Communication skill

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essentials of communication

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Communication skill

  1. 1.  Ice Breaking Session
  2. 2. Concepts of Communication Process Of Communication The Mehrabian Model Importance of Effective Business Communication Types Of Business Communication 7 C’s of Communication Barriers to Communication Ways to Overcome
  3. 3.       Communication is a process exchanging information, usually through common system of symbols. Common forms of communication include speaking, writing , gesturing and broadcasting. Communication is a continuous process Communication has a two- way traffic Communication leads the achievement of organizational objectives. Communication dispels misunderstanding
  4. 4. Receiver sends feedback Sender has an idea Sender encodes the idea Sender transmits the message Channel/ Medium Receiver decodes the message Receiver gets the message
  5. 5.  Albert Mehrabian, Professor of Psychology established the statistics related to communication process:  7 per cent of meaning is in the words are spoken  38 per cent of meaning is paralinguistic (the manner in which words are said)  55 per cent of meaning is conveyed through facial expression
  6. 6. Communication is lifeblood of the organization  Smooth working of business  Downward & upward communication  Healthy and conducive environment is created  Basis of Managerial function  Planning, organizing, Directing, Coordinating, Controlling  Prompt decision and its implementation  Information should be received first and concerns should be taken of sub ordinates  Decision must be communicated to subordinates
  7. 7. Internal Operational  External Operational  Personal 
  8. 8. NOTICE  Because of accommodation problem in the Canteen all TT Shop employees are requested to take lunch from 12 to 12:30 instead of 11:30 to 12:00 am.  The TT Shop employees are requested to strictly abide by the timings & be present in the main canteen accordingly. 
  9. 9. These principles tells us how your message becomes effective for your target group, are commonly known as 7 C’s of effective communication.  1.Completeness 2.Conciseness 3.Clarity 4.Correctness 5.Consideration 6.Courtesy 7.Concreteness
  10. 10. Every communication must be complete and adequate.  Incomplete messages keep the receiver guessing, create misunderstanding and delay actions.  Every person should, therefore, be provided with all the required facts and figures.  For example, when factory supervisor instructs workers to produce, he must specify the exact size, shape, quality and cost of the product. Any assumptions behind the messages should also be clarified. 
  11. 11. In business communication, you should be brief and be able to say whatever you have to say in fewest possible words  Benefits of Conciseness  1. A concise message saves time and expense for both sender and receiver. 2. Conciseness contributes to emphasis; by eliminating unnecessary words, you let important ideas stand out. 
  12. 12. Avoid wordy expression Include only relevant material Avoid unnecessary repetition
  13. 13. pay After    Clarity means getting your message across so the receiver will understand what you are trying to convey. You want that person to interpret your words with the same meaning you have in mind. Always choose familiar and easy words. Home Familiar words remuneratio n domicile Subsequent Next familiar word
  14. 14. The term correctness as applied to business messages means right level of language and accuracy of facts, figures and words.  If the information is not correctly conveyed, the sender will lose credibility.  Transmission of incorrect information to outsiders will spoil the public image of the firm.  To convey correct messages, grammatical errors should also be avoided. 
  15. 15.  Consideration means – To consider the receiver’s Interest/Intention.  It is very important in effective communication while writing a message you should always keep in mind your target group.
  16. 16. Three Specific Ways to Indicate Consideration Example: - (I attitude)We are going to extend our shop closing timing from 7.00 pm to 8.30pm. -(You attitude)You will be able to shop evening with the extended hours. Focus on you instead of “I” or “we” Show audience benefit or interest of the receiver Emphasize positive,plesant facts.
  17. 17. Knowing your audience allows you to use statements of courtesy; be aware of your message receiver. • Courtesy stems from sincere you-attitude. It is not merely politeness with mechanical insertions of "please's" and "thank-you'd.“  Tactless communication Tactful communication Stupid letter; I can’t understand I should understand it, as there is no confusing word in this letter, could you please explain it once again ..? Its your fault, you did not properly read my latest FAX Sometimes my wording is not precise; let me try again
  18. 18. It means that message should be specific instead of general.  Misunderstanding of words creates problems for both parties (sender and receiver).  When you talk to your client always use facts and figures instead of generic or irrelevant information. 
  19. 19. • Lack of Sensitivity to Receiver • Lack of Basic Communication Skills • Insufficient Knowledge of the Subject • Emotional Interference • Lacking confidence • Physical Distractions • Channel Barriers. • Long Communication Chain. • • • • • Encoding Barriers Transmitting Barriers Decoding Barriers. • No Provision for Feedback • Inadequate Feedback. Responding Barriers Lack of Interest. Lack of Knowledge. Lack of Communication Skills Emotional Distractions Information overload
  20. 20. Improve communication skills Complete knowledge Provision for feedback Overcoming barrier of Effective Communication Control over emotion Appropriate channel Avoiding physical distraction confidence

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