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Title: iNTRO TO cs


1
Unit 1Communication skills
2
Will learn about
  • What is communication?
  • The process of communication.
  • Language as a tool of communication.
  • Levels of communication.
  • The flow of communication.
  • Communication networks.
  • The importance of technical communication.
  • Test

3
  • HALF OF THE WORLD IS COMPOSED OF PEOPLE WHO HAVE
    SOMETHING TO SAY AND CANT AND THE OTHER HALF WHO
    HAVE NOTHING TO SAY AND KEEP SAYING IT
  • ROBERT FROST

4
What is communication?
  • Good communication is determined not by how well
  • we say things but by how well we have been
    understood.

5
  • In your academic environment, you encounter
    various situations involving speech or writing,
    conversation with your friends, professors, etc
    for various purposes seminars, GD, written
    tests, exams, project work, lab reports on
    diverse topics.
  • Generally, the channel of communication involves
    letters, telephone, e-mails, face to face
    communication.
  • All this acts have common denominator- THE
    SHARING OF INFORMATION.
  • i.e. clarification of information from teachers.
  • This process involving the transmission and
    interchange of ideas, facts, feelings, or a
    course of action is known as the process of
    communication, whether you communicate orally or
    in writing, this process essentially remains the
    same.

6
  • If you are a part of organization, you are not
    expected to communicate, but communicate
    effectively.
  • It improves the chances of quick progress.
  • Those who possess excellence communication skill,
    they reach to the pinnacle of their profession.
  • Its a rapid rise up- the ladder of success.

7
  • LATIN WORD -COMMUNICARE, WHICH MEANS TO SHARE
    OR IMPART.
  • Communication can be defined as the exchange of
    information, ideas and knowledge between sender
    and receiver through an accepted code of symbols.
  • The process involving the transmission and
    interchange of ideas facts, feelings or courses
    of action is known as the process of
    communication.

8
The process of communication
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The Communication Cycle
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STEPS of Effective Communication
  • Step 1 The sender expresses the message.
  • Step 2 The medium transmits the message.
  • Step 3 The recipient interprets the message.
  • Step 4 Feedback returns the interpretation of
    the recipient to the sender.

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  • Sender- encodes the message through channel-
    usage of language, its a tool to communicate.
  • Receiver decodes the message and acts on it.
  • Response feedback is important to complete the
    channel.
  • Feedback is a barometer of effective
    communication.
  • Response is not always according to your
    expectation.
  • i.e. students council meeting.
  • Communication takes place in a well-defined
    set-up, its called communication environment.

12
Requirement for effective communication
  • A common communication environment.
  • Corporation between the sender and the receiver.
  • Selection of an appropriate channel.
  • Correct encoding and decoding of the message.
  • Receipt of the desired response and feedback.

13
  • Positive v/s Negative

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Develop effective feedback skill
  • Focus on specific issues.
  • Keep it impersonal.
  • Keep it goal oriented
  • Make it well timed.
  • Assure the understanding.

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Barriers to effective communication
  • Filtering
  • Selective Perception
  • Noise
  • Language

17
Noise a major barrier to communicate
  • It is defined as any unplanned interference in
    the communication environment, which causes
    hindrance in the transmission of the message.
  • Two types

18
There are two types of communication
  • General
  • Technical
  • As communication is an integral part of your life
    and it occurs everyday.
  • Messages that are non-technical or informal in
    nature are categorized as general purpose
    communication.
  • Messages pertaining to technical, industrial or
    business matters belong to technical
    communication.

19
Characteristics of general and technical
communication
  • Technical
  • General
  1. it contains general message.
  2. Informal in style and approach.
  3. No set pattern.
  4. Mostly oral.
  5. Not always for specific audience.
  6. No use of technical words and graphics.
  1. It contains technical message.
  2. Mostly formal.
  3. Follows a set of pattern.
  4. Both in oral and written.
  5. For only specific audience.
  6. Frequently involves jargons and graphics.

20
Language as a tool of communication
  • Language employs a combination of words to
    communicate ideas in a meaningful way.
  • By changing the word order in a sentences, you
    can change its meaning, even make it meaningless.
  • Primitive man communicated with sign language and
    cries, much later human became more independent
    and complex, language came into being.
  • Language is dependent on people and can not exist
    in isolation.
  • Language is not exact, so leads to
    misunderstanding.

21
According to a eminent linguists Noam Chomsky,
Ferdinand de Saussure, language is
  • Artificial
  • Restricted
  • Abstract
  • Arbitrary
  • Creative
  • Redundant
  • Recursive

22
Language is Artificial
  • It is created by human out of their need to
    express or shape their thoughts.
  • Every symbol/word is attached to a object, called
    referent.
  • i.e. AIDS(acquired immune deficiency syndrome).
  • i.e. NICE Latin word means to be ignorant in
    Thirteenth century it meant, foolish or stupid
    but now the meaning has changed, today it means
    good.
  • Humans attach meaning to word and modify with
    time and needs, thats why it is called
    artificial.

23
Language is Restricted
  • Language lost its original meaning in the
    process.
  • Sometimes you feel of not having words to express
    your emotions, as it has limitation.
  • i.e. your SCHOOL old new
  • Use language as accurately, without your personal
    modification.
  • Elaborate with alternatives, such as non-verbal
    cues, graphical element or audio-visual
    recordings.

24
Language is Abstract
  • It is an important feature of any language, it
    means to generalize ideas or thing.
  • It takes many similar ideas under its umbrella,
    i.e. if I want few paper clips, pins, stapler..i
    can easily say give me a stationary box. i.e.
    FIRST AID BOX.
  • A table we never say, go to a piece of
    furniture with four legs and a wooden plank used
    to keep things, as we get meaning through one
    word as it has a symbolic association in your
    mind.
  • It has a block too as it leave out many details,
    i.e. uniform dont talk about color, size, etc

25
Language is Arbitrary
  • There is no direct relationship between a word
    and the idea or object it represents.
  • Language has evolved as a cultural system of
    agreements.
  • Its changeable to include new concept and words
    and passes to one generation to another.
  • i.e. Food Early in India Bhojan but we are
    used to say breakfast, lunch, supper, high tea,
    and dinner.
  • i.e. we used to say Namastey to greet someone
    but now we say hello, hi, good morning, good
    evening, etc.
  • Sometimes it causes problems as a word undergoes
    a change that may not be universally accepted.

26
Language is Creative
  • It is indeed very creative and one can marvel at
    its ability to generate so many words everyday,
    added innumerable words are added to the
    dictionary.
  • Different Process
  • Borrowing alcohol from Arabic, boss from Dutch.
  • Combining edutainment education
    entertainment.
  • Back formation verb into adverb, adjective
    enter, entertainment.
  • Expand of new invention, i.e. computer we get
    new vocabulary like keyboard, emoticons, mouse,
    virus, boot, etc.

Word Earlier meaning Current meaning
Egregious Outstandingly good Outstandingly bad
Maverick Unbranded cattle An outsider, car
27
Language is Repetitive
  • It has the capacity for redundancy or repetition,
    this may improve or impede effective
    communication.
  • - i.e. bhatra became brother and
    matru became
  • mother.
  • Unnecessary repetition may lead to verbosity or
    wordiness ended without meaning.
  • - All of you meet together to see me in the
    afternoon at
  • 3 p.m. confusable
  • - All meet me at 3 pm.

28
Language is Recursive
  • It enables you to generate any number of
    sentences using same basic grammatical templates
    and finite vocabulary.
  • - This man who is wearing a suit, which he
    borrowed
  • from me to wear for his interview, which
    was on
  • Wednesday, which was the day of my 50th
    birthday..
  • If we use our imagination, one can continue to
    any length.
  • With the usage of various characteristics of
    language communication becomes more effective.

29
Levels Of Communication
  • EXTRAPERSONAL COMMUNICATION
  • INTRAPERSONAL COMMUNAICATION
  • INTERPERSONAL COMMUNICATION
  • ORGANIZATIONAL COMMUNICATION
  • MASS COMMUNICATION

30
Extra personal communication
  • Communication between human beings and non human
    entities is called as extra personal
    communication.
  • For e.g. Your parrot responding your greeting .
  • In this type of communication understanding is
    required between sender and receiver.
  • Receiver responds in sign language

31
Intrapersonal communication
  • This takes place within the individual.
  • Sender Our relevant organ.
  • Receiver Our brain.
  • Feed back by brain.
  • i.e.- feeling hotturn on the cooler.
  • Self motivation, self determination are take
    place at the intrapersonal level.
  • Motivating yourself to consciously resolve to
    complete a certain task.

32
Interpersonal communication
  • Communication at this level refers to the sharing
    of information among people.
  • It has a great advantage that direct and
    immediate feedback is possible.
  • Interpersonal communication can be formal or
    informal.
  • i.e. The interaction with family members ,
    friends and different kind of people.
  • It depends upon variety of factors like ,
    psychology of two parties , relation between
    them, surrounding, culture context.

33
Organizational communication
  • Communication in an organization takes place at
    different hierarchical levels.
  • It has great need as it involves pool of people
    engaged in to various tasks.
  • With proper networking system, communication made
    it possible without direct contact of an
    employee.
  • It can be divided into mainly three parts.

34
Mass communication
  • We require a mediator to transmit information.
  • Communication through mass media like books ,
    journals , TV , newspapers, etc.
  • This message is for the large audience, the
    approach is impersonal.
  • i.e. Press interview, advertisement.
  • This type of communication is more persuasive,
    requires at most care on the part of the sender.

35
Characteristics of Mass communication
  • Large reach
  • This communication reach audience scattered
    over a wide geographical area.
  • Impersonality
  • Largely impersonal as the participants are
    unknown to each other.
  • Presence of a gatekeeper
  • Mass communication needs additional persons
    ,
  • institutions to convey message from sender
    to receiver.

36
FORMS OF COMMUNICATION
37
  • One way communication
  • Information is always transferred in only one
    direction from the source to the target audience
  • There is no direct interaction b/w the persons
    involved. The receiver has no chance to get
    clarification or to question the information
    received.
  • The source has no way of finding out whether the
    message is understood- WHY?
  • Radio, television, newspapers, advertisements and
    other mass media.

38
  • Two way communication
  • It involves both the persons completely. In a
    normal two-way conversation, the persons
    alternately take turns as source and receiver.
    The receiver can ask for clarification or
    challenge the source or add ones own ideas and
    views to the conversation.
  • So is it one-way or two-way in a lecture or a
    symposium? Give a reason.
  • Both sender and receiver play an important role.
    Sometimes the receiver plays more important
    role-HOW?

39
FORMAL COMMUNICATION
40
  • It is official and therefore it is likely to be
    obeyed. It is establishes responsibility b/w
    sender and receiver. The language is formal,
    mostly one-way and may not be an enriching
    experience.
  • In an organization, formal communication is a
    means of controlling activities through
    circulation of authoritative policies and
    procedures stating what is to be done, when,
    where, how and by whom.
  • It moves along the established channels of
    communication within the organization.

41
  • Informal communication
  • Informal communication is unscheduled, with
    random participants, no preset agenda.
  • It is usually more interactive and richer than
    formal communication.
  • In short there is more conversation. Therefore it
    encourages the flow of new ideas. It is personal
    and carries enthusiasm of the rather than dry and
    boring logical conversations.
  • It encourages harmonious relationships and
    cooperation based on shared concerns and
    interests.

42
  • Verbal communication
  • Communication by the use of words and language is
    called verbal communication. Verbal communication
    can convey very complex ideas and is necessary
    for discussion and explanation of complicated
    ideas and concepts.
  • It is more controlled the required skills can be
    learnt and practiced.

43
  • Non verbal communication
  • It is instinctive inborn, largely unconscious
    and is difficult to control.
  • Communication by using other symbols is called
    non-verbal communication. Non-verbal codes like
    colors, maps, graphs, music can be used to
    enhance verbal communication.
  • Non-verbal everything that is around the speaker
    as well as the speakers personality and voice
    which is included in body language.
  • It is important to cultivate it to make a good
    impression on the audience.

44
Flow Of Communication
45
Downward Communication
46
  • It is used to inform, instruct, advise or order
    their subordinates.
  • To convey new policies or procedures, to seek
    clarification, ask for analysis, etc
  • i.e. giving feedback, appraisal
  • It takes in forms of memos, notice, face to face
    interview, telephonic conversation, etc.
  • It is very formal in nature and approach and
    involves both oral and written forms of
    communication.

47
Upward Communication
48
  • In a highly authoritative environment this is a
    medium for the lower level employees to
    communicate to the superior stakeholder.
  • It will keep managers aware of how employees feel
    about their jobs, colleagues and the organization
    in general.
  • Managers rely on this for making certain
    decisions, solving organizational problems.
  • But it is limited in approach.
  • It is communicated in form of suggestion boxes,
    employee attitude survey, review reports,
    statistical analysis- but provide limited
    picture.

49
Lateral/Horizontal Communication
50
  • This takes place among peer group or
    hierarchically equivalent employees.
  • It is very vital for the growth of an
    organization as it builds corporation among the
    various branches.
  • i.e. decentralized office
  • It saves time, bridge the gap of comm. Among
    various departments.
  • There is a disadvantage too, as sometime the in
    formation pass from one dept. to another without
    prior formal permission and may create some
    issues.

51
Diagonal or Cross-wise Communication
52
  • It flows in all directions and cuts across
    functions and levels in an organization.
  • i.e. a sales manager talks to the VP of
    production.
  • It deviates from the normal chain of command, it
    is quick and efficient.
  • E-mail highly used in the present scenario.
  • It is also called as radial, circular
    communication.

53
Communication Networks pattern
54
Five types of formal network models
  • Chain network
  • Y - network
  • Wheel network
  • Circle network
  • All channel network

55
The Chain Network
  • It represents a vertical hierarchy in which
    communication can flow only upward or downward.
  • i.e. boss to employee
  • employee to boss

56
The Y- network
  • It is in effect a multi-level hierarchy and a
    combination of horizontal and vertical flow of
    communication.
  • If we turn Y figure upside down, it can be seen
    two subordinates reporting to one senior.

57
The Wheel Network
  • It refers to several subordinates reporting to a
    superior any interaction between themselves.
  • This is a combination of horizontal and diagonal
    flow of communication

58
The Circle Network
  • This allows employees to interact with
    neighboring members.
  • There is a vertical communication but employs at
    the lowest level.

59
The All Channel Network
It is least structured, enables each employee to
communicate freely with each others. Here all
are equal, no employee formally or informally
assumes a leading role, everyones views are
openly shared and taken into consideration.
60
Informal Network Models
  • It is called grapevine gossip, it is very
    activated almost in every organization. It is
    used as a medium to develop HR and their
    productivity.
  • i.e. Michael Eisner, the Chairman of Walt Disney,
    adopts MBWA management by walking around the
    company.
  • There are mainly four types of informal network
    models, they are as follows
  • Signal Strand
  • Gossip
  • Probability
  • Cluster

61
  • The message is passes from one person to the
    another
  • along single strand called as single strand
    informal communication network.

62
  • In this one person passes information to all
    others which is called Gossip network model.

F
G
D
E
H
C
I
A
B
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  • In the probability type of network, each person
    tells others at random.

E
X
P
D
Q
B
A
C
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  • Cluster model, the most popular pattern of
    grapevine communication in which some people tell
    a selected few of others
  • The message which is most interested to the
    employee, may stimulate him to tell to someone,
    whereas another message perceived to be of lesser
    interest may never be transmitted to others.

F
G
D
E
H
C
I
A
B
65
Forms of oral and written communication
Oral Forms Written Forms
Face to face conversations Memos
Telephone conversation Letters
Meetings/Seminars/Conference E-mails/faxes/notices
Dictation Circulars/Newsletters
Instruction Reports/Proposals
GD Presentation Research Papers/Bulletins
Interview Brochures
Video Conferences Manuals
Voice Conferences In-house journals
66
Conclusion
  • Technical communication plays an important role
    in the industries, business organizations or
    academic institutions.
  • It is the vehicle through which management
    performs all its functions.
  • All managerial or administrative activities
    involve communication- planning, Implementation,
    coordinating, recruitment, and decision making.
  • Communication serves as an instrument to measure
    successor growth of an organization.
  • The more you participate in the communication
    process the better you develop your skills in
    collecting information, analyzing and evaluating
    facts, appreciating the difference between facts
    and inferences and communicating effectively.

67
  • Thank you
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