Communication Skills Effected For Today’s Managerial’s-Life

Communication Skills Effected For Today’s Managerial’s-Life

Effective communication to your employees will cause more efficient output and will help achieving the bottom-line objectives of any company, business, or basic interaction. As a manager, your communication skill is very effective in directing the actions of your employees. This primary managerial skill in communication enables you to become a good manager for yourself as well as for your organization. You will find how to communicate effectively, which will help you to extend "work through others" to get the job done.

There are so many modules to communication like; verbal communication skills, listening skills, writing communication skills, telephonic communication skills etc. It reflects upon all the people, we communicate to like; subordinates, peers, supervisors, customers, executives and other people.

We can’t able to explore every fact and component of communication. However, we need to focus on some general principles of effective communication that apply to most situations.  

Objectives

Upon completion, you will be capable of:

1) Recognizing communication problems.
2) Implementation techniques to resolve communication problems

3) Basic general rules and its effective communication.
4) Using special technology in specific communication situations.

This is designed to do more than just give you information on communication. However, it is set up to teach you about skills which you can apply in your day to day activity.

What is Communication?

Communication is just the sending of a message to a different person. The person sending the message should formulate in his head. This is what determining the meaning that the sender intends to conveys to the opposite person.

To formulate the meaning of the message, the sender usually draws upon his background attitudes, perceptions, emotions, opinions, education and knowledge.

Effective communication exists between two persons when the person receiving the message interprets it within the same way because the sender intended it.

Accountable for Effectively Communication

Managers share the responsibility in communication effectively with the individual employees. The manager is 100% accountable for communication effectively with their employees.

Why a Manager Need to be Effective Communicators?

1.     Communication is used so frequently that "we cannot afford to do it poorly".

Communication has a special power: to create interest, stimulate action, achieve

Communication has a special power: to create interest, stimulate action, achieve agreement, faster enthusiasm.

Communication is the primary method that managers use to direct their employee's behaviour.

Communication is the basis for almost all other managerial skills. Its involved in delegating duties to subordinates, motivating employees, demonstrating leadership abilities, training new policies and programs, and counselling performance problems, etc.

1.    Barriers to Effective Communication

1 .    Supervisor inaccessible.
2.   Supervisor buried in work.
3.   Supervisor always in a hurry.
4.   Supervisor maintains a pre-occupied expression; little eye-contact with employees.
5.   Supervisor only informal with his peers or boss (never with subordinates). 
6.   Supervisor tells employees to "write it up" instead of promoting discussion.
7.   Supervisor never asks, "How's it going?".

Where Difficulties arise in Communication ?

The basic sources of misunderstanding between two persons are communication failures that occur when the receiver understands the meaning of a message differently than it was intended. We do not always communicate what we intend.

Communication failures arise where there is a gap between what the sender meant for and what the receiver receiving the senders meant.

Communication failure can be caused by:

1. 1.   Being so preoccupied that you do not listen to what other are saying.
2. 2.   Being so interested in what you have to say that you listen only to find an opening to work your way into the conversation.
3. 3.   Being so sure that you know what the other person is going to say that you distort what you hear to match your expectation.
4. 4.   Evaluating and judging the speakers, which make the speaker guarded and defensive.
5. 5.   Not being able to "see past the words" and get the emotional message of the sender.
6. 6.   Not trusting the speaker and becoming suspicious of what is being said.

Stage for Effective Communication

Even before the first word is uttered, various factors are already at work that can affect the success or failure of our communications.  Need to examine about these factors to see what role they play. 

Appearance of Communicator

Before we ever say a word, others are receiving messages from us. To communicate others just by the way we dress the groom. Many businesses utilize a code of conduct to guide people to the acceptable sort of attire. This conveys to others that we are professionals. In addition, conservative colours are preferred to more outspoken colours.

Past Conversations of Communicator's

Communication experts tell us that the credibility of the communicator, as determined by past conversations, may be a critical think about effective communication. When a listener views the sender as dependable, knowledgeable, reliable, warm and friendly, and non-selfish, the message that's sent are going to be more likely to be received. Unless we seem credible to the receiver, our message are going to be discounted and that we won't be ready to communicate effectively with him.

Personality of Communicator's

The personality of the communicator plays a neighbour-hood in both the formulation of the message and in how the message is communicated. Each individual’s beliefs, opinions, prejudices, feelings, biases, and personal experiences enter into the development of a message. You may know where two managers sound completely different in conveying an equivalent exact message to a listener. For example a result oriented manager may talk briefly, concise, action-oriented sentences, while another manager may find your-self during a long discourse including many details and side points.

Situation Base Communication

The situation and circumstances surrounding our communication plays vicinity in determining its success or failure. There are many sorts of situations affect the messages we send under stress. Stress, its very nature makes it difficult for us to "think correctly". In a stress situation, the meanings of the message are often distorted; subtle reminder meanings are often confused. Uncertainty, nervousness, and confusion can creep into the speaker's voice, leading to a less assertive statement.

Verbal Communication

Verbal communication means talking. The aim is to communicating verbally is to convey a message to another person so that the other person can understands it exactly talking about it. A well communicated message is one which the opposite person can accurately repeat back in his own words. Verbal communication can be made more effective by:

1. 1.   Talking about specific than general situations.
2. 2.   Using concrete language.
3. 3.   Using words familiar to employees.
4. 4.   Including an example to illustrate the point.
5. 5.   Giving sufficient detail to convey the point.
6. 6.   Giving details slowly and that should be in order.
7. 7.   Making it a practice to address the five "W" questions in the topic (if applicable).

Who is involved?
What is the situation; how did it begin?
When will it occur?
Where is it taking place? What you think, believe, feel?
Why will it happen? Why is this important?

Nonverbal & Types of Nonverbal Communication

Nonverbal communication refers based on body positions that accompany ones speaking. It is important to remember of your nonverbal communication, for it plays an enormous role in making your total communication effective.

Problems in communication occur when the speaker's words say one thing, but his gestures and visual communication says something else.

Types of Nonverbal Communication

All of the following "says something". In the specific context, they must correspond and reinforce the spoken message.

1. 1.   Eye contact.
2. 2.   Position of our arms and legs.
3. 3.   The distance we stand from others when talking to them.
4. 4.   Where we sit at a table or in relation to others.
5. 5.   Smiling.
6. 6.   Nodding or other head movements.

The manager can use nonverbal behaviours in two ways. First, when speaking, he can monitor his own nonverbal behaviour and try to make sure it corresponds and emphasizes what he is verbally saying.

Written Communication

In written communication, the simpler, shorter and more directs the better. This can be remembered by the equation:

Effectiveness = Conciseness = Completeness

Try these following tips for achieving concise and complete communication.

1.   Use simple words; your goal is not to impress your reader with your vocabulary, it is to get the point across.

2.   Make sure the words exactly express the thought; different words can slant the entire message of your point.

3.   Make the sentence structure clear; poor grammar, run on sentences, etc., can distort the point you want to make.

1. 4.   Use a different paragraph for each complete unit of thought.
2. 5.   Make sure all of the necessary information is included.
3. 6.   Anticipate questions and include the answers in your message.
4. 7.   Use only essential words and phrases.
5. 8.   Make sure your facts, dates, times, etc., are correct.

9.   Consider the tone of the memorandum. Make sure it doesn't contain antagonism or    preaching.

Phone Conversations

Talking on phone lies between face-to-face communications in reference to information we will receive from the opposite person. Phone conversations don't give us access to the visual communication of the opposite person; hence, we miss the nonverbal cues accompanying the words.

When lectures someone you've got spoken to before, concentrate to changes in their usual voice qualities. Some people speak slow, loud, or clear. When these people change their normal voice qualities, they're communicating something extra to us. It is up to us to seem for cues to detect what these changes in customary voice tones mean.

Communicating to Others

Communicating to others are often as simple as making an announcement as complex as running an educational program requiring much engagement. Pre- communication factors, like your appearance, credibility and therefore the specifics of things plays large part in establishing a successful presentation. Talking effectively and using nonverbal visual communication to correspond to the spoken words can all be utilized in group settings. A particularly skilful speaker can even "read" the nonverbal cues of the group as a whole and use this information to adjust his talk.

Listening

Why you Should Listen to Your Employees

1. 1.   Employees might have helpful ideas.
2. 2.   Employees might know causes of problems in the workplace.
3. 3.   Employees might be able to warn me about potential problems I haven't yet recognized.

4.   How employees feel about things can be a tip-of future problems.

Ways of Not Listening

1. 1.   Signing routine papers.
2. 2.   Sorting papers.
3. 3.   Allowing long telephone interruptions.
4. 4.   Sneaking looks at the time.
5. 5.   Gazing out of the window, or at distractions passing by.
6. 6.   Maintaining pre-occupied facial expressions.
7. 7.   Calling orders to other employees in between sentences.
8. 8.   Fidgeting nervously, shaking foot, playing with gadgets, coffee cup, etc.

Inhabitant Communication from Your Employees

Try to avoid the following to prevent disconnection future communication from your employees:

1. 1.   Blaming the employee who gave you bad news.
2. 2.   Getting angry.
3. 3.   "Falling apart".

4.   Demanding the employee to justify that is reported to be not going well.

Active Listening

Active listening is basically based on three important skills: attention skills, following skills and responding skills. Attention skills are those actions you're taking to place the talker comfortable, to non-verbally show you're listening, and to best "pay attention to" what the opposite person is trying to say. Maintaining eye contact, eliminating distractions, and concentrating on both the verbal and nonverbal are examples of attention skills. 

Following Skills

These are the talents we use to encourage the conversation along; to urge the purpose the person is making. Asking appropriate inquiries to bring out the purpose may be a following skill as is allowing silences without jumping in.

Responding Skills

This is where we determine if we received and interpreted the message because the speaker intended it. Try to check the facts and ideas, the main point of what the speaker said. There after only we can sure that we understood the message as intended.

Purpose of the Communication

When there is a purpose, we usually talk to someone. The purpose of the communication differs depending on the situation and who we are addressing.

When there is a purpose, we usually talk to someone. The purpose of the communication differs depending on the situation and who we are addressing.

An authority may communicate for any of the following reasons:

1. 1.   To motivate employees.
2. 2.   To teach, instruct, or explain a task.
3. 3.   To counsel an employee.
4. 4.   To seek information or assistance.
5. 5.   To correct an employee's behaviour.
6. 6.   To socialize.

Based on the above each of these purposes, the communication cans changes in order to accomplish our aims.

Conclusion:

One of my favorite dialogue uses to say, that you will have become a master of communication when you are able to tell someone where to go and to have them looking forward to the trip.