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Effective Communication

What is communication

The process of communication is


what allows us to interact with
other people; without it, we would
be unable to share knowledge or
experiences with anything outside
of ourselves. Common forms of
communication include speaking,
writing, gestures, touch and
broadcasting.
• Wikipedia definition
Process of communication

• Communication is the process of sending and


receiving information among people…
Feedback

receiver sender

Medium
Encode Decode

SENDER RECEIVER
Effective communication

• Meaning and Definition

• Uses of Effective Communication

• The 7C’s of Effective Communication

• Facts about Effective communication


Meaning and definition

Meaning-
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.


The 7c’s of effective communication

1. Completeness

2. Conciseness

3. Consideration

4. Clarity

5. Concreteness

6. Courtesy

7. Correctness.
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.
• Lack of Sensitivity to • Physical Distractions • Lack of Interest.
Receiver • Channel Barriers. • Lack of Knowledge.
• Lack of Basic • Long Communication Chain. • Lack of Communication Skills
Communication Skills • Emotional Distractions
• Insufficient Knowledge of • Information overload
the Subject • Conflicting Messages
• Emotional Interference
• Lacking confidence
Encoding Transmitting
Barriers Decoding
Barriers Barriers.
• No Provision for Feedback
• Inadequate Feedback.

Responding
Barriers
Over coming the barriers of
effective communication
Connecting with
The audience
Summarizing Simple
what has been said Words

Effective Body language


Effective Questions
Communication skills (Smile, Eye contact,
Gestures, tone)

Checking
Seeking Cultural
for understanding
Participation Sensitivity
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
50%
45%
45%
40%
35%
30%
30%
25%
20%
16%
15%
10% 9%

5%
0%
Writing Reading Speaking Listening
What we are taught….

50%
45%
45%
40%
35%
30%
30%
25%
20%
16%
15%
10% 9%

5%
0%
Writing Reading Speaking Listening
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

SUMMARIZE
PARAPHRASE
Pull together the
Restate what was said main points of a
in your own words speaker

QUESTION
Challenge speaker to
think further, clarifying
both your and their
understanding, however
suspend judgement
Path for good communication

Listen to
Understand

Understand
Repeat before
speaking

Seek
understanding Speak to be
before understood
proceeding
Conclusion

A man is seldom better than his conversation


- German Proverb