COMMUNICATION SKILLS

Objectives Understand Data and Information Define and understand communication and the communication process List and overcome the filters/barriers in a communication process

Data and Information Data relates to fact, event and transactions Information is processed data and will be meaningful to the person who receives it

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.

Nature of Communication  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.

What are the most common ways we communicate? Spoken Word Written Word Visual Images Body Language

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.

Types of Communication 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.

HIERARCHY LEVEL Horizontal Comm.

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

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

Overcoming Communication Barriers  Constant organization effort is needed to overcome the barriers which are un consciously built by different people in the organization  Periodical review and reorganization of communication network is also needed to insure that information reaches people in time  Organizational systems are the management’s responsibility within the organization  The responsibility for overcoming barriers to personal communication and insuring the success of every communication activity falls upon the senior and the better trained person  Personal barriers can be overcome only by making a conscious effort and by training for better communication

Overcoming Communication Barriers  Language barriers can be overcome only by being careful with the use of language and by using word which have clear meaning  To reduce miss understanding when communicating with people from different cultures,these role may be useful 1.It is better not to assume similarity until you are sure. 2.Before communicating, try to feel your self in the other’s role, values and frame of reference

Overcoming Communication Barriers 3.Working in other cultures means understanding the host’s conception of greetings, timing, hygiene, negotiation, agreement, politeness, personal space, gestures, meal etiquette and closure 4.Improving communication is the responsibility of all educated persons

Removing Personal Barriers 1.Your message should not be too lengthy and dis-organised. Use of poor verbal and body language can also confuse the message 2.Barriers in context tent to stem from sender’s offering too much information too fast. When in doubt here, less is often times more. 3.You need to work to understand your audiences culture, making sure you can convince and deliver your message to people of different cultures 4.Amusing aids are also useful in maintain the attention of the audience and for relieving the tension of the speech

Removing Personal Barriers 5.Plan speech-Yes. Short and sweet. The narrative- Every one loves story and stories can both instruct and convey the message 6.Rehearsal. There is no substitute for rehearsal. You can do it in front of a mirror or in an empty theater 7.Relaxation.If you get nerves just before the show, either concentrate on controlling your breathing or welcome the extra adrenaline.

Conclusion Once the speech is over and you have calmed down, you should try to honestly evaluate your performance. Either alone with the help of a friend in the audience, decide what was the least successful aspect of you presentation and resolves to concentrate on that point in the next talk you give.