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Communication Skills

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The vital points that need to be taken care for communication at various places.

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Communication Skills

  1. 1. 1. Communication Skills 2. Strong work ethic 3. Teamwork Skills 4. Analytical skills 5. Initiative.
  2. 2. Today, we will be covering
  3. 3. What is Communication? Everything we do is communication.
  4. 4. What are the types of Communication? Thoughts Non-Verbal Listening
  5. 5. What are the types of Communication?
  6. 6. Communication is a process Communication is a multivariable, dynamic interplay of numerous elements. 1. Encoding 2. Sending 3. Decoding 4. Feedback
  7. 7. How is Communication initiated?
  8. 8. Noise in Communication flow 1. Context: Mine_____ Yours___ Meaning is carried in context, not the words Power and Privilege levels are at play. 2. Data: What I see… What I hear… 3. My personal cultral screen: Norms, beliefs, values, assumptions 4. The Story: In my head is….. 5. My atitudes & feelings: What I feel… Sensations in my body are a clue to feelings 6. My Intention: What I do/don’t want is …. 8. Impact: The effect of what I did is ….. 9. What I will check out with you is ….
  9. 9. Noise in Communication flow 1. Frame of reference: Receiver accustomed to acclaim and appreciative crowds. 2. Language skills: Maine accent makes water and Walter sound similar. 3. Listening skills: Receiver more accustomed to speaking than to listening. 4. Emotional interference: Ego prompted receiver to believe crowd was responding to his celebrity status. 5. Physical barriers: Noise from boat, distance between senders and receivers
  10. 10. Forms of Communication Non-Verbal Audience awareness, Personal Presentation, Body Language Oral Audience awareness, Personal Presentation, Body Language, Critical Listening Written Writing skills, Editing skills, Critical Reading, Presentation of Data. Majority of problems/misunderstandings in life/business are caused by ineffective communication in one form or another
  11. 11. The 6 Cs of Communication Clear Concise Correct Complete Courteous Concrete
  12. 12. Modes of Communication • Formal Communication • Informal Communication • Meetings • Telephone • Emails • And in some cases SMSs & Watsapp too… The objective of the communication needs to be considered carefully to judge the best method of delivery and to judge the effectiveness of the feedback as to whether the message has been successful. Effective communication is not only your business tool; it’s a meaningful part of your service..
  13. 13. Speed of Communication
  14. 14. Flow of Communication
  15. 15. Modes of Communication • Formal Communication • Meetings • Telephone • Emails • And in some cases SMSs & Watsapp too…
  16. 16. Meetings
  17. 17. Formal or Business Communication - Meetings Meetings Meetings form a very important part of the framework of any organisation. •Collective decision-making •Planning and follow-up •Accountability •Democracy Meetings are to be used as a tool for getting work done
  18. 18. Formal or Business Communication - Meetings Types of Meetings • Status Meetings • Planning Team meetings • Staff Meetings • Review Meetings • Informational Meetings •  Meetings about Meetings 
  19. 19. Formal or Business Communication - Meetings Reasons for a Meeting: Information: To make the participants of a meeting understand Discussion: Taking into consideration eventual alternatives or the different opinions of the participants. Decision: After having gone through the phases of information and discussion, a decision on a certain subject can be taken.
  20. 20. Formal or Business Communication - Meetings Tasks before the Meeting. •Decide on the Subject/Agenda of the meeting. •Decide on the date of the meeting. •Reserve the meeting place. •Formulate invitation. •Summarize incoming mail. •Send invitation, agenda and annexes. •Prepare for reactions of participants and how to handle these reactions.
  21. 21. Formal or Business Communication - Meetings Tasks During The Meeting. • Clear and complete introduction of each agenda point. • Make notes for the minutes of the meeting • Stimulate discussion and participation by participants. • At regular intervals summarize the discussion for clarification. • Defend subjects/avoid straying. • Keep track of time. • Check the list of action points • Summarize what has been decided and how it will be implemented.
  22. 22. Formal or Business Communication - Meetings Tasks after the meeting •Prepare the minutes. •Prepare action - point list. •Send minutes and action-point list to all participants. •Keep track of implementation of action points. •Note signal signs of unrest after a meeting and react properly upon them.
  23. 23. Modes of Communication • Formal Communication • Meetings • Telephone • Emails • And in some cases SMSs & Watsapp too…
  24. 24. Formal or Business Communication - Emails
  25. 25. Formal or Business Communication - Emails What is my purpose for sending this e-mail? •Will the message seem important to the receiver, or will it be seen as an annoyance and a waste of time? •Is this message suitable for e-mail, or could I better communicate the information with a phone call or face-to-face meeting?
  26. 26. Formal or Business Communication - Emails Our goal is to construct email that: •Will actually be read. •Will actually be understood. •Will not annoy the receiver. •Does not take up too much time on the receiver’s end.  •Provided enough context for the audience to easily understand or  follow the thread of the message.
  27. 27. Formal or Business Communication - Emails Rules of Email Engagement: •Always try to KISS. •Be correct in grammar, spelling, and style. •Use white space to visually separate paragraphs into separate blocks  of text. •End every email on a courteous, encouraging note. •The specific is terrific(Due dates, list action-Items, follow-ups). •Be businesslike and courteous. State the desired outcome at the end  of your message. •Use “reply to sender” or to “reply all” & BCC rather than CC  appropriately.
  28. 28. Formal or Business Communication - Emails TONE •Tone deals with the writer’s attitude toward a subject, his  audience, or himself. It may be overt, subtle, or even inadvertent.  •Every element of language contributes to tone, including word  choice and sentence construction. •Your tone should be friendly yet businesslike, encouraging and  respectful but confident and knowledgeable. You are your clients’  advocate. Your tone can help to communicate that, and to inspire  confidence in you. Your purpose is not to impress but to express.
  29. 29. Formal or Business Communication - Emails STYLE •Style encompasses elements of language as diction (word choice),  vocabulary, syntax (sentence construction), and figurative language. •Like it or not, you are judged by your grammar and usage.  •Restrict the use of compound sentences joined by “and” as much as  possible, or else the result will be loosely-connected ideas. •Paragraph breaks serve as messages to your reader of changes in  subject and breaks in thought. Use it wisely.  •Sentence variety, in length, type, and beginning, can prevent the  impression of oversimplicity.
  30. 30. Formal or Business Communication - Emails TRIMMING OF WORDS: •Read through the finished email and trim out words, sentences, and  paragraphs that do not contribute towards your desired result. •Place the most important points first with more details following. •Check for potential ambiguities and unclear thinking.  •Can you rephrase sentences for clarity using fewer words?  •Check for excess commentary that doesn’t add to the email’s main  point.  •Remove extra details disclosed, unnecessarily.
  31. 31. Formal or Business Communication - Emails
  32. 32. Formal or Business Communication - Emails
  33. 33. Overcoming Communication Barriers • Realize that communication is imperfect.  • Adapt the message to the receiver.  • Improve your language and listening skills.  • Question your preconceptions.  • Plan for feedback

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