Communication Skills

By ViteshBalaji HR - Amoeba

First Impression?
It takes just a quick glance, maybe three seconds, for someone to evaluate you when you meet for the first time.

Be on Time Be Yourself, Be at Ease Smile! Be Open Small Talk Be Positive Be Courteous And Attentive

What does Communication means

Without effective communication you cannot leadyou end up taking a walk on your own. Communication skills is the ability to use the language (receptive) and express (expressive) information. Effective communication skills are a very critical element in your career and personal lives.

Communication is not dependant only on words it can also be through your body language and tonality

One sentence can Make a big difference..

Dont Assume

Assumption is communications greatest enemy

Research shows, communication is

55% body language

7% words

38% style

Why Communication to express our emotions achieve joint understanding to get things done pass on and obtain information reach decisions develop relationships

Home Truths about Communication Good Communication cant exist without honest listening We do not try HARD to get our message across We do not take advantage of various media available to us We all could improve our communication skills It cannot be perfected

Ways & effects of Communication

Formal

Less Flexible, More Accurate but less responsive (JAGRITI) More Flexible, Less Accurate but responsive (Grapevine/Rumors)

Informal

What is Communication

The art of getting your message across effectively through:

Spoken words first & simplest way Body Language can make wonders Written words reflects importance Visuals leaves greatest impact

Types & Methods

Written Letters, Memos, Reports

Spoken
Gestures Visuals Multimedia

Conversations, Interviews, Phone Calls, Requests Facial expressions, Actions, Voice Tone, Silence, Stance Photographs, Paintings, Videos, Film Television, Newspaper, Magazines, Internet

Communication : The Flow

Channel Formulating Message Feedback Delivery

Sender
Response

Receiver
Perception

Understanding

Barriers to Effective Communication

Personal Barriers
Your style and character (rude, polite, shy, outspoken) Preparation & presentation Lack of clarity (pronunciation, pitch, etc.) Lack of credibility Timing

Proper Pronunciation
Communication Buffalo Colonel Rendezvous Prakash

Help Career Buffet Bulb Pradeep

Pen Guest Bouquet Fax Chandrajeet

Barriers to Effective Communication Organizational Barriers

Culture Environment Size & structure Pace of activity

Process Barriers
Channel/Medium Irrelevant Information loading Lack of Response or Feedback Inappropriate Questions

Overcoming the Barriers

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 Dont be afraid of asking questions

Effective Communication
Is scarcer than quality water Is measured by results or actions Does not need to be very complex

Is aimed at informing others

Is complete and clear

SPEAKING SKILLS

A wise man reflects before be speaks; a fool speaks, and then reflects on what he has uttered.
- French Proverb.

While Speaking In-Person

Take initiative Be polite Be pleasant (smile, jokes) Be clear and concise (tone, accent, emphasis, pronunciation) Cite negative opinions honestly, but in a positive manner Seek Feedback

While Speaking over Phone

Write down in advance what you want to say and in what order Smile Speak slowly Always be polite and friendly For long messages, follow a script Get confirmation Monitor your time

Body Language

Facial Expressions Gestures Posture

When the mouse laughs at the cat there is a hole nearby. -Nigerian proverb

Body Language
Nervousness Clearing throat, "whew" sound, Whistling, smoking, pinching flesh covering mouth, jiggling money or keys, tugging ears, wringing hands.

Short breaths, "tsk" sound, tightly clenched hands, wringing hands, Fist like gestures pointing index finger rubbing hand through hair rubbing back of neck.

Frustration

Confidence

Steepled hands, hands behind back, back stiffened, hands in coat pockets with thumb out, hands on tapels of coat

Arms crossed, sideways glance, touching-rubbing nose, rubbing eyes, buttoned coat, drawing away

Defensiveness

Insecurity

Pinching flesh, chewing pen, thumb over thumb, biting fingernail Open hands, unbuttoned coat

Openness

Upper body in sprinter's position, open hands, sitting on edge of chair, hand to face gestures, unbuttoning coat.

Cooperation

Similarly there are many body languages.

WRITING SKILLS
Write to be understood, speak to be heard, read to grow..
-Lawerence Clark Powell (American Writter)

Clarity in Writing
Rs 1000000000

Rs. 10,00,00,000/Rs. 10 Crore

While Writing
Plan what you want to say in your letter/ report

Reread the letter when you have finished Check spelling & punctuation, then send Use simple language avoid ambiguous words

While Writing
KISS (Edit the letter by cutting ruthlessly). Be kind to others eyes (font size, clarity) Be creative (use tables, graphs) Use the language YOU are better at Visualize the reader when you are writing

Dont write unbroken paragraphs

Use numbered paragraphs to make cross-referencing easier Punctuation plays the role of body language in writing

Use headings and subheadings.

Use ruled sheets instead of plain ones. Dont print without thoroughly checking your sources.

LISTENING SKILLS Trees are Earths endless effort to speak to the listening heaven -Rabindranath Tagore

Listening why is it important?

45%

Speaking

30%

16%

9%

Objective of Listening is
to to to to receive information understand effectively enhance clarity empathize

So, while Listening

Avoid distractions

Do not interrupt unnecessarily Be active (show interest) Paraphrase what youve heard Throw an echo

What Listening Looks like...

The Listener keeps looking at the speaker The Listeners body is in open position The listener is smiling with a pleasant & encouraging expression Listener looks relaxed but alert, neither tense nor slouching Listener utters humming sounds

PRESENTATION SKILLS
Our work is the presentation of our capabilities - Edward Gibbon (England Emperor)

While Presenting
(Bring out the presenter in you) What is the biggest fear of all:
Top Fears %
45 40 35 30 25 20 15 10 5 0

Top Fears %

9 Steps to become a GooD Presenter

1. Audience Analysis (Who? What? When Where?) 2. Set the Objectives 3. Research (Collect info to prove points, Boldly leave stuff out [facts & figures], refer back to objectives) 4. Prepare Compelling Presentation ( Introduce, Discuss, Conclude) 5. Visual Aids (A picture is worth a 1000 words, Use proper media) 6. The rule of three 7. Rehearse, Rehearse, Rehearse If you fail to prepare, prepare to fail !! (Practice out loud, learn your script & Video yourself) 8. Delivery (Be confident, 2-way comm, E2E contact, relate personally, Control your Speech [pace, Volume & Voice], Remember to breathe, Posture, Fiddling[Dont do it], Smile, Gestures & Movements) 9. Questions are good (Always say Thank you)

I HEAR, I forget I SEE, I remember I DO, I understand

Keep in mind: Winners Never Quit and Quitters never win

THANK YOU