An Introduction To Communication Skills
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This document provides an introduction to communication skills. It defines communication as the sending and exchanging of information and ideas, which can be done verbally through language as well as non-verbally through body language, facial expressions, and appearance. The document outlines the communication process, including barriers to effective communication, types of communication, and best practices for improving communication skills, such as active listening, voice modulation, and body language. It provides tips for effective communication, including being clear, concise, and courteous, as well as things to avoid like selective listening and interrupting.
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An Introduction To Communication Skills
- 1. AN INTRODUCTION TO COMMUNICATION SKILLS A N U R A G R OY C H O W D H U R Y O P S A S S O C I AT E M A N A G E R W E L L S FA R G O
- 2. Objective •Define, understand the communications and its process. •Overcome filters/barriers in the same. •Practice Active Listening
- 3. Definition •Sending, giving or exchanging information and ideas. •Often expressed verbally and non verbally. •Non-verbal communication include facial gestures, body language and your appearance.
- 5. Types of Communication In this communication message is exchanged by language using oral or written form. Language is the most important in this Communication. This communication is used in face to face conversation, discussion, interview, calls, letters, notes, emails etc. In this communication language is not used unlike in verbal communication and message is passed using body movements, facial expressions, and postures. It is totally a wordless and unintentional even people don’t aware of it that they are sending a message. In this communication picture is used to convey a message as “a picture is worth a thousand words”. The message is communicated using visual aids such as signs, drawings, presentation etc.
- 6. Communication Cycle When we share message, the message passes through many stages, and eventually reaches to the receiver. In communication every stage is equally important as communication is a two way process.
- 7. Seven C’s of Communication •Clarity - Begin every message by asking the question, “What is the purpose of this communication?” •Concise - Make your message brief and to the point. •Concrete - Concrete communication is about being specific and clear rather than vague, obscure, and general. •Correct - Incorrect information doesn’t help anyone and it does your credibility no good. Ensure that •Coherent - Does your message make sense? Does it flow logically from one sentence to the next? •Complete - Your message must contain all the necessary information to achieve the desired response. •Courteous - Be polite. You’re more likely to get what you want from your communication if you are courteous, as courtesy builds goodwill.
- 8. Barriers to Communication •Language Barrier •Cultural Barrier •Individual Barrier •Organizational Barrier •Interpersonal Barrier •Attitudinal Barrier •Channel Barrier
- 9. Improving level of communication •Improve Pronunciation •Work on voice modulation •Work on body language •Interact with qualitative people •Improve on your topic of discussion •Think and speak •Do not speak too fast •Use simple Vocabulary
- 10. Improving body language •Keep appropriate distance •Take care of your appearance •Maintain eye contact •Smile genuinely •Proper use of hand gestures •Proper Clothing gives you self confidence
- 11. Do’s for an Effective Communication •Express your expectations to others. •Use less of absolute words such as "never", "always", "forever", etc. •Be a good, attentive and active listener. •Filter the information correctly before passing on to someone else. •Try to establish one communication channel and eliminate the intermediaries. •Use specific and accurate words which audiences can easily understand. •Try and view the situations through the eyes of the speaker. •The "you" attitude must be used on all occasions. •Maintain eye contact with the speaker and make him comfortable.
- 12. Do’s Cont.… •Write the instructions if the information is very detailed. •Oral communication must be clear and not heavily accented. •Avoid miscommunication of words and semantic noise. •Ask for clarifications, repetition where necessary. •Make the organizational structure more flexible, dynamic and transparent. •Foster congenial relationship which strengths coordination between superior and subordinate. •Focus on purposeful and well focused communication. •The message of communication should be clear and practical. •Get Proper Feedback.
- 13. Don’ts for an Effective Communication •Be a Selective Listener, this is when a person hears another but selects not to hear what is being said by choice or desire to hear some other message. •Be a "Fixer", a fixer is a person that tries to find other person's fault. •Be a daydreamer. •Use long chain of command for communication. •Use too many technical jargons. •Jump to conclusions immediately. •Interrupt the speakers and distract him by asking too many irrelevant questions
Editor's Notes
- 1) Source: In communication cycle source is the starting point from where communication starts. He is the speaker who gives message using any communication method like verbal, non-verbal or visual. 2) Message: The message is the thought that is expressed using a communication method. 3) Encoding: This is the process in which message is transformed into a verbal, non-verbal or visual form so that it can go to the receiver. Before encoding message you should keep in your mind the audience’s culture and their background. 4) Channel: The channel is the media through which message is transmitted from sender to a receiver. In communication different channels have different strength and weakness. There could be any communication channel: Verbal: Speech, Face-to-Face Meeting, Telephone, Video conference, Interview, E-mail, Letter, Report Non-Verbal: Body Movement, Face Expression, Gesture Visual: Video, Picture, Chart 5) Decoding: In encoding message was transformed into a form so that receiver can understand the message. On the other hand in decoding a receiver reads the message and translates its meaning. There could be errors if the receiver doesn’t have the enough knowledge to translate the message. 6) Receiver: A receiver could be a person or a audience to whom the message has been delivered by the speaker. Sender is the one end of the thread. On the other hand a receiver is the second end of the thread. The communication is only successful when message is delivered correctly to the receiver. 7) Feedback: Feedback is the reaction that can be verbal or non-verbal. The audience will give a feedback after understanding the message. The speaker should give attention to the feedback, as it can give assurance that audience has understood the message. There are two types of feedback: i) Positive feedback tells that message was delivered correctly and it motivates to do better. ii) Negative feedback tells where needs improvement, so next time perform better.