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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!!