Effective Communication Skills

Communication
Skills
Sajid Ali M.U.E.T Jamshoro, Sindh

Communication Skills
 Present By : Sajid Ali Maitlo
 Studying : Mehran University
Of Engineerning & Technology
Jamshoro, Sindh

Contexts
 Introduction to communication
 What is effective communication?
 Uses of effective Communication
 Communication Skills
 Communication Goals
 Most Common Ways to Communicate
 Types of Communication
 Barriers To communication
 Communication Process
 Communication Involves Three Components
 Communication Skills Approach
 7 Cs of communication

Contexts
 Non-verbal communication
 Silence - Time - Space -Touch and-body
language
 Non verbal communication codes
 Posture
 What is an Oral Presentation?
 Objectives of Oral Presentation
 Necessities of oral presentation
 Q: How to be effective presenter ?

What is communication ?
The process of communication is what
allows us to interact with other people;
without it, we would be unable to share
knowledge or experiences with anything
outside of ourselves. Common forms of
communication include speaking, writing,
gestures, touch and broadcasting.

Effective communication of Meaning and
Definition
Meaning :
 Effective Communication is a two way process – sending
the right message and to the right person.
 It is important to know the psychology of the people you
are interacting with for communication to be effective.
 For communication to be effective it is necessary to
know the circumstances of the counter entity.
 Effective communication includes all the aspects of
visual, auditory and kinaesthetic language to appeal the
listener.
Definition :
 “Effective communication is the communication which
produces intended or desired result”

Uses of effective communication
 Effective communication helps to understand a
person or situation in a better way.
 It enables us to solve the differences, build trust
and respect in the organization.
 Sometimes our message is misunderstood or we
misunderstand the received message, effective
communication helps us to resolve problems
with both’s point of view.
 Effective communication helps us to connect
well with kids, spouse, boss, colleagues, etc.
 It helps us in decision making.

Effective Communication . . .
It is two way.
It involves active listening.
It reflects the accountability of speaker and
listener.
It utilizes feedback.
It is free of stress.
It is clear.

Communication Skills
Communication skills is the ability to use
language (receptive) and express
(expressive) information.
Effective communication skills are a critical
element in your career and personal lives.

Communication Goals
To get and give
information
To persuade
To ensure understanding
To get action
To change behavior

Most Common Ways to Communicate
Speaking
Writing
Visual
Image
Body
Language

Types of Communication
 On the basis of organization relationship
 Formal
 Informal
 On the basis of Flow
 Vertical
 Crosswise/Diagonal
 Horizontal
 On the basis of Expression
 Oral
 Written
 Gesture

Barriers to Communication
 Semantic Barriers
 Emotional Or Psychological Barriers
 Organizational Barriers
 Barriers in Superiors

Semantic Barriers
 Symbols with different meaning
 Badly expressed message
 Faulty translation
 Unclarified assumption
 Specialist’s language

Emotional Or Psychological Barriers
 Premature evolution
 Inattention
 Loss of transmission & poor retention
 Undue reliance on the written word
 Distrust of communication
 Failure to communicate

Organization Barriers
 Organizational policy
 Organization rules & regulation
 Status relation
 Complexity in organization

Personal Barriers
 Barriers in Superior
 Attitude of Superior
 Fear of challenge of authority
 Lack of time
 Lack of awareness
 Barriers in Subordinates
 Unwillingness to communicate
 Lack of proper incentive

Communication Process
SENDER RECEIVER
Feedback
receiver sender
Communication is the process of sending and receiving
information among people…
Noise
Use of
channel to
transmit
the
message

Communication Involves Three
Components
 Verbal Messages - the words we choose
 Paraverbal Messages - how we say the
words
 Nonverbal Messages - our body language
These Three Components Are Used To
 Send Clear, Concise Messages
 Receive and Correctly Understand Messages
Sent to Us

Effective Verbal Messages
 Are brief, succinct, and organized
 Are free of jargon
 Do not create resistance in the listener
SENDING MESSAGES

Nonverbal Messages
Nonverbal messages are the primary way that
we communicate emotions
Facial Expression Postures and Gestures

Paraverbal Messages
Paraverbal communication refers to the
messages that we transmit through the tone,
pitch, and pacing of our voices.

RECEIVING MESSAGES
Listening
 Requires concentration and energy
 Involves a psychological connection with the
speaker
 Includes a desire and willingness to try and
see things from another's perspective
 Requires that we suspend judgment and
evaluation

 Nonverbal
 Giving full physical attention to the speaker;
 Being aware of the speaker's nonverbal
messages;
 Verbal
 Paying attention to the words and feelings
that are being expressed
Key Listening Skills

Communication Skills Approach
 Different individuals have their own approach
to communicate and they usually take one of
three approaches to communicate..
 Types of Communication Skills Approaches
 Arrow Approach
 Circuit Approach
 Dance Approach

Arrow Approach
 Simple and straight forward Approach.
 Communication process is seen as one way
process.
 No need of for feed back.
 Basic components of communication consists
of a sender and a receiver.
 Considered effective.

Circuit Approach
 It is considered as circle communication.
 Unlike arrow Approach feedback is important.
 Individuals preferring this Approach think that
key to effectiveness is to understand people
and messages since people can interpret
same messages in different ways.
 Emphasis is laid on the dynamics of
communication.

Dance Approach
 People have to co-operate and decipher each
others behavior to get same wave-length.
 Like Dance process also communication has
certain rules
 An effective communicator has to learn a set
of rules for various situations. A person
knows how to interpret situations and is caple
of adjusting the rules in correct way.

The 7c’s of effective communication
1. Completeness
2. Conciseness
3. Consideration
4. Clarity
5. Concreteness
6. Courtesy
7. Correctness.

1. Completeness
 The information conveyed in the message should be
complete for the communication to be effective.
 The sender must take into consideration the receiver’s
mind set and convey the message accordingly.
 Complete communication enhances the reputation of the
organization.
 Complete information always gives additional information
wherever required, it leaves no question in the minds of
the receiver.
 Complete information helps in better decision making as
it serves all the desired and crucial information.
 Complete information persuades the audience.

2. Conciseness
 Conciseness means communicating what you
want to convey in least possible words.
 Conciseness is a necessity for effective
communication.
 Concise communication provides short and
essential message in limited words.
 Concise message is more appealing and
comprehensive to the audience.
 Concise messages are non repetitive in nature.

3. Consideration
 Effective communication must take audience
into consideration by knowing the viewpoints,
back ground, mindset, educational level, etc.
 Consideration implies ‘stepping into the shoes of
others’.
 Consideration ensures that the self respect of
the audience is maintained and their emotions
are not harmed.
 Consider the needs and requirements of the
audience to achieve effective communication.

4. Clarity
 Clarity implies emphasizing on a specific
goal or objective at a time, rather than
trying to move away from track.
 Clarity helps to understand the message
easily.
 Complete clarity of thoughts and ideas
enhances the meaning of message.
 Clarity comes with the use of exact,
appropriate and concrete words.

5. Concreteness
 Concrete communication implies being
particular and clear rather being fuzzy and
general.
 Concrete communication shows good
level of confidence.
 Concrete information helps to strengthen
the reputation of the organization.
 Concrete information cannot be
misinterpreted.

6. Courtesy
 Courtesy means being polite, kind, judicious,
enthusiastic and convincing.
 Courtesy is an important element of effective
communication.
 Courtesy reflects the nature and character of the
sender of the message.
 It is the same as give respect and then expect
the same.
 Courtesy is not at all bias in nature.

7. Correctness
 Correctness in the communication implies that the
correct information is conveyed through message.
 Correct communication boosts up the confidence level of
the sender.
 Correct information has greater impact on the audience.
 Free from grammatical errors and use of appropriate and
correct language.
 Correct information includes the precision and
accurateness of facts and figures used in the message.

Non-verbal communication
 Non-verbal communication is anything other
than words that communicates a message.
 The way we stand, walk, shrug our shoulders;
the clothes we wear, the car we drive, or the
office we occupy; all communicate ideas to
others.
 All these things which we take into account in
interpreting what someone is saying, over and
the actual words, are referred to as ‘meta
communication’.
 ‘its not what he says, but the way he says it’.

Silence - Time -
Space -Touch
and-body
language

Silence
 You think you have made a fabulous speech and you ask your
audience to ask any questions – there is pin-drop silence in
the hall. How do you feel?
 “silence is golden’, so the saying goes, but is it?
 At times silence can bean effective technique in encouraging
feedback, or a real two-way communication
 Silence is a powerful tool of communication, but it must be
used skillfully
 We are social creatures and our society is made up of
responses to each other. We keep on seeking reassurances
 One of the cruelest social punishments is ‘solitary
confinement’
 Silence builds walls- and walls are barriers to communication.

Time
 It is easy to assume that we all experience time in much the same
way
 After all an hour is an hour
 Yet time is experienced differently by different nationalities,
societies, and cultures.
 There is a Christian calendar, Muslim calendar, Hindu calendar and
so on
 There are cultural differences in the uses of time, which a business
traveler should be aware of
 At luncheon meetings the business is discussed either before,
during, or after depending on that country’s culture
 Local customs, cultures, manners, etiquettes and such, vary from
place to place, caste, creed, religion, income, education, lifestyles,
social status… the variances are too many

Space
 Before we try to understand the movements of the various parts of
the body, we should first examine our attitude to the space in which
that movement takes place.
 Just the way silence and time speak, so does space.
 Not only does space affect the way we communicate, but we use
space to communicate
 Each of us have space we feel is our own
 ‘the three bears’ story
 Examples :
 Boss’s room/chair
 Juniors hostel
 C.S. class
 Ladies line
 Members enclosure…

Touch
 Touch is probably the earliest
form of communication and still is.
However ,
society/cultures/surroundings/up
bringing…bring in inhibitions

Body language or kinesics
 A favorite sport of many people is ‘people watching’ or, Desmond
Morris has called his very popular book, ‘man watching’
 What do you do when you are waiting on a railway platform,
alone or at a busy doctors clinic…
 Possibly you can’t hear, so you are actually
listening/hearing/reading their body language
 Whether we are aware of it or not, each of us spends a lot of time
decoding body language, or as it also known as ‘kinesics’
 The non-verbal communications often come through louder than
the words that are actually being spoken and are frequently the
means by which we reveal the emotional side of our
communications.
 But, more important, it frequently tells the speaker the extent to
which their audience is accepting or not accepting the message.
 In other words, body language provides instant feedback to the
speaker and tells them how they are doing.

Non verbal communication codes
 Two types of non verbal communication
codes
1. Performance Codes OR Gestures
2.Art factual Codes

1. Performance Code OR
Gestures
(A) Paralinguistic OR Adaptors :
 Non verbal element of verbal.
 Tone of vice, loudness, stress
 When you are acting according to situation
 Example : A bike accident and bike rider died on the spot than
how you inform his relatives (parents) . You inform them that there is
an accident occur with your son. He is feeling injuired we took him in
a hospital.
(B) Emblems :
 Having specific meaning in a specific culture.
 Example : Different hands and fingers movements like point thumb
at someone.

(C) Illustrators :
 Use with verbal messages but do not have any meaning without
words.
 Example : While word round when people with their hands make a
circle.
(D) Regulators :
 To control any one.
 To control turn taking.
 That is the change from one speaker to another or to control other
people’s behavior during communication like using your hand to ask
someone to stop talking without uttering a word.
(E) Affects :
 Displays any thing
 Indicates Emotions
 They can indicate facial expression, Eye Contact, Tone of voice,
Frowning Forehead, Clenched first ETC…

(2) Art factual Codes :
(A) Personal Codes :
 Include hair styles , clothing and accessories ,
Thing we carry and so on
(B) Social Codes :
 The arrangement of furniture in a room , the
lighting..
(C) Public Codes :
 Include the design of building, monuments and
so on….

Posture
1) Slumped posture = low spirits
2) Erect posture = high spirits, energy and confidence
3) Lean forward = open and interested
4) Lean away = defensive or disinterested
5) Crossed arms = defensive
6) Uncrossed arms = willingness to listen
7) Hands on hips=impatient

What is an Oral Presentation?
 An oral presentation is generally a speech or
vocal performance, occasionally accompanied
by visually based presentations such as a
slideshow.
 An oral presentation is where you show your
knowledge on a particular subject. You might be
able to choose your topic, or maybe you have
been given something to research and talk
about to audience...

Objectives of Oral Presentation
 Select appropriate points of emphasis in your
presentation.
 Develop a useful level of detail.
 Choose and prepare appropriate visual aids.
 Create a tone that is sensitive to your audience's
circumstance.
e
message
Determine
the
purpose
Analyze the
audience
Gather
informatio
n
Adapt the
message

Necessities of oral presentation
 Preparation and planning
 Structure of speech and language
 Visuals
 Create interest in audience

Q: How to be effective presenter ?
 Well delivered the lecture.
 Well understand the lecture.
 Follow these steps:
 Preparation
 Equipment
 Delivery
 Language
 The presentation itself.

Effective Communication Skills

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