22 Effective Communication and Personality Development

8/8/2019 22 Effective Communication and Personality Development

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EFFECTIVE COMMUNICATIONEFFECTIVE COMMUNICATION

&&

PERSONALITY DEVELOPMENTPERSONALITY DEVELOPMENT

By U. RamachandranBy U. Ramachandran

F.C.AF.C.A


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COMMUNICATIONS WITHOUT LIMITS!!

Welcome to the era of ...


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rrring


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Hello Bob?

Did you review the contract I sent you?


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-... So its finished? Youll send it to meby e-mail?

- My e-mail address? Frankly, I dont remember it !!!


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- Just a minute, let me check.

-NICOOOLE, ...

WHATS MY E-MAIL ADDRESS?


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- No, no, thats my homee-mail address!

- Listen, I cant find it.

Let me check and call youback.


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- Oh!... Youre going forlunch...

OK, Ill send you the address by fax.

Youll have it when you get back. OK?


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OK. So give me your fax number.

- What! You dont know it?


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- OK, heres what well do.

Youe-mail me your fax number and Ill fax you

my e-mail address.

- No, that wont work.

Wait, Im getting mixed up...

Let me think...


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SoHum OK Well Yeah


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- Whats your cell-phonenumber?

- Oh, yourbattery is dead ... Mine too...


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- OK, listen, heres what well do...

- You charge your cell-phonebattery, Ill call you in a coupleof

hours and leave you my e-mail address in yourvoice mail.


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- Then you take my e-mail address in yourvoice mail and you

e-mail me your fax number.

-Then I can fax you my e-mail address.


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- Thats plan A. Now forplan B!

I send myself ane-mail to seewhat my e-mail address is

and then I record a message for you in my voice mail....


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when you get it, you send me the answeron my pager...

so then, I send you a fax with my e-mail address.


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- Complicated?

No, its not at all complicated.

-We just need a bit of coordination... and luck...


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-Theres also a third possibility thats much simpler: plan C...

You send me the contract directly by express messenger.

-Yeah!... Its thebest plan strategically speaking...


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- But actually, I have a small question...

what was I supposed to send youby e-mail?

My e-mail address, my fax number, my cellnumber,

pager, telephone?


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- Oh! You dont remembereither.

- It would probably be a good idea to haveperiodic

bilateral coordination meetings concerning protocols

for internal communications.


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- But anyway, since youroffice is at theotherend of the corridor,

Ill comeby topick it up in 2 minutes... OK? Bye!


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And the moral:

Thanks to technology, we can nowwaste time with an efficiency until

now unimaginable, all in the name of

saving time


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TeamTeam

A team is a group of people working

toward a common goal.


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Successful TeamsSuccessful Teams

Work together toward common goalsWork together toward common goals

Perceive relevanceof thegroup tasksPerceive relevanceof thegroup tasks

Mutual respectfor membersMutual respectfor members

Diversity ofmember skills/experienceDiversity ofmember skills/experience

Individual communication styleIndividual communication style


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The success of yourThe success of your

marriage,job,andmarriage,job,and

relationship with othersrelationship with othersdepends a great deal ondepends a great deal on

your ability toyour ability to

communicatecommunicate


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What isWhat iscommunication???communication???

Giving or exchanging ofGiving or exchanging of

information,signals,orinformation,signals,or

messages by talk,gesture,ormessages by talk,gesture,orwriting.writing.


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Possible messages.Possible messages.

What the person speakingWhat the person speaking::--

1.Intend to say1.Intend to say

2.Actually says2.Actually says 3.is understood to have said .3.is understood to have said .

4.What the hearer wants to hear4.What the hearer wants to hear

5.What hearer actually hears.5.What hearer actually hears.


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MiscommunicationMiscommunication M

ail from CEO toM

anager:M

ail from CEO toM

anager:

Today at 11 o'clock therewill be a total eclipseof the sun.Today at 11 o'clock therewill be a total eclipseof the sun.This is when the sun disappears behind the moon for twoThis is when the sun disappears behind the moon for twominutes. As this is something that cannot be seen every day,minutes. As this is something that cannot be seen every day,

timewill be allowed for employees toview theeclipsein thetimewill be allowed for employees toview theeclipsein theparking lot. Staffshould meetin the lot at ten toeleven,parking lot. Staffshould meetin the lot at ten toeleven,when I will deliver a short speech introducing theeclipse,when I will deliver a short speech introducing theeclipse,and giving some background information.and giving some background information.Safety goggles will be made available at a small cost.Safety goggles will be made available at a small cost.


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Mail from Manager to Department Head:Mail from Manager to Department Head:

Today at ten toeleven, all staffshould meetin theToday at ten toeleven, all staffshould meetin the

car park.This will befollowed by a total eclipseofcar park.

This will befollowed by a total eclipseofthe sun, which will appear for two minutes.the sun, which will appear for two minutes.

For a moderate cost, this will be made safewithFor a moderate cost, this will be made safewithgoggles. The CEO will deliver a short speechgoggles. The CEO will deliver a short speech

beforehand togiveus all someinformation.beforehand togiveus all someinformation.This not something that can be seen everyday.This not something that can be seen everyday.


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Mail from Dept. Head to Floor Manager:Mail from Dept. Head to Floor Manager:

The CEO will today deliver a short speechThe CEO will today deliver a short speech

to make the sun disappear for two minutes into make the sun disappear for two minutes intheform ofan eclipse.theform ofan eclipse.This is something that cannot be seen everyThis is something that cannot be seen every

day, so staffwill meetin the car park at tenday, so staffwill meetin the car park at tenor eleven.or eleven.This will be safe, ifyoupay a moderate cost.This will be safe, ifyoupay a moderate cost.


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Mail from Floor Manager to SupervisorMail from Floor Manager to Supervisor::

Ten or eleven staffare togo to the car park,Ten or eleven staffare togo to the car park,

where the CEO will eclipse the sun for twowhere the CEO will eclipse the sun for twominutes.minutes.This doesn't happen every day.This doesn't happen every day.

Itwill be safe, and as usual itwill cost you.Itwill be safe, and as usual itwill cost you.


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Mail from Supervisor to Staff:Mail from Supervisor to Staff:

Some staffwill go to the car park today toSome staffwill go to the car park today tosee the CEO disappear.see the CEO disappear.

Itis a pity, this doesn't happen everydayItis a pity, this doesn't happen everyday


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When to communicateWhen to communicate


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How to communicateHow to communicate


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The 7 CsThe 7 Cs

ClarityClarity

CompletenessCompleteness

ConcisenessConciseness

ConsiderationConsideration

ConcretenessConcreteness

CourtesyCourtesy

CorrectnessCorrectness


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What you heard isWhat you heard is

NOT what I said!NOT what I said!


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Effective Communication: What is It?Effective Communication: What is It?

Communication is what we do to giveCommunication is what we do to giveand get understanding.and get understanding. Itis anItis anexchangeofwords and meanings, a twoexchangeofwords and meanings, a two--way process ofsending and receivingway process ofsending and receivingmessages.messages.

Effective communication occurs whenEffective communication occurs whenthere is shared meaning.there is shared meaning. The messageThe messagethatis sentis the same message thatisthatis sentis the same message thatis

received. There must be a mutualreceived. There must be a mutualunderstanding between the sender and theunderstanding between the sender and thereceiver for the transmission ofideas orreceiver for the transmission ofideas orinformation to be successful.information to be successful.


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ClarityClarity

ExpressionExpressionPacePace

ListeningListening

Key Communication SkillsKey Communication Skills


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Clarity

When you dontWhen you dontbother topronouncebother topronounceeach syllableofeacheach syllableofeachword properly,word properly, youyousound uneducatedsound uneducated..

Worse, your listenerWorse, your listener

has ahas a hard timehard timehearing youhearing you..



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Expression

When thevariety ofyourWhen thevariety ofyourvoices pitch doesntvary,voices pitch doesntvary,its impossiblefor yourits impossiblefor yourlistener to maintain interestlistener to maintain interest

in what youre saying.in what youre saying. Peoplewho speak in aPeoplewho speak in a

monotone areperceived asmonotone areperceived asuntrustworthy, boringoruntrustworthy, boringor

shifty.shifty.



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Pace Speaking too quickly is oneof theSpeaking too quickly is oneof themost common speech problems,most common speech problems,

perhaps almost all ofus tend toperhaps almost all ofus tend tospeed upour speech when werespeed upour speech when were

excited or stressed.excited or stressed.

Remember that you need toRemember that you need tospeak at a pace that allows yourspeak at a pace that allows your

listener tounderstand.listener tounderstand.



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Listening Listeningis the mostListeningis the mostimportant speech skill ofimportant speech skill ofallall; its also the skill which is; its also the skill which is

practiced the least.practiced the least. To listen actively, you needTo listen actively, you need

to changefrom being ato changefrom being apassive target to being apassive target to being a

contributor to thecontributor to thecommunication.communication.



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PERSONALITYPERSONALITY

What youprojectis yourWhat youprojectis your

Identity, WhatpeopleIdentity, Whatpeopleperceiveis yourperceiveis yourImage.Image.

Wally OlinsWally Olins

GuruofGuruofCorporate IdentityCorporate Identity


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Questions


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Leaders Dare to Chart NewLeaders Dare to Chart New

Directions & Always Leave aDirections & Always Leave a

Trail Behind for Others toTrail Behind for Others to

Follow.Follow.


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Start Flying & Good LuckStart Flying & Good Luck

22 Effective Communication and Personality Development

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