Remembering Communication Tips: 10% Read, 20% Hear, 30% See
1. Communications – did you know?
If you tell 100 people something without
repetition:
After 24 hours, 25 percent have forgotten it
After 48 hours, 50 percent have forgotten it
After 72 hours, 75 percent have forgotten it
After one week, 96 percent have forgotten it
2. Communications – Did you know?
People remember:
10 percent of what they read
20 percent of what they hear
30 percent of what they see
50 percent of what they see and hear
80 percent of what they say
90 percent of what they say and do
3. Importance of precise and concise
communication
The following humorously depicts how important it is to be precise and
concise whilst communicating in the corporate world...
From: Managing Director
to: Vice President
Tomorrow morning there will be a total eclipse of the sun at nine o'clock. This
is something which we cannot see everyday. So let all employees line up
outside, in their best clothes to watch it. To mark the occasion of this rare
occurrence, I will personally explain the phenomenon to them. If it is raining
we will not be able to see it very well and in that case the employees should
assemble in the Canteen."
."
4. From : Vice President
To : General Manager
By order of the Managing Director, there will be a total eclipse of the sun at
nine o'clock tomorrow morning. If it is raining we will not be able to see it in
our best clothes, on the site. In this case the disappearance of the sun will be
followed through in the canteen. This is something we cannot see happening
everyday."
which we cannot see happen everyday
FROM : General managers
To : Industry Managers
By order of the Managing Director, we shall follow the disappearance of the
sun in our best clothes, in the canteen at nine o' clock tomorrow morning. The
Managing Director will tell us whether it is going to rain. This is something we
cannot see happen everyday
5. From : Industry Managers
To : Location heads
If it is raining in the canteen tomorrow morning, which is
something that we cannot see happen everyday, the Managing
Director in his best clothes, will disappear at nine o'clock."
From : Location heads
To : Marketing Executives
Tomorrow morning at nine o'clock, the Managing Director will
disappear. It's a pity that we can't see this happen everyday.
So friends, the next time you are communicating, be careful.
Your Communication can Make it or Break it.
6. Types of Communication
Verbal Communication
Nonverbal Communication
Written Communication
7. IMPORTANCE OF NON-VERBAL COMMUNICATION
♦Communication researcher Mehrabian found that only 7% of
a message’s effect are carried by words ; listeners receive the other
93% through non -verbal means.
♦Birdwhistell suggested that spoken words account for not
more than 30-35% of all our social interactions.
♦Over 65 percent of the social meaning of the messages we
send to others are communicated non-verbally. From our
handshakes to our hairstyles, nonverbal details reveal who we are
and impact how we relate to other people.
8. Types of
Non verbal communication
Gestures
Postures
Eye contact
Body language
Facial expression
9. Written Communication
Letters
Memos
Email
Reports/White Papers
Other written documents
10. Written
communication
Emphasise the positive
Mix sentence length up
Use short words instead of longer alternatives
Get rid of redundant expressions
12. Emphasise the positive
Please send your payment so that we can renew your
membership.
Not the negative
If you don't send your payment, we won't be able to
renew your membership.
13. Get rid of redundant expressions
Use:
“because” instead of “in view of the fact that,”
“now” instead of “at this point in time,”
“many” Instead of “a large number of”
14. Keep it short
Don’t write…..
If there are any points on which you require
explanation or further particulars we shall be glad to
furnish such additional details as may be required by
telephone.
16. Top tips for written
communication
1. Prepare well
2. Get the basics right - the what, who, when,
how
3. Be clear of your objectives
4. Know your audience
5. Be realistic
17. Top Tips
6 Don’t use complicated words, keep it simple
7 Be sure regarding what you want to Highlight
8. Team up with other groups
9. Don’t lose sight of your purpose
10. Whatever you do don’t assume information
18. While Writing…
1. Plan what you want to say in your letter
2.Reread the letter when you have finished
Communication Skills
3.Check spelling & punctuation, then send the letter
4.Use simple language – avoid ambiguous words
19. Keep in mind while writing a letter
Visualize the reader when you are writing
Don’t write unbroken paragraphs
Use numbered paragraphs to make cross-referencing
easier
Punctuation plays the role of body language
in writing
20. Phone Etiquette
DO return calls in a timely manner
DO say you will call back if you need to
calm down, get an answer, then think over it
DO keep your voice mail message current
and professional
DO smile when you answer the phone
21. Use headings and subheadings.
Use ruled sheets instead of plain ones.
Don’t print without thoroughly checking your
sources.
22. Phone etiquette
DO answer using your name, title and ask
how you can help
DO always leave your phone number, and
speak politely
DO leave a short, detailed message
DO take the name and number of a caller
you are transferring in case you are Disconnected.
Don’t Argue or shout at customers even if customers are
abusing or saying unethical things.
Do greet customers as you receive the call
Be very enthusiastic and energetic in solving problems of
customers
23. Phone etiquette
Address customers always with their last name as it shows
respect towards them.
Apologize if customer has faced hindrances due to the
company
Do talk softly and politely and avoid arrogance and rude
Behaviour
Don’t get into personal issues of customers as this would not
be tolerated by customers
Assist customers in all the possible ways
For long messages, follow a script
Monitor your time
24. Email Etiquette
Subject line should be short and specific
Avoid jargon and abbreviations - lollz, :)
Use short paragraphs
Read for content and grammar before
sending
Be consistent with format
Read the mail twice and analyze to make sure that there are
no mistakes before you hit “send”
While sending a mail to everyone make sure the content of
mail is for everyone to view and not offensive
25. Dress Code
What you wear says something about
who you are as an employee
It’s OK to be relaxed but not OK to be
unprofessional
Accessories make the man, or woman
but easy does it
Remember the details
Consider your activity
26. Important Points for effective
communication
Say to yourself, “I will get Response”
Come up with a topic for discussion everyday
Start improving upon pronunciation
Develop habit of reading – start with the
English newspaper / Comics
Understand first, then communicate
Don’t be afraid of asking questions
Notes de l'éditeur
Mix sentence lengths
Shorter sentences can give greater emphasis and impact
'This is an important document and you should read it carefully'
Can be sharper if you split into two sentences:
'This is an important document. You should read it carefully'.
Use short words
Use: extra, more Not: additional
Use: tell Not: advise
Use: help Not: assistance
Use: start Not: commence
Use: so Not: consequently
Use: get Not: obtain
Spotting passive verbs is easy. They always have two things:
one of the following - been, being, be, were, was, am, are, is;
a 'past participle'
So a complete passive verb could be 'is done', 'has been given', or 'will be signed'.
Your complaint has been investigated (passive)
We have investigated your complaint (active)
Enquiries have been made by us (passive)
We have made enquiries (active)
It will be signed by the manager (passive)
The manager will sign it (active)
By themselves, passives don't look too bad. But when you have a lot of them together, they make writing very dull, bureaucratic, impersonal and occasionally ambiguous.
along the lines ofUSE: like
at an early dateUSE: soon
be in a position toUSE: can
during such time thatUSE: while
first of allUSE: first
in relation toUSE: about, for, with
in spite of the fact thatUSE: despite
in the amount ofUSE: for
until such time as USE: until
To recap:
1Prepare well - timings may be limited but whatever you do don’t jump in - allow yourself some time to prepare properly and consider all options
2Remember your core idea - Clear intentions make for clear communication
3Don’t jump to the how - prepare the ground first
4Really important to success - given your timings and your resources (both staff and money) what are you realistically going to be able to achieve? Go for something you can achieve successfully rather than something far more adventurous that is likely to fail.
5Don’t get so far down the road without ensuring everyone that needs to have an input internally has had.
6Absolutely key to communicating well - whatever you do, don’t assume knowledge
7Don’t leave interpretation open to chance - Communicate in a common language - keep your audience with you.
8May be other organisations who have specialists with audience or who can help bridge problems of timings and resources. Also help you understand the audience well
9Remember the review - this will pay dividends for subsequent communications
10Goalposts change so much and we all get embroiled in what we do but you need to be really clear of your original message at all times.