Effective Communication

Objectives

• Define and understand communication and the

communication process

• List and overcome the filters/barriers in a

communication process

• Practice active listening

• Tips to improve verbal and non verbal communication

Why is Communication Important?

•Information Dissemination

•Expressing Emotions/Ideas

•Education

•Building Relationships

•Entertainment

•Decision-making
 Ways We Communicate

• Writing- resumes, cover letters, professional

letters, emails, facebook, MySpace
• Talking- public speaking, face-to-face, cell
phone messages, interviews, voice mail
• Listening
• Non-verbals
 The Communication Process

Medium

Barrier
SENDER RECEIVER
(encodes) (decodes)
Barrier

Feedback/Response
 Barriers to communication

• Physical barriers
• Perceptual barriers
• Emotional barriers
• Cultural barriers
• Language barriers
 Barriers to communication

• Inappropriate medium
• Assumptions/Misconceptions
• Emotions
• Language differences
• Poor listening skills
• Distractions
• Noise
 Listening
“We were given two ears but only one mouth,
because listening is twice as hard as talking."
• How to listen:
- Attending
- Paraphrasing
- Clarifying
- Perception checking
• Make active listening a habit (it takes 21 days
to turn something into a habit!)
Four Stages in Active Listening
1. Focusing
2. Interpreting
3. Evaluating
4. Responding
 Focusing && Interpreting
• Decide to listen. • Keep from judging.
• Create the proper • Determine the speaker’s
atmosphere. meaning.
• Focus on the speaker. • Confirm that you
understand the meaning.
• Show that you are
paying attention • Show that you
understand.
• Reach a common
understanding
 Evaluating & Responding
• Gather more • Learn what the speaker
information. expects.
• Decide whether the • Consider your own
information is genuine. time and energy.
• Evaluate the • Decide what to do.
information.
• Communicate your
evaluation.
SUGGESTIONS FOR IMPROVING LISTENING SKILLS

STOP TALKING

PUT THE TALKER AT EASE

SHOW THE TALKER YOU WANT TO LISTEN

REMOVE DISTRACTIONS

EMPATHIZE WITH THE TALKER

BE PATIENT

HOLD YOUR TEMPER

GO EASY ON ARGUMENT AND CRITICISM

STOP TALKING
 Verbal Communication

•Your voice is a powerful instrument, so use it!

•Changing your voice can change the meaning of your

message

•Speaking Involves More Than Just Saying Words

•Learn to speak in a way that is both interesting and

powerful.
 Tips On Improving Your Verbal Communication Skills

• Vary The Speed Of Your Voice

• Project Authority With A Low Pitch

• Control The Loudness Of Your Voice

• Sharpen Your Articulation

• Use Pauses For Impact

 NON-VERBAL COMMUNICATION

HOW WE
STAND FACIAL
EXPRESSIONS

KINESIS
POSTURE
USE
OF
HANDS
USE
OF USE
LEGS OF
ARMS
 YAWNING
VOICE
QUALITY

LAUGHING

PARALANGUAGE

PITCH
SPEECH
VOLUME
RATE
 Improving Body Language - Tips
• Keep appropriate distance
• Touch only when appropriate
• Take care of your appearance
• Be aware - people may give false cues
• Maintain eye contact
• Smile genuinely
 ESSENTIALS OF COMMUNICATION
Dos
Always think ahead about what you are going to say.
Use simple words and phrases that are understood by every body.
Increase your knowledge on all subjects you are required to speak.
Speak clearly and audibly.
Check twice with the listener whether you have been understood
accurately or not
In case of an interruption, always do a little recap of what has been already
said.
Always pay undivided attention to the speaker while listening.
While listening, always make notes of important points.
Always ask for clarification if you have failed to grasp other’s point of
view.
 ESSENTIALS OF COMMUNICATION
DON’Ts
Do not instantly react and mutter something in anger.
Do not use technical terms & terminologies not understood by
majority of people.
Do not speak too fast or too slow.
Do not speak in inaudible surroundings, as you won’t be heard.
Do not assume that every body understands you.
While listening do not glance here and there as it might distract
the speaker.
Do not interrupt the speaker.
Do not jump to the conclusion that you have understood every
thing.
 Tips and Tricks

• Assess who you are speaking to

- peer, professor, co-worker, boss, family
• If possible- PLAN
• Check on non-verbal and simple errors
• In conflict, focus on the problem, not the
person
• Listen and be honest with yourself
• Questions ?...

• Comments….
Thank You

• K.C.Lokesh (271631)
• Anoosha Singh(271634)
• Raj Kumar(271657)
• Minnu Sara Mathew(271679