EFFECTIVE COMMUNICATION SKILLS

AGENDA

 What is meant by Communication?

 Methods of Communications.
 Verbal Communication
 Written Communication
 Visual Communication
 Effective Communication Techniques
 Do’s and Don’ts

When does human being starts communicating?

 The just born baby starts communicating with the world the moment it is out of the
mother’s womb by crying.
 Some says the baby starts communicating even before birth by its movement and kicking
right inside the womb;

COMMUNICATION:
 Communication is Life.
 Communication is the shift of an Object, a Written Message, a Spoken Word or an Idea
from one person to other (s).
 The intention of communication is that it is understood, duplicated, attended and
responded as the case may be;
 Communication is about sharing information from one person to another person or a
group of people. Every type of communication method involves at least one sender and a
receiver. It is complex, as effective communication can be affected by a range of things.

This includes:
Our emotions.
The cultural situation.
The medium used to communicate.
Our location.

Communication has three parts:

The sender.
The message.
The recipients.
Different Methods of Communication

 Verbal- Verbal communication is when we use the spoken word to communicate with
others. This can be face to face with another person or group of people, or over the
telephone or video call, for example Skype or Zoom. Face-to-face verbal communication
is usually the preferred method of communication; however, it is not always realistic due
to time constraints or the location of people.

 Non-verbal- Non-verbal communication helps you get a sense of how others are feeling
and what they may be thinking. Non-verbal communication includes facial expressions,
eye contact, hand movements, touch and posture. These things usually provide
reinforcement to verbal communication. Non-verbal communication is not usually used
on its own without verbal communication except when a person is using sign language.
Physical non-verbal communication consists of body posture, eye contact, facial
expressions, touch, and overall movements of the body and tone of voice. All non-verbal
communication helps to convey a message to the person or people you are
communicating with.

 Written communication - Might be a letter, email, a report, or a message on social

media. Written communication should aim to get your message across in a clear and
concise manner. Too much written information that may be repetitive or unnecessary will
likely lose the engagement of the reader and may not get your point across in the best
way possible. How effective the written communication is will depend upon the style of
writing, grammar, vocabulary, and the clarity. Written communication is useful for
something requiring detailed instructions, or when someone is too far away or they are
not available for you to talk to them.

 Visual- Visual communication can take place with the help of visual aids.

This can include things like:

Drawing.
Graphic design.
Illustration.
Color.
Typography.
Signs.
Other electronic resources.
A. Verbal Communications

A.1. DIRECT – Direct communication is a way of conveying clear messages or instructions. It

involves sharing what you feel or think without the possibility of a recipient becoming confused.
In the workplace, direct communication helps clarify who has the authority to give instructions
and what the instructions are.

Its Strengths are:

 Direct Impact on Individuals or the Group
 Permits assessment of reactions and allows discussion and modification
as appropriate
 Permits use of plain words easily understood by others
 Audience can ask question and answers

A.2. INDIRECT - This style of communication is sometimes ineffective, as it might leave the
other person to guess at the speaker's intentions. It might also lead to miscommunication and
increased tension.
Sample of Indirect Verbal Communication

 Internal Broadcasting System

-Effectiveness Limited

 Public Address System

-Overwhelmed by Noise

 Taped speeches, conference proceedings

- No Guarantee that the message has been received by the target –much less understood

 Translated speeches
-Inflexible and cannot adapt to individual requirement

B. Non-Verbal Communication - Nonverbal communication means conveying information

without using words.1 This might involve using certain facial expressions or hand gestures to
make a specific point, or it could involve the use (or non-use) of eye contact, physical proximity,
and other nonverbal cues to get a message across.
Think of all those times when all you need to do to get your point across is raise an eyebrow or
shift your eyes. From our handshakes to hairstyles, our nonverbal communication reveals who
we are and impacts how we relate to others.

9 Types of Nonverbal Communication

1. Facial expressions - Facial expressions are responsible for a huge proportion of

nonverbal communication. Consider how much information can be conveyed with a
smile or a frown. The look on a person's face is often the first thing we see, even before
hearing what they say. Sometimes, a raised brow or slight smirk can say more than a
whole conversation.

2. Gestures - Deliberate movements and signals are an important way to communicate

meaning without words. Common gestures include waving, pointing, and giving a
"thumbs up" sign. Other gestures are arbitrary and related to culture.

3. Paralinguistics (such as loudness or tone of voice) - This form of nonverbal

communication includes factors such as tone of voice, loudness, inflection, and pitch.

For example, consider the powerful effect that tone of voice can have on the meaning of a
sentence. When said in a strong tone of voice, listeners might interpret a statement as
approval and enthusiasm. The same words said in a hesitant tone can convey disapproval
and a lack of interest. "Good for you!" said in a high-pitched, excited tone suggests
genuine excitement. The same words said in a monotone might convey disinterest or
sarcasm. Paralinguistics helps us to pick up on intentions and emotions that words alone
can't get across.
4. Body language - Posture and movement can also provide a great deal of information.
Research on body language has grown significantly since the 1970s, with popular media
focusing on the over-interpretation of defensive postures such as arm-crossing and leg-
crossing, especially after the publication of Julius Fast's book Body Language.
5. Proxemics or personal space - People often refers to their need for "personal space."
We all have a "bubble" we like to keep around ourselves. When people get too close, we
often start to feel a little bit (or a lot) of discomfort. This is known as proxemics and is
another important type of Non-verbal communication.

6. Eye Gaze- The eyes play a role in nonverbal communication, with such things as
looking, staring, and blinking being important cues. For example, when you encounter
people or things that you like, your rate of blinking increases and your pupils dilate.

7. Haptics- Communicating through touch is another important nonverbal

communication behavior. Touch can be used to communicate affection, familiarity,
sympathy, and other emotions. Sex differences also play a role in how people utilize
touch to communicate meaning. Women tend to use touch to convey care, concern, and
 nurturance. Men, on the other hand, are more likely to use touch to assert power or
control over others.

8. Appearance- Our choice of clothing, hairstyle, and other appearance factors are also
considered a means of nonverbal communication. Research on color psychology has
demonstrated that different colors can evoke different moods. Appearance can also alter
physiological reactions, judgments, and interpretations.
Just think of all the subtle judgments you quickly make about someone based on their
appearance. These first impressions are important, which is why experts suggest that job
seekers dress appropriately for interviews with potential employers.

9. Artifacts (objects and images)- Objects and images are also tools that can be used to
communicate nonverbally. On an online forum, for example, you might select an avatar
to represent your identity and to communicate information about who you are and the
things you like.
People often spend a great deal of time developing a particular image and surrounding
themselves with objects designed to convey information about the things that are
important to them. Uniforms, for example, can be used to transmit a tremendous amount
of information about a person.
A soldier will don fatigues, a police officer will wear a specific uniform, and a doctor will
wear a white lab coat. At a mere glance, these outfits tell others what that person does for
a living. That makes these artifacts a powerful form of nonverbal communication.

Written Communication
Written communication refers to the exchange of information through written words, such as
emails, letters, or faxes. It is essential to be clear, concise, and accurate in written communication
to avoid misinterpretation and create a permanent record of the interaction.
Remember the simple ABC of written communication:

■ accuracy;

■ brevity;

■clarity;
The Limitations of the Written methods are:
 Not everyone chooses to read – non guarantee that the message has got through
 Written words may mean different things to people according to vocabulary
 Words may be ambiguous and create confusion and misunderstanding
 No opportunity for clarifications; cannot easily asks questions, get replies or discuss
 Difficult to convey relative importance and Emphasis
 De-personalized communication process
 Reduces sense of Involvement and Precludes exchange of Information views

Visual Communication - Visual communication is the use of visual elements to convey ideas
and information which include (but are not limited to) signs, typography, drawing, graphic
design, illustration, industrial design, advertising, animation, and electronic resources. This style
of communication relies on the way one's brain perceives the outside images. These images
come together within the human brain making it as if the brain is what is actually viewing the
particular image.

 Sight (visible) 75%

 Hearing (audible) 13%
 Feeling (Tactile) 6%
 Smell (olfactory) 3%
 Taste (gustatory) 3%

Sample of Visual Communication

 Films, Audio-Visual presentations
 Demonstrations
 Training Sessions, Workshops, Group Discussions
 Flip Charts, Touch Screens, Posters
 Presentations with Visual Aids (Over Head Projector, LCD Projector)

How to improve your communication skills

There are a number of things you can do in order to improve your communication skills;
these include:

Actively listen – This means paying attention and truly listening.

Body language – This means being aware of your own body language and how this comes
across to other people and also being aware of the other person’s body language.
Ask questions and provide feedback – This ensures engagement from you as the receiver of
the message.
Make eye contact.
Be clear and to the point.
Take notes.
Proof read before sending anything in writing.
Use a strong, confident speaking voice – Particularly important when you are doing a
presentation.
Avoid using filler words – ‘Like’, ‘um’ and ‘so’ are all filler words and should be avoided
where possible.
Be intentional about your non-verbal communication – Make an effort to display positive
body language. You should use body language to support your verbal communication, for
example if you feel confused or unhappy.

Do’s and Don’ts Manner In Communicating when applying for job:

Do’s
 Stand/ Sit up Straight
 Have Good eye Contact
 Smile
 Keep Feet Still
 Keep Shoulders relaxed
 Lean Slightly Forward
 Vary Gestures

Don’ts
 Rock Back & Forth
 Cross your arms
 Fidget
 Make a fist
 Point at any person while speaking
 Slouch
 Drag or Shuffle your feet
 Put Hands on Hips

Do’s and Don’ts Dress Code

Do’s
 Learn the interpretation of “Business Casual” dress
 Make sure the Garments fits properly and you are comfortable in it
 Limit or eliminate cologne or perfume
 Wear limited makeup
 Wear Clean and pressed clothing

Don’ts
 Never wear ripped or torn clothing
  Never wear tight or revealing outfits
 Never wear fancy hats and caps
 Wear noisy or otherwise distractive jewelry
 Overdo it on the perfume or Cologne

Meeting Tools
 Self-Introduction - be prepared to Introduce yourself in an upbeat manner
 Business Cards – carry them with you all the time
 Handshake – firm, not bone crushing or wimpy
 Be Interested – ask questions, listen and observe surroundings
 Be Interesting – read everything! Observe the World
 Know Appropriate Talks for Conversation – weather, traffic, current events, travel,
hobbies, sports, cultural events, movies, books, food & dining, work
 Phone, email, fax, notes
 Keep in touch – send articles, meet for lunch
 Have a system which you follow diligently

What to do when you forget what to say….

 Prevention first : Rehearse enough
 Use the visuals as road map
 Keep your notes nearby
 Focus your eyes on one person in the audience
 Repeat what you just said
 Ask the audience an open ended question
 Ask for Help

Understanding Body Language

 Watching people’s actions can bring you a lot closer to the truth than merely listening
to what they say
 Body language exhibits a person’s sub-conscious mind and reveals many secrets
 If you can understand the body language well and interpret it correctly, you can
respond and win people
 Effective Communication is therefore incomplete without understanding the Body
Language

https://cpdonline.co.uk/knowledge-base/business/different-communication-methods

https://www.verywellmind.com/types-of-nonverbal-communication-2795397

https://www.sciencedirect.com/topics/computer-science/written-communication
https://en.wikipedia.org/wiki/Visual_communication