communication-communication, client interviewing& counselling

Assignment: Communication, Client Interviewing& Counselling

Communication

“COMMUNICATION”

By :-

Animesh Kumar

i.B.A.LL.B. (H), III Semester

Enroll. No. A8108309035


Communication Page 1

Acknowledgment

This assignment is intended to cover the Chapter- Communication. Basic and

pre-requisite information have been included.

I acknowledge the inspiration and blessing of my respected faculty Justice S. I.

Naqvi He made my all doubt crystal clear. I am full of gratitude to my room

partner cum friend Abhijeet Srivastava for the patience shown and

encouragement given to complete this assignment.

My heartful thanks are due to my friends Harsha, Prashant Kumar Singh,

Rodraksh Raghuvansi and Purusharth Tolani for providing relevant resources.

In the last but not the least, my sense of gratitude is due to AMITY LAW

SCHOOL, LUCKNOW.

Every effort has been made to avoid errors and mistakes; however their

presence cannot be ruled out.

Animesh Kumar



Communication Introduction:

Communication is the process of exchanging information, usually via common system of

symbols. The term „communication' covers just about any interaction with another person. It

includes sharing information, ideas and feelings between people. Communication is the process of transferring information from one source to another.

Communication is commonly defined as "the imparting or interchange of thoughts, opinions,

or information by speech, writing, or signs". Communication can be perceived as a two-way

process in which there is an exchange and progression of thoughts, feelings or ideas towards

a mutually accepted goal or direction.

Conveying one ideas, thought, feelings, emotions to another person. It is a process of sharing,

by which messages produce response/feedback. Giving receiving and exchanging

information, idea and opinions by writing speech or by any other visual means, so that the

message communicated is completely understood by the receipt(s). S. Tylor Communication

is a process that involves a sender who encodes and sends the message, which is then carried

via the communication channel to the receiver where the receiver decodes the message,

processes the information and sends an appropriate reply via the same communication

channel.

Origin of the word “communication”

The Latin root word of "communication" is „comunicare‟ which has three possible meanings:

1. "to make common", which is probably derived from either 2 or 3

2. cum + munus, i.e. having gifts to share in a mutual donation.

3. cum + munire, i.e. building together a defense, like the walls of a city.

History of Communication

The history of communication dates back to the earliest signs of life. Communication can

range from very subtle processes of exchange, to full conversations and mass communication.

Human communication was revolutionized with speech about 200,000 years ago. Symbols

were developed about 30,000 years ago, and writing about 7,000.

This history runs from the circuits of exchange to the circulation of goods, people, and

messages, from the construction of railroads to the emergence of long-distance

communication.

Why we communicate?



No one can live in the world alone. Human fulfils his needs from others humans,

environment and other creatures. No human can live isolated. So for making his existence

possible he needs to communicate with the above mentioned things. Communication is not

only done for the survival purposes but also to make life more comfortable and easy.

Types of communication based on communication channels:

Based on the channels used for communicating, the process of communication can be broadly

classified as verbal communication and non-verbal communication. Verbal communication

includes written and oral communication whereas the non-verbal communication includes

body language, facial expressions and visuals diagrams or pictures used for communication.

1- Verbal

2- Non verbal

Verbal

In verbal communication words are involved. Verbal communication is further divided into

written and oral communication. The oral communication refers to the spoken words in the

communication process. Oral communication can either be face-to-face communication or a

conversation over the phone or on the voice chat over the Internet. Spoken conversations or

dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of

speaking. The other type of verbal communication is written communication. Written

communication can be either via snail mail, or email. The effectiveness of written

communication depends on the style of writing, vocabulary used, grammar, clarity and

precision of language.

Nonverbal

Non-verbal communication includes the overall body language of the person who is

speaking, which will include the body posture, the hand gestures, and overall body

movements. The facial expressions also play a major role while communication since the

expressions on a person‟s face say a lot about his/her mood. On the other hand gestures like a

handshake, a smile or a hug can independently convey emotions. Non verbal communication

can also be in the form of pictorial representations, signboards, or even photographs, sketches

and paintings.

Types of communication based on organization level:

On organization level there also two types of communication.

1- internal communication

2- external communication

Internal communication

When communication is in the circle of an organization and don‟t cross the premises then this

type of communication is called internal communication. There are four types of internal

communication.

1- Downward communication

2- Upward communication

3- Horizontal communication



4- Diagonal communication

Downward communication

Flow of documentation in downward direction from sender to receiver within the

organization is called downward communication. Example: Management communication

with their employees.

Upward communication

Flow of documentation in upward direction from sender to receiver within the organization is

called upward communication. Example Staff communicates with his management

Horizontal communication

The communication between two same level persons is called horizontal communication.

Example: Communication between students.

Diagonal communication

The communication between two different personalities of the different departments and

different levels but within same organization is called diagonal communication. Example:

Electrical department chairman communicates with civil department coordinator.

External communication

When an organization communicates outside the premises of the organization than this type

of communication is called external communication. Example: The communication between

the vice chancellors of two different organizations.

Types of communication based on purpose:

Based on the style of communication, there can be two broad categories of communication,

which are formal and informal communication that have their own set of characteristic

features.

Formal Communication

Formal communication includes all the instances where communication has to occur in a set

formal format. Typically this can include all sorts of business communication or corporate

communication. The style of communication in this form is very formal and official. Official

conferences, meetings and written memos and corporate letters are used for communication.

Formal communication can also occur between two strangers when they meet for the first

time. Hence formal communication is straightforward, official and always precise and has a

stringent and rigid tone to it.

Informal Communication

Informal communication includes instances of free unrestrained communication between

people who share a casual rapport with each other. Informal communication requires two



people to have a similar wavelength and hence occurs between friends and family. Informal

communication does not have any rigid rules and guidelines. Informal conversations need not

necessarily have boundaries of time, place or even subjects for that matter since we all know

that friendly chats with our loved ones can simply go on and on.

Types of Communication based on styles:

Every time we speak, we choose and use one of four basic communication styles: Assertive,

Aggressive, Passive and Passive-Aggressive.

Assertive Communication

The most effective and healthiest form of communication is the assertive style. It‟s how we

naturally express ourselves when our self-esteem is intact, giving us the confidence to

communicate without games and manipulation.

When we are being assertive, we work hard to create mutually satisfying solutions. We

communicate our needs clearly and forthrightly. We care about the relationship and strive for

a win/win situation. We know our limits and refuse to be pushed beyond them just because

someone else wants or needs something from us. Surprisingly, assertive is the style most

people use least.

Aggressive Communication

Aggressive communication always involves manipulation. We may attempt to make people

do what we want by inducing guilt (hurt) or by using intimidation and control tactics (anger).

Covert or overt, we simply want our needs met - and right now! Although there are a few

areas where aggressive behaviour is called for (i.e., sports or war), it will never work in a

relationship. Ironically, the more aggressive sports rely heavily on team members and rational

coaching strategies.

Passive Communication

Passive communication is based on compliance and hopes to avoid confrontation at all costs.

In this mode we don‟t talk much, question even less, and actually do very little. We just don‟t

want to rock the boat. Passives have learned that it is safer not to react and better to disappear

than to stand up and be noticed.

Passive-Aggressive Communication

A combination of styles, passive-aggressive avoids direct confrontation (passive), but

attempts to get even through manipulation (aggressive). If you‟ve ever thought about making

that certain someone who needs to be “taught a thing or two” suffer (even just a teeny bit),

you‟ve stepped pretty close to (if not on into) the devious and sneaky world of the passive-

aggressive.

Types of communication on the basis of feed back:



When two applications are trying to exchange information with each other, this is a form of

communication. When two components of an application are working together, calling

methods and passing data between them, this is another form of communication. There are

basically two methods of communication. These methods are defined by what the initiator of

the conversation does once it stops sending. These two methods are synchronous and

asynchronous communication.

Synchronous

In a synchronous communication, when the initiator of the conversation stops sending their

information to the receiver, it goes into a waiting mode. It will remain in that waiting mode

until it receives a response back from the receiver with the information that the receiver is

sending. Only once it receives this information will the initiator continue on with its

processing. Synchronous communication is like making a function call. When you make a

function call in an application, you package up the information that you are sending to the

receiver and call the function. Then you wait. Your program will not continue to execute until

the function returns the results of the function call to you.

Asynchronous

In an asynchronous communication, the sender in the conversation will send its information

and then go on its merry way. It will not wait for any response from the receiver in the

conversation. In many cases, there is no response that is ever sent back to the sender. If there

is a response that is sent back, then the original sender can decide for itself when and even if

to process the response. Asynchronous communication is similar to event handling in Visual

Basic. In Visual Basic, you can cause something to happen that will fire an event. But while

you are waiting for that event to fire, you are free to go off and do whatever other processing

that you want to do. When that event is fired, you can choose to handle the event using an

event handling routine, or just ignore the event and continue processing.

Components of communication

1. CONTEXT

2. SENDER-ENCODER

3. MESSAGE

4. MEDIUM

5. RECEIVER-DECODER

6. FEEDBACK

I. CONTEXT

Every message, whether oral or written, begins with context. Context is a broad field

that includes country, culture, organization and external and internal stimuli. Every



country, every culture and every company or organization has its own conventions for

processing and communicating information.

II. SENDER-ENCODER

Sender is the person who communicates the idea, information, material, etc. He acts

in the capacity of speaker, writer, or encoder.

I. The message he intends to send.

II. The message he actually sends.

III. The message the other person receives or understands.

IV. The other person interpretation of the message

V. The other person response.

III. MESSAGE

The message may be in the form of order, opinion, advice, suggestion, instruction,

question answer or material. It is necessary and important that idea or message

received be identical to the idea or message sent. It is possible only when both

communicators‟ sender and receiver are skilful in communication and its language.

IV. MEDIUM

Medium of communication includes letters report telegrams fax mailgrams cables

tale-fax, postal, telephones charts pictures or any other mechanical device. Medium

may be a person as a postman. It may be a device as a telephone. It may also be an

organization as a post office or news agency.

V. RECEIVER-DECODER

The receiver is the decoder. He when receives decodes or interprets the message.

Since perfect communication is not possible, there is deviation between the idea sent

and the idea received or interpreted. If the receiver is skilful in communication then

the deviation will be small.

VI. FEEDBACK

Feedback can be an oral or a written message, an action or simply silence. Theories of

communication, Electronic theory: this theory states that for communication four

things are required, sender, message, channel, receiver.

To make our communication effective this theory stress upon the channel through which we

are going to send the message. If our channel is correct than we can have effective

communication.

Socio environmental theory



This theory further updates the previous theory of communication and states that although the

above four things are important of communication as well as effective one but there are also

two things more which needs attention.

Social status of receiver

Suitable environment

By social status we mean that the person to whom we are sending the message is mentally fit

and is able to understand our message. If we write a letter in English than we should keep in

mind that is the receiver able to understand English. By environment we mean a suitable

place, time and suitable conditions. Like: we cannot expect an effective communication if we

call somebody at 2:00 am.

Rhetorical theory

This theory further updates both of the previous theories. It states that communication is not

linear process but it is circular process. For effective communication all the above things are

important but the most important for effective communication is feedback. If there is no

feedback than we cannot say it communication, more specifically effective communication.

Benefits of communication

Here are a list of communication benefits and what, why, and how this amazing skill will

definitely change your life:

Gives you happiness - You‟ve probably heard money can‟t buy happiness. This is

true. You become happy by taking the right actions. Think about it. Happiness is at

the core of the actions you take. The actions you make are not happiness itself but

create and surround happiness. By taking action on developing yourself you become

happier. Effective communication skills make you happier by having joyous

relationships, reduces anger of both parties talking, correctly expresses yourself, and

other reasons.

Makes you attractive - The law of attraction states that you are a living magnet. You

attract the people and resources in your life based on your internal self. Get excited

because you do have invisible forces that draw and repel people. This isn‟t mystical

mumbo jumbo. There are many earthling factors such as communication and self

development that you can control to attract people in your life. Communication goes

way beyond verbal and non-verbal language. It is also the self development aspects

such as confidence that create effective communication.

It is also important to know that you can turn people on like a flick of a light switch

with communication. Communicating attraction gets both males and females

magnetized to you. Interesting benefit, hey? Communication is what makes you

interesting, it lets you connect with people, build friendships, and get partners. Pick



up artists use communication in building attraction to literally get someone they want

within hours and sometimes minutes.

You become intimate - How do people become open in a relationship? Good

communication of course because it is the only “bridge” between a relationship.

Intimacy is about both people being open in a relationship. It is only through intimacy

that a couple is able to know each other thoroughly.

More loving - This benefit of communication ties in with intimacy. You can be more

loving towards your family by not only correctly communicating to them, but also

through receiving their communication by using active listening skills. Showing

interest in someone‟s live will reciprocate their interest and love to you.

“Words are, of course, the most powerful drug used by mankind.” - Rudyard Kipling

Increased popularity - While a primary goal of mine in teaching others

communication isn‟t to make them the best known and most liked person in their

school/town/club, it is rather increasing your popularity or likeability of the people

you know now. However, effective communication can definitely make you popular

amongst others because your conversational skills and friendliness will sky rocket.

Successful career - John Johnson and Carrie Fried in the 2002 Teaching of

Psychology Journal, asked graduates what their most useful skill was. The number

one answer was interpersonal skills. Drew Appleby in a well known psychology

magazine “Eye on Psi Chi” asked what job skills 39 employers desire in hiring

people. Interpersonal skills were number one again. In fact, Brian Tracy (world

renowned personal business consultant) in “Change Your Thinking, Change Your

Life” says the highest paid form of intelligence in the United States is interpersonal

intelligence. A person with such intelligence understands other‟s feelings and desires,

and employers are willing to pay for someone with these skills.

Relaxed - Stress is related to how we manage ourselves with the outside world. You

can become more relaxed by assertively telling someone “no” if they ask you to do

something you do not want to do. Also, by developing your communication and self

using the techniques I teach in my newsletter, you learn to manage your emotions and

thoughts to control stressful experiences.

Satisfied - You receive satisfaction when you get what you want. To get what you

want, either someone gives it to you, or you get it for yourself. You cannot control

what someone gives you (although you can influence), which means to become

satisfied you must do it yourself or learn to relate to others. By developing your

communication and self, you grow as a person enhancing your skills and creating

satisfaction.

Self control - We interact with people every day and often do things we later wish we

hadn‟t done. By developing self understanding (very important part in

communication) you develop self control. Controlling yourself isn‟t limited to

stopping yourself from doing actions, but it also „controls‟ you to do the right things.

Understand others - As you know, how we feel towards someone is all about our

emotions. What often happens is you do not understand the person and their current

emotions so you misunderstand them, respond inappropriately, or don‟t know how

they feel? By using effective communication you learn to read another person‟s



emotions, understand another person‟s emotions, and communicate about another

person‟s emotions.

Understand yourself - I‟m going to say this straight. If you are like most people, you

do not understand yourself to your potential and it unknowingly to you hurts your life.

Do you know why you behave the way you do? Do you always know what feelings

you have? Why do you experience anger towards someone you love? This is why self

understanding is so important in communication.

There are an abundance of further benefits to effective communication such as anger

management, increased likelihood of receiving a job promotion, more persuasion, better

leadership skills, and the list goes on. Hopefully now you can see the true power of

communication. Let effective communication change your life today.



BIBLIOGRAPHY

1. www.google.com

2. www.scribd.com

3. www.askme.com

4. www.ssrn.com

5. www.wikipedia.org

6. www.queendom.com

7. www.mit.gov.in

http://www.google.com/

http://www.scribd.com/

http://www.askme.com/

http://www.ssrn.com/

http://www.wikipedia.org/

http://www.queendom.com/

http://www.mit.gov.in/

communication-communication, client interviewing& counselling

Documents