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•   What is communication?
•   Importance of communication skills
•   Conversation
•   Oral presentations
•   Effective emails
•   Writing skills
•   Activities
What is communication?
What is communication?
 • Communication is the process of
   sharing information.
 • Communication is based
   on the idea of respect,
   promises, and the want for
   social improvement.

sender    message          channel   receiver

The goal of this presentation is to
give you the knowledge to reach your
target, your audience, with information in
the most effective and impactful way and
to improve listening skills to increase
understanding and increase
            Importance of
         Communication Skills
• The purpose of communication is
  to get your message across to others clearly and
• By successfully getting your message across,
  you convey your thoughts and ideas effectively.
• Communication skills, as well as an ability to
  work with others, are the main factor contributing
  to job success.
• The inability to communicate makes it nearly
  impossible to compete effectively and progress
  in the workplace.

   To ensure an efficient and effective
   conversation, there are 3 considerations:
1. You must make your message
2. You must receive/understand the
   intended message sent to you.
3. You should exert some control over the
   flow of communication.

• You must learn to listen as well
  as speak. If you do not develop the skill of
  listening, you may not hear the suggestion
   or information being conveyed to you.
• Avoid ambiguity. If you realize there is the
  potential for misunderstanding, ensure that
  you and the parties involved are on the
  same page.
Building Blocks of Effective

• Active listening
• Empathic
• Listening with
 Building Blocks of Effective
Active Listening:
• Is a process of giving the speaker nonjudgmental
  responses as a way of checking the accuracy of
  what you have heard and whether you fully
  understand the message of the speaker.
• Ways to Actively listen
  1. Paraphrasing
  2. Clarifying
  3. Feedback - that is immediate, honest, and
Building Blocks of Effective
• Empathic Listening
  – Putting yourself in the shoes of others
  – Listening to the meanings of the words,
    not just to the words
• Listening with Openness
  – Particularly when someone says
    something you don’t agree with
  – Adopting an accepting attitude
Oral Presentations
         Oral Presentations
The material of your presentation
should be concise, to the point and tell an
interesting story. In addition to content and
visual aids, the following are very important:
• Your voice – how you say it is as important as
   what you say.
• Body language – Express what your attitudes
   and thoughts really are. Project credibility.
• Appearance – First impressions influence the
   audience’s attitude. Dress appropriately.
Prepare the structure of the talk
carefully and logically, just as you would for
a written report.
Consider what are:
• The objectives of the talk?
• The main points you want to make?
• Make a list of objectives and key points as
  you begin.
• Write out the presentation in rough form.
  Review the draft. Delete irrelevant things.
• Ensure it is consistent and flows smoothly.
  If there are things you cannot easily
  express, because of doubt, confusion or
  uncertainty in your understanding, it is
  better to leave them unsaid.
• Never read from a script. It is also
  unwise to have the talk written out in
  detail. Chances are you will not locate the
  important points amongst all the other text.
• Be comfortable and familiar with the
  content of your presentation. Prepare cue
  cards which have key words and phrases.
• Number the cards!
• Rehearse your presentation – to
  yourself at first, and then in front of some
  colleagues. The initial rehearsal should
  consider how the words and the sequence
  of visual aids go together.
• How will you make effective use of your
  visual aids?
 Making the presentation
• Greet the audience.
• Tell the audience what you are going to
• Convey the information.
• In closing, highlight your major points.
• Unless explicitly told not to, leave time for
  discussion-- 5 minutes at a minimum.
• Speak clearly.
• Don’t rush or talk overly slowly.
• Deliberately pause at key points
• Avoid jokes – always disastrous unless you are a
  natural expert.
• Use your hands to emphasize points but avoid
  excessive hand waving.
• Look at the audience as much as possible but do
  not intimidate. Pitch towards the back of the room.

• Don’t face the display screen behind you
  or talk to it.
• Do not block the screen.
• Avoid moving about too much.
• Keep an eye on the audience’s body
• Enjoy yourself!
          Effective Emails
• Think before you write.
• Once you write an email you can be held
  accountable for the content.
• Keep your message concise.
• Remember email is not confidential.
• Keep your email professional.
• ‘When in doubt, don’t send’…pick up the
  phone and discuss the issue instead.
         Effective Emails
• Don’t span your readers.
• don’t type in all lowercase.
• Use the subject line to get the reader’s
• Take the time to proofread your document
  before you send it.
              Writing Skills

• Target your writing.
  - have a clear idea of who your reader is and
  what they want to get out of reading your piece.
• Prepare an outline.
  - organize the information into a coherent
  - the introduction should help the reader prepare
  an overall structure into which the information
  given can be fitter.
  - the summary should organize the facts in the
  middle of the article into a coherent whole.
            Writing Skills
• Writing your piece
  - let the words and ideas flow.
  - only when you have finished a section
  should you review it.
  - ensure that what you have written meets
  the aims you set and gives the reader the
  information they want.
             Writing Skills
• Style
  - the style of the article should be
  completely focused on the reader’s needs.
  Language should be pitched at the
  appropriate level for the reader.
• The responsibility for clarity, focus and
  effective communication lies with you.
The End

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