How to Improve Your Communication

If you have went through all my post about communication, you might have got some idea about how to improve communication. Still i am going to explain some things but this wil in short not detailed as i already covered lots of topics.

To improve your communication you must understand communication. What is communication? Understand process of communication.

Make yourself confident and have courage or will power to do what you think and say. make practice so that you can loose fear and have better communication. don't interrupt other person while having conversation,let them complete conversation and start your. while talking to somebody it's good to have eye-contact, that gives lots of impression to other side person. use gestures, move your hand. be aware about your body language at the time of conversation, but by doing hand moments or eye movement don't give any wrong idea about anything.

while writing message don't right short word in business communication. that make message more complex and difficult to read,  writing message in short would cost you lot. so good to have full words, simple sentences. if you are fearing about your message then good to have feedback from someone you trust.

while giving speech, a much very important is your attitude and voice to grab attention of listeners also, you should be well dressed, otherwise it will affect your impression and your speech wouldn't considered great cause you will not be able to grab attention of people sitting in font of you.

How To Overcome Barrier (Part-2)

In Part-1 I have explained two basic rule here i am going to explain some other rule.

3.  Proper Media Selection

People should should proper medium of communication. simple message and some feedback can be send by face-2-face communication.  big written messages are always complex and people don't read it, so try to make it short. important and things to do early can given and written on notice boards and something like that.

4.  Problem of Word Selection

Sometime bigger message make people avoid to read such things, sometimes word makes it difficult to understand to people. try to use simple sentences and simple words that convey message to lots people even if they are not good in that language or media. if sender using complex words then it will be difficult him to get reply from the receiver and that becomes barrier in communication

5.  Noise

Noise always becomes barrier in communication, because it interrupts message being sent to receiver. noise can inside of you mind that distract you from listening carefully to source or it might be external like people talking seating near you in auditorium or background noise while talking on cell phone. you can avoid it by changing your place for some time and concentrating on speaker.

How To Overcome Barrier (Part-1)

Human being can not be perfect because people can on few good as well few bad qualities. there are lots of ways for overcoming barrier. people can have good interaction with their society, they should become good learner, should develop their own understanding.  i have explained some basic rule for overcoming barrier

1. Feedback

To overcome from barriers and communicate effectively, you should avoid misinterpretation and your mistakes by collection all the things. listen carefully to what other people say. when you become good listener people will understood you more and they will start listening to you too. if you have speech to be given in front of people on stage, then first try to mock that speech with your friend then try to correct your mistakes from feedback of your friends. by such things you can improve yourself and self-confidence.

2.  Productivity

Your colleagues are moving forward, getting promotion and perform decreasing, that means there is lack in your productivity, you might be wasting time on some other stuff than you company want or you might not be understating the company's stats, motivation to work. try to you examine yourself, find odd things about you, plan your goals carefully(sometimes failure to achive goal make you loose your confidance), try to become more productive that will help you to overcome form barrier.

Barrier in Communication (Part-2)

In Part-1 I have explained two barrier out of five barrier. in this i am explaining remaining barrier.

3. Cross-Cultural Barrier

Every Culture have their own tradition, own values, ethics, they accept some kind of behavior, some time not accept some behavior.  this also occurs in food and some way into body language. it is different in every different geographical area. that actually makes people life different than other. sometime one country culture may be not acceptable other country. e.g some country supports homosexuality some does not support. some country support half nudity some doesn't even think about it.

4. Attitudinal Barriers

Attitudinal barrier refers to Attitude(Behavior), which may be biggest barrier communication. you can relate or identify it with psychological barrier. attitude creates lots of thing. e.g talking to your boss. sometime it occurs in between your colleague. attitudinal barrier problem in your progress and makes it difficult for people to be productive and good with others. but good attitude can change lots of things

5. Physical Barriers

Physical barrier normally outer side of people that might not be in control of people. physical barrier may be time, distance etc. that might limit the migration of some one. if person is physically disabled than that would be physical barrier. sex can be also comes in physical barrier if man in feeling odd to talk to woman about the age.

Barrier in Communication (Part-1)

Barrier may be defined as anything that stop communication of one person to another person is called barrier. barrier makes message difficult to reach to the some people or make is wrong. there are lots of reason why barrier may be occurs.by understanding you can try to have better communication with people and stop message not being sent. there are lots of type in  barrier you could find but i will be explaining only basic five types here.

Types of Barrier in Communication :

1. Language Barriers


2. Psychological Barriers


3. Cross-Cultural Barrier


4. Attitudinal Barriers


5. Physical Barriers
   

1. Language Barrier 

This barrier also known as linguistic barrier, I think this main barrier in every block of communication. when sender send message different that language known to receiver is known as language barrier. receiver not understand message clearly. there are lots of jargon and abbreviation which may not understand by people not familiar with that stuff. e.g person working in field on finance will never understand what TCP/IP or How RAM OR Mouse works.

2. Psychological Barriers

In psychological barrier, people psychology create lots of problem. people might be afraid to start something. e.g. while talking with someone they might think he is superior than us in topic and they stop talking or not even start to talk that is called as Psychological barrier. it includes inner stress, exasperation and anger directs person to this condition. sometimes it is self-esteem which makes this barrier occur in communication.

Cancellation Letter

Order Cancellation Letter is used cancel you placed order or sometime it may be receiver canceling order due to not availability of stock or may be of payment. this type of letter is very rarely used. it might be also used in some offices to say termination of account or something like that Below is the sample of Cancellation Letter.

_________________________________________________________________________

 Sapphire & Core LLC.
18 ABC Road, West Street Ph. 123-1234567 Post Code 12345

---

March 15, 2014

Sam Corst
Friends & Company Ltd.
18 ABC Road, West Street,
Post Code 12345

Dear Mr. Corst:

Subject:  Cancellation of Order

We would like to inform you that your order no pod.12345 is been canceled due to not availability of the stock in our warehouse. we have done look possible to fulfill your order but your requirement of quantity is so high and main reason is we stopped production of sapphire crystal.

We already have sent mail to all our customer last week saying that we will be stopping production of saphhire crystal due unavoidable circumstances. we have other products that you can place order for.

We are sorry for inconvenience caused. we look forward for other products order from you.

Sincerely yours,

Denis Thomas

Adjustment Letter

Adjustment Letter is usually sent in reply to complaint letter(check sample here). if the adjustment is to be done in customer's favor, start the letter with that, if you are not , then tell consumer that you understand the complaint and reason why you not talking in favor of consumer. below is the sample of Adjustment Letter.

_________________________________________________________________________

 Sapphire & Core LLC.
18 ABC Road, West Street Ph. 123-1234567 Post Code 12345

---

March 16, 2014

Sam Corst
Friends & Company Ltd.
18 ABC Road, West Street,
Post Code 12345

Dear Mr. Corst:

Subject: March 15 letter about Damaged Order

We have receiver you letter on March 15 about your order, which is damaged, we also received damaged sample that you sent with your letter we are extremely sorry for damaged samples. we are not able to comment on what kind of damage is with samples until our quality team do check. we request you wait for 2-3 days for quality check up to be done.

We are sorry for inconvenience caused to your production process.I am personally taking interest in this matter and try to resolve issue. for temporary to start your production and avoid loss we are sending you 50 sample of your product, we will replace the product after quality check is done.

We will make sure such thing will not happen in the future and hope this inconvenience cause to you will not affect our business relation. if you have any question you can contact us on this number 321-98765432 or mail us at support@sce.net

 

Yours sincerely,

 

Ruby Marshal
Customer Relation Manager

Inquiry Letter

Inquiry letter may be anything that is inquiring about information form receiver. while writing such letter make sure you asking the right information and keep that topic clear, list information you need form receiver. be sure to add your contact details for receiver to respond you. below is the sample of Inquiry Letter.

_________________________________________________________________________

Rubic Marshal

11 Main Street

England, UK

March 15, 2014

Denis Thomas
Prometric Training Center
15 Main Street England

Dear Mr. Marshal,
Re : Inquiry For Professional Training Program

I would like to know more information about your Professional Training Program that you promoted in our college campus last week. i am planing to have such program for career boost.

I would like to know content of your program. what you will be teaching us? what is fees of the program?when program is commencing? will you provide discount on mass joining?

I look forward to reply from you as soon as possible
Sincerely,


Rubic Marshal

Complaint Letter

Complaint letter is as name suggests. it is used for complaint thing e.g. for damaged goods, delayed order, wrong product or school uses it for complaints of children's to their parents. civilians uses it for complaint to government or municipal offices. sample letter here is for damaged goods. other also are same with some minor changes in salutation and subject. below is the sample of Complaint Letter.

_________________________________________________________________________

 Friends & Company Ltd.
18 ABC Road, West Street Ph. 123-1234567 Post Code 12345

---

March 15, 2014

Ruby Marshal

11 Main Street

England, UK

ZIP CODE 90124

Dear Sir

We are to here to inform you that we have received our shipment order (Order id. pod12345) yesterday. However, after doing quality check for several times on the ordered product, we found that some sample are damaged. this causes problem to using it in our product and delay in production. we are disappointed with this delay in production.

We have good business relation with your company. Therefore, we hope that you will re-examine the samples and immediately replace damaged sample. we don't want this type of problem in future.

We look forward to replay from you as early as possible.

Sincerely,

Sam Corst
Purchasing Manager

Order Letter

These types of letter are used to place order by consumer or organization to manufacturer or retailer to order goods. you must specify product name with quantity and if possible model number of product. below is the sample of Order Letter.
_________________________________________________________________________

Friends & Company Ltd. 18 ABC Road, West Street Ph. 123-1234567 Post Code 12345 March 15, 2014 Purchase Order Ruby Marshal 11 Main Street England, UK Zip Code: 90124. Respected, Please accept this purchase order for the following : No.         Product                                   Quantity                 Unit Price                     Total 1       Mobile Cleaner with Saffire           500                          $ 45                        $ 22500 2       Crystal Saffire                                    850                         $ 40                         $ 34000 Total :      $ 56500 We require shipment by April 02, 2014 to AT Road, No. 5/3 Colon, Kigt, Germany Post Code 98764 Please reference number for this order is "pod12345".If you need more information, please contact me at 012-12345678 at your earliest convenience or email me at sample@fcl.org Sincerely, Sam Corst Purchasing Manager

you may find some changes in letter if you search over Internet. but basic format will be same.

Types of Letter Writing

There are lots type for writing letter, but what we'll be writing here is business letter. some basic business letter that are usually useful to you in daily life. not actually in daily life but sometimes while writing application or something like that. i have put sample letter of each type. if you want sample letter just click on the type of letter you want. you can just name and some other stuff and use it for your purpose.

These letters are also called as Business Letters. business letter actually not need to send via postal service.even though Internet changing the communication still these letters are needed in Bank, Government offices. they ask for written or printed letter to keep track.

These some type we are going to see:

1. Inquiry Letter


2. Order Letter


3. Complaint Letter


4. Adjustment Letter


5. Cancellation Letter

Letter Writing

The purpose of letter is to send message or information from one person to another person. It is written information. it was popular before way of communication for long distance before starting of Internet era or say computer era.

This is not only reason why people write a letter, there also different types of letter. people also write letter for business use. some offices ask complaint in written that is also considered as complaint letter, they ask in written to keep record of complaint. If you go to some Government offices, Banks, Institutions or somewhere like that you need to write letter some of us say it Application.  even in era of electronic mail you need to write down letter by hand. now  days people write letter on computer and take printout of it. it is also acceptable.

There also types of letter that are used for business purpose are we'll see them in another post.

Advantage:

Letter are personal, you can send letter that makes receiver feel better. sending and receiving letters are fun(don't trust, ask you parent or grandparents). letters does not cost you much.

Disadvantage:

I think only biggest disadvantage of letter is TIME. it takes lot of time to send and receive.

E-mail Writing (Basics)

I received some mail from reader for more information about some stuff, that are not formal, actually i am confused about which category to put it in. So i decided write article on writing emails(formal mail, business mail).

E-mail is faster and cheaper way, but receiver may not like the way you write the mail, it may affect your image or business relation.  so i have written some basic tips to make your mail more formal as like printed business letter.

1. Starting with email address, make your email address easy to read and recognize avoid using extra letters, numbers.
2. Always put subject line, before writing the email. make sure it is short and specific.e.g. Details About Meeting, Today's Agenda something like this.
3. Use salutation in starting of mail. e.g. "Dear Sir/Madam", "Dear Sam" or you ca even use "Hi Sir/Madam" or "Hi Mr.Sam" etc. it's better if you use "Dear Sir/Madam". 
4. If you are writing mail first time to some person then try to introduce yourself. if you are writing down mail on behalf company or corporation then you must specify it. it is not necessary if you are having conversation before.
5. Make sure you are writing message which is required. try to avoid unnecessary talks in email. if possible break you message into paragraphs, it will make your mail look good and easy to read.
6. Use correct complimentary close. e.g. "Yours Respectfully",  "Yours Sincerely", etc. try to use correct close.wrong close may effect your further communication/conversation.
7. At the end of email add your signature. signature in the sense, your full name, job description, contact information etc.
8. Before sending email check email address, subject line, grammar in the message and contact information in signature is correct or not.

There are some different types of Email you can write click here for more information

E-mail Writing(Netiqutte)

Email has both oral and written communication. every email sender haver their own style of writing email. there may be some words or writing short word(as we write while chatting)which receiver might not understand. therefore some rules which is accepted by every working professional. i am writing down few basic and important information about rules to follow.

1. Use salutation while writing down emails. you can use "Dear Sir" "Dear Mr._____" or "Hi _____".


2. When you write email don't type your message fully in Capital letters. IT'S DIFFICULT TO READ FOR SOME PEOPLE.


3. Try to write e-mail on single topic rather than different that may make reader jumbled up.


4. Be brief and importantly polite while writing email. use word such "please", "Thank You". that makes reader feel respected by sender.


5. Use signature at the end of mail. this will helpful for reader and you also to get instant replay for particular e-mail.

Note: Check Basics of E-mail Writing

Modern Communication Media (Part 2)

In last post i have explained the Modern Communication Media and it's two type out of four. this post i am going to explain remaining two type

3.  Internet :

Internet can defined as network of computers, structures to receive and send information in different forms. e.g. e-mail, blogs, etc. all modern communication is connected by Internet. it is easy and cheapest way of communication. it took down other media like Telephone over several years.

Advantage:

You can do almost anything. you can find everything on Internet. whatever your reading now is due to Internet. you can see people on long distance. you can make new friends online. learn lot of things. send mail, photo, video within a second.

Disadvantage: 

There are lots of wrong information available on Internet. some stalkers also keep watch on social networking site, that is dangerous. you can be easily become victim on Internet.

4. E-mail : 

E-mail is brief word for Electronic Mail. you can write text and attach photos, videos or documents and send to people. E-mail made lots of thins easier. it takes a second to send and receive. it is most powerful media of communication over the Internet. 

Advantage: 

E-mails are fast and convenient. no limit on how much long email you want to write. you can reply instantly on email. it saves a paper(thus saves trees). can make automated email so in the absence of you it will deliver mail to sender saying you message(e.g. you are out of station, on holiday  or busy till next week something like that)

Disadvantaged: 

Some E-mail may contain virus, that may affect computer. unwanted promotion of product makes your email box creepy. there is limit on size of attachment. you can not directly attach too much large file(if you are using free e-mail service). 

Modern Communication Media (Part 1)

We are changing from one print communication to electronic communication. this made effect on all the to our life. now we can have person from 1000 mile from us within a second, can get news from other country, this is what Modern Communication is. we use lot of stuff daily life that is part of modern communication e.g TV, Internet, Mobile etc. I have list of some modern media way that we are using in daily life. we'll see advantage and disadvantage one by one.

1. Telephone


2. Mobile Phone


3. Internet


4. E-mail

1.  Telephone :

Telephone is most useful and commonly used medium of communication. after invention of first telephone over the years it got improvements. it still widely used device for communication.

Advantage :

We can communicate with people even at long distance. it increased social interaction.

Disadvantage:

Long distance calls are expensive. not suitable for private conversion cause it can be easily tracked.

2.  Mobile Phone:

Mobile phone made great impact on our lives. it become important part of our life. Mobile phones are faster and easier and portable way to communication. it gives us lots of great advantage

Advantage: 

As it is portable anyone can carry it anywhere. it let keep in touch with everyone. it comes  handy in emergency situation. you can use mobile camera for anything at anytime.

Disadvantage:

It limit your connectivity, you can not make call in rural underground or in rural area where signal is weak. thief can misuse stolen phone and that will make owner suffer

Netiquette

Netiquette Etiquette in technology or Etiquette to follows when you use Internet Services. Here, Netiquette is in communication(email, IM's services). it is list of thing what to do and not to do things.

Like the network itself, these developing norms remain in a state of flux and vary from community to community. The points most strongly emphasized about Using netiquette usually include using simple electronic signatures, and avoiding multi-posting, cross-posting, non related topic posting, hacking or hijacking a discussion. Similarly, some Usenet guidelines call for use of unabbreviated English while users of instant messaging protocols like SMS occasionally encourage just the opposite, bolstering use of SMS language.

There are lot of rules available to follow. i'm explain here some basic rules to follow. you can check(just google) online for more information.

1. when you write email or sending message or posting in forum or chat groups don't type your message fully in Capital letters. IT'S DIFFICULT TO READ FOR SOME PEOPLE.


2. When you Chat with someone, words can affect that talk. it convey message in very difficult way. you can you smiley(stickers) to make it good conversation.


3. If you are sending promotional material then describe it subject line of email. cause that will help people to identify or distinguish between working and advertised mail.


4. Always check FAQ's(Frequently Asked Question), it will give you all(95%) information you needed for particular product or service you are using.


5. Don't Spam on Internet.

Barrier

The imparting or exchanging of information by speaking, writing, or using some other medium. anything  that stops or huddle in between of communication is called barrier. there are different types of barriers in the

 

 

 

Interpersonal communication is the interaction that takes place between people.

Understanding the communication process and working towards improvement

provides managers a recipe for becoming more effective communicators. Anything

that blocks the meaning of communication is a barrier to communication. These are

the hindrances workplace that interfere with effective exchange of ideas or
at a

Five C's of Communication

These are the important part for Written Communication. you may find seven or even eight C's of communication. it is based on the writer what they think important. i find these much C's are important so i have Five C's of communication.

1. Clear:
   Clarity in communication makes communication easy and understandable. writer have clarity in his message by using simple sentence instead of complex sentences.


2. Courtesy: 
   
   Courtesy is one of important part of Six C's of communication. courtesy in message shows senders expression and respect towards receiver. use of words like, "thank you", "please" etc. make message more expressive and respectful for receiver.


3. Concise: 
   
   Conciseness means being short, few words. writing lot more information using short words. we can avoid repetition of words that can make message cosine. sender must be concise in term of message for effective communication


4. Complete: 
   
   Message must be complete and should provide all necessary information that receiver needs of receiver have to know. sender can include necessary fact and other information to make message more effective. incomplete message can lead receiver to misunderstanding and confusion.


5. Correctness: 
   
   Senders message should be correct in every way of grammar or spelling or numbers to avoid confusion to receiver.

Non-Verbal Communication

Non-verbal communication is the process of communication through sending and receiving messages without using words, language. Non-verbal communication is a basic dimension of non-verbal communication is a basic dimension of all human and animal communication It prevailed even before the verbal communication The primitive man started communicating with the non-verbal cues. Even today, our verbal communication is supplemented with non-verbal.Nonverbal communication can be picture of a message both verbally and with the correct gestures.

Non-verbal Communication is divided into 3 parts

1. Facial Expression


2. Gesture


3. Body Language

1.  Facial Expression:

Facial expression is the most important part of human body. Face defines person. facial expression indicate the listener's reaction. speaker can easily judge reaction on listener's face. we can control our expression till some extent not out of it. facial expression can be of rage, sorrow, fear, joy, shame etc.

2.  Gesture:

Gestures are most easy way to send messages to receiver. gesture can be done from any part of body(fingers, hands, arms, legs, head). they can express emotion also. some times gestures can make wrong message to receiver. gesture can be of resistance to situation, controlling situation, or may be calling some one etc.

3.  Body Language:

Body language is  the clue to any psychological expert or some people who have some knowledge. body language can  easily tell if person is vibrant, active, nervous etc. body language can give information about person's attitude or feeling easily

Advantage of Non-verbal Communication:

we can easily communicate with deaf people. we can use it places where making sound is not permitted. we can talk with person who on long distance ( visible but people are far away from you to hear you).it is short to do communication.

Disadvantage of Non-verbal Communication:

It is not possible to use in public communication. long distance and even long conversion is not possible with this type of communication. method of gesture or posture varies from culture to culture.

Verbal Communication

Language enables us to Communicate our ideas, share out knowledge to others with greater precision than would otherwise be possible. you can not think, imagine without language,  whenever you think, you use particular language it might anything, might be your own language, mother tongue or might be foreign language. language make group co-operation and allows information and knowledge to be transferred from individual to individual, from place to place and from generation to generation to generation. It also allows for the accumulation of knowledge. Verbal communication is sub-divided into Oral and Written communication.

Verbal Communication is divided into to sub-part:

1. Oral Communication


2. Written Communication

1.Oral Communication:

We can define oral communication as spoken phrases(shortly word) are used. it is face-2-face communication(like we talk with people in daily life), oral communication is effective due sound, speed of voice, clarity of voice, and importantly topic of the discussion.

Advantage: 

It helps to get instant feedback. you can read his facial expression and body movements, some can tell that he or she should trust or not.

Disadvantage:

The major disadvantage of oral communication is person can not think more on topic and give powerful feedback.

2.  Written Communication:

Written communication can be defined as  written stuff like note(symbol or smiley) are used to communicate. it can printed through modern technology or hand written also. written communication can  be done through the letter(mail), reports, or electronic mail(email) etc. it is dominated by grammar and words used, writing style, ease of reading and language used.

Advantage: 

Message, report or email can be revised as many times you want before dispatching it to concerned person. written stuff gives person time to understand it and send appropriate answer to message.  written stuff can be stored and used later for work and it can also work as proof in some situation

Disadvantage:

Written communication does not gives sender instant reply that makes it time consuming and delay in further work.

You can also refer to Five C's of  Written Communication from my article.

Types of Communication

Communication is important part of living species. Communication makes human organization and co-operation possible and verbal communication establishes culture and civilization. there are two main types of communication available.

1. Verbal Communication


2. Non-Verbal Communication

Communication through voice(speak, language) is called Verbal communication. Communication without language is called non-verbal communication.  below chart shown and explain various subtypes of communication.

 Verbal Communication:

Language enables us to Communicate our ideas, share out knowledge to others with greater precision than would otherwise be possible. you can not think, imagine without language,  whenever you think, you use particular language it might anything, might be your own language, mother tongue or might be foreign language. language make group co-operation and allows information and knowledge to be transferred from individual to individual, from place to place and from generation to generation to generation. It also allows for the accumulation of knowledge. Verbal communication is sub-divided into Oral and Written communication.

Verbal communication can classified into Oral & Written Communication

Non-verbal Communication:

Non-verbal communication is the process of communication through sending and receiving messages without using words, language. Non-verbal communication is a basic dimension of non-verbal communication is a basic dimension of all human and animal communication It prevailed even before the verbal communication The primitive man started communicating with the non-verbal cues. Even today, our verbal communication is supplemented with non-verbal.Nonverbal communication can be picture of a message both verbally and with the correct gestures.

Non-Verbal communication can classified into Body Language(kinesics), Facial Expression & Gestures.