To The

Presentation
on
What?

Communication
Communication: Definition

Passing of Information and

Understanding from one person to
another
Importance

Communication
 90% of time we are
Communicating
Listening
41%

Others Talking
Reading
9% Writing 27%
15%
8%
 In a typical message
between two persons
Non-verbal
Tone of form
Voice (i.e. 55%
pacing,
timing,
pauses
accent)
38%
Actual
words
7%

Actions Speak Louder than Voice

Importance

 Foundation for sound management

 Planning, Organising, Directing and
Controlling depend on communication
 Each of these functions involve interaction
with people
 Communication aims at developing an
understanding
 Process of Communication
MESSAGE

Sender Encode Channel Decode Receiver

Sender Decode Channel Encode Receiver

FEEDBACK
COMMUNICATION- A BOTTLENECK PROCESS
DESIRED RESULT
•JEALOUSY
•SERVICE
•INFORMATION OVERLOAD •PROFIT
•TIMING •GROWTH

MANAGEMENT
FUNCTIONS
•PLANNING
•VOCABULARY
•ORGANIZING •LACK OF TRUST
•CONTROLLING •CULTURAL DIFFERENCE
•FILTER
 Misconceptions about Communication
 What’s so hard about communication?
Everybody does it.
 Everybody knows what communication is!
 I have spoken therefore I have communicated
 Communication happens only when I want it
 Communicators are born, not made – some
have it and some don’t
Organisational Dynamics

Communication
Workplace – A Spider Web

Boss

Colleagues YOU Colleagues

Subordinate Subordinate
Barriers and hindrances

Communication
 Pitfall …

One of the biggest dangers in

communication is
“to assume that
communication has taken
place”
 Barriers to Effective
Communication
Broadly Classified into

 Semantic Barriers
 Psychological Barriers
 Organizational barriers
 Semantic Barriers

 Same Symbol different Meaning

 Lack of verbal Skills
 Muddled thinking
 Unclarified assumptions
 Body language inconsistent with verbal
communication
 Language
SEMANTICS –

500 MOST COMMONLY USED WORDS

HAVE 28 DIFFERENT MEANINGS

e.g. the word “ROUND” has 79 different meaning

Adjective – 18, Noun – 19, Verb – 26,

Preposition – 9, Special – 7

The meaning is not in words,

meaning is in people
 …Words have meaning…

….The meaning of the

word “Bear” ...
 Psychological Barriers

 Prime barriers in Inter-personal

Communication
 Meaning ascribed depends on
psychological status
 Halo effect

 Filtering

 Time Pressure

 Lack of Attention

 Deliberate distortion
 Organisational Barriers

Structuring of flow of Information

 Due to large number of Stages

 Dependency Syndrome

 Superior-Subordinate Relationship
 Tips for good verbal
communication
 Do ABC analysis
 A - Accuracy,

 B – Brevity

 C - Clarity

 KISS your words

 K - KEEP

 I - IT

 S - SHORT

 S - SIMPLE
 Some KISS Tips
Big words Kiss words
 Along the lines of... Like
 In the majority of instances... Usually
 Give consideration to... Consider
 A large no. of … Many
 In spite of the fact that … Although
 During the period that … While
 It would seem reasonable
to believe … I believe
 Rectangular in shape… Rectangular
 The month of December… December
 In order to … To
 Recur again … Recur
 Entirely completed… Completed
 On the part of … by
 In the not too distant future… Soon
Listening and its Importance

Communication
 Good listening is the key to
skillful communication

 It is one of the most priceless gifts we can

offer people.
 When a person feels listened to they feel
accepted, valued, respected, heard and
understood
 The meaning of the communication is the
response you get!
Communication: Active
Listening and Observation

 Involves reception and interpretation

 Generally speak at 100-175 words per
minute
 Can listen intelligently at 600-800 wpm
 Gestures are mostly involuntary, hence
give the „right‟ message.
 Listening Skills
 Maintain an open mind
 Ignore or, if possible, eliminate distracting
factors-internal and external
 Concentrate on the speaker and what is
being said?
 Ignore presentational failings - concentrate on the
message
 Take notes, even if this is not necessary
 If you have hearing difficulties,
 sit in an appropriate position

 Ask questions if you don’t understand.

 Look out for non-verbal messages

 Listening tips

 Do not finish sentence of others

 Do not answer questions with questions
 Let others talk
 Do not react to personally-emotive
words
 Don‟t dream while others talk
 Take brief notes.
 Observe eyes, hands and legs of the
speaker without being conscious.
 Facilitators of
Communications
 EMPATHY-
 ABILITY TO IDENTIFY VARIOUS
FEELINGS & THOUGHTS OF ANOTHER
PERSON
 LISTENING
 READING SKILLS
 OBSERVATIONS
 BODY LANGUAGE
 ACTIONS
Thank you