Effective Communication Objective 1 02 Introduction People in

Effective Communication Objective 1. 02

Introduction ü People in organizations typically spend over 75% of their time in an interpersonal situation ü The root of a large number of organization problems is poor communications ü Effective communication is an essential component of organizational success whether it is at the interpersonal, intragroup, organizational, or external level.

The Communication Process ü We have been communicating with others since our infancy ü the process of transmitting information from an individual (or group) to another is a very complex process with many sources of potential error

Components of Effective Communication • 1. Sender / Encoder • 2. Message • 3. Channel (voice, written text, visual images) • 4. Receiver / Decoder • 5. Feedback

• Communications is so difficult because at each step in the process there is the possibility for error. • By the time a message gets from a sender to a receiver there areas where errors can be made • No surprise that social psychologists estimate that there s usually a 40 -60% loss of meaning in the transmission of message from sender to receiver. activity

• It is critical to understand be aware of the potential sources of errors and constantly counteract these tendencies by making a conscientious effort to make sure there is a minimal loss of meaning in your conversation.

• When communicating, either by fax, email, telephone, text, memo, or letter, the one thing you should ask yourself is “Can this message or instruction be easily understood by the person receiving it? ” • If the answer is “no” or “I’m not sure”, take measures to re-word the message.

Behavior Clues • With practice, when you are “sending the message”, it is possible to pick up clues about how your message is being received and then to modify or rephrase what you are saying • You get feedback and can adjust the communication to make it more acceptable

Channels of Communication • • • Face-to-face Telephone Fax Email Text messaging Video conferencing Perhaps the most effective means is personal contact

Essential Skills to Develop Effective Communication • • • Understanding Telling people Asking someone to do something Listening Observing Being convincing

• Why is telling often an ineffective method of communication? – Lacks feedback from the recipient • Why is asking such an important skill in communicating? – When you ask, you obtain the information that we need to help solve our problem • What sort of questions should we ask? – Relevant and pertinent • Why is listening such an important skill in effective communication? – Helps to form strong relationships, and encourages others to be more open in their communications