WORKSHOP ON EFFECTIVE COMMUNICATION SKILLS

Objectives
Define and understand communication and the communication process List and overcome the filters/barriers in a communication process Practice active listening Tips to improve verbal and non verbal communication

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.

ITS ESSENCES :
PERSONAL PROCESS OCCURS BETWEEN PEOPLE INVOLVES CHANGE IN BEHAVIOUR MEANS TO INFLUENCE OTHERS EXPRESSION OF THOUGHTS AND

EMOTIONS THROUGH WORDS & ACTIONS.

TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE. IT IS A SOCIAL AND EMOTIONAL PROCESS.

What are the most common ways we communicate?

Written Word

Types of Communication
Downwards Communication : Highly Directive, from Senior to subordinates, to assign duties, give instructions, to inform to offer feed back, approval to highlight problems etc. It is non directive in nature from down below, to give feedback, to inform about progress/problems, seeking approvals. Among colleagues, peers at same level for information

Upwards Communications :

Lateral or Horizontal Communication :

level for information sharing for coordination, to save time.

In modern business environment communication extends beyond written or spoken words to listened word. Visual dimension added by T.V., computers has given to new meaning to communication. COMMUNICATION NETWORKS Formal Network Informal Network : : Virtually vertical as per chain go command within the hierarchy. Free to move in any direction may skip formal chain of command. Likely to satisfy social and emotional needs and also can facilitate task accomplishment.

HIERARCHY LEVEL
Executive Director
Manager

Vice President A.G.M. Manager Supervisor

Supervisor 1

Supervisor 2

Supervisor 3

Horizontal Comm.
Forman

The Communication Process

Medium

Barrier SENDER (encodes) RECEIVER (decodes)

Barrier

Feedback/Response

Barriers to communication
Noise Inappropriate medium Assumptions/Misconceptions Emotions Language differences Poor listening skills Distractions

Hearing Vs Listening
Hearing Physical process, natural, passive Listening Physical as well as mental process, active, learned process, a skill Listening is hard. You must choose to participate in the process of listening.

VALUE OF LISTENING
Listening to others is an elegant art. Good listening reflects courtesy and good manners. Listening carefully to the instructions of superiors improve competence and

performance.
The result of poor listening skill could be disastrous in business,

employment and social relations.

Good listening can eliminate a number of imaginary grievances of employees.

Good listening skill can improve social relations and conversation.

Listening is a positive activity rather than a passive or negative activity.

ESSENTIALS OF COMMUNICATION Dos

Always think ahead about what you are going to say.

Use simple words and phrases that are understood by every body.
Increase your knowledge on all subjects you are required to speak. Speak clearly and audibly.

Check twice with the listener whether you have been understood accurately or not
In case of an interruption, always do a little recap of what has been already said. Always pay undivided attention to the speaker while listening. While listening, always make notes of important points. Always ask for clarification if you have failed to grasp others point of view. Repeat what the speaker has said to check whether you have understood accurately.

ESSENTIALS OF COMMUNICATION DONTs

Do not instantly react and mutter something in anger. Do not use technical terms & terminologies not understood by majority of

people.
Do not speak too fast or too slow. Do not speak in inaudible surroundings, as you wont be heard. Do not assume that every body understands you. While listening do not glance here and there as it might distract the

speaker.
Do not interrupt the speaker. Do not jump to the conclusion that you have understood every thing.

How to Improve Existing Level of COMMUNICATION?

IMPROVE LANGUAGE. IMPROVE PRONUNCIATIOON. WORK ON VOICE MODULATION. WORK ON BODY LANGUAGE. READ MORE LISTEN MORE AVOID READING OR WATCHING OR LISTENING UNWANTED LITERATURE, GOSSIP, MEDIA PRESENTATION ETC. INTERACT WITH QUALITATIVE PEOPLE. IMPROVE ON YOU TOPIC OF DISCUSSION, PRACTICE MEDITATION & GOOD THOUGHTS. THINK AND SPEAK. DO NOT SPEAK TOO FAST. USE SIMPLE VOCABULARY. DO NOT SPEAK ONLY TO IMPRESS SOMEONE. LOOK PRESENTABLE AND CONFIDENT.

Improving Body Language Tips

Keep appropriate distance Touch only when appropriate Take care of your appearance Be aware - people may give false cues Maintain eye contact Smile genuinely

Success for YOU

in the new global and diverse workplace requires excellent communication skills!

Questions

Objective
This course is designed to help students learn communication by developing in them both written and oral skills of communication, they need to be successful in their professional lives. To make students familiar with the real communication issues, personal interviews with business associates and academics other than the theoretical discussions will be the hallmark of this course.

Why Study Oral Communication?

Five ways that make a difference First, the subject matter is different: here you will get a chance to practice communicating with concepts and techniques. Second, you will, for example, practice writing memos, letters and business reports. Third, you will have a chance to practice your oral presentation skills, being extensively used in business world.

 Forth, you may learn a slightly different style of writing and speaking: In general, business communication is more objective, systematic, and concise than creative or personal writings. Finally, unlike assignments in other courses, which may emphasize the message itself or the personal expression of the writer or speaker business communication focuses on the response you elicit from your reader or listener.

What People Required to be Skilled Communicators?

They need extensive and complex body of knowledge that includes: Semantics (the study of word choice) 1. Linguistics (the study of language) 2. Rhetoric (the study of writing and speaking effectively) 3. Psychology (the study of human behavior) 4. Sociology (the studying of society) 5. Graphic Design (the ability to communicate through visuals) 6. Computer Sciences (to handle word processing etc.)

What is Communication?
The word communication means the act or process of giving or exchanging of information, signals or messages as by talk, gestures or writing. Technically speaking, in the act of communication, we make opinions, feelings, information etc. known or understood by others through speech, writing or bodily movement.

Why do we Communication?
The purpose of any given communication is: stimulating some action. giving information, ideas, attitudes, beliefs or feelings. establishing links or relations with other people.

Stimulating Action
Stimulating action may be achieved by two ways: Expressing needs and requirements. Persuading and motivating others the way you want them to act.

Giving Information
Giving information, ideas, attitudes, beliefs and feelings may be done for any number of purposes: Creating awareness Creating understanding Persuading others Influencing others

Advantages of Communication
in your Career
Success in your career is based on your ability to communicate effectively is a valuable asset. This is a valuable asset of you. Strong communication skills are found in every job description listed by companies advertising positions. Communication is a primary responsibility in many career Community clearly internally and externally. 2 Promotion 3 Professional Reputation 1 Job
4

Communications

Requisite for Promotion

Prime requisite of an executive is ability to communicate. Your ability to communicate is, in fact, your trademark. The memos, letters and reports you write, demonstrate your ability or lack of ability to communicate. Poor communication remain buried in lower, dead-end jobs.

Requisite for Promotion

You may have capacity for hard work. Ability to get thing done with and through people Good appearance Self-confidence Sound decision-making skills College education

Requisite for Promotion

Three top responses of promotable executive: Business letter Report Writing Oral Communication

Developing the Right Attitude

To the customer, you are the company. Each message communicates the essential quality and culture of your company. To develop the right attitude, you need certain qualities: Careful and sound judgment while choosing ideas & facts. Patience and understanding while dealing with unjustly persons or managers.

Developing the Right Attitude Developing the Right Attitude

Integrity. knowledge of English language. Integrity knowledge of English language, processes and principals of successful communication. process and principals of successful Knowledge of cultural conventions of your audience.

communication Knowledge of cultural conventions of your audience

Cultural Diversity at Work

Todays workplace is increasingly diverse in age, gender, and national origin. Diversity has brought problems to organizations and has brought strengths too. To handle diversity issues in the workplace, companies need to take certain measures: Seminars. Managers needs to be open minded. Language problems.