Effective Communication

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Effective Communication

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Achieves Shared Understanding Stimulates others to take actions to achieve goals Channels information to encourage people to act more effectively Effective Communication

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Shared Understanding Both the sender and receiver understand the message and act on the message in the same way.

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Anticipate problems Anticipate decisions Coordinate Workflow Supervise Others Develop relationship Promote Products & Services Effective Communication

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Guidelines Clarity of Purpose Shared Activity Common Set of Symbols Focus on the needs of the Receiver Use Feedback Active Listening Controlling Emotions

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Politeness Eliminate Noise Clarify Assumptions Avoiding Connotations and Ambiguities Socio-psychological Aspect Completeness Conciseness Proper Use of Body Language

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Clarity of Purpose Understand the Purpose of Message Careful Planning What, Why, How, When and Where of the subject should be clear “The major mistake in communication is to believe that it happens”- G. B. Shaw

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Shared Activity All the participants have a share in the process of communication The results are the responsibility of the whole group It is a Group Responsibility

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Common Set of Symbols The encoding & decoding should be done with familiar symbols Symbols should be mutually understood Avoid unnecessary technical jargon Specialists/ Technical experts use a particular variety of vocabulary & phraseology which results ineffective communication

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Focus on the needs of the receiver Awareness on the needs of the receiver makes them spellbound What we communicate should be of value to the receiver

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Use Feedback The sender should make sure whether the message is understood by the receiver Misunderstanding and inaccuracies should be avoided We can get feedback by asking questions, encouraging them to speak or summarize Feedback Loop should be utilized

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Active Listening Participative Listening is very important It is the joint responsibility of both the sender and the receiver

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Controlling Emotions A successful communicator must learn to exercise restraint on his emotions especially anger. Our reasoning will be clouded with negative feelings/emotions which results ineffective communication Emotion loaded encoding & decoding will lead to misinterpretation or misunderstanding.

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Politeness The tone makes the music The tone of the voice, the choice of language, logical connection between what is said and how it is said influence the receiver. Shun Authoritarianism and exercise authority with grace. Politeness encourages participative communication.

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Eliminate Noise Noise distorts communication at the transmission stage Disturbance in transmission line is bound to defeat the very purpose of communication

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Clarify Assumptions No effective communication can take place based on assumptions Sender should clarify assumptions and go ahead with proper encoding of the message

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Avoiding Connotations & Ambiguities The Sender should use simple language Usage of denotative words & expressions will eliminate ambiguity Avoid using words with double meaning

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Socio-psychological Aspect The golden rule of communication is “First understand and then be understood” Proper awareness on the cultural & socio-psychological background

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Completeness The message should be complete with all facts & figures Incomplete communication annoys the listeners. The message should be organized that the receiver is not left in doubt in any aspect of the message

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Conciseness Avoid unnecessary details or diversion Effective communication is concise & crisp

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Proper Use of Body Language Body Language is of paramount importance in oral communication The movements of our hands & feet should be graceful Every listener observes how we talk as well as how we walk Our gait says a lot about us Holding the head straight on the shoulders shows confidence

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Facial Expressions Talks a lot

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Proper Eye contact with the listener Communicate with your eyes Eye Contact

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Thank You Reference Walking the Extra Mile, Dr. Xavier Alphonse S. J.