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Art of Building Soft Skills

7 ways to built communication skills

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Shruti Sharma
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77 views

Art of Building Soft Skills

7 ways to built communication skills

Uploaded by

Shruti Sharma
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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DRAFT

The Art Of Communication


Presented By

Learning Objectives

What is Communication? The Communication Cycle Impact of a message Types of Communication Styles of Communication Effective Listening Organizational Communication Flow Barriers to Communication Communicating Effectively

What is Communication?

The dictionary defines communication as:

A process by which information is exchanged between individuals through a common system of symbols, signs or behavior

Communication is a two-way process which involves: Listening to others (Receiving) message Asserting/Expressing (Sending)

Communication Goals
To change behavior

To get and give Information

To get action

To persuade

To ensure understanding

Communication Cycle
Communication normally goes through a cycle involving:

The Sender

The Message

The Recipient

The Channel

Impact of a Message
Face-To-Face Communication
Words 7%

Tone 36%

Body Language

Tone

Words

Body Language 57%

Impact of A Message
Voice Communication
Words 14%

Tone

Words

Tone 86%

2 Types of Communication
1.

Verbal Communication Words Voice modulation Non-Verbal Communication Communicates emotions and attitudes Regulates verbal messages

2.

Verbal Communication

Words
Use simple language (avoid jargon and slang) Make sure that you are grammatically correct Be clear and precise (avoid redundancy)

Voice Modulation
Diction Tone Pitch Volume Rate

Non-Verbal Communication

Gestures Are you aware of how you look to others? Find out your habits and nervous gestures
Posture and movement Stand tall

Facial Expressions Smile Eye Communication

90% of our personal communication calls for involvement. To show involvement, look at your audience for 5 to 10 seconds before looking away.

Communication Rights and Responsibilities


Rights
1.

Responsibilities
1.

You have the right to be treated with respect. You have the right to have and express your own opinions. You have the right to ask for what you need in order to be effective. You have the right to set reasonable limits.

You have the responsibility to treat others with respect. You have the responsibility to listen to the opinion of others. You have the responsibility to acknowledge and address the needs of others. You have the responsibility to respect the limits and boundaries of others.

2.

2.

3. 3.

4.

4.

Styles Of Communication
Passive

Assertive

Aggressive

Accepts responsibilities.

Extends but does not feel entitled to rights .

Both exercises and extends rights and responsibilities.

Demands but does not extend rights.

Does not accept responsibilities.

Effective Listening Involves. . . .1.


Setting the stage 3. Understanding body Language Observe position and posturing Make eye contact Consider expressions/gestures

Remove Distractions
Be open and accessible Listen with Empathy

2. Ensuring Mutual Understanding


Reflect feelings Paraphrase main ideas Seek clarification Confirm next steps

4. Suspending judgment
Concentrate Keep an open mind Hear the person out

3 Types of Listening

Passive Listening

Active Listening

Hearing

Listening and Speaking


Listening takes: Concentration and energy Curiosity and open-mindedness Analysis and understanding Speaking requires: Sharp focus Logical thinking Clear phrasing Crisp delivery

Organizational Communication Flow

Upward

Downward

Horizontal

Information

Instructions Directives

Coordination

Vertical Communication

Upward Communication Consists of messages sent up the line from subordinates to bosses. Includes employee suggestions, reactions to organizational policies, inquiries or concerns.

Downward Communication Flows from individuals in higher levels of the organization to those in lower levels. Includes meetings, official memos, policy statements, manuals, and organizational publications.

Horizontal Communication
The horizontal information flow that occurs both within and between departments. Generally, the purpose of lateral communication is coordination and collaboration.

Barriers To Effective Communication


Assumptions Fears Reluctance to confront Ridicule, rejection, fear of being wrong Values and attitudes Generation Gap Information overload When the information we can process is exceeded Trust and Honesty A lack of trust can cause the receiver to look for hidden meanings in the senders message. Cross-Cultural Diversity The greater the difference between the senders and receivers cultures, the greater the chance for miscommunication.

Key To Communicating Effectively


Know your subject. Focus on the purpose. Know your audience. Use a confident tone and a level pitch. Be calm and collected at all times. Try to eliminate excessive ums and uhs as fillers. Speak slowly and make use of pauses to stress important ideas. Use accurate diction and correct pronunciation Know what you are talking about and accept the limitations of your knowledge. Be vibrant and enthusiastic. Avoid a dull, monotonous tone. Be loud enough to be easily heard.

Barriers to communication can lead to misunderstanding and confusion

Remember. . .
Effective communication encompasses a multitude of skills.

Skills can be learned and practiced.

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