Communication skills

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CommunicationSkills

• Ashok Pandya

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Introduction

• The exchange of information, ideas and knowledge
  between sender and receiver through an accepted
  code of symbols.
• Two way process
• The term communication, derived from a Latin
  term communicare.
• Sender-Encoding-Mediums-Decoding-Receiver-Feedback
  

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Process of Communication
encode
decode
Medium
Sender
Receiver
Feedback
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Noise in Communication

• Physical Noise (channel)
• Psychological Noise
• Reasons
• Faulty background, surrounding noise, high
  volume, illegible handwriting
• (semantic)Ambiguous sentence structure, faulty
  grammar, misspelling, incorrect pronunciation or
  punctuation

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General Technical Communication

• General
• Contains a general message
• Informal in style and approach
• No set pattern
• Mostly oral
• Not always for a specific audience
• No use of technical terms or graphics

• Technical
• Contains a technical message
• Mostly formal in style and approach
• Follows a set pattern
• Both oral and written
• Always for a specific audience
• Frequently involves jargons, graphics etc.

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Meaning in Communication

• Language employs a combination of words to
  communicate ideas in a meaningful way.
• By changing the word order in a sentence, you can
  change its meaning, and make it meaningless.
• E.X. I eat rice only.
• I only eat rice.

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Characteristics of Language

• 1-Artificial
• Its a man made system.
• Man modifies meanings of words as per the need.
• E.X. nice-means good
• Its Latin root nescire means to be ignorant
• And in 13th century it meant stupid, foolish

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Characteristics of Language

• 2-Resticted
• When we think and translate our thoughts into
  language, some meaning is lost in process.
• E.X.-my school

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Characteristics of Language

• 3-Abstract
• It represents a generalized idea.
• E.X.-dress, table
• 4-Arbitrary
• No direct relationship between word and the
  object it represents.
• E.X.-table can be called anythinng

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Characteristics of Language

• 5-Creative
• Generates many words in many meanings.
• E.x.-mouse, virus, edutainment
• 6-Repititive
• It improves or reduces effectiveness of
  communication.
• E.x.-A couple of girls are riding their bicycles.
• All of you meet together to see me in the
  afternoon at 3 p.m.

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Characteristics of Language

• 7-Recursive
• No limit of any potential length of a sentence.
• Generates any number of additional parts in a
  sentence.
• He borrowed a pen from mewhich was not mine.and
  was given to me by someone

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Levels of Communication

• Extra personal (human non human,(dog))
• Intra personal (individual)
• Inter personal (among people)
• Organizational (-internal operational-external
  operational-personal)
• Mass (large reach-impersonal-presence of a
  gatekeeper)

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Flow of Communication

• Downward (managers-subordinates)
• Upward (Subordinates-managers)
• Lateral or Horizontal (same level, peers)
• Diagonal or Cross-wise

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Communication Networks

• Formal Network
• Chain network
• Y- network(through leader only)
• Wheel network(direct contact)
• Circle network(no direct)
• All channel network

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Communication Networks

• Informal Network
• Single strandGrapevine Communication Grapevine
  communication is the informal communication
  network within an organization.
• Gossip (one passes info. to all)
• Probability( each person tells other at random)
• Cluster (pass info. To selected only)

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Technical Communication

• Oral Forms
• Face-to-face communication
• Telephone Talk
• Meetings
• Seminars
• Conferences
• Dictation
• Instructions
• Presentations
• Group discussions
• Interviews (employment/press)
• Video conferences
• Voice conferences

• Written Forms
• Memos
• Letters
• E-mails
• Faxes
• Notices
• Circulars
• Newsletters
• Reports
• Proposals
• Research papers
• Bulletins
• Brochures
• Manuals
• In-house journals

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Conclusion

• Your communication skills can make a difference
  between being hired and fired.
• Will will find a way.
• Practice makes a man perfect

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AUDIANCE

• How much do they already know about my topic?
• What do they think about my topic?
• What are their goals (need)?
• What is their level of understanding?
• What medium will support the message the best
  e-mail, letter, memo, report, proposal, etc.?