Aksh Optifibre Limited 1

Aksh Optifibre Limited
Communication Skills
What is there for the day

Well share knowledge Well We ll have Fun Well Play Roles W ll learn Well l
LETS LET S DISCOVER THE POWER OF COMMUNICATION
WHAT DO WE UNDERSTAND BY A SKILL?
At the end of the workshop we will learn what is Good and what is Bad Communication some basic skills to become a Good Communicator
Aksh Optifibre Limited 5
and also
to recognize & overcome barriers
advantages of listening to speak confidently to communicate effectively

Research shows, communication is
55% body language
7% words
38% style
Why Communication Communication

to express our emotions achieve joint understanding to get things done pass on and obtain information reach decisions develop relationships
H Home T Truths th about b t Communication C i ti

Good Communication cant exist without honest listening We do not try HARD to get our message across We do not take advantage g of various media available to us We all could improve our communication skills It cannot be perfected
Ways & effects of Communication

Formal Less Flexible Flexible, More Accurate but less responsive (JAGRITI)
Informal
More Flexible Flexible, Less Accurate but responsive (Grapevine/Rumors)

What is Communication art of getting your message across effectively through:

Spoken words first & simplest way Body Language can make or mar Written words reflects importance Visuals leaves greatest impact
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Types & Methods

Written Spoken Letters Memos Letters, Memos, Reports Reports
Conversations, Interviews, Phone Calls, Requests Gestures Facial expressions, Actions, Voice Tone, Silence, Stance Visuals Photographs, Paintings, Videos, Film Multimedia Television, Newspaper, M Magazines, i I Internet t t
Communication : The Flow

Channel Formulating Message Delivery
Sender
Response
Feedback
Receiver
Perception
Understanding
Effective Communication
Is scarcer than quality water Is measured by results or actions Does not need to be very y complex Is aimed at informing others Is complete and clear
Barriers to Effective Communication Personal Barriers

Your style and character (rude, polite, shy, outspoken) Preparation P ti & presentation t ti Lack of clarity (pronunciation, pitch, etc.) Lack of credibility Timing
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Barriers to Effective Communication

Proper Pronunciation Communication Buffalo Colonel Rendezvous Prakash Help Career Buffet Bulb Pradeep
Pen Guest Bouquet Fax Chandrajeet

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Barriers to Effective Communication Organisational Barriers

Culture Environment Size & structure Pace of activity
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Barriers to Effective Communication Communication Process Barriers

Channel/Medium Irrelevant Information loading Lack of Response or Feedback Inappropriate Questions
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Overcoming the Barriers

Say to yourself, I will get Response Come up p with a topic p for discussion everyday Start improving p g upon p pronunciation p Develop habit of reading start with the English g newspaper p p /C Comics Understand first, then communicate Dont be afraid of asking questions
Body y Language g g
Facial Expressions Gestures Posture
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Body Language
Clearing g throat, , "whew" sound, , Whistling, smoking, pinching flesh
Nervousness
covering mouth, jiggling money or keys tugging ears, keys, ears wringing hands hands.
Short breaths, "tsk" sound, tightly clenched hands, wringing hands, Fist like gestures pointing index finger rubbing hand through hair rubbing back of neck.
Frustration
Body Language
Openness
Open hands, unbuttoned coat
Arms crossed, crossed sideways glance, touchingrubbing nose, rubbing eyes, buttoned coat, drawing away
Defensiveness
Pinching flesh, chewing pen, thumb over thumb, biting fingernail 22
Insecurity
Body Language
Cooperation
Upper body in sprinter's position, open hands, sitting on edge of chair, hand to face gestures, gestures unbuttoning coat.
Steepled hands, hands b hi d back, behind b k b back k stiffened, hands in coat pockets with thumb out, , hands on tapels of coat
Confidence
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Body Language Language

Look L k out tf for some more clues l on Body Language in the given handout handout
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SPEAKING SKILLS
Speaking
A wise man reflects before be speaks; a fool speaks, and then reflects on what he has uttered.
- French Proverb.
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While Speaking
Take initiative Be polite Be pleasant (smile, jokes) Be clear and concise (tone, accent, emphasis, pronunciation) Cite negative opinions honestly, but in a positive manner Seek Feedback
While Speaking over phone

Write down in advance what you want to say and in what order Smile Speak slowly Always be polite and friendly For long g messages, g , follow a script p Get confirmation Monitor y your time
WRITING SKILLS
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Clarity in Writing
Rs 1000000000 Rs. 10,00,00,000/Rs 10 Crore Rs.
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While Writing
Plan what you want to say in your letter/ report p Reread the letter when you have finished Check spelling & punctuation, then send Use simple language avoid ambiguous words
While Writing
KISS (Edit the letter by cutting ruthlessly). thl l ) Be kind to others eyes (font size, clarity) Be creative (use tables, graphs) Use the language YOU are better at
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Keep in mind while writing

Visualize the reader when you are writing Dont write unbroken paragraphs Use numbered paragraphs to make cross-referencing easier P Punctuation t ti plays l the th role l of f body b d language in writing
Keep in mind while writing

Use headings and subheadings subheadings. Use ruled sheets instead of plain ones. ones Dont print without thoroughly checking your sources. sources
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LISTENING SKILLS
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Listening why is it important?

45% Speaking 16% 9%
30%
Objective of Listening is
to to to to receive information understand effectively enhance clarity empathize p
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So, while Listening

Avoid distractions Do not interrupt unnecessarily Be active (show interest) Paraphrase what youve heard Throw an echo
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What Listening Looks like...
The Listener keeps looking at the speaker
The Listeners Listener s body is in open open position

The listener is smiling with a pleasant & encouraging expression Listener looks relaxed but alert, neither tense nor slouching l hi Listener utters humming sounds
PRESENTATION SKILLS
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While Presenting Presenting

Research R h (find (fi d out t facts f t & fi figures) ) Prepare (Introduce, Discuss, Conclude) Rehearse Be confident Present Use proper media
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5 styles of communicating to manage conflicts Go Go for it it Run Run Away Away Yes Yes, Boss Boss Lets Trade b Lets both h win i You feel confident but uncooperative You dont feel confident or cooperative You feel cooperative but unconfident You feel partly cooperative & confident Mutual Cooperation p & Confidence
You win and other person loses You lose You let the other person win You both win a bit and lose a bit You help p one another to win
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I HEAR, I forget I SEE, I remember I DO, , I understand
THANK YOU

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What is there for the day