Communication

1. The word communciaton is derived from the latin word

“communis” which means common”.
2. We spend most of our life communicating.
3. People spend more than 70% of their Daily Life in
communication in one form or the other & in one context or
the other.
4. Therefore it needs proper understanding and application for
sophistication of our activities.
5. Communication has been defined as a meeting of minds, for
transfer of ideas.
6. It is a process of putting minds into contact with one
another, so as to obtain understanding, clarity and exchange
of information.
1. When we effect a communication we establish a common
meeting ground for understanding.
2. When we understand each other, we integrate our effort
towards a common cause.
3. When we make a common cause, we develop a ‘we’
feeling.
4. It is in this ‘we feeling’ that we find the success of our
concerted efforts in achieving our common objectives .
5. communication is the process of exchanging information
through a common system of symbols, signs and
behavior.The synonyms for communication are
feelings, speaking, corresponding, writing, listening,
exchanging etc.
 Types of Communication
There are two types of Communication
• Verbal Communication
• Non-verbal Communication

There are two types of Verbal Communication

a) Oral communication
b) Written Communication
Non-verbal communication
Body Language
-Posture
-Gesture
-Picture
-Mixture
 Trifurcation of Communication Impact.
1. 07% words – impact on conscious mind.
2. 38% Voice Tonality – impact on subconscious mind
3. 55%Body Language– impact on sub conscious mind
COMMUNICATE WITH PLEASURE. COMMUNICATE WITH
MEASURE
1. In order to Communicate with Pleasure
• your communication should generate interest, enthusiasium &
encouragement.
• Use Positive Language for Corrective Measures, Improvement and
change Management.
• Drive your point carefully & tactfully with out hurting the feelings of the
others
• In order to communicate with Measure- Make your message simple &
effective.
• Use the appropriate few words to make it effective.
• Do not repeat the words except grammar.
• Do not use too many adjectives
 Effective communication
•Decide what your
message is meant to achieve
•Formulate the
message with the listener in view
•Always use simple
business language.
•Do not use harsh
words & sarcastic language.
•Business language
used should be to express and not to impress with you vocabulary.
•Do not use non
popular parlance words - they may lead to missing the message.
•An effective
communicator anticipates the unlimited ways a message can be misunderstood.
•The present day
complex world brings us into constant contact with different sets of people in different situations.
• As a result, we are
bound to create an influence or be influenced by those with whom we frequently interact.
•Thus, effective
communication, both ways, can be a powerful tool in management.
 • Traditionally, organizational communication has always been one-
sided.
• Superiors have always expected subordinates to listen and do as
they are told.
• However, effective communication envisages both speaking and
listening as equally important tools—an "open dialogue" instead of
a monologue.

Position Influence on Communication

Factors like age, sex, political and religious affiliations, intelligence
level, socio-economic status and placement levels in office affect
receptivity to communication contacts
 Body Language Influence on communication
1. Secondly, each one of us has a "self-image" in terms of appearance
(body build, skin colour, etc.), personal hygiene and smartness, which
can create a powerful impact on listeners.
2. When we speak, even the eyes and facial expressions, body
movements, attire and gait, can have a profound influence.
3. The pitch, the rhythm and pace of the words can convey more than
the words themselves.

Content Influence on Communication

1. As far as the content is concerned, it is Accuracy, Brevity and Clarity
which form the ABC of an effective message.
2. How one opens and closes a topic and how quickly one is able to put
across ideas, testify to the effectiveness of the speaker and the
receptivity of the listener.
3. At higher levels, leaders must have the ability to convince people
down the line and get things done.
1. It is better to avoid dictatorial styles of communication (threatening language
or raised voices), gestures and mannerisms which may create a negative
response.
2. On the contrary, it may be worthwhile to use one's power of empathy and
appeal positively to the emotions and will-power of those whom one leads.

Listening plays an equally important role in effective

1. communication
In fact, in many organizations, the top management may be committed
to more open communication but may fail to convey this to middle
management and supervisory personnel.
2. Listening, in fact, involves more than hearing.
3. Listening is the process by which the spoken language is given
meaning in the mind.
4. Active listening requires much concentration. In this context, the
higher functionaries must overcome their role egos and encourage
subordinates to speak out.
5. In fact, one effective way of appreciating others is not by the usual
way of speaking out, but by sympathy; by feeling rather than
understanding.
1. Especially at meetings, most speakers are more concerned about the effectiveness of their
speeches and the persuasiveness of their presentation.
2. They fail to recognize listening as a leadership tool and as the best way to assess the opinions
and ideas of others.
3. However, even non-verbal cues like eye contact, facial expressions and gestures can signal
important information to a listener
4. As Mike Nichols put it. It may interest the reader to know that according to one historical
version, Hiroshima and Nagasaki were destroyed chiefly because of a communication gap.
5. The Japanese had, in fact, decided to call it a day and surrender but the words they used over
their radio, before their surrender, were misunderstood.
6. They were construed as aggressive and arrogant.
7. The ability to communicate also implies the equal ability not to communicate. There are good
reasons and bad ones why certain information cannot be disseminated in an organization.
8. You have a choice: either you join the ranks of the routine managers or adopt a positive form
of communication and get support for your ideas.
9. Your success as a leader will depend on your ability to get your people to do something not
merely because you want it to be done but because they would like to do it.
 THE SEVEN Cs OF ORGANIZATONAL
COMMUNICATION
1. Completeness (includes all five Ws: what, when, who, where and why of
any message.)
2. Conciseness (no repetition, only relevant information's).
3. Consideration (Focus on positivity i.e. what can be done and on personal
honor, truthfulness and sincerity).
4. Concreteness (use of specific facts and figures and avoiding uncertainty).
5. Clarity (it requires short, familiar conversational words, use of examples
and illustrations).
6. Courtesy (thoughtfulness immediate reply etc).
7. Correctness (informal language, non discriminatory words)

The most powerful communication is not what you say or

what you write but what others perceive of it and believe.
1. Tender Stage Communications
2. Tender finalization stage communication.
3. Communication with Clients & Consultants
4. Communication with Contractors, & Sub – Contractors
5. Communication of Damages, Claims, Modifications,
Alterations, Deviations.
6. Communication with venders
Contents of Tender Notice
1. Details about the Client
2. Details of the work to be executed
3. Details of the tender
4. Tenders eligibility
5. Documents to be enclosed
 Pre tender meeting
1. The objective of holding the meeting is
2. to ensure that the same image of the object as perceived by the
client is conveyed by the tender documents to the tenderers.
3. There is no element of uncertainty or vagueness or impossibility left
about the object to be constructed.
4. all the tenders have common understanding about the proposed
object
5. the feedback from the tenders can be obtained to improve the
practicability of design and method of proposed construction.