Communication skills ppt

Communication Skills

Sajid Ali M.U.E.T Jamshoro, Sindh


Present By : Sajid Ali Maitlo

Studying : Mehran University Of Engineerning & Technology Jamshoro, Sindh


Contexts Introduction to communication What is effective communication? Uses of effective Communication Communication Skills Communication Goals Most Common Ways to Communicate Types of Communication Barriers To communication Communication Process Communication Involves Three Components Communication Skills Approach 7 Cs of communication


Contexts Non-verbal communication Silence - Time - Space -Touch and-body

language Non verbal communication codes Posture What is an Oral Presentation? Objectives of Oral Presentation Necessities of oral presentation Q: How to be effective presenter ?


What is communication ?

The process of communication is what allows us to interact with other people; without it, we would be unable to share knowledge or experiences with anything outside of ourselves. Common forms of communication include speaking, writing, gestures, touch and broadcasting.


Effective communication of Meaning and DefinitionMeaning : 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.


Effective Communication . . .

It is two way.

It involves active listening.

It reflects the accountability of speaker and listener.

It utilizes feedback.

It is free of stress.

It is clear.



Communication skills is the ability to use language (receptive) and express (expressive) information.

Effective communication skills are a critical element in your career and personal lives.


Communication Goals

To get and give information

To persuade

To ensure understanding

To get action

To change behavior


Most Common Ways to Communicate

Speaking

Writing

Visual Image

Body Language


Types of Communication

On the basis of organization relationship Formal Informal On the basis of Flow Vertical Crosswise/Diagonal Horizontal On the basis of Expression Oral Written Gesture


Barriers to Communication

Semantic Barriers Emotional Or Psychological Barriers Organizational Barriers Barriers in Superiors


Semantic Barriers

Symbols with different meaning Badly expressed message Faulty translation Unclarified assumption Specialist’s language


Emotional Or Psychological Barriers

Premature evolution Inattention Loss of transmission & poor retention Undue reliance on the written word Distrust of communication Failure to communicate


Organization Barriers

Organizational policy Organization rules & regulation Status relation Complexity in organization


Personal Barriers

Barriers in Superior Attitude of Superior Fear of challenge of authority Lack of time Lack of awareness Barriers in Subordinates Unwillingness to communicate Lack of proper incentive


Communication Process

SENDER RECEIVER

Feedback

receiver sender

Communication is the process of sending and receiving

information among people…

Noise

Use of channel to transmit the message


Communication Involves Three Components Verbal Messages - the words we choose Paraverbal Messages - how we say the

words Nonverbal Messages - our body language

These Three Components Are Used To Send Clear, Concise Messages Receive and Correctly Understand Messages

Sent to Us


Effective Verbal Messages

Are brief, succinct, and organized Are free of jargon Do not create resistance in the listener

SENDING MESSAGES


Nonverbal Messages

Nonverbal messages are the primary way that we communicate emotions

Facial Expression Postures and Gestures


Paraverbal Messages

Paraverbal communication refers to the messages that we transmit through the tone, pitch, and pacing of our voices.


RECEIVING MESSAGES

Listening Requires concentration and energy Involves a psychological connection with the

speaker Includes a desire and willingness to try and

see things from another's perspective Requires that we suspend judgment and

evaluation


Nonverbal Giving full physical attention to the speaker; Being aware of the speaker's nonverbal

messages; Verbal Paying attention to the words and feelings

that are being expressed

Key Listening Skills


Communication Skills Approach

Different individuals have their own approach to communicate and they usually take one of three approaches to communicate..

Types of Communication Skills Approaches Arrow Approach Circuit Approach Dance Approach


Arrow Approach

Simple and straight forward Approach. Communication process is seen as one way

process. No need of for feed back. Basic components of communication consists

of a sender and a receiver. Considered effective.


Circuit Approach

It is considered as circle communication. Unlike arrow Approach feedback is important. Individuals preferring this Approach think that

key to effectiveness is to understand people and messages since people can interpret same messages in different ways.

Emphasis is laid on the dynamics of communication.


Dance Approach

People have to co-operate and decipher each others behavior to get same wave-length.

Like Dance process also communication has certain rules

An effective communicator has to learn a set of rules for various situations. A person knows how to interpret situations and is caple of adjusting the rules in correct way.


The 7c’s of effective communication

1. Completeness

2. Conciseness

3. Consideration

4. Clarity

5. Concreteness

6. Courtesy

7. Correctness.


1. 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.


2. 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.


3. 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.


4. 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.


5. 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.


6. 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.


7. 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.


Non-verbal communication Non-verbal communication is anything other

than words that communicates a message. The way we stand, walk, shrug our shoulders;

the clothes we wear, the car we drive, or the office we occupy; all communicate ideas to others.

All these things which we take into account in interpreting what someone is saying, over and the actual words, are referred to as ‘meta communication’.

‘its not what he says, but the way he says it’.


Silence - Time - Space -Touch and-body language


Silence You think you have made a fabulous speech and you ask your

audience to ask any questions – there is pin-drop silence in the hall. How do you feel?

“silence is golden’, so the saying goes, but is it? At times silence can bean effective technique in encouraging

feedback, or a real two-way communication Silence is a powerful tool of communication, but it must be

used skillfully We are social creatures and our society is made up of

responses to each other. We keep on seeking reassurances One of the cruelest social punishments is ‘solitary

confinement’ Silence builds walls- and walls are barriers to communication.


Time

It is easy to assume that we all experience time in much the same way

After all an hour is an hour Yet time is experienced differently by different nationalities,

societies, and cultures. There is a Christian calendar, Muslim calendar, Hindu calendar and

so on

There are cultural differences in the uses of time, which a business traveler should be aware of

At luncheon meetings the business is discussed either before, during, or after depending on that country’s culture

Local customs, cultures, manners, etiquettes and such, vary from place to place, caste, creed, religion, income, education, lifestyles, social status… the variances are too many


Space

Before we try to understand the movements of the various parts of the body, we should first examine our attitude to the space in which that movement takes place.

Just the way silence and time speak, so does space. Not only does space affect the way we communicate, but we use

space to communicate Each of us have space we feel is our own ‘the three bears’ story Examples : Boss’s room/chair Juniors hostel C.S. class Ladies line Members enclosure…


Touch

Touch is probably the earliest form of communication and still is. However , society/cultures/surroundings/up bringing…bring in inhibitions


Body language or kinesics A favorite sport of many people is ‘people watching’ or, Desmond

Morris has called his very popular book, ‘man watching’ What do you do when you are waiting on a railway platform,

alone or at a busy doctors clinic… Possibly you can’t hear, so you are actually

listening/hearing/reading their body language Whether we are aware of it or not, each of us spends a lot of time

decoding body language, or as it also known as ‘kinesics’ The non-verbal communications often come through louder than

the words that are actually being spoken and are frequently the means by which we reveal the emotional side of our communications.

But, more important, it frequently tells the speaker the extent to which their audience is accepting or not accepting the message.

In other words, body language provides instant feedback to the speaker and tells them how they are doing.


Non verbal communication codes

Two types of non verbal communication codes

1. Performance Codes OR Gestures

2.Art factual Codes


1. Performance Code OR Gestures (A) Paralinguistic OR Adaptors : Non verbal element of verbal. Tone of vice, loudness, stress When you are acting according to situation Example : A bike accident and bike rider died on the spot than

how you inform his relatives (parents) . You inform them that there is an accident occur with your son. He is feeling injuired we took him in a hospital.

(B) Emblems : Having specific meaning in a specific culture. Example : Different hands and fingers movements like point thumb

at someone.


(C) Illustrators : Use with verbal messages but do not have any meaning without

words. Example : While word round when people with their hands make a

circle.

(D) Regulators : To control any one. To control turn taking. That is the change from one speaker to another or to control other

people’s behavior during communication like using your hand to ask someone to stop talking without uttering a word.

(E) Affects : Displays any thing Indicates Emotions They can indicate facial expression, Eye Contact, Tone of voice,

Frowning Forehead, Clenched first ETC…


(2) Art factual Codes :

(A) Personal Codes : Include hair styles , clothing and accessories ,

Thing we carry and so on

(B) Social Codes : The arrangement of furniture in a room , the

lighting..

(C) Public Codes : Include the design of building, monuments and

so on….


Posture 1) Slumped posture = low spirits

2) Erect posture = high spirits, energy and confidence

3) Lean forward = open and interested

4) Lean away = defensive or disinterested

5) Crossed arms = defensive

6) Uncrossed arms = willingness to listen 7) Hands on hips=impatient


What is an Oral Presentation?

An oral presentation is generally a speech or vocal performance, occasionally accompanied by visually based presentations such as a slideshow.

An oral presentation is where you show your knowledge on a particular subject. You might be able to choose your topic, or maybe you have been given something to research and talk about to audience...


Objectives of Oral Presentation Select appropriate points of emphasis in your

presentation. Develop a useful level of detail. Choose and prepare appropriate visual aids. Create a tone that is sensitive to your audience's

circumstance.

e message

Determine the

purpose

Analyze the audience

Gather informatio

n

Adapt the message


Necessities of oral presentation Preparation and planning Structure of speech and language Visuals Create interest in audience


Q: How to be effective presenter ?

Well delivered the lecture. Well understand the lecture. Follow these steps: Preparation Equipment Delivery Language The presentation itself.


Education

Communication skills ppt