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IMPROVING OUR COMMUNICATION 
SKILLS
Objectives 
• Understanding what is meant by communication 
• Barriers in a communication process 
• Practice active listening 
• How to improve verbal and non verbal 
communication
What is Communication? 
Communication is the method of transmitting information, ideas and attitudes from one living 
being to another. 
Communication is the process of interaction among human beings. 
Essence of communication: 
Personal process 
Occurs between people 
Involves change in behavior 
Means to influence others 
Expression of thoughts and 
Emotions through words & actions. 
Tools for controlling and motivating people. 
It is a social and emotional professional process.
 Communication is not just speaking it is an art 
of good speaking and good listening as well 
 Communication is not one way but it is always 
a two way process 
 Communication is good speaking and good 
listening as well
What are the most common ways 
we communicate? 
Spoken Word 
Written Word 
Body language 
Visual aids
Types of business 
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. It is suggestive in nature 
Lateral or Horizontal Communication : 
Among colleagues, peers at same level for information level for information sharing for 
coordination, to save time. It is informative in nature
 When we send a written communication followed 
by a verbal communication, it reduces mis-communication 
or mis- understanding 
 In verbal communication many a times different 
people get different perceptions, and there is 
distortion of message, but when we send written 
communication the entire group gets the same 
message, receiver gets the exact message what 
you want to send
The Communication Process 
SENDER 
(encodes) 
RECEIVER 
(decodes) 
Barrier 
Barrier 
Medium 
Feedback/Response
Barriers to communication 
When we try to communicate there may be barriers which 
do not allow our communication to reach the audience as 
we want ,they are as follows 
• Noise 
• Inappropriate medium 
• Assumptions/Misconceptions 
• Emotions 
• Language differences 
• Poor listening skills 
• Lack of attention
Hearing Vs Listening 
Hearing ….. 
Physical process, 
Message is received by 
ears but not analyzed by 
our brain and not saved in 
our memory 
what we hear is not 
remembered by us 
because the message is 
not saved
 Listening – is a physical as well 
as mental process, active, 
learned process, a skill 
in listening message is received 
by our ears, analyzed by brain 
and what we hear is saved in our memory, this 
is why we remember what we listen
Value of listening 
Listening to others is an skill which can be learned. 
 Good listening reflects courtesy and good manners. 
 Listening carefully to the instructions of superiors 
improve 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 
/customers and solves 80 % of problems of 
other person. 
Good listening skill can improve social 
relations and conversation. 
Listening is a positive and important activity 
rather than a passive or negative activity.
Essentials of communication 
(dos) 
Always think ahead about what you are going to say. 
Use simple words and phrases that are understood by 
every body. 
Increase your knowledge on all subjects you are required 
to speak. 
Speak clearly and audibly. 
Check twice with the listener whether you have been 
understood accurately or not
In case of an interruption, always do a little recap of what has 
been already said. 
Pay attention to the speaker while listening. 
While listening, always make notes of important points. 
Always ask for clarification if you have failed to grasp other’s 
point of view. 
Repeat what the speaker has said to check whether you have 
understood accurately. 
Speak in language which other person can best understand 
Ask questions to confirm that your message is understood
Essentials of communication 
(Don’ts) 
Do not instantly react to something in anger. 
Do not use technical terms & terminologies not 
understood by majority of people, if you are using 
technical terms explain them in simple language. 
Do not speak too fast or too slow. 
Do not speak in inaudible surroundings, as you won’t be 
heard
Do not assume that every body understands you, ask 
questions to confirm learning. 
While listening do not glance here and there or 
engage in some other work as it might distract the 
speaker, and this is a disrespect to him. 
Do not interrupt the speaker. 
Do not jump to the conclusion that you have 
understood every thing ask questions.
How to Improve Existing Level 
of 
COMMUNICATION? 
Improve your general knowledge 
Improve your language. 
Improve our pronunciation. 
Work on voice modulation. 
Work on body language. 
Develop habit of reading 
Listen more 
Interact with qualitative people. 
Improve your friend circle.
Improve on you topic of discussion, 
Practice meditation & good thoughts. 
Think and then speak. 
Do not speak too fast. 
Use simple vocabulary. 
Do not speak only to impress someone speak 
sense. 
Look presentable and confident
Improving Body Language - Tips 
• Keep you body straight 
• Smile genuinely 
• Keep appropriate distance 
• Touch only when appropriate 
• Take care of your appearance 
• Maintain eye contact
Success for YOU… 
…in our personal life and workplace 
we requires 
excellent communication skills! In 
order to be successful… 
Amar Bir 
Singh

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Effective communication skills hr

  • 2. Objectives • Understanding what is meant by communication • Barriers in a communication process • Practice active listening • How to improve verbal and non verbal communication
  • 3. What is Communication? Communication is the method of transmitting information, ideas and attitudes from one living being to another. Communication is the process of interaction among human beings. Essence of communication: Personal process Occurs between people Involves change in behavior Means to influence others Expression of thoughts and Emotions through words & actions. Tools for controlling and motivating people. It is a social and emotional professional process.
  • 4.  Communication is not just speaking it is an art of good speaking and good listening as well  Communication is not one way but it is always a two way process  Communication is good speaking and good listening as well
  • 5. What are the most common ways we communicate? Spoken Word Written Word Body language Visual aids
  • 6. Types of business 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. It is suggestive in nature Lateral or Horizontal Communication : Among colleagues, peers at same level for information level for information sharing for coordination, to save time. It is informative in nature
  • 7.  When we send a written communication followed by a verbal communication, it reduces mis-communication or mis- understanding  In verbal communication many a times different people get different perceptions, and there is distortion of message, but when we send written communication the entire group gets the same message, receiver gets the exact message what you want to send
  • 8. The Communication Process SENDER (encodes) RECEIVER (decodes) Barrier Barrier Medium Feedback/Response
  • 9. Barriers to communication When we try to communicate there may be barriers which do not allow our communication to reach the audience as we want ,they are as follows • Noise • Inappropriate medium • Assumptions/Misconceptions • Emotions • Language differences • Poor listening skills • Lack of attention
  • 10. Hearing Vs Listening Hearing ….. Physical process, Message is received by ears but not analyzed by our brain and not saved in our memory what we hear is not remembered by us because the message is not saved
  • 11.  Listening – is a physical as well as mental process, active, learned process, a skill in listening message is received by our ears, analyzed by brain and what we hear is saved in our memory, this is why we remember what we listen
  • 12. Value of listening Listening to others is an skill which can be learned.  Good listening reflects courtesy and good manners.  Listening carefully to the instructions of superiors improve competence and performance.  The result of poor listening skill could be disastrous in business, employment and social relations.
  • 13. Good listening can eliminate a number of imaginary grievances of employees /customers and solves 80 % of problems of other person. Good listening skill can improve social relations and conversation. Listening is a positive and important activity rather than a passive or negative activity.
  • 14. Essentials of communication (dos) Always think ahead about what you are going to say. Use simple words and phrases that are understood by every body. Increase your knowledge on all subjects you are required to speak. Speak clearly and audibly. Check twice with the listener whether you have been understood accurately or not
  • 15. In case of an interruption, always do a little recap of what has been already said. Pay attention to the speaker while listening. While listening, always make notes of important points. Always ask for clarification if you have failed to grasp other’s point of view. Repeat what the speaker has said to check whether you have understood accurately. Speak in language which other person can best understand Ask questions to confirm that your message is understood
  • 16. Essentials of communication (Don’ts) Do not instantly react to something in anger. Do not use technical terms & terminologies not understood by majority of people, if you are using technical terms explain them in simple language. Do not speak too fast or too slow. Do not speak in inaudible surroundings, as you won’t be heard
  • 17. Do not assume that every body understands you, ask questions to confirm learning. While listening do not glance here and there or engage in some other work as it might distract the speaker, and this is a disrespect to him. Do not interrupt the speaker. Do not jump to the conclusion that you have understood every thing ask questions.
  • 18. How to Improve Existing Level of COMMUNICATION? Improve your general knowledge Improve your language. Improve our pronunciation. Work on voice modulation. Work on body language. Develop habit of reading Listen more Interact with qualitative people. Improve your friend circle.
  • 19. Improve on you topic of discussion, Practice meditation & good thoughts. Think and then speak. Do not speak too fast. Use simple vocabulary. Do not speak only to impress someone speak sense. Look presentable and confident
  • 20. Improving Body Language - Tips • Keep you body straight • Smile genuinely • Keep appropriate distance • Touch only when appropriate • Take care of your appearance • Maintain eye contact
  • 21. Success for YOU… …in our personal life and workplace we requires excellent communication skills! In order to be successful… Amar Bir Singh