1. COMMUNICATION

2. What is Communication
 It is an exchange of ideas, thoughts and feelings between two or more
entities. We communicate our thoughts and feelings to family, friends,
co-workers and strangers every hour of every day.
 Communication is an exchange of information from the sender to the
receiver with the message being understood as intended by the sender

3. What we aim to learn
 To understand and appreciate the process of communication as an important
constituent of the professional effectiveness.
 To understand oneself and improve interpersonal skills.
 Exposure to communication concepts.
 Diagnose and avoid barriers to communication.
 To gain confidence and honing presentation skills .

4. Importance of Communication
 Organizational/Functional: greater information access
and awareness, speeds up the organizational processes
and better focus on customer requirements.
 Improves co-ordination: reduces logical gaps
 Encourages co-operation: helps bring everyone in the
mainstream
 Gives a direction: to tasks and activities
 Morale and empowerment: brings in self confidence
 A problem solving tool: by clarity, preciseness and
feedback

5. Components of Effective
Communication
All communication is characterized by the following factors:
Sender – This is a person (or even an organization) with
something to communicate to someone else.
The message or the subtext – the message that the person
wants to communicate
Receiver(s) – the person(s) whom the communication is
intended for

6. Communication Types
We communicate in three major ways
Spoken
 Verbal
 Paraverbal – tone, pitch etc
Non Verbal
 Body Language
 Expressions – facial, gesture etc
Written

7. Common Barriers
A barrier reduces or changes the quality of the message being transmitted. Types of
barriers
 Physical - Poor health, Sound / noise, Unsuitable temperature,
distractions.
 Psychological - Lack of Concentration, Attitude and bias, Lack of self
discipline, Low emotional state.
 Language barriers - Speak different language, Not the first language
for one or more people involved in the communication, Speak the
same language, but are from different regions.
 Culture barriers - Different cultures, classes & life styles
 Differences in time and place - These barriers often occur when people are in
different time zones, or different places.

8. The Barriers From Sender
 Don’t know what the receiver expects.
 Using a large amount of words to convey messages.
 Conveying many issues in a single message that make the receiver
confused.
 Going around and not straight to main points of a conversation.
 Wrong assumption about the receiver’s knowledge and skills to
understand.
 Using unfamiliar words, examples or using figurative meaning words that
can be understood in different ways.
 Talking when the receiver is distracted.

9. The Barriers From Receiver
 Not paying attention.
 Depending on the receiver’s thoughts.
 Being suppressed by emotion.
 Tending to listen to what one wants to see or hear.
 Listening inactively
 Not observing one’s body language
 Communicating in the uncomfortable manner.
 Tending to resist any message in contrast with self belief or assumption
 Jumping to conclusion.
 Not asking question to make clear when not understanding any point.

10. How to overcome the barriers
For the sender
 Be clear about the message to
be sent
 Be precise and to the point
 Do not be verbose
 Use a language understandable
to the receiver
 Write the message if required
 Request a feedback to ensure
receipt of message
For the receiver
 Be attentive
 Concentrate on the message
 Ask for clarifications wherever
required
 Listen objectively
 ‘Listen’ for body language
 Make notes if required

11. Flow of communication
At workplace
 Upward - From employee to superior
 Downward - From superiors to the employee
 Lateral - From one employee to another

12. Medium of Communication
 Memos
 E-mails
 Notices
 Company circulars
 In-house magazines
 Oral instructions
 Presentations
 Telephones

13. Tips for Effective Communication
When Verbally Communicating:-
 Keep an open mind about what people say (Don’t presume anything before they have
completed)
 Ask a specific question if you want a specific answer.
 Take notes wherever possible ( particularly for a Telephonic conversation).
 Speak in as natural tone as possible to create warm environment.
 Use humors where and when appropriate.
 Avoid using unclear and complex words.
 Always try to put yourself in others situation while in the midst of conversation and
respond accordingly.
 Do give relevant feedback.

14. Tips for Effective Communication
When Writing :-
Use simple language.
Order your thoughts.
Visualize the reader when writing a long report or letter.
Read your report / letter after a while.
Add meaningful headlines and captions.
Use colorful images and visuals wherever/whenever possible.

15. THANK YOU