effective communication-KTU

For Kerala Technological University

1. Communication!
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2. Objective !
• To consider verbal and non-verbal communication methods
• To understand and practise effective listening skills
• To communicate in clear, respectful and non-judgemental ways
• To know when to seek advice
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3. WHAT IS COMMUNICATION?
Sharing of meaningful information between two or more
people.The three elements of communication are
1. Sender
2. Medium
3. Receiver
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4. The process of communication is what allows us to interact with other
people; without it,The process of communication is what allows us
to interact with other people; without it, we would be unable to share
knowledge or experiences with anything outside of ourselves we
would be unable to share knowledge or experiences with anything
outside of ourselves
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5. Communication process !
1. The sender has an idea.

2. The idea becomes a message.

3. The message is transmitted.

4. The receiver gets the message.

5.The receiver responds and sends a feedback to
the sender.
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6. Elements in Communication !
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7. Communication can be
Intentional or Unintentional !
Words are used to express ideas and are intended to have a particular meaning.
Sometimes these words communicate something other than what is intended – they have an
unintentional meaning.
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8. Communication can be Verbal
or Nonverbal !
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9. Communication can be Internal
or External !
Internal or intrapersonal communication is the way
we talk to ourselves i.e. without putting thoughts
into words. Non verbal objects that are chosen to
express something are also considered to be
external communication.
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10. Communication can be involve
Humans, Machines or Animals !
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11. Communication can take place between
Two people as well as within Group !
• A conversation between two people is called in
interpersonal communication.
• Communication within a group is classified as
either small communication or mass
communication.
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12. Levels of Communication!
• Intrapersonal Communication- Self Talk
• Interpersonal - One-to-One
• Group- Three or more people
• Public- One to many
• Mass- Broadcasting to general public
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13. Flow of communication !
One Way communication
Teacher
Message
Student
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14. Flow of communication !
• Two Way communication
Manager

Message

Employee
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15. • One to One = One sender one receiver
• One to Many =One sender and multiple receiver
• Many to one = Many sender and one receiver 

(Interview)
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16. Flow of communication !
1. UPWARD COMMUNICATION
2. DOWN WARD COMUNICATION
3. HORIZONTAL COMMUNICATION
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17. DOWNWARD
COMMUNICATION!
MANAGEMENT
Message
EMPLOYEE
a.Instruction to subordinate
b.assignments of Goals
c.Circular regarding policies and procedures
d. Problems that need to be addressed
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18. UPWARD
COMMUNICATION!
MANAGEMENT
Message
EMPLOYEE
a.suggestions for improvement or feedback
b.grievance and
c.Reporting problems/hitches
d. Performance report
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19. Horizontal communication!
Employee Employee Employee
a.Giving or taking tips
b.Seeking or giving Information
c.Rendering help or advice
d. coordinate activities
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20. Grapevine
Is an informal channel of communication

primarily, it is horizontal. It can flow even vertically
or diagonally • Grapevine is of four types

- single strand: flows like a chain
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21. Consensus
• Is the process of arriving at agreement through
consultation

• Consensus is not unanimity, but dissent is not
expressed in the larger interest • The advantages of
consensus are:

- consensus decisions are easily accepted

- promotes harmony, checks conflicts and splits

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22. www.aravindts.com!

23. Need of effective
Communication!
• Maintaining the social order
• Interaction among members of community as
well as between communities
• Ensuring the continuance of culture
• Ensuring the flow of knowledge from generation
to generation
• Sharing and dissemination of knowledge
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24. Use of Language in
Communication !
• Language is a system of human communication,
spoken or written, involving the use of
meaningful words in a structures manner
understandable to a certain population.
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25. Use of Language in
Communication !
• Observation= Reporting of sensory experience
or memories
• Thought = Conclusion about or judgement of
experiences and observation
• Feeling = Communicating emotions
• Need = Stating wants, requesting help or
support or giving orders
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26. Use of Language in
Communication !
• KISS- Keep it short and Simple
• Use concert and specific language wherever
Possible
• Use words that the receiver can easily relate to
• Message should be ea
Tips for using language
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27. Main function of all
communication
1. Information
2. Advice
3. Order
4. Suggestion
5. Persuasion
6. Education
7. Warning
8. Raising Morale
9. Motivation 











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28. Communication Networks !
• Vertical
• Circuit
• Chain
• Wheel
• Star
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29. Communication Networks !
• Vertical Network
Superior!
Subordinate !
• Two way communication between Superior and subordinate
• Highly formal
• Feedback obtained immediately
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30. Communication Networks !
•  Circuit Network
Feedback! Message!
A!
B!
• Message and feedback are sent back and front between two people
• Not necessarily superior and subordinate
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31. Communication Networks !
• Chain of Command
A!
B! E!
C! F!
D! G!
• Downward flow of communication along chain of command
• commands and instructions are relayed to subordinates
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32. Communication Networks !
A!
B!
C!
D!
E!
• Highly centralised - all receive commands from single superior
• immediate feedback
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33. Communication Networks !
• Star Network
A!
B!
C!
D!
E!
• All members communicate with each other
• ideal for team communication
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34. 7 C’s of Communication!
1Clarity
2Concise.
3Concrete.
4Correct.
5Coherent.
6Complete.
7Courteous.
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35. 7 C’s of Communication!
1.Clarity
The communicator must be clear of:

1. What is the objective of communication?

2. What is to be communicated?

3. Which medium will prove to be the most suitable
for this purpose? 

a. Use simple, easy-to-understand words
(‘use’ instead of ‘utilize’, ‘help’ instead of ‘facilitate’)
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36. 7 C’s of Communication!
2.Completeness 

For completeness, check you have answered all
questions and check for ‘5 W’ questions – who,
what, where, when and why? 

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37. 3.Conciseness 

Be as brief as possible, brevity should not be at
the cost of appropriateness, clarity, correctness,
completeness or courtesy. For conciseness,
ensure: 

• Only relevant facts

• No repetition

• No verbosity

• Proper organization of the message 

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38. 3.Consideration 

Implies respect for the reader’s point of view. For
consideration: • Adopt the you - attitude in your
message 

• Avoid gender bias

• Emphasize positive, pleasant facts

• Write only what you sincerely feel to be correct 

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39. 5.Courtesy 

Courtesy demands a considerate and friendly behavior towards others. Make the
message 
courteous by:
1. Answering the letter promptly • Apologise for omissions
2. Thank for any favours
3. Use empathy in horizontal communication
4. Keep the message brief and complete in upward communication
5. Be brief, clear and courteous in downward communication 

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40. 6.Correctness
• Giving correct facts 

• At an appropriate time 

• In a suitable style 

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41. 7 C’s of Communication!
Complete
In a complete message, the audience has everything they
need to be informed and, if applicable, take action.
•Does your message include a "call to action," so
that your audience clearly knows what you want them to
do?
•Have you included all relevant information – contact
names, dates, times, locations, and so on?
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42. Types of Barriers to
Communication !
• Physical Barrier : Obstructions
• Semantic Barrier : Misunderstanding
• Psychological barrier :Mental block
• Cultural Barrier : communicators from different
place
• Gender Barrier : Men Vs Women
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43. Miscommunication!
Its a failure to communicate adequately
• Slopy language
• Jargon
• Acronyms
• Buzzwords
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44. NOISE!
• Physical Noise - Ambient noise
• Psychological Noise - Thoughts ,Emotions
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45. How to overcome Noise !
• Detect the source and bring down or eliminate
the noise.
• Raise Volume
• Use clear and understandable language
• Listen actively
• Repete Key words
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46. Why LISTEN?!
• Appreciate and Enjoy
• Empathize with the feeling of th speaker
• Understand what is being said
• Get specific information
• Evaluate the content
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47. LISTENING AS AN ACTIVE
SKILL!
• Avoid talking and lend your ears
• Be there
• Be OPEN
• Listen for Ideas not just words
• Look out for non-verbal messages
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48. Types of Listeners!
• Detached Listener : One who doesn't feel engaged
or involved in the process of communication
• Involved Listener : Involved in the message and is
attentive
• Passive Listener : Fakes attention and does not try
to understand the message
• Active Listener : Fully participate in the
communication
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49. Barriers to effective Listening
Skills !
• Prejudice
• Misunderstanding
• Interrupting
• Mental Noise
• Emotions
• Excessive talking
• Limited span of attention
• Narcissism
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50. THANKYOU!
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