Download Communication

BUSINESS
COMMUNICATION
LOGO
www.themegallery.com
What is Communication?

Communication is the exchange and flow of
information and ideas from one person to another.

It is the exchange of thoughts, messages, or
information, by speech, signals, writing, or
behaviour between a sender and a receiver.
Basic Communication Model
Sender
Encoding
Message
Media
Decoding
NOISE
Feedback
Response
Receiver
Importance of Communication in an
Organization
Promotes
Motivation
Altering
individual‟s
attitudes
Helps in
socializing
Controlling
process
Barriers to Communication
Physical
barriers
Interpersonal
barriers
Language
barriers
Cultural
barriers
Perceptual
barriers
Emotional
barriers
How to Overcome Barriers to
Communication
Simple Organizational Structure
Use of Simple Language
Eliminating differences in perception
Emotional State
Reduction and elimination of noise levels
Active Listening
Avoid Information Overload
Give Constructive Feedback
Types of Communication
Based on
Communication
Channels used
Based on
Purpose and
Style
Verbal
communication
Formal
communication
Non-verbal
communication
Informal
communication
Verbal communication
 Verbal communication refers to the the form of
communication in which message is transmitted
verbally
 Communication is done by word of mouth and a piece
of writing.
Verbal Communication
Oral
Communication
Written
Communication
Forms of Verbal Communication
Oral Communication
Written Communication
Face-to-Face
conversations
Email
Telephonic
conversation
Letter
Radio
Report
Video Conferencing
Memo
Television
Non-Verbal Communication
Nonverbal communication is the sending or receiving of
wordless messages. Nonverbal communication helps
receiver in interpreting the message received. Often,
nonverbal signals reflects the situation more accurately than
verbal messages
Nonverbal
communication
Appearance
Body
Language
Sounds
Formal Communication
 In formal communication, certain
rules, conventions and principles
are followed while communicating
message.
 Formal communication occurs in
formal and official style. Usually
professional settings, corporate
meetings, conferences undergoes
in formal pattern.
 In formal communication, use of
slang and foul language is
avoided and correct pronunciation
is required. Authority lines are
needed to be followed in formal
communication.
Informal Communication
 Informal communication is done
using channels that are in
contrast with formal
communication channels.
 It‟s just a casual talk. It is
established for societal
affiliations of members in an
organization and face-to-face
discussions. It happens among
friends and family.
 In informal communication use
of slang words, foul language is
not restricted. Usually. informal
communication is done orally
and using gestures.
READING SKILLS
What are Reading Skills?
 Reading is a process of retrieving and comprehends
the meaning of stored information or ideas.
 These ideas are usually some sort of representation of
language, such as text and symbols to be examined by
view, or by eye contact.
 Reading skills enable readers to
turn writing into meaning and
achieve the goals of independence,
comprehension, and fluency.
Importance of Reading
 To acquire / Enhances knowledge
 Reading helps in mental development
 Improvement of conversational skills
 Helps readers to decipher new words
 Developing vocabulary, language skills
 To connect the ideas through the material on the basis
of prior knowledge
Styles of Reading
1. Scanning: for a specific focus
2. Skimming: for getting the gist of something
3. Detailed reading: for extracting information accurately
How to Improve Reading Skills
PLAN
DO
REVIEW
PLAN: Pre – Reading Strategies
 Establish a good physical environment.
 Relax and set a positive attitude.
 Review instructions.
 Set your purpose.
 Organize your thoughts.
 Determine what you want to know when you finish
reading.
DO: Reading Strategies
 Be actively involved.
 Check your comprehension as you read.
 Restate ideas in your own words.
 Form mental pictures.
 Compare what you are reading to what you know.
 Answer the questions you developed during pre




reading.
Fix-up your comprehension when needed.
Define unfamiliar words.
Keep the problem on hold and hope it will clarify itself.
Re-read a portion of the text.
Compare information with notes or another source.
REVIEW: Post-Reading Strategies
 Consolidate and integrate information.
 Answer questions.
 Test yourself.
 Participate in a study group.
 Space your review over time.
 Decide what else you need to know.
Active Reading
 Active Reading requires interacting with the
information, or creating an “internal dialogue” with the
text.
 To read actively, comment or ask yourself questions
about points in the text.
 Look for major points and supporting evidence or
examples as you are reading
LISTENING SKILLS
Meaning
 Listening Is With The Mind
 Hearing With The Senses
 Listening Is Conscious.
 An Active Process Of Eliciting Information
 Ideas, Attitudes And Emotions
 Interpersonal, Oral Exchange
Stages of Listening Process
Hearing
Focusing on the
message
Comprehending
and interpreting
Remembering
Responding
Analyzing and
Evaluating
Developing Listening Skills
Real listening is an active process that has three
basic steps:
Hearing
Understanding
Judging
Types of Listening Skills
Informative Listening
• Vocabulary
• Concentration
• Memory
Relationship Listening
• Attending
• Supporting
• Empathizing
Appreciative Listening
• Presentation
• Perception
• Previous experience
Critical Listening
Discriminative Listening
• Ethos
• Logos
• Pathos
• Hearing Ability
• Awareness of Sound Structure
• Integration of non-verbal cues
Active Listening
 Pay attention
 Show that you are listening
 Provide feedback
 Defer judgment
 Respond Appropriately
Why Do you need Listening Skills?
 Better understand assignments and what is expected
 Build rapport with co-workers, bosses, and clients
 Show support
 Work better in a team-based
environment
 Resolve problems with
customers, co-workers, and
bosses
Barriers to Listening
Bias or
Prejudice
Language
differences
or accents
Noise
Lack of
attention
span
Do’s and Don'ts of Listening
Do‟s:
Don'ts:
 Maintain eye contact
 Argue
 Allow adequate time
 Interrupt
for discussion
 Take note of
nonverbal cues
 Show interest
 Express empathy
 Engage in other activities
 Pass judgment too quickly
 Jump to conclusions
 Let the other person‟s
emotions act too directly
on your own
PRESENTATION SKILLS
How to make an effective PowerPoint
Presentation?
1. Outline

Make your 1st or 2nd slide an outline of
your presentation

Follow the order of your outline for the rest of
the presentation

Only place main points on the outline slide
2. Slide Structure
 Use 1- 2 slides per minute of your presentation
 Write in point form, not complete sentences
 Include 4-5 points per slide
 Avoid wordiness: use key words and phrases only
 Show one point at a time:
• Will help audience concentrate on what you are saying
• Will prevent audience from reading ahead
• Will help you keep your presentation focused
 Do not use distracting animation
 Do not go overboard with the animation
 Be consistent with the animation that you use
3. Fonts
 Use at least an 18-point font
 Use different size fonts for main points and secondary
points:
• this font is 24-point, the main point font is 28-point, and
the title font is 36-point
 Use a standard font like Times New Roman or Arial

If you use a small font, your audience won‟t be able to read what you have
written
 CAPITALIZE ONLY WHEN NECESSARY
 Don’t use a complicated font
4. Colour
 Use a colour of font that contrasts sharply with
background
Ex: blue font on white background
 Use colour to reinforce the logic of your structure
Ex: light blue title and dark blue text
 Use colour to emphasize a point, but only use
this occasionally
the
 Using a font colour that does not contrast with the
background colour is hard to read
 Using colour for decoration is distracting and annoying
 Using a different colour for each point is unnecessary
• Using a different colour for secondary points is also
unnecessary
 Trying to be creative can also be bad
5. Background
 Use backgrounds such as this one that are attractive
but simple
 Use backgrounds which are light
 Use the same background consistently throughout
your presentation
 Avoid backgrounds that are distracting or difficult to
read from
6. Graphs
 Use graphs rather than just charts and words
• Data in graphs is easier to comprehend & retain
than is raw data
• Trends are easier to visualize in graph form
 Always title your graphs
 Minor gridlines are unnecessary
 Shading is distracting
Graphs - Good
Graphs - Bad
7. Conclusion
 Use an effective and strong closing
• Your audience is likely to remember your last words
 Use a conclusion slide to:
• Summarize the main points of your presentation
• Suggest future avenues of research
8. Questions??
 End your presentation with a simple question slide
to:
• Invite your audience to ask questions
• Provide a visual aid during question period
• Avoid ending a presentation abruptly
CV PREPARATION
Contents of a CV
 Personal Details
 Career Objective
 Educational qualification
 Work experience
 Awards and achievements
 Skills and competencies
 Interests
 References
Do’s and Don’ts
Do’s:
 Make your contact details appear at the beginning
 Write an appealing career summary
 Stick to a basic, clear format
 Rank the achievements in order of priority.
 CV is a formal document.
 Maintain the same tense through out your CV
Don'ts:
 Lies in a CV
 Flashy fonts and colourful or glossy paper.
 Usage of „I‟, „my‟.
 Spelling mistakes and grammatical errors.
 References until asked
 Current or expected salary until asked
 Photograph unless specifically asked for
THANK YOU!!