EFFECTIVE COMMUNICATION

COMMUNICATION

Communication is a process of transferring information from one

entity to anotherOr

"the imparting or interchange of thoughts, opinions, or information by

speech, writing, or signs".

EFFECTIVE COMMUNICATIONCommunication which is

– Efficient– Successful– Useful– Helpful– Valuable– Of use– Effectual"The ability to communicate effectively

through speaking as well as in writing is highly valued”

Different ways of communication

• Non verbal communication• Visual communication• Oral communication• Written communication

Non verbal communication

“Nonverbal communication plays a key role in every person's day to day life”

Communicating through sending or receiving wordless messages

Gestures Body language

Facial expressions

Object communication

Behavioral communication

Clothing Hairstyle

Visual communication

It is communication by presenting information through visual form.

• Work on computer

• Management Information system (MIS)

• Presentation of reports

“It refer to the actual presentation of information “

Evaluation of a good visual design is based on measuring comprehension by the audience

Oral communication

It describes any type of inter-action

that makes use of spoken words.

“It is a vital part of the modern business world“

The types of oral communication commonly used within an organization include

staff meetings personal discussions presentations

telephone calls

informal conversation

face-to-face meetingsSpeeches

Teleconferences

videoconferences.

Issues in Oral Communication

• The Place of Pronunciation• Accuracy and Fluency• The Interaction Effect• The Role of Listening

Written CommunicationIt means communication by means of written

symbols.(either printed or handwritten).

memos

proposals

letters

minutes contracts

forms

quotations

orders

E-mail

Written communication

in business

Poorly written message creates confusion and

misunderstanding

Thus, understanding • the purpose, • the audience, • the message • the channel is essential

Essentials in written communication

1. Composition and style audience Create an outline Use AIDA -Attention-Interest-Desire-Action Identify your main theme Use simple language

2. Structure reader friendly easier to read Adding graphs and charts

3. Grammatical errors:• Affect/effect• Then/than• Your/you're• Its/it 's• Company’s/companies

4. ProofingProof your headers and sub headers

• Read the document out loud • Start at the end of your document • Use your finger to follow text as you read

Key PointMore than ever, it 's important to know how to communicate

your point quickly and professionally

A senior, Mr Richardson, calls Mr Smith, the work supervisor, to come to his office. When Mr Smith walks in a minute or two later,

the CEO is busy with what appears to be an unexpected but very important telephone conversation. In due course, he replaces the

receiver, but his mind, clearly, is still very much on

what he had just heard. Hi. Mr. smith please sit down

at the moment, we have an official lunch break lasting one hour. As from the first of next month, I want to reduce this lunch break

to 30 minutes only, and bring the afternoon quitting time forward by a half-hour.

No doubt, the staff will appreciate the opportunity to get home earlier.

Will you please inform everyone concerned? Thanks for your time."

CASE 1

Mr Richardson begins to examine some papers on his desk and waves with his hand to indicate that

he has nothing further to tell the supervisor. The supervisor, in turn, opens his mouth as if starting to say something, but thinks better of it and all he utters is a weak "OK, Mr Richardson."

Mr Smith exits.

CASE

2

The CEO calls his supervisor into his office. He is on the telephone when Mr Smith

arrives.

Take a seat, won't you?

I shouldn't be long."

After 15 minutes

That was our landlord. He dropped quite a bombshell. They have old this building, which means we will have to be out f here in a few months. Oh, well. Maybe it 's a blessing in disguise; we're rather cramped in these premises, aren't we?" …………………………

………………….."Hopefully, everything will work out. How are things by you?I hope no one is aggravating you too much. Now, this is why I called you: two or three people have come to me with the suggestion that we shorten the lunch break, so that everyone can knock off earlier. What do you think?"

Well, personally I 'd welcome the change, and I know that some of the office people

would think the same way. On the other hand, many of our

workers do a lot of shopping during the lunch hour at the big mall over the road.

They might need a full hour for this, and after work might not be so convenient.. .

Maybe I should canvass everybody and come back to you with a consensus.. We're pretty busy right now...

Can I attend to it next week and come back to you?" "Excellent. I know there 's a lot of pressure now.

Conclusion

• Be clear• Get to the point• Be personnel• Listen• Think before you speak• Be positive• Establish trust• Learn how to use tone & body language

together• Never assume anything• Learn how to talk business

Thank you

“Think like the wise man but communicate in thelanguage of the people”