EVOLUTION OF MANAGEMENT

 

EVOLUTION OF MANAGEMENT

 

Early contribution                                            -                       upto 19^th  century

Scientific management                                   -                        1900-1930

Administrative management                         -                          1916-1940

Human relation approach                              -                         1930-1950

Social system approach                                  -                          1940-1950

Decision theory approach                              -                           1945-1965

Management science approach                    -                          1950-1960

Human behavior approach                            -                           1950-1970

System approach                                              -                          1960’s onwards

Contingency approach                                    -                           1970’s onwards

NONVERBAL COMMUNICATION SKILLS / Types of Nonverbal Communication

 

NONVERBAL COMMUNICATION SKILLS

Nonverbal communication skills are those related to body language, such as eye contact, gestures, facial expressions and vocal tone. Conversely, in verbal communication, you use text, signs or conversation to express yourself. Nonverbal communication reveals a lot about how you transfer information, approach others and empathise.

Nonverbal communication, also called manual language, is the process of sending and receiving messages without using words, either spoken or written. Similar to the way that italicizing emphasizes written Language, nonverbal behavior may emphasize parts of a verbal message.

Types of Nonverbal Communication

"Judee Burgoon (1994) has identified seven different nonverbal dimensions:"

1. Kinesics or body movements including facial expressions and eye contact;
2. Vocalics or paralanguage that includes volume, rate, pitch, and timbre;
3. Personal appearance;
4. Our physical environment and the artifacts or objects that compose it;
5. Proxemics or personal space;
6. Haptics or touch;
7. Chronemics or time.

 

Types of nonverbal communication

You can use different types of nonverbal communication to communicate different messages. The different types of nonverbal communication include:

• Body language: People understand your message in part by the way you position your body. For example, if you are feeling nervous or angry, you might cross your arms.
• Gestures: These can be intentional or unintentional. For example, you might see Americans using a 'thumbs up' sign to express their positive feelings about something.
• Facial expressions: This way of nonverbal communication is the most common. When using facial expressions, people usually communicate through their eyes, eyebrows, mouth and facial muscles. It is useful in communicating both information and emotion.
• Touch: Some people use touch to be expressive, for example, to give support or comfort. Make sure to use it sparingly and only when you know how the receiving party will feel about it.
• Tone: Tone emphasizes your message. It can express delight, sadness, politeness or anger in a voice. People need to hear the appropriate tone to pay attention to your message, especially when you are addressing a large number of people. A lively and versatile tone sounds more expressive and will grab the interest of your audience to focus on your message. You can only make your point clear when you have your audience's attention.
• Appearance: Through appearance, you create a positive or negative first impression on others. The way you present yourself shows your interest, aesthetic taste and self-discipline habits. Therefore, you need to dress appropriately and look appealing when going for an interview. A well-groomed appearance can increase your chances of landing a job.
• Space: Maintaining space during conversations is polite, but the distance you stand at can show your level of comfort with someone.

 Types of Nonverbal Communication

There are many different forms of nonverbal communication. The main categories of nonverbal cues include:

1. Kinesics (or body movements): These include deliberate hand gestures and head movements like a thumbs-up or affirmative head shake. This is one of the most easily controllable of the nonverbal forms of communication.
2. Proxemics (or closeness/personal space): This is the measure of physical distance between people when they communicate. The standard amount of personal space expected by someone varies depending on setting and is somewhat culture-specific.
3. Posture: The way that you sit or stand and how open your body is to others around you communicates a lot about your attitude and emotional state.
4. Eye contact: This is one of the primary ways that human beings gauge interest or disinterest. Wavering eyes tend to communicate unease or even dishonesty.
5. Touch: Many interactions begin with an exchange of physical touch like a hug or a handshake.
6. Paralanguage: This category covers vocal qualities like loudness or tone of voice. Paralinguistic signals are any aspect of the sound of a voice outside a direct verbal translation of words being spoken.
7. Facial expressions: Facial expressions are one of the main indicators of someone’s attitude. An emotional expression like a frown or smile can be hard to consciously control.
8. Physiology: This category includes changes in body physiology like an increase in sweat or blinking rapidly. These are nearly impossible to deliberately control.

 

4 Reasons Understanding Nonverbal Communication Is Important

Understanding different types of nonverbal communication is important in order to control the messages you are communicating and to decode the emotional states of others. Here are a few of the ways understanding nonverbal cues can make you a more effective communicator:

1. To show interest: Nonverbal signals are a great way to communicate attentiveness and engagement to those around you. Controlling your posture and eye contact will demonstrate to others that you are interested in what they have to say.
2. To convey specific meaning: Many words have multiple different meanings, and the things we say can often be misheard. Learning how to complement your words with nonverbal communication can prevent misinterpretation and miscommunication.
3. To establish connection: Nonverbal communication is a great way to establish connection and trust. It’s no accident that many cultures see some sort of physical gesture like a handshake or hug as necessary in certain types of personal interactions.
4. To demonstrate authenticity: Your nonverbal communication goes a long way in establishing the authenticity of your feelings to those you are speaking with. Complementing your actual words with direct eye contact and confident posture will demonstrate to others that you are giving voice to your True Feelings.

3 Tips For Understanding Nonverbal Communication

In your everyday life, there are many scenarios where an understanding of nonverbal communication can be used to your advantage. Knowing how to decode nonverbal cues can improve your communication skills in many ways. Here are some ways to improve your awareness of nonverbal cues:

1. Look for inconsistencies. Knowing how to spot signs of nervousness like fidgeting or evasive eyes is a great way to determine whether the person you are speaking with is trustworthy. If nonverbal behavior seems to run counter to the verbal messaging, it’s likely that the speaker is not entirely comfortable with what they are saying.
2. Be conscious of cultural differences. It’s important to be aware of the different mannerisms and physical gestures that are common in different cultures. Nonverbal interpersonal communication varies around the world. Don’t rush into judging the nonverbal cues you are picking up from someone from a different country or culture, as they may connote something entirely different in their culture.
3. Observe nonverbal signals holistically. It’s important to observe a variety of nonverbal cues that are being communicated to you. Just because someone has a sweaty brow doesn’t mean they are nervous. Similarly, a twitch in someone’s hand may just be an unconscious tic. Try to view nonverbal signals holistically in order to get a fuller picture of what a person is communicating .

 

Effective Listening Skills / Listening differs from hearing / Characteristics of Good and Effective Listener

 

Effective Listening Skills

Listening is a significant part of communication process. Communication cannot take place until and unless a message is heard and retained thoroughly and positively by the receivers/listeners. Listening is a dynamic process. Listening means attentiveness and interest perceptible in the posture as well as expressions. Listening implies decoding (i.e., translating the symbols into meaning) and interpreting the messages correctly in communication process.

Listening differs from hearing in sense that:

• Hearing implies just perceiving the sounds while listening means listening with understanding whatever you are listening. Both the body as well as mind is involved in listening process.

• Listening is an active process while hearing is a passive activity.

• Hearing is an effortless activity while listening is an act requiring conscious efforts, concentration and interest. Listening involves both physical and psychological efforts.

Effective listening requires both deliberate efforts and a keen mind. Effective listeners appreciate flow of new ideas and information. Organizations that follow the principles of effective listening are always informed timely, updated with the changes and implementations, and are always out of crisis situation. Effective listening promotes organizational relationships, encourages product delivery and innovation, as well as helps organization to deal with the diversity in employees and customers it serves.

To improve your communication skills, you must learn to listen effectively. Effective listening gives you an advantage and makes you more impressive when you speak. It also boosts your performance.

Effective Listening Skills

1. Discover your interests’ field.
2. Grasp and understand the matter/content.
3. Remain calm. Do not loose your temper. Anger hampers and inhibits communication. Angry people jam their minds to the words of others.
4. Be open to accept new ideas and information.
5. Jot down and take a note of important points.
6. Work upon listening. Analyze and evaluate the speech in spare time.
7. Rephrase and summarize the speaker’s ideas.
8. Keep on asking questions. This demonstrates that how well you understand the speaker’s ideas and also that you are listening.
9. Avoid distractions.
10. “Step into the shoes of others”, i.e., put yourself in the position of the speaker and observe things from his view point. This will help creating an atmosphere of mutual understanding and improve the exchange of ideas in communication process.

Characteristics of Good and Effective Listener

Good and effective listener tries to give maximum amount of thought to the speaker’s ideas being communicated, leaving a minimum amount of time for mental exercises to go off track. A good listener:

1. Is attentive- Good listener must pay attention to the key points. He should be alert. He should avoid any kind of distraction.
2. Do not assume- Good listener does not ignore the information he considers is unnecessary. He should always summarize the speaker’s ideas so that there is no misunderstanding of thoughts of speakers. He avoids premature judgements about the speakers message.
3. Listen for feelings and facts- Good listener deliberately listens for the feelings of the speaker. He concentrates totally on the facts. He evaluates the facts objectively. His listening is sympathetic, active and alert. He keenly observes the gestures, facial expression and body language of the speaker. In short, a good listener should be projective (i.e. one who tries to understand the views of the speaker) and empathic (i.e. one who concentrates not only on the surface meaning of the message but tries to probe the feelings and emotions of the speaker).
4. Concentrate on the other speakers kindly and generously- A good listener makes deliberate efforts to give a chance to other speakers also to express their thoughts and views. He tries to learn from every speaker. He evaluates the speaker’s ideas in spare time. He focuses on the content of the speaker’s message and not on the speaker’s personality and looks.
5. Opportunizes- A good listener tries to take benefit from the opportunities arising. He asks “What’s in it for me?”

To conclude, effective listening enhances the communication quality. It makes all attentive. It encourages optimistic attitude, healthy relations and more participation. It leads to better decision- making in an organization. Effective listening is directly related to our ability to do team work. It must be noted that “We listen at about an efficiency rate of 25 percent maximum, and we remember only about 50 percent of what is delivered during a ten minute speech/lecture/communication.”

Principles of Oral Communication

 

Principles of Oral Communication

1. Clarity
2. Simplicity
3. Source of information
4. Adequacy
5. Consistency
6. Principle of time
7. Balance between uniformly and adaptability
8. Emotional Appeal
9. Consultation
10. Feedback
11. Purpose
12. Empathy
13. Rehearsal
14. Selection of main idea
15. Introduction
16. Easiness
17. Researching the topic
18. Summary

 

Clarity

In oral communication the meaning of the words and the language should be clear so that the audience does not misunderstand it. One should avoid the use of technical, very difficult or literary words.

Simplicity

The communication should be simple so that every type of audience finds it easy to understand.

Source of information

The sources of information used in the communication should be reliable and the audience should be informed about the source to increase their confidence.

Adequacy

The quantity, weightage, expansion and the subject matter should be decided in a wise manner, communication that are lengthy, too detailed and difficult are boring. Over abundance of information puts strain on the mental ability. Thinking and working of the audience.

Consistency

The figures and information used in the communication should not be in conflict with the policies, objectives and programmes of the institutions.

Principle of time

The communication should not take more time that intended. Principle of time leaves a good impression on the audience.

Balance between uniformly and adaptability

On the one hand uniformity of message in the communication should be attempted and on the other due importance should be given to the changer in today’s fast business. In other words one should try to strike a balance between uniformity and changeability or adaptability of words. h. Principle of Audience Analysis

To develop a mutual understanding with the audience and to remove the unnecessary difficulty of meanings the presenter should keep in mind the age, education, ability, knowledge and organizational position of the audience.

Emotional Appeal

In some communication there is a lack of logic and intellect therefore there should be an emotional appeal in the communication so that a positive response can be taken from the audience.

Consultation

To make a communication effective the communicator should consult all the related people. This way one can get some new advice and ideas.

Feedback

After communication the communicator should try to find the views, Ideas, opinions, objections and feelings of the audience. This develops an understanding between the two and the objective of communication is also fulfilled.

Purpose

In the communicator mind the purpose of the communication should be absolutely clear and defined. Objectives could be one or more. The purpose of the communication could be to inform, encourage, sympathies and entertain.

Empathy

The communicator should put himself in the place of audience while doing the communication. This brings about a similar opinion and creator mutual understanding.

Rehearsal

Before communication one should rehearsal atleast thrice. This increases self confidence and makes the communication easier.

Selection of main idea

The main idea or should be decided before hand. This makes the communication easier and interesting.

Introduction

It is said that first impression is the best impression. Thus, the communicator should introduce the communication with expertise, patience, cleverness and effectively that the audience can connect to it right till the end.

Easiness

A friendly behaviour should be used with the audience. As a result he can say opinion with ease and the audience too will accept it.

Researching the topic

Information, figures and other facts related to the communication should be collected so that some new ideas can be joined with the basic thought that is change should be acceptable.

Summary

At the end of the communication the main points should be revised which make the audience will remember the basic thought of the communication

How to Make Oral Communication Effective

 

How to Make Oral Communication Effective

The following steps should be taken to make oral communication Effective:

1.      Clarity

2.      Brevity

3.      Precision

4.      Right Words

5.      Avoid Hackneyed Phrases

6.      Understand the Listener

7.      Natural Voice

8.      Logical Sequences

9.      Conviction

Forms and Modes of Oral Communication

 

Forms of Oral Communication

1. Interpersonal

When two or more than two people communicate with each other, the form of oral communication is interpersonal. Such communication often occurs when people meet in a social context.

2. Intrapersonal

Intrapersonal communication occurs when you talk to yourself. Often this form of communication is not emphasized much. People who are about to make any decision often get into intrapersonal oral communication. Intrapersonal communication has been found to increase self-awareness and mindfulness.

3. Group

As the name suggests, such oral communication occurs in groups (mostly small consisting of 5 to 10 people). This form of oral communication is meant for the relationship and the companionship. In the workplace, group communication occurs to discuss on project’s complexities and for working collaboratively.

This form of communication is extremely helpful in getting to know other’s ideas and understand people better than ever.

4. Public

This form of communication consists of a speaker and his/her audience. Public speaking is the second name assigned to this form of communication. Here the size of the audience can be anything – ranging from merely a few people to hundreds and thousands.

This form of communication requires excellent persuading skills to convey a message to the audience effectively.

5. Mass

Mass communication uses a mode to convey messages from sender to receiver. Here a message is sent from the sender to the people across the world by using different modes like TV, radio, internet, etc.

6. Corporation

All the communications that occur within the corporation are known as corporate communication. From talking to employees to conversation among the co-workers, everything falls under the same domain.

A good and healthy corporate communication is beneficial for all-round development of the organization.

7. Intercultural

Intercultural communication occurs between the person sharing different cultural beliefs. Such a form of communication requires excellent skills as not only the knowledge of the language is the key here, but also emotional intelligence plays a significant role.

Modern-day businesses focus a lot on this form of communication due to increasing globalization.

These are the primary forms of oral communication that we can notice in our day to day life. It is essential to understand why organizations should emphasize more on developing a pleasant oral communication atmosphere within the organization

Modes of Oral Communication

Research studies have shown that 80% of communication by executives of a company is in the oral form. The Modes of Oral Communication include:

• Telephone/Cellular phone
• Messages
• Intercom
• Face-to-face discussion
• Meetings/Conferences
• Presentation
• Dictaphone/Dictation
• Conversation
• Radio
• Teleconferencing
• Speeches
• Brainstorming sessions
• Grapevine
• Interview

Oral Communication / Advantages and Disadvantages of Oral Communication

 Oral Communication

Oral communication implies communication through mouth. It includes individuals conversation with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions etc, are all forms of oral communication.

Oral communication is generally recommended when the communication matter is of temporary type or where a direct interaction is required.

Face to face communication ( like meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust.

Oral communication is the process of verbally transmitting information and ideas from one individual or group to another.

What is Oral Communication?

Whenever an interaction takes place using spoken words, it is termed as oral communication.

No business can  deny the importance of excellent oral communication. It is the only significant way of transmitting the information. In modern-day’s corporate environment seeks people with excellent oral communication skills.

Advantages of Oral Communication

• There is high level of understanding and transparency in oral communication as it is interpersonal.
• There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken.
• The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay.
• Oral communication is not only time saving, but it also saves upon money and efforts.
• Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over.
• Oral communication is an essential for teamwork and group energy.
• Oral communication promotes a receptive and encouraging morale among organizational employees.
• Oral communication can be best used to transfer private and confidential information/matter.

Other Advantages of Oral Communication

Immediate Feedback

Economical

Time Saving

Personal Touch

Flexibility

Secrecy

Group Communication

Effectiveness

Persuasive power

Disadvantages/Limitations of Oral Communication

• Relying only on oral communication may not be sufficient as business communication is formal and very organized.
• Oral communication is less authentic than written communication as they are informal and not as organized as written communication.
• Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times.
• Oral communications are not easy to maintain and thus they are unsteady.
• There may be misunderstandings as the information is not complete and may lack essentials.
• It requires attentiveness and great receptivity on part of the receivers/audience.
• Oral communication (such as speeches) is not frequently used as legal records except in investigation work.

 

Other Disadvantages of Oral Communication

1.       Poor Retention

2.       No Record

3.       Time Consuming

4.       Misunderstanding

5.       Lengthy Message

6.       Lack of Responsibility

7.      Imprecise

Principles of Business Communication / 7 C’s of Business Communication

 

Principles of Business Communication

 

Whatever the type of communication is, it requires proper interaction between two people or among a group of people. Consider communication as an exchange of messages through any medium or channel. It all starts with a cycle of communication that illustrates clarification in each working process. This is known as the principles of Business Communication. 

However, the transmission of messages is not bound to be clear all the time. We often fail to understand or study a person thoroughly. This gives rise to various types of complications in between. Business communication topics cover all the communication strategies and ways to a successful business. Now, what if the same happens on a professional ground? Therefore, understanding and exchanging the right set of messages in the appropriate way is crucial. It can also be done through a range of distinctive media. But, for now, let us focus on the 7 C’s of business communication. 

7 C’s of Business Communication 

There are 7 principles of effective business communication. 

ImagewillbeUploadedSoonImagewillbeUploadedSoon

Clarity

Clarity comes first in the 7 C’s of business communication and one of the vital business communication topics. Your communication must be clarified for the receiver in order to serve the purpose. Business communication automatically gets engulfed in clarity when it is expressed in a language that transmits discernment and comprehension by the receivers. The basic criteria are to bring two or more minds under one understandable platform. The Clarity in writing in business communication becomes possible only if the sender express clarified contents through the message. Hence, maintaining clarity in your message is important when it comes to business communication.

 

Complete

Being complete is one of the crucial principles of effective business communication. The primary reason behind this is letting the receiver understand the entire chapter which you are trying to convey. As Clarity in writing in business communication is the most important part, let them understand the purpose for which you are communicating. Whether you want to inform the audience or simply persuade them, make sure that they understand your effort. Prioritize the relationship between you and the audience to form a good long-lasting business relationship.

 

Concise

When communicating on a business platform, do not forget to maintain the optimum flow of information required. This provides the information for which the audience is looking for. The information provided must be enough to cover the specific field. The process must be done uniquely so that the messages in the organization connect with the effective representation of individual duties. This should be done in a constant flow so that different types of messages to the employees become clear and concise. 

 

Correct

Using the correct form of media for communication is a notable factor. It is one of the principles of effective business communication. This can be done through a range of media, including phone calls, emails, and reports. To illustrate or convey the message perfectly, make sure to choose the correct media platform. This will ensure effective business communication, even if it is addressed to the audiences. Also, choosing the right media will clear out the context. From the perspective of employee responsibilities, a message conveyed with a sweet note through the right media can ensure complete peace of mind from both ends.

 

Concrete

A concrete message plays an important role among the principles of business communication and a vital part of the 7 C’s of business communication. This will ensure proper understanding and its meaning of the content with full attention. On a natural note, will you understand a message given to you that lacks concrete information? Even if it has clarity, a properly composed message may appear difficult to understand. Due to half the information, the person who is receiving the message will hesitate, and eventually, this will bring down the production level. 

 

Consistency

Imagine reading a book that starts on a serious romantic fireball and eventually turns itself to a supernatural comic. The point is, maintaining consistency in your message. If your message lacks consistency, the receivers at the other end will turn themselves into a confused dipper. Keeping this in mind, all forms of business communications must be expressed with utmost consistency. The voice, content, and tone together make business communication topics, far more engaging.

 

Coherent

Be logical! Communicators in the form of clients and employees must not get any illogical note hidden in a message. Conveying the appropriate message, may not be possible all the time, if, you are not careful. Clearly define the topics and information to the audience so that they need not unearth the purpose or motto of your message. Coherent has a special significance when it comes to the communicative objectives of a business. It is as important as to maintain Clarity in writing in business communication.

BARRIERS TO COMMUNICATION / Types of Barriers To Communication

 

BARRIERS TO COMMUNICATION

Types of Barriers To Communication

A skilled communicator must pay attention to the different types of barriers to effective communication and try to prevent them. These barriers of communication skills can be overcome by active listening, reflection, etc. The communicator must seek feedback from the receiver of the information to check if the message was understood in its true sense. Listed below are some of the common barriers to effective communication.

• Using Jargon - If one uses unfamiliar terms or over-complicated technical terms, it could not be understood well.
• Lack of Attention or Interest - If the message is irrelevant to the receiver or there are distractions around (like others speaking at the same time) then the message might not be communicated properly.
• Perception Difference - If two people see things differently then their viewpoints might come in the way of deciphering the message correctly.
• Physical Disabilities - If the receiver has hearing problems, or the speaker has speech disabilities, then communication will not be effective. It will distort the message.
• Emotional Barriers - Sensitive topics make it difficult for the speaker or the receiver to engage properly in the communication exchange. It could also be that some people are not comfortable expressing themselves; hence their words might not reflect the true meaning of what they want to convey. Topics that may be taboo or off-limits for some people are politics, religion, mental or physical disabilities, racism, sexuality, and any other unpopular options.
• The Difference in Culture - Social interactions have different norms in different cultures. For example, the idea of space exists in some cultures and social settings but not in the same form in others. These cultural differences could prevent effective communication.
• Physical Barriers to Communication - A face-to-face communication has a lot of parts to the communication than just the words. Facial expressions, body language, gestures, etc. are also involved in the whole communication process. If you can’t see the person, then some messages might get lost. Text messages, phone calls, etc. are some of the technological ways of communicating which lack the effect of a personal meeting.
• Language Difference - The difference in dialects of different regions or unfamiliar accents can make it difficult to understand the message sent.
• Prejudices - Most people have preconceived notions about many things; hence they hear only what they want to listen, not what is being said. These false assumptions and stereotyping lead to barriers in communication.