Subject: COMMUNICATION & PRESENTATION SKILLS …

1 subject : COMMUNICATION & PRESENTATION SKILLS . (The Lesson is Up-dated and Converted into SIM Format By: Dr. Karam Pal). Course: MCA Course Code: MCA- 106. Lesson: 1. introduction TO COMMUNICATION . Objective: The main objective of this lesson is to make the students learn about the concept of COMMUNICATION and its importance for the success of any business organization. Structure introduction PRESENTATION of Contents COMMUNICATION Defined Importance of COMMUNICATION Nature of Communications: A Case Study Summary Key Words Self Assessment Questions Suggested Readings introduction You cannot not communicate . This statement is quite often misunderstood by many of us. We may be fussy about the grammar of this sentence and that is at the cost of the its spirit. It, in fact, this statement let us know that we cannot remain without commutation even if we feel as we have not communicated anything but still we have commutated everything. If you are like the majority of us, you spend more time in communicating than doing anything else.

2 Probably you spend a hefty part of each day in one-to-one speaking, writing and listening. When you are not talking or listening, you are presumably communicating in supplementary ways like - understanding, lettering, gesturing, and drawing. Or perhaps, you are just taking in information by seeing, feeling, or smelling. All of these activities are forms of COMMUNICATION and certainly you do them right through most of your time. Obviously, such activity, which we are engrossed in so much, has to be significant. Perhaps, it is the most important of all our activities. It is easy to make out that COMMUNICATION is what has enabled us to develop the civilized society. It is one activity that we human beings clearly do better than the other creatures, and it basically explains our dominant role in this universe. COMMUNICATION has enabled us to organize - to work in groups;. and through organization, we have been able to overcome barriers to our existence that we could not have subjugated individually.

3 But we need not discuss further how COMMUNICATION has contributed to our development as human beings. Its role is understandable to all of us. We have to articulate that COMMUNICATION is vital to our success and well- being in enlightened civilization. COMMUNICATION Defined The word COMMUNICATION has been derived from the Latin word 'communis' that means common'. However, COMMUNICATION incorporates, besides commonality, the concepts of transfer, meaning and information. The COMMUNICATION can be defined as the process through which two or more persons come to exchange ideas and understanding among them. 2. The definition involves two aspects in COMMUNICATION : First, there is something, which is transmitted, such as, facts, feelings, ideas, etc. It implies that there must be a receiver if COMMUNICATION is to occur. The sender of message must consider the receiver while structuring his message from a technical standpoint as well as in delivering it.

4 When the receiver is not considered, there is either no response or there is wrong response. Second, the definition emphasizes the understanding element in the COMMUNICATION . Sharing of understanding would be possible only when the person, to whom the message is meant, understands it in the same sense in which the sender of the message wants him to understand. Thus, COMMUNICATION involves something more than mere transmission of the message or transmission and physical receipt thereof. The correct interpretation of the message is important from the point of view of organizational efficiency. As such, the greater the degree of understanding present in the COMMUNICATION , the more the likelihood that human action will proceed in the direction of accomplishment of goals. How do we define COMMUNICATION ? " COMMUNICATION is something so simple and difficult that we can never put it in simple words," says Mathews. But we do need a definition to understand the term.

5 In his book COMMUNICATION in business , Peter Little defines COMMUNICATION as follows: 3. COMMUNICATION is the process by which information is transmitted between individuals and / or organizations so that an understanding response results.. Another very simple definition of ' COMMUNICATION ' has been provided by Newman and Summer Jr: COMMUNICATION is an exchange of facts, ideas, opinions, or emotions by two or more persons.. 'Information' is the key word in the first definition COMMUNICATION consists in transmitting 'information'. But this definition does not indicate the objects about which information is to be transmitted. This is precisely what is being done in the second definition. COMMUNICATION transmits information not only about tangible facts and determinable ideas and opinions but also about emotions. When a communicator passes on or transmits some information, he may also, either deliberately or unconsciously, be communicating his attitude or the frame of his mind.

6 And sometimes the latter may be more relevant to the reality that is being communicated. Often we may have come across words of high praise spoken in a scoffing tone. In such a case, the words signify nothing and the tone is the real thing. Similarly, high-sounding expressions of bravery may be only a mask to conceal a person's timidity and cowardice that may be betrayed by his facial expressions. The following definition offered by William Scott appear comprehensive and particularly satisfying to the students of ' COMMUNICATION ' since it touches all aspects of the COMMUNICATION process: 4. Managerial COMMUNICATION is a process which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will accomplish organizational goals.. This definition highlights four imperative points: 1. The process of COMMUNICATION involves the COMMUNICATION of ideas. 2. The ideas should be accurately replicated (reproduced) in the receiver's mind, , the receiver should get exactly the same ideas as were transmitted.

7 If the process of COMMUNICATION is perfect, there will be no dilution, exaggeration, or distortion of the ideas. 3. The transmitter is assured of the accurate replication of the ideas by feedback, , by the receiver's response, which is communicated, back to the transmitter. Here it is suggested that COMMUNICATION is a two way process including transmission of feedback. 4. The purpose of all COMMUNICATION is to elicit action. It is a fairly comprehensive definition and covers almost all aspects of COMMUNICATION . But two comments can be made on it: 1. The concept of ideas should be adequately enlarged to include emotions also. 2. Even in administrative COMMUNICATION , the purpose may not always be to elicit action. Seeking information or persuading others to a certain point of view can be equally important objectives of COMMUNICATION . Importance of COMMUNICATION 5. COMMUNICATION is as important to the organization as blood is to the body. COMMUNICATION is a medium through which works being done in the organization can be explained, change can be affected, a feeling of cooperation can be aroused by establishing uniformity among the works of various people working in the organization, clear human relation can be established and finally the objective of the organization are realized.

8 No business can develop in the absence of effective internal and external COMMUNICATION . The top hierarchy in an organization spends most of the time in COMMUNICATION while the people at the lower level spend comparatively less time in COMMUNICATION process. The importance of COMMUNICATION in management can be understood through the following points: 1. Basis of decision making: In the absence of COMMUNICATION it is not possible for the top management to take any decision. Much information has to be collected for decision making and for giving final shape to any idea. The information connected with the taking of decision can be obtained only through COMMUNICATION . With effective COMMUNICATION it can be ascertained as to what was said? What was done? What is being done? And what is to be done? 2. Effective COMMUNICATION promotes spirit of cooperation and coordination: An atmosphere of mutual trust and confidence between employer and employee can be possible with the existence of effective COMMUNICATION .

9 Through this the management can collect required information related to limitation and potential of employees and the employees can be well aware of what is expected from them. In this way, mutual understanding can be build between employer and employee. This leads to job satisfaction to employees and good return to employers. Thus, the work can be accomplished only when there is 6. coordination and cooperation among the people working in the organization. 3. Effective Control: COMMUNICATION has an important place in the process of controlling. The managers get information about the work performance through COMMUNICATION on the basis of which they can improve upon the irregularities well in time. On the basis of the information received the future plans can also be amended. 4. Basis of Motivation: An efficient system of COMMUNICATION helps the managers in changing the point of view of the subordinates, raising their morale and presenting a basis of satisfaction.

10 In any organization the differences emerge out of the wrongly defined objectives and ignorance of facts. A timely COMMUNICATION can settle the disputes among various sides and reduce the possible difference of opinion. In this way everybody gets greatly attached with the enterprise and the work goes on smoothly. 5. Establishment of Effective Leadership: In order to be a successful leader a manager must have the knowledge of the art of COMMUNICATION . In other words, leadership can not be imagined without effective COMMUNICATION . A manager can be an efficient leader by improving upon his art of COMMUNICATION . A good COMMUNICATION system brings the employees close to one another and removes their difference of opinion. 6. Basis of organizational image: business COMMUNICATION also help in improving relationship with outside parties like the government authorities, foreign trade officials, licensing and custom authorities, bankers and financial institutions, income tax and sales officials, transporters, distributors, retailers and customers.