COMMUNICATION SKILLS AND ITS IMPORTANCE FOR Madhavi

PRESENTED BY Nazir Ahmed Vaid September 2009

INTRODUCTION OF PRESENTER
Science graduate Post Graduation in Production and Operations Management MBA in Telecommunications Industrialist Businessman Chairman of FINATRA and UNICOM Groups USA UK UAE - Pakistan

COMMUNICATION
MEDIA - TO MOVE SOMETHING, FROM ONE PLACE TO THE OTHER PHYSICAL
ROADS RAILWAYS AIRCRAFT LIFTS AND ESCALATORS

ELECTRONIC (WIRED & WIRELESS)

TELEPHONE RADIO TELEVISION

COMMUNICATION
PRINT
NEWSPAPERS BOOKS BROCHURES

AUTOMATION
REMOTE CONTROLS AUTO PILOT AND AUTO LANDING UNMANNED AIRCRAFTS AND TRAINS

COMMUNICATION DEFINED
TRANSFER OF MESSAGE FROM ONE MIND (SENDER) TO OTHER MIND (RECEIPIENT) WILL BE SUCCESSFUL, IF FOLLOWING STAGES ARE PERFORMED WELL SOURCE SELECT THE MESSAGE ACCORDING TO THE SITUATION AND THE AUDIENCE WORDING THE MESSAGE UTTERING THE WORDS TARGET LISTENING UNDERSTANDING REGISTERING THE MESSAGE

AIMS OF COMMUNICATION
TO GET THE BEST RESULTS FROM OUR COMMUNICATION, FOLLOWING FOUR AREAS ARE TO BE WATCHED
WHAT WE MEAN TO SAY? WHAT WE ACTUALLY SAY? WHAT THE OTHER PERSON HEARS? WHAT THE OTHER PERSON THINKS HE HEARS.

The Communication Cycle

Encoding

Channel

Decoding

Message Source

Message Receiver

Feedback

To be an effective communicator and to get your point across without misunderstanding and confusion, your goal should be to lessen the frequency of problems at each stage of this process, with clear, concise, accurate, wellplanned communications

TYPES OF COMMUNICATION
SOUNDS TALKING, MUSIC, COUGHING, WHISTLING, CRYING, BARKING
EXAMPLES : RADIO, TELEPHONE, TAPE-RECORDERS

SIGNS ALPHABETS, DRAWINGS, SIGN LANGUAGE

EXAMPLES : WRITING, PICTURES, SIGNAGE, ACTIONS,EXAMPLES : GESTURES

COMBINATION OF TWO : TELEVISION, CINEMA, LIVE CONCERTS

OTHER SENSES
FEELING - BRAILLE, HOT, WARM, ROUGH SMELLING FLOWER, GARBAGE TASTE BITTER, SWEET, SOUR,

TYPES OF COMMUNICATION
VERBAL
TALKING, CRYING, LAUGHING, SHOUTING

NON-VERBAL (BODY-LANGUAGE)
HAIR STYLING, DRESSING, ATTIRE POSTURE, HAND MOVEMENTS GESTURES, EYE-MOVEMENTS, SMILE, TEARS, RAISED EYE-BROWS, WRINKLES ON THE FOREHEAD

TYPES OF COMMUNICATION
SPIRITUAL (HYPOTHETICAL)
MOTHER CHILD COMMUNICATION AND LACTATION LAILA - MAJNOO COMMUNICATION PROPHECIES DREAMS PRAYERS

SELLING PROCESS
THE CHANNEL GETS RICHER AS YOU SEE YOUR BUYER MORE INTERESTED YOUR STEPS ARE AS FOLLOWS SEND A BROCHURE/CATALOGUE WRITE A LETTER OR E-MAIL MAKE A PHONE CALL MEET PERSONALLY TO DECIDE

A BUYING PROCESS
THE CHANNEL GETS RICHER AS YOUR INTERST ENHANCES. IN A PROCUREMENT PROCESS YOU GO THROUGH THE FOLLOWING STEPS READ BROCHURES/CATALOGUES WRITE A LETTER OR E-MAIL MAKE A PHONE CALL PERSONALLY VISIT TO DECIDE

Hierarchy of Media Richness

Rich

Overloaded Zone
Media Richness

Face-to-face
Telephone

E-mail Newsletters

Oversimplified Zone
Situation
Nonroutine/ Ambiguous

Lean Routine/ Clear

HOW TO BE MORE EFFECTIVE?

DO HOMEWORK AND REHEARSE PRESENT IDEAS IN ORDERLY MANNER AND COMPREHENSIVELY LISTEN TO YOUR AUDIENCE HAVE RIGHT VOICE MODULATION OPTIMUM VOLUME VOCAL VARIETY MAKE IT PERSUASIVE

Persuasive Communication
Communicator Characteristics Expert Credibility Attractive
Communication Medium

Audience Characteristics Self-esteem Inoculated

Message Content Present all sides Few arguments Emotional appeals Inoculation effect

HOW TO BE MORE EFFECTIVE?

BE STIMULATING BE CONCIOUS OF BIAS APPLY BODY LANGUAGE HAVE A SMILE ON YOUR FACE BE A MIRROR OF YOUR MESSAGE EMPHASISE ALL THE TIME USE THE KISS METHOD MAINTAIN A RIGHT DISTANCE

Effective Communication

Enjoy yourself. The audience will be on your side and want to hear what you have to say!

Use of Visual Aids

Overhead Transparencies, Slides, Flip Charts, Videos, Handouts and Props Multi-Media Presentation as being done now. Experiment with PROPs
Concave and Convex Mirrors Dispersal of Light (Prism and Disc) Magnets (Attraction of the Opposite Poles) Recipe for a perfect Society

Use of Examples and Stories

Examples from real life

Stitch in time saves nine

ABC & Co did not complete Book-Keeping on timely basis and that resulted into serious chaos

Stories to establish your view-point

Unity is the best policy

Story of the dying man and his 3 sons and the bundle of sticks

WHAT NOT TO DO?

EXAGERRATION FILTERING VAGUENESS AND GENERALITY EGOCENTRIC LANGUAGE JAW-BREAKERS -LANGUAGE DEVIATION FROM THE SUBJECT

WHAT NOT TO DO?

CONFUSING FACTS WITH OPINIONS HANDS TO FACE GESTURES HANDS IN THE POCKET OBJECTIONABLE POSTURES AHs AND PAUSEs UNWANTED WORDS OR PHRASES

MISCOMMUNICATION

MISCOMMUNICATION
A FEW MISUNDERSTOOD WORDS MEAN LIFE AND DEATH WORST AVIATION DISASTERS DUE TO MISCOMMUNICATION IN 1977 IN CANARY ISLANDS, TRAFFIC CONTROLLER GAVE DEPARTURE INSTRUCTIONS, KLM 747 PILOT THOUGHT ITS DEPARTURE CLEARANCE. HE PULLED THE THROTTLE AND HIT A PANAM 747 ON THE RUNWAY KILLING 583 PEOPLE.

MISCOMMUNICATION
BOTH WERE SPEAKING ENGLISH AND THE AIR-TRAFFIC CONTROLLER GAVE THE RIGHT MESSAGE. BUT THE PILOT MISUNDERSTOOD. RESULT DEATH SIMPLE MISUNDERSTANDINGS, ALTHOUGH THE INTENTIONS ARE CLEAR. RESULT RELATIONSHIP IMPAIRED

Chinese Whisper
MESSAGE PASSED FROM PERSON TO PERSON BY WHISPERING. THE MESSAGE CHANGES DRAMATICALLY, FROM THE ORIGINAL IDEA

ORIGINAL MESSAGE
A KING WEARING A RED TURBAN AND A WHITE ROBE ORDERED HIS GENERAL TO ADVISE HIS SOLDIERS TO CLOSE THE BORDERS FOR A LIMPING MAN, WHO MAY DESTROY THE PEACE OF HIS NATION

Communication- Two Way Process

Sender
Form message Encode message

Transmit Message

Receiver
Receive encoded message Decode message

Noise
Decode feedback Receive feedback Encode feedback Form feedback

Transmit Feedback

Communication is integral for any relationship, be it at home, with friends, or at work. Research has shown consistently that a deficiency in this skill can absolutely ruin relationships. The foundation of solid interpersonal skills is not just making yourself be heard but also involves an understanding of where other people are coming from.

BE A GOOD LISTENER
COMMUNICATION IS NEVER A ONE WAY PROCESS WHEN OTHER PERSON IS TALKING, SHUTUP PAY TOTAL AND UNDIVIDED ATTENTION WHEN LISTENING WATCH YOUR BODY LANGUAGE LISTEN FOR SIGNALS DO NOT GET EMOTIONALLY INVOLVED USE EXPRESSIONS LIKE I SEE ETC.

Active Listening Process and Strategies

SENSING
Postpone evaluation Avoid interruptions Maintain interest

ACTIVE LISTENING
RESPONDING
Show interest Clarify the message

EVALUATING
Empathize Organize information

COMMUNICATION WAVELENGTHS
LEVEL 5 : CLICH CONVERSATION LEVEL 4 : SMALL TALK
HOW ARE YOU? NICE DAY! ETC.
WEATHER, TV, CURRENTS AFFAIRS

LEVEL 3 : FACTS & OPINIONS

LEVEL 2 : EMOTIONS AND FEELINGS LEVEL 1 : PEAK COMMUNICATION

FRIENDS, FAMILY, PAINS, PLEASURES INTIMATE FRIENDS, SPOUSE, CHILDREN

EXCHANGE OF IDEAS AND FACTS

IMPORTANCE
SUCCESSFUL BUSINESSMAN - LEE IACOCCA GREAT RESEARCHES
HAKIMS

viz a viz ALLOPATHY

POLITICAL LEADERS REVOLUTIONARIES SUCCESSFUL LAWYERS ACTORS

COMMUNICATION REVOLUTION
REVOLUTIONARY CHANGES E-MAIL, VIDEO COMMUNICATION ELECTRONIC CONFERENCING DOCUMENT CONFERENCING A person will not be respected for his physical attire but for his communication skills

CONCLUSION
YOU NEED TO BE A BETTER COMMUNICATOR TO BE POPULAR AT HOME AND AT YOUR INSTITUTION. TO BE EFFECTIVE IN SELLING AND COMMUNICATING YOUR IDEAS TO OTHERS TO IMPROVE YOUR PERSONALITY TO BE MORE PRODUCTIVE TO PROGRESS IN LIFE TO INFLUENCE PEOPLE TO ACHIEVE YOUR DREAMS

Reading Test
I cdnuolt blveiee taht I cluod aulaclty uesdnatnrd waht I was rdgnieg -------------------------------------------------------THE PAOMNNEHAL PWEOR OF THE HMUAN MNID Aoccdrnig to a rscheearch at Cmabrigde Uinervtisy, it deosn't mttaer in waht oredr the ltteers in a wrod are, the olny iprmoatnt tihng is taht the frist and lsat ltteer be in the rghit pclae. The rset can be a taotl mses and you can sitll raed it wouthit porbelm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe.
Amzanig huh?

Communication Skills Successful Career

In a recent survey of recruiters from companies with more than 50,000 employees, communication skills were cited as the single more important decisive factor in choosing managers

Communication Skills for Successful Career

. The survey, conducted by the University of Pittsburghs Katz Business School, points out that communication skills, including written and oral presentations, as well as an ability to work with others, are the main factor contributing to job success

THANK YOU
E-Mail nazir.vaid@gmail.com