You are on page 1of 53

Communication & Communication Skills

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Communication and Miscommunication Infosys, Bangalore : An employee applied for leave as follows: Since I have to go to my village to sell my land along with my wife, please sanction me one-week leave. This is from Oracle Bangalore: From an employee who was performing the "mundan" ceremony of his 10 year old son: "as I want to shave my son's head, please leave me for two days.." Another gem from CDAC. Leave-letter from an employee who was performing his daughter's wedding: "as I am marrying my daughter, please grant a week's leave.." From H.A.L. Administration dept: "As my mother-in-law has expired and I am only one responsible for it, please grant me 10 days leave.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Another employee applied for half day leave as follows: "Since I've to go to the cremation ground at 10 o-clock and I may not return, please grant me half day casual leave" An incident of a leave letter "I am suffering from fever, please declare one day holiday." A leave letter to the headmaster: "As I am studying in this school I am suffering from headache. I request you to leave me today" Another leave letter written to the headmaster: "As my headache is paining, please grant me leave for the day." Covering note: "I am enclosed herewith..."

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Another one: "Dear Sir: with reference to the above, please refer to my below..." Actual letter written for application of leave: "My wife is suffering from sickness and as I am her only husband at home I may be granted leave". Letter writing: "I am in well here and hope you are also in the same well." A candidate's job application: "This has reference to your advertisement calling for a ' Typist and an Accountant - Male or Female'...As I am both(!! )for the past several years and I can handle both with good experience, I am applying for the post.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

What is it?

The act, art, or process of making effective communication.


Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Communication is the process of communicating to a person or to a group of people in a structured, deliberate manner intended to Inform Influence Entertain the listeners.

Haldia Refinery
Igniting Minds... Energizing Lives

Communication

Objectives Importance History

The Art of Communication


In communication, there are five basic elements, often expressed as "who is saying what to whom using what medium with what effects?"

Effects - Feedback

Who Communicator

What Message

Medium

Whom Audience

Effects - Feedback

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

DEFITNITION: Communication is a dynamic process where there is a COMMUNICATOR. The Communicator communicates some MESSAGE, which is transmitted through MEDIUM (Channel) and reaches the AUDIENCE. But the process of Communication is not complete till the Communicator receives the FEEDBACK.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

CLASSIFICATION OF COMMUNICATION Verbal


Spoken/Written

Non-Verbal
Gestures/Symbols

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

TYPES OF COMMUNICATION Intrapersonal Interpersonal Group Communication Mass Communication

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

The purpose of communication can range from simply transmitting information, to motivating people to act, to simply telling a story. Good communicators should be able to change the emotions of their listeners, not just inform them. Communication is an effective management tool to ACHIEVE TEAM OR ORGANISATIONAL GOALS AND OBJECTIVES.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Interpersonal Communication and public speaking have several components that embrace such things as motivational speaking, leadership, personal development, business, customer service, group communication, and mass communication.

Public speaking can be a powerful tool to use for purposes such as motivation, influence, persuasion, informing, translation, simply entertaining.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


History

Mass Communication first started in ancient Greece over 2500 years ago. The basic principles of Mass Communication remains the same even today. However, new advancements in technology have allowed for more sophisticated communication to occur.
Today, technology facilitates large conference meetings and face to face communication, and is becoming more widespread across the world.
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Noise At Communicators Level At Audience Level In the Process of Feedback Noise can prove disastrous to the whole process of Communications unless handled properly.

Haldia Refinery
Igniting Minds... Energizing Lives

Effective Communication

The Art of Communication


Effective Communication include Oratory Use of Gestures Control of the Voice Vocabulary, Word choice Speaking Notes Using Humour Developing a relationship with the Audience

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


The fear of mass communication is called glossophobia (stage fright). It is the single most common phobia - affecting as much as 75% of the population. Communication is sometimes considered some of the most importantly valued skills that an individual can possess. This skill can be used for almost anything. Most great communicators have a natural ability to display the skills and effectiveness that can engage and move an audience for whatever purpose.

Language and rhetoric are among two of the most important aspects of Effective Communication.
Haldia Refinery
Igniting Minds... Energizing Lives

TIPS For Effective Communication

The Art of Communication


TIPS for Effective Communication Feeling some nervousness before giving a speech is natural and healthy. It shows you care about doing well. But, too much nervousness can be detrimental. How to control your nervousness and make effective, memorable presentations:

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Know the Room Be familiar with the place in which you will speak.

Arrive early, walk around the speaking area and practice using the microphone and any visual aids.
Know the Audience Greet some of the audience as they arrive. It is easier to speak to a group of friends than to a group of strangers.
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Know your Material If you're not familiar with your material or are uncomfortable with it, your nervousness will increase. Practice your speech and revise it.

Relax Ease tension by doing exercises. Take a walk if you like.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Visualize Yourself Giving Your Speech Imagine yourself speaking, your voice loud, clear, and assured. When you visualize yourself as successful, you will be successful. Realize that People Want You to Succeed Audiences want you to be interesting, stimulating, informative, and entertaining. They don't want you to fail.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Don't Apologize If you mention your nervousness or apologize for any problems you think you have with your speech, you may be calling the audience's attention to something they hadn't noticed. Keep silent.

Concentrate on the Message, not the Medium Focus your attention away from your own anxieties, and outwardly toward your message and your audience. Your nervousness will dissipate.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Turn Nervousness into Positive Energy Harness your nervous energy and transform it into vitality and enthusiasm. Gain Experience Experience builds confidence, which is the key to effective speaking. Gain as much experience as you can.

Haldia Refinery
Igniting Minds... Energizing Lives

Guidelines

The Art of Communication


Guidelines Your audience is there to hear your message. Relax and deliver that message, instead of focusing on yourself. Make sure that your speech is right for your audience. Take your time. Dont read your speech word-forword and dont rush through it. Be conversational, as if you were talking with a group of friends.
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Guidelines Dont stand up there like a stick, clenching the podium at both sides. Be natural and animated. Use hand gestures, drink water, move around a little. But dont rock back and forth - that conveys nervousness.

Keep the speech short and simple.


Make eye contact with the audience. Connect with them. Get them to nod their heads to acknowledge what youre saying. Make them pay attention to you.
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Guidelines Practice your speech ahead of time. Take time to pause in the right places to make eye contact and catch your breath. Dont get into a debate if someone disagrees. Talk with him/her after your speech.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Guidelines Ensure your speech will be captivating to your audience as well as worth their time and attention. Emphasize your strong points during your presentation. Be solemn if your topic is serious. Present the desired image to your audience. Appear relaxed, even if you feel nervous. Establish rapport with your audience.

If a microphone is available, adjust and adapt your voice accordingly.


Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Guidelines Master the use of presentation software such as PowerPoint well before your presentation. Persuade your audience effectively. Speak loudly and clearly. Sound confident. Maintain sincere eye contact with your audience. If what you have prepared is obviously not getting across to your audience, change your strategy mid-stream if you are well prepared to do so. Allow yourself and your audience a little time to reflect and think.
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Guidelines Keep audience interested throughout your entire presentation. Remember that an interesting speech makes time fly, but a boring speech is always too long to endure even if the presentation time is the same. Check out the location ahead of time to ensure seating arrangements for audience, whiteboard, blackboard, lighting, location of projection screen, sound system, etc. are suitable for your presentation.
Haldia Refinery
Igniting Minds... Energizing Lives

TIPS and TECHNIQUES to Develop Your Communication Skills

The Art of Communication


TIPS and TECHNIQUES to Develop Your Skills Mistakes Mistakes are all right. Recovering from mistakes makes you appear more human.

Good recovery puts your audience at ease - they identify with you more.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


How to Use the Environment Try not to get stuck in one place. Use all the space that's available to you. Move around. If your space is confined (say a meeting room or even presenting at a table) use stronger body language to convey your message.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Tell Stories Stories make you a real person not just a deliverer of information. Use personal experiences to bring your material to life. No matter how dry your material is, you can always find a way to humanize it.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Technology Speak to your audience not your slides. Your slides are there to support you not the other way around. Ideally, slides should be graphics and not words (people read faster than they hear and will be impatient for you to get to the next point).

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Humour Tell jokes if you're good at telling jokes. If you aren't good, best to leave the jokes behind. There's nothing worse than a punch line that has no punch. Gentle humour is good in place of jokes. Self-deprecation is good, but try not to lay it on too thick.

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Keep Practising You can learn to enjoy public speaking. You can become far more effective at standing in front of a group of people and delivering a potent message. And remember to keep practicing!

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

The Art of Written Communication

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

The Art of Written Communication This can easily and more effectively be achieved by being: 'Direct, Simple, Brief, Vigorous and Lucid' and the way to do this is to

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication


Prefer the familiar word to the far-fetched: If you can use Buy Measure Do not use purchase or acquire quantify

Prefer the short word to the long If you can use Do not use Hope expectations Kind categories

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Prefer the single word to the circumlocution If you can use Do not use Act take action on the issue Often in several instances

Prefer the concrete word to the abstract: If you can use Do not use lorries, cars transportation facilities door entrance

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Communication

Avoid Use of long words Using new words Jargon Assuming they know Preconceptions, prejudices Information overload Noise Information filtering Lack of trust
Haldia Refinery
Igniting Minds... Energizing Lives

From the Master Speakers

The Art of Communication


Speak clearly, if you speak at all; carve every word before you let it fall. -Oliver Wendell Holmes Well timed silence has more eloquence than speech. -Martin Fraquhar Tupper Mere words are cheap and plenty enough, but ideas that rouse and set multitudes thinking come as gold from the mines. -A. Owen
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Public Speaking


Make sure you have finished speaking before your audience has finished listening. -Dorothy Sarnoff There are only two types of speakers in the world. 1. The nervous, and 2. Liars. - Mark Twain Broadly speaking, the short words are the best, and the old words best of all. - Sir Winston Churchill
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Public Speaking


Talk low, talk slow, and dont talk too much. -John Wayne Extemporaneous speaking should be practised and cultivated. -Abraham Lincoln The real art of conversation is not only to say the right thing at the right place but to leave unsaid the wrong thing at the tempting moment. - Dorothy Nevill
Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Public Speaking


Many attempts to communicate are nullified by saying too much. -Robert Greenleaf Words are, of course, the most powerful drug used by mankind. - Rudyard Kipling It takes one hour of preparation for each minute of presentation time. - Wayne Burgraff

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Public Speaking

They may forget what you said, but they will never forget how you made them feel. - Carl W. Buechner

Haldia Refinery
Igniting Minds... Energizing Lives

The Art of Public Speaking

Your Queries, please


Haldia Refinery
Igniting Minds... Energizing Lives