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Effective Communication

What is communication
The process of communication is what allows us to interact with other people; without it, we would be unable to share knowledge or experiences with anything outside of ourselves. Common forms of communication include speaking, writing, gestures, touch and broadcasting.
Wikipedia definition

Process of communication
Communication is the process of sending and receiving information among people
Feedback

receiver
Encode

sender

Medium

Decode

SENDER

RECEIVER

Effective communication
Meaning and Definition

Uses of Effective Communication


The 7Cs of Effective Communication Facts about Effective communication

Meaning and definition


MeaningEffective Communication is a two way process sending the right message and to the right person. It is important to know the psychology of the people you are interacting with for communication to be effective. For communication to be effective it is necessary to know the circumstances of the counter entity. Effective communication includes all the aspects of visual, auditory and kinaesthetic language to appeal the listener.

DefinitionEffective communication is the communication which produces intended or desired result

Uses of effective 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.
Sometimes our message is misunderstood or we misunderstand the received message, effective communication helps us to resolve problems with boths point of view. Effective communication helps us to connect well with kids, spouse, boss, colleagues, etc. It helps us in decision making.

The 7cs of effective communication


1. Completeness

2. Conciseness
3. Consideration

4. Clarity
5. Concreteness

6. Courtesy
7. Correctness.

Completeness
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The information conveyed in the message should be complete for the communication to be effective. The sender must take into consideration the receivers mind set and convey the message accordingly. Complete communication enhances the reputation of the organization. Complete information always gives additional information wherever required, it leaves no question in the minds of the receiver. Complete information helps in better decision making as it serves all the desired and crucial information.

Complete information persuades the audience.

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 facts and figures used in the message.

Lack of Sensitivity to Receiver Lack of Basic Communication Skills Insufficient Knowledge of the Subject Emotional Interference Lacking confidence

Physical Distractions Channel Barriers. Long Communication Chain.

Lack of Interest. Lack of Knowledge. Lack of Communication Skills Emotional Distractions Information overload Conflicting Messages

Encoding Barriers

Transmitting Barriers
No Provision for Feedback Inadequate Feedback.

Decoding Barriers.

Responding Barriers

Over comming the barriers of effective communication


Connecting with The audience Summarizing what has been said Effective Communication skills Simple Words Body language (Smile, Eye contact, Gestures, tone)

Effective Questions

Seeking Participation

Checking for understanding

Cultural Sensitivity

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

Various stages to listening


Hearing Focusing on the message not the person Comprehending and interpreting Analyzing and Evaluating Responding Remembering

Co-relation between Listening and Speaking


50% 45%
40% 35%

45%

30% 25%
20% 15% 9%

30%

16%

10% 5%
0%

Writing

Reading

Speaking

Listening

What we are taught.


50% 45%
40% 35%

45%

30% 25%
20% 15% 9%

30%

16%

10% 5%
0%

Writing

Reading

Speaking

Listening

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


PARAPHRASE
Restate what was said in your own words

SUMMARIZE
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

Understand before speaking

Seek understanding before proceeding

Speak to be understood

101 Ways to Improve Your Communication Skills

Objectives
Communication Techniques Listening Speaking and Listening Speaking and Writing General Tips

Communication
Speaking
Know what you want to say Control Fear Stop Talking and Listen Think before you talk Believe in your message Repeat Major Points Find Out what your Listener wants

Communication
Techniques
Define Acronyms Reduce Jargon Level Objections Use Humor Anecdotes and Stories Ask for feedback Increase your vocabulary

Communication
Techniques -continued
Eliminate Audible Pauses Enunciate Clearly Practice Pronouncing Words Properly Exercise Tongue, Jaws and Lips Make Eye Contact Gesture

Communication
Techniques -continued
Pause Speak more slowly Speak faster Vary Your Volume Watch your tone Record your voice

Communication
Listening
Prepare to Listen Focus on the Speaker Screen Out Distractions Concentrate on the Message Listen to Tapes while you commute

Communication
Speaking and Listening
Ask Questions Avoid Daydreaming Accept Accents Use mind mapping Interview Complaints Telephone

Speaking and Writing


Key Points
Write a Purpose Statement Outline Transfer Negative Emotions to Paper Get to the Point Explain Abstract words Use Absolutes and Generalities Sparingly

Speaking and Writing


Key Points - Continued
Ask for what you want Use active verbs Use gender neutral language Cite Source of Statistical Data Illustrate with personal examples Express Emotion Keep it simple (KISS) Method

Speaking and Writing


Key Points - Continued
Paint verbal Pictures Be Concise Support Statements with Details Watch Semantics Quote Authorities Consult Experts Suppress emotion

Speaking and Writing


Writing
Keep a Journal Take notes Write personal Notes Write Effective business letters Use Short Sentences Communicate online

General Tips
Reading
Read Keep up with Current Events Read Something Inspirational Use the Internet

General Tips
Non Verbal
Presence Give Nonverbal Cues Check Your Posture Dress Appropriately Smile Touch Shake Hands Properly

General Tips
Attitude
Intend to Improve Visualize Be flexible Be Likable Commit to Being Truthful Empathize Dont take yourself too seriously

General Tips
Attitude continued
Eliminate Negative Feelings Be receptive to New Ideas Take Responsibility Respect the Other Persons Point of View Recognize the Impact of Stress on Communication Be Real

General Tips
Attitude continued
Check Your attitude

General Tips
Behavioral
Laugh Use Good Manners Recognize Manipulative Behavior Recognize Condescending Manners Avoid Words that Hurt Change Abrasive Behavior Handle Disagreements with Tact

General Tips
Miscellaneous
Organize Productive Meetings Consider Experience Level Understand the Importance of Timing Present a Good Personal Image

Conclusion
A man is seldom better than his conversation
- German Proverb