What is Communication
It is an exchange of ideas, thoughts and feelings between two or more
entities. We communicate our thoughts and feelings to family, friends,
co-workers and strangers every hour of every day.
Communication is an exchange of information from the sender to the
receiver with the message being understood as intended by the sender
What we aim to learn
To understand and appreciate the process of communication as an important
constituent of the professional effectiveness.
To understand oneself and improve interpersonal skills.
Exposure to communication concepts.
Diagnose and avoid barriers to communication.
To gain confidence and honing presentation skills .
Importance of Communication
Organizational/Functional: greater information access
and awareness, speeds up the organizational processes
and better focus on customer requirements.
Improves co-ordination: reduces logical gaps
Encourages co-operation: helps bring everyone in the
Gives a direction: to tasks and activities
Morale and empowerment: brings in self confidence
A problem solving tool: by clarity, preciseness and
Components of Effective
All communication is characterized by the following factors:
Sender – This is a person (or even an organization) with
something to communicate to someone else.
The message or the subtext – the message that the person
wants to communicate
Receiver(s) – the person(s) whom the communication is
We communicate in three major ways
Paraverbal – tone, pitch etc
Expressions – facial, gesture etc
A barrier reduces or changes the quality of the message being transmitted. Types of
Physical - Poor health, Sound / noise, Unsuitable temperature,
Psychological - Lack of Concentration, Attitude and bias, Lack of self
discipline, Low emotional state.
Language barriers - Speak different language, Not the first language
for one or more people involved in the communication, Speak the
same language, but are from different regions.
Culture barriers - Different cultures, classes & life styles
Differences in time and place - These barriers often occur when people are in
different time zones, or different places.
The Barriers From Sender
Don’t know what the receiver expects.
Using a large amount of words to convey messages.
Conveying many issues in a single message that make the receiver
Going around and not straight to main points of a conversation.
Wrong assumption about the receiver’s knowledge and skills to
Using unfamiliar words, examples or using figurative meaning words that
can be understood in different ways.
Talking when the receiver is distracted.
The Barriers From Receiver
Not paying attention.
Depending on the receiver’s thoughts.
Being suppressed by emotion.
Tending to listen to what one wants to see or hear.
Not observing one’s body language
Communicating in the uncomfortable manner.
Tending to resist any message in contrast with self belief or assumption
Jumping to conclusion.
Not asking question to make clear when not understanding any point.
How to overcome the barriers
For the sender
Be clear about the message to
Be precise and to the point
Do not be verbose
Use a language understandable
to the receiver
Write the message if required
Request a feedback to ensure
receipt of message
For the receiver
Concentrate on the message
Ask for clarifications wherever
‘Listen’ for body language
Make notes if required
Flow of communication
Upward - From employee to superior
Downward - From superiors to the employee
Lateral - From one employee to another
Medium of Communication
Tips for Effective Communication
When Verbally Communicating:-
Keep an open mind about what people say (Don’t presume anything before they have
Ask a specific question if you want a specific answer.
Take notes wherever possible ( particularly for a Telephonic conversation).
Speak in as natural tone as possible to create warm environment.
Use humors where and when appropriate.
Avoid using unclear and complex words.
Always try to put yourself in others situation while in the midst of conversation and
Do give relevant feedback.
Tips for Effective Communication
When Writing :-
Use simple language.
Order your thoughts.
Visualize the reader when writing a long report or letter.
Read your report / letter after a while.
Add meaningful headlines and captions.
Use colorful images and visuals wherever/whenever possible.