what is communication.ppt

8/12/2019 What is Communication.ppt

1/45

The Concept of Communication


2/45

What is Communication?


3/45

Communication is a series of

experiences of

HearingSmell

Seeing

TasteTouch


4/45

Definition of Communication (1 of 2)

The exchange of thoughts, messages, or the

like, as by speech, signals or writing.

To express oneself in such a way that one is

readily and clearly understood.


5/45

Definition of Communication (2 of 2)

Communication is shared feelings/shared

understanding.

If you can honestly achiee that goal, you are

communicating.


6/45

A Challenge

Please write a One Sentence Definition of

EFFECTIVE COMMUNICATIONEFFECTIVE COMMUNICATION


7/45

Effective Communication is a process where a message isreceived and understood by the receiver in the manner that

the sender intended it to be.


8/45

Means of Communication

Hieroglyphics & Primitive cave paintings

Oral stories and traditions

Written media of CommunicationCarrier Pigeons

orse code

Television and !adio

"nternet # two#way e$change of information


9/45

The Communication Process

SENDE

(enco!e")

ECEIVE

(!eco!e")#a$$ie$

#a$$ie$

Me!ium

Fee!%ac&'e"on"e


10/45


11/45

Communicate

VisualImage

Deepti Singh

Speaking

Writing

Body

Language


12/45

Three ways to think aboutcommunication

Communication as ACTION: the transmission of information from

one person to another through the use of symbols and their

accompanying meaning.

Communication as INTERACTION: the exchange of information

between two (or more) individuals through the symbols and their

accompanying meaning.

Communication as EANIN! CONSTR"CTION: the process bywhich two or more individuals arrive at ostensibly shared (or

common) meanings or understandings for symbolic actions.

C i i


13/45

Communication

Goals

To get and gi#e

in$ormation

To persuade

To ensure understanding

To get action

To change %eha#ior


14/45

IMPORTANCE OF

COMMUNICATION

% highly valued sill

Critical to all relationships

% basic 'ob prere(uisite

)ifeblood of every organi*ation


15/45

Critical Success Factor for Life

The ma'ority of our perceived

ability comes from how we

communicate

70% How you

communicate it

30% What you know


16/45

Metho!" of Communication

Memo, fax, e-mail, voice mail, letter, speakingin mass media (electronic/print).

Phone call, in-person/face toface.

Two-Way

One-Way

Collaorati!e

Team meetings, presenting, consulting,bargaining, negotiating, consensus,decision making, group problem solving,

ritten reports, memos, notice boards.


17/45

ypes oCommunication

On the basis of organization relationship +ormal

"nformal

On the basis of Flow

,pward -ownward

Parallel

On the basis of Expression

Oral Written

on#/erbal

Deepti Singh


18/45

MEDIUM OF

COMMUNICATION

Oral Written

Immediate feedback Delaed

Co!"ersatio!al More formal

Focus o! i!ter#erso!al relatio!s Focus o! co!te!t

Prom#t actio! Delaed actio!

Less detailed tec$!ical i!formatio! More detailed tec$!ical i!formatio!

More #erso!al #ro!ou!s Less #erso!al #ro!ou!s

Sim#ler co!structio! More com#le% co!structio!


19/45

Have you ever listened to a very polished0 confidentspeaer and not understood a word of what he1she was

saying2


20/45

% common mistae people mae is to focus on the

deliverof information rather than how it is received.Communication has to be two!wa"


21/45

#ou communicate onl when the message ou send out

has been received and sent bac$ to ou% so ou $now

that it has been properl understood"

This applies whether you are at wor0 communicating

with employees0 suppliers or customers0 or at home0

communicating with your family and friends.


22/45

A. Communication occurs through the use of symbols and theiraccompanying meaning.

. All ob!ects" events" persons" and actions can function as symbols

for communication.

C. Symbols do not possess inherent and universal meanings.

D. Symbols possess ob!ective (physical) properties# but meaning

is inherently sub!ective and can only be inferred from the

interpretation of symbols.

$. %he presumption of intentionality (i.e." conscious and

deliberate symbolic action) is a prere&uisite for communication.

Some communication propositions


23/45


24/45

Official Communication: Flow

&' ()o* + #ertica),hori-onta),cross

.ertica)

i' /o*n*ard Communication: 'ighly Directive" fromSenior to subordinates" to assign duties" give instructions" to

inform to offer feedbac" approval to highlight problems etc.

ii' "p*ard Communications: t is non directive in naturefrom down below" to give feedbac" to inform aboutprogress*problems" seeing approvals.

Latera) or 0ori-onta) Communication: Among colleagues"peers at same level for information level for informationsharing for coordination" to save time.

Cross: in all directions


25/45

&IERARC&' LE(EL

$xecutive Director

+ice ,resident

A.-..

anager

Supervisor

/orman

Supervisor 0Supervisor 1 Supervisor 2

anager

0ori-onta) Comm'


26/45

MEDIUM OUTSIDE T&E

OR)ANI*ATION

Written& )etters0 reports0 proposals0 telegrams0 fa$es0

postcards0 contracts0 advertisements0 brochures0 catalogs0

news#releases0 etc.

Oral& +ace to face discussions0 telephone0 and

presentations.


27/45


28/45

Internal and External

AudiencesInternal audiencesinclude'ubordinates"

'uperiors"(eers"

E1terna) audiencesinc)ude Customers,Supp)iers

' "nions' Stockho)ders' Potentia) Emp)oyees' !o#ernment

Agencies' The Press,!enera)

Pu%)ic'


29/45

2. Content: top3down are in the form of orders or directives

bottom3up are in the form of feedbac or complaints

0. %hrough a proper channe): 4ho is the end audience5 4hoshould now first 5 4hat should the networ be 5

6. 7nformation is po*er8. 9ne who has the authority to

communicate is considered powerful.


30/45

What makes a good

communicator

Clarity

ntegrity %iming

Ade&uacy

!o" do you de#elop your communication


31/45

!o" do you de#elop your communicationskills
http://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htmhttp://science.uniserve.edu.au/projects/skills/jantrial/communication/communication.htm


32/45

Always thin ahead about what you are going to say.

se simple words and phrases that are understood by everybody.

ncrease your nowledge on all sub!ects you are re&uired tospea.

Spea clearly and audibly.

Chec twice with the listener whether you have beenunderstood accurately or not

ESSENTIALS O( CO"NICATION

/os


33/45


/os "n case of an interruption0 always do a little recap of what has been

already said.

%lways pay undivided attention to the speaer while listening.

While listening0 always mae notes of important points.

%lways as for clarification if you have failed to grasp others4 pointof view.

!epeat what the speaer has said to chec whether you have

understood accurately.


34/45


/ON2Ts

Do not instantly react and mutter something in anger.

Do not use technical terms ; terminologies not understood by ma!ority

of people.

Do not spea too fast or too slow.

Do not assume that everybody understands you.

4hile listening do not glance here and there as it might distract the

speaer.

Do not interrupt the speaer.

Do not !ump to conclusions.


35/45

Commu!icatio! Stlesi. Passive

ii. %ggressive

iii. Passive#%ggressiveiv. %ssertive


36/45

()''IVE CO**+,IC)-IO, is a style in which

individuals avoide e$pressing their opinions or

feelings0 protecting their rights0 and identifying and

meeting their needs.

)ow self#esteem

These individuals believe5 6"4m not worth taing care

of.7


37/45

)../E''IVE CO**+,IC)-IO, 0)C1 is a

style in which individuals e$press their feelings and

opinions and advocate for their needs in a way that

violates the rights of others.

%ggressive communicators are verbally and1or

physically abusive.

%C is born of low self#esteem 8often caused by pastphysical and1or emotional abuse90 unhealed emotional

wounds0 and feelings of powerlessness.


38/45

()''IVE!)../E''IVE CO**+,IC)-IO,is

a style in which individuals appear passive on the

surface but are really acting out anger in a subtle0

indirect0 or behind#the#scenes way.

Prisoners of War 8POWs9 often act in passive#

aggressive ways to deal with lac of power.

POWs may try to secretly sabotage the prison0 maefun of the enemy0 or (uietly disrupt the system while

smiling and appearing cooperative.


39/45

)''E/-IVE CO**+,IC)-IO, is a style in

which individuals clearly state their opinions and

feelings0 and firmly advocate for their rights and

needs without violating the rights of others.

High self#esteem.

These individuals value themselves0 their time0 and

their emotional0 spiritual0 and physical needs and arestrong advocates for themselves while being very

respectful of the rights of others.


40/45

C2)/)C-E/I'-IC' OF V)/IO+'CO**+,IC)-IO, '-#3E'


41/45

PASSI(E+ fail to assert for

t$emsel"esallow others to deliberately or inadvertently infringe on

their rights

fail to e$press their feelings0 needs0 or opinions

tend to spea softly or apologetically

e$hibit poor eye contact and slumped body posture


42/45

A))RESSI(E+ tr to domi!ate

ot$ersuse humiliation to control others

critici*e0 blame0 or attac others

be very impulsivehave low frustration tolerance

spea in a loud0 demanding0 and overbearing voice

act threateningly and rudely

do not listen well1interrupt fre(uently

,se 6you7 statements

have piercing eye contact and an overbearing posture

PASSI(E A))RESSI(E


43/45

PASSI(E+A))RESSI(E mutter to

t$emsel"es rat$er t$a! co!fro!t t$e

#erso! or issuehave difficulty acnowledging their anger

use facial e$pressions that don:t match how they feel # i.e.0

smiling when angry

use sarcasm

deny there is a problem

appear cooperative while purposely doing things to annoy

and disrupt use subtle sabotage to get even

Asserti"e, e%#ress feeli!-s clearl


44/45

Asserti"e, e%#ress feeli!-s clearl.

a##ro#riatel. a!d res#ectfull

use 6"7 statements

communicate respect for others

listen well without interrupting

feel in control of self

have good eye contact

spea in a calm and clear tone of voice

have a rela$ed body posture

feel connected to others

feel competent and in control

not allow others to abuse or manipulate them

stand up for their rights


45/45

Thanks

Questions?

what is communication.ppt

Documents