SOFT SKILLS

Communication The word communicate comes from the Latin verb communicare that means to impart, to participate, to share or to make common. Art of transmitting information, ideas and attitudes from one person to another. Process of meaningful interaction among human beings. It is a process in which a person, through languages, signs and symbols, conveys a message to another person Communication process Sender Messages Channel Receiver Feedback Barriers

Sender Language and how to use it Credibility Knowledge of content, audience and context Experience, attitudes and values Written words, sentences, paragraphs Oral use of voice tone and pitch Non-verbal gestures, facial expressions, eye contact Verbal (Oral) face to face meetings, telephone, video Written reports, letters, emails, Memos.

Message

Channel

Receiver Abilities (Understanding the messages) Attitudes (Receiver mind) Experience (surrounding disturbances)

Feedback Receiver responds in some way (Positive feedback and Negative feedback) Sender can evaluate effectiveness of message.

Barriers to communication o Physical Barriers o Poor or outdated equipment o Distraction background noise, poor lighting, too hot or cold environment. o System Barriers o Structure or system faults o Inappropriate system facility o Psychological factors Peoples State of mind : Emotion, Happy o Poor listening skills o Incorrect grammar, inflammatory words. o Attitudinal Barriers Problem with employees: Lack of Consultation, personality conflict, lack of motivation, insufficient training. Other Barriers Different languages Individual Linguistic Ability Information Overloaded Complex messages Competition Barriers Media barriers Ethics barriers

Types of Communication FORMAL Communication takes place through the formal channels of the organization structure along the lines of authority established by the management. E.g interview, meeting Downwards Communication Highly Directive, from Senior to subordinates or employees, 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, Subordinates to superiors, or from employees to mgt. its like two way comm.. Lateral or Horizontal Communication Among colleagues, coordinating information, peers at same level for information level for information sharing for coordination, to save time.

INFORMAL Communication arising out of all those channels of communication that fall outside the formal channels is known as informal communication. E.g talking with family, friends Grapevine Single stranded Gossip Probability Cluster

Grapevine a secret means of spreading or receiving information Does not follow any pattern or rules. No stress on grammar or structure of sentence etc. E.g - a Rumor: unfounded report; hearsay

Importance of grapevine It is so much necessary that companies recruit people specialized in dealing in such cases. It has to deal with caution. It may be dangerous if ignored, but if properly guided, it can be good for the organization. Single stranded Message passes from one person to another in a linear way. The message is originated by a sender and gets transmitted to the receiver. In the next step, this receiver becomes the sender and the chain continues. Gossip pattern

In this, there is mainly a single sender. Only one person passes the information to all the colleagues. This is common in case the sender is a leader or a much respected person. Probability In probability, things are random. One person tells other in random there is no pattern of transmission of message. It's just a probability if a person receives the message. Cluster In this, people tell about the message to a selected group of people only.

Interpersonal Communication

It is the process by which people exchange information, feelings, and meaning through verbal and non-verbal messages. It is known as face to face communication. It has two types, 1) VERBAL Verbal communication is associated with the transmittance of language or words between two or more parties. Oral Communication E.g: Committee meeting, telephone conversation, loud speaker announcement Written Communication E.g: Personal letters, memoranda, policy and procedure manuals, notice board. Advantages Uniformity of meaning when utilizing a common language Fast and typically inexpensive Specific to speaking: direct and immediate feedback Disadvantage There are sometimes cultural differences in what certain words in a common language mean. Certain cultures apply additional meanings to some words, which becomes prevalent and dominant associations. 2) NON VERBAL Nonverbal communication is the process of transmitting wordless signals between two or more parties. Physical E.g: Facial Expression, tone of voice, sense of touch & smell, body language or posture, gesture Aesthetic E.g: Instrumental music, dancing, painting Signs E.g: Flags, 21 gun salute, horns and sirens. Symbolic E.g: Religious, status or ego building symbols

Advantages Can communicate with someone who is hard of hearing of deaf. place where you are supposed to maintain silence. if you are far away from a person. The person can see but not hear you. Makes conversation short and brief. Save time Disadvantages Long conversation. Can not discuss the particulars of your message Difficult to understand and requires a lot of repetitions. Can not be used as a public tool for communication. Less influential and can not be used everywhere. Intrapersonal Communication `Intrapersonal communication` is language use or thought internal to the communicator. It is the active internal involvement of the individual in symbolic processing of messages. The individual becomes his or her own sender and receiver, providing feedback to him or herself. It is relatively new phenomenon for communication study and still lacks the grounding of a sound theoretical base. To understand intrapersonal communication, we need to understand ourselves. E.g: Day-dreaming, reading contemplation and meditation.

EFFECTIVE 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. Always pay undivided attention to the speaker while listening. While listening, always make notes of important points. Always ask for clarification if you have failed to grasp others point of view. Repeat what the speaker has said to check whether you have understood accurately. DONTs Do not instantly react and mutter something in anger. Do not use technical terms & terminologies not understood by majority of people. Do not speak too fast or too slow. Do not speak in inaudible surroundings, as you wont be heard. Do not assume that every body understands you. While listening do not glance here and there as it might distract the speaker. Do not interrupt the speaker. Do not jump to the conclusion that you have understood every thing.

ASSIGNMENT
DEPARTMENT OF HUMAN RESOURCE MANAGEMENT ST. JOSEPH'S COLLEGE (Autonomous)
re-accredited with a+ grade by nacc & college with potential for excellence

TIRUCHIRAPPALLI - 620002, INDIA.

SUBJECT: GENERAL SKILLS ON TEACHING AND LEARNING TOPIC: COMMUNICATION SKILLS SUBMITTED TO: Mr. SUBMITTED BY: K.SINTHIYA