Communication Skills Basics - Gyaandeep DEAL

1. Communication Skills-
Basics
An Introduction to Communication

2. Session Out Line
▪ THE COMMUNICATION CYCLE
▪ Medium of Communication
▪ Communication Channel
▪ Barriers to Communication
▪ Principles of Communication
▪ Fallacies about Listening
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3. Dilip Kumar Sharma

4. About Facilitator
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About the Facilitator

5. GYAANDEEP-
Engage, Enrich & Empower
An initiative by-
Digital Excellence Academy of Learning

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ABOUT DEAL & GYAANDEEP
GYAAN DEEP is an initiative of DEAL- Digital Excellence Academy of Learning.
We aim to empower our fellow citizens by strengthening and unlocking potential in
key areas. Our aim is to strengthen your understanding in the Personal, Professional,
Social, and Financial domains through enhanced life Skills.
At DEAL, it is our firm belief that - “Your earning ability today is largely dependent
upon your knowledge and skill as input and your ability to combine these two in a
manner to contribute value that customers are willing to pay for, as the output .”
Here is your opportunity to Enrich your Self with your choice of subject and topic.
This initiative is a Corporate Social Responsibility programme by the community for
the community.

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What is Communication?
▪ What is Communication?
“It is an exchange of facts, ideas, opinions, or emotions by two or
more persons.”

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THE COMMUNICATION CYCLE
▪ The transmission of the sender’s ideas to the receiver and the
receiver’s feedback or reaction to the sender constitute the
communication cycle.
Sender Input Letter, Fax, Phone call, E-
mail, etc.
Receiver
Output
Feedback

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Medium of Communication
Written Communication
Oral Communication
Face-to-face Communication
Visual Communication
Audio-Visual Communication
Computer based Communication
Silence

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WRITTEN COMMUNICATION
▪ Includes letters, circulars, memos, reports, forms and manuals, etc.
Everything that has to be written and transmitted in the written form
falls in the area of written communication.
Merits
▪ Accurate
▪ Precise
▪ Permanent record
▪ Legal document
▪ Can reach large no. of people simultaneously.
▪ Helps to fix responsibility
Demerits
▪ Time consuming
▪ Expensive
▪ Quick clarification not
possible

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Oral Communication
▪ Includes face-to-face conversation, Conversation over phone, radio,
interviews, group discussion, meetings, conferences, seminars, etc.
Merits
▪ Saves time
▪ Saves money
▪ More forceful
▪ Conveys shades of meaning
▪ Immediate clarification
▪ Immediate feedback
▪ Can be informal
▪ More effective with groups
Demerits
▪ Not possible for distant people in the
absence of mechanical devices
▪ Unsuitable for lengthy messages
▪ Messages cannot be retained for long
▪ No legal validity
▪ Greater chances of misunderstanding

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Communication Channel - classification
▪Formal Channel of Communication
▫Downward Communication
▫ Upward Communication
▫ Horizontal Communication
▪ Informal Channel of Communication
▫Grapevine
▫Consensus

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Barriers to Communication
▪ Wrong choice of medium – Improper Media
▪ Physical barriers – Noise, Time & Distance
▪ Semantic barriers –
▫ Assign different meaning to the same word or use different words for the
same meaning,
▫ Words carry different nuances, shades or flavors to the transmitter & the
receiver.
▪ Socio-psychological barriers - Attitudes & Opinions, Emotions, Closed
minds, Status – consciousness, Source of communication, Inattentiveness,
Faulty transmission, Poor retention, Unsolicited communication

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Principles of Communication
▪Clarity
▪ Completeness
▪ Conciseness
▪ Consideration
▪ Courtesy
▪ Correctness
These principles are of fundamental importance and relevant to all
media but they are most important to written communication.

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NOTE – Before you Communicate
As professional, you receive or create many types of documents that
support your work so…
▪ What you write will ultimately define you as a professional to your colleagues
and superior
▪ Match the appropriate communication method
▪ Eliminate excessive or unnecessary communication
Mastering these skills will improve your ability and enhance your career

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Communication Vs Personality
▪ What you write or speak and how you write or speak will reflect a
positive or negative image.
▪ Sloppy and / or poorly written communications could be perceived
as a lack of communication. Similarly, incomplete sentences when
speaking and incoherence has the same effect in spoken
communication
▪ Pauses can be used to great effect, but you need to master the art of
using pauses or it can go haywire.
▪ Humor similar to pause needs work to make it effective else one
would sound funny and comical rater than humorous.

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Practice Brevity in Communication
▪ Write ONLY what is needed and do not elaborate for the sake of it.
▪ If you are unable to get the written communication right – ask for a
call /meeting for a verbal exchange of ideas
▪ KISS (Keep It Short Sir) is a great idea for communication. Else one
tends to overcommit or speak the unwarranted.
“ What cannot be achieved in a months correspondence can be achieved
in an hours conversation.

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Basic Communication Skills Profile
Communication Order Learned Extent Used Extent Taught
Listening First First Fourth
Speaking Second Second Third
Reading Third Third Second
Writing Fourth Fourth First

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Listening
▪ Listening Is With The Mind, Hearing With The Senses
▪ Listening Is Conscious.
▪ An Active Process Of Eliciting Information Ideas, Attitudes And
Emotions
▪ Interpersonal, Oral Exchange

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Fallacies about Listening
• Listening is not my problem!
• Listening and hearing are the same
• Good readers are good listeners
• Smarter people are better listeners
• Listening improves with age
• Learning not to listen
• Thinking about what we are going to say rather than listening to a
speaker
• Talking when we should be listening
• Hearing what we expect to hear rather than what is actually said
• Not paying attention
• ( preoccupation, prejudice, self-centeredness, stereo-type)
• Listening skills are difficult to learn

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Stages of Listening
▪ Hearing
▪ Focusing on the message
▪ Comprehending and interpreting
▪ Analyzing and Evaluating
▪ Responding
▪ Remembering

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Summary
Communication is an important aspect of our day to day interaction and
there is no escape. There are many benefits of being an Effective
Communicator. The few important aspects to keep in mind are
▪ Speak with clarity
▪ Practice Brevity
▪ Pauses can be effective so can be Humor – practice their use
▪ Listening is most important and the least practiced
Communicate Effectively – It is one of your self Brand building blocks.
For more such programs and detailed understanding visit DEAL Learning
platform and build your skills with self paced programs by experts.

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Thank You!
Any questions?
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