communication for individuals in an organization

8/14/2019 communication for individuals in an organization.

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Submitted to:

Dr. Jay Badiyani

Submitted by:

Rushiraj ChudasamaNeelam Tejabwala

Chetna Tulsani

COMMUNICATION FOR INDIVIDUAL

IN

ORGANISATION


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Concept of communication

Effective and Public speaking

Types of communication

Non verbal communication

Interpersonal process in Communication

Communication network

References


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Derived from Latin word communiswhich means common.

Process by which people seek to sharemeaning via the transmission of symbolic

messages

According to Newstrom and David,Communication is the transfer ofinformation from one person to anotherperson. It is a way of reaching others by

transmitting ideas, facts, thoughts,


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ContThree aspects in communication-

3)Transmission of ideas, feelings, information,etc.

4)Two parties are involved.

5)Element of understanding in communication.


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Effective and Public speakingMaking formal speeches

The Most difficult kind of communication

Most of us feel uncomfortable speakingbefore others.


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ContSelection of the topic

Assigned or not assigned

Gather the information

Organizing your speechIntroduction of the speech

The techniques of attracting interest


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Determination ofPresentationThree types of presentation

1) Extemporaneous presentation

2) Memorized presentation3) Reading


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Consideration of personalaspectsPrimarily need is to analyze yourselfWhile speaking, speaker is a part of

message.

Summary of Four characteristics are mainlyuseful.

1) CONFIDENCE

2) SINCERITY3) THOROUGHNESS

4) FRIENDLINESS


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Audience analysisPreliminary analysisAnalysis during presentationAppearance and bodily actionsThe communication environment

Personal appearance:1) POSTURE

2) WALKING3) FACIAL EXPRESSION4) GESTURES


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Use of VoiceGood voice is an obvious requirement of

good speaking.

There are four areas of fault where voicescause detract attention from the message.

1) Lack of pitch variation

2) Lack of variation in speaking speed

3) Lack of emphasis by variation in volume4) Unpleasant voice quality


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Use of Visual aidsSpeeches need strong visual support like

charts, tables, films and such.

Proper use of design

Forms to consider

Techniques for using visual aids


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Summary of speakingpracticesOrganize the speechMove surely and quickly to the conclusionUse language adapted to the audienceAvoid mumbling and articulate clearly with

proper emphasisSpeak correctlyMaintain an attitude of alertnessEmploy body language to best advantageAvoid stiff body actionsLook your listeners in the eyeAvoid signs of nervousness


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ContPunctuate the presentation with reference

to visual aids

Dont loose the temper in unfair opposition


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Types of communication


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1. Oral communication

Merits

iv. Easy communication

v. Effective

vi. Instant feedback

vii. Facility for informal communication

Demeritsix. Lack of proof

x. Lack of authenticity

xi. Time consuming


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Meritsii.Authenticity

iii.Proof for future reference

iv.Communication to distant places

Demerits

vii.Costly

viii.Overemphasis on formalisationix.Lack of secrecy

2) Written communication


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NONVERBAL COMMUNICATION

MEANING: By nonverbal communication wemean all communication that involves neitherwritten nor spoken words, but occurs withoutthe use of words.

Nonverbal communication can be consciouslycreated and used in written and oralcommunication.

Sometimes we communicate unconsciously, wedont mean to raise our eyebrow or blush, theseactions come naturally.


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USE OF NONVERBAL METHODS

Nonverbal methods are extremely usefulin:

Traffic signals

Aid to verbal communicationHelp to present, compare and draw

conclusions

Human beings respond more powerfully topictures, colours and sounds than to language

For illiterate people


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CLASSIFICATION OF NONVERBALCOMMUNICATION

KINESICS

OCULESICS

PROXEMICS

APPEARANCE

PARALANGUAGE


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KINESICS

MEANING: It is the study of the bodys

physical movements.

Outward body reflects true inner conditionsand provide further clarity and meaning towhat we say.

It includes:

FACIAL EXPRESSIONSGESTURES

POSTURES


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FACIAL EXPRESSIONS

Expressions such as raising or loweringeyebrows, clenching the jaws, yawning, smilingmakes ones behavior more predictable andunderstanding to others.

There are five basic physical descriptions of facialexpressions

NEUTRAL: pleasure, respect, thoughtfulness,

attention etcRELAXED: love, pleasure, submission etc

TENSED: fear, surprise, determination, extremeinterest etc

UPLIFTED: happiness, anxiety, rage,


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POSTURESIt is the way we hold ourselves

Postures generally communicate attention,feelings, relative status, involvement anddegree to which a person is liked

Closed postures and open postures

List of some postures and message theyconvey

WILLINGNESS TO LISTENUNCROSSEDARMS

DEFENSIVECROSSED ARMS

DISINTERESTLEAN AWAY

OPENESS AND INTERESTLEAN FORWARD

HIGH SPIRT,ENERGY,CONFIDENCE

ERECT POSTURE


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GESTURESMEANING: Gestures are movement of hands

or head

GESTURES IN FORMAL OCCATION

GESTURES IN RELAXED SITUATION

SOME OF HAND GESTURES

RUBBING THE HANDS TOGETHERI AM FEELINGCOLD

MAKING CIRCULAR MOTION OVERSTOMACH WITH HAND

I AM FULL

PATTING THE STOMACH WITH

HANDS

I AM HUNGRY


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OCULESICS

MEANING: It is the way eyes are used during a

communication exchange

Eyes communicate a wide range of meaningthey tell whether you are listening, where your

attention is focused and even how you feelabout what he/she is saying

Good eye contact

From receiver's perspective

From speakers perspective


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PROXEMICSMEANING: It is the study of how we

communicate with space around us

The distance we keep with other persons whilespeaking, indicates the relationship with them

For e.g. in a group, observe how close are all theother people to each other also notice that if youmove closer to someone and they back away,you are probably in their personal space youshould pull back a little

Thus by becoming aware of clues of distance,you can learn much about the people you come

in contact with


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APPEARANCE

Personal appearance is a major factor used tojudge a person simply because the firstimpression of person is based on appearance

Other factors that contribute to appearanceare good personal hygiene, neatness, care ofskin and nails etc


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PARALANGUAGEThe voice is extraordinary human instrument

.It involves those hints and signals in a personsvoice that give us message.

In paralanguage we examine sound of

someones speech, it is fast or slow? It is highpitched or low? It is loud and forceful or barelyaudible? It is smooth or disjointed?

It also includes voice inflection

Thus every time we speak our voice revealsour gender, age, background, level ofeducation, native, emotional state and ourrelation with the person being spoken to.


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SUMMARY

The field of Nonverbal communication hasgrown rapidly over the last few decades andhas its application in Business, Media,Education, International Relations and other

such fields.

It is quite powerful and primarily expresses

your attitude and plays a significant role in allcommunication activities of an organization.


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Interpersonal process incommunication

Working definition of communication callsattention to three essential points:

1) Communication involves people and thatunderstanding communication thereforeinvolves trying to understand how peoplerelate to each other.


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Cont

2) Communication involves sharedmeaning which suggests that in order forpeople to communicate, they must agree

on the definitions of the terms they areusing.

3) Communication symbolic-gestures,sounds, letters, numbers and words canonly represent or approximate the ideasthat they are meant to communicate.


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Cont

Interpersonal communication mainlyinvolves three parts:

1) Essential elements of the communicationprocess

2) A workable model of the communication

process3) One way & Two way communication


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Essential elements

John kotter has defined communication asa process consisting of A sendertransmitting a message through media to areceiver who responds.

In its simplest form, this model can beschematized as follows:

SENDER MESSAGE RECEIVER


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sender message encoding channel receiver decoding message

A WORKABLE MODEL OF

One way & Two way


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One way & Two waycommunication

Management is two way traffic, it isbased on an effective machinery ofcommunication.

It is better than one way communication

4.More accurate and precise.

5.Higher self confidence of the receiver.

Examples of two way communication.


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Formal channel

Informal channel

Differences between formal and informalcommunication


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FORMAL CHANNELFormal channels are officially prescribed

path for the flow of communicationbetween various levels in organisations

On the basis of single or multiplechain,different communication networkare designed.


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Also known as GRAPEVINE INFORMAL CHANNEL is method by which

people carry on social activities within formalboundaries of the system

Grapevine is highly active under 4 conditions There are 4 types of network through which

grapevine travels

INFORMAL CHANNEL


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SUMMARY

Wise men talk because they have something tosay; fools, because they have to saysomething.

Words are, of course, the most powerful drug

used by mankind.Communication works for those who

work at it.

When all other means of communication

fail, try words

Good communication is as stimulating as black
http://thinkexist.com/quotation/good_communication_is_as_stimulating_as_black/8594.htmlhttp://thinkexist.com/quotation/good_communication_is_as_stimulating_as_black/8594.html


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References

oBusiness communication(8th edition)By: Urmila Rai & S.M. Rai

oBusiness communication today(4th edition)

By: Courtland L. Bovee & John V. Thill

oCommunication today

By: Reuben Ray


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communication for individuals in an organization