TODAY’S LECTURE & TALKING POINTS

By the End of the Lecture Students Should be

able to understand the Following Concepts;
1)Define Your Understanding of Effective
Communication

2)Effective communication in an Organisation

3)The 7C’s of Effective communication

4)Barriers to Communication

5)Communication Patterns
CRITERIA FOR EFFECTIVE
COMMUNICATION
UNDERSTANDING EFFECTIVE
COMMUNICATION
Effective Communication

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Although we can all communicate, not all our

communication acts are effective. We must all strive to

be effective communicators.

Effective Communication is that communication

which produces results.

It is communication where the intended message is

delivered clearly, and the desired feedback is achieved.
It is communication that does not give room for
misunderstanding.
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UNDERSTANDING EFFECTIVE
COMMUNICATION – (2)

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 Communication can be effective or it can
be misunderstood leading to
ineffectiveness.

 Meaning communication must be effective.

Ineffective communication is expensive to
the participants because it blocks results.

 In other words communication is a matter

of effectiveness. Effectiveness is a measure
of outcome. Effective communication 4

therefore results in the form of desired

UNDERSTANDING EFFECTIVE
COMMUNICATION – (3)

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 Effective Communication is communication
that conveys information to another person
efficiently and effectively and so achieves
desired outcome.

 It is important to note that not all

communication are effective. This course
aims to help the learners to become effective
communicators both at the university and
later in their professional fields.

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EFFECTIVE COMMUNICATION SKILLS
 Communication is one of the most important
aspects of management.

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 Without strong communication, employees
won't even understand what the manager
wants them to accomplish.

 Effective communication also helps

employees to value their jobs more by
minimizing conflicts and letting each
employee feel heard.

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EFFECTIVE COMMUNICATION
SKILLS
Effective Communication skills must include;
1)Communicating using Eye contact & visible
mouth

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2)Body language

3)Silence

4)Checking for understanding

5)Smiling face

6)Summarizing what has been said

7)Encouragement to continue

8)Asking some questions

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CRITERIA FOR EFFECTIVE COMMUNICATION –
WITHIN AN ORGANIZATION
1) Provide a Structure
2) Solve Problems Together

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3) Practice Strong Visual Communication
4) Practice Conflict Management
5) Consider Cultural Issues
6) Cultivate Extraverted Qualities
7) Practice Strong Written Communication

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CRITERIA FOR EFFECTIVE COMMUNICATION

1) Provide Structure
a)A manager must develop a structure for

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communication in the workplace. This means mapping
the communication channels for each aspect of
[Link], employees must understand whom they
must go to for approval after completing a project.

b)Managers should announce well in advance when

meetings will be held, so employees can prepare
questions and feedback.

c)They should also require weekly reports from

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employees on how they performed that week, and

2. SOLVE PROBLEMS TOGETHER

 To cultivate team spirit, managers must lead

team members in solving problems together.

 A good leader seeks input from team

members and leads brainstorming sessions

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in which they collaborate on solutions. This
ensures team members feel invested in
solving the problems.

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3. PRACTICE STRONG VISUAL
COMMUNICATION

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 Presenting data visually helps managers
communicate the information better.

 Graphs, charts and tables should help people

understand information immediate. This
means ensuring they have a clear purpose
for the image, not just adding it to make a
presentation look flashy.

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4. PRACTICE CONFLICT
MANAGEMENT

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 A good manager develops a conflict-
management policy to address conflicts
before they start.

 Additionally, he communicates the protocol

to employees so they will take responsibility
for managing conflicts wisely.

 He must be a good listener to solve conflicts,

and he should refrain from taking sides.
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5. CONSIDER CULTURAL ISSUES

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• A manager must understand how cultural
backgrounds affect communication. An
employee from a different culture or
subculture may perceive the manager's
words and actions differently than someone
from the manager's culture.

• A good manager strives to learn what is

polite and acceptable, both verbally and non
verbally, in the cultures and subcultures of
her employees.
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6. CULTIVATE EXTRAVERTED
QUALITIES

 A manager must also strive to communicate

confidently, knowing when to be firmer and

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when to be more relaxed.

 In a meeting with his team, eg. he must

make eye contact with all team members,
speak assertively, maintain confident
posture, and speak with emphasis, not in a
monotone.

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7. PRACTICE STRONG WRITTEN
COMMUNICATION

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 A strong manager strives to have clear, concise
and well-organized writing. He/she also strives to
keep his/her in-office correspondence free from
typos as well as inaccurate statements.

 Strong writing helps employees to see their

manager as more professional.

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7 C’s of effective
communication

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7 C’S OF EFFECTIVE
COMMUNICATION (2)

The 7 Cs provide a checklist for making sure

that your meetings, emails, conference calls,

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reports, and presentations are well constructed
and clear so your audience gets your message.

According to the 7Cs, communication needs to

be:
Clear.

Concise.

Concrete.

Correct.

Coherent.
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Complete.

Courteous.
1) CLEAR
 When writing or speaking to someone, be clear
about your goal or message. What is your purpose

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in communicating with this person? If you’re not
sure, then your audience won’t be sure either.

 To be clear, try to minimize the number of ideas in

each sentence. Make sure that it’s easy for your
reader to understand your meaning. People
shouldn’t have to “read between the lines” and
make assumptions on their own to understand
what you’re trying to say.

 Clarity implies emphasizing on a specific message18

or goal at a time, rather than trying to achieve too
much at once.
CLARITY IN COMMUNICATION HAS FOLLOWING
FEATURES:

It makes understanding easier.

Complete clarity of thoughts and ideas

enhances the meaning of message.

Clear message makes use of exact,

appropriate and concrete words.

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2) CONCISENESS

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 Conciseness means wordiness, i.e,
communicating what you want to convey in
least possible words without forgoing the
other C’s of communication.

 When you are concise in your

communication, you stick to the point and
keep it brief. Your audience doesn’t want to
read six sentences when you could
communicate your message in three.

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CONCISE COMMUNICATION HAS FOLLOWING
FEATURES:
 It is both time-saving as well as cost-saving.

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 It underlines and highlights the main
message as it avoids using excessive and
needless words.

 Concise communication provides short and

essential message in limited words to the
audience.

 Concise message is more appealing and

comprehensible to the audience.
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 Concise message is non-repetitive in nature.
3) CONCRETENESS
1) Concrete communication implies being particular

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and clear rather than fuzzy and general.

2) When your message is concrete, then your

audience has a clear picture of what you’re telling
them. There are details (but not too many!) and
vivid facts. Your message is solid. Look at these two
examples:
a) The Lunchbox Wizard will save you time every day.

b) How much time do you spend every day packing

your kids’ lunches? No more! Just take a complete
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Lunchbox Wizard from your refrigerator each day
to give your kids a healthy lunch AND have more
CONCRETE MESSAGE HAS
FOLLOWING FEATURES:

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 It is supported with specific facts and
figures.

 It makes use of words that are clear and

that build the reputation.

 Concrete messages are not

misinterpreted.
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4) CORRECTNESS

 When your communication is correct, it

fits your audience.

 And correct communication is also

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Factual error free communication.

 Correctness in communication implies

that there are no grammatical errors in
communication.
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CORRECT COMMUNICATION HAS FOLLOWING
FEATURES:
• The message is exact, correct and well-timed.

• If the communication is correct, it boosts up the

confidence level.

Correct message has greater impact on the

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•
audience/readers.

• It checks for the precision and accurateness of

facts and figures used in the message.

• It makes use of appropriate and correct

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language in the message.
5) COHERENT

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 When your communication is coherent, it’s
logical.

 All points are connected and relevant to the

main topic, and the tone and flow of the text
is consistent.

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6) COMPLETENESS
• In a complete message, the audience

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has everything they need to be
informed and, if applicable, take
action.

• Does your message include a “call to

action”, so that your audience clearly
knows what you want them to do?

• Have you included all relevant

information – contact names, dates, 27

times, locations, and so on?

COMPLETENESS (2)

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 The communication must be complete. It
should convey all facts required by the
audience.

 The sender of the message must take into

consideration the receiver’s mind set and
convey the message accordingly.

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A COMPLETE COMMUNICATION HAS
FOLLOWING FEATURES:
• Complete communication develops and enhances
reputation of an organization.

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• Moreover, they are cost saving as no crucial
information is missing and no additional cost is
incurred in conveying extra message if the
communication is complete.

• A complete communication always gives additional

information wherever required. It leaves no questions
in the mind of receiver.

• Complete communication helps in better decision-

making by the audience/readers/receivers of message
as they get all desired and crucial information. 29
• It persuades the audience.
7) COURTEOUS/CONSIDERATION
 Courteous communication is friendly, open, and
honest and does not illicit emotions.

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 Consideration implies “stepping into the shoes of
others”.

 Effective communication must take the audience

into consideration, i.e, the audience’s view points,
background, mind-set, education level, etc.

 There are no hidden insults or passive aggressive

tones. You keep your reader’s viewpoint in mind, and
you’re empathetic to their needs. 30
COURTEOUS/CONSIDERATION (2)
 You must always put yourself in the shoes of the

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person you are talking to and ask yourself how
you would feel if you were to be addressed the
way you are addressing your receiver.

 Consideration in communication creates a

healthy work environment.

 Courtesy in message implies the message

should show the sender’s expression as well as
should respect the receiver.

 The sender of the message should be sincerely 31

polite, judicious, reflective and enthusiastic.

FEATURES:

Courtesy implies taking into

consideration both viewpoints as
well as feelings of the receiver of the
message.

Courteous message is positive and

focused at the audience.

It makes use of terms showing

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respect for the receiver of message.
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It is not at all biased.
FEATURES OF CONSIDERATE COMMUNICATION
ARE AS FOLLOWS:

Emphasize on “you” approach.

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Empathize with the audience and exhibit
interest in the audience. This will
stimulate a positive reaction from the
audience.

Show optimism towards your audience.

Emphasize on “what is possible” rather
than “what is impossible”. Lay stress on
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positive words such as jovial, committed,
thanks, warm, healthy, help, etc.
NEXT LECTURE

Lecture 4 Shall Focus on the Communication

Network (Part 2)
We shall Look Into;
1)Barriers to Communication

2)What is Reading

3)Understanding Reading across the

Various Stages of Academic Growth

4)The SQ4R Method of reading

effectively
READING ASSIGNMENT

 Read about Barriers to effective

communication.

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End of Lecture 3

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