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Rewriting in Business Communication

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Rewriting in Business Communication Powered By Docstoc
					Narendra Kumar
COMMUNICATION IS THE ART OF
TRANSMITTING INFORMATION, IDEAS AND
ATTITUDES FROM ONE PERSON TO
ANOTHER.

COMMUNICATION IS THE PROCESS OF
MEANINGFUL INTERACTION AMONG HUMAN
BEINGS.
    Effective Communication is crucial for all areas of
    life to maintain good relationship

   Between husband & wife
   Between parents and children
   Between teacher and students
   Between doctor and patient
   Between employer and employee
   Between colleagues
   Between every level of an organization
   Etc, etc
   No matter how brilliant and invaluable your idea,
    it is worthless unless you can share it with others
   Effective communication is crucial at every level
    of an organization
   To effectively communicate a complex idea,
    requires skills beyond elementary conversation
   Communication is a two-way process involving
    an exchange of ideas
   Communication is Effective if the message
    received is the same as message sent
 PERSONAL PROCESS
 OCCURS BETWEEN PEOPLE
 INVOLVES CHANGE IN BEHAVIOUR
 MEANS TO INFLUENCE OTHERS
 EXPRESSION OF THOUGHTS AND EMOTIONS
 THROUGH WORDS & ACTIONS.
 TOOLS FOR CONTROLLING AND MOTIVATING
 PEOPLE.
 IT IS A SOCIAL AND EMOTIONAL PROCESS.
What are the most common ways
       we communicate?




  Written Word
   An interaction where both participants are
    present
   Tend to use informal vocabulary
   The interruptions and overlaps are common
   Characterized for being Dynamic
   Is spontaneous and instant
   Give the opportunity to rethink or rephrase the
    utterance
   The writer is usually distant from the reader, so
    no visual cues and no immediate feed back
   Use formal vocabulary, including words which
    are not normally used in spoken language
   There is time lag between production &
    reception
   Organized and compact expression due to
    careful sentence structure
The Communication Process

                 Medium




                          Barrier
SENDER                              RECEIVER
(encodes)                            (decodes)
            Barrier




            Feedback/Response
Sender:

   Why to communicate?
   What to communicate?
   Usefulness of the communication.
   Accuracy of the Information to be
    communicated
   Encoding:
•   The process of transferring the information you
    want to communicate into a form that can be sent
    and correctly decoded at the other end.
•   Ability to convey the information.
•   Eliminate sources of confusion. For e.g. cultural
    issues, mistaken assumptions, and missing
    information.
•   Knowing your audience.
Medium (Communication Channels)

   Verbal Communication Channels
    ◦ Face-To-Face meetings,
    ◦ Telephones,
    ◦ Video Conferencing.

   Written Communication Channels
    ◦   Letters,
    ◦   e-Mails,
    ◦   Memos,
    ◦   Reports.
Receiver
   Effective Decoding:
    •   Listen actively
    •   Reading information carefully
    •   Avoid Confusion
    •   Ask question for better understanding

   Influence on Receiver:
•   The prior knowledge can influence the receiver’s
    understanding of the message
•   Blockages in the receiver’s mind
•   The surrounding disturbances
Feedback:

Feedback can be:

   Verbal Reactions and Non-Verbal Reactions.

   Positive feedback and Negative feedback.
Strengths and Weaknesses
   Verbal Communication:
     Strength - Role of Body Language
     Weakness - Not possible to give long list of
    directions
   Written Communication:
     Strength - A proof of a communication
      Weakness - Written words does not show a
    person’s actual feelings
    Barriers to Communication
Internal Barriers
•   Fatigue
•   Poor listening skills
•   Attitude towards sender
•   Lack of interest in message
•   Fear
•   Mistrust
•   Problems at home
•   Negative attitude
Barriers to Communication (contd.)
  External Barriers
  • Noise
  • Distractions
  • Email not working
  • Bad phone connections
  • Environment
  • Language differences
        Hearing Vs Listening
Hearing
• Physical process
• Natural
• Passive
Listening
• Physical as well as mental process
• Active
• Learning process
• A skill
                     .
               Value of Listening
 Listening to others is an elegant art.
 Good listening reflects courtesy and good manners.
 Listening carefully to the instructions of superiors improves
competence and performance.
 The result of poor listening skill could be disastrous in business,
employment and social relations.
Good listening can eliminate a number of imaginary grievances of
employees.
Good listening skill can improve social relations and conversation.
Listening is a positive activity rather than a passive or negative
activity.
Downwards Communication :
 Highly Directive, from Senior to subordinates, to
 assign duties, give instructions, to inform, to offer feed
 back, approval, to highlight problems etc.
Upwards Communications :
 It is non directive in nature from down below, to give
 feedback, to inform about progress/problems, seeking
 approvals.
Lateral or Horizontal Communication :
 Among colleagues, peers at same level for information
 sharing, for coordination, to save time.
    Business Communication is incomplete
    without

 Planning
 Writing
 Completing
Planning

 Study or analyze your purpose
 Prepare your layout for writing schedule
 Identify your audience
 Investigate about your audience need
 Always adapt the right medium
Writing

 Define the main idea
 Collect all points on that idea
 Choose direct or indirect approach
 Choose good words carefully so that
  you can create effective sentences
Completing

 Evaluate content
 Review your readability
 Rewriting for clarity
 Business Communication Process
 can be divided into six phases:
1. Sender has an Idea
2. Sender encodes Idea
3. Sender transmits message
4. Receiver gets message
5. Receiver decodes message
6. Receiver sends feedback
   An Active Listener

   An Effective Presenter

   A Quick Thinker

   A Win-Win Negotiator
   Speaking

    ◦ Know what you want to say
    ◦ Control Fear
    ◦ Stop Talking and Listen
    ◦ Think before you talk
    ◦ Believe in your message
    ◦ Repeat Major Points
    ◦ Find out what your Listener wants
Tips to improve Communication (contd.)
  Body Language

  •   Keep appropriate distance
  •   Touch only when appropriate
  •   Take care of your appearance
  •   Maintain eye contact
  •   Smile genuinely
   Techniques

    ◦ Reduce Jargon
    ◦ Use Humor
    ◦ Ask for feedback
    ◦ Increase your vocabulary
    ◦ Watch your tone
   Listening

    ◦ Prepare to Listen
    ◦ Focus on the Speaker
    ◦ Screen Out Distractions
    ◦ Concentrate on the Message
   Speaking and Listening

    ◦ Ask Questions
    ◦ Avoid Daydreaming
    ◦ Accept Accents
    ◦ Use mind mapping
   Speaking and Writing

    ◦ Get to the Point
    ◦ Explain Abstract words
    ◦ Ask for what you want
    ◦ Illustrate with personal examples
    ◦ Express Emotion
    ◦ Keep it simple
    ◦ Take notes
    ◦ Use Short Sentences
   General Tips

    ◦ Be receptive to New Ideas
    ◦ Respect the Other Person’s Point of View
    ◦ Use Good Manners
    ◦ Avoid Words that Hurt
    ◦ Handle Disagreements with Tact
    ◦ Understand the Importance of Timing
    ◦ Present a Good Personal Image
  Success for YOU…

…in the new global and diverse
      workplace, requires
excellent communication skills!
Questions

				
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posted:7/26/2011
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Description: Rewriting in Business Communication document sample