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Communication Skills & Barriers

Rajiv P. Kumar
rpsirohi@gmail.com
Communication Skills Overview

Effective communication skills are a


critical element in your career and
personal lives.

We all must use a variety of


communication techniques to both
understand and be understood.

Siliguri Branch, EIRC - ICAI 18 July 2004


What is Communication?
Communication is the process of sending and
receiving information among people…
Feedback

receiver sender

Medium
Encode Decode
SENDER RECEIVER

Siliguri Branch, EIRC - ICAI 18 July 2004


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.

Siliguri Branch, EIRC - ICAI 18 July 2004


Definition of Communication
(2 of 2)
Communication is shared
feelings/shared understanding.

If you can honestly achieve that


goal, you are communicating.

Siliguri Branch, EIRC - ICAI 18 July 2004


Most common ways to communicate

ma ges
i s ual I
V
pe a king
S

Bod
y La n
Writing gua
ge

Siliguri Branch, EIRC - ICAI 18 July 2004


Communication Goals
To change behavior

To get and give


To get action
Information

To persuade To ensure understanding

Siliguri Branch, EIRC - ICAI 18 July 2004


Methods of
Communication
One-Way
Memo, fax, e-mail, voice mail, letter.

Two-Way

 Phone call, in-person.

Collaborative

 Team meetings, consulting,


consensus, decision making,
group problem solving.
Siliguri Branch, EIRC - ICAI 18 July 2004
COMMUNICATION PROCESS
Ideas Info Intentions
Necessitymessage
of usinginwords, symbols
Interpreting terms of
Its final
and Purpose background shape and form
or formsexperience depends
manner on
in a preciseand
the channel selected and the speed
expectation

ENCODING MESSAGE DECODING


SOURCE

FEEDBACK RECEIVER

Understood and
acted in the light
of it
Siliguri Branch, EIRC - ICAI 18 July 2004
Why is communication important
 Inspires confidence
 Builds respect in business and social life
 Helps make friends
 Develops a distinct personality
 Reveals your ability to others

Siliguri Branch, EIRC - ICAI 18 July 2004


TYPES OF COMMUNICATION
Formal and Informal Communication
Verbal Non Verbal Communication
Downward, Upward , Horizontal and
diagonal communication

Siliguri Branch, EIRC - ICAI 18 July 2004


Barriers to communication

INITIATION OF MESSAGE

Different personalities of sender and receiver

Different perceptions of sender and receiver

Receiver evaluates credibility of sender

Words have different meaning

Receiver hears what he wants to hear

Code not understood

Noise

Distorted message
Siliguri Branch, EIRC - ICAI 18 July 2004
What does the graphic tell you about
this speaker

Siliguri Branch, EIRC - ICAI 18 July 2004


Communication
Advantages
 Increase productivity.
 Reduce stress.
 Better understand what
others are saying.
 Better understand how to get
your message across.
 Enhance relationships.
 Save time and money.
Siliguri Branch, EIRC - ICAI 18 July 2004
The 5-P‘s
 Prior
 Preparation
 Prevents
 Poor
 Performance

Siliguri Branch, EIRC - ICAI 18 July 2004


From effective conversation to speech
 Overcoming Fear
 #1 fear
 Idea of speech
 Know your subject
 Know the audience
 Target their interest
 Organising the speech
 Tell them…

Siliguri Branch, EIRC - ICAI 18 July 2004


Developing Your Presentation
 What is your goal?
 Research your topic
 Develop an outline
 Create or locate learning aids

Siliguri Branch, EIRC - ICAI 18 July 2004


AIDA
POWERFUL opener
ttention

CLEAR connector
nterest

MAIN BODY
esire

POWERFUL close
ction

Siliguri Branch, EIRC - ICAI 18 July 2004


AIDA
Establish credentials
ttention
(Me, You, What)
Key point
Create +ve expectations
nterest Paint the future benefits
WIFM
The
Thefacts
facts
esire  3
 advantages
 benefits
Me, You, What
ction is required
Siliguri Branch, EIRC - ICAI 18 July 2004
Developing Your Presentation
Making the Presentation Interesting
 Informative
 Fun
 Variety
 Energy
 Audience Interaction

Siliguri Branch, EIRC - ICAI 18 July 2004


Practicing Your Presentation
 Simulate the
presentation setting
 Practice aloud
 Practice standing up
 Time your presentation
 Memorize your opening
few sentences
 Watch yourself in a
mirror

Siliguri Branch, EIRC - ICAI 18 July 2004


Thank You

arahim@infrastructureindia.com