IN THE NAME OF ALLAH THE MOST BENEFICENT AND THE MOST MERCIFUL

Strategies for Successful

GROUP A

WHAT IS COMMUNICATION?

“A process by which information is exchanged between individuals through a common system of symbols, signs or behaviour.”

FOUR FACTS OF COMMUNICATION

There are four facts in all types of communication:SenderReceiverInformationBehavior

CLASSIFICATION OF COMMUNICATION

Interpersonal Communication Intrapersonal Communication Group Communication Mass Communication

AND TODAY’S TOPIC IS

UNDER THE SUPERVISION OF MADAM ABEER HASHMI

INTERPERSONAL COMMUNICATION

“The Exchange of information between two persons is called interpersonal

communication.”

For example,

A conversation, dialogue, an interview, etc.

An author can also communicate

with his readers interpersonally.

PRINCIPLES OF INTERPERSONAL COMMUNICATION

Inescapable Irreversible Complicated Contextual

TYPES OF INTERPERSONAL COMMUNICATION

Dyadic Communication Telephonic Communication Dictating Interviews

DYADIC COMMUNICATION

“Two persons seeking to exchange information”

one to one-communicationcommunication between 2 people

FACTORS EFFECTING DYADIC COMMUNICATION

• Self Perception• Dyadic communication relationship

• Functional Relationship• Types of relationship

THE CYCLIC NATURE OF SELF PERCEPTION

PERCEPTION BY OTHERS

SELF BEHAVIOUR

SELF PERCEPTION

NONVERBAL RESPONSES

ORAL RESPONSES

SUCCESSFUL DYADIC COMMUNICATION

• Self perception cautions• Complete information about dyadic

communication relationships

TELEPHONIC COMMUNICATION

Throughout the world telephonic communication along with face-to-face communication is the effective way of interpersonal communication

STRATEGIES EFFECTING TELEPHONIC COMMUNICATION

Points considered in International CallsBeware of time zonesSpeak more clearlyRestate and SummarizeFollow up the conversations with letter or fax

STRATEGIES EFFECTING TELEPHONIC COMMUNICATION

• Sender preparation before call• Know your specific purpose• Know the precise person• Prepare notes

• After Phone Call• Thanks for time• Restate• End politely

INTERVIEWS

This is the most often used form of interpersonal communication in which two persons communicate to achieve some objective

Parties Involved Interviewer (employer) Interviewee (person seeking for job)

TYPES OF INTERVIEWS

Face-to-face Interview Computer Interview

PURPOSE OF INTERVIEW

Seeking position Informing on job Solving problem Gathering info Supporting solution Counseling employee Evaluating employee

Follow up after interview Do specific action promptly Provide required additional information

as early as possible Send thank you note promptly

INTERVIEWERS RESPONSIBILITY

Preparation before interview Read applicant resume before interview Focus on information desired Plan your questions

During interview Note oral and non verbal skills Jot down a few notes End with courtesy

After interview If possible immediately dictate or record major points to be

remembered about person Use consistent criteria on education, work experience, etc

CAUSES OF FAILURE

No prior preparation Personal biasness Environment Physical appearance Delay (late)

STRATEGIES FOR SUCCESSFUL INTERVIEWS

Preparation before job interview Understand yourself Knows detail about available position Do homework on company Rehearse possible questions

Procedure during job interview Give first positive impression State your understanding of interview Organise your answer Listen calmly

DICTATING

Dictating is oral communication between two persons but with a twist. You speak to someone either directly or via some electronic device, your goal, often, is to have someone else

type a communication that will be sent to an addressee.

PARTIES INVOLVED IN BUSINESS DICTATION

Two parties are involved in Business dictation

Dictator (one who dictates, usually boss)

Dictatee (one who follow the instructions of dictator, usually secretary)

IMPORTANCE OF DICTATION

Saves time and money Indirectly helps in building goodwill

with customer Eliminating transcription errors

PROBLEMS IN DICTATION

Misunderstanding of plural words Mistakes in spellings of unfamiliar

words Mistakes in punctuation May create transcription errors if the

words are spoken rapidly

STRATEGIES FOR IMPROVING DICTATION

Complete information about addressee Speak clearly, be careful with plurals Sounds such as ‘p’, ‘b’, ‘f’, ‘v’, ‘t’ and ‘d’ can

be misunderstood Read your Transcription While Listening to

the Dictation Spell unusual words or names when used

for first time

i.e. Accept, Except

Addition, Edition

Affect, Effect

Principle, Principal

STRATEGIES FOR IMPROVING DICTATION

Make the Dictation Audio Clear and Understandable

Suggest punctuation Dictate to slower rate of speech End with suggestions

SENDER RECEIVERIT CREATES BREAKAGE OF

INFORMATION

NOW WE COME TO BARRIERS IN INTERPERSONAL

COMMUNICATION

COMMON BARRIERS TO INTERPERSONAL COMMUNICATION

Unclear process: The receiver and sender may not share the same language, vocabulary, symbols

Chain of command: There may be too many layers that a message passes through between sender and receiver

Physical Barriers: Large numbers of receivers require good message sending methods. Outdated equipment.

Personal limitations: Physical and mental disabilities, and differences in intelligence and education may interfere with mutual understanding

COMMON BARRIERS TO INTERPERSONAL COMMUNICATION

Human natureSystem design altitudinal behaviourPsychological BarrierPresentation of informationIndividual linguistic abilityAmbiguity of words and phrases