The Art of Effective Communication

What is Communication ?
 Communication is the process of transferring information
between sender and receiver.
 It uses one or more written, oral, visual or electronic media.
 Communication is expressing thoughts, ideas and emotions.
 Communication is not only important to your career but it is
important to your company too.
 Communication in organizations – Formal & Informal
Network
 Formal –Downward, Upward & Horizontal
 Informal – Grapevine (Positive) or rumor mill (Negative)
Verbal Communication
 Verbal communication is the use of sounds and words to
express yourself, especially in contrast to using gestures or
mannerisms (non-verbal communication).
 Communication has two base types : verbal communication
and non verbal communication. The verbal one includes oral
communication, through words and writing. The second
one, non verbal communication includes body language and
expressive behaviors.
 Watch a video
Essential Attributes of Successful
Communicators
Top Essential Skills for Effective Communication
 Listening. One of the most important aspects of effective
communication is being a good listener. ...
 Non-Verbal Communication. ...
 Be Clear and Be Concise. ...
 Be Personable. ...
 Be Confident. ...
 Empathy. ...
 Always Have An Open Mind. ...
 Convey Respect.
 Watch a video
Probing Skills
 "Garbage in, garbage out," is a popular truth, often said in
relation to computer systems: if you put the wrong
information in, you'll get the wrong information out.
 Asking the right question is at the heart of effective
communications and information exchange. By using the
right questions in a particular situation, you can improve a
whole range of communications skills.
 Asking probing questions is another strategy for finding out
more detail.
 Probing is to “explore” or “inquiring” more.
Open-ended & Close- ended questions
 A closed question usually receives a single word or very short, factual
answer. For example, "Are you thirsty?" The answer is "Yes" or "No";
"Where do you live?" The answer is generally the name of your town or
your address.
 Open questions elicit longer answers. They usually begin with what,
why, how. An open question asks the respondent for his or her
knowledge, opinion or feelings. "Tell me" and "describe" can also be
used in the same way as open questions. Here are some examples:
 What happened at the meeting?
 Why did he react that way?
 How was the party?
 Tell me what happened next.
 Describe the circumstances in more detail.
Contd…
Open questions are good for:
 Developing an open conversation: "What did you get up to on
vacation?"
 Finding out more detail: "What else do we need to do to make
this a success?"
 Finding out the other person's opinion or issues: "What do you
think about those changes?"
Closed questions are good for:
 Testing your understanding, or the other person's: "So, if I get this
qualification, I will get a raise?"
 Concluding a discussion or making a decision: "Now we know the
facts, are we all agreed this is the right course of action?"
 Frame setting: "Are you happy with the service from your bank?"
Counter-productive questions
The definition of counterproductive is something that has
the opposite of the intended affect or that goes against what you
are trying to achieve.
Questions that produce this effect are counter-productive
questions.
 Don’t you think his decision was irrational ?
 Is there any use of carrying out this task ?
 What makes you think that this effort is going to succeed ?
Traits of bullying, sabotage, abuse, withdrawal etc. are some of
the counter-productive traits at the workplace.
Paraphrasing
We've all watched television shows or heard news stories we wanted
to tell others about. We may have told our friends, our family, or our
coworkers about what happened, how it happened, and why it
happened. We recounted the storyline, the main characters, the
events, and important points using our own words. This
is paraphrasing - using your own words to express someone else's
message or ideas. In a paraphrase, the ideas and meaning of the
original source must be maintained; the main ideas need to come
through, but the wording has to be your own.
 Original sentence:
Giraffes like Acacia leaves and hay, and they can consume 75 pounds of
food a day.
 Paraphrased sentence:
A giraffe can eat up to 75 pounds of Acacia leaves and hay every day.
Quiz-Time- 1
1. Which of the following would not be considered a probing
questions:
a) Did you go to school today?
b) What was your favorite part of the movie?
c) How do you feel about going to camp this summer?
d) Why do you want to go to college in the city?

2. When paraphrasing,
a) the ideas and meaning of the original source must be maintained
b) the wording must be your own
c) all of these answers are correct
d) the main ideas need to come through
Summarizing
Summarizing is a very important skill for effective communication
and is usually followed by paraphrasing. A summary is a concise
overview of the most important points from a communication. It
could be from a conversation, document or presentation. A well-
spoken summary can verify that people understand each other. It can
make communications more efficient and ensure that the gist of the
communication is captured by all involved.
ImportantTips for effective Summarization
 Look for any one major point that comes from the
communication.
 The summary must always be shorter than the original
communication.
Enunciation & Pronunciation
 Enunciation is the act of pronouncing words.
 Make sure your enunciation is clear when ordering in a
restaurant so you don't get French flies instead of French fries.
 Enunciation is from the Latin word enuntiationem, meaning
“declaration.”
 Enunciation is the art of speaking words clearly and
concisely, whereas pronunciation is the act of speaking words
correctly, it is more related to the accent, intonation of the words
rather than just clearly expressing the word as in the case of
enunciation. Both these terms are interrelated as pronunciation
itself is the component of enunciation.
 Watch a video
Quiz-Time - 2
1. Paraphrasing is:
a) citing a source accurately
b) defining unfamiliar words
c) using your own words to express someone else's ideas
d) all of the answer choices

2. In order to avoid plagiarism, you must:

a) cite the source
b) change any words or phrases that match the original too closely.
c) both of the answer choices
d) neither of the answer choices
Voice Modulation using the correct
range and level of tone
 The change in pitch and tone in your voice is voice
modulation.
 Tone is how we say what we say. For example-”He said in a
nervous tone”.
 Pitch is the frequency of our voice. The higher the pitch the
higher our voice sounds and vice-versa.
 Infants have higher pitched voices than adults due to their
undeveloped larynx (voice box)
 Watch a video
Some Voice exercises for polishing
enunciation and pronunciations
 Watch a video
Exercises -"Popular TongueTwisters".
1. "She sells seashells by the seashore.“
2. "How can a clam cram in a clean cream can?“
3. "Betty Botter bought some butter, but she said the batter's
bitter.
4. A skunk sat on a stump and thunk the stump stunk, but the
stump thunk the skunk stunk
 Assignment

Go through the below link and pick-up any one

tongue twister.
https://www.engvid.com/english-resource/50-
tongue-twisters-improve-pronunciation/
Practice it 5-10 times to polish your enunciation and
pronunciation skills.

THANK YOU !!!