Communication

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The word communciaton is derived from the latin word “communis” which means common”. We spend most of our life communicating. People spend more than 70% of their Daily Life in communication in one form or the other & in one context or the other. Therefore it needs proper understanding and application for sophistication of our activities. Communication has been defined as a meeting of minds, for transfer of ideas. It is a process of putting minds into contact with one another, so as to obtain understanding, clarity and exchange of information.

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When we effect a communication we establish a common meeting ground for understanding. When we understand each other, we integrate our effort towards a common cause. When we make a common cause, we develop a ‘we’ feeling. It is in this ‘we feeling’ that we find the success of our concerted efforts in achieving our common objectives . communication is the process of exchanging information through a common system of symbols, signs and behavior.The synonyms for communication are feelings, speaking, corresponding, writing, listening, exchanging etc.

Types of Communication
There are two types of Communication • Verbal Communication • Non-verbal Communication There are two types of Verbal Communication a) Oral communication b) Written Communication Non-verbal communication
Body Language -Posture -Gesture -Picture -Mixture

Trifurcation of Communication Impact.
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07% words – impact on conscious mind. 38% Voice Tonality – impact on subconscious mind 55%Body Language– impact on sub conscious mind
COMMUNICATE WITH PLEASURE. COMMUNICATE WITH MEASURE

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In order to Communicate with Pleasure your communication should generate interest, enthusiasium & encouragement. Use Positive Language for Corrective Measures, Improvement and change Management. Drive your point carefully & tactfully with out hurting the feelings of the others In order to communicate with Measure- Make your message simple & effective. Use the appropriate few words to make it effective. Do not repeat the words except grammar. Do not use too many adjectives

Effective communication
message is meant to achieve message with the listener in view business language. words & sarcastic language. used should be to express and not to impress with you vocabulary. popular parlance words - they may lead to missing the message.
•Decide

what your the

•Formulate •Always •Do

use simple

not use harsh language

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not use non

effective communicator anticipates the unlimited ways a message can be misunderstood. •The present day complex world brings us into constant contact with different sets of people in different situations. • As a result, we are bound to create an influence or be influenced by those with whom we frequently interact. •Thus, effective communication, both ways, can be a powerful tool in management.

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Traditionally, organizational communication has always been onesided. Superiors have always expected subordinates to listen and do as they are told. However, effective communication envisages both speaking and listening as equally important tools—an "open dialogue" instead of a monologue.

Position Influence on Communication Factors like age, sex, political and religious affiliations, intelligence level, socio-economic status and placement levels in office affect receptivity to communication contacts

Body Language Influence on communication
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Secondly, each one of us has a "self-image" in terms of appearance (body build, skin colour, etc.), personal hygiene and smartness, which can create a powerful impact on listeners. When we speak, even the eyes and facial expressions, body movements, attire and gait, can have a profound influence. The pitch, the rhythm and pace of the words can convey more than the words themselves.

Content Influence on Communication
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As far as the content is concerned, it is Accuracy, Brevity and Clarity which form the ABC of an effective message. How one opens and closes a topic and how quickly one is able to put across ideas, testify to the effectiveness of the speaker and the receptivity of the listener. At higher levels, leaders must have the ability to convince people down the line and get things done.

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It is better to avoid dictatorial styles of communication (threatening language or raised voices), gestures and mannerisms which may create a negative response. On the contrary, it may be worthwhile to use one's power of empathy and appeal positively to the emotions and will-power of those whom one leads.

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Listening plays an equally important role in effective communication In fact, in many organizations, the top management may be committed to more open communication but may fail to convey this to middle management and supervisory personnel. Listening, in fact, involves more than hearing. Listening is the process by which the spoken language is given meaning in the mind. Active listening requires much concentration. In this context, the higher functionaries must overcome their role egos and encourage subordinates to speak out. In fact, one effective way of appreciating others is not by the usual way of speaking out, but by sympathy; by feeling rather than understanding.

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Especially at meetings, most speakers are more concerned about the effectiveness of their speeches and the persuasiveness of their presentation. They fail to recognize listening as a leadership tool and as the best way to assess the opinions and ideas of others. However, even non-verbal cues like eye contact, facial expressions and gestures can signal important information to a listener As Mike Nichols put it. It may interest the reader to know that according to one historical version, Hiroshima and Nagasaki were destroyed chiefly because of a communication gap. The Japanese had, in fact, decided to call it a day and surrender but the words they used over their radio, before their surrender, were misunderstood. They were construed as aggressive and arrogant. The ability to communicate also implies the equal ability not to communicate. There are good reasons and bad ones why certain information cannot be disseminated in an organization. You have a choice: either you join the ranks of the routine managers or adopt a positive form of communication and get support for your ideas. Your success as a leader will depend on your ability to get your people to do something not merely because you want it to be done but because they would like to do it.

THE SEVEN Cs OF ORGANIZATONAL COMMUNICATION
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Completeness (includes all five Ws: what, when, who, where and why of any message.) Conciseness (no repetition, only relevant information's). Consideration (Focus on positivity i.e. what can be done and on personal honor, truthfulness and sincerity). Concreteness (use of specific facts and figures and avoiding uncertainty). Clarity (it requires short, familiar conversational words, use of examples and illustrations). Courtesy (thoughtfulness immediate reply etc). Correctness (informal language, non discriminatory words)

The most powerful communication is not what you say or what you write but what others perceive of it and believe.

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Tender Stage Communications Tender finalization stage communication. Communication with Clients & Consultants Communication with Contractors, & Sub – Contractors Communication of Damages, Claims, Modifications, Alterations, Deviations. Communication with venders Details about the Client Details of the work to be executed Details of the tender Tenders eligibility Documents to be enclosed

Contents of Tender Notice
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Pre tender meeting
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The objective of holding the meeting is to ensure that the same image of the object as perceived by the client is conveyed by the tender documents to the tenderers. There is no element of uncertainty or vagueness or impossibility left about the object to be constructed. all the tenders have common understanding about the proposed object the feedback from the tenders can be obtained to improve the practicability of design and method of proposed construction.