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Communication. Arun.Vi

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These Slides Describes Communication, Verbal & Non Verbal Communication, Communication Flow in an Organisation, Barriers To Effective Communication, Communication Process, And Tips For Improving ...

These Slides Describes Communication, Verbal & Non Verbal Communication, Communication Flow in an Organisation, Barriers To Effective Communication, Communication Process, And Tips For Improving Written Communication

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Communication. Arun.Vi Communication. Arun.Vi Presentation Transcript

  • communication Presented by ARUN.VI
  • Communication - definition
    • Communication is the transfer of information from a sender to a receiver, with the information being understood by the receiver.
    • On a daily basis we work with people who have different opinions, values, beliefs, and needs than our own. Our ability to
    • exchange ideas with others,
    • understand others' perspectives,
    • solve problems
    • will depend significantly on how effectively we are able to communicate with others.
    • Effective Communication - features
    • 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.
  • PURPOSE OF COMMUNICATION.
    • To establish and disseminate the goal of an organization
    • To develop plans for their achievement
    • To organize human and other resources in the most effective and efficient way.
  • Contd.
    • 4) To select, to develop, and appraise member of the organization.
    • 5) To lead, direct motivate and create a climate in which people want to contribute.
    • 6) To control performance.
    • The act of communicating involves
    • Verbal,
    • Nonverbal, and
    • Paraverbal components.
    • The verbal component refers to the content of our message‚ the choice and arrangement of our words.
    • The nonverbal component refers to the message we send through our body language.
    • The Para verbal component refers to how we say what we say - the tone, pacing and volume of our voices
  • Written, Oral and Nonverbal Communication
    • Written and oral communication media have advantages and disadvantages.
    • Often used together so that the favorable qualities of each can complement the limitations of other
    • Visual aids may used to supplement both
  • Written communication
    • Has the advantage of providing records,
    • references and legal defenses
    • A message can directed to a large audience through mass mailing.
    • Provides uniformity in policy and procedures and reduce costs in some cases
    • IT creates mountains of paper
    • May be poorly expressed
    • No immediate feedback
  • Oral communication
    • Immediate feedback
    • Face to face interaction
    • Costly
    • Expensive
  • Non Verbal Communication
    • Un written and unspoken messages both intentional and unintentional
    • Profound impact on receivers
    • Difficult to interpret accurately
    • Facial expressions, eye contact, body posture and motions, positioning with in groups, tone of voice.
  • Types of Non-verbal communication :-
    • Kinesics
    • Facial expression
    • Posture
    • Gesture
    • Oculesics
    • Haptics
    • Proxemics
    • Personal appearance
  • Communication flow in an organization.
    • Downward
    • Upward
    • Horizontal flow.
    • Crosswise.
    • Diagonal flow.
  • Communication flow in an organization. HORIZONTAL U P W A R D D O W N W A R D D I A G O N A L
  • DOWNWARD COMMUNICATION.
      • Flows from people at higher levels to those at lower levels in the organizational hierarchy.
  • UPWORD COMMUNICATION
    • Travels from subordinates to superiors and continues up the organizational hierarchy.
  • CROSS COMMUNICATION
    • Horizontal flow.
    • Horizontal flow of information is among people on the same or similar organizational level.
    • Diagonal flow.
    • diagonal flow of information is among persons at different levels who have no direct reporting relationship with one another.
  • Electronic media in communication
    • Increasing usage of electronic media in organization
  • Telecommunication
    • Widely used media for communication
    • Used in variety of ways in different organization
    • Importance of telecommunication
  • cons
    • Poor coverage
    • Issues of trust
  • Teleconferencing
    • It is a group of people interacting with each other by means of audio and video media with moving or still pictures.
    • Used in hold meetings among managers
    • Able to see each others expressions and visual display.
  • Pros and cons
    • Pros
        • time saving
        • Save money
        • Easy communication
    • Cons
        • Distraction
        • Poor substitute
  • Use of computer for information handling and networking
    • Replace traditional communication channel.
    • Can obtain, analyze, organize data timely and inexpensively.
    • Instant messaging
    • Shows whether a person is connected to the internet; if connected message can be exchanged instantly.
    • Internet access providers provide systems which can sent mails with high speed and low cost.
    • Scenario had changed.
  • Barriers to Effective Communication
  • COMMUNICATION PROCESS R E C E I V E R S E N D E R ENCODING (CREATION OF IDEA) DECODING (UNDERSTANDING) FEEDBACK ( RESPONSE) MEDIUM TRANMISSION PROCESS RECEIVER THOUGHT
  • Communication process
    • Miscommunication takes place when the message received is not the same as the sent .
    • The causes for miscommunication are many….
    • Barrier can exist,
    • In the sender
    • In the transmission of the message
    • In the receiver
    • Or in the feedback .
    • Failure to communicate
    • Badly expressed messages
    • Faulty translations
    • Loss by transmission - ( mutilation occurs)
    • Unclarified assumptions
    • Tendency to evaluate
    • Emotions
    • Perceptual Barriers
    BARRIERS OF COMMUNICATION
    • 9) Distrust of communication 10) Semantic and language barriers 11) Insufficient period for adjustment to change
    • 12) Poor delegation and authority 13) technical barriers 14) Preoccupation of Supervisors/ Managers 15) non-verbal obstructions 16) Inattention [poor listening]
    Contd..
    • 17) Selective perception.
    • 18) Difference between the status and power of the sender and the receiver.
    • 19) Lack of planning.
    • 20) Information overload.
    Contd..
  • 21) Physical distractions
    • Bad connections
    • Poor acoustic
    • Receiver’s health
    • ( hearing or visual impairments or even a headache can interfere the reception of a message ,these annoyances do not generally block communication entirely but they do reduce the receivers concentration by distracting their attention.)
    Contd..
  • TIPS FOR IMPROVING WRITTEN COMMUNICATION
    • Use simple words and phrases
    • Use short and familiar words
    • Use personal pronouns.
    • Give illustrations and examples; use charts.
    • Use short sentences and paragraphs.
    • Use active verbs.
    • Avoid unnecessary words.
    • Select appropriate style of writing.
  • TIPS FOR IMPROVING ORAL COMMUNICATION.
    • Try to inspire, to lead, and to communicate a vision.
    • Give examples or tell a story.
    • Pause-do not rush.
    • Use visual aids.
    • Communicate with confidence
    • Create trust.
    • Use colorful , specific language.
  • Guidelines for improving communication.
    • Clarify the purpose of message
    • Use intelligible encoding.
    • Consult others view.
    • Consider receivers needs
    • Use appropriate tone and language and ensure credibility.
    • Get feedback
    • Consider receivers emotions and motivations.
    • Listen.
  • Presented by,
    • Arun.VI