Audience-Centered Approach to Communication


Beside other things, effective organizational communication is audience-centered approach. Keep your audience in mind at all time during the process of communication. Empathizing with, being sensitive to, and generally considering your audience’s feelings is the best approach for effective communication. The audience-centered approach is more than an approach to business communication; it’s actually the modern approach to business in general, behind such concepts as total quality management and total customer satisfaction.

 Because you care about your audience, you take every step possible to get your message across in a way that is meaningful to your audience. You might actually create lively individual portraits of readers and listeners to predict how they will react. You might simply try to put yourself in your audience’s position. You might try adhering strictly to guidelines about courtesy, or you might be able to gather information about the needs and wants of your audience. Whatever your tactic, the point is to write and speak from your audience’s point of view.

 My Consultancy–Asif J. Mir – Management Consultant–transforms organizations where people have the freedom to be creative, a place that brings out the best in everybody–an open, fair place where people have a sense that what they do matters. For details please visit www.asifjmir.com, and my Lectures.

Spoken Words


Spoken words are like smoke in the wind. They disappear quickly from the mind and memory. You must make people see your spoken words as well as hear them. Word pictures stay in the minds of your listeners. They may forget the words themselves, but they’ll remember visual imagery and identify with you and your objectives. The sentence, ‘Spoken words are like smoke in the wind’ is a perfect example. It creates a picture in your mind. Telling stories almost always include word pictures.

My Consultancy–Asif J. Mir – Management Consultant–transforms organizations where people have the freedom to be creative, a place that brings out the best in everybody–an open, fair place where people have a sense that what they do matters. For details please visit www.asifjmir.com, and my Lectures.

Speaking the Body Language


About 60 to 70 percent of what we communicate has nothing to do with words. More important than speaking the language is what you communicate without words. Many travelers trust that if they don’t speak the language, there are a hundred gestures to get across almost any meaning. But gestures have quite different meanings in different parts of the world; body language is not universal. Subtleties are noticed, like the length of time you hold on while shaking hands. On a very unconscious level we can turn people off even when we are on good behavior. Thumbs up is considered vulgar in Iran and Ghana, equivalent to raising the middle finger in the United States. Touching a person’s head, including children’s, should be avoided in Singapore or Thailand. In Yugoslavia, people shake their heads for yes—appearing to us to be saying no.

In general, avoid gesturing with the hand. Many people take offense at being beckoned this way, or pointed out, even if only conversationally. In parts of Asia, gestures and even slight movements can make people nervous. If you jab your finger in the air or on a table to make a point, you might find that your movements have been so distracting that you have not made your point at all. Unintentionally, Americans come across as aggressive and pushy. Yet, in other parts of the world, particularly in Latin America or Italy, gesturing is important for self-expression, and the person who does not move a lot while talking comes across as bland or uninteresting. As always, watch what local people do. Or ask.

Body language is more than gestures. You communicate by the way you stand, sit, tense facial muscles, tap fingers, and so on. Unfortunately, these subtler body messages are hard to read across cultures; mannerisms don’t translate. In many parts of the world, looking someone in the eye is disrespectful.

In Japan a person who looks a subordinate in the eye is felt to be judgmental and punitive, while someone who looks his superior in the eye is assumed to be hostile or slightly insane. The Arabs like eye contact—the eyes are windows to soul—but theirs seem to dart about much more than Americans. We don’t trust “shifty-eyed” people.

Subtle differences in eye contact between the British and North Americans can be confusing. English listening behavior includes immobilization of the eyes at a social focal distance, so that either eye gives the appearance of looking straight at the speaker. On the other hand, an American listener will stare at the speaker’s eye, first one, then the other, relieved by frequent glances over the speaker’s shoulder.

Eye contact during speaking differs too. Americans keep your attention by boring into you with eyes and words, while the British keep your attention by looking away while they talk. When their eyes return to yours, it signals they have finished speaking and it is your turn to talk. These almost imperceptible differences in eye contact interfere with rapport building and trust.

My Consultancy–Asif J. Mir – Management Consultant–transforms organizations where people have the freedom to be creative, a place that brings out the best in everybody–an open, fair place where people have a sense that what they do matters. For details please visit www.asifjmir.com, and my Lectures.

Slide Presentation


If you’re considering using a visual aid or requesting that someone else use a visual aid as part of his or her presentation, realize that any visual aid should be used to complement the speaker’s presentation, not cause the listener or viewer to divide his attention between the two. Visuals, particularly slides, are often used as crutches. They are also habit forming. They take the place of notes, and the presenter counts on them to keep him on track. They control him rather than the other way round.

My Consultancy–Asif J. Mir – Management Consultant–transforms organizations where people have the freedom to be creative, a place that brings out the best in everybody–an open, fair place where people have a sense that what they do matters. For details please visit www.asifjmir.com, Lectures, Line of Sight.

Listening


Listening is the most important component of communication. There is a wrong notion that a person who talks fluently is a good communicator. He need not be. It is true that talking fluently is an important component of communication. But all talkers are not good communicators.

Communication has three important components: a) making others appreciate what you say, b) making others understand what you say, and c) making others apply what you say in their life. It is much more than talking.

Listening is said to be a vital factor in the process of communication. One needs to be a good listener in addition to being a good talker, for communicating effectively. One may feel that listening is very simple and everyone is good in listening. The fact is that it is untrue. Many like and do the talking and they seldom listen to others. recall a conversation you had with your friend recently. Estimate the amount of time that you were talking, compared to the time spent by your friend talking to you. You would notice that there has always been an inner urge to express ourselves to others rather than listening to others.

If you want to be good at listening, take care of the following:

  • Be genuinely interested in listening.
  • Look at the person always.
  • Do not get distracted.
  • As you listen keep assimilating the points.
  • When you don’t understand ask the person to repeat.
  • Don’t interrupt unnecessarily.
  • Don’t project your views, ideas in between.
  • Don’t stop the other person till he does it on his own.
  • Be patient.
  • Be careful about the gesture that you make (it should not give any negative signals).

My Consultancy–Asif J. Mir – Management Consultant–transforms organizations where people have the freedom to be creative, a place that brings out the best in everybody–an open, fair place where people have a sense that what they do matters. For details please visit www.asifjmir.com, Line of Sight