Part-A: Chapter-1

Information Technology (802) learners guide

Communication Skills Communication skills The imparting or exchanging of information by speaking,
writing or using some other medium and means of sending or receiving information. Verbal
Communication: It uses spoken words to communicate a message. It can be one to one, over the phone
or in group meeting etc. It is divided into 4 types: Intrapersonal Communication: Is the communication
with one’s self and that may include selftalk. Interpersonal Communication: It takes place between two
individuals and is a one to one conversation. Small Group Communication: It takes place only when there
are more than two peoples involved. Press conference, Board meetings etc. are examples of group
communication. Public Communication: It takes place when one individual addresses a large gathering of
people. Verbal Communication is further divided into: Oral Communication: Face to face communication,
Phone communication. Written Communication: It is the better communication because communication
is in black and white. Pros of Verbal Communication: a) It is a faster way of communication. b) The
response received is very fast. c) It is flexible and effective for all. d) The scope of seeking clarification is
greater. Page. 2/7 e) It is a cheaper way of communication and hence saves money. f) Most convenient
means of communication. Cons of Verbal Communication: a) Is less authentic than written
communication. b) Emotions are visible and hence lead to trouble in certain cases. c) It can be quickly
forgotten. d) Not suitable for lengthy message. Non Verbal Communication: Is communication without
words. This communication is through gestures, body language, posture or facial expressions. Non verbal
communication is of different types: a) Expressions b) Posture c) Gesture d) Eye contact e) Touch f) Space
g) Para Language Pros of Non Verbal communication: 1. Complementary: Non-verbal cues complement a
verbal message by adding to its meaning. You can pat someone you offended at the back as you say
sorry to him or her. 2. Easy presentation: Information can be easily presented in non-verbal
communication through using visual, audio-visual and silent means of non-verbal communication. 3.
Substituting: Non-verbal messages may substitute for the verbal message especially if it is blocked by
noise, interruption, long-distance, etc. 4. Accenting: Often used to accent a verbal message. Verbal tone
indicates the actual meaning of the specific words. 5. Repeat: Used to repeat the verbal message (e.g.
point in a direction while stating directions.) 6. Help to illiterate people: This type of communication use
gestures, facial expressions, eye contact, proximity, touching, etc. and without using any spoken or
written word. So, it is very much helpful for illiterate people. 7. Help to handicapped people: Deaf people
exchange messages through the movements of hands, fingers, eyeballs, etc. 8. Attractive presentation:
Non-verbal communication is based on visual, picture, graph, sign, etc. that can be seen very much
attractive. 9. Reducing wastage of time: The message of non-verbal communication reached the receiver
very fast. For this reason, it reduces the wastage of valuable time of the communicator. Page. 3/7 10.
Quick expression of message: Non-verbal cues of communication like sign and symbol can also
communicate some messages very quickly than written or oral messages. Cons of Non Verbal
Communication: 1. Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since
in this communication, there is no use of words or language which expresses clear meaning to the
receiver. 2. Continuous: It is possible to stop talking in verbal communication, but it is generally not
possible to stop nonverbal cues. Also, spoken language has a structure that makes it easier to tell when a
subject has changed, for instance, or to analyze its grammar. Nonverbal does not lend itself to this kind
of analysis. 3. Multi-channel: while watching someone’s eyes, you may miss something significant in a
hand gesture. 4. Culture-bound: Non-verbal communication is learned in childhood, passed on to you by
your parents and others with whom you associate. 5. Long conversations are not possible: In non-verbal
communication, long conversation and necessary explanations are not possible. No party can discuss the
particular issues of the messages. 6. Difficult to understand: Difficult to understand and requires a lot of
repetitions in nonverbal communication. Since it uses gestures, facial expressions eye contact, touch, etc.
for communicating with others. 7. Not everybody prefers: Everybody does not prefer to communicate
through non-verbal communication with others. It is less influential and cannot be used everywhere. It is
cannot be used as a public tool for communication. 8. Lack of formality: Non-verbal communication does
not follow any rules, formality or structure like other communication. Costly: In some cases, non-verbal
communication involves huge costs. For example, neon signs, powerpoint presentations, cinema, etc are
very much costly compared to other forms of communication. 9. Distortion of information: Since it uses
gestures, facial expressions, eye contact, touch, sign, sound, paralanguage, etc. for communicating with
others, there is a great possibility. Visual Communication: Is a communication through which the use of
visual aids. It is visual displays of information like photography, signs, symbols and designs etc. Pros of
Visual Communication: 1. Effective for illiterate receiver: If the receivers are illiterate, the visual
communication will be more effective to exchange information. They can easily understand the
information that is presented visually. Page. 4/7 2. Helps in oral communication: Visual techniques can
be used with oral communication. Oral communication becomes more meaningful if graphs, pictures and
diagrams are used with it. 3. Easy explanation: Everyone can explain the meaning of it very easily. Easy
explanation has made the visual techniques more popular. 4. Prevents wastage of time: Visual
techniques help to prevent the wastage of time. Written and oral communication takes much time to
exchange information. But number of receivers can be communicated at a time through visual methods.
5. Helps in quick decision: Visual communication helps to take quick decision. So management prefers
visual techniques to communicate with others. 6. Popular: Visual communication is very much popular
because people do not like much speech and long explanation rather than a chart of a diagram. Cons of
Visual Communication: 1. Costly: The visual methods of communication are more costly than those of
other methods. To draw maps, charts, diagram is costly. That is why only large company or organization
can use this technique. 2. Complex presentation: Sometimes visual presentation of information becomes
complex. The receivers cannot understand the meaning of the presentation. 3. Incomplete method: This
technique is considered as an incomplete method. Visual presentation is not sufficient to communicate
effectively and clearly but also it can be successfully used with oral communication. 4. Wastage of time:
Sometimes visual techniques take much time to communicate. Whereas oral communication takes no
time to exchange information. 5. Difficult to understand: Difficult to understand and requires a lot of
repetitions in visual communication. Since it uses gestures, facial expressions, eye contact, touch etc. for
communicating with others which may not be understandable for the simple and foolish people. 6.
Problem for general readers: General people are not preferring to communicate through visual
communication with others. Sometimes it cannot create an impression upon people or listeners. It is less
influential and cannot be used everywhere. 7. Others: Ambiguity, situational problem, delays in taking
decision. Communication: Is a process that concerns an exchange of ideas and facts between two or
more entities, to achieve a mutual idea. The communication process is, both, static and dynamic.
Dynamic, because there is a continuous interaction, where both parts are influenced, and static because
there are certain rules to obtain an effective communication. Page. 5/7 1. Sender: the person who
approaches our services with the intention of getting an answer to his or her questions or passing a
feedback. 2. Ideas: the passed ideas are the subject matter of this action. These can represent attitudes,
opinions, views, feelings, suggestions, complaints or questions. 3. Encoding: represents the conversion of
subject matter in certain symbols. Here, things get complicated, because most people use their own
definition for certain emotions or ideas. The way they put these in sentences offers a view over their
type of personality. 4. Communication channel: The communication channel is the chat window. We use
to warm the discussion or transmit a certain feeling about it, so that the sender will not remain with the
idea that the communication was cold and the specialist is not involved in solving his or her problem. 5.
Receiver: the receiver is a member of our team, whose main activity is to solve clients` problems and
represent your brand. 6. Decoding: the receiver has to extract the meaning from the symbols sent by the
sender and understand completely what he needs. 7. Feedback: is the process in which the receiver and
the sender are ensuring that they understood each other correctly and they are proceeding to find a
solution. Feedback: Is like a backbone in the entire process of communication. When a receiver of a
communication sends a response or reply to the message, it is called feedback.A constructive feedback
ultimately motivates the sender. Feedback is of following types: a) Formal and Informal feedback b)
Specific and Non Specific feedback c) Descriptive and Non Descriptive feedback Page. 6/7 Measures to
overcome Barriers to Effective communication: a) Clarify Ideas before Communication b) Use of Simple
Language c) Active Listening d) Be aware of a Language, Tone and Content of Message e) Ensure proper
feedback f) Consistency of Message g) Follow of Communication h) Be a Good Listener Phrases: Is a
group of words which has no subject and no predicate of its own but gives some meaning on its own and
form a part of a large group of words which is either a clause or a sentence. Kind of Phrases: a) Noun
Phrase b) Verb Phrase c) Adverb Phrase d) Prepositional Phrase e) Infinitive Phrase f) Gerund Phrase g)
Participle Phrase h) Absolute Phrase Kinds of Sentences: What is a sentence? A set of words that is
complete in itself, typically containing a subject and predicate, conveying a statement, question,
exclamation, or command, and consisting of a main clause and sometimes one or more subordinate
clauses. Page. 7/7 Parts of Speech: There are mainly eight parts of speech: Paragraph: Is a collection of
sentences arranged in such an order that they convey a complete topic. There are four essential
elements to good paragraph writing: a) Unity b) Order c) Coherence d) Completeness Note: ‘Content
developed/prepared absolutely from home. Page. 1/3 Class Notes Class: XI Topic: Unit-3: Chapter-1
Subject: Information Technology (802) Word Processing Word Processing: A word processing software is
required for the creation of documents that are text-based. It has tools that allow the user to edit,
format and print document. OpenOffice Writer is a popular open source software for word processing.
The main screen of OpenOffice Writer consists of different components like Tabs, Ruler bar, Status bar,
Scroll bar and Work Area. The OpenOffice Writer has the following tabs: File, Edit, View, Insert, Format,
Tools, Modify and Window. There is also a help tab. On clicking any of the tabs, a drop down menu
appears which has several commands and options. The key tasks that can be performed using the tabs
are as follows: File: To apply commands to current document, to open or close document Edit: For
editing the current document, for example, cut, paste View: For controlling display of document on the
screen Insert: For inserting new elements in document, like, comments, special characters, graphics, and
objects Format: For formatting the layout and content of document Tools: For spelling check, gallery of
object art to add to document, to configure menus Table: To insert, edit, delete a table in a text
document Windows: For manipulating and displaying document windows Some operations performed
using commands of the Format tab: Format Character: A dialog box opens. Select the font type, typeface,
and size. Select font effects, background etc. The changes happen to the text selected. Format
Paragraph: A dialog box opens. You can change the indentation and spacing, borders, alignment, etc.
Format Bullets and Numbering: A dialog box opens. You can select from bullets of different kinds or
numbering. In the document the bullets are inserted at the location at which the cursor is present. Page.
2/3 Format Page: A dialog box opens. This allows to format the whole page – borders, color, alignment,
number of columns etc. To Change case of Text: A dialog box opens. To Change Number of Columns: A
dialog box opens. You can select 2-column page, three column page etc. To Change Alignment of Text: A
dialog box opens Select from left, right, centered, and justified. Table Tab: Consists of commands that
operate on a table. It contains several commands. The commonly used commands allow the user to
insert a table, insert or delete rows, or columns in a table, etc. in the current document. Convert Table to
Text or Text to Table: A pop up menu appears. If text is to be converted to table, the Text to Table option
appears, Select it Tools Tab: Consists of commands that can be used on the document for better results.
The commands which are required to be known at this stage are described in the figure. The commonly
used commands allow the user to check spelling and grammar of the content in the document, and
count the number of words and characters in the document. Check Spellings and Grammar: The
grammar and spelling of the document is checked. If there are no grammatical and spelling errors in the
document. If errors are there, then the errors are displayed with suggestions of correcting it. The user
can decide to accept the suggestion or ignore it. Find Number of Words: : If the text is already selected,
then word count displays the number of words and characters in the selected text. Otherwise the word
count displays the number of words and character in the whole document Points to Remember  A
word processing software has tools that allow creation of text-based documents.  OpenOffice Writer is
an open source software for word processing.  OpenOffice Writer consists of different components like
tabs, ruler bar, status bar, scrollbar and work area.  File, Edit, View, Insert, Format, Tools, Modify and
Window are the tabs in OpenOffice Writer.  File tab consists of commands like, create, save, print, open
and close.  Save As option is used to save a file for the first time, or save an already saved file with a
different name. Page. 3/3  Edit tab consists of commands for editing a document, like, cut, copy, paste,
find & replace, undo and redo changes.  Move Text moves the text from the current location to the
target location.  Copy Text copies the text from the current location to the target location.  View tab
consists of commands like, view status bar, ruler, sidebar, that help during viewing a document on the
screen.  Insert tab allows insertion of page number, date, header, footer, tables, hyperlinks in a
document.  Format tab consist of commands to format a page, paragraph, insert bullets, styles,
formatting in a document.  Table tab commands operate on a table - insert table, insert/delete
rows/columns in a table, in a document.  Tools tab consists of commands to check spelling and
grammar of content in the document and count words/characters.  Window tab allow the user to open
a new window or close an existing window.  The user can use Help tab to understand the working of
any command of the OpenOffice Writer. Note: ‘Content developed/prepared absolutely from home.