1. Communication skills Definition Process Types Network Characteristics
Importance
Barriers

2. Communication Goals

3. Definition
Use of effective language for conveying a technical/commercial/ industrial message to achieve a predetermined purpose

4. Communication is the method by which people share their ideas, information, opinions and feelings. Commonly used, the term communication refers to information sharing. We share language, thoughts, feelings and behaviour but each is filtered through a unique, individual mind. In its broadest sense, communication is not simply the transmission or reception of messages or responses but a relationship between individuals. When communication occurs inside a single person, the sharing of thoughts and feelings with the self is called intrapersonal. Between two or more persons, communication is interpersonal.

5. Common Frame of Reference
Process
Common Frame of Reference
Sender
Message
Receiver
Response
Channel
Sent
Received
Semantic Gap
Feed back

6. Steps Ideation Encoding Transmission Receiving Decoding Action
Sender Receiver
Ideation
Encoding
Transmission
Receiving
Decoding
Action
Acceptance

7. Typical features of communication
Two way process
Continuous/Ongoing
Functional
Cumulative process
Irreversible
Contextual
Complex
Inevitable

8. Types Communication Verbal Non verbal Signs Symbols Body Language Oral
Written

9. ORAL Face – to – face Telephonic Group Meeting Seminar Conference/
Symposium
Panel Discussion
Presentation
Interview

10. ORAL COMMUNICATION Limitations Advantages Future ref not possible
Not-effective if poor speaker
Not suitable for lengthy details
Distortion
Poor retention
Advantages
Adjustable
Clarifier
Time
Persuasion & control
Formality
Cost
Convenient/reliable for Groups

11. WRITTEN e – mail Fax Memorandum Notice Circular Press release Letter
Report
Proposal
Research paper

12. Written Communication
Advantages
Most wanted
Permanent
Legal evidence
Accurate
Suitable for lengthy & complicated messages/communication
Limitations
Limited to only Literates
Costly, time consuming
Formal
Delayed feedback

13. Body Language Kinesics– Branch of learning
Kinesics – the study of nonverbal body motions as a systematic node of communication
People trust their ears less than their eyes.
when a speaker’s body language is inconsistent with their words the listeners will tend to believe their eyes

14. BODY LANGUAGE (KINESICS)
Aspects
Personal Appearance
Facial Expression
Posture
Gesture
Eye Contact
Space, Distancing
Touch
Non verbal cues or
Visible codes

15. PARALANGUAGE Defined as “how” of language Includes volume
Pitch Pronunciation
Modulation Articulation
Stress Tone
Intonation Pauses
Speed

16. Network
Informal (Grapevine)
Formal
Vertical
Horizontal
Radial

17. Communication Flow in an Organization (formal)
Vertical communication
Lateral or Horizontal Communication
Diagonal or Cross-wise Communication

18. Formal Vertical communication flow
Instructional
Informational
Feedback
Submission

19. Horizontal communication flow (Lateral)
Sharing
Coordinating

20. Radial communication flow (crosswise / diagonal)
Feedback
Instructional
Informational
Publicity

21. INTERNAL
INFORMAL: GRAPEVINE
Single strand
Gossip
Probability
Cluster

23. Informal (Grapevine) Importance Limitations Non expensive Most rapid
Multidirectional
Barometer of public opinion
Outlet for anxiety worries
Limitations
Degree of error
Baseless, nonfactual – harmful
Add to the facts
Misunderstanding (incomplete)
So swift – damage to organization

24. Grapevine How to use Supplement the formal channels do not ignore
do not threaten
identify main sources
Realize human relationships

25. Technical communication/General purpose communication
General purpose communication is concerned with the world at large.
Technical (business) communication is specifically concerned with well defined business activities.

26. Characteristics of technical communication
Open communication climate
Committed to ethics
Perception of multicultural
Audience awareness
Efficient flow

27. Characteristics contd…..
Clear – unambiguous
Concise – direct, precise
Correct – specific, accurate
Complete – self contained
Courteous – cordial, polite
Impartial and objective

28. Importance of technical communication
Life line of business
Measure the success, growth
Link within & outside
Tangible product of the work
Valuable repository/container of information
Develops desirable qualities
Reveals gaps in thinking

29. Difference between general purpose and technical communication
Structure flexible
Content (any)
Layout (flexible)
Audience (not always specific)
Nature (not always objective)
Business
Rigid
Business,industrial technical
Only to specific
Mostly objective

30. Steps involved in solving a Communication Problem
Identify the Problem
Discover the Cause(s)
Evaluate the alternative solution
Select and apply the best solution
Follow through

31. COMMUNICATION BARRIERS
Definition
Errors, misunderstandings and several other factors that prevent us transmitting our ideas meaningfully causing communication failure.

32. COMMUNICATION BARRIERS
Classification
Barriers in Intrapersonal communication
Barriers in Interpersonal communication
Barriers in organizational communication

33. Intrapersonal Barriers -usually stems from wrong assumptions.
Rigidity of thought
Unclarified assumptions
Different perceptions of reality
Premature evaluation of message
Negative attitude (source, message, person)
Fear of the unknown
Inferiority/ superiority complex
Lack of interest
Categorical thinking- ‘Know it all’
Choice of Words

34. Interpersonal Barriers
Absence of common frame of reference
Presence of noise in channel
Cultural differences
Display of intense emotions
Poor listening
Poor synchronization of verbal and non-verbal cues
Vague objectives
Choice of wrong variety of language
Semantic differences
Psycho-physical factors

35. Organizational Barriers
Hierarchy in organization
Delay
Distortion
Alteration
Superior-subordinate relationship
Interpretation
Grapevine
Information overload
Too many transfer stations
Fear of superior perception
Negative attitude in organization
Misunderstood application of freedom

36. Tips for effective presentation
Know thyself! (Read thy subject of discourse!)
Be focused
Brevity is the soul of wit
Know your audience
Infuse your words with an earthiness that will appeal to a wider audience.
Create the right ambience

37. Tips continued….. Be sincere in your utterances.
Be positive. Believe in your self.
Bring alive and exploit the magic in and of words.
Reach out to your audience.