presentation on effective communication by jigna joisher

8/6/2019 Presentation on Effective Communication by Jigna Joisher

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A PRESENTATION ON EFFECTIVECOMMUNICATIONBY: JIGNA JOISHER

THE COMMUNICATION PROCESSThe communication process consists of a

message being sent and received. Themessage may be verbal or non-verbal. The samebasic principles apply whether humans,animals, other forms of life, or combinationsof these are involved. Your challenge, as an

instructor, is to not merely communicate withyour students--but to communicateeffectively. Effective communication involvesa message being sent and received.Added to this however, is the element of

feedback to ensure that the message sentwas received exactly as intended. This

concept may be illustrated using the three-stepcommunications model.

Typesof

Communications• Verbal communication




• Non Verbal communication

Verbal Communication

The basis of communication is the interaction between people.Verbal communication is one way for people to communicate face-to-face. Some of the key components of verbal communication are

sound, words, speaking, and language.Over 3,000 languages and major dialects are spoken in the

world today. The development of languages reflects class, gender,profession, age group, and other social factors. The huge varietyof languages usually creates difficulties between differentlanguages, but even within a single language there can be manyproblems in understanding.

In today's competitive business environment, social skillsand proper etiquette can mean the difference between finding andwinning the job of your career and standing still in your career. Theconfidence of knowing you can hold your own in any social setting,from the white-knuckled nervousness of a first interview to a casualbusiness lunch, ca n change the way people perceive and judgeyou. The key to proper business etiquette is: "Do unto others asthey would want you to do unto them."

Because speaking is such an indelible activity, we tend to do

it without much thought. But, that casual approach can be aproblem in business. Have you ever wished you could make a




second, first impression because you said something that was out

of character or embarrassing? That comments that you didn’t thinkabout before you said, has created an image in someone’s mindthat cannot be replaced even when you meant something totallydifferent. When it comes to oral communication, your goal shouldbe to take advantage of its positive characteristics while minimizingthe dangers.

Speaking can be used as a tool to accomplish your objectives. But,first you must break the habit of talking spontaneously without

planning what you’re going to say or how you’re going to say it. You must learn to manage the impression you create byconsciously tailoring your remarks and delivery style to suit thesituation. Here are some things which will make you an effectivecommunicator:

o Remember to become aware of whatyou are saying. o Apply the same process you use inwritten communication when you arecommunicating orally. o Before you speak, think about your purpose, your main idea, and your audience. o Organize your thoughts in a logical way.o Decide on a style that that suits theoccasion and then edit your remarksmentally. o As you speak, watch the other person tosee whether your message is making thedesired impression. If not, revise it and tryagain.

Remember that various situations call for different speaking styles, just as various writing assignments call for different writing styles.Here are four different styles that will suit every occasion:

1. Expressive Style is spontaneous, conversational, and uninhibited. Use this when you are expressing your feelings,

joking, complaining, or socializing.




Nonverbal communication is usually understood as the processof communication through sending and receiving wordless messages. i.e., language is not the only source of communication, there are other means also. Messages can becommunicated through gestures and touch ( Hapticcommunication ), by body language or posture , by facialexpression and eye contact . Meaning can also be communicatedthrough object or artifacts (such as clothing , hairstyles or architecture ), symbols , and icons (or graphics). Speech containsnonverbal elements known as paralanguage , including voice quality, rate, pitch, volume, and speaking style, as well asprosodic features such as rhythm , intonation and stress . Dance is also regarded as a form of nonverbal communication.Likewise, written texts have nonverbal elements such ashandwriting style, spatial arrangement of words, or the physicallayout of a page.

However, much of the study of nonverbal communication hasfocused on face-to-face interaction, where it can be classifiedinto three principal areas: environmental conditions wherecommunication takes place, the physical characteristics of thecommunicators, and behaviors of communicators duringinteraction. [1]

Hap tics

Research has found that touching can create both positive andnegative feelings. Your feelings are positive when the touch is

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http://en.wikipedia.org/wiki/Paralanguage

http://en.wikipedia.org/wiki/Voice

http://en.wikipedia.org/wiki/Speech_communication

http://en.wikipedia.org/wiki/Prosody_(linguistics)

http://en.wikipedia.org/wiki/Rhythm

http://en.wikipedia.org/wiki/Intonation_(linguistics)

http://en.wikipedia.org/wiki/Stress_(linguistics)

http://en.wikipedia.org/wiki/Dance

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http://en.wikipedia.org/wiki/Nonverbal_communication#cite_note-Knapp_.26_Hall.2C_2002.2C_p.7-0

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http://en.wikipedia.org/wiki/Communication

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http://en.wikipedia.org/wiki/Eye_contact

http://en.wikipedia.org/wiki/Artifact_(archaeology)

http://en.wikipedia.org/wiki/Clothing

http://en.wikipedia.org/wiki/Haircut

http://en.wikipedia.org/wiki/Architecture

http://en.wikipedia.org/wiki/Symbol

http://en.wikipedia.org/wiki/Icons

http://en.wikipedia.org/wiki/Paralanguage

http://en.wikipedia.org/wiki/Voice

http://en.wikipedia.org/wiki/Speech_communication

http://en.wikipedia.org/wiki/Prosody_(linguistics)

http://en.wikipedia.org/wiki/Rhythm

http://en.wikipedia.org/wiki/Intonation_(linguistics)

http://en.wikipedia.org/wiki/Stress_(linguistics)

http://en.wikipedia.org/wiki/Dance

http://en.wikipedia.org/wiki/Handwriting

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perceived to be natural. A person gets the opposite feeling when

the touch is perceived to be manipulative or insincere. Touch isexperienced in many ways. Handshakes, pats, and kisses are just afew of the ways one can communicate by touching.

Manager Tip: A firm handshake says, "I care." A weak handshakesays, "I care less."

ArtifactsArtifacts are often used to communicate information about oneself.Artifacts are objects, often clothes, jewellery, and pictures, trinkets,which express one’s interests, hobbies, status, or lifestyle. Oftennoted in democratic societies, where all are thought to be equal,artifacts are used to announce inequalities that for reasons of tasteand conformity cannot be expressed in words.

Manager Tip: Artifacts are key in establishing first impressions. If you are looking to improve your own professional style, make noteof what artifacts gives strangers a professional look.

Kinesics

Kinesics, or body language, is one of the most powerful ways thathumans can communicate nonverbally. It is used to portray moods

and emotions and to emphasize or contradict what is being said.Finally, nonverbal communication can also be an effective sale

when executives learn to read a client’s body language.

Proxemics

One of the terms used in non-verbal language is proxemics.Edward Hall defined proxemics in the 1950’s and 1960’s when heinvestigated man’s use of personal space in contrast with fixed andsemi-fixed feature space. Fixed feature is what it is fixed has in




unmovable boundaries. Semi-fixed is fixed boundaries that can be

moved like furniture.

Proxemics can be divided in two other ways, physical and personalterritory. Physical territory is like desks that are in front of the roomof a classroom instead of centre.

An example of the proxemic concept is that of stepping behind thedesk of an associate at work and invading the personal zone. Butwhat if it is the boss; do you have the authority? If it’s a co-worker you probably do. A workplace where you sit is a primary tool inestablishing certain communications and is his or her freedom toplace that desk where and how it is a key element in personnelconsiderations. The cubicles don’t offer the chance to allow theworker to rearrange the furniture to his or her preference, nor dothey allow visitors. Extra room or the ability to move furniture in anoffice are both symbols of status.

Manager Tip: A manager can use proxemics to their advantage.The arrangement of an office space can show the attitude or personality of the manager. To establish a democratic and friendlystyle, speak with an employee side by side, such as at a table,rather than from behind a large, imposing desk.

Chronemics

Time, or chronemics, can be used very differently with respect toindividuals and even cultures. Time perceptions includepunctuality, willingness to wait, and interactions. Time use affectslifestyles, daily agendas, speed of speech and movements, howlong people are willing to listen, etc.

The way time is used can provide information about people asindividuals. There are different perceptions about time usage andits value. Also, cultures differ in their usage of time. For example, inEuropean and American societies, when men are interacting withwomen, they generally control the time use, talk more than women,and interrupt more than women. In the business world, Americans

are expected to arrive to meetings on time and, usually, even early.On the other hand, they arrive late to parties and dances.




Manager Tip: When addressing the issues of time and punctuality,

be specific as to what exactly is "on time." An employee may viewarriving at 8:05-8:10 as acceptable, while the manager may see 8:10as being late. By citing a specific time rather than using generalphrases, communication can be improved and possible conflictsavoid

• WRITTEN COMMUNICATION

In a personal or business setting, the ability to effectivelycommunicate through written correspondence is a must.Written communication can take on many forms includingemail, text messages, memos, or letters. No matter what format

you are using, there are a few basic rules you should follow to ensure your writtencommunication is correct and effective,

Simplicity

Use simple sentence structure. Complex sentence structure can complicate what you are trying to say and be easily misunderstood.Keep your sentences concise and to the point. Instead of saying "I

would like to schedule a meeting to discuss the pertinent facts of

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the case at your earliest convenience," say "Please let me know

when we can meet to discuss the case."

Avoid Jargon

Do not use jargon or language that only you and select group of individuals understand. Your written communication should beaccessible to your audience, no matter who you are communicatingwith. Technical language and jargon should only be used when

more simplistic language will not suffice.Specificity

Provide specific details whenever possible. Avoiding writing in ambiguous or unclear details. Instead of writing "I have a lot of experience working in this field," say "I have worked as anengineer for three and a half years."

Be ConversationalWritten communication is different from academic or scholarly

writing and should be more conversational in nature. As a rule of thumb, write in similar fashion as talk. Read your message aloud toensure that your writing sounds conversational.

Avoid Gendered Language

Avoid attaching a masculine or feminine pronoun to your writing. While it is technically sound grammar to use "he" or "his"when the gender is unknown or when referring to a group of people, the language may offend some people. To be on the safeside, do not use a gendered pronoun unless you are sure of theperson's gender you are referencing.

Avoid Passive Language

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Choose active verbs instead of passive verbs to add interest to

your written communication. Write "I drove to the beach onSaturday," instead of "When I was driving to the beach onSaturday...” Using active voice will also allow you to sound moreconversational, as we rarely use passive voice in verbalcommunication.

Be Personable

If you know the person you are writing to, acknowledge this relationship . Instead of using blanket pronouns such as "you," usethe person's name. Make the information you include in your written communication pertinent to the reader. Depending on therelationship you have with person, begin and end your writing withan appropriate greeting.

Medium Selection

Choose the right medium for your written communication. Whether you use email, text messaging, or a letter depends on whoyou are writing to and what you are writing about. If you have never used text messaging in the work environment, it may not be thebest way to correspond with a co-worker.

Appropriate Humour

Use humour in moderation, and only when appropriate for the situation. If you are unfamiliar with your reader, avoid making jokesso as not to offend the reader. If you have a good relationship withyour reader, feel free to use humour in your written communication.Even if you know the reader well, avoid offensive or controversialhumour.

Proof Read

No matter how good at writing you may be, it is critical to proof read your written communication. Check for spelling or

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http://www.ehow.com/relationships-and-family/




To understand how we take information into our neurology and how that affects our behavior, NLPhas something called the "model of communication". It is based on the notion our fivesenses, sight, hearing, touch, taste and smell, takein two million bits of information at any onemoment. Our conscious mind however, is onlyable take in approximately 7 bits of informationduring this same time period.

In order to compensate for this vast difference(two million down to seven) the mind filters theevents our senses take in by deleting, distortingand generalizing the information through our language, memories, attitudes, values, beliefs,decisions, etc. We then make an internalrepresentation of the world we are taking in, withpictures, sounds and feeling. That puts us in astate of mind, which can change our physiology

that affects our behavior. All this happens in afraction of a second and none of it has to happenin any particular order. We are in a constant stateof flux, where our physiology can affect our attitudes just as easily as our behavior can affectour language.




THANK YOUCommunication noise

In any communication model, noise is interference with the decoding of messages sent over a channel by an encoder. There are many examples of noise:

Environmental Noise: Noise that physically disrupts communication, such as

standing next to loud speakers at a party, or the noise from a construction sitenext to a classroom making it difficult to hear the professor.

Physiological-Impairment Noise: Physical maladies that prevent effectivecommunication, such as actual deafness or blindness preventing messages from

being received as they were intended.

Semantic Noise: Different interpretations of the meanings of certain words. For example, the word "weed" can be interpreted as an undesirable plant in your yard, or as a euphemism for marijuana.

Syntactical Noise: Mistakes in grammar can disrupt communication, such asabrupt changes in verb tense during a sentence.

Organizational Noise: Poorly structured communication can prevent thereceiver from accurate interpretation. For example, unclear and badly stateddirections can make the receiver even more lost.

Cultural Noise: Stereotypical assumptions can cause misunderstandings, such

as unintentionally offending a non-Christian person by wishing them a "MerryChristmas".

Psychological Noise: Certain attitudes can also make communication difficult.For instance, great anger or sadness may cause someone to lose focus on the

present moment. Disorders such as Autism may also severely hamper effectivecommunication. [12]

Types of listening

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Here are six types of listening, starting with basic discrimination of sounds and ending indeepcommunication.Discriminative listening

Discriminative listening is the most basic type of listening, whereby the difference between difference

sounds is identified. If you cannot hear differences, then you cannot make sense of the meaning that

is expressed by such differences. We learn to discriminate between sounds within our own language

early, and later are unable to discriminate between the phonemes of other languages. This is one

reason why a person from one country finds it difficult to speak another language perfectly, as they

are unable distinguish the subtle sounds that are required in that language.Likewise, a person who cannot hear the subtleties of emotional variation in anotherperson's voice will be lesslikely to be able to discern the emotions the other person is experiencing.Listening is a visual as well as auditory act, as we communicate much through bodylanguage. We thus alsoneed to be able to discriminate between muscle and skeletal movements that signifydifferent meanings.Biased listening

Biased listening happens when the person hears only what they want to hear, typically misinterpreting

what the other person says based on the stereotypes and other biases that they have. Such biased

listening is often very evaluative in nature.Evaluative listening

In evaluative listening, or critical listening , we make judgments about what the other person is

saying. We seek to assess the truth of what is being said. We also judge what they say against our

values, assessing them as good or bad, worthy or unworthy.

Evaluative listening is particularly pertinent when the other person is trying to persuade us, perhaps to

change our behavior and maybe even to change our beliefs. Within this, we also discriminate

between subtleties of language and comprehend the inner meaning of what is said. Typically also we

weigh up the pros and cons of an argument, determining whether it makes sense logically as well as

whether it is helpful to us. Evaluative listening is also called critical, judgmental or interpretive

listening.Appreciative listening

In appreciative listening, we seek certain information which will appreciate, for example that which

helps meet our needs and goals. We use appreciative listening when we are listening to good music,

poetry or maybe even the stirring words of a great leader.




Sympathetic listeningIn sympathetic listening we care about the other person and show this concern in theway we pay closeattention and express our sorrow for their ills and happiness at their joys.Empathetic listening

When we listen empathetically, we go beyond sympathy to seek a truer understand how others

are feeling. This requires excellent discrimination and close attention to the nuances of emotional

signals. When we are being truly empathetic, we actually feel what they are feeling.In order to get others to expose these deep parts of themselves to us, we also need todemonstrate ourempathy in our demeanor towards them, asking sensitively and in a way that encouragesself-disclosure.

Therapeutic listening

In therapeutic listening, the listener has a purpose of not only empathizing with the speaker but also to

use this deep connection in order to help the speaker understand, change or develop in some

way.This not only happens when you go to see a therapist but also in many social situations, where

friends and family seek to both diagnose problems from listening and also to help the speaker cure

themselves, perhaps by some cathartic process. This also happens in work situations, where

managers, HR people, trainers and coaches seek to help employees learn and develop.Relationship listening

Sometimes the most important factor in listening is in order to develop or sustain a relationship. This

is why lovers talk for hours and attend closely to what each other has to say when the same words

from someone else would seem to be rather boring.Relationship listening is also important in areas such as negotiation and sales, where it ishelpful if the otherperson likes you and trusts you.False listening

False listening occurs where a person is pretending to listen but is not hearing anything that is being

said. They may nod, smile and grunt in all the right places, but do not actually take in anything that is

said.This is a skill that may be finely honed by people who do a lot of inconsequential listening, such

as politicians and royalty. Their goal with their audience is to make a good impression in very short

space of time before they move on, never to talk to that person again. It is also something practiced

by couples, particularly where one side does most of the talking. However, the need for relationship

here can lead to this being spotted ('You're not listening again!') and consequent conflict.

Initial listening




In deep listening, you listen between the lines of what is said, hearing the emotion, watching the body

language, detecting needs and goals, identifying preferences and biases, perceiving beliefs and

values, and so on.

presentation on effective communication by jigna joisher

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