EFFECTIVE COMMUNICATION

COMMUNICATION
FOR: INFORMATION AND DELIVERANCE
WHAT’S EFFECTIVE COMMUNICATION

• IS A PROCESS OF EXCHANGING IDEAS,THOUGHTS,KNOWLEDGE AND

INFORMATION
COMMUNICATION

DELIVERANCE OF INTENDED INFORMATION TO THE RIGHT RECEIVER

THE COMMUNICATION PROCESS

SENDER RECEIVER
Developing an idea Reception of the message
Creating a clear idea about what he wants to The person for whom the message was intended,
communicate to the receiver receives the message.

Encoding the message Decoding the message

Selecting appropriate word, chart, or conveying his The message is decoded and understood by the
idea as clearly as possible receiver
Transmitting the message. Acceptance/rejection of the message
Using appropriate medium,eg memo, phone call or Receiver is free to accept or reject the decoded
personal interaction message
Using the information
The receiver may use the information, discard it or
store it for future
Giving feedback
EFFECTIVE COMMUNICATION

EFFECTIVE COMMUNICATION IS A PART AND PARCEL OF ANY SUCCESSFUL

ORGANIZATION,THAT’S USE OF APPROPRIATE LANGAUGE,RELATIONSHIPS,MESSAGE
INTENDED SHOULD BE RECEIVED,HONEST,FEEDBACK
CHARACERISTICS
 CLARITY OF PURPOSE,MESSAGE MUST BE CLEAR
 COMPLETENESS,MESSAGE SHOULD BE COMPLETE
 CONCISENESS,SHOULD NOT INCLUDE ANY OTHER UNNECESSARY DETAILS
 EMPATHY,
 MODIFY MESSAGE ACCORDING TO THE AUDIENCE
ORGANIZATIONAL COMMUNICATION

ORGANIZATION COMMUNICATION, MAINLY REFERS TO HOW MANAGEMENT

COMMUNICATE WITHIN AND GIVE INFORMATION TO EMPLOYEES
FORMAL COMMUNICATIONS, ARE THOSE THAT ARE RECOGNIZED
COMMUNICATION SYSTEM WHICH ARE INVOLVED IN THE OPERATION OF THE
ORGANIZATION. SUCH AS SUPPLIERS,CLIENTS,UNIONS,GOVERNMENT
AGENCIES AND COMMUNITY GROUPS
INFORMAL COMMUNICATION, GROW OUT OF THE SOCIAL INTERACTIONS
AMONG PEOPLE WHO WORK TOGETHER
OTHER ORGANIZATIONAL CLASSIFICATION

• DOWNWARD COMMUNICATION,, ESTABLISHING LINKAGES BETWEEN PEOPLE BY

FACILITATING FLOW OF INFORMATION BETWEEN THEM. SUCH AS INSTRUCTION TO
EMPLOYEES, INFORMATION ABOUT ORGANIZATION PROCEDURES
• UPWARD COMMUNICATION, NON DIRECTIVE IN NATURE, SUCH AS EMPOWERING
EMPLOYEES AND HAVE DECISION MAKING ON THEIR OWN, OPEN DOOR POLICY,
PARTICIPATIVE POLICY
• LATERAL COMMUNICATION, INVOLVES COMMUNICATION ACROSS CHAINS OF
COMMAND, FACILITATE COORDINATION AMONG DEPARTMENT
• INTERACTIVE COMMUNICATION, AIM TO TASK COORDINATION, PROBLEM SOLVING,
INFORMATION SHARING AND CONFLICT RESOLUTION
 VERBAL COMMUNICATION

DIRECTLY INVOLVEMENT BETWEEN SUPERIORS AND JUNIORS IN ORGANIZATION AND BETWEEN AND BETWEEN CUSTOMERS
AND EXTENSION FUNCTIONARIES IN THE FIELD AND IS OFTEN KNOWN AS FACE TO FACE COMMUNICATION.
IT TAKES THE FORM OF ;
 PUBLIC ADDRESS
 VERBAL DISCUSSIONS
 TELEPHONIC TALKS
 MEETINGS AND CONFERENCES
 LECTURES, COUNSELING AND TRAINING SESSIONS
WHY VERBAL
 GENERATES A FRIENDLY AND CO-OPERATIVE SPIRIT
 LEAST TIME CONSUMING
 MORE COMMUNICATIVE AND EFFECTIVE
 IMMEDIATE FEEDBACK
WRITTEN COMMUNICATION

PUTTING INFORMATION INTO WRITINGS AND MOSTLY USED WHEN THE AUDIENCE IS
AT A DISTANCE OR PERMANENCY RECORD IS REQUIRED IN CASES OF EVIDENCE OF
DISPUTES
MERITS
 EVIDENCE OF WHAT HAS OCCURRED OR WHAT WAS STATED
 PERMANENT RECORD
 REDUCES CHANCES OF MISINTERPRETATION
 IT IS RELIABLE WHEN TRANSMITTED
 NON VERBAL COMMUNICATION
COMMUNICATING WITHOUT THE USE OF WORDS ALSO KNOWN AS SILENT LANGUAGE
COMPONENTS OF NON VERBAL;
 KINESICS, REFERS TO INTERPRETATION OF BODY LANGUAGE SUCH AS FACIAL EXPRESSIONS AND
GESTURES OR MOVEMENT OF EITHER ANY PART OF BODY OR THE BODY AS A WHOLE.
 PROXEMICS ,IS THE TECHNICAL TERM FOR THE PERSONAL SPACE ASPECT OF BODY LANGUAGE. IS
THE STUDY OF MEASURABLE DISTANCE BETWEEN PEOLE AS THEY INTERACT. SUCH AS INTIMATE
DISTANCE, PERSONAL DISTANCE, SOCIAL DISTANCE, PUBLIC DISTANCE\
 OCULESICS, STUDY OF EYE CONTACT
 CHRONEMICS,STUDY USE OF TIME,HOW PERCEIVE TIME ,STRUCTURE OUR TIME AND REACT TO TIME
 HAPTICS, STUDY OF TOUCHING,POSITIVE,PLAYFUL,CONTROL,TASK RELATED AND UNINTENTIONAL
 PARALINGUISTICS, STUDY OF VARIATIONS IN PITCH, SPEED,VOLUME AND PAUSES TO CONVEY
MEANING
 PARALANGAUGE, MODIFYING MEANING AND CONVEY EMETION
COMMUNICATION STYLES
PASSIVE ASSERTIVE AGGRESIVE

DEFINITION COMMUNICATION STYLE IN COMMUNICATION STYLE IN COMMUNICATION STYLE IN

WHICH YOU PUT THE RIGHT OF WHICH YOU STAND UP FOR WHICH YOU STAND FOR YOUR
OTHERS BEFORE YOUR YOUR RIGHTS WHILE RIGHTS BUT YOU VIOLATE THE
OWN,MINIMIZEYOUR OWN SELF MAINTAINING RESPECT FOR RIGHTS OF OTHERS
WORTH THE RIGHTS OF OTHERS

GENERAL COMPLIANT,SUBMISSIVE,TALKS ACTIONS AND EXPRESSIONS FIT SARCASTIC,HARSH,ALWAYS

LITTLE,VAGUE NON COMMITAL WITH WORDS SPOKEN,FIRM BUT RIGHT, SUPERIOR,KNOW IT ALL,
COMMUNICATION,PUTS SELF POLITE AND DEAR INTERRUPTS,TALKS OVER
DOWN, PRAISES OTHERS MESSAGES,RESPECTFUL OF OTHERS,CRITICAL,DISRESPECTF
SELF AND OTHERS UL OF OTHERS
I DON’T MIND ..THAT’S
FINE..YES ALRIGHT THAT’S GOOD IDEA,AND HOW THIS IS WHAT WE’RE DOING,IF
ABOUT IF WE DID THIS TOO.. YOU DON’T LIKE IT ,LEAVE

IMPLICATIONS TO OTHERS MY FELINGS ARE NOT WE ARE BOTH IMPORTANT YOUR FEELINGS ARE NOT
IMPORTANT, I DON’T MATTER, I WE BOTH MATTER IMPORTANT
THINK I’M INFERIOR I THINK WE ARE EQUAL YOU DON’T MATTER
I THINK I’M SUPERIOR

BELIEFS YOU’RE OKAY AM NOT I’M OKA ,YOU’RE OKAY I’M OKAY,YOU’RE OKAY
HAS NO OPINION OTHER THAN BELIEVES AND AS IF ALL THE BELIEVES THEY ARE ENTITLED
THAT THE OTHER PERSON ARE INDIVIDUALS ARE EQUAL. TO HAVE THINGS DONE THEIR
ALWAYS MORE IMPORTANT WAY
FEEDBACK COMMUNICATION

FEEDBACK MEASURES THE EFFECTIVENESS OF COMMUNICATION AND IS USED FOR EVALUATION

REVIEW AND TO AMEND THE MESSAGE IN THE LIGHT OF RESPONSE. SUCH CHARACTERISTICS,
INTENTION,SPECIFICITY,DESCRIPTION,USEFULNESS,TIMELINESS,CLARITY,VALIDITY,READINESS
CONSIDERATION IN FEEDBACK
 HEAR
 UNDERSTAND
 MOTIVATE
 ACCEPTABLE HUMAN
 NEGOTIABLE
LISTENING IN COMMUNICATION

LISTENING HELPS IN THE CREATION OF , TRUST, CREDIBILITY, SUPPORT ,GETTING THINGS DONE, COLLECTING
INFORMATION,EXCHANGE,REFLECTION OF YOUR TARGETED CUSTOMER.
TYPES
 DISCRIMINATIVE, IDENTIFYING DIFFERENT SOUNDS
 COMPREHENSION LISTENING,, MAKING SENSE OF ALL SOUND YOU HEARD
 CRITICAL LISTENING,INORDER TO EVALUATE AND JUDGE AND OPINION
 EVALUATIVE LISTENING,SAME AS CRITICAL
 APPRECIATIVE LISTENING,SEEK CERTAIN INFORMATION TO APPRECIATE
 SYMPATHETIC LISTENING,CARE ABOUT OTHER PERSON SAYING AND GET CONCERNED
 EMPATHETIC LISTENING,GO BEYOND SYMPATHY TO SEEK A TRUE UNDERSTAND HOW OTHERS FEEL
 DIALOGIC LISTENING ,THROUGH CONVERSATION
LISTENING COMMUNICATION

BAD LISTENING HABITS

 LACK OF INTEREST IN THE SUBJECT
 FOCUS ON THE PERSON,NOT THE CONTENT
 FOCUS ON THE DETAIL,MISSING THE BIG PICTURE
 BODY LANGUAGE THAT SIGNALS DISINTEREST
 CREATING OR ALLOWING DISTRACTIONS
 IGNORING WHAT YOU DO NOT UNDERSTAND
 LETTING EMOTIONS BLOCK THE SUBJECT
 DAYDREAMING
LISTENING COMMUNICATION

THE EFFECTIVE LISTENER

 MAKES EYE CONTACT
 EXHIBITS AFFIRMATIVE HEAD NODS AND APPROPRIATE FADAL EXPRESSIONS
 ASKS QUESTIONS
 PARAPHARASES USING HIS OR HER OWN WORDS
 AVOID INTERUPTING THE SPEAKER
 DOESN’T OVER TALK
 MAKES SMOOTH TRANSITIONS BETWEEN THE ROLE OF SPEAKER AND THAT OF LISTENER
EFFECTIVE COMMUNICATION

PERSUASION SKILLS
IS A COMMUNICATION WITH A PURPOSE ,TO MAKE A PERSON OR GROUP TO ADOPT AS THEIR OWN
PRODUCT,PERSON,IDEA,ENTITY OR POINT OF VIEW THAT THE PERSON WOULD OTHERWISE NOT
SUPPORT.
PROCESSES
 ESTABLISH CREDIBILITY SUCH AS KNOWLEDGE,STRONG RELATIONSHIPS,LISTENING TO
OTHERS
 FIND COMMON GROUND SUCH AS CLARIFY BENEFITS,UNDERSTAND OTHER VIEWS
 PROVIDE VIVID EVIDENCE,SUCH AS LOGIC AND FACTS,STORIES AND EXAMPLES
 CONNECT EMOTIONALLY SUCH AS SHOW EMPATHY AND UNDERSTAND THE EMOTIONS
EFFECTIVE COMMUNICATION

PRESENTATION SKILLS
IS A SPEECH THAT IS USUALLY GIVEN IN A FORMAL SETUP
WHY PRESENTATION?
 TEACH/TRAIN
 GATHER OPINIONS
 PUBLICIZE AN IDEA
 SHARE FINDING OF RESEARCH
 PASS ON INFORMATION
 MOTIVATE
EFFECTIVE COMMUNICATION

BARRIERS TO EFFECTIVE COMMUNICATION

 FILTERING,MANIPULATION OF INFORMATION
 SELECTIVE PERCEPTION,PERSON PERCEIVES INFORMATION ON BASIS OF HIS
NEEDS
 DEFENSIVENESS,PEOPLE INTENANTIONALLY ATTEMPT TO BLOCK
COMMUNICATION
 LANGAUGE.USE OF LANGAUGE CAN BLOCK INFORMATION
THANKS