Effective Communication Skills.pptx

7/30/2019 Effective Communication Skills.pptx

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Effective Communication Skills


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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


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What is Effective Communication?

Effective Communication is a process where amessage is received and understood by thereceiver in the manner that the sender

intended it to be. Effective communication skills are a critical

element in your career and personal lives.

We all must use a variety of communicationtechniques to both understand and beunderstood.


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Most Common Ways To Communicate


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Why We Communicate


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Critical Success Factor For Life


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Types of Communication

Downwards Communication : Highly Directive, from Senior to subordinates, toassign duties, give instructions, to inform to offer feedback, approval to highlight problems etc.

Upwards Communications : It is non directive in nature from down below, to givefeedback, to inform about progress/problems, seekingapprovals.

Horizontal Communication : Among colleagues, peers at same level for information

level for information sharing for coordination, to save time.

In modern business environment communication extends beyond written or spokenwords to listened word.

Visual dimension added by T.V., computers has given to new meaning tocommunication.

COMMUNICATION NETWORKS

Formal Network : Virtually vertical as per chain go command within thehierarchy.

Informal Network : Free to move in any direction may skip formal chain ofcommand. Likely to satisfy social and emotional needs

and also can facilitate task accomplishment.


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What Causes Distortion of

Communication

Speaker

Language

Wordiness

Semantics Emotions

Inflections

Listener

Perceptions

Preconceived

notions/expectations Physical hearing problem

Speed of thought

Personal interests

Emotions

Attention span

No active listening!


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Key Communication Skills

Listening Skills

Feedback Skills

Presentation skills


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Listening and Speaking are used a lot

9%

16%

30%

45%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

Writing Reading Speaking Listening


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But not taught enough

9%

16%

30%

45%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

Writing Reading Speaking Listening


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Listening is needed everywhere..

Listening skills form the basis of:

Continued learning

Teamwork skills

Management skills

Negotiation skills

Emotional intelligence


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But not practiced effectively

70% of all communication is

Misunderstood

Misinterpreted

Rejected

Distorted

Not heard


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Hearing Vs Listening

Hearing Physical process, natural,

passive

Listening Physical as well as mental

process, active, learned process, a skill


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Stages of the Listening Process

Hearing

Focusing on the message

Comprehending and interpreting Analyzing and Evaluating

Responding

Remembering


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How to be an Active Listener

Set the stage Choose an appropriate physical environment

Remove distractions

Be open and accessible

Maintain relaxed, open posture that shows concentration Ensure mutual understanding

Reflect feelings

Offer acknowledgements (say uh-huh)

Paraphrase main ideas

Interrupt to clarify

Confirm next steps


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How to be an Active Listener

Understand body language

Observe position and posturing

Make eye contact

Consider expression and gestures

Suspend judgment

Concentrate

Keep an open mind Hear the person out

Do not react to emotive words


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Barriers to Active Listening

Behaviors that hinder effective listening Act distracted (look at your watch!) Tell your own story without acknowledging theirs Give no response Invalidate response, be negative Interrupt Criticize Diagnose what was said

Give advice/solutions quickly Change the subject Reassure without acknowledgment


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Clues that you are not listening..

Are you simply waiting for your turn to talk?

Are you thinking about your reply before the

other person has finished talking?


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Feedback Skill

Positive vs. Negative Feedback

Positive feedback is more readily and accuratelyperceived than negative feedback

Positive feedback fits what most people wish tohear and already believe about themselves

Negative feedback is most likely to be acceptedwhen it comes from a credible source if it isobjective in form

Subjective impressions carry weight only whenthey come from a person with high status andcredibility


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Developing Effective Feedback Skills

Focus on specific behaviours

Keep feedback impersonal

Keep feedback goal oriented Make feedback well timed

Ensure understanding

Direct feedback toward behaviour that iscontrollable by the recipient


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Presentation Skills

Ideas, concepts or issues talked about or spokento a group or audience

Public speaking is one of the most feared thingsI could make such a fool of myself

Skills required to give a good presentation canbe developed

Preparation is the Key


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Presentation Skills

Helpers

Whatdo you want to present (content)?

Whydo you want to present (purpose)?

Where will you be presenting (place)?

Howdo you want to present (words to be used

or not, slides to be used)

Who is your audience?


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Presentation Skills

Preparation: Audience Analysis

What is the audience interested in

What does the audience wantWhat does the audience already know and needs

to know

What are their needs, expectations from this

presentationHow will the audience benefit from this

presentation


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Presentation Skills

Structure the content in line with theaudiences needs

What do you want to tell the audience?

What is your objective?

Prepare keeping in mind the time allotted

Anticipate the questions and prepare

Collect material from a variety of sources

Arrange points logically and sequentially

Prepare handouts as well


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Presentation Skills

The Beginning

Should be carefully designed

Get attention

- shock, humour, question, story, facts&figures

- well rehearsed yet natural

Motivate audience to listen

- listen to their needs


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Presentation Skills

Preparation Structure

Sequence should be logical & understandable

Interim summaries- RecapsValue of visual aids-flip charts, handouts etc.


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Presentation Skills

Prepare Closing

Last 2 to 2.5 minutes are as critical as the first

five minutes for a successful presentation

Summarize- highlight important points

Suggest action- what to do and when, where

and how to do it


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Presentation Skills

Effective Delivery

Be active - move

Be purposeful - controlled gesturesVariations vocal (pitch, volume, rate)

Be natural

Be directdont just talk in front of theaudience talk to them


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Presentation Skills

Handling Questions

Do not get confusedYou are not supposed to know everything

Anticipate and keep answers ready

Sometime questions themselves give you alead to highlight your point of view


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Presentation Skills

So to conclude :

Always prepare

Channelize you fearInteract with your audience

How to Improve Existing Level of


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How to Improve Existing Level of

Communication?

IMPROVE LANGUAGE.

IMPROVE PRONUNCIATIOON.

WORK ON VOICE MODULATION.

WORK ON BODY LANGUAGE.

READ MORE

LISTEN MORE

AVOID READING OR WATCHING OR LISTENING UNWANTED LITERATURE, GOSSIP, MEDIAPRESENTATION ETC.

INTERACT WITH QUALITATIVE PEOPLE.

IMPROVE ON YOU TOPIC OF DISCUSSION,

PRACTICE MEDITATION & GOOD THOUGHTS.

THINK AND SPEAK.

DO NOT SPEAK TOO FAST. USE SIMPLE VOCABULARY.

DO NOT SPEAK ONLY TO IMPRESS SOMEONE.

LOOK PRESENTABLE AND CONFIDENT.


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Improving Body Language - Tips

Keep appropriate distance

Touch only when appropriate

Take care of your appearance

Be aware - people may give false cues

Maintain eye contact

Smile genuinely


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Documents

Effective Communication Skills.pptx