Class 11 Computer and Communicatio Notes Chapter 1 (Chapter 1) – CCT Part-II Book

Alright class, let's get started with Chapter 1, focusing on the fundamentals of communication, which is crucial not just for this subject but also forms a base for many government exam sections. Pay close attention, take notes, and ask questions if anything is unclear.

Chapter 1: Introduction to Communication

1. What is Communication?

• Definition: Communication is the process of exchanging information, ideas, thoughts, feelings, and emotions through speech, signals, writing, or behavior. It's essentially the act of conveying intended meanings from one entity or group (the sender) to another (the receiver) through mutually understood signs and symbols.
• Origin: The word "communication" comes from the Latin word "communicare," which means "to share."
• Key Purpose: To inform, persuade, command, inquire, express feelings, or build relationships.

2. The Communication Process/Cycle:

Understanding this cycle is fundamental. It involves several key elements:

• (a) Sender (or Source): The individual or entity who initiates the communication. They have an idea or message to convey.
• (b) Encoding: The process of converting the idea/thought into a communicable format (words, symbols, gestures, etc.). The sender chooses the medium and symbols based on the receiver, context, and purpose.
• (c) Message: The actual information, idea, or feeling that is being conveyed. It's the encoded thought.
• (d) Channel (or Medium): The path or means through which the message travels from the sender to the receiver (e.g., spoken words, written text, email, phone call, visual aids, body language).
• (e) Receiver (or Destination): The individual or entity to whom the message is directed.
• (f) Decoding: The process by which the receiver interprets the symbols used by the sender to understand the meaning of the message. This is influenced by the receiver's knowledge, experience, and perception.
• (g) Feedback: The response or reaction of the receiver to the sender's message. It indicates whether the message was received, understood, and how it was interpreted. Feedback completes the communication loop and makes it a two-way process. It can be verbal or non-verbal.
• (h) Noise: Any interference or barrier that hinders the communication process at any stage. Noise can be physical (loud sounds), psychological (prejudice, biases), semantic (differences in understanding language/symbols), or physiological (discomfort, hearing impairment).

Diagrammatic Representation:

[Sender] -> Encoding -> [Message via Channel] -> Decoding -> [Receiver] -> Feedback -> [Sender]
(Noise can interfere at any stage)

3. Types of Communication:

Communication can be classified based on various criteria:

• (a) Based on Communication Channels:

  • Verbal Communication: Uses spoken or written words.
    • Oral Communication: Face-to-face conversation, telephone calls, presentations, meetings, interviews. (Advantages: Immediate feedback, allows non-verbal cues. Disadvantages: No permanent record, potential for misunderstanding).
    • Written Communication: Emails, letters, reports, memos, SMS. (Advantages: Permanent record, allows careful crafting. Disadvantages: Delayed feedback, lacks non-verbal cues).
  • Non-Verbal Communication: Uses means other than words, such as:
    • Body Language (Kinesics): Gestures, posture, facial expressions, eye contact.
    • Voice Modulation (Paralanguage): Tone, pitch, volume, speed of speaking.
    • Space (Proxemics): How we use personal space.
    • Touch (Haptics): Use of touch in communication.
    • Time (Chronemics): Use of time (e.g., punctuality).
    • Appearance: Clothing, grooming.
  • Visual Communication: Uses visual aids like charts, graphs, diagrams, maps, logos, presentations, videos. Often used to supplement verbal communication.

• (b) Based on Purpose and Style:

  • Formal Communication: Follows predefined channels and rules within an organization or formal setting (e.g., official memos, reports, presentations, official meetings). Typically documented.
  • Informal Communication (Grapevine): Does not follow formal channels; often based on personal relationships (e.g., casual chats, rumors, gossip). Spreads quickly but can be inaccurate.

• (c) Based on Direction (Organizational Context):

  • Downward Communication: Flows from higher levels to lower levels in the hierarchy (e.g., instructions, policies).
  • Upward Communication: Flows from lower levels to higher levels (e.g., feedback, reports, suggestions).
  • Horizontal (Lateral) Communication: Occurs between individuals at the same hierarchical level (e.g., coordination between departments).
  • Diagonal Communication: Occurs between individuals at different levels and in different departments (e.g., a junior accountant communicating with a senior marketing manager).

4. Barriers to Effective Communication:

These are factors that distort or block the intended message. Understanding them helps in overcoming them.

• Physical Barriers: Actual physical disturbances (e.g., noise, distance, faulty equipment, closed doors, poor lighting).
• Semantic Barriers: Problems related to language and meaning (e.g., using jargon or technical terms the receiver doesn't understand, ambiguous words, poor sentence structure, faulty translation).
• Organizational Barriers: Issues related to the structure or environment of an organization (e.g., complex hierarchy, rigid rules, lack of communication facilities, unclear roles).
• Psychological/Attitudinal Barriers: Related to the mindset or attitudes of sender/receiver (e.g., prejudice, bias, assumptions, closed-mindedness, lack of attention, fear, emotions like anger or anxiety, mistrust).
• Personal Barriers: Factors specific to the sender or receiver (e.g., lack of confidence, poor listening skills, differing experiences or backgrounds).
• Cultural Barriers: Differences in cultural norms, values, beliefs, and language that affect interpretation.
• Physiological Barriers: Physical discomfort or limitations (e.g., hearing impairment, poor eyesight, illness, fatigue).

5. Principles of Effective Communication (The 7 Cs):

To ensure your communication achieves its purpose, strive for these qualities:

1. Clarity: The message should be clear and easily understood. Avoid ambiguity and jargon. Use simple language and structure.
2. Conciseness: Be brief and to the point. Avoid unnecessary words or repetition. Respect the receiver's time.
3. Concreteness: Be specific, definite, and vivid rather than vague and general. Use facts and figures where appropriate.
4. Correctness: Ensure the information is accurate (facts, figures). Use correct grammar, spelling, and punctuation.
5. Coherence: The message should be logical. All points should be connected and relevant to the main topic. The tone should be consistent.
6. Completeness: Provide all necessary information the receiver needs to understand the message and take action, if required. Answer the 'Wh' questions (Who, What, When, Where, Why, How).
7. Courtesy: Be polite, respectful, thoughtful, and appreciative. Consider the receiver's viewpoint and feelings. Use "please" and "thank you."

Importance in Government Exams:

Questions related to the definition of communication, elements of the communication cycle, types of communication (especially verbal/non-verbal, formal/informal), barriers, and principles of effective communication (7 Cs) are frequently asked in general awareness or communication skills sections of various government exams.

Multiple Choice Questions (MCQs):

Here are 10 MCQs based on Chapter 1 for your practice:

1. The process of converting a message into symbols (words, gestures, etc.) is called:
   a) Decoding
   b) Encoding
   c) Feedback
   d) Channeling

2. Which of the following is NOT an element of the communication cycle?
   a) Sender
   b) Receiver
   c) Noise
   d) Environment

3. Communication using facial expressions, gestures, and posture is known as:
   a) Verbal Communication
   b) Written Communication
   c) Non-Verbal Communication
   d) Visual Communication

4. In the communication process, the receiver's response to the sender's message is called:
   a) Noise
   b) Medium
   c) Feedback
   d) Encoding

5. Using technical jargon with an audience unfamiliar with it creates which type of communication barrier?
   a) Physical Barrier
   b) Psychological Barrier
   c) Semantic Barrier
   d) Organizational Barrier

6. Communication that flows from a manager to their subordinates is called:
   a) Upward Communication
   b) Horizontal Communication
   c) Downward Communication
   d) Diagonal Communication

7. Which of the '7 Cs of Effective Communication' emphasizes being specific and definite rather than vague?
   a) Clarity
   b) Conciseness
   c) Concreteness
   d) Correctness

8. Informal communication within an organization, often based on rumors or gossip, is known as:
   a) Formal Communication
   b) Grapevine
   c) Lateral Communication
   d) Official Channel

9. Which communication channel provides a permanent record but lacks immediate feedback and non-verbal cues?
   a) Oral Communication
   b) Non-Verbal Communication
   c) Written Communication
   d) Visual Communication

10. A loud construction sound disrupting a meeting is an example of which type of barrier?
    a) Semantic Barrier
    b) Physical Barrier
    c) Psychological Barrier
    d) Cultural Barrier

Answer Key:

1. b) Encoding
2. d) Environment (While context/environment is important, it's not typically listed as a core element in the basic cycle diagram like the others)
3. c) Non-Verbal Communication
4. c) Feedback
5. c) Semantic Barrier
6. c) Downward Communication
7. c) Concreteness
8. b) Grapevine
9. c) Written Communication
10. b) Physical Barrier

Make sure you understand these concepts thoroughly. Revise them regularly as they form the building blocks for understanding more complex communication scenarios. Good luck with your preparation!