Effective commication basics

1. EFFECTIVE COMMUNICATION
By:
Priyanka Roy
Asst.Prof.
MIT

2. Objectives
• Define and understand communication and the
communication process
• List and overcome the filters/barriers in a
communication process
• Practice active listening
• Tips to improve verbal and non verbal communication

3. What is Communication?
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.
ITS ESSENCES :
PERSONAL PROCESS
OCCURS BETWEEN PEOPLE
INVOLVES CHANGE IN BEHAVIOUR
MEANS TO INFLUENCE OTHERS
EXPRESSION OF THOUGHTS AND
EMOTIONS THROUGH WORDS & ACTIONS.
TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE.
IT IS A SOCIAL AND EMOTIONAL PROCESS.

4. Effective
communication
 Effective communication is defined as
communication between two or more persons in
which the intended message is − properly
encoded, delivered through appropriate channel
& received.

6. The 7C’s of communication are as
follows:
 Clear
 Concise
 Concrete
 Correct
 Consideration
 Complete
 Courteous

7. 1.) Clear:
 Convey your message in an easy to understand manner. Use short
simple sentences while speaking or writing. The aim is to share your
thoughts and ideas with utmost clarity. Clear messages consist of exact
and concrete words.
2.) Concise
 Concise means to be to the point without using a lot of words. Avoid
using filler words like “you see”, “at this point of time”, “a lot of sense”,
“kind of”, “what I mean”, “sort of”. You need to ask yourself if there are
any unnecessary sentences and if you have written the same points
multiple times. Being concise saves the time of both you and your reader
and adds value to your message.
3.) Concrete
 Concrete messages are clear and usually supported with facts. It gives a
laser focus touch to your messages without being vague. There are
details in the message without it being too long. A concrete message is
solid and specific.

8. 4.) Correct:
 Make sure all your facts and figures are accurate with the no grammatical errors.
Always proof read your work before presenting it. A correct message with viable
facts will add credibility to your work.
5.) Consideration:
 Consideration is simply keeping in mind the audiences requirements and views
while formulating your message. Follow the ‘You’ approach when dealing with
your audience. Consider their level of education, interests, mindsets, etc.
Emphasize on what is possible rather then what’s not when dealing with them.
This will result in positive outcomes during your interactions
6.) Complete:
 A complete message gives the user all the information and is clear and detailed.
When your message is complete, your audience knows exactly what needs to be
done. Make sure all the facts you want to convey in your message are accurate
and there is a clear call to action present in your message.
7.) Courteous:
 Being courteous is the most important attribute of communication. Always be
friendly and honest. Respect the speaker while you communicate. Even if you
have some feedback that needs to be pointed out, it can be conveyed in a
constructive manner. A courteous message will leave the speaker in a positive
mindset rather than negative.

9. What are the most common ways
we communicate?
Written Word

10. 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.

11. HIERARCHY LEVEL
Executive Director
Vice President
A.G.M.
Manager
Supervisor
Forman
Supervisor 3Supervisor 1 Supervisor 2
Manager
Horizontal Comm.

12. The Communication Process
SENDER
(encodes)
RECEIVER
(decodes)
Barrier
Barrier
Medium
Feedback/Response

13. Barriers to communication
• Noise
• Inappropriate medium
• Assumptions/Misconceptions
• Emotions
• Language differences
• Poor listening skills
• Distractions

14. 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.

15. VALUE OF LISTENING
 Listening to others is an elegant art.
 Good listening reflects courtesy and good manners.
 Listening carefully to the instructions of superiors improve competence and
performance.
 The result of poor listening skill could be disastrous in business, employment and social
relations.
Good listening can eliminate a number of imaginary grievances of employees.
Good listening skill can improve social relations and conversation.
Listening is a positive activity rather than a passive or negative activity.

16. Always think ahead about what you are going to say.
Use simple words and phrases that are understood by every body.
Increase your knowledge on all subjects you are required to speak.
Speak clearly and audibly.
Check twice with the listener whether you have been understood accurately or not
In case of an interruption, always do a little recap of what has been already said.
Always pay undivided attention to the speaker while listening.
While listening, always make notes of important points.
Always ask for clarification if you have failed to grasp other’s point of view.
Repeat what the speaker has said to check whether you have understood accurately.
ESSENTIALS OF COMMUNICATION
Dos

17. ESSENTIALS OF COMMUNICATION
DON’Ts
Do not instantly react and mutter something in anger.
Do not use technical terms & terminologies not understood by majority of people.
Do not speak too fast or too slow.
Do not speak in inaudible surroundings, as you won’t be heard.
Do not assume that every body understands you.
While listening do not glance here and there as it might distract the speaker.
Do not interrupt the speaker.
Do not jump to the conclusion that you have understood every thing.

18. How to Improve Existing Level of
COMMUNICATION?
IMPROVE LANGUAGE.
IMPROVE PRONUNCIATIOON.
WORK ON VOICE MODULATION.
WORK ON BODY LANGUAGE.
READ MORE
LISTEN MORE
AVOID READING OR WATCHING OR LISTENING UNWANTED LITERATURE, GOSSIP, MEDIA
PRESENTATION ETC.
INTERACT WITH QUALITATIVE PEOPLE.
IMPROVE ON YOUR TOPIC OF DISCUSSION,
PRACTICE MEDITATION & GOOD THOUGHTS.
THINK AND SPEAK.
DO NOT SPEAK TOO FAST.
USE SIMPLE VOCABULARY.
DO NOT SPEAK ONLY TO IMPRESS SOMEONE.
LOOK PRESENTABLE AND CONFIDENT.

19. Improving Body Language -
Tips
• Keep appropriate distance
• Touch only when appropriate
• Take care of your appearance
• Be aware - people may give false cues
• Maintain eye contact
• Smile genuinely

20. …in the new global and diverse
workplace requires
excellent communication skills!
Success for YOU…

21. Questions