Mangerial Communication

Chapter - 2

Presented By: Dhairya Trivedi Kush Shah Bilal Ranginwala Sahil Shah

Barriers to Communication

Linguistic Barriers Lack of Common Language

It is a set of symbols having some meaning

Grammatical Errors

It is set of rules of language

Colloquialism

• Informal words or phrases

• Used by young generation

Contd… Euphemism Using more polite words over harsh

Double Meaning More than one meaning

Jargons Example : Newspaper states ”The SC has ordered to

maintain status-quo at the disputed site”

Regional Accent

Physical Barriers External Noise

Distance

Technical Problem

Other Barriers Difference in Exposure

Use of wrong channel

Frequent Interruptions

Lack of Feedback

Lack of involvement

Overcoming Barriers to Effective

Communication

1. Control the Length of the Sentence

No such key rule

Wiser to use short sentences, as they are simple and easy to understand

2. Think Clearly Clarity of mind gives clarity to ideas nd in

turn clarity to communication

A communicator cannot expect the audience to grasp the meaning of what he/she wants to communicate if he is not clear what he is trying to convey

3. Prefer Simple Words It is very simple to make communication more

complicated

For Eg, We express the hope that you will deal with the matter expeditiously

We hope you will deal with the matter promptly

4. Consider the Audience Always analyze the audience before

preparing to address it. Will they Understand technical terms What is their education level

Use jargons with caution. Select words that the audience can understand.

5. Use Familiar Words Its advisable to use familiar words rather

than unfamiliar foreign words

Eg. Antiquated Machines

7 C’s ofEffective

Communication

The seven C’s When We talk about “ Effective Communication” one

thing that comes in mind, what are the basic principles of “effective communication” .

These principles tells us how your message can becomes effective for your target group,

These principles also tell about style and importance of the message.

These principles commonly known as 7 C’s of effective communication.

Seven C’s of Effective Communication

1. Completeness2. Conciseness3. Consideration4. Concreteness5. Clarity6. Courtesy7. Correctness

1) Completeness Message Receiver- either listener or reader, desire

complete information to their question. e.g. a query by a customer

Provide complete information in a short span of time.

If possible, provide some extra information which he/she does not know and which may be useful to him.

In this way you can maintain a good business relation with him, otherwise he may switch to an other company.

Five W’s One way to make your message complete is to answer the

five W’s. WHO? WHAT? WHEN? WHERE? WHY? The five question method is useful when you write

requests, announcements, or other informative messages.

For instance, to order (request) merchandise, make clear WHAT you want, WHEN u need it, WHERE it is to be sent.

2) Conciseness Conciseness means “convey the message

by using fewest words”.

“Conciseness is the prerequisite to effective communication.” As you know that all of us are short of time .

Hence a concise message save the time for both, the receiver and the giver.

How To achieve Conciseness ?

For achieving the conciseness you have to consider the following.

1.Avoid wordy expression For eg. use “Now” instead of “At this time”

2.Include only relevant material – Stick to the Purpose

3.Avoid unnecessary repetition.

3) Consideration

Consideration means – To consider the receiver’s Interest/Intention.

It is very important in effective communication while writing a message you should always keep in mind your target group

Three specific ways to indicate consideration

Focus on “you” instead of “I” or “We”

Show audience benefit or interest of the receiver

Emphasize positive, pleasant facts.

4) Concreteness It means that message should be specific

instead of general. Misunderstanding of words creates problems for both parties (sender and receiver).

When you talk to your client always use facts and figures instead of generic or irrelevant information.

The following guidelines should help you to achieve the Concreteness.

Use specific facts and figures Choose image building words

e.g

General

He is very intelligent student of class and stood first in the class.

Contd…

ConcreteRam scored 85% in his Graduation and

he stood first in his college.

Always write on a very solid ground. It should definitely create good image as well.

Contd…

In effective communication the message should be very much clear. So that reader or listener can understand it easily.

You should always Choose precise words.

Always choose familiar and easy words.

Construct effective sentences and paragraphs.

5) Clarity

6) Courtesy Knowing your audience allows you to use

statements of courtesy; be aware of your message receiver.

It is politeness that grow out respect and concern for others.

Appling socially accepted manners is a form of courtesy . Eg. Namaste

How to generate a Courteous Tone ?

The following are suggestions for generating a courteous tone:

Be sincerely tactful, thoughtful and appreciative.

Use expressions that show respect for the others

Choose nondiscriminatory expressions

7) Correctness

At the core of correctness is proper grammar, punctuation and spelling.

The term correctness, as applied to effective communication also mean three characteristicso Use the right level of languageo Check the accuracy of figures, facts and wordso Maintain acceptable writing mechanics

Use the right Level of Language

There are three level of language1. Formal – Respected Sir2. Informal – Hi Dude3. Substandard –

Substandard Language Avoid substandard language. Using correct words,

incorrect grammar, faulty pronunciation all suggest as inability to use good English. Some examples follow:

Substandard More AcceptableAin’t isn’t,aren’tCan’t hardly can hardlyAim to proving aim to proveDesirous to desirous ofStoled stolen