Basic Communication Rev

8/12/2019 Basic Communication Rev

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BASIC COMMUNICATION

ZTC,JAMSHEDPUR


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IF YOU ARE IN POSSESSION OF A CELL PHONE, KINDLY TURN IT OFF NOW!


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INTRODUCTION

What is communication?

In simple words we can say that just to

convey the message

If we go in more detail we can say that

communication is the process of transmitting

(A B)& Receiving

(B A)Messages.


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Effective Communication

If some one achieve the desired level of

objective through communication , we can say

that it is effective communication.

e.g. If your communication get the proper

response from the receiver it means that you

effectively conveyed the message.


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How to achieve effective

CommunicationEncourage creative and Critical Thinking

Consider audiences information needs

Consider Audience's Technical Background

Consider Audience's Cultural Background andGender

Consider Audience's Knowledge of theSubject


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Consider the possibility of

Communication Failure

Expect audience resistance

Recognize communication constraints

Legal, social economic, psychological, institutional


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IMPORTANCE OF EFFECTIVE COMMUNICATION

As the ManagerRequested it.

As Marketing wrote it up

As the Art Dept.designed it.

As the Supervisor

implemented it.

What the Customer reallywanted!

As the purchase dept order it


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Using gender-neutral terms for occupations, positions, roles, Terms that specify a particular gender can unnecessarily

effect certain stereotypes when used generically.

Avoid ThisUse Use This Instead

businessman businessperson, executive, manager, businessowner, chair, chairperson

fireman firefighter

housewife homemaker

layman layperson, no specialist, nonprofessional

postman mail or letter carrier

policeman police officer or law enforcement officer

salesman, saleswoman, salesperson, sales representative, salesassociate,

salesgirl

spokesman spokesperson,

workman worker


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Components of Communication

1. Context

Internal Means

External Means

2. Sender (Encoder)

3. Message

4. Medium5. Receiver (Decoder)

6. Feed Back


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Context

Context tells us reason for communication and

reasons may be

1.Internal

2.External


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Internal:

Internal means a company wants

to Discuss an idea/Issue to its

employeesthe message shouldbe either in writing or verbal


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External:

In eternal contextsome query fromstakeholders or from outside the organization-

You may response to query

Email

Fax

Telephone

Letter Verbal etc.


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Sender (Encoder)

When you sending the message, you are the

Encoder .

Here the wordyoumeanwriter/Speaker

decides whether the message should be in

written or oral. He/She may chooseWords,

Symbols, Pictures or Graphicsthat express the

objective in the real sense.


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Message

Message is basically the basic idea that you want tocommunicate.

The message may be

Verbal, means (Written or Spoken)

Non-Verbal, means( Symbols, Pictures or unspoken). This is very much important component of communication

Your message should be or MUST be clear and easy tounderstand

The most important element in message is your receiver. Youmust be well aware about your receiver.

While preparing a message you should keep in mind howyour receiver will interpretthe message.


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Message (Cont.)

You (Sender) should also keep in mind your

relationshipwith the receiver while preparing

message.

some times wrong messagemay create a loss

to your organization , to yourself.

or it can create a bad impression for you/your

company.


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Medium

Medium is basically channel through which yourmessage reaches to receiver & channel vary fromsituation to situation.

E.g. Lets say Govt of Pakistan wants to convey its

message to Pakistani Nation , now Govt will selectthe effective medium it may be.

T.V

Radio

Papers

Or all of the above keeping in view the Importanceofthe message.

When we talk at Micro /Organizational Levelthemedium may be writing or non-Verbal


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Receiver (Decoder)

To whom the message is being sent.

e.g. in case of Govt of Pakistan'sMessage,

Pakistani Nationis receiver(Decoder).

In simple words we can say that receiver is your

reader (in case of press , letters etc.) or

Listener (In case of TV, radio, Speaker Etc.)

Receiveris also known as decoder


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NON-VERBAL COMMUNICATION

Body Language50%

Tone of Voice40% Words10%


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NON-VERBAL COMMUNICATION

Nonverbal cues can play four roles:

Repetition: they can repeat the message theperson is making verbally

Contradiction: they can contradict a messagethe individual is trying to convey

Substitution: they can substitute for a verbal

message.Complementing: they may add to or

complement a verbal message.


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Body language includes

Face

Figure

FocusTerritory

Tone

Time


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Body language - face

Face includes:

Your expressions

Your smile or lack thereof

Tilt of the head; e.g., if your head is tilted toone side, it usually indicates you areinterested in what someone is saying

What message are you sending if someone is

presenting a new idea and you are frowning?


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Body language - figure

Figure includes:

Your posture

Your demeanour and gestures

Your clothes and accessories such as jewellery

What message are you sending if you are

dressed casually at an important meeting?


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Body language - focus

Focus is your eye contact with others

The perception of eye contact differs by culture. Formost Americans

Staring makes other people uncomfortable

Lack of eye contact can make you appear weak or nottrustworthy

Glasses may interfere or enhance eye contact

What message are you sending if you are looking atother things and people in a room when someone is

speaking to you?


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Body language - territory

Territory focuses on how you use space. It is also

called proxemics.

The perception of territory differs by culture. Most

Indians are comfortable with an individual space thatis about an arms length in diameter

What message are you sending if you keep moving

closer to a person who is backing away from you?


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Body language - tone

Tone is a factor of your voice

Pitch is the highness or lowness of voice

Volume is how loud your voice is

Emphasis is your inflection

What message are you sending if during a

disagreement you start speaking very loudly?


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Body language - time

Time focuses on how you use time. It is alsocalled chronemics.

Pace is how quickly you speak

Response is how quickly you move Punctuality is your timeliness

What message are you sending if you are

consistently late for meetings?


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To effectively communicate, we must realize

that we are all different in the way we

perceive the world and use this

understanding as a guide to ourcommunication with others.

Anthony Robbins


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Business Writing


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Business Writing - guidelines

Have a specific audience in mind

Know your objectives

Decide which information is essential

Decide how to present the information


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Business Writing - rules

Use specific language

Use active voice

Use plain English and simple sentences

Avoid jargon

Refrain from using slang/foul language

Take a stand


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E-MAIL ETIQUETTE

E-mail Basics Background Fonts Font size Font color

The subject line TO, CC & BCC fields Salutations

The Body of the e-mail Shorter Paragraphs Line Length Return Address Signatures


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TIPS

Let your language be courteous & polite without being too formal orpompous.

Run a spell check.

Dont forget to write your courtesy and greeting.

Clear communication & avoiding abrupt sentences.

Always acknowledge receipt of mail

Signature block

Dont Spam


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Feedback

Feedback is basically the response/reactionof

Receiverafter receiving the message.

Senderalways need feedback to check

weather the message effectively reached or

not? Or in other words.

Senderneed feedback to examine the success

or failure of the message.


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Criteria Receiving Feedback

Dont be defensive

Seek specific examples

Be sure you understand (summarize)

Share your feelings about the comments

Ask for definitions

Check out underlying assumptions

Be sensitive to senders nonverbal messages

Ask questions to clarify.


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Guessing the Occupation of a Person

Guess the Occupation of these two persons
http://images.google.co.in/imgres?imgurl=http://spaceresearch.nasa.gov/research_projects/images/bioastronautics_03-2002_2.jpg&imgrefurl=http://www.amazon.com/exec/obidos/tg/cm/top-reviewers-list/-/1/A185H69S1490LG&h=216&w=162&sz=5&tbnid=pwIsM2qh0-wJ:&tbnh=100&tbnw=75&hl=en&start=6&prev=/images%3Fq%3Dbearded%2Bman%26hl%3Den%26lr%3D%26ie%3DUTF-8


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Stereotypical traits of a scientist

1) lab coat2) eyeglasses

3) facial hair

4) large amounts of hair on head

5) symbols of research: scientific equipment, laboratoryinstruments

6) pens in the pocket

7) male.


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Basic Communication Rev