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Communication Skills
Sajid Ali M.U.E.T Jamshoro, Sindh
Communication Skills
Present By : Sajid Ali Maitlo
Studying : Mehran University Of Engineerning & Technology Jamshoro, Sindh
Sajid Ali M.U.E.T Jamshoro, Sindh
Contexts Introduction to communication What is effective communication? Uses of effective Communication Communication Skills Communication Goals Most Common Ways to Communicate Types of Communication Barriers To communication Communication Process Communication Involves Three Components Communication Skills Approach 7 Cs of communication
Sajid Ali M.U.E.T Jamshoro, Sindh
Contexts Non-verbal communication Silence - Time - Space -Touch and-body
language Non verbal communication codes Posture What is an Oral Presentation? Objectives of Oral Presentation Necessities of oral presentation Q: How to be effective presenter ?
Sajid Ali M.U.E.T Jamshoro, Sindh
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.
Sajid Ali M.U.E.T Jamshoro, Sindh
Effective communication of Meaning and DefinitionMeaning : 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”
Sajid Ali M.U.E.T Jamshoro, Sindh
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.
Sajid Ali M.U.E.T Jamshoro, Sindh
Effective Communication . . .
It is two way.
It involves active listening.
It reflects the accountability of speaker and listener.
It utilizes feedback.
It is free of stress.
It is clear.
Sajid Ali M.U.E.T Jamshoro, Sindh
Communication Skills
Communication skills is the ability to use language (receptive) and express (expressive) information.
Effective communication skills are a critical element in your career and personal lives.
Sajid Ali M.U.E.T Jamshoro, Sindh
Communication Goals
To get and give information
To persuade
To ensure understanding
To get action
To change behavior
Sajid Ali M.U.E.T Jamshoro, Sindh
Most Common Ways to Communicate
Speaking
Writing
Visual Image
Body Language
Sajid Ali M.U.E.T Jamshoro, Sindh
Types of Communication
On the basis of organization relationship Formal Informal On the basis of Flow Vertical Crosswise/Diagonal Horizontal On the basis of Expression Oral Written Gesture
Sajid Ali M.U.E.T Jamshoro, Sindh
Barriers to Communication
Semantic Barriers Emotional Or Psychological Barriers Organizational Barriers Barriers in Superiors
Sajid Ali M.U.E.T Jamshoro, Sindh
Semantic Barriers
Symbols with different meaning Badly expressed message Faulty translation Unclarified assumption Specialist’s language
Sajid Ali M.U.E.T Jamshoro, Sindh
Emotional Or Psychological Barriers
Premature evolution Inattention Loss of transmission & poor retention Undue reliance on the written word Distrust of communication Failure to communicate
Sajid Ali M.U.E.T Jamshoro, Sindh
Organization Barriers
Organizational policy Organization rules & regulation Status relation Complexity in organization
Sajid Ali M.U.E.T Jamshoro, Sindh
Personal Barriers
Barriers in Superior Attitude of Superior Fear of challenge of authority Lack of time Lack of awareness Barriers in Subordinates Unwillingness to communicate Lack of proper incentive
Sajid Ali M.U.E.T Jamshoro, Sindh
Communication Process
SENDER RECEIVER
Feedback
receiver sender
Communication is the process of sending and receiving
information among people…
Noise
Use of channel to transmit the message
Sajid Ali M.U.E.T Jamshoro, Sindh
Communication Involves Three Components Verbal Messages - the words we choose Paraverbal Messages - how we say the
words Nonverbal Messages - our body language
These Three Components Are Used To Send Clear, Concise Messages Receive and Correctly Understand Messages
Sent to Us
Sajid Ali M.U.E.T Jamshoro, Sindh
Effective Verbal Messages
Are brief, succinct, and organized Are free of jargon Do not create resistance in the listener
SENDING MESSAGES
Sajid Ali M.U.E.T Jamshoro, Sindh
Nonverbal Messages
Nonverbal messages are the primary way that we communicate emotions
Facial Expression Postures and Gestures
Sajid Ali M.U.E.T Jamshoro, Sindh
Paraverbal Messages
Paraverbal communication refers to the messages that we transmit through the tone, pitch, and pacing of our voices.
Sajid Ali M.U.E.T Jamshoro, Sindh
RECEIVING MESSAGES
Listening Requires concentration and energy Involves a psychological connection with the
speaker Includes a desire and willingness to try and
see things from another's perspective Requires that we suspend judgment and
evaluation
Sajid Ali M.U.E.T Jamshoro, Sindh
Nonverbal Giving full physical attention to the speaker; Being aware of the speaker's nonverbal
messages; Verbal Paying attention to the words and feelings
that are being expressed
Key Listening Skills
Sajid Ali M.U.E.T Jamshoro, Sindh
Communication Skills Approach
Different individuals have their own approach to communicate and they usually take one of three approaches to communicate..
Types of Communication Skills Approaches Arrow Approach Circuit Approach Dance Approach
Sajid Ali M.U.E.T Jamshoro, Sindh
Arrow Approach
Simple and straight forward Approach. Communication process is seen as one way
process. No need of for feed back. Basic components of communication consists
of a sender and a receiver. Considered effective.
Sajid Ali M.U.E.T Jamshoro, Sindh
Circuit Approach
It is considered as circle communication. Unlike arrow Approach feedback is important. Individuals preferring this Approach think that
key to effectiveness is to understand people and messages since people can interpret same messages in different ways.
Emphasis is laid on the dynamics of communication.
Sajid Ali M.U.E.T Jamshoro, Sindh
Dance Approach
People have to co-operate and decipher each others behavior to get same wave-length.
Like Dance process also communication has certain rules
An effective communicator has to learn a set of rules for various situations. A person knows how to interpret situations and is caple of adjusting the rules in correct way.
Sajid Ali M.U.E.T Jamshoro, Sindh
The 7c’s of effective communication
1. Completeness
2. Conciseness
3. Consideration
4. Clarity
5. Concreteness
6. Courtesy
7. Correctness.
Sajid Ali M.U.E.T Jamshoro, Sindh
1. 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.
Sajid Ali M.U.E.T Jamshoro, Sindh
2. 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.
Sajid Ali M.U.E.T Jamshoro, Sindh
3. 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.
Sajid Ali M.U.E.T Jamshoro, Sindh
4. 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.
Sajid Ali M.U.E.T Jamshoro, Sindh
5. 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.
Sajid Ali M.U.E.T Jamshoro, Sindh
6. 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.
Sajid Ali M.U.E.T Jamshoro, Sindh
7. 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.
Sajid Ali M.U.E.T Jamshoro, Sindh
Non-verbal communication Non-verbal communication is anything other
than words that communicates a message. The way we stand, walk, shrug our shoulders;
the clothes we wear, the car we drive, or the office we occupy; all communicate ideas to others.
All these things which we take into account in interpreting what someone is saying, over and the actual words, are referred to as ‘meta communication’.
‘its not what he says, but the way he says it’.
Sajid Ali M.U.E.T Jamshoro, Sindh
Silence - Time - Space -Touch and-body language
Sajid Ali M.U.E.T Jamshoro, Sindh
Silence You think you have made a fabulous speech and you ask your
audience to ask any questions – there is pin-drop silence in the hall. How do you feel?
“silence is golden’, so the saying goes, but is it? At times silence can bean effective technique in encouraging
feedback, or a real two-way communication Silence is a powerful tool of communication, but it must be
used skillfully We are social creatures and our society is made up of
responses to each other. We keep on seeking reassurances One of the cruelest social punishments is ‘solitary
confinement’ Silence builds walls- and walls are barriers to communication.
Sajid Ali M.U.E.T Jamshoro, Sindh
Time
It is easy to assume that we all experience time in much the same way
After all an hour is an hour Yet time is experienced differently by different nationalities,
societies, and cultures. There is a Christian calendar, Muslim calendar, Hindu calendar and
so on
There are cultural differences in the uses of time, which a business traveler should be aware of
At luncheon meetings the business is discussed either before, during, or after depending on that country’s culture
Local customs, cultures, manners, etiquettes and such, vary from place to place, caste, creed, religion, income, education, lifestyles, social status… the variances are too many
Sajid Ali M.U.E.T Jamshoro, Sindh
Space
Before we try to understand the movements of the various parts of the body, we should first examine our attitude to the space in which that movement takes place.
Just the way silence and time speak, so does space. Not only does space affect the way we communicate, but we use
space to communicate Each of us have space we feel is our own ‘the three bears’ story Examples : Boss’s room/chair Juniors hostel C.S. class Ladies line Members enclosure…
Sajid Ali M.U.E.T Jamshoro, Sindh
Touch
Touch is probably the earliest form of communication and still is. However , society/cultures/surroundings/up bringing…bring in inhibitions
Sajid Ali M.U.E.T Jamshoro, Sindh
Body language or kinesics A favorite sport of many people is ‘people watching’ or, Desmond
Morris has called his very popular book, ‘man watching’ What do you do when you are waiting on a railway platform,
alone or at a busy doctors clinic… Possibly you can’t hear, so you are actually
listening/hearing/reading their body language Whether we are aware of it or not, each of us spends a lot of time
decoding body language, or as it also known as ‘kinesics’ The non-verbal communications often come through louder than
the words that are actually being spoken and are frequently the means by which we reveal the emotional side of our communications.
But, more important, it frequently tells the speaker the extent to which their audience is accepting or not accepting the message.
In other words, body language provides instant feedback to the speaker and tells them how they are doing.
Sajid Ali M.U.E.T Jamshoro, Sindh
Non verbal communication codes
Two types of non verbal communication codes
1. Performance Codes OR Gestures
2.Art factual Codes
Sajid Ali M.U.E.T Jamshoro, Sindh
1. Performance Code OR Gestures (A) Paralinguistic OR Adaptors : Non verbal element of verbal. Tone of vice, loudness, stress When you are acting according to situation Example : A bike accident and bike rider died on the spot than
how you inform his relatives (parents) . You inform them that there is an accident occur with your son. He is feeling injuired we took him in a hospital.
(B) Emblems : Having specific meaning in a specific culture. Example : Different hands and fingers movements like point thumb
at someone.
Sajid Ali M.U.E.T Jamshoro, Sindh
(C) Illustrators : Use with verbal messages but do not have any meaning without
words. Example : While word round when people with their hands make a
circle.
(D) Regulators : To control any one. To control turn taking. That is the change from one speaker to another or to control other
people’s behavior during communication like using your hand to ask someone to stop talking without uttering a word.
(E) Affects : Displays any thing Indicates Emotions They can indicate facial expression, Eye Contact, Tone of voice,
Frowning Forehead, Clenched first ETC…
Sajid Ali M.U.E.T Jamshoro, Sindh
(2) Art factual Codes :
(A) Personal Codes : Include hair styles , clothing and accessories ,
Thing we carry and so on
(B) Social Codes : The arrangement of furniture in a room , the
lighting..
(C) Public Codes : Include the design of building, monuments and
so on….
Sajid Ali M.U.E.T Jamshoro, Sindh
Posture 1) Slumped posture = low spirits
2) Erect posture = high spirits, energy and confidence
3) Lean forward = open and interested
4) Lean away = defensive or disinterested
5) Crossed arms = defensive
6) Uncrossed arms = willingness to listen 7) Hands on hips=impatient
Sajid Ali M.U.E.T Jamshoro, Sindh
What is an Oral Presentation?
An oral presentation is generally a speech or vocal performance, occasionally accompanied by visually based presentations such as a slideshow.
An oral presentation is where you show your knowledge on a particular subject. You might be able to choose your topic, or maybe you have been given something to research and talk about to audience...
Sajid Ali M.U.E.T Jamshoro, Sindh
Objectives of Oral Presentation Select appropriate points of emphasis in your
presentation. Develop a useful level of detail. Choose and prepare appropriate visual aids. Create a tone that is sensitive to your audience's
circumstance.
e message
Determine the
purpose
Analyze the audience
Gather informatio
n
Adapt the message
Sajid Ali M.U.E.T Jamshoro, Sindh
Necessities of oral presentation Preparation and planning Structure of speech and language Visuals Create interest in audience
Sajid Ali M.U.E.T Jamshoro, Sindh
Q: How to be effective presenter ?
Well delivered the lecture. Well understand the lecture. Follow these steps: Preparation Equipment Delivery Language The presentation itself.
Sajid Ali M.U.E.T Jamshoro, Sindh