reliance effective communication

8/4/2019 Reliance Effective Communication

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[email protected] 1

EffectiveCommunication


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Objectives Understanding what communication is. Tips on communicating effectively.

How to avoid errors while speaking

Importance of non-verbal communicationwhen speaking.

Tips to get along better.


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What is communication

To impart/transmit/exchange ideas orinformation.

It includes speaking, listening, writing and non-verbal skills

It is the essence of social interaction

It influences what others think about you andhow well they understand you.

It also determines to a large degree your self-esteem, assertiveness and social adjustment.


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Purpose of Communication

A message must be conveyed.

The message must be received.

There must be a response.

Each message must beunderstood.


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What is effective communication

Transmitted information reaches the receiverexactly as the communicator wants it to.

Both communicator and receiver understand atopic in a similar manner.

Emotions of the communicator are passed on tothe receiver.


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Comparison of CommunicationActivities

Used Listening 45% Speaking 30% Reading 16% Writing 9%


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5 Levels of Communication

Chris Spies, 2002


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The Process ofCommunication


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Noise can happen at any stage..

What the sender means to say

What the sender actually says

What the other person hears What the other person thinks he hears

What the other person wants to say in reply

What the other person actually says in reply What the sender thinks the receiver says and

so on


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Components of Communication

process: C = f( l x s )

e

C stands for Communication whichis a function of Listening (l) andSpeaking (s) in a givenEnvironment (e).


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The Sender

Self concept

Family

CultureSkills

Feelings

Attitudes & values

ExpectationsExperience


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The Message

Channel/Medium

DistortionInterference

Context


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The Receiver

Self concept

FamilyCulture

Skills

Feelings

Attitudes & values

Expectations

Experience


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The Individual

.PerceptionSelf Concept

Experience

Expectations

Attitudes and Values

Communication Skills

Family

Culture

Feelings


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Feedback

Provides continuity inCommunication

Indicates effective understandingor misunderstanding of themessage

Stimulates further communicationand discussion


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Main forms ofcommunication in

organizations

Internal operational

External Operational Personal


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COMMUNICATION

could be. Formal and Informal

Communication

Verbal and Non-VerbalCommunication

Individual and Group

Internal and External


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Formal and Informal

That which is official and part ofrecognized communication system

which is involved in the operationof the organization.

Can be oral or written

Usually takes place along the lines

of command in the hierarchy of theorganization.


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Vertical communication can be bothupward and downward.

Horizontal communication takesplace at the same level in thehierarchy. Also known as lateralcommunication


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Informal Communication

Diagonal or grapevine

Grows out of social interactions

among people who work together.Bound by conventions customsand culture.

Generally transmitted in a variety

of ways gestures,silence, writtenor oral messages.


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Grapevine

Can assume a lot of shapes

Straight chain pattern

Informal star pattern The probability pattern

The cluster net


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Formal Communication Informal Communication

Advantages Disadvantages Advantages Disadvantages

Chain of commandis maintained.

Clear cut directions

for functioning.

Written records for

all are maintained.

Time consuming.Inflexible and

lacking in

autonomy.

Fast dispersion ofinformation.

No hierarchy /

protocol to be

maintained.

Gossip fosters.Rumours spread.

Formation of

cliques.

Ambience is

affected bymisinformation.


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Verbal Communication Non VerbalCommunication

Oral Written Signs

One to one Personal SymbolsOne to other Internal Body Language

Within a Group External Space

Between Groups TimeExternal


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Oral Written

Advantages Disadvantages Advantanges Disadvantages

Personal

Two-way

FlexibleEffective

Direct

Could bedistorted or

forgottenNo records

Cannot beused as

evidenceLengthymessages ???

Authority

Accuracy

Recordpermanent

Coverage/duplicated and

distributedTime to thinkand react

Indirect

Timeconsuming

Increasespaper work

Storage space


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Non verbalCommunication

Advantages Disadvantages

Universal language

Literacy not an issue

No aids required

Feelings perceived moreintensely and evokeimmediate reaction

With different frames ofreferencemisunderstandings can

occurNot culture free

Too many conclusionscan be drawn based on a

single or isolated act.


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Individual Communication Group Communication


It is more

personal.

Individual biases

can come into

play.

Information can be

given to many

people at the same

time.

Time saving.

Clarification ofcommon doubts is

easier.

It is impersonal.

It can be subject to

group think.


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Internal Communication External Communication


Boosts morale

and motivation.

Is an indicator of

the health of the

organization.

Information

overload due to

lack of filtering.

If only one way,

it is directive.

Helps promote

the image of the

organization in

society.

Media hype and

intervention in

organizational

functioning.


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For Starters A simple

thought

Communication is not difficult.We just do it badly !!!!!!!!!!!!!


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Barriers toCommunication


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CONTEXT

The Situation Or Setting Whithin WhichCommunication Takes Place.

The Circumstances Thatsurround A ParticularPiece Of Communication.

Plays An Important Part In How A Message IsEncoded Or Decoded.

The Same Message Can Have Different MeaningDepending On The Situation Since Emotions AndReactions To Ideas And Events Vary In DifferentSituations.


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NOISE

Message Received Is Not Necessarily The Same AsThe Message Sent.

Noise Or Interferance Can Lead ToMisunderstanding Or Confused And AmbiguousCommunication.

Results In Communication Barriers Because OfMisunderstanding And Misinterpretaion.


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CAUSES OFCOMMUNICATION

BARRIERS. Inappropriate Choice Of Words.

Inappropriate Channel.

Inappropriate Message

Reciever Inattention. Lack Of Courtesy By The Sender Or The

Reciever

Nonverbal Communication That Does NotSupport The Words.

Different Cultural Backgrounds

Poor Layout And Presentation

Inappropriate Timing

Inadequate Feedback


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Cause Of Barrier Outcome Strategies To Avoid Barriers

Differences In Perception People Often See And InterpretThe Same Event Or Action In ADifferent Way.

Listen Carefully. Speak ClearlyAnd Irectly To The Other Person.Ask Questions Give A Feedback

Differing Attitudes And Values People Often Form DifferentInterpretations

Listen Carefully. Speak ClearlyAnd Irectly To The Other Person.Ask Questions Give A Feedback

Inconsistency Between

Spoken And NonverbalCommunication

Poor Communication And

Confusion Because OfAmbiguous Message

Match The Verbal And Nonverbal

Parts Of The Total Message.

Withholding Communication Others Operate With Only PartOf Message So Mistakes AreMore Likely To Occur

Plan And Structure The MessageTo Include All NecessayInformation

Passing Judgement By Telling

People Their Reaction IsStupid

The Reciever Can Become

Angry And Retaliate

Listen Actively. Ask

Questions.Give Feedback.

Dismissing The Concerns OrPoint Of Veiw Of Others

The Reciever May Withdraw Listen Carefully. Show You AreAware Of The Others Point OfVeiwww. Ask Questions. GiveFeedback.


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BARRIERS

Barriers Are Influencing FactorsWhich Impede Or Breakdown the

Continuous Communications Loop.

They block, distort or alter theinformation.


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CLASSIFICATION OFBARRIERS

A. PERSONAL BARRIERS

1. Individual Barriers.

Semantic Barriers - language barrier may manifest

itself in the form of misinterpretation of words,gestures, translation and meaning of signs andsymbols.

Words Boot/Boot

Gestures- Nodding head left to right Translation Lift = elevator/escalator

Signs and symbols

Frames of Reference- UNION = ? For scientist/manager


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2. Psychological barriers may arise due to attitudes , bias orclosed mind, emotions, perceptual variations, mental

competencies, sensory differences, tendencies to exaggerate andlack of listening skills.

Attitude

Bias

Heightened emotions

Perceptual variations

Mental competency

Sensory differences

Exaggeration

Listening

3. Cultural differences result of geographical,economical,social,religious, educational and occupational factors.


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4. Audience Resistance

external factors that cause people to tune you

out. (characteristics of dress, speech andactions that may be turning people off)

internal factors that prevent them from giving

you their complete attention.lack of interest in what you're saying

(bearing does it have on the listener's job,income, health, family, or security )

a lack of understanding.(erecting defensemechanisms and emotional barriers) (Keep ItSimple


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B. ORGANIZATIONAL BARRIERS

1.Structural barriers -

2. Status effect

3. Filtration level


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C. MECHANICAL BARRIERS

1. Technical impediments

2. Information overload


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D. PHYSICAL BARRIERS

1. Geographical Distances

2. Time pressures

3. Physical distractions


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E. Environmental Barriers

Distractions

Disturbances

Diversions Discomfort


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To Make CommunicationEffective, Barriers Must Be

Identified, Taken Cognizance OfAnd Overcome By EncouragingFeedback


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HOW

By general awareness of theimportance of communications.

Organizational facilities free flow proper climate confidenceopenness- feedback reward-performance appraisal

Interpersonal style

Empathy

Clear cut systems and procedures

Eff ti C i ti


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Effective Communication

Effective communication begins whenthe receiver starts responding back

A good rule forcommunication is to

leave unmentioned what your audiencealready knows

-tell them something new!"


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[email protected]

Dhun Dastoor [email protected]

Shailaja Karve [email protected]
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