Basics of Communication

2. Basics Of Communication

3. Intercultural Sensitivities

4. What is Culture
 Culture is a shared system of belief, attitudes, values, expectations and
norms of behavior.
 From group to group, cultures differ extensively.

5. ACKNOWLEDGING CULTURE
DIFFERENCES
Many people assume that other people’s attitudes and lives are like our own,
but this is not so.
If we want to avoid ethnocentrism, we should:
• Recognize difference.
• Avoid assumption.
• Do not pre-judge.

6. Tips for communicating effectively
across Culture
• Show respect • Show empathy

7. Do not Pre-judge Avoid distraction
Be open-minded

8. Look for similarities
Send clear messages

9. The Flow of Communication

10. Flow of Communication
The direction in which communication passes into an
organization in known an Flow of Communication.
Communication can take place in different forms
* Vertical Communication * Horizontal Communication
* Diagonal Communication * The Grapevine

11. Vertical Communication
Vertical Communication can take place in
two different ways :
• Upward Communication
• Downward Communication

12. Upward Communication
 The flow of information or
ideas from the employees to
the management or from
subordinates to seniors .
Downward Communication
 The flow of communication
from seniors to subordinates
is called downward
communication.

14. Horizontal Communication
• Interaction among colleagues and people
at the same level is referred as horizontal
communication.

15. Diagonal Communication
Communication that take place between different level
or between different departments in the organization.

16. Production
Department
Sales
Department
Accounting
Department
CEO
Team Leader
1
Team Leader
2
Team Leader
3
Employee 1 Employee NEmployee 2

17. The Grapevine
• To spread false news by mean of gossip and rumor.

18. Selecting channels for communication

19. The channels of Communication
The channel (or mean) that is chosen to send a message
is very important. The channel chosen can influence the
message.

20. Cost Confidentiality
An amount that has to be paid
or spent to buy or obtain
something
The state of keeping or being
kept secret or private.

21. Safety & Security Influence
Safety is the condition of being
protected from harm or other non-
desirable outcomes, caused by non-
intentional failure.
Security is the condition of being
protected from harm or other non-
desirable outcomes, caused by
intentional human action or human
behavior.
To create a good
impression…

22. Urgency Distance
Choose the method that will
produce the desired results in
time available.
Is the communication within
the building, in the same town,
or the other side of the world?

23. Time of the Day Resources
Time is particularly important
when communicating with
overseas countries.
Consider the equipment and
staff available(sender &
recipient).

24. Written Record Recipient
Written communication carry
more authority and are proof
of a transaction.
Consider who is sending or
receiving the message.

25. Seven steps to effective Communication

26. Communication whether oral or written, is all about
understanding.

27. What and Why?
What is the basic purpose of communication?
Why you have to communicate the message?
Select Channel
Select what channel of communication
would be appropriate.
Consider the recipient’s background,
knowledge, culture and experience.

28. Select Encoding Techniques
Encoding is that in which manner we send our message.
For example , the language we choose in an angry
voice, soft voice or harsh tone.
Consider Barriers
We must consider all the possible barriers
that may inefficient for the recipient.

29. Send Message
Having consider all these aspects, we
may now send our message.
Check for Understanding
After sending the message, it is important to check whether the
recipient has understanding the message as you intended.

30. Obtain feedback from the recipient
We must obtain feedback from recipients so that we may know
that our communication has been effective.
If the message is not understand, rather than blame the recipient,
‘ask’, yourself some questions that are:
• Was the timing poor?
• Was the message is too long so that the
main points were lost?

31. Communication Cycle

32. Communication Cycle
Sender Recipient
1) Conceive the message. 6) A feedback.
2) Encode the message. 5) Interpret message.
3) Select appropriate channel. 4) Decode the message.

33. Conceive the message
To think about the message.
Encode the message
To prepare about the message.

34. Select appropriate channel Decode the message
To select the medium that is To understand and read
used to send the message. the message.

35. Interpret the message
To understand the tone and
attention of the sender.
A feedback
It is an important element of
communication. Feedback can be
oral or written, in action or in
silence, depending upon the choice
of the receiver.

36. Barriers to Communication

37. Barriers to Communication
Many problems happened in our business and personal
lives result from miscommunication.

38. Emotional Response
Emotional barriers are mental walls that keep you from
openly communicating your thoughts and feelings to
others.

39. Relationships
Barrier are the invisible walls that are placed between
you and your partner

40. Pre-Judgement
Pre-Judgement also occur when assumption of
knowledge on other people’s feelings, thoughts and
what they want to say are made.

41. Listening
Environmental and physical barriers to effective
listening include environmental noise such as sounds of
traffic, people talking etc.

42. Language
Communication become difficult in situation where
people don’t understand each other’s language. It can
cause misunderstanding between people.

43. Non-verbal Signals
Non-verbal signals include gestures, body language, eye
contact, tone of voice and cues to convey signals.