What is communication? Communication is the art of getting your message across effectively It is a two way process –Saying what you mean –Fully comprehending any feedback

Good communicators make better managers Communicate to get things done Pass on and obtain information Reach decisions Achieve joint understandings Develop relationships

Verbal & Non-verbal Communication

Communication Model SourceEncodingChannelDecoding Receiver Feedback Message

Follow the five ‘Cs’ of Communication Clarity Conciseness Completeness Correctness Courtesy

Achieving clarity Be clear about what you want to communicate Deliver the message succintly Ensure the message has been clearly & correctly understood

Choosing a method Speech – speed & convenience Written word – permanent & orderly Electronic media – Hybrid of both Symbolic Gesture Visual Image Multimedia – Combination of all the above

Body Language Gestures Posture Facial expression Walking styles position

Exercise I for Non-Verbal Analysis ActionInterpretation Crossing legs above the knees Crossing Ankles Pointing the index fingers Placing the hands on the hips Furrow over forehead Raising eyebrows Flare our nostrils Chewing or biting lip Licking of lips Turned up nose Head tilted to one side

EXERCISE 2 Express the following Joy and happinessDisgust FearFatigue AnnoyancePain SurpriseBoredom AngerConcern Sadness

Exchanging Information Making contact-initial greeting welcoming End courteously Keep in mind cultural difference

Passing on information Company policies ( directly to the persons concerned) Feedback on performance (state reasons for praise or admonishment)

Using the Phone Strong communication tool Reduces distances and increases accessibilty

Telesales Write down in advance what you want to convey Speak slowly and pace yourself with the other person Always be polite & friendly Smile – a smiling face encourages a smiling voice and invites a +ve response Time your call

Leaving messages Start – Name, Phone No., Time of call, message, End – Name & Phone no. Use only for short messages otherwise e- mail or fax

Using IT – fast, saves paper Fax- fast Internet- powerful communication tool

Internet Intranet (in-company internets) Extranet ( suppliers with customers)

Company Website Up-to-date information about your organisation (customers & employees) e-Business Get competitive information

Chairing a meeting successfully Circulate agenda and relevant papers before the meeting Do not manipulate the meeting to your advantage Stick to the time limit & start on time

SMILE You have to activate 43 muscles to frown and only 17 to smile

ASSESSING YOUR COMMUNICATION SKILLS Evaluate how well you communicate by responding to the statement given in your sheet. Add your scores together, and refer to the analysis to see how skilled you are at communicating.

ANALYSIS 25-50: You are not communicating effectively or enough. Listen to feedback, and try to learn from your mistakes 51-75: Your communications performance is patchy. Plan to improve your weaknesses : You communicate extremely well. But remember that you can never communicate too much.

Thank You