Your success in encoding depends: on your ability to convey information CLEARLY & SIMPLY. On your ability to anticipate & eliminate sources of confusion. On your ability to know your audience…who you are Communicating with.
Example of writing skill… Rs.100000000 or Rs. 10,00,00,000 or Rs. 10 crore
Good listening helps you to take better decisions and make better policies in organization. On the contrary lack of proper listening can lead to embarrassing situations because of a gap in understanding.
Appreciative Listening – listen for Pleasure and entertainment as when we listen to music comedy or entertaining speech
Empathetic listening – to provide emotional support to speaker as we lend sympathetic ear to friend . To Understand how other person is feeling
Comprehensive Listening – to understand a message of speaker as in classroom , lecture etc. focus is to properly understanding speaker words, non-verbal clues , gesture, expressions etc. eg. During question answer conversation
Critical listening - listening a msg to evaluate for the purpose of accepting or rejecting it. When we listen to sales person or politician etc. Focus on whether the msg is logical or reasonable . Where you need to give your judgment
Semantic - Interpretation of words. Eg - what is the value of Ring (Value can be price or significance), They give us cheap stuff 2. At this shop they sell things cheap ( in 1 talking about quality and in 2 about rate)
Physical distraction - Noise, time or distance etc.
Socio – psychological - related to attitude, emotions, opinion , close minded etc.
Related to subordinate– Attitude of Superior , Lack of Confidence , Fear of Position, Lack of attention , shortage of time
Related to superior – Lack of Trust, unwilling to communicate , Behavior issue
A Woman without her man is nothing
2) A Woman : Without her ,man is nothing
1) A Woman ,without her man ,is nothing
What is there for the Day !!!!!!!
We’ll Share Knowledge
We’ll Have Fun
We’ll Play Roles
Communication is simply a process of exchanging
ideas, information through …..
The Objective of Communication is to get your
message across to other clearly and without
The Ways of Communication can be :-
One way (For information & revert not required)
Two way ( eg. Telephonic conversation)
Collaborative (eg. Group discussion , meeting etc.)
Problem in Understanding
Long Time to understand
Communication will Fail…
Purpose will not fulfill
Can create misunderstanding
Conflict can arise
At the End Situation will be….
Confusion …. Confusion ….. Confusion
CLARITY…. UNDESTANDING….. EFFECTIVENESS
There are two players involved in
the Communication Process:
It is vitally important for the Sender to”
First be clear about what he wants to Communicate.
Then, structure the contents of his message in a manner that clearly
outlines What he wants to communicate.
The next step for the Sender is to understand his Target Audience.
He must be very clear about his understanding of his Target Audience to
enable him to be sure that What he sends to them will be Clearly
understood by them WITHOUT ANY AMBIGUITY.
Messages are conveyed through Channels:
Face to Face meetings.
Letter, memos, emails and reports.
Encoding and Decoding
This is the process of transferring the information you want to
Communicate into a form that can be sent and correctly Decoded
at the Receiver’s end.
Audience provide feedback verbally and non verbally
Feedback is very important that allows you confident that
your audience is understanding you
If there misunderstanding you need to send message second
& Eye Contact
Oral Communication means sharing Ideas and
information through Spoken words.
Three Important Points
Structure (the way the content is laid out)
(e.g. Layout, Heading , Sub heading & sequence etc.)
Style (the way it is written)
(e.g. Neat ,Elegant, concise , simple, bullets, familiar words)
Content (what you are writing about)
(e.g. spelling & punctuation, clear objective)
Written Communication:- Points to Remember
Plan what you want to say
Check spelling and grammar
Font size and Color
Use simple language, heading and Sub Headings
Be creative (Use graphs charts & tables etc.)
Punctuations play the role of Body Language
At the End Reread before send
Analyze and understand
Keep important points
Listening Skill:- GOOD COMMUNICATION CAN’T EXIST WITHOUT HONEST LISTENING
Types of listening…..
Comprehensive/ Active Listening
Critical Listening/Anylitical Listening
Nature has intended us to
as much as we speak
Be mentally prepared to listen
Evaluate the speech not the
Be unbiased to the speaker by
depersonalizing your feelings
Fight distractions by closing off
Be open minded
Ask questions to clarify and not
to overshadow intelligence
Send appropriate non-verbal
signals time to time
Not to pay undue emphasis on
vocabulary as you can use the
context to understand the
Not to pay too much attention to
the accessories and clothing of the
Not to prepare your responses
while the speaker is speaking
Avoid preconceptions and
Not to get distracted by outside
Not to interrupt too often
Not to show boredom
Facial expression are universal language of
emotions instantly conveying your Feelings…
Happiness, sadness, anger, irritation , Fear etc
Proximity is the distance people maintain
between themselves while talking
Eye contact :-
Our eyes also reflect our sincerity, integrity
and comfort when communicating with
It is a way in which you say your words :- Volume ,
pitch, speaking rate, your voice quality etc…..
It means study of body movement ..gestures and postures
Sitting Positions etc.
Physical distractionsPoor choice of channel
Socio- psychological Barriers
• Use of Technical words
• Faulty transmission
• Wrong assumption
•Organization Policy & rules
• Status and complexity
• Organizational Facility
• Related to Subordinate
• Related to Superior
• Poor Retention
• Emotional state
1) Complete :-
• You should have Complete information with you
• Try to answer all questions
2) Concise :- ( To the Point Approach )
• Convey the message by using fewest words as it save time
• Include only relevant material
• Avoid unnecessary repetition
3) Consideration :-
To consider the Receiver’s interest and intentions
4) Concrete :-
• Message should be specific and instead of General
5) Clarity :-
• Do not Make information Confusing
• Use familiar and Simple words
6) Courtesy :-
• Being aware not only of the perspective of others but also their
• Be Sincere, Tactful, thoughtful and appreciative
7) Correct :-
• Accuracy of Fact and Figures