Q. What do we mean by
the communication?
This is transmissionپہچانا of anyone's message. we may say that
it is an exchangeتبادلہ of two or more persons over ideas and experiencesتجربہ for defining معین
کرناany purposeمقصد.
Q. How many are skills
of communication?
There are four skills
1.Writing 2. Speaking 3.Reading 4.Listening
Q. What is historical
background پس منظرof communication?
When there was revival
of learning , Renaissancesایک تحریک کا نام, in Rome and Greece then there started written communication.
Eventually, it also stood necessary to initiateشروع کرنا ضروری ہو گیا
تھا oral
communication. It was the fashionطریقہ of courts and assemblies to promoteچلانا affairs. In East part of China, it
minimizedکم
کردیا falsification جھوٹand biasتعصب. It brought truth on front.
Q. How can an
organizationتنظیم be
activeکارگر?
organization can be
effectiveموثر and operativeکام کرنے والیwith open communication.
Q. what is decisionفیصلہ making in communication
It is discussionبحث, idea, theoryنظریہ, planningتدبیر and implementationلاگوکرنا.
Q. what are the types
of communication?
The types of
communication are internal and external
INTERNAL COMMUNICATION
It consistsمشتمل of two genresقسم 1. Upward 2. Downward 3. Horizontal
1. It involvesشامل ہے grievancesغم, absenteeismغیر حاضری ,clear job directionsنوکری کرنے کی ہدایات, safety of workersکارکنوں کا تحفظ and no controversyمسئلہ.
2. Frank attitudeکھلا رویہ and opinion seeking رائے
کی تلاشare concernedمتعلق with this type. open mindednessکھلے
ذہن is very
necessary in it.
3. If workers are given any task or
assignment they prepareتیار کرنا themselves for it. They have to hold meetings. In all
these they need good writing, proper speaking and word choice.
EXTERNAL COMMUNICATION
Contactرابطہ with people can createپیدا
کرنا good
communication. The department of troubleshootingمسائل ٹھیک کرنا can solve many issuesمسائل on the spot. New incentives can be
provided to people. Calls from people can be received and response to their
calls holds charmکشش. Often managers adoptاختیار external communication for better
result.
What is conceptنظریہ & problems of communication
Q. What is concept?
It is an underlying
ideaنمایاں. It is only man-madeانسان نے بنایا ہو. All concepts have some clashesحادثات there is no concept without clash.
the ratioتناسب of clash is
about 90%. Some of the accidents that happenواقع ہونا in
the industrial zoneصنعتی حلقہ can not help in
the making of concept. Thus concept has become unlikableناپسندیدہ word.
Q. Why is there a
difference in concept?
The difference found
in the concept is due to different handling and brain frame. Human
education, training and experience have effectاثر on it.
Q. what are the
factors that influenceاثر انفاز the communication?
Three things are very
important in this regard that point out the factorsپہلو
Sender --------
message ------- Receiver
1. Conventionsروایت of
meaning
2. Perceptionsادراک of
reality
3. Valuesقدر,
attitudesرویہ, opinionsرائے
Q. what is convention
of meaning?
Sender sends receiver
some words in the written form. The tacklingاستعمال of
all words must be handledقابو میں رکھا جائےcarefully.
Transmission تبدیلیshould be fit. No
disconnection of meaning should existپائی جائے.
There should be a definiteمعین objective مقصدobviouslyواضح طور
پہ .
Whatever is sent to
receiver’s mind must be concernedمتعلق ہونا according
to readable matter. The receiver should have its understanding. The actual
problem is the different set of mind. It should exist that all words and
symbolsعلامت are commonly used. Each person’s
experience is based uponمبنی ہوknowledge and
choice of words.
Miscommunication
occurs when we use connotativeذاتی الفاظ words
and not denotative wordsڈکشنری الفاظ.
By connotative words we mean personal and reflective meaning and denotative we
take real meaning of the word. For example, a person speaks house and
again when he uses he says villa and cottage. He uses denotative and
connotative. In business and social writing, we use denotative words very close
to meaning.
Q. what is perception
of reality?
Complexity پیچیدگیand change pollute کراب جرناthe perception of reality very much. Our sensory
perceptsادراک حسی, touch, taste, smell,
sight and hearing are very limited.
Everyone is limited to
his brain frame. Moreover, we have created our own abstract worldخیالی. When we are having our own ideas we omit
others. But we should need facts. Inferencesنتیجۃ must
be the part of instead of hintsاشارے,
guessesاندازے, unfair activityغلط سرگرمی and spare workفالتو کام. It spoilsخراب the
search.
Q. what is the role of
opinion in communication?
It is not only opinion
but attitude and value are also part of communication circle. Everyone responds
to communicator and not to information at first instance. But it is unfair to
do so. It is the idea or information that must be more emphatic. Our best
fitted attitude is to describe idea and not person.
Components of
communication
Q. how many are
components of communication?
They are six in number
1. Sender or Encoder
2. Context
3. Message
4. Medium
5. Receiver
6. Feedback
Q. define a sender?
He is a man who sends
message to the receiver in a sensible manner. He writes his ideas in words and
expression.
Q. what is context?
It means that your
message has plan and design with stimulus. you have your own field, country,
culture and organization. Through which communication can be possible. Context
means how to translate your ideas into message. Sometimes, It becomes hard to
give it a proper form. Then t is to see which form would be best to adopt,
meeting, telephone or letter.
Q. what should the
criterion of message?
See the type of
message and its contents. General mentality is a considerable in it. A
well-knit text/message has positive effect on relationship. Pretension and
falsification spoil the whole charm.
Q. Medium, an
important tool of display, discuss?
It depends on time,
space and people. The medium is in written and spoken form.
Oral Medium
|
Written Medium
|
Immediate
Short sentences
Conversational
Prompt action
Colloquial language
Imperative, interrogative and
exclamatory
|
Delayed action
Long sentences
Formal
Complex
Detailed Documents
|
Q. what is feedback?
If any hurdle is on the front it is due to faulty language. It
is reaction of the desired message that sender provides. It is on sender’s part
to see what real response of his correspondence is. But when there is no
response or silence it creates negative impact.
Seven c’s formula of
communication
Q.
what is the function of seven c’s in communication?
Ans. The clear object of
communication is to have a definite object. All letter writing is performed
through it.
There are seven parts of
communication: 1. Clarity 2. Concreteness
3. Correctness 4. Completeness 5.Conciseness 6. Consideration 7. Courtesy
Clarity – precise
concrete and daily familiar use of words. Do not use unfamiliar words and
idiomatic phrases. Common people cannot understand the implied meanings, the
hidden meanings, of the text. Especially the terminology is very specific in
its text. The story of a plumber is a good example in matter of clarity. He,
actually, could not understand the correspondence of company officials and kept
on responding mistaken writing.
The efficacy of Hcl is
indisputable but its corrosive residue is incompatible with metallic
performance . the company officials in a very impressive language wrote not to
use Hcl and use another. But he did not understand and
insisted on paying nonsense
thanks. In spite of the fact that it eats hell out of pipes. This is all due to
the fact that the plumber did not know the official language and said
disputable things.
Clarity is another name of balance
between familiar and precise language. Use short word that your reader or
listener will understand quick
Concreteness – Do
not be general and vague in concreteness. All ambiguous details make our
writing or another material ( reading , speaking and listening)hard
to discuss and understand. Specific, clear and vivid meanings are clearly
understood. Here again the use of words is very important matter , a
little careless mistake can change the whole texture.
For example,
If we say that
Pakistan is progressing now ----- A vague statement
In 2015 Pakistan per capita income
was 3,000/- -------- A clear statement this is
clearly showing some facts.
Another example shows that a
principal of college says about college annual admission
“In first year admission we have got
a lot admissions”-------- A vague statement
But he should mention in its place
“In first year admission we have met
our target , here are the results”
In Science sections 450 seats
In Arts sections 550 seats
In Humanities sections 500 seats
In Commerce sections 450 seats
It is notable that every section
contains 50 seats each. -------- A clear statement
‘A lot of admissions’ is not a clear impression and creates many doubts how many
admissions or some adjustments or some overdo admissions have been in the
college. But the insertion of facts and figures makes it clear that admissions
were one thousand nine hundred and fifty. Everyone gets satisfied with this
concreteness.
These types of sentences are more
explicit mean clear in which we use Active Verb
A decision has been made -------------- it gives no man who made the decision
and is moreover long structure
Instead of it
The dean decided ------------------- is more explicit
You will note ---------------------- is both personal and specific
than ‘It will be noted by you.’
In some specific situations we
prefer to use passive voice. I mean to say that we have to react immediately
and we have no choice.
Correctness – The statement that we can easily respond to another is
correct. A proper material based on grammar, punctuation and spellings. It is
not enough that that we only use correct grammar but formal and informal use of
words demands attention. This is called the right choice of words on right
situation.
We may lose our customer and clients when we are very casual
in our words usage. It may be called substandard language that does not pay a
full meaning.
More Formal
|
Less Formal
|
Participate
|
Join
|
Procure
|
Get
|
Endeavour
|
Try
|
Utilize
|
Use
|
Substandard
More Acceptable
Aim at
prove
Aim to prove
Desirous
to
Desirous of
Checking accuracy of facts, figures
and words is very helpful. By this method it is verified that all information
is correct nd you may name it editing.
In the mention of accounting figures
we should be very conscious and all figures should be counted twice. Futile
guessing creates fuss in the last of any document.
The words that confuse should be
carefully attempted. Those people who maintain dictionary can look into the
depth of any homophonic word , as affect and effect; but the use of dictionary
makes it clear
Affect means to influence and bring about
Effect means result, condition or influence
Similarly, there are thousand and thousand words like it.
Completeness – All
facts that a reader demands to react or feedback is completeness. Complete
messages give full results. It results into that a better and positive goodwill
develops between people and organizations. Another benefit is that important
information is collected. Necessary information concerning 5 W’s , what, why,
when, where and how answers all questions. If some member asks about some query
he should have a clear point of view.
An addition of information is also
part of complete writing, if desirable, whereas future business relations are
concerned. Dissatisfaction gives birth to doubts and spoils the whole lot. ‘If
Desirable’ means the essentials, it may be that your customer may not know his
question about his desired item or he is inadequate.
For example,
You see an advertisement in a
newspaper, job description, position, number of seats and qualifications
are mentioned but the owner has not mentioned the address except mobile
number. You will make him call and enquire about the address of location.
He should answer all desired
questions that were missed by him earlier. He must make it all clear to you
about location of interview with date, day, time and other particulars.
Conciseness – it
means short text with all meanings. Fewest possible words but no long
paragraphs or speeches are included in it. Contracted statements are more
appreciative. A concise message is precise and understandable without
being wordy.
There are some steps to be involved
to concise the following:
Eliminate wordy expressions
Wordy
In due course of time
Concise Soon
Wordy
Few and far between
Concise Seldom
Wordy
Have need for
Concise Need
Omit trite, unnecessary expressions
Wordy
Please be advised that your admission statement was received.
Concise
Your admission statement has been received.
Wordy
Allow me to say how hopeful your response was.
Concise
Your last response was hopeful.
Replace
wordy conventional statement with concise versions
Wordy
Please find attached the list you requested
Concise
The list you requested is attached
Wordy
The items that your company manufactured in the form of television sets we have
a wish to purchase
Concise
We want to purchase the television sets
Avoid
overusing empty phrases
Wordy
There are four rules that should be observed
Concise
Four rules should be observed
Include
Only Relevant Material
Stick
to the purpose of the message
Delete
irrelevant words and rambling sentences
Do
not repeat things at length
Avoid
long introductions and explanations
Avoid
Unnecessary Repetition
Use
a shorter name after you have used a long one. For
example
you say management committee once but later you
must
say MC.
Consideration - when we make another person that ‘you’ are
center of focus and we do prefer him/her to ourselves is called consideration.
Prepare every message with ‘you attitude’. ‘I and we’ attitude is not
preferable in business lines.
Some
salient features are to be taken care In handling other party:
You
are supposed to be considerate.
You
do not lose your temper.
You
do not accuse them.
You
do not charge them without facts.
You
handle every matter with their point of view.
You
are aware of their desires, problems, circumstances and requests.
This
is called ‘you attitude’. You have to adapt your language and message according
to your receiver.
Focus
On ‘You’ Attitude Instead Of ‘I’ Or ‘We’
Considering
what other person is demanding is more important. You should create such direct
questions that clear all specs of doubts. Your own point of view is loaded with
many information and ambiguous meanings make fuss.
You
are doing your duty in your own unstoppable style but what other party is
requiring is not attainable. What audience demands is significant in business
circles.
Show
Audience Benefit
The
only word ‘You’ is not enough to mention but you should mention benefits so
that he may react to you more favorably.
Courtesy –
It
is rather very notable to show respect and concern to the person you are
dealing with. Be aware of the message that you are conveying. You must be well-
aware of the fact who is your customer and where is he/she from, what is
his/her professions and concerned issues? Then after the observation you are
courteous to him. Mechanically strong language and your polite attitude may win
everybody but without knowing anything can lose your grip over the work. Rugged
attitude- hard attitude and irritating expression spoil the charm of having
dialogue with others.
It
is very necessary to be familiar with your customer in all aspects. There are
some examples in sense of courteousness.
A
subordinate who misplaces some important papers in his office and in spite of
his explorations he does not get them. In the response of his action his
officer reacts
I
do not think that you are quite able to be efficient in
work.
Not Courteous
Please
check your file covers with calm and patience you may find them. Courteous
Hey
man! What I heard about you won a match did not tell
us. Not Courteous
Well!
You took us by surprise we heard you won the match. Courteous
Q. what type of note taking
do you follow? why do you find this method effective? Support your answer with
suitable samples as ifas if from your own notes?
Effective note taking from lectures and readings is an essential
skill for university studies. Good note taking allows permanent record for
revision that you can put together with your own writing and speaking efforts.
Good note taking reduces the risk of copying. It also helps you differentiate
where your ideas came from and how you reflect about those ideas.
If we give note taking
activity another name as captivating will be more suitable. In this activity a
student is assigned work to perform. He is put under reading, speaking or
writing. He/she is centre of activity. Lectures in class are attended with
great care and focus. A student is mentally active and prepared so that he/she
could understand and respond what is being conveyed to him. The more he
focuses , the more he gets looks better answer in this regard.
The prior thing is the
authentic material and second priority is to exemplify the material with
instances. Whatever the work is done in the class the student is awarded marks
for encouragement. Moreover, better ideas should be increased in the syllabus.
Four Salient Features
1. The basis of education should be
clear, it is meant that the subject taught must be significantly obvious.
Either it is philosophy or mathematics. In this respect, a clear perspective
would be taken. Planning and objectivity of the course outline should be
decided. Internal structure of outline should be a decisive point which inserts
more strength to educational measurement, material, teaching and learning
skill.
2. More stress is laid on course outline
and its related issues like material, organization, tendencies and changes.
Discipline and organizational ability are always needed to manage the material
of textbooks.
3. Third part consists on solution of
problems, search and design.
4. More stress is laid on learning,
measuring process, cooperation and team work. Practical work is more important
where they seek more opportunities to enable themselves for better future.
Q. what is the procedure through we
can write an impressive document? What is importance of editing the document?
Ans. If we look this word
‘edit’ into dictionary we know it means prepare. The writing is published
so great type of care is taken. Many steps are to be taken to carry out
editing. Proofreading is also after editing. Revision is an essential part of
editing.
Editing means that document is
without mistakes in grammar, spellings, punctuation and word choice.
Even the size of paper is also
considered. Printing and other formalities are another things.
An impressive document is with high
and established objective. The writer should not add unnecessary things. If it
is needed to create an effective document extra should be deleted.
The best writers have a greatness of confirming facts time and again.
Proofread your paragraph your message to see if anything is missing. Sometime
minor mistakes, either ther are of mechanical or man-made, reduce the
effectiveness of message and undermine the credibility. It is better for once
produced matter to read aloud and doing so mistakes are easily located. It is
called a second language method.
The following points can easily be
landmark of better editing.
i. Message
accomplishes its purpose.
ii. Effective
organizational plan is chosen.
iii. Support
of the adequate material.
iv. Is
your language according to seven c’s.
v. Variety in sentence structure.
The Word Choice
Many textbook writers disapprove
these words for business purpose. For these words are used by common people in
an informal way.But is also need of the hour to use these words. The word
;Prioritize' is used mostly but it is a misfit word means ' to give priority'
Here are given some words with the
view to words choice and usage
اس صفحے پہ موجود مواد ،یں
استعمال ہونے والے الفاظ ہماری عام زندگی میں بھی اتے ہیں مگر ان الفاظ کو اتنا
اچھا نہیں سمجھا جاتا۔
Accept- Except
قبول کرنا-سوائے
He--------------- my invitation.
Affect-Effect
اثر کرنا-اثر
the medicine did not -------------
him .
Dew-Due
شبنم کے قطرے-حق
They paid his ------------------ to
the principal.
Access- Excess
رسائی-زیادتی
He had an easy ---------------to the
principal.
Cue-queue
اشارہ-قطار
A wise man receives
------------------- only.
Q. In what ways can we enhance our
ability to be a good listener and increase the efficiency of active listening?
By the word ‘listen’ we mean to hear with attention and also
to respond about the concerned topic or subject.
In common sense , we hear others but
we do not give any feedback and in listening we have a patronized process. The
business activity is performed under it.
Feeling and thinking are essential
parts of listening. Better quality of voice and intended meaning inculcate
right spirit of listening. One speaks while other listens with the help of his
sensory organs, brain and ears etc.
There are many steps involved in
listening:
1. Paraphrase
others as they speak on the contrary if you do not listen means that there is
no following then you are not considered obedient.
2. It
is reflective feeling that we should follow meaning in the matter and not
emotion. Logical discussions is also important in it. Significant area of
reality with facts is included in it.
3. Avoid
long details that someone’s understanding may falter here and there and may
lose objectivity.
4. State
your objective to the possible extent means what you have seen actually with
your eyes.
5. Do
not include subjectivity in your matter. The show of immaturity is not
desirable.
6. Be
clear in your words and display of attitude is not appreciative as well.
Labeling someone is for nothing.
7. No
exaggeration but be exact in your statement. What you have to say in real will
be liked and responded.
8. Speaking
about your own matter is better and do not involve others in it.
9. We
should select and communicate such matter that others are not only guided abut
also encouraged. An air of discouragement leaves bad impression.
Some Suggested Questions and Answers
Q1. what does the word PLAN suggestتجویز کرتا ہے in writing?
Ans. The word' PLAN' suggests five
steps to followپیروی
کرنا for good writing تحریر
1. Identifyشناحت کرنا your purposeمقصد
2. Analyze your audienceاپنے لوگوں کا تجزیہ
3. Choose the ideasخیالات کا چنائو
4. Collect your dataمعلومات اکٹھی کرنا
5 Organize the message پیغام کو مضبوط و منظم کرنا
Q2. what are the basics of a draftمسودہ کی باتیں?
Ans. the most basic things of making
any draft are to 1. get most important information on a page about concernedمتعلقہ topic.2.
style 3. polish the documentدستاویز
کو سنواارنا and 4.
revisingدہراناا and editingاشاعت the matter.
Q3. In what ways can you create
emphasisزور
دینا in your
writing?
Ans. There are some following ways
exceptسوائے five
basic steps through which we can create emphasis in writing.
1. the use of direct approachرسائی
2. knowing receiver's mind and
knowledge of the subject
3. rewriting the material (
including شاملediting and proofreading)پروف ریڈنگ
Q4. What is active listeningسننا?
Ans. active listening is
result-oriented جس
کا نتیجہ ہوwith:
positive attitude, improvement in
communication, best presentation, useful information, creating better
understanding and pointing out problems.
Q5. give two words that end
with suffixلاحقہ-ment?
Ans. it is a letter that is added at
the end of the word. Manage-ment, Assign-ment and Commit-ment
Q6. what is verb-subject agreement?
Ans. The verb must agree with
subject either subject is un number or person. if the subject is in singular
form the verb will be in singular and in other it will be in plural sense.
For example,
the cause of earthquakeزلزلہ is
known.
The causes of earthquake are known.
Q7. what are methods of note-taking?
Ans. Note taking activity is actually
student's complete and balance mental preparation. He should attend lecture
carefully. the first important aspect is searched material and then to
exemplify it. He should be graded marks for more encouragement.
Q8. what is skimming?
Ans. it is a familiarization of
structure and main points of reading. By it we focus questions and evaluate
them. This is a general view of material. it helps us what to know, expect and
concentrate accordingly.
Q. what type
of note taking do you follow? why do you find this method effective? Support
your answer with suitable samples as ifas if from your own notes?
Effective note taking from lectures
and readings is an essential skill for university studies. Good note taking
allows permanent record for revision that you can put together with your own
writing and speaking efforts. Good note taking reduces the risk of copying. It
also helps you differentiate where your ideas came from and how you reflect
about those ideas.
If we give note taking
activity another name as captivating will be more suitable. In this activity a
student is assigned work to perform. He is put under reading, speaking or
writing. He/she is centre of activity. Lectures in class are attended with
great care and focus. A student is mentally active and prepared so that he/she
could understand and respond what is being conveyed to him. The more he
focuses , the more he gets looks better answer in this regard.
The prior thing is the
authentic material and second priority is to exemplify the material with
instances. Whatever the work is done in the class the student is awarded marks
for encouragement. Moreover, better ideas should be increased in the syllabus.
Four Salient Features
1. The basis of education should be
clear, it is meant that the subject taught must be significantly obvious.
Either it is philosophy or mathematics. In this respect, a clear perspective
would be taken. Planning and objectivity of the course outline should be
decided. Internal structure of outline should be a decisive point which inserts
more strength to educational measurement, material, teaching and learning
skill.
2. More stress is laid on course outline
and its related issues like material, organization, tendencies and changes.
Discipline and organizational ability are always needed to manage the material
of textbooks.
3. Third part consists on solution of
problems, search and design.
4. More stress is laid on learning,
measuring process, cooperation and team work. Practical work is more important
where they seek more opportunities to enable themselves for better future
Q. what is the procedure through we
can write an impressive document? What is importance of editing the document?
Ans. If we look this word
‘edit’ into dictionary we know it means prepare. The writing is published
so great type of care is taken. Many steps are to be taken to carry out
editing. Proofreading is also after editing. Revision is an essential part of
editing.
Editing means that document is
without mistakes in grammar, spellings, punctuation and word choice.
Even the size of paper is also
considered. Printing and other formalities are another things.
An impressive document is with high
and established objective. The writer should not add unnecessary things. If it
is needed to create an effective document extra should be deleted.
The best writers have a greatness of confirming facts time and again.
Proofread your paragraph your message to see if anything is missing. Sometime
minor mistakes, either ther are of mechanical or man-made, reduce the
effectiveness of message and undermine the credibility. It is better for once
produced matter to read aloud and doing so mistakes are easily located. It is
called a second language method.
The following points can easily be
landmark of better editing.
i. Message
accomplishes its purpose.
ii. Effective
organizational plan is chosen.
iii. Support
of the adequate material.
iv. Is
your language according to seven c’s.
v. Variety
in sentence structure.
Q. In what ways can we enhance our
ability to be a good listener and increase the efficiency of active listening?
By the word ‘listen’ we mean to hear with attention and also
to respond about the concerned topic or subject.
In common sense , we hear others but
we do not give any feedback and in listening we have a patronized process. The
business activity is performed under it.
Feeling and thinking are essential
parts of listening. Better quality of voice and intended meaning inculcate
right spirit of listening. One speaks while other listens with the help of his
sensory organs, brain and ears etc.
There are many steps involved in
listening:
1. Paraphrase
others as they speak on the contrary if you do not listen means that there is
no following then you are not considered obedient.
2. It
is reflective feeling that we should follow meaning in the matter and not
emotion. Logical discussions is also important in it. Significant area of
reality with facts is included in it.
3. Avoid
long details that someone’s understanding may falter here and there and may
lose objectivity.
4. State
your objective to the possible extent means what you have seen actually with
your eyes.
5. Do
not include subjectivity in your matter. The show of immaturity is not
desirable.
6. Be
clear in your words and display of attitude is not appreciative as well.
Labeling someone is for nothing.
7. No
exaggeration but be exact in your statement. What you have to say in real will
be liked and responded.
8. Speaking
about your own matter is better and do not involve others in it.
9. We
should select and communicate such matter that others are not only guided abut
also encouraged. An air of discouragement leaves bad impression.
Q. what is feedback?
If any hurdle is on the front it is
due to faulty language. It is reaction of the desired message that sender
provides. It is on sender’s part to see what real response of his
correspondence is. But when there is no response or silence it creates negative
impact.
PAKPOLYTECHNIC INSTITUTE, LAHORE
