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effective communication-KTU
- 2. Objective ! • To consider verbal and non-verbal communication methods • To understand and practise effective listening skills • To communicate in clear, respectful and non-judgemental ways • To know when to seek advice www.aravindts.com!
- 3. WHAT IS COMMUNICATION? Sharing of meaningful information between two or more people.The three elements of communication are 1. Sender 2. Medium 3. Receiver www.aravindts.com!
- 4. The process of communication is what allows us to interact with other people; without it,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 we would be unable to share knowledge or experiences with anything outside of ourselves www.aravindts.com!
- 5. Communication process ! 1. The sender has an idea. 2. The idea becomes a message. 3. The message is transmitted. 4. The receiver gets the message. 5.The receiver responds and sends a feedback to the sender. www.aravindts.com!
- 6. Elements in Communication ! www.aravindts.com!
- 7. Communication can be Intentional or Unintentional ! Words are used to express ideas and are intended to have a particular meaning. Sometimes these words communicate something other than what is intended – they have an unintentional meaning. www.aravindts.com!
- 8. Communication can be Verbal or Nonverbal ! www.aravindts.com!
- 9. Communication can be Internal or External ! Internal or intrapersonal communication is the way we talk to ourselves i.e. without putting thoughts into words. Non verbal objects that are chosen to express something are also considered to be external communication. www.aravindts.com!
- 10. Communication can be involve Humans, Machines or Animals ! www.aravindts.com!
- 11. Communication can take place between Two people as well as within Group ! • A conversation between two people is called in interpersonal communication. • Communication within a group is classified as either small communication or mass communication. www.aravindts.com!
- 12. Levels of Communication! • Intrapersonal Communication- Self Talk • Interpersonal - One-to-One • Group- Three or more people • Public- One to many • Mass- Broadcasting to general public www.aravindts.com!
- 13. Flow of communication ! One Way communication Teacher Message Student www.aravindts.com!
- 14. Flow of communication ! • Two Way communication Manager Message Employee www.aravindts.com!
- 15. • One to One = One sender one receiver • One to Many =One sender and multiple receiver • Many to one = Many sender and one receiver (Interview) www.aravindts.com!
- 16. Flow of communication ! 1. UPWARD COMMUNICATION 2. DOWN WARD COMUNICATION 3. HORIZONTAL COMMUNICATION www.aravindts.com!
- 17. DOWNWARD COMMUNICATION! MANAGEMENT Message EMPLOYEE a.Instruction to subordinate b.assignments of Goals c.Circular regarding policies and procedures d. Problems that need to be addressed www.aravindts.com!
- 18. UPWARD COMMUNICATION! MANAGEMENT Message EMPLOYEE a.suggestions for improvement or feedback b.grievance and c.Reporting problems/hitches d. Performance report www.aravindts.com!
- 19. Horizontal communication! Employee Employee Employee a.Giving or taking tips b.Seeking or giving Information c.Rendering help or advice d. coordinate activities www.aravindts.com!
- 20. Grapevine Is an informal channel of communication primarily, it is horizontal. It can flow even vertically or diagonally • Grapevine is of four types - single strand: flows like a chain www.aravindts.com!
- 21. Consensus • Is the process of arriving at agreement through consultation • Consensus is not unanimity, but dissent is not expressed in the larger interest • The advantages of consensus are: - consensus decisions are easily accepted - promotes harmony, checks conflicts and splits www.aravindts.com!
- 23. Need of effective Communication! • Maintaining the social order • Interaction among members of community as well as between communities • Ensuring the continuance of culture • Ensuring the flow of knowledge from generation to generation • Sharing and dissemination of knowledge www.aravindts.com!
- 24. Use of Language in Communication ! • Language is a system of human communication, spoken or written, involving the use of meaningful words in a structures manner understandable to a certain population. www.aravindts.com!
- 25. Use of Language in Communication ! • Observation= Reporting of sensory experience or memories • Thought = Conclusion about or judgement of experiences and observation • Feeling = Communicating emotions • Need = Stating wants, requesting help or support or giving orders www.aravindts.com!
- 26. Use of Language in Communication ! • KISS- Keep it short and Simple • Use concert and specific language wherever Possible • Use words that the receiver can easily relate to • Message should be ea Tips for using language www.aravindts.com!
- 27. Main function of all communication 1. Information 2. Advice 3. Order 4. Suggestion 5. Persuasion 6. Education 7. Warning 8. Raising Morale 9. Motivation www.aravindts.com!
- 28. Communication Networks ! • Vertical • Circuit • Chain • Wheel • Star www.aravindts.com!
- 29. Communication Networks ! • Vertical Network Superior! Subordinate ! • Two way communication between Superior and subordinate • Highly formal • Feedback obtained immediately www.aravindts.com!
- 30. Communication Networks ! • Circuit Network Feedback! Message! A! B! • Message and feedback are sent back and front between two people • Not necessarily superior and subordinate www.aravindts.com!
- 31. Communication Networks ! • Chain of Command A! B! E! C! F! D! G! • Downward flow of communication along chain of command • commands and instructions are relayed to subordinates www.aravindts.com!
- 32. Communication Networks ! A! B! C! D! E! • Highly centralised - all receive commands from single superior • immediate feedback www.aravindts.com!
- 33. Communication Networks ! • Star Network A! B! C! D! E! • All members communicate with each other • ideal for team communication www.aravindts.com!
- 34. 7 C’s of Communication! 1 Clarity 2 Concise. 3 Concrete. 4 Correct. 5 Coherent. 6 Complete. 7 Courteous. www.aravindts.com!
- 35. 7 C’s of Communication! 1.Clarity The communicator must be clear of: 1. What is the objective of communication? 2. What is to be communicated? 3. Which medium will prove to be the most suitable for this purpose? a. Use simple, easy-to-understand words (‘use’ instead of ‘utilize’, ‘help’ instead of ‘facilitate’) www.aravindts.com!
- 36. 7 C’s of Communication! 2. Completeness For completeness, check you have answered all questions and check for ‘5 W’ questions – who, what, where, when and why? www.aravindts.com!
- 37. 3. Conciseness Be as brief as possible, brevity should not be at the cost of appropriateness, clarity, correctness, completeness or courtesy. For conciseness, ensure: • Only relevant facts • No repetition • No verbosity • Proper organization of the message www.aravindts.com!
- 38. 3. Consideration Implies respect for the reader’s point of view. For consideration: • Adopt the you - attitude in your message • Avoid gender bias • Emphasize positive, pleasant facts • Write only what you sincerely feel to be correct www.aravindts.com!
- 39. 5.Courtesy Courtesy demands a considerate and friendly behavior towards others. Make the message courteous by: 1. Answering the letter promptly • Apologise for omissions 2. Thank for any favours 3. Use empathy in horizontal communication 4. Keep the message brief and complete in upward communication 5. Be brief, clear and courteous in downward communication www.aravindts.com!
- 40. 6. Correctness • Giving correct facts • At an appropriate time • In a suitable style www.aravindts.com!
- 41. 7 C’s of Communication! Complete In a complete message, the audience has everything they need to be informed and, if applicable, take action. • Does your message include a "call to action," so that your audience clearly knows what you want them to do? • Have you included all relevant information – contact names, dates, times, locations, and so on? www.aravindts.com!
- 42. Types of Barriers to Communication ! • Physical Barrier : Obstructions • Semantic Barrier : Misunderstanding • Psychological barrier :Mental block • Cultural Barrier : communicators from different place • Gender Barrier : Men Vs Women www.aravindts.com!
- 43. Miscommunication! Its a failure to communicate adequately • Slopy language • Jargon • Acronyms • Buzzwords www.aravindts.com!
- 44. NOISE! • Physical Noise - Ambient noise • Psychological Noise - Thoughts ,Emotions www.aravindts.com!
- 45. How to overcome Noise ! • Detect the source and bring down or eliminate the noise. • Raise Volume • Use clear and understandable language • Listen actively • Repete Key words www.aravindts.com!
- 46. Why LISTEN?! • Appreciate and Enjoy • Empathize with the feeling of th speaker • Understand what is being said • Get specific information • Evaluate the content www.aravindts.com!
- 47. LISTENING AS AN ACTIVE SKILL! • Avoid talking and lend your ears • Be there • Be OPEN • Listen for Ideas not just words • Look out for non-verbal messages www.aravindts.com!
- 48. Types of Listeners! • Detached Listener : One who doesn't feel engaged or involved in the process of communication • Involved Listener : Involved in the message and is attentive • Passive Listener : Fakes attention and does not try to understand the message • Active Listener : Fully participate in the communication www.aravindts.com!
- 49. Barriers to effective Listening Skills ! • Prejudice • Misunderstanding • Interrupting • Mental Noise • Emotions • Excessive talking • Limited span of attention • Narcissism www.aravindts.com!