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Principles and Practices in Communication By the end of the lesson, you should be able to: describe the process of communication. identify the barriers to communication. differentiate the types of communication. identify the various types of oral presentation. Principles and Practices in communication will cover: The Importance of Communication The Nature of Communication Communication Principles Barriers to Effective Communication Communication Networks Types of Oral Presentation The Importance of Communication Communication skills: are vital to personal success at work are a major factor in job interviews help determine success or failure for a company are in use during 75% of your work day determine life or death in some occupations TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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The Nature of Communication
Communication… is a process in which people who occupy differing environments exchange messages in a specific context (physical, social, chronological) via one or more channels and often respond to each other’s messages through verbal and nonverbal feedback.
TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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Communication Principles Communication is: unavoidable two-level irreversible a process not a panacea ethically challenging Ethical frameworks: Kant’s Categorical Imperative The Utilitarian Rule The Golden Rule Standard The Professional Ethic The “60 Minutes” Test Barriers to Effective Communication i.e. Listening Misunderstandings: the rule, not the exception Physiological Barriers Hearing deficiencies Rapid thought and Generative Listening Environmental Barriers Physical distractions: cold, noise TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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Communication channel noise Overloaded communication Barriers to Effective Listening: Attitudinal Barriers Preoccupation Egocentrism Fear of appearing ignorant Abdication of responsibility of conversation Assumption that listening is passive Assumption that talking is more advantageous than listening Sociocultural differences Cultural differences Accent Degree of experience with differing speech styles Conversational parameters, such as topic flow and use/prevalence of silence Gender differences Listening purpose and ambiguous conversational events Status and competition for others’ attention Lack of training Though most people listen, few listen well
TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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Listening skills are becoming part of a company’s training programs Types of Communication i.e. Communication Networks A communication network is a regular pattern of person-to-person relationships through which information flows in an organization. Subtype of Communication Networks… Formal Designed by management for job accomplishment Downward communication from superiors to subordinates Upward communication from subordinates to superiors Horizontal communication between members with equal power, e.g. reporting or sharing in meetings Informal Not part of official relationship hierarchy Arise from many different sources including friendships, clubs, proximity, and families Serve many functions, often complementary or supplementary to formal networks
TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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Types of Presentations Informative Persuasive Informative Presentations Briefing Report Status Final Feasibility Training Explanation Briefing Job-related information Interested and knowledgeable audience Short (2-3 minutes) Simply organized Summary but little support Simple visual aids Conversational, matter-of-fact Status Report
TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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“How’s the project going?” Typical outline Purpose of project Current status Obstacles and efforts to overcome them Next milestone Future of the project Final Report Upon completion of an undertaking Typical outline Introduce yourself and undertaking Necessary background Describe what happened Results How to get more information Feasibility Report Evaluates potential actions and recommends how to proceed Typical outline Introduce the problem Describe criteria for evaluating approaches
TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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Methodology Possible solutions Evaluations Recommendations Conclusion Training Teaches listener to do something Informal or formal Firms invest huge amounts in training IBM’s annual cost: $1.5 billion 75% is informal and on-the-job Explanations: Increase listener’s understanding of subject Two strategies
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Avoid jargon Link the familiar to the unfamiliar Persuasive Presentations
Proposal Sales Presentation Proposal Presentations TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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Purpose: to get support Guidelines Use problem-solution approach. Describe Problem: the nature, undesirable consequences of problem, ethics of problem, causal analysis. Provide a solution: proposal and positive consequences, bad consequences avoidance, ethics of proposal, feasibility. Sales Presentation Purpose: to persuade a buyer to buy Guidelines Establish client relationships before talk Put clients’ needs first Listen to clients Emphasize benefits, not features Choose most effective organizational plan Use an effective closing strategy
* Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill. TO CITE (APA 6th) Adnan, Airil Haimi Mohd (2007). Principles and practices in communication [PCS course material].
Perak, Malaysia: Universiti Teknologi PETRONAS, Department of Management & Humanities.
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