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Effective Communication



EffectiveCommunication


Contents :-



Introduction


Every person needs to be well equipped with the tools to communicate effectively, whether it is on the personal front, or at work. In fact, according to the management gurus, being a good communicator is half the battle won.

After all, if anyone can speak and listen well, then there is no space for misunderstanding. Thus, keeping this fact in mind, the primary reasons for misunderstanding is due to inability to speak well, or listen effectively.

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The meaning of communication skills in various dictionaries is as follows :

Lip reading, finger-spelling, facial expression ,sign language; for interpersonal skills use, interpersonal relations all these things comes under communication skill. Communication skills is the ability to use language (receptive) and express (expressive) information.

Communication skills is the set of skills that enables a person to convey message from the other person so that it is received and understood. Communication skills refer to the repertoire of behaviors that serve to convey information for the individual.

Communication skills is the ability an individual displays in consistently demonstrates the ability to effectively communicate with colleagues, clients , subordinates, public and supervisors in professional manner and in the personal department.

Communication skills is generally understood to be the art or technique of persuasion through the use of oral language and written language. To understand the basic of communication skills, one needs to understand that communication is one of those words that is most hyped in contemporary culture. It includes a large number of experiences, actions and events; also a variety of happening and meanings, as well as technologies.

This, means that every platform for communicating is a communication event. This includes seminars, formal meeting,workshops, trade fairs, public speech etc. Then there are the communication media such as radio, TV, newspapers, Internet etc. The communication technologies include pagers, phones, etc. The communication professionals include advertisers, journalists, camera crew, etc.


Types of Communication Skills


Communication is generally classified into a couple of types. The classifications include:

Verbal and non-verbal

Technological and non-technological

Participatory and non-participatory

Mediated and non-mediated

However, the commonly known types of communications are :

Interpersonal communication skills : This is direct, face-to-face communication that occurs between two persons. It is essentially a dialogue or a conversation between two or more people.It is personal, direct, as well as intimate and permits maximum interaction through words and gestures.
Intra-personal communication skills : This implies individual reflection, contemplation and meditation. One example of this is transcendental mediation. According to the experts this type of communication encompasses communicating with the divine and with spirits in the form of prayers and rites and rituals.

Interpersonal communications maybe:

Focused Interactions : This primarily results from an actual encounter between two persons. This implies that the two persons involved are completely aware of the communication happening between them.

Unfocused interactions : This occurs when one simply observes or listens to persons with whom one is not conversing. This usually occurs at stations and bus stops, as well as on the street, at restaurants or any public place etc.

Non verbal communication skills : This includes aspects such as facial expressions, eye contact, body language, gestures etc., which also become a part of the communicating process; as well as the written and typed modes of communications.

Mass communication : This is generally identified with tools of modern mass media, which includes: books, the press, cinema, television, radio, Internet etc. It is a means of conveying messages to an entire population .

it doesn't matter what the different types of communication skills are, communicating is an ever-continuing process that is going on all the time. It is as important to human life as is day-to-day existence.

Interpersonal communications maybe:

Focused Interactions : This primarily results from an actual encounter between two persons. This implies that the two persons involved are completely aware of the communication happening between them.

Unfocused interactions : This occurs when one simply observes or listens to persons with whom one is not conversing. This usually occurs at stations and bus stops, as well as on the street, at restaurants or any public place etc.

Non verbal communication skills : This includes aspects such as facial expressions, eye contact, body language, gestures etc., which also become a part of the communicating process; as well as the written and typed modes of communications.

Mass communication : This is generally identified with tools of modern mass media, which includes: books, the press, cinema, television, radio, Internet etc. It is a means of conveying messages to an entire population .

it doesn't matter what the different types of communication skills are, communicating is an ever-continuing process that is going on all the time. It is as important to human life as is day-to-day existence.


Importance of communication skills


“Recognition is one of the key factor of effective communication. In fact, unless your listeners can identify with what you are saying and with the way you are saying it, they are not likely to receive and understand your message.”

The quote above is the underlying factor that explains the importance of communication skills.

In fact, there are other such quotes, which explains the importance of effective communications skills:

Good communication is as stimulating as black coffee, and just as hard to sleep after.

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the newest computer can merely compound, at speed, the oldest problem in the relations between human beings, and in the end the communicator will be confronted with the old problem, of what to say and how to say it.

The colossal misunderstanding of our times is the assumption that insight will work with people who are unmotivated to change. Communication does not depend on syntax, or eloquence, or rhetoric, or articulation; but on the emotional context in which the message is being heard.

People can only hear you when they are moving toward you, and they are not likely to when your words are pursuing them. Even the choicest words lose their power when they are used to overpower. Attitudes are the real figures of speech.

When people talk, listen completely. Most people never listen.

The problem with communication... is the illusion that is has been accomplished. The right to be heard does not automatically include the right to be taken seriously. Argument is the worst sort of communication.


Communication Barriers


No matter how good and effective a communicator one maybe, yet the fact is that one does face certain barriers, from time to time, which forces them to work on becoming even more effective in their skills to communicate.

Here are the communication barriers that occur while listening, speaking and in the case of non-verbal communications…

Listening barriers:

1. Not maintaining eye contact with the speaker
2. Interrupting the speaker
3. Rushing the speaker to complete what he/she has to say
4. Ignoring the speaker's requests
5. Being distracted by something that is not part of the on going communication
6. Getting ahead of the speaker and completing his/her thoughts
7. Making the speaker feel as though he/she is wasting the listener’s time
8. Topping the speaker's story with one's own set of examples
9. Forgetting what is being discussed
10. Asking too many questions, for they sake of probing

Barriers while speaking:

1. Lack of consistency in the communication process
2. Unclear messages
3. Not understanding the receiver
4. Incomplete sentences
5. Not seeking clarifications while communicating

The other barriers include:

An individual's subjective viewpoint towards issues/people, which leads to assumptions.

An emotional block, which can lead to an attitude of indifference, hostility towards the subject.

An emotional block or bias that is based on a third party's view point, or on what you have read/heard.

Words can have different meanings to different people, thus blocking communication.


Verbal Communication Skills


Everybody has interesting thoughts floating in their mind, however only a few are capable to communicate them effectively, and bring about a resounding impression on their audience. This is because they have probably improved their verbal communication skills.

Some people feel that this skill does not need any training, as every individual can communicate. Yes, every individual can communicate, but the problem is that every individual cannot effectively communicate.

Now the question is that : 'how to improve my communication skill'. Though the years, experts in the field of training have found innovative ways and have provided interesting tips and methods to improve your communication skills.

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Some interesting tips has been given,In which any one can improve the way in which they communicate :

Awareness of the communication process : Every one should be aware of every aspect of the present communication - the objective, purpose and needs. One needs to be aware of what is occurring within the self; aware of what the others present feel; aware of all that is occurring between the communicators and aware of all that is happening around the communicators.

Digging deeper : One should be able to dig below the surface and derive and understands each communicator's primary needs from the conversation taking place.

Clarity in thought : One needs to be clear and focused on the subject at hand and not beat around the bush and be ambiguous.

Listening Carefully : One should have the skills of listening with understanding.

Assert respectfully : It is important that one develops speaking up assertive communication skills. This is because when one is assertive, they are proving that they are confident about what they need to convey.

Conflict resolution : One should be able to come to win-win solutions in order to solve all problems that may occur from time-to-time.


Non Verbal Communication Skills


Non verbal communication includes the following aspects:

• Facial expressions
• Voice culture
• Eye contact
• Gestures
• Patterns of touch
• Spatial arrangements
• Expressive movement
• Body language

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Of all the non verbal factors mentioned here, one should be aware of body language, as beyond the words this speaks volumes.
Thus, the speaker needs to learn how to effectively use their body to communicate better.

Take an exanple, eye contact. Eye contact is an important part of interpersonal communication. This factor helps regulate the flow of communication. It signals interest in others. Furthermore, eye contact with the audience increases the speaker’s impact on audiance. It is also an important part of effective team communication skills.

Another example is the varied facial expressions. the importance of the smile… it is regarded as a powerful cue that transmits: happiness, friendliness, warmth, liking, affection, etc. With a gentle smile on the face one is sending out a friendly signal, which is almost always reciprocated in a positive manner.

Gestures are another important part of non verbal communications. If one fails to use gestures while speaking, they tend to be perceived as boring, stiff and unanimated.

A lively and animated teaching and speaking style captures the audience attention, at any given point. For example, nodding the head, communicates positive reinforcement, indicating that the speaker is being heard.

Other aspects of the body that is also important in communicating is the posture of the body; as well as the proximity being maintained. For example, while listening one should lean a little forward to show that they are interested in the conversation.


Public Speaking


Speaking in front of public tends to become a rather stressful task for many. In fact, even the best of speakers tend to go through those few moments of anxiety and stage fright just before getting onto the stage or podium to address their audience.

One of the main reasons can be language, which for instance could be lack of English speaking words. But then how to improve English speaking can be looked at, as a different subject, all together.

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Yet, before going proceed, one tip for improving English skills is practice grammar and vocabulary exercises, as often as possible.

1.Reading loudly in front of a mirror helps one improve their language skills.
2. Exposure to the language is also important, which includes reading English newspapers and books, listening to English music and watching English movies.

Coming back to public speaking… here are 9 tips to speak successfully in a public situation…

1. Control stage fright
2. Select the subject well
3. Organize the material
4. Gather all ideas and information
5. Plan the beginning of the speech
6. Plan the body of the speech
7. Plan the conclusion of the speech
8. Practice the speech
9. Bring in humor, spontaneously

Here are the 6-key details to ensure smooth speaking at a public event, of any magnitude…

1. Check all arrangements
2. Be comfortable in venue
3. Know how to use the microphone
4. Conduct a microphone check before the function begins
5. Be ready to deal with distractions
6. Be prepared to answer questions, politely avoid irrelevant questions



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