Introduction to Communication skills Lecture 1-2016 Communication - Meaning Communication is a dynamic process. through this process we convey a thought or feeling to someone else. how it is received depends on a set of events, stimuli, that person is exposed to. how you say what you say plays an important role in communication.
What is Communication? What does it mean to you? 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 Communication is a Series of Experiences of Hearing Smell Communication skills - Communication skills is the ability to use language (receptive) and express (expressive) information. - Effective communication skills are a critical element in your career and personal lives.
Communication goals To change behavior To get action To ensure understanding To persuade To get and give information Most Common Ways to Communicate Speaking Effective Communication Skills Eye contact & visible mouth Some questions Body language Effective Encouragement aes : Communication skills to continue Silence Smiling face Summarising Checking what has been said for understanding How do you go about Establishing Rapport? » You need Self-Confidence » You must Understand People » You must be Enthusiastic » You must make Eye Contact » You must be Interested in them TOTAL COMMUNICATION PROCESS Writing 9% Speaking 30% Reading 16% Listening 45% LEVELS OF COMMUNICATION » VERBAL » Intra verbal: intonation of word and sound » Extra verbal : implication of words and phrases, semantics » NON-VERBAL » Gestures » Postures »s Movements » SYMBOLIC Types of Communication On the basis of organization relationship Formal Informal On the basis of Flow Vertical Crosswise/Diagonal Horizontal On the basis of Expression Oral Written Gesture Barriers in Communication (that have to do with the COMMUNICATOR) Unwillingness to say things differently Unwillingness to relate to others differently Unwillingness to learn new approaches Lack of Self-Confidence Lack of Enthusiasm Voice quality Prejudice Barriers to communication can lead to misunderstanding and confusion sender receiver values and attitudes “generation gap” sender 9 al language _ Cultural differences noise hearing receiver Barriers to Effective Communication Language Time Noise Other people Distractions Barriers to effective communication oo Too many questions Put downs Distance Lack of interest Discomfort Disability with the topic Ll Ll Ll Ll Barriers to Communication Semantic Barriers Emotional Or Psychological Barriers Organizational Barriers Barriers in Superiors Ll Ll Ll Ll Ll Semantic Barriers Symbols with different meaning Badly expressed message Faulty translation Unclarified assumption Specialist’s language Emotional Or Psychological Barriers Premature evolution nattention Loss of transmission & poor retention Undue reliance on the written word Distrust of communication Failure to communicate Ll Ll Ll Ll Organization Barriers Organizational policy Organization rules & regulation Status relation Complexity in organization Personal Barriers o Barriers in Superior - Attitude of Superior - Fear of challenge of authority - Lack of time - Lack of awareness 0 Barriers in Subordinates - Unwillingness to communicate - Lack of proper incentive Communication Process Communication is the process of sending and receiving information among people =r Use of channel to transmit — the message Communication code scheme @ Ý 9 ƯA eo ree) ‘Tree op a) PROCESS OF COMMUNICATION The Communications Process wry vr Msg : Msg Msg __ Msg Source » Encoding » Channel » Decoding » Receiver be A. bi all Feedback Context Communication Involves Three Components 0 Verbal Messages - the words we choose 0 Paraverbal Messages - how we say the words 0 Nonverbal Messages - our body language These Three Components Are Used To 0 Send Clear, Concise Messages 0 Receive and Correctly Understand Messages Sent to Us SENDING MESSAGES Effective Verbal Messages > Are brief, direct, and organized > Are free of jargon > Do not create resistance in the listener Nonverbal Messages Nonverbal messages are the primary way that we communicate emotions l@- Facial Expression Wie ty Postures and Gestures Para-verbal Messaøes ¢ Para-verbal communication refers to the messages that we transmit through the tone, pitch, and pacing of our voices. “L didn't SAY you weve stupid, Ụ " didnt Say YOUwere Stupid. y *T didnt Say You were STUPID." RECEIVING MESSAGES Listening U U U H Requires concentration and energy Involves a psychological connection with the speaker Includes a desire and willingness to try and see things from another's perspective Requires that we suspend judgment and evaluation Key Listening Skills o Nonverbal - Giving full physical attention to the speaker; - Being aware of the speaker's nonverbal messages; o Verbal - Paying attention to the words and feelings that are being expressed What makes a good communicator? ~^ Clarity Adequacy ` - Integrity —.
Timing How do you develop your communication skills? Explore the related skills Oral Presentation Audience Awareness Critical Listening Body Language Non-Verbal Audience Awareness Personal Presentation Body Language Ll Ll Ll Ll Ll Tips to good communication skills Maintain eye contact with the audience Body awareness Gestures and expressions Convey one's thoughts Practice effective communication skills Effective Communication It is two way. It involves active listening. It reflects the accountability of speaker and listener. It utilizes feedback.
It is free of stress. It is clear. Writing-Part 1 Lecture 2-2016 Stages of writing Prewriting Drafting Revision and Editing Proofreading Publishing Ww é+®» Đ MP 3/28/2016 Prewriting 1. Gather ideas before writing.
Includes clustering, listing, brainstorming, mapping, free writing, and charting. Develop ideas on a topic will increase chances for success. Common Prewriting Strategies Keep an idea book so you can put down ideas that come to mind. Write in a daily journal.
Free writing: Write down whatever comes to mind; do not stop to make corrections or interrupt the flow of ideas. ¢ Focused Free Writing: 1. Writing on a specific topic to prepare for an essay. Brainstorming Ask questions: Who, What, Where, When, and How? Approach a topic from several perspectives.
Create a visual map on paper to gather ideas; cluster circles and lines to show connections between ideas. Observe details of sight, hearing, taste, touch, and smell. Visualize by making mental images of something and write down the details in a list. 3/28/2016 4 Brainstorming Making a list of all ideas connected with the topic of writing.
Works best when minds work freely. List is analyzed to see if a pattern or a way to group the ideas emerges. Writing the body 3. Writing Conclusions 3/28/2016 Writing Introductions Should be written last - until the body of the paper has been determined, the thesis as well as its development -- it is difficult to make strategic decisions regarding the intro.
LI Lets the reader know what the purpose of the writing is and it can condition the audience to be receptive to what the writer wants to Say. LI It can be very brief or can take up a large percentage of the total word count. LI We must first know what we are going to say, who the readership is likely to be, what the social, political, and/or economic climate is, what preconceived notions the audience is likely to have regarding the subject, and how long the body is going to be. 3/28/2016 7 Introducing a topic Y Show that the subject is important w Show that although the points being presented may seem improbable, they are true w Show that the subject has been neglected, misunderstood, or misrepresented in the past VY Explain an unusual mode of development VY Avoid any misconceptions of the purpose V Apologize for a deficiency V Arouse interest in the subject Y Communicate efficiently with the readership V Establish one's own credibility 3/28/2016 8 Thesis ¢ The point or purpose of the paper.
¢ May open the body of the discussion or it may conclude the discussion. ¢ Should be deliberate if it is to serve the purpose of leading the reader into the discussion. Itis easier to write after decisions regarding introduction have been made. Inspire the reader with a favorable opinion of the writer Amplify the force of the points made in the body of the paper Reinforce the points made in the body Arouse appropriate emotions in the reader Restate in a summary way what has been said in the paper Can be short or long depending on its purpose in the paper.
Most commonly used/effective form is recapitulation (summary). oN DUR WN 3/28/2016 10 Recapitulation "A brief restatement of the main points or thesis. = The most common form of effective conclusions. «Example: Closing argument in a court trial.
3/28/2016 11 Revision ° The most importing step for the writer in the writing process. ° Examining your work and make changes in wording, details, and ideas. ¢ Making substantial changes to a written draft. UI Editing: Continues to make changes to a draft, however the changes made during this process do more to enhance the ideas in the draft, rather than change or alter them.
3/28/2016 12 Proofreading ° The stage where grammatical, mechanical, punctuation and technical errors are addressed. * Don't use grammar as an isolation segment, but ¡in the context of the Writing process. ° Read the writing and check for specific errors such as whether or not every sentence starts with a capital letter and has the correct punctuation at the end. ¢ Use a proofreading checklist to guide you as you edit work.
3/28/2016 13 ¢ Publishing: Y Distribution of your work to be seen by others Five keys to effective writing: ¢ Put the reader first ° Use simple words and short sentences e Use jargon only when necessary ¢ Write with verbs and nouns ¢ Format to improve readability Key number 1: Put the reader first: ¢ Communication = understanding ¢ Write to express not Impress e Use words readers can picture ¢ Tie in to the reader’s experience ¢ WIIFM — What’s in it for me Key number 2: Use simple words and short sentences: Example 1: ¢ Per our conversation, | am enclosing herewith a remittance of $25 for the balance due on my account. (18 words) ¢ As we discussed, here is the $25 remaining on my account. (11 words) ¢ Here is the $25 remaining on my account. (8 words) Example 2: As pertaining to the question of whether or not to construct a new storage facility, corporate management will ascertain the appropriateness of such an issue in the near future.
Management will decide next week whether to build a new storage facility