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Communication Skills1.pdf
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- 2. Communication ● The word‘Communication’ comes from the Latin word commūnicāre, meaning ‘to share’. ● Communication is the ‘sharing’ of information between two or more individuals or within a group to reach a common understanding. Importance of communication ● Inform ● Influence ● Express feelings
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- 4. Perspectives in communication ●Perspectives are ideas, views, or fixed ways of thinking. Factors affecting perspectives in communication Language Visual Perception Past Experience Prejudice Feelings Environment Personal factors Culture
- 5. Effective communication Effective communicationcan happen if we follow the basic principles of professional communication skills.
- 6. Multiple choice questions1 : 1. What is the purpose of communication? (a) Inform (tell someone about something) (b) Influence (get someone to do something you want) (c) Share thoughts, ideas, feelings (d) All of the above 2. Which of the following methods are used to receive information from the sender through a letter? (a) Listening (b) Speaking (c) Reading (d) Writing 3. How do you receive information on phone? (a) Listening (b) Speaking (c) Reading (d) Writing
- 7. Verbal Communication Verbal communicationis the sharing of information by using words. Verbal communication is important because if you do not use the right words, you will cause confusion and you will not be able to communicate what you want.
- 8. Type of Verbal Communication Examples Interpersonal Communication Thisform of communication takes place between two individuals and is thus a one-on-one conversation. It can be formal or informal. Examples 1. A manager discussing the performance with an employee. 2. Two friends discussing homework. 3. Two people talking to each other over phone or video call. Written Communication This form of communication involves writing words. It can be letters, circulars, reports, manuals, SMS, social media chats, etc. It can be between two or more people. Examples 1. A manager writing an appreciation email to an employee. 2. Writing a letter to grandmother enquiring about health. Small Group Communication This type of communication takes place when there are more than two people involved. Each participant can interact and converse with the rest. Examples 1. Press conferences 2. Board meetings 3. Team meetings Public Communication This type of communication takes place when one individual addresses a large gathering. Examples 1. Election campaigns 2. Public speeches by dignitaries
- 9. Public speaking Public speakingSpeaking in front of a large group makes most people nervous. You can use the 3Ps (Prepare, Practice, Perform) method to get over your fears, and become a confident and effective speaker.
- 10. Advantages of verbalcommunication ● Verbal communication is easy and quick. ● You can say what you want and get a quick response. ● It is an easier form of communication when you have to exchange ideas. ● You keep changing your communication as per the other person’s reply.
- 11. Disadvantages of verbalcommunication The most common disadvantage of verbal communication is the cultural differences between the sender and receiver of the information. These differences may be due to the use of different languages, inability to understand the colloquial phrases used by the other individual, and the accent. Since verbal communication depends on words, sometimes the meanings become confusing and difficult to understand if the right words are not used.
- 12. Non-Verbal Communication Non-verbal communication isthe message we send to others without using any words We send signals and messages to others, through expressions, gestures and body postures.
- 13. Importance of non-verbalcommunication In our day-to-day communication, it is observed that most of the communication is done using body movements (face, arms, movements, etc.) and voice control (voice, tone, pauses, etc.).
- 14. Types of Non-verbalCommunication Type What it implies How to make use of non-verbal communication effectively? Facial Expression A facial expression many a times shows the feelings of a person. For example, when we are happy, we express it through a smile or when we are sad we show a gloomy face. • Keep your face relaxed • Try to match your expression with what you are saying • If you agree with something, you may nod while listening, which indicates that it has your assent Posture Postures are positions of the body. They show our confidence and feelings. For example, straight body posture is seen as confidence. Holding your head may be taken as tiredness. • Keep your upper body relaxed and, shoulders straight • Sit straight, rest hands and feet in relaxed position • Keep hands by your sides while standing Gestures or Body Language Gestures describe movements of parts of the body, especially hands or head, to express an idea or meaning. This includes waving, pointing and using our hands when speaking. For example, raising a hand may mean asking a question. Biting nails show nervousness. • Avoid pointing at people with your finger • Instead of keeping your hands in pocket while talking, try to keep your hands on the sides • Bend your head a little while talking or listening to show that you are paying attention.
- 15. Type What itimplies How to make use of non-verbal communication effectively? Touch We communicate a great deal through our touch, such as shaking hands and patting on the back. For example, a firm handshake shows confidence. Sports coaches pat on the back of the players to encourage the players. • Shake hands firmly • Avoid other touch gestures, such as stroking your hair, scratching your nose, tugging on your clothes, etc., during formal communication Space The space between two persons while communicating, generally depends on the intimacy or closeness between them. • Maintain proper space’ depending on the relationship, which could be formal or informal or the closeness with the person with whom you are talking Eye Contact Maintaining an eye contact with the person you are talking indicates interest, whereas, looking away can make the other person feel ignored. • Look at the person who is speaking • Keep a relaxed, pleasant look • Break the look every few seconds Para- langua ge Paralanguage is the tone of our voice, speed and volume that makes a difference in the meaning of the communication. Speaking too fast may show excitement or nervousness. Speaking too slow may show seriousness, sadness or making a point. • Use a proper tone and volume while speaking • Maintain a moderate rate (speed) of talking
- 16. Visual communication Another importantmethod of communication is visual communication, which involves sending and understanding messages only through images or pictures The main advantage of this type of communication is that you do not need to know any particular language for understanding it. It is simple,easy to understand and remains same across different places.
- 17. Traffic symbol which communicatesnot to blow horn Traffic Lights—Red for Stop; Yellow for Wait and Green for Go Sign for ladies and gents toilet Sign showing railway crossing Sign for flammable substances Sign for slippery surface Sign used to pause a video or audio file in smartphone or computer Sign which communicates that the area is a no smoking zone Visual Communication: Exchanging Information through Images
- 18. Multiple choice questions 1.Whichof these is a positive (good) facial expression? (a) Staring hard (b) Nodding while listening (c) Wrinkled forehead (d) Looking away from the speaker 2.What does an upright (straight) body posture convey/ show? (a) Shyness (b) Fear (c) Confidence (d) Intelligence 3.Which of these is not an appropriate non-verbal communication at work? (a) Putting arm around a coworker’s shoulder (b) Shaking hands firmly (c) Looking at the speaker with a smile (d) Standing with an upright posture 4.When you are preparing for a presentation,you should__________________. (a)focus on the objectives of the presentation (b) practice your speech in front of a mirror or friend (c) do rehearsals to time your presentation of slides (d) All of the above