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Communicating well You should have good communication skills to succeed in various aspects of your career and life. Communication is mainly of two types: verbal and non-verbal. Verbal communication consists of both oral communication and written communication. Non-verbal Communication Two-thirds of the meaning of any conversation is conveyed through nonverbal behaviour. Be aware of your non-verbal communication so you send the right message! Non-verbal communication involves the use of: • Eye contact in the conversation Shows that you are listening and interested
Facial expression Shows emotions such as boredom, interest, happiness, sadness or anger Body contact Also shows emotions such as admiration, affection, love, fear or aggression Gesture Shows emotional states e.g. nail biting can show nervousness, impatience or tiredness; gesture can also pass a message without words e.g. waving and pointing Posture Shows emotion e.g. anger = tense posture, and confidence = open stance Personal distance Shows your relationship with a person. e.g. you may stand close to your family or girl/boyfriend, stand a bit further from your colleagues, and further again from a shopkeeper or stranger
g.g.g.to make a point or give the listener time to think Rate . being friendly or angry Volume . you can alter the meaning of your message by changing your: • • • • • Word stress . weather vs politics who you are talking to & how well you know them e. a friend vs the boss where you are having the conversation e.to emphasize an important point with a quiet or loud voice Pausing . You change your communication style depending on: • Topic what you are talking about e.speaking quickly or slowly . in your house vs on busy a train why you are communicating e. you talk to many different people for different reasons. giving a presentation vs calling your friends • Role & Relationship - • Setting - • Purpose - Also.How Communication Changes You spend much of your life interacting.g. You choose different words and ways of speaking depending on who you are talking to.to show emotion e. Everyday.g.to emphasize the main word in a sentence Tone of voice .
You must also weigh-in the circumstances surrounding your communications. conducted by the University of Pittsburgh’s Katz Business School. are the main factor contributing to job success. This is a process that involves both the sender of the message and the receiver. causing a communications breakdown and creating roadblocks that stand in the way of your goals – both personally and professionally.000 employees. you convey your thoughts and ideas effectively. By successfully getting your message across. The survey. including written and oral presentations. as well as an ability to work with others. . This inability makes it nearly impossible for them to compete effectively in the workplace. many individuals continue to struggle with this. This causes unnecessary confusion and counter productivity. unable to communicate their thoughts and ideas effectively – whether in verbal or written format. a message is successful only when both the sender and the receiver perceive it in the same way. When not successful. such as situational and cultural context. points out that communication skills. In fact. with messages often misinterpreted by one or more of the parties involved. the thoughts and ideas that you convey do not necessarily reflect your own. To do this. and stands in the way of career progression. and how it will be perceived. In a recent survey of recruiters from companies with more than 50. you must understand what your message is. Getting your message across is paramount to progressing. This process leaves room for error. what audience you are sending it to.COMMUNICATIONS SKILLS The purpose of communication is to get your message across to others. communication skills were cited as the single more important decisive factor in choosing managers. In spite of the increasing importance placed on communication skills.
concise. .Communications Skills . accurate. ultimately changing minds and actions. To be an effective communicator and to get your point across without misunderstanding and confusion. Sender To establish yourself as an effective communicator. channel. Messages also have intellectual and emotional components. well-planned communications. In the business arena. with intellect allowing us the ability to reason and emotion allowing us to present motivational appeals. method of organization. You must also know your audience (individuals or groups to which you are delivering your message). message. your goal should be to lessen the frequency of these barriers at each stage of this process with clear. as well as your individual style of communicating. feedback and context . consider the message itself. what is communicated and what is left out. validity of the argument. receiver. Message Next.see the diagram below) and have the potential to create misunderstanding and confusion. oral and nonverbal communications are effected by the sender’s tone. you must first establish credibility.The Importance of Removing Barriers Communication barriers can pop-up at every stage of the communication process (which consists of sender. this involves displaying knowledge of the subject. Failure to understand who you are communicating to will result in delivering messages that are misunderstood. Written. the audience and the context in which the message is delivered.
To be a successful communicator. Removing Barriers At All These Stages To deliver your messages effectively. you have in mind the actions or reactions you hope your message prompts from this audience. acting appropriately. disorganized. etc. Context The situation in which your message is delivered is the context. especially in today’s ultra-busy society. making sure you can converse and deliver your message to people of . emails. Feedback Your audience will provide you with feedback. your audience also enters into the communication process with ideas and feelings that will undoubtedly influence their understanding of your message and their response. Keep in mind. you should consider these before delivering your message. Use of poor verbal and body language can also confuse the message. If your message is too lengthy. telephone and videoconferencing. you must commit to breaking down the barriers that exist in each of these stages of the communication process. No doubt. This may include the surrounding environment or broader culture (i. corporate culture.Channel Messages are conveyed through channels. with verbal including face-to-face meetings. verbal and nonverbal reactions to your communicated message. It is best to be mindful of the demands on other people’s time. and written including letters. you can expect the message to be misunderstood and misinterpreted. you need to work to understand your audience’s culture. Receiver These messages are delivered to an audience. Once you understand this. Barriers in context tend to stem from senders offering too much information too fast. less is oftentimes more. memos and reports.).e. Pay close attention to this feedback as it is crucial to ensuring the audience understood your message. or contains errors. international cultures. When in doubt here.
and the voice in which you offer the exchange. clothing and space are obvious nonverbal communication cues. participants begin to doodle or chat amongst themselves. Nonverbal cues are very powerful. For instance. as well as the nonverbal cues of those around you. such as gestures. eye contact. The Importance of Non-Verbal Communication For instance. it’s not always just what you say. posture. non-verbal communication takes place. Once again. an active dialogue is engaged with the use of words. even your appearance at the time the communication is exchanged. If. At the same time. your overall body language. relying on nonverbal cues. and can cause confusion. your posture. the handshake that is so widely accepted in Western cultures as a greeting or confirmation of a business deal is not accepted in other cultures. . others strongly influence interpretation of messages. facial expressions. It’s also how you “say” it – taking into account your eyes.different backgrounds and cultures within your own organization. these types of communications are continually exchanged. even your voice's overall loudness and its pitch. facial expressions. however. While eye contact. you need to be mindful of cultural differences when using or interpreting nonverbal cues. even clothing and personal space. gestures. oftentimes without much planning or even the thought that such communications are taking place. they are no longer paying attention to you: Your message has become boring or your delivery is no longer engaging. In verbal communication. In the workplace. in this country and even abroad. COMMUNICATION IN AN ORGANIZATION To ensure successful communications within your organization. making it crucial that you pay attention to your actions. including how the message is delivered. This means paying close attention to your tone of voice. it is best to start with the very basics: your knowledge of verbal and non-verbal communications. during your meeting.
Be mindful of your own nonverbal cues. Posture can also be used to more effectively communicate your message. By dressing for your job. Allow everyone involved the time they need to communicate effectively. Do not invade their personal space by getting too close and do not confuse communications by trying to exchange messages from too far away. a signal of recognition. Closely linked to eye contact are facial expressions. Eye contact can be a signal of interest. • • • • • . you show respect for the values and conventions of your organization. Giving People Time Setting aside a specific time for meetings and regular communications is a great idea. This means preparing in advance whenever possible. Also. Eye contact is an important step in sending and receiving messages. And for the impromptu meeting. Clothing is important. as well as the nonverbal cues of those around you. Keep your messages short and concise. be mindful of these. it means thinking before you speak. and can very well be more important than talking. even a sign of honesty and credibility. Enhancing your communications • Because gestures can both compliment and contradict your message. keep in mind that listening is oftentimes much more productive when working to communicate effectively. This allows time for everyone involved to prepare. Be mindful of people’s personal space when communicating. which can reflect attitudes and emotions.
a written memorandum from a managing director to his / her departmental heads to call a meeting. The sender requires assurance that his / her points are being received and understood.’ for example. communication becomes more formal as each employee / worker will come into personal contact with few others outside their own area of work. Formal: Communications which are routed through what have been known as ‘official channels. . There are lots of different types of communication. In a larger business. ideas and emotions. Some of them combine with other methods as both types of communication can be used. It is the use of a common system of symbols.Methods of Communication The importance of the two-way nature of communication in which the success of the process depends heavily upon the sender receiving feedback. signs and behaviour in exchange for information. Communication Process SENDER --> MESSAGE --> VISUAL / ORAL / WRITTEN -->RECIPIENT The small number of employees in a small organization means that most of the communication is informal.
telephone. email. Vertical: The principal channel for routing directions..Informal: Information is passed on by word of mouth among interested colleagues who have received it from various sources e.. memos. letters. face to face etc. advertisements etc. memorandums etc. Visual: When information is displayed in various ways e. reports. visits. newsletters. e. fax etc. interview. which can be used in an organisation. Internal and external are another two methods of communication. body language. instructions and policies from top decision makers down through the organisation to the people. bulletins. . presentation etc. Written: When the message being sent is displayed in writing.g. Non – verbal: There is no spoken language e. Verbal: Includes speaking to another person over the telephone. These include notices. who at various levels will implement them. in a discussion.g. tables. letters.g. Diagonal: There is no obvious line of authority through which a middle manager may want a service or job to be done. fax. eye contact. sign language etc. There are various methods of internal communication.g. debate.
By William Bern Bach. advertising executive . And they can’t believe you if they don’t know what you’re saying. And they won’t listen to you if you’re not interesting.On Communication The truth isn’t the truth until people believe you. And they can’t know what you’re saying if they don’t listen to you. And you won’t be interesting unless you say things imaginatively originally and freshly.
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