SlideShare ist ein Scribd-Unternehmen logo
1 von 17
Downloaden Sie, um offline zu lesen
2012
Effective Communication Skills




                     FY BFM
                     Chetana Hazarimal Somani
                     College of Commerce and
                     Economics.
                     3/9/2012
Group No: 2.
Key Topics:

  1. What is Effective Communication?
  2. Barriers of Effective Communication.
  3. Listening Skills.



Group Members:
     Vishal Narvekar,
     DurgeshShivalkar
     RuksarSutar
     AnusuyaSengupta
     Swati Narkar
     SiddheshShinde



Presented To:
Prof. ShivprasadMurugan




    1
Table of contents
Sl No                         Topic         Page No.
    1 Introduction to communication                3

    2 Process of Communication.                    3

    3 What is effective communication?             4

    4 7 Cs of communication                        4

    5 Barriers of effective communication          7

    6 What is listening                           13

    7 Techniques of Effective Listening           13

    8 Conclusion                                  15

    9 Reference                                   16




   2
Introduction to 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

         Process of communication
Communication is the process of sending and receiving information among
people…




      Sender: - he is the person who encodes the information and sends it to
      the receiver through medium.
      Receiver: - He is the person who decodes the received information and
      replies in the sense of feedback
      Medium: - it is the intermediary or channel between the sender and the
      receiver through which the communication is done. Example- telephone,
      telegram, internet etc.


    3
Effective communication
Meaning–
Effective communication is a two-way process - sending the right message that
is also being correctly received and understood by the other person/s. For
communication to be effective, it is important to understand how the people
you are interacting with may interpret your message. We obtain information
through our senses, and it is therefore recommended that your
communication includes aspects of the visual, auditory and kinaesthetic
language to appeal to all listeners.

Definition–
“The effective communication is the communication which produces intended
or desired result.”- Unknown.


  7 C’s of Effective Communication
There are 7 C’s of effective communication which are applicable to both
written as well as oral communication. These are as follows:

 Completeness–
 The communication must be complete. It should convey all facts required by
 the audience. The sender of the message must take into consideration the
 receiver’s mind set and convey the message accordingly. A complete
 communication has following features:
  i. Complete communication develops and enhances reputation of an
      organization.
 ii. Moreover, they are cost saving as no crucial information is missing and
      no additional cost is incurred in conveying extra message if the
      communication is complete.
iii. A complete communication always gives additional information
      wherever required. It leaves no questions in the mind of receiver.




     4
iv.   Complete communication helps in better decision-making by the
      audience/ readers/ receivers of message as they get all desired and
      crucial information.
 v.   It persuades the audience.



Conciseness–
Conciseness means wordiness, i.e., communicating what you want to convey in
least possible words without forgoing the other C’s of communication.
Conciseness is a necessity for effective communication. Concise
communication has following features:
   i. It is both time-saving as well as cost-saving.
  ii. It underlines and highlights the main message as it avoids using
      excessive and needless words.
 iii. Concise communication provides short and essential message in limited
      words to the audience.
 iv. Concise message is more appealing and comprehensible to the
      audience.
  v. Concise message is non-repetitive in nature.



Consideration –
Consideration implies “stepping into the shoes of others”. Effective
communication must take the audience into consideration, i.e., the audience’s
view points, background, mind-set, education level, etc. Make an attempt to
envisage your audience, their requirements, emotions as well as problems.
Ensure that the self-respect of the audience is maintained and their emotions
are not at harm. Modify your words in message to suit the audience’s needs
while making your message complete. Features of considerate communication
are as follows:
   i. Emphasize on “you” approach.
  ii. Empathize with the audience and exhibit interest in the audience. This
       will stimulate a positive reaction from the audience.



      5
iii.   Show optimism towards your audience. Emphasize on “what is possible”
       rather than “what is impossible”. Lay stress on positive words such as
       jovial, committed, thanks, warm, healthy, help, etc.



Clarity -
Clarity implies emphasizing on a specific message or goal at a time, rather than
trying to achieve too much at once. Clarity in communication has following
features:
   i. It makes understanding easier.
  ii. Complete clarity of thoughts and ideas enhances the meaning of
       message.
 iii. Clear message makes use of exact, appropriate and concrete words.
Concreteness–

Concrete communication implies being particular and clear rather than fuzzy
and general. Concreteness strengthens the confidence. Concrete message has
following features:
   i. It is supported with specific facts and figures.
  ii. It makes use of words that are clear and that build the reputation.
 iii. Concrete messages are not misinterpreted.
Courtesy–

Courtesy in message implies the message should show the sender’s expression
as well as should respect the receiver. The sender of the message should be
sincerely polite, judicious, reflective and enthusiastic. Courteous message has
following features:
   i. Courtesy implies taking into consideration both viewpoints as well as
      feelings of the receiver of the message.
  ii. Courteous message is positive and focused at the audience.
 iii. It makes use of terms showing respect for the receiver of message.
 iv. It is not at all biased.




       6
Correctness–

 Correctness in communication implies that there are no grammatical errors in
 communication. Correct communication has following features:
      The message is exact, correct and well-timed.
      If the communication is correct, it boosts up the confidence level.
      Correct message has greater impact on the audience/ readers.
      It checks for the precision and accurateness of facts and figures used in
      the message.
      It makes use of appropriate and correct language in the message.
Uses–

Effective communication helps us better understand a person or situation,
enables us to resolve differences, build trust and respect, and create
environments where creative ideas, problem solving, affection, and caring can
flourish. As simple as communication seems, many of us experience difficulties
connecting successfully with others. Much of what we try to communicate—
and others try to communicate to us—gets overlooked or misunderstood,
which can cause conflict and frustration in both personal and professional
relationships.

Fortunately, effective communication skills can be learned. Whether you’re
trying to improve communication with your spouse, kids, boss, or co-workers,
it’s important to listen well, recognize nonverbal communication signals,
manage stress, and stay connected to your emotions.

Facts on effective communication:
   The average worker spends 50 percent of his or her time communicating.
   Business success is 85 percent dependent on effective communication and
   interpersonal skills.
   Forty-five percent of time spent communicating is listening.
   Writing represents nine percent of communication time.
   One-fourth of all workplace mistakes are the result of poor communication.
   A remarkable 75 percent of communication is nonverbal.




    7
Barriers to effective
                 communication
A. Encoding Barriers.
    The process of selecting and organizing symbols to represent a message
    requires skill and knowledge. Obstacles listed below can interfere while
    encoding an effective message.

 1. Lack of Sensitivity to Receiver

    A breakdown in communication may result when a message is not
    adapted to its receiver. Recognizing the receiver’s needs, status, his
    knowledge of the subject and his language skills assists the sender in
    preparing a successful message.
    For example-if a customer is angry, an effective response may be just to
    listen to the person vent for awhile.

 2. Lack of Basic Communication Skills

    The receiver is less likely to understand the message if the sender has
    trouble choosing the precise words needed and arranging those words in
    a grammatically correct sentence. If the sender has command over the
    communication skills it will be easier to him to encode the massage and
    also to the receiver to decode the massage.

 3. Insufficient Knowledge of the Subject

    If the sender lacks specific information about something, the receiver will
    likely receive an unclear or mixed message.
    For example-if have you shopped for an item such as a computer, you
    must have experienced how some salespeople can explain complicated
    terms and ideas in a simple way. But a person who doesn’t have
    complete knowledge about computer cannot.




   8
4. Emotional Interference

     An emotional individual may not be able to communicate well. His
     emotion my create problem while encoding massage.For effective
     communication, try to keep the emotions out of the way until you
     understand what is being communicated.
     For example- If someone is angry, hostile, resentful, joyful, or fearful,
     that person may be too preoccupied with emotions and this emotion my
     affect the encoding of message. If you don’t like someone, for example,
     you may have trouble “hearing” them.


 5. Lacking Confidence

     Lacking confidence can be a major barrier to effective communication.
     Shyness, difficulty being assertive, or lack of self-worth can hinder your
     ability to make your needs and opinions known. Also, a lack of awareness
     of your own rights and opportunities in a given situation can prevent you
     from expressing your needs openly.

B. Transmitting Barriers:

     Things that get in the way of message transmission are sometimes called
     “noise.” Communication may be difficult because of noise and some of
     these problems:

        1. PhysicalDistractions.

     This is one of the main hurdle or barrier in effective communication
     especially at workplace.Other things due to which physical barrier rises
     may be the environment or noise. A bad cellular phone line or a noisy
     restaurant can destroy communication.
     For example- If a receiver of a communication works in an area with
     bright lights, glare on computer screens, loud noises, excessively hot or
     cold work spaces, or physical ailments, that receiver will probably
     experience communication breakdowns on a regular basis.




    9
2. ChannelBarriers

      If the sender chooses an inappropriate channel of communication,
      communication may be breakdown. If the channel couldn’t transmit the
      massage effectively then decoder couldn’t understand the massage.
      For example- detail instructions presented over the telephone may be
      frustrating for both communicators. If you are on a computer technical
      support help line discussing a problem; it would be helpful for you to be
      sitting in front of a computer, as opposed to taking notes from the
      support staff and then returning to your computer station. If the length
      of the communication is long, or the medium selected is inappropriate,
      the communication might break up



          3. LongCommunicationChain

      The longer the communication chain the greater the chance for error.
      For example- if a message is passed through too many receivers, the
      message often becomes distorted. If a person starts a message at one
      end of a communication chain of ten people, the message that
      eventually returns is usually liberally altered at the other end of the
      chain.

C.   Decoding Barriers
      The communication cycle may break down at the receiving end for some
      of these reasons:

          1. Lackof Interest

       If a message reaches a reader who is not interested in the message, the
       reader may read the message hurriedly or listen to the message
       carelessly. Miscommunication may result in both cases.

          2. Lackof Knowledge

      If a receiver is unable to understand a message filled with technical
      information, communication will break down.


     10
For example- Unless a computer user knows something about the
 Windows environment, he may have difficulty organizing files if given
 technical instructions.

     3. LackofCommunicationSkills

 Those who have weak reading and listening skills become ineffective
 receivers. On the other hand, those who have a good professional
 vocabulary and who concentrate on listening, have less trouble hearing
 and interpreting good communication.


     4. Emotional Distractions

 An emotional individual may not be able to communicate well. His
 emotion my create problem while decoding massage.
 For example-If you receive a report from your supervisor regarding
 proposed changes in work procedures and you do not particularly like
 your supervisor, you may have trouble even reading the report
 objectively. You may read, not objectively, but to find fault. You may
 misinterpret words and read negative impressions between the
 lines. Consequently, you are likely to misunderstand part or all of the
 report.

     5. Information Overload

 If you receive a message with too much information, you may tend to put
 up a barrier because the amount of information is coming so fast that
 you may have difficulty comfortably interpreting that information.
 For example- If a salesman is sealing an electronic product with many
 features and if he trying to explain them to his customers, sometime it
 become difficult for the buyer to understand all the feature, because of
 vast information.




11
D. Responding Barriers
The communication cycle may be broken if feedback is unsuccessful.

   1. NoProvisionforFeedback.

Since communication is a two-way process, the sender must search for a
means of getting a response from the receiver. If a team leader does not
permit any interruptions or questions while discussing projects, he may find
that team members may not completely understand what they are to do.
When two communicators are separated, care must be taken to ask for
meaningful feedback.If the receiver does not give feedback, the sender does
not know if the communication is effective or not; also, if the sender is not
paying attention to the feedback, the communication will not be effective.

   2. InadequateFeedback.

Delayed or judgmental feedback can interfere with good communication.For
example-If your supervisor gives you instructions in long, compound-complex
sentences without giving you a chance to speak, you may pretend to
understand the instructions just so you can leave the stress of the
conversation. Because you may have not fully understood the intended
instructions, your performance may suffer.




   12
Listening
Meaning:
Listening is the absorption of the meanings of words and sentences by the
brain. Listening leads to the understanding of facts and ideas.


   Techniques of effective listening
               skills
Listening is a communication technique that requires the listener to
understand, interpret, and evaluate what they hear. The ability to listen
actively can improve personal relationships through reducing conflicts,
strengthening cooperation, and fostering understanding.
When interacting, people often are not listening attentively. They may be
distracted, thinking about other things, or thinking about what they are going
to say next (the latter case is particularly true in conflict situations or
disagreements). Active listening is a structured way of listening and responding
to others, focusing attention on the speaker. It is one of the must to
understand what people are saying and what is happing around them



Importance of effective listening skill
Whatever your role in life you need to understand the importance of listening
skills. When you understand the importance of listening skills you will be able
to reduce confusion and misunderstandings and evaluate the information you
heard.
 By learning to listen you will positively impact your life, the lives of those
around     you,     and    reduce     problems     and     misunderstandings.




   13
The following tips show the importance of listening skills and how you can
further develop yours.


   1. Hearing

      Hearing is the primary stage of effective listening. It is the most
      important factor of communication cycle. It is the process of listening
      and understanding information send by the encoder carefully and
      effectively.

   2. Understand, Evaluating


      After you have heard what a person has to say you can apply listening
      skills development and begin to understand it by using your personal
      knowledge to evaluate what you heard. If your personal knowledge of
      factors involved in what you heard does not match or make sense then
      you will be able to ask questions to clarify the information.
   3. AskQuestions, Responding


      Asking questions is key to listening skills and will allow you to better
      understand what you heard and allow you to evaluate what you heard
      as well. The better you listen the better the questions you will be able to
      ask to clarify information, judge discrepancies, and decide how you feel
      about the information you heard.
   4. Remembering
      Remembering is the process of memorizing the received information
      and inculcating the received information.




   14
Conclusion


A man is seldom better than his conversation
                           - German Proverb




  15
Reference
     1. www.australia.edu
     2. en.wikipedia.org/wiki/Communication
     3. www.managementstudyguide.com/seven-cs-of-
       effective-communicat
     4. www.img.kerala.gov.in/docs/downloads/comm
       unication.pdf




16

Weitere ähnliche Inhalte

Was ist angesagt?

Effective Communication Skills
Effective Communication SkillsEffective Communication Skills
Effective Communication SkillsAshit Jain
 
Effective communication
Effective communicationEffective communication
Effective communicationAroosa Tahir
 
Communication Skills
Communication SkillsCommunication Skills
Communication Skillspankaj kumar
 
Effective Communication
Effective Communication Effective Communication
Effective Communication Babhui Lee
 
Communication Skills
Communication SkillsCommunication Skills
Communication Skillswaelsaid75
 
Effective communication
Effective communicationEffective communication
Effective communicationŠkola Futura
 
Effective communication skills
Effective communication skillsEffective communication skills
Effective communication skillsRanjeet Kumar
 
Communication skill
Communication skill Communication skill
Communication skill Babasab Patil
 
Communication skills
Communication skillsCommunication skills
Communication skillsStudent
 
LC Effective Communication
LC Effective CommunicationLC Effective Communication
LC Effective CommunicationWarriors Zone
 
Communication - Process & Definition Power Point Presentation
Communication - Process & Definition Power Point PresentationCommunication - Process & Definition Power Point Presentation
Communication - Process & Definition Power Point PresentationSatyaki Chowdhury
 
Effevtive workplace communication
Effevtive workplace communicationEffevtive workplace communication
Effevtive workplace communicationHyacinth Ubah
 
Communication skills
Communication skillsCommunication skills
Communication skillsHarsh Rastogi
 
Presentation [Full] Effective Communication Skills
Presentation [Full]  Effective Communication SkillsPresentation [Full]  Effective Communication Skills
Presentation [Full] Effective Communication SkillsPaven Garibandi
 

Was ist angesagt? (20)

Effective Communication Skills
Effective Communication SkillsEffective Communication Skills
Effective Communication Skills
 
Effective communication
Effective communicationEffective communication
Effective communication
 
Communication Skills
Communication SkillsCommunication Skills
Communication Skills
 
Communication Skills.drjma
Communication Skills.drjmaCommunication Skills.drjma
Communication Skills.drjma
 
Effective Communication
Effective Communication Effective Communication
Effective Communication
 
Effective communication 1
Effective communication 1Effective communication 1
Effective communication 1
 
Communication Skills
Communication SkillsCommunication Skills
Communication Skills
 
Effective communication
Effective communicationEffective communication
Effective communication
 
Effective communication skills
Effective communication skillsEffective communication skills
Effective communication skills
 
Communication skill
Communication skill Communication skill
Communication skill
 
Communication skill
Communication skillCommunication skill
Communication skill
 
Communication
CommunicationCommunication
Communication
 
Communication skills
Communication skillsCommunication skills
Communication skills
 
LC Effective Communication
LC Effective CommunicationLC Effective Communication
LC Effective Communication
 
Communication skills
Communication skillsCommunication skills
Communication skills
 
Communication - Process & Definition Power Point Presentation
Communication - Process & Definition Power Point PresentationCommunication - Process & Definition Power Point Presentation
Communication - Process & Definition Power Point Presentation
 
Effevtive workplace communication
Effevtive workplace communicationEffevtive workplace communication
Effevtive workplace communication
 
Effective communication
Effective communicationEffective communication
Effective communication
 
Communication skills
Communication skillsCommunication skills
Communication skills
 
Presentation [Full] Effective Communication Skills
Presentation [Full]  Effective Communication SkillsPresentation [Full]  Effective Communication Skills
Presentation [Full] Effective Communication Skills
 

Andere mochten auch

Economic growth and economic development
Economic growth and economic developmentEconomic growth and economic development
Economic growth and economic developmentSweetp999
 
The communication-process-ppt 5
The communication-process-ppt  5The communication-process-ppt  5
The communication-process-ppt 5loveobi25
 
COMMUNICATION PROCESS,TYPES,MODES,BARRIERS
COMMUNICATION PROCESS,TYPES,MODES,BARRIERSCOMMUNICATION PROCESS,TYPES,MODES,BARRIERS
COMMUNICATION PROCESS,TYPES,MODES,BARRIERSSruthi Balaji
 
Process of communication
Process of communicationProcess of communication
Process of communicationSweetp999
 
COMMUNICATION POWERPOINT
COMMUNICATION POWERPOINTCOMMUNICATION POWERPOINT
COMMUNICATION POWERPOINTAndrew Schwartz
 
Communication ppt
Communication pptCommunication ppt
Communication pptTirtha Mal
 

Andere mochten auch (10)

effective communication skills ppt
effective communication skills ppteffective communication skills ppt
effective communication skills ppt
 
Economic growth and economic development
Economic growth and economic developmentEconomic growth and economic development
Economic growth and economic development
 
The communication-process-ppt 5
The communication-process-ppt  5The communication-process-ppt  5
The communication-process-ppt 5
 
Definitions of communication
Definitions of communicationDefinitions of communication
Definitions of communication
 
Effective communication -Training Module
Effective communication -Training ModuleEffective communication -Training Module
Effective communication -Training Module
 
COMMUNICATION PROCESS,TYPES,MODES,BARRIERS
COMMUNICATION PROCESS,TYPES,MODES,BARRIERSCOMMUNICATION PROCESS,TYPES,MODES,BARRIERS
COMMUNICATION PROCESS,TYPES,MODES,BARRIERS
 
Process of communication
Process of communicationProcess of communication
Process of communication
 
COMMUNICATION POWERPOINT
COMMUNICATION POWERPOINTCOMMUNICATION POWERPOINT
COMMUNICATION POWERPOINT
 
Communication Skills Ppt
Communication Skills PptCommunication Skills Ppt
Communication Skills Ppt
 
Communication ppt
Communication pptCommunication ppt
Communication ppt
 

Ähnlich wie effective communication skills

Final hard copy of cs
Final hard copy of csFinal hard copy of cs
Final hard copy of cschgorup2
 
MODULE ONE Communication Skills-1.ppt
MODULE ONE Communication  Skills-1.pptMODULE ONE Communication  Skills-1.ppt
MODULE ONE Communication Skills-1.pptAishaGharibSuleiman
 
7Cs of COMMUICATION- 4 Copy.potx
7Cs of COMMUICATION- 4  Copy.potx7Cs of COMMUICATION- 4  Copy.potx
7Cs of COMMUICATION- 4 Copy.potxAbdulBasit439313
 
Executive Business Communication MBA notes
Executive Business Communication MBA  notesExecutive Business Communication MBA  notes
Executive Business Communication MBA notesPOOJA UDAYAN
 
Research on communication
Research on communicationResearch on communication
Research on communicationriyankadaga
 
Research on communication(Cross cultural and Corporate)
Research on communication(Cross cultural and Corporate)Research on communication(Cross cultural and Corporate)
Research on communication(Cross cultural and Corporate)riyankadaga
 
Business writing-skills
Business writing-skillsBusiness writing-skills
Business writing-skillsPreeti Bhaskar
 
New microsoft office word document
New microsoft office word documentNew microsoft office word document
New microsoft office word documentirfan20111
 
PURPOSIVE COMMUNICATION SLIDES.pptx
PURPOSIVE COMMUNICATION SLIDES.pptxPURPOSIVE COMMUNICATION SLIDES.pptx
PURPOSIVE COMMUNICATION SLIDES.pptxjoel294630
 
Meaning,defination,elements of communication
Meaning,defination,elements of communicationMeaning,defination,elements of communication
Meaning,defination,elements of communicationITM UNIVERSITY,GWALIOR
 
Business communication-i
Business communication-iBusiness communication-i
Business communication-idrgurudutta
 
Business Communication.ppt
Business Communication.pptBusiness Communication.ppt
Business Communication.pptdrgurudutta
 
Executive bus commn mod 1.pptx
Executive bus commn mod 1.pptxExecutive bus commn mod 1.pptx
Executive bus commn mod 1.pptxPOOJA UDAYAN
 
Importance of Communication
Importance of CommunicationImportance of Communication
Importance of CommunicationMubashshir Khan
 
11801322017_CE(OE)601A.pptx
11801322017_CE(OE)601A.pptx11801322017_CE(OE)601A.pptx
11801322017_CE(OE)601A.pptxPrinceSougata
 
Communication notes .pptx
Communication notes .pptxCommunication notes .pptx
Communication notes .pptxAmanBagadiya1
 
Effective Communication
Effective CommunicationEffective Communication
Effective CommunicationIqbal Butt
 
Unit 1 Business Communication
Unit 1 Business CommunicationUnit 1 Business Communication
Unit 1 Business Communicationprachimba
 
business cominicatin.pptx
business cominicatin.pptxbusiness cominicatin.pptx
business cominicatin.pptxmogadb
 

Ähnlich wie effective communication skills (20)

Final hard copy of cs
Final hard copy of csFinal hard copy of cs
Final hard copy of cs
 
MODULE ONE Communication Skills-1.ppt
MODULE ONE Communication  Skills-1.pptMODULE ONE Communication  Skills-1.ppt
MODULE ONE Communication Skills-1.ppt
 
7Cs of COMMUICATION- 4 Copy.potx
7Cs of COMMUICATION- 4  Copy.potx7Cs of COMMUICATION- 4  Copy.potx
7Cs of COMMUICATION- 4 Copy.potx
 
Executive Business Communication MBA notes
Executive Business Communication MBA  notesExecutive Business Communication MBA  notes
Executive Business Communication MBA notes
 
Research on communication
Research on communicationResearch on communication
Research on communication
 
Research on communication(Cross cultural and Corporate)
Research on communication(Cross cultural and Corporate)Research on communication(Cross cultural and Corporate)
Research on communication(Cross cultural and Corporate)
 
Business writing-skills
Business writing-skillsBusiness writing-skills
Business writing-skills
 
New microsoft office word document
New microsoft office word documentNew microsoft office word document
New microsoft office word document
 
PURPOSIVE COMMUNICATION SLIDES.pptx
PURPOSIVE COMMUNICATION SLIDES.pptxPURPOSIVE COMMUNICATION SLIDES.pptx
PURPOSIVE COMMUNICATION SLIDES.pptx
 
Meaning,defination,elements of communication
Meaning,defination,elements of communicationMeaning,defination,elements of communication
Meaning,defination,elements of communication
 
Unit 4
Unit 4Unit 4
Unit 4
 
Business communication-i
Business communication-iBusiness communication-i
Business communication-i
 
Business Communication.ppt
Business Communication.pptBusiness Communication.ppt
Business Communication.ppt
 
Executive bus commn mod 1.pptx
Executive bus commn mod 1.pptxExecutive bus commn mod 1.pptx
Executive bus commn mod 1.pptx
 
Importance of Communication
Importance of CommunicationImportance of Communication
Importance of Communication
 
11801322017_CE(OE)601A.pptx
11801322017_CE(OE)601A.pptx11801322017_CE(OE)601A.pptx
11801322017_CE(OE)601A.pptx
 
Communication notes .pptx
Communication notes .pptxCommunication notes .pptx
Communication notes .pptx
 
Effective Communication
Effective CommunicationEffective Communication
Effective Communication
 
Unit 1 Business Communication
Unit 1 Business CommunicationUnit 1 Business Communication
Unit 1 Business Communication
 
business cominicatin.pptx
business cominicatin.pptxbusiness cominicatin.pptx
business cominicatin.pptx
 

Kürzlich hochgeladen

UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...
UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...
UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...UbiTrack UK
 
Secure your environment with UiPath and CyberArk technologies - Session 1
Secure your environment with UiPath and CyberArk technologies - Session 1Secure your environment with UiPath and CyberArk technologies - Session 1
Secure your environment with UiPath and CyberArk technologies - Session 1DianaGray10
 
COMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online CollaborationCOMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online Collaborationbruanjhuli
 
Empowering Africa's Next Generation: The AI Leadership Blueprint
Empowering Africa's Next Generation: The AI Leadership BlueprintEmpowering Africa's Next Generation: The AI Leadership Blueprint
Empowering Africa's Next Generation: The AI Leadership BlueprintMahmoud Rabie
 
Nanopower In Semiconductor Industry.pdf
Nanopower  In Semiconductor Industry.pdfNanopower  In Semiconductor Industry.pdf
Nanopower In Semiconductor Industry.pdfPedro Manuel
 
Designing A Time bound resource download URL
Designing A Time bound resource download URLDesigning A Time bound resource download URL
Designing A Time bound resource download URLRuncy Oommen
 
ADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDE
ADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDEADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDE
ADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDELiveplex
 
COMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a WebsiteCOMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a Websitedgelyza
 
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...DianaGray10
 
UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7DianaGray10
 
Comparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and IstioComparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and IstioChristian Posta
 
Salesforce Miami User Group Event - 1st Quarter 2024
Salesforce Miami User Group Event - 1st Quarter 2024Salesforce Miami User Group Event - 1st Quarter 2024
Salesforce Miami User Group Event - 1st Quarter 2024SkyPlanner
 
UiPath Platform: The Backend Engine Powering Your Automation - Session 1
UiPath Platform: The Backend Engine Powering Your Automation - Session 1UiPath Platform: The Backend Engine Powering Your Automation - Session 1
UiPath Platform: The Backend Engine Powering Your Automation - Session 1DianaGray10
 
OpenShift Commons Paris - Choose Your Own Observability Adventure
OpenShift Commons Paris - Choose Your Own Observability AdventureOpenShift Commons Paris - Choose Your Own Observability Adventure
OpenShift Commons Paris - Choose Your Own Observability AdventureEric D. Schabell
 
IaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdf
IaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdfIaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdf
IaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdfDaniel Santiago Silva Capera
 
UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8DianaGray10
 
UiPath Studio Web workshop series - Day 6
UiPath Studio Web workshop series - Day 6UiPath Studio Web workshop series - Day 6
UiPath Studio Web workshop series - Day 6DianaGray10
 
Linked Data in Production: Moving Beyond Ontologies
Linked Data in Production: Moving Beyond OntologiesLinked Data in Production: Moving Beyond Ontologies
Linked Data in Production: Moving Beyond OntologiesDavid Newbury
 

Kürzlich hochgeladen (20)

UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...
UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...
UWB Technology for Enhanced Indoor and Outdoor Positioning in Physiological M...
 
Secure your environment with UiPath and CyberArk technologies - Session 1
Secure your environment with UiPath and CyberArk technologies - Session 1Secure your environment with UiPath and CyberArk technologies - Session 1
Secure your environment with UiPath and CyberArk technologies - Session 1
 
COMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online CollaborationCOMPUTER 10: Lesson 7 - File Storage and Online Collaboration
COMPUTER 10: Lesson 7 - File Storage and Online Collaboration
 
Empowering Africa's Next Generation: The AI Leadership Blueprint
Empowering Africa's Next Generation: The AI Leadership BlueprintEmpowering Africa's Next Generation: The AI Leadership Blueprint
Empowering Africa's Next Generation: The AI Leadership Blueprint
 
20230104 - machine vision
20230104 - machine vision20230104 - machine vision
20230104 - machine vision
 
Nanopower In Semiconductor Industry.pdf
Nanopower  In Semiconductor Industry.pdfNanopower  In Semiconductor Industry.pdf
Nanopower In Semiconductor Industry.pdf
 
Designing A Time bound resource download URL
Designing A Time bound resource download URLDesigning A Time bound resource download URL
Designing A Time bound resource download URL
 
ADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDE
ADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDEADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDE
ADOPTING WEB 3 FOR YOUR BUSINESS: A STEP-BY-STEP GUIDE
 
COMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a WebsiteCOMPUTER 10 Lesson 8 - Building a Website
COMPUTER 10 Lesson 8 - Building a Website
 
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
Connector Corner: Extending LLM automation use cases with UiPath GenAI connec...
 
UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7UiPath Studio Web workshop series - Day 7
UiPath Studio Web workshop series - Day 7
 
Comparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and IstioComparing Sidecar-less Service Mesh from Cilium and Istio
Comparing Sidecar-less Service Mesh from Cilium and Istio
 
Salesforce Miami User Group Event - 1st Quarter 2024
Salesforce Miami User Group Event - 1st Quarter 2024Salesforce Miami User Group Event - 1st Quarter 2024
Salesforce Miami User Group Event - 1st Quarter 2024
 
UiPath Platform: The Backend Engine Powering Your Automation - Session 1
UiPath Platform: The Backend Engine Powering Your Automation - Session 1UiPath Platform: The Backend Engine Powering Your Automation - Session 1
UiPath Platform: The Backend Engine Powering Your Automation - Session 1
 
OpenShift Commons Paris - Choose Your Own Observability Adventure
OpenShift Commons Paris - Choose Your Own Observability AdventureOpenShift Commons Paris - Choose Your Own Observability Adventure
OpenShift Commons Paris - Choose Your Own Observability Adventure
 
IaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdf
IaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdfIaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdf
IaC & GitOps in a Nutshell - a FridayInANuthshell Episode.pdf
 
UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8UiPath Studio Web workshop series - Day 8
UiPath Studio Web workshop series - Day 8
 
UiPath Studio Web workshop series - Day 6
UiPath Studio Web workshop series - Day 6UiPath Studio Web workshop series - Day 6
UiPath Studio Web workshop series - Day 6
 
Linked Data in Production: Moving Beyond Ontologies
Linked Data in Production: Moving Beyond OntologiesLinked Data in Production: Moving Beyond Ontologies
Linked Data in Production: Moving Beyond Ontologies
 
20150722 - AGV
20150722 - AGV20150722 - AGV
20150722 - AGV
 

effective communication skills

  • 1. 2012 Effective Communication Skills FY BFM Chetana Hazarimal Somani College of Commerce and Economics. 3/9/2012
  • 2. Group No: 2. Key Topics: 1. What is Effective Communication? 2. Barriers of Effective Communication. 3. Listening Skills. Group Members: Vishal Narvekar, DurgeshShivalkar RuksarSutar AnusuyaSengupta Swati Narkar SiddheshShinde Presented To: Prof. ShivprasadMurugan 1
  • 3. Table of contents Sl No Topic Page No. 1 Introduction to communication 3 2 Process of Communication. 3 3 What is effective communication? 4 4 7 Cs of communication 4 5 Barriers of effective communication 7 6 What is listening 13 7 Techniques of Effective Listening 13 8 Conclusion 15 9 Reference 16 2
  • 4. Introduction to 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 Process of communication Communication is the process of sending and receiving information among people… Sender: - he is the person who encodes the information and sends it to the receiver through medium. Receiver: - He is the person who decodes the received information and replies in the sense of feedback Medium: - it is the intermediary or channel between the sender and the receiver through which the communication is done. Example- telephone, telegram, internet etc. 3
  • 5. Effective communication Meaning– Effective communication is a two-way process - sending the right message that is also being correctly received and understood by the other person/s. For communication to be effective, it is important to understand how the people you are interacting with may interpret your message. We obtain information through our senses, and it is therefore recommended that your communication includes aspects of the visual, auditory and kinaesthetic language to appeal to all listeners. Definition– “The effective communication is the communication which produces intended or desired result.”- Unknown. 7 C’s of Effective Communication There are 7 C’s of effective communication which are applicable to both written as well as oral communication. These are as follows: Completeness– The communication must be complete. It should convey all facts required by the audience. The sender of the message must take into consideration the receiver’s mind set and convey the message accordingly. A complete communication has following features: i. Complete communication develops and enhances reputation of an organization. ii. Moreover, they are cost saving as no crucial information is missing and no additional cost is incurred in conveying extra message if the communication is complete. iii. A complete communication always gives additional information wherever required. It leaves no questions in the mind of receiver. 4
  • 6. iv. Complete communication helps in better decision-making by the audience/ readers/ receivers of message as they get all desired and crucial information. v. It persuades the audience. Conciseness– Conciseness means wordiness, i.e., communicating what you want to convey in least possible words without forgoing the other C’s of communication. Conciseness is a necessity for effective communication. Concise communication has following features: i. It is both time-saving as well as cost-saving. ii. It underlines and highlights the main message as it avoids using excessive and needless words. iii. Concise communication provides short and essential message in limited words to the audience. iv. Concise message is more appealing and comprehensible to the audience. v. Concise message is non-repetitive in nature. Consideration – Consideration implies “stepping into the shoes of others”. Effective communication must take the audience into consideration, i.e., the audience’s view points, background, mind-set, education level, etc. Make an attempt to envisage your audience, their requirements, emotions as well as problems. Ensure that the self-respect of the audience is maintained and their emotions are not at harm. Modify your words in message to suit the audience’s needs while making your message complete. Features of considerate communication are as follows: i. Emphasize on “you” approach. ii. Empathize with the audience and exhibit interest in the audience. This will stimulate a positive reaction from the audience. 5
  • 7. iii. Show optimism towards your audience. Emphasize on “what is possible” rather than “what is impossible”. Lay stress on positive words such as jovial, committed, thanks, warm, healthy, help, etc. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to achieve too much at once. Clarity in communication has following features: i. It makes understanding easier. ii. Complete clarity of thoughts and ideas enhances the meaning of message. iii. Clear message makes use of exact, appropriate and concrete words. Concreteness– Concrete communication implies being particular and clear rather than fuzzy and general. Concreteness strengthens the confidence. Concrete message has following features: i. It is supported with specific facts and figures. ii. It makes use of words that are clear and that build the reputation. iii. Concrete messages are not misinterpreted. Courtesy– Courtesy in message implies the message should show the sender’s expression as well as should respect the receiver. The sender of the message should be sincerely polite, judicious, reflective and enthusiastic. Courteous message has following features: i. Courtesy implies taking into consideration both viewpoints as well as feelings of the receiver of the message. ii. Courteous message is positive and focused at the audience. iii. It makes use of terms showing respect for the receiver of message. iv. It is not at all biased. 6
  • 8. Correctness– Correctness in communication implies that there are no grammatical errors in communication. Correct communication has following features: The message is exact, correct and well-timed. If the communication is correct, it boosts up the confidence level. Correct message has greater impact on the audience/ readers. It checks for the precision and accurateness of facts and figures used in the message. It makes use of appropriate and correct language in the message. Uses– Effective communication helps us better understand a person or situation, enables us to resolve differences, build trust and respect, and create environments where creative ideas, problem solving, affection, and caring can flourish. As simple as communication seems, many of us experience difficulties connecting successfully with others. Much of what we try to communicate— and others try to communicate to us—gets overlooked or misunderstood, which can cause conflict and frustration in both personal and professional relationships. Fortunately, effective communication skills can be learned. Whether you’re trying to improve communication with your spouse, kids, boss, or co-workers, it’s important to listen well, recognize nonverbal communication signals, manage stress, and stay connected to your emotions. Facts on effective communication: The average worker spends 50 percent of his or her time communicating. Business success is 85 percent dependent on effective communication and interpersonal skills. Forty-five percent of time spent communicating is listening. Writing represents nine percent of communication time. One-fourth of all workplace mistakes are the result of poor communication. A remarkable 75 percent of communication is nonverbal. 7
  • 9. Barriers to effective communication A. Encoding Barriers. The process of selecting and organizing symbols to represent a message requires skill and knowledge. Obstacles listed below can interfere while encoding an effective message. 1. Lack of Sensitivity to Receiver A breakdown in communication may result when a message is not adapted to its receiver. Recognizing the receiver’s needs, status, his knowledge of the subject and his language skills assists the sender in preparing a successful message. For example-if a customer is angry, an effective response may be just to listen to the person vent for awhile. 2. Lack of Basic Communication Skills The receiver is less likely to understand the message if the sender has trouble choosing the precise words needed and arranging those words in a grammatically correct sentence. If the sender has command over the communication skills it will be easier to him to encode the massage and also to the receiver to decode the massage. 3. Insufficient Knowledge of the Subject If the sender lacks specific information about something, the receiver will likely receive an unclear or mixed message. For example-if have you shopped for an item such as a computer, you must have experienced how some salespeople can explain complicated terms and ideas in a simple way. But a person who doesn’t have complete knowledge about computer cannot. 8
  • 10. 4. Emotional Interference An emotional individual may not be able to communicate well. His emotion my create problem while encoding massage.For effective communication, try to keep the emotions out of the way until you understand what is being communicated. For example- If someone is angry, hostile, resentful, joyful, or fearful, that person may be too preoccupied with emotions and this emotion my affect the encoding of message. If you don’t like someone, for example, you may have trouble “hearing” them. 5. Lacking Confidence Lacking confidence can be a major barrier to effective communication. Shyness, difficulty being assertive, or lack of self-worth can hinder your ability to make your needs and opinions known. Also, a lack of awareness of your own rights and opportunities in a given situation can prevent you from expressing your needs openly. B. Transmitting Barriers: Things that get in the way of message transmission are sometimes called “noise.” Communication may be difficult because of noise and some of these problems: 1. PhysicalDistractions. This is one of the main hurdle or barrier in effective communication especially at workplace.Other things due to which physical barrier rises may be the environment or noise. A bad cellular phone line or a noisy restaurant can destroy communication. For example- If a receiver of a communication works in an area with bright lights, glare on computer screens, loud noises, excessively hot or cold work spaces, or physical ailments, that receiver will probably experience communication breakdowns on a regular basis. 9
  • 11. 2. ChannelBarriers If the sender chooses an inappropriate channel of communication, communication may be breakdown. If the channel couldn’t transmit the massage effectively then decoder couldn’t understand the massage. For example- detail instructions presented over the telephone may be frustrating for both communicators. If you are on a computer technical support help line discussing a problem; it would be helpful for you to be sitting in front of a computer, as opposed to taking notes from the support staff and then returning to your computer station. If the length of the communication is long, or the medium selected is inappropriate, the communication might break up 3. LongCommunicationChain The longer the communication chain the greater the chance for error. For example- if a message is passed through too many receivers, the message often becomes distorted. If a person starts a message at one end of a communication chain of ten people, the message that eventually returns is usually liberally altered at the other end of the chain. C. Decoding Barriers The communication cycle may break down at the receiving end for some of these reasons: 1. Lackof Interest If a message reaches a reader who is not interested in the message, the reader may read the message hurriedly or listen to the message carelessly. Miscommunication may result in both cases. 2. Lackof Knowledge If a receiver is unable to understand a message filled with technical information, communication will break down. 10
  • 12. For example- Unless a computer user knows something about the Windows environment, he may have difficulty organizing files if given technical instructions. 3. LackofCommunicationSkills Those who have weak reading and listening skills become ineffective receivers. On the other hand, those who have a good professional vocabulary and who concentrate on listening, have less trouble hearing and interpreting good communication. 4. Emotional Distractions An emotional individual may not be able to communicate well. His emotion my create problem while decoding massage. For example-If you receive a report from your supervisor regarding proposed changes in work procedures and you do not particularly like your supervisor, you may have trouble even reading the report objectively. You may read, not objectively, but to find fault. You may misinterpret words and read negative impressions between the lines. Consequently, you are likely to misunderstand part or all of the report. 5. Information Overload If you receive a message with too much information, you may tend to put up a barrier because the amount of information is coming so fast that you may have difficulty comfortably interpreting that information. For example- If a salesman is sealing an electronic product with many features and if he trying to explain them to his customers, sometime it become difficult for the buyer to understand all the feature, because of vast information. 11
  • 13. D. Responding Barriers The communication cycle may be broken if feedback is unsuccessful. 1. NoProvisionforFeedback. Since communication is a two-way process, the sender must search for a means of getting a response from the receiver. If a team leader does not permit any interruptions or questions while discussing projects, he may find that team members may not completely understand what they are to do. When two communicators are separated, care must be taken to ask for meaningful feedback.If the receiver does not give feedback, the sender does not know if the communication is effective or not; also, if the sender is not paying attention to the feedback, the communication will not be effective. 2. InadequateFeedback. Delayed or judgmental feedback can interfere with good communication.For example-If your supervisor gives you instructions in long, compound-complex sentences without giving you a chance to speak, you may pretend to understand the instructions just so you can leave the stress of the conversation. Because you may have not fully understood the intended instructions, your performance may suffer. 12
  • 14. Listening Meaning: Listening is the absorption of the meanings of words and sentences by the brain. Listening leads to the understanding of facts and ideas. Techniques of effective listening skills Listening is a communication technique that requires the listener to understand, interpret, and evaluate what they hear. The ability to listen actively can improve personal relationships through reducing conflicts, strengthening cooperation, and fostering understanding. When interacting, people often are not listening attentively. They may be distracted, thinking about other things, or thinking about what they are going to say next (the latter case is particularly true in conflict situations or disagreements). Active listening is a structured way of listening and responding to others, focusing attention on the speaker. It is one of the must to understand what people are saying and what is happing around them Importance of effective listening skill Whatever your role in life you need to understand the importance of listening skills. When you understand the importance of listening skills you will be able to reduce confusion and misunderstandings and evaluate the information you heard. By learning to listen you will positively impact your life, the lives of those around you, and reduce problems and misunderstandings. 13
  • 15. The following tips show the importance of listening skills and how you can further develop yours. 1. Hearing Hearing is the primary stage of effective listening. It is the most important factor of communication cycle. It is the process of listening and understanding information send by the encoder carefully and effectively. 2. Understand, Evaluating After you have heard what a person has to say you can apply listening skills development and begin to understand it by using your personal knowledge to evaluate what you heard. If your personal knowledge of factors involved in what you heard does not match or make sense then you will be able to ask questions to clarify the information. 3. AskQuestions, Responding Asking questions is key to listening skills and will allow you to better understand what you heard and allow you to evaluate what you heard as well. The better you listen the better the questions you will be able to ask to clarify information, judge discrepancies, and decide how you feel about the information you heard. 4. Remembering Remembering is the process of memorizing the received information and inculcating the received information. 14
  • 16. Conclusion A man is seldom better than his conversation - German Proverb 15
  • 17. Reference 1. www.australia.edu 2. en.wikipedia.org/wiki/Communication 3. www.managementstudyguide.com/seven-cs-of- effective-communicat 4. www.img.kerala.gov.in/docs/downloads/comm unication.pdf 16