Transcript Communication Presentation

Narendra Kumar
COMMUNICATION IS THE ART OF
TRANSMITTING INFORMATION, IDEAS AND
ATTITUDES FROM ONE PERSON TO
ANOTHER.
COMMUNICATION IS THE PROCESS OF
MEANINGFUL INTERACTION AMONG HUMAN
BEINGS.
Effective Communication is crucial for all areas of
life to maintain good relationship
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Between husband & wife
Between parents and children
Between teacher and students
Between doctor and patient
Between employer and employee
Between colleagues
Between every level of an organization
Etc, etc
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No matter how brilliant and invaluable your idea,
it is worthless unless you can share it with others
Effective communication is crucial at every level
of an organization
To effectively communicate a complex idea,
requires skills beyond elementary conversation
Communication is a two-way process involving
an exchange of ideas
Communication is Effective if the message
received is the same as message sent
 PERSONAL PROCESS
 OCCURS BETWEEN PEOPLE
 INVOLVES CHANGE IN BEHAVIOUR
 MEANS TO INFLUENCE OTHERS
 EXPRESSION OF THOUGHTS AND EMOTIONS
THROUGH WORDS & ACTIONS.
 TOOLS FOR CONTROLLING AND MOTIVATING
PEOPLE.
 IT IS A SOCIAL AND EMOTIONAL PROCESS.
What are the most common ways
we communicate?
Written Word
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An interaction where both participants are
present
Tend to use informal vocabulary
The interruptions and overlaps are common
Characterized for being Dynamic
Is spontaneous and instant
Give the opportunity to rethink or rephrase the
utterance
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The writer is usually distant from the reader, so
no visual cues and no immediate feed back
Use formal vocabulary, including words which
are not normally used in spoken language
There is time lag between production &
reception
Organized and compact expression due to
careful sentence structure
The Communication Process
Medium
Barrier
SENDER
(encodes)
Barrier
Feedback/Response
RECEIVER
(decodes)
Sender:
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Why to communicate?
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What to communicate?
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Usefulness of the communication.
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Accuracy of the Information to be
communicated
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Encoding:
The process of transferring the information you
want to communicate into a form that can be sent
and correctly decoded at the other end.
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Ability to convey the information.
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Eliminate sources of confusion. For e.g. cultural
issues, mistaken assumptions, and missing
information.
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Knowing your audience.
Medium (Communication Channels)
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Verbal Communication Channels
◦ Face-To-Face meetings,
◦ Telephones,
◦ Video Conferencing.
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Written Communication Channels
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Letters,
e-Mails,
Memos,
Reports.
Receiver
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Effective Decoding:
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Listen actively
Reading information carefully
Avoid Confusion
Ask question for better understanding
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Influence on Receiver:
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The prior knowledge can influence the receiver’s
understanding of the message
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Blockages in the receiver’s mind
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The surrounding disturbances
Feedback:
Feedback can be:
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Verbal Reactions and Non-Verbal Reactions.
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Positive feedback and Negative feedback.
Strengths and Weaknesses
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Verbal Communication:
Strength - Role of Body Language
Weakness - Not possible to give long list of
directions
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Written Communication:
Strength - A proof of a communication
Weakness - Written words does not show a
person’s actual feelings
Barriers to Communication
Internal Barriers
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Fatigue
Poor listening skills
Attitude towards sender
Lack of interest in message
Fear
Mistrust
Problems at home
Negative attitude
Barriers to Communication (contd.)
External Barriers
• Noise
• Distractions
• Email not working
• Bad phone connections
• Environment
• Language differences
Hearing Vs Listening
Hearing
• Physical process
• Natural
• Passive
Listening
• Physical as well as mental process
• Active
• Learning process
• A skill
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Value of Listening
 Listening to others is an elegant art.
 Good listening reflects courtesy and good manners.
 Listening carefully to the instructions of superiors improves
competence and performance.
 The result of poor listening skill could be disastrous in business,
employment and social relations.
Good listening can eliminate a number of imaginary grievances of
employees.
Good listening skill can improve social relations and conversation.
Listening is a positive activity rather than a passive or negative
activity.
Downwards Communication :
Highly Directive, from Senior to subordinates, to
assign duties, give instructions, to inform, to offer feed
back, approval, to highlight problems etc.
Upwards Communications :
It is non directive in nature from down below, to give
feedback, to inform about progress/problems, seeking
approvals.
Lateral or Horizontal Communication :
Among colleagues, peers at same level for information
sharing, for coordination, to save time.
Business Communication is incomplete
without
Planning
 Writing
 Completing
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Planning
Study or analyze your purpose
 Prepare your layout for writing schedule
 Identify your audience
 Investigate about your audience need
 Always adapt the right medium
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Writing
 Define
the main idea
 Collect all points on that idea
 Choose direct or indirect approach
 Choose good words carefully so that
you can create effective sentences
Completing
 Evaluate
content
 Review your readability
 Rewriting for clarity
Business Communication Process
can be divided into six phases:
1. Sender has an Idea
2. Sender encodes Idea
3. Sender transmits message
4. Receiver gets message
5. Receiver decodes message
6. Receiver sends feedback
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An Active Listener
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An Effective Presenter
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A Quick Thinker
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A Win-Win Negotiator
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Speaking
◦ Know what you want to say
◦ Control Fear
◦ Stop Talking and Listen
◦ Think before you talk
◦ Believe in your message
◦ Repeat Major Points
◦ Find out what your Listener wants
Tips to improve Communication (contd.)
Body Language
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Keep appropriate distance
Touch only when appropriate
Take care of your appearance
Maintain eye contact
Smile genuinely
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Techniques
◦ Reduce Jargon
◦ Use Humor
◦ Ask for feedback
◦ Increase your vocabulary
◦ Watch your tone
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Listening
◦ Prepare to Listen
◦ Focus on the Speaker
◦ Screen Out Distractions
◦ Concentrate on the Message
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Speaking and Listening
◦ Ask Questions
◦ Avoid Daydreaming
◦ Accept Accents
◦ Use mind mapping
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Speaking and Writing
◦ Get to the Point
◦ Explain Abstract words
◦ Ask for what you want
◦ Illustrate with personal examples
◦ Express Emotion
◦ Keep it simple
◦ Take notes
◦ Use Short Sentences
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General Tips
◦ Be receptive to New Ideas
◦ Respect the Other Person’s Point of View
◦ Use Good Manners
◦ Avoid Words that Hurt
◦ Handle Disagreements with Tact
◦ Understand the Importance of Timing
◦ Present a Good Personal Image
Success for YOU…
…in the new global and diverse
workplace, requires
excellent communication skills!
Questions