communication

Submitted by :- vipul pratap singh

communication

Section :- IB.TECH FIRST

YEAR

What is Communication?Communication is conveying of information or

data from one person (the sender) to another (the receiver).

Both the sender and the receiver have a part to play in the communication process.

PROCESS OF COMMUNICATION

Why

Communicatio

n is

Important ?

Competence in oral communication – in speaking and listening , personal, and professional success in life.

Oral communication competence can contribute to individuals' social adjustment and participation in satisfying interpersonal relationships.

• Developing the Ability to Speak.• Qualifies One to Participate in Public Life.

• Effective communication is essential in business both for organizations and for individuals.

• Effective communication is a key skill in

Impression management.

BECAUSE…

Why communication skills needed?If no communication skills

Damaging professional growthLimiting movement to top management

positions

Listening: heart of communicationAbout 80% of each day listening

Increasing as you climb the professional ladderIssues

Reflective listeningPhysical listening

Reflective listeningFocusing on

listen for prevailing emotionput yourself in the speaker shoes

How to doindicate your interestDon't interrupt speakerInvolve your whole body (e.g., good eye

contact)Make speaker pay attention (e.g., "Hmmm",

"Really", "That's interesting")

The Sender The sender is responsible for creating a

message (encoding) that is clear, polite, concise.

He must take into consideration the receiver in terms of age, maturity level, sex, language and other background.

The Receiver The receiver who will be either listening,

reading or observing – is responsible for listening carefully/ reading cautiously.

Problems/ barriers/ breakdowns may arise at any of the following levels:

(a) The sender's level in (i) formulating/ organizing thought, ideas,

message(ii) encoding the message

(b) The receiver's level in (i) receiving the message; (ii) decoding the received message; (iii) understanding/interpreting the message.

(c)Transmission level where 'noise' occurs.

(d)The feedback/reaction level that is a necessary condition of the completion of the process.

Communication Barriers

1.Wrong choice of medium 2.Physical barriers 3.Semantic barriers 4.Socio-psychological

barriers

Miscommunication can originate at three levels: at the level of the transmitter of the medium, or of the receiver. In technical parlance, any thing that Obstructs free flow of communication is called 'noise'. Or we may refer to it simply as a 'barrier' to communication.

Wrong choice of Channel

Physical barriers1. Noise. Noise is quite often a barrier to communication. 2. Time anti. distance. Time and distance also act as barriers to the smooth flow of communication.

Semantic barriers1. Interpretation of words. Most of the communication is carried on through words, whether spoken or written. But words are capable of com municating a variety of meanings. 2. Bypassed instructions. Bypassing is said to have occurred if the sender and the receiver of the message attribute different meanings to the same word or use different words for the same meaning.

Socio-psychological barriers1.Altitudes and opinion: Personal, attitude and opinion

often act as barriers to effective communication. If an information agrees with· our opinions and attitudes, we tend to receive it comfortably. It fits comfortably in the filter of our mind. But if an information disagrees with our views or tends to run contrary to our accepted beliefs; we do not react favorably.

2.Emotions. Emotional states of mind play an important role in the act of communication. If the sender is perplexed, worried, excited, afraid, nervous, his thinking will be blurred and he will not be able to organize his message properly.

3. Closed mind. A person with a closed mind is very difficult to com municate with.

Internal Communication is

With people inside the organisation.

e.g. Notice Board.

Types of communications

External Communication is

Between the organisation and people outside.

e.g. Letter

Forms of CommunicationVerbal

communicationand

Nonverbal communicatio

n

VERBAL COMMUNICATION

It means communicating with words, written or spoken. Verbal communication consists of speaking, listening, writing and reading

CHARACTERSTICS OF EFFECTIVE VERBAL COMMUNICATION

Consider the objective Be sincere Use simple language, familiar words Be brief and precise assume nothing Use polite words and tone Say something interesting and pleasing

MERITS

More personal and informal Makes immediate impact Provides opportunity for interaction and

feedback Help us correct ourselves (our

messages according to the feedback and non-verbal cues from the listener)

It is fastest and less expensive

DEMERITS

It can be quickly forgotten. A word once uttered cannot be taken

back There is no legal evidence of oral

communication Impact may be short lived Very difficult to be conscious of our

body language

BARRIERS TO EFFECTIVE VERBAL COMMUNICATION STATUS- formal and informal status

levels affects effectiveness of face to face communication

COMPLEXES- lack of confidence or sense of superiority.

ABSTRACTING- it is partial and selective listening, leading to loss of information

LANGUAGE BARRIER- listener should be familiar with the language used by the speaker.

NONVERBAL COMMUNICATION

Nonverbal communication includes all unwritten and unspoken messages, both intentional and unintentional.

TYPES OF NON VERBAL COMMUNICATION

Kinesics communication Meta communication

-Body language. -through words, depicting alternate meaning.

-includes behavior. -shows latent meaning.

Forms of non verbal

communication

Facial expressio

n

Body moveme

nt

Gestures

Eye contact

voice Touch

Pitch RangeQuality ToneVolumeDurationPauses and silence

SorrowTensionHappinessTiredCrazyangry

Hand HeadLegsWay ofstanding

Single &Double hand GesturesOther move--ments madeBy body

Healing TouchSocial TouchEtc.

FEATURES :

Non verbal communication flows through all acts of speaking or writing.

They are the wordless messages .

Is a creative activity , which comes through stimuli produced by the mind.

Importance of non-verbal communicationA person to have quality communication skills must possess the knowledge of non-verbal communication.As compared to words and vocal variety non-verbal communication matters a lot.

Channels of communication

Upward communication,

Downward communication, horizantal communication

Formal Communication

President

VicePresident

VicePresident

Manager Manager Manager Manager

Efforts at coordination

Info

rmat

ion

Instru

ction

s and

directives

Some examples of formal communication include reports, presentations, and media releases. This type of communication is usually planned and takes some time and effort to prepare.

Formal Communicationdownward communication:

instructions, directions, orders feedback

upward communication:data required to complete projectsstatus reportssuggestions for improvement, new ideas

horizontal communication:coordination of cooperation

Informal Communication

Deviation from the planned communication structure

Direction of the flow of informationLeaving out people in the communication lineIntegrating people into the communication line

Informal communication includes emails and ad-hoc discussions. Informal communication has increased as many projects start to use social networking.

Informal Communication

information shared without any formally imposed obligations or restrictions

if an organization’s formal communication represents its skeleton, its informal communication constitutes its central nervous system

eng. “grapevine“ (a secret means of recieving or spreading information)

An organization’s informal channels of communication, based mainly on friendship or acquaintance

11/18/2003

Informal Networks

Y

D

C

B

A

Chain

AJB

D H I

K

F

GE

C

Gossip

A

F B D

J

H

CE

K

G I

X

Probability

A

C

D

F

J

IB

Cluster

- chain:every member passes on information, but to just one person - gossipone person passes on information to all the others that he encounters- probability chainno structureA is very talkative and outgoing type, passes on information to random contacts - clusterinformation is passed on to selected personsmost common patternselectivity: pass on information to people with whom you are in close contact

April 15, 2023 38

We need toimprove communication... as

70 % of our communication efforts are:misunderstood misinterpreted rejected distorted or not heard

Thank you For your

cooperation