MIS, FBS, University of Dhaka

Effective Communication

Presented To:

Fahami Ahsan

Mazmum

Leturer of MIS

University of Dhaka

MIS, FBS, University of Dhaka

Presented by

The Team

Muhammad Muhyminul Islam

Tanjina Sultana Tania

Azmery Sultana

Rahman Romel

Sumaiya Siddiqua

Iffat jahan Imi

What is communication

The communication is what allows

us to interact with other people;

without it, we would be unable to

share knowledge or experiences

with outside of ourselves.

Common forms of communication

include speaking, writing, gestures,

touch and broadcasting.

• Wikipedia definition

Process of communication

• Communication is the process of sending

and receiving information among people…

SENDER RECEIVER

Feedback

receiver sender

MediumEncode Decode

Meaning and definition

Meaning-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.

Effective communication includes all the aspects of visual, auditory to

appeal the listener.

Definition-“Effective communication is the communication which produces

intended or desired result”

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.

The 7c’s of effective communication

1. Completeness

2. Conciseness

3. Consideration

4. Clarity

5. Concreteness

6. Courtesy

7. Correctness.

Completeness

`

•The information conveyed in the message should be complete for the

communication to be effective.

•Complete communication enhances the reputation of the organization.

•Complete information helps in better decision making as it serves all the

desired and crucial information.

•Complete information persuades the audience.

Conciseness

•Conciseness means communicating what you want to

convey in least possible words.

•Conciseness is a necessity for effective communication.

•Concise message is more appealing and comprehensive to

the audience.

•Concise messages are non repetitive in nature.

Consideration

•Effective communication must take audience into

consideration by knowing the viewpoints, back ground,

mindset, educational level and 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.

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.

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.

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.

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.

• Lack of Sensitivity to Receiver

• Lack of Basic Communication Skills

• Insufficient Knowledge of the Subject

• Emotional Interference

• Lacking confidence

Encoding Barriers

• Physical Distractions

• Channel Barriers.

• Long Communication Chain.

Transmitting Barriers

• Lack of Interest.

• Lack of Knowledge.

• Lack of Communication Skills

• Emotional Distractions

• Information overload

• Conflicting Messages

Decoding Barriers.

• No Provision for Feedback

• Inadequate Feedback.

Responding Barriers

Over coming the barriers of

effective communication

Effective

Communication skills

Body language

(Smile, Eye contact,

Gestures, tone)

Cultural

Sensitivity

Checking

for understanding

Summarizing

what has been said

Seeking

Participation

Effective Questions

Simple

Words

Connecting with

The audience

What is listening ?

• Listening is the absorption of the

meanings of words and sentences by the

brain. Listening leads to the understanding

of facts and ideas.

Various stages to listening

• Hearing

• Focusing on the message not the person

• Comprehending and interpreting

• Analyzing and Evaluating

• Responding

• Remembering

Co-relation between Listening and

Speaking

9%

16%

30%

45%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

Writing Reading Speaking Listening

What we are taught….

9%

16%

30%

45%

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

Writing Reading Speaking Listening

Importance of listening

“If we were supposed to talk more than listen, we

would have been given two mouths and one ear.”

Mark Twain

Techniques of active listening

PARAPHRASE

Restate what was

said in your own

words

SUMMARIZE

Pull together the

main points of a

speaker

QUESTION

Challenge speaker to

think further,

clarifying both your

and their

understanding,

however suspend

judgement

Path for good communication

Listen to Understand

Understand before

speaking

Speak to be understood

Seek understanding

before proceeding

Repeat

Conclusion

A man is seldom better than his

conversation- German Proverb