Concepts Of

Definition
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 by the other

Communication is shared feelings/shared understanding.

If you can honestly achieve that goal, you are communicating.

Forms of communication
One-Way
Memo, fax, e-mail, voice mail, letter.
Two-Way

Phone call, in-person. Team meetings, consulting, consensus, decision making, group problem solving.

Collaborative

VERBAL COMMUNICATION
Verbal communication takes place when the message is spoken. One must keep in mind that unless the words have meaning, and unless the sender and the receiver apply the same meaning to the spoken words, verbal communication may be misunderstood. To have any meaning, the spoken word must be understood by all parties of the communication.

VERBAL COMMUNICATION
When communicating within corporate keep in mind the following:
1. Good communication skills are necessary in establishing rapport with co-workers 2. Subordinates feel respected and validated when called by their full name. 3. Subordinates should be encouraged to verbalize their feelings. 4. Co-workers should b given technical information in a manner that they can understand.

NON VERBAL COMMUNICATION

Non-verbal communication, often referred to as body language, includes the unconscious body movements, gestures and facial expressions that accompany speech. The study of body language is known as kinesics.

Body language can communicate more than spoken words.

 Communicates emotions & attitudes Non-verbal cues substitute for , contradict, emphasize or regulate verbal messages Non-verbal cues are often ambiguous Non-verbal cues are continuous Non-verbal cues are generally seen as more reliable Non-verbal cues are Culture bound

Non-verbal Clues are culture bound

1. Paralanguage focus on how you say what you say. Eg same sentence could have different meanings It has several qualities such as :
Voice quality : Volume , rate , pitch , rhythm, pronunciation Voice qualifiers : Temporary variations in pitch , volume & rate of speech Voice Characteristics : Sighing , laughing , crying, clearing the throat , whistling & groaning. Vocal segregates : Words that dont mean a thing but are used to space sentences

2. Facial Expression. This is considered as one of the most important and observed non-verbal communication. Each facet or aspect of anatomy of the face sends a non-verbal message.
Often expressions of joy and happiness or sorrow and grief are reflected through the eyes.

3. Territoriality/ Proxemics This is the distance at which we comfortable with others while communicating. Some examples of comfortable personal space for are as follows: Intimate: touching to 18 inches Personal: 1 to 4 feet Social: 4 to 12 feet Public: 12 to 25 feet

As with facial expression, territoriality or personal space is handled differently by various cultures.

4.Kinesics the study of body language

Posture : relates to the position of the body or parts of the body. It is the manner in which we carry ourselves, or pose in situations. Emblems : gestures that have meaning that are understood by public at large Adaptors : Learned behaviour pattern that we pick up in childhood Regulators : Gestures that control the communication exchange

Gestures and Mannerisms : Most of us use gestures and mannerisms when we talk with our hands. This form of body language may be useful in enhancing the spoken word by emphasizing ideas, thus creating and holding the attention of others. Touch : This is a powerful tool that communicates what cannot be expressed in words.

Characteristics of Business Communications

A two way traffic Continuous Process A short lived Process Needs Proper understanding Leads to the achievement of the organizational objective

Process of Communication

The Sender/Sender
The sender begins the communication cycle by encoding or creating the message to be sent. Before creating the message, the sender must observe the receiver to determine the complexity of the words to be used within the message, the receivers ability to interpret the message, and the best channel by which to send the message.

Sender
Encodes message

Message Feedback
Speaking Listening Gesturing Writing

Receiver Decodes Message

The Message
The message is the content being communicated. The message must be clearly understood by the receiver. Four modes of communication:

Sender
Encodes message

Message Feedback
Speaking Listening Gesturing Writing

Speaking Listening Gestures or body language Writing

These modes or channels are affected by our physical and mental development; our culture; our education and life experiences; our impressions from models and mentors, and in general by how we feel and accept ourselves as individuals.

Receiver Decodes Message

The Receiver
The receiver is the recipient of the senders message. The receiver must decode, or interpret, the meaning of the message. The primary sensory skill used in verbal communication is listening. The receiver must be aware that not only the spoken words, but the tone and pitch of the voice and the speed at which the words are spoken carry meaning and must be evaluated.
Feedback

Sender
Encodes message

Message
Speaking Listening Gesturing Writing

Receiver Decodes Message

The Feedback
Feedback takes the place after the receiver has decoded the message sent by the sender. Feedback is the receivers way of ensuring that the message that is understood is the same message that was sent. Feedback also provides an opportunity for the receiver to clarify any misunderstanding regarding the original message and to ask for additional information.

Sender
Encodes message

Message Feedback
Speaking Listening Gesturing Writing

Receiver Decodes Message

Communication Role Blocks

Problems caused by the Sender
Amount of Information sender has Too much knowledge about the subject Indecision regarding the selection of info Order of presentation Lack of familiarity with the audience Lack of experience in speaking or writing

 Problems in message transmission :

Three or four different people transmitting Unclear or conflicting message
Eg Shopping ideas

 Problems in Reception
Physical Noise : External sounds Psychological Noise : Egotism, defensiveness, hostility, preoccupation, fear

 Problems in Receiver's Comprehension

Does not understand words being used Special meaning , jargons, language..

Know Your Subject Focus on purpose Know your Audience Be organized

General Road Blocks in an organization

Organizational Structure Difference in status Lack of trust Closed communication climate Incorrect Choice of Medium

General Road Blocks in an organization

Information Overload Message Complexity Message Competition Unethical Communication Physical Distraction

Game Time !!!