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Chapter 10: Functions of Communication

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Communication Transferring information from one person to another. Communication is used to instruct, clarify interpret, notify, warn, receive feedback,

Organizational Behavior MBA-542 Instructor: Erlan Bakiev, Ph.D. 1-1.

© 2007 Prentice Hall Inc. All rights reserved. Communication By: Engr. Muhammad Saad.

Chapter 10 Communication.

Organizational Behavior Lecture 14 Dr. Amna Yousaf PhD (HRM) University of Twente, the Netherlands.

Organizational Behavior, Communication Presented to Sir Ahmed Tisman Pasha Presented By: Alia Ashraf(07-19)

Adeyl Khan, Faculty, BBA, NSU The transference and the understanding of meaning.

© 2007 Prentice Hall Inc. All rights reserved. Communication Chapter ELEVEN.

ORGANIZATIONAL BEHAVIOR S T E P H E N P. R O B B I N S W W W. P R E N H A L L. C O M / R O B B I N S T E N T H E D I T I O N © 2003 Prentice Hall Inc.

1 Chapter 3 Communication Skills.

Chapter 17 Communication.

Supervision in Organizations

14-1©2005 Prentice Hall 14 Communication in Organizations Chapter 14 Communication in Organizations.

© 2005 Prentice-Hall 9-1 Communication Chapter 9 Essentials of Organizational Behavior, 8/e Stephen P. Robbins.

What is communication? What are the issues in interpersonal communication? What is the nature of communication in organizations? How can we build more.

© 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Human Resources. To understand what are meant by effective communication and feedback Analyse the advantages and disadvantages of different communication.

Chapter 10 Communication

ORGANIZATIONAL BEHAVIOR S T E P H E N P. R O B B I N S E L E V E N T H E D I T I O N W W W. P R E N H A L L. C O M / R O B B I N S © 2005 Prentice Hall.

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This is a ready-made PowerPoint presentation about Functions of Communication for Oral Communication in Context subject. This would greatly help teachers who are teaching the aforementioned subject in Senior High School.

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Top 7 Slides on Communication Skills- Free PPT

Mansi Gawri

Think of flying back to a time when humans lived in caves and conveyed their thoughts, feelings, and expressions through incredible artwork on the walls of these caves. Since they lacked a written language, they communicated ideas and told tales through these paintings.

But have you noticed one thing? If not, let me tell you.

People's ability to interact has been vital throughout history as they have discovered distinct methods to connect and share from pre-historic cave drawings.

As we think about how important communication is over time, it's essential to think about how we can get better at communicating in today's world.

So, let’s discuss some essential aspects to be kept in mind to enhance communication skills:

• Clear and concise: It is important to note that while interacting with others, one needs to express their thoughts clearly and in a simple, short way so the listener does not get confused.
• Body Postures and Facial expression: Despite being transparent, one needs to express their words and non-verbal language, i.e., through gestures.
• Good Listener: One must be open-minded while hearing others to improve communication skills. Apart from that, one must be open enough to adapt to those new ideas and perspectives.
• Provide remedies and resolve issues: Despite being a good listener, one needs to be open enough to present their views on the ongoing problems so that they are solved without having any deep impact within a firm or interpersonal relationships.

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# Types of Effective Workplace Communication Skills

This slide demonstrates distinct types of interactive skills needed at work.

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• Representing PPT’s
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• Interaction with the Clients

Download this PPT, as the distinct kinds of abilities mentioned in the slide assist in building relationships and ultimately accomplishing aims. Further, this leads to improvement in the efficiency and productivity of the firm.

# Types of Non-Verbal Communication Skills

This slide renders distinct kinds of oral interactive abilities to spread information.

Further, the different non-verbal activities are as follows:

• Interaction through facial expression
• Communication through gestures
• Interacting through eyes
• Presenting information by showing distinct changes in the body posture
• Interacting abstractly

Download this PowerPoint Template; as this slide shows, this kind of interaction is more effective than the verbal one as it enables one to express the messages or thoughts concisely, leading to positive outcomes in a firm.

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# Training to Build Effective Communication Skills

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• To give space so that questions can be asked
• Bring upgradation in the content occasionally
• Undertake training beyond book learning
• Activate and boost learning at the end of every section

This slide is essential as it enables the individuals and groups in the firm to present their perspectives properly, be good listeners, and interact effectively with others. Therefore, leading to improved productivity and enhanced relationships both personally and professionally.

# 7 C’s of Communication Skills Checklist 

The slide describes the Interactive abilities checklist that plays a vital role in the organization and public relations.

Further, the 7 C’s of the Communication Skills Checklist mentioned on the slide are as follows:

Adding this slide to the presentation is essential as this checklist enables individuals and firms to keep the 7 C’s in mind, leading to better and clearer understanding. Ultimately, it improves relationships both at a personal level and at the workplace.

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How can I communicate assertively without being aggressive?

Assertive communication involves expressing your thoughts and feelings confidently while respecting the rights of others. To communicate assertively:

• Use "I" statements to express your perspective without blaming or accusing others.
• Maintain a calm and respectful tone of voice.
• Listen actively to others' viewpoints and acknowledge their feelings.
• Set boundaries and assert your needs without being confrontational.
• Practice assertive body language, such as maintaining eye contact and standing or sitting upright.

How can I adapt my communication style to different situations?

Adapting your communication style involves understanding the context, audience, and purpose. To adapt effectively:

• Assess the preferences and communication styles of your audience.
• Modify your tone, language, and level of formality based on the situation.
• Pay attention to non-verbal cues and adjust your body language accordingly.
• Be flexible and open to feedback on your communication style.
• Practice empathy and consider the perspective of others when communicating in diverse settings.

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Nonverbal Communication

Oct 10, 2014

4.03k likes | 12.28k Views

Nonverbal Communication. We speak only with our mouths, but we communicate with our whole bodies. 80% of Communication is Nonverbal. Gestures Body Position Facial Expressions Tone of Voice. Nonverbal Communication

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• body language
• eye contact
• verbal message
• nonverbal supports verbal
• affect displays nonverbal behaviors

Presentation Transcript

Nonverbal Communication We speak only with our mouths, but we communicate with our whole bodies.

80% of Communication is Nonverbal • Gestures • Body Position • Facial Expressions • Tone of Voice

Nonverbal Communication Communication without words; a process by which an individual stimulates meaning in the mind of another person through intentional and unintentional messages through use of the body and voice

Functions of Nonverbal Behavior

Repeat Nonverbal message conveys the same idea as the verbal; can take either verbal or nonverbal message away and it still gives the same message Examples: saying “Hello” while waving or saying “Be quiet” while holding indexfinger up to your mouth

Substitute nonverbal message replaces verbal message; (also called emblems) Examples: waving to say hello, thumbs up for “good job,” clapping at a concert, hitchhiker thumb

"I'm fine." Contradict Nonverbal goes against verbal; they do not match up; ALSO called a mixed message Examples: saying “I’m fine” when your head is hanging down with slumped shoulders, etc. Note: Which is more believable when verbal and nonverbal behaviors are contradictory? Why?

Complement Nonverbal supports verbal; used to show how to do something, show sizes, or emphasize emotional feelings; we complement the verbal message with the nonverbal message when demonstrating something or giving directions & pointing (also called illustrators) Examples: “The fish was this big” while holding hands out to indicate size or “I’m so frustrated!” while shaking fists

AccentUse of gestures & facial expressions to emphasize or punctuate spoken words (also called illustrators)Examples: yelling “That’s it!” while pounding fist, emphasizing words through tone of voice, saying “My first point…” while holding up one finger

Regulate Nonverbal cues that control or regulate the interaction of flow of communication between ourselves and another person (Called regulators) Examples: nodding head and saying “uh huh,” giving eye contact, opening mouth to speak, leaning forward, raising eyebrows, or raising index finger

Vocalics Communication through voice (vocal cues other than words = paralanguage) such as… • Tone of voice-vocal quality, raspy or nasally creates interference with message • Pitch-highness or lowness of voice • Volume-loudness or softness of voice • Rate-how rapidly or slowly one talks • Accent/ dialect-pronunciation

Kinesics: The study of human movement and gesture, including facial expression & eye contact

Affect displaysNonverbal behaviors used to communicate emotions Examples: hugging someone to express love or shaking fist at someone to show anger

Adaptors Nonverbal behaviors that help us to satisfy a personal need and adapt to the immediate situation; not really intending to communicate meaning Examples: scratching mosquito bite, adjusting glasses, combing hair, pulling hanging thread of clothing, etc.

Proxemics: Communication through the use of space Territoriality- fixed area that is occupied, controlled and defended by a person or group as their exclusive domain; regulates social interaction; can be source of conflict; indicates ownership (permanent or temporary)

Why is it important to understand body language? • See how people react to us and our ideas • You can control nervous habits and negative signals. • People respond and remember more of what they see than hear.

Facial Expressions • Six emotions are the foundation • Surprise • Fear • Anger • Disgust • Happiness • Sadness

Facial Expressions • Different Facial Areas for different emotions • Disgust - nose, cheek, mouth • Sadness - brows and forehead • Happiness - cheeks and mouth • Fear - eyes and eyelids

Tone of Voice • The pitch and timbre (distinctive tone) show the true feelings • “Oh” can mean… • "You surprised me." • "I made a mistake." • "You're a pain in the neck!" • "You made me so happy!" • "I'm bored." • "I'm fascinated." • "I don't understand."

How to Tell Lying • Decreased hand activity • Concerned subconsciously, hands will give you away • Hide them, sit on them, clasp them together • Increased Facial touching • Earlobe pull • Hand on brow • Mouth cover • Lip Press • Hair Groom • Stiff and rigid posture • Increased body shifting

Multicultural Messages Frame of reference is important in understanding symbols. • What means “Hook ‘em Horns” in Texas, means… • Italy - insult • Brazil - good luck • Hindus - cow • In business, body language wins out over verbal communication.

Greetings are different around the world • Latinos hug • Japanese bow • The French kiss both cheeks • English & Americans shake hands • Romans clasped forearms • Arab citizens say “Salaam” • Eskimos slap hands on heads or shoulders • Maoris rub noses • Polynesians embrace each other and rub backs

How Countries Feel About Distance • Don't Like Touching • Japan • U.S. and Canada • England • Australia • Enjoy Touching • Middle East • Latin America • Italy • Greece • Russia • Middle Ground • France • China • Ireland • India

Women vs. Men • Women respond to touch differently than men

Types of Space • Personal • 1-1/2 to 4 feet • Intimate • Under 18 inches Confidential Exchanges Conversations withfriends & colleagues • Public • Over 12 feet • Social • 4 to 12 feet Social & BusinessExchanges Public Spaces likeShopping Malls

"We talk with our vocal chords, but we communicate with our facial expressions, our tone of voice, our whole body,” Psychologist Paul Ekman Nonverbal Communication in the Workplace

Steps to a Professional Personality • To be successful, you have to look successful. • Have confident posture- shoulders erect (it shows interest) • Don't smile constantly • Cocking your head suggests hesitation • Touching your face makes you look nervous • Be the first to interact • Keep body position open • Be in command when seated • Forearms on the table • Don't slouch or jiggle your foot • Work on your handshake • Maintain good eye contact

What is Positive Body Language? • Relaxed posture • Relaxed arms • Good eye contact • Nodding agreement • Smiling at humor • Leaning closer • Using gestures

What is Negative Body Language? • Body tension • Arms folded • Speaking hand to mouth • Fidgeting • Yawning

Interpreting Nonverbal Messages • Don't just look - see • Consider person's normal physical behavior • Look for clusters of signals, not just one

Nonverbal message Body language Tone of voice Gesture Personal space Intimate distance Personal distance Social distance Eye contact Vocabulary

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NONVERBAL COMMUNICATION

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Nonverbal communication

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According to Glassdoor , a PowerPoint designer's average salary in the UK is about £37,811 annually. Who knew there was big money in presentations alone? In this blog, you will learn What PowerPoint is, its key features, its benefits, and how to use it, as well as learn some tips for creating effective presentations. 

Table of contents      

1) What is PowerPoint?   

2) Understanding the PowerPoint interface   

3) Key features of PowerPoint  

4) How to use PowerPoint to create a presentation?  

5) Benefits of PowerPoint   

6) Tips for creating effective PowerPoint Presentations  

7) Alternatives to PowerPoint    

8)  Conclusion

What is PowerPoint?  

PowerPoint is an essential multifunctional tool for making presentations which had been created by MS. As a part of the Microsoft Office Suite, it offers a toolbox to organise the presentation by using different tools and features to make it visually pleasant and attractive. MS PowerPoint gives the opportunity for the text, graphics, multimedia objects, and animation elements to be combined in one place to allow the users to present information in a more effective way.  

Evolution of PowerPoint  

In the course of time, PowerPoint has become a very functional tool to produce high-quality presentations Moreover, a secure system would be established to manage risks of data leakage or theft. First released in 1987 for Apple computers, it defies to the competition with its easy Graphical User Interface (GUIGUI)) and its large range of functions. With every new release, MS PowerPoint offered new functionality and boasted significant improvements, staying the wonder of the world of presentations.

Understanding the PowerPoint interface  

 The PowerPoint Program provides the presenter with an easy-to-use interface for designing and updating the presentation. It is important to master its main functions in order to conduct operations using this software with a level of proficiency.Here's a breakdown of the MS PowerPoint interface:   

1) Ribbon: The Ribbon is located at the top of the MS PowerPoint window and has several tabs which include Home, Insert, Design, Transitions, etc.

2) Slides pane: Slide pane which is positioned to the far left of the window, is the PowerPoint window. You will see there a collection of your slides examples (thumbnails) which enables you to adjust and customize them with greater ease. The floating pane of the editor lets you not only add, delete, duplicate, but also hide slides from there.

3)   Notes pane : The Notes pane is located below the Slides pane. It provides space for adding speaker notes or additional information related to each slide.    

4)  Slide area : The Slide area occupies the central part of the PowerPoint window. It displays the selected slide, where you can add and arrange content such as text, images, charts, and multimedia elements .    

5)  Task panes : Task panes are additional panels on the PowerPoint window's right side. They offer various functionalities such as formatting options, slide layouts, animations, etc. Task panes can be opened or closed based on your specific needs.   

Understanding the MS PowerPoint interface will help you navigate the software effectively and make the most of its features. Whether you are creating slides, adding content, or applying formatting, having a good grasp of the interface ensures a smooth and productive experience .  

Key Features of PowerPoint  

When it comes to creating captivating and professional presentations, MS PowerPoint stands out as versatile and feature-rich software. Its array of tools and functionalities enables users to bring their imagination and ideas to life. Moreover, it also helps engage their audience effectively .    

From slide templates to multimedia integration, there are various Features of PowerPoint ; let's discuss some of them below.

1) Slide Templates : PowerPoint provides a collection of pre-designed templates that make it easy to create visually appealing slides.   

2)  Slide Master : The Slide Master feature allows users to define the overall layout, font styles, and colour scheme for the entire presentation .   

3)  Animations and transitions : PowerPoint offers various animation effects and slide transitions to add visual interest and captivate the audience .   

4)  Multimedia integration : Users can embed images, videos, and audio files directly into their presentations, enhancing the overall impact .   

5)   Collaboration tools : MS PowerPoint allows multiple users to work on a presentation simultaneously, making it ideal for team projects and remote collaboration .   

6) Presenter View : The Presenter View feature gives presenters access to speaker notes, a timer, and a preview of upcoming slides, enabling a seamless presentation experience .   

These features collectively contribute to PowerPoint's versatility and make it a powerful tool for developing engaging and impactful presentations.  

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How to use PowerPoint to create a presentation?   

Creating a presentation in PowerPoint is a straightforward process. Whether it's simple animations or explainer videos learning H ow to use PowerPoint is an extremely valuable skill. Here's a step-by-step guide on how to create a presentation:   

1)  Launch PowerPoint and choose a template or start with a blank slide. 

2)  Add slides by clicking "New Slide" or using the shortcut key (Ctrl + M). 

3) Customise slide content by entering text and inserting visuals.  

4)  Rearrange slides for a logical flow by dragging them in the slide navigation pane.  

5)  Apply slide transitions for visual effects in the "Transitions" tab.  

6)  Add animations to objects in the "Animations" tab.  

7)  Preview your presentation by clicking "Slide Show".   

8)  Save your presentation and choose a format (.pptx or .pdf).  

9)  Share your presentation via email, cloud storage, or collaboration tools.   

By following these steps, you can create a well-structured and visually appealing presentation in Microsoft PowerPoint. Remember to keep your content concise, use engaging visuals, and practice your presentation skills to deliver an impactful presentation .   

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Benefits of PowerPoint   

PowerPoint is a very popular presentation software and for a good reason. It offers numerous benefits for users, from easy collaboration to ease of use. These are some of the key benefits of PowerPoint.

1) Visual appeal : Microsoft PowerPoint allows you to create visually appealing presentations with its wide range of design tools and features. You can use templates, themes, and customisable layouts to make your slides visually engaging and professional .   

2)  Easy to use : PowerPoint has a user-friendly interface, making it accessible to users of all levels. The intuitive tools and straightforward navigation make it easy to create, edit, and deliver presentations efficiently .   

3)   Flexibility : PowerPoint provides flexibility in terms of content creation. You can include various types of content, such as text, images, charts, graphs, videos, and audio files, to enhance your message and engage your audience effectively.   

4)   Organisation and structure : PowerPoint offers features to help you organise and structure your content. You can create multiple slides, use slide masters for consistent formatting, and arrange the sequence of slides to create a logical flow .   

5)  Presenter tools : PowerPoint includes built-in presenter tools that aid in delivering presentations smoothly. You can use presenter view to see your notes and upcoming slides while your audience sees only the presentation. Additionally, features like slide transitions and animations add visual interest and help you control the flow of information .   

6)  Collaboration and sharing : PowerPoint allows for easy collaboration and sharing of presentations. Several users can simultaneously work on the same presentation, making it convenient for team projects. You can also share your presentations via email, cloud storage, or online platforms, ensuring easy access for viewers .   

7)   Integration with other tools : PowerPoint can seamlessly integrate with other Microsoft Office applications, such as Word and Excel. You can import data and charts from Excel or copy and paste content between different Office applications, saving time and effort .  

8)   Presenter-audience interaction : PowerPoint provides features that facilitate interaction between the presenter and the audience. You can include interactive elements like hyperlinks, buttons, and quizzes to engage your audience and make your presentations more dynamic.   

9)   Portable and accessible : PowerPoint presentations can be saved in various formats, such as .pptx or .pdf, making them easily accessible on different devices. This portability allows you to deliver presentations on laptops, tablets, or even projectors without compatibility issues .   

10)  Time and effort savings : PowerPoint simplifies the process of creating presentations, saving you time and effort. The pre-designed templates, slide layouts, and formatting options enable you to create professional-looking presentations efficiently .   

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Tips for Creating Effective PowerPoint Presentations   

PowerPoint presentations can be powerful tools for communicating information and engaging an audience. Consider the following PowerPoint Tips to create effective presentations .

1) Simplicity is key : Keep your slides clean and uncluttered. Use concise bullet points and simple visuals to convey your message effectively .   

2)  Visuals matter : Incorporate relevant, high-quality visuals such as images, charts, and diagrams to enhance understanding and engagement .   

3)  Limit text : Avoid overwhelming your audience with excessive text on slides. Use brief phrases or keywords to communicate key points .   

4)  Choose legible fonts : Opt for clear and readable fonts that are easy to read, even from a distance. Maintain consistency in font styles throughout your presentation .   

5)  Consistent design : Maintain a consistent design theme, including colours, fonts, and layout, to create a visually appealing and professional presentation.   

6)  Emphasise important points : Use visual hierarchy techniques, such as font size, colour, and formatting, to draw attention to essential information .   

7)  Use transitions and animations sparingly : Incorporate slide transitions and animations thoughtfully, focusing on enhancing content and transitions without distracting the audience .   

8)  S lide notes for guidance : Utilise the slide notes feature to include additional details, explanations, or reminders for a well-prepared and confident presentation.   

9)  Practice and time yourself : Rehearse your presentation to ensure smooth delivery and stay within the allocated time. Practice helps you refine your content and delivery.   

10)  Engage the audience : Encourage audience participation through interactive elements, questions, or discussions to foster engagement and make your presentation more memorable.   

By implementing these tips, you can create effective MS PowerPoint presentations that capture attention, communicate information clearly, and engage your audience effectively.  

Alternatives to PowerPoint  

Most of you are used to using PowerPoint for your presentation needs since it was the first option available to us through our academics. However, if you wish to check out alternative options to Powerpoint know if they work better for you, here are ten options that is worth a short: 

5) Slidebean

6) Zoho Show 

7) Google Slide 

9) Beautiful.ai

10) Microsoft Sway

Conclusion     

This blog walked you through What is PowerPoint and how it can aid you in curating compelling visual representations of the message you wish to get across. We discussed it features and the process of how you can create presentations on PowerPoint. Now take what you know and run with it explore your options with your templates and building new ones, let your creativity take its course. 

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Frequently Asked Questions

Well, making a presentation can be tricky business. Here are some of the common mistakes people make:

1) Adding too much text! The presentation needs to have brief and simple points you elaborate on in person. 

2) Bad colour schemes for template and font colour. Sometimes the clash of colour may make the text illegible. 

3) Too many elements! Crowding of elements may lose your audience’s attention.   

Yes, you most definitely can! You can use PowerPoint online with a Microsoft Office 360 plug in that allows you to use all Microsoft applications on your browser. 

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