Communication skills for_internals

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  • 1. 1. Determine communication and explain the principles of effective communication? Communication is the activity of conveying meaningful information. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the senders intent to communicate at the time of communication; thus communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality No group can exist without communication: the transference ofmeaning among its members. It is only through transmitting meaning from oneperson to another that information and ideas can be conveyed.Communication, however, is more than merely imparting meaning. It mustalso be understood. In a group in which one member speaks only German andthe others do not know German, the individual speaking German will not befully understood. Therefore, communication must include both thetransference and the understanding of meaning. An Idea, no matter how great, is useless until it is transmitted and understood by others. Perfect communication, if there were such a thing, would exist when a thought or an idea was transmitted so that the mental picture perceived by the receiver was exactly the same as that envisioned by the sender. Although elementary in theory, perfect communication is never achieved in practice.Principles of effective Communication- * Begin in a friendly way. Whenever possible, begin with praise and honestcommunication. Smile and be inviting and open instead of serious anddemanding.*Give honest and sincere appreciation. How often do you offer genuineappreciation to your co-workers versus the times you criticize and condemnthem?
  • 2. *Become genuinely interested in others. Learn to ask thoughtful questionsthat will show your interest in others.*Make the other person feel important—and do it sincerely. Operate by theprinciple that you gain more influence by raising people up than by knockingthem down.*Praise the slightest improvement and praise every improvement. Learn tovalue the positive instead of hunting for the negative. It’s easy to see what’swrong—everybody can do that. A skilled individual finds the optimistic andpositive perspective.*Talk in terms of the other person’s interests. Remember, everyone is self-interested. Your job isn’t to change this, but to use it to your advantage ingaining influence in a benign, supportive way. 2. Distinguish between Formal & Informal Communication. Describes the various directions in which Formal & Informal communication generally follows?In an organization, there are basically two ways of communicationnamely: Formal and Informal communication Below explain their differences and characteristics: FORMAL COMMUNICATION Communication takes place through the formal channels of the organization structure along the lines of authority established by the management. Such communications are generally in writing and may take any of the forms; policy; manuals: procedures and rule books; memoranda; official meetings; reports, etc.
  • 3. Advantages & Disadvantages of Formal Communication: The advantages of formal communication are: They help in the fixation of responsibility and Maintaining of the authority relationship in an organization. The disadvantages of formal communication are: Generally time consuming, cumbersome and Leads to a good deal of distortion at times. INFORMAL COMMUNICATION Communication arising out of al those channels of communication that fall outside the formal channels is known as informal communication. Built around the social relationships of members of the organization. Informal communication does not flow lines of authority as is the case of formal communication. It arises due to the personal needs of the members of n organization. At times, in informal communication, it is difficult to fix responsibility about accuracy of information. Such communication is usually oral and may be covered even by simple glance, gesture or smile or silence.3. How will you improve the effectiveness of communication inyour organization?
  • 4. 1. Use Multiple Channels for Organizational Communication – One of themost effective ways to ensure that people get your message is to send it acrossmultiple channels. Some of the more effective channels include meetings, face-to-face talks, e-mail, faxes, telephone conversations, bulletins, postings, andmemos. The key is to make sure you always employ multiple methods todisseminate your message, and never rely on a single channel.2. Make Important Messages Repetitive – In addition to using multiplechannels, you can improve organizational communication by repeatingimportant messages from time to time.3. Focus on Listening – This is vital during individual (i.e., one-on-one)communication. The biggest reason that most of us are poor listeners is that wedon’t take the time to actively listen. You can do this by utilizing reflectivelistening skills (paraphrasing what your speaking partner has said to confirmunderstanding), using good nonverbal behaviors and body posture (e.g., faceyour communication partner with an open stance), and focusing on your partnerby making a conscious effort to listen first instead of trying to get your messageacross first. Do this by saying to yourself, ―for the next three minutes, I amonly going to listen‖.4. Get Your Message Across – After you listen and fully understand yourcommunication partner, you must make sure you can get your message across inthe exact way it is intended. To do this, speak openly and honestly, and be asstraightforward as possible (i.e., no ―beating around the bush‖); speakinclusively and use terms that will be understood and respected by a diversearray of individuals; and check for understanding to make sure your messagehas been received accurately.5. Handle Communication Problems – Finally, we must become moreeffective at managing the communication problems that will inevitably ariseduring human interaction. Such problems include conflict, difficulty inresolving problems, misunderstandings, dealing with difficult people andmanaging cultural differences. I will address these issues in future posts.