Communication The Rationale V1


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Communication The Rationale V1

  1. 1. Communication Skills 
  2. 2. Family Neighbors Subordinate Friends Colleague Boss Acquaintance Fellow Travelers Groups Groups Groups Groups Organisation Have you ever thought !! Relationship Building Influence Others Achieve Objectives To be Effective
  3. 3. Definitions Communication comes from a Latin verb ‘Communicare’ which means to impart, to participate, to share or to make common Communication is the process by which two or more persons come together to exchange ideas and understanding amongst themselves’ ( Koontz and O’Donnell )
  4. 4. How Much to communicate <ul><li>Most of the Inter-personal problems are because of improper communication. </li></ul><ul><li>Has to be most appropriate and just </li></ul><ul><li>Under communication…….. </li></ul><ul><li>Over Communication……… </li></ul><ul><li>Mis-communication-Conflict, mis-understanding, inaction, wrong action etc…etc. </li></ul>
  5. 5. Why Communication <ul><li>INDIVIDUALS </li></ul><ul><li>To share knowledge and information </li></ul><ul><li>To build relations with Individuals </li></ul><ul><li>To express emotions to others </li></ul><ul><li>To present ideas- to be aptly understood </li></ul><ul><li>To influence others of ideas/opinions </li></ul><ul><li>To transact any deals/ Business needs etc. etc., </li></ul>
  6. 6. Why Communication (contd..) <ul><li>GROUPS </li></ul><ul><li>To achieve common goals/cause </li></ul><ul><li>To reach a common understanding </li></ul><ul><li>To ensure the group for effective completion of a task </li></ul><ul><li>To share common values/ systems </li></ul><ul><li>To build relationships </li></ul><ul><li>To Work/progress with common interests </li></ul>
  7. 7. Why Communication (Contd.) Organisational Communication Achieve Coordinated Action *Organisational Goals *Share Information *Task Directives *Result of Efforts *Decision Making Express Feelings and Emotions
  8. 8. Types of Communication <ul><li>Informal - </li></ul><ul><li>Grapevine is the informal channel of communication amongst people which flows around water coolers, down hallways, through lunch rooms and wherever people get together in groups. </li></ul>Does not always carry complete information Feedback reaches the managers faster Not very dependable Transmits information at fast speed Information may be distorted It draws the worker near to each other Disadvantages Advantages
  9. 9. Communication Networks Wheel Chain Circle Manager Subordinate Subordinate Subordinate Subordinate Task force Member Task force Member Task force Member Task force Member Informal Group Member Informal Group Member Informal Group Member Informal Group Member All Channel Senior Manager Manager Assistant Manager Management Trainee
  10. 10. Bad Communication <ul><li>Language </li></ul><ul><li>Barrier </li></ul><ul><li>Status Barrier </li></ul><ul><li>Physical Barrier </li></ul><ul><li>Resistance to change </li></ul><ul><li>Wrong choice of Medium </li></ul><ul><li>Psychological Barriers </li></ul>Barriers to communication
  11. 11. 5 Cs of Good Communication <ul><li>Conciseness </li></ul><ul><li>Write the message in as few words as possible </li></ul><ul><li>Completeness </li></ul><ul><li>Ensure that all the information needed by the reader to respond or act is included </li></ul><ul><li>Courtesy </li></ul><ul><li>Show consideration for the receiver </li></ul><ul><li>Clarity </li></ul><ul><li>Write clearly </li></ul><ul><li>Correctness </li></ul><ul><li>Check the letter for accuracy of all statements and details </li></ul>
  12. 12. Brain Storm- Essential of Good Communication <ul><li>TEAM –A-Mediums of Comminication </li></ul><ul><li>E-Mail,Telecon,Gp.Discussion </li></ul><ul><li>Technical Presentation, NB, Intranet, Internet, Meetings, circulars, Posters, Group exercises songs </li></ul><ul><li>TEAM-B </li></ul><ul><li>Various Attributes of a Good Communication </li></ul>
  13. 13. Essentials of Good Communication <ul><li>Verbal </li></ul><ul><li>Vocabulary and Usage </li></ul><ul><li>Pronunciation </li></ul><ul><li>Courtesy </li></ul><ul><li>Three stages </li></ul><ul><ul><li>Tell them what you are going to tell them </li></ul></ul><ul><ul><li>Tell them </li></ul></ul><ul><ul><li>Tell what you have told them </li></ul></ul><ul><li>Physical Quality of Speech </li></ul><ul><ul><li>ABC- Accuracy, Brevity, Clarity </li></ul></ul><ul><ul><li>KISS-Keep it short and simple </li></ul></ul>
  14. 14. Essentials of Good Communication <ul><li>Non-Verbal Communication </li></ul><ul><li>BODY -LANGUAGE </li></ul><ul><li>Posture Relaxed, open, Comfortable on both feet </li></ul><ul><li>Gestures Reaches out </li></ul><ul><li>Expressions Attentive and Interested </li></ul><ul><li>Eye Contact Direct, looks at everyone </li></ul><ul><li>VOICE </li></ul><ul><li>Voice Appropriate, Modulates </li></ul><ul><li>Rate of Speech Moderate, Varies </li></ul><ul><li>Verbal Clues “I think” “I feel” “What are our options” </li></ul>
  15. 15. Essentials of Good Communication <ul><li>Listening </li></ul><ul><li>Listening is not the simple ability to decode information; it is a two way exchange in which both parties involved must always be receptive to the thoughts, ideas and emotions of the other person. </li></ul><ul><li>Please Listen to Others </li></ul><ul><li>Look Interested what they are saying is important and means a lot to you </li></ul><ul><li>Inquire with questions right and relevant use of technique </li></ul><ul><li>Stay on target be attentive </li></ul><ul><li>Evaluate the message, read between the lines </li></ul><ul><li>Neutralise your feeling emotional leakage/ biases/ prejudices/perceptions/ selective </li></ul><ul><li>listening </li></ul>
  16. 16. Tools of Communication <ul><li>Body Language </li></ul><ul><li>Body Expressions: Eyes, Face, Arms, Movements </li></ul><ul><li>Listenning skills </li></ul><ul><li>Presentation styles be constantly improved </li></ul><ul><li>Customisation: Know the Audience. Language, tone , style, feelings, courtsy etc. </li></ul><ul><li>Content: Prepare, Prepare and prepare </li></ul>
  17. 17. <ul><li>Feed Back </li></ul><ul><li>Feed Back is a mechanism by which the sender reconfirms the receivers understanding of the message. This is essential with a view to ensuring that the communication is properly understood </li></ul><ul><li>the way it was meant to be </li></ul>Essentials of Good Communication
  18. 18. Disadvantages of Bad Communication <ul><li>Can be Misunderstood and can lead to Conflicts </li></ul><ul><li>May not be taken seriously loose control </li></ul><ul><li>Reduced effectiveness and loose focus </li></ul><ul><li>Can lead to loss opportunity/friends/goal </li></ul>
  19. 19. Advantages of Good Communication <ul><li>Would be understood properly </li></ul><ul><li>Ability to handle any situations </li></ul><ul><li>Ability to lead others coorectly </li></ul><ul><li>Willingness of others to be lead by you </li></ul><ul><li>Helps in easy decision making </li></ul><ul><li>Helps in reducing and resolving conflicts </li></ul><ul><li>Personality with a difference </li></ul>
  20. 20. How to be effective in communication <ul><li>Self </li></ul><ul><li>Clarify objective - Inform </li></ul><ul><ul><ul><li> - Understand </li></ul></ul></ul><ul><ul><ul><ul><ul><li>- Perform </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>- Transform </li></ul></ul></ul></ul></ul><ul><li>Practice proper expression – Written, Verbal, Non-verbal </li></ul><ul><li>Learn to Listen </li></ul><ul><li>Learn to empathise </li></ul><ul><li>Learn to deal with emotions </li></ul><ul><li>Watch your tongue </li></ul><ul><li>Be gentle – People are fragile </li></ul><ul><li>Learn to use feed backs effectively </li></ul><ul><li>Learn to apologise if you have communicated wrongly </li></ul>
  21. 21. How to be effective in communication <ul><li>As a Group Member </li></ul><ul><li>Always keep the objective of the group in mind </li></ul><ul><li>Listen and appreciate others point of view </li></ul><ul><li>Clarify Assumptions </li></ul><ul><li>Communicate your views, ideas truthfully but softly </li></ul><ul><li>Record points depending on the importance of subject, for future reference </li></ul><ul><li>Use feedback </li></ul>
  22. 22. <ul><li>In an Organisation </li></ul><ul><li>Identify the receiver – whether to an individual, a group/ Dept. or all </li></ul><ul><li>Be clear and avoid ambiguity </li></ul><ul><li>Ensure physical receipt of communication </li></ul><ul><li>Use feed back </li></ul><ul><li>Be proactive in communicating </li></ul><ul><li>Avoid distractions </li></ul><ul><li>Use grapevines positively </li></ul>How to be effective in communication
  23. 23. Communication–A Continuous Process Communication at all times must be WIN-WIN Communication Effective Communication Action for Effective Communication Antithesis Synthesis Thesis