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- 1. ME3101 / ME3102 Mechanical Systems Design Chapter 3 Practice Good Communication
- 2. Communications 101 Communication is not so much the transmittal of a message. It encompasses elements such as: •Delivery of message •Receiving of message •Decoding [Understanding] a message •Responding to a message *Many major accidents in history are due to miscommunications.!*
- 3. In a standard model of communication, communications does not distinguish the Communications 101 roles of sender and receiver. Both people in a conversation are placed in the role of a sender and receiver at the same time. One problem that might hinder the effective process of communication is noise. Which is anything that interrupts the receiver in getting the message or misconstrues the original meaning. Examples of noise are: •Physical Noise – Such as background conversations etc. •Psychological Noise – Concerns or disruptive day experiences the receiver might have •Physiological Noise – Physical Fatigue, hunger or illnesses
- 4. Did you know? It has been recorded that a large number of plane crashes happen due to miscommunication rather than technical difficulties or due to the pilot’s incompetency. In many of the cases, it was found that the miscommunication was due to… References:: //www.publicspeakingtoolkit.com/ethnic-theory-of-plane-crashes.html
- 5. Did you know? •Air traffic control understood “ ah, Examine the following conversation we’re running out of fuel” as standard Captain: Advise ATC we don’t have fuel. comment, and not an emergency. First officer: Climb and maintain 3 thousand and, ah, we’re running out of fuel •First officer is from Columbia, a high sir. power distance culture, while ATC is Air Traffic Control: I’m gonna bring you from a low power distance culture. about fifteen miles northeast and then turn Thus the First office is less forceful in you back onto the approach. Is that OK with speech and mannerism. you and your fuel? First officer: I guess so. Thank you very •The state of emergency wasn’t much. conveyed to the ATC that the plane needed to land IMMEDIATELY. Five minutes later the plane crashed because it ran out of fuel
- 6. Moral of the story 1. Pay attention to cultural differences and respect it 2. A message is delivered not only through the words used, but also the tonality and speed of delivery 3. Practice effective listening techniques
- 7. Some barriers to communication •Noise •Selective attention •Rebuttal Tendency •Closed mindedness •Competitive Interruption
- 8. Noise Noise in this case does not refer to only the background noise or competing sounds. As mentioned earlier it can be: •Physical Noise •Psychological Noise •Physiological Noise Communicators should seek to eliminate all these sources in order to focus attention onto the communication partner. If it is too distracting and cannot be removed, either seek to change the location or reschedule.
- 9. Selective Listening Selective listening occurs when a person is seemingly paying attention but the focus is somewhere else. Most of the message does not get across and this often frustrates the speaker when the listener is exposed.
- 10. Rebuttal Tendency/ Close Mindedness A rebuttal tendency occurs when a listener forms a counter argument in his mind prior to a speaker finishing the message. This causes most of the message to be lost and time wasted trying to clear the miscommunication caused. Also this might sometimes be due to the listener’s close-mindedness, developing a behavior to not listen to things he/she disagrees with, thus eliminating many options /useful information in the process.
- 11. Competitive Interruption Competitive interruption occurs when the listener often hijacks the speaker’s air time to speak. While most interruptions are not competitive in nature [some are expressions of support], they still do break the speaker’s train of thoughts and momentum. Try to avoid interrupting another person’s speech and let him/her finish communicating the message. You turn will come eventually.
- 12. Active Listening To become a better listener, practice the following: •Paying Attention •Maintain Eye Contact •Show affirmation/acknowledgement •Feedback •Respond Appropriately
- 13. Paying Attention Paying attention is as simple as it sounds: 1. Eliminate distractions 2. Focus on your speaker 3. Listen to and digest his message 4. Double check with him if you are unsure [Eg. So what you are saying is…?]
- 14. Eye contact Establishing eye contact in a conversation is important. It signifies that you are paying attention to the speaker and encourages him in the delivery of the message. Also, for added measure, you could adjust your body direction to face the speaker.
- 15. Show Affirmation/Acknowledgement To allow the speaker to know that you have received and understood what he/she was saying, you could: •Nod your head to demonstrate acknowledgement •Use verbal cues such as “Uh-huh” or “Ok” or “Sure”
- 16. Feedback Another method of active listening is to feedback to your speaker. In between pauses or during the conversation, you could reconfirm if the message he/she is saying is the same as the one you have received. “So am I right in saying that..” Alternatively, you could also paraphrase the speaker, to let him/her know that you are listening. This also helps the speaker smoothen their train of thoughts and understanding
- 17. Respond appropriately The last step of active listening is to respond appropriately to the listener. Taking into consideration differences such as culture etc. react to the speaker’s message. Treat the speaker as you would like to be treated.
- 18. In conclusion Communication is a two way process and requires effort from the source and the receiver. Pay attention to what each other have to say and respect each other’s opinions and differences.
Is interrupting a listening barrier?
Interruptions that are unintentional or serve an important or useful purpose are not considered bad listening. When interrupting becomes a habit or is used in an attempt to dominate a conversation, then it is a barrier to effective listening.
What is competitive in listening?
Competitive or Combative Listening happens when we are more interested in promoting our own point of view than in understanding or exploring someone else's view. We either listen for openings to take the floor, or for flaws or weak points we can attack.
What are the barriers to effective listening?
We'll discuss five different barriers to effective listening: Information overload, internal and external distractions, prejudice or prejudging, and rate of speech and thought.
Is interrupting an active listening skill?
Active Listening is not Interrupting
But most of the time they're unintentional and without malice. It takes someone very self-aware not to interrupt. We often interrupt for fear that the point we want to add won't be relevant if we don't interject at that exact moment.