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Communication

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Communication would make you succed in work place, relationships and life.....e

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Communication

  1. 1. COMMUNICATION 1
  2. 2. What is Communication ? Can be defined as the process by which information is exchanged and understood by two or more people, usually with the intent to motivate or influence behavior.Communication is bridging thegap of understanding (mis). 2
  3. 3. The gift of rhetoric had been responsible formore bloodshed than all the guns andexplosives ever invented. 3
  4. 4. POWER OF COMMUNICATIONCommunication articulate dreams, offerhope, stir hearts and minds, and offerthe audience a vision, acts as guidinglight, inspire to act, nurture dreams andeliminates fear. 4
  5. 5. Content & Container Language Matter 5
  6. 6. WHAT IS CONTENTData – Number / textData – Endowed with relevance is -Information – Endowed with purpose is -Knowledge – Endowed with experience is -Wisdom – And that is the CONTENT 6
  7. 7. HOW TO IMPROVE CONTAINERContainer is the language and its delivery 7
  8. 8. The objective of Communication * Inform/ Share information * Convince * Entertain * Lead to action * Share vision * Impress * Sustain Society 8
  9. 9. Hearing Smell Seeing Touch Taste 9
  10. 10. Communication has four important parts and six componentsFOUR PARTS : SPEAKING, LISTENING UNDERSTANDING & BEHAVIOUR SIX COMPONENTS : 1. SENDER 2. OBJECTIVE/IDEA 3. MESSAGE 4. MEDIA 5. RECEIVER 6. FEEDBACK 10
  11. 11. COMMUNICATION7% WORDS Words are only labels and the listeners put their own interpretation on speakers words.38% PARALINGUISTIC The way in which something is said - the accent, tone and voice modulation is important to the listener.55% BODY LANGUAGE What a speaker looks like while delivering a message affects the listener’s understanding most. 11
  12. 12. Importance of Good CommunicationGood Communication allows Individualand Group to; Learn new skills and techniques. Become more responsive. Improves Quality of work or service . Foster innovationEffective communication is needed byall 12
  13. 13. HOW TO MAKE COMMUNICATION EFFECTIVE 1. PLAN YOUR COMMUNICATION THROUGH  EXAMINING THE PURPOSE  DECISION ON WHAT TO SAY  VISUALISING ITS POSSIBLE CONSEQUENCES  OBTAINING ALL THE FACTS  ARRANGE IDEAS IN SEQUENCE2. DON’T BE PREJUDICED, DON’T CONSIDER YOUR OWN LIKINGS AS MOST IMPORTANT 3. SELECT THE RIGHT MEDIA/CHANNELS 4. CONSIDER THE PHYSICAL & HUMAN SETTING, TIME & PLACE 5. BE POSITIVE IN APPROACH 13
  14. 14. 6. BE POLITE AND COURTEOUS 7. BE BRIEF AND AVOID VAGUENESS8. MUST REMEMBER THAT PEOPLE ARE INQUISITIVE BY NATURE, THEY MAY TALK TO OTHERS, DISTORT THE STATEMENT 9. MUST DEVELOP A SYSTEM TO ENSURE FOLLOW-UP OF COMMUNICATION 10. MUST ALSO DEVELOP FEED BACK 11. BE SURE YOUR ACTION SUPPORTS YOUR COMMUNICATION 12. SEEK NOT ONLY TO BE UNDERSTOOD BUT TO UNDERSTAND 13. DEVELOP THE HABIT OF LISTENING 14. COMMUNICATE FOR TODAY AS WELL AS FOR TOMORROW 14
  15. 15. MILITARYCOMMUNICATION It should be asunambiguous ashumanly possible 15
  16. 16. TOTAL COMMUNICATION PROCESS Writing 9% Speaking 30% Reading 16% Listening 45% 16
  17. 17. EFFECTIVE LISTENINIGLISTENING is the corner stone ofcommunication.Effectiveness of the spoken words hinges notso much on how people talk but mostly on howthey LISTEN.LISTENING is a skill that can be taught andlearned.We can LISTEN and still have some spare timefor thinking. 17
  18. 18. EFFECTIVE LISTENINIG STOP TALKING PUT THE TALKER AT EASE SHOW THAT YOU WANT TO LISTEN REMOVE DISTRACTIONS EMPATHISE WITH SPEAKER HOLD YOUR TEMPER/BE PATIENT KEEP YOUR MIND OPEN GO EASY ON ARGUMENTS JUDGE CONTENT NOT DELIVERY ASK FEEDBACK/QUESTIONS 18
  19. 19. FILTERED BARRIERS MESSAGE R AGE SS E S E P P M S C E E H E E N R Y M BLOCKED I MESSAGE D MESSAGE S S A V E O I N E R N C M T R ES A A I SA INCORRECT G L L C MESSAGE EOPERATION OF COMMUNICATION BARRIERS 19
  20. 20. COMMUNICATION AND ITS DIFFICULTY A small word could make a big difference I HIT HIM IN THE EYE YESTERDAYONLY I HIT HIM IN THE EYE YESTERDAYI ONLY HIT HIM IN THE EYE YESTERDAYI HIT ONLY HIM IN THE EYE YESTERDAYI HIT HIM ONLY IN THE EYE YESTERDAYI HIT HIM IN THE ONLY EYE YESTERDAYI HIT HIM IN THE EYE ONLY YESTERDAYI HIT HIM IN THE EYE YESTERDAY ONLY 20
  21. 21. SPEAKING FAULTS—AVOID THEM* Your talking too slowly- makes the listener lose interest.•Your talking too rapidly-makes the listener lose comprehension.•Your talking too loudly- makes the listener and all around disturbed.* Your talking too softly- makes the listener feel strained.* Your talking too much- makes the listener bored. •Your talking when you should not- makes the listener stunned.•Your parroting type talk - makes the listener feel that your talk is borrowed/copied.•Your using meaningless expression- makes the listener feel unable to understand. 21
  22. 22. Nonverbal Communication Messages sent through human actionsMessages sent through human actions and behavior rather through words.and behavior rather through words. Most nonverbal communication isMost nonverbal communication isunconscious or subconscious .. unconscious or subconscious Occurs mostly face-to-face.Occurs mostly face-to-face. Three factors in messageThree factors in message interpretation.interpretation. Verbal Impact: 7 percent. Verbal Impact: 7 percent. Vocal Impact: 38 percent. Vocal Impact: 38 percent. Facial Impact: 55 percent. Facial Impact: 55 percent. 22
  23. 23. OrganizationalCommunications Network Formal Communication Informal Communication 23
  24. 24. TYPES OF COMMUNICATIONVERTICAL COMMUNICATIONHORIZONTALCOMMUNICATIONGRAPEVINE COMMUNICATION 24
  25. 25. Downward Communication Messages sent from topMessages sent from top management down to subordinates.management down to subordinates. Most familiar and obvious flow ofMost familiar and obvious flow of formal communication.formal communication. Encompasses the following:Encompasses the following: 1. Implementation of goals and1. Implementation of goals and strategies.strategies. 2. Job instructions and rationale.2. Job instructions and rationale. 3. Procedures and practices.3. Procedures and practices. 4. Performance feedback.4. Performance feedback. 5. Indoctrination.5. Indoctrination. 25
  26. 26. Upward Communication Messages that flow from the lower toMessages that flow from the lower to the higher levels in thethe higher levels in the organizations.organizations. Five types of informationFive types of information communicated upward:communicated upward: 1. Problems and exceptions.1. Problems and exceptions. 2. Suggestions for improvement.2. Suggestions for improvement. 3. Performance reports.3. Performance reports. 4. Grievances and disputes.4. Grievances and disputes. 5. Financial and accounting5. Financial and accounting information.information. 26
  27. 27. Horizontal Communication Lateral or diagonal exchange ofLateral or diagonal exchange of messages among peers or co-messages among peers or co- workers.workers. Horizontal communications are ofHorizontal communications are of three categories:three categories: 1. Intradepartmental problem 1. Intradepartmental problem solving. solving. 2. Interdepartmental coordination. 2. Interdepartmental coordination. 3. Change initiatives and NECX 3. Change initiatives and improvements. improvements. 27
  28. 28. The GrapevineWill always exists in organizations.Will always exists in organizations.Used to fill in information gaps.Used to fill in information gaps.Tends to be more active duringTends to be more active duringperiods of change.periods of change.About 80% of topics are businessAbout 80% of topics are businessrelated.related.About 70-90% of details ofAbout 70-90% of details ofgrapevine are accurate.grapevine are accurate. 28
  29. 29. Communication Networks in Groups & TeamsWheel Network Chain Network All Channel NetworkCircle Network 29
  30. 30. Dialogue and Discussion T he Differences Conversation Lack of understanding, disagreement, divergent points of view Dialogue DiscussionReveal feelings State positionsExplore assumptions Advocate convictionsSuspend convictions Convince othersBuild common ground Build oppositions Result ResultLong-term, innovative Short-term resolutionsolutions Unified group Agreement by logic Shared Opposition beatenmeaning down Mind- Transformed mind-sets sets held onto 30
  31. 31. Communication Barriers & Ways to Overcome Them Barriers How to Overcome Individual Interpersonal dynamics Active listening Channels and media Selection of appropriate channel Semantics Knowledge of other’s perspective Inconsistent cues MBWA Organizational Climate of Trust Status and power differences Development and use of formal channels Departmental needs and goals Changing organization or group structure toCommunication network unsuited fit communication needs Lack of formal channels Encouragement of multiple channels, formal and informal 31
  32. 32. Information Richness and Media Type High Richness Face-to-face Face-to-face communication communication Verbal communication Verbal communication electronically electronically transmitted transmitted Verbal communication Verbal communication telephonically telephonically transmitted transmitted Impersonal written commun- Low ication Richness 32
  33. 33. Communication Skills as Senders Send clear and complete messages. Encode messages in symbols the receiver understands. Select a medium appropriate for the message AND monitored by the receiver. Avoid filtering (holding back information) and distortion as the message passes through other persons Ensure a feedback mechanism is included in the message. Provide accurate information to avoid rumors. 33
  34. 34. Communication Skills as ReceiversPay Attention to what is sent as amessage.Be a good listener: don’t interrupt. Ask questions to clarify your understanding.Be empathetic: try to understand what thesender feels.Understand linguistic styles: differentpeople speak differently. Speed, tone, pausing all impact communication. This is particularly true across cultures. 34
  35. 35. THANK YOU 35

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