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Presented By
Ms.Yogita S.B.
 Learning Objectives

 What is Communication?
 The Communication Cycle
 Impact of a message
 Types of Communication
 Styles of Communication
 Effective Listening
 Organizational Communication Flow
 Barriers to Communication
 Communicating Effectively
 3 at is Communication?
 T e dictionary defines communication as:

A process by which information is

exchanged between
individuals through a common
system of symbols, signs or behavior

Communication is a two-way process w ic involves:

ÔListening to others (Receiving) message
Ô sserting/Expressing (Sending)
 Communication Goals

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T e Communication Process

 


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 Communication Cycle
Communication normally goes through a cycle involving:

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xmpact of a Message
Face--To
Face To--Face Communication



7%


%
2


2
 
    
 57%
Impact of Message
^oice Communication

o s
14

o e
o e o s 86
 Communication
Rig ts and Responsibilities
Rig ts Responsibilities

è
ou have the right to be è
ou have the responsibility to

treated with respect treat others with respect


ou have the right to have 
ou have the responsibility to

and express your own listen to the opinion of others
opinions

ou have the responsibility to

ou have the right to ask for acknowledge and address the
what you need in order to be needs of others
effective

ou have the responsibility to

ou have the right to set respect the limits and
reasonable limits boundaries of others
 —tyles Of Communication


  
 

 ccepts  Both exercises  emands but does
responsibilities and extends not extend ³rights´
³rights´ and
 Extends but does responsibilities  oes not accept
not feel entitled to responsibilities
³rights´
  Types of Communication
1. ^erbal Communication
 Words
 Voice modulation

. Non-^erbal Communication
 Communicates emotions and attitudes
 Regulates verbal messages
 ^erbal Communication
 3ords
r se simple language (avoid jargon and slang)
r Make sure that you are grammatically correct
r Be clear and precise (avoid redundancy)

 ^oice Modulation
r iction
r Tone
r
itch
r Volume
r Rate
 Non--^erbal Communication
Non
 Gestures
r re you aware of how you look to others?
r Find out your habits and nervous gestures

 Posture and movement

r Stand tall

 Facial Expressions
r Smile
r Eye Communication

·
of our personal communication calls for involvement.

To show involvement, look at your audience for 5 to 1
seconds before looking away.
Fundamentals of
Communication
Organizational Communication Flow
 Upward  Downward  Horizontal

xnstructions
xnformation Directives Coordination
 ^ertical Communication
 Upward Communication
r Consists of messages sent up the line from subordinates to
bosses
r Includes employee suggestions, reactions to organizational
policies, inquiries or concerns

 Downward Communication
r Flows from individuals in higher levels of the organization to
those in lower levels
r Includes meetings, official memos, policy statements, manuals,
and organizational publications
Horizontal Communication

T e orizontal information flow t at

occurs bot wit in and between
departments.

Generally, t e purpose of lateral

communication is coordination and
collaboration.
  IER RC 
LEVEL

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Exercises
ΠTypes of Listening

Passive Listening

Active Listening Hearing

 Effective Listening xnvolves. . .

Œ. Understanding body
.1. —etting t e stage Language
Ô Remove istractions Ô Observe position and posturing
Ô Be open and accessible Ô Make eye contact
Ô Listen with Empathy
Ô Consider expressions/gestures
. Ensuring Mutual
Understanding 4. —uspending judgment
Ô Reflect feelings
Ô Concentrate
Ô
araphrase main ideas
Ô Seek clarification Ô eep an open mind
Ô Confirm next steps Ô  ear the person out
 Listening and —peaking
Listening takes:
 Concentration and energy
 Curiosity and open-mindedness
 nalysis and understanding

—peaking requires:
 Sharp focus
 Logical thinking
 Clear phrasing
 Crisp delivery
 2arriers To Effective Communication
 Assumptions

 Fears
r Reluctance to confront
r Ridicule, rejection, fear of being wrong
 ^alues and attitudes

 Generation Gap

xnformation overload
r When the information we can process is exceeded
 Trust and Honesty
r lack of trust can cause the receiver to look for hidden
meanings in the sender¶s message
 Cross-Cultural Diversity
r The greater the difference between the sender¶s and receiver¶s
cultures, the greater the chance for miscommunication
ey To Communicating Effectively
 now your subject.
 Focus on t e purpose.
 now your audience.

 Use a confident tone and a level pitc .

r Be calm and collected at all times
r Try to eliminate excessive ³ums´ and ³uhs´ as fillers

 —peak slowly and make use of pauses to stress important ideas.

r se accurate diction and correct pronunciation

 now w at you are talking about and accept t e limitations of

your knowledge.

 2e vibrant and ent usiastic.

r void a dull, monotonous tone
r Be loud enough to be easily heard
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 Remember. . .

Effective communication
encompasses a multitude of
skills.

—kills can be learned and

practiced.
  
   
    

AxMPROVE LANGUAGE.
AxMPROVE PRONUNCxATxOON.
AWORK ON VOxCE MODULATxON.
AWORK ON BODY LANGUAGE.
AREAD MORE
ALxSTEN MORE
AAVOxD READxNG OR WATCHxNG OR LxSTENxNG UNWANTED LxTERATURE, GOSSxP,
MEDxA PRESENTATxON ETC.
AxNTERACT WxTH QUALxTATxVE PEOPLE.
AxMPROVE ON YOU TOPxC OF DxSCUSSxON,
APRACTxCE MEDxTATxON & GOOD THOUGHTS.
ATHxNK AND SPEAK.
ADO NOT SPEAK TOO FAST.
AUSE SxMPLE VOCABULARY.
ADO NOT SPEAK ONLY TO xMPRESS SOMEONE.
ALOOK PRESENTABLE AND CONFxDENT.
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AAlways think ahead about what you are going to say.
AUse simple words and phrases that are understood by every
body.
Axncrease your knowledge on all subjects you are required to
speak.
ASpeak clearly and audibly.
ACheck twice with the listener whether you have been
understood accurately or not
Axn case of an interruption, always do a little recap of what has
been already said.
AAlways pay undivided attention to the speaker while listening.
AWhile listening, always make notes of important points.
AAlways ask for clarification if you have failed to grasp other¶s point
of view.
ARepeat what the speaker has said to check whether you have
understood accurately
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ADo not instantly react and mutter something in
anger.
ADo not use technical terms & terminologies not
understood by majority of people.
ADo not speak too fast or too slow.
ADo not speak in inaudible surroundings, as you
won¶t be heard.
ADo not assume that every body understands you.
AWhile listening do not glance here and there as it might distract
the speaker.
ADo not interrupt the speaker.
ADo not jump to the conclusion that you have understood every
thing.
ouestions