Communication For Individuals In An Organization.

COMMUNICATION FOR INDIVIDUAL IN ORGANISATION Submitted to: Dr. Jay Badiyani Submitted by: Rushiraj Chudasama Neelam Tejabwala Chetna Tulsani

 Concept of communication  Effective and Public speaking  Types of communication  Non verbal communication  Interpersonal process in Communication  Communication network  References

Derived from Latin word ‘communis’

which means common. “ Process by which people seek to share

meaning via the transmission of symbolic messages” According to Newstrom and David,

“Communication is the transfer of information from one person to another person. It is a way of reaching others by transmitting ideas, facts, thoughts,

Cont…  Three aspects in communication3)Transmission of ideas, feelings, information,

etc. 4)Two parties are involved. 5)Element of understanding in communication.

Effective and Public speaking Making formal speeches The Most difficult kind of communication Most of us feel uncomfortable speaking

before others.

Cont… Selection of the topic Assigned or not assigned Gather the information Organizing your speech Introduction of the speech The techniques of attracting interest

Determination of Presentation Three types of presentation 1) Extemporaneous presentation 2) Memorized presentation 3) Reading

Consideration of personal aspects Primarily need is to analyze yourself While speaking, speaker is a part of

message. Summary of Four characteristics are mainly

useful. 1) CONFIDENCE 2) SINCERITY 3) THOROUGHNESS 4) FRIENDLINESS

Audience analysis Preliminary analysis Analysis during presentation Appearance and bodily actions The communication environment Personal appearance: 1) POSTURE 2) WALKING 3) FACIAL EXPRESSION 4) GESTURES

Use of Voice Good voice is an obvious requirement of

good speaking. There are four areas of fault where voices

cause detract attention from the message. 1) Lack of pitch variation 2) Lack of variation in speaking speed 3) Lack of emphasis by variation in volume 4) Unpleasant voice quality

Use of Visual aids Speeches need strong visual support like

charts, tables, films and such. Proper use of design Forms to consider Techniques for using visual aids

Summary of speaking practices Organize the speech Move surely and quickly to the conclusion Use language adapted to the audience Avoid mumbling and articulate clearly with

proper emphasis Speak correctly Maintain an attitude of alertness Employ body language to best advantage Avoid stiff body actions Look your listeners in the eye Avoid signs of nervousness

Cont… Punctuate the presentation with reference

to visual aids Don’t loose the temper in unfair opposition

Types of communication

1. Oral communication

iv. v. vi. vii. ix. x. xi.

Merits— Easy communication Effective Instant feedback Facility for informal communication Demerits— Lack of proof Lack of authenticity Time consuming

2) Written communication

Merits— ii. Authenticity iii.Proof for future reference iv.Communication to distant places Demerits– vii.Costly viii.Overemphasis on formalisation ix.Lack of secrecy

NONVERBAL COMMUNICATION MEANING: By nonverbal communication we

mean all communication that involves neither written nor spoken words, but occurs without the use of words. Nonverbal communication can be consciously

created and used in written and oral communication. Sometimes we communicate unconsciously, we

don’t mean to raise our eyebrow or blush, these actions come naturally.

USE OF NONVERBAL METHODS Nonverbal methods are extremely useful

in: Traffic signals Aid to verbal communication Help to present, compare and draw

conclusions Human beings respond more powerfully to pictures, colours and sounds than to language For illiterate people

CLASSIFICATION OF NONVERBAL COMMUNICATION KINESICS OCULESICS PROXEMICS APPEARANCE PARALANGUAGE

KINESICS MEANING: It is the study of the body’s

physical movements. Outward body reflects true inner conditions

and provide further clarity and meaning to what we say. It includes: FACIAL EXPRESSIONS GESTURES POSTURES

FACIAL EXPRESSIONS Expressions such as raising or lowering

eyebrows, clenching the jaws, yawning, smiling makes one’s behavior more predictable and understanding to others. There are five basic physical descriptions of facial

expressions NEUTRAL: pleasure, respect, thoughtfulness, attention etc RELAXED: love, pleasure, submission etc TENSED: fear, surprise, determination, extreme interest etc UPLIFTED: happiness, anxiety, rage,

POSTURES It is the way we hold ourselves Postures generally communicate attention,

feelings, relative status, involvement and degree to which a person is liked Closed postures and open postures List of some postures and message they ERECT POSTURE HIGH SPIRT, convey ENERGY,CONFIDENCE LEAN FORWARD OPENESS AND INTEREST LEAN AWAY

DISINTEREST

CROSSED ARMS

DEFENSIVE

UNCROSSED ARMS

WILLINGNESS TO LISTEN

GESTURES MEANING: Gestures are movement of hands

or head GESTURES IN FORMAL OCCATION GESTURES IN RELAXED SITUATION SOME OF HAND GESTURES I AM HUNGRY PATTING THE STOMACH WITH HANDS I AM FULL MAKING CIRCULAR MOTION OVER STOMACH WITH HAND I AM FEELING COLD

RUBBING THE HANDS TOGETHER

OCULESICS MEANING: It is the way eyes are used during a

communication exchange Eyes communicate a wide range of meaning

they tell whether you are listening, where your attention is focused and even how you feel about what he/she is saying Good eye contact From receiver's perspective From speaker’s perspective

PROXEMICS MEANING: It is the study of how we

communicate with space around us

The distance we keep with other persons while

speaking, indicates the relationship with them

For e.g. in a group, observe how close are all the

other people to each other also notice that if you move closer to someone and they back away, you are probably in their personal space you should pull back a little

Thus by becoming aware of clues of distance,

you can learn much about the people you come in contact with

APPEARANCE Personal appearance is a major factor used to

judge a person simply because the first impression of person is based on appearance Other factors that contribute to appearance

are good personal hygiene, neatness, care of skin and nails etc

PARALANGUAGE The voice is extraordinary human instrument

.It involves those hints and signals in a persons voice that give us message.

In paralanguage we examine sound of

someone’s speech, it is fast or slow? It is high pitched or low? It is loud and forceful or barely audible? It is smooth or disjointed?

It also includes voice inflection Thus every time we speak our voice reveals

our gender, age, background, level of education, native, emotional state and our relation with the person being spoken to.

SUMMARY The field of Nonverbal communication has

grown rapidly over the last few decades and has its application in Business, Media, Education, International Relations and other such fields. It is quite powerful and primarily expresses

your attitude and plays a significant role in all communication activities of an organization.

Interpersonal process in communication Working definition of communication calls

attention to three essential points: 1) Communication involves people and that

understanding communication therefore involves trying to understand how people relate to each other.

Cont… 2) Communication involves shared

meaning which suggests that in order for people to communicate, they must agree on the definitions of the terms they are using. 3) Communication symbolic-gestures,

sounds, letters, numbers and words can only represent or approximate the ideas that they are meant to communicate.

Cont… Interpersonal communication mainly

involves three parts:

1) Essential elements of the communication

process 2) A workable model of the communication process 3) One way & Two way communication

Essential elements John kotter has defined communication as

a process consisting of “A sender transmitting a message through media to a receiver who responds.” In its simplest form, this model can be schematized as follows: SENDER

MESSAGE

RECEIVER

A WORKABLE MODEL OF

sender

message

encoding

channel

receiver

decoding

message

One way & Two way communication  “Management is two way traffic, it is

based on an effective machinery of communication”.  It is better than one way communication – 4.More accurate and precise. 5.Higher self confidence of the receiver.  Examples of two way communication.

Formal channel Informal channel Differences between formal and informal

communication

FORMAL CHANNEL  Formal channels are officially prescribed

path for the flow of communication between various levels in organisations  On the basis of single or multiple chain,different communication network are designed.

INFORMAL CHANNEL  Also known as GRAPEVINE  INFORMAL CHANNEL is method by which

people carry on social activities within formal boundaries of the system  Grapevine is highly active under 4 conditions  There are 4 types of network through which grapevine travels

SUMMARY  Wise men talk because they have something to

say; fools, because they have to say something.  Words are, of course, the most powerful drug used by mankind.  “Communication works for those who work at it.”  “When all other means of communication fail, try words” “ Good communication is as stimulating as black coff ”

References o Business communication(8th edition) By: Urmila Rai & S.M. Rai o Business communication today(4th edition) By: Courtland L. Bovee & John V. Thill o Communication today By: Reuben Ray