Development of Effective Communication Skills

8/8/2019 Development of Effective Communication Skills

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DEVELOPMENT OF

EFFECTIVE

COMMUNICATIONSKILLS

Prof S.Rm. Sokkalingam



Forms of

CommunicationWriting

Speaking andListening



Types of Communication

NetworkThe formal network and

Informal network



Formal NetworkBusiness has major and well- establish

channels of information like arteries in

the body

Bulk of the communication flows

through these channels



Flow of formal networka. Internal flow

Information by reports

Records kept in the organisation

Orders

Instructions and messages down theauthority structure

E-mail, internet and intranet



Flow of formal networkb. External flow:

Directed messages

Sales presentations

Advertising and publicity



The informal NetworkPrimarily of personal communicationparallel to formal network.

Informal network is veins in the body

Ever changing and complex networklinking all the members of the

organization.It is called as ³grapevine network´.

Managers use grapevine constr uctively.



Formal / informal

network

Manager

officer officer

Clerk Clerk Clerk Clerk



Communication Process1. A¶s message arrives the sensory world of

the receiver µB¶.

2. µB¶ picks-up the message & other competinginformation from his sense.

3. µB¶ mind filters the message and givesmeaning.

4. µB¶s unique mind forms the message andtriggers a response

5. µB¶ sends response to µA¶



Process of sense

picking ²up the messageRelay it to the brain

Picks-up other noises, objects, facial

expression etc.



Filtering processNo two people will have identical minds

The message is filtered through the contents

of the receiver as given below:

1. All his experience

2. Knowledge

3. Biases

4. Emotions and

5. Cultural background.



Meaning and response

processReceiver mind gives meaning &reacts.

If meaning I s strong, the responsecan be through:

1. Words

2. Gestures3. Physical actions

4. Symbols etc.



listeningListening involves:

Sensing

Filtering and

Remembering/ Retaining



Sensing Ability to sense sounds

Being attentive

Senses detect symbols



Filtering / RememberingIndividual mind has unique contents

Mind gives meaning to the symbols

Remembering is part of listening



Listening AbilityFirst, you must want to improve it.

Be alert and free yourself to pay

attention.Concentrate on your mental filtering

Think from the speaker¶s viewpoint.

Consciously try to remember.In addition, follow the guidelines of ³TenCommandments´



Ten Commandments of

Listening1. Stop talking

2. Put the talker at ease

3. Show the talker you want to listen.

4. Remove distractions

5. Emph

asis with

th

e talker.



Ten Commandments of

Listening6. Be patient

7. Hold your temper

8. Go easy on argument / criticism

9. Ask questions frequently

10. Stop talking.



Communication BarriersLack of planning

Unclassified assumptions

Semantic distortion

Poorly expressed messages

Commu

nication barriers in internationalenvironment



Communication BarriersLoss by transmission and poor attention

Poor listening

Impersonal communication

Distr ust, threat and fear

Insu

fficient period for adju

stment tochange.

Information overload



Other Communication

BarriersSelective perception: intend to hear

what they want.

Influence of attitude: If already made up

in their mind, they do not listen.

Difference in status and power between

the sender and the receiver



Curriculum Vitae (CV) /

ResumeIt is a brief account of a person¶s

1. Qualifications

2. Pervious occupations



CV- Gaining AttentionGain attention in the opening.

Ensure the opening fit the job

Whether prospecting or invited.

Job boards and career center web

Know about the employer & impress

Stress the need of the employer.Use the name of the employee in the Co.



Cvs- need to be

professional Avoid the following:

³I have no influential father, uncles or friends.

I have no political ties, no drag, and no pull.The result: no job. I am just ambitious andintelligent young man who will work hard´

³ I have answered all the questions in the

application form given except the item againstµsex¶. This I think a very personal matter´

³For three years I worked for Mrs. Helen,whom I am sending you as a reference on theattached sheet´.



Good Attention Gainer Sound background in advertising; welltrained; work well with others;

On the suggestion of Mr. Paul of your staff,here is the summary of my qualifications for work as your communication specialist.

A hard working St. Xavier¶s college business

major, wants a career in officeadministration? My experience, educationand personal qualities qualify me well for thiswork.



Use ´youµ view pointMake the employer to understand your

work.

How additional work experience will

help you to perform the new job.

The type of communication

improvement courses attended by you

1. Spoken 2. Written.



Reference

Give suitable references in the resume

The references shall be other than relatives

References should contain the following:

1.Name and designation

2.Address for communication

3.Telephone,mobile and fax numberswith STD code



on uc ng an

Participating in

MeetingsIntroduction:

Business meetings will have oralcommunications.

It will range from extreme formality to extremeinformality.

Conferences and committee meetings will beformal.

In a meeting,you will be either a leader or aparticipant.Follow the generally acceptableparliamentary procedure in conducting themeetings.

Plan the items to be covered in the agenda



Controlling the agenda .You must control the agenda as a leader

while conducting the meeting.

. When the discussions move out of thesubject of discussion,move it back to the

subject.

.You must not cut off discussion before all theimportant points have been made.

.Permit complete discussion and avoid

repetition



Control for effective

participationControl them who talk too much

.allow them to talk as much as long as they are

contribution to t

h

e meeting..When they become to stray-step in tactf ully.

.Summarise the discussion and move in to the

next topic.

Encourage participation who ever talk too little

.As a leader encourage people who talk less,to

participate by asking their view points.

.Show respect to t

heir comments.



Control Time Announce time goal.

End discussions at appropriate time.

Determine in advance how much time

needed for each item



Summarise at

appropriate placesReview progress of previous meeting.

Summarise after a key item is

discussed.Call for a group vote, if group decision isrequired.

Summarise the progress made at theend of the meeting

Keep the minutes.



PUBLIC SPEAKING AND

ORAL REPORTINGPUBLIC SPEAKING DEPENDS ON

THE FOLLOWING:

Your audience ( the interest of your

audience), and

The Occasion ± historic event; annual

meet of an executive club etc.,



Preparation for

presentationConduct research to get the informationyou need.

Gather information you need for your speech.

You may search through your mind for

experiences or ideas, research

inlibrary, company files, on-line network,consult people in your own companyand other companies.



GreetingsThe first word spoken is greetings.

To greet a mixed audience: µladies and

gentlemen¶

To greet an all male:¶gentlemen¶

To greet the rotary club members:¶fellow

Rotarians¶



Organise

information

Organise your speech asfollows

1.introduction

2.body,and

3conclution

Follow timehonered



Introduction to your

speechGain attention in the opening

Ability of story telling

Humor

Quotation,question and so on

The opening should set up your

subject

Tell the subject of your speech

When you must persuade the

audience



Body of your speech

Organise more speeches by

factors,as you would in a reportDivide the parts as for as possible

There must be clear transition

between transitions



Conclusion to your

speech

You must complete/end your talk with a conclusion.While concluding,you must bring the important points

you talked to achieve whatever the goal of your speech

had.

The ending of your speech usually shall be:

- Restate the subject- Summarise the key points

- Draw conclusions

Present the concluding message in a strong language

Give appropriate quote, use humor, and call for action



Presenatation

MethodsYou may choose one of the

following presentation

Methods:1. Presenting extemporaneously

2. Memorizing

3. Reading



Presenting

extemporaneouslyIt is more popular and effective method

First, you prepare the speech thoroughly as

outlined

You can rehearse

Make sure you have all the parts clearly in

your mind

However, do not attempt to memorise

Extemporaneous presentations generally

sound natural to the listeners

You need to plan caref ully and practice to

present extemporaneous prsentations



Memorising

The most difficult method

Memorising long succession of words

requires much effort of skillYou are likely memeorise words than the

meanings

When you miss a word or two you become

conf used

Few speakers memorise the entire speech



Reading

Unfortunately, we read the text of the

speech in a dull monotone

You miss the punctuation marks, f umble

(clumsy/ nervous)

You can overcome this problem by

taking necessary efforts



Personal Aspects

Analyse yourself as a speaker

You are the part of the message

What they see in you, can affect themeanings or that developed in the audienceminds

Evaluate your self

You may acquire-confidence

-sincerity

-thoroughness

-friendliness



Confidence

Have confidence in you & Audience

Project the right image

Talk in a strong clear voice

Develop your physical appearance

Prepare the presentation diligently



Sincerity

Convey to the audience an image of

sincerity

Sincerity is valuable to conviction

You must be sincere

Pretense of sincerity is surely

successf ul



Thoroughness

Consider audience need

Thorough presentation is well received

It makes the presentation believable

Avoid too many details

Design and Balance your listeners



Friendliness

Project an image of friendliness

It has significant advantage in

communicatingImprove your projections of your friendliness with little self-analysis andpractice

You can consider the interest,enthusiasm, originality, flexibility etc



Audience Analysis

Analyse the audience reactions

Watch the facial expressions

Watch the body movements

Adjust the presentation according to thefeedback

Refresh the audience by telling power stories

Create the learning environment



Appearance Y

our audience formsimpressions from the following

six factors:

1.Th

e commu

nicationenvironment (all that surrounds

you-stage, lighting, and the like),

2.Your personal appearance,

3.Your posture,



4.facial expressions (smiles, frowns,

eye contact),

5.your manner

6.gestures



The communication

environment

While yo

uspeak, t

he a

udience sees t

hephysical things that surround you, such as,

µthe stage,lighting, back ground and so on¶,

Outside noises have influence on your

speech,

Your communication effort should contribute

to your message and not detract from it,

Your experience as listener will tell you what

factors are important.



Your personal

appearance Your personal appearance is part of

your message. You should dress in a manner

appropriate for the audience andoccasion.

Be clean and well groomed.

Use facial expressions and physicalmovement to your advantage.



PosturePosture is the most obvious thing, your audience sees in you.

You

are not seeing your post

ure yo

urself.

Ask others to tell you, whether your postureneeds improvement.

Practice speaking before a mirror or watch

yourself on a video.Distribute your body weight to be consistentto what kind of impression you want to make.

Keep your body erect, with out appearing stiff

and feel comfortable with out appearing limp.



Walking

The audience makes impression in themanner of your walking.

A strong and sure walk conveys animpression of confidence.

Hesitant and awkward steps, convey theopposite impressions.

Walking during presentation can be good or bad.

Too much walking attracts attention and atthe same time detracts from the message.

Walk when you are reasonably sure about its



Facial expressionsUse of facial expressions unconsciouslymay convey unintended meanings.

A frightened speaker tig

htens

his jawunconsciously and begins to grin. The effect

is ambiguous image and detracts the entirecommunication effort.

A smile, a grimace(twisted expression on aperson¶s image/expressing strongdisapproval or pain), and a puzzled frown allconvey clear message.

You should use the above mentionedeffective devices with out uestions.



GeturesGestures have no definite or clear-cutmeanings.

Gestures have vague meanings, butthey do communicate.

Summarize the physical movementsthat helps you speaking

You must use rational movementsbefore the audience



Use of Voice

Good speaking requires good voice

Voice should not hinder listeners

concentration

Fault areas of voice modulation

- Pitch variation

- Variation in speaking speed

- Vocal emphasis



Thank you

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Development of Effective Communication Skills

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