What is Communication?

Communication can be defined as the process by which

people share ideas, experience, knowledge and feelings
through the transmission of symbolic messages.
The means of communication are usually spoken or
written words, pictures or symbols.
But we also give information through body language,
gestures, and looks, facial expressions can show how we
feel and what we think about an issue or another person.
Functions of Communication
Control
Motivation
Emotional Expression
Information
What are the most common ways
we communicate?
Written Word
The Communication Process
Receiver
Feedback
Decoding Channel
Encoding
Source
Communication Fundamentals
Direction:
Downward
Upward
Crosswise
Networks:
Formal
Informal
Types of Communication
Downwards Communication: Highly Directive, from Senior to subordinates, to
assign duties, give instructions, to inform, to offer feedback, approval to highlight
problems etc.
Upwards Communications: It is non directive in nature from down below, to give
feedback, to inform about progress/problems, seeking approvals.
Lateral/Horizontal/Crosswise Communication: Among colleagues, peers at same
level for information level for information sharing for coordination, to save time.
Hierarchy Level
Executive Director
Vice President
A.G.M.
Manager
Supervisor
Forman
Supervisor 3
Supervisor 1 Supervisor 2
Manager
Horizontal Comm.
Barriers to Effective Communication
Filtering
Selective Perception
Emotions
Language
Message
Source (sender)
Channel
Receiver
Filter
Feedback
The Communication Process
SENDER
(encodes)
RECEIVER
(decodes)
Barrier
Barrier
Medium
Feedback/Response
Characteristics of Effective Communications
Effective communication requires the message to be:
Clear and concise
Accurate
Relevant to the needs of the receiver
Timely
Meaningful
Applicable to the situation
Characteristics of Effective Communications
Effective communication requires the sender to:
Know the subject well
Be interested in the subject
Know the audience members and establish a rapport with them
Speak at the level of the receiver
Choose an appropriate communication channel
Characteristics of Effective Communications
The channel should be:
Appropriate
Affordable
Appealing
Characteristics of Effective Communications
The receiver should:
Be aware, interested, and willing to accept the message
Listen attentively
Understand the value of the message
Provide feedback
Basic Communication Skills Profile
Meaning:
Listening Is With The Mind
Hearing With The Senses
Listening Is Conscious.
An Active Process Of Eliciting Information
Ideas, Attitudes And Emotions
Interpersonal, Oral Exchange
Communication Order Learned Extent Used Extent Taught
Listening First First Fourth
Speaking Second Second Third
Reading Third Third Second
Writing Fourth Fourth First
Why Communication is important?
Essential business skill
Opportunity to communicate ideas
Persuade people
Motivate people
Characteristics of Effective Communicator
An effective verbal
communicator:
Clarifies
Listens
Encourages empathically
Acknowledges
Restates/repeats
An effective nonverbal
communicator:
Relaxes
Opens up
Leans toward the other person
Establishes eye contact
Shows appropriate facial
expressions
Speaking ability & Mannerisms in
Communication
Speaking ability
How you sound
Best speed for spoken delivery is about 120 words per minute
avoid gabbling
avoid speaking too slowly
volume - make sure you can be heard and use it purposefully
How you sound
use expression and tone
be natural
eliminate filler phrases
.ER.UMMM.AHH.WELL...
Overcoming nervousness
dry mouth
butterflies - wildly thumping heart
tight throat
trembling hands
mannerisms
amnesia!
Overcoming nervousness
Dry Mouth
have a glass of water on hand
bite the end of your tonguegently!
stay away from caffeine, chewing gum, alcohol or antihistamines
Butterflies
take long deep breaths
stand up straight
unclench your hands and fingers
Tight throat
have a warm drink before you speak
avoid milk or diary products
exercise the throat before beginning
Trembling hands
dont hold anything long
rest your hands on the podium
gesture naturally
dont jam them in your pockets
How you look
Mannerisms to avoid!
jangling coins or keys
fiddling with earrings, hair, tie, pen..etc
tapping finger nails, pen, pencil, feet
scratching - anything!
biting your nails. fingers, pens....
Amnesia
Amnesia
make notes
pause to gather your thoughts
rehearse
fainting at this point is not a good idea!
Presentation Skills
Presentations
What is the first thing you do when told
you have to give a presentation?
Ideas, concepts or issues talked about or spoken to a group or
audience
Public speaking is one of the most feared things
I could make a fool of myself
Skills required to give a good presentation can be developed
Preparation is the Key
What makes a good presentation
Planning Practice
Performance
Aspects in the development of a good presentation
Self Centered (Self)
Audience Centered (Audience)
Subject Centered (Material)
Planning
The first thing to do is to plan.
What do you want to achieve?
Why is it important?
How are you going to present it?
How will you make them remember it?
Practice
channels of information
how you look
how you sound
overcoming nervousness
using visual aids
Performance
What makes a good presenter?
How you look
Five styles to avoid!
Death grip
Eve Queen
Hostage
Sea captain
How you look
How you look - Facial expression
How you look - Facial expression
How you look - Facial expression
How you look - Facial expression
relax you face - it shows how youre feeling
smile
do a facial warm up
let your expression be your armour
Only as less as 15% is
expressed with words
More than 50% is expressed
through kinesics
Sense organs play a major
role
Role of Subconscious signals
How you look Body Language
Kinesics in Communication
Kinesics & Personality As Communicative Skill
Face & eye
Feelings, attitudes & emotions- more than body
Sarcastic comments/ sincere
Eyes- lying
Establish bond
Involve
EYES (AS YOU SEE THEM)
Eyes - upward to the right (their left).
Trying to recall memories.
Eyes - upwards to the left (their right).
Creating visual images (we think in pictures).
A hand over the mouth whilst talking indicates deceit.
A desire to try and stop the words coming out of the mouth.
Indicate critical analysis.
Is an evaluation signal.
Generally a positive evaluation.
It's a time for thought process.
Women - bottom of the chin
Is an evaluation gesture.
It is generally a positive evaluation of your ideas,
suggestions, information or requests.
She may feel comfortable.
She may look cool.
Careful, You have a very negative signal,
even if she is smiling.
The lowered stapling of the hands indicates listening,
and can also be a negative confidence gesture.
The scratch to the back of the neck indicates uncertainty.
It can mean nervousness or deceit.
It can mean a desire to shut out the words they are hearing,
or the words aren't 'going in'.
they've heard enough.
Hot under the collar!
People touch their face 10 times more than normal
when they feel uncomfortable. When you lie, you
feel a tingling sensation around your face and neck,
and feel you need to touch or relieve the area.
Hand clasping at a desk or in a chair
on its own may indicate nervousness,
insecurity or anxiety. The more tightly
clasped they are, the more the anxiety.
Clasped hands in front of the body are a barrier signal,
seeking reassurance.
The higher the hands are , the more confident the feeling.
Here's the mother of all confidence gestures.
This gesture can denote even arrogance.
The most supreme will be
when the chair is tilted back onto two legs.
Crossed legs can be comfort, but often indicate negativity.
Holding a clipboard
This is extremely negative.
Indicate lethargy.
They maybe don't want to be there
Indicate indifference.
The attention they are giving you is minimal.
It normally indicates mild confrontation and stubbornness
at that point.
This is blatant territorial ownership. Claiming territory.
It could easily be disregard of other people's territory
if it were say your feet on someone else's desk.
This is an aggressive gesture, indicating their hidden behavior
as being aggressive.
Watch for people's feet movements.
WET FISH from a man this normally means a weak character,
someone who is easily persuaded.
THE BONE CRUSH handshake
It's a show of strength and dominant character to the extreme.
A palm down handshake indicates control.
Anyone who gives you a handshake with two hands,
when first meeting you, is likely to be insincere and
overwhelming, or even deceitful.
Summary
plan and practice your presentation well
dress appropriately
be aware of your body language
make good eye contact
eliminate filler phrases
use tone, volume and expression
RELAX AND ENJOY!
WHAT MAKES A RIGHT COMMUNICATIVE
PERSONA
Clothes : 23%
+
Gestures : 57%
+
Facial expressions : 20%
THANK YOU
FUTURE PROFESSIONALS