Ketan Bhatt

• Assume what would happen if we could not speak or listen?

• Write down 5 points

How difficult it would have been to communicate or connect or associate or relate!!

Communication is the basic unit of social transaction.

Some of us are attending the intervention for communication skills.

If you recall the first mail sent to us…….

“Communication is at the very core of human existence and the base of all human transactions. ”

“The purpose of any communication is achieved only if the communique (in any form) elicits the intended response from the recipient. It is needless to emphasize the importance of communication vis-à-vis proficiency in interpersonal skills. Such skills enable us to relate with our colleagues with greater effectiveness and in turn create more congenial and productive work environment.”

WHAT DO WE UNDERSTAND BY COMMUNICATION???

Importance of Communication

• The purpose of communication is to get your message across to the recipient clearly and unambiguously.

• By successfully getting your message across, you convey your thoughts and ideas effectively.

• When not successful, our thoughts and ideas are not adequately received, causing distortion & communications breakdown and creating roadblocks that stand in the way of your objective .

TYPES OF COMMUNICATION

Y O U R A N S W E R S

THE TEXT BOOK ONE

Types of communication

Verbal

Face-to-face

Mobile or telephone

Non-Verbal Written

Communication Process

Communication barriers can pop-up at every stage of the communication process (which consists of messenger, message, channel, recipient, feedback) and have the potential to create confusion and misunderstanding .

Our goal should be to lessen the frequency of such barriers at each stage of this process with clear, concise, accurate communication.

QUESTIONNAIRE

READY FO

R THE

SCORING??

??

Question No. Scores

Q. 1- 5 4 - 3 - 2 - 1 - 0

Q. 6 0 - 1 - 2 - 3 - 4

Q. 7 - 8 4 - 3 - 2 - 1 - 0

Q. 9 -11 0 - 1 - 2 - 3 - 4

Q. 12 4 - 3 - 2 - 1 - 0

Q. 13 - 15 0 - 1 - 2 - 3 - 4

Score Comment

56-75

Excellent! You understand your role as a communicator, both when you send messages, and when you receive them. You anticipate problems, and you choose the right ways of communicating. People respect you for your ability to communicate clearly, and they appreciate your listening skills.

36-55You're a capable communicator, but you sometimes experience communication problems. Take the time to think about your approach to communication, and focus on receiving messages effectively, as much as sending them. This will help you improve.

15-35

You need to keep working on your communication skills. You are not expressing yourself clearly, and you may not be receiving messages correctly either. The good news is that, by paying attention to communication, you can be much more effective at work, and enjoy much better working relationships! The rest of this article will direct you to some great tools for improving your communication skills.

THE MESSENGER – PLANNING YOUR MESSAGE (Questions 1, 2, 11)

Before you start communicating, take a moment to figure out what you want to say, and why.

Save your time by conveying information which is necessary / useful

To plan your communication understand:

Why am I communicating?

With whom am I communicating? What do they need to know?

Plan what you want to say, and how you'll send the message.

Frequently seek feedback on how well the message was received.

Keep It Simple and Stupid

Encoding – Creating a clear, well-crafted message (Questions 1, 5, 8, 10, 15)

When you know what you want to say, decide exactly how you'll say it. You're responsible for sending a message that's clear and concise.

To achieve this, you need to consider not only what you'll say, but also how you think the recipient will perceive it.

For effective verbal communication :

• Understand what we truly need and want to say.

• Anticipate the other person's response to my message.

• Choose words and body language that allow the other person to really listen what I am saying.

When writing, take time to do the following:

• Review your style vis –a – vis the objective.

• Selective usage of jargon or slang.

• Check your grammar and punctuation.

• Check also for tone, attitude and other subtleties.

• Where required use pictures, charts, and diagrams

Choosing the right channel

(Questions 7, 11, 13)

To determine the best way to send a message, consider the following:

• The sensitivity and emotional content of the subject.

• How easy it is to communicate details.

• The receiver's preferences / biases.

• Time availability.

• The need to seek and respond questions.

(Questions 3, 6, 12, 14)

It is easy to be a “Chatterbox” we usually have lots to say. However, to be an effective communicator, you also need to step back, let the other person talk, and just listen.

To listen, give your undivided continuous attention to the speaker:

• Look at the person – eye contact.

• Pay attention to his or her body language.

• Avoid distractions.

• Nod and smile to acknowledge points.

• Allow the person to speak, without thinking about what I'll say next.

• Don't interrupt the speaker

Decoding – Receiving and Interpreting a message

Feedback

(Questions 3, 4, 9)

You need feedback / response, because without it, you can't be sure that people have understood your message.

Sometimes feedback is verbal, and sometimes it's not

By observing the facial expressions, gestures, and posture of the person you're communicating with, you can ascertain:

• Confidence levels.

• Defensiveness.

• Agreement.

• Comprehension (or lack of it).

• Level of interest & engagement.

• Level of engagement with the message.

• Extent of truthfulness (or lying/dishonesty).

Manager crosses arms and leans away

Manager peers over glasses

Manager continues to read a report when employee is speaking

Manager rolls the eyes

Manager fails to acknowledge greeting from employee

Manager glares ominously

Manager sighs deeply

Manager uses heavy breathing

Manager doesn’t maintain eye contact when communicating

Nonverbal Communication

Manager looks away when talking to the employee

Possible signs received

Divided attention / lack of Interest

Unfriendliness

Anger

Not taking person seriously

Discomfort or Disgust

Anger of heavy stress

Lack of interest / lack of confidence

Apathy or close - mindedness

Skeptisim or disgust

Lack of interest

MAKING A GREAT FIRST IMPRESSION

SOME TIPS……

• Be punctual

• Be Yourself………………………………don’t wear a mask

• Present Yourself Appropriately

• A Smile always wins!

• Be Open Minded and Confident

• Small Talk Goes A Long Way.

• Be Positive

• Be Courteous And Attentive

Now that we understand this different side of communication….

LETS DO A QUICK VOTE!!!!!!!!!!

Good communication always give that extra edge………… lets look at some who excel at it