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Soft skills Notes of BTech III/IV:
Unit I : COMMUNICATION
Importance of
Communication Skills in English Language
Communication is very important for all beings. Animals and humans, alike, use their own separate languages to communicate with one another, because no one can survive without communicating. Communication skills are a part of the spoken and written language. These are the extra factors, which complete a communication process.Communication refers to the exchange of thoughts and ideas with the intention of conveying information. The purpose of communication is to convey one's beliefs, ideas, thoughts or needs with clarity so as to reach the other person perfectly.Good communication skills are necessary in all walks of life. The lacks of effective communication skills have a negative impact on the personal as well as professional life of a person.
WHAT IS COMMUNICATION
Communication
is the method by which people share their ideas, information, opinions and
feelings. People sharing ideas, information, opinions and feelings may
contribute to the operations of teams and the work of individuals.
Communication
is a two-way activity between two or more people. There are various modes of
communication, some of which are used more commonly in some workplaces than
others.
LANGUAGE SKILLS
Languages are generally
taught and assessed in terms of the ‘four skills’: listening, speaking,
reading, and writing. Listening and reading are known as ‘receptive’ skills
while speaking and writing are known as ‘productive’ skills.
Listening and reading
Listening to and reading content in the language we are learning is a great way to develop our
vocabulary and comprehension. It is important to make us listening and reading
actively rather than passively absorbing the content. The following steps will
help us get the most out of listening and reading.
Speaking
Developing our speaking skills will involve gaining
fluency in spoken interactions with others, as well as practicing our
pronunciation. We should practice pronunciation by reading aloud or repeating
after a recorded text and listen back to try to identify our own strengths and
weaknesses as a speaker.
Writing
Writing skill in other way can seem a frightening
task, especially if we plan to use it in
the workplace. As in our first language, our writing will be improved by
becoming a critical reader - trying to think actively about how texts
are structured and what kinds of phrases or vocabulary are used for different
purposes (e.g. introducing a topic, describing, comparing and contrasting,
writing conclusions).
Seven C’s of Communication:
- Correctness
- Clarity
- Conciseness
- Completeness
- Consideration
- Concreteness
- Courtesy
1.
Correctness
Correctness
means:
o Use the right level of language
o Correct use of grammar, spelling and punctuation
o Accuracy in stating facts and figures
Correctness in message helps in building confidence
2.
Clarity
Clarity
demands the use of simple language
and easy sentence structure in composing the message. When there is clarity in
presenting ideas, it’s easy for the receiver to grasp the meaning.
Clarity makes comprehension easier n proper understanding takes
place
3.
Conciseness
A
concise means to the point. A
concise message saves time of both
the sender and the receiver. Conciseness, in a business message, can be
achieved by avoiding long expressions and repetition. Using brief and to the
point sentences, including relevant material makes the message concise.
Achieving conciseness does not mean to loose completeness of message.
Conciseness saves time.
4.
Completeness
By
completeness means the message must bear all the
necessary information to bring the response you desire. The sender should
answer all the questions and with facts and figures and when desirable, go for
extra details.
Completeness brings the desired response.
5.
Consideration
Consideration
demands to put oneself in the place of receiver while composing a message. It refers to the use of I
attitude, emphases positive pleasant facts, visualizing reader’s problems,
desires, emotions and his response.
Consideration means understanding of human nature
6.
Concreteness
Being
definite, vivid and specific rather than vague, obscure and general leads to
concreteness of the message. Facts and figures being presented in the message
should be specific.
Concreteness reinforces confidence.
7.
Courtesy
In
business, almost everything starts and ends in courtesy. Courtesy means not
only thinking about receiver but also valuing his feelings. Much can be
achieved by using polite words and gestures, being appreciative, thoughtful,
tactful, and showing respect to the receiver. Courtesy builds goodwill.
Courtesy strengthen relations.
TYPES
OF COMMUNICATION
People communicate with each other in a number
of ways that depend upon the message and its context in which it is being sent. Choice of
communication channel and our style of communicating also affect communication.
So, there are varieties of types of communication.
Types of communication based on the
communication channels used are:
- Verbal Communication
- Nonverbal Communication
1.
Verbal
Communication
Verbal
communication refers to the form of communication in which message is
transmitted verbally; communication is done by word of mouth and a piece of
writing. Objective of every communication is to make people understand what we are trying to
convey. In verbal communication we should remember the acronym KISS (keep
it short and simple).
When
we talk to others, we assume that others understand what we are saying because
we know what we are saying. But this is not the case. Usually people bring
their own attitude, perception, emotions and thoughts about the topic and hence
creates barrier in delivering the right meaning.
So,
in order to deliver the right message, we must put ourselves in the receiver’s
shoes and think from our receiver’s point of view.
Verbal
Communication is further divided into:
o Oral Communication
o Written Communication
Oral Communication
In oral communication, Spoken words are used.
It includes face-to-face conversations, speech,
telephonic conversation, video,
radio, television, voice over internet. In oral communication, communication is influenced by pitch, volume, speed and clarity of speaking.
Advantages of Oral communication are:
It brings quick feedback.
In a face-to-face conversation, by reading facial expression and body language
one can guess whether he/she should trust what’s being said or not.
Disadvantage of oral communication:
In face-to-face discussion, user is
unable to deeply think about what he is delivering, so this can be counted as a
drawback.
In Debates, Group Discussions,
Elocutions etc., because of stage fear one wouldn’t be able to communicate
properly.
Written
Communication
In written communication, written
signs or symbols are used to communicate. A written message may be printed or
hand written. In written communication message can be transmitted via email, letter, report, memo etc. Message, in written communication, is influenced by
the vocabulary & grammar used, writing style, precision and clarity of the
language used.
Written Communication is most common
form of communication being used in business.
So, it is considered core among business skills.
Memos, reports, bulletins, job
descriptions, employee manuals, and electronic mail are the types of written
communication used for internal communication. For communicating with external environment in writing, electronic mail, Internet Web sites, letters,
proposals, telegrams, faxes, postcards, contracts, advertisements, brochures,
and news releases are used.
Advantages of written communication includes:
Messages can be edited and revised
many time before it is actually sent.
Written communication provides record for every message sent and can be saved
for later study.
A written message enables receiver to fully understand it and send appropriate
feedback.
Disadvantages of written
communication includes:
Unlike oral communication, Written
communication doesn’t bring instant feedback.
It takes more time in composing a written message as compared to word-of-mouth.
and number of people struggles for writing ability.
2.
Nonverbal
Communication
Nonverbal communication is the sending
or receiving of wordless messages. We can say that communication other than oral and written,
such as gesture, body language, posture, tone of voice
or facial expressions, is called nonverbal communication. Nonverbal
communication is all about the body language of speaker.
Nonverbal communication helps
receiver in interpreting the message received. Often, nonverbal signals reflect
the situation more accurately than verbal messages. Sometimes nonverbal response
contradicts verbal communication and hence affects the effectiveness of
message.
Nonverbal communication
has the following three elements:
1.
Appearance
Speaker: clothing, hairstyle,
neatness, use of cosmetics, jewellery etc.,
2.
Body
Language
3.
Sounds
4.
Eye
Contact
5.
Time- Management : Punctuality
is considered to be one of the most vital social traits
6.
Space Distancing:
In a formal social interaction, a zone of 4 to 12 feet is
maintained, which is known as the Social Distance. The normal convention is
that the person who is superior stands and others remain seated. On the other
hand, in public speaking, this distance is between 12feet to 30 feet, depending
upon various local conditions.
TYPES OF
COMMUNICATION BASED ON PURPOSE AND STYLE
Based on style and purpose, there
are two main categories of communication and they both bear their own
characteristics. Communication types based on style and purpose are:
- Formal Communication
- Informal Communication
1.
Formal
Communication
In formal communication, certain
rules, conventions and principles are followed while communicating message.
Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergoes in formal
pattern.
In formal communication, use of
slang and foul language is avoided and correct pronunciation is required. Authority lines are needed to be followed in formal
communication. EX: Interviews, Conferences etc.,
2.
Informal
Communication
Informal communication is just a casual talk. It is established for common
associations of members in an organization and face-to-face discussions. It
happens among friends and family. In informal communication use of slang
words, foul language is not restricted. Usually, Informal communication is
done orally and using gestures.
Informal communication, unlike
formal communication, doesn’t follow authority lines. In an organization, it helps in finding out staff
grievances as people express more when talking informally. Informal
communication helps in building relationships.
GOAL SETTING
Q1. What are the benefits of setting goals?
Ans. Goal setting is a formal process for personal
planning. By setting goals on a routine basis we decide what we want to achieve
and then move step by step towards the achievement of these goals.
Benefits of setting goals:
By setting goals
1 We
can achieve more
2 Improve
performance
3 Increase
our motivation to achieve
4 Increase
our pride and satisfaction in our achievements
5 Improve
our self-confidence
6 Plan
to eliminate attitudes that hold us back and cause unhappiness
It is also proven that the people who use goal
setting effectively:
1 Suffer
less from stress and anxiety
2 Concentrate
better
3 Show
more self-confidence
4 Perform
better
5 Are
happier and more satisfied
By setting goals and measuring their achievement, we
are able to see what we have done and what we are capable of. The process of
achieving goals and seeing their achievement gives us the confidence and
self-belief that we need that we will be able to achieve higher and more difficult goals.
Of course we need to have self-discipline to carry
it through.
Q2. Mention different strategies of achieving goals.
Ans. Different strategies of achieving goals are:
a State
each goal as a positive statement. Express our goals positively.
b Be
precise: Set as precise goal, putting in dates, time and amounts, so that we
can measure achievement.
c Set
priorities: When we have several goals, give each a priority. This help us to
avoid feeling overwhelmed by two many goals.
d Write
goals down: This crystallizes them and gives them more force.
e Keep
operational goals small: We should keep the low – level goals we are working
towards small and achievable. If a goal is too large, then it can seem that we
are not making progress towards it.
f. Set
performance goals, not outcome goals: We should take care to set goals over
which we have as much control as possible. There is nothing more dispiriting
than failing to achieve a personal goal for reasons beyond our control.
g Set
realistic goals: It is important to set goals that we can achieve. All sorts of
people like parents, media, and society can set unrealistic goals for us. They
will often do this in ignorance of our
own desires, ambitions and strengths.
h
Do
not set goals too low: Just as it is important not to set goals unrealistically
high, do not set them too low. People tend to do this where they are afraid of
failure or where they are lazy.
Q 3. What are SMART
Goals?
Ans. Whether personal
or for business, the most effective goals are designed to be SMART:
·
Specific
·
Measurable
·
Attainable
·
Realistic
·
Tangible with a target date
a Specific:
Goals should be straight forward
and emphasize what we want to happen. Specifies help us to focus our efforts
& clearly define what we are going to do What, Why& How.
b Measurable:
If we can’t measure it, we can’t
manage it. We should be able to measure the progress done.
c Attainable:
When one identify goals that are
most important develop that attitudes , abilities, skills and financial
capacity to reach them.
d Realistic:
Realistic means do-able. A
realistic goal will push the skills and knowledge of the pupils.
e Tangible/
Timely:
Set a time frame for the goal, for
next week, in three months etc., putting an end point on our goal gives us a
clear target to work towards.
Leadership and Team Management
Leadership: The action of leading a group of people or an
organization, or the ability to do this.
A leader needs to be trusted and be known to
live their life with honesty and integrity. A good leader “walks the talk” and
in doing so earns the right to have responsibility for others. True authority
is born from respect for the good character and trustworthiness of the person
who leads.
The combined action of a group, especially when effective
and efficient. The combined action of a group, especially when effective and
efficient.
Vision:
Great leaders have vision. They can
see into the future.
They have a clear, exciting idea of
where they are going and what they are trying to do and are excellent at
planning.
This quality separates them from
others. Having a clear vision turns the individual into a special type of
person.
Courage:
The quality of courage means that
one is willing to take risks in the achievement of the goals with no assurance
of success. Because there is no certainty in life or business, every commitment
we make and every action we take entails
a risk of some kind.
Among the seven leadership
qualities, courage is the most identifiable outward trait.
Integrity:
The core of integrity is
truthfulness.
Integrity requires that one always
tell the truth, to all people, in every situation. Truthfulness is the foundation quality of the trust that is necessary for the success of any
business/ work.
Humility:
The more one has ego, the more
realistic one is about their problems.One should learn how to listen, and admit
that one don’t know all the answers. One should exhibit the attitude that
one can learn from anyone at any time. Our pride doesn’t get in the way of
gathering the information one need to
achieve the best results. It doesn’t keep us from sharing the credit that needs
to be shared. Humility allows one to acknowledge ones mistakes.
Strategic
Planning
Great leaders are outstanding
at strategic planning. They have the ability to look ahead, to anticipate with
some accuracy where the industry and the markets are going.
Leaders have the ability to
anticipate trends, well in advance of their competitors. They continually ask, “Based
on what is happening today, where is the market going? Where is it likely to be
in three months, six months, one year, and two years?” They do this
through thoughtful strategic planning.
Focus:
Leaders always focus on the needs of
the company and the situation. Leaders focus on results, on what must be
achieved by themselves, by others, and by the company. Great leaders focus on strengths, in themselves and in others.
They focus on the strengths of the
organization, on the things that the company does best in satisfying demanding
customers in a competitive marketplace.
Cooperation
One’s ability to get everyone working and pulling
together is essential to one’s success. Leadership is the ability to get people
to work for one because they want to.
The 80/20 rule applies here:
Twenty percent of our people
contribute 80 percent of our results.
One’s ability to select these people
and then to work well with them on a daily basis is essential to the smooth
functioning of the organization/Team.
7
Leadership Qualities of Great Leaders
As a leader, one should accept
responsibility for results, and dare to go forward.
The basic qualities of a leader are:
1. Self-confident
2.Rule-breakers
3.Goal-setters
4.Team-builders
5.Persuasion
Team
management : It is
the ability of an individual or an organization to administer and coordinate a
group of individuals to perform a task. Team management involves teamwork,
communication, objective setting and performance appraisals. Moreover, team
management is the capability to identify problems and resolve conflicts within
a team.There are various methods and leadership styles a team manager can take
to increase personnel productivity and build an effective team.
Elements of a healthy and successful team
Cohesive leadership:
Effective communication Common goal Defined team roles and responsibilities
Cohesive
leadership means that team leaders are acting together as a unit and making decisions as a leadership team instead of each branching off into their own work and operating individually. This will ensure that the team will be steered
in one direction instead of multiple due to team leaders not being concise and
consistent with their instructions.
Effective communication
will increase the flexibility of an organisation and cause it to be less
susceptible to changes in the external environment; as a faster decision making
process will allow organisations a longer time period to adapt to the changes and execute contingency plans.
When team members first
come together they will all have different ideas, however the key to a
successful team is the alignment of objectives within the team. It is essential
that the team leader sets a common goal the entire team is willing to pursue. This
way, all the team members will put in effort in order to attain the goal. If
there is not a common goal, team members who disagree with the objective in
hand will feel reluctant to utilise their full effort, leading to failure to
achieve the goal.
Poorly defined roles is often
the biggest obstacle to a successful team.If team members are unclear of what their
role is, their contributions towards the team will be minimal, therefore it is
the team leader’s duty to outline the roles and responsibilities of each
individual within the team and ensure that the team is working together as an integral unit.
In a successful team, a team
leader will first evaluate the mission of the team to understand what is needed
to accomplish the task. Then, they will identify the strengths and weaknesses
of their team members and assign roles accordingly. Lastly, they must ensure
that all team members know what each other’s responsibilities are to avoid
confusion and to create an effective channel of communication.
