Communication In Professional Life Notes, SEC Unit -1 Short notes (English, Hindi Medium) @lnmunotes.in

Those last minute notes which we get in a situation of not having read anything and we quickly read a little and then go to give our exam, it is a matter of relief, everyone is looking for such notes which can be read a few hours before the exam so that we get an idea of ​​​​the exam and the syllabus. In this post/article, we are going to see some short notes according to the syllabus of Communication in Professional Life.

Ever since NEP (National Education Policy) 2020 has been implemented, the syllabus of Indian universities has become almost the same. Short notes of the first unit (Unit-1) of the subject Communication in Professional Life of Skill Enhancement Course have been covered in this article, which is especially keeping in mind the syllabus of all the universities of Bihar.

This note has been written in English medium, the link to read it in Hindi is given below, which will benefit the students of both mediums.

👉हिंदी में पढने के लिए यंहा क्लिक करे 

COMMUNICATION IN PROFESSIONAL LIFE

UNIT-1 SHORT NOTES (Theory of Business Communication)

Topic Covered:

UNIT 1

• Theory of Business Communication
• Introduction
• What is Business Communication?
• Language of Business Communication
• Cultural Components - Cross-Cultural Communication, Cultural Shock,
• Stereotyping, Ethnocentrism
• Miscommunication & Effective Communication

Check Playlist on Youtube channel "LNMU Notes" for MCQs and PDF :

 Introduction to Communication

• Communication is essential for human existence and development, forming a key part of social interaction from birth to death.
• It encompasses both verbal and non-verbal methods, influenced by our environment, mental state, and psychology.
• The way we communicate shapes our mind, and communication varies depending on the situation, time, and space.

What is Communication?

• The term "communication" comes from the Latin word "Communicare," meaning to share or impart.
• Communication initially referred to tangible object sharing but later extended to include the exchange of intangible things like ideas, emotions, and information.

Definitions of Communication

• Oxford English Dictionary: Communication is the transmission or exchange of information, knowledge, or ideas through various media (speech, writing, electronic).
• Keith Davis: Communication is the process of passing information and understanding from one person to another.
• William Newman & Charles Summer: Communication is an exchange of ideas, facts, opinions, or emotions.
• M. T. Myers & G. E. Myers: Communication is a symbolic pattern that requires a shared system and meaning between communicators.

 Definitions of Business Communication

• Ricks and Gow: Business Communication is a system that affects change across an organisation.
• Prof. J. Haste: Business Communication occurs between two or more people to effectively manage and administer business.

Communication in Organisations

• Communication in professional settings ensures smooth functioning of an organisation, aligning with its vision and mission.
• Messages in organisations aim to inspire, inform, instruct, motivate, or convince.
• Effective communication in organisations improves efficiency and helps to reach goals while reducing errors.

Functions of Organisational Communication

1. Instructive: Directs employees to perform specific tasks.
2. Executive: Helps with management and operational decision-making.
3. Informative: Conveys work, policies, or processes within the organisation.
4. Analytical: Evaluates tasks and the effectiveness of operations.
5. Training: Educates employees on organisational processes and risks.
6. Persuasive: Builds trust and influences clients or colleagues.

Internal and External Communication

• Internal Communication: Information exchange among individuals within the organisation to achieve common goals (e.g., memos, reports, meetings).
• External Communication: Information shared between the organisation and external parties (e.g., clients, media, government).

Formal and Informal Communication

• Formal Communication: Official and structured communication along the organisational hierarchy. Includes reports, orders, and sales information.
• Types:
• Vertical Communication: Information exchanged between different levels (superior to subordinate or vice versa).
• Horizontal Communication: Communication between peers at the same level.
• Diagonal Communication: Communication across different departments.

• Informal Communication: Casual, unstructured communication, often referred to as the "grapevine." It may involve gossip or rumors but also serves as a quick, flexible communication method within the organisation.

Informal Communication Channels

• Informal communication exists outside the formal organisational structure but often complements it.
• It can lead to rumors, which may distort the original message, affecting morale and decision-making.

Key Points

• Communication in organisations is vital for efficiency, decision-making, and achieving goals.
• Effective communication can be formal (structured, official) or informal (casual, social).
• Both internal and external communication play critical roles in achieving organisational success.

Language of Business Communication

Effective communication in organizations involves both verbal and non-verbal forms. Verbal communication can be oral (spoken) or written. Non-verbal communication involves gestures, facial expressions, body language, and other forms without words. Non-verbal cues can enhance or alter the message conveyed through words.

• Face Expressions: Emotions like happiness or anger can strengthen or change the message.
• Gestures: Using hand movements can amplify your communication.
• Proximity: The distance between communicators can affect the message, making it feel intimidating or overly distant.
• Touch: A handshake or a pat on the back conveys affection or power.
• Eye Contact: It shows engagement and honesty.
• Physical Appearance: Clothing and grooming also communicate messages about a person.

Cultural Components of Communication

Culture influences how we communicate and perceive the world. It shapes values, beliefs, customs, and even communication styles. In a workplace, corporate culture defines how employees interact and perform. This culture can be open-door or hierarchical, affecting communication styles.

1. Conventions: These are societal norms followed by most people, like marriage customs or specific foods tied to celebrations.
2. Perceptions: Different people perceive the same situation in unique ways due to their social conditioning.
3. Stereotyping: Oversimplified and inaccurate beliefs about certain groups, like regional or cultural stereotypes, can hinder communication.
4. Ethnocentrism: The belief that one’s own culture is superior to others, leading to misunderstandings in diverse environments.
5. Corporate Values & Culture: Organizational values like integrity, openness, and accountability shape the work environment and internal communication.

Cultural Shock

Cultural shock occurs when you are exposed to unfamiliar cultural practices and norms. It involves:

• Honeymoon stage: Initial excitement with the new culture.
• Negotiation (slump) stage: Frustration or discomfort with the differences.
• Adjustment stage: Learning to adapt to the new culture.
• Stabilization stage: Full integration into the host culture.

Miscommunication

Miscommunication is the failure to communicate effectively, causing confusion or irritation. It often occurs when a message is misinterpreted or when a person fails to express their thoughts clearly. Common in relationships and professional settings, miscommunication can lead to misunderstandings, conflicts, and other issues.

Barriers to Communication

Effective communication occurs when the receiver correctly interprets the sender's message. However, various barriers can disrupt this process:

1. Physical or Environmental Barriers:

• Noise: External sounds or disturbances that disrupt communication (e.g., road noise, static).
• Distance & Time: Physical distance or time zone differences create communication gaps.
• Inappropriate Medium Selection: Using the wrong communication medium (e.g., visual aids for illiterate audiences).
• Surroundings: Uncomfortable environments (e.g., poor lighting, extreme weather) can hinder communication.

2. Physiological or Biological Barriers:

• Issues like poor eyesight, hearing problems, or physical disabilities can affect communication.

3. Social and Psychological Barriers:

• Emotions: Extreme emotions (e.g., stress, anger) can block communication.
• Prejudice: Unfounded opinions hinder understanding.
• Halo Effect: Judging someone based on one characteristic, leading to biased perceptions.
• Self-Image: Personal perceptions of oneself may filter incoming communication.
• Closed Mind: Rejection of differing opinions or ideas.
• Status: Hierarchical issues (e.g., boss-subordinate communication).
• Inattention & Impatience: Distractions or lack of focus hinder effective listening.
• Perception Distinction: Different interpretations of the same message based on personal experiences.
• Preconceived Notions: Prior assumptions affect how messages are received.
• Information Overload: Too much information at once leads to poor retention.

4. Cultural Barriers:

• Different cultural backgrounds may lead to misunderstandings in language, symbols, and behaviors.

5. Organisational Barriers:

• Goal Disagreements: Conflicting goals within an organization can lead to breakdowns in communication.
• Policies: Organizational rules may restrict information flow.
• Organizational Structure: Hierarchy can cause delays and distortion of messages.

6. Semantic or Language Barriers:

• Word Misinterpretation: Misunderstanding due to different meanings attached to words or symbols.
• Use of Technical Terms: Jargon or complex language may confuse those unfamiliar with it.
• Vagueness: Lack of clarity in message delivery, leading to different interpretations.

Importance of Communication

• Communication is vital for personal, academic, and professional success. It's essential in relationships, business, education, and even social media.
• Effective communication fosters connections, trust, and understanding.
• Success in life often relies on strong communication skills, as they help build relationships and achieve goals.

7 C’s of Communication

Murphy and Hildebrandt (1991) proposed 7 C’s of Communication that ensure effective communication.  To communicate effectively, apply the following 7 C’s:

1.      Courtesy

• Be respectful, gracious, and tactful in communication.
• Avoid words that may hurt, irritate, or disrespect others.
• Example:
  Bad: “You’ll fail if you don’t finish this work on time.”
  Good: “Try to finish the work on time so you won’t face any setbacks.”

2.      Consideration

• Think about the receiver's perspective. Use a "You-attitude" (focus on the receiver’s benefits, not just yours).
• Be optimistic and considerate of their emotions.
• Example:
  Bad: “We have extended hours for us.”
  Good: “You’ll be able to enjoy our services even during the extended hours!”

3.      Completeness

• Provide all the necessary information for the receiver to take action.
• Answer the 5 W's (What, Where, When, Why, Who) and 1 H (How).
• Example:
  Bad: "Join us for the trip."
  Good: "Join us for an excursion to Lohagarh Farms on January 27, 2023. We’ll leave at 9 AM from the office."

4.      Correctness

• Ensure grammar, spelling, punctuation, and language are accurate and appropriate for the receiver.
• Use the correct format, tone, and medium to convey your message clearly.
• Example: Double-check your emails for spelling and punctuation errors before sending them.

5.      Clarity

• The message should be clear and easy to understand. Avoid jargon and complex terms.
• Use simple, direct language to convey your point effectively.
• Example:
  Bad: “We will initiate the procedure for the new program imminently.”
  Good: “We will start the new program soon.”

6.      Conciseness

• Be brief but clear. Eliminate unnecessary words or repetition while ensuring the message is complete.
• Avoid long-winded explanations.
• Example:
  Bad: "We are deeply grateful for all the help you provided, which led us to successfully complete the task on time."
  Good: “Thank you for your help in completing the task on time.”

7.      Concreteness

• Use specific facts and clear examples to avoid vague statements.
• Paint a clear picture for the receiver to understand the message.
• Example:
  Bad: “We have a lot of projects coming up this year.”
  Good: “We have five new projects starting next month, focusing on market research and development.”

Application in Personal and Professional Settings

• In professional settings, managers, employees, and students should practice these communication principles to ensure success in their roles.
• In personal relationships, effective communication helps resolve conflicts, build trust, and strengthen bonds.
• In the digital world, being clear and concise in online communication (emails, social media, etc.) is increasingly important.

This syllabus has to be studied in semester 1 of any university or semester 2 of any university or semester 3 of any university. If we talk about Bihar, then it will be found in the syllabus of 3rd semester of graduation of all universities.