Communication The Rationale V1

Communication SkillsCommunication Skills

Fa

mily

Neigh

bors

Subordinate

Friends

Colle

ag

ue

Boss

AcquaintanceFellow Travelers

Have you ever thought !!Have you ever thought !!Relationship Building

Influence Others

Achieve Objectives

To be Effective

DefinitionsDefinitions

Communication comes from a Latin verb ‘Communicare’ which means to impart, to participate, to share or to make common

Communication is the process by which two or more persons come together to exchange ideas and understanding amongst themselves’

( Koontz and O’Donnell )

How Much to communicateHow Much to communicate

Most of the Inter-personal problems are because of improper communication.

Has to be most appropriate and just Under communication…….. Over Communication……… Mis-communication-Conflict, mis-

understanding, inaction, wrong action etc…etc.

Why CommunicationWhy Communication

INDIVIDUALS To share knowledge and information To build relations with Individuals To express emotions to others To present ideas- to be aptly understood To influence others of ideas/opinions To transact any deals/ Business needs

etc. etc.,

Why Communication (contd..)Why Communication (contd..)

GROUPS To achieve common goals/cause To reach a common understanding To ensure the group for effective

completion of a task To share common values/ systems To build relationships To Work/progress with common interests

Why Communication (Contd.)Why Communication (Contd.)

Types of CommunicationTypes of Communication

Informal -

Grapevine is the informal channel of communication amongst people which flows around water coolers, down hallways, through lunch rooms and wherever people get together in groups.

Advantages Disadvantages

Transmits information at fast speed

Not very dependable

Feedback reaches the managers faster

Does not always carry complete information

It draws the worker near to each other

Information may be distorted

Communication NetworksCommunication Networks

Subordinate

Subordinate

Subordinate

Subordinate

Wheel Chain

Circle All Channel

Bad CommunicationBad Communication

Language Barrier

Status Barrier

Physical Barrier

Resistance to change

Wrong choice of Medium

Psychological Barriers

Barriers to communication

5 Cs of Good Communication5 Cs of Good Communication ConcisenessWrite the message in as few words as possible

CompletenessEnsure that all the information needed by the reader to

respond or act is included

CourtesyShow consideration for the receiver

ClarityWrite clearly

CorrectnessCheck the letter for accuracy of all statements and details

Brain Storm- Essential of Good Brain Storm- Essential of Good CommunicationCommunication TEAM –A-Mediums of Comminication E-Mail,Telecon,Gp.Discussion Technical Presentation, NB, Intranet,

Internet, Meetings, circulars, Posters, Group exercises songs

TEAM-B Various Attributes of a Good

Communication

Essentials of Good CommunicationEssentials of Good Communication

Verbal Vocabulary and Usage Pronunciation Courtesy Three stages

Tell them what you are going to tell themTell themTell what you have told them

Physical Quality of SpeechABC- Accuracy, Brevity, ClarityKISS-Keep it short and simple

Essentials of Good CommunicationEssentials of Good CommunicationNon-Verbal CommunicationBODYBODY-LANGUAGE-LANGUAGE

Posture Relaxed, open, Comfortable on both feet

Gestures Reaches out

Expressions Attentive and Interested

Eye Contact Direct, looks at everyone

VOICE

Voice Appropriate, Modulates

Rate of Speech Moderate, Varies

Verbal Clues “I think” “I feel” “What are our options”


ListeningListening is not the simple ability to decode information; it is a two way exchange in which both parties involved must always be receptive to the thoughts, ideas and emotions of the other person.

Please Listen to OthersLook Interested what they are saying is important

and means a lot to you

Inquire with questions right and relevant use of technique

Stay on target be attentive

Evaluate the message, read between the lines

Neutralise your feeling emotional leakage/ biases/ prejudices/perceptions/ selective

listening

Tools of CommunicationTools of Communication

Body Language Body Expressions: Eyes, Face, Arms,

Movements Listenning skills Presentation styles be constantly improved Customisation: Know the Audience.

Language, tone , style, feelings, courtsy etc. Content: Prepare, Prepare and prepare

Feed Back

Feed Back is a mechanism by which the sender reconfirms the receivers understanding of the message. This is essential with a view to ensuring that the communication is properly understood

the way it was meant to be


Disadvantages of Bad Disadvantages of Bad CommunicationCommunication

Can be Misunderstood and can lead to Conflicts

May not be taken seriously loose control Reduced effectiveness and loose focus Can lead to loss opportunity/friends/goal

Advantages of Good Advantages of Good CommunicationCommunication Would be understood properly Ability to handle any situations Ability to lead others coorectly Willingness of others to be lead by you Helps in easy decision making Helps in reducing and resolving conflicts Personality with a difference

How to be effective in communicationHow to be effective in communication

Self Clarify objective - Inform

-Understand- Perform- Transform

Practice proper expression – Written, Verbal, Non-verbal Learn to Listen Learn to empathise Learn to deal with emotions Watch your tongue Be gentle – People are fragile Learn to use feed backs effectively Learn to apologise if you have communicated wrongly


As a Group Member Always keep the objective of the group in mind Listen and appreciate others point of view Clarify Assumptions Communicate your views, ideas truthfully but softly Record points depending on the importance of

subject, for future reference Use feedback

In an Organisation Identify the receiver – whether to an

individual, a group/ Dept. or all Be clear and avoid ambiguity Ensure physical receipt of communication Use feed back Be proactive in communicating Avoid distractions Use grapevines positively


Communication–A Continuous ProcessCommunication–A Continuous Process

Communication at all times must be WIN-WIN

Communication

Effective

Communication

Action for Effective

Communication