Presentation on theme: "Importance and Process of Communication"— Presentation transcript:
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 relationshipBetween husband & wifeBetween parents and childrenBetween teacher and studentsBetween doctor and patientBetween employer and employeeBetween colleaguesBetween every level of an organizationEtc, etc
4 Importance of Effective Communication No matter how brilliant and invaluable your idea, it is worthless unless you can share it with othersEffective communication is crucial at every level of an organizationTo effectively communicate a complex idea, requires skills beyond elementary conversationCommunication is a two-way process involving an exchange of ideasCommunication is Effective if the message received is the same as message sent
5 Communcation’s Essence PERSONAL PROCESSOCCURS BETWEEN PEOPLEINVOLVES CHANGE IN BEHAVIOURMEANS TO INFLUENCE OTHERSEXPRESSION 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 ImagesSpoken WordBody LanguageWritten Word
7 Spoken Language An interaction where both participants are present Tend to use informal vocabularyThe interruptions and overlaps are commonCharacterized for being DynamicIs spontaneous and instantGive the opportunity to rethink or rephrase the utterance
8 Written languageThe writer is usually distant from the reader, so no visual cues and no immediate feed backUse formal vocabulary, including words which are not normally used in spoken languageThere is time lag between production & receptionOrganized and compact expression due to careful sentence structure
10 The Communication Process MediumBarrierSENDER(encodes)BarrierRECEIVER(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 ChannelsFace-To-Face meetings,Telephones,Video Conferencing.Written Communication ChannelsLetters,s,Memos,Reports.
14 Process of Communication (contd.) ReceiverEffective Decoding:Listen activelyReading information carefullyAvoid ConfusionAsk question for better understandingInfluence on Receiver:The prior knowledge can influence the receiver’s understanding of the messageBlockages in the receiver’s mindThe 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 WeaknessesVerbal Communication:Strength - Role of Body LanguageWeakness - Not possible to give long list of directionsWritten Communication:Strength - A proof of a communicationWeakness - Written words does not show a person’s actual feelings
17 Barriers to Communication Internal BarriersFatiguePoor listening skillsAttitude towards senderLack of interest in messageFearMistrustProblems at homeNegative attitude
18 Barriers to Communication (contd.) External BarriersNoiseDistractionsnot workingBad phone connectionsEnvironmentLanguage differences
19 Hearing Vs Listening Hearing Physical process Natural Passive Physical as well as mental processActiveLearning processA 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.
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 withoutPlanningWritingCompleting
24 Business Communication PlanningStudy or analyze your purposePrepare your layout for writing scheduleIdentify your audienceInvestigate about your audience needAlways adapt the right medium
25 Business Communication (Contd.) WritingDefine the main ideaCollect all points on that ideaChoose direct or indirect approachChoose good words carefully so that you can create effective sentences
26 Business Communication (Contd.) CompletingEvaluate contentReview your readabilityRewriting for clarity
27 Business Communication (Contd.) Business Communication Processcan be divided into six phases:Sender has an IdeaSender encodes IdeaSender transmits messageReceiver gets messageReceiver decodes messageReceiver sends feedback
28 What makes a Good Communicator? An Active ListenerAn Effective PresenterA Quick ThinkerA Win-Win Negotiator
30 Tips to improve Communication SpeakingKnow what you want to sayControl FearStop Talking and ListenThink before you talkBelieve in your messageRepeat Major PointsFind out what your Listener wants
31 Tips to improve Communication (contd.) Body LanguageKeep appropriate distanceTouch only when appropriateTake care of your appearanceMaintain eye contactSmile genuinely
32 Tips to improve Communication (contd.) TechniquesReduce JargonUse HumorAsk for feedbackIncrease your vocabularyWatch your tone
33 Tips to improve Communication (contd.) ListeningPrepare to ListenFocus on the SpeakerScreen Out DistractionsConcentrate on the Message
34 Tips to improve Communication (contd.) Speaking and ListeningAsk QuestionsAvoid DaydreamingAccept AccentsUse mind mapping
35 Tips to improve Communication (contd.) Speaking and WritingGet to the PointExplain Abstract wordsAsk for what you wantIllustrate with personal examplesExpress EmotionKeep it simpleTake notesUse Short Sentences
36 Tips to improve Communication (contd.) General TipsBe receptive to New IdeasRespect the Other Person’s Point of ViewUse Good MannersAvoid Words that HurtHandle Disagreements with TactUnderstand the Importance of TimingPresent a Good Personal Image
37 Success for YOU……in the new global and diverse workplace, requires excellent communication skills!