Lecture 1- Communication Skills_jdjdjajdj.pptx

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1. COMMUNICATION SKILLS Dr. Bhaskar Jyoti Bhagawati Faculty, Dept. of Community Medicine (SPM) Gauhati Medical College

2. Communication Derived from Latin communicare , meaning "to share" is the act of conveying meanings from one entity or group to another through the use of mutually understood signs, symbols, and semiotic rules. Everyone needs it and wants it, but what exactly is communication? Communication is the ‘sharing’ of information between two or more individuals or within the group to reach a common understanding. 2 B.Sc. Medical Technology Course Sem I

3. Communication Skills The ability to convey information and ideas effectively. Communication skills allow you to understand and be understood by others. These can include but are not limited to effectively communicating ideas to others, actively listening in conversations, giving and receiving critical feedback and public speaking. 3 B.Sc. Medical Technology Course Sem I

4. Communication skills are the abilities you use when giving and receiving different kinds of information. Some examples include communicating new ideas, feelings or even an update on your project. Communication skills involve listening, speaking, observing and empathizing. It is also helpful to understand the differences in how to communicate through face-to-face interactions, phone conversations and digital communications like email and social media. Examples of communication skills There are different types of communication skills to learn and practice to become an effective communicator. Many of these skills work together making it important to practice communication skills in different contexts whenever possible. B.Sc. Medical Technology Course Sem I 4

5. Active listening Active listening means paying close attention to the person who is speaking to you. People who are active listeners are well-regarded by their co-workers because of the attention and respect they offer others. While it seems simple, this is a skill that can be hard to develop and improve. You can be an active listener by focusing on the speaker, avoiding distractions like cell phones, laptops or other projects and by preparing questions, comments or ideas to thoughtfully respond. B.Sc. Medical Technology Course Sem I 5

6. Adapting your communication style to your audience Different styles of communication are appropriate in different situations. To make the best use of your communication skills, it’s important to consider the audience and the most effective format to communicate with them. For example, if you are communicating with a potential employer, it’s better to send a formal email or call them on the phone. Depending on the situation, you may even need to send a formal, typed letter over other forms of communication. In the workplace, you may find it’s easier to communicate complex information in person or via a video conference than in a long, dense email. B.Sc. Medical Technology Course Sem I 6

7. Friendliness In friendships, characteristics such as honesty and kindness often foster trust and understanding. The same characteristics are important in workplace relationships. When you’re working with others, approach your interactions with a positive attitude, keep an open mind and ask questions to help you understand where they‘re coming from. Small gestures such as asking someone how they’re doing, smiling as they speak or offering praise for work well done can help you foster productive relationships with both colleagues and managers. B.Sc. Medical Technology Course Sem I 7

8. Confidence In the workplace, people are more likely to respond to ideas that are presented with confidence. There are many ways to appear confident such as making eye contact when you‘re addressing someone, sitting up straight with your shoulders open and preparing ahead of time so your thoughts are polished. You’ll find confident communication comes in handy not just on the job but during the job interview process as well. B.Sc. Medical Technology Course Sem I 8

9. Giving and receiving feedback Strong communicators can accept critical feedback and provide constructive input to others. Feedback should answer questions, provide solutions or help strengthen the project or topic at hand. B.Sc. Medical Technology Course Sem I 9

10. Volume and clarity When you’re speaking, it’s important to be clear and audible. Adjusting your speaking voice so you can be heard in a variety of settings is a skill and it’s critical to communicating effectively. Speaking too loudly may be disrespectful or awkward in certain settings. If you’re unsure, read the room to see how others are communicating. B.Sc. Medical Technology Course Sem I 10

11. Types of communication There are several different ways we share information with one another. For example, you might use verbal communication when sharing a presentation with a group. You might use written communication when applying for a job or sending an email. There are four main categories or communication styles including verbal, nonverbal, written and visual. B.Sc. Medical Technology Course Sem I 11

12. Verbal It is the use of language to transfer information through speaking or sign language. It is one of the most common types, often used during presentations, video conferences and phone calls, meetings and one-on-one conversations. Verbal communication is important because it is efficient. It can be helpful to support verbal communication with both nonverbal and written communication. B.Sc. Medical Technology Course Sem I 12

13. Few steps to develop verbal communication skills: Use a strong, confident speaking voice. Especially when presenting information to a few or a group of people, be sure to use a strong voice so that everyone can easily hear you. Be confident when speaking so that your ideas are clear and easy for others to understand. Use active listening. The other side of using verbal communication is intently listening to and hearing others. Active listening skills are key when conducting a meeting, presentation or even when participating in a one-on-one conversation. Doing so will help you grow as a communicator. Avoid filler words. It can be tempting, especially during a presentation, to use filler words such as “um,” “like,” “so” or “yeah.” While it might feel natural after completing a sentence or pausing to collect your thoughts, it can also be distracting for your audience. Try presenting to a trusted friend or colleague who can call attention to the times you use filler words. Try to replace them by taking a breath when you are tempted to use them. B.Sc. Medical Technology Course Sem I 13

14. Nonverbal Nonverbal communication is the use of body language, gestures and facial expressions to convey information to others. It can be used both intentionally and unintentionally. For example, you might smile unintentionally when you hear a pleasing or enjoyable idea or piece of information. Nonverbal communication is helpful when trying to understand others’ thoughts and feelings. If they are displaying “closed” body language, such as crossed arms or hunched shoulders, they might be feeling anxious, angry or nervous. If they are displaying “open” body language with both feet on the floor and arms by their side or on the table, they are likely feeling positive and open to information. B.Sc. Medical Technology Course Sem I 14

15. Few steps to develop nonverbal communication skills: Notice how your emotions feel physically. Throughout the day, as you experience a range of emotions (anything from energized, bored, happy or frustrated), try to identify where you feel that emotion within your body. For example, if you’re feeling anxious, you might notice that your stomach feels tight. Developing self-awareness around how your emotions affect your body can give you greater mastery over your external presentation. Be intentional about your nonverbal communications. Make an effort to display positive body language when you feel alert, open and positive about your surroundings. You can also use body language to support your verbal communication if you feel confused or anxious about information, like using a furrowed brow. Use body language alongside verbal communication such as asking follow up questions or pulling the presenter aside to give feedback. Mimic nonverbal communications you find effective. If you find certain facial expressions or body language beneficial to a certain setting, use it as a guide when improving your own nonverbal communications. For example, if you see that when someone nods their head it communicates approval and positive feedback efficiently, use it in your next meeting when you have the same feelings. B.Sc. Medical Technology Course Sem I 15

16. Written Written communication is the act of writing, typing or printing symbols like letters and numbers to convey information. It is helpful because it provides a record of information for reference. Writing is commonly used to share information through books, pamphlets, blogs, letters, memos and more. Emails and chats are a common form of written communication in the workplace. B.Sc. Medical Technology Course Sem I 16

17. Few steps to develop written communication skills: Strive for simplicity. Written communications should be as simple and clear as possible. While it might be helpful to include lots of detail in instructional communications, for example, you should look for areas where you can write as clearly as possible for your audience to understand. Don’t rely on tone. Because you do not have the nuance of verbal and nonverbal communications, be careful when you are trying to communicate a certain tone when writing. For example, attempting to communicate a joke, sarcasm or excitement might be translated differently depending on the audience. Instead, try to keep your writing as simple and plain as possible and follow up with verbal communications where you can add more personality. Take time to review your written communications. Setting time aside to re-read your emails, letters or memos can help you identify mistakes or opportunities to say something differently. For important communications or those that will be sent to a large number of people, it might be helpful to have a trusted colleague review it as well. Keep a file of writing you find effective or enjoyable. If you receive a certain pamphlet, email or memo that you find particularly helpful or interesting, save it for reference when writing your own communications. Incorporating methods or styles you like can help you to improve over time. B.Sc. Medical Technology Course Sem I 17

18. Visual Visual communication is the act of using photographs, art, drawings, sketches, charts and graphs to convey information. Visuals are often used as an aid during presentations to provide helpful context alongside written and/or verbal communication. Because people have different learning styles, visual communication might be more helpful for some to consume ideas and information. B.Sc. Medical Technology Course Sem I 18

19. Few steps to develop visual communication skills: Ask others before including visuals. If you are considering sharing a visual aid in your presentation or email, consider asking others for feedback. Adding visuals can sometimes make concepts confusing or muddled. Getting a third-party perspective can help you decide whether the visual adds value to your communications. Consider your audience. Be sure to include visuals that are easily understood by your audience. For example, if you are displaying a chart with unfamiliar data, be sure to take time and explain what is happening in the visual and how it relates to what you are saying. You should never use sensitive, offensive, violent or graphic visuals in any form. B.Sc. Medical Technology Course Sem I 19

20. Importance of communication We use communication every day in nearly every environment, including in the workplace. Whether you give a slight head nod in agreement or present information to a large group, communication is absolutely necessary when building relationships, sharing ideas, delegating responsibilities, managing a team and much more. Learning and developing good communication skills can help you succeed in your career, make you a competitive job candidate and build your network. While it takes time and practice, communication and interpersonal skills are certainly able to be both increased and refined. The majority of people communicate many times in a given day. This is especially apparent in the workplace. B.Sc. Medical Technology Course Sem I 20

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