Transcript major communication barriers

What is communication?
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The term communication has different
meaning in very sphere of life.
The exact meaning of communication is to
making oneself understood.
Convey your message to another.
Pass information from one place to another.
As in buying the raw materials in advertising
and selling the products.
Types of Communication
Verbal Communication
Written, communication, and the usage cannot be considered
incorrect.
Means of verbal communication
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Radio,
the telephone,
loudspeaker
telegraph,
the teletype,
the fax machine.
Types of Communication
Nonverbal Communication
Facial expressions, gestures, posture,
and tone of voice.
Its an important component of personal business interactions.
APPEARANCE.
In oral forms of communication, the appearance of both the
speaker and the surroundings are vital to the successful conveying
of a message.
Types of Communication
BODY LANGUAGE.
Body language, and particularly facial expressions, can provide
important information that may not be contained in the verbal
portion of the communication.
Shows hidden emotions that contradict verbal statements.
SOUNDS.
The tone, rate, as like sounds laughing,
throat clearing,
or humming.
Why Communication essential in Business?
Communication is the first and foremost tool of business buying
and selling things because when you buy Something you receive
a receipt that is the proof of that goods are sold by the shop
keeper.
The communicator should be very careful:
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Defamation (false statement)
2.
Fraud (Misrepresentation by the party)
3.
Invasion of privacy (Misuse of
biodata/information).
Channels of Communication
A.
Internal
Internal communication is that communication flows within the
organization.
this communication may be:
1.
Down ward
Communication that Follows from the superior.
2.
Up ward
Communication that Follows from the subordinates.
3.
Horizontal
Communication that Follows between personnel in one
department of equal same cadre/rank.
Communication Channel
B.
External
External
communication
is
inter
company
communication. effective communication improves:
Goodwill, public image,productivity,profit and public
credibility.
Brochures
Writers usually create brochures
information on a product or service.
to
provide
Communication Channel
Letters
Letters are primarily printed, formal business documents.
convey important,
non-routine information
job offers or refusals,
promotions,
awards and honors
and special announcement.
E-Mail Messages
E-mail messages are widely used in business as well as in
personal life.
Video E-Mail Messages
A relatively new variant of e-mail is video e-mail. While much
richer than text-based e-mail, video e-mail is still a one-way
communication channel.
Communication Channel
Telephone Conversations
A somewhat richer channel is the telephone.
It transmits sound rather than printed words.
Videoconferencing
As a communication channel, videoconferencing is extremely
rich. Its technology allows people in different locations to see and
talk with one another interactively.
Face-To-Face Meetings
Face-to-face meetings are ranked at the top of the richness scale
because they allow complete use of all senses and continuous
feedback.
Element of Communication.
communication is a two way process of exchanging ideas and
information between two persons so that recipient understand.
The process of communication involves five factors or elements.
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Sender
/ Writer
/Speaker
/encoder.
The person who intends to send a message to another.
2.
Message
The Message consist of verbal (written or spoken) symbols.
Element of Communication.
3.
Channel
/ medium
Selection of channels it depends upon the relationship
of a person.
4.
Receiver
/ Reader
/ Listener
/ Decoder.
Receiver that is receiving sent message that is decoder.
MAJOR COMMUNICATION BARRIERS
Here are the 7 top barriers.
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Physical barriers
Physical barriers in the workplace include:
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marked out territories, empires (which strangers are not
allowed)
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Separate areas for people of different status
MAJOR COMMUNICATION BARRIERS
2. Perceptual barriers
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The problem with communicating with others is that we all
see the world differently.
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If we didn't, we would have no need to communicate.
MAJOR COMMUNICATION BARRIERS
3. Emotional barriers
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One of the chief barriers to open and free communications is
the emotional barrier.
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It is comprised mainly of fear, mistrust and suspicion.
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While some caution may be wise in certain relationships,
excessive fear of what others might think
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Effective communicators and our ability to form meaningful
relationships.
MAJOR COMMUNICATION BARRIERS
4. Cultural barriers
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When we join a group we need to adopt the behavior patterns
of the group:
Accept as signs of belonging.
Acts of recognition, approval and inclusion.
In groups which are happy to accept you.
5. Language barriers
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Language that describes what we want to say.
Un-familiar with our expressions, buzz-words and jargon.
we can pay another person is to talk in their language
MAJOR COMMUNICATION BARRIERS
6. Gender barriers
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Distinct differences between the speech patterns in a man
and a woman.
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A woman speaks between 22,000 and 25,000 words a day.
whereas a man speaks between 7,000 and 10,000.
7 Interpersonal barriers
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It shows the relationship of the personal to whom he is
communicating.
Major Listening Listening Skills.
Good Listening is as important as good
reading,writing,speaking good listening requires:
practice, sympathetic attitude and understanding
mind.
When you are listening to anybody you must keep
some points in mind:
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Maintain attention.
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Physical environment effect the listening.
Major Listening Listening Skills.
3.
Match your thinking speed because thinking speed is
faster than speaking.
4.
Rapid thinking speed you may arrive at conclusion of
your own.
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maintain eye contact;
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don't interrupt the speaker;
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sit still;
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nod your head;
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lean toward the speaker;
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repeat instructions and ask appropriate questions
when the speaker has finished.
Major Listening Listening Skills.
Barriers to Listening
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Beware of the following things that may get in the
way of listening.
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bias or prejudice;
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language differences or accents;
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noise;
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worry, fear, or anger; and
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lack of attention span.
Interrupting.
Major Listening Listening Skills.
Barriers to Listening
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Not looking at the person speaking.
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Rushing the speaker.
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Showing interest in something other than the conversation.
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Getting ahead of the speaker and finishing his or her
thoughts.
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Not responding to the speaker's requests.
Major Listening Listening Skills.
Barriers to Listening
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Saying, "Yes, but . . ."
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Topping the speaker's story with "That reminds me. . ." or
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That's nothing, let me tell you about. . ."
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Forgetting what was talked about previously.
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Asking too many questions about details.
Definition of Essential Presentation Skills
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Graphical Representation of your Project or Task
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It is used to get an Idea from it.
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The CAGE decision-making model can help us in this
regard. Culture Audience Goal Etiquette
Use visual aids where you can
Use visuals (pictures, graphs, tables, props).
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Used 38% of the communication medium
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Ditch the bullet points
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Making the presentation memorable
Definition of Essential Presentation Skills
Rehearse, rehearse, and rehearse.
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Plan to rehearse your presentation out loud at least 4 times.
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Rehearse against the clock.
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Take a leaf out of Winston Churchill's book - memorize
your script.
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Video or tape record yourself
Definition of Essential Presentation Skills
The audience will only remember three messages
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What will they be?
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There are three parts to your presentation
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The beginning, the middle and the end.
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Use lists of three wherever you can in your presentation
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In Presentations "Less is More"
Interviews
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A formal meeting.
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The assessment of the qualifications of an applicant.
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Conversation between two or more people for the purpose of
yielding information for:
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guidance,
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counseling
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treatment,
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employment.
Interviews
General preparation before any interview
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Carry out research into the company.
Study any recent press cuttings about the company.
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You may like to practice your responses to some of the more
common interview questions.
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Prepare your interview resources before the day.
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you will need to take a couple of copies of your CV, a reference
list.
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Dress professionally.
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Must rehearse the interview in front of mirror or someone else.
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Be Prompt the question’s answers.
Interviews
Structured Competency-Based Interview
One-on-one interview
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Carried out by department supervisor,
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And sometimes with human resources personnel.
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Owner of the organization.
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Ask personal and job related questions.
Interviews
Behavioral / Situational Job Interview
Follow the lead of the interviewer in behavior, tone and ordering.
prepare a STAR analysis:
** S = name a SITUATION facing you or
** T = a TASK you had to complete
** A = describe what ACTION you took
** R = tell the RESULTS of your actions
Interviews
Screening interview (as like Viva-voce)
Interviewers are usually human resource professionals and the
format is usually that of straight questions and answers.
Committee/Panel interview
During committee interviews candidates are questioned by
several company personnel at once, this can be daunting but
try to keep cool.
Interviews
Telephone interview
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A telephone interview is not to be treated as an easier option.
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Do not let the interviewer totally lead the conversation.
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Speak in a clear voice,
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Answer the interviewers questions
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precisely
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Try to elaborate without talking too much.
Interview Process
Personal Goals:
Personal goals are when you decide what type of job you are
looking for.
What to ask the Interviewer:
At some point during the interview you will be asked if you
have any questions
Be prepared to ask thoughtful and useful questions.
"What would my job duties include?"
“Is there a chance for promotions?"
"What type of things would I be in charge of?
Interview Process
Knowledge about the Company:
The second area that you can prepare yourself in is knowledge
about the company itself.
Dressing Properly:
You can also prepare for the job interview by making
sure you are dressed properly.
Practice Answering Questions:
It is the job of the interviewer to find out as much jobrelevant information about you as possible.
Interview Process
ACTION: During the Interview
This part of the interview process is the actual face-to-face
interview.
There are many things to consider once you get to the
place where the interview will be conducted.
(1)
(2)
(3)
(4)
(5)
arriving on time
introducing yourself
conversing with the interviewer
responding to questions, and
interviewing do's and don'ts.
PUNCTUATIONS
Periods
1. End sentences
2. Abbreviations
3. Outlines
M.B.B.S
Question Marks
Question marks end all direct questions.
Exclamation point
Exclamation point is used at the end of a sentence or after an
interjection to show strong emotion or emphasis.
Semicolons and Colons
Semicolons and colons were originally used to designate
pauses shorter than a period and longer than a comma.
PUNCTUATIONS
Quotation Marks
Quotation marks normally come in pairs to set off a portion of
text for a variety of purposes.
When a person or work is quoted directly and word for
word, the quotation is placed in quotation marks.
Underlining and Italicizing
Underlining words and Italicizing words in standard written
English mean the same thing.
Longer written works include:
books, full-length plays, films,
longer musical compositions,
periodicals.
PUNCTUATIONS
Dashes and Parentheses
Dashes and Parentheses are both used to show an
interruption in thought or some kind of aside.
Parentheses with Certain Numbers or Letters
Parentheses are used around numbers showing dates:
(usually dates of birth and/or death),
inserted figures,
numbers or letters
TENSES
Definition:
The time of the verb is simply called its Tense.
There are three main tenses:1: The Present Tense
2: The Past Tense
3: The Future Tense
TENSES
Formation:
Formation of the three main tenses
1) The Present Tense ---- The first form of the
verb:
I go ,I see
2) The Past Tense-------- The second form of the
verb:
I went ,I saw
3) The Future Tense -------Shall or will and 1st
form:
TENSES
Branches of each tense:
Each tense has four branches:
1)
2)
3)
4)
Indefinite
Continues
Perfect
Perfect continues
TENSES
Formulae:
The Present Indefinite Tense:
Sub+verb1st form+s/es+obj
He goes to school
She plays
It gives milk
Imran reads
The Past Indefinite Tense:
Sub+ verb 2nd form+obj
I drank milk
He went to school
The children made noise
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The Future Indefinite Tense:
Sub+ shall/will+ verb 1st form+ obj
I will drink milk
He will go to school
Children will make noise
ICE
There are two voices:
1) Active
2) Passive
Active:1) Bano sings a song.
Bano.
2)He caught the thief.
caught by him.
3) The cat will catch
caught by
the mouse.
Passive:A song is sung by
The thief was
The mouse will be
the cat.
VOICE
Present:- is,am,are
Past:was,were
Future:- will be
Six tenses in Active and Passive voice;
Tense
1)
2)
3)
4)
5)
6)
Present Indefinite
Past Indefinite
Future Indefinite
Present Continues
Past Continues
Present Perfect
Active
Zia eats rice
Zia ate rice
Zia will eat rice
Zia is eating rice
Zia was eating rice
Zia has eaten rice
Passive
Rice is eaten by Zia
Rice was eaten by Zia
Rice will be eaten by Zia
Rice is being eaten by Zia
Rice was being eaten by Zia
Rice has been eaten by Zia
VOICE
Nominative
Objective
I
me
We
us
You
you
He
him
She
her
They
them
When pronoun changes from subject to object so
they be like above.
CORRECT ENGLISH
Direct and Indirect Speech
Direct Narration the verb ‘SAID’ or ‘says’
I said,
“ I am not well”.
Reporting Verb
Reporting Speech
Direct Narration:
You said, “he lived in that house”.
Indirect Narration:
You said that he lived in that house.
The Indirect statement represent by THAT.
CORRECT ENGLISH
Rule-1
Remove the Quotation Mark and comma
Omit THAT when:
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Question
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Exclamations
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Imperative
He said, “I am not well”.
He said that I was not well.
CORRECT ENGLISH
Rule-2
If reporting verbs in the past Tense, the verb in the Reported
speech is changed into the corresponding past Tense.
I said,”I drink the milk”
I said that I drank milk daily.
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Shall change into Should or Would
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Will into Would
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Can into Could
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May into Might
I said ,”I shall go there”
I said that I should go there.
CORRECT ENGLISH
Rule-3
If reporting verbs in the present or future Tense, the verb in the
Reported speech is remain same.
I says ”Hamid is right”
I says that Hamid is right.
He will say, “They have not seen the place”
He will say that they have not seen the place”
CORRECT ENGLISH
Rule-4
If reported speech states UNIVERSILLY TRUTH,
PERMENETLY TRUE, the verb in the Reported speech is remain
same.
He said, ”Honesty is the best policy”
He said that honesty is the best policy.
I said, “The moon moves around the world”
I said that the moon moves around the world.
CORRECT ENGLISH
Rule-5
Pronoun are changed as follows:
Pronoun of the 1st Person in the reported speech is
changed into a pronoun of the same person, gender, number.
Amin said, ”I am happy”
Amin said that he was happy.
You said,” I can not run”
You said that you could not run.
He said to me, ”You are lazy”
He said to me that I was lazy.
CORRECT ENGLISH
Rule-6
When Reporting verb in the Past Tense.
Thus we change:
This
These
Here
Come
Hence
Ago
Now
Today
into
into
into
into
into
into
into
into
That
Those
There
Go
Thence
before
then
that day
Tomorrow
yesterday
last night
tonight
henceforth
into
into
into
into
into
the next day
the day before
the night before
that night
thenceforth
CORRECT ENGLISH
Rule-7
The question is introduced by some verb like ‘ask’, ’demand’,
‘inquire’ instead of tell or say.
The conjunction that is not use at all when:
who, which, where, when, whom, whose, what, how
He said to me, “where are you going”
He asked me where I was going.
COMPLIMENTARY CORRESPONDENCE
ON RECEIVING MONEY:
Golden Gate,
Karachi
April 10, 2008
Dear Amir,
Thanks a lot for your Rs. 500/- when I was in a
great financial fix.
A friend in need is a friend indeed !
Yours
Kamran
COMPLIMENTARY CORRESPONDENCE
ON RECEIVING ADVICE:
Dear Daddy,
Many thanks for your advice not to take a
government job. I will learn like you to stand on my legs
and not “dine at the public through" as they nickname
government servants in America.
Yours
Kashif
COMPLIMENTARY CORRESPONDENCE
ON GETTING A JOB
Dear Hanif,
Please accept my sincerest gratitude for
getting me a job in the D.C.M. Chemicals.
Every time I get my pay packet, my heart
blesses you.
yours
Saleem.
Formal and informal invitations
FORMAL INVITATION TO DINNER:
Mr. and Mrs. Khan
request the pleasure of
Mr. and Mrs. Hussain’s Company at Dinner
on Sunday April 13, 2008 at 8 p.m.
Indus Hotel,
Hyderabad.
Formal and informal invitations
FORMAL ACCEPTANCE
Mr. and Mrs. Hussain’s company
thankfully accept
Mr. and Mrs. Khan invitation to Dinner
on Sunday April 13, 2008 at 8 p.m.
Indus Hotel,
Hyderabad.
FINANCIAL CORRESPONDENCE
ASKING FOR PAYMENT OF A BILL
Madam,
We sent you last week our bill for groceries
supplied to you in the month of March.
Kindly take the trouble to expedite it at an
early date.
Yours faithfully,
Green Grocer.
FINANCIAL CORRESPONDENCE
REPLY TO ABOVE:
Dear Mr. Green Grocer,
Thanks for your letter dated- I regret my
liability to settle your bill this month due to
unavoidable circumstances. However I shall
settle both the bills in May.
Hopping that you would not mind it.
yours faithfully
Housewife.