IMPROVING OUR COMMUNICATIONSKILLS

Objectives

• Understanding what is meant by communication

• Barriers in a communication process

• Practice active listening

• How to improve verbal and non verbal communication

What is Communication?

Communication is the method of transmitting information, ideas and attitudes from one living being to another.

Communication is the process of interaction among human beings.

Essence of communication:

Personal process

Occurs between people

Involves change in behavior

Means to influence others

Expression of thoughts and

Emotions through words & actions.

Tools for controlling and motivating people.

It is a social and emotional professional process.

Communication is not just speaking it is an art of good speaking and good listening as well

Communication is not one way but it is always a two way process

Communication is good speaking and good listening as well

What are the most common ways we communicate?

Spoken Word

Written Word

Body language

Visual aids

Types of business Communication

Downwards Communication :Highly Directive, from Senior to subordinates,

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. It is suggestive in nature

Lateral or Horizontal Communication :

Among colleagues, peers at same level for information level for information sharing for coordination, to save time. It is informative in nature

When we send a written communication followed by a verbal communication, it reduces mis- communication or mis- understanding

In verbal communication many a times different people get different perceptions, and there is distortion of message, but when we send written communication the entire group gets the same message, receiver gets the exact message what you want to send

The Communication Process

SENDER(encodes)

RECEIVER(decodes)

Barrier

Barrier

Medium

Feedback/Response

Barriers to communication

• Noise• Inappropriate medium• Assumptions/Misconceptions• Emotions• Language differences• Poor listening skills• Lack of attention

When we try to communicate there may be barriers which do not allow our communication to reach the audience as we want ,they are as follows

Hearing Vs Listening

Hearing …..

Physical process,

Message is received by ears but not analyzed by our brain and not saved in our memory

what we hear is not remembered by us because the message is not saved

Listening – is a physical as well as mental process, active, learned process, a skill in listening message is received by our ears, analyzed by brain and what we hear is saved in our memory, this is why we remember what we listen

Value of listening

Listening to others is an skill which can be learned.

Good listening reflects courtesy and good manners.

Listening carefully to the instructions of superiors

improve competence and performance.

The result of poor listening skill could be disastrous in

business, employment and social relations.

Good listening can eliminate a number of imaginary grievances of employees /customers and solves 80 % of problems of other person.

Good listening skill can improve social relations and conversation.

Listening is a positive and important activity rather than a passive or negative activity.

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

Essentials of communication(dos)

In case of an interruption, always do a little recap of what has been already said.

Pay attention to the speaker while listening.

While listening, always make notes of important points.

Always ask for clarification if you have failed to grasp other’s point of view.

Repeat what the speaker has said to check whether you have understood accurately.

Speak in language which other person can best understand

Ask questions to confirm that your message is understood

Essentials of communication(Don’ts)

Do not instantly react to something in anger.

Do not use technical terms & terminologies not

understood by majority of people, if you are using

technical terms explain them in simple language.

Do not speak too fast or too slow.

Do not speak in inaudible surroundings, as you won’t be

heard

Do not assume that every body understands you, ask questions to confirm learning.

While listening do not glance here and there or engage in some other work as it might distract the speaker, and this is a disrespect to him.

Do not interrupt the speaker.

Do not jump to the conclusion that you have understood every thing ask questions.

How to Improve Existing Level ofCOMMUNICATION?

Improve your general knowledge

Improve your language.

Improve our pronunciation.

Work on voice modulation.

Work on body language.

Develop habit of reading

Listen more

Interact with qualitative people.

Improve your friend circle.

Improve on you topic of discussion,Practice meditation & good thoughts.Think and then speak.Do not speak too fast.Use simple vocabulary.Do not speak only to impress someone speak

sense.Look presentable and confident

Improving Body Language - Tips• Keep you body straight

• Smile genuinely

• Keep appropriate distance

• Touch only when appropriate

• Take care of your appearance

• Maintain eye contact

…in our personal life and workplace we requires

excellent communication skills! In order to be successful…

Success for YOU…

Amar Bir Singh