Effective Communication

20/07/2013 By BP 1
WHAT IS 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.
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PROCESS OR COMMUNICATION
Communication is the process of sending and
receiving information among people
SENDER RECEIVER
Feedback
receiver
sender
Medium
Encode Decode
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Meaning and Definition
Uses of Effective Communication
The 7Cs of Effective Communication
Facts about Effective communication
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Meaning-
Effective Communication is a two way process sending the right
message and to the right person.
It is important to know the psychology of the people you are
interacting with for communication to be effective.
For communication to be effective it is necessary to know the
circumstances of the counter entity.
Effective communication includes all the aspects of visual, auditory
and kinaesthetic language to appeal the listener.
Definition-
Effective communication is the communication which produces
intended or desired result
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USES OF EFFECTIVE COMMUNICATION
1. Effective communication helps to understand a person or situation in a
better way.
2. It enables us to solve the differences, build trust and respect in the
organization.
3. Sometimes our message is misunderstood or we misunderstand the
received message, effective communication helps us to resolve problems
with boths point of view.
4. Effective communication helps us to connect well with kids, spouse, boss,
colleagues, etc.
5. It helps us in decision making.
20/07/2013 By BP 6
THE 7CS OF EFFECTIVE COMMUNICATION
1. Completeness
2. Conciseness
3. Consideration
4. Clarity
5. Concreteness
6. Courtesy
7. Correctness.
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COMPLETENESS
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The information conveyed in the message should be complete for the
communication to be effective.
The sender must take into consideration the receivers mind set and
convey the message accordingly.
Complete communication enhances the reputation of the organization.
Complete information always gives additional information wherever
required, it leaves no question in the minds of the receiver.
Complete information helps in better decision making as it serves all the
desired and crucial information.
Complete information persuades the audience.
20/07/2013 By BP 8
CONCISENESS
Conciseness means communicating what you want to
convey in least possible words.
Conciseness is a necessity for effective communication.
Concise communication provides short and essential
message in limited words.
Concise message is more appealing and comprehensive to
the audience.
Concise messages are non repetitive in nature.
20/07/2013 By BP 9
CONSIDERATION
Effective communication must take audience into
consideration by knowing the viewpoints, back ground,
mindset, educational level, etc.
Consideration implies stepping into the shoes of others.
Consideration ensures that the self respect of the audience
is maintained and their emotions are not harmed.
Consider the needs and requirements of the audience to
achieve effective communication.
20/07/2013 By BP 10
CLARITY
Clarity implies emphasizing on a specific goal or objective at a
time, rather than trying to move away from track.
Clarity helps to understand the message easily.
Complete clarity of thoughts and ideas enhances the meaning
of message.
Clarity comes with the use of exact, appropriate and concrete
words.
20/07/2013 By BP 11
CONCRETENESS
Concrete communication implies being particular and clear
rather being fuzzy and general.
Concrete communication shows good level of confidence.
Concrete information helps to strengthen the reputation of
the organization.
Concrete information cannot be misinterpreted.
20/07/2013 By BP 12
COURTEYS
Courtesy means being polite, kind, judicious, enthusiastic
and convincing.
Courtesy is an important element of effective
communication.
Courtesy reflects the nature and character of the sender of
the message.
It is the same as give respect and then expect the same.
Courtesy is not at all bias in nature.
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CORRECTNESS
Correctness in the communication implies that the correct
information is conveyed through message.
Correct communication boosts up the confidence level of the
sender.
Correct information has greater impact on the audience.
Free from grammatical errors and use of appropriate and
correct language.
Correct information includes the precision and accurateness
of facts and figures used in the message. 20/07/2013 By BP 14
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Lack of Sensitivity to
Receiver
Lack of Basic
Communication Skills
Insufficient Knowledge of
the Subject
Emotional Interference
Lacking confidence
Encoding
Barriers
Physical Distractions
Channel Barriers.
Long Communication Chain.
Transmitting
Barriers
Lack of Interest.
Lack of Knowledge.
Lack of Communication Skills
Emotional Distractions
Information overload
Conflicting Messages
Decoding
Barriers.
No Provision for Feedback
Inadequate Feedback.
Responding
Barriers
20/07/2013 By BP 16
OVERCOMING THE BARRIERS OF
EFFECTIVE COMMUNICATION
Effective
Communication skills
Body language
(Smile, Eye contact,
Gestures, tone)
Cultural
Sensitivity
Checking
for understanding
Summarizing
what has been said
Seeking
Participation
Effective Questions
Simple
Words
Connecting with
The audience
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WHAT IS LISTENING?
Listening is the absorption of the meanings of
words and sentences by the brain. Listening
leads to the understanding of facts and ideas.
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VARIOUS STAGES OF LISTENING
Hearing
Focusing on the message not the person
Comprehending and interpreting
Analyzing and Evaluating
Responding
Remembering
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CO-RELATION BETWEEN LISTENING
ANG SPEAKING
9%
16%
30%
45%
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Writing Reading Speaking Listening
20/07/2013 By BP 21
WHAT WE R TOUGHT.
9%
16%
30%
45%
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
Writing Reading Speaking Listening
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IMPORTANCE OF LISTENING
If we were supposed to talk more than listen, we would
have been given two mouths and one ear.
Mark Twain
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TECNIQUE OF ACTIVE LISTENING
PARAPHRASE
Restate what was said
in your own words
SUMMARIZE
Pull together the
main points of a
speaker
QUESTION
Challenge speaker to
think further, clarifying
both your and their
understanding, however
suspend judgement
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PATH OR COMMUNICATION
Listen to
Understand
Understand
before
speaking
Speak to be
understood
Seek
understanding
before
proceeding
Repeat
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CONCLUSION
A man is seldom better than his conversation
- German Proverb
20/07/2013 By BP 26