COMMUNICATI

ON
BUILDING EFFECTIVE

COMMUNICATION SKILLS
By: Ashwari Raut ( MHA Student )
 CONTENT
 Introduction to communication
 Purpose of communication
 Types of communication
 Process of communication
 Methods of communication
 Effective communication
 Barriers to effective communication
 Overcoming communication barriers
INTRODUCTION TO
COMMUNICATION
 Communication is the process of
exchanging information, ideas,
thoughts, and feelings between
individuals or groups using
various methods and channels.
 It serves numerous purposes,
including sharing information,
making decisions, building
relationships, and expressing
emotions, making it an integral
part of personal and
professional life.
 Sharing
Smooth flow of Better
Information
information coordination

Expressing PURPOSE OF Making

Emotions COMMUNICATION Decision

Better control Building Motivation

Relationship
IMPORTANCE OF EFFECTIVE
COMMUNICATION
In professional life, communication plays a crucial role
• Employee Collaboration: Coordinating tasks and projects within
teams.
• Leadership: Guiding and motivating employees.
• Customer Relations: Building and maintaining strong customer
relationships.
• Decision-Making: Ensuring informed and well-executed
decisions.
• Bonds: Strengthening relationships with loved ones.
• Friendships: Nurturing social connections.
• Emotional Well-being: Expressing feelings and seeking support.
• Conflict Resolution: Addressing issues and finding resolutions.
TYPES OF COMMUNICATION
 Formal Communication
 Informal Communication
 Verbal Communication
 Non-verbal Communication ( pictorial )
 Written Communication
 Visual Communication
 Group Communication
 Digital Communication
 Intrapersonal Communication
 Interpersonal Communication
FORMAL COMMUNICATION
 Definition: Formal communication is structured, regulated,
and follows established channels and protocols, primarily
used for official or professional purposes within organizations.
• Example: Used for business, professional, or official
purposes. Memos, annual reports, performance reviews.

INFORMAL COMMUNICATION
 Definition: Informal communication is casual, spontaneous,
and unstructured, often used for social interactions and
personal relationships, both within and outside of work
contexts.
• Example:Used for social interaction and relationship building.
Watercooler conversations, text messages, social media
posts.
FORMAL COMMUNICATION INFORMAL COMMUNICATION

 It is based on organizational  It emerges out of social

relationships. interaction among the people.
 The channels of communication  Channels of communication
are prescribed. depend on individuals’
 It is rigid as deviations are not relationships.
allowed.  It is quite flexible because nothing
 The speed of message travel is is prescribed.
slow because of formalization.  Messages travel faster.
 Chance of message distortion are
low.  Messages are often distorted.
 It is treated as authentic.
 It is not authentic even if the
message is correct.
VERBAL COMMUNICATION
• Definition: Verbal communication involves the use of
spoken or written words to convey a message.
• Examples: Face-to-face conversations, phone calls, video
calls, meetings, speeches, presentations, lectures,
interviews, written reports, emails, letters, memos.

NON-VERBAL
COMMUNICATION
• Definition: Non-verbal communication encompasses
conveying messages without using words. It relies on body
language, facial expressions, gestures, and other non-verbal
cues.
• Examples: Eye contact, posture, hand gestures, facial
expressions, tone of voice, touch, proximity, and even the
use of symbols and emojis in written communication.
WRITTEN COMMUNICATION
• Definition: Written communication involves the use of
written words or text to transmit information or
messages.
• Examples: Letters, emails, text messages, reports,
manuals, documentation, notes, memos, business
proposals, social media posts, and any form of written
content.

VISUAL COMMUNICATION
• Definition: Visual communication relies on visual
elements like images, graphics, charts, and diagrams to
convey information or ideas.
• Examples: Infographics, charts, graphs, maps,
photographs, illustrations, presentations, posters, and
any visual aids used in communication.
GROUP COMMUNICATION
• Definition: Group communication occurs when
multiple individuals engage in a conversation or
discussion together.
• Examples: Team meetings, group presentations,
panel discussions, and group chats or video
conferences.

DIGITAL COMMUNICATION
• Definition: Digital communication encompasses all
forms of communication conducted through electronic
devices and digital platforms.
• Examples: Emails, text messaging, social media
interactions, video conferencing, and virtual meetings.
INTRAPERSONAL COMMUNICATION
• Definition: Intrapersonal communication is the
inner dialogue or self-talk that occurs within an
individual's mind.
• Examples: Personal reflection, decision-making
processes, setting personal goals, and self-
motivation.

INTERPERSONAL
COMMUNICATION
• Definition: Interpersonal communication is the
exchange of information and messages between
individuals in a face-to-face or one-on-one setting.
• Examples: Everyday conversations, discussions with
friends, family interactions, interviews, and personal
meetings.
 .

SE
ND
ER

ME
SS
AG

FE
E

ED
BA
K C
EN
CO
DI
NG
PROCESS OF

CH
AN
NE
L
COMMUNICATION

RE
CE
IV
ER
DE
CO
DI
NG

ME
SS
A GE
METHODS OF
COMMUNICATION
Face-to-face communication
• Use Cases: Meetings, interviews, casual
conversations, negotiations, and team discussions.
• Benefits: Immediate feedback, body language
interpretation, and personal connection.
Written communication
• Use Cases: Emails, letters, memos, reports, and
documentation.
• Benefits: Permanent record, precision, and clarity.
Phone & video calls
• Use Cases: Business calls, personal conversations,
interviews, and remote meetings.
• Benefits: Voice and visual communication, immediate
response.

Emailing and messaging

• Use Cases: Professional and personal correspondence,
quick updates.
• Benefits: Fast delivery, asynchronous communication,
and document sharing.

Social media
•Use Cases: Sharing information, networking, marketing,
and community engagement.
•Benefits: Widespread reach, real-time interaction, and
audience engagement.

Public speaking
•Use Cases: Presentations, speeches, lectures, and
conferences.
•Benefits: Persuasion, education, and inspiration.
EFFECTIVE COMMUNICATION
 Effective communication involves not only
transmitting messages but also ensuring they are
understood as intended.
 It involves navigating various communication
channels, recognizing cultural nuances, and
addressing barriers to ensure messages are not only
conveyed but also understood as intended,
promoting understanding, collaboration, and
successful outcomes in diverse contexts.
BARRIERS TO EFFECTIVE
COMMUNICATION
 Physiological Barriers
 Organizational Barriers
 Language Barriers
 Psychological Barriers
 Perception Barriers
 Cultural Barriers
 Gender Barriers
 Emotional Barriers
.

1. Physiological Barriers:
1. Definition: These are barriers related to the physical
condition of individuals, such as disabilities, illness, or
sensory impairments.
2. Example: Someone with hearing loss may struggle to
communicate effectively in a noisy environment.
 (Accommodate):

• Provide necessary support for individuals with

disabilities or sensory impairments, such as using sign
language interpreters or creating accessible facilities.

2. Organizational Barriers:
1. Definition: These are obstacles within an organization
that hinder communication, such as rigid hierarchies,
inadequate information flow, or unclear policies.
2. Example: A strict chain of command can make it
difficult for employees to share ideas with upper
management.
 (Promote Openness):

• Cultivate a culture of transparency where

communication flows freely at all levels of the
organization, enabling employees to express ideas and
concerns without fear.
3. Language Barriers:
1. Definition: These barriers occur when people do not share a

.
common language or have varying levels of proficiency in a
shared language.
2. Example: Misunderstandings can arise when a team
includes members who speak different languages or dialects.
 (Offer Training):

• Offer language training programs to enhance language

proficiency among team members, or provide translation
services when language diversity is a challenge.

4. Psychological Barriers:
1. Definition: These are mental or emotional obstacles that
can interfere with effective communication, including biases,
stereotypes, or anxiety.
2. Example: Preconceived notions about a person's abilities
based on their age can hinder open communication in a
multi-generational workplace.
 (Foster Empathy):

• Conduct diversity and inclusion training to promote

empathy and understanding among team members,
addressing biases and stereotypes.
5. Perception Barriers:
1. Definition: These barriers arise from differences in how
individuals perceive and interpret information and

. situations.
2. Example: Two people witnessing the same event may
have contrasting interpretations of what occurred due to
their unique perspectives.
 (Practice Active Listening):

• Train individuals in active listening techniques,

encouraging them to seek understanding, offer feedback,
and clarify misunderstandings.

6. Cultural Barriers:
1. Definition: Cultural differences, including norms, values,
and traditions, can impede communication when people
from diverse backgrounds interact.
2. Example: A gesture considered polite in one culture might
be offensive in another, leading to misunderstandings.
 (Cultivate Sensitivity):

• Implement cultural sensitivity training to educate

employees about diverse cultural norms and practices,
fostering respect and effective cross-cultural
communication.
7. Gender Barriers:
1. Definition: These barriers result from societal gender

.
norms and expectations, affecting how people of
different genders communicate.
2. Example: Stereotypes about gender roles can
influence how individuals are perceived in leadership
positions and may impact communication dynamics.
 (Champion Equality):

• Enforce policies that support gender equality in the

workplace, challenge traditional gender roles, and
actively promote diversity in leadership positions.

8. Emotional Barriers:
1. Definition: Emotional states, such as stress, anger, or
fear, can obstruct effective communication by clouding
judgment and rational thinking.
2. Example: An employee who is extremely upset may
find it challenging to express their concerns coherently
during a meeting.
 (Encourage Self-Awareness):

• Provide emotional intelligence training to help

individuals recognize and manage their emotions,
reducing stress and facilitating more constructive
emotional responses in communication.