1. AGENDA What is communication? What is effective communication? Principles of effective communication Barrier to communication Importance of communication at workplace 1 Day
2. Expectation Setting Pledge to use English as the language of communication throughout the session and afterwards. Active participation in all activities and discussions. Think and then speak- slowly, loudly and clearly.
3. Communications is not Rocket Science, instead its an Art. 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 experience with anything outside of ourselves. Common form of communication including speaking, writing, gestures, touch and broadcasting.
4. Communication Advantages Better understand what others are saying Enhance Relationship Reduce stress Better understand how to get your message across Save time and money Increase Productivity
5. What is Effective Communication Effective Communication is the communication which produces intended or desired results Sending the right message to the right person Is a two-way information sharing process Combines a set of skills including Nonverbal Communication Engaged Listening Managing stress in the moment Ability to communicate assertively Psychology of the people you are interacting with
6. What makes communication effective? Make the message : Attractive Brief & Clear Frame message according to the capability of the receiver. Eye contact should be maintained Rate of speech Create rapport with the receiver Select appropriate channel Encourage listening & feedback Use concrete words Meaningful Content SENDER RECEIVER Blend of verbal and non-verbal communication Avoid communicating in extreme emotional states
7. Uses of Effective Communication To understand a person or situation in a better way Enables us to solve the differences, build trust and respect in the organization Helps us in decision making Connect well with kids, spouse, boss, colleagues etc Resolve problems with boths point of view
8. Principles of Effective Communication Remember that we are constantly communicating our feelings and attitude Non verbally Record important data Do not confuse assumption with facts Information has to be shared in order to be used Break down information into essentials Make sure the message is received and understood Showing is often more effective than telling Whenever possible use two way communication Dont expect everyone to interpret the same data the same way
9. Guidelines for Effective Communication The 7Cs of Effective Business Communication Conciseness 2 Clarity 3 4 Correctness 5 Consideration 6 Courtesy 7 Concreteness 1 Completeness
10. Guidelines for Effective Communication 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 1 Completeness
11. Guidelines for Effective Communication Conciseness 2 Conciseness means communicating what you want to convey in least possible words 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 Conciseness is a necessity for effective communication
12. Guidelines for Effective Communication Clarity 3 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
13. Guidelines for Effective Communication 4 Correctness Correctness in the communication implies that the correct information is conveyed through message. Correct information includes the precision and accurateness of facts and figures used in the message. Free from grammatical errors and use of appropriate and correct language. Correct communication boosts up the confidence level of the sender Correct information has greater impact on the audience.
14. Guidelines for Effective Communication 5 Consideration Effective communication must take audience into consideration by knowing the viewpoints, background, mindset, educational level, etc. 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 Consideration implies stepping into the shoes of others
15. Guidelines for Effective Communication Courtesy is not at all bias in nature. 6 Courtesy 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.
16. Guidelines for Effective Communication 7 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.
17. Barriers to Communication Semantic Badly Expressed Message Symbols orWords with Different Meanings FaultyTranslation Unclarified Assumptions Technical Jargon Body Language and Gesture Decoding Premature Evaluation Lack of Attention Loss byTransmission and Poor Retention Distrust of communication Undue reliance on the written word Failure to communicate Organisational Policies Rules and Regulations Status relation Complexity in Organisational Structure Organisational Facilities Barriers Related to Superiors Fear of Challenge of Authority Lack of Confidence in Subordinates Barriers Related to Subordinates Unwillingness to Communicate Lack of Proper Incentive Psychological / Emotional PersonalOrganizational
18. Over Coming the Barriers Summarizing what has been said Effective Questions Seeking Participation Checking for understanding Simple words Body Language (smile, eye contact, gestures, tone) Cultural Sensitivity Connecting with the audience
19. Importance of Communication at Workplace Communication is the means through which delegation and decentralization of authority is successfully accomplished in an organization. Communication helps employees to understand their role clearly and perform effectively. Keep expectations in check Helps in achieving co-ordination and mutual understanding which leads to increased productivity. Optimum Productivity Communication improves managerial efficiency and ensures cooperation of the staff. Eliminates Conflicts Effective communication helps in molding attitudes and building up employees morale Work Satisfaction