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Effective communication

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  • 1. 5 Basic questions onCommunication Why do we communicate? What do we communicate? How do we communicate? Who do we communicate? Why is communication important to us?
  • 2. Communication – The hub of ManagementWe must think first then we can learn and what welearn we must share and how we share is byCOMMUNICATING An executive is a communicator. One of the most important skills of any executive is the ability to communicate. Two skills are essential:  Transmitting information  Receiving feedback
  • 3. Communication must always be seen as a twoway process. Transmitting information is onlyone part of the story. We must check that theinformation has been received and understood.To do this we must get feedback by:  Listening; and  QuestioningTo make sure that the information we sent outhas been received in exactly the same form aswe intended.
  • 4. Communication SkillsCommunication is thetransferring andunderstanding of meaning.It is the sharing ofinformation or knowledgebetween two or morepeople.
  • 5. Communication Skills This Model Is Made Up Of Seven Elements: The communication source (sender) The message (a purpose to be conveyed) Encoding (converting a message into symbols) The channel (the medium by which a message travels) Decoding (retranslating a sender’s message) The receiver Feedback
  • 6. Communication SkillsCommunication Skill In sending a message, a sender sends:  Facts  Feelings  Attitudes A receiver upon receiving the message is also influenced by:  His own feelings  Attitudes, and  Perception of the message
  • 7. Communication Skills1. Ignoring Making no effort to listen3. Pretending Making believe or giving the appearance you are listening.7. Selective listening Hearing only the parts of the conversation that interest you4. Attentive listening Paying attention and focusing on what the speaker says, and comparing that to your own experience15. Empathic listening Listening and responding with both the heart and mind to understand the speaker’s words, intent, and feelings.
  • 8. Communication SkillsMethods Of Communicating Oral (speeches, formal one-on-one, group discussion) Written (memos, letters, periodicals, bulletin boards) Nonverbal (body languages, gestures, facial expression) Electronic media (telephone, computers, fax machine, e-mail)
  • 9. Communication SkillsOrganizational CommunicationThe flow of information within the organization through the various channels and networks.1. Formal Communication: Communication that follows the authority chain or that’s necessary to do a job.2. Informal Communication: Communication that is not approved by management and not defined by the structural hierarchy.3. Downward Communication: Communication that flows from a manager down the authority hierarchy.4. Upward Communication: Communication that flows subordinates to higher-level managers.5. Lateral Communication: Communication among any horizontally equivalent personnel.6. Diagonal Communication: Communication that cuts across functions and levels in an organization.
  • 10. Communication SkillsCommunication NetworksThe vertical and horizontal dimensions in organization communications can be combined into a variety of patterns, or into what is referred to as communication networks. We can identify 5 common communication networks:1. The Chain Network: Represents a various levels vertical hierarchy in which communication can move only upward or downward.2. The Y Network: If we turn the Y network upside down, we see two subordinates reporting to a manager, with two levels of authority above the manager.3. The Wheel Diagram Network: The wheel represents four subordinates who report to a manager. There is no interaction between the subordinates since all communication are channeled through the manager.4. The circle Network : Allows members to interact with adjoining members, but no further.5. The all Channel Network: Allows each of the members to communicate freely with the other members. This is the least structured channel.
  • 11. Communication Skills Barriers to effective communication Filtering (manipulation of information to make it appear more favorable to the receiver) Selective perception (receiver selectively sees and hears communication depending in his needs, experience, motivation). Emotions (how the receiver feels when a message is received)
  • 12. Communication Skills Barriers to effective communication …(Cont…) Languages (words mean different things to different people) Culture (national culture people are in) Nonverbal cues ( facial expression, gestures, body movement)
  • 13. Communication SkillsOvercoming the barriers Use Feedback (to check understanding and accuracies) Simplify Language (choose clear and understandable words) Listen actively (listen for full meaning) Control Emotions (communicate in rational manner) Watch Nonverbal Cues (actions speak louder than words)
  • 14. Communication SkillsHow We CommunicateCommunications experts estimate that only 7% of our communicationis represented by the words we say, another 38% by our sounds andhow we say words, and 55% our non verbal and body language.Three elements of effective communication 7% verbal 55% 38% Body tonality languages
  • 15. Communication SkillsCommunication isn’t just words!Some of the other ways in which wecommunicate are:  Facial expression  Tone of voice  Signs  Gestures  Posture  Eye contact
  • 16. Communication SkillsEffective Communication It is what was said but, Speech is power how it was said that is important  Talk loud, clear and It is what was structured persuaded rather than forced which lasts  Talk face to face forever Our communication  Keep your sentences strategy must combine short all the three elements of effective  Use your body facial communication to build and body expression clear understanding
  • 17. Building effective listening skillsEffective listening is an active process. Listsome of the ways that you know to buildeffective listening skills. 1. _________________________________________ 2. _________________________________________ 3. _________________________________________ 4. _________________________________________ 5. _________________________________________ 6. _________________________________________
  • 18. Developing Human Relation Skills Assertive Speaking and acting that communicates who you are and what you want; stands for your own rights because you respect others and you respect yourself Non-assertive Your inability to stand for your own rights; sacrificing your rights and later on regretting actions Aggressive You violate the basic human rights of others