Conveying Verbal Messages
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Transcript of Conveying Verbal Messages
ALLAH IS SUFFICIENT FOR US. . .
CONVEYING VERBAL MESSAGES
PRESENTED BY:
Usman Aliه MC13–069
Waqas Riazه MC13–087
Mahboob Ahmedه MC13–097
Syed Hassnain Haiderه MC13–098
Mohammad Qaisarه MC13-099
PRESENTED TO:MISS. BUSHRA SIDDIQUI
3Hailey College Of Commerce, University Of The Punjab
Topic We Will Discuss:
What is communication?
What is communication channel?
Effective media selection
Barriers to communication
Information Overload
Trust & credibility
Lack of time & Filtering
Assertive communications
Passive communication
Aggressive communication
How to communicate assertively?
“I” & “you” Messages
4Hailey College Of Commerce, University Of The Punjab
WHAT IS COMMUNICATION?
“Communication is a process in which information flows from a source to a receiver and then back”
“Written or spoken words use to exchange Information and ideas”
ITS ESENSES:
Personal processە
Occur between peopleە
Involve change in behaviorە
Social and emotional processە
WHAT IS COMMUNICATION…
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Importance of communication:
To know the importance of communication we can focus on some points:
фPrevent misunderstandings
фStrengthen relationships
фRelieve stress
фIncrease confidence etc
COMMUNICATION CHANNEL
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When a message needs to be send , a communicator (the sender) encodes a message according to her/his own perception, experiences and abilities. The sender then determines which communication channel – the method or medium – is most appropriate to use to convey the message. The message travels across the communication channel and is then decoded by the receiver who interprets(decodes) the message according to her/his own perception, experiences and abilities
Sender: Initiates a thought/feelingEncodes it into wordsTransmits it
Receiver:Decodes the messageAssigns thought/feelings to a responseEncodes a responseSends a message back
COMMUNICATION CHANNEL…
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FEEDBACK:
Feedback is the process by which the receiver puts the message back into a channel to seek clarification , confirm what the receiver thoughts the sender said or check for understanding and possible misinterpretation.
FEEDBACK
EFFECTIVE MEDIA SELECTION
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The medium you choose to convey your message is just as important as the content of the message it self.
In business world It is rightly said:
“It’s not just what you say but how you say it that counts”
we have several choices available for communicating directly with others
Oral or spoken communicationWritten communicationElectronic communication
VERBAL COMMUNICATION
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“Verbal communication means communication through spoken and written words. It implies use of words which makes language”
ORAL COMMUNICATION
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Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication.
ADVANTAGES: DISADVANTAGES:
Immediate FeedbackTime SavingEconomicalPersonal TouchSecrecyGroup Communication
Poor RetentionNo RecordsTime ConsumingMisunderstandingUnsuitable for complex messagesLack of ResponsibilityForgot the major points
WRITTEN COMMUNICATION
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•It is used for sending precise & complex information.•Appropriate when making an announcement does not require two way dialogue.• written communication should not be used when the subject is controversial & requires further information from others.•Also used when quick feedback is not required.
ADVANTAGES: DISADVANTAGES:
Effective way to get a message to a large no. of individuals in time.Preferable in case of legal binding contracts.Provide a reference for later use.Save time at each meeting by not having to re-call previous minutes of meeting.
It stops the two way dialogue.Impossible to decode the non-verbal messages.Written communication leads to misinterpretation and inaccuracy.Unnecessary lengths of documents.
ADVANTAGES: DISADVANTAGES:
Time saving.You can communicate with multiple people at a time.
It stops the two way dialogue.Impossible to decode the non-verbal messages.Written communication leads to misinterpretation and inaccuracy.Unnecessary lengths of documents.
ELECTRONIC COMMUNICATION
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•It is used for sending brief messages quickly to one or more persons.•Used to send messages Far Off places in a short period of time.•Electronic communication takes place via Email , Faxing, Tele-conferencing ,Cell phones, Voice mails and other such means.
Means of Electronic Communication
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Computer(web)Cell PhonesTelephone etc
BARRIERS TO COMMUNICATION
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Communication is a complex skill so there are many obstacles in the way of communication such as “NOISE”
NOISE
“Noise is a distortion factor that blocks or disrupts the flow of
information between sender and receiver , hindering the
communication process”
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SOME BARRIERS:
Emotional barriers
Message congruency
Lack of trust
Information overload
Lack of credibility
Lack of time
Filtering
INFORMATION OVERLOAD
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“Overloading of information is a barrier to communication for the receiver of the message or content “
Some of the behaviors that can overload the information:
Presenting too much materialPresenting information that is overly complexPresenting information too quicklyPresenting at a level of difficulty that goes beyond the person’s understandingNot giving the person sufficient time to process the information
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TRUST AND CREDIBILITY
Trust–Lack of trust–is a inherent in every action that we take and effects every thing we do. Trust is a cement that binds the relationships, keeping spouses together, business deals intact and political system stable. There are specific ways in which you can build trust and credibility:
Be a good listener Disclose potential conflicts of interest Be a thought leader Be knowledgeable and remain current in your field Be objective Once you make a decision don’t look back
LACK OF TIME
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Lack of time – is a major concern for practically all of us, whether we are a student, home maker , parent or manager . Poor communication often results from lack of time . Rushing to communication leads to error.
“Lost wealth may be replaced by industry , lost knowledge by study , lost health by medicine but lost time is gone forever”
Samuel smiles
FILTERING
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Filtering– is a intentional manipulation of information to make it more favorable to the receiver.Here are some types of filtering:
Distraction
Emotional state
Beliefs and expectations
Differences in styles
Self protection
ASSERTIVE COMMUNICATION
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Assertive communication is a form of communication I which we speak up for our rights and take into account the rights and feelings of others .Assertive communication include these elements:
Fairness(justice) DirectnessTact and Sensitivity(ability to handle the situation)Honesty
PURPOSE
The purpose of assertive communication is to keep contact lines open and show respect for others while affirming your beliefs and
preferences.
PASSIVE COMMUNICATION
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Passive communication includes indirectness , avoiding conflicts , being easily persuaded ,being overly concerned leasing others and screaming or withholding your thoughts and feelings.
PURPOSE
The purpose of passive communication is to please others and they are not
expressing their opinions and always saying ‘YES’ to others.
AGGRESSIVE COMMUNICATION
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Aggressive communication includes:
Exerting control over others Humiliating othersDominating Being pushy Always needing to be right Using absolute terms and Blaming others
PURPOSEThe purpose of aggressive communication is to dominate others and always try to impose his own opinion that “I am right” and others are
“wrong”
HOW TO COMMUNICATE ASSERTIVELY
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Speaking assertively is not magic. it is a technique that you can practice by yourself or with close ones to provide feed back. Here are some tips to being assertive through communication;
Use the word “I” Maintain eye contact Have a good postureExpress body languageAvoid ambiguityRemember that silence is a tool, not an enemyUse appropriate languageIf you feel tears or angers coming on , breathe very deeply from the stomachBe mindful of your voice The most important thing is to believe that you are responsible for your selfExpress your emotions clearly
COMPARISON
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Passive Assertive Aggressive
General Compliant, submissive, talks little, vague non-committal communication, puts self down, praises others“I don’t mind…that’s fine….yes alright”
Actions and expressions fit with words spoken, firm but polite and clear messages, respectful of self and others“That’s a good idea, and how about if we did this too…” or “I can see that, but I’d really like...”
Sarcastic, harsh, always right, superior, know it all, interrupts, talks over others, critical, put-downs, patronizing, disrespectful of othersThis is what we’re doing, if you don’t like it, tough”
Beliefs You’re okay, I’m not Has no opinion other than that the other person/s are always more important, so it doesn’t matter what they think anyway
I’m okay, you’re okay Believes or acts as if all the individuals involved are equal, each deserving of respect, and no more entitled than the other to have things done their way
I’m okay, you’re not Believe they are entitled to have things done their way, the way they want it to be done, because they are right, and others (and their needs) are less important
COMPARISON
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Passive Assertive Aggressive
Eyes Avoids eye contact, looks down, teary, pleading
Warm, welcoming, friendly, comfortable eye contact
Narrow, emotion-less, staring, expressionless
Posture Makes body smaller – stooped, leaning, hunched shoulders
Relaxed, open, welcoming
Makes body bigger – upright, head high, shoulders out, hands on hips, feet apart
Hands Together, fidgety, clammy
Open, friendly and appropriate gestures
Pointing fingers, making fists, clenched, hands on hips
Consequences Give in to others, don’t get what we want or need, self-critical thoughts, miserable
Good relationships with others, happy with outcome and to compromise
Make enemies, upset others and self, feel angry and resentful
Taking Responsibility and “I” Messages
What are “I” Messages???
I-message or I-statement is an assertion about the feelings, beliefs, values etc. of the person speaking, generally expressed as a sentence beginning with the word "I", and is contrasted with a "you-message"
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Benefits of “I” MessagesThere are many benefits of “i” messages or statements e.g.
I-statements have been found to offer a tremendous benefit to clients.
It encourage growth and maturation.
It are capable of influencing one's path and design in life.
It is important for clarifying one's position, contribution, and desires.
I-statements help the individual avoid blame, turning blame into personal responsibility.
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You Messages
What are you messages???
Messages that are directed
at the other person and have
a high probability of putting
them down, making them
feel guilty, making them feel
their needs are not
important.
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Thank You