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Communication OSHEMAC

The document discusses communication skills and effective communication. It defines communication and outlines the communication process which includes encoding a message, choosing channels to transmit the message, decoding and receiving feedback. It also discusses techniques for formal and informal communication, barriers to communication, and principles for clear written communication such as the 7C's of communication and the ten commandments of communication.

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Swidwell Kataya
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27 views

Communication OSHEMAC

The document discusses communication skills and effective communication. It defines communication and outlines the communication process which includes encoding a message, choosing channels to transmit the message, decoding and receiving feedback. It also discusses techniques for formal and informal communication, barriers to communication, and principles for clear written communication such as the 7C's of communication and the ten commandments of communication.

Uploaded by

Swidwell Kataya
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Communication

Skills

1
What is communication ?
Communication is the art of transmitting
information, ideas, and attitudes from one
person to another. Communication is the
process of meaningful interaction among
human beings.
Communication Skills Overview

Effective communication skills are a


critical element in your career and
personal lives.

We all must use a variety of


communication techniques to both
understand and be understood.
Most common ways to communicate

Writing
Communication Goals

To change behavior

To get and give


To get action
Information

To persuade To ensure understanding

Source: CGAP Direct


Critical success factor for life

Most of your
perceived ability comes from
how you communicate 30% What you know

70% How you


communicate it
Source: CGAP Direct
Communication Networks

Chain Wheel All Channels


PROCESS OF COMMUNICATION
PROCESS OF COMM…(cntd…)
Source:
✓ W hy to communicate?

✓ W hat to communicate?
✓ Usefulness of the communication.
✓ Accuracy of the Information to be communicated.

Encoding:
✓ The process of transferring the information you want to communicate into
a form that can be sent and correctly decoded at the other end.
✓ Ability to convey the information.
✓ Eliminate sources of confusion. For e.g. cultural issues, mistaken
assumptions, and missing information.
✓ Know your audience
Take care of your language
PROCESS OF COMM…(cntd…)
✓ Verbal Communication Channels
❑ Face-To-Face meetings,

❑ Telephones,

❑ Video Conferencing.

✓ Written Communication Channels


❑ Letters,

❑ e-Mails,

❑ Memos,

❑ Reports.
PROCESS OF COMM…(cntd…)

Strengths and Weaknesses


✓ Verbal Communication:
Strength - Role of Body Language.
Weakness - Not possible to give long list of directions

✓ Written Communication:
Strength - A proof of a communication

Weakness - Written words do not show a person’s actual


feelings.
PROCESS OF COMM…(cntd…)
✓ EFFECTIVE DECODING:
❑ Listen actively,

❑ Reading information carefully,


❑ Avoid Confusion,
❑ Ask question for better understanding.

✓ The audience or individuals to whom we are


sending the information.
THE INFLUENCE FOR RECEIVER:
✓ The prior knowledge can influence the receiver’s
understanding of the message.
✓ Blockages in the receiver’s mind.
✓ The surrounding disturbances.
PROCESS OF COMM…(cntd…)

FEEDBACK:

Feedback can be:

✓ Verbal Reactions and Non-Verbal Reactions.

✓ Positive feedback and Negative feedback.


PROCESS OF COMM…(…end)

CONTEXT:
• Various Cultures (Corporate, International, Regional, etc),
• Language,
• Location or Place (Restaurant, Office, Auditorium, Room, etc).
• Situation

The sender needs to communicate the context to the receiver for


better clarity in the communication process.
Techniques of communication

• Formal communication channels relate to


the structure of the organization.
• They include:
- Reporting relationships and policies
- Committee meetings
- Bulletin boards
- Participation in group events
- Internal newsletters
Techniques of communication
cont.
• Informal communication channels are
those that develop through social
interaction.
• They include:
- Conversations at break times
- Grapevine
- Consensus
Barriers to communication

 Language Barrier
 Time
 Distance
 Age
 Sex
 Social-psychological Barriers
 Status barrier
 Attitudes and values
 Different perception of reality
 Inference
 Closed-Mindedness
 Distortion, filtering and editing
 Bad listening
 Emotions
 Resistance to change
Distortion to verbal communication

✓ Speaker ✓ Listener
❑ Language ❑ Perceptions
❑ Wordiness ❑ Preconceived
❑ Semantics notions/expectations
❑ Emotions ❑ Physical hearing problem
❑ Inflections ❑ Speed of thought
❑ Personal interests
❑ Emotions
❑ Attention span
❑ No active listening!
The 7C’s of Communication

• Written communication is very important in


an organisation.

• The essentials of every written


communication are principles of unity,
coherence and emphasis.
Clarity

• The writing should be correctly planned


and expressed in a logical way.

• The message must be so clear that even


the dullest man in the world should
readily understand it.
Completeness

• A message must be organized appropriately


to include all the important ideals and its
details.
• The contents of the message must be
checked in order to verify that there is no
omission of the relevant details.
• An incomplete message can do little to
convey the information and to persuade the
receiver
Coherence

• Coherence means, tying together of


several ideas, under one main topic in
any paragraph.
• Smooth flow, lucidity (clearly expressed
and easy to understand) and transition
aspects should be given effect to and
there should not be any scope for the
reader to misinterpret, misread or
misspell the message.
Conciseness

• Conciseness refers to communicating


complete information about a topic or idea in a
few words. It is achieved in writing in definite
style and use of precise words.
• Unnecessary superlatives (expressing the
utmost or highest in quality), exaggeration and
indirect beginning should be avoided.
• Avoid vague judgmental descriptions and be
precise and clear.
Credibility

• A good writing is always forceful and


direct and has the power and capacity to
produce a reaction or desired effect.

• Clarity in writing brings about credibility


because it ensures that others
understand the message easily and
quickly
Correctness
• Without correctness, readers may refuse
your write up.
• Communication must be correct in tone and
style of expression, spelling, grammar,
format, contents, statistical information;
stress-unstressed, etc.
• There should not be any inaccurate
statements in the message.
• Efforts must be made to avoid errors in
spellings, punctuations, etc.
• The incorrect written documents lower the
readers’ confidence in the writer.
Continuity

• As far as possible the writer should avoid


jargon.

• If one takes care to be precise, correct


and clear in writing and if the continuity is
maintained throughout writing, the
desired effect from the reader is
achieved.
The Ten Commandments of
Communication
 Make sure your goals are clear.
 Make sure you are the right person to give the
message.
 Listen attentively.
 Keep message short and simple (KISS principle)
 Keep language simple.
 Remove distractions
 Check for understanding
 Use direct face to face communication
 Repeat all important communication until desired
goal is achieved.

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