communication copy

8/4/2019 Communication Copy

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COMMUNICATION

Defined as the interchange of thoughts or

opinions through shared symbols: e.g. language,

words, & phrases.


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NEED FOR COMMUNICATION

Exchange of information

Setting goals

Taking guidanceSharing emotions

Learning

Entertainment


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TYPES OF FORMAL COMMUNICATION

Downward Communication

Upward Communication

Horizontal Communication

DiagonalCommunication


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We communicate and build interpersonal relationshipthrough:

Speech

Writing Listening

Reading

Non-verbal language

HOW WE COMMUNICATE


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PROCESS OF COMMUNICATION

IDEA, THOUGHT,INFORMATION

EXCHANGE,PASSING UNDERSTANDING

ProcessInput Output


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Perceptions

Language

Semantics

Personal Interests

Emotions

Inflections

Environment noise

Preconceived notions/ expectations

Wordiness Attention Span

Physical Hearing problem

Speed of thought

BARRIERS TO COMMUNICATION


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Your own shyness.

Fear of rejection

Peer pressure

Unorganized thinking

Others possibly becoming defensive.

Physical Disabilities(Impaired sight/ Hearing/ speech)

Having to deal with aggressive people.

OBSTACLES TO SHARING IDEAS....


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Depending upon the situation, one method ofcommunication may be better than another.

In Person: one-to-one.

In Person: meeting, small groups. In Person: presentations, large groups.

Letter

Memo

Note

Email

Voice Mail

CHOOSING YOUR MEDIUM


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To determine the best medium for your messagedetermine:

What you as the sender need to achieve .

What the receiver needs to know. How detailed ,important and or personal the

information in the message is.

Which behavior you want to influence and how.

CHOOSING YOUR MEDIUM


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EFFECTIVECOMMUNICATION

USE EBBOM

(engage brain before opening mouth)

Be polite, soft and courteous

Duty first, right next

No arguments

Exercise empathy

No criticism & judgment

Learn to appreciate others

Have an attitude of gratitude


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Communicate in a courteous and respectful manner at all times

and also respect rules, regulations, policies and other people.

Be mindful of your manners and treat others as you wouldwish to be treated yourself.

If each of us just thought a little bit more carefully about how

we might make the workplace a happier place to be, youd bequite surprised how staff morale would soon increasedramatically as a result.

MANNERS IN COMMUNICATION


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Never use words like cant and wont', nor phrases like Im busy andthats not my job.

Do not criticise anyone, specially in his absence.

Dont use negative words like, you are wrong. Rather, convey yourdisagreement in a softer tone like, I appreciate your views, but I beg todiffer.

Do not disrupt a conversation.

Do not hold grievances.

Do not be dishonest.

Do not make faces giving negative feel during communication.

Do not point a finger at anyone.

Do not use negative body language.

OFFENDING WORDS, GESTURES, ACTS


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Know who your reader is

Ask yourself why you need to send this document

Present what they want (clear and useful)

Be careful with what you write Use the subject line to get their attention

Dont type in all upper or lower case or bf

Keep your document brief and to the point

Proofread your document before sending it out

WRITING EFFECTIVE MEMORANDUMS &E-MAILS


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Why we Communicate

We communicate to:

Share our ideas and opinions.

Provide feedback to others.

Get information from others.

Gain power and influence.

Develop social relationships.

Maintain self-expression and our culture.

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