FIRST SEM ESTER COMM UNTATDN SKILLS (HS113/114] FROM ACADEM © SESSDN 202122 UNIT Communications is fundamental to the existence and survival of humans as well _ as to an organization. It is a process of creating and sharing ideas, information, views, facts, feelings, etc. among the people to reach a common understanding. Communication is the key to the Directing function of management. Importance of Communication 1. The Basis of Co-ordination: The manager explains to the employees the organizational gcals, modes of their achievement and also the interpersonal relationships amongst them. This provides coordination between various employees and also departments. Thus, communications act as a basis for coordination in the organization. 2, Fluent Working: A manager coordinates the human and physical elements of an organization to run it smoothly and efficiently. This coordination is not possible without proper communication. 8. The Basis of Decision Making: Proper communication provides information to the manager that is useful for decision making. No decisions could be taken in the absence of information. Thus, communication is the basis for taking the right decisions. 4, Increases Managerial Efficiency: The manager conveys the targets and issues instructions and allocates jobs to the subordinates. All of these aspects involve communication. Thus, communication is essential for the quick and effective performance of the managers and the entire organization. . 5. Increases Cooperation and Organizational Peace: The two-way communication process promotes co-operation and mutual understanding amongst the workers and also between them and the management. This leads to less friction and thus leads to industrial peace in the factory and efficient operations. 6. Boosts Morale of the Employees: Good communication helps the workers to adjust to the physical and social aspect of work. It also improves good human relations ‘in the industry. An efficient system of communication enables the management to motivate, influence and satisfy the subordinates which in turn boosts their morale and keeps them motivated. Communications Process Communications is a continuous process which mainly involves three elements viz. sender, message, and receiver. The elements involved in the communication process are explained below in detail: 1. Sender: The sender or the communicator generates the message and conveys it to the receiver. He is the source and the one who starts the communication 2. Message: It is the idea, information, view, fact, feeling, ete. that is generated by the sender and is then intended to be communicated further. 3. Encoding: The message generated by the sender is encoded symbolically such as in the form of words, pictures, gestures, etc, before it is being conveyed. Scanned with CamScanneree + nowewevuu Uoiester, LUTMuUMICATION SKIS 4, Medium: It is the manner in which the encoded message is transmitted. The message may be transmitted orally or in writing. ‘The medium of communication includes telephone, internet, post, fax, e-mail, etc. The choice of medium is decided by the sender. 5. Decoding: It is the process of converting the 5; i the sender. After decoding the moseage is received by Tig it into méasage eneedssiy 6. Receiver: He is the person who is last in the chain and for whom the message was sent by the sender. Once the receiver receives the message and understands it in proper perspective and acts according to the message, only then the purpose of | communication is successful. ' 7. Feedback: Once the receiver confirms to the sender that he has received the | message and understood it, the process of communication is complete. ~ 8. Noise: It refers to any obstruction that is caused by the sender, message | receiver during the process of communication. For example, bad telephone connection, faulty encoding, faulty decoding, inattentive receiver, poor understanding of message | due to prejudice or inappropriate gestures, etc. Feedback Attributes of Communication/Effective Communication 7C’s The following are the principles of good communication / (1) Completeness: (i) Your business message is complete when it contains all the facts, the reader ot listener needs for reaction you desire. (ii) Communicators-senders and receivers differ in their mental filters, they are influenced by their backgrounds, viewpoints, needs, experiences, attitudes, status and) emotions. (iii) Because of these differences, communication senders need to assess theif | messages through the eyes of receivers to be sure they have included all relevant information. (iv) Provide all the necessary information like WHO, WHAT, WHERE, WHEN, WHY, HOW? (v) Answer all questions asked. (vi) Give the extra information when desired. | Scanned with CamScannerhe on or ze re nd eir ant LP. University-[B.Tech.]~Akash Books 2021-3 (2) Clarity: (i) It means getting Gi)The message should be put in simple terms to ensure clarity. Gii) Words must mean the same thing to the receiver as they do to the sendér. ages must be compressed into themes, slogans in order to the information from your head of your reader accurately. (iv)The complex mess: ensure the clarity. (3) Conciseness: (@ Conciseness is saying what you have to say in the fewest possible words without sacrificing the other C qualities. (ii) Eliminate wordy expressions. (iii)Include only relevant material i.e. stick to the purpose of the message. (iv)Avoid unnecessary repetition because it leads to dullness. (4) Correctness: (i) At the core of correctness is proper grammar, punctuation, and spelling. (ii) However, a message may be perfect grammatically and mechanically but still insult or lose a customer. (iii) The term “CORRECTNESS” as applied to business messages, also means the following three characteristics i.e. use the right level of language, check accuracy of figures, facts, and words and maintain acceptable witting mechanics. (v)Transmission of incorrect information to the superiors will lead to incorrect decision making. (5) Concreteness: (@ It is an essential requirement of effective communication (ii) Communicating concretely means being specific, definite, and vivid rather than vague and general. (ii) Often it means using denotative (direct, explicit, often dictionary based) rather than connotative words (ideas or notions suggested by. or associated with a word or phrase). (6) Consideration: (i) It means preparing every message with the message receiver in your mind. (ii) You are considerate when you do not lose temper, you do not accuse, you do not charge them without facts. The sender should adopt the human approach and understand the sentiments and emotions of the receiver. (iv) The socio psychological background of the receiver must be understood. (D Courtesy: (i) It involves being aware not only of the perspective of others, but also their feelings. ti (ii) Be sincerely tactful, thoughtful and appreciative. Knowing your audience allows you to use statements of courtesy. (iv) Use expressions that show respect. (v) Choose non-discriminatory expressions. Scanned with CamScanner42021 First/Second Semester, Communication Skills Verbal Communication Skills Verbal communication means communication through words. We use words to share thoughts, feelings and ideas with others. Words. are meaningless unless the receiver understands them in the same meaning as intended by the sender. Words can be oral or written, When messages are sent through oral words, itis known as oral communication and when they are sent through written words, it is known as written communication, Verbal communication can, thus, take two forms: A. Oral communication and B. Written communication. A. Oral communication: Oral communication means transmission of messages through spoken words. Most of the communication takes place orally. When people meet cach other, they interact face-to- face and share their thoughts. The way we talk reflects our personality, educational background, emotional state and relationship with the listener. Oral Communication is Used 1. By choice: Managers transmit messages orally when they want speedy transmission of ideas, 2, Nature of information: Highly confidential information where. evidence in writing is not to be retained is generally transmitted orally. 3, Situation: When receiver of information does not want to read long notices, managers transmit information orally. Oral communication can be formal and informal. Formal oral communication takes place through formal presentations, group discussions, meetings, interviews ete. Informal oral communication takes place through face-to-face conversation or telephone. Informal communication helps in maintaining healthy interpersonal relationships. Merits of Oral Communication: Oral communication has the following merits: 1. Speed: It isa fast medium of communication. It takes long to write, dispatch and receive a letter while orally, messages can be transmitted and received simultaneous, Messages ean be instantly encoded, transmitted and decoded, - 2. Feedback: The sender can receive immediate feedback from the receiver, Doubts and Clarifications can be sought at the point of discussion, thus, enhances efficie feainnessage. Message can he reframed for better understanding and sesice While feedback is more apparent in two-way communication, In one-way communication. feedback can be provided through gestures. ail 5. Synergy: Two brains can think faster and better than one. ‘0 leven.’ When people discuss matters orally, than can be thought of by one man alone, 4. Economical: It i ine plus one makes they arrive at better proposals and solutions munication. It saves time i ‘aff. People at distant places can be 'ed and actions can be initiated without delay, Ifthe message is not clear, s 0 the audience. Written wo 5. Flexible: 1 tomakoitden s ender can change his voice, words or tone rds cannot be easily changed, Scanned with CamScanner pers mes thro deve mee Limi Oral are} com: the discv ener recei mess ~ send andr preju find f c inforn messe a mike « of oral G people are not B. Wri Writter documne * through actions of the receiver whether or not he has understood LP} University-[B.Tech.|-Akash Books 2021-5, 6. Personal touch: It adds personal touch to " a " communication, personally talk to subordinates, it carries more meaning than meee aanagers message in writing. itting the same 7. Secrecy: Secrecy can be maintained in oral. communication, Confidential information is transmitted orally so that no evidence is maintained in writing, 8. Non-verbal clues: Actions speaks louder than words. The speaker can make out the message. 9. Inter-personal relations: It is an effective medium of communication to develop healthy inter-personal relations amongst superiors and subordinates, Personal meetings and discussions create healthy climate in business organisations, Limitations of Oral Communication Oral communication suffers from the following limitations: (a) Lack of evidence: Oral communication has no proof as nothing is evidenced in writing. Matters discussed cannot be used for future reference. Thus, where references are required for decision-making, this is not a suitable medium of communication. (b) Limited time: Though immediate feedback is a positive feature of oral communication, receiver has very little time to think. He may immediately say ‘yes’ to the proposal while actually it may not be possible for him to act upon it. () Costly: Sometimes, meetings run for hours and end up without conclusions. This results in waste of time, money and energy. People deviate from the agenda and discuss issues not relevant to the frame of decided subject matter. It wastes time and energy to come to the point and take relevant decisions. (@) Lengthy messages: When messages are lengthy, it is not a suitable medium of communication. Human memory cannot retain things for long. Both sender and receiver may not be able to recall the message, it is always better to write lengthy messages, (e) Geographical locations: It is not a suitable form of communication where sender and receiver are separated by geographical distances, Talking on phone is costly and noisy. Travelling long distances for personal meetings may be costlier. (®) Attitudinal problems: If sender and receiver have personal biases and Prejudices against each other, oral communication becomes ineffective. They tend to find faults with others’ suggestions rather than arrive at consensus. (G) Misunderstanding: Fraction of inattentiveness can result in loss of important information. This results in misunderstanding and varying perception about the message conveyed. (a) Noise: Oral communication is prone to noise. Disturbance in telephone lines, mike connections, faxes, interference by the third person etc. reduces the effectiveness of oral communication. (i) Assigning responsibility: It is difficult to assign responsibility and hold People accountable for mistakes and inaccuracies in carrying out the messages as they are not recorded for reference. B. Written Communication: Written communication transmits messages, ideas and thoughts in writing with documentary proof in the form of notices, letters, circulars, hand-outs, manuals ete, Scanned with CamScanner j |7 6-2021 First/Second Semester, Communication Skills Ina large organisation, managers interact with various stakeholders, like consumers, suppliers, Government, labour unions, shareholders etc. These stakeholders are separated by wide geographical distances and, therefore, managers cannot communicate with them orally. They adopt written means of communication for smooth conduct of the organisation. It needs lot of deliberation, effort and thinking to put a message in writing. Similar to oral communication, written communication can be used in formal and informal channels, Fax, letters, reports, notices, etc. are the usual means for transmitting messages in writing, Merits of Written Communication: Written communication has the following merits: 1. Documentary evidence: Written communication is a record on paper. It, therefore, has evidence for future reference. Reference to any point can be made at any Point of time if matters are put in writing. 2, Legal evidence: If disputes arise that require judicial interpretations, written information helps in maintaining legal defence. 8. Better understanding: Messages in writing can be read as many times as the reader wants to understand the message. 4, Well stated message: The sender can think, analyse and take time to put the message in writing. The message is more balanced than oral communication. 5. Wider access: It can reach a much larger audience and geographical coverage than oral communication. In case of mass communication, letters and newspapers can be read by a large number of people. 6. Responsibility: Responsibility can be fixed in written communication as against oral communication. People can be held liable for mistakes, errors and omissions, 7. Uniformity: It maintains uniformity of policies and procedures. Oral communication is liable to different interpretations but written, facts clearly specify what is expected of whom. 8. Lasting impaet: What one reads is more lasting than what one hears. Reading messages has a lasting impact on readers. 9. Noise free: It is free from noise. One can write and read at convenience, Internal (fans, people talking to each other) and external (loudspeakers, telephone disconnection) disturbances do not affect the efficiency of written communication 10. Suitable for lengthy messages: Lengthy and complex messages can be better encoded and decoded when put in writing. Limitations of Written Communication Written communication suffers from the following limitations: 1. Writing skills: Writing is an art. Everybody cannot put messages in writing, It ie sender does not have writing skills, written communication will be of little value, 2, Paperwork: Putting messages in writing requires huge amount of paper work. In many departments, files get misplaced which delays the processing of information 3, Time: It is a time-consuming means of communication. It is not suitable where immediate feedback is required. Scanned with CamScanner mes shor drat are sod dis the leg: refe rout Difial should be same as that of the sender. LP. University-[B.Tech.]-Akash Books 4, Different interpretations: Choice of wor messages are put in writing. Receiver’s unders! 2021-7 ‘ds should be carefully made tanding of the words and pen 5. Costly: It is a costly means of communication. Lot of drafting and sending the message. In big organisations, are maintained. Stationery and administrative costs so drafted that benefits outweigh the costs. 6. Lack of personal touch: It lacks personal touch between receiver. ime and money are spent Separate mailing departments are huge. The Message should be the sender and the 7. Lack of secrecy: Written messages cannot remain secret as they pass through a number of levels and departments. 8, Non-verbal clues: Sender cannot read facial expressions and gestures of the receiver. He cannot understand how well the receiver appreciates what he wants to convey, 9. Lack of flexibility: Written messages lack flexibility as they cannot be easily changed. Lot of time and money have to be spent on changing the message. The above discussion makes it clear that oral or written medium of communication depends upon the situation. * If information is formal that does not require personal link of sender with the receiver, it is lengthy and needs to be preserved for future reference, or is required for legal interpretations, written communication is more appropriate than oral. If, on the other hand, information has to be given to a small number of people who are centrally located, it is confidential and does not need to be stored for future or legal reference, oral communication is more appropriate than written. Daily, routine and informal matters are generally communicated orally while important, formal and non- routine matters are communicated in writing. Differences between Oral and Written Communications: S.No. Oral Communication Written Communication 1. _| Itis flexible. It is rigid or non-flexible. 2. Responsibility cannot be easily fixed. | Responsibility can be fixed. 3. | It is liable to different It maintains uniformity of interpretations. action. It has no documentary proof. It has documentary proof. 5. | It can reach a limited number of Tt has wide access to receivers audience. 6, _ | It is less costly in terms of time and _| It is expensive. money. It does not have a lasting impact. _| It has a lasting impact. It is suitable for sending short, It is suitable for sending messages, lengthy messages. 9. | Ithelps the sender to receive Feedback cannot be immediate feedback on the message. | immediately received. 10. | It adds personal touch to It does not promote personal communication process. relationships between the sender and the receiver. Scanned with CamScanner8-2021 First/Second Semester, Communication Skills Non-Verbal Communication ‘Actions speak louder than words.’ Our gestures and facial expressions can express what words cannot. We do not communicate through words alone. A pat on the back or a word of praise can motivate workers to do things that oral or written instructions cannot, In fact, body movements, gestures, voice, tones ete, account for about ninety three percent of our communication. Only above seven per cent of communication is done through words. Nonverbal communication takes place without use of words. It conveys messages through body movements and audio-visual signals. It helps to understand the mental and emotional state of the sender and receiver, form impressions about attitudes and behaviour of people and, thus, helps to improve the communication. It is a less deliberate _ and conscious form of communication. Gestures and expressions come on their own and reflect the effectiveness of communication. Non-verbal communication can take the following forms: A. Body language (kinesies), B, Para language, C. Sign language, and D. Space language, time language and surroundings. ‘A. Body Language (kinesies): Body language is the language of body. It is the way our body communicates through its parts. Our face, eyes, posture, gesture etc. reflect our attitudes, emotions, mood, feelings (positive or negative) ete. A nod of head, blinking of eyes, waving of hands can indicate lot about our reflexes without actually speaking anything. ‘Face is the index of mind.’ Face can tell what we are thinking without actually saying the same. While words speak consciously, body speaks sub-consciously. It always tells the truth. We can jumble with words.but not with our body. Body also reflects our status. In a conversation of two persons, one of whom is sitting erect and tensed and the other relaxed and strong, it can be inferred that former is the subordinate and latter the superior, “We talk with our vocal cords, but we communicate with our facial expressions, our tone of voice, our whole body.” Study of messages conveyed by our body is known as ‘Kinesics’, Our body speaks through its parts as follows: 1. Facial expression: Face expresses what is going on inside us, Face speaks what words cannot. Fear, anger, surprise, sadness, happiness ete. are reflected through our facial expressions. The forehead, eyebrows, cheeks, lips ete. reflect our inner emotions. ‘Though not very often, facial expressions give wrong signals also. A person may be frowning because of acute headache while his co-workers may take it as a sign of resentment. 2, Eye contact: Eyes, as part of the face, express how deeply we are involved in the discussion. When two persons are talking, direct eye contact is the most effective way of expressing oneself to the other. Raised eyebrows and eyelids express surprise or excitement. Closed eyelids may express. pain or deep concentration. Fixed eyes express concentration. Long eye contact reflects interest in the subject while brief eye contact, reflects disinterest. Sometimes, eyes may send wrong signals also, Red eyes reflect anger but if'a person has not slept the whole night, red eyes reflect lack of sleep and not anger. Scanned with CamScanner hono nega impe They impe ‘V is disag | confi | stan | wea: peel attr B.P | Par | com com with | clar | effe hig! + how inte audhat ord -In ent 1h es nd ad e aN LP. University-1B Tech |-Axeash Books 8. Head: Head position reflects confidence in a of head shows that listener is understanding the Rr TP teUssed. Nodding honour and selfeonfidence. A head bent low is a sign of modoane @ ne 88 sign of negative cases, it may even reflect shame and a sorry figure. He, ad post Politeness, In important indication of non-verbal communication, Posture is, thus, an 4, Gestures: Gestures are the physical movements of a They reflect meanings which are usually understood by everyone. Tapping fort cient, impatience, tapping finger reflets thinking, pounding fst on the tale reflects orev ‘V is a sign of victory, a blink of eyes shows acceptance and twisting of lips shone disagreement. 5, Posture: Posture is the way we carry ourselves. An erect posture reflects confidence, a bent posture reflects thinking, relaxed posture reflects balanced state of mind, sitting backwards with legs apart is a sign of disinterest. The way we sit and stand reflects our attitude towards job and the person whom we are talking to, rms, legs, hands and head, 6, Appearance: Physical appearance, that is, the way we dress, do our hair style, wear make up, wear our shoes ete. greatly reflect our attitude towards our job and peers. Appearance is a strong form of non-verbal communication. Pleasant appearance attracts the listeners and non-pleasant appearance does not. B, Para Language Para means ‘like’ and para language means ‘like language’. It is use of non-verbal communication, which is similar to language. It is closest in meaning to verbal communication. Words convey meaning through para language. It indicates how a speaker speaks. “Thanks’ said with a sad face and ‘sorry’ said with a happy face do not convey the right meaning. Sarcasm, criticism, nervousness, calmness, joy, anger ete. are reflected through tone and pitch of the-voice. Para language facilitates non-verbal communication in the following ways: 1. Voice: Voice is an important indicator of our personality. A soft voice indicates calmness and hard voice indicates harshness or strictness. A clear voice indicates clarity of subject and stammering voice indicates nervousness. Clarity of voice affects effectiveness of communication. Voice takes care of the following aspects: (a) Pitch variation: Pitch of the voice means tone of the voice. Voice can have a high or low pitch. A person speaking at the same pitch becomes boring for listeners, howsoever interesting his subject may be, Voice modulation makes the speaker interesting. Some words also need extra styess to convey the right meaning. High or low pitch indicates the following: (@ Authority: People having high authority tend to speak in high tone and those subordinate to them tend to speak in low tone or pitch. High authority people who are humble by nature, however, speak in low pitch. (di) State of mind: People in excitement or anger speak in high tone and those in balanced mental state speak in low or soft tone. “Don't raise your voice. Tl not be convinced by your shouting” reflects high tone of a person in angry mood. () Volume variation: Volume means loudness. Voice should be loud enough for audience to hear. Scanned with CamScanner10-2021 First/Second Semester, Communication Skills Volume of voice is affected by the following: (@ Mode of communication: If the speaker is talking on phone, his volume has to be low but if he is addressing a seminar or conference, the volume is comparatively high. (ii) Size of audience: A large audience or gathering requires high volume of the speaker and a small gathering requires low volume. (iii) Emphasis on words: Certain words or sentences that need special attention are spoken at a higher volume than the rest. . (c) Speed and pause: Speed is a great contributor to voice. Speed has to vary with the subject matter being conveyed. Important matters should be discussed at a low speed so that no part of the information is skipped out. Routine and general information may, however, be communicated at a fast speed. Use of grammatical pauses (comme full stop, question mark, exclamation mark ete.) increases the efficiency of speed: Punctuation marks break the speed and add powerful influences to it Note the change in this conversation: A: “How are you I have not seen you for long I hope everything is fine.” B:“How are you? I have not seen you for long. I hope everything is fine.” B’s communication is more powerful than that of A. Pauses make the speech powerful provided they are used at the right places. (d) Non-fluencies: Non-fluencies are the pauses that are scattered at intervals over the speech to make it more interesting and understandable. Use of words like ‘ok, ‘all-right’, ‘Is it clear’, ‘oh’, ‘uh’, ‘um’ ete, make communication effective. They add fluency to the speech. They give breathing time to both speaker and the listener. Nevertheless, their use should be made judiciously, Using too much of these words can make communication boring. 2, Proper stress on words: Proper stress on words clarify the meaning of the sentence. (a) Lam going with you: The stress is on ‘I. It means I and nobody else is going with you. 3 (®) Lam going with you: The stress is on ‘you’. It means I am going with none other than you. Stress changes the meaning of sentences and conveys what the sender intends to convey. 3. Mixed signals: What one wants to say and how he says must correspond with each other. ‘A says to B: “Please switch off the light. It’s been on for hours.” B gets irritated and replies: “I switched it on just half an hour ago. How do you say it’s been ON for hours?” Though A wanted to say that the light was on for quite some time, use of the word ‘hours’ miscommunicated the message. ‘What’ and ‘How’ of the message should go together tomake communication effective. Language can be improved by listening to good speakers and news channels on Television and Radio. Para language is an important supplement to verbal communication. It makes verbal communication complete and effective. It tells about the personality, position, educational background and mental state of the speaker. Scanned with CamScanner Hos in spect Receive listenin C1 to say. throug Sig x Ancient Us to conv used ir and ch Pa bird's. Red ge speak attrac P slides backg exten: H backg meani speak 2. comm have soun ofap we wi E break A mana signa s all caLP. University-[B.Tech.|-Akash Books However, different signals convey different meanin, in speech are considered good by Japanese but Amer Receivers or listeners must, therefore, be open-mini listening to people of different cultures, C. Ionics: Signs are the symbols that convey almost 50 per cent of what we want to say. Iconies is a non-yerbal form of communication where sender conveys messane through symbols. we Sign language can be of the following types: 1. Visual signs: Visual signs convey messages through pictures and drawings. Ancient civilisation speaks about itself through carvings and engravings on walls. Use of posters, pictures, paintings, maps, diagrams, colours ete. is very common to convey the intended messages. Mathematical symbols like ‘<‘, ‘>’, ‘=’ are commonly used in solving mathematical problems. Geography and history books contain maps and charts. Pamphlets used by tourism industry contain pictures of famous places to give a bird's eye view to the tourist. Colours are also an important indication of messages. Red generally denotes anger, white denotes peace and green denotes progress. Pictures speak what thousand words together cannot. They make communication effective by attracting attention of the listener. Presentations in seminars and conferences make ample use of visual signs through 2021-11 igs in different cultures. Pauses icans prefer fluency in speech ded and’patient when they are slides and graphs. Pictures make communication interesting and also reflect cultural background of the communicator. In the business world, posters and pictures are extensively used for advertising. However, symbols must be used cautiously when people of different cultural backgrounds are conversing with each other as different symbols could convey different meanings in different cultures. Interpretation of symbols depends upon mindset of the speaker and the listener. 2. Audio signs: Use of audio signals is an effective tool that supports non-verbal communication. Alarm clocks, siren, bells, ambulance, fire brigades and police vans have peculiar sound which convey standard meanings. The moment one hears the sound of an ambulance, one leaves way even if it is not carrying any patient. (Sound of a police van signals theft somewhere), If we have to take a 3.00 p.m. flight for which we want to get up at 12 midnight, phone alarm or alarm clock serves the purpose best. Business houses make use of different audio signals to announce emergency, lunch break, starting of the day, end of the day, call a peon ete. Audio signals make communication faster and effective. They are useful in time management and streamline working of the organisation. However, wrong use of such signals should be avoided, otherwise they become ineffective communicators. Sign language, thus, cannot be a complete substitute for verbal communication in all cases. It is only an important supplement to verbal communication, D. Space Language, Time Language and Surroundings: ‘ The space around us, time and physical surroundings are as important non-verbal forms of communication as verbal communication, Their importance is discussed below: 1, Space language/ Proxemies: Stu idy of communication through spac i a space around us is known as space language or Proxemi i feet ", Say, we are standing four feet away from Scanned with CamScannerWhether i ia distanes - depends upon how close and intimate we are with hima, eau? this distance or nop 12-2021 First/Second Semester, Communication Skills our boss and communicating with him. are with him. If we want to communicate with our friends and relatives, space language can i intain with them and whom we would tel ria in a Pte, How close ae Wete the person with whom we are communicating, what ieyalty . lat . oes we maintain with him "MP With him, are reflected through the space ordistanes | #xal to peo] Eacaed T Ball Presents the space language through the following distances worth ‘imate space language: This indicates a i communicators, Within this space, bdy languare iemere ns eemeeD the | a 8 hour: whispers, handshakes ete. In the official context, | aoa jatters are generally discussed in intimate space, e () Personal space language: This space varies between 18 inches and 4 feet. | As Within this space, people talk to personal friends and visitors who may not He Recessarily be in very close proximity with each other. Normal conversation | rushes is carried within this space which is personal but not confidential. In official | minute context, it may relate to important business decisions. ; time-s: (©) Social space language: This space varies between 4 feet and 12 feet. This is used for formal business communication. It is not affected by personal | relationships, expressions and feelings. Communication is planned and dominated by reason. (a) Public space language: It is the space beyond 12 feet. It is used to convey formal messages. Speaking in large seminar halls or addressing public gatherings during elections are examples of public space language. Emotions __ and personal biases find no place in this form of space language. | Use of space also indicates the way people wish to interact with others. People who | sit in the front are active communicators while those who sit at the back are generally listeners. They are not much interested in communication. | Though space or distance -between communicators largely tells about the | relationships between them, it may not always be so. A doctor and a patient, a lawyer and his client sit very close to each other while communicating but their relationship cannot be described as informal. Public Space acme Personal Space Scanned with CamScannerLP. University-(B.Tech.]~Akash Books 2001-13 2, Time language/ Chronemies: ‘Time is money’, Work done int about the worth of the candidate. An employee who always reaches oa te reflec hi loyalty and interest in the job. People who value the time high are also wales th by others. Directors and secretaries of government organisations ohien give appointments to people to indicate value of time for them. Time taken to complete a tack iene worth of the task and the person performing that task. ‘Time management is a widely practiced field of management today. ‘Time management means a skilful handling of time Setting aside 8 hours for res, 8.hours for work, each one is left with 8 hours. But we can’t call these eight hourg as our own, Our daily chores, family, triends, relatives, social commitments, watching ace.” television, reading newspaper/magazines all these claim their own share, | feet, As such, we hardly left with any time out of 8 hour as ‘exclusively mine’. Y not However a judicious handing of time will provide you the time. Note that time ation rushes past us constantly. We must look for and collect and even hoard it minute by fficial minute. Forget big hour-saving ideas. Concentrate instead on twenty to thirty minute time-savers. Or even ten minute time saving devices. This How can You Do it? sonal 1, Eliminate unnecessary, slave-of-habit things. Ce 2. Stop doing what you must the hard way; simpler is usually earlier and faster, eo 3. Teach yourself to do two or three things at a time without making a mess of them. ublic 4, Fix up priorities. tions 5. Plan properly. Every moment spent planing helps to save three of four in execution. who By doing so you'll save 140 minutes, add a cut on rest period by 120 minutes-since rally what all needed is sound, quality sleep. Six hours are enough for an adult Sclzhenitsyn says, “ if waste a minute, I waste an hour; if waste an hour, waste a the day; if I waste a day I waste a life time’. hip Then the precious 260 minutes can be utilised for: 1. Creative writing 2. Art 3, Hobbies/additional reading 4, Personality development programmes Small Tips For Time saving 1. He who rises late may trot all day but still not overtake his business by night, 2, Answer letters briefly. No one wants to read a novel in an envelope. 3. When interrupted, try to return to work on hand immediately. 4, Do away with garrulous people, poiitely. 5. Do not procrastinate; it is the thief of time, 6. Fix up priorities and act accordingly, 7. Remember, ‘toniorrow’ is two days late for yesterday's task. 8. The more you have to do, the more you are to economise your time. stretch Yourself, 9. Be punctual anc doing things. able to accomplish, for then you learn id disciplined in keeping up your schedules, appointments and Scanned with CamScannerFirst/Second Semester, Communication Skills 14-2021 or laboratory remember always: Whether it is office, home, factory, industry « Tarn your desk: into a time saving work-station. « Keep household clutter from cluttering your schedule. + Put fax, electronic mail, computer to worlk for you. + Turn travelling into usable Time. ; «Delegate as much as you can to whomsoever you can, including your kids. + Determine your peak hourse and use them to get things done. «# Set aside a fixed time each day to improve yourself, your opportunities and your life, 7 ‘Aword of caution: In an attempt to manage time don’t be stressful or tense, irritable for that will foil the every purpose of TIME MANAGEMENT! = 8. Surroundings: Surroundings represent the physical environment in which we work, A well-furnished, carpeted, softly coloured office with a well-designed layout and beautiful paintings on the walls, speaks a lot more than an office with ordinary layout and furniture. The way we decorate our homes also speaks about our taste, status and background. F Architects and structural engineers are widely consulted to give size and decoration to the rooms that can attract business clients and also provide a positive environment to people to work. Environment or physical surrounding is an important non-financial incentive that promotes organisational productivity and profitability. BARRIES TO EFFECTIVE COMMUNICATION: Sometimes, somewhere between the moment someone speaks and another responds, communication becomes broken. We've all been there. A conversation, or even an online chat or string of mobile texts, leads to a terrible misunderstanding and all of a sudden all hopes for reaching an agreement go right out the window. or ive Communication 1. Physical Barriers: this has to'do with poor or outdated equipment used during communications, background noise, poor lighting, temperatures that are too hot or too cold. 2, Attitudes: emotions like anger or sadness can taint objectivity. Also being extremely nervous, having a personal agenda or “needing to be right no matter what” can make communications less than effective. This is also known as “Emotional Noise” 3. Language: this ean seem like an easy one, but even people speaking the same language can have difficulty understanding each other if they are from different generations or from different regions of the same country. Slang, professional jargon and regional colloquialisms can even hurt communicators with the best intentions, 4. Physiological Barriers: ill health, poor eyesight or hearing difficulties, pain 5. Problems with Structure Design: companies or institutions can have organization structures that are not clear, which can make communications difficult. Also to blame for faulty communications are bad information systems, and lack of supervision or training of the people involved. Most Common Barriers to Effe; 6. Cultural Noise: people sometimes make stereotypical assumptions about others based on their cultural background. of Common Experience: it’s a great idea to use examples or stories to explain a point that is being discussed. However, if the speaker and the audience cannot relate ‘eee to these exam same experie 8.Ambigi || generalizatio and that can 9. Inform details can 0 10. Assu decision abo effective con ‘communicati Socio-p communicati a smooth pr ‘communicati communicati communicati Socio-ps an organizat social or psy background, the case of R psychological fully. A social- ways of proce or misunders barriers to ec Types of So The most im may have to 1. Emo individuals, anger and ot others as wel 2. Opin psychological (perhaps eve communicati 3. Diffe ‘communicati organization because the f 4. Atten also be a dire being unable retention ski Scanned with CamScannerLP. University-[B.Tech.]-Akash Books 2021-15, to these examples because they do not have the same knowledge or have not shared the fe experiences then this tool will be ineffective 8,Ambiguity and Abstractions Overuse: leaving things half-said, using too many generalizations, proverbs or sayings, can all lead to communications that are not lear ord that can lend themselves to misinterpretations. / 9, Information Overload: it takes time to process a lot of information and too many details can overwhelm and distract the audience from the iniportant topics. Keep it. 40, Assumptions and Jumping to Conclusions: This can make someone reach a nd your —sscision about something before listening to all the facts.All of these barriers to effective communication can either distract those involved or otherwise hinder your sam rritable communications. Socio-psychological barriers : In any organization, clear and timely hich we ¢ommunication is of utmost importance. But, organizational communication isn't always ut and —_a smooth process. Sometimes there may be barriers that get in the way. A barrier in ‘layout communication is basically an obstruction that doesn't allow a free or natural flow of rus and communication to take place. Some of the most common impediments to organizational | communication are socio-psychological barriers. oration Socio-psychological barriers to communication refer to obstacles that employees in ‘ment _ an organization face while communicating with one another because of differences in nancial _social or psychological factors. Socio-psychological barriers to communication include background, upbringing, professional status, language, ethnicity, religion or, as seen in the case of Rohit and Abhishek earlier, different habits. These factors create a social- psychological barrier because they prevent employees from understanding one another sponds, fully. online A social-psychological barrier may also be a product of different temperaments, sudden. ‘ways of processing emotions and approaches to work. These can create further conflicts or misunderstandings in the workplace and worsea the impact of socio-psychological barriers to communication. anne Types of Socio-Psychological Barriers The most important types of socio-psychological barriers to communication that you » being may have to deal with on a regular basis are listed and explained below: + what” 1. Emotions: Emotional issues, whether within an individual’ or between Noize”, individuals, can directly impact thinking and communication skills. Fear, anxiety, anger and other common emotions can and do hamper how you relay your messages to e ae others as well as interpret their messages to you. erent 2. Opinions and Attitudes: Opinions and attitudes can be a major socio- pore psychological barrier. Ifyou constantly disagree with a colleague on professional matters (Perhaps even personal or political matters), it’s quite unlikely that organizational in. communication between the two of you will happen seamlessly, ization 8. Difference in Status: Several socio-psychological barriers to effective communication may emerge from the different statuses that members within organization hold. In many workplaces, employees and their seniors don’ because the former are too reverential and the latter too distant, others hs Z elie! Issues: Socio-psychological barriers to effective communication can hee. 2 direct outcome of attention issues, such as getting distracted too frequently, being unable to see another side of i ea oa a problem or story due to a closed mind, or poor ) blame an 't get along explain t relate Scanned with CamScanneri First/Second Semester, Communication Skills 16-2021 nea 5. Distrust and Premature Evaluation: This is a frequent enews id izations that require lots of interaction among employees, leading ane a st the most important socio-psychological barriers to effective communication. Nyoran, of trusting someone fully means being skeptical, or even hostile, to their messages, fas frien premature evaluation or judgement towards someone clouds your understanding 4; thoug what and how they wish to communicate. Amerie i icati an indiv How to Overcome Socio-Psychological Barriers to Effective coe — Here are some useful suggestions you can implement to rasclve most ifnot all, Sod 3 F psychological barriers to communication that we've discussed so far: = * Try to bo as broad-minded as possible. Focus not just on what someone meay we breat in a message but what they could've meant and how their message might hay janguag been misunderstood. __| prevails * Develop your social skills with your fellow employees so that you enjoy, posture ¢ healthy rapport with them, | The ing.) * Participate in constructive training conducted by industry experts on how "M8: use techniques like meditation, thinking pauses and open-ended conversation = — to overcome socio-psychological barriers. | —) * Try tocreate a working environment where everyone has an equal opportuni, aa to express their point of view and get their message across. } —1 Inter-cultural Barriers ie / means ‘co: In business, cross cultural communication plays a critical role in successfully Arms out business with teams and stakeholders in other are: communication is effective, , institution movement Knowledge, and competitive advantage. Ineffective communication however, canoffed yen confuse or send a misconstrued message which could lead to broken relations wifis speakin, customers, partners, vendors, and employ : ees. Some common cross cultural barrie many Asia are discussed below: lish is regard 4. Emc not every business globally ua “iffer from ave more difficulty t igs When taking di concerns English on a regular basis. Employees may hi in English, which can lead to misunderstandin level of urgency and communicating issues or in the work cultures kee when, communiei In other cul rection, understandit 5. Ethn neutfland values oj ‘orkpls but can hind examplthat the culty has been recognized in thel@Te inferior. more reserved, introverted, fond|*€erence to { “vercautious, habituated to self-restraint ai® from its 1 racism ~ the } : emotionally tranquillity, overly considerate, socially so forth, Scanned with CamScannerLP. University-[B.Tech.]~Akash Books 2021-17 For example, compared with American people, English People are considered cold and not very open; Making friends with them takes a very long time; They like « cortaia distance when talking, etc. American is thought to be impatient and arrogant as well essages, while ys friendly and tolerant. The danger is entertaining stereotypes is that an individeat derstanding of is thought to possess characteristics that are ascribed to the group, Obviously, not all Americans are impatient and arrogant, nor are they all friendly and tolerant, Prejudging Inication _an individual can lead to misconceptions and barriers to communication. ‘not all, Socio, _ 8. Body Language: Body language, includes all the communication through the non-verbal channel. This can include how we greet others, how we sit or stand, our facial expressions, our clothes, hair styles, tone of voice, eye movements, how we listen, how we breathe, how close we stand to others, and how we touch others. The pressure of body se might have janguage can especially be felt in emotional situations where body language usually prevails over words .The study of body language is known as kinesics, Bye contact, t You enjoy posture and facial expressions carry different meanings throughout the world. The ring gesture. (The tip of the thumb and the tip of a finger meeting to create a rts on how ty Ting.) occurrence ng to another unication, Not meone means conversation; — In America ~ “OK” — In Japan “money” al opportunity — In France -"zero or worthless” — In Tunisia —*T1 kill you!” . Nose: Tapping the nose is more common in Burope than in the United States, It means ‘confidential’ in England but ‘watch out!’ in Italy. fully carrying Arms: Some cultures, like the Italians, use their arms freely. Others, like the be. When the Japanese, are more reserved; in Japan it is considered impolite to gesture with broad , institutional movements of the arms. er, can offend, Eye movement: In the U.S., it is important to make eye contact with someone who relations with is speaking to you or they may think you are distracted or uninterested. However, in tural barriers many Asian countries, eye contact can be a sign of disrespect or a challenge to authority. There are many other cultural differences in body language that can create hho speak the barriers to effective communication, Those include differences in facial expressions, the and linguistic use of nodding to indicate agreement or understanding, and the amount of space to give unciation of ¢ 5™meone with whom you are having a conversation. ishis regardet 4 Emotional Display: What is considered an appropriate display of emotion can “globally use! differ from culture to culture, In some countries, displaying anger, fear or frustration cating 19 the workplace is considered inappropriate in a business setting. People from these -——— .din| Cultures keep their emotions hidden and only discuss the factual aspects of the situation, understandi"! Yq other cultures, participants in a discussion are expected to reveal their emotions, ‘You can imagine what misunderstandings can arise if a businessperson displays strong eople and art emotion in the company of employees who feel that such behaviour a e is out of place. cause of t 5. Ethnocentrism: It is a tendency to judge other groups according to standards For examplt that the culture of one's own group is moral, right and rational, and that sth cultures nized in thes are inferior When confronted with a different culture, individuals judge it with verted, fond ‘ re/erence to their own standards, and make no attempt to understand and cvalvte Erestraint a? ‘t from its members’ perspective, Sometimes ethnocentrism will be combined with “sclsm~the belief that individuals can be classified into distinct racial groups and thac Scanned with CamScanner18-2021 First/Second Semester, Communication Skills y-based hierarchy of these races. In principle, however, one ej — nderstar there is a biologically hout in any way assuming the inherent inferiority of) — according reject a different culture wit! 4F bers. But ethnocent a i , those who are culturally different from you. It can also lead to hastily toward ou instrosti groups and may blind you to seeing other perspectives, other values, other ways re " It is esser things. , ; a 6. Prejudice: Prejudice arises from the ‘pre-judging’ of someone’s characteris 6. C ised as belonging to a particular group. It mood and simply because they have been categorise to a particu! oa usually associated with negative attitudes to that group. This attitudinal barrierey pon the be devastating for organizational communication because it ean cause entire Segmen, ae of the workforce to be left out on important information. | sending 0 oral or ge Over coming Barriers through s Physical Barriers: By overcoming defects in communication system, by controlliy me : noise, physical distance Physical Barriers can be overcome to some extent. Though can't overeome some physical barriers such as time, distance or defects in mac! eee we can control Physical barriers to some extent. Hfforts are required by all peopley Prnaviet! overcome physical barriers. | To create Language Barrier: Lot of efforts are required to overcome Language Barris always be There should be respect for any language before learning new language. It require itself. many efforts to learn foreign language. So learning the correct pronunciation and accel 9.¢ and improving vocabulary [word power]we can master a language, We have to impre facts, ides listening skills and then only language can be understood properly. | 10. C Peychological Barriers: It is true that psychological barriers are difficult! effective < overcome or solve. There must be acceptance of ones mistakes or limitations. This wi language), Jed to understanding of human life. People do not accept their faults or limitations. Thi 11. ¢ leads to many problems. We have to be humble and respectful towards other peopl follows th Many times the sender and the receiver are notin proper frame of mind. So this reall Stancsist Problems in Communication, Misunderstanding, lack of interests, mental and physi Res Aisturbance can cause problems because of that. Efforts should be taken by superil ican and all reporting people to overcome the problems. | direct com Inter- Cultural Barriers: These Barriers can be overcome by proper studpd commun other cultures. It is very much essential to learn new cultural values and observiq in the org people and accepting their cultures We have to develop open mindedness in this resea) Personal We have to understand the mannerisms of other people. 12. It Characterization and Choice of Medium | downward Most important nature or characteristics of communication are listed below: 2 yr 1. Communication involves at least two persons: Communication involl as receiving r at least two persons-the sender and the receiver. The sender s often use t ends the message antl known as the communicator. | | other mem 2. Communication is a two way process: Communication is essentially} members a two way process. It does not merely means sending and receiving messages. It is] all sizes, fi complete unless the message has been understood by the receiver in the same sens effectively, 3. Purpose of communication: Message is a must. A message is the subjd 802s. Inatter of communication. eg., the contents of the letter or speech, order, instruetitl Theres or the suggestions. A communication must convey some mes: ‘age. If there is no messi method tl there is no communication. The basie purpose of communication is to ereate Scanned with CamScannerOne ¢, rity of it, ion wit, rd outsige 8 Of doing acteristicy oup. It j, rier ¢ egments ntrolling ough we machine, seople to Barriers, requires d accent improve ficult to This will ns. This - people s create: physica! uperior: study of bservint s regard involves e and i€ tially * It is not sense: subjet suction nessas! vate LP. University-[B.Tech.|~Akash Books 2021-19 understanding. The receiver should understand the message sent and should response accordingly. 4. Form of communication: Communication may take several forms eg order, instruction, report, queries ote. It may be verbal or writen. It may be formalovinionsen 5. Scope of communication: Communication pervades all human rélationship, It is essential in all type of organizational and at all levels of management, 6. Communication is a dynamic process: Communication is influenced by the mood and thinking of the sender and receiver. The way a message is accepted depends upon the fact that which of the fine sensory organs of the receiver is active at that time. 7. Communication is much more than words: Communication is not merely sending or receiving facts, expressed in words. Communication may be writen, italic, oral or gestural. It also involves ideas and emotions. A lot of communication is done through signs, symbols and gestures. 8. Communication’s primary purpose is to motivate a response: The primary purpose of communication is to motivate, response or influence human behaviour. There is no doubt that motivation comes from within but communicator can also motivate people by good drafting of message, proper timing of communication, ete. To create understanding, communication should be relevant to the situation. It must always be remembered that commuinication is a means of motivating and not an end itself. 9. Communication is conversational: Communication sets up a link between facts, ideas, and thus helps the communicator and communicates to progress logically. 10. Communication is an interdisciplinary science: Communication to be Cffective derives knowledge from several sciences like-anthropology (study of body language), sociology (study of human behaviour), psychology (study of attitude) ete 11. Communication may be formal or informal: Formal communication fellows the formal channels provided in the organisation structure. For example, the Managing Director communicates with the departmental heads, say Finance Manager, finance manager communicates to deputy finance manager, the deputy finance manager with accounts officer and so on. In simple words, in informal communication, there ie so direct communication between the Managing Director and the accounts clerks. Informal sGmmanication flows from informal channels of communication which are not provided in the organisation structure. These channels develop among members because of Personal contacts through working with each other. 12, \t dows up and down and also from side to side: Communication flows downward from a superior to subordinate and upward from subordinate to a superior, Ttalso flows between two or more persons operating at the same lent of authority, Group Communication: Group communication is the other members. The size of groups ean vary, b members and up to 20 members. Group comm, all sizes, from smaller focus groups to entire d ut they typically comprise at least three nication can be beneficial for groups of lepartments. When groups communicate share necessary information as they work to accomplish mutual and it’s important to choose sure everyone receives and understands the Scanned with CamScanner20-2021 First/Second Semester, Communication Skills shared messages. Members of the group may have different styles of communicating, mcd 0 more than one type of communication may be necossary to reach the group's mutue) ay watt goals, For example, a group leader may choose to hold a weekly meeting to discuss the | 2% ‘ in the grou team's progress while also using emails to communicate on a more regular baste typically fe Benefits of Group Communication: rr aor Group communication has many benefits in the workplace, including: | of guideline * Providing a way for group members to generate ideas and solutions to achieve! group chan their common goal. | Bstabl * Encouraging members to make decisions as a group. each memb * Creating a way for the team to build rapport with one another, | overall task * Establishing mutual respect and understanding among group members. | a * To ensure clarity and transpareney about goals and expectations. | Snay help t | while also e Group communication channels pal, Here are some common types of group communication channels: |" Emph: In-person meetings: With an in-person team meeting, a group gathers in one | can depend place to discuss their Progress toward a shared objective, identify opportunities for | to establish communication ncoenize the work of other team members. This type of group | tofele the Such ast aaa anne! can be beneficial for groups with a clearly defined leader, | ikely-to ne Such as a manager or project supervisor, These leaders can set the expectations for the | environmen ‘meeting, provide an agenda and gather feedback from other group membore tasks to kee Conference calls: A conference or video call functions similarly toa team meeting Busine but allows for remote employees to join the discussion from wherever they're working purpose of 2 Each group member joins the call on a conference line or a video conferencing platform | meetings ar todiscuss the task. A conference or video call works well when one person sets up the call | | conferencing to avoid any confusion about when or how it takes place. This communication chesee] Let’s tal can also be ideal when a group wants to communicate with other key stakeholders of | 1. Sta j the project who may work outside of their organization. | 2. Dee J Digital messages: Digital messages sent through email or an online messaging | 3. Pro q Platform can allow for a more informal type of communication between group members | 4. Tea as compared with team meetings and conference or video calls Through this channel, | _ Sroup members can send digital messages to exchange ideas, ack questions and | 5, Tie communicate their progress. Because of the instantaneous nature of the technology, 6. Inn Figab members can share information more quickly through this channel than athe Before 5 ‘This communication channel ean also be an effective choice when thereisnoclear group | There is acte leader since everyone likely has the same access to the technology. | meeting that Memos: A memorandum, more commonly known as a momo, isa waitten message bbc that one member of the group distributes to other members. Memos ave ¢ formal type | Pron’ eT of group communication and typically provide important information about the groug’ ie aed an i task. A memo usually follows a structure similar to a letter, listing the date ofthe memo, | Fi Let ; its intended recipients and a subject line before the message. This type of communi g challenges | channel can work well when members who work in the same office need to commusiecta i : : ‘i | sensitive or confidential information related to their project. ees Fe Tips for Improving Group Communication | necessary to 7" mye so cae are less susce Here are some tips for establishing effective group communication within your team: Scanned with CamScannerUnicating, p's mutual iscuss the 0 achieve rs. : in one ities for f group leader, | for the neeting orking, atform he call hannel ders of saging mbers annel, s and ology, thers. group ssage | type ‘oup’s nemo, cation: nicate a ns with oth on the team. If there is a group leader, that person may want torrie other people consider all ideas from any member without immediate judgm lent or bias, Thi of guideline may help to make members feel more comfortable Fiat communicating in the group channel. Establish responsibilities: When working in groups, it's beneficial to ensure that ach member has an individual role or responsibility so that the group ean complete ng overall task successfully. Take some time at the beginni outline the Key steps for reaching those goals and identify the group member eit “can oversee each step. Setting clear, specific responsibilities for cach group member may help to avoid any confusion or misunderstanding about their role on the tensa while also establishing accountability to keep each member working toward the shared goal. Emphasize teamwork: When working in a group setting, the success of the team can depend on how well members work together to reach their objectives. It’s important to establish a sense of teamwork so each member might feel motivated to do their part to help the group be successful. Groups that feel a sense of camaraderie may be more likely to negotiate effectively and resolve conflicts quickly and professionally. Ina team environment, members may also feel more inclined to help each other with various tasks to keep the group moving toward its overall goal. Business Meeting: A business meeting is a gathering of two or more people for the Purpose of making decisions or discussing company objectives and operations, Business meetings are generally conducted in person in an office, however with the rise of video conferencing technologies, participants can join a business meeting from anywhere. Let's take a look at the six most common types of business meetings, including: 1. Status Update Meetings 2. Decision-Making Meetings 3. Problem-Solving Meetings 4, Team-Building Meetings 5. Idea-Sharing Meetings 6. Innovation Meetings Before planning meetings, it is necessary to identify what type of meeting it is, There is actually a huge difference between a weekly status meeting and an emergency meeting that might require urgent action, 1. Status Update Meetings: Almost every company is familiar with those recurring team meetings that were initially intended to share updates on the latest Projects and make sure everyone on the team is on the same page about the process of the project. These meetings are meant to remedy any communication hiccups that may end up wasting significant amounts of time doing the same thing or facing the same challenges over and over. While these types of meetings mi them to address any problems that h, necessary to move forward effective), are less susceptible to dragging on p ing of the project to set goals, ight not be the most fun or engaging, businesses use ‘ave come up, assign tasks and make any decisions ly. Such meetings can turn into quick syne-ups and ast the given time frame. Scanned with CamScanner22-2021 First/Second Semester, Communication Skills ‘ i ly have the fina ision-Making Meetings: Although managers generally | praise rare et business decisions often oceur in larger groups| say, the discussions around important : , : Siraller decisions may-be made in status update meetings, but important ones wil ‘command their own dedicated meeting times. ; ‘The process of making a decision could be spread out over several different meetings so that all parties have a chance to gather information, come up with solutions and vote on how best to move forward. This can result in a lot of time tied up in meetings and communicating back and forth. 3. Problem-Solving Meetings: solving meetings have a specific goal in mind. Ther meeting since issues vary depending on your team and you types of meetings are crucial nonetheless. ‘These meetings may be based on emergencies that example, the source of the problem may not be identified yet or there could S several| different priorities to manage in finding a solution to an identified problem. Bither way, these meetings give colleagues the chance to brainstorm, evaluate solutions and solte| the problem at hand. i 4, Team-Building Meetings: Although every meeting is a chance for a team ta become a little closer by engaging in banter at the beginning and gaining a stronger understanding of their counterparts, sometimes it is necessary to have a planned team: building meeting. These meetings can be corporate events or outings for the team, department or entire company and can serve to generate some employee loyalty and engagement. They are the perfect opportunity to encourage employees to mingle and create more personal relationships that can aid the progress and growth of the organization. 5. Idea-Sharing Meetings: Sometimes it's better to have the whole group get, together and share new ideas rather than distributing them in a meaty email or chaotic, chat thread. j Not only do these meetings allow the speaker or presenter to go more in-depth an) a topic, conversations can happen in real time and team members can ask questions. These meetings also make idea sharing interactive, giving colleagues the chance to bounce ideas off of one another, ultimately resulting in more teamwork, stronger relationship building and an engaging meeting experience. While this type of meetiog| can take up a great deal of time, it often results in new product ideas, expansion to nev! markets and ways to get ahead of the competition. 6. Innovation Meetings: Every organization needs new ideas from time to time, and innovation meetings are the standard answer to that need. It is difficult to fore creativity, but you can solicit as many ideas as possible Cs find the most suitable ones. , Sai then Aor Chroagh thea Innovation meetings can sound obsei making sure your company continues to operating protocols year after year becat try something new, W ile it might feel unnecessary or obvior navies can guide the way your colleagues prepare for your meeting, help you establish) a clear agenda and save everyone time. Here are a few tips on how to illuminate exact! what to do to turn your meetings into solid time investments, Similar to decision-making meetings, problem. wre's no standard problem-solving, ir organization, but they need to be resolved quickly. For ure to attendees, but they are essential” | move forward rather than retaining the sa) use they provide the organization a chance defining the type of meeting you ar Scanned with CamScanner 3 Tips fe With mo 65% of th needs to most out 1.§ the amo beforehs is aware time to ] The challeng room, st another 2.F is instal it achic success! Ser well as any fur your me importa 3. meeting solution leaving able to s differen Keep A Metin; definin; keep yo Do's arhe fin LP. University-IB.Tech.|-Akash Books 2021-23, ' groups, 3 Tips for Making the Best Use of your Meeting Time mes will With most managers agrecing that meetings tend tobe an unproductive use of time and | 65% of them saying that meetings prevent them fi ‘rom completing their own work, there meetings | _needs to be a better way to meet more effectively. Here are three eusy ways ve get the and vote most out of every meeting. ings and 1, Set Clear Goals: Having a clear meeting agenda will help you minimize the amount of time the mecting takes. If you have tasks that attendees need te dy oroblem, beforehand, send out a checklist in your meeting invite to make sure everyone attending “solving is aware and prepared. The basic goal here is to do everything in your power ahead or ut these time to prevent an entire team’s time from being wasted, The ideal meeting has no surprises and follows the agenda to aT. This could be a Kly. Foy challenge since side conversations and tangents are pretty common in the conference several room, so it’s important to keep those off-Lopic conversations short you ean always book ner way, another time to discuss further. ad solve 2, Run Through a Post-Meeting Recap: If you have a clear desired outcome, it is instantly clear when a meeting is a success. Afterward, managers can assess whether team to it achieved the desired outcome and figure out what would have made it more tronger successful. d team. Sending out a quick recap of the meeting will boost the retention of information as well as clear up any miscommunications that might have occurred. You can also include merci any further action that your colleagues might need to take to reiterate the outcome of at. They your meeting, Learn how to take effective meeting minutes to ensure you don’t miss any aes important details or takeaways from your meetings. 3. Use Dependable Video Conferencing Software: Productive business someuee meetings don't always have to be held in person with the right video conferencing z solution, you can still meet face to face and have a quality meeting experience without ‘chaotic leaving your office space. If your video conferencing tool is intuitive enough, you'll be able to share your screen, record your call and scale your meeting to guest callers across epth on different devices seamlessly. s . ae Keep All Meeting Types Efficient and Profitable tronger Meetings aren't going away any time soon, but they don't have to be so terrible! Just by Sting defining what type of meeting you'd like to have and implementing these tips, you can 1 to new keep your meetings productive and upbeat, Do’s and Don’ts of Effective Meetings to time, * Don't have a meeting: If the information can be covered by an e-mail, or a to force brief report don’t have a meeting. Differentiate between the “need” for one-way them t information dissemination and two-way information sharing. Always ask “Ie this meeting the best way to handle thi ntial * Dojo down your objectives for the meeting: Finish the following sentence, “By pe same the end of the meeting, I want the group to...."*The more eonerete your meeting sence objectives, the more focused your agenda will be. To evaluate the meeting, ack yourself “Was I successful in meeting the objective?” you a * Don't invite people who do not need to attend they are busy. Limit attendance stabli: to subject matter experts and decision makers no observers, A good rule of exactly thumb is to Eo over your list of attendees twice before inviting more than 8 People. The fewer the better, RE arn em Scanned with CamScanner24-2021 while group discussion is a co-operative group pr either ‘for’ the topic or ‘against’ the topic wher both. The final decision or result in a debi Teaches group consensus. it helps you to t tnjaLoress Your views on serious subjects and in formal situations I thinking, listening and speaking skills effective tool in problem solving, may ensure academic success, important tobe able to take part in a GD effectively know how to speak with confidenc the group achieve the goals. The pa HR (Human Resource) experts of th of the team, First/Second Semester, Communication Skills * Do communicate the purpose of the ee pais ba eee i not have to pass out a written agenda, t paper meeting and the topics that will be covered first thing Arrange the topics from most important to least important just in case you do not get through them all 5 * Do try very, very hard to keep the meeting to no more than an hour. If you cannot, consider scheduling a second meeting so you cover the subject in two shorter meetings instead of one very long one. * Do tell participants to come prepared. ; : * Do start the mecting on time and end on time, Ask for help keeping the meeting ‘on time and on track. It’s okay to park a topic for discussion in a follow-up meeting. '* Don't close the meeting without a clear statement of what happens next. Next steps should tell attendees what, who and when. * Do be polite and courteous. * Do email a summary of the meeting if you think this is necessary. Always do a summary of the first meeting if you are going to have a follow up mesting. The summary should document the major decisions made in the meeting and next steps. * Do avoid overlapping meetings. Did you end the first meeting with a clear statement of next steps? Did you summarize the major decisions and next steps after the first meeting? If your answer is “Yes” and “Yes”, pick up the second meeting where the first meeting ended. Otherwise, you'll spend part of the ‘second meeting going over the same ground almost as ifthe first meeting never happened. Group Discussion: Group discussion is an important activity in academic, business and administrative spheres, It is a systematic and purposeful interactive oral process. Here the exchange How does Group Discussion differ from a Debate? Debate is competitive in nature voces. In a debate, a ‘speaker can speak reas in a GD, the speaker can express ate depends on voting while ina GD, the group Why is a group discussion an important activity at eolle n Be level? As a student, in yourself to discuss and argue about the t a ya ‘opie given, it helps you it improves your It also promotes your confidence level. It ix an decision making and personality assessment. GD skilla Popularity and good admission or job offer. Thus it i. and confidently. Participants should how to exhibit leadership skills and how to make nel which normally comprises of the technieal and '¢ company will observe and evaluate the members = AN SR ame eames ‘The r the initial given to th ‘observes. ‘ may ask th either sup terminati¢ The object | tounderst your team by all tear knowledge Knowledge they are st You current e topics, sci any experi you are ex ideas, you | newspaper bulletins a | which prot form and r the more e understood | them so th | You wi person put of the grou of analysis not hesitat | by the eva communica use. As the | theprereg Good comm apt languay of most hur | others. List contribute very careful Only active is identified yourself clea Your team a conveys the ; ee SORT erie Scanned with CamScannergon : the ange t get f you 1 two. up lext loa The ext ear eps ond the ver ive nge uld ers LP. University-{B.Tech.|~Akash Books 2021-25 ‘The rules of the GD = the time limit, panel's expectations ete are explained after the initial introduction by the panel, soon after the topic or cage to berdiseaesen given to the group members. The panel does not interfere during the discussion ica abserves. The panel at its discretion may provide some time to think over the tapie cy may ask them to start immediately, Each candidate is supposed to expresa their opinion either supporting or against the topic. ‘The discussion carries on till the panel signals termination. It is lef to the discretion of the panel to extond or cut short the given time, ‘The objective of a selection in GD is mainly to check your team playing skills. You have to understand the other persons’ point of view, while making your point and ensure thet your team as a whole reaches a solution or agreement that is both feusible and accepted by all team members. There are four major areas of evaluation in selection GDs: subject knowledge, oral communication skills, leadership skills and team management, Subject Knowledge: Participants must possess a thorough understanding of the topic on which they aro supposed to spenk. You must prepare yourself to talk on a wide range of subjects. Be abreast of the current events, national and international affairs, burning social and economical topics, scientific and environmental issues, key newspapers’ controversial topies and any experience that may be expected of an educated person. As a member of the group, you are expected to contribute substantially to the discussion. The originality of your ideas, your knowledge and initiative and your approach to the’topic or case contribute to your success in the group discussion. The best way to equip yourself is to read daily newspapers, good magazines, national and international journals and also watch new bulletins and informative programrses on the television. Internet is the greatest boon which provides you with everything you are looking for. The World Wide Web is a vast database of current authentic materials that present information in multimedia form and reacts instantly to a user's input. The greater your knowledge of the subject, the more enthusiastic and confident you will be during the discussion. Once you have understood the topic or issue, you should be able to generate ideas as well as organize them so that you present it well. ‘You will have the ability to analyze facts or information in a systematic way. A person putting forward new ideas that may work will be accepted as the natural leader of the group. The panel will observe the ideas put forward, their originality, the depth of analysis and their relevance to the topic. Problem solving skills are essential and do not hesitate to give solutions. Your approach to the case study will be observed keenly by the evaluators. Oral Communication Skills: If subject knowledge is important, communication skills is more important as without expression, the knowledge is of no use. As the exchange of ideas in a group discussion takes place through speech, one of the pre-requisites of success in a GD is the ability to speak confidently and convincingly. Good communication skills include active listening, clarity of though and expression, apt language and proper non verbal clues. Listening Skills: One of the weaknesses of most human beings is that we love to listen to our own voice rather than listen to others. Listening is as important as speaking in a GD, unless you listen, you cannot contribute to the stated purpose of communication. It is extremely importent to listen very carefully, only then you will beable to pick up the thread of discussion and continue. Only active participation asa listener in a group makes a person a good leader. A leader is identified by the panel. Clarity of thought and expression: Clarity is the art of making yourself clear to the audience. Only when your expressions are clear, you can convince your team and the panel, More than words, it is the tone in which they are spoken that conveys the message. You should not be too loud or too soft. A lively and cheerful voice Scanned with CamScanner