EFFECTIVE COMMUNICATION

SKILLSBy Ranjeet Kumar, Soft Skills InstructorEmail# ranjeet.kumar@amanfoundation.orgMobile# 0333-7207616, 0333-7234357

OBJECTIVES

• Define and understand communication and the communication process

• List and overcome the filters/barriers in a communication process

• Practice active listening

• Tips to improve verbal and non verbal communication

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.

ITS ESSENCES :

CLASS ACTIVITY

Call Participant on the stage,1. Introduce your self

2. Where do you see your self after 5 to 10 years?

3. Tell us hobbies

4. Who is your ideal personality?

5. What are you Strength, Weaknesses, Opportunities by viewing the current situation of Pakistan?

6. Do you like soft skills if yes why if not why?

7. Why did you choose Aman Tech to promote your career?

WHAT ARE THE MOST COMMON WAYS

WE COMMUNICATE?

Spoken Word

Written Word

Visual Images

Body Language

BODY LANGUAGE

DIFFERENCE BETWEEN POSTURE AND GESTURES

A gesture is a form of non-verbal communication in which visible bodily actions communicate particular messages.

Gestures include movement of the hands, face, or other parts of the body.

Posture is a stance and/or alignment as compared to a balanced position for the human body.

Posture refers to "the carriage of the body as a whole, the attitude of the body, or the position of the limbs (the arms and legs)."

GESTURES BODY POSTURES

TYPES OF COMMUNICATION

Downwards Communication :

Highly Directive, from Senior to subordinates, to assign duties, give instructions, to inform to offer feed back, approval to highlight problems etc.

Upwards Communications:

It is non directive in nature from down below, to give feedback, to inform about progress/problems, seeking approvals.

Lateral or Horizontal Communication:

Among colleagues, peers at same level for information level for information sharing for coordination, to save time.

TYPES OF COMMUNICATION

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

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

COMMUNICATION NETWORKS

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

Informal Network: Free to move in any direction may skip formal chain of command. Likely to satisfy social and emotional needs and also can facilitate task accomplishment.

HIERARCHY LEVEL

Executive Director

Vice President

A.G.M.

Manager

Supervisor

Forman

Supervisor 3Supervisor 1 Supervisor 2

Manager

Horizontal Comm.

The Communication Process

SENDER(encodes)

RECEIVER(decodes)

Barrier

Barrier

Medium

Feedback/Response

BARRIERS TO COMMUNICATION

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.

ACTIVITY

1. Assign one topic to participant for example: How to rescue a declining standard of Education in Pakistan? (Give 3 to 5 Minutes to participant for expressing his views on this topic).

2. Group discussion (4-Participants per group)“Assign them a single topic”

3. Leader and subordinate session“Perform small drama”

VALUE OF LISTENING

1. Listening to others is an elegant art.

2. Good listening reflects courtesy and good manners.

3. Listening carefully to the instructions of superiors improve competence and performance.

4. The result of poor listening skill could be disastrous in business, employment and social relations.

5. Good listening can eliminate a number of imaginary grievances of employees.

6. Good listening skill can improve social relations and conversation.

7. Listening is a positive activity rather than a passive or negative activity.

1. Always think ahead about what you are going to say.

2. Use simple words and phrases that are understood by every body.

3. Increase your knowledge on all subjects you are required to speak.

4. Speak clearly and audibly.

5. Check twice with the listener whether you have been understood accurately or not

ESSENTIALS OF COMMUNICATIONDos

ESSENTIALS OF COMMUNICATION

Dos1. In case of an interruption, always do a little recap of

what has been already said.

2. Always pay undivided attention to the speaker while listening.

3. While listening, always make notes of important points.

4. Always ask for clarification if you have failed to grasp other’s point of view.

5. Repeat what the speaker has said to check whether you have understood accurately.

ESSENTIALS OF COMMUNICATIONDON’Ts

1. Do not instantly react and mutter something in anger.

2. Do not use technical terms & terminologies not understood by majority of people.

3. Do not speak too fast or too slow.

4. Do not speak in inaudible surroundings, as you won’t be heard.

5. Do not assume that every body understands you.

6. While listening do not glance here and there as it might distract the speaker.

7. Do not interrupt the speaker.

8. Do not jump to the conclusion that you have understood every thing.

How to Improve Existing Level ofCOMMUNICATION?

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, MEDIA PRESENTATION 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.

IMPROVING BODY LANGUAGE - TIPS

1. To boost your confidence, assume a power pose

2. To increase participation, look like you’re listening

3. To encourage collaboration, remove barriers

4. To connect instantly with someone, shake hands

5. To stimulate good feelings, smile

6. To show agreement, mirror expressions and postures

7. To improve your speech, use your hands

8. To learn the truth, watch people’s feet

9. To sound authoritative, keep your voice down

10. To improve your memory, uncross your arms and legs

…In the new global and diverse workplace requires

excellent communication skills!

Success for YOU…

Questions