How to improve communication

FUNDAMENTALS OF COMMUNICATION :13Jan2008 Jameel Pathan 1 FUNDAMENTALS OF COMMUNICATION By. Jameel Pathan INC-Nanded Jameel.amd@gmail.com 09764209311


Slide 2 :13Jan2008 Jameel Pathan 2 COMMUNICATION DEFINED A process in which one person or group evokes a shared or common meaning to another person or group Communication Defined


Slide 3 :13Jan2008 Jameel Pathan 3 Communication Oral All forms of spoken information and is by far the preferred type of communication used by managers. Written Includes letters, memos, policy manuals, reports, and other documents used to share information used in an organization. Nonverbal Involves all messages that are nonlanguage responses. Forms of Communication


Slide 4 :13Jan2008 Jameel Pathan 4 The Communication Process Basic Elements in the Communication Process Sender Encodes Medium Decodes Receiver Social context Feedback Noise Noise The Communication Process


Slide 5 :13Jan2008 Jameel Pathan 5 Basic Elements in the Communication Proces4 Element 1 Social Context The setting in which a communication takes place. Element 2 Sender and Message Encoding Encoding - Translating the sender’s ideas into a systematic set of symbols or a language expressing the communicator’s purpose. Basic Elements in the Communication Process


Slide 6 :13Jan2008 Jameel Pathan 6 Basic Elements in the Communication Proces4 Element 3 Message and Medium Messages The tangible forms of coded symbols that are intended to give a particular meaning to the data. Medium The carrier of the message or the means by which the message is sent. Basic Elements in the Communication Process


Slide 7 :13Jan2008 Jameel Pathan 7 Element 3 Receiver and Message Decoding Decoding The translation of received messages into interpreted meanings. Element 4 Feedback The process of verifying messages and the receiver’s attempts to ensure that the message decoded is what the sender meant to convey. Element 5 Noise Any internal or external interference or distraction with the intended message that can cause distortion in the sending and receiving of messages. Basic Elements in the Communication Process Jameel


Slide 8 :13Jan2008 Jameel Pathan 8 Organizational Communication Flows Upward Information Downward Instructions Directives Coordination Horizontal Managing Communication Within Diverse Organizations


Slide 9 :13Jan2008 Jameel Pathan 9 Vertical Communication Downward Communications Flows from individual in higher levels of the organization to those in lower levels. Includes meetings, offical memos, policy statements, manuals, and company publications. Upward Communications Consists of messages sent up the line from subordinates to bosses. Includes (1) personal reports of performance, problems or concerns, (2) reactions to organizational policies, and (3) employee suggestions Vertical Communication


Slide 10 :13Jan2008 Jameel Pathan 10 The horizontal information flow that occurs both within and between departments The purpose of lateral communications is coordination Lateral Communication


BARRIERS TO COMMUNICATION :13Jan2008 Jameel Pathan 11 BARRIERS TO COMMUNICATION Sender related Amount of knowledge Too much of knowledge Presentation order Lack of familiarity with audience Lack of experience Problem in message transmission Problem in reception Problem in receiver comprehension


Slide 12 :13Jan2008 Jameel Pathan 12 Barriers to Effective Communications Cross-Cultural Diversity The greater the difference between the sender’s and receiver’s cultures, the greater the chance for miscommunication. Trust and Honesty A lack of trust can cause the receiver to look for hidden meanings in the sender’s message. Barriers to Effective Communications Jameel


Slide 13 :13Jan2008 Jameel Pathan 13 Barriers to Effective Communications Information Overload The increasing use of technology in organizations is often leading to overload when the amount of information we can process is exceeded. Gender Differences Because males and females are often treated differently from childhood, they tend to develop different perspectives, attitudes about life, and communication styles. Barriers to Effective Communications


Slide 14 :13Jan2008 Jameel Pathan 14 Perception Two people may perceive the same thing in different ways and miscommunication happen. Language Characteristics When two individuals are using different meanings or interpretations of the same word and do not realize it, a communication barrier exists. Other Factors Time pressures may cause us to focus on information that helps us make decisions quickly, although the information may not be of high quality. Feedback may be impaired or absent. Barriers to Effective Communications


How to Make Communication Effective :13Jan2008 Jameel Pathan 15 How to Make Communication Effective Knowledge of the subject Focus on the purpose Know your Audience Be Organized Jameel


Nonverbal Communication :13Jan2008 Jameel Pathan 16 Nonverbal Communication Jameel


Characteristics of Non-Verbal Communication :13Jan2008 Jameel Pathan 17 Characteristics of Non-Verbal Communication Communicates emotions and Attitude Regulate verbal messages Ambiguous Continuous More reliable Jameel


Slide 18 :13Jan2008 Jameel Pathan 18 Nonverbal Communication Skills Nonverbal communication skills are essential for sending and decoding messages with emotional content. Dimensions of nonverbal communication: Paralanguage (Voice quality, Volume, Rate of speech, Voice pitch, Rhythm, Pronunciation) Kinesics (Body movements and gestures – Emblems, Adapters, Illustrators, Regulators) Eye contact Touch Physical distance Jameel


By… Jameel PathanINC-Nandedjameel.amd@gmail.com09764209311 :13Jan2008 Jameel Pathan 19 By… Jameel PathanINC-Nandedjameel.amd@gmail.com09764209311