ACT
Training, Motivational Speaker, Writing,
Aussiejohn
Trainer
Sumugan@vellore
Dealing Human Resource
+2 Others

Hello All,
I am looking for some help...
I am an HR Manager, currently based in the UK. I have been asked to create a presentation on Communication - Softskills etc
Can anybody recommend or be ever so kind to forward me something that has already been created, so i could use this as a base
Many thanks, Amina
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Hope you have completed your presentation successfully.
Communication plays vital role for human beings to exchange the thoughts,idea,emotions,& IQ
100% of communication can be achieved by following split up Body Language-50%
Tone-40%
Words-10%
its mandatory to an excellent communicator.

Hi Amina
I urge you to check out various inputs on the right of the screen. Even after that if you still want more inputs do a search on the site.
In any case you have to outline the various sub modules that you plan to cover in your session. This will give you a focus when you start evaluating the inputs you get through the search.
Best Wishes
Dear Amina

I am giving some important points of effective communication presentation for your help. If u give your id then i will attached all presentation 2 u.

What is Communication?

How does one talk so that another person listens and understands? How does one listen? How does one know

if he has been heard and understood?

These are all points about communication that have never before been analyzed or explained.

People have known that communication is an important part of life but until now no one has ever been able

to tell anyone how to communicate.

Until Scientology, the subject of communication had received no emphasis

or study. Any attention given to it was mechanical and the province of

engineers. Yet all human endeavor depends utterly on a full knowledge of

the real basics of communication.

To master communication, one must understand it.

In Scientology, communication has been defined – an accomplishment that

has led to a much deeper understanding of life itself.

Communication, in essence, is the shift of a particle from one part of space

to another part of space. A particle is the thing being communicated. It can

be an object, a written message, a spoken word or an idea. In its crudest

definition, this is communication.

This simple view of communication leads to the full definition:

Communication is the consideration and

action of impelling an impulse or particle from source-point across a

distance to receipt-point, with the intention of bringing into being at the

receipt-point a duplication and understanding of that which emanated from

the source-point.

Duplication is the act of reproducing something exactly. Emanated means

“came forth.”

The formula of communication is cause, distance, effect, with intention,

attention and duplication with understanding.

The definition and formula of communication open the door to understanding this subject. By dissecting

communication into its component parts, we can view the function of each and thus more clearly understand

the whole.

. . . a written message. . .

. . . a spoken word. . .

. . . or an idea.

aimkaam : Training the world to succeed

Page 2 of 68

Any successful communication contains all the

elements shown here. Any failure to communicate can

be analyzed against these components to isolate what

went wrong.

Barriers to Effective Communication

There are a wide number of sources of noise or interference that can enter into the communication process.

This can occur when people now each other very well and should understand the sources of error. In a work

setting, it is even more common since interactions involve people who not only don't have years of

experience with each other, but communication is complicated by the complex and often conflictual

relationships that exist at work. In a work setting, the following suggests a number of sources of noise:

 Language: The choice of words or language in which a sender encodes a message will influence the

quality of communication. Because language is a symbolic representation of a phenomenon, room for

interpreation and distortion of the meaning exists. In the above example, the Boss uses language (this

is the third day you've missed) that is likely to convey far more than objective information. To Terry

it conveys indifference to her medical problems. Note that each different person will interpret the

same words different. Meaning has to be given to words and many factors affect how an individual

will attribute meaning to particular words. It is important to note that no two people will attribute the

exact same meaning to the same words.

 Defensiveness, distorted perceptions, guilt, project, transference, distortions from the past

 Misreading of body language, tone and other non-verbal forms of communication (see section below)

 Noisy transmission (unreliable messages, inconsistency)

 Receiver distortion: selective hearing, ignoring non-verbal cues

 Power struggles

 self-fulfilling assumptions

 Language-different levels of meaning

 Managers hesitation to be candid

 Assumptions-eg. assuming others see situation same as you, has same feelings as you

 Distrusted source, erroneous translation, value judgment, state of mind of two people

aimkaam : Training the world to succeed

Page 3 of 68

 Perceptual Biases: People attend to stimuli in the environment in very different ways. We each have

shortcuts that we use to organize data. Invariably, these shortcuts introduce some biases into

communication. Some of these shortcuts include stereotyping, projection, and self-fulfilling

prophecies. Stereotyping is one of the most common. This is when we assume that the other person

has certain characteristics based on the group to which they belong without validating that they in fact

have these characteristics.

 Interpersonal Relationships: How we perceive communication is affected by the past experience

with the individual. Perception is also affected by the organizational relationship two people have.

For example, communication from a superior may be perceived differently than that from a

subordinate or peer

 Cultural Differences: Effective communication requires deciphering the basic values, motives,

aspirations, and assumptions that operate across geographical lines. Given some dramatic differences

across cultures in approaches to such areas as time, space, and privacy, the opportunities for miscommunication

while we are in cross-cultural situations are plentiful.

Developing Communication Skills: Listening Skills

There are a number of situations when you need to solicit good information from others; these

situations include interviewing candidates, solving work problems, seeking to help an employee on

work performance, and finding out reasons for performance discrepancies.

Skill in communication involves a number of specific strengths. The first we will discuss involves

listening skills. The following lists some suggests for effective listening when confronted with a

problem at work:

 Listen openly and with empathy to the other person

 Judge the content, not the messenger or delivery; comprehend before you judge

 Use multiple techniques to fully comprehend (ask, repeat, rephrase, etc.)

 Active body state; fight distractions

 Ask the other person for as much detail as he/she can provide; paraphrase what the other is

saying to make sure you understand it and check for understanding

 Respond in an interested way that shows you understand the problem and the employee's

concern

 Attend to non-verbal cues, body language, not just words; listen between the lines

 Ask the other for his views or suggestions

 State your position openly; be specific, not global

 Communicate your feelings but don't act them out (eg. tell a person that his behavior really

upsets you; don't get angry)

 Be descriptive, not evaluative-describe objectively, your reactions, consequences

 Be validating, not invalidating ("You wouldn't understand"); acknowledge other;'s uniqueness,

importance

 Be conjunctive, not disjunctive (not "I want to discuss this regardless of what you want to

discuss");

 Don't totally control conversation; acknowledge what was said

 Own up: use "I", not "They"... not "I've heard you are noncooperative"

 Don't react to emotional words, but interpret their purpose

aimkaam : Training the world to succeed

Page 4 of 68

 Practice supportive listening, not one way listening

 Decide on specific follow-up actions and specific follow up dates

A major source of problem in communication is defensiveness. Effective communicators are aware

that defensiveness is a typical response in a work situation especially when negative information or

criticism is involved. Be aware that defensiveness is common, particularly with subordinates when

you are dealing with a problem. Try to make adjustments to compensate for the likely defensiveness.

Realize that when people feel threatened they will try to protect themselves; this is natural. This

defensiveness can take the form of aggression, anger, competitiveness, avoidance among other

responses. A skillful listener is aware of the potential for defensiveness and makes needed

adjustment. He or she is aware that self-protection is necessary and avoids making the other person

spend energy defending the self.

In addition, a supportive and effective listener does the following:

 Stop Talking: Asks the other person for as much detail as he/she can provide; asks for other's

views and suggestions

 Looks at the person, listens openly and with empathy to the employee; is clear about his

position; be patient

 Listen and Respond in an interested way that shows you understand the problem and the

other's concern

 is validating, not invalidating ("You wouldn't understand"); acknowledge other;'s uniqueness,

importance

 Checks for understanding; paraphrases; asks questions for clarification

 Don’t control conversation; acknowledges what was said; let's the other finish before

responding

 Focuses on the problem, not the person; is descriptive and specific, not evaluative; focuses on

content, not delivery or emotion

 Attend to emotional as well as cognitive messages (e.g., anger); aware of non-verbal cues,

body language, etc.; listen between the lines

 React to the message, not the person, delivery or emotion

 Make sure you comprehend before you judge; ask questions

 Use many techniques to fully comprehend

 Stay in an active body state to aid listening

 Fight distractions

 (If in a work situation) Take Notes; Decide on specific follow-up actions and specific follow

up dates

A Short Example of Effective Communication

Example:

Maria: My project coordinator, Judy, is in a slump; she's just not producing her usual caliber of

work. I need to find out what the problem is.

aimkaam : Training the world to succeed

Page 5 of 68

On the surface, it would seem that getting good information is easy. But like other forms of

communication, it takes planning and experience to develop skills in this area

Key Techniques

Focus the discussion on the information needed Judy, I've noticed in the past month that you've

fallen behind on keeping the project schedule current. I'd like to figure out with you what we both can

do to get it back on track.

Use open-ended questions to expand the discussion You've always kept the schedule up to the

minute-until about a month ago. Why the change?

Use closed ended questions to prompt for specifics "What projects are you working on that take

time away from your work on this project (warning: closed ended questions are often disguised as

open ended as in "Are you going to have trouble finishing this project?)

Encourage dialogue through eye contact and expression This involves nodding in agreeemnt,

smiling, leaning toward the speaker, making statements that acknowledge the speaker is being heard.

State your understanding of what you are hearing This can be done by restating briefly what the

other person is saying but don't make fun of it

"So it sounds like these phone calls have ended up taking a lot more time than you or Jay expected;

you think the three of us should
Dear Amina

see some following effective communication.

Anil Jadhav

9420649119

Barriers to Communication

Anything that prevents understanding of the message is a barrier to

communication. Many physical and psychological barriers exist.

Culture, background, and bias - We allow our past experiences to

change the meaning of the message. Our culture, background, and

bias can be good as they allow us use our past experiences to

understand something new, it is when they change the meaning of the

message then they interfere with the communication process.

Noise - Equipment or environmental noise impede clear

communication. The sender and the receiver must both be able to

concentrate on the messages being sent to each other.

Ourselves - Focusing on ourselves, rather than the other person can

lead to confusion and conflict. The "Me Generation" is out when it

comes to effective communication. Some of the factors that cause this

are defensiveness (we feel someone is attacking us), superiority (we

feel we know more that the other), and ego (we feel we are the center

of the activity).

Perception - If we feel the person is talking too fast, not fluently, does

not articulate clearly, etc., we may dismiss the person. Also our

preconceived attitudes affect our ability to listen. We listen uncritically

to persons of high status and dismiss those of low status.

Message - Distractions happen when we focus on the facts rather than

the idea. Our educational institutions reinforce this with tests and

questions. Semantic distractions occur when a word is used differently

than you prefer. For example, the word chairman instead of

chairperson, may cause you to focus on the word and not the

message.

Environmental - Bright lights, an attractive person, unusual sights, or

any other stimulus provides a potential distraction.

Smothering - We take it for granted that the impulse to send useful

information is automatic. Not true! Too often we believe that certain

information has no value to others or they are already aware of the

facts.

Stress - People do not see things the same way when under stress.

What we see and believe at a given moment is influenced by our

psychological frames of references - our beliefs, values, knowledge,

experiences, and goals.

These barriers can be thought of as filters, that is, the message leaves

the sender, goes through the above filters, and is then heard by the

receiver. These filters muffle the message. And the way to overcome

filters is through active listening and
Amina,
There is a ton of stuff already posted here on CiteHR by other members on all the subjects you want to cover in your presentation.
Please use the reSearch Box at the top of every page here at CiteHR.
Also check out the Similar Topics at the right hand side of the screen as ACT has pointed out in his post. ----------------->
There is a wealth of material here on CiteHR on almost every HR topic and question.
Search FIRST Ask SECOND
Good luck with your presentation.
Dear Senior Please find the attachment it might be helpful to you.. Regards Jagadeesh HR Exe

Attached Files
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File Type: ppt softskill.ppt (1,011.5 KB, 184 views)

[Hi Amina,
All the best for your presentation
Try out in unique way by starting with origin of communication.
Communication has been derived from the Latin word "communis", meaning to share. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication; thus communication can occur across vast distances in time and space
Regards
Sumugan
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