Effective communication requires understanding between parties. The communication process involves a sender encoding a message that is sent through a channel and decoded by a receiver. Feedback is important to ensure understanding occurred. Barriers like noise, selective perception, and differing perspectives can interfere with clear communication. Key aspects of strong communication include listening skills, presenting information effectively, and providing constructive feedback.

1. Communication
Principles of effective communication
Barriers in communication
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2. Communication
• Efficient communication is ESSENTIAL to
being success in life.
• The biggest source of interpersonal
problems is poor communications.
• The key to the communication process is to
be understood.
• Language is rarely a barrier for
communication
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3. Communication
• The aim of communication is the transference
and understanding of information between two
or more people.
• Communication must always be between two or
more people, one the sender and the other
receiver. You participate in both roles and your
role will change alternatively and frequently in
conversation.
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4. Effective Communication

5. Overview
• Functions of Communication
• The Communication Process
• Communication Fundamentals
• Key Communication Skills

6. Functions of Communication
• Control
• Motivation
• Emotional Expression
• Information

7. The Communication Process
Sourc Encodin Chann Decodin Receiver
e g el g
Feedbac
k

8. Communication Fundamentals
Direction:
• Downward
• Upward
• Crosswise
Networks:
• Formal vs. Informal

9. Communication
• Communication occurs in three directions in
organizations
– Upward communications
– Downward communications
– Lateral communications

10. Communication Networks
Chain Wheel All Channels

11. Barriers to Effective Communication
• Filtering
• Selective Perception
• Emotions
• Language

12. Key Communication Skills
• Listening Skills
• Feedback Skills
• Presentation skills

13. Basic Communication Skills Profile
________________________________________________
Communication Order Learned Extent Used Extent Taught
____________________________________________
Listening First First Fourth
Speaking Second Second Third
Reading Third Third Second
Writing Fourth Fourth First

14. Meaning
• Listening Is With The Mind
• Hearing With The Senses
• Listening Is Conscious.
• An Active Process Of Eliciting Information
• Ideas, Attitudes And Emotions
• Interpersonal, Oral Exchange

15. The Ten Commandments of Good
Communication
• Seek to clarify your ideas before • Take the opportunity to convey
communicating something of help or value to the
receiver
• Examine the true purpose of each
communication • Follow-up your communication
• Communicate for tomorrow as
• Consider the total physical and well as today
human setting
• Be sure your actions support your
• Consult with others in planning communications
communications • Seek not only to be understood
• Be mindful of the overtones as but to understand - be a good
well as the basic content of your listener
message

16. Fallacies about Listening
 Listening is not my problem!
 Listening and hearing are the same
 Good readers are good listeners
 Smarter people are better listeners
 Listening improves with age
 Learning not to listen
 Thinking about what we are going to say rather than
listening to a speaker
 Talking when we should be listening
 Hearing what we expect to hear rather than what is
actually said
 Not paying attention
( preoccupation, prejudice, self-centeredness, stero-type)
 Listening skills are difficult to learn

17. Stages of the Listening Process
• Hearing
• Focusing on the message
• Comprehending and interpreting
• Analyzing and Evaluating
• Responding
• Remembering

18. Barriers to Active Listening
• Environmental barriers
• Physiological barriers
• Psychological barriers
 Selective Listening
 Negative Listening Attitudes
 Personal Reactions
 Poor Motivation

19. How to Be an Effective Listener
 What You Think about Listening ?
 Understand the complexities of listening
 Prepare to listen
 Adjust to the situation
 Focus on ideas or key points
 Capitalize on the speed differential
 Organize material for learning

20. How to Be an Effective Listener
(cont.)
 What You Feel about Listening ?
 Want to listen
 Delay judgment
 Admit your biases
 Don’t tune out “dry” subjects
 Accept responsibility for understanding
 Encourage others to talk

21. How to Be an Effective Listener
(cont.)
 What You Do about Listening ?
 Establish eye contact with the speaker
 Take notes effectively
 Be a physically involved listener
 Avoid negative mannerisms
 Exercise your listening muscles

22. Feedback Skills
• Positive vs. Negative Feedback
• Positive feedback is more readily and accurately perceived
than negative feedback
• Positive feedback fits what most people wish to hear and
already believe about themselves
• Negative feedback is most likely to be accepted when it comes
from a credible source if it is objective in form
• Subjective impressions carry weight only when they come
from a person with high status and credibility

23. Developing Effective Feedback Skills
• Focus on specific behaviours
• Keep feedback impersonal
• Keep feedback goal oriented
• Make feedback well timed
• Ensure understanding
• Direct feedback toward behaviour that is controllable
by the recipient

24. Presentation Skills
Ideas, concepts or issues talked about or spoken to a
group or audience
Public speaking is one of the most feared things
“I could make such a fool of myself”
Skills required to give a good presentation can be
developed
Preparation is the Key

25. Presentation Skills
Preparation/ Planning is the first step on the ladder to
success
Aspects in the development of a good presentation
 Self Centered (Self)
 Audience Centered (Audience)
 Subject Centered (Material)
“I want (who) to (what) (where, when and how)
because (why)”

26. Presentation Skills
• Helpers
What do you want to present (content)?
Why do you want to present (purpose)?
Where will you be presenting (place)?
How do you want to present (words to be used or not,
slides to be used)
Who is your audience?

27. Presentation Skills
• Preparation: Audience Analysis
What is the audience interested in
What does the audience want
What does the audience already know and needs to
know
What are their needs, expectations from this
presentation
How will the audience benefit from this presentation

28. Presentation Skills
• Structure the content in line with the
audience’s needs
• What do you want to tell the audience?
• What is your objective?
• Prepare keeping in mind the time allotted
• Anticipate the questions and prepare
• Collect material from a variety of sources
• Arrange points logically and sequentially
• Prepare handouts as well

29. Presentation Skills
• Structuring the presentation
2 to 2.5 mins--- opening/beginning
20 to 21 mins--- middle section
2 to 3 mins --- closing/end
5 mins --- questions

30. Presentation Skills
The Beginning
Should be carefully designed
Get attention
- shock, humor, question, story, facts &figures
- well rehearsed yet natural
Motivate audience to listen
- listen to their needs

31. Presentation Skills
Preparation – Structure
Sequence should be logical & understandable
Interim summaries- Recaps
Value of visual aids-flip charts, handouts etc.

32. Presentation Skills
Prepare Closing
Last 2 to 2.5 minutes are as critical as the first
five minutes for a successful presentation
Summarize- highlight important points
Suggest action- what to do and when, where and
how to do it

33. Presentation Skills
Stage Fright
Everyone has it to some degree
Can be used constructively
Key issue is not elimination of fear
Instead channel the energy it generates for an
effective presentation

34. Presentation Skills
Effective Delivery
Be active - move
Be purposeful - controlled gestures
Variations – vocal (pitch, volume, rate)
Be natural
Be direct – don’t just talk in front of the
audience talk to them

35. Group Facilitation
Verbal Communication- barriers
Speaking too fast
Using jargon
Tone and content
Complicated or ambiguous language
Not questioning
Physical State of the audience

36. Presentation Skills
Sensitivity to the audience
“see” the audience
Take non-verbal feedback
-congruent and incongruent body language
Modify to meet audience needs
Don’t just make it as a presentation

37. Presentation Skills
Handling Questions
Do not get confused
You are not supposed to know everything
Anticipate and keep answers ready
Sometime questions themselves give you a lead
to highlight your point of view

38. Presentation Skills
Visual Aids
While using a over head projector face the
audience while talking
Point with a pen
Appropriate lighting
Watch the colours
Ensure clear visibility
10 lines, 10 words per line

39. Presentation Skills
So to conclude :
Always prepare
Channelize you fear
Interact with your audience

40. Communication Feedback
• We may say that communication has
occurred only when the message has
been understood.
• Understanding occurs in the mind of the
receiver.
• Feedback is critical to ensure that
accurate understanding of the message
has occurred.
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41. Barriers to
Communication
• Barriers to accurate communication
– Unfamiliar language – including dialects and accents
– Improper timing – Is the boss distracted today?
– Noise and distractions in the environment
– Attitude of both the source and the receiver
– Differences between people – gender, age, culture, education,
intelligence, etc.
– Relationship between the sender and the receiver – status, boss-
employee, parent-child, etc.
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42. Barriers to Communications
– Filtering – manipulation of information so that it will seem more
favorably to the receiver.
– Selective Perception – receiver hears message based on his/her
interests, needs, motivations, experience, background and other
personal characteristics.
– Defensiveness – response when receiver interprets message as
threatening
– Language – Words mean different things to different people.
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43. Rumors
• Response to situations that are IMPORTANT
to us, and
• There is AMBIGUITY between what is going
on and what was said, and
• Under conditions that arouse ANXIETY, such
as time off, pay programs, layoffs, etc.
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44. Suggestions for Reducing the Negative
Consequences of Rumors
• Announce timetables for making important decisions
• Explain decisions and behaviors that may appear
inconsistent or secretive
• Emphasize the downside, as well as the upside, of
current decisions and future plans.
• Openly discuss worst case possibilities – it is almost
never as anxiety provoking as the unspoken fantasy.
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45. Communications – Did you know?
• People remember:
– 10 percent of what they read
– 20 percent of what they hear
– 30 percent of what they see
– 50 percent of what they see and hear
– 80 percent of what they say
– 90 percent of what they say and do
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46. Summary
• Successful communication requires
understanding by the receiver.
• The communication process model includes a
source, a message, encoding, a channel,
decoding, a receiver, and, especially feedback.
• Communication in organizations occurs in
upward, downward, and lateral directions.
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47. Final thoughts
• Communicating to be understood and being a
good listener are crucial.
• Another important aspect of communication
is to think about what you are saying before
you say it.
• Today’s communications set the tone for
tomorrow’s relationships.
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48. Conclusions
• The key to the communication process is to
have understanding on the part of the
receiver.
• There are many barriers to good
communications that must be overcome for
communications to be successful.
• Learn to be an active listener as part of
successful communications.

49. •End