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Transcript of communication
What is Communication?Communication is conveying of information or
data from one person (the sender) to another (the receiver).
Both the sender and the receiver have a part to play in the communication process.
Competence in oral communication – in speaking and listening , personal, and professional success in life.
Oral communication competence can contribute to individuals' social adjustment and participation in satisfying interpersonal relationships.
• Developing the Ability to Speak.• Qualifies One to Participate in Public Life.
• Effective communication is essential in business both for organizations and for individuals.
• Effective communication is a key skill in
Impression management.
BECAUSE…
Why communication skills needed?If no communication skills
Damaging professional growthLimiting movement to top management
positions
Listening: heart of communicationAbout 80% of each day listening
Increasing as you climb the professional ladderIssues
Reflective listeningPhysical listening
Reflective listeningFocusing on
listen for prevailing emotionput yourself in the speaker shoes
How to doindicate your interestDon't interrupt speakerInvolve your whole body (e.g., good eye
contact)Make speaker pay attention (e.g., "Hmmm",
"Really", "That's interesting")
The Sender The sender is responsible for creating a
message (encoding) that is clear, polite, concise.
He must take into consideration the receiver in terms of age, maturity level, sex, language and other background.
The Receiver The receiver who will be either listening,
reading or observing – is responsible for listening carefully/ reading cautiously.
Problems/ barriers/ breakdowns may arise at any of the following levels:
(a) The sender's level in (i) formulating/ organizing thought, ideas,
message(ii) encoding the message
(b) The receiver's level in (i) receiving the message; (ii) decoding the received message; (iii) understanding/interpreting the message.
(c)Transmission level where 'noise' occurs.
(d)The feedback/reaction level that is a necessary condition of the completion of the process.
Communication Barriers
Miscommunication can originate at three levels: at the level of the transmitter of the medium, or of the receiver. In technical parlance, any thing that Obstructs free flow of communication is called 'noise'. Or we may refer to it simply as a 'barrier' to communication.
Wrong choice of Channel
Physical barriers1. Noise. Noise is quite often a barrier to communication. 2. Time anti. distance. Time and distance also act as barriers to the smooth flow of communication.
Semantic barriers1. Interpretation of words. Most of the communication is carried on through words, whether spoken or written. But words are capable of com municating a variety of meanings. 2. Bypassed instructions. Bypassing is said to have occurred if the sender and the receiver of the message attribute different meanings to the same word or use different words for the same meaning.
Socio-psychological barriers1.Altitudes and opinion: Personal, attitude and opinion
often act as barriers to effective communication. If an information agrees with· our opinions and attitudes, we tend to receive it comfortably. It fits comfortably in the filter of our mind. But if an information disagrees with our views or tends to run contrary to our accepted beliefs; we do not react favorably.
2.Emotions. Emotional states of mind play an important role in the act of communication. If the sender is perplexed, worried, excited, afraid, nervous, his thinking will be blurred and he will not be able to organize his message properly.
3. Closed mind. A person with a closed mind is very difficult to com municate with.
Internal Communication is
With people inside the organisation.
e.g. Notice Board.
Types of communications
VERBAL COMMUNICATION
It means communicating with words, written or spoken. Verbal communication consists of speaking, listening, writing and reading
CHARACTERSTICS OF EFFECTIVE VERBAL COMMUNICATION
Consider the objective Be sincere Use simple language, familiar words Be brief and precise assume nothing Use polite words and tone Say something interesting and pleasing
MERITS
More personal and informal Makes immediate impact Provides opportunity for interaction and
feedback Help us correct ourselves (our
messages according to the feedback and non-verbal cues from the listener)
It is fastest and less expensive
DEMERITS
It can be quickly forgotten. A word once uttered cannot be taken
back There is no legal evidence of oral
communication Impact may be short lived Very difficult to be conscious of our
body language
BARRIERS TO EFFECTIVE VERBAL COMMUNICATION STATUS- formal and informal status
levels affects effectiveness of face to face communication
COMPLEXES- lack of confidence or sense of superiority.
ABSTRACTING- it is partial and selective listening, leading to loss of information
LANGUAGE BARRIER- listener should be familiar with the language used by the speaker.
NONVERBAL COMMUNICATION
Nonverbal communication includes all unwritten and unspoken messages, both intentional and unintentional.
TYPES OF NON VERBAL COMMUNICATION
Kinesics communication Meta communication
-Body language. -through words, depicting alternate meaning.
-includes behavior. -shows latent meaning.
Forms of non verbal
communication
Facial expressio
n
Body moveme
nt
Gestures
Eye contact
voice Touch
Pitch RangeQuality ToneVolumeDurationPauses and silence
SorrowTensionHappinessTiredCrazyangry
Hand HeadLegsWay ofstanding
Single &Double hand GesturesOther move--ments madeBy body
Healing TouchSocial TouchEtc.
FEATURES :
Non verbal communication flows through all acts of speaking or writing.
They are the wordless messages .
Is a creative activity , which comes through stimuli produced by the mind.
Importance of non-verbal communicationA person to have quality communication skills must possess the knowledge of non-verbal communication.As compared to words and vocal variety non-verbal communication matters a lot.
Upward communication,
Downward communication, horizantal communication
Formal Communication
President
VicePresident
VicePresident
Manager Manager Manager Manager
Efforts at coordination
Info
rmat
ion
Instru
ction
s and
directives
Some examples of formal communication include reports, presentations, and media releases. This type of communication is usually planned and takes some time and effort to prepare.
Formal Communicationdownward communication:
instructions, directions, orders feedback
upward communication:data required to complete projectsstatus reportssuggestions for improvement, new ideas
horizontal communication:coordination of cooperation
Informal Communication
Deviation from the planned communication structure
Direction of the flow of informationLeaving out people in the communication lineIntegrating people into the communication line
Informal communication includes emails and ad-hoc discussions. Informal communication has increased as many projects start to use social networking.
Informal Communication
information shared without any formally imposed obligations or restrictions
if an organization’s formal communication represents its skeleton, its informal communication constitutes its central nervous system
eng. “grapevine“ (a secret means of recieving or spreading information)
An organization’s informal channels of communication, based mainly on friendship or acquaintance
11/18/2003
Informal Networks
Y
D
C
B
A
Chain
AJB
D H I
K
F
GE
C
Gossip
A
F B D
J
H
CE
K
G I
X
Probability
A
C
D
F
J
IB
Cluster
- chain:every member passes on information, but to just one person - gossipone person passes on information to all the others that he encounters- probability chainno structureA is very talkative and outgoing type, passes on information to random contacts - clusterinformation is passed on to selected personsmost common patternselectivity: pass on information to people with whom you are in close contact
April 15, 2023 38
We need toimprove communication... as
70 % of our communication efforts are:misunderstood misinterpreted rejected distorted or not heard