COMMUNICATION

UNITR 2
GOOD VS BAD COMMUNICATION

 In good communication, the message sent by the sender reaches the

receiver with the same form as the sent, whereas in bad communication
the message sent by the sender does not reach the recipient correctly.
 In good communication the message is clear and understandable by the
recipient, in bad communication, the message sent by the sender is not
understood by the recipient.
GOOD VS BAD COM CONT

 The language of a good message is clear and simple,

while the language of bad is vague and distorted.
 In good communication, the message sent reaches the
recipient at the right time, whereas in bad communication
the message does not reach at the right time, this may
make the recipient fail to respond at the right time.
WHAT IS EFFECTIVE COMMUNICATION

•Effective communication is the process of

exchanging ideas, thoughts, opinions, knowledge,
and data so that the message is received and
understood with clarity and purpose to which both
the sender and receiver feel satisfied.
EFFECTIVE COMMUNICATION CONT

•Communication occurs in many forms,such as

verbal and non-verbal, written, visual, and
listening.
•For communication to be effective, one should
consider 5Cs
EFFECTIVE COMMUNICATION CONT

The 5Cs includes

• clear,
• correct,
• complete,
• concise, and compassionate
BENEFITS OF EFFECTIVE COMMUNICATION

•In the workplace,

 Manage employees and build teams

 Grow your organization more rapidly and retain employees

 Benefit from enhanced creativity and innovation

BENEFITS CONT

 Become a better public speaker

 Build strong relationships and attract more

opportunities for you or your organization

BENEFITS CONT

•In your personal life.

 Improved social, emotional, and mental health
 Deeper connections with people you care about
 New bonds based on trust and transparency
 Better problem–solving and conflict resolution
skills
FACTORS/BARRIERS OF EFFECTIVE
COMMUNICATION

•Semantic barriers: (language)

These barriers are caused due to improper communication between the

sender and the receiver. The following instances of semantic barriers can be
witnessed in communication.

This could be as a result of differences in the language or the use of

technical terms
Psychological Barriers:
•Psychology play an important role in interpersonal
communication as the state of the mind of the sender or the
receiver can make it difficult to understand the information
that is conveyed, which often leads to misunderstanding.

•Here are some instances where psychological barriers ,

PSYCHOLOGY CONT

1. Premature evaluation of information by the

receiver

2. Inadequate attention from the receiver’s

3. When information is passed within multiple
sources, the final information is distorted
ORGANIZATIONAL BARRIERS:

• These are barriers that are caused by to the structure,

rules and regulations present in the organization.
• The various types of barriers that can be encountered due
to superior subordinate relationships where the free flow
of communication is not possible
ORGANIZATIONAL FACTORS CONT

•Sometimes the complexity of organizational structure and

multiple managers make it difficult to convey information
properly, and the information gets distorted leading to
miscommunication.
FACTORS CONT

•Cultural barriers: Cultural barriers are those that arise

due to lack of similarities among the different cultures
across the world. A term that can be harmless in one
culture can be regarded as a slang in another culture.
FACTORS CONT

•Physical barriers: these are barriers that arise

due to certain factors like faulty equipment, noise,
closed doors and cabins that cause the information
sent from sender to receiver to become distorted,
which results in improper communication.
PHYSIOLOGICAL BARRIERS:

•these barriers arise when a sender or the receiver of the

communication is not in a position to express or receive the
message with clarity due to some physiological issues like
dyslexia, or nerve disorders that interfere with speech or
hearing.
BASIC COMMUNICATION SKILLS

•Communication skills, these are abilities that one

can have and make him or her a good
communicator.
• like any other skill, communication skills can
improve with practice. Here are a few ways to start
improving your communication skills.
HOW TO IMPROVE COMMUNICATION SKILLS

 Pay attention to your own behaviors: Notice

the gestures you use when you're happy versus
when you're upset. Think about how you change
the tone of your voice depending on the emotions
you are feeling
 . Being aware of your own nonverbal
communication tendencies is the first step to
changing the ones you want to change. It can also
give you insight into how you're feeling if you're
having trouble putting it into words.
BECOME A STUDENT OF OTHERS:

• It can also be helpful to consider how others

around you communicate nonverbally. What do
their facial expressions say? What type of gestures
do they use? Becoming familiar with their
nonverbal communication
• It can also help you recognize nonverbal behaviors
you may want to adopt yourself (such as standing
tall when talking to others to display
self-confidence
LOOK FOR INCONGRUENT NONVERBAL CUES:

 Do you say that you're fine, then slam cupboard

doors to show that you're upset? This can give
those around you mixed messages
THINK BEFORE YOU ACT:

• If your middle finger seems to automatically fly up

when a car cuts you off—even if your young child
is in the back seat, causing you to regret it as soon
as it happens
ASK BEFORE YOU ASSUME:

 Certain types of nonverbal communication can

mean different things in different cultures. They

can also vary based on someone's personality.
Before assuming that a person's body language or
tone means something definitively, ask .
NON VERBAL COMMUNICATION

•This includes all signs, symbles body language and

the ways that tone of voice might change the
meaning of a sentence when talking.
•when you ask a friend, how are you doing and they
respond with, "I'm fine." How they say these words
has a lot of information about how they are truly
feeling.
•A bright, happy tone of voice would suggest
that they are doing quite well while a cold
tone of voice might suggest that they are not
fine but don't wish to discuss it.
TYPES OF NONVERBAL

•Facial Expressions, this account for a biger

proportion of nonverbal communication.
• Consider how much information can be conveyed
with a smile or a frown. The look on a person's face
is often the first thing we see, before we hear.
•Even with differences in culture, facial
expressions for happiness, sadness,
anger, and fear are similar throughout
the world.
TYPES CONT

•Gestures, these are Deliberate movements and

signals are an important way to communicate
meaning without words.4 Common gestures include
waving, pointing, and giving a "thumbs up"
TYPES CONT

Paralinguistics
•Paralinguistics refers to vocal communication that is
separate from actual language. This form of nonverbal
communication includes factors such as tone of voice,
loudness, and pitch.
TYPES CONT

Body Language and Posture

•Posture and movement can also provide a great
deal of information.
Proxemics

People often refer to their need for "personal

space." This is known as proxemics and is
another important type of nonverbal
communication.
PROXEMIC CONT

•The amount of distance we need and the

amount of space we perceive as belonging to
us are influenced by several factors. Among
them are social norms, cultural expectations,
situational factors, personality characteristics,
and level of familiarity.
EYE GAZE

The eyes play a role in nonverbal communication,

with such things as looking, staring, and blinking
being important cues. For example, when you
encounter people or things that you like, your rate of
blinking increases and your pupils dilate.
HAPTICS

•Communicating through touch is another

important nonverbal communication
behavior. Touch can be used to
communicate affection, familiarity,
sympathy, and other emotions.
IMPOTANCE OF NON VERBAL
COMMUNICATION
Strengthening relationships: Nonverbal
communication fosters closeness and intimacy in
interpersonal relationships.
Substituting for spoken words: Signaling
information that a person might not be able to say
aloud. This can be helpful in situations where a
person might not be heard (such as a noisy
workplace)
IMPORTANCE OF NON VERBLE
COMMUNICATION

Reinforcing meaning: Matching nonverbal communication to

spoken words can help add clarity and reinforce important points.
Regulating conversation: Nonverbal signals can also help
regulate the flow of conversation and indicate both the start and
end of a message or topic.
HOW TO IMPROVE NON VERBAL
COMMUNICATION
 Pay attention to your own behaviors: Notice the
gestures you use when you're happy versus when
you're upset. Think about how you change the tone of
your voice depending on the emotions you are feeling.
Being aware of your own nonverbal
communication tendencies is the first step to
changing the ones you want to change.
BECOME A STUDENT OF OTHERS:

 It can also be helpful to consider how others around

you communicate nonverbally. What do their facial
expressions say? What type of gestures do they use?
Becoming familiar with their nonverbal communication
patterns helps you recognize when they might be
feeling a certain way quicker because you're actively
watching for these cues. (such as standing tall when
talking to others to display self-confidence).
LOOK FOR INCONGRUENT NONVERBAL
CUES:
 Do you say that you're fine, then slam
cupboard doors to show that you're upset?
This can give those around you mixed
messages
THINK BEFORE YOU ACT:

• If your middle finger seems to automatically

fly up when a car cuts you off—even if your
young child is in the back seat, causing you
to regret it as soon as it happens—you can
work to stop this
CONSTRUCTIVE FEEDBACK

•Constructive feedback is the type of feedback aimed at achieving a positive outcome

by providing someone with comments, advice, or suggestions that are useful for their

future.

•The feedback can be given in different forms; both praise and criticism can play a role

in constructive feedback.

•Good constructive feedback should focus on the work rather than being a personal

negative attack against an individual.

EXAMPLES OF FEED BACK

• Appropriate positive example

•“Thank you for keeping me informed of the
progress on the project. It’s allowed me to keep my
superiors up-to-date with our department. Everyone
is excited to see the project enter the final phase.
I’m impressed by your dedication to the team and I
look forward to seeing more from you!”
•Appropriate negative example

• “You haven’t been keeping me well-informed about

your project. I don’t know what’s going on and I’d like
to see more communication from you. Can we arrange
to have a 10-minute call every Friday with progress
updates please?”
CONSTRUCTIVE FEEDBACK CONT

•Inappropriate negative example

•“Did no one teach you how to communicate? The
team needs to know what’s going on. This is
completely unprofessional.”
CONSTRUCTIVE FEEDBACK

•When you decide it’s time to arrange a feedback

session, there things you need consider to really get
this right.
•A well-thought-out feedback session can have
everyone walking away feeling positive and like they
have achieved something.
HOW TO GIVE A CONSTRUCTIVE FEEDBACK

•1. Choose the right time and place for feedback

•2.Set the right tone for the meeting
•3. Emotional intelligence is key, emotions can run high
during feedback sessions, particularly where criticism is
concerned. Anger can cause you to attack the recipient
unfairly and this could have consequences
FEEDBACK CONT

•4. Define what is the purpose of the feedbac

•You should be able to clearly identify the areas of discussion.

Whether it is praising something positive or criticism about areas of

improvement. The content should be focused on the work rather than

the individual.
•.
•6. Don’t skirt around the issue
•7. Encourage a dialogue
•8. Be respectful and stay on point
•9. Give suggestions for improvements
•10. Recap the most important points
OPEN ENDED QUESTION

•Open-Ended Questions: Definition

• Open-ended questions are free-form survey questions that allow

and encourage respondents to answer in open-text format to
answer based on their complete knowledge, feeling, and
understanding.
EXAMPLES OF OPEN ENDED QUESTION