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“ Communication - the human connection - is the key to personal and career success. “ Paul J. Meyer
Citation preview
Communication Skills
By Samir Aly
Agenda
• Introduction to communication
• What is effective communication?
• Uses of effective Communication
• 7 Cs of communication
• Barriers of effective communication
• Activity
• What is listening
• Stages of listening
• Relationship between speaking and Listening
• Importance of Effective Listening
• Techniques of Effective Listening
• Path of good of communication
• Conclusion
What is communication ?
The dictionary defines
communication as,
“the imparting or interchange of thoughts, opinions, or information by speech, writing, or signs.”
It is also defined as,
“means of sending messages, orders, etc., including telephone, telegraph, radio, and television,” and in biology as an, “activity by one organism that changes or has the potential to change the behavior of other organisms.”
Process of communication
• Communication is the process of sending and receiving information among people…
How Do We Communicate?
We communicate in three major ways:
• Spoken: There are two components to spoken communication.
o Verbal: This is what you are saying.
o Paraverbal: This means how you say it – your tone, speed, pitch, and volume.
.
• Non-Verbal: These are the gestures and body language that accompany your words. Some examples: arms folded across your chest, tracing circles in the air, tapping your feet, or having a hunched-over posture.
• Written: Communication can also take place via fax, e-mail, or written word
How Do We Communicate? Cont.
Effective communication
“ To effectively communicate, we must realize that we are all different in the way we perceive the world and use this understanding as a guide to our communication with others.” Tony Robbins
• Meaning and Definition
• Uses of Effective Communication
• The 7C’s of Effective Communication
• Facts about Effective communication
Meaning and definition
Meaning
Effective Communication is a two way process – sending the right message and to the right person. • It is important to know the psychology of the people you
are interacting with for communication to be effective.• For communication to be effective it is necessary to know
the circumstances of the counter entity.• Effective communication includes all the aspects of visual,
auditory and kinaesthetic language to appeal the listener.
Definition
“Effective communication is the communication which produces intended or desired result”
Uses of effective communication
•Effective communication helps to understand a person or situation in a better way.
•It enables us to solve the differences, build trust and respect in the organization.
•Sometimes our message is misunderstood or we misunderstand the received message, effective communication helps us to resolve problems with both’s point of view.
•Effective communication helps us to connect well with kids, spouse, boss, colleagues, etc.
•It helps us in decision making.
The 7c’s of effective communication
1.Completeness
2.Conciseness
3.Consideration
4.Clarity
5.Concreteness
6.Courtesy
7.Correctness.
Completeness
`
•The information conveyed in the message should be complete for the communication to be effective.
•The sender must take into consideration the receiver’s mind set and convey the message accordingly.
•Complete communication enhances the reputation of the organization.
•Complete information always gives additional information wherever required, it leaves no question in the minds of the receiver.
•Complete information helps in better decision making as it serves all the desired and crucial information.
•Complete information persuades the audience.
Conciseness
•Conciseness means communicating what you want to convey in least possible words.
•Conciseness is a necessity for effective communication.
•Concise communication provides short and essential message in limited words.
•Concise message is more appealing and comprehensive to the audience.
•Concise messages are non repetitive in nature.
Consideration
•Effective communication must take audience into consideration by knowing the viewpoints, back ground, mindset, educational level, etc.
•Consideration implies ‘stepping into the shoes of others’.
•Consideration ensures that the self respect of the audience is maintained and their emotions are not harmed.
•Consider the needs and requirements of the audience to achieve effective communication.
Clarity
•Clarity implies emphasizing on a specific goal or objective at a time, rather than trying to move away from track.
•Clarity helps to understand the message easily.
•Complete clarity of thoughts and ideas enhances the meaning of message.
•Clarity comes with the use of exact, appropriate and concrete words.
Concreteness
•Concrete communication implies being particular and clear rather being fuzzy and general.
•Concrete communication shows good level of confidence.
•Concrete information helps to strengthen the reputation of the organization.
•Concrete information cannot be misinterpreted.
Courtesy
•Courtesy means being polite, kind, judicious, enthusiastic and convincing.
•Courtesy is an important element of effective communication.
•Courtesy reflects the nature and character of the sender of the message.
•It is the same as give respect and then expect the same.
•Courtesy is not at all bias in nature.
Correctness
•Correctness in the communication implies that the correct information is conveyed through message.
•Correct communication boosts up the confidence level of the sender.
•Correct information has greater impact on the audience.
•Free from grammatical errors and use of appropriate and correct language.
•Correct information includes the precision and accurateness of facts and figures used in the message.
Barriers to effective communication
Encoding Barriers
• Lack of Sensitivity to Receiver
• Lack of Basic Communication Skills
• Insufficient Knowledge of the Subject
• Emotional Interference
• Lacking confidence
Transmitting Barriers
• Physical Distractions• Channel Barriers.• Long Communication
Chain.
Decoding Barriers.
• Lack of Interest. • Lack of Knowledge. • Lack of
Communication Skills• Emotional
Distractions • Information overload • Conflicting Messages
Responding Barriers
• No Provision for Feedback
• Inadequate Feedback.
Overcoming the barriers of effective communication
Effective Communication skills
Body language
(Smile, Eye contact,
Gestures, tone)
Cultural Sensitivity
Checking for understanding
Summarizing what has been said
Seeking Participation
Effective Questions
Simple Words
Connecting withThe audience
Let’s Experience
What is listening ?
• Listening is the absorption of the meanings of words and sentences by the brain.
• Listening leads to the understanding of facts and ideas.
Various stages to listening
• Hearing
• Focusing on the message not the person
• Comprehending and interpreting
• Analyzing and Evaluating
• Responding
• Remembering
Co-relation between Listening and Speaking
Series10%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Writing Reading SpeakingListening
What we are taught….
Series10%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Writing Reading SpeakingListening
Amount taught
Importance of listening
“If we were supposed to talk more than listen, we would have been given two mouths and one ear.”
Mark Twain
“It is not the voice that commands the story; it is the ear.”
Italo Calvino
Techniques of active listening
PARAPHRASE
Restate what was said in your
own words
SUMMARIZE
Pull together the main
points of a speaker
QUESTION
Challenge speaker to think further,
clarifying both your and their
understanding, however suspend
judgment
Path for good communication
Listen to Understand
Understand before
speaking
Speak to be understood
Seek understanding before
proceeding
Repeat
Conclusion
• “ Words are singularly the most powerful force available to humanity. We can choose to use this force constructively with words of encouragement, or destructively using words of despair. Words have energy and power with the ability to help, to heal, to hinder, to hurt, to harm, to humiliate and to humble. “ Yehuda Berg
• “ Communication - the human connection - is the key to personal and career success. “ Paul J. Meyer
Thank You
• Cell Number: 0111 294 7785
• Email: samir.aly@outlook.com
• LinkedIn: www.linkedin.com/in/samiraly
• Facebook: www.facebook.com/samir158
• Twitter: @Samir_Aly
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