Communication

Skills
 Have you ever thought !!
To be Effective Relationship Building

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Achieve Objectives Influence

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 Definition

Communication comes from a Latin verb ‘Communicare’

which means to impart, to participate, to share or to make
common.
Communication is the process by which two or more persons
come together to exchange ideas and understanding amongst
themselves.
 Communication - Meaning
• Communication is a dynamic process…
• through this process we convey a thought or feeling to
someone else.
• how it is received depends on a set of events, stimuli, that
person is exposed to.
• how you say what you say plays an important role in
communication.
 Why Communication

INDIVIDUALS
• To share knowledge and information
• To build relations with Individuals
• To express emotions to others
• To present ideas- to be aptly understood
• To influence others of ideas/opinions
• To transact any deals/ Business needs etc.
 Why Communication
GROUPS
• To achieve common goals/cause
• To reach a common understanding
• To ensure the group for effective completion of a task
• To share common values/ systems
• To build relationships
• To Work/progress with common interests
 Why Communication

Organisational Communication

Achieve Express
Coordinated *Organisational Goals Feelings and
Action *Share Information Emotions
*Task Directives
*Result of Efforts
*Decision Making
 How Much to communicate
• Most of the Inter-personal problems are because of improper
communication.
• Has to be most appropriate and just
• Under communication……..
• Over Communication………
• Mis-communication-Conflict, mis-understanding, wrong
action etc

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ESTABLISHING
RAPPORT

Field of Consciousness
 How do you go about Establishing
Rapport?
• You need Self-Confidence
• You must Understand People
• You must be Enthusiastic
• You must make Eye Contact
• You must be Interested in them
TOTAL COMMUNICATION PROCESS

Writing
9% Speaking
30%
Reading
16%

Listening
45%
 COMMUNICATION
• 7% WORDS
o Words are only labels and the listeners put their own
interpretation on speakers words
• 38% PARALINGUISTIC
o The way in which something is said - the accent, tone and
voice modulation is important to the listener.
• 55% BODY LANGUAGE
o What a speaker looks like while delivering a message
affects the listener’s understanding most.
 TYPES OF BODY LANGUAGE
Remember that you are dealing with “PEOPLE”

• (P)OSTURES & GESTURES

o How do you use hand gestures? Stance?
• (E)YE CONTACT
o How’s your “Lighthouse”?
• (O)RIENTATION
o How do you position yourself?
• (P)RESENTATION
o How do you deliver your message?
• (L)OOKS
o Are your looks, appearance, dress important?
• (E)XPRESSIONS OF EMOTION
o Are you using facial expressions to express emotion?
 LEVELS OF COMMUNICATION
• VERBAL
o Intra verbal: intonation of word and sound
o Extra verbal verbal: implication of words and phrases,
semantics
• NON-VERBAL
o Gestures
o Postures
o Movements
• SYMBOLIC

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Lets have a Game
What You should Do………….

On a blank piece of paper draw a pig

Do not Copy your Neighbour’s Pig…

What do we do with these Pictures ???
Your Drawings will Interpret ur
Personalities!!!
Have you Drawn the Pig towards the Top of the
Paper?

You are a Positive & Optimistic Person

Have you Drawn the Pig towards the
Middle of the Paper ?

You are a Realist

Have you Drawn the Pig towards the
Bottom of the Paper ?

You are Pessimistic and have a

Tendency to behave negatively.
Is your Pig Facing Left ?

You believe in Tradition,

Are friendly and
Remember
Dates & birthdays
Is your Pig facing forward (towards you) ?

You are direct,

   Enjoy playing the devil's advocate and
Neither fear nor avoid
   Discussion.
 Is your Pig Facing Right ?

You are innovative and active, but

   have neither a sense of family, nor remember
dates.
Is your Pig drawn with many details ?

you are analytical,

   cautious, and distrustful.
Is your Pig drawn with few details ?

you are emotional, naive,

   care little for detail, and
take risks. .
 Is your Pig drawn with four legs ?

you are secure,

   stubborn, and stick to your ideals .
Is your Pig drawn with less than four legs ?

You are insecure, or

are living through a period of major change
Does ur Pigs have big Ears ?

The Bigger Ears,

You are a better Listener .
Thank You!
 Barriers to communication
 Language Resistance to
Barrier change

 Status Wrong choice

Barrier of Medium

 Physical Psychological
Barrier Barriers
 Barriers in Communication
(that have to do with the COMMUNICATOR)
• Unwillingness to say things differently
• Unwillingness to relate to others differently
• Unwillingness to learn new approaches
• Lack of Self-Confidence
• Lack of Enthusiasm
• Voice quality
• Prejudice
 Barriers in Communication
(that have to do with the COMMUNICATOR)
• Disagreement between verbal and non-verbal messages
• Negative Self Image
• Lack of Feedback
• Lack of Motivation and Training
• Language and Vocabulary Level
• Lack of Self Awareness
 Barriers in Communication
(that have to do with the RECEIVER)
• Selective Perception
• Unwillingness to Change
• Lack of Interest in the Topic/Subject
• Prejudice & Belief System
• Rebuttal Instincts
• Personal Value System
• Here-and-Now internal & external factors
 External Barriers in
Communication
• Environment
o The venue
o The effect of noise
o Temperature in the room

• Other People – Status, Education

• Time
 5 Basic reasons we Do Not Listen
• Listening is Hard Work
• Competition
• The Rush for Action
• Speed differences (120 wpm v/s 360 wpm)
• Lack of Training
 4 Levels of Listening
• The Non-Listener
• The Marginal Listener
• The Evaluative Listener
• The Active Listener

Microsoft
PowerPoint 97-2003 Slide Sho
 Improving Listening
Skills
• By not being Preoccupied
• Being Open Minded & Non Defensive
• Minimizing Interruptions
• Effective Listening is: Hearing, interpreting when necessary,
understanding the message and relating to it.
• By Asking Questions
 Essentials
Listening
of Good Communication
Listening is not the simple ability to decode information; it is a two way
exchange in which both parties involved must always be receptive to the
thoughts, ideas and emotions of the other person.
Please Listen to Others
Look Interested what they are saying is important and
means a lot to you
Inquire with questions right and relevant use of technique
Stay on target be attentive
Evaluate the message, read between the lines
Neutralise your feeling emotional leakage/ biases/
prejudices/perceptions/ selective
listening
 Tools of Communication
• Body Language
• Body Expressions: Eyes, Face, Arms, Movements
• Listenning skills
• Presentation styles be constantly improved
• Customisation: Know the Audience. Language, tone ,
style, feelings, courtsy etc.
• Content: Prepare, Prepare and prepare
•
Essentials of Good Communication
Feed Back
Feed Back is a mechanism by which the sender reconfirms the
receivers understanding of the message. This is essential with a
view to ensuring that the communication is properly understood the
way it was meant to be.
 Disadvantages of Bad
Communication

• Can be Misunderstood and can lead to Conflicts

• May not be taken seriously loose control
• Reduced effectiveness and loose focus
• Can lead to loss opportunity/friends/goal
 Advantages of Good
Communication
• Would be understood properly
• Ability to handle any situations
• Ability to lead others coorectly
• Willingness of others to be lead by you
• Helps in easy decision making
• Helps in reducing and resolving conflicts
• Personality with a difference
 Strategy for effective
communication: use of 7 C’s

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 The message is said to be effective when the receiver
understands the same meaning that the sender was intended to
convey. For any communication in business, in order to be
effective, it must have seven qualities. These seven attributes
are called seven C’s of effective business communication.
(All these attribute starts with the alphabet ‘C’ so are called 7
C’s)

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 Seven c’s are….
 Clear.
 Concise.
 Concrete.
 Correct.
 Coherent.
 Complete.
 Courteous.
 Clear
 When writing or speaking to someone, be clear about your goal or
message.
 What is your purpose in communicating with this person? If you're
not sure, then your audience won't be sure either.
 To be clear, try to minimize the number of ideas in each sentence.
 Make sure that it's easy for your reader to understand your meaning.
 People shouldn't have to "read between the lines" and make
assumptions on their own to understand what you're trying to say.

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 Concise
When you're concise in your communication, you stick
to the point and keep it brief. Your audience doesn't want to
read six sentences when you could communicate your
message in three.

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 Concrete
When your message is concrete, then your audience has a
clear picture of what you're telling them. There are details (but
not too many!) and vivid facts, and there's laser-like focus.
Your message is solid.
SELF LEARNING MODULE 1 CHAPTER 4

Correct
When your communication is correct, it fits your
audience. And correct communication is also error-free
communication.

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Teamglobal©Kautilya Learning Academy of Professionals
 Coherent
When your communication is coherent, it's logical. All
points are connected and relevant to the main topic, and the
tone and flow of the text is consistent.

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 Complete
In a complete message, the audience has everything
they need to be informed and, if applicable, take action.

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 Courteous
Courteous communication is friendly, open, and honest.
There are no hidden insults or passive-aggressive tones.
You keep your reader's viewpoint in mind, and you're
empathetic to their needs.

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 Key Learnings
 All of us communicate every day. The better we
communicate, the more credibility we'll have with our
clients, our boss, and our colleagues.
 Use the 7 Cs of Communication as a checklist for all of
your communication. By doing this, you'll stay clear,
concise, concrete, correct, coherent, complete, and
courteous.
How to be effective in communication
Self
• Clarify objective - Inform
-Understand
- Perform
- Transform
• Practice proper expression – Written, Verbal, Non-verbal
• Learn to Listen
• Learn to empathise
• Learn to deal with emotions
• Watch your tongue
• Be gentle – People are fragile
• Learn to use feed backs effectively
• Learn to apologise if you have communicated wrongly
How to be effective in communication
As a Group Member
• Always keep the objective of the group in mind
• Listen and appreciate others point of view
• Clarify Assumptions
• Communicate your views, ideas truthfully but softly
• Record points depending on the importance of subject, for
future reference
• Use feedback
How to be effective in communication
In an Organisation
• Identify the receiver – whether to an individual, a
group/ Dept. or all
• Be clear and avoid ambiguity
• Ensure physical receipt of communication
• Use feed back
• Be proactive in communicating
• Avoid distractions
• Use grapevines positively
Communication–A Continuous Process
Effective Action for Effective
Communication Communication

Communication

Communication at all times must be WIN-

WIN
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