UNIT 5 TECHNICAL COMMUNICATION

1. Code and Content of Communication Skills

Any human communication system involves the production of a message by someone, and
the receipt of that message by someone else. To encode a message, one must possess the
necessary encoding skills.
Languages are codes.A code may be defined as any group of symbols that can be structured in a
way that is meaningful to another person. The English language, like any other language, is a
code—it contains element that are arranged in a meaningful order. A code has a group of
elements (vocabulary) and a set of procedures for combining these elements meaningfully
(syntax).

Next is the message content, i.e., the message that is selected by the source to express its
purpose. Content, like codes, has both element and structure. When more than one piece of
information is to be presented, they should have some order or structure.

An individual may sometimes be identified by his characteristic way of structuring

messages. This is because the individual communicates in a way that is distinctive to him.
He uses a distinctive way or method, which has become his habit by constant use.

Stimulus and Response of Communication Skills:

Stimulus and response are the two terms that are frequently used in any discussion on the
communication process. A ‘stimulus’ is anything that a person can receive through one of
his senses. In fact, it is anything that can produce a sensation. And a ‘response’ is anything
that an individual does as a reaction to the stimulus.
These two terms, stimulus and response, are ultimately connected with the whole learning
process. The communication objective of the source is to bring about a change in the
behaviour of the receiver.

The whole communication process, as shown in Fig. 3.1, consists of the

following:
1. The sender—the source of the message

2. The encoding process

3. The channel used

4. The decoding process

5. The receiver—the person who receives the message

At each stage of the communication process depicted in Fig. 3.1, there is a possibility of
error. Communication skills help avoid such errors, so that the message can glide easily
through all the stages of the process and reach the receiver.

a. Source:
The source, in any communication process, is the most critical part of the communication
process. The message has to be planned and prepared for features including articulation
clarity, amplitude and modulation, pauses and pitch.

The sender must be conscious that non-verbal components of the communication are also
transmitted through the channel. The source of the message has great responsibility. He
should have an idea about the receiver. It may be also that he wants to convey his message
to a group of persons. Finally, at the end of the communication, he must satisfy himself that
the intent of the communication has been met.

b. The Encoding Process:

As language is a code, the encoding process is of vital importance. What the sender wants to
covey must be encoded correctly. He must have a good vocabulary and good knowledge of
grammar and syntax. Any flaw might distort the meaning of the message he wants to
convey.

c. The Channel:
Messages are conveyed through various channels. Any written communication such as
emails, organization memos and formal letters are examples of channels. Face-to-face
meetings, video conferencing, telephonic conversation, PC-to-PC communication, .webcast
etc., are different communication channels.
d. The Decoding Process:
Just as successful encoding is a skill, so is successful decoding. Here the person decoding
the message through a particular channel such as a letter, e mail, telephone, etc., must be
capable of deciphering or understanding that message. He must have enough knowledge to
understand that message.

e. The Receiver:
The person receiving the message should be prepared for the message. Often, the receiver,
upon receiving the message. Fig. 3.2 Visual reaction to a message takes on the role of a
sender and responds. At other times, the receiver of the message may show his visual
reaction to the message through non-verbal communication

Pronunciation Etiquette of Communication Skills:

To develop proficiency in speaking skills, proper attention should be given to pronunciation
etiquette.

Some key attributes of pronunciation etiquette are given below:

i. Make eye contact while speaking. This will not only give you confidence, but also will also
inspire others to listen to you.

ii. Try to make your voice sound pleasing and soft.

iii. Don’t speak in a monotonous voice; this might have a soporific effect on the audience.
Change the modulation of your voice occasionally.

iv. Even if you feel nervous, never show it to the audience; just slow down your speech and
remain calm.

v. Don’t mumble. Speak clearly.

vi. Use words the meanings of which are absolutely clear to you. This might save you from
any embarrassment later.

vii. Use proper body language to show your interest in the ongoing conversation.

viii. At the end of the conversation, don’t forget the customary etiquette of thanking the
audience for listening to you patiently.
ix. All through the duration of a conversation, never do the following: think in your mother
tongue what you want to say, then mentally translate it into English and finally speak in
English. This will spoil the flow of your speech.

Phonetics in Communication Skills:

The fastest way of learning how to speak the language fluently and correctly is to have a
clear idea of English phonetics. Phonetics is the study of speech. It is the study of how the
sounds of a speech are produced and how they are used while speaking.

It also tells us how we can record sounds with written symbols, and how we hear and
recognize different sounds. This subject might be quite complex to some, but we shall only
introduce the theme here.

We will explain some elementary terms such as syllable, stress, and the intonation pattern
of the English language, which forms the basis of phonetics. Along with the above,
knowledge of the phonetic symbols would be of great help in improving one’s speaking
skills.

a. Phonetic Chart:
Why do we need phonetic transcription?

When it comes to learning to pronounce English words correctly, you can find the correct
pronunciation of words in any dictionary. But it is given in phonetic transcription after each
word.

So if you are not acquainted with the phonetic alphabet it would not be possible for you to
know the correct pronunciation. Knowledge of the phonetic transcription enables a learner
to get precise information on pronunciation just with the help of a dictionary.
This is even more necessary because the spelling of the English language is irregular, that is,
the spelling and sounds of words do not always match. The International Phonetic Alphabet
(IPA) is a system of phonetic notation created by the International Phonetic Association in
1886. It was founded in Paris with the mission to set out one symbol for every sound and
one sound for every symbol.

Naturally phonetic symbols are of great help when it comes to learning to pronounce
English words as they should be pronounced. In fact, understanding the phonetic alphabet
can greatly simplify the learning process.

Intonation:
Stress and accent play a very important role in ‘intonation’, which may be termed the
music of language. Intonation is the name given to what is called sentence stress. Some long
sentences contain a regular pattern of stressed and un-stressed words.
While speaking, the voice tends to rise and fall or remain flat depending on the situation or
depending on the mood of the speaker. Those whose mother tongue is not English and who
have a different intonation pattern may find it difficult to clearly understand English when
spoken by a native speaker of English.

‘Tone’, which is the movement or level of pitch that is used, forms the central part of
intonation. When we are engaged in normal speaking, the tone and pitch of our voice
constantly changes depending on our mood to express what we just mean to say.
Here the pitch of the voice says a lot. For example, if you are angry while speaking with
somebody, you can express your anger by just calling his name in a very high pitch. The
same sentence can be said in different ways, which would indicate whether the speaker is
angry, happy, grateful or just indifferent. The intonation, therefore, clearly conveys the
feelings and attitude of the speaker.

Here are some guidelines:

When the speaker is asking a question and is genuinely interested in the answer, he uses a
rising tone.

Here are a few examples:

However, if he is not at all interested, and is indifferent, the falling tone is used.

In questions where the speaker expects a positive answer, the rising tone is used. For
example,

However, if the speaker already knows the answer and now only wants a confirmation or
agreement, the falling tone is used. For example,

The rising tone is also used with request, polite statements or when apologizing. For
example,

The rising tone is also used in very simple questions such as the following:
Here is another intonation pattern where the falling tone is followed by a rising tone. Here a
statement is followed by a qualifying clause. For example,

Let us now consider intonation pattern of sentences with question tags.

Here are two sentences with question tags:

In the first sentence, the speaker really wants to know if today is really a Monday. Hence the
sentence is said with a falling tone followed by a question tag with a rising tone. However, in
the second statement the speaker definitely knows that today is Monday and so he is not
really asking a question. He only wants the person to agree with him. Hence both the
statement and the question tag are in the falling tone.

Another intonation pattern is the rising tone followed by a falling tone in long
sentences such as the following:

It may be noted that there is a slight pause between the two parts of the sentence. this rising
falling intonation is one of the most important intonation patterns.

Professional Personality Attributes

An attribute is defined as a quality or characteristic of a person, place, or thing. Real life

individuals and fictional characters possess various attributes. For example, someone might be
labeled beautiful, charming, funny, or intelligent. These are all attributes, but don't those labels
seem to ring true as traits too?
There is a difference between attributes and traits, but it is slight and some characteristics could
be considered either an attribute or a trait. Let's consider the difference between the two, and
throw in skills too, before we take a look at some examples of attributes.
Professional Attributes
Finally, some attributes aren't quite so personal. Especially in the workplace, certain attributes
are simply matter-of-fact. Maybe one of the characters in your book will meet his enterprising
lawyer or efficient book editor
Empathy
 Empathy is defined as understanding what another person is experiencing from their frame of
reference. Translating that definition into action requires more than just an understanding. People
that are empathic exhibit four basic attributes. A person being empathetic must:

• See the world as others see it. Put yourself in another person’s shoe. More importantly, you
must be able to put aside your own filters. This why it is often easier to be empathetic towards
people that are like you or have similar experiences (we will revisit this potential dark side later
in this series).
• Be nonjudgmental. Judging another person’s situation discounts the other person’s
experience and generates emotional distance.
• Develop an understanding of yourself to understand others. In order to be empathetic, you need
to understand your own feelings and biases, so that you can put them aside.
• Have the ability communicate our understanding of another’s feelings. Communication includes
listening, acknowledging what is being said and building a connection. Using statements such
as, “Tell me more about what happened” (or how it made you feel).

Considerateness
Considerate people are not only capable of figuratively putting themselves in other people’s
shoes, they also actively choose to view the world beyond themselves. Their sense of
compassion for others drives them to connect, and they derive personal joy and satisfaction from
this selfless exchange.

Here are seven habits that set considerate -- and civil -- people apart from the rest.
• They practice empathy.
• They smile often.
• They are intuitive of other people's needs.
• They mind their manners.
• They put others first... sometimes.
• They are patient -- even when they don't feel like it.
• They apologize -- but only when warranted.

Leadership

Leaders Attributes are the inner or PERSONAL QUALITIES that constitute effective
leadership. These attributes include a large array of Are-Know-Do characteristics such
as vision, values, character, motives, habits, traits, competencies, style, behaviors, and skills.
he list of leadership attributes is endless, but if you were going to create an inventory of traits
that no leader can be without — attributes that would please the brains of most employees — it
would have to include the following:
 • Be in touch. Let your employees know that you’re with them, which gives them a sense
of security and calms the emotional area of the brain. When emotions are calm, a brain is
open to new information and responds better to others.
• Be visible. You want to be certain that employees see you regularly. Visibility is
advantageous because
o it provides your employees with the knowledge that you care and are
approachable.
o it enables you to always know what is going on.
o it lets employees know that you are ready to join in and help if needed.
• Hone your communication skills. Communication is a two-way street; to be an effective
communicator, you have to be a good listener as well as a good speaker. Workers who
feel that information is shared with them stay in their jobs longer and are more motivated.
• Keep your emotions in check. Make sure that you can lead yourself before you begin
leading others. Use your emotions to help you make decisions, but don’t let them use
you. Doing so requires that you practice emotional intelligence skills, such as the ability
to recognize your emotions. As you begin to recognize them, you can also determine the
best way to handle them.
• Inspire teams. You can’t be a leader if you don’t have any followers. Be the type of
leader who walks with your teams, not in front of them. Offer yourself, your hopes, and
your goals to your teams. You inspire by being able to explain complex issues in a way
that your followers understand and that inspires confidence and hard work.
• Sharpen your decision-making skills. Knowing how to make rational decisions and
snap decisions is part of leading others. You instill a sense of safety and security in your
employees when they can count on your good decision-making skills. To sharpen those
skills, try the following:
o Practice identifying problems and presenting them simply.
o Invite brainstorming to create as many possible solutions as you can.
o Determine consequences for each possible solution.
o Activate your decisions and follow their outcomes.
• Place others’ needs above your own. Ask employees what they want from their jobs,
what their future goals might be, and what needs they have that have not been met. If
your workers believe that you will help them, they will be more willing to help you meet
your organizational goals.

Competence
Professional competencies are skills, knowledge and attributes that are specifically valued by
the professional associations, organizations and bodies connected to your future career.
A competency is made up of three elements: a skill, knowledge and attribute.

▪ A skill is about doing something well—your ability to choose and perform the right
technique at the right time. It’s usually developed through training and practice. For
example, you could become a skilled writer by practicing writing in a particular style.
You can become skilled at being safe in the workplace by practicing techniques during
classroom exercises or labs.
▪ Knowledge is information you know, including theories, facts and procedures and the
ability to apply this information in different situations. For example, you could have
knowledge about different communication styles. You may know the key steps to plan a
program or project and be well-versed in strategies for evaluating success.
▪ An attribute is an inherent characteristic or quality and is often expressed through what
you think, do and feel. For example, you could be known for staying positive and calm in
challenging situations. You may also bring a 'can-do' attitude to your work (able to try
new things, ask for new assignments and show initiative).

Speech and personality

Speech and personality development are one of the most important aspects of an individual
especially during his/her formative years. Developing and enhancing our communication and
speech helps us to be better presenters of our ideas. At the same time, personality development is
a means and a method that helps us to develop our persona such that we can become better,
smarter and brighter individuals. Everyone loves personalities that are attractive, intelligent,
smart and witty. This cannot be achieved overnight. One needs to work towards ones personality
so that one can become more acceptable in society such that one can fulfill our need of being
wanted by our near and dear ones.

In every aspect of our life, a good personality holds a very important value. Whether you are a
budding professional, an established career person, or perhaps a home-maker, it is something that
will help you develop and maintain solid relationships with others.
One of the key facets of personality development is speech. This is the ability of a person to
effectively communicate verbally. Some people are gifted with verbal communication skills,
while others are simply to shy and unsure of their abilities to even want to try. Speech is
important in so many ways; be it at home, at school, or at the workplace, you need to be able to
articulate well the thoughts and ideas you have.

In personality development, the importance of speech is summed up into two: perception, and
expression. By reading further, you can acquire a better understanding of what we are talking
about.

Gaining Positive Perception from Others

Human as we are, we often judge others by what we see. We easily have our own perception on
what is going on around us. In the same way, our perception of others can be influenced by the
way they speak and the message they are trying to relay. This is one of the reasons why speech is
very important in personality development.
You see, if we are careful with our speech, whether formal or informal, we can gain a positive
perception from our peers, colleagues, and our superiors. If we are fond of using negative words,
for example, people will tend to think that we have a bad personality. On the other hand, if we
talk with grace, finesse, and confidence, then it is common for others to perceive us as someone
with a pleasing personality.

Putting Into Words Our Thoughts and Ideas through Oral Expression
It is, without doubt, very difficult to improve our personality if we cannot even verbalize what it
is we want to say. If we hesitate to speak on fear of being misjudged by others, if we are too shy
and scared to open our mouth in a gathering, it will really be difficult for us to develop our
personality.
Part of our development is derived from what we learn from others, but if we have poor oral
communication skills and refuse to do something about it, then we are blocking the doors for
growth. Being able to express ourselves through speech is essential to build relationships with
people, but if we keep on holding back and decline any opportunity to improve, then nothing
good will ever come out of it.

Tips to Improve Your Speech Communication Skills

There is always a way around a problem, and if speech is something you are finding hard to deal
with, you should not worry as there is a way to solve this. Here are some tips you will find useful
in your goal to communicate effectively by means of speech. By following these, you are already
doing your part to not only speak better, but to improve your personality as well.
First of all, you should be confident about yourself. You need to believe that you are capable of
verbally expressing yourself. Secondly, use polite speech and body language.
Now this is something other people miss out on; the words you use and the actions you make
will show the type of person you are so this is something you should be careful of.

Thirdly, modulate your voice and do not speak too fast or too slow. Voice quality, along with
body language and content, always plays a very crucial role on how people will perceive you
when you speak.

Personality development is a broad field, and in order for you to have a pleasing personality, it is
important to address all aspects related to it. Speech is one of the many areas that should be
given sufficient attention, because without it, people’s perception of you and your ability to
express yourself would be deeply affected. By following the tips mentioned above, you could
master the art of speaking, and at the same time, develop an admirable personality.
 Flow in speaking
Smooth Speech” is also referred to as Fluency, but what exactly does that mean? It’s a term used
in Speech Pathology that means smoothness or flow in which sounds, syllables, words and
phrases are joined together. While there are many types of fluency — including language
fluency, reading fluency, or fluency in reference to speaking a foreign language — speech
fluency refers to the ability to speak smoothly and easily.
1. Be a good role model. This is particularly important if the person trying to improve fluency is
your child. Model the speech behavior you would like to see from your child.
2. Speak slowly. Don’t rush to speech, it’s difficult to do anything when you are in a hurry.
3. Breath naturally. Breath easily and naturally so that you do not run out of air when you talk.
4. Start slowly. The slower you begin to speak, the more relaxed your vocal chords become. You
can speed up gently as you gain confidence.
5. Practice public speaking. The more experience you have speaking in front of others, the
easier and more fluent your speech will become.
6. Keep your eyes and ears open. Become aware of how people are speaking around you may to
help gauge whether your speech fluency is good, or may need a little work. Listen
for differences in speaking patterns and rhythms.
7. Articulate consonants. Stop to articulate certain consonants such as “t” and “b”, and
differentiate your vowel sounds clearly.
8. Practice, practice, practice. Yes, that old saying rings true! Practice makes perfect, or at
least better.
9. Sing! No, you don’t have to sing in front of anyone, the shower will do. Singing helps with
proper voice utilization, and you will learn about using air, breath, articulation and speed of
your speech.
10. Be patient with yourself or your child. You cannot expect to learn to speak fluently and easily
in one day. Give yourself or your child space to experiment and improve without a timeline.
The best way to improve your speech fluency, or your child’s fluency is to allow yourself time
each day to practice a few steps. Be confident! If there are certain words that are tripping you
up, practice only those words until you get them right.