business communication day 1

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AGENDA What is communication? What is effective communication? Principles of effective communication Barrier to communication Importance of communication at workplace 1 Day

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Page 1: Business communication   day 1

AGENDA

What is communication?

What is effective communication?

Principles of effective communication

Barrier to communication

Importance of communication at workplace

1Day

Page 2: Business communication   day 1

Expectation Setting

Pledge to use English as the language of communication throughout the session and

afterwards.

Active participation in all

activities and discussions.

Think and then speak-

slowly, loudly and clearly.

Page 3: Business communication   day 1

Communications is not “Rocket Science”, instead its an “Art”.

What is communication?

The process of communication is what allows us to interact with other people; without it, we

would be unable to share knowledge or experience with anything outside of ourselves.

Common form of communication including speaking, writing, gestures, touch and broadcasting.

Page 4: Business communication   day 1

Communication Advantages

Better understand what others are

saying

Enhance Relationship

Reduce stress

Better understand how to get your

message across

Save time and money

Increase Productivity

Page 5: Business communication   day 1

What is Effective Communication

Effective Communication is the communication which produces intended or desired results

Sending the right message to the

right person

Is a two-way information sharing

process

Combines a set of skills including

Nonverbal Communication

Engaged Listening

Managing stress in the moment

Ability to communicate assertively

Psychology of the people you

are interacting with

Page 6: Business communication   day 1

What makes communication effective?

Make the message : Attractive Brief & Clear

Frame message according to the capability of

the receiver.

Eye contact should be maintained

Rate of speech

Create rapport with the receiver

Select appropriate channel

Encourage listening & feedback

Use concrete words

Meaningful Content

SENDER RECEIVER

Blend of verbal and non-verbal

communication

Avoid communicating in extreme emotional states

Page 7: Business communication   day 1

Uses of Effective Communication

To understand a person or situation in a better way

Enables us to solve the differences, build trust and respect in the organization

Helps us in decision making

Connect well with kids, spouse, boss, colleagues etc

Resolve problems with both’s point of view

Page 8: Business communication   day 1

Principles of Effective Communication

Remember that we are constantly communicating our feelings and attitude Non verbally

Record important data

Do not confuse assumption with

facts

Information has to be shared in

order to be used

Break down information into

essentials

Make sure the message is received

and understood

Showing is often more effective

than telling

Whenever possible use two way

communication

Dont expect everyone to interpret

the same data the same way

Page 9: Business communication   day 1

Guidelines for Effective Communication

The 7Cs of Effective Business Communication

Conciseness

2

Clarity

3 4

Correctness

5

Consideration

6

Courtesy

7

Concreteness

1

Completeness

Page 10: Business communication   day 1

Guidelines for Effective Communication

The information conveyed in the message should be complete for the

communication to be effective.

The sender must take into consideration the receiver’s mind set and convey

the message accordingly

Complete communication enhances the reputation of the organization

Complete information always gives additional information wherever required,

it leaves no question in the minds of the receiver

Complete information helps in better decision making as it serves all the

desired and crucial information

Complete information persuades the audience

1

Completeness

Page 11: Business communication   day 1

Guidelines for Effective Communication

Conciseness

2

Conciseness means communicating what you want to convey in least possible

words

Concise communication provides short and essential message in limited

words

Concise message is more appealing and comprehensive to the audience

Concise messages are non repetitive in nature

Conciseness is a necessity for effective communication

Page 12: Business communication   day 1

Guidelines for Effective Communication

Clarity

3

Clarity implies emphasizing on a specific goal or objective at a time, rather

than trying to move away from track.

Clarity helps to understand the message easily

Complete clarity of thoughts and ideas enhances the meaning of message

Clarity comes with the use of exact, appropriate and concrete words

Page 13: Business communication   day 1

Guidelines for Effective Communication

4

Correctness

Correctness in the communication implies that the correct information is

conveyed through message.

Correct information includes the precision and accurateness of facts and

figures used in the message.

Free from grammatical errors and use of appropriate and correct language.

Correct communication boosts up the confidence level of the sender

Correct information has greater impact on the audience.

Page 14: Business communication   day 1

Guidelines for Effective Communication

5

Consideration

Effective communication must take audience into consideration by knowing

the viewpoints, background, mindset, educational level, etc.

Consideration ensures that the self respect of the audience is maintained and

their emotions are not harmed.

Consider the needs and requirements of the audience to achieve effective

communication

Consideration implies ‘stepping into the shoes of others’

Page 15: Business communication   day 1

Guidelines for Effective Communication

Courtesy is not at all bias in nature.

6

Courtesy

Courtesy means being polite, kind, judicious, enthusiastic and convincing

Courtesy is an important element of effective communication

Courtesy reflects the nature and character of the sender of the message

It is the same as give respect and then expect the same.

Page 16: Business communication   day 1

Guidelines for Effective Communication

7

Concreteness

Concrete communication implies being particular and clear rather being

fuzzy and general

Concrete communication shows good level of confidence.

Concrete information helps to strengthen the reputation of the organization.

Concrete information cannot be misinterpreted.

Page 17: Business communication   day 1

Barriers to Communication

Semantic

Badly Expressed Message

Symbols or Words with Different Meanings

Faulty Translation

Unclarified Assumptions

Technical Jargon

Body Language and Gesture Decoding

Premature Evaluation

Lack of Attention

Loss by Transmission and Poor Retention

Distrust of communication

Undue reliance on the written word

Failure to communicate

Organisational Policies

Rules and Regulations

Status relation

Complexity in Organisational Structure

Organisational Facilities

Barriers Related to Superiors

Fear of Challenge of Authority

Lack of Confidence in Subordinates

Barriers Related to Subordinates

Unwillingness to Communicate

Lack of Proper Incentive

Psychological / Emotional

PersonalOrganizational

Page 18: Business communication   day 1

Over Coming the Barriers

Summarizing what has been said

Effective Questions

Seeking Participation

Checking for understanding

Simple words

Body Language

(smile, eye contact, gestures, tone)

Cultural Sensitivity

Connecting with the audience

Page 19: Business communication   day 1

Importance of Communication at Workplace

Communication is the means through

which delegation and decentralization of

authority is successfully accomplished in an

organization.

Communication helps employees to understand

their role clearly and perform effectively.

Keep expectations in check

Helps in achieving co-ordination and mutual

understanding which leads to increased

productivity.

Optimum Productivity

Communication improves managerial efficiency

and ensures cooperation of the staff.

Eliminates Conflicts

Effective communication helps in molding

attitudes and building up employees morale

Work Satisfaction

Page 20: Business communication   day 1

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