Communications: The word “communication” is derived from the Latin word “communes” which means “commonness” or “sharing”. Thus it means a firm feeling of commonness or sharing between the sender and receiver. We define communication in many ways. i.e. “It is the exchange and imparting of information to gain understanding and promote action”.

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Date: 04-04-2014
Submitted By: Ghulam Mehdi CMS ID# 23101
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Communications:
The word “communication” is derived from the Latin word “communes”
which means “commonness” or “sharing”.
Thus it means a firm feeling of commonness or sharing between the sender and receiver.
We define communication in many ways. i.e.
“It is the exchange and imparting of information to gain understanding and promote action”.
Or
“It is commonly defined as, the impacting or interchanges of thoughts, opinions or
information by speech, writing or signs.”
Or
“It is a systematic process, in which people interact to share ideas, information or thought,
through words or symbols, to create and interpret meaning”.
Communication is successfully only when both the sender and the receiver understand the
same information.
In all modes of communication, the three golden rules of communication are:
-To be clear.
-To be brief.
-To be relevant.
Communication skills:
“The communication skills are the ability to convey information to another person effectively
and efficiently. Business managers with good verbal, non-verbal and written communication
skills help facilitate the sharing of information between people within a company for
its commercial benefit.”
A communication skill is the ability to use language (receptive) and express (expressive)
information. Effective communication skills are a critical element in your career and personal
lives.
Good communication skills are keys to success in life, work and relationships. Without
effective communication, a message can turn into error, misunderstanding, frustration, or
even disaster by being misinterpreted or poorly delivered.
Acquiring Good communication skills:
Following are the steps of acquiring good communication skills.
1-Know what you want to say and why.
Understand clearly the purpose and intent of your message. Know to whom you are
communicating and why. Consider any barriers you may encounter such as cultural
differences or situational circumstances (gender, age or economic bases).Ask yourself what
outcome you want to achieve and the impression you want to leave.
2-How will you say it?
We’re all aware by now, that it’s not always what you say, but how you say it that counts.
Being by making eye contact, you inspire trust and confidence when you look a person in the
eyes when you speak. Second, be aware of your body language since it can say as much, or
more, than your words. By standing with arms easily at your side you tell others that you are
approachable and open to hearing what they have to say. If instead, your arms are crossed and
shoulders hunched, it suggests disinterest or unwillingness to communicate. Good posture
and an approachable stance help make even difficult communication flow more smoothly.
Make sure you speak in a cooperative, non-adversarial tone. Be nonjudgmental.

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3- Listen.
Communication is a two way street. After you've said what you have to say, stop, listen, and
look for feedback and clues of comprehension. While the person is responding avoid any
impulses to cut them off or listen only for the end of the sentence so that you can blurt out
more ideas or thoughts that come to your mind. Respectfully give them your full attention.
When they are finished, to ensure that your message has been clearly and correctly
understood, ask open questions and encourage discussion. Fine-tune your message if
necessary.
4- Reach understanding, agreement or consensus.
Once you have had to opportunity to discuss your message
and the feedback to it, re-visit the purpose of the interchange.
Have you reached common ground, solved a problem, or
clarified your position? If the purpose was to teach or
instruct, have you accomplished your goal? To communicate
well is to understand and be understood. Make sure that your
message has been received as intended and that any questions
or concerns have been alleviated. You can even agree to
disagree. There are no guarantees that your communication
efforts will be meet with total compliance and agreement. As
long as you understand each other, are cordial and respectful,
you can still have a successful exchange.
5-To obtain a better command of the English language (or any other language), expand your
vocabulary by reading and writing more. Look up words you're not familiar with. The better
you are able to express yourself, the better your ability to communicate.
4-Practice your listening skills. Be considerate of other speakers by waiting until they are
done before stating your views. Process what has being said before responding.
6-Learn to understand and appreciate opposing points of view by being open-minded and
making an effort to see things from another's perspective. It will in turn, gain you more
cooperation and understanding.
7-Avoid trying to communicate when in an emotional state. You lose objectivity and may
say something inappropriate or regrettable. Take time to think your position through before
speaking.
Communication Skills Play an Important Role in Career Building:
Communication skills are essential for Job placement, Job performance, Career advancement,
Success in the new world of work.
Communication skills are among the intangible skill sets most valued by employers. The
ability to communicate effectively, especially during oral presentations, can boost your
marketability and viability for work in a variety of careers. To develop strong presentation
skills, you need to consider both the verbal and nonverbal factors involved in delivering your
message.
Look at any job posting and excellent communication skills are likely to be among the
qualifications that employers seem to value. Even for jobs with limited interaction with the
public, employees need communication skills to build collaborative relationships with their
coworkers and bridge the gap between their positions and positions that their supervisors and
managers hold. However, even though excellent written communications skills are frequently
required, there's no real definition of what employers really want.
Some important communication skills/features in career building are given below:
Written:

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When employers specify that excellent written communication skills are an essential
qualification, they are looking for candidates who can demonstrate their ability to write
clearly, succinctly and in a manner that appeals to a wide audience. Written communication
could apply to writing for the Web, composing interoffice memos and correspondence or
legal briefs, constructing employee handbooks or technical manuals or drafting performance
appraisals. Any supervisory and management job requires excellent communication skills, if
only because it's a requirement that they have to write clearly for his employees to understand
job directives and instructions. Excellent written communication skills also mean the
employee's writing is free from errors and that it conveys messages that can't be
misinterpreted.
Listening:
Listening is about 40 percent of overall communication. Employers know that the best
communicators won't have excellent communication skills if they can't listen. The ability to
listen -- and, carefully listen -- is the corner stone of communication. When employers
require excellent communication skills, they expect that the employee is well-rounded and is,
therefore, capable of communicating in a fluid, back-and-forth manner engages other
employees, managers, supervisors and executives alike.
Verbal:
Excellent verbal communication skills also are important for employees who interact with the
public, employees who routinely work cross-functionally with colleagues and employees
responsible for delivering training sessions, conducting focus groups and presenting
information about the organization to employee groups. Verbal communication skills are
more than just platform skills -- another term for public speaking abilities. Excellent verbal
communication skills means that you can develop a rapport with your audience, whether
they're rank-and-file employees, executives in the board room, irate customers or customers
who are so satisfied they want to express their appreciation.
Audience:
The best communicators are capable of adjusting their communication style to suit the
audience. For example, engineers who are considered excellent communicators can explain a
complex process to their colleagues and peers just as easily as they can to a lay audience
where the members know nothing about engineering concepts or principles. An important
part of communicating is discerning the members of the audience, detecting what their needs
are and how best to deliver a message to them. When an employer asks for excellent
communication skills, they expect candidates to be able to tailor their communications to
their reading or listening audience.
The Message:
The ability to present an effective message with useful content is obviously important to a
good oral communication. This requires planning for your communication, and doing
research to make sure your message is well-constructed. You want to deliver a message that
considers your audience and the goals of your communication. An oral communication
without good substance will accomplish very little.
Body Language:
A major component of the message your audience perceives is based on your body language.
Your posture, facial expressions and gestures affect the way your message is received.
Consistent eye contact with members of your audience; a calm, confident posture; and
relaxed arms and hands held near your side are among body language techniques that deliver
positive vibes. Folding your arms, avoiding eye contact, frowning, and nervous movements
can signal nervousness, indifference or worse.
Vocal Tone:

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How you say something carries a lot of weight. Speaking in a clear, confident and assertive
tone helps project your message and keep your audience engaged. Emphasizing specific
points and varying your rate of delivery brings out key points in your communication and
attracts your audience's attention. Avoid speaking in a low voice or a monotonous tone.
Awareness:
Your communication skills can also help you understand how well your message is hitting
home. By observing the body language and feedback of audience members, you can adjust
your approach. If audience members are sitting back in their chairs, not paying attention or
distracted by other things, your message probably is not getting through. Consider projecting
yourself more and finding ways to better engage the audience. It helps to ask audience
members questions and keep them involved. If your communication is lengthy, you might
need to take a break.
Communication Skills Play a Vital Role in a Humans Daily Life:
A communication skill is an art. It solves sensitive problems, communication skills drives a
person to his success.
Communication skills are quite essential for a modern man to prove himself in this
competitive world or modern world.
Certain skills always results in mutual understanding and it erases misunderstanding, quarrels
etc.
It's not only useful in our daily life but also useful in your work, especially for people who
works in call center communication skills are more important than your degree.
Because in call center you have to communicate with the customers to sell the product or to
solve out his query so I believe communication skills are more important in our daily life.
A person with good communication skills can survive anywhere. Now a day call center's
looking out for people who have good communication skills.
Communication skills come under even face to face communication as well. Effective
communication is possible only when it is face to face, problems which cannot be solved
otherwise can be solved with face to face communication.
If you have a problems in the work place or between colleagues or management can solved
out, sometimes voice modulations alone cannot convey the message properly even facial
expressions are necessary.
One of the most powerful communication skills is Mirroring, also called Reflective
Listening. As a mirror reflects back one image, the receiver verbally reflects back to the
sender words that let the sender know for sure that the message sent was the message
received.
Mirroring is difficult to learn but well worth the time and effort. It pays off big time in
developing solid connections between partners. For that matter, it works with people in
general.
Reflecting Listening is not repeating the message word for word. That is called parroting.
Parroting is useful at times, such as making an appointment.
Mirroring is not repeating or even remembering all the details of what was said. People think
that just because they can repeat back everything that was said means they were listening.
Hearing the words is not enough. Hearing the message the words are conveying, and saying
that message back to the sender, is mirroring.
The After the Fact communication skill is a very useful skill that facilitates connection
between partners.
It is not always possible to think of what to say or do in the moment. Sometimes people are
distracted with something or someone else. When people are anxious they often cannot think,

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so they say or do nothing. Or, they may blurt out something they don’t mean or something
that is not even relevant. Sometimes people laugh in situations like this and the laughter is
misunderstood.
In ongoing relationships it is always possible to bring up an issue later. Later can be minutes,
hours, days or even years. This keeps the lines of communication open and strengthens the
connection between couples.
When people use the After the Fact communication skill frequently, the time between the
incident and the delayed communication tends to shorten. Gradually, the time becomes so
short that partners are better able to think of what they want to say or do what they want to do
in the moment. It’s not essential to occur in the moment, After the Fact is just fine.
The After the Fact skill is extremely helpful to keep a couple emotionally connected with
positive feedback and behaviors.
While the After the Fact communication skill is really helpful for couples, it is also helpful in
many other situations as well – parenting, work, and social interactions.
Too often in conversations and interactions people assume they know what the other person
is talking about or doing. Without checking out their assumptions they act as if what they
assume is true or fact. Sometimes their assumptions are indeed true and communication is
clear. However, when their assumptions are incorrect communication tends to go sideways.
In relationships we know our partners well. Usually we know what they think, feel, value,
expect, get upset and excited about. Sometimes though, knowing each other too well creates
blind spots. Clarifying can help navigate the blind spots.
Pronouns often make communication fuzzy: I, mine, he, she, his, hers, they, them, you, yours,
we, us, one, it, this, that, these, those, other(s), etc.
Words that qualify can have different meaning for different people.
Sometimes, early/late, in a little while, high/low, hard/soft, big/small, strong/weak, fast/slow,
positive/negative, mostly/slightly, more/less, helpful/not helpful, harmful, safe/dangerous etc.
When people communicate they often have different ideas in mind. It is often helpful to
inquire more about what someone is thinking or intending before you respond. What is
difficult for one person may seem easy to another. What is slightly stressful for one person
may be really stressful for another.
People often use the same words or expressions but have different meanings for them. Often
the meanings are only slightly different but sometimes they are vastly different.
A mixed message is a message that can be taken different ways. Mixed messages cause lots
of communication problems in intimate relationships and in relationships in general.
First of all, you need to know when you’re getting a double or mixed message. The way you
know is by your feelings (confused) and your thoughts (puzzled). These feelings and thoughts
are your cues to guide what you say and do in response.
Give both messages back as feedback to the sender. Report what was said, what was
observed and describe behaviors. When you communicate in this way, the sender is more
likely to respond in a positive reasonable way. If you respond in an attacking, blaming,
contemptuous or sarcastic manner then the sender is mostly likely to be hurt, angry and
defensive.
You cannot control how the sender receives your feedback; you can only control how you
deliver it.
You cannot stop or prevent your partner from sending you mixed messages. What you can do
is change how you respond to them. By telling the other about your confusion you are letting
them know the impact of their behavior on you. This has the potential to improve
communication.
When the other knows they are sending mixed messages, they can clarify. It could be that
they are not really conflicted and don't realize they are sounding or acting like they are.

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If the sender is truly conflicted, however, your feedback brings their incongruence to their
attention. It's like holding a mirror up to them so that they can more clearly see themselves.
Now, if they want, they can address it. This too, has the potential to improve communication.
Put the Inside Outside is another communication skill that when people talk to each other
they often think thoughts or have feelings that they do not reveal to others. Most of the time,
this is perfectly Ok. It certainly would not be appropriate to say everything one is thinking or
feeling. Yet often, when more information is given there are fewer misunderstandings and a
greater connection.
People often ask questions when they are really making statements. Sometimes this is
intentional but mostly people don't even realize they are communicating in this way.
“Do you want to see a movie tonight?” may actually be “I want to see a movie tonight and I
want you to come with me.
“Did you take out the garbage?” may actually be “If you have not taken out the garbage I’m
going to be mad at you because I have to do the bulk of the household chores. The least you
can do is taken out the garbage.”
Usually the person being asked this kind of question takes it at face value, as a request for
information, and answers accordingly. This may develop into an argument that neither want
to have on a topic that is not the real issue.
Some important Issues discuss being here:
Express your Views:
It’s needed to express our views and to exercise our rights. Without the ability, to
communicate and to do so well, we have poor relationships with ourselves, with others and
with our world.
Think Better:
Good communication helps you to think better. In order to communicate effectively, you
have to think ahead and organize your thoughts. This helps you learn how to organize and
how to plan ahead.
Convince Others:
Effective communication also helps you to convince to others to agree with you in persuasive
setting.
Understand Others:
Communication is a two way street. Good listening skills are part of good communication;
you need to understand what the other person is saying to you as well as to say what you
want.
Decision making:
Decision making is another area which can benefit from good communication skills as it
often requires communicating complex information so that the most appropriate can be made.
The Communication Process Cycle:

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………………………………………..The End………………………………………….