Communication Skills-II

Communication Skills-II
VERBAL COMMUNICATION
COMPONENTS THAT MAKE VERBAL
COMMUNICATION EFFECTIVE
 Listening – it is the key component of our learning process.
 Language competency –indicator of our comfort level with the language use to
express our thoughts
 Vocabulary-it helps in the usage of suitable words in different context
 General awareness- awareness about surrounding lastest events in the world
around you.
 Domain knowledge-expertise in your chosen area-art, commerce,science.
NON VERBAL COMMUNICATION

 Body language – Mixture of gestures, movement, postures, tone of voice

 Kinesics- refers to
 Proxemics-how we use physical space in our day-to-day interaction with other
 Haptics- Refers to communication our emotion through touch, handshake,
angry slap.
 Paralinguistics-Refers to conscious or unconscious vocal sound.
 Chronemics-use of time in disciplined manner
 Chromatics-use of colour meaning they convey
 Olfactics-refer sense of smell.
Visual communication
It is also known as graphics communication
It enables visual presentation of the information
Commonly used visual communication forms are
Public signs, visual symbol, tables, charts, graphs, maps.
Communication cycle
Communication cycle
 Sender ( source ) : He / she is the person who wants to send the information .
 • Idea : The information or ideas the source / sender wants to share with the
receiver ( also known as ' target ' ) .
 • Message : This is the actual piece of information that is intended to be sent
from the source / sender to the target / receiver .
 ● Encoding : Here , the source / sender selects a common language that can
be understood by the target receiver and encodes ( converts into mutually
understandable language ) the information .
 • Communication channel : The source / sender selects an appropriate
medium or channel , such = a face - to - face dialogue , letters , faxes ,
telephone calls , electronic mails , and so on , to transfer th information to
the target / receiver .
 • Receiver ( target ) : The receiver or the target to whom the information is
intended to be sent .
 • Decoding : Here , the receiver interprets the information that was encoded
a sent by the sender .
 • Feedback : The receiver's response ( or non - response ) to the sender's
information .
Barriers
Types of communication Barriers
Environment-based communication barriers
Intra-personal communication barriers
 Several factors present within us can sometimes pose hurdle in our
communication - both in sending and receiving messages .
 These barriers may be caused due to broader factors such as specific socio -
economic and cultural backgrounds .
 For instance , an individual who has been born and brought up in a closed
culture will be less expressive and hesitant in conveying feelings both happy
and sad than another individual who comes from an open culture .
 Likewise , an individual who has received prejudiced treatment from other
people - in the family , at the workplace or society at large - is likely to
develop either selective perception or a judgemental attitude.
Factors Causing Communication Barriers
Lack of planning- If a message
Lack of trust- lack of trust or
is communicated without
understanding between senter
adequate planning, then the
and receiver may cause a
desired result may not be
communication barrier.
obtained.

Ambiguity –difficulty of Implied meaning- Message are

understanding or explaining not always convey a meaning
something. in a straightforward manner.

Noise- it is major barrier to Time and Distance- technical

Communication glitches (online call)
Measures to overcome barriers in
communication
 Never go unprepared:
Lack of preparation result scarcity of relevant information about a topic or an incorrect audience analysis .
 Give required time:
In the present - day life , time is always at a premium and if the sender of the message compromises by not
giving the required time for preparation or dissemination of the message , the receiver ( s ) is sure to face problems .
 Work on language competency to overcome linguistic deficiency:
Language plays an important role in any inter - personal communication where both the sender and the receiver
must be reasonably comfortable in the language used .
This is because in any communication process - oral or written . the sender ( s ) encode ( s ) ideas , which the
receiver ( s ) decode ( s ) to understand and give feedback accordingly .
Any lapse on either side may lead to a communication failure .
• Avoid false assumptions :
Most often , communication fails because the sender of the message fails to communicate instructions well
because he or she assumes that the receiver ( s ) understood what they have said , but the fact could be that the
receiver did not understand anything that was communicated to them or partially understood ; both situations are
undesirable in a smooth communication process .
 Don’t be overconfident:
When a persona sender or a receiver - thinks that he / she knows all about a subject , he / she runs the risk
of overconfidence . This mindset causes a person to be unwilling to learn new ideas .
 Don’t be apathetic:
Apathy causes communication to break down because it interrupts effective listening . It is for this reason
that an apathetic speaker does not relate information well and may leave out key points .
 Don’t be fearful and defensive:
When a sender is fearful or defensive about the subject matter that needs to be communicated to somebody ,
the sender may go too far in the attempt to communicate and alienate the receiver ( s ) with melodramatic
gestures and words .
Instead of accepting the mistake , the sender might try to justify the action or refuse to admit the mistake
altogether , creating further misunderstanding . Such defensive behavior may also ruin the sender's credibility
with receiver ( s ) .
Likewise , when a receiver is fearful , he or she may not understand what is being said , leading them to stop
listening , which would lead to more mistakes in future .
 Don’t be egocentric:
It is an attitudinal barrier wherein one tends to feel that one's own ideas are more important or valuable than
those of the others . This attitude may cause harm as it alienates an egocentric person from others .
 Avoid judgmental attitude:
Many communication failures occur because the message tends to pass some
sort of judgement against the receiver . Therefore , it is not received at its face
value .
Giving precedence to the expression of opinion over facts and the use of
offensive or annoying expressions ensure that the receiver becomes guarded and
defensive
 Show respect towards the receiver(s) of the message:
There is mutual respect between the sender and the receiver for a
successful communication . This mutual respect allows each party to invest time
in speaking / listening to the other party .
PRINCIPLES OF COMMUNICATION
 People who are good communicator are more successful in advancing their
careers. Think about people who inspired you.
Parents, Teachers, friends, close relatives.
When the speak to a group talk face to face. Their message are focused and
purposeful.
7Cs OF EFFECTIVE COMMUNICATION:
1) Clear Information:
It is very important for choosing appropriate words and phrases to
convey idea in form of message.
 Choosing short familiar words
 Keep in mind constructing effective sentences and paragraph.
 Achieving appropriate acceptability by adopting receiver-centric
approach.
 2)Complete information:
It is very important to bring the desired result without additional message.
Answer all questions of 5Ws: Why, Who, What, When, where.
3)Concise Message:
In the fast world every person lacks time.
So keep the message Crisp and short.
It also save receiver time understanding.
Some ways to concise the message:
cutting out unnecessary word's phrases and sentences.
Include only relevant information.
Doing away with faulty/Unclear pronoun usage of “it is” “this is” ”there is”etc.
4)Concrete and coherent presentation:
Easy understanding produce desired result.
sender should be careful of not jumbling too many idea in incoherent presentation. leads
to confused thinking from mainstream.
5) Correctness of facts:
Incorrect messages are more dangerous.
Make sure what every communication is correct according to your knowledge.
Ensure by the right level of language
* Formal or informal
* Acceptable/substandard
* Presenting accurate facts, words.
6)Consideration of the message and the receiver:
Communication success when you prepare message in be half of receiver mind.
unless receiver of your message made a mistake or different opinion.
7)Courtesy towards receiver.
Absence of “Mutability of thought” result in Disbelief- leads to failure in
communication.
Steps toward showing courtesy:
*To the receiver are being sincerely tactful , thoughtful , and appreciative ,
omitting rude expressions ( not talking down ) , giving feedback promptly and ,
above all , giving the receiver due respect so that he believes in what you say
Basic writing Skills
 The following are the four essential elements of effective writing:
1)Solid structure 2)Crystal clear clarity
3)Candid consistency 4)Selection of right medium
SENTENCE
A group of words which gives complete meaning of the idea that the sender of the message
wants to communicate.
EX: Dogs bark
PHRASE
It is a group of words that just gives some hint of the sender of the message want to
communicate.
EX: They live in the city.
Five different kinds of phrase
1)Noun phrase 2)Adjective phrase 3)Adverb phrase 4)Verbal phrase 5)Prepositional
phrase
Parts of sentence
1) Subject part 2)predicate part
 Parts of speech
1) Noun 2)pronoun 3)adjective 4)verb
5) Adverb 6)preposition 7)conjunction 8)Interjection
Articles
1)Indefinite article – ‘a’,’an’ used before the words starting with a vowel-
A,E,I,O,U
2)Definite article-’the’is used before the words starting with consonant.
Construction of a paragraph
Paragraph is a group of sentence dealing with a single topic.
There may be sentence with different length and types-simple,compound and
complex-in a single paragraph.
Learning to write good paragraphs will help you in communicating your message
effectively in a written format.