Communicating Effectively and With Clarity

7/29/2019 Communicating Effectively and With Clarity

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Communicating Effectively and withClarity

What isCommunication?


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A Few Definitions are

Communication allows people to exchange thoughts byone of several methods..

Auditory means, such as speaking or singing And Physical means such as sign language, touch or eye

contact.

The exchange of information between two points.

The successful transmission of information through acommon system of symbols, signs, behaviour,speech, writing or signals.


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Communication

Communication is an essential management

function. It describes an attempt to achieveas complete and as accurate an

understanding as possible between two or

more people..

What you say is only as important as what isheard and understood by the listener.


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Since the beginning of time the need tocommunicate emerges from a set of

universal questions:

Who am I?

Who needs to know? Why do they need to know?

How will they find out?

How do I want them to respond?


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Since the beginning of time

Individuals, communities and organisationsexpress their individuality through their

identity.

From the cave paintings to digital messagestransmitted via satellite, humanity continuesto create an infinite sensory palette of visual

and verbal expression.


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What Does a communication process

involve?

You have an idea that you need tocommunicate and a message is sent to the

receiver, either verbally or non-verbally.

The receiver then translates the words ornonverbal gestures into a concept orinformation.


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The success of the transmission

depends on two factors ..

Content the actual words or symbols that constitutea part of the message, known as language either

spoken or written. Context isthe way the message is delivered the

tone, expression in the senders eyes, body language,hand gestures and state of emotion - anger, fear,uncertainty, confidence and so on.

When we communicate, the other person notices twothings: What we say and how we say it.


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You cannot have human relations without

communication

Good and effective communication is requiredfor good and successful business

administration.

It is one of the basic functions ofmanagement in any organisation

It is a process of transmitting information,

ideas, thoughts, opinions and plans betweenvarious parts of an organisation.


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Manager and Employee relations

Effective communication of information anddecision is an essential component for

management-employee relations.

Most management problems arise because oflack of effective communication.

Chances of misunderstanding and

misrepresentation can be minimized withproper communication.


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For motivation and employee morale:

Inappropriate or faulty communication betweenmanager and his subordinates is the major cause of

conflict and low morale at work. Manager should clarify to employees about what is to

be done, how well they are doing and what can bedone for better performance to improve theirmotivation.

He can prepare a written statement clearly outliningthe relationship between company objectives andpersonal objectives, integrating the interest of the two.


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Verbal Communication

Could be an address or lecture

A presentation with or without visual aids likeslides, Flip Charts, short films

A Power Point Presentation

What is important though is that the messagegets across with Clarity and no ambiguity


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So How Do We Do it?

Decide what exactly do you want to tell your audience

Then say it in simple and lucid language

Your sentences have to be short and crispgrammatically correct and must carry the messagewithout ambiguity.

Each sentence must carry just one thought in astraightforward manner.

Never ever use abusive language, it doesnt matter ifyour audience is made up of your juniors and you aretrying to put the fear of God into them. Just never doit.


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Five exercises to practise every

day!

Pretend you a newscaster and read out the newspaperto your mirror.

Do not read local newspapers. Focus on nationalnewspapers.

While reading a book, underline all the words you donot know. Look them up in the dictionary.

Make a list of these words, make sure you use at least

five of them in a conversation during the day.

Most important, make an effort to speak in English toyour friends and family.


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All of us can hear, but all of us

cannot listen..

Hearing and listening are not the same thing.

Hearing is involuntary

Listening involves the reception and interpretation ofwhat is heard.

It decodes the sound heard into meaning.


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An Active Listener does not ..

Does not finish the sentence of others

Does not answer questions with questions

Never daydreams or becomes preoccupied with onesown thoughts when others talk

Lets others talk

Does not dominate the conversation

Provides feedback but does not interrupt incessantly. Keeps the conversation on what the speaker says.. Not

on what interests them.

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Communicating Effectively and With Clarity