Last time we were discussing
about the different noises and their affect on the communication process.
Perception:
Now here perception plays an important
role. In the attitude building post we discussed what perception is. Perception
is important because our responses are based upon our perceptions. When we are
conversing with another person then the way in which we see the conversation is
entirely dependent upon our perceptions.
Perceptions are like filters. The
idea of a conversation is first filtered and then processed by our minds. If
the data gets corrupted through the filters then the processing done is also
corrupted. It is very important that before we communicate with a person the
filters processing should be absolutely clear. Our responses are based upon our
perceptions.
Now if the filters are not clear
then there can be difference between encoding and decoding. This difference
between encoding and decoding is called misunderstanding or communication gap.
Now a problem arises here. The
problem is that we do not have any control over the perception of others. This
can disrupt the process of communication and create a communication gap between
the source and the sensor. So what should be done to avoid this communication
gap?
Factor of Safety:
The answer to this is factor of
safety. Factor of safety is the factor which if high, decreases the chances of
creating a communication gap or misunderstanding. This factor can be increased
by proper selection of words and symbols and to be careful on how to use them.
Another method is to make use of
the proper grammar. Avoid the use of confusing words and styles. Just keep in
mind the filters of others may not be as clear as yours or all the listeners
may not have the same filters. So use of grammar should be correct.
Below are the 7 basic skills to
improve your communication skills.
1.
Clarify
your Objectives at the Start:
Before
starting communication with others clarify the objectives of the communication.
This is important because the listeners should know the objective of hearing
and this also lays a foundation for the next skill.
2.
Structure
Your Thinking:
This is an
important skill. After clarifying your objective, take some time to make the
sequence, the flow of your thoughts. This will help you in explaining your
objective in a better way. When you are done with the sequence, convert your
thoughts in an understandable way.
3.
Manage
Your Time:
Select a
proper time for your conversation. Don’t talk about serious things when the
mood is not serious. This may mess up the objective you want to communicate.
Another point about time is that manage your time during the conversation. Long
conversations create boredom. Be comprehensive and short, this will keep the
listeners attentive as well as save your time and the time of the listeners.
4.
Find
Common Ground:
A very good
way of presenting your idea to a listener is to first find common grounds.
Start the conversation on these common grounds and then mould it into the idea
that you need to present. Another point in this regard is that avoid going into
other people’s territory unannounced. This irritates a lot of people and may spoil
the process of communication.
5.
Move
Beyond Arguments:
Stop arguing.
This won’t help any of the communicators. Go for the solution. It will surely
help both of the communicators.
6.
Summarize
Frequently:
This is a very
important part of the communication process. Summarizing again and again will
help you determine whether the conversation is on track or not. If you are
going astray from your objective, this technique will help you in coming back
on track. If you are already on track you will be satisfied with the progress.
7.
Kinesics:
Last but not
the least is the kinesics i.e. the body language you have. This is extremely
important. Making use of body language increases the factor of safety thus decreasing
the misinterpretation of the message you had sent.
These are few techniques
to make you better in communication skills. Follow them and see a change in
your personality. Waiting to hear your comments about the work being done.
Keep in touch
for another skill.
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