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Business communication skills
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COMMUNICATION SKILLS
What are the most common ways
we communicate?
Spoken Word
Written Word
Visual Images
Body Language
What is Communication?
Communication is the transmission of an idea or feeling so that the sender and receiver share the
same understanding.
Derived from the Latin word "communis", meaning to share.
Communication is the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or
behavior.
Components of Communication
• Context
• Sender – Encoder
• Message
• Medium
• Receiver Decoder
• Feedback
The Communication Process
VARIOUS TYPES OF COMMUNICATION
I. One way communication
II.Two way communication
III.Verbal communicationIV.Non-verbal
communicationV.Formal
communicationVI.Informal
Communication
Types of Communication
One-way communication
Two-way communication
One to many
One way Communication Model
Message Encode ChannelReceive decode
meaning
SENDER
RECEIVER
Two Way Communication Model
Encode Message Channel
Decode as receiver
Channel MessageEncode as
Sender
Receive decode
meaning
SENDER RECIEVER
Types of Communication
Verbal Communication
Non-verbal communication
Communication Channels
Formal Informal
Upward Downward LateralGrapevine
Formal Communication
Formal Communication channels are the systems designed by management to channelize the flow of communication along formal organizational structure.
Formal Communication may be upward, downward or lateral (horizontal).
Upward communication
Upward Communication is flowing of message from subordinates to superiors.
Marketing Manager
Finance Manager
Branch Manager
Operations Manager
CashierBDO Officer
UPWARD COMMUNICATION IN A BANK
Downward communicatIon
Downward Communication Flows down from top to bottom of the organizational hierarchy and carries message from higher authority to lower and down below.
Managing Director
Marketing Manager Production Manager Personnel manager
Sales officer 1
Sales Officer
2
Manager Plant
Manager Plant
Supervisor 1
Supervisor 2
DOWNWARD COMMUNICATION IN A FIRM
Lateral communication
Lateral or horizontal communication flows between persons at the same hierarchical level either of the same or other department or division of the organization.
Branch Manager
Marketing Manager
BDO
Finance Manager
Cashier
Operations Manager
Officer
LATERAL COMMUNICATION IN A BANK
INFORMAL COMMUNICATIONInformal Communication
takes place outside the
formally prescribed and
planned network or channel.
It is spontaneous and off the
record and beyond the
organizational hierarchy. It
has no set rules or
regulations and no particular
Direction. It is also known as
Grapevine.
Grapevine
Types of Grapevine
Single Strand (Each tells one another)
A
B
C
D
Gossip (One tells all).
A
EF
H
GDC
B
Probability (Each randomly tells others)
KB
D
I
G
F
A
J
Cluster (Some tell selected others; most typical)
C
A
E
F
D
B
J
Features of Effective Communication
Active Listening
Eye contact
Posture
Simple language
Questioning skills
Barriers to communication
Semantic Barriers
Physical Barriers
Attitudinal Barriers
Psychological Barriers
Social Barriers
7 C’S OF COMMUNICATION
Will it win good will? Have you used positive, "pleasant-toned" words? Have you used "I appreciate," "please", and "thank
you" somewhere in your message? Would you enjoy reading what you have said?
COURTEOUS
CONSIDERATE: The YOU-Attitude
Have you put the client
first?
Have you floodlighted
his/her interests?
Have you walked in
his/her moccasins?
Have you talked his/her
language?
CLEAR
Have you used familiar words, short sentences? Have you presented only one idea in each
sentence? Have you avoided "business" and technical terms? Have you used the reader's language?
COMPLETE
Have you given all the facts?
Have you covered the essentials?
Have you answered all his/her questions?
Did you PLAN what you said?
CONCISEHave you plunged right into the subject of the
message? Have you avoided rehashing the reader's letter? Have you said enough, but just enough? Have you avoided needless "filler" words and
phrase?
CONCRETEHave you given the crisp
details the client needs? Have you made the
details razor and needle-sharp?
Have you flashed word pictures, made facts vivid?
CORRECTHave you checked all
facts for correctness? Have you verified all
numbers and amounts?Is the appearance of the
letter effective? Is it clean, well-spaced?
Have you checked your spelling, punctuation, grammar, etc.?
Benefits of effective communication
Quicker problem solving
Better decision making
Steady work flow
Strong business relations
Better professional image
Hearing Vs Listening
Hearing – Physical process, natural, passive
Listening – Physical as well
as mental process, active,
learned process, a skill
Listening is hard.You must choose to participate in the process of listening.
…in the new global and diverse workplace requires
excellent communication skills!
Success for YOU…
THANK YOU