Communication skills ppt.ppt

7/28/2019 Communication skills ppt.ppt

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COMMUNICATION

Communication is cycle or

loop that involves at leasttwo people


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Communication

When you communicate with anotherperson, you perceive their response andreact with own Thoughts and Feeling

We communicate with words, voice qualityand with our body: postures, gestures,expressions.

Communication involves a message thatpasses from one person to another


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Communication is a multifaceted

word that covers just about any

interaction with others

Casual Conversation Persuading

Meeting Negotiating etc


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Communication Its

Meaning & Nature

All communication has five clearlyidentifiable features;

It is meaning- based It is conventional.

It is appropriate

It is inter-actional

It is structured.

All communication is by natureconversational.


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Importance and purpose of

communication

Every organization is a society

comprising different kinds of people. Communication is a necessary part

of the process of change.

Communication is of vital

importance to an organization bothinternally and externally


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Dimensions of

communication

Communication is a multi -directional activity

The directions or dimensions ofcommunication are downward,upward, horizontal or lateral, anddiagonal or crosswise.


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Channels of Communication

Formal Vs Informal

All communication passes throughsome well-defined stages orchannels

The channels of communication areformal or informal

The informal channel is also calledthe grapevine.


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Functions of Communication

Communication is the lifeline of anyorganization

Communication performs four basicfunctionsinformation, control,

motivation, emotional expression andinter-dependence.


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INTRA PERSONAL

COMMUNICATION

We communicate to ourselves

Communication is an ongoing

process and unending processand it continuously takes place

within us


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INTER PERSONAL

COMMUNICATION

Transaction between people and

their environment

Friends, family, children, co-

workers, strangers.


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GROUPCOMMUNICATIONEvery Supervisor invariably

handles a group of students.

Supervisors need to pay

careful attention to group

communication.


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Mass Communication :

News media

Websites

Electronic Media


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The Process ofCommunication The sender has an idea

Sender transforms his idea intomessage

Sender transmits the message

Receiver gets the message

Receiver interprets the

message Receiver reacts & sends feed

back to sender


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Example :

Phase 1 Sender

has an idea

Phase 2

Sender transforms

idea into a message

(encoding) Sender

has an idea

Phase 3 Sender

transmits the

message

Phase 6

Receiver sends

feedback

Phase 5 Receiver

interprets themessage

(decoding)

Phase 4

Receiver gets

the message

C

H

AN

N

E

L

A

N

D

ME

D

I

U

M


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Written Communication

Writing is not spontaneous like speech, it requireseffort

Written communication is time consuming

Written communication has fewer cycles than faceto face communication

All business organizations depends on writtencommunication

Written communication has many advantages likepermanence, legal validity fixing of responsibilities,

etc Written communication has also some

disadvantages like huge cost in terms of money andtime, lack of feedback and clarification, delay ontransmission and so on.

However, written communication is indispensable


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Nonverbal Communication

kinesics or Body Language Body language accounts for more than half

of all communication

All body language is a reflection of ourthoughts, feeling and our position in the

organization. Body language is very important in theseems that we can carefully watch it anddeal with issues before they becomeproblem

Body language works through facialexpression, eye contact, gestures, headposition body shape, posture and

appearance


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Body Language

Effective use of body language is a very

important for an organization and dealing

with people in any situation

Like all aspects/ media of communication,

body language has it own advantages and

limitations. Its greatest advantage is that

it complements verbal oral communication.

Its greatest disadvantages is that it can bemisinterpreted


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Factors influencingcommunication :

Age factor ( Young or Old) Sex factor ( Men or Women) Economic factor Mental factor (Bright / Slow /

Average)


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Desirable features to develop

good communication: Good physical health and personality Above average intelligence.

Creativity, imagination and resourcefulness.

Good grooming, poise, refinement in voice and

action. Courtesy, kindness, sympathy and tact.

Patience.

Sincerity and honesty.

Firmness.

Promptness, efficiency and ability to organize.

Positive and encouraging attitude.


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Undesirable features todevelop good communication: Superiority complex, arrogance.

Inferiority complex, insecure,defensive.

Imperfect voice, shrill, harsh. Ill-mannered.

Insincere, dishonest.

Unfriendly, unsocial.

Disrespectful of the opinions ofothers.

Lacks imagination.


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If I had eight hours to chop downa tree;I had spend six hours sharpeningmy axe

-----------ABRAHAM LINCOLN


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Barriers to effectivecommunication


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The Barrier Criticizing

Name calling & Labelling

Diagnosing

Praising

Evaluating

Ordering


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Threatening

Moralizing

Excessive or InappropriateQuestioning

Advising

Directing Logical

Reassuring


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Effective guidelines for overcomingBarriers & Improving yourcommunication skills

Fostering an open communication

climate

Committing to ethical communication Adopting an audience centered

approach

Creating & processing your messages

effectively and efficiently

Creating & processing your


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Creating & processing your

messages effectively and

efficiently

Learn more about audience(age, occupation, status, nature)

Adapt your message to youraudience

Develop and connect your ideas

Reduce the number of messages Choose the correct channel and

medium

How to say it is what counts


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How to say it is what counts -

Is your voice tone harsh, soft, sharp

or neutral? Is your pitch high or low?

Is your volume loud, quiet inbetween?

Is your voice speed fast or slow?

What emphasis do you place onwords?

Do you articulate clearly or do youmumble?

How much energy do you speakwith?

GOLDEN RULES IN COMMUNICATION


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GOLDEN RULES IN COMMUNICATION

Sorry

Thank You

Will You Please

What is your Opinion?

You did a good job

I admit I made a mistake

Understand the person you are talking to

Frame your message so it isunderstandable and of interest to him.

Listen and watch for any change in mood,

alter the content & feeling of yourmessage.


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7 Golden Rules to follow

while Giving Compliments

Relax Choose the right time and place Keep good eye contact Be Specific Dont idolize Dont include a put down of you Dont include a put down of the otherperson


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Silent communicationEye contact

Facial expressions

Body language

Dress and grooming

Posture

Attitude

Improve your Non verbal


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Improve your Non-verbal

Communication Skills:

Smile genuinely

Be aware that people may give falsenon-verbal cues

Keep appropriate distance and usetouch only when appropriate

Respect status with eye contact Adopt a handshake that matches

your personality & intention


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Improving your Oral

Communication Skills:

When people communication

orally, they can Ask questions

Test their understanding of

message Can share ideas

Work together to solve problems


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Art of conversationo Never underestimate small talk

o Develop your listening skills

o Be positiveo Use humor

o Watch out for non verbal signals

o Select your questionso Use self- disclosure appropriately.


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Making Requests Be sure of your rights and

values

Be positive

Be concise

Be persistent

Be polite

Rehearse

Speaking in Public:


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Speaking in Public:

Introduce yourself positively

Before you speak, think about

purpose, main idea, and your

audience Organize your thoughts

Decide a style that suits the

occasion (Informal or formal,Lecture or conversation)


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Speaking in Public

Edit your remarks mentally

Try to predict how the other

person will react and organizethe message accordingly

Watch other person, judging

from verbal and non-verbalfeedback

Li t i


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Listening:

Communication is 80% listening

& 20 % speaking.

20%SPEAKING

80%

LISTENING


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Strengthen your

communication skill.

Honest assessment of where youstand

Try to figure out what you are doingright & what you are doing wrong.

Then, Try to facing on building yourcompetence in areas where youneed to work .To Practice improve your writing &

speaking skillUse vocabulary

Write articles on your own about area.

Observe people who speak effectively


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Seven Dos of Good Listener

Listen caringly.

Listen with your body.

Listen with your eyes. Listen with your ears.

Listen with your heart.

Listen with your mouth closed. Validate and confirm the

message


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Seven don'ts of goodlistener

Dont interrupt.

Dont contradict.

Dont nod your head constantly tohurry them along.

Dont assume that what they aretalking about is the total content of

their message. Dont interrogate.

Dont use the occasion for self-

aggrandizement.


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Ten Commandments ofgood Communication


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6. Follow up on communication.

7. Communicate with the futureas well as the present in mind.

8. Support words with deeds.

9. Be a good listener10.When possible, convey useful

information.

Communication skills ppt.ppt

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