Communication

By Assignment (C-2) COMMUNICATION

1. How would you correlate this assignment for a job that you plan to take up after completion of this course? Is there any correlation in terms of communication? How?... (M2/M3) I entered FRANKFINN institute to build myself and to change to rule over this community both personally as well as career point of view. “ To understand the heart and mind of a person, look not at what he/she has already achieved, but at what he/she aspires to do…” Assignment - JOB/CAREER

What is career?? Job vs. Career: Job – “What can I do now to make money?” Career – Chosen Profession for your life. Requires a willingness to get the training needed to build your skills for the future. A career is the work a person does. It is the sequence of jobs that an individual has held throughout his or her working life, E.g. occupation of nursing.

Career planning what’s that?? “ Career planning consists of activities and actions that you take to achieve your individual career goals”.

Communication – My communication skills are improved a lot and now I am able to communicate with the people in an effective and timely manner. Now I can proudly say that my communication capability is my strength. Fear to talk in public – Now I can freely talk with people when I am in a group and can clearly make the community to understand the things which I am explaining. After joining FRANKFINN… I have acquired the following after joining Frankfinn… which may be helpful in my future Job assignments…

Extrovert – I converted from an introvert to extrovert thereby talking boldly and winning the people with my words. Time management – I learned how to effectively utilize the time and do the things in a more efficient manner thereby increasing my personnel productivity. After joining FRANKFINN… I have acquired the following after joining Frankfinn… which may be helpful in my future Job assignments…

Perception – I changed my perception in understanding the things surrounding me and leant how to observe the things carefully and keenly. With the changed perception, now I am able to rationalize the things and improve my knowledge. Attitude – This is the factor which played a major role in my change of personality with which my negative view points are now turned into a positive attitude. After joining FRANKFINN… I have acquired the following after joining Frankfinn… which may be helpful in my future Job assignments…

Broader thinking – My thinking ability has changed a lot with which now I am able to solve the complex problems in an effective manner by following the method of dividing the complex problem into a number of small problems for which solutions can be achieved easily. Positive thinking – improved the way of thinking and tackling the problems in a positive manner. After joining FRANKFINN… I have acquired the following after joining Frankfinn… which may be helpful in my future Job assignments… With these qualities, I am confident that I can be successful in my future career…

Correlation in terms of COMMUNICATION… Studies tell 70 % of mistakes in the workplace are a direct result of poor communication….. The things which I described in next slides, which are based on communication will bring the success, if followed correctly.

To Succeed… Don't talk negatively about people behind their backs. If you gossip, people won't confide in you. Mind your own business. gossip

Try to work for someone who'll challenge your powers. You'll learn more in a year than 4 years of college. To Succeed…

Successful bosses have good communication skills. They learn from people, including their employees. To Succeed…

Work in such a way that makes your boss look good. It's not flattery. To Succeed…

On downsizing, the first to go are those with few friends. Bosses prefer competent people whom they respect. To Succeed…

Dress for the job you want, not the one you have. Let your dress reflect professionalism. To Succeed…

Workout to get in good physical shape. Unless exceptionally skilled, the unhealthy are at a comparative disadvantage. To Succeed…

Personal integrity is crucial. Tell nothing but the truth. Bosses can forgive mistakes but if you lie, you're gone. To Succeed…

Be on time. Try to arrive few minutes early. It saves you from stress. You'll be much relaxed & work better To Succeed…

Strive your best to keep a deadline. If you cannot meet it, then apologize & ask for an extension To Succeed…

Don't take things personally. To Succeed… If some people are unhappy with you, it's their problem. But always strive to give your best.

If you must correct someone, don't get personal about it. Do it never in front of others. To Succeed…

To Succeed… Spend some time alone everyday. What's the mission of my life? What do I want to be? And how to go about it.

As you move along Plan A of your career, maintain a Plan B as well — an alternative course to rely To Succeed…

Always remember that the secret of success is passion. Always think big. Spread love & joy. You'll have blissful years ahead To Succeed…

2. Evaluate your own communication skills and suggest the improvements for the same… (D1) My communication skills are improved a lot and now I am able to communicate with the people in an effective and timely manner. Now I can proudly say that my communication capability is my strength.

Effective Communication Effective Communication Productive Relationship

Our values The Success Sequence Our Beliefs (self esteem and self image) Our thoughts Effective Communication

Our values, beliefs, and thoughts The Success Sequence What we say and do Results Self-fulfilling prophecy

We communicate to…… Get information Motivate Cheat Praise Make arrangements Give advice Sell Greet Abuse Etc

Verbal, vocal and visual Verbal : The message that we deliver Vocal : The voice that we convey Visual : Our body language Communication

Causes of Communication Difficulties: Lack of information and knowledge Not explaining priorities or goals properly Not listening Not understanding fully and fail to ask questions Mind made up, preconceived ideas

Causes of Communication Difficulties: Not understanding others’ needs Not thinking clearly, jumping to conclusions Bad mood Failure to explore alternatives

Communication failures can cause….. Loss of business Mistakes, inefficiencies Lowered productivity Poor coordination and cooperation Damaged personal or company image Frustration, hostility

Communication failures can cause….. Dissatisfaction with others Lowered morale Loss of team spirit High employee turnover Conflict and arguments Drop in self esteem and confidence Loss of friendship

Everything we do is communication The way we begin our message often determines the outcome of the communication The way message is delivered always effects the way message is received Basic Communication Principles

The real communication is the message received, not the message intended Communication is two way street – we have to give as well as gather Basic Communication Principles

Give good information Gather good information Mutual respect Communication Trilogy

Six C of giving good information Give Good Information Clear Concise Courteous Complete Correct Concrete

Give Good Information Use precise, memorable and powerful words Support your words with visual aids Give demonstration Provide examples/metaphors/analogies Use the other person “language” When giving information………

7 Positive Principles for Cooperative Communication Soften the ‘you’s or change the into “I” to avoid sounding pushy Instead of : ‘You’ll have to….’, say ‘Could you….’ Or ‘Would you be able to….’ Focus on the solution , not the problem Instead of ‘We’re out of mild….’, say ‘I will pop down the shop for some milk’.

7 Positive Principles for Cooperative Communication 3. Turn can’ts into cans Instead of ‘We can’t do that until next week’, say ‘We’ll be able to do that next week’. Take responsibility – don’t lay blame Instead if ‘It’s not my fault’, say ‘Here’s what I can do to fox that’.

7 Positive Principles for Cooperative Communication Say what do you want , not what you don’t want Instead of ‘Don’t; drive too fast’, say ‘Drive carefully’ Focus on the future , not the past Instead of “I’ve told you before not to……, say ‘From now on…….” Share information rather than argue or accuse Instead of ‘No, you’re wrong’, say ‘I see it like this….’

Assertive Communication Make statements that are honest, clear, brief, and to the point Use “I” statement : I’d like, I appreciate, I think Distinguish between fact and opinion Ask, don’t tell Offer improvement suggestions, not advice and commands Verbally, assertive people :

Assertive Communication Verbally, assertive people : Offer constructive criticism, free of blame, assumptions, and ‘shoulds’ Ask questions to find out the thoughts and feelings of others Respect the rights of others as well as their own rights Communicate mutual respect where the needs of two people conflict, and look for mutually acceptable solutions

Assertive Communication Non Verbally, assertive people : Make appropriate eye contact Sit or stand firmly and comfortably erect Gesture openly to support their comments Speak in a clear, steady, firm tone of voice

Assertive Communication Non Verbally, assertive people : Maintain open, steady, relaxed facial expressions, smiling when pleased, frowning when angry Speak a steady, even pace, emphasizing key words, with few awkward hesitations

Manage your body language Sit or stand at right angles and on the same level, and respect people’s personal space zones Use open gestures and body language Center your attention exclusively on the other person Lean slightly forward to show interest; a bit further forward to apply pressure, slightly back to reduce pressure

Manage your body language Maintain appropriate eye contact while listening to encourage the speaker; increase eye contact to apply pressure; reduce it to lower pressure Respond appropriately by basing your responses on what the other person has just said Be relaxed and balanced to make relaxed and open communication easier

Gather Good Information with your EARs E – explore by asking questions A – affirm to show you’re listening R – reflect your understanding S – silence, listen some more

Exploring Questions Open Questions Open questions yield lots of information because they allow a person to explain what is most important or interesting and encourage elaboration. Probing Questions Probing questions are those that relate to the topic we want to explore further. They encourage the speaker to flesh out the details.

Active Listening Giving undivided attention to a speaker in a genuine effort to understand the speaker's point of view. This involves giving them your full attention and the use of verbal encouragers such as “Yes”, “Aha” and “Mmm”. It also includes non-verbal acknowledgements such as nodding, smiling and body language. Active Listening

Benefits of Active Listening It forces people to listen attentively to others It avoids misunderstandings, as people have to confirm that they do really understand what another person has said It tends to open people up, to get them to say more

5 Active Listening Skills Paraphrasing meanings: Translate into your own words what the speaker has said Reflecting feelings: when someone is expressing emotion or feelings or looks emotional (upset, angry, excited), convey your empathy and encourage the speaker to continue Reflecting facts : briefly summarize the content, or factual aspects, of what the speaker has said.

5 Active Listening Skills Synthesizing: blend several ideas of the speaker into one theme or idea. Imagining out loud: imagine what it must be like to be in the speaker’s place

To listen more effectively….. Attend physically – the right body language helps us to focus on the speaker and encourages the speaker to give us more information. Attend mentally – follow the speaker’s flow of thought, listen to understand, not evaluate; listen first, then assess Check it verbally – paraphrase, clarify, probe further, summarize your understanding

When receiving/listening feedback Listen, don’t resist Keep calm and keep breathing Let your body language show you are receptive Ask questions to make sure you’ve understood Don’t be overly sensitive , self protective or cavalier Receiving feedback

When receiving/listening feedback Receiving feedback Does the person offering feedback know what they’re talking about ? What other information do you have that supports the feedback? If you’re tempted to ignore it, do you have evidence that contradicts the feedback ?

Communication

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