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TRY & TRY U WILL BE SUCCESS

CS SORT POINTS

SANJAY HIRANISemester: 2nd

Branch:MCA

COMMUNICATION SKILLS


Note This document does not contain answers of all the questions given in the assignments, it only contains answers having points, but you have to prepare all the questions given in the assignments for your final examination.

Chap-1

Introduction to communication

1. Cross-cultural communication.Culture consists of various elements:

1. Language2. Religion and beliefs3. Values and attitudes4. Politics and law5. Technology6. Social organization

2. Characteristics of language.(Language as a tool of communication)Language is

1. Artificial2. Abstract3. Creative4. Recursive5. Restricted6. Arbitrary7. Redundant

3. Communicative skills- LSRW.1. Listening2. Speaking3. Reading4. writing

4. Modes of communication1. Formal and informal2. Oral and written3. Internal and external

5. Various types of non-verbal cues.



1. Kinesics1. Personal appearance2. Posture

Slumped posture - low spirits Errect posture - high spirits, energy, and confidence Lean forward - open, honest, and interested Lean backward – defensive or disinterested Crossed arms – defensive and not ready to listen Uncrossed arms – willingness to listen

3. Gesture Enumerative - numbers Descriptive – size of the objects Symbolic – abstract concepts Locative – location of an object Emphatic - emphasis

4. Facial expression Happiness Disgust Anger Surprise Fear Sadness

5. Oculesics (Eye contact) 2. Proxemics

4 distinct space zones according to Edward T.Hall: 1. Intimate2. Personal3. Social4. public

3. Chronemics4. Haptics



Chap-3

Basics of Technical Communication

1. Write a short note on Levels of communication. 1. Extrapersonal2. Intrapersonal3. Interpersonal

This can be Formal Informal

4. OrganizationalThis communication is further divided into:

Internal-operational External operational personal

5. MassCharacteristics of this type of communication are

Large reach Impersonality Presence of gatekeeper

2. Explain the flow of communication. Illustrate it with examples from the existing communication patterns in your college/institute.First draw the diagram and then explain the following:

1. Vertical communication- Downward communication- Upward communication

2. Lateral or horizontal communication3. Diagonal or cross-wise communication

3. Communication Networks.1. Formal network models

1. Chain network2. Y-network3. Wheel network4. Circle network5. All-channel network

2. Informal network models1. Single strand2. Gossip



3. Probability4. Cluster

4. Visual Aids in technical communication.-Graphics can be used to represent the following elements in teechnical writing:

1. Concepts2. Objects3. Numbers4. Words

-Types of illustration

1. Tables Dependent Phrase Independent

2. FiguresGraphsMapsChartsDrawingPhotographs

Chap – 6

Effective Speaking

1. Paralinguistic features (characteristics of voice)1. Quality 2. Volume3. Pace/Rate4. Pitch5. Articulation6. Pronunciation7. Modulation8. Pauses

2. What are various barriers to effective speaking?1. Language2. Inhibition



3. Physical barriers4. Cultural barriers5. Perception6. Emotions

3. Ttypes of speaking.1. Task-oriented speaking2. Interpersonal speaking3. Semi-formal and informal speaking

It involves the use of reduced forms as: Contractions Assimilation Elision Reduction

4. Persuasive speakingEveryone among us might have been convinced or persuaded by a speaker, by one or more of their following attributes:

credibility evidence reasoning emotional appeal

5. public speaking

Chap – 7

Listening and Speaking

1. Types of conversation.1. Chat2. Tete-a-tete3. Dialogue4. Parley5. Colloquy6. Communion

2. Discuss the strategies that make our conversation more interesting, inspiring, and influential. (Strategies for effectiveness of conversation).

1. Listening intently2. Arousing and sustaining interest



3. Starting and ending conversation Conversation openers Conversation closers

4. Developing ideas adequately5. Involving everyone in the group6. Using appropriate language

Certain specific phrases that can be used in certain situations during our conversation are as follows:

Paraphrasing the presented thoughts or feelings Making the others feel appreciated Reflecting the implications Reflecting the underlying feelings Inviting further contribution Interrupting politely

Chap -8

Effective Presentation Strategies

1. List out the guidelines (points) to be attended to when preparing for a professional presentation.

1. Planning2. Outlining and structuring3. Choosing the mode of delivery4. Guidelines for effective delivery5. Body language and voice6. Visual aids

2. What are the five important aspects to be considered while planning for your presentation?

1. Occasion2. Audience3. Purpose4. Thesis5. Material

3. Outlining and structuring1. Introduction Contents (components) of an introduction to a speech.

Greeting



Attention grabber Topic and thesis statement Credibility Preview Rules for question and answer session Transition

2. Main body Patterns to organize the main body of a presentation

Chronological Categorical Cause and effect Problem-solving

Various categories of supporting material Definition Example Statistics Analogy Testimony

3. Conclusion

4. Choosing the modes of delivery (Nuances of Delivery).1. Extemporaneous mode

First explain and then Advantages Disadvantages

2. Manuscript modeFirst explain and then

Advantages Disadvantages

3. Impromptu modeFirst explain and then


4. Memorization modeFirst explain and then


5. Guidelines for effective delivery.



1. Verbal elements1. Word pictures2. Warm words3. Impact words4. Smooth flow

Transitional devices that can be used to make our speech flow smoothly and gracefully from beginning to end:

Bridge Number item Trigger Interjection Internal summary Internal preview Signpost Rhetorical question Flashback List Pause Physical movements Quotations, anecdotes, and jokes

2. Non-verbal elements3. Vocal elements4. Visual elements

6. Visual aids in presentation.1. Overhead transparencies2. Powerpoint presentations3. Blackboard and whiteboard4. Flip chart

7. Guidelines to make powerpoint presentation effective.1. Slide preparation

Design, layout and colour Font Number of slides Illustrations Video or audio clips Spacing in the slides

2. Slide show animationChap-9

Interviews



1. Objectives of interviews.Generally interviews are conducted to achive some of the following objectives:

1. To select a person for specific task2. To monitor performance3. To collect information4. To exchange information5. To counsel

2. Types of interviews.1. Job interview2. Information interview3. Persuasive interview4. Exit interview5. Evaluation interview 6. Counselling interview7. Conflict-resolution interview8. Disciplinary interview9. Termination interview

JOB INTERVIEWS3. Explain four major categories of job interviews.

1. Campus interview2. On-site interview3. Telephonic interview4. Video conferencing interview

4. Explain stages of interview.1. Appraisal of resume2. Tests3. Group discussions4. Presentations5. Face-to-face interview6. Video conferencing interview7. Negotiations8. Medical test

5. Face-to-face interviews (campus and on site) Skills and attributes most Employers look for

1. Technical skills2. Analytical skills3. Career objectives



4. Mental agility5. Communication skills 6. Interpersonal skills7. Flexibility/adaptability8. Management/leadership skills9. Creativity10. Positive/can-do attitude11. Social skills12. Honesty and integrity13. Determination14. Professionalism15. Inclination for learning

Ten success factors

1. Positive attitude towards work2. Proficiency in the field of study3. Communication skills (oral and written)4. Interpersonal skills5. Confidence6. Critical thinking and problem-solving skills7. Flexibility8. Self-motivation9. Leadership10. Teamwork

Ten failure factors1. Arrogance 2. Apathy3. Uninhibited nervousness4. Equivocation5. Lack of concentration6. Lack of crispness7. Lack of social skills8. Lack of firmness9. Inadequate quantitative/qualitative 10. Unsuitable personality

Preparing for interviews (various aspects of preparing for interviews)1. Preparation of resume2. Personal attributes3. Mock interview



4. Knowing the prospective employer5. Awareness of job description6. Subject fundamentals7. Examples corroborating skills8. Appropriate dressing9. Questioning the employer10. Memorizing your resume11. Punctuality12. Relaxing the nerves13. Types of questions

1. Experience questions2. Credential questions3. Opinion questions4. Dumb questions5. Behavioural questions6. Difficult/tough questions

Interview Process Three basic steps

In the simplest form, an interview consist of three distinct steps:

1. Establishing rapport2. Gathering information3. Closing4. Using body language effectively (aspects of body

language)Personal appearanceFacial expressionsPostureGesturesEye contactPersonal space

Answering techniques1. Behavioural answering technique2. Compelling story technique3. Personality matching technique4. Parroting technique5. Reframing technique6. Abraham Lincoln technique



Intelligent listening at interviews Follow up

( Note: From the above question all the subpoints can be asked

Seperately like

1. What are the answering techniques? Explain.

2. what types of questions you may face during the course of

an interview. etc)6. Telephone interviews

Preparation Guidelines

1. Take a surprise call in your stride2. Always refer to the interviewer by the first name3. Beware of giving Yes/No answers4. Speak directly into the telephone5. Take notes

7. Media interviewsIn this write guidelines that will help you successfully tackle interviews to the media.

8. Press conference Preparation (guidelines)

Process (guidelines)



Chap-10GROUP COMMUNICATION

1. Major forms of group communication.1. Meeting2. Seminar3. Group discussion4. Symposium5. Panel discussion6. Conference7. Convention

2. Explain several functions that participants carry in a discussion.1. Introducing oneself/others2. Leading and directing discussions3. Expressing opinions and ideas4. Expressing agreement/disagreement5. Decisions and intentions6. Raising questions7. Giving and receiving effective feedback8. Discussing and delivering negative news9. Counselling10. Concluding

Group discussion (GD)

3. Strategies that can be used to perform well in group discussion.1. Speaking in group discussion2. Discussing problems and solutions3. Creating a cordial and cooperative atmosphere4. Using persuasive strategies5. Being polite and firm 6. Turn taking stratgies

Taking a turn Holding a turn Yielding a turn

7. Effective intervention8. Reaching a decision



4. Two categories of GD.1. Organizational group discussion

Following techniques may be used:a. Brainstormingb. Nominal group techniquec. Delphi technique

2. Group discussion as a part of selection processa. Characteristicsb. Evaluation and analysis (4 components evaluated and

analysed)1. Knowledge2. Communication skills

During a group discussion, you will be assessed in terms of:

1. Active listening2. Clarity of thoughts and expression3. Apt language4. Appropriateness of body language

3. Group behaviour4. Leadership potential

c. Approach to topics and case studies1. Group discussion based on topic2. Group discussion based on case study

d. Tips for success in GDs

5. Meetingsa. Purposesb. Preparation

1. Before you call a meeting ask yourself the following questions:

What is my objective? Is the timing right? How much will the meating cost?

2. If you decide to call a meeting, then determine the following: Time Duration Agenda



Participants Venue and set-up

Given below are some layouts for arranging a room set up to improve access, heighten interaction, and increase visual contact:

1. Boardroom style2. Conference or theatre style3. Teardrop

c. Procudure Listed below are the responsibilities of chairperson towards making a meeting effective:

Getting a meeting off to a good start Encouraging participation Drawing silent types into discussion Joining the discussion Managing emotions Dealing with late comers Managing conflict Injecting humour Ending the meeting

d. Follow-up

6. Conferencesa. Significanceb. Planning and preparationc. Procedure

Necessary arrangements made for the following Transport Seating Accommodation Projection facilities Rapporteuring Reception Identifying volunteers Timings and duration of the sessions Preparation of a souvenir containing Lunch and tea breaks Abstracts of all papers to be presented Invitation for inaugural and concluding sessions



Production of required Materials to be distributed venue

( Note: From this chapter also all the subpoints can be asked

Seperately like

1. Explain organizational group discussion.2. What are the evaluation components for group discussion as a part

of selection process?

3. Write a short note on procedure of meeting.)

7. NegotiationsSix basic steps of negotiations:

1. Getting to know one another2. Statements of goals and objectives3. Starting the process4. Expressions of disagreement and conflict5. Reassessment and compromise6. Agreement in principle or settlement

Chap-13

Technical writing

1. What technical writing is? Explain its importance and characteristics.Characteristics

1. Clarity2. Accuracy3. Correctness4. Descriptiveness

2. What are the type and characteristics of language used in technical writing.1. Appropriateness 2. Acceptability3. Conciseness and flow



Some guidelines for writing concise text: Remove redundancy Reduce clauses to phrases, and phrases to single words Avoid using words such as really, very, quite, extremely, severely

when they are not necessary. Edit out phrases that can be omitted Avoid euphemisms

4. Impersonal and formal language5. Bias-free and plain writing

Gender bias Age bias Disability bias Racial and ethnic bias

3. Elements of style.1. Adaptability2. Clarity 3. Economy4. Sentence variety

4. Explain different techniques for achieving effective technical documentation. (techniques for good technical writing)

1. Overcoming writer’s block2. Adding emphasis in writing3. Accentuating the positives4. Prioritizing for effective writing5. Avoiding plagiarism



Chap-14Words, phrases, and sentences

1. Explain ways (guidelines) to achieve clarity and economy in writing.1. Prefer short and familiar words to long and unfamiliar words.2. Prefer concrete and specific words to abstract and general words.3. Use acronyms carefully.4. Avoid cliches5. Avoid excessive use of jargon.6. Avoid foreign words and phrases.7. Avoid redundancy and circumlocution.8. Avoid discriminatory writing.

2. Explain various sentence patterns.1. Simple sentence2. Complex sentence3. Compound sentence4. Compound-complex sentence

3. Explain salient points (guidelines) of sentence construction.1. Prefer short sentences2. Break the sentence3. Be stringent with words4. To be economical with words, try out the following substitutions:

1. Avoid cluttering phrases2. Avoid pleonasm or redundant phrases 3. Avoid roundabout expressions4. Avoid needless repetition

5. Prefer right ordering and proper emphasis6. Prefer active to passive voice7. Avoid ambiguous sentences



Chap – 17

Letters, Memos, and Emails

1. What are different types of messages?1. General message2. Positive news3. Bad news4. Negative message

2. Explain seven Cs of letter writing.1. Clarity2. Conciseness3. Correctness4. Courtesy5. Cordiality6. Conviction7. Completeness

3. Purpose of business letters. To inform To congratulate To enquire To order To request To collect dues To complain To make an adjustment To sell a product, service, or scheme To apply for a job

4. Structure (Elements) of business letters.a. Standard elements

1. Heading2. Date3. Inside address4. Salutation5. Message6. Complimentary close7. Signature block

b. Additional elements



1. Addressee notation2. Attention line3. Subject line4. Reference initials5. Enclosure notation6. Copy notation7. Mailing notation8. Postscript

5. Layout of business letters.Four major letter layouts are commonly used:

1. Block layout2. Modified block layout3. Semi-block layout4. Simplified layout

6. Principles of formal letter writing.1. Use the ‘You’ attitude2. Be clear and concise3. Be correct and complete4. Emphasize the positive5. Be courteous and considerate

7. Planning of formal letters.1. Clarity of purpose2. Audience awareness3. Deciding the content4. Understanding the need for response

8. Types of business letters.1. Credit

1. Request for credit2. Status enquiries3. Replies to Status enquiries

2. Collection3. Order4. enquiry

1. Solicited enquiry letters2. Unsolicited enquiry letters

5. ClaimA complaint letter can be written for any of the following reasons:

1. Billing errors2. Damaged goods



3. Wrong goods4. Wrong quantity5. Unsatisfactory quality6. Goods not matching the sample7. Difference in agreed prices8. Late delivery9. Non-delivery10. Poor service

6. Adjustment7. Sales

In order to make sales letters effective, we should ensure that they accomplish the following objectives, through the AIDA.

1. Catching attentionDevices that can be used to grab the attention of the reader:

1. Question2. Quotation3. Anecdote4. Statistics5. Central selling point6. Appeal

2. Building interest3. Increasing desire4. Motivating action

8. Fundraising9. Job application

Two essential parts1. Cover letters2. Resumes

9. Structure of resume.1. Personal information2. Career/profeessional objective3. Education/academic preparation4. Work experience/professional skills5. Activities,achievements/special

interest,aptitudes,membership6. References

10.Types of resumes.1. Chronological resume2. Functional resume



3. Hybrid/combination

Memos

1. Classification of memos.1. Documentary memos2. Congratulatory memos3. Disciplinary memos

2. Structure (Elements) of memos.1. Heading segment2. Opening segment3. Discussion segment4. Closing segment5. Signature segment6. Necessary attachments segments (optional)7. Distribution segment (optional)

Emails

1. E-mail etiquettes.1. Answer swiftly2. Do not overuse reply to all3. Use templates for frequently used responses4. Use proper structure and layout5. Identify yourself and the topic6. Answer all questions, and pre-empt further questions7. Be concise and to the point8. Use proper spelling, grammer, and punctuations9. Do not write in CAPITALS10. Avoid long sentences11. Use active instead of passive voice12. Keep your language gender-nuetral13. Maintain coherence14. Do not overuse the high priority option15. Do not attach unnecessary files16. Read the email before you send it17. Take care with abbreviations and emoticons



18. Be careful with formatting19. Take care with rich text and HTML messages20. Do not use e-mail to discuss confidential messages21. Avoid using URGENT and IMPORTANT22. Use the Bcc: field or do a mail merge23. Use Cc: field sparingly24. Do not reply to spam

Chap – 18

Reports

1. Importance of reports.1. A report is the only tangible product of a professional2. Reports enable decision making and problem solving in

organizations3. Reports help the authorities in planning new ventures and in

evaluating men and material4. Reports are an important means of information dissemination

within and outside the organization5. Reports serve as a measure of the growth, progress, or success

of an organization6. Reports serve as a valuable repository of information7. Reports reveal gaps in thinking8. Reports develop certain skills in the writer

2. Characteristics of reports.1. Precision2. Factual details3. Relevance4. Reader-orientation5. Objectivity or recommendations6. Simple and unambiguous language7. Clarity8. Brevity9. Grammatical accuracy10. Special format11. Illustrations



12. Homogeneity13. Documentation

3. Categories of reports.1. Informative, Analytical (purpose)

Informative reports- Structural organization

Analytical reports- Patterns

Inductive methodology Deductive methodology

- Structural organization2. Periodic, Special (Frequency)3. Oral, written (Mode of presentation)4. Long, short (length)5. Formal, informal (approach)6. Individual, group (target audience)

4. Formats of the report.1. Manuscript2. Letter3. Memo4. Preprinted form

5. Prewriting.OrPreliminary steps to writing a report.OrReport planning.

1. Understanding the purpose and scope2. Analysing the audience

It is important to analyse the audience in terms of characteristics such as the following:

Background-knowledge, Experience, and Training Needs and interests Other demographic characteristics- More than one audience- Wide variability in an audience

3. Investigating the sources of information The important means ofcollecting data for your report are:

Searching library material, internal records, or databases



Personal observation Conducting personal interviews or telephone interviews Preparing and circulating questionnaires

4. Organizing the material Depending upon the topic, purpose, and audience, you can organize the material/data collected for your report in

The order of occurrence The order of importance, or A combination of orders

5. Making an outline To prepare an effective outline, you may follow the tips given

below: Use words or phrases Use nouns whenever possible Use parallel grammatical constructions Follow the principle of coordination and subordination Use decimal numbering system

6. Structure (Elements) of repots.a. Prefatory parts

Cover

Title page

Certificate

Acknowledgements

Contents

List of illustrations

Abstract

b. Main text Introduction

Discussion

Conclusions

Recommendations



c. Supplementary partsAppendix/appendicesReferences/bibliographyGlossary

d. Optional elementsFrontispieceLetter of transmittalCopyright noticePrefaceSummaryIndex

7. Types of report1. Introductory reports2. Progress report3. Incident report4. Feasibility report5. Marketing report6. Laboratory test report7. Project report

8. Writing the report.1. First draft2. Revising, editing, and proofreading

Chap-25English grammar

1. Types of nouns.1. Common2. Countable3. Uncountable

Concrete Abstract

4. Collective5. Proper6. Gerund7. Compound

2. Tenses



1. Simple present tense (write cases)2. Present continuous tense (write cases)3. Present perfect tense (write cases)4. Present perfect continuous tense (write cases)5. Simple past tense (write cases)6. Past continuous tense (write cases)7. Past perfect tense (write cases)8. Past perfect continuous tense (write cases)9. Simple future tense (write cases)10. Future continuous tense (write cases)11. Future perfect tense (write cases)12. Future perfect continuous tense (write cases)

3. Types of adjectives.1. Adjective of quality (descriptive adjective)2. Adjective of quantity3. Adjective of number (numerical adjective)

Three types of numerical adjective1. Definite numerical adjective2. Indefinite numerical adjective3. Distributive numerical adjective

4. Adjective of demonstration5. Interrogative adjective

4. Adverbs as intensifiers.1. Emphasizers2. Amplifiers3. Down toners

5. Kinds (types) of adverbs.1. Adverbs of manner2. Adverbs of time3. Adverbs of place4. Adverbs of degree5. Relative adverbs6. Adverbs of frequency

6. Conjunction classes1. Coordinating conjunctions

It has following 3 types:1. Cumulative2. Adversative3. Disjunctive

2. Subordinating conjunction



It has following 7 types:1. Time2. Cause and reason3. Purpose4. Result5. Condition6. Concession7. Comparison

All THE BEST


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