Communication

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  • 1. “Communication is not allabout what you say but whatother understand”. -Anon Ms. Sindhura Thallapaka
  • 2. Ms. Sindhura Thallapaka
  • 3. From the moment we get up in themorning, we communicate with otherseither by speaking or writing. We do thiswithout any hesitation or any problem.Yet when we are asked to speak before agroup of people or asked to write a letter,most of us will hesitate to do so. Some ofus even fail in communicating properlyin such situations. We can cite manyreasons for the failure in communicationin these situations. Be it fear, fluency inlanguage, unable to understand what thespeaker intends to say, etc., Ms. Sindhura Thallapaka
  • 4. Now, let us see what Communication is. Most of thepeople say that ‘it is transmission of information fromone person to another using certain common code’.This is how most of the people understand themeaning of communication.In fact this is the same as the simplest definition givenin Britannica Encyclopedia-“The exchange ofmeanings between individuals through a commonsystem of symbols.” Ms. Sindhura Thallapaka
  • 5. “Communication is an art of being understood” -Peter UstinovGood Communication always Leads one to personal effectiveness. Helps one to associate with other people. Builds better understanding Builds better interpersonal relationships. Increases listening ability and Creates a better environment. Ms. Sindhura Thallapaka
  • 6. Many researchers have attempted to explain the process of communication. Each researcher has viewed it from a different perspective. Communication is analyzed at least in fifty different ways and also several models have been developed explaining the process of communication.Ms. Sindhura Thallapaka
  • 7. A particular model has served as the basis for many other models i.e., the Linear Model. It is proposed by two Mathematicians known as Claude Shannon and Warren Weaver. They explained that this model consists of SIX Elements.1. A Source2. An Encoder3. A Message4. A Channel/Medium5. A Decoder6. A Receiver. Ms. Sindhura Thallapaka
  • 8. Now, Let us look at an example (Dialogue): Mr. X: May I come in, please? Mr.Y : Raju likes Sita. Here, in this dialogue, all the six elements are involved – source/encoder, a message, a channel and a receiver/decoder. But, do you think that communication has taken place? Both Mr. X and Mr. Y have produced a sentence each. Mr. X tried to communicate some message and Mr. Y said something else. Here the messages are not related to each other. This shows that :“Communication doesn’t mean only passing of information. It involves the right feedback.”(response) Ms. Sindhura Thallapaka
  • 9. Ms. Sindhura Thallapaka
  • 10. So, here in this modelThe sender of a message first frames a thought or an idea in the mind, and then decodes it in suitable language and words. So, the idea is framed and put into a suitable code by the sender forms the message.The receiver decodes the message and understands it.Ms. Sindhura Thallapaka
  • 11.  The medium or channel could vary. It could be letter, email or face to face conversation. The receiver gives feedback i.e., sends another message back in response to the message received. For example take a telephonic talk. A person is sending messages in a particular language in which the message is coded; the telephone is the medium, a person who is listening to the message and the receiver’s response. Ms. Sindhura Thallapaka
  • 12. Depending on who is involved in the communication, how many people involved and the code, we classify communication into different types. Human Communication. Non- human Communication. Ms. Sindhura Thallapaka
  • 13. Communication may not always be, between two persons. It can be between a human being and an animal or it can be between two animals. For instance, when the master comes home his dog comes near him wagging its tail showing that it is happy to see its master.The bees go in circles tocommunicate with the otherbees the direction in which thenectar can be found. Even theants touch each other heads to Ms. Sindhura Thallapakacommunicate.
  • 14. In this modern electronic world,we also communicate withmachines. We give instructionsto make our machines work forus. We put our laundry in thewashing machine and bypushing the button, we instructit to wash the laundry and alsothe operation of the computer. Ms. Sindhura Thallapaka
  • 15. Mostly animals communicate either through bodymovements or sounds or both. It is only limited.Whereas human communication takes many forms ---Language, gestures, body movements, facialexpressions, etc.,In human languages, there aresounds which combine to formsyllables, syllables combine toform words and words intosentences, etc., In humancommunication we have bothVerbal and Non-VerbalCommunication. Ms. Sindhura Thallapaka
  • 16. The communication involvinglanguage as a means is called Verbalor linguistic communication.Whereas Non-Verbalcommunication is all externalstimuli other than spoken or writtenwords and including body motions,characteristics of appearance,characteristics of voice and use ofspace and distancing. Ms. Sindhura Thallapaka
  • 17. Communication is more than talking. It’s a two-wayprocess of sending and receiving messages: verballyand nonverbally. Communication is vital to personalsuccess. No matter how much you know aboutcommunicating, there always seems more to belearned.At its basic, your message has three main components:visual, vocal and verbal. To improve yourcommunication style, choose one skill to practice dailyand after a while it will become natural. Ms. Sindhura Thallapaka
  • 18. a) Visual refers to the body language,eye contact, etc., It forms 55% of themessage delivered. While delivering amessage, eye contact is very important.If you look at your listeners whiledelivering a message or speech , theymay feel that you are interested in them. Ms. Sindhura Thallapaka
  • 19. b) Verbal refers to the words that are spoken while conveying a message. Words carry only 7% of the message. You have to use words very carefully without humiliating others. Because few words have different meanings. Avoid the “You” attitude. Never point out the listener as ‘You’ because it may hurt them.c) Vocal refers to the tone, intonation, loudness, etc., Your tone should match the message. It should not be monotonous. Enthusiasm and Emphasis on certain parts should be added while delivering the message. It forms 30% of your message. Ms. Sindhura Thallapaka
  • 20. In order to be the communication effective we need tohave 7 C s in our communication. Francis J Berginadvocates the following as 7 Cs of effectivecommunication. They are:1 ) Clarity2) Conciseness3) Candidness4) Completeness5) Concreteness6) Correctness and7) Courtesy Ms. Sindhura Thallapaka
  • 21. 1) Clarity: The principle of CLARITY is the most important in the process of communication. It is always said that a clear mind can communicate effectively. One should use simple words and short sentences in order to express their own ideas. We should use simple language, proper intonation, stresses and pauses.2) Conciseness: Brevity is the key to effective communication. In communicating with others we should always be brief. Sometimes when we are speaking we tend to use many words. But a less number of words should be used without letting the essential meaning go. Ms. Sindhura Thallapaka
  • 22. 3) Candidness: Communication should always be ‘honest, sincere and frank.’ We should always share our thoughts without any prejudices or bias. “You” attitude should be present in our communication. Being candid also exhibits confidence.4) Completeness: While communicating we may miss some parts of our information which we are supposed to speak. So, we should always plan and structure what we have to speak. We should ensure that all the information is given to the listeners. Ms. Sindhura Thallapaka
  • 23. 5) Concreteness: Concreteness is nothing but being specific, clear and definite in communicating our ideas. A clear description of the idea or thought should be given to the listeners. We should always avoid using vague words. Especially we should avoid passive voice in our communication.6) Correctness: While speaking, we generally tend to make grammatical errors. We may go wrong in the order of using tense. Most frequently, we may go wrong in using pronouns in the indirect speech. Such mistakes should be avoided. Ms. Sindhura Thallapaka
  • 24. 7) Courtesy: Being polite is the key feature of effective communication. We should be ASSERTIVE while communicating with others. We should never be rude. Our tone should reflect our respect towards the listener. We should not be aggressive. The key point to be remembered while communicating is that we should never insult or hurt the listener. An effective communicator will always keep in mind all these 7 Cs in the communication process in order to make it effective. Ms. Sindhura Thallapaka
  • 25. Effective communication is always saidto be an essential skill in beingsuccessful. No matter how good thecommunication happens in a workplaceor among a group of people, it issometimes very difficult tocommunicate effectively. This may becaused due to some factors or reasons.In a communication process there isalways a chance for the barriers to occur.Let us examine few of these barriers: Ms. Sindhura Thallapaka
  • 26. Can you identify any potential barriers to communication? Ms. Sindhura Thallapaka
  • 27. Ms. Sindhura Thallapaka
  • 28. These barriers are caused due to the personal attitudes andconflicts of people in a group or at a workplace. Ms. Sindhura Thallapaka
  • 29. These may be brought about, by such factors as poormanagement, lack of consultation with employees,personality conflicts which can result in peopledelaying or refusing to communicate. The personalattitudes of individual employees which may be due tolack of motivation or dissatisfaction at work, broughtabout by insufficient training to enable them to carryout particular tasks, or just resistance to change due toentrenched attitudes and ideas. Ms. Sindhura Thallapaka
  • 30. Psychological factors such aspeoples state of mind. We all tendto feel happier and more receptiveto information when the sunshines.Equally, if someone has personalproblems like worries about theirhealth or any other thing, then thiswill probably affect them. Ms. Sindhura Thallapaka
  • 31. Physical ailments of people likedeafness, ill health, etc.,When the person is ill, he/shemay not concentrate in listeningor speaking. And when a personis deaf he/she will be unable tohear what the speaker is saying.So , in such casescommunication does nothappen. Ms. Sindhura Thallapaka
  • 32. The world has been advancing efficiently with thedifferent technologies all around. Communicationtechniques have also been undergoing development inorder to sustain the pace of the growth anddevelopment of the advanced world.Therefore in the modern professional organizations agreat importance is attached to plan and maintain anefficient system of communication. Because 70% to80% of working time in these professionalorganizations is spent in communication. Thus, theability to communicate effectively has become animportant job requirement. Thallapaka Ms. Sindhura
  • 33. The role of communication in anorganization can be seen as a job ofbringing all the employees togetherby establishing commonness amongeach other.Hence, the role of communicationhas become the life blood for anindividual to work in anorganization.For communication stands for anatural activity of all human beingsto convey opinions, feelings,information and ideas to others. Ms. Sindhura Thallapaka
  • 34. Presentation By Ms. Sindhura Thallapaka Academic Consultant YSR Engineering College Of Yogi Vemana University Proddatur. Ms. Sindhura Thallapaka