Communication Skill

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a very effective power point presentation to improve communication skill.

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  • Writing, Speaking, Presentation – can’t talk on this topic much. Just know that it is important. You can have the best ideas in the world, but if you can’t get them across, they are not much good. In my experience, the main cause for projects to fail, for friendships to fail, for wasted time & effort
  • Communication Skill

    1. 1. WORKSHOP ON EFFECTIVE COMMUNICATION SKILLS By Vikash Kr. SEED INFOTECH.
    2. 2. What if communication were not possible?
    3. 3. FEW FACTS <ul><li>-You have over 630 muscles in your body. - Eye muscles are the busiest muscles in the body. Scientists estimate they may move more than 100,000 times a day. - You have over 30 muscles in your face to help you smile or frown. It takes 17 muscles to smile and 43 to frown. SO SMILE EVERYTIME YOU SEE SOMEONE. - The strongest muscle in your body is your tongue. USE IT EFFECTIVELY. </li></ul><ul><li>- It takes the interaction of 72 different muscles to produce human speech. </li></ul>
    4. 4. Communication Goals To change behavior To get action To ensure understanding To persuade To get and give Information
    5. 5. Critical success factor for life <ul><li>The majority of your perceived ability comes from how you communicate </li></ul>70% How you communicate it 30% What you know
    6. 6. What is Communication? <ul><li>COMMUNICATION IS THE ART OF TRANSMITTING INFORMATION, IDEAS AND ATTITUDES FROM ONE PERSON TO ANOTHER.COMMUNICATION IS THE PROCESS OF MEANINGFUL INTERACTION AMONG HUMAN BEINGS. </li></ul><ul><li>ITS ESSENCES : </li></ul><ul><li>PERSONAL PROCESS </li></ul><ul><li>OCCURS BETWEEN PEOPLE </li></ul><ul><li>INVOLVES CHANGE IN BEHAVIOUR </li></ul><ul><li>MEANS TO INFLUENCE OTHERS </li></ul><ul><li>EXPRESSION OF THOUGHTS AND </li></ul><ul><li>EMOTIONS THROUGH WORDS & ACTIONS. </li></ul><ul><li>TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE. </li></ul><ul><li>IT IS A SOCIAL AND EMOTIONAL PROCESS. </li></ul>
    7. 7. What are the most common ways we communicate? Spoken Word Written Word Visual Images Body Language
    8. 8. Types of Communication Downwards Communication : Highly Directive, from Senior to subordinates, to assign duties, give instructions, to inform to offer feed back, approval to highlight problems etc. Upwards Communications : It is non directive in nature from down below, to give feedback, to inform about progress/problems, seeking approvals. Lateral or Horizontal Communication : Among colleagues, peers at same level for information level for information sharing for coordination, to save time. In modern business environment communication extends beyond written or spoken words to listened word. Visual dimension added by T.V., computers has given to new meaning to communication. COMMUNICATION NETWORKS Formal Network : Virtually vertical as per chain go command within the hierarchy. Informal Network : Free to move in any direction may skip formal chain of command. Likely to satisfy social and emotional needs and also can facilitate task accomplishment.
    9. 9. HIERARCHY LEVEL Upward Comm. Downward Comm. Horizontal Comm.
    10. 10. The Communication Process SENDER (encodes) RECEIVER (decodes) Barrier Barrier Medium Feedback/Response
    11. 11. Barriers to communication <ul><li>Noise </li></ul><ul><li>Inappropriate medium </li></ul><ul><li>Assumptions/Misconceptions </li></ul><ul><li>Emotions </li></ul><ul><li>Language differences </li></ul><ul><li>Poor listening skills </li></ul><ul><li>Distractions </li></ul>
    12. 12. Hearing Vs Listening Hearing – Physical process, natural, passive Listening – Physical as well as mental process, active, learned process, a skill Listening is hard. You must choose to participate in the process of listening.
    13. 13. Listening and Speaking are used a lot…
    14. 14. … But not taught enough Amount taught
    15. 15. …normally not practiced effectively <ul><li>70% of all communication is </li></ul><ul><ul><li>Misunderstood </li></ul></ul><ul><ul><li>Misinterpreted </li></ul></ul><ul><ul><li>Rejected </li></ul></ul><ul><ul><li>Distorted </li></ul></ul><ul><ul><li>Not heard </li></ul></ul>
    16. 16. <ul><li>30% of you aren’t paying attention right now! </li></ul>
    17. 17. Clues that you are not listening <ul><li>Are you simply waiting for your turn to talk? </li></ul><ul><li>Are you thinking about your reply before the other person has finished talking? </li></ul><ul><li>Jumping to conclusion </li></ul>
    18. 18. VALUE OF LISTENING <ul><li>Listening to others is an elegant art. </li></ul><ul><li>Good listening reflects courtesy and good manners. </li></ul><ul><li>Listening carefully to the instructions of superiors improve competence and performance. </li></ul><ul><li>The result of poor listening skill could be disastrous in business, employment and social relations. </li></ul><ul><li>Good listening can eliminate a number of imaginary grievances of employees. </li></ul><ul><li>Good listening skill can improve social relations and conversation. </li></ul>
    19. 19. Techniques to improve listening skills PARAPHRASE Restate what was said in your own words SUMMARIZE Pull together the main points of a speaker QUESTION Challenge speaker to think further, clarifying both your and their understanding
    20. 20. Practice Paraphrasing <ul><li>Paraphrasing is simply restating what another person has said in your own words. </li></ul><ul><li>Use phrases such as: </li></ul><ul><ul><li>In other words… </li></ul></ul><ul><ul><li>I gather that… </li></ul></ul><ul><ul><li>If I understand what you are saying… </li></ul></ul><ul><ul><li>What I hear you saying is… </li></ul></ul><ul><ul><li>Pardon my interruption, but let me see if I understand you correctly… </li></ul></ul>
    21. 21. Practice Summarizing <ul><li>Summarizing pulls important ideas, facts or data together. </li></ul><ul><li>Useful for emphasizing key points and setting the stage for further discussion. </li></ul><ul><li>The person summarizing must listen carefully in order to organize the information systematically. </li></ul><ul><li>Try out these summarizing phrases: </li></ul><ul><ul><li>“ If I understand you correctly, your main concerns are…” </li></ul></ul><ul><ul><li>“ These seem to be the key ideas you have expressed… ” </li></ul></ul>
    22. 22. Practice Questioning <ul><li>Rephrase the following closed questions to make them open-ended: </li></ul><ul><li>Are you feeling tired? </li></ul><ul><li>Isn’t it a nice day? </li></ul><ul><li>Was the last activity useful? </li></ul><ul><li>Is there anything bothering you? </li></ul><ul><li>So everything is fine, then? </li></ul>
    23. 23. <ul><li>Always think ahead about what you are going to say. </li></ul><ul><li>Use simple words and phrases that are understood by every body. </li></ul><ul><li>Increase your knowledge on all subjects you are required to speak. </li></ul><ul><li>Speak clearly and audibly. </li></ul><ul><li>Check twice with the listener whether you have been understood accurately or not </li></ul><ul><li>In case of an interruption, always do a little recap of what has been already said. </li></ul><ul><li>Always pay undivided attention to the speaker while listening. </li></ul><ul><li>While listening, always make notes of important points. </li></ul><ul><li>Always ask for clarification if you have failed to grasp other’s point of view. </li></ul><ul><li>Repeat what the speaker has said to check whether you have understood accurately. </li></ul>ESSENTIALS OF COMMUNICATION Dos
    24. 24. ESSENTIALS OF COMMUNICATION DON’Ts <ul><li>Do not instantly react and mutter something in anger. </li></ul><ul><li>Do not use technical terms & terminologies not understood by majority of people. </li></ul><ul><li>Do not speak too fast or too slow. </li></ul><ul><li>Do not speak in inaudible surroundings, as you won’t be heard. </li></ul><ul><li>Do not assume that every body understands you. </li></ul><ul><li>While listening do not glance here and there as it might distract the speaker. </li></ul><ul><li>Do not interrupt the speaker. </li></ul><ul><li>Do not jump to the conclusion that you have understood every thing. </li></ul>
    25. 25. How to Improve Existing Level of COMMUNICATION? <ul><li>IMPROVE LANGUAGE. </li></ul><ul><li>IMPROVE PRONUNCIATIOON. </li></ul><ul><li>WORK ON VOICE MODULATION. </li></ul><ul><li>WORK ON BODY LANGUAGE. </li></ul><ul><li>READ MORE </li></ul><ul><li>LISTEN MORE </li></ul><ul><li>AVOID READING OR WATCHING OR LISTENING UNWANTED LITERATURE, GOSSIP, MEDIA PRESENTATION ETC. </li></ul><ul><li>INTERACT WITH QUALITATIVE PEOPLE. </li></ul><ul><li>IMPROVE ON YOU TOPIC OF DISCUSSION, </li></ul><ul><li>PRACTICE MEDITATION & GOOD THOUGHTS. </li></ul><ul><li>THINK AND SPEAK. </li></ul><ul><li>DO NOT SPEAK TOO FAST. </li></ul><ul><li>USE SIMPLE VOCABULARY. </li></ul><ul><li>DO NOT SPEAK ONLY TO IMPRESS SOMEONE. </li></ul><ul><li>LOOK PRESENTABLE AND CONFIDENT. </li></ul>
    26. 26. Improving Body Language - Tips <ul><li>Keep appropriate distance </li></ul><ul><li>Touch only when appropriate </li></ul><ul><li>Take care of your appearance </li></ul><ul><li>Be aware - people may give false cues </li></ul><ul><li>Maintain eye contact </li></ul><ul><li>Smile genuinely </li></ul>
    27. 27. … in the new global and diverse workplace requires excellent communication skills! Success for YOU…
    28. 28. Questions Thanks.

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