EASWARI ENGINEERING COLLEGE (A Unit of SRM group of educational institutions) COMMUNICATION SKILLS UNIT I COMMUNICATION IN BUSINESS MEANING DEFINITION

INITION WHAT IS COMMUNICATION SKILL? COMMUNICATION CYCLE OR PROCESS BRAIN DRAIN GENERAL GUIDLINESS FOR EFFECTIVE COMMUNICATION

MEANING:

Communication is derived from the Latin word communicare. This occurs usually between sender and receiver. The main features of communication are Idea, Information and knowledge.

DEFINITION:
According to Newman and summer Communication is an exchange of facts, ideas, opinions or emotions by two or more persons. What is communication skill? Communication kill is concerned with the ability to transmit and receive messages.

COMMUNICATION CYCLE

Sender

Receiver

Has an idea

Send the Feedback

Channel

Encodes Ideas, Formulate s Message

Decodes Message

Select Appropria te Message

Receives the message

Communication Process: Sender Sending Received message Receiver Response

Brain Drain: Break downing the message the conveying message should be permanent if its not it is brain drain.

Improper formulation of message

Partial loss of message caused by channel

Breakdown in communication cycle

Improper Reading of message by receiver

General guideliness for effective Communication

1.Written Communication: 2.Oral Skill: Pronouncing the word clearly Speak fluently in slow case Only one point at a time Feed back at every point Use appropriate language Listen carefully and patiently Encouage other person to ask question Answer in precides terms Conclude the point at the end. Short and precides terms. Concrete examples Avoid using slang,jargons,technical terms. Use short paragraph, simple sentence.

3. General guidelines: Avoid ethnocentrism Avoid stereotyping Familiarize yourself with peculiarity of other culture. Learn some foreign language if possible Learn to empathies your listener.

Characteristics of Communication
o It is a two way process o Ongoing process o Essential in all type of organization o Create mutual understanding by seeking information persuading other. o It consists not only facts but ideas and emotions too. o Its a dynamic process o Its a goal oriented process o Inter-disciplinary science o It takes two to complete communication. o Organization communication consists of flow of message through several network for problem solving, information, sharing, etc., Scope of Communication: Influence Facilitating the changes. Decision making Information sharing Feed back Control Problem solving Gate keeping Group building. Functions of Communications: Leading Motivating Influencing Problem solving Decision making Conflict management

Negotiating Bargaining Coordinating Socialization Innovation Inform functions Control functions Persuading and Coordinating

BARRIERS TO COMMUNICATION Obstacles to communication: Anything that interference with the signal sends to the receiver is the barrier to the communication. 1. Socio psychological barrier: Attitude and opinion Close minded Status conseiceness 2. Organizational barrier: Organizational structure Organizational facilities Rules and regulation Organizational policies Status relationship 3. Physical barrier: Time Distance Noise

4. Semantic barrier: Interpretation of words By-passed information Denotations and connotations Language 5. Cultural barrier: The symbols are the color 6. Emotional (or) psychological barrier: 1. Pre-matured evaluation 2. Failure to communication 3. Emotions(depression) 4. Selective perception 5. Filtering

7.

Personal barrier

Barrier in superior 1. Attitude 2. Fear of challenge of authority 3. Insistence on proper channel 4. Lack of confidence in sub ordinate 5. Ignoring communication

Barrier recoding sub ordinate 1.unwillingness to communicate 2.lack of incentives

Steps to remove barrier to communication

Strengthen communication network Promoting participative approach Using appropriate language Good listening Selecting effective communication.

Principles of communication
Clarity Completeness Conciseness Consideration Correctness Courtesy Careful use of body language Attentiveness Feed back Elimination of noise Use grape vine strategically Objectivity

Management and communication

o Forecasting or planning o Organizing o Instructing o Coordinating o Controlling

Need for communication in management: i. ii. iii. iv. v. vi. vii. viii. ix. Create sense of belonging. Resolves disputes Develop sense of total situations Increase employees job performance Update knowledge Motivation Decision making Understanding of roles and growth opportunities. 4s of communication.[shortness,simplicity,strength and sincerity]

JOHARI WINDOW

ARENA

BLIND SPOT

FAADE

UNKNOWN

INTER PERSONAL PERCEPTION

Inter personal perception refers to judgments that a person called perceiver makes about another person called the target. Where the target is a real person.

Ways to effective Inter personal communication: Increases coordination level Formal or informal Organization and individual must understand the importance. Sender sending a complete message

 Comfort level of the person Message should be send using simple language Sender and receiver should put constant effort.

Technique for effective communication: Assertiveness I statement Feed back Feed forward Networking Delegating