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2. EFFECTIVE COMMUNICATION
Presented by LIBA
Feb, 2017
V1.0

3. What is communication？
The process of communication is what allows us to interact with other people; without it, we would be unable to share knowledge or experiences with anything outside of ourselves. Common forms of communication include speaking, writing, gestures, touch and broadcasting.
Wikipedia definition

4. Process of communication
Communication is the process of sending and receiving information among people…
SENDER
RECEIVER
Feedback
receiver
sender
Medium
Encode
Decode

5. Effective communication
Meaning and Definition
Uses of Effective Communication
The 7C’s of Effective Communication
Facts about Effective communication

6. Meaning and definition
Effective Communication is a two way process – sending the right message and to the right person.
It is important to know the psychology of the people you are interacting with for communication to be effective.
For communication to be effective it is necessary to know the circumstances of the counter entity.
Effective communication includes all the aspects of visual, auditory and kinaesthetic language to appeal the listener.
Definition-
“Effective communication is the communication which produces intended or desired result”

7. Uses of effective communication
Effective communication helps to understand a person or situation in a better way.
It enables us to solve the differences, build trust and respect in the organization.
Sometimes our message is misunderstood or we misunderstand the received message, effective communication helps us to resolve problems with both’s point of view.
Effective communication helps us to connect well with kids, spouse, boss, colleagues, etc.
It helps us in decision making.

8. The 7c’s of effective communication
Completeness
Conciseness
Consideration
Clarity
Concreteness
Courtesy
Correctness.

9. Completeness
The information conveyed in the message should be complete for the communication to be effective.
The sender must take into consideration the receiver’s mind set and convey the message accordingly.
Complete communication enhances the reputation of the organization.
Complete information always gives additional information wherever required, it leaves no question in the minds of the receiver.
Complete information helps in better decision making as it serves all the desired and crucial information.
Complete information persuades the audience.

10. Conciseness
Conciseness means communicating what you want to convey in least possible words.
Conciseness is a necessity for effective communication.
Concise communication provides short and essential message in limited words.
Concise message is more appealing and comprehensive to the audience.
Concise messages are non repetitive in nature.

11. Consideration
Effective communication must take audience into consideration by knowing the viewpoints, back ground, mindset, educational level, etc.
Consideration implies ‘stepping into the shoes of others’.
Consideration ensures that the self respect of the audience is maintained and their emotions are not harmed.
Consider the needs and requirements of the audience to achieve effective communication.

12. Clarity
Clarity implies emphasizing on a specific goal or objective at a time,
rather than trying to move away from track.
Clarity helps to understand the message easily.
Complete clarity of thoughts and ideas enhances the meaning
of message.
Clarity comes with the use of exact, appropriate and concrete words.

13. Concreteness Concrete communication implies being particular and clear
rather being fuzzy and general.
Concrete communication shows good level of confidence.
Concrete information helps to strengthen the reputation of
the organization.
Concrete information cannot be misinterpreted.

14. Courtesy Courtesy means being polite, kind, judicious, enthusiastic
and convincing.
Courtesy is an important element of effective communication.
Courtesy reflects the nature and character of the sender of
the message.
It is the same as give respect and then expect the same.
Courtesy is not at all bias in nature.

15. Correctness
Correctness in the communication implies that the correct information
is conveyed through message.
Correct communication boosts up the confidence level of the sender.
Correct information has greater impact on the audience.
Free from grammatical errors and use of appropriate and
correct language.
Correct information includes the precision and accurateness of facts and figures used in the message.

16. Types of
People communicate with each other in a number of ways that depend upon the message and its context in which it is being sent.
Types of communication based on the communication channels used are –
Verbal Communication
Nonverbal Communication

17. Verbal
It refers to the form of communication in which message is transmitted verbally.
Communication is done by word of mouth and a piece of writing.
In verbal communication remember the acronym “KISS” (keep it short and simple).
Verbal Communication is divided into:
Oral Communication
Written Communication

18. Oral In oral communication, Spoken words are used.
It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet.
Communication is influence by pitch, volume, speed and clarity of speaking.
Advantages – It brings quick feedback. In a face-to-face conversation, by reading facial expression and body language one can guess whether he/she should trust what’s being said or not.
Disadvantages – In face-to-face discussion, user is unable to deeply think about what he is delivering, so this can be counted as a fault.

19. Written
In written communication, written signs or symbols are used to communicate.
In written communication message can be transmitted via , letter, report, memo etc.
Written Communication is most common form of communication being used in business.
Advantages – Messages can be edited and revised Written communication provide record and backup. A written message enables receiver to fully understand it and send appropriate feedback.
Disadvantages – Written communication doesn’t bring instant feedback. It take more time in composing a written message as compared to word-of-mouth and number of people struggles for writing ability.

20. Nonverbal
Nonverbal communication is the sending or receiving of wordless messages. Such as gesture, body language, posture, tone of voice or facial expressions, is called nonverbal communication.
Nonverbal communication is all about the body language of speaker.
Nonverbal communication have the following three elements:
Appearance Speaker – clothing, hairstyle, neatness, use of cosmetics Surrounding – room size, lighting, decorations, furnishings
Body Language facial expressions, gestures, postures
Sounds Voice Tone, Volume, Speech rate.

21. Levels of
Intrapersonal Communication is communication that occurs in your own mind. It is the basis of your feelings, biases, prejudices, and beliefs.
Examples are when you make any kind of decision – what to eat or wear. When you think about something – what you want to do on the weekend or when you think about another person.

22. Interpersonal communication is the communication between two people but can involve more in informal conversations.
Examples are when you are talking to your friends. A teacher and student discussing an assignment. A patient and a doctor discussing a treatment. A manager and a potential employee during an interview.
Small Group communication is communication within formal or informal groups or teams. It is group interaction that results in decision making, problem solving and discussion within an organization.
Examples would be a group planning a surprise birthday party for someone. A team working together on a project.
One-to-group communication involves a speaker who seeks to
inform, persuade or motivate an audience.
Examples are a teacher and a class of students. A preacher
and a congregation. A speaker and an assembly of people in
the auditorium.

23. Mass communication is the electronic or print transmission of messages to the general public. Outlets called mass media include things like radio, television, film, and printed materials designed to reach large audiences.
A television commercial. A magazine article. Hearing a song on the radio. Books, Newspapers, Billboards. The key is that you are reaching a large amount of people without it being face to face. Feedback is generally delayed with mass communication.

24. Barriers to effective communication

25. Encoding Barriers Decoding Barriers. Transmitting Barriers
 Physical Distractions
Channel Barriers.
Long Communication Chain.
Transmitting Barriers
Lack of Sensitivity to Receiver
Lack of Basic Communication Skills
Insufficient Knowledge of the Subject
Emotional Interference
Lacking confidence
Encoding Barriers
Lack of Interest. 
Lack of Knowledge. 
Lack of Communication Skills
Emotional Distractions
Information overload 
Conflicting Messages
Decoding Barriers. 
No Provision for Feedback
Inadequate Feedback.
Responding Barriers

26. Over coming the barriers of effective communication
Connecting with
The audience
Simple Words
Summarizing
what has been said
Effective
Communication skills
Body language
(Smile, Eye contact, Gestures, tone)
Effective Questions
Checking
for understanding
Seeking
Participation
Cultural Sensitivity

27. Let’s Experience

28. What is listening ?
Listening is the absorption of the meanings of words and sentences by the brain. Listening leads to the understanding of facts and ideas.

29. Various stages to listening
Hearing
Focusing on the message not the person
Comprehending and interpreting
Analyzing and Evaluating
Responding
Remembering

30. Co-relation between Listening and Speaking

31. What we are taught….
Amount taught

32. Importance of listening
“If we were supposed to talk more than listen, we would have been given two mouths and one ear.”
Mark Twain

33. Techniques of active listening
SUMMARIZE
Pull together the main points of a speaker
PARAPHRASE
Restate what was said in your own words
QUESTION
Challenge speaker to think further, clarifying both your and their understanding, however suspend judgment

34. Path for good communication
Listen to Understand
Understand before speaking
Speak to be understood
Seek understanding before proceeding
Repeat

35. How to Overcome Barriers of
Taking the receiver more seriously
Crystal clear message
Delivering messages skilfully
Focusing on the receiver
Using multiple channels to communicate instead of relying on one channel
Ensuring appropriate feedback
Be aware of your own state of mind/emotions/attitude

36. Tools of Effective Be Brief Manners Using “I” Be Positive
Good listener
Spice up your words
Clarity
Pronunciation