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COMMUNICATION SKILLS AND

STRATEGIES TO IMPROVE IT
(TO MAXIMIZE TEACHING/ LEARNING OUTCOMES)

By: Prof. Raana Arshad Qazi


CONTENT PHRASES OF THE TITLE

Communication skills (CS)


Strategies to Improve CS.
To Maximize
Teaching/Learning/Administrative
outcomes
COMMUNICATION SKILLS

What is communication?
 The term communication has derived from a Latin Word
 “ Communis” means to make common or to share , to
impart.
 The exchange of information or passing of information,
ideas or thoughts from one person to another is
communication.
What is communication

 As a term it means a process by which information is


exchanged between individuals.

 Social interaction through messages. Process of transmitting


and receiving messages
FORMS OF COMMUNICATION
 Verbal
 Non verbal
 Intrapersonal
 Interpersonal
 Mass Communication
TYPES OF COMMUNICATION

 Formal Communication
Downward
Upward
Horizontal

 Informal Communication
grapevine
PROCESS OF COMMUNICATION
SOURCE
 Why to communicate?

 What to communicate?

 Usefulness of the communication

 Accuracy of the information to be communicated


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, e.g. cultural issues, mistaken assumptions,


missing information, etc

 Know your audience.


CHANNELS

Written
 Letters
 Memos
 Proposals
 Reports
 Presentations

 E-mails
 SMS text
 Instant Messenging
 Tweets

Verbal
 Meetings
 Telephone conversations
 Video conferencing
DECODING
 For Effective Decoding

 Listen Actively
 Read information carefully
 Ask question for better understanding
 Avoid confusions
CONTEXT

 The sender needs to communicate the context to the


receiver for better clarity in the overall
communications process.

 Situation
 e.g. introduction, sales pitch, conflict, an exam, etc.
 Different cultures
 e.g. academic, corporate, international, regional, etc.
 Language
 Location or place
 e.g. restaurant, office, classroom, etc.
RECEIVER

 Prior knowledge can influence the receiver’s understanding of


the message

 Blockages in the receiver’s mind

 The surrounding disturbances


PROCESS CONT. FEEDBACK

 Feedback can be:

 Verbal
 Non-verbal
 Written

 Positive
 Negative
Activity
RESULTS

Incomplete encoding can


result multiple decoding
Therefore Effective
Communication must be
followed.
SHARED ASSUMPTIONS
 The sender and the receiver are like two overlapping circle
 The overlapping area are the shared assumptions of
 Language
 Culture
 Background
 Status
 Length of message
 Clarity of message
 The greater the shared area the easier and effective the communication
would be.
WHAT IS EFFECTIVE COMMUNICA..
EFFECTIVE CONT.
STRATEGIES TO IMPROVE
COMMUNICATION
1. By Improving Language skills.

2. By improving 7C’s of communication

3. By improving non verbal communication

4 By Practicing Active Listening

5. By Improving Emotional Intelligence


1. IMPROVING LANGUAGE SKILLS
 Communication takes place through language. Hence Language skills
must be improved in order to achieve effective communication:
 Importance of language
 Reading Skills
 Listening skills
 Writing skills
 Speaking skills
READING SKILLS

 Three Components of reading:

1. Decoding: Process of translating printed words into sounds


2. Comprehension:
3. Retention
LISTENING SKILLS
 Related to decoding messages

 Ways to improve listening:


1. Increase your listening Span
2. Listen Between the lines
3. Give your full attention
4. Restate the message
5. Listen to ideas and facts both
6. Don’t monopolize
7. Take Bottom-up or Top-Down approach for inference
WRITING SKILLS

 Related to encoding messages, thoughts or ideas

 Lacks non verbal clues, needs more clarity

 Messages must be accurately decoded by the audience

 No redundancy
SPEAKING SKILLS

 Related to encoding messages

 The goal of the speaking skill is to achieve communicative efficiency

 Verbal and Non Verbal Symbols for communication

 Accuracy and fluency

 Self confidence
2.IMPROVING 7C’S OF COMM.
 Completeness
 Conciseness
 Consideration
 Clarity
 Concreteness
 Courtesy
 Correctness
 Mostly applicable for Encoding messages
COMPLETENESS
CONCISENESS
CONSIDERATION
CLARITY
CONCRETENESS
COURTESY
CORRECTNESS
3. IMPROVING NON VERBAL
COMMUNICATION
 Interaction through wordless signals like walking, sitting, standing, eye
contact, giving a pat, waving
 Facial Expressions
 Body Movement and postures
 Gestures
 Eye Contact
 Touch
 Voice
 Proximity(signs of discomfort in audience)
 Paralinguistic (tone ,pitch, rhythm, loudness,,,,)
Non-verbal signals that encourage
cooperation
N- Never send mixed signals- words & body
language should match
O- Open up- both your mind & your body
language
N- Nod to demonstrate attention &
understanding
4. PRACTICING ACTIVE LISTENING
 Action becomes a part of active listening
 Listener communicates through non verbal means e.g. eye contact, erect
posture, nodding etc
 Reflective listening:
Another communicative strategy in which listener seeks to understand
speakers ideas, then offering the idea back to the speaker to confirm
 that the idea has been understood correctly
 Listen with purpose like getting information, knowing people getting
directions sharing conflicts planning holidays visiting places etc.
5.IMPROVING EMOTIONAL INTELLIGENCE

 Ability to identify, use, manage and understand our emotions in a

positive way to relieve stress, to communicate effectively, to empathize


with others, overcome challenges and defeat conflicts

 Success in workplace is deeply influenced by personal qualities like

perseverance, self control and getting along with others.

 People with high emotional intelligence can work better in a team.


QUALITIES OF EMOTIONAL INTELLIGENCE

Self awareness
people with high EI never let their feelings rule them
 Self regulation
 Motivation
 Empathy
 Social Skills
Relates to psychological understanding of emotions that mars
communication
 Communication remains unaffected by emotions, thus adds positivity to
workplace and career
KEY TO EFFECTIVE COMMUNICATION

 Know your subject


 Focus on the purpose
 Know your audience
 Use confident tone and a level pitch
 Be calm and collected all time
 Try to eliminate all ‘umms’ and ‘hmms’ as fillers
 Speak slowly and make use of pauses to stress important ideas
 Use accurate diction and correct pronunciation
 Be vibrant and enthusiastic
 Avoid dull monotonous tone
 Maintain volume to be easily heard
SUMMING UP...

Oral Written
Academic Writing
Presentation
Revision and editing
Audience Awareness
Critical Reading
Critical Listening
Presentation of Data
Body Language

Non-Verbal
Audience Awareness
Personal Presentation
Body Language

http://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htm
CONCLUSION

 All these five strategies can be practiced with various


activities and exercises at institutions for improvements in
academics .
 They can be practiced for improving communication skills
of the employees for a more conducive environment at
 at administrative level.
THANK YOU.

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