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relationship
I would have changed the arrangement, but nobody told me o I did not know you wanted me to o I wasnt aware that someone else was also making arrangements. All remarks convey regret and disappointment felt by the receiver for having failed to provide the communicator with expected performance
Case-2
Vice President to Secretary Please call an Urgent meeting of all managers.
not Immediate
Case-3
Vinay Prasad Assistant Engineer
Employer NTPC, Delhi Specialization High Voltage Power Generation
CPE Replies
Vinay Prasad, Thanks for informing me about the conference in Chennai. I will certainly attend it. Please make all the necessary arrangements for me as suggested in your memo Ashok Jha
Definition - Communication
Latin Word
communis
common
Communication
Natural activity of human beings to convey / share Opinions, feelings, information & ideas to others through words (written or spoken), body language or signs
Some Definitions
Communication is essentially the ability of one person to make contact with another and to make himself or herself understood
John Adair
Some Definitions
Purposive interchange, resulting in workable understanding and agreement between the sender and the receiver of a message
George Vardman
Some Definitions
Communication is the interchange of thoughts, opinions or information by speech, writing or signs
Robert Anderson
Correctness
Completeness
Concreteness
Conciseness
1.
Candidness
Honest, sincere & guileless Speak & listen without prejudice or bias Fairness to self & others involved guiding principle Candidness implies consideration of listeners interests and need to know things objectively & fairly Communication should be characterized by you attitude Also exhibits speakers self-confidence
2.
Clarity
Most important in all communications especially faceto-face Not easy to verbalize ideas accurately on the spot during conversation, presentation or other form of interaction To express clearly, use accurate and familiar words with proper intonation, stresses & pauses Spoken language to consist of simple words & short sentences Clear mind talk clear & effectively In one to one communication, listener can obtain immediate clarification in case of any doubt due to lack of clarity
3.
Completeness
Clarity also ensured by completeness of message Possible to miss out some parts of communication while conversing or during oral presentation. Hence necessary to be pre-planned and structured The principle of completeness requires that we communicate whatever is necessary, provide answers to all possible questions, add extra information etc. Be careful to answer all questions put to us e.g. in an interview else raise doubts regarding the matter If no information or answer / unwilling to answer or discuss any particular question frankly express inability to answer
4. Conciseness
In business and professional communications, brevity with minimum words is important Avoid being repetitive While speaking tendency to be more wordy Less words doesnt mean making less sense Use single words for wordy phrases
Wordy
1. At this point of time 2. As regards the fact that.. 3. Because of the fact that 4. Are in need of . 5. In due course of time 6. Not very far from here
Concise
1. Now / at present 2. Considering.. 3. As / because 4. Need 5. Soon / shortly 6. Nearby / close by
5.
Concreteness
Includes vivid description of event / state Avoid vague words In oral communication not possible to draw figures, tables graphs etc.
5.
Concreteness
Choose precise words, speak with proper modulation and force to make sound reflect the sense E.g. in oral communication avoid passive voice Active voice verbs reflect force & action Sound more natural and direct.
6. Correctness
Grammatical errors common in spoken communication Speaker tends to forget the number and person of the subject of the verb if sentence is too long. Even sequence of tense is wrong Pronoun is incorrect especially in reported speech
6. Correctness
He said to me that I will surely go there He told me that he would surely go there Being an experienced manager, we are sure you can resolve the conflict As you are an experienced manager, we are sure you can resolve the conflict
7. Courtesy
An effective speaker maintains proper decorum whether at meetings, conversing, GDs etc Courtesy demands not using words which are insulting to listener In business discussions, listen patiently without interrupting Wait for chance to speak when its your turn then speak with force and clarity
7. Courtesy
Tone should reflect respect for listener (s) Pitch should not sound as it talking at each other but to each other Tone should not be aggressive