Facilitator: Md.Tariqul Islam (Sayem)

COMMUNICATION

Program Objectives To identify steps in taking responsibility

for your own communication. To explore the use of words, tone of

voice, and body language in communication.

To identify ways to establish rapport in communication.

To compare “telling” and “asking” questions styles in solving problems.

Program Objectives Recognize and understand the

power of communication. Understand how problems develop

due to listening. Identify specific communication

problems and apply treatments. Learn techniques to manage and

ensure proper communication.

Enhance your knowledge of non-verbal communication.

Apply what you learn to the written word.

Know how to use the last resort.

Practice, role-play, discuss, and problem solve.

Program Objectives

A Challenge

Please write a One Sentence Definition of

EFFECTIVE COMMUNICATION

Definition of Communication (1 of 2)

The exchange of thoughts, messages, or the like, as by speech, signals or writing.

To express oneself in such a way that one is readily and clearly understood.

Definition of Communication (2 of 2)

Communication is shared feelings/shared understanding.

If you can honestly achieve that goal, you are communicating.

Methods of Communication

Memo, fax, e-mail, voice mail, letter.

Phone call, in-person.

Two-Way

One-Way

Collaborative Team meetings, consulting,

consensus, decision making, group problem solving.

Communication Advantages Increase productivity. Reduce stress. Better understand what others are

saying. Better understand how to get your

message across. Enhance relationships. Save time and money.

Who Is Responsible?

The Communicator.

How Much Is The Communicator Responsible?

60 Percent!

Face-To-Face

Mirror

and

Match.

Mirror and Match Sentence structure. Tone of voice. Key words. Non-verbal body

language. Style of speech. Rhythm of speech.

Effective communication• Meaning and Definition

• Uses of Effective Communication

• The 7C’s of Effective Communication

• Facts about Effective communication

Meaning and definitionMeaning-Effective Communication is a two way process – sending the right message and to the right person. It is important to know the psychology of the people you are interacting with for communication to be effective.For communication to be effective it is necessary to know the circumstances of the counter entity.Effective communication includes all the aspects of visual, auditory and kinaesthetic language to appeal the listener.

Definition- “Effective communication is the communication which produces intended or desired result”

Uses of effective communication

•Effective communication helps to understand a person or situation in a better way.

•It enables us to solve the differences, build trust and respect in the organization.

•Sometimes our message is misunderstood or we misunderstand the received message, effective communication helps us to resolve problems with both’s point of view.

•Effective communication helps us to connect well with kids, spouse, boss, colleagues, etc.

•It helps us in decision making.

Completeness

`

•The information conveyed in the message should be complete for the communication to be effective.

•The sender must take into consideration the receiver’s mind set and convey the message accordingly.

•Complete communication enhances the reputation of the organization.

•Complete information always gives additional information wherever required, it leaves no question in the minds of the receiver.

•Complete information helps in better decision making as it serves all the desired and crucial information.

•Complete information persuades the audience.

Conciseness•Conciseness means communicating what you want to convey in least possible words.

•Conciseness is a necessity for effective communication.

•Concise communication provides short and essential message in limited words.

•Concise message is more appealing and comprehensive to the audience.

•Concise messages are non repetitive in nature.

Consideration•Effective communication must take audience into consideration by knowing the viewpoints, back ground, mindset, educational level, etc.

•Consideration implies ‘stepping into the shoes of others’.

•Consideration ensures that the self respect of the audience is maintained and their emotions are not harmed.

•Consider the needs and requirements of the audience to achieve effective communication.

Clarity •Clarity implies emphasizing on a specific goal or objective at a time, rather than trying to move away from track.

•Clarity helps to understand the message easily.

•Complete clarity of thoughts and ideas enhances the meaning of message.

•Clarity comes with the use of exact, appropriate and concrete words.

Concreteness•Concrete communication implies being particular and clear rather being fuzzy and general.

•Concrete communication shows good level of confidence.

•Concrete information helps to strengthen the reputation of the organization.

•Concrete information cannot be misinterpreted.

Courtesy•Courtesy means being polite, kind, judicious, enthusiastic and convincing.

•Courtesy is an important element of effective communication.

•Courtesy reflects the nature and character of the sender of the message.

•It is the same as give respect and then expect the same.

•Courtesy is not at all bias in nature.

Correctness

•Correctness in the communication implies that the correct information is conveyed through message.

•Correct communication boosts up the confidence level of the sender.

•Correct information has greater impact on the audience.

•Free from grammatical errors and use of appropriate and correct language.

•Correct information includes the precision and accurateness of facts and figures used in the message.

BARRIES TO EFFECTIVE

COMMUNICATION

• Lack of Sensitivity to Receiver

• Lack of Basic Communication Skills

• Insufficient Knowledge of the Subject

• Emotional Interference• Lacking confidence

Encoding Barriers

•  Physical Distractions• Channel Barriers.• Long Communication Chain.

Transmitting Barriers

• Lack of Interest. • Lack of Knowledge.  • Lack of Communication

Skills• Emotional Distractions • Information overload • Conflicting Messages

Decoding Barriers. 

• No Provision for Feedback

• Inadequate Feedback.

Responding Barriers

Over coming the barriers of effective communication

Effective Communication skills

Body language(Smile, Eye contact,

Gestures, tone)

Cultural Sensitivity

Checking for understanding

Summarizing what has been said

Seeking Participation

Effective Questions

Simple Words

Connecting withThe audience

LET’S EXPERIENCE

What is listening ?

• Listening is the absorption of the meanings of words and sentences by the brain. Listening leads to the understanding of facts and ideas.

Various stages to listening

Hearing Focusing on the message not the person Comprehending and interpreting Analyzing and Evaluating Responding Remembering

Co-relation between Listening and Speaking

9%

16%

30%

45%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

Writing Reading Speaking Listening

What we are taught….

9%

16%

30%

45%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

Writing Reading Speaking Listening

Amount taught

Importance of listening

“If we were supposed to talk more than listen, we would have been given two mouths and one ear.”

Mark Twain

Techniques of active listening

PARAPHRASE

Restate what was said in your own

words

SUMMARIZE

Pull together the main points of a

speaker

QUESTION

Challenge speaker to think further, clarifying

both your and their understanding, however

suspend judgement

Path for good communication

Listen to Understand

Understand before

speaking

Speak to be understood

Seek understanding

before proceeding

Repeat

Conclusion A man is seldom better than his conversation

German Proverb