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Communication professionals often reference the Seven Principles of Communication, which, despite not being standardized, provide valuable insights for the Communication Competency within the Microsoft 365 Maturity Model. These principles can be particularly useful for those outside the communication field when developing communication strategies, conducting maturity assessments, or selecting appropriate technologies.

Principles of Effective Communication

1. Effectiveness: Communication must have a clear and purposeful objective. To achieve this, messages should be concise, consistent in tone and content, and engaging. Short, impactful statements often work better than lengthy prose. Visual aids such as diagrams and images enhance clarity and user experience (UX). Each message should culminate in a logical conclusion and a call to action. Effective communication also requires distinguishing between active and passive approaches, emphasizing important notifications while managing their frequency to avoid overuse. Inclusivity is crucial; approximately 10% of the population experiences dyslexia, and generational preferences for different media types (text, audio, video) must be considered. Alternative communication formats should be used to ensure messages are both effective and inclusive.

2. Comprehensiveness: Messages should be thorough and complete, leaving no ambiguity about the information provided. Recipients should have all necessary details to act promptly without confusion or loss of productivity. When communication cannot be completed in a single message, it should indicate when and how additional information will follow. Providing links to supporting materials is recommended.

3. Clarity: Clarity is essential for ensuring the message's purpose is understood by the receiver as intended by the sender. Messages should avoid causing confusion within the team. The format, goal, and language should be clear, and key points should be highlighted using short sentences, the active voice, and bullet points. Readability tools, spell checkers, and grammar checkers are valuable for verifying written communications before publication. Peer reviews or AI-assisted reviews can further enhance clarity.

4. Attention and Style: Effective communication captures the receiver's attention. Given the diversity in behavior, attention, and emotions, messages may need to be tailored for different roles and grades. Senior staff should exemplify the communicated messages, using appropriate messaging tools and processes. While formal communication is standard for conveying important information, informal communication can sometimes be more effective for gauging reactions and fostering engagement. Both communication styles should align with the organization’s ethos—typically positive, honest, respectful, open, and polite. AI tools can be used to check for the desired sentiment and style before publishing important communications.

5. Coherency: Communication often spans multiple tools and formats over time. It is essential to maintain a logical, well-planned, and consistent approach. Messages should connect with the main topic and reflect the company’s values, principles, and mission. Consistency with organizational policies, plans, and objectives is crucial to avoid conflicting messages.

6. Timeliness and Urgency: Communication should be timely and appropriately impactful, ensuring that messages are understood and actionable. It is important to distinguish between urgent and important information and to convey the timeframe for required actions. Confidence in message delivery timing is essential, and mechanisms for retrieving past communications should be implemented.

7. Importance of Feedback: Feedback is vital to confirm the effectiveness of communication, address questions, and clarify actions. Compliance requirements or monitoring functions may necessitate feedback or read receipts.

Communication is a key to understand things between two people. Today’s communication is entirely different from pre-historic era and has taken many evolution throughout the years. Before alphabets, signs, symbols, letters and telephone evolved, communication was restricted to interpersonal interaction (i.e.) from one person to another in the form of gestures. It is in other terms called non-verbal communication. Today, communicating between two or more people has become too easy that one can communicate with more than 10 members at a time which is in technical means called conferencing.

The growth of internet has paved way for innumerable means of communication. In other words it can be told as, communication is re-defined by technology. Texts, email, tweets, tele and video conferencing have widely saved much time of people and made them recipients of today’s fast moving world.

Communication beyond history

Ancient nomads used to communicate with the help of drawings and paintings. Chauvat Cave in France is one such example which proves that communication through cave painting had taken place 30,000 years ago Before Christ (BC). Throughout the world many such cave painting monuments has been discovered. One in South Sulawesi, Indonesia and Coliboaia Cave in Romania gives an idea about how communication would have prevailed among people those days.

Later came symbols. Historical evidences prove that, symbols were used by people around 10,000 B.C. Through rock carvings pictograms were developed by ancient people to tell a story to their next generations through logographic images. It is said that, culture among human groups have evolved through rock carvings. Later, ancient cultures developed ideograms. Egyptians had their own style of communication called Hieroglyphs. Chinese created their own characters. Lastly, the alphabets re-defined language and communication was developed around 2000 BC.

5.1 Introduction

In many problems of economics, we may want to know how small or how large a certain quantity may become. In other words, we may want to know the minimum and maximum values of some functions of variables.

The term ‘optimisation’ may be used in general, both for maximisation and minimisation. The term ‘optimal position’ is often applied to the ‘equilibrium position’ resulting from the balancing of the forces.

1.1 Common Logarithm

Logarithms to the base 10 are called common logarithm. This system was first introduced by Briggs in 1615. The mathematician Napier was the inventor of logarithms and Briggs was a contemporary of Napier. From the equation 10x = N, it is evident that the common logarithm will not always be integral and that they will not always be positive.

We have

 3154 > 103 and 3154 < 104

 Hence, log10

 3154 = 3 + a fraction

 Again we have

0.067 > 10–2 and 0.067 < 10–1

 Hence, log10

 0.06 = –2 + a fraction

 = 2+ a fraction

Date:

Objective: To visit a newspaper organization to understand its structure and functions.

Description: A newspaper is a periodic publication containing written information about current events and other information that is of interest to the readers. A newspaper organization usually consists of the following departments:

a) Editorial department: The editorial department collects, processes and finalizes all content and images that are published in the newspaper. News/ information collected by the journalist or contributed by various writers is made readable, presentable and attractive to the readers through editing and proof reading by the editorial team.

Date:

Objective: To write an article for a farm publication.

Description: Print media can be used at the receivers’ convenience and can be preserved for future reference. It can also be used to reach the readers at a relatively low cost and the information can be verified by the reader. Due to these advantages, print media is an important form of communication, especially for development purpose. The term “farm publication” is used to refer to any publication that is prepared by an extension agency/ development department and contains information related to improvement of farming practices. Farm publications can be of various types such as leaflet, folder, magazine, newsletter, etc. Farm publications are very useful for literate farmers and can also be used by illiterate farmers with the help of others.

Date:

Objective: To write a script for a short video production.

Overview: A script is a written document that contains description of the setting, characters, dialogue, and stage directions for an audio-visual production. It is used to communicate information about actors, costumes, sets, and other aspects of production to those who will be involved in program production. While screenplay tells a story, a script (especially shooting script) mainly helps in production. Another difference between a screenplay and a script is that the former conveys what the audience will see on the screen, whereas the script guides the production team. A storyboard refers to pictorial representation of shots in a sequential order. It is very handy during shooting short videos like commercial or public service messages.

Date:

Objective: To understand shot sizes in a video production.

Overview: Shot, in video production refers to one continuous recording by the camera. It comprises of a series of frames (still images) and There are 24 frames in one second. A shot includes eeverything recorded between switching on and switching off the record button on the camera. It can contain movement of both camera and talent.

Date:

Objective: To visit a video production facility to understand the process and set up.

Overview: Video programs are often produced in a studio environment as it is convenient, easy to manage and there are very few disruptions. A typical video production facility comprises of two areas – control room and the studio floor. Director, assistant director, video and audio technicians sit in the control room. The control room has a series of monitors that display the final and camera outputs. It may also have “on air” and “preview” monitors which display images being broadcast and to check the image before recording, respectively. The control room also has a production console, which is used to select the video and audio output.

Date:

Objective: To understand basics of photography and practice taking good quality photographs.

Overview: Photograph refers to any image which is created when light falls on a photosensitive surface. With the advent of mobile phones and decreasing cost of technology, many people are taking up photography as a hobby or profession. Photographs are very useful in communication, extension and education, as they arouse interest, simplify complex ideas/ things, can be used to convey messages to illiterate people, and enhance credibility of the information. Apart from technical expertise, it is important to know the basics of composition to take good photographs.

Date:

Objective: To write a radio script for infotainment program.

Overview: Radio is an electronic audio medium that can broadcast messages to a large number of dispersed audience. Radio has several advantages as a medium of communication, especially in rural areas:

a) Radio can be carried around.

b) Low cost of production and ownership.

c) Usage is not limited by literacy and technical know-how.

d) It can be used by the listener while doing other tasks.

e) Usage is not limited by power supply.

f) Easy to operate.

Date:

Objective: To practice giving an entertainment or special occasion speech.

Overview: Entertainment and/ or special occasion speeches are short, simple and often meant to be humorous and entertaining. Special occasion speeches include welcome address, award presentation/ acceptance speech, after dinner speech, farewell speech, eulogy, etc. Entertainment or special occasion speech is often an impromptu speech i.e. they are usually given without any preparation.

Date:

Objective: To practice public speaking.

Description: Public speaking refers to communication with a large number of audience in a face-to-face situation. Public speaking differs from most other types of communication as the roles of sender and receiver are distinct and different. Also, in case of public speaking, the onus of taking the interaction forward primarily lies with the speaker. Consequently, many people find it daunting and stressful and try to avoid public speaking situations.

Date:

Objective: To make group presentation.

Description: Group presentation refers to presentation of subject matter by few or a group of people. Group presentations are fairly common in professional life and hence, one should have a mastery over how to prepare and make group presentations. If handled properly, group presentations have several advantages over individual presentations. They are more attention grabbing and interesting as the mere presence of more than one individual introduces variety into the process. Work can be shared among the team members and knowledge and resources can be pooled for better outcome.

Date:

Objective: To practice group task.

Overview: Teamwork and good interpersonal relationships are of great importance in professional life. Hence, organizations often use various methods to test qualities such as communication/influencing/leadership skills. One commonly used method is assigning group task to the candidates. Group task requires striking a balance between team goals and individual success. The team members are expected to contribute to the overall goals while furthering their individual objectives. Additionally, the evaluator can observe leadership skills, team spirit, communication skills, analytical and decision-making skills of the group members without being intrusive. One can also judge the role for which a particular member is best suited. The time assigned for a task-based group discussion/ group task can range from 10 to 60 minutes depending upon the complexity of the task.

Date:

Objective: To practice case-based group discussion.

Overview: A case is a detailed description of anything that has happened in real life. In a case, real names are often changed to ensure confidentiality and protect the privacy, but it is not a fictitious account. A case presents a situation, or a problem and the learner is expected to suggest a solution based on the information given in the case. Case based group discussion is often used to test the analytical and reasoning ability of the participants. While participating in a case-based group discussion, the students should start by recognising and defining the problem. This is followed by listing as many solutions as possible with contributions from all the group members. In the next step, each solution is evaluated critically by the group members keeping in mind the information/ data/ facts given in the case. Finally, the best possible solution is put forth by the group. It is important to remember that there are no right or wrong solution as any option is often a trade-off.

Date:

Objective: To practice group discussion and understand the do’s and don’ts of group discussion process.

Overview: Group discussion is a form of discourse, which occurs when more than two people recognize a common problem, exchange and evaluate information and ideas. Their efforts may be directed towards a better understanding of the topic or solving a problem. Group discussion occurs in a face-to-face or co-acting situation. It is a democratic method in which equal opportunity is given to every participant to express his/ her opinion. In formal settings, group discussion takes place under the direction of leader. Group discussion is often used by academic institutions or employers to assess certain traits and skills of the participants. The number of participants usually is around eight, but there is no hard and fast rule. When being used as a method of assessment/ evaluation, the group is given a topic.

Date:

Objective: To prepare a projected audio-visual aid (power point presentation).

Description: Audio-visual aids that are magnified and projected on to a screen are called as projected audio-visual aids. There are three methods of projection:

a) Direct projection: In this case, light rays from the source of illumination pass through condenser lens, then hit the object and go through objective lens and fall on the screen. Slide projector is an example of direct projection.

Date:

Objective: To prepare a non-projected audio visual aid (poster).

Description: Poster is a placard displayed in a public place to raise awareness. A well-made poster must attract attention of passers-by and motivate them to take action. Here are a few tips for making effective posters:

a) A good poster should rely on pictures rather than words. While there is no strict rule regarding the number of words, try to use no more than 10- 12 words.

b) The font size should be big enough to read from a distance as posters are displayed at public places. If there is a variation in font size, increase the size as you move from top to bottom. In addition, while choosing colours, keep the background against which the poster will be displayed in mind.

Date:

Objective: To prepare a non-projected audio-visual aid (folder).

Description: Folder is a single thick sheet of paper, which is usually folded once or twice. Folder contains essential information about a place, event, etc. which is printed on a good quality paper. A folder is prepared as and when needed and is distributed free of cost.