1. Importance and Process of Communication
Narendra Kumar

2. 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.

3. Importance of Communication
Effective Communication is crucial for all areas of life to maintain good relationship
Between husband & wife
Between parents and children
Between teacher and students
Between doctor and patient
Between employer and employee
Between colleagues
Between every level of an organization
Etc, etc

4. Importance of Effective Communication
No matter how brilliant and invaluable your idea, it is worthless unless you can share it with others
Effective communication is crucial at every level of an organization
To effectively communicate a complex idea, requires skills beyond elementary conversation
Communication is a two-way process involving an exchange of ideas
Communication is Effective if the message received is the same as message sent

5. Communcation’s Essence
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.

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

7. Spoken Language An interaction where both participants are present
Tend to use informal vocabulary
The interruptions and overlaps are common
Characterized for being Dynamic
Is spontaneous and instant
Give the opportunity to rethink or rephrase the utterance

8. Written language
The writer is usually distant from the reader, so no visual cues and no immediate feed back
Use formal vocabulary, including words which are not normally used in spoken language
There is time lag between production & reception
Organized and compact expression due to careful sentence structure

9. Process of Communication

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

11. Process of Communication
Sender:
Why to communicate?
What to communicate?
Usefulness of the communication.
Accuracy of the Information to be communicated

12. Process of Communication (contd.)
Encoding:
The process of transferring the information you want to communicate into a form that can be sent and correctly decoded at the other end.
Ability to convey the information.
Eliminate sources of confusion. For e.g. cultural issues, mistaken assumptions, and missing information.
Knowing your audience.

13. Process of Communication (contd.)
Medium (Communication Channels)
Verbal Communication Channels
Face-To-Face meetings,
Telephones,
Video Conferencing.
Written Communication Channels
Letters, s,
Memos,
Reports.

14. Process of Communication (contd.)
Receiver
Effective Decoding:
Listen actively
Reading information carefully
Avoid Confusion
Ask question for better understanding
Influence on Receiver:
The prior knowledge can influence the receiver’s understanding of the message
Blockages in the receiver’s mind
The surrounding disturbances

15. Process of Communication (contd.)
Feedback:
Feedback can be:
Verbal Reactions and Non-Verbal Reactions.
Positive feedback and Negative feedback.

16. Process of Communication (contd.)
Strengths and Weaknesses
Verbal Communication:
Strength - Role of Body Language
Weakness - Not possible to give long list of directions
Written Communication:
Strength - A proof of a communication
Weakness - Written words does not show a person’s actual feelings

17. Barriers to Communication
Internal Barriers
Fatigue
Poor listening skills
Attitude towards sender
Lack of interest in message
Fear
Mistrust
Problems at home
Negative attitude

18. Barriers to Communication (contd.)
External Barriers
Noise
Distractions
not working
Bad phone connections
Environment
Language differences

19. Hearing Vs Listening Hearing Physical process Natural Passive
Physical as well as mental process
Active
Learning process
A skill .

20. Value of Listening Listening to others is an elegant art.
Good listening reflects courtesy and good manners.
Listening carefully to the instructions of superiors improves competence and performance.
The result of poor listening skill could be disastrous in business, employment and social relations.
Good listening can eliminate a number of imaginary grievances of employees.
Good listening skill can improve social relations and conversation.
Listening is a positive activity rather than a passive or negative activity.

21. Communication in Business

22. 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 sharing, for coordination, to save time.

23. Importance of Communication in Business
Business Communication is incomplete without
Planning
Writing
Completing

24. Business Communication
Planning
Study or analyze your purpose
Prepare your layout for writing schedule
Identify your audience
Investigate about your audience need
Always adapt the right medium

25. Business Communication (Contd.)
Writing
Define the main idea
Collect all points on that idea
Choose direct or indirect approach
Choose good words carefully so that you can create effective sentences

26. Business Communication (Contd.)
Completing
Evaluate content
Review your readability
Rewriting for clarity

27. Business Communication (Contd.)
Business Communication Process
can be divided into six phases:
Sender has an Idea
Sender encodes Idea
Sender transmits message
Receiver gets message
Receiver decodes message
Receiver sends feedback

28. What makes a Good Communicator?
An Active Listener
An Effective Presenter
A Quick Thinker
A Win-Win Negotiator

29. Some Tips to Improve Your Communication Skills

30. Tips to improve Communication
Speaking
Know what you want to say
Control Fear
Stop Talking and Listen
Think before you talk
Believe in your message
Repeat Major Points
Find out what your Listener wants

31. Tips to improve Communication (contd.)
Body Language
Keep appropriate distance
Touch only when appropriate
Take care of your appearance
Maintain eye contact
Smile genuinely

32. Tips to improve Communication (contd.)
Techniques
Reduce Jargon
Use Humor
Ask for feedback
Increase your vocabulary
Watch your tone

33. Tips to improve Communication (contd.)
Listening
Prepare to Listen
Focus on the Speaker
Screen Out Distractions
Concentrate on the Message

34. Tips to improve Communication (contd.)
Speaking and Listening
Ask Questions
Avoid Daydreaming
Accept Accents
Use mind mapping

35. Tips to improve Communication (contd.)
Speaking and Writing
Get to the Point
Explain Abstract words
Ask for what you want
Illustrate with personal examples
Express Emotion
Keep it simple
Take notes
Use Short Sentences

36. Tips to improve Communication (contd.)
General Tips
Be receptive to New Ideas
Respect the Other Person’s Point of View
Use Good Manners
Avoid Words that Hurt
Handle Disagreements with Tact
Understand the Importance of Timing
Present a Good Personal Image

37. Success for YOU…
…in the new global and diverse workplace, requires excellent communication skills!

38. Questions

39. Thank You