COMMUNICATION

Communication is cycle or loop that involves at least two people

Communication

When you communicate with another person, you perceive their response and react with own Thoughts and Feeling We communicate with words, voice quality and with our body: postures, gestures, expressions. Communication involves a message that passes from one person to another

Communication is a multifaceted word that covers just about any interaction with others

Casual Conversation
Persuading Meeting Negotiating etc
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Communication Its Meaning & Nature

All communication has five clearly identifiable features; It is meaning- based It is conventional. It is appropriate It is inter-actional It is structured. All communication is by nature conversational.
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Importance and purpose of

communication

Every organization is a society comprising different kinds of people. Communication is a necessary part of the process of change. Communication is of vital importance to an organization both internally and externally

Dimensions of communication
Communication is a multi directional activity The directions or dimensions of communication are downward, upward, horizontal or lateral, and diagonal or crosswise.

Channels of Communication Formal Vs Informal

All communication passes through some well-defined stages or channels The channels of communication are formal or informal The informal channel is also called the grapevine.

Functions of Communication
Communication is the lifeline of any organization Communication performs four basic functions information, control, motivation, emotional expression and inter-dependence.

Dimensions of Communication
Intra-Personal Communication
Inter-Personal Communication Group Communication Mass Communication
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INTRA PERSONAL COMMUNICATION

We communicate to ourselves Communication is an ongoing process and unending process and it continuously takes place within us
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INTER PERSONAL COMMUNICATION

Transaction between people and their environment Friends, family, children, coworkers, strangers.

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GROUP COMMUNICATION
Every Supervisor invariably handles a group of students. Supervisors need to pay careful attention to group communication.

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Mass Communication :

News media Websites Electronic Media

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The Process of Communication

The sender has an idea Sender transforms his idea into message Sender transmits the message Receiver gets the message Receiver interprets the message Receiver reacts & sends feed back to sender
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Example :
Phase 1 Sender has an idea C H A N N E L A N D M E D I U M Phase 6 Receiver sends feedback

Phase 2 Sender transforms idea into a message (encoding) Sender has an idea

Phase 5 Receiver interprets the message (decoding)

Phase 3 Sender transmits the message

Phase 4 Receiver gets the message

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Types of Nonverbal communication :

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Facial expressions & Eye behaviour :

Gestures & postures.
Vocal characteristics Personal appearance Use of time and space
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Verbal communication:
Spoken and writing form Listening and Reading

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Written Communication
Writing is not spontaneous like speech, it requires effort Written communication is time consuming Written communication has fewer cycles than face to face communication All business organizations depends on written communication Written communication has many advantages like permanence, legal validity fixing of responsibilities, etc Written communication has also some disadvantages like huge cost in terms of money and time, lack of feedback and clarification, delay on transmission and so on. However, written communication is indispensable 19

Nonverbal Communication kinesics or Body Language

Body language accounts for more than half of all communication All body language is a reflection of our thoughts, feeling and our position in the organization. Body language is very important in the seems that we can carefully watch it and deal with issues before they become problem Body language works through facial expression, eye contact, gestures, head position body shape, posture and appearance
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Body Language
Effective use of body language is a very important for an organization and dealing with people in any situation Like all aspects/ media of communication, body language has it own advantages and limitations. Its greatest advantage is that it complements verbal oral communication. Its greatest disadvantages is that it can be misinterpreted

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Factors influencing communication :

Age factor ( Young or Old) Sex factor ( Men or Women) Economic factor Mental factor (Bright / Slow / Average)

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Desirable features to develop good communication:

Good physical health and personality Above average intelligence. Creativity, imagination and resourcefulness. Good grooming, poise, refinement in voice and action. Courtesy, kindness, sympathy and tact. Patience. Sincerity and honesty. Firmness. Promptness, efficiency and ability to organize. Positive and encouraging attitude.
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Undesirable features to develop good communication:

Superiority complex, arrogance. Inferiority complex, insecure, defensive. Imperfect voice, shrill, harsh. Ill-mannered. Insincere, dishonest. Unfriendly, unsocial. Disrespectful of the opinions of others. Lacks imagination.
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If I had eight hours to chop down a tree; I had spend six hours sharpening my axe

-----------ABRAHAM LINCOLN
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Barriers to effective communication

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The Barrier
Criticizing Name calling & Labelling Diagnosing Praising Evaluating Ordering
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 Threatening Moralizing Excessive or Inappropriate Questioning Advising Directing Logical Reassuring

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Effective guidelines for overcoming Barriers & Improving your communication skills Fostering an open communication climate Committing to ethical communication Adopting an audience centered approach Creating & processing your messages effectively and efficiently

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Creating & processing your messages effectively and efficiently

Learn more about audience (age, occupation, status, nature) Adapt your message to your audience Develop and connect your ideas Reduce the number of messages Choose the correct channel and medium
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How to say it is what counts Is your voice tone harsh, soft, sharp or neutral? Is your pitch high or low? Is your volume loud, quiet in between? Is your voice speed fast or slow? What emphasis do you place on words? Do you articulate clearly or do you mumble? How much energy do you speak with?
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GOLDEN RULES IN COMMUNICATION

Sorry Thank You Will You Please What is your Opinion? You did a good job I admit I made a mistake Understand the person you are talking to Frame your message so it is understandable and of interest to him. Listen and watch for any change in mood, alter the content & feeling of your message.

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7 Golden Rules to follow while Giving Compliments

Relax Choose the right time and place Keep good eye contact Be Specific Dont idolize Dont include a put down of you Dont include a put down of the other person
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7 Golden Rules to follow while Receiving Compliments

Smile Maintain eye contact Listen without interrupting Dont respond with a putdown of you Dont dismiss the compliment Dont smother the compliment immediately with a retaliation. Ask for clarification Say thank you assertively.
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Silent communication
Eye contact Facial expressions Body language Dress and grooming Posture Attitude
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Improve your Non-verbal Communication Skills:

Smile genuinely Be aware that people may give false non-verbal cues Keep appropriate distance and use touch only when appropriate Respect status with eye contact Adopt a handshake that matches your personality & intention
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Improving your Oral Communication Skills:

When people communication orally, they can Ask questions Test their understanding of message Can share ideas Work together to solve problems
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Art of conversation
o Never underestimate small talk o Develop your listening skills o Be positive o Use humor o Watch out for non verbal signals o Select your questions o Use self- disclosure appropriately.
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Making Requests
Be sure of your rights and values Be positive Be concise Be persistent Be polite Rehearse
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Speaking in Public:
Introduce yourself positively Before you speak, think about purpose, main idea, and your audience Organize your thoughts Decide a style that suits the occasion (Informal or formal, Lecture or conversation)
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Speaking in Public
Edit your remarks mentally Try to predict how the other person will react and organize the message accordingly Watch other person, judging from verbal and non-verbal feedback
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Listening:
Communication is 80% listening & 20 % speaking.
20%
SPEAKING

80% LISTENING
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Strengthen your communication skill.

Honest assessment of where you stand Try to figure out what you are doing right & what you are doing wrong. Then, Try to facing on building your competence in areas where you need to work .
To Practice improve your writing & speaking skill Use vocabulary Write articles on your own about area. Observe people who speak effectively
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Seven Dos of Good Listener

Listen caringly. Listen with your body. Listen with your eyes. Listen with your ears. Listen with your heart. Listen with your mouth closed. Validate and confirm the message
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Seven don'ts of good listener

Dont interrupt. Dont contradict. Dont nod your head constantly to hurry them along. Dont assume that what they are talking about is the total content of their message. Dont interrogate. Dont use the occasion for selfaggrandizement.
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Ten Commandments of good Communication

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1. Clarify ideas before communicating. 2. Examine the true purposes of communication. 3. Take the entire environment, physical and human into consideration. 4. When to obtain valuable advice from others in planning communiqus. 5. Beware of the overtones as well as the basic content of the message.

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6. Follow up on communication. 7. Communicate with the future as well as the present in mind. 8. Support words with deeds. 9. Be a good listener 10.When possible, convey useful information.
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