Download COMMUNICATION

COMMUNICATION
SKILLS
Objectives
• Understand Data and Information
• Define and understand communication and the
communication process
• List and overcome the filters/barriers in a
communication process
Data and Information
• Data relates to fact, event and transactions
• Information is processed data and will be
meaningful to the person who receives it
What is Communication?
COMMUNICATION IS THE ART OF TRANSMITTING
INFORMATION, IDEAS AND ATTITUDES FROM ONE PERSON
TO ANOTHER.
COMMUNICATION IS THE PROCESS OF MEANINGFUL
INTERACTION AMONG HUMAN BEINGS.
Nature of Communication
 PERSONAL PROCESS
 OCCURS BETWEEN PEOPLE
 INVOLVES CHANGE IN BEHAVIOUR
 MEANS TO INFLUENCE OTHERS
 EXPRESSION OF THOUGHTS AND
EMOTIONS THROUGH WORDS & ACTIONS.
 TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE.
 IT IS A SOCIAL AND EMOTIONAL PROCESS.
What are the most common ways
we communicate?
Written Word
Types of Communication
Downwards Communication :
Highly Directive, from Senior to subordinates,
to assign duties, give instructions, to inform to offer feed back, approval to
highlight problems etc.
Upwards Communications :
It is non directive in nature from down below,
to give feedback, to inform about progress/problems, seeking approvals.
Lateral or Horizontal Communication
:
Among colleagues, peers at
same level for information level for information sharing for coordination, to save
time.
Types of Communication
In modern business environment communication extends beyond written or
spoken words to listened word. Visual dimension added by T.V.,
computers has given to new meaning to communication.
COMMUNICATION NETWORKS
Formal Network
within the hierarchy.
: Virtually vertical as per chain go command
Informal Network
:Free to move in any direction may skip
formal chain of command. Likely to satisfy social and emotional needs
and also can facilitate task accomplishment.
HIERARCHY LEVEL
Executive Director
Manager
Vice President
A.G.M.
Supervisor 1
Supervisor 2
Manager
Supervisor
Horizontal Comm.
Forman
Supervisor 3
The Communication Process
Medium
Barrier
SENDER
(encodes)
Barrier
Feedback/Response
RECEIVER
(decodes)
Barriers to communication
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•
•
•
•
•
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Noise
Inappropriate medium
Assumptions/Misconceptions
Emotions
Language differences
Poor listening skills
Distractions
Overcoming Communication
Barriers
Constant organization effort is needed to overcome the barriers which are
un consciously built by different people in the organization
Periodical review and reorganization of communication network is also
needed to insure that information reaches people in time
Organizational systems are the management’s responsibility within the
organization
The responsibility for overcoming barriers to personal communication and
insuring the success of every communication activity falls upon the senior and
the better trained person
Personal barriers can be overcome only by making a conscious effort and
by training for better communication
Overcoming Communication
Barriers
Language barriers can be overcome only by being
careful with the use of language and by using
word which have clear meaning
To reduce miss understanding when
communicating with people from different cultures
,these role may be useful
1.It is better not to assume similarity until you are
sure.
2.Before communicating , try to feel your self in the
other’s role , values and frame of reference
Overcoming Communication
Barriers
3.Working in other cultures means
understanding the host’s conception of
greetings , timing, hygiene, negotiation,
agreement, politeness, personal space,
gestures, meal etiquette and closure
4.Improving communication is the responsibility
of all educated persons
Removing Personal Barriers
1. Your message should not be too lengthy and
dis-organised . Use of poor verbal and body
language can also confuse the message
2. Barriers in context tent to stem from sender’s
offering too much information too fast . When
in doubt here , less is often times more.
3. You need to work to understand your
audiences culture , making sure you can
convince and deliver your message to people
of different cultures
4. Amusing aids are also useful in maintain the
attention of the audience and for relieving the
tension of the speech
Removing Personal Barriers
5. Plan speech-Yes. Short and sweet. The
narrative- Every one loves story and stories
can both instruct and convey the message
6. Rehearsal. There is no substitute for
rehearsal . You can do it in front of a mirror or
in an empty theater
7. Relaxation.If you get nerves just before the
show, either concentrate on controlling your
breathing or welcome the extra adrenaline.
Conclusion
• Once the speech is over and you have calmed
down, you should try to honestly evaluate your
performance . Either alone with the help of a
friend in the audience , decide what was the
least successful aspect of you presentation
and resolves to concentrate on that point in the
next talk you give .