Download DYADIC COMMUNICATION

PRESENTATION OF BUSINESS COMMUNICATION
TOPIC:
STRATEGIES FOR SUCCESSFUL INTRERPERSONAL COMMUNICATION
GROUP MEMBERS ARE:
MEHWISH FEROZ
FARHEEN NIDA
ANAM AKRAM
ANAM AFRAZ
DYADIC COMMUNICATION
Interpersonal communication is a unique form of communication.
The most common and pervasive mode of communication, it occurs whenever
two people engage in face-to-face interaction.
It is very direct and personal; dyadic communicators can get to know one
another intimately.
Because it is immediate, the quality of feedback is high.
Communicators rarely plan their contributions in advance.
As communicators learn more intimate details about one another, begin to
predict and anticipate each other's behaviors, and formulate their own rules,
dyadic communication becomes interpersonal.
We communicate interpersonally for several reasons:
1. Dyads provide comfort and support.
2. Interpersonal communication initially forms our self-concepts.
3. Interpersonal communication allows us to validate, maintain, and
even change identities over time.
We can learn to become more effective interpersonal communicators.
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By understanding basic interpersonal processes, observing our own
and others’ behavior closely, and by practicing new skills, we can
become better at interpersonal communication.
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Learning to self-disclose effectively is an important interpersonal skill.
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Knowing how to respond to others' disclosures by listening
empathically is also important for good communication.
It is important to be able to give clear feedback when we need to
confront another.
1. We should always acknowledge our own messages.
2. We should make messages specific and behavioral.
3. Verbal and nonverbal behaviors should support one another.
4. We should avoid evaluating and interpreting others
DICTATING
Dictating means:
1.
2.
3.
4.
to speak or read (something) aloud for someone else to write down
to prescribe or command forcefully
to impose or give (orders) with or as with authority
to give (orders or instructions) arbitrarily
Dyadic communication is direct communication between two persons.
Dictation is oral communication between two people but with a twist. You speak
to someone either directly or via some electronic device. Your goal often is to
have someone else type a communication that will be sent to an addressee.
 SUGGESTIONS FOR DICTATING
Dictation is a oral communication to an intermediary who transcribes the
spoken words into a written message. Desirable dictation practices include clear
pronunciation, spelling of unusual words (where appropriate), and adequate
instructions to the transcriber. With today’s word processing systems, several
drafts can easily be prepared before a final one is approved. Here some
suggestions for dictating are given
 COMPREHENSIVE INTRODUCTION
Give the precise name, address of the individual(s) to whom the message
is to be sent.
 SPEAK CLEARLY
While dictating speak clearly. Be careful with plurals. It’s also better to
repeat when using numbers. Sound such as “p” and “b”, “f” and “v”, and “t” and
“d” can be.
 SPELLINGS
Spell unusual words or names when using them for the first time.
EXAMPLES
Accept, except
Addition, edition
Affect, effect
Break, brake
Principal, principle
 PUNCTUATIONS
Suggest punctuations. Clearly, this suggestion depends on the amount
of time you have. When in doubt, insert your suggestions as to paragraph and
specific punctuation, if you feel it is needed.
 SIDE COMMENTS
Avoid side comments. These “off the cuff” comments (intended merely
as your personal opinions) confuse more than clarify.
 SPEED OF DICTATING
Dictate at slower rate of speech. Too rapid a rate may slur some words;
too slow with too many interruptions caused by the receiver or confused the
receiver.
 CONCLUSION
End with a suggestion regarding the time you will need the recorded
information and state where you can be reached and make sure that you have
ended your dictating politely.
INTERVIEWING
What is An Interview?
An interview is a screening process in which you are given the opportunity to
learn more about an organization at the same time the organization has the
opportunity to evaluate you as a prospective employee. The interview is an
exchange of information between you and the interviewer to determine whether
there is a match between your interests and qualifications and their job
requirements and needs.
What Is the Purpose of the Interview?
While getting the interview is the purpose of your resume, getting the job is the
purpose of the interview. The interview process provides you with a face-to-face
opportunity to set yourself apart from your competition and expand on the
information the employer already has about you from your resume. As a wellprepared candidate, you can use the interview process to send the message "I
am the best person for this job" through everything you say and do.
How Can I Prepare for the Interview Process?
The interview process can be described as having three stages.: Before the
interview; During the interview; and After the interview. Solid preparation for each
stage will increase your chances for success. Both the Career Service staff and
interviewing resources in the Career Resource Lab are available to assist you.
Before the Interview
Conduct a thorough self-assessment. Review your education, experience,
interests, likes, dislikes, strengths, weaknesses and values. If you have never
taken the Strong Interest Inventory the Myers Briggs Type Indicator, now might
be a good time.
Write your resume. Make it individualized and accurate. It is your best
advertisement. Be able to support everything with specific examples as you will
likely be asked to elaborate on some of them during the interview.
Analyze the position for which you will be interviewing. Do you believe you will fit
in and be able to contribute to the organization? Will the job enable you to reach
your goals: personal growth, travel, flexibility, advancement, geographic area?
Research the organization. Learn as much as you can about such things as size,
location, products/services, and benefits by reading company literature. Check
the recruitment materials, video tapes and directories available in the Career
Resource Lab. Know how your experience, education and interests relate to the
position and anticipate possible questions. This knowledge will allow you to
answer why, when and where questions, and reflect your self-confidence and
your ability to communicate and relate to others effectively.
Practice Interviewing. Talk to Career Service staff members, people in the field,
and even your friends. Discuss techniques, practice in front of a mirror or better
yet videotape yourself. If possible, arrange a mock interview with one of these
people.
Remember: If you appear prepared and competent in your interview, you will be
perceived to be a prepared and competent employee.
During the Interview
Dress appropriately and comfortably. First impressions are important and include
how you look. Look professional.
Be punctual. It is recommended that you arrive about fifteen minutes early.
Be aware of your nonverbal behavior patterns. Communication and how you
manage it during your interview is critical. Nonverbal communication makes up
as much as 65% of all communication so don¹t neglect it. How you dress, stand,
sit, use your hands, move your head and eyes, how you listen, all work together
to provide your interviewer with information about you beyond what you say.
Play the part. Your evaluation begins as soon as you walk in the door. Maintain
good posture, have a firm handshake, use eye contact, show enthusiasm, control
any of your nervous mannerisms. Be polite and respectful to EVERYONE you
come in contact with.
Be a good listener. Focusing on the interviewer and the questions being asked
will lessen your nervousness and enable you to answer questions more directly
and succinctly. Although you are the one being asked most of the questions,
YOU have total control of all the information your interviewer receives. When you
are prepared and you listen carefully, you can make sure you answer each
question with the information about yourself you want the employer to have.
Be honest and enthusiastic. The interviewer wants to learn about your
background and abilities. Don¹t just give yes and no answers. Use specific
examples whenever possible to illustrate specific skills and accomplishments and
stress the positive rather than negative. Pick up a copy of FAQS About
Behavioral Interviewing.
Show you are likeable. Employers hire people who they like as well as those who
they believe can do the job. Smile, be friendly, and maintain your composure no
matter what.
After the Interview
Analyze the interview. Although it is not recommended you take notes during the
interview, it may be helpful for you to do so immediately afterwards. How did it
go? What did you learn? What was your impression of the organization, the
interviewer, and other people you may have met? It is a good idea to keep some
kind of written record of each interview you have that includes any information
you believe to be important.
Write a thank you note. This remains one of the most neglected parts of the
interview process. You can get an edge simply by being one who ALWAYS
sends a note. Reaffirm your interest and include any pertinent information you
may have neglected to provide during the interview such as a response you felt
was incomplete or needed to be expanded upon. If additional information or
materials were requested, verify that it is being forwarded. Notes may be typed or
hand written. You will have to determine which form is most appropriate for each
interview.
Telephonic communication
What is telephonic communication?
Telephonic communication is communication made by signals .No
matter what field you are in, it is very likely that your job requires a significant
amount of telephone communication. The first point of contact for many
business transactions is a telephone call. You never get a second chance to make
a first impression, so initial telephone contact can make or break a business
relationship. Every time anyone who represents your organization picks up the
company's telephones, there is a possibility of gaining or losing business
Listening Skills
In order to communicate effectively via telephone, it's important to have strong
listening and speaking skills. Saying everything right can't make up for listening
skills that are lacking. To practice proper telephone etiquette, you must truly
listen to and comprehend what the other person is saying. Effective listening
requires a high degree of concentration, because it involves understanding in
addition to hearing.
Verbal and Nonverbal Communication
Proper business communication etiquette also requires you to pay attention to
what you say and how you say it. Both the words that you choose and the
manner in which they are delivered can have a significant impact. People with
whom you communicate via telephone form an impression of your attitude
based on language choices and tone.
It's important to consider both verbal and nonverbal aspects of communication
when discussing telephone etiquette. Choose words carefully, making sure there
is as little room for misinterpretation as possible. The manner in which words are
delivered has a huge impact on telephone communication. In many cases, the
way something is said sends much more of a message than the choice of words.
Tips for Improving Telephone Communication
Answer Calls Promptly: Proper business etiquette dictates that phone
calls should be answered by the third ring if at all possible. Some companies
have policies in place stating that employees are not allowed to answer until
the second ring.
Focus: Before you answer or make a telephone call, stop what you are
doing and focus your attention on the person on the other end of the phone.
Master the Telephone Equipment: Learning how to properly operate
your company's telephone equipment can help prevent transfer errors,
dropped calls, speakerphone mix-ups, and other problems.
Visualize: Try to picture the person on the other end of the line while you
are having a conversation with them. This helps keep you focused on the
task at hand, and serves as a reminder that you are dealing with a human
being rather than just a voice on the other end of an electronic gadget.
Breaking Bad Phone Habits
Even the most effective communicators tend to have some bad habits when it
comes to telephone communication. The following list features common bad
habits that have a negative impact on telephone communication. If you're guilty
of these bad habits, it's a good idea to start working on breaking them.
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Allowing yourself to become emotional during the conversation.
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In Participating in other activities, such as typing or filing, while on the
telephone
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terrupting with questions before the speaker has finished