2. What is Communication?

3. Communication
• Sharing of
information
• Giving and receiving
of messages
• Transferring the
information from one
to another
KEY ELEMENT : UNDERSTANDING OF THE MESSAGE

4. WHY WE COMMUNICATE?
•To share our thought & ideas
•To clarify and condense information
•To intentionally create harmony or
dissonance
•To maintain relationship
•To make better understanding
•To create new or better awareness
•To Send message effectively to the
receiver/readers.
•Provide factual information
•State precise responsibilities
•Persuade and make recommendations

5. PROCESS OF COMMUNICATION
 Sender
 Receiver
 Message
 Medium
 Feedback

6. MEDIUMS OF COMMUNICATION

7. • Noise
• Inappropriate medium
• Assumptions/Misconcep
tions
• Emotions
• Language differences
• Poor listening skills
• Distractions

8. BREAK DOWN COMMUNICATION BARRIERS
 Encourage upward
communication
 Have an open-door policy
 Use face-to-face
communication when possible
 Avoid credibility gaps
 Write for understanding
 Watch your timing
 Be sensitive to needs and
feelings of others
 Identify and manager conflict

9. BUSINESS COMMUNICATION
 Communication between
the people in the
organization
 Exchange of ideas,
understanding within and
outside the organization
 Transforming information
from one part of the
business to another
 Creates an outcome
 Forms ( Oral, verbal,
written etc )

10. TYPES OF BUSINESS COMMUNICATION
• Formal and
informal
• Up ward and
downward
• Internal and
external

11. DOWNWARD COMMUNICATION
 Giving instruction from
senior to subordinate
 For assigning duties
 Highly directive
 Approval to highlight the
problem
 Informing to offer
feedback

12. UPWARD COMMUNICATION
 Non directive in nature
 Use for giving feedback
 For informing about the
progress or problem
 For seeking approvals

13. HIERARCHY LEVEL
Manager
Executive Director
Vice President
Supervisor 1 Supervisor 2 Supervisor 3
A.G.M.
Manager
Supervisor
Horizontal Comm.
Forman

14. BARRIERS TO SUCCESSFUL
COMMUNICATION IN BUSINESS
 Poor structure of the
communication
 A weak delivery
 The use of wrong
medium to delivery the
communication
 A mixed massage
 A massage deliver to the
wrong audience
 A distracting environment

15. VERBAL COMMUNICATION

16. ORAL AND WRITTEN COMMUNICATIONS

17. ORAL COMMUNICATION
Among individual
 Face-to-face
communication
 interviews
 Telephone
conversation
 Grapevine

18. AMOUNG GROUPS
 Negotiations
 Meetings
 Lecture/speech
 Presentations
 Conference/seminars/wor
kshops

19. ADVANTAGE OF ORAL COMMUNICATION
 Immediate feedback
 Better relationships
 Time saving
 Effective tool of
persuasion
 Effective tool of group
communication
 Economical
 Allows to measure
effectiveness
immediately
 It’s the only way out
during an emergency

20. DISADVANTAGE OF ORAL COMMUNICATION
 Lack of documentation
 Distortion in passing the
message
 No legal validity
 Possibility of
misunderstanding
 Unsuitable for long
messages
 Not effective when the
target group is spread out

21. WRITTEN COMMUNICATION
 Famous quote, “pen is
mightier than the sword”
 Great significance in the
life of individuals as well as
business organization
 Examples: letters,
memoranda, notices,
circulars, agenda, manuals,
handbooks, reports, orders,
inquiries, complains,
quotations, contracts, etc…

22. ADVANTAGES OF WRITTEN COMMUNICATION
 Ready reference
 Legal defense
 Promotes uniformity
 Mass access
 Suitable for distance
communication
 Image building
 Accurate and an
ambiguous
 Permanent in nature
 Permits substitution and
revision

23. DISADVANTAGES OF WRITTEN
COMMUNICATION
 Limited to literature
world
 Time consuming
 Lot of paper work
 Needs expertise in
expression
 Lack of immediate
feedback
 Costly
 More men hours needed
 No immediate
clarification

24. EFFECTIVE COMMUNICATION
 Important thing :
transferring the
meaning of the
message
 Has to have the clear
and transparent
meaning of the
message
 Purpose of the
communication

25. COMMUNICATING EFFECTIVELY IS A
CHALLENGE
 Much harder !
 Making sure of
the understanding
of the message

26. THREE STEEPS TO COMMUNICATE
EFFECTIVELY

27. LISTENING THE 1ST STEP
 Hearing :
physical process,
natural and
passive
 Listening:
physical and
mental process,
active, a skill

28. VALUES OF LISTENING
 An elegant art
 Courtesy and good
manner
 Poor listening skill could
be disastrous in
business, employment
and social relations
 Eliminate a number of
imaginary grievances of
employees
 can improve social
relations and
conversation

29. BUILDING RAPPORT THE 2ND STEP
 Understanding the
audience
 Make the
audience
comfortable
 Ask feedback

30. CHOOSE WORDS CAREFULLY ( FINAL
STEP )
 Using the power of
language carefully
 Choose words
carefully for a better
and clear message
 Try to speak in the
similar language of
the audience
 Avoiding the use the
complex and the
uncommon words

31. SUCCESS FOR US
 Importance of
effective
communication
 Requirement for the
new global and
diverse workplace
 Excellent
communication
skills!