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Mastering the Basics of Communication.pptx

The document outlines essential communication skills, including the definition, importance, and barriers to effective communication. It emphasizes the significance of interpersonal communication and the different styles and tools that can enhance communication competency. Additionally, it discusses the role of technology and the need for adaptability in communication across various contexts.

Leadership & Management◦
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Mastering the Basics of Communication Communication is the power that sets you free
Intended learning outcomes Communication Skills Theory and Practice Grammar: Tenses, Passive voice, Indirect Speech, Modals, Conditionals, Composition: Resume, Letters, Reports, Paragraphs. Performance assessment Discussions, Discussions, Feedback, Self assessment, Trainer assessment Infographic resources These can be used in the template, and their size and color can be edited Customizable icons They are sorted by theme so you can use them in all kinds of presentations
Course objectives pssr  Develop communicative competency in students.  Apply appropriate communication skills across settings and purposes.  Use technology to communicate effectively in various settings and contexts.  Evolve critical, interpretive, analytical and innovative thinking.  Bring insights of literature into class.  Build social interaction for effective relationships.  Demonstrate appropriate and professional behaviour.
01 02 03 04 05 06 Table of contents Definitions of Communication INTERPERSONAL COMMUNICATION HOW TO IMPROVE YOUR INTERPERSONAL COMMUNICATION SKILLS BODY LANGUAGE IN INTERPERSONAL COMMUNICATION HAPTICS (PHYSICAL CONTACT) PROXEMICS/ PERSONAL SPACE
07 08 09 10 11 12 Table of contents CHRONEMICS SILENCE Barriers of communication Interpersonal conflict Personal appearance and communication Improving communication
Introduction Being able to communicate effectively is the most important of all life skills. Communication is simply the act of transferring information from one place to another. This may be vocally (using voice), written (using printed or digital media such as books, magazines, websites or emails), visually (using logos, maps, charts or graphs) or non- verbally (using body language, gestures and the tone and pitch of voice)
First concepts 01 Defination of communication
AGENDA ►What is communication ►Filters in communication ►Effective communication ►Barriers to communication ►Listening vs Hearing ►Communication styles ►Communication with DISC styles
Objectives A2 Acquire Skills for Improving Learning A:A2.2 Demonstrate how effort and persistence positively affect learning A:A2.3 Use communications skills to know when and how to ask for help when needed A:A2.4 Apply knowledge and learning styles to positively influence school performance PS:A2 Acquire Interpersonal Skills PS:A2.6 Use effective communications skills PS:A2.7 Know that communication involves speaking, listening and nonverbal behavior
DEFINITION OF COMMUNICATION Communication can be defined in many ways. In simple terms communication is: • Information transmitted • A verbal or nonverbal message • A process by which information is exchanged between individuals through a common system of symbols, signs, or behavior
COMMUNICATION communication is the illusion that itfl. taken plac What if communication were not possible? Frustration and Chaos!
T Communication is any behavior that results in an exchange of meaning'. T ' the process by which information is transmitted between two or more individuals so that understanding can occur between them'. NB: if the other person does not understand you, you have failed to communicate effectively
is the process by which people exchange information, feelings, and meaning through verbal and non-verbal messages usually in a face to face interaction. Interpersonal communication is not just about what is actually said - the language used - but how it is said and the non-verbal messages sent through body language. Improving your Interpersonal communication skills will help you to interact with other people better.
Awesome words
“This is a quote, words full of wisdom that someone important said and can make the reader get inspired.” —Someone Famous
A picture is worth a thousand words
Images reveal large amounts of data, so remember: use an image instead of a long text. Your audience will appreciate it A picture always reinforces the concept
ACTIVITY ' Think of a recent example in which you involved in a miscommunication and answ following questions: I ' 1. Why did the miscommunication occur? 2. What impact did it have? 3.If you had a chance to do it over again, wha specifically would you do differently?
Do You Know? ►An average person spends 50% of communicating? his or her ►Business success is 85% dependent on effec I t communication and interpersonal skills? ►45% oftime spent communicating is listening? ►Writing represents 9% of communication time? ►25% of all workplace mistakes are the result of poor communication? ►A remarkable 75% of communication is non-verbal?
►Filters' represent our perceptions everything we encounter and are based p the sum total of who we are ►Filters impact: ►How we see others, ►How we Interpret situations ►How we act and feel ►"We don't see things as they are, we see them as we are." Filters in Communication
' Features of Effective Communi I • Active Listening • Eye contact • Posture • Simple language • Questioning skills I I
The basics 02
Barriers to Communication
Listening VS Hearing ►Hearing -Physical process, natural, passi• ve ►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. I I
l Active Listening The process of recognizing, understanding: accurately interpreting communicated messagesI responding to spoken and/or nonverbal messages. • Steps to Effective Listening: - Hearing, - Interpretation (clear your mind) - Evaluation - Respond (Give Verbal and non Verbal acknowledgement) Make eye contact - Adjust your body posture - Avoid distracting behaviours (you can't multitask)
Roadblocks to Active Listening ►Emotional Interference ►Defensiveness ►Hearing only facts and not feelings ►Not Seeking clarification ►Hearing what is expected instead of what is said I 1 . ►The 'halo' effect (i.e., the tendency for something to be influenced by a loosely associated factor) ►Automatic dismissal (e.g., "We've never done it that way before") ►Resistance tochange
CommunicationVariables ►Differences between sender and receiver - Attitudes - Information levels - Communication skills - Social systems - Sensory channel • Differences in previous experiences ►Cultural differences ►Differences in communication styles
Summary ►What is Communication? ►Barriers to communication ►Communication filters ►Listening vs Hearing ►Communication Styles ►Communicating with DiSC Styles
Achieving Success Through Effective Business Communication
1.. Learn why communication matters 2. Identify skills today's employers expect 3. Learn the audience-centered approach 4. Assess the communication process 5. Review communication technology 6. Explore ethical communication
.----.• Marketplace communities ,.. .. Conversations, perceptions, and trends ,. , Productivity and problem solving .-= 1 1 1 1 1 • Financial results and returns
.. Potential problems or issues L ' "Business decision making ... Marketing messages ' •" Employee engagement and satisfaction '
• Practical • Factual • Clear • Concise • Persuasive
UNIQUE CHALLENGES OF BUSINESS COMMUNICATION • Globalization and diversity • Business information value • Pervasiveness of technology • Organizational structures • Growing reliance on teamwork
Knowledge workers Competitive Insights Customer needs Regulations and guidelines
ORGANIZATIONAL STRUCTURES AND LEADERSHIP STYLES Tall Flat Matrix Network
• Organizational skills • Information and ideas • Active listening • Communication diversity • Communication technology
• Writing and speaking skills • Business etiquette • Ethical communication • Time management • Lifelong learning
• Sender generates an idea ............... .............................................-] • Sender encodes a message """"""""- • Sender produces a message = = = = = = = - • Sender transmits the message
• Audience receives the message - = = = = - - - • Audience decodes the message ] • Audience responds to the message " = = = = • Audience provides feedback
Noise and distractio ns Competing m e s s a g e s M e s s a g e filtering C h a n nel breakdown s EXTERNAL BARRIERS
AUDIENCE MINDSET / • Receiving • Decoding • Responding
Traditional Social Scripted One-Way Directive Interactive Conversational Participative
Traditional approach Hybrid method Social media approach Strategic plans Policies Customer support Project updates
Business tools Business value
Information overload Technology addiction
Face-to-face contact Telephone conversations
Plagiarism Omitting information Selective misquoting
Misrepresenting numbers Distorting visuals Privacy and security
ETHICAL QUESTIONS Ethical dilemma Ethical lapse
• Individual employees • Company leadership • Policies and structures
Promotions and contracts Employ ment messa ges Intelle ctual prop erty Fina ncia l rep orti
Leaders must be able to speak regularly and easily with others in order to persuade and influence people Leaders must be able to communicate effectively and must be able to: ● Listen with the ability to elicit information through effective questioning ● Build rapport quickly and effectively ● Adapt accordingly without missing a beat Effective communication
To begin Mercury is the closest planet to the Sun and the smallest one in the Solar System—it’s only a bit larger than the Moon Transmitter Venus has a beautiful name and is the second planet from the Sun. It’s hot and has a poisonous atmosphere Receiver
What is Communication? QUIZ: 'I 1. A process where information is exchang between at least two people resulting i common understanding I 2. The successful transfer of information in such a way that is received, understood and correctly acted upon
Goals of Communication ►To change behavior ►To get action ►To persuade ►To ensure understanding
Types of Communication ►Mass Communication ►One-to-One Communication ►One-to-Group Communication ►Verbal Communication ►Non-Verbal Communication
Component of Communication ►Verbal Communication ►Vocal communication ►Non-verbal communication
Main concepts Mercury is the closest planet to the Sun and the smallest of them all Channel Venus has a beautiful name and is the second planet from the Sun Message Despite being red, Mars is actually a cold place. It’s full of iron oxide dust Environment
- - - Common Non-Verbal Communication Looking at these photos, what are these people saying or doing without speaking?
Non-Verbal Communication in S
Non-Verbal Messages • Our emotions leak through our facial expressions and bodily gestures • Facial expressions tell us much about what someone is feeling, in particular the mouth and lips • Eye contact is needed initially to establish interest. Avoidance of eye contact may indicate disinterest, guilt, or sometimes shyness • People also reveal their attitudes by the way they stand or sit or move various parts of their bodies. People who lean forward in their seat to speak or listen indicate more interest in communicating with us than those who remain slouched in a chair. • Nodding the head helps the flow of conversation as it reinforces the speaker.
COMMUNICATION TOOLS There are four basic communication tools: • Listening • Speaking • Reading • Writing ·- Of the above1 which one are we not taught?
Barriers to Effective Listening We can think faster than a speaker can talk, and jump to conclusions • We are distracted and allow our minds to wander • We lose patience, and decide we are not interested • We overreact to what's said and respond emotionally • We interrupt Ihl"IHep,.:lhwn wltt-.dhelld,..._ nnnot... n o w t D r11po111db11 .. : , he, .., 22?'11,and....
Communication Styles When and Where Using slang amongst your friends may be okay; however, you must be able to adjust your communication style in other situations where you can convey your thoughts in a manner which is appropriate and understandable for the intended audience Expand your Vocabulary by challenging yourself to learn new words! READ A DICTIONARY!!
Listening Activity Delivering the Message Divide your students into two groups and have them stand on one side of your classroom •Give the first student in line a memo to read, and tell them to memorize it. Once he or she has memorized the memo, take the memo away from them. • Advise the first person to whisper what he read to the second person in line, •Once the second person feels comfortable in what they heard, they will then tell the third person • Continue this process until the message is shared with all students in that line At the end, ask the last student what message did he or she receive....compare it to the original message. The key to this activity is to notice how a message can change once it is communicated to several people.
EVE CONTACT ACTIVITY Eye contact is a very important factor in effective communication. Seek volunteers to come forward and have them recite the alphabet as they walk around and make eye contact with every student in the classroom NOTE They must make eye contact with every student while reciting the alphabet. If they go too fast {before making eye contact with every student) then they must start over at the beginning of the alphabet.
Communication styles Mercury is the closest planet to the Sun Passive Venus is the second planet from the Sun Assertive Jupiter is the biggest planet of them all Manipulative Saturn is the only planet with rings Aggressive Mars is actually a very cold place Submissive Neptune is very far from the Sun Friendly
CommunicationStyles Dominance Bottom Line Outspoken & ...._,.._ Influence@ Talkative ,tt Humorous & Enthusiastic -Conscientiousness Cautious A11alytical & Detail-Oriented Steadiness Friendly Helpful & Patient
Daminant Style I ►Value control. ►Driven by a strong inner need to lead/achieve I results. ►Take-charge people who seek toreach goals. ►Focus on results rather than process. ►Tend todownplay feelings and emotions. ►Sometimes viewed as "unfeeling
Influence Style I ►Crave action and an energetic pace. ►Seek opportunities to "shine" or to be " on stage." I ►Relationshipstake priority over tasks. ►Focus is on outcomes. ►Try to influence others with optimism and friendliness. ►Recognition and approval are strong motivators
Steadiness Style... ►Easy going and relationship focused. ►Value security. 'I ►Work tomaintain stable relationships/environme ►Find change difficult. ►Reliable and good at follow- through. ►Appreciate respect from others. ►Value others' respect of them
Conscientious ►Goal-oriented; driven to be precise and controlled ►Can seem uncomfortable at expressing or dealing wi I ►Logical thinkers who value accuracy and organization. . ►Like to think through tasks before starting. ►Feel a need to do things themselves. ►Perfectionists and strong desire for things to be "righ emotions.
Think About it ... When we work with people whose natural communication style is different than our own, 1 what are the potential conflicts?