Effective Communication


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slideshow on the what, why and how of communication.

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  • Explain that listening is one of the single most important skill of a good communicator. Most of us spend approximately 80% of our waking hours communicating, and about 45o/o of that time is spent listening in a variety of settings. However, listening is the least taught communication skill in school. Explain that listening is not always easy. Sometimes the communicator is unclear about his or her expectations, or we apply our own perceptions and biases to the message. Effective listening requires careful attention and specific behaviors to ensure that the message is fully understood.
  • Correct = facts, spelling, grammarComplete = all relevant informationConcise = brief, avoiding repetitionClear = purpose of communicationCourteous = friendly, honestConcrete = vivid images, detailsCoherent = logical and connected
  • Ask participants to take a few moments and recall a time when they've sent or received an email that created a misunderstanding or conflict. Follow-up by asking what characteristics of the email caused those issues.NEVER USE ALL CAPS WHEN SENDING AN EMAIL. It will appear that you are shouting at your recipient.
  • 1. The subject line is the 'headline'. The subject line of an email should briefly express the main purpose of the email message.3. Use a readable size and type of font, and be cautious about using colors to enhance your email. 4. Don't use abbreviations that are not universally understood. 'Dr.' or 'Mr.' are appropriate, but abbreviations such as 'biz', 'LOL', and 'btw', may not be familiar to the recipient.5. Don't forget to sign your name. This seems like common sense, but sometimes it's unclear from an email address who has sent the message.
  • 7. Be clear and concise. Briefly and clearly communicate the purpose of your email. Avoid lengthy emails that cover several topics - your purpose may get lost in the text. 8. Use proper spelling, grammar and formatting. Always take the time to reread an email after you've written it, and take advantage of spell check. Poor spelling and grammar and improper formatting can make emails difficult to read and understand.9. Consider the tone of the message. Because email is a written form of communication, it is easy to misunderstand the tone of the message. Read your message out loud to yourself before sending it. Mind your manners! Be polite and courteous when sending emails. Use appropriate greetings and language, but consider your audience - if the recipient is a long-time friend, you can be somewhat informal. However, if the recipient is someone you've only spoken to once or twice, you should be considerably more formal. When in doubt, use caution. Never email in anger. Practice the 24 hour rule: before sending off an angry email, save it in a draft folder and revisit it once you have had time to calm down.10. Send replies/follow-ups in a timely manner. While it's unnecessary to send an email response within minutes of receiving it, you should try to send a reply in a timely manner. 'Timely' is a concept that can be perceived differently, so try to be courteous to the sender, who may be waiting on your reply to proceed with a project or task.11. Be sensitive to cultural differences. Emails can be sent across continents and oceans with the click of a button. However, different cultures may misinterpret the meanings of jokes, slang, sarcasm or certain expressions, so use caution.
  • Effective Communication

    1. 1. Effective Communication mnRAJU
    2. 2. Activity 2 Know each other (name, profession, interests, likes, ambition) mnRAJU
    3. 3. What do you expect to learn?  What is communication?  Why effective communication?  Tips for effective communication  Effectively communicate via email  3 Use social media to communicate mnRAJU
    4. 4. What is Communication? 4 (Group Discussion) 1. 2. 3. 4. 5. 6. 7. Is it one-sided or two-way? Is it intentional or unintentional? Does it use conventional or unconventional signals? Does it use linguistic or non-linguistic forms? Is it through spoken, written or other modes? What does it require? When is it complete? mnRAJU
    5. 5. What is Communication? 5  the intentional or unintentional exchange of thoughts, messages, or information between two or more living beings through conventional or unconventional signals, linguistic or non-linguistic forms, and through spoken or other modes.  requires a sender, a message, and a recipient.  is complete once the receiver understands the sender's message. mnRAJU
    6. 6. Activity 6 Why communication fails? (pass a message from one to one) mnRAJU
    7. 7. Why Effective Communication?  To share information, to convince  To understand people better  To strengthen relationships  To succeed in career & life  To resolve difference, to build trust  7 To create caring environments mnRAJU
    8. 8. Crucial Skill 8 Communication mnRAJU
    9. 9. Means of Communication Body Language Speaking Audio Visual Signals 9 Writing mnRAJU
    10. 10. 10 Styles of Communication Self Assessment Become aware of your style and preferences Are you aggressive, passive or assertive? Are you a driver, socializer, relater or thinker? mnRAJU
    11. 11. Know this! 11  People are made up of all four styles  The world is incredibly diverse – be flexible  Mixing different styles strengthens effectiveness  Have mutual respect and trust  Be willing to adapt to situations  Ideas don‟t change - how we present them changes mnRAJU
    12. 12. Skill -1 12 Listen & Observe  Show interest  Focus fully on the speaker   Make the speaker feel heard & understood Avoid interrupting mnRAJU
    13. 13. Effective Communication 13 Starts with Listening Talking 30% Reading 16% Listening 45% Writing 9% mnRAJU
    14. 14. Activity 14 Form pairs  Role plays   Good listening  Poor listening mnRAJU
    15. 15. Active Listening  Actively absorbing information  Showing that you are interested  Providing feedback  Asking questions  15 Using the right body language mnRAJU
    16. 16. Skill -2 16 Show  Body Language  Facial expression, body movement, gesture, eye contact, posture, tone of your voice  Match  Be relaxed  Nod to support, appreciate, accept  Open  No with what you say posture, no hand clasping, arm fidgeting nervous ticks mnRAJU
    17. 17. Activity  17 Stand tall  Stand  Stand on heels, stretch arm above on one leg, form a „v‟ with hands mnRAJU
    18. 18. Non Verbal Communication Hearing 18 Smelling Seeing Tasting Touching mnRAJU
    19. 19. Skill -3 19 Be Attentive  Speak straight / don‟t be vague  Avoid long drawn out stories  Clarify when necessary  Practise active listening  Learn to say “NO” mnRAJU
    20. 20. Learn to APPRECIATE  Praise liberally  Criticize sparingly  Avoid criticizing, judging  Don‟t make people feel bad  Show common sense  20 Be courteous mnRAJU
    21. 21. Think Positive  Focus on things you are good at  Be grateful for your blessings  Be optimistic  21 Don‟t let your brain become a dumpyard mnRAJU
    22. 22. Skill -4 22 Nine Cs • Be Correct • Be Concrete • Be Complete • Be Coherent • Be Concise • Be Credible • Be Clear • Be Creative • Be Courteous mnRAJU
    23. 23. Skill -5 23 Practice, practice, practice mnRAJU
    24. 24. Bad e-mail 24  Bad Language/tone/courtesy  Poor spelling/grammar/punctuation  Unwelcome sarcasm/humor  ALL CAPS  Small, unreadable font, color  Distracting design mnRAJU
    25. 25. e-mail Guidelines 25 1. Use Reply to All, CC & BCC carefully  Only if everybody knows everybody 2. Precise subject line  What is your mail about? Like a book title 3. Neat formatting 4. Avoid abbreviations 5. Mention your name mnRAJU
    26. 26. e-mail Guidelines 26 7. Clear and concise 8. Proper spelling & grammar 9. Courtesy and tone 10. Be timely 11. Consider cultural differences mnRAJU
    27. 27. Social Media 1. Are you active on social media? 2. Which is your favorite medium? Why? 3. How frequently do you use social media? 4. 27 Why do you use social media? (to share information, ideas, news, events and media online; to connect with people anywhere and anytime) mnRAJU
    28. 28. What you have learned?  What is communication?  Why effective communication?  Tips for effective communication  Effectively communicate via email  28 Use social media to communicate mnRAJU
    29. 29. Thank You 29 This slideshow is available at www.authorstream.com/tag/lionnagaraju www.slideshare.net/lionnagaraju Send your comments to lionnagaraju@gmail.com mnRAJU