that readers appreciate. Avoid trying to pack too much into a line. Every sentence should contain one thought or idea.4. Write short paragraphs. Keep your paragraphs short and manageable. Each one should consist of sentences that support the same idea. Short paragraphs are easier to digest. They also create a more visually appealing layout on the page. Academic writing often consists of lengthier paragraphs, as they need more information to support each theme. In less formal writing, shorter paragraphs are the norm.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)71

72. Essentials of good Style Grammar and usage5. Always use the active voice. Use the active voice and adhere to subject-verb-object sentence structure. It’s the most direct path to making your point. With the active voice, the subject is doing something, which is more exciting than the passive voice, in which something is being done to the subject. The passive voice might be grammatically correct, but it creates long, complex sentences and is a weaker way of presenting information.6. Review and edit your work. Proofreading your first draft should be the first step in your editing process before you hand your story over to a professional editor. Tighten your writing, check your word choice and sentence structure, and hone your voice to improve your style.7. Use a natural, conversational tone. Your writing style relies on your own, unique voice. Communicate in your comfort zone. In other words, write like you converse. Shape ideas with your original thoughts and voice, and do your best to avoid clichés. Your writing style should reflect your personality.8. Read famous authors. Pick up any book by Mark Twain, and you’ll know it’s his writing simply by the tone of the story and the words he uses. Great writers put a stamp on their writing with a signature style. COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)72

73. Writing business letter- importance and difference between personal and business lettersPoint of differenceBusiness / Commercial LetterPersonal letterNature: The Commercial letter is impersonal and universal in one. It helps a great deal in maintaining professional relationships and developing contacts within your network. Generally, it contains business-related information.This letter is communication between friends on strictly non-official purposes.  In this case, a handwritten personal letter is also legible. It contains personal or family-related information.Purpose: This letter is written for exchanging various business-related information.The purpose of this letter is to exchange personal or family-related information.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)73

74. Point of DifferenceBusiness LetterPersonal LetterScope: Since it can contain various types of business information, its scope is vast and wide. These letters are normally kept short and to the point. One does not go for useless exaggeration in such letters as none has the time to kill in leisure in the business world.It contains only personal information. So its scope is limited as compared to the business letter. These letters, length does not matter. All you need is to convey the right sentiment in the right way.Use of Structure: The Business letter is written by strictly following officially recognized structure, rules, and procedures.It does not follow any recognized structure, rule, or procedure.Size: Generally, the size of the business letter is concise as it avoids irrelevant matters. They have single spacing, are left-justified with no paragraph indentation. They strictly have to be typed.The size of the personal letter may be concise or large. It requires following no set format. It is up to the writer to decide on what and how he wants to write the letter.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)74

75. Point of DifferenceBusiness Letter Personal LetterClassification: Business letters can be categorized differently. A business letter has a lot of business-related issues and information to include.Generally, it is not categorized. Personal letters are restricted only to personal or family affairs.Salutation: Specific salutations such as Mr., Sir, Dear sir, Dear madam, etc. are used to open the description of the letter. The use of salutation depends on the formal relationship between the sender and the receiver. Here salutation depends on the personal relationship between the sender and the receiver. Generally, Respected, Dear friends, Dear, etc. are used as a salutation in the personal letter.Language: No emotional or poetic language can be used in the business letter. The language is kept very formal in business letters. Salutations and closings are chosen very carefully to the most professional business sentiment. Its language should be straightforward, easy, simple, and courteous. Here emotional, poetic, and sweet words are used to arrange messages. Personal letters require no such formalities. Because of their informal tone, senders often ignore the basic punctuation and capitalization standards.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)75

76. Point of DifferenceBusiness LetterPersonal LetterThe form of drafting: In most cases, the business letter is drafted in typewritten or composed form. It is generally drafted in handwritten form.Attachment of enclosure: If necessary, enclosures are attached to the business letter.No need to attach any enclosure hereCopy: Copy of business letter is generally preserved and if necessary also sent to others.Its copy is not normally preserved and no copy is sent to others.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)76

77. CircularsIn every organization, irrespective of their size, communication among the employees is crucial. Internal communication in an organization between superiors and employees, between departments, amongst the department, is one of the keys to their success. One such tool of official communication is circulars. Additionally, circulars also find use as advertising tools. They can contain marketing information and have a wide distribution range. Be it for inter-departmental communication, advertising or even personal reasons a circular must always reach a large number of correspondents. This is one of its main features.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)77

78. Advantages of a circularIt is a very simple and effective way of communication. Since it is precise and written, very little chance of miscommunicationIt is also quite inexpensive. It is a cost-effective way of communication.Circulars are also a time-saving method. It reaches a large number of people in very limited time and effort.They are great advertising and marketing tools as well. They can help create a new market, educate people about the product or services and also increase consumer confidence in the company and the product.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)78

79. Example of CircularCircular No. ____ 25th October 2018Revised Working HoursAll Employees of XYZ Company,This is to inform all employees there will be a change in the working hours of the organization effective immediately. As you know we now do not function on any Saturdays since last month. So we only have 5 working days in a week, a revision in the working hours was necessary to ensure the quality of work does not suffer. Hence one hour will be added to the previous 9 hour work days. The revised working hour will be as follows:Working Days: Monday to Friday (except holidays)Working Hours: 8:30 am to 6:30 pm (These hours will include the one-hour lunch break)All employees are requested to note these new and revised timings. The timings are effective immediately from 26 October 2018. Punctuality and adherence to the new timings are requested. Repeated defaulters will face action. Please contact the HR department or your managers for any queries you may have.ABC,CEO of XYZ Company.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)79

80. Memos and notices A memo is actually short for Memorandum. It is one of the most used means of official communication in the business world. Its main purpose is to serve as a reminder or to give some instructions. Again these like circulars are a means of mass communication, i.e. to communicate with a large number of people within the organization.Usually, we write a memo is for one of the following five reasons:1. as a reminder2. highlight an event or circumstance3. to recount an event4. keep an official record of anything5. to pass information or instructionsCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)80

81. MemosMemos have been a popular way for commuting for over a century now. This is because they have many advantages as seen below:1. They are a very cost effective way of mass communication. And their transmission is also very cheap.2. Another advantage is its simplicity. They are very simple to write and understand.3. Memos tend to be brief and to the point. They also reach a lot of people. So they are very time-saving as well.4. They also serve as evidence in case of a dispute.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)81

82. The Format of a MemoHeading: After the name and address of the company (which is on the letterhead) we type the word “Memo’ or ‘Memorandum’ at the top of the page in the center.Recipient: Address the recipients in the correct format, Example -‘ To: All Employees of the Sale Division’Writer: Write the name of the person writing the memo, Example – ‘From: Mr. ABC, Head of Sales’Additional Recipients: These are the people who will receive a courtesy copy of the memo. We don’t address the memos to them, but we keep them in the loop.Date: The date of writing the memos is an important detail that one must include.Subject Line: This will give the reader a brief idea about the information in the memos. The line must be brief, precise and to the point. Example – Subject: Meeting of all employees of the Sale Division.The body of a memo: This is where all the information is contained. A formal salutation is not required in a memo. Just relay the necessary information with clarity and precision. The body must not be too long. The ending must restate the issue and end on a positive note.Proofread: Finally, proofread the memo before sending it.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)82

83. NoticesWhat is a Notice?Notice is a formal, written, or printed announcement for a group of people. It is written in a very precise language avoiding any extra details. Basically, notices are a tool for disseminating information regarding any occasion or issue. They reach a large number of people in less time, that is why they are precise and brief in nature.  If it will not be precise, then the readers might not devote so much time only for reading it. And, it must be an art of a writer that he can express a long message in the shortest words possible. Plus, being simple is an extra advantage. Make sure you do not include any extra details as it may misinterpret the real message. If you are still feeling confused, then check the format of the notice given below. With this, you will get a fair idea of writing a good notice.  COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)83

84. Format of a NoticeName of the Organisation -   It refers to the name of the institution of which the person writing a notice is a part. It is written on the top of the page, it helps the readers identify who issued the notice. Title - ‘Notice’- This title says” notice’, It lets the readers know that they are going to read the notice.  Date - The date is written on the left corner of the notice after leaving a tile.  As the notices are formal communication, the date of issuing a notice is very important.  The date should be written in a proper format, which is clear and easily understandable.Heading -  Heading explains what the notice is about in brief. Heading should reflect the content of the meeting. It is just like a ‘subject’ of an email, which gives a synopsis or purpose of the communicationBody - The body of the notice includes the main content for which the notice was issued. The body should contain all the necessary information required in the notice like the time of an event, venue of the event, and a date and it should be written in a passive voice without the use of first-personCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)84

85. Example of NoticeCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)85

86. Report writingReports are closely related to essay writing, although there are some clear distinctions. While both rely on facts, essays add the personal opinions and arguments of the authors. Reports typically stick only to the facts, although they may include some of the author’s interpretation of these facts, most likely in the conclusion. Moreover, reports are heavily organized, commonly with tables of contents and copious headings and subheadings. This makes it easier for readers to scan reports for the information they’re looking for. Essays, on the other hand, are meant to be read start to finish, not browsed for specific insights.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)86

87. Types of reportsThere are a few different types of reports, depending on the purpose and to whom you present your report. Here’s a quick list of the common types of reports:Academic report: Tests a student’s comprehension of the subject matter, such as book reports, reports on historical events, and biographies Business reports: Identifies information useful in business strategy, such as marketing reports, internal memos, SWOT analysis, and feasibility reportsScientific reports: Shares research findings, such as research papers and case studies, typically in science journalsCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)87

88. What is the structure of a report?The structure of a report depends on the type of report and the requirements of the assignment. While reports can use their own unique structure, most follow this basic template:Executive summary: Just like an abstract in an academic paper, an executive summary is a standalone section that summarizes the findings in your report so readers know what to expect. These are mostly for official reports and less so for school reports. Introduction: Setting up the body of the report, your introduction explains the overall topic that you’re about to discuss, with your thesis statement and any need-to-know background information before you get into your own findings. Body: The body of the report explains all your major discoveries, broken up into headings and subheadings. The body makes up the majority of the entire report; whereas the introduction and conclusion are just a few paragraphs each, the body can go on for pages. Conclusion: The conclusion is where you bring together all the information in your report and come to a definitive interpretation or judgment. This is usually where the author inputs their own personal opinions or inferences.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)88

89. What should be included in a report?There are no firm requirements for what’s included in a report. Every school, company, laboratory, task manager, and teacher can make their own format, depending on their unique needs. In general, though, be on the lookout for these particular requirements—they tend to crop up a lot: Title page: Official reports often use a title page to keep things organized; if a person has to read multiple reports, title pages make them easier to keep track of. Table of contents: Just like in books, the table of contents helps readers go directly to the section they’re interested in, allowing for faster browsing. Page numbering: A common courtesy if you’re writing a longer report, page numbering makes sure the pages are in order in the case of mix-ups or misprints.Headings and subheadings: Reports are typically broken up into sections, divided by headings and subheadings, to facilitate browsing and scanning. Citations: If you’re citing information from another source, the citations guidelines tell you the recommended format.Works cited page: A bibliography at the end of the report lists credits and the legal information for the other sources you got information from.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)89

90. How to write a report in 7 steps1 Choose a topic based on the assignment2 Conduct research3 Write a thesis statement4 Prepare an outline5 Write a rough draft 6 Revise and edit your report7 Proofread and check for mistakesCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)90

91. ASSIGNMENT- MODULE-IIIPrepare 2 letter:-Business Letter requesting for taking up franchise of Domino's Pizza in the Raipur CityWrite a personal letter to your relative inviting them to your brother/sister wedding.Mail at - drakshita@matsuniversity.ac.inCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)91

92. LECTURE PLANNER – MODULE IVS.NO.UnitTopicProposed Date of Lecture31MODULE IVOral Communication skills32Oral Presentation33Objectives of Presentation34Types of Presentation35Types of Presentation36Communication in an organization37Channels of internal and external Communication38Communication Network: upward, downward, horizontal, diagonal39Communication Network: upward, downward, horizontal, diagonal40Doubt Clearing Session/ Class TestCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)92

93. MODULE IVOral Communication skills,Oral PresentationObjectives of PresentationTypes of Presentation Communication in an organization Channels of internal and external CommunicationCommunication Network: upward, downward, horizontal, diagonal.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)93

94. Oral PresentationOral presentations, also known as public speaking or simply presentations, consist of an individual or group verbally addressing an audience on a particular topic. The aim of this is to educate, inform, entertain or present an argument. Oral presentations are seen within workplaces, classrooms and even at social events such as weddings. An oral presentation at university assesses the presenter’s ability to communicate relevant information effectively in an interesting and engaging manner.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)94

95. Planning your Oral Presentation The most important factors for a successful presentation are: careful planning, lots of practice and engaging the audience. It's a good idea to watch some professional presentations online to get a sense of what good speakers do.Review the subject outline. Look for all relevant detail that you will need to understand the requirements of the task, including when it is due, the weight of the assessment, and the length of time you have to present. Review the assessment criteria. What are you are being assessed on?Analyse the task. Determine the purpose of the presentation. Do you need to answer a specific question?COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)95

96. Planning your Oral PresentationConsider the audience. What are their expectations of your content and delivery?Brainstorm. Map out everything you already know about the topic. Write out any ideas you can use to interact with the audience, or engage them, and jot down what questions, explanations and information you want the audience to be provided with.Do the research. Find relevant material, take notes, and remember to keep the references you used.Organise your ideas. Create a logical presentation so the information flows well.Pay attention to the language you are using. Presentations should be delivered in spoken or conversational language rather than written language. Spoken language is much easier for your audience to follow.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)96

97. Objectives of Presentation#1 Enables Quicker CommunicationThe first key objective is one that enables quicker communication of ideas. So we need to ensure that when we design our presentation slides, the content ideas are simple enough for us to communicate them quickly.The quicker, the better.Simple content is easier to communicate. We don’t need to spend too much time explaining because simple content is straightforward and easy to comprehend. If the content is complex, we need to spend lots of time to explain it for the audience to understand.#2 Enable Increased RetentionThe second key objective is to enable increased retention. When you present, you want your audience to remember as much as possible the things that we shared during the presentation. If we share ten things, we want the audience to remember at least seven things.So we need to design the presentation content to be simple enough for the audience to remember them easily.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)97

98. Objectives of Presentation#3 Ensure Higher AcceptanceThe third is to ensure higher acceptance. Acceptance of our ideas. Acceptance of the things we share during the presentation.There might be many decision-makers at the presentation session listening to us. We must ensure that the things we share are easily understood so that deciding on the spot is a no-brainer.This is of utmost importance if the presentation is to get approval or a signature for a business proposal.#4 To Improve Closing RateThe fourth is to include an objective that will improve the closing rate. Everything that we do to prepare for the presentation is to get buy-in into our ideas, our products, our services.So we want to ensure that we have the first three key objectives in place when we communicate and, as a result, achieve the fourth objective, that is, improved closing rate.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)98

99. Types of Presentation1. Informative Presentations- An informative presentation is educational, concise, and to the point. While other presentations may entertain or inspire, the main goal of an informative presentation is to share information. A good example of an informative presentation is a human resources benefits presentation. Human resources needs to explain what benefits employees receive, how benefits work, which important dates employees need to remember, where employees can find more information, and so on.  An HR benefits presentation for new hires (or any informational presentation) should be short, straightforward, and easy to understand so that new employees will remember the information they’re given. 2. Instructive Presentations- A presentation that teaches something is similar to an informative presentation, but it goes beyond sharing facts. It also instructs the audience on a specific topic. People attend or view an instructive presentation with the intention to learn, and they leave with a better understanding of the topic of the presentation. There are many examples of instructive presentations. Workshops, training sessions, or webinars teach audiences a new skill or procedure by offering specific information or instructions. Explaining new policies to a company is another type of instructive presentation. For example, an HR benefits presentation for new employees may be informative, but a presentation for existing employees about policy changes might lean more towards instructive, especially if employees have to take action or need to ask questions.     COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)99

100. Types of Presentation3. Persuasive Presentations- Many presentations hope to sell something or persuade the audience to take certain actions. Persuasive presentations often present a problem and explain their solution using data. Examples of persuasive presentations include business pitches or sales proposals. For example, a startup company looking for initial funding may need a startup pitch deck or a Series A presentation to convince investors to back their idea. A startup pitch deck would explain a problem in the market, how their startup will solve that problem, and how they’ll monetize their business. A Series A presentation can help a startup secure more rounds of funding to grow their company and pursue further goals.4. Motivational Presentations- One of the most prominent examples of inspiring presentations? TED Talks. Many motivational speakers use TED Talks to inspire people to think or change their behavior.  Motivational presentations in the business world may not be as dramatic or life-changing as a TED Talk, but they still aim to generate interest or gain an audience’s approval. A company overview presentation is a good example of a motivational presentation. It may present the information of a company — how it was founded, who is leading it, what the company does — but more importantly, it tells the company’s story.  A company overview presentation connects with the audience. A manager may use it to boost morale at a team meeting. Or an executive may present a company overview to convince potential customers or investors to work with them. Or, an HR rep may use it to make new hires feel welcome and excited to join the company.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)100

101. Types of Presentation5. Decision-making Presentations- Need to make a decision within the company? A presentation that shares a problem, solution options, and their outcomes can help speed along the process. Decision making presentations might be found in business meetings, government meetings, or all-hands meetings.For example, let’s say a company wants to improve engagement on their social media channels. There are many ways they might achieve their goal, including hosting giveaways, dedicating more resources to creating Facebook posts or Instagram stories, and researching their audience or competitors to see how they can improve. A marketing campaign plan template for a presentation would keep details of the problem, different options, and possible outcomes organized in one place. It would inform and guide everyone involved in the meeting, helping them make informed decisions on how to move forward.6. Progress Presentations- Imagine our hypothetical company decided on a marketing strategy to meet their goals. Now that they have a campaign in place, they need to report on the progress of said campaign. This sixth presentation type shares status updates, progress towards deadlines, collected data so far, any obstacles popping up, and tasks that need to be added or adjusted. A team stand up presentation is a great example of this type of presentation. Team stand up presentations usually include an agenda, talking points, deliverable updates, discussion topics, and time for questions at the end. This presentation keeps everyone organized and focused, ensuring that everyone is still on the same page and working towards the same end goal.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)101

102. Communication in an organizationOrganizational communication is defined as the channels and forms of communication in which organizations such as corporations, non-profits, and governmental bodies engage, including both the internal communications that occur within an organization, and external-facing communications between an organization and its stakeholders. Optimizing organizational communication can have a powerful impact on the efficacy of an organization. Individuals with a bachelor’s and/or master’s in organizational communication can work in human resources, employee training and management, public relations and public affairs, marketing, communications consulting, media management, policy and advocacy, and research and instruction, among other areas.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)102

103. Channels of internal and external CommunicationInternal CommunicationExternal CommunicationMeaningCommunication between the members of the organizationCommunication between organizational members and external partiesNatureFormal or informalMostly formalObjectiveTransfer of information between organizational members to ensure smooth functioningProviding information to external parties to develop relationships and establish good reputationMedium usedEmails, internal website, video conferencing, circulars, etc.Advertisements, social media posts, company website, etc.Flow of informationWithin the organizationIn the external business environmentCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)103

104. Communication Network: upward, downward, horizontal, diagonalInformation can flow in four directions in an organization: downward, upward, horizontally, and diagonally. The size, nature, and structure of the organization dictate which direction most of the information flows. In more established and traditional organizations, much of the communication flows in a vertical—downward and upward—direction. In informal firms, such as tech start-ups, information tends to flow horizontally and diagonally. This, of course, is a function of the almost flat organizational hierarchy and the need for collaboration. Unofficial communications, such as those carried in the company grapevine, appear in both types of organizationsCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)104

105. Downward Communication FlowsDownward communication is when company leaders and managers share information with lower-level employees. Unless requested as part of the message, the senders don’t usually expect (or particularly want) to get a response. An example may be an announcement of a new CEO or notice of a merger with a former competitor. Other forms of high-level downward communications include speeches, blogs, podcasts, and videos. The most common types of downward communication are everyday directives of department managers or line managers to employees. These can even be in the form of instruction manuals or company handbooks.Downward communication delivers information that helps to update the workforce about key organizational changes, new goals, or strategies; provide performance feedback at the organizational level; coordinate initiatives; present an official policy (public relations); or improve worker morale or consumer relations.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)105

106. Upward Communication FlowsInformation moving from lower-level employees to high-level employees is upward communication, as when workers report to a supervisor or team leaders report to a department manager. Items typically communicated upward include progress reports, proposals for projects, budget estimates, grievances and complaints, suggestions for improvements, and schedule concerns. Sometimes a downward communication prompts an upward response, such as when a manager asks for a recommendation for a replacement part or an estimate of when a project will be completed.An important goal of many managers today is to encourage spontaneous or voluntary upward communication from employees without the need to ask first. Some companies go so far as to organize contests and provide prizes for the most innovative and creative solutions and suggestions. Before employees feel comfortable making these kinds of suggestions, however, they must trust that management will recognize their contributions and not unintentionally undermine or ignore their efforts. Some organizations have even installed “whistleblower” hotlines that will let employees report dangerous, unethical, or illegal activities anonymously to avoid possible retaliation by higher-ups in the company.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)106

107. Horizontal Communication FlowsHorizontal communication involves the exchange of information across departments at the same level in an organization. The purpose of most horizontal communication is to request support or coordinate activities. People at the same level in the organization can work together to work on problems or issues in an informal and as-needed basis. The manager of the production department can work with the purchasing manager to accelerate or delay the shipment of materials. The finance manager and inventory managers can be looped in so that the organization can achieve the maximum benefit from the coordination. Communications between two employees who report to the same manager is also an example of horizontal communication. Some problems with horizontal communication can arise if one manager is unwilling or unmotivated to share information, or sees efforts to work communally as threatening his position (territorial behavior). In a case like that, the manager at the next level up will need to communicate downward to reinforce the company’s values of cooperation.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)107

108. Diagonal Communication FlowsDiagonal communication is cross-functional communication between employees at different levels of the organization. For example, if the vice president of sales sends an e-mail to the vice president of manufacturing asking when a product will be available for shipping, this is an example of horizontal communication. But if a sales representative e-mails the vice president of marketing, then diagonal communication has occurred. Whenever communication goes from one department to another department, the sender’s manager should be made part of the loop. A manager may be put in an embarrassing position and appear incompetent if he isn’t aware of everything happening in his department. Trust may be lost and careers damaged by not paying attention to key communication protocols.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)108

109. ASSIGNMENT- MODULE-IVPrepare a presentation on yourself , describing who you are and what you want to be in the most innovative way. Present it and email it at drakshita@matsuniversity.ac.inCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)109

110. LECTURE PLANNER – MODULE VS.N.UnitTopicProposed Date of Lecture41MODULE VEmployment Communication42Employment Communication43Resume; content of good Resume44Guidelines for writing Resume and different types of Resumes45Guidelines for writing Resume and different types of Resumes46Job Interview; importance and factors involving job Interview47Characteristics and process of Job interview48Technique of Job Interview49Manners and Etiquettes to be followed in Job Interview50Doubt Clearing Session/ Class TestCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)110

111. MODULE VEmployment Communication1. Resume2. Content of good Resume3. Guidelines for writing Resume and different types of ResumesJob Interview-Importance and factors involving job InterviewCharacteristics and process of Job interview Technique of Job Interview Manners and Etiquettes to be followed in Job InterviewCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)111

112. Employment CommunicationEmployment communication revolves around written communication and conversation between the employer and the job-seekers.The employer communicates with the job-seeker or prospective talents about the vacancies, company culture, perks and benefits and security, etc. Employers use creative means to attract and retain the best talents.The prospective candidates communicate with the employer about their interest and willingness to work with through different mediums.Employment communication is the viable way or ways through which the job-seeker persuades the employer to hire him/her by demonstrating that his/her knowledge, expertise and skills satisfy the job requirements in the best possible manner.Looking for a job is not a single event; it is a process. The job seeker has to invest time and energy in the job process.It is not as difficult as it appears to land on a good job even in the midst of tough competitions.Another fact that needs attention here is that it is not necessarily the ‘most talented’ who bags the prize (here, ‘job’), rather someone who has excellent job search skills and of course, he who performs adequatelyCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)112

113. ResumeCurriculum vitae, resume or bio-data are authentic and brief account of a person’s education, qualifications, previous engagements, other skills typically sent with a job application.The phrase ‘curriculum vitae’, of Latin origin, means ‘course of life’. It provides a detailed account of the applicant covering every skill, all the jobs and positions held, degrees, professional affiliations he/she has acquired, in proper sequence.The CV is an in-depth and structured information about professional experience and qualification of a person. It is more elaborate than a ResumeCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)113

114. Content of good ResumeAs the CV acts as an identity card for an applicant’s entry into his/her chosen job, it should have the following details.Personal Details- Personal details contain address, email, phone number, marital status, nationality, date and place of birth and also addition of social media account if it is used in a professional wayEducational Qualifications- This contains the qualifications in a chronological order with authentic data.Work Experience -This includes specific applicable experience in relation to the job as opposed to generalities.Skill Summary- This includes a brief bulleted list of the relevant skills and experience that the applicant possesses. Adding this section can capture the attention of the recruiter who spends a few seconds to read the CV. Here, computer skills should be prioritized.Knowledge of Languages- This includes the applicant’s proficiency (both spoken and writing abilities) in languages.Interests and Other Activities- The interests and activities include hobbies, interests and other relevant topics about the applicant pertinent to the context.COMMUNICATION ENGLISH MSMSR/BBA/101 (Core)114

115. Guidelines for writing Resume and different types of Resumes1. Chronological ResumeA chronological resume is a resume type that focuses heavily on your work history. Its key feature is that it lists your work history in order of when you held each position (in chronological order), with your most recent job listed at the top of the section.The chronological format is the most common type of resume, and is considered the standard for most industries.The two advantages of a chronological resume are:It lets the hiring manager easily see how you’ve progressed in your careerIt puts your most relevant work experience at the top, where it’ll be seen first by recruiters and employersWho Should Use ItA chronological resume is ideal if you have no major gaps between your previous jobs, consistent progression throughout your career, and a long record of accomplishments and skills in the industry you’re applying toCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)115

116. 2. Functional ResumeA functional resume is a type of resume designed to focus on your relevant professional skills rather than your chronological work history.The defining feature of a functional resume is its expanded “Relevant Skills” section, which takes up the majority of your resume and replaces a detailed work experience section.Additionally, the “Relevant Skills” section of a functional resume groups your experience under skill categories instead of job titles. Under each category, bullet points are used to highlight examples of your accomplishments or other ways you’ve put your skills to work.Who Should Use ItA functional resume will likely suit you if you’re:Changing industriesSomeone with sizeable gaps in your work historyCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)116

117. 3. Combination ResumeA combination resume mixes the most useful elements of the chronological and functional resume formats.It focuses on your skills, as a functional resume does, but also provides ample space for you to detail your work history — usually in chronological order.Who Should Use ItCompared with the other types of resume formats, a combination resume is a good choice if you have any of the following to showcase:Technical skills you’ve developed over a long, specialized careerTransferable skills, with full details of your work historyCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)117

118. Job InterviewAn interview is the most prevalent kind of planned communication. Interview is a special technique of communication that is used to examine the behaviour of an individual or individuals, to match their statements and to study the clear conclusions of social interaction.Although interview may be of several types, but we shall study, interview for job or employment only. An employment interview is a structured and purposive conversation between the interviewee and the interviewer or interviewers. Interview is not a test of knowledge alone but an acid test of your personality in the strict sense of the word. Knowledge in itself is a part of your personality and that knowledge inspires confidence – the quintessence of personality.118

119. Importance and factors involving job Interview(i) There is a face-to-face contact between the employer and the candidate. The employer can assess the personality traits of the candidate.(ii) The candidate can seek more information about the employer and the job. This creates better understanding in the mind of the candidate.(iii) The communication skill of the candidate can be judged in the interview. His way of thinking can also be known.(iv) Interview is very important where the candidate has not to go through employment tests. The information contained in the application form can be checked during the interview.(v) Many companies do not follow elaborate selection procedure as it is costly and time- consuming. They can rely on interview if it is properly planned and administered.119

120. Characteristics and process of Job interview goal-driven, question–answer, structured, controlled, and unbalanced.120

121. Technique of Job InterviewBefore An InterviewResearch: Learn as much as you can about the position and the company beforehand – know the company’s products and services.  Sources for this research are your Career Services Center, the Library and the Internet.Practice:  Practice interviews with a career counselor, friend, family member or by yourself in front of a mirror.Be prompt and prepared:  Arrive 10 to 15 minutes early bring extra copies of your resume, your list of references, a pen and paper, and the list of questions you have for the interviewer.Be prepared to discuss both your strengths and your weaknesses:  Make a list of your skills and key assets.  Then reflect on past jobs/experiences and pick out one or two instances when you used those skills successfully. When exploring your weaknesses, be able to discuss the ways in which you addressed these weaknesses to make them a strength.121

122. Technique of Job InterviewDuring An InterviewIntroduce yourself in a courteous mannerHave a firm handshakeAct professionally:  Dress appropriately!  First impressions count!Keep your answers brief and conciseAsk questionsMaintain a conversational flowSmile, nod, give nonverbal feedback to the interviewerBe enthusiastic:  have a positive attitudeAsk about the next step in the processThank the interviewerAfter An InterviewAsk the interview for a business card and promptly send a thank you note.Keep the thank you note brief, but reiterate your interest in the positionReview the interview process and your performanceEvaluate your interview122

123. Manners and Etiquettes to be followed in Job InterviewBe friendly to everyone you see. Stand and smile when people come into the room or when they are introduced to you.Offer a firm handshake: Gender does not change who offers the handshake or how it's done. ...Sit up straight. ...Beware of interviews over meals123

124. ASSIGNMENT- MODULE-VPrepare your resume and email it to me at drakshita@matsuniversity.ac.inCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)124

125. THANK YOUCOMMUNICATION ENGLISH MSMSR/BBA/101 (Core)125