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Communication Skills for second language.pptx
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- 2. Some Quotes on Communication "The art of communication is the language of leadership." "To listen well is as powerful a means of communication and influence as to talk well." "We have two ears and one mouth so that we can listen twice as much as we speak." Communication - the human connection - is the key to personal and career success. Words should be used as tools of communication and not as a substitute for action.
- 3. Why is communication important? Important for expressing information, behavior, our feelings and thoughts. Helps to understand and respond to other’s feelings, thoughts, knowledge and behavior.
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- 5. TYPES OF COMMUNICATION VERBAL •FACE TO FACE • TELEPHONE NON VERBAL • BODY LANGUAGE • GESTURES WRITTEN • BOOKS • EMAILS VISUALIZATION • GRAPHS AND CHARTS • MAPS
- 6. Formal Communication It isthe process of exchanging information by following the prescribed or official rules.
- 8. 1. Vertical Communication Verticalcommunication is a type of communication where the flow of information takes place among people at different levels and positions from top to bottom and vice-versa. Here the communication moves both downward and upward from superiors to a subordinate or vice-versa as per the demand of the hour. The vertical formal communication is further subdivided into the following form of communication a. Downward Communication When communication moves in a downward motion and messages pass from the top management level to various subordinate levels it is known as downward communication. This type of communication channel is most common in an organization that moves in a typical chain of command motion and conforms to the organizational hierarchy. b. Upward Communication When communication moves in an upward motion and the flow of information is from the lower levels to the superiors it is known as upward communication. This form of formal communication channels starts from the lowest stage and travels to the next stage and so on until it reaches the upper level. The nature of communication is non- directive and non-authoritative and the purpose is to provide feedback. Upward communication includes complaints, requests, opinions, reports, reactions, suggestions etc. and proves helpful to
- 9. 2. Horizontal Communication Horizontalcommunication is also referred to as lateral communication and occurs when the flow of information is between two people belonging to the same level or status. As the name suggests this type of communication channel moves horizontally between employees belonging to the same level of departments even if their area of responsibility is different. Horizontal formal communication includes mutual issues, information, suggestions, requests, etc., and usually may occur between managers and colleagues of different departments like finance, marketing Human resources, etc. to establish effective communication between different departments in a workplace. 3. Diagonal Communication When information flow and communication is neither vertical nor horizontal instead is diagonal or zig-zag it is known as diagonal communication. Here the employees belonging to the different departments may communicate with each other. This type of communication is not bound by a chain of command, position, or different levels. Diagonal communication is also referred to as Crosswise Communication and might occur between a manager and a
- 10. Informal Communication It is theprocess of spontaneous exchange of information among various people of different status.
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- 15. The 7 Cof Communication Courteous Concise Complete Correct Clear Consideration Concrete
- 16. Potential influences BodyLanguage/ Non- Verbal Communication Language used Existing knowledge Assumptions Context Memory Attitudes Stress Clarity Culture Listening skills Writing skills
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- 18. Barriers to EffectiveCommunication Barriers to effective communication Language Noise Time Distractions Other people Put downs Too many questions Distance Discomfort with the topic Disability Lack of interest
- 19. Over coming thebarriers of Effective Communication Skills Effective Communication skills Eye contact & visible mouth Body language Silenc e Checking for understanding Smiling face Summarising what has been said Encouragement to continue Some questions
- 20. Developing and practicingcommunication skills Effective communication skills are fundamental to success in many aspects of life. People with good communication skills also usually enjoy better interpersonal relationships with friends and family. Following you will find some suggestions on how to develop or improve your communication skills: 1.Active listening Effective communication requires active listening, so practice active listening until it becomes second nature to you. Active listening involves hearing and understanding what a person is saying to you. Unless you understand clearly what a person is telling you, you can’t respond appropriately. 2.Non-Verbal Communication The words we choose make up just 7% of the message being conveyed, which makes non-verbal communication even more important. Body language is an important communication tool. Your body language should help convey your words. Other factors you should consider are things like the tone of your voice, your hand gestures, and ensuring eye contact. 3.Asking questions When you are in conversation with someone, asking questions shows you are interested in them. There are many types of questions you can ask including open (what and how), closed (Did, do, should, would), specific (When, where, who, which) or visionary (what are your dreams).
- 21. 4. Be Clearand Be Concise Convey your message using as few words as possible. Whether in person, via telephone, or email, convey your message clearly, concise, and direct. If you are excessive with your words, the listener will either lose focus or just be unsure as to what it is that you want. Before speaking, give some thought as to the message you want to convey. This will prevent you rambling and causing confusion. 5. Be Personable Confidence underpins all effective communication. Other people will believe you will do as you say if you sound confident. Making eye contact, using a firm but friendly tone (never aggressive), are all ways you can exude confidence. Remember to always be listening to the other person and looking out for those nonverbal clues. 6. Empathy Empathy is the skill of being able to understand and share the feelings of another person. Even if you don’t agree with the person you’re communicating with, it’s very important that you understand and respect their view. Simply saying to that person “I understand what you’re saying”, will let them know that you have been listening to them, and that you respect their point of view.
- 22. 7. Always HaveAn Open Mind Being an effective communicator requires that every conversation is approached with a flexible, open mind. This isn’t always easy to achieve but is very important to communicating effectively. Always engage in active listening and be sure to demonstrate empathy by acknowledging you understand what the other person’s point of view is. 8. Convey Respect Other people will be more likely to engage in communication with you if you respect them and their ideas. Simply addressing another person using their name, will make them feel appreciated. If communicating via telephone, always keep focused on the conversation and avoid being distracted in any way. When communicating through email, take time to construct and edit your message, taking care to address the recipient by name. 9. Give and Receive Feedback Giving and receiving appropriate feedback is an essential communication skill, particularly for those of us whose roles include managing other people. Providing constructive feedback, as well as giving someone praise, can greatly increase motivation and build morale. It is just as important that you accept and encourage feedback from others. Always listen to feedback and act positively on it.
- 24. 7 Essential CommunicationSkills for Effective Leadership
- 25. Open-ended and closed-endedquestions get different results – and feel different to providers ► Expand the dialogue ► They invite the other person to tell you more ► End the dialogue ► Only get you the specific answer you’re asking for (at best!) 4 Open-ended questions… Closed-ended questions… ► You care about their opinions and feelings ► You care about what they think is important How it feels to providers ► You see them only as a source of information ► You are judging them (answer is right or wrong) How it feels to providers
- 26. Tips for AskingOpen Questions? ► How do you …..? ► What has been your experience with……? ► What is your opinion about …….? ► How do you feel about …….? ► When do you ………? ► Describe ….. ► Tell me about ……. ► For which type of clients do you……? ► What would happen if ……? 26
- 27. An Introduction To PublicSpeaking
- 28. What skills arerequired for Public Speaking? 1. Planning & Preparation Before you can start to plan and prepare the message and the structure for your Public Speaking activity you will need to consider the… Purpose Audience Timings
- 29. 2. Positive Non-VerbalCommunications Public Speaking isn’t just about what you say; It’s also about how you say it! Your Posture & Body Movements Your Facial Movements & Making Regular Eye Contact Your Voice Pitch & Tone
- 30. Positive Examples Of Non-VerbalCommunication Negative Examples Of Non-Verbal Communication Head Looking Up A Smile Small Hand & Arm Gestures Free Arms Keeping To One Area Of The Stage Making Eye Contact With Various Members Of The Audience Head Looking Down A Frown Exaggerated Hand & Arm Gestures Folded Arms Wondering About The Stage Only Focusing Your Eye Contact On One Or Two Members Of The Audience
- 31. 3. CONFIDENCE For buildingconfidence, one must avoid the following:- Hesitation - A pause longer than three seconds. Repitation - Using the same words or phrases repeatedly (excluding the phrase of the topic) Deviation - Going completely off the given topic.
- 32. The Four CommunicationStyles
- 33. How to communicatewith People:- Director Socializer • Be clear, brief, fast, and precise. • Be well-prepared to provide solutions to their problems. • Skip the small talk and get down to business. • Highlight key points. • Avoid going into too much detail. • Find out their goals and provide options with clear costs and benefits. • Supply concrete data to back up claims of progress. • Show how goals have been obtained. • Take time to build a relationship and socialize with them. • Create a fun, lively atmosphere with new and diverse elements. • Help them make a list of priorities, but try to skip the unimportant details and boring material. • After a meeting, be clear about who is going to do what and by when. • Put everything down in writing. • Make them look good in front of others. • Be slow to criticize them. Instead, motivate them with praise.
- 34. How to communicatewith People:- Analyser Relator • Avoid too much small talk and socializing. • Go slow and give them time and space to think things through. • Be well-prepared to answer their questions thoroughly with precise data. • Put everything down in writing. • Make good on your promises. • Be patient and show sincere interest in them as a person. • Build a relationship and learn more about their personal lives before getting down to business. • Reduce their fears by clearly explaining how a certain change will benefit them and those around them. • Be predictable and follow through with your stated promises. • Be warm and inviting. • Focus on their feelings. • Don't ever push them into a corner to get what you need.
- 35. ROLE OF SOCIALMEDIA IN COMMUNICATION
- 37. “If you arenot on Facebook, you don’t exist! (?)” TRUE FALSE
- 38. Example of social mediasegmentation
- 40. TYPES OF PERSONSIN COMUNICATION
- 41. Your Personality Profile I = Introvert If you answered the majority of the questions true, you're probably an introvert. Given the choice, you'll devote your social energy to the people you care about most, preferring a glass of wine with a close friend to a party full of strangers. You think before you speak, and relish solitude. You feel energized when focusing deeply on a subject or activity that really interests you. You have an active inner life, and are at your best when you tap into its riches. E/I = Ambivert If you answered the questions evenly, true and false, you're probably an ambivert - meaning that you fall smack in the middle of the introvert-extrovert spectrum. In many ways, ambiverts have the best of both worlds, able to tap into either pole as needed. E = Extrovert If you answered the majority of the questions false, you’re probably an extrovert. You relish social life, and are energized by interacting with friends and strangers alike. You are assertive, go-getting, and able to seize the day. You're great at thinking on your feet, and are relatively comfortable with conflict. You are actively engaged in the world around you, and are at your best when you tap into its energy.