Communicationis a two-way process of giving and receiving infothrough one or more number of channels.

Communication

Communication is the process of sending and receiving messages

Need for Communication

Very strong in Human beings Considered as a basic need, as in the case of eating, sleeping, etc. Established as both a social & individual need

**Why is communication important ?Inspires confidenceBuilds respect Helps make friendsReveals your ability to othersDevelops a distinct personality

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Importance Of CommunicationOrganizational / Functional: greater info access & awarenessImproves coordination: reduces logical gapsEncourages cooperation: helps bring everyone in th mainstreamGives a direction: to tasks and activitiesMorale and empowermentDecision making aidSpeeds up orgal processesBetter focus on customer requirementsGenerates a greater sense of orgal commitment & involvement A Problem Solving Tool: by clarity, preciseness & feedback

The Importance of Communication Skills as Expressed by Business AuthoritiesTop executives from Fortune 500 companies rate communications skills as the most important quality for business leaders. New York Times Business Section There may be no single thing more important in our efforts to achieve meaningful work and fulfilling relationships than to learn and practice the art of communication. The Art of Leadership Max De Pree, Author

Interpersonal CommunicationThree Broad TypesOral, Written, NonverbalOral Communication: Consists of all forms of spoken info\Most preferred type of communication used by mgrs. Mgrs prefer face-to-face & telephone communication to written communication because it permits immediate feedback.Written Communication: letters, memos, policy manuals, reports, forms, & other documents used to share info in org.Nonverbal Communication Involves all messages - non language responses. Anything that sends message. Mgrs often underestimate its importance. Hidden messages & can influence process & outcomes of face-to-face communication.

Types of Nonverbal CommunicationBody LanguageSpaceTimePara languageColorLayout and Design

Elements of Good TalkingVoice QualityTalking StyleWord Choice & VocabularyListening: Key to UnderstandRushed, Never-listening mgr will Seldom Get Objective View of Function of Org.

Writing is thinking on paper. Anyone who thinks clearly should be able to write clearly about any subject at all.--William Zinsser, Author On Writing Well

Some Tips for Improving Written CommunicationMany people fall into habit of using technical jargon that can be understood only by experts in same field. Common problems in written communications are that writers omit conclusion or bury it in report, are too wordy, & use poor grammar, ineffective sentence structure, & incorrect spelling.

Some Tips for Improving Written Communication Use simple words & phrases.Use short & familiar wordsUse personal pronouns (such as you) whenever appropriate.Give illustrations & examples; use charts.Use short sentences & paragraphs.Use active verbs, as in Mgr planAvoid unnecessary words.

Types of ListeningActive vs. Passive Positive vs. Negative

What Kind is it?Appreciative Empathic DiscriminativeAnalytical

Effective Listening

Behaviors that support effective listening

Behaviors that hinder effective listening

Effective Listening

Behaviors that support effective listening

Maintaining relaxed body posture Leaning slightly forward if sitting Facing person squarely at eye level Maintaining an open posture Maintaining appropriate distance Offering simple acknowledgements Reflecting meaning (paraphrase) Reflecting emotions Using eye contact Providing non-distracting environment

Effective Listening

Behaviors that hinder effective listening

Acting distracted No response Invalidating response, put downs Interrupting Criticizing Judging Diagnosing Giving advice/solutions Changing the subject Reassuring without acknowledgment

"Listening looks easy, but it's not that simple. Every head is a world." ---Cuban proverb "Do not save your loving speeches for your friends till they are dead; do not write them on their tombstones, speak them rather now instead." --- Anna Cummins

Challenge

EFFECTIVE COMMUNICATION

Rebuild Your Life Through Effective Communication

**THE QUALITY OF YOUR LIFE IS THE QUALITY OF YOUR COMMUNICATION ~BOTH WITH YOURSELF & OTHERS

**We need toimprove communication... as70 % of our communication efforts are:misunderstood misinterpreted rejected distorted or not heard

**PEOPLE ARE INFLUENCED,PROBLEMS ARE SOLVED,CHANGES ARE FACILITATED,EXCELLENT RELATIONSHIPS ARE DEVELOPED,DESIRED RESULTS ARE ACHIEVED, AND

SUCCESS IS ENSURED.

Communication -Barriers Process BarrierEvery Step in Communication process is necessary for effective communication. Blocked steps become barriers.Following situations:

Sender barrier. A management trainee with unusual new idea fails to speak up at meeting for fear of criticism.

Encoding barrier. A Boluchi-speaking factory worker cannot get Sindahi-speaking supervisor to understand grievance about working conditions.

Process Barriers Medium Barrier. After getting no answer three times &busy signal twice, customer concludes that a storesconsumer hot line is waste of time. Decoding Barrier. A restaurant mgr does not understand unfamiliar computer jargon during a sales presentation for laptop computers.Receiver barrier. A mgr who is preoccupied with preparation of budget asks clerk to repeat earlier statement.Feedback barrier. During on-the-job training, failure of trainee ask anyquestions causes mgr to wonder if any real understandingwhat is being taken place.Choosing appropriate medium is especially important formgrs who must overcome physical barriers.A mgr with a soft voice can reach hundreds of people byusing a sound system.

Physical BarriersSometimes physical object blocks effective communication. For example, a Factory worker, who wears ear protectors probably could not hear someone yelling : Fire! Distance is another physical barrier.Thousand of miles between New York & Islamabad & time-zone difference can complicate communication in a global org.

Dont curse the darkness light a candleChinese Proverb

Sharing of Resources"A candle loses nothing by Lighting another candle"

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If you have your sight, you are blessed. If you have insight, you are a thousand times blessed.

Words Are EnergyNever use words like defeats, failure & problem. Always talk of Hope, Belief, Faith, Victory & Success. When you use a Positive word, a wave of Positive word, engulfs you, raising your Energy Levels & Putting you in a Winning Frame of Mind.Words are Energy use them in your favour!!

Communication"He who wishes to talk well must first think well."When you speak, your speech should be better than your silence would have been." (Origin unknown)

**Think > listen > talk

"Great speakers are not born, they're trained." -- Dale Carnegie "Perhaps you will forget tomorrow the kind words you say today, but the recipient may cherish them over a lifetime. Dale Carnegie

Conversation with Wise Man A single conversation with a wise man is better than ten years of study. --Chinese Proverb

"You are not only responsible for what you say, but also for what you do not say." Martin Luther

"Kind words can be short and easy to speak, but their echoes are truly endless." - Mother Theresa of Calcuta

****************Mikael**