Professional Documents
Culture Documents
3)PERSONAL COMMUNICATION
• Much of the communication in an
organization is without purpose as far as the
organization is concerned. Such
communication may be classified as
personal.
• Personal communication is all that incidental
exchange of information and feeling which
human beings engage in whenever they
come together. It is non-business related
exchanges of information and feelings
among the people.
• Much of the time friends spend with each
other is spend in communication, for it is
simply the thing to do when people get
together. Even total strangers are likely to
communicate when they are placed in a
position together.
• Personal communication can also help to
form attitudes and beliefs, which are
stronger and have more lasting effects on
the mind than opinions. What they think can
affect their relationships with the
organizations. And what they think can have
a direct influence on productivity.
COMMUNICATION NETWORK OF THE ORGANISATION
A. On the basis of Direction of Communication:
a. Downward communication: It flows from top
of the organization down through various
levels to bottom along a scalar chain. This
type of communication is strictly formal and
relates to:
• Orders and instructions relating to a job
• Organizational policies,rules,programmes
and procedures
• It flows from the chief executive of the
organization to the lowest level through
middle management.
STRENGHTS:
• It helps in explaining the organization’s
policies, plans and programmes, work
methodology and other necessary
information to the members of the
organization.
• It helps the subordinates to know what
is expected of them and puts a check on
the unreasonable demands of the
superiors.
WEAKNESS:
• The major weakness of the downward
communication is that the information
has to pass through various hierarchical
levels and is interpreted and
reinterpreted at each intervening level
• The message may possibly reach the
bottom in a distorted and changed
shape. This loses the very objective of
the communication
b. Upward communication: It is just the reverse
of the downward communication .It flows
upward from a subordinate to the superior
through middle managerial levels along the
line. Such communication is of two types:
• Feedback of information in which
subordinates convey a message to the
top executive in response to the latter’s
original communication.
• Voluntary communication from the
subordinates to convey their complaints,
grievances, suggestions and opinions.
STRENGHTS:
• It helps to know the attitudes, behavior,
opinions, actions and feelings of the
workers on the job.
• It creates confidence and trust of the
superiors in the minds of workers.
• It develops confidence among
subordinates that they convey their
feelings, grievances, complaints,
suggestions, opinions etc. to the top and
can contribute more to the achievement
of the organizational objectives.
WEAKNESS:
• Generally upward communication is
ignored or distorted at the intermediate
levels because the top management is
quite unwilling to listen to the juniors in
the hierarchy.
• Another problem of upward
communication is caused by status
differences. The lower levels
functionaries hesitate in communicating
messages to their bosses freely.
c. Horizontal or Lateral Communication: This
type of communication refers to
communication between various
departments or units representing the same
level, or people within the same or different
departments, without having a superior-
subordinate relationship. It flows between
persons at the same hierarchical level.
STRENGHTS:
• Its helps in coordinating the activities of
different departments at the same level.
• Different departmental heads may sit
together and thrash out problems
without the wastage of time, money,
labour and material.
WEAKNESS:
• The main problem in lateral
communication is the differences in
approach and vision of different
functionaries.This affects the
productivity and effiency of the
organization adversely.
B. ON THE BASIS OF ORGANISATIONAL
STRUCTURE:
a. Formal Communication: This type of
communication flows through formal
channels i.e. officially recognized positions
along the line in the organization. This is
deliberately created to regulate the flows of
communication so as to make it orderly, and
thereby to ensure that the required
information flows smoothly, accurately and
timely to the points at which it is required.
ADVANTAGES:
• It helps in maintaining the authority of
line executives over their
subordinates who are responsible to
get the work done by their
subordinates and are answerable to
their bosses.
• An immediate superior has direct
contacts with the subordinates; so, a
better understanding is developed
between them and communication is
made more effective.
• Since an executive is better informed
about the organization and its
problems than the subordinates, a
better solution can possibly be found
easily and good relations between the
leader and his subordinates develop.
DISADVANTAGES:
• It increases the workload of the line
of superior because all the
communications are transmitted
through them. Thus it leaves the
superiors with little to perform other
organizational frame work.
• Information is carried out through a
scalar chain and thus the information
to be delivered can be delayed or
even misinterpreted at different
levels of the organization.
b. Informal organization: also known as
grapevine is not planned or deliberately
created by the top management. It is free
from all formalities. No formal organizational
chart is followed to convey messages. It is
based on the informal relations of the two
persons, the sender and the receiver of the
communication.
ADVANTAGES:
• The communication travels faster
speed because there is no formal line
of communication.
• It is dynamic and reacts quickly
because informal channels have their
sanctions in the group and develop
within the organization.
DISADVANTAGES:
• It very often carries half-truths,
rumors, and distorted facts at an
alarming rate of speed. As there is no
mechanism for authentication of the
news and views, members of the
organization are likely to be
misinformed and misled by informal
communication.
Listening skills
Reading skills
Kinds:
2. Comprehension
To fully comprehend your academic readings at university,
you will need to:
1. Recognize different genres or types of writing e.g.
persuasive or argument essay, fiction, rhetorical analysis,
review, criticism, news article. Genres centres on audience
and purpose.
2. Understand and use different types of thinking: e.g.
deductive, analytical, and critical.
3. Have an advanced level of the English language: both
syntax (rules) & semantics (meaning). For more
information, refer to writer’s handbooks, English grammar
books, dictionaries, and thesauruses.
4. Read actively!
Retention
Strategies for Reading Retention:
Students have different ways to retain and recall
information. Some like to highlight text with coloured
markers; others jot down comments in the margins of their
books. Highlighting text can be a good start but needs to be
followed up by reworking and reviewing the information.
Otherwise, you will forget what you’ve highlighted and end
up rereading the text. The most popular, and arguably the
best, strategy is making a note while you are reading.
Research shows that that process of making a note might
aid recall. Regardless, reviewing your notes definitively
improves test results. So, the message here is do both for
maximum learning.
Other popular retention strategies are:
Making and using cue or flash cards
Reciting your information out loud
Describing the information to someone else e.g. in a
study
Types of reading
Examples of Skimming:
Scanning
Light reading
1. Survey
2. Question
3. Reading
4. Recall
5. Review
Speaking Skills
• interactive,
• partially interactive, and
• non-interactive.
First paragraph:
Second paragraph:
Third paragraph:
Sample:
You are Edward Cullen. Recently you read an
advertisement for the post of a Mechanical Engineer
in ITC Technologies Ltd.,Manipal
Centre,Banglore.Write an application for this job
giving your complete resume separately.
Mangalore
Dec, 21, 2009
The Manager
Manipal Centre
Bangalore
Sir
Edward
Edward Cullen
Encl.: Resume
RESUME
061-66544233
edwardcullen@gmail.com
Edward
Projects:
• Design and Fabrication of Engine Management
System
(Monitors various Check points in an engine and
takes corrective action)
Training:
Six Month industrial Training at P.T.L, Swaraj Tractors
Division, Mohali, India.
Skills:
• Programming Language:C,JAVA,HTML,DHTML,VB
Script
Personal Details:
Name : Edward Cullen
Parentage : Dr. Carlisle Cullen
Date of birth : 6th July 1984
Street Address : House # 122 , Bharat
Nagar
City : Mangalore
State : Karnataka
Country : India
Phone : 061-66544233
E-mail : edwardcullen@gmail.com
Hobbies : Surfing the net, Reading books
Languages known : Hindi, English, French
References:
• Ms.Esme Watson
Managing Director,
P.T.L, Swaraj Tractors Division, Mohali
9858673342
• Mr.Amar Singh
Principal,
G.N.D.E.C, Ludhiana, India
9853446780
Interviewing
An interview can be defined as a oral tool to test a
candidate’s traits for employment or admission to
premiere institution of learning. Being an oral test it
calls for your skills of oral and non verbal
communication to support your performance before
a panel of exports.
Closing (Sincerely...), 7
Signature 8
Your Name (Printed) 9
Your Title
Enclosures (2) 10
Typist Initials. 11
The block format is the simplest format; all of the
writing is flush against the left margin.
Other Business Letter Formats
Your Address 1
The return address of the sender of the letter so the
recipient can easily find out where to send a reply to.
Skip a line between your address and the date. (Not
needed if the letter is printed on paper with the
company letterhead already on it.)
Date 2
Put the date on which the letter was written in the
format Month Day Year i.e. August 30, 2003. Skip a
line between the date and the inside address (some
people skip 3 or 4 lines after the date).
Inside Address 3
The address of the person you are writing to along
with the name of the recipient, their title and
company name, if you are not sure who the letter
should be addressed to either leave it blank, but try
to put in a title, i.e. "Director of Human Resources".
Skip a line between the date and the salutation.
Salutation 4
Dear Ms./Mrs./Mr. Last Name:, Dear Director of
Department Name: or To Whom It May Concern: if
recipient's name is unknown. Note that there is a
colon after the salutation. Skip a line between the
salutation and the subject line or body.
Subject Line (optional) 5
Makes it easier for the recipient to find out what the
letter is about. Skip a line between the subject line
and the body.
Body 6
The body is where you write the content of the letter;
the paragraphs should be single spaced with a
skipped line between each paragraph. Skip a line
between the end of the body and the closing.
Closing 7
Let's the reader know that you are finished with your
letter; usually ends with Sincerely, Sincerely yours,
Thank you, and so on. Note that there is a comma
after the end of the closing and only the first word in
the closing is capitalized. Skip 3-4 lines between the
closing and the printed name, so that there is room
for the signature.
Signature 8
Your signature will go in this section, usually signed
in black or blue ink with a pen.
Printed Name 9
The printed version of your name, and if desired you
can put your title or position on the line underneath
it. Skip a line between the printed name and the
enclosure.
Enclosure 10
If letter contains other document other than the
letter itself your letter will include the word
"Enclosure." If there is more than one you would
type, "Enclosures (#)" with the # being the number
of other documents enclosed that doesn't include the
letter itself.
Reference Initials 11
If someone other than yourself typed the letter you
will include your initials in capital letters followed by
the typist's initials in lower case in the following
format; AG/gs or AG:gs.
Sample Business Letter
Sincerely,
Signature
Bob Powers
Accounts Receivable
Attachments.
Copy to:
Name to Receive Copy
Name to Receive Copy
Date
Suitable heading
Introduction
1. The problem
2. Reasons why the problem has arisen
3. Your recommendations
4. Conclusion
Your Signature
Your name
Designation
While writing a newspaper report we must, include
an eye-catching head line give a brief expansion of
the head line immediately under it write an opening
paragraph that will capture the reader's attention
include attractive sub-headings, eye-witness reports,
opinions of experts, and facts and figures to make
the report seem authentic and interesting. Here is an
example of a simple report written by a school
inspector to his superior, after inspecting some
schools in his area, as to what the causes of the high
dropout rate could be.
From,
Rajesh Tandon
School Inspector
To, The Director,
Corporation schools, Seethapur.
Date:-
Sub:
REPORT OF THE SCHOOL INSPECTOR ON THE
CAUSES OF HIGH DROPOUT RATE IN SEETHAPUR
DISTRICT
I visited the five Corporation schools in Seethapur
District during the last two months. I held meetings
with the Headmasters and teachers of each of these
schools. Having discussed various aspects of the
functioning of the school, I am of the opinion that the
main causes of the high dropout rate in these schools
are as follows:
Causes
1. The parents of these students do not place much
importance on education. At the least provocation,
they take the children out of school. Girl students are
especially vulnerable. For them the household chores
- carrying water, looking after siblings and marriage
are considered more important.
2. Poverty is the main culprit. If these children get
some odd jobs, school is given the go by.
3. Besides conditions at home, conditions in school
are also not favourable. Due to lack of even basic
facilities like books, black-boards and a clean place
to work in, it is difficult to sustain the interest of the
students.
4. The other major obstacle to sustaining student
interest is the syllabus. The teachers feel that it is
inappropriate, most of it is irrelevant to their needs
and the environment they come in contact with. If
the syllabus was so designed that it would be of use
to them in the immediate or near future, maybe the
other forces acting against school-going could be
counteracted.
Recommendations:
I feel that these problems are not insurmountable.
Our major task lies in the area of redesigning and
creating a meaningful syllabus. The other area we
would have to work in is the attitude of the teachers,
parents and students. This calls for hard work from a
team of enthusiastic, dedicated educators.
-----------------
(Rajesh Tandon)
School Inspector