EFFECTIVE COMMUNICATION ?

An Important Quote !
When you prevent me from doing anything I want to do, that is persecution; But when I prevent you from doing anything you want to do, that is LAW, ORDER and MORALS ! -G.B.SHAW

What is Holistic ?
THE STORY OF FIVE BLIND PEOPLEs PERCEPTION ABOUT AN ELEPHANT ! PERSONALITY DEVELOPMET; A. Physical Characteristics. B. Psychological Characteristics. C. Emotional Characteristics. D. Intellectual Characteristics. E. Spiritual Characteristics.

COMMUNICATION?
WHAT IS COMMUNICATION ? Communication is the process of passing a message from a person A to a person B with meaning and understanding. Communication is between two or more people. Sender/Receiver both could be single or multiple, but for effective communication it is better if the communicator is single & not many. However the receiver could be one or many! WHAT IS EFFECTIVE COMMUNICATION? Effective Communication, is communication for effect! It means in the process of communication both the COMMUNICATOR & the COMMUNIQUE are performing their roles effectively. There are no BARRIERS to communication, which makes communication either partially or totally in-effective!

PICTURE------1

PICTURE------2

PICTURE------3

Characteristics of General & Technical Communication

General Communication Contains a general message. Informal in style & approach. No set pattern of communication. Mostly oral. Not always for a specific audience. Does not involve use of technical vocabulary or graphics etc Technical Communication Contains a technical message. Mostly formal. Follows a set pattern. Both oral & written. Always for a specific audience. Frequently involves jargons, graphics etc

PARTIES

MEDIA

MODE

FUNCTION SELECTION

SPOKEN SENDER WRITTEN

SPEAKING

EXECUTION SELECTION EXECUTION IDENTIFICATION INTERPRETATION

WRITING LISTENING

SPOKEN RECEIVER WRITTEN

READING

IDENTIFICATION INTERPRETATION

Communication is thus a net work of interactions naturally the SENDER & the RECEIVER keep on changing their roles!

ESSENTIALS OF EFFECTIVE COMMUNICATION

A common communication environment. Cooperation between the sender & the receiver. Selection of an appropriate channel. Correct encoding & decoding of the message. Receipt of the desired response & the feedback.

Characteristics of Language
Artificial. Restricted. Abstract. Arbitrary. Creative. Redundant. Recursive.

LEVELS OF COMMUNICATION
Extra -personal. Intrapersonal. Interpersonal. Organizational Internal Operational. External Operational. Personal. Mass.

The Importance of Technical Communication

Technical Communication plays a pivotal role in an organization, be it a business enterprise, an industry or an academic institute. All managerial or administrative activities involve communication, whether it planning , organizing, recruitment or decision making. The success of an organization is largely recognized by the quality & quantity of information flowing through its personnel.

The Importance of Technical Communication

Technical Communication plays a pivotal role in an organization, be it a business enterprise, an industry or an academic institute. All managerial or administrative activities involve communication, whether it planning , organizing, recruitment or decision making. The success of an organization is largely recognized by the quality & quantity of information flowing through its personnel.

The importance of technical communication--continued communication--continued

ORAL FORMS Face to face conversation. Telephone conversation. Meetings. Seminars. Conferences(video & voice) Dictation. Instructions. Presentations. Group discussions. Interviews. WRITTEN FORMS Memos. Letters. E-mails. Faxes. Notices & circulars. News letters. Reports. Proposals. Research papers. Bulletins. Brochures ,Manuals & Inhouse journals.

SOURCE

SENDER

MESSAGE

RECEIVER

RESULT

COMPONENTS OF COMMUNICATION

MEANING

FORM CHANNEL

SENDER

MESSAGE CODED M E S S FRAMING A G E FEED BACK LOOP

RECEIVER

DECODE D

MEANING

RECEIVE R

EFFECTIVE COMMUNICATION MODEL

4

IDEA I D 1 E A

ENCODING
2

MESSAGE
3 5

SENDER Channel
6

Medium FB-2
12 7

FB-1
11

RECEIVER -1
deco 8

FB-3
13

10

ACTION

RECEIVER-2

TYPES OF COMMUNICATIONS
VERBAL COMMUNICATION

FORMAL COMMUNICATION

INFORMAL COMMUNICATION

DIAGONAL ( a HORIZONTAL VERTICAL )

ORAL COMN WRITTEN COMN

Non-verbal comn GRAPE VINE OTHER BODY LANGUAGE Space & distancing TONE & TEXTURE gestures

VISIBLE

CODE ?

1. PERSONAL APPEARANCE. 2. POSTURE. 3. GESTURE 4. FACIAL EXPRESSION. 5. EYE CONTACT. 6. SPACE & DISTANCING.

NONNON- VERBAL COMMUNICATION ?

BODY MOTION. CHARACTERISTICS OF APPEARANCE. CHARACTERISTICS VOICE & USE OF SPACE.( TONE ,TEXTURE AND SPACE AND TIME BETWEEN THE SPOKEN WORDS OF THE COMMUNICATOR.) USE OF SPACE AND DISTANCING.

Communication Networks
Formal network models ; Chain network Y- network Wheel network Circle network All-channel network Informal network Single strand. Gossip. Probability. Cluster.

BARRIERS TO COMMUNICATION
ABSENCE OF COMMON FRAME OF REFRENCE. BADLY ENCODED MESSAGES DISTURBANCE TN THE TRANSMISSION CHANNEL. POOR RETENTION. INATTENTION BY THE RECEIVER. UNCLARIFIED ASSUMTIONS. MISTRUST BETWEEN THE SENDER & THE RECEIVER. PREMATURE EVALUATION OF THE MESSAGE. DIFFERENT PERCEPTION OF REALITY. SEMANTIC DIFFICULTIES. VAGUENESS ABOUT THE OBJECTIVES TO BE ACHIEVED. MISINTERPRETATION OF THE MESSAGE. CLASH OF ATTITUDINAL NUANCES OF THE SENDER &THER RECEIVER. PSYCHO PHYSICAL FACTORS. SELECTION OF WRONG VARIETY OF LANGUAGE. IN-APPROPRIATE TIME.

Classification of

Barriers

Intra-personal Barriers :- This is because of differences in EXPERIENCE, EDUCATION, VALUES & PERSONALITY etc. Inter-personnel Barriers :-Intra-personal barriers stem from individuals attitude or habits, where as inter-personal barriers occur due to inappropriate transaction of words between two or more people. Organizational Barriers :-

What are Organisational Barriers ?

Organisational Barriers are those obstructions or hindrances, in an Organisation , which cause in-effective/ incomplete communication or break down of communication completely. These barriers are caused because of the following reasons:a. Organisational Culture-employees of mixed culture- Cross Culture. b. Attitude of Management. c. Lack of Openness / Transparency. d. Lack of mutual Faith /Trust. e. Lack of Effective Training.

WHAT IS EFFECTIVE LISTENING?

FOUR COMMANDMENTS OF EFFECTIVE LISTENING ! Listen to what a person TALKS. Listen to what a person DOES NOT TALK. Listen to what a person is UNABLE to TALK. Listen to what a person CANNOT TALK. (ARE ALL THE ABOVE STATEMENTS DIFFERENT? )

EFFECTIVE LISTENING --CONTD --CONTD

PEOPLE LISTEN, WHAT THEY WANT TO LISTRN, THEY DONOT LISTEN WHAT THEY DONOT WANT TO LISTEN! WHAT YOU MAY BE HEARING YOU MAY NOT BE LISTENING & WHAT YOU MAY BE LISTENING ,YOU MAY NOT BE HEARING ! A GOOD MANAGER- LEADER MAKES PEOPLE LISTEN WHAT HE WANTS THEM TO LISTEN & NOT LET THEM LISTEN WHAT THEY WANT TO LISTEN! LISTENING IS DIFFERENT FROM HEARING.ONE LISTENS WITH ATTENTIVE MIND,GENERALLY THROUGH EARS !

TYPES OF LISTENING
Appreciative Listening. Empathetic Listening. Comprehensive Listening. Critical Listening. You do not listen with just your ears ; you listen with your eyes & sense of touch , you listen by becoming aware of the feelings and emotions that arise within yourself because of this contact with others . You listen with your mind, your heart, your imagination !

TRAITS OF A GOOD LISTENER

Being Non-evaluative. Paraphrasing. IT MEANS , YOU CLARIFY FROM
THE SPEAKER,TO UNDRSTAND HIM FULLY !

Reflecting the implications. Reflecting the hidden feelings. Inviting further contributions. Responding non-verbally.

Active versus Passive Listening

Paying undivided attention. Dealing with distractions :-Focus on the speaker. Ignore all distractions so that you concentrate on the speakers flow of thought. Ignore feelings of hunger, weariness or discomfort if any. Accept your role as a listener by listening actively, engaging positively, participating fully & consciously encouraging the speaker

DOS & DONTS OF EFFECTIVE LISTENING

DOS Be mentally prepared to listen. Evaluate the speech , not the speaker. Be unbiased to the speaker by depersonalizing your feelings. Fight distractions by closing off sound sources. Be open-minded. DONTS Pay undue emphasis to the vocabulary as you can use the context to understand the meaning. Pay too much attention to the accessories and clothing of the speaker. Prepare your responses while the speaker is speaking. Avoid preconceptions &prejudices.

Purpose & Vocabulary

People usually think and speak using concrete words and examples. Abstract words usually decrease readers ease of comprehension. People often write abstractly to impress others and be precise. They frequently use all- inclusive phrases, such as We are taking precautions against the tornado this indicates that many things are being done, although the reader (and perhaps the writer) is unclear about exactly what.

Purpose and vocabularyvocabularycontinued

People use abstract words to protect their writing from criticism and attack. This is because abstract writing does not usually delineate specific points, so it is difficult to see potential errors. Effective business writing balances abstract words, concrete words and specific examples to inform the reader clearly and completely.

Characteristics of effective Technical/Business Writing

Understandable writing is clear & direct. Do not adopt the companys officialese. This requires you to give up your own ideas, creativity and ability to think independently. Avoid repetitiveness and generalization. Avoid jargons. Sequence ideas and thoughts logically. Organize a plan before you write. Use more simple sentences and fewer complex sentences. Be persuasive & give your writing a punch to keep it from being boring

Principles of Technical Writing

Courtesy & Considerations. Directness & Conciseness. Avoid Verbosity. Avoid Participial Ending; ASSURING YOU OF OUR PROMPT SERVICE HOPING TO HEAR FROM YOU AT THE. *Positive and direct statement. Clarity and Precision.

Myths & Goals of Business Writing

MYTHS:*Always use short sentences. *Use only simple vocabulary. *Eloquence is unnecessary. *Business documents are dull. GOALS:*State facts clearly. *Present a logical argument. *Be provocative & persuasive. *Modify writing style for reader, situation & your intention.

TYPES OF BUSINESS WRITING

1.Memos / ION / IOC . 2.Formal Business Letters. 3. Informal Business Letters. 4. Social Business Writing-Congratulatory , Condolence Letters. 5. Job Application- Covering Letter , C V. 6. E-mails. 7. SMSs. 8. Project Reports. 9. Presentations. 10.In House Journals. 11. Notices. 12. Minutes of a Meeting/ Conference.

THANKS !