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Communication Skills Effective communication is 20% what you know and 80% how you feel about what you know. - Jim Rohn. Communication is a skill that you can learn. It’s like riding a bicycle or typing. If you are willing to work at it, you can rapidly improve the quality of every part of your life. - Brian Tracy.

Agenda Introduction to communication. Importance and Benefits of communication skills. Types and Features of communication. The 7 c’s of effective communication. Barriers and error of communication. Overcoming the barriers of communication. What is active listening? Techniques to improve listening skills. Various stages of active listening. Co-relation between listening and speaking. Importance and Techniques of active listening. Practice for effective communication skills. Ways to gain effective communication. Tips to improve verbal communication.

What is communication Communication is the process of sending and receiving information among people. The process of communication is what allows us to interact with other people; without it, we would not be unable to share knowledge or experiences with anything outside of ourselves. Common forms of communication include speaking, writing, gestures, touch and broadcasting.

Communication Goals To change behaviour To get and give Information To persuade To get action To ensure understanding

Importance of Communication Skills Inspires confidence. Builds respect in business and social life. Helps to make friends. Develops a distinct personality. Reveals your ability to others.

Benefits of communication Effective communication helps to understand a person or situation in a better way. It enables us to solve the differences, build trust and respect in the organization.

Types of Communication One-way communication Two-way communication One to many

Features of Effective communication skill Active Listening Eye contact Posture Simple language Questioning skills

The 7 c’s of effective communication Completeness Conciseness

Completeness The information conveyed in the message

Conciseness Conciseness means communicating what you want to convey in least possible words. Conciseness is a necessity for effective communication. Concise communication provides short and essential message in limited words. Concise message is more appealing and comprehensive to the audience. Concise messages are non repetitive in nature.

Consideration Effective communication must take audience into consideration by knowing the viewpoints, back ground, mindset, educational level, etc. Consideration implies ‘stepping into the shoes of others’. Consideration ensures that the self respect of the audience is maintained and their emotions are not harmed. Consider the needs and requirements of the audience to achieve effective communication.

Clarity Clarity implies emphasizing on a specific goal or objective at a time, rather than trying to move away from track. Clarity helps to understand the message easily. Complete clarity of thoughts and ideas enhances the meaning of message. Clarity comes with the use of exact, appropriate and concrete words.

Concreteness Concrete communication implies being particular and clear rather being fuzzy and general. Concrete communication shows good level of confidence. Concrete information helps to strengthen the reputation of the organization. Concrete information cannot be misinterpreted.

Courtesy Courtesy means being polite, kind, judicious, enthusiastic and convincing. Courtesy is an important element of effective communication. Courtesy reflects the nature and character of the sender of the message. It is the same as give respect and then expect the same. Courtesy is not at all bias in nature.

Correctness Correctness in the communication implies that the correct information is conveyed through message. Correct communication boosts up the confidence level of the sender. Correct information has greater impact on the audience. Free from grammatical errors and use of appropriate and correct language. Correct information includes the precision and accurateness of

Barriers in communication Lack of Basic Communication Skills and Lacking confidence. Insufficient Knowledge of the Subject. Emotional Interference. Emotional and Physical Distractions. Lack of Interest. Information overload. Conflicting Messages. No Provision for Feedback. Inadequate Feedback.

Overcoming the barrier of effective communication Connecting with The audience Simple Words Summarizing what has been said Effective Questions Effective Communication skills Body language (Smile, Eye contact, Gestures, tone) Seeking Participation Checking for understanding Cultural Sensitivity

Common communication error Finishing others’ sentences. Preparing our response before someone has completed speaking. Multitasking while ‘listening’ Filtering content or meaning based on the speaker.

A Good Algorithm Communication is a two way process ! Listen to Understand before speaking. Speak to be understood. Seek understanding before proceeding.

Essential of good Communication skills Knowledge. Spontaneity in conversation Level of conversation Organising your thoughts. Participating in discussions. Body Language Show v Tell

What is active listening? Listening is the absorption of the meanings of words and sentences by the brain. Listening leads to the understanding of facts and ideas.

How to be an active listener Set the stage. Ensure mutual understanding. Understand body language. Suspend judgement. Behaviours that hinder effective listening.

Techniques to improve listening skills PARAPHRASE SUMMARIZE Restate what was said in your own words Pull together the main points of a speaker QUESTION Challenge speaker to think further, clarifying both your and their understanding

Various stages to active listening Hearing. Focusing on the message not the person. Comprehending and interpreting. Analysing and Evaluating. Responding.

Co-relation between Listening and Speaking

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Importance of listening “If we were supposed to talk more than listen, we would have been given two mouths and one ear. ” - Mark Twain.

Techniques of active listening SUMMARIZE PARAPHRASE Restate what was said in your own words Pull together the main points of a speaker QUESTION Challenge speaker to think further, clarifying both your and their understanding, however suspend judgement

Path for good communication Listen to Understand Repeat Seek understanding before proceeding Understand before speaking Speak to be understood

Practice for effective Communication skills For distinct enunciation, every word, every syllable, every sound, must be given it proper form and value. Think of the mouth chamber as a mold, in which the correct form is given to every sound. Will you please move your lips more noticeably? The teeth should never be kept closed in speech. Through practices, we can learn to speak more rapidly, but still with perfect distinctness.

Ways to gain effective conversation Good use of English – avoid errors. Improved vocabulary – overlook v oversee. Avoid old phrases. Use humor. Add interesting story.

Tips to Improve verbal communication Eliminate Noise. Get Feedback – Verbal & Body Signals. Speak Slowly & Rephrase your sentence. Don’t Talk down to the other person. Listen Carefully & Patiently.

Tips to improve body language Keep appropriate distance. Touch only when appropriate. Take care of your appearance. Be aware - people may give false cues. Maintain eye contact. Smile genuinely.

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