3.5 Drafting a Virtual Message
Ice Breakers:-
(i) Given below is a two-way communication cycle or the process of communication.
(a) Can you guess the role of the sender and the receiver in this process? What do we encode? What do we decode?
Answer:
Role of sender:
The person who initiates (delivers) a message in the communication process is called the ‘sender’ or communicator. The sender might be a speaker, a writer or someone who merely gestures.
Role of receiver:
In the communication process, the "receiver" is the listener, reader, or observer—that is, the individual (or the group of individuals) to whom a message is directed. The receiver is also called the ‘audience’ or decoder.
What do we encode?
Encoding is the process of translating mental images into understandable symbols that can be shared with receivers. We encode means we change the information into symbols, language or gestures
What do we decode?
Decode means to interpret the sender's message, both verbal and nonverbal, as quickly as possible. The process of interpreting the message is known as decoding. We decode means understand the message.
(b) People send messages to others for different purposes. Mention at least five purposes/reasons for which messages are generally sent.
Answer:
1) To give information
2) To express feelings
3) To persuade
4) To give instruction
5) To educate or guide
6) To give or to take help
7) To influence others
8) To inspire
9) To give suggestions
10) To express manners or etiquettes
(ii) Given below is a tree-diagram / table explaining two major types of messages. Complete the blank boxes in the diagram.
Answer:
Drafting a Virtual Message:
Communication is an integral part of human nature. Exchange of ideas, thoughts and information from one person to another is communication. Before the advent of oral communication, non- verbal methods were used such as gestures, facial expressions and body movements.
Various forms of communication:
1) Oral
2) Written
3) Virtual
A Message:
A message is a short piece of information that you give to a person when you cannot speak to him directly.
A message is an informal means of communication. The receiver of the message has to go through the given message and pick out the most important points of information.
Then, he/she should be able to reproduce that information in order to convey it to the person for whom it is intended.
Four types of messages:
1.Positive Messages:
(Convey good feelings through thanks, appreciation, expression of interest, sympathy, extended help, solace.)
2.Negative Messages:
(Convey disappointment, disapproval, dissatisfaction, messages of disapproval, disagreement, denial, refusal, cancellation, etc.)
3.Neutral Messages:
(No feelings, no emotions, no sentiments, dry messages, messages showing neither joy nor sorrow, messages that do not draw any conclusion)
4.Persuasive Messages:
(act that communicates persuasively, agreement on the writer’s point of view, use of convincing language or words)
Virtual Communication:
We define virtual communication as a mode of communication that includes the use of technology-audio and video to communicate with people who are not physically present in front of us.
Six major types of messages:
1.Directional Messages –
Suggesting what should be done
2.Messages of Possibility –
Telling about what may be happen
3.Messages of Reality –
Presenting the truth
4.Messages of Necessity –
Showing the need of the situation
5.New Idea Messages –
Giving inspirational ideas
6.Reframing Messages –
Showing new outlook
Message Writing:
Most often the input for a message comes in the form of a telephonic conversation between two people. The virtual conversation conveyed in the conversation is to be converted into a message for a third person. Such messages are written on small pieces of papers called memo-slips.
Points to remember:
1) Only the most important details should be written.
2) No new information should be added.
3) Grammatically correct sentences should be used.
4) The message should be written in simple language and without any abbreviations.
5) Check your message before you submit and send it.
6) Be friendly and polite.
7) Avoid the words that would create confusion or a chaotic situation.
Format of message:
1) Date
2) Time
3) Name of a person to whom the message is directed
4) Body of the message
5) Name of the writer / sender
6) Write message in a rectangular bracket
7) The word limit of a message should be 50 to 100 words only.
Tips:
1) Make sure to use the language that is suitable for the reader.
2) Keep to the word limit up to 50 to 100 words.
3) Do not add extra information. Message should be short and to-the-point.
4) Plan before you pen. Just make a list of all the important points so that
you do not forget the relevant points while writing.
5) Make sure you double check for grammatical accuracy and spellings.
6) Enclose the message within a box using a pencil or pen.
7) Do not use long sentences in the body of the message.
Model Activity:
Activity No. 1
You are Aditya. Today you had the following conversation with Pranav, a friend of your elder brother, Arnav:
Pranav: Hello! Is it Aditya?
Aditya: Yes. I’m Aditya speaking. What can I do for you?
Pranav: Well, Aditya! I’m Pranav, your brother Arnav’s friend.
Aditya: Oh, I see. Well, my brother is not here now. So can I help you?
Pranav: Yes. Please convey him that he should bring my ‘Activity Work Book of English’ today in the college. I need it in the class.
Aditya: That’s fine. I’ll do that.
Pranav: Please donot forget it.
Aditya: I assure you about it. I will definitely convey your message to my brother.
As you are leaving for your school, write a message for your brother in about 50 words. Put your message in a box.
Answer:
Activity No. 2
Imagine, you have to leave early from home for an interview. Draft a message to convey the same to your friend. Give your own reasons to support your message.
Answer:
.
Chapter 3.5: Drafting a Virtual Message
Given below is a two-way communication cycle or the process of communication.
Can you guess the role of the sender and the receiver in this process? What do we encode? What do we decode?
Solution:
The sender could be anyone with more authority or understanding than that of the receiver. The receiver could be a subordinate. The role of the sender is to give feedback and that of the receiver is to implement it. In the process we encode the feedback and decode the message received.
People send messages to others for different purposes. Mention at least five purposes/reasons for which messages are generally sent.
Solution:
1. A message can be sent to inform someone.
2. A message can be sent to alert someone.
3. A message can be sent to greet someone.
4. A message can be sent to express displeasure.
5. A message can be sent to announce the news.
Given below is a tree-diagram explaining two major types of messages. Complete the blank boxes in the diagram. One is done for you.
Solution:
In pairs, enact the given conversation between Rakesh and Mrs. Sarkar.
Rakesh: Hello, may I speak to Dr Sarkar?
Mrs. Sarkar: He has gone to the hospital to attend the OPD. May I know who is speaking?
Rakesh: Yes. I am Rakesh Sood. My wife has been having a severe headache since yesterday. Since this morning she has also developed a high temperature. I would be very grateful if the doctor could come over to our place to examine her.
Mrs. Sarkar: Of course. Please let me note down your address.
Rakesh: It is B-49, New Colony.
Mrs. Sarkar: I will give him your message as soon as he returns.
Rakesh: Thank you.
Mrs. Sarkar had to leave for the school where she teaches. So she wrote a message to her husband. Draft the message in not more than 50 words.
Solution:
Message:
1st June 12:30 p.m.
Dr. Sarkar
Mr.Rakesh called up to say that his wife is down with a severe headache since yesterday, which turned into high-temperature today morning. He has requested that you visit them at the earliest. Address – B – 49, New Colony.
Mrs. Sarkar
Using information from the dialogue given below, write the message which Amrita left for her brother, Sourajit. (Do not leave out any vital information or add any new information).
Shekhar: Is this 28473892?
Amrita: Yes. May I know who is speaking?
Shekhar: I am Shekhar. I want to speak to Sourajit. I am his friend from IHM, Goa.
Amrita: I am his sister. Sourajit is not at home at the moment. Can you ring up a little later?
Shekhar: I shall be a little busy. Actually, I have got a placement at the Hotel Mumbai and will have to join with immediate effect. So right now I am trying to get all the formalities completed. This is the news that I wanted to give Sourajit. Will you do that for me? Also tell him that I will let him know my new cell phone number as soon as I get one.
Amrita: I’ll do that. Bye and all the best.
Amrita had to leave for office. So she wrote a note for Sourajit. Draft her message in not more than 50 words.
Solution:
Message:
5th Nov 1:20 p.m.
Sourajit
Shekhar, your friend from IHM Goa had called. He wanted to inform you about his new placement at the Hotel Mumbai. He is currently completing the formalities and would give you his new cell phone number as soon as he gets one.
Amrita.
You are Priyanka, a personal assistant to Ms. Sen. She was away attending a meeting when Mr. Garg rang up. You spoke to him and jotted down his message in your note- pad.
Draft the message for Ms. Sen using the information in your notes given below.
Mr. Garg – rang up – 5 pm – has received the CDs and the posters – coming tomorrow – to thank Ms. Sen and to personally hand over the cheque.
Solution:
Message:
28th Jan 5:15 p.m.
Ms. Sen
Mr. Garg rang up at 5 pm today. He wanted to inform you that he has received the CDs and posters. He expressed his pleasure and will be coming to the office tomorrow to thank you and personally hand over the cheque.
Priyanka
Read the following conversation between Aashna and Mr. Singh.
Aashna: Hello, may I speak to Ranajit, please?
Mr. Singh: Ranajit is getting ready for school. May I know who is speaking?
Aashna: My name is Aashna. I am Ranajit’s classmate.
Mr. Singh: Hello, Aashna. I am Ranajit’s father. Is there any message?
Aashna: Yes. Please ask him to bring his biology notebook to school today. I was absent from school due to illness. I would like to see the notes which our biology teacher gave to the class during my absence.
Mr. Singh: I will definitely do that. Since
Mr. Singh had to go for his morning walk he left a message for Ranajit. Draft that message in 50 words.
Solution:
Message:
3rd Dec 7:15 a.m.
Ranajit
Aashna, your classmate called while you were getting ready for school. She has asked you to carry your biology notebook to school. She wants to complete her notes that she missed during her absence.
Dad.
Rajat comes home from school and finds the door locked.
Since he has a duplicate key he enters and finds a note from his mother kept on the table. In it, she explains that she had to rush to the hospital with Mrs. Manohar, their neighbor, who had met with an accident. She has also written that he should have the rice and curry kept on the dining table for lunch. He could heat the food in the microwave oven if he wanted to, but he should be very careful while handling the switch.
Draft the message which Rajat’s mother left for him.
Solution:
Message:
19th Sept 12:30 p.m.
Rajat
I have taken Mrs. Manohar to the hospital as she met with an accident. Please have the rice and curry kept on the dining table for lunch. Warm the food in the microwave oven if you wish, but kindly be careful while handling the switch.
Mother.
Using the information given below, write a message which Manu left for his sister, Renu. (Do not add any new information. The message should not exceed 50 words).
Ruhaan rang up-book-reading session –‘Children Ask Kalam’ – Dr. A.P.J. Abdul Kalam – a compilation of letters received by him from children and his answers Oxford Book Store – 8 pm, this evening, – pick you up – 6:30 pm-attend reading session together.
Solution:
Message:
30th Aug 4:00 p.m.
Renu
Ruhaan called to inform about book reading session at Oxford Store at 8:00 p.m. Topic -‘Children Ask Kalam’ by Dr. A.P.J. Abdul Kalam. It is a compilation of letters received by Dr. Kalam from children. Ruhaan will pick you up at 6:30 p.m.
Manu
Given below is a template for a message. Imagine you are working as a receptionist in a company and you are supposed to maintain the call record. Complete the details given in the template for a particular message.
Solution:
Browse the net and prepare a tabular column to explain the ‘Dos and Don’ts’ while drafting messages.
Solution:
Browse the net to find innovative ‘Message Templates’.
Do it yourself.
Prepare a collection of short messages that are usually drafted and exchanged within the family members to keep them well informed and updated in case of different situations.
Solution:
Prepare a project titled, ‘The Importance of Messages in Everyday Life’.
Solution:
Importance of Messages in Everyday Life
1. Messages help you stay aware of the latest updates.
2. They’re short, simple, and easily understood.
3. They help you to communicate with your relatives, colleagues, friends, and family.
4. Better, stronger, and more reliable relationships can be built.
5. They help improve situations in the best interests of those involved.
6. Finally, they help us fill all the gaps in understanding those around us.
