Communication skills

1. Communication skills • Definition • Process • Types • Network • Characteristics • Importance • Barriers

2. Communication Goals

3. Definition Use of effective language for conveying a technical/commercial/ industrial message to achieve a predetermined purpose

4. Communication is the method by which people share their ideas, information, opinions and feelings. Commonly used, the term communication refers to information sharing. We share language, thoughts, feelings and behaviour but each is filtered through a unique, individual mind. In its broadest sense, communication is not simply the transmission or reception of messages or responses but a relationship between individuals. When communication occurs inside a single person, the sharing of thoughts and feelings with the self is called intrapersonal. Between two or more persons, communication is interpersonal.

5. Process Sender Message Response Receiver Common Frame of Reference Channel Sent Received Semantic Gap Feed back

6. Steps Ideation Encoding Transmission Receiving Decoding Action Acceptance Sender Receiver

7. Typical features of communication • Two way process • Continuous/Ongoing • Functional • Cumulative process • Irreversible • Contextual • Complex • Inevitable

8. Types Communication Verbal Non verbal • Signs • Symbols • Body Language Oral Written

9. Face – to – face Telephonic Group Meeting Seminar Conference/ Symposium Panel Discussion Presentation Interview ORAL

10. Advantages Adjustable Clarifier Time Persuasion & control Formality Cost Convenient/reliable for Groups Limitations Future ref not possible Not-effective if poor speaker Not suitable for lengthy details Distortion Poor retention ORAL COMMUNICATION

11. e – mail Fax Memorandum Notice Circular Press release Letter Report Proposal Research paper WRITTEN

12. Advantages Most wanted Permanent Legal evidence Accurate Suitable for lengthy & complicated messages/communication Limitations Limited to only Literates Costly, time consuming Formal Delayed feedback Written Communication

13. Body Language Kinesics– Branch of learning • Kinesics – the study of nonverbal body motions as a systematic node of communication • People trust their ears less than their eyes. • when a speaker’s body language is inconsistent with their words the listeners will tend to believe their eyes

14. BODY LANGUAGE(KINESICS) • Aspects • Personal Appearance • Facial Expression • Posture • Gesture • Eye Contact • Space, Distancing • Touch Non verbal cues or Visible codes

15. PARALANGUAGE • Defined as “how” of language • Includes volume • Pitch Pronunciation • Modulation Articulation • Stress Tone • Intonation Pauses • Speed

16. Technical communication/General purpose communication • General purpose communication is concerned with the world at large. • Technical (business) communication is specifically concerned with well defined business activities.

17. Characteristics of technical communication • Open communication climate • Committed to ethics • Perception of multicultural • Audience awareness • Efficient flow

18. Characteristics contd….. • Clear – unambiguous • Concise – direct, precise • Correct – specific, accurate • Complete – self contained • Courteous – cordial, polite • Impartial and objective

19. Importance of technical communication Life line of business Measure the success, growth Link within & outside Tangible product of the work Valuable repository/container of information Develops desirable qualities Reveals gaps in thinking

20. General Purpose Structure flexible Content (any) Layout (flexible) Audience (not always specific) Nature (not always objective) Business Rigid Business,industrial technical Rigid Only to specific Mostly objective Difference between general purpose and technical communication

21. Steps involved in solving a Communication Problem • Identify the Problem • Discover the Cause(s) • Evaluate the alternative solution • Select and apply the best solution • Follow through

22. COMMUNICATION BARRIERS • Definition Errors, misunderstandings and several other factors that prevent us transmitting our ideas meaningfully causing communication failure.

23. COMMUNICATION BARRIERS Classification • Barriers in Intrapersonal communication • Barriers in Interpersonal communication • Barriers in organizational communication

24. Intrapersonal Barriers-usually stems from wrong assumptions. • Rigidity of thought • Unclarified assumptions • Different perceptions of reality • Premature evaluation of message • Negative attitude (source, message, person) • Fear of the unknown • Inferiority/ superiority complex • Lack of interest • Categorical thinking- ‘Know it all’ • Choice of Words

25. Interpersonal Barriers • Absence of common frame of reference • Presence of noise in channel • Cultural differences • Display of intense emotions • Poor listening • Poor synchronization of verbal and non-verbal cues • Vague objectives • Choice of wrong variety of language • Semantic differences • Psycho-physical factors

26. Organizational Barriers • Hierarchy in organization • Delay • Distortion • Alteration • Superior-subordinate relationship • Interpretation • Grapevine • Information overload • Too many transfer stations • Fear of superior perception • Negative attitude in organization • Misunderstood application of freedom

27. Tips for effective presentation • Know thyself! (Read thy subject of discourse!) • Be focused • Brevity is the soul of wit • Know your audience • Infuse your words with an earthiness that will appeal to a wider audience. • Create the right ambience

28. Tips continued….. • Be sincere in your utterances. • Be positive. Believe in your self. • Bring alive and exploit the magic in and of words. • Reach out to your audience.