communication and presentation skills 01
- 1. Topic# 1 Communications Communication and Presentation Skills
- 2. Meaning and Nature of Communication The word communication is derived from the Latin word‘communicare’, which means to share, impart, participate, exchange or transmit. “Communication is the transfer of information from a sender to a receiver, with the information being understood by the receiver”. — Koontz andWeihrich The Oxford dictionary defines communication as‘the imparting or exchange of information by speaking, writing, or using some other medium. According to Newman and Summer,‘Communication is an exchange of facts, ideas, opinions or emotions by two or more people.’
- 3. Communication is a process of transmitting and receiving verbal and non- verbal messages. Considered effective only when it achieves the desired reaction or response from the receiver. Communication is an exchange of ideas. Communication is the process through which an exchange of information takes place. It is the sharing information, ideas, concepts and messages. Two or more parties are involved in it. In communication exchange of information takes place between two or more persons.The one who initiates the exchange is the sender of the message (speaker/ writer) and the one who receives and interprets it is the receiver of the message (listener/ reader). It is a two-way process.
- 5. 1.VERBAL COMMUNICATION : Words and language are used to convey the message. Two types: (a) Oral communication: Communication through spoken words. It may be face-to-face (lecture, seminar, conference, meeting, informal conversation, chit-chat, gossip, or telephone). Clear voice and tone are necessary for effective oral communication. Speaking at too fast/slow speed or two high/low volume impairs oral communication: (b)Written communication: Communication via SMS, e-mail, letter, brochure, hand book, report is written communication. Essential in case of formal business interactions (proposal, press release, contract, etc.) and legal documentation. Grammar, vocabulary, writing style, etc. determine the effectiveness of written communication.
- 6. 2.NON-VERBAL COMMUNICATION: Communication without using words is called non-verbal communication. Non-verbal communication may take the following forms: (a) Body Language : Communication through facial expressions, gestures, stance, touch and other physical signs is called body language. (b)Aesthetics : Music, dancing, painting sculpture and other forms of art serve as means of communication. (c) Appearance : Dress and grooming create the first impression. In offices, there is a dress code. (d) Symbols : Symbols may relate to religion, status, ego, etc.These convey the special meaning. For example, the number of stars on the shirt of a police officer reveal his/ her status.
- 7. 3.VISUAL COMMUNICATION : In visual communication, signs, drawing, graphic design, color, illustration and other visual aids are used to convey the message. For example, colors used to control traffic.Visuals such as graphs, pie chart, flow chart, etc. convey considerable information in a clear and concise manner. 4.AUDIO-VISUAL COMMUNICATION : Use of voice and visuals together is called audio-visual communication. Radio is an audio medium while television and films are audio-visual media of communication. 5. FORMAL COMMUNICATION : Communication through the organizational hierarchy (chain of command) and in accordance with the policies, rules and conventions of the organization is called formal communication.
- 8. It can be both oral and written. Formal communication can be in the following patterns: a) Vertical communication : Flow of information downwards and upwards in the organization is called vertical communication. Managers pass down orders and instructions to their subordinates for implementation. Subordinates transmit reports, suggestions, grievances and requests to their superiors. a) Horizontal communication : Communication between individuals/departments at the same level of authority is known as horizontal communication. For example, heads of production and marketing departments hold a meeting to discuss quality and price of a product.
- 9. c) Diagonal Communication: This type of communication takes place between employees working in different departments and at different levels of authority. Such cross functional communication reduces the chances of distortion or misrepresentation. For example, the marketing manager may directly ask a factory manager about the cost and quality of output. 6. INFORMAL COMMUNICATION : When two or more employees in an organization exchange views without following the official rules and procedures it is called informal communication or grapevine. It is unofficial, friendly and casual. It is based on common interests and attitudes. It helps to satisfy social needs of employees and to build relationships. For example, during the lunch break, employees working in different departments of an organization may discuss new leave rules.
- 10. Principles of Effective Communication/ The 7 Cs of Communication The 7 Cs provide a checklist for making sure that your meetings , emails , conference calls , reports , and presentations are well constructed and clear – so your audience gets your message.According to the 7 Cs, communication needs to be: 1. Clear: When writing or speaking to someone, be clear about your goal or message. What is your purpose in communicating with this person? If you're not sure, then your audience won't be sure either. To be clear, try to minimize the number of ideas in each sentence. Make sure that it's easy for your reader to understand your meaning. 2. Concise: When you're concise in your communication, you stick to the point and keep it brief. Your audience doesn't want to read six sentences when you could communicate your message in three.
- 11. Are there any adjectives or "filler words" that you can delete? You can often eliminate words like "for instance," "you see," "definitely," "kind of," "literally," "basically," or "I mean." Are there any unnecessary sentences? Have you repeated the point several times, in different ways? 3. Concrete: When your message is concrete, then your audience has a clear picture of what you're telling them. There are details (but not too many!) and vivid facts, and there's laser-like focus.Your message is solid. 4. Correct: When your communication is correct, it fits your audience. Correct communication is also error-free communication. Do the technical terms you use fit your audience's level of education or knowledge? Have you checked your writing for grammatical errors? Remember, spell checkers won't catch everything. Are all names and titles spelled correctly?
- 12. 5. Coherent: When your communication is coherent, it's logical. All points are connected and relevant to the main topic, and the tone and flow of the text is consistent. 6. Complete: In a complete message, the audience has everything they need to be informed and, if applicable, take action. Does your message include a "call to action," so that your audience clearly knows what you want them to do? Have you included all relevant information – contact names, dates, times, locations, and so on? 7. Courteous: Courteous communication is friendly, open, and honest. There are no hidden insults or passive aggressive tones. You keep your reader's viewpoint in mind, and you're empathetic to their needs.
- 13. Components of Communication 1. Source : In a public speaking scenario it is the person giving the speech, by sharing information with the audience. The speaker's tone of voice, body language, and wardrobe choice all convey the message. The speaker must decide what to say and how to express it.Then he/she selects the ideal arrangement of words to express the intended meaning. Finally, the source observes the audience's reaction to determine how well the message was received and reacts with clarification or further information. 2. Message: This is the information that the source sends to the recipient or the receiver.
- 14. 3. Channel: The channel is the path taken by a communication or messages between the sender and the receiver.You use a channel to transmit your message whether you talk or write. Face-to-face conversations, speeches, and telephone conversations are examples of spoken channels. 4. Receiver : This is the audience or the individual to whom the message is being delivered to. The receiver gets the communication from the source and analyzes and interprets it in ways that the source intended as well as ways that the source did not intend. 5. Feedback: The message given back to the source by the receiver after receiving the message from the source is known as feedback.
- 15. 6. Environment: The physical and mental environment in which you transmit and receive messages is referred to as the environment. It can include things like the room's tables, seats, lighting, and sound system. 7. Context : Context refers to what people anticipate from one another, and we frequently form such expectations based on our surroundings. 8. Interference: Sometimes known as noise, can arise from a variety of places. It is anything that hinders or affects the source's intended meaning of the communication. Communication quality determines whether or not a business partnership will succeed. If one of the fundamental components is lacking, communication will still occur, but it will be ineffective.
- 16. Process of Communication Communication consists of the following eight components which are inter- related. 1. Idea 2. Sender 3. Encoding 4. Message 5. Channel & Medium 6. Receiver/ Decoder 7. Decoding 8. Feedback
- 17. 1. Idea: Every message, whether oral or written, has its origin in an idea that germinates in the mind of the sender of the message. Every idea refers to some context. 2. Sender/Encoder: The person who initiates the communication process is referred to as the encoder. The process of communication begins with the sender who identifies the need to communicate. The sender must have a clear picture in his mind about what he wants to communicate and should accordingly select symbols, words, images, etc. The sender must identify his audience and formulate the message in such a way that the receiver understands fully what he intends to convey and interprets it within the same context.
- 18. 3. Encoding: Takes place when the sender formulates his idea into a message to be transmitted to the receiver, using a series of symbols- verbal/ or non-verbal, written or oral. The sender should encode the message keeping in mind the purpose of communication and should select words or symbols that help the receiver understand the communication correctly and to achieve the expected feedback. It is a process of creating a message for transmission by an addresser to an addressee.A way that an individual puts his thought together with the way he is going to communicate. Example: Using speech by thinking of another language and the way he is going to put it in a sentence and also if he is going to use sign language.The sender as well as the receiver should attach the same meaning to the symbols or words, otherwise communication will fail.
- 19. 4. Message: A message is an idea transformed into words. It can be expressed in different ways depending upon the subject-matter, purpose, audience personal style and cultural background of the sender. 5. Channel and Medium: An appropriate medium chosen to send the message is known as channel. It is the vehicle which facilitates the sender to convey the message to the receiver. Channel is a system used to transmit a message, whereas medium is one of the forms/ types used under that system. For example oral communication is a channel and telephone conversation is a medium. There are three broad channels of communication and there are several media under each.These are listed below:
- 21. 6. Receiver/Decoder: The person who receives the encoded message is referred to as receiver. The receiver may be an individual or a group of individuals. As communication is a two-way process, the receiver is as important as the sender of the message. A receiver may be a listener or a reader or a viewer of the message. He not only receives the message but also tries to understand, interpret and perceive the total meaning of the message. 7. Decoding It is a process by which the receiver interprets the message and translates it into meaningful information. The meaning of the message is the sum total of the meanings of the words ( symbols) together with the tone and the attitude of the sender as reflected by his choice of words and the structure of the message.
- 23. 8. Feedback: Feedback is the response given by the receiver of the message to the sender of the message. When the encoder receives feedback, he gets to know that communication has been accomplished. Feedback can be immediate, later, can be positive or negative. It can be verbal or non verbal. In communication feedback plays an important role. It ensures that the receiver has received the message and understood it just as it was intended by the sender. Feedback is the most important component of communication. Without feedback, the communication process is incomplete. Feedback is essential in communication so as to know whether the recipient has understood the message in the same terms as intended by the sender and whether he agrees to that message or not. Feedback also enables us to evaluate the effectiveness of our message.
- 25. Communication in an Organization Organizational communication refers to the communication that takes place between people who are working towards common goals within an organization. Organizations benefit from organizational communication in order to ensure quality production in a fast and effective way, to ensure participation, morale and motivation. Employees need to communicate effectively at every stage of the process of service or production of goods. Any interruption or failure in communication may cause major problems.As a result, direct financial losses may occur. Effective communication leads to the right structure of the business, consequently to the reduction of costs and profit. The harmony between employees and interoperability requires the employees who are equipped with effective communication skills.
- 26. Why should you learn about organizational communication? a) So you can ask informed questions about everyday business practices. b) To develop communication skills that improve your ability to succeed in the workplace. c) To improve the quality of your work life.
- 27. It is not expected to have an efficient work place in the enterprises where there is no sufficient communication skills The absence, lack or insufficiency of communication causes uncertainty in the organizational environment. Uncertainty leads to stress, job dissatisfaction, distrust towards the organization, low level of organizational commitment, decrease in productivity, absenteeism and increase in intention to leave the work. Lack of communication leads to negative attitudes and behavioral consequences. On the opposite of this, the provision of communication gives the possibility of dealing with uncertainty. When the communication channel between the employees and the managers is open and the communication takes place at a desired level by the parties then the job satisfaction of the employees would increase (Yüksel, 2005: 296).
- 28. Importance of Communication Communication is the heart of any organization. Everything you do in the workplace from the results of communication.While developing your career you will get to know why communication is important. In the Organization: Communication plays a very important role in the management of any organization. As it is a tool for sharing thoughts, ideas, opinions and plans in various parts of an organization. Good communication is required not only in building relationships but also for a successful business.That is why communication is having tremendous importance in the organization. Communication helps to increase efficiency at the workplace. Importance for Individuals: Communication is important to express oneself. It also satisfies one's needs. One should have effective communication for advancement in the career. In your personal life, effective communication skills can smooth your way and your relationships with others by helping you to understand others, and to be understood.
- 29. To Secure an Interview: To secure yourself in the interview you should communicate confidently and clearly. Good communication skills would help you to get selected for the job. For Motivation: Communication is a basic tool for motivation.This can improve the morale of the people. To Increase Productivity: With effective communication, you can maintain relationships. It helps to increase productivity. To Develop Professionalism in Students: In the future students will become doctors and then they need to communicate effectively with their patients.They need empathy, friendliness in their profession for interacting with patients. In the future students will become political / business, entrepreneurs, and leaders, in all these fields they need to communicate effectively. To Increase the Quality of Being FriendlyWith Others: It is important to be friendly with others. Good communication builds strong friendships. It will give confidence. In this way, communication skills enhance the ability to understand and share the feelings of each other. It is important for making friendly relationships.