Yperochi Career Resource: Communication


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- What is communication?
- Principles of communication
- Barriers 'to' & Patterns 'of' communication
- Effective communication
- Effective listening
- Asking the right questions

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  • Reference: topic02.pdf
  • Reference: topic02.pdf
  • Reference: topic02.pdf
  • Reference: topic02.pdf
  • Reference: topic02.pdf
  • Reference: topic02.pdf
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  • Reference: topic02.pdf
  • Reference: topic02.pdf
  • Reference: topic02.pdf
  • Reference: topic02.pdf
  • Yperochi Career Resource: Communication

    1. 2. Summary <ul><li>Title: </li></ul><ul><li>Communication...Communication..Communication </li></ul><ul><li>Subject areas: </li></ul><ul><li>Business communication </li></ul><ul><li>Structure: </li></ul><ul><li>What is communication? </li></ul><ul><li>Principles of communication </li></ul><ul><li>Barriers 'to' & Patterns 'of' communication </li></ul><ul><li>Effective communication </li></ul><ul><li>Effective listening </li></ul><ul><li>Asking the right questions </li></ul>
    2. 3. What is Communication? <ul><li>The word communication comes from the Latin comunicare meaning “ to transmit”. </li></ul><ul><li>Over the years, numerous definitions have been derived depending on the aspects of communication taken under consideration. </li></ul><ul><li>DEFINITIONS </li></ul><ul><li>The main purpose of communication is persuasion , that is, the attempt of the communicator to bring others to his point of view. </li></ul><ul><li>Communication is the indiscriminate response of an organism to a stimulus. </li></ul><ul><li>It is the process by which a transmitter sends a message through a channel to a receiver. </li></ul><ul><li>Communication is the mental process in which a transmitter and a receiver interact in order to exchange ideas, knowledge and feelings. </li></ul><ul><li>From an organisation's perspective, c ommunication is the means whereby people in an organisation exchange information on its operations. </li></ul>
    3. 4. Principles of communication Regardless of what form the communication takes place, the following principles apply:  Every aspect of communication must have a purpose  Communication is not an end in itself  Basic aspects of communication include the value of the information to be conveyed and the degree of technical skills brought to bear on it  Successful communication depends on the clarity of thinking, speech and/or writing, and the understanding of the individual or group (recipient of the message)
    4. 5. Barriers to communication <ul><li>The main barriers to successful and effective communication are the following: </li></ul><ul><li>Use of the wrong means of communication </li></ul><ul><li>Mistrust between the communicating parties </li></ul><ul><li>Information overload or underload </li></ul><ul><li>Message complexity </li></ul><ul><li>Lack of clarity </li></ul><ul><li>Premature evaluation of the message received </li></ul><ul><li>Lack of common vocabulary between the communicating parties </li></ul><ul><li>Long chains of communication </li></ul><ul><li>Cultural differences </li></ul>
    5. 6. Patterns of communication 1/2 Various communication patterns exist each, designed to best address the specifics of the communication purpose. The most common ones are analysed below: The WHEEL : it's characterised from a central individual acting as the group co-ordinator passing information to the other members of the group. Applicable for handling simple tasks. As the task's complexity increase so does the demands on the co-ordinator. The &quot;Y&quot; : it's a centralised pattern with the channel of information flow predetermined. Applicable for handling simple tasks.
    6. 7. Patterns of communication 2/2 The ALL CHANNEL : it's characterised from a high degree of decentralisation. This model ensures full participation between its members. Applicable for solving complex tasks that require interaction between its members. For this model, the degree of leaderships is almost spread equally between all participants.
    7. 8. Effective communication <ul><li>Building upon the principles of communication, every communication must have a purpose and be “effective”. Communication is effective when the goals (objectives) of communication are realised. The main goals of communication are the following: </li></ul><ul><li>To inform only (no need for action) </li></ul><ul><li>To request specific action(s) from the receiving party </li></ul><ul><li>To establish rapport </li></ul><ul><li>To deliver feedback </li></ul><ul><li>To influence behaviours </li></ul>
    8. 9. Requirements for effective communication <ul><li>For information to be effective a number of issues must be addressed prior to the actual communication. </li></ul><ul><li>Define the purpose of the communication – You must know exactly what you are trying to achieve </li></ul><ul><li>Match your message and medium (channel of communication) to your target audience </li></ul><ul><li>Always address your audience in a respectful manner </li></ul><ul><li>Take time to plan your message and think from your audience's point of view </li></ul><ul><li>Remember that the content and the message must compliment each other </li></ul><ul><li>Develop your message to be effective via reasoning, evidence, organisation and style. </li></ul><ul><li>Communication is a two-way street: evaluate responses, perform a gap analysis against your objectives and ensure that your audience has full understanding of your communication purpose </li></ul>
    9. 10. Benefits of effective communication <ul><li>For those who achieve effective communication the benefits are endless in both professional and personal levels: </li></ul><ul><li>Effective delegation of tasks </li></ul><ul><li>Breaks barriers between people and departments and promotes open discussion </li></ul><ul><li>Common direction and alignment of objectives </li></ul><ul><li>Increases self-confidence </li></ul><ul><li>Increased span of control </li></ul><ul><li>Increased motivation </li></ul><ul><li>Positive influence of the organisational culture </li></ul><ul><li>Less resistance to change; action requests </li></ul>
    10. 11. Effective listening <ul><li>Peter Drucker, acknowledged the power of listening by saying that “the most important thing in communication is to hear what isn't being said”. </li></ul><ul><li>Requirements for effective listening: </li></ul><ul><li>Look beyond what people say. Do not just simply interpret the words you hear but try to engage all your senses to understand what they really mean. Monitor for emotions and interpret body language </li></ul><ul><li>Stay focused and do check your understanding by asking questions </li></ul><ul><li>If you have to give feedback do it constructively based on actual facts, not assumptions </li></ul><ul><li>Judge the content not the presenter </li></ul><ul><li>Do not take extensive amount of notes and keep eye contact </li></ul><ul><li>If you are in a negative emotional state.....count to 10 before you speak! </li></ul>
    11. 12. Asking the right questions <ul><li>Asking the right question(s) is the cornerstone of effective communication. Getting the response you need certainly depends on the type of questions you ask. </li></ul><ul><li>Types of questions: </li></ul><ul><li>OPEN : these are questions used to initiate brainstorming sessions, to extract a variety of answers/scenario and to engage into creative problem solving. These questions do not seek specific answers but rather participation and exchange of ideas </li></ul><ul><li>CLOSED : these questions are very specific in an attempt to get as much information as possible on the subject matter </li></ul><ul><li>SEARCHING : these questions aim to uncover the roots of a problem, cover gaps of knowledge and are mainly associated with the “why”, the “what” and the “how” of the past, present and future status of given situation/topic. Searching questions aim to challenge assumptions by getting answers based on facts </li></ul>
    12. 13. More coming soon… Thank you for taking the time to read our presentation. We are continuously expanding our library of business, marketing, sales and other materials to help you further develop your skills. Feel free to email us your comments. Thank you, the Yperochi Team