Communication Skills

Objectives Learn the importance of good communication skills Learn tips for developing good writing skills Learn tips for developing good oral communication skills

Good Communication Skills The ability to communicate with others in an effective manner Conveying your messages to others clearly Communications skills are essential for success not just in business but in life

Successful Communication Communication is only successful when both the sender and receiver understand the same information Let’s take a look at the communication cycle

Communication Cycle Sender Message Receiver Feedback

Types of Communication Written Letters, reports, email, etc. Oral Presentations, phone calls, meetings, etc.

Written Communication Many people are afraid of writing There are times when writing is the best way to communicate Sometimes, it’s the only way to get your message across

Written Communication When writing, remember that once something is in written form, it cannot be taken back Written communication is more specific than verbal communication; there is less room for errors and mistakes Spelling, grammar, punctuation, even writing style and actual wording become more critical

Writing Guidelines Be responsive Be concise Acknowledge the receipt of an email message, confirm a phone conversation, or follow-up on a meeting with a short note Do not wait too long to send an acknowledgement Be concise State the purpose of your document right away Keep letters and memos to a single page Make email messages short

Writing Guidelines Be systematic and orderly Be professional When making multiple points use bullet statements or numbered lists On longer documents, use headings and subheadings Larger documents should begin with an overview of the document and end with a summary Be professional Revise, rewrite, and proof-read Limit humor to less formal communication

Writing Guidelines Be creative Be careful Use tables or graphs to help get your message across Be careful As mentioned before, once it is in writing it can not be taken back

Oral Communication Oral communication is used every day A formal presentation, a phone conversation, or a conversation with your boss all require the use of oral communication Knowing how to say it is as important as what is being said

Modified Communication Cycle Active Listening Sender Message Receiver Feedback

Active Listening Active listening is an important part of oral communication It is just as important as what is said Through active listening both the receiver and the sender understand each other Show you are listening by making eye contact and asking questions

Tips for Effective Oral Communication Make direct eye contact Shows interest on your part and encourages the other person to show interest Watch your body language Actions speak louder than words Don’t say one thing and say something different with your body language

Tips for Effective Oral Communication Speak loudly, clearly, and slowly Appropriate volume and tone demonstrates confidence Talking fast shows nervousness Avoid using a monotone voice Don’t mumble Practice Prepare yourself to speak in front of others by practicing

Tips for Effective Oral Communication Do not use big words that sound impressive Use words that you know Using a word that sounds good but you don’t know the meaning of will not impress anybody

Conclusion Effective communication, be it written or oral, is essential in business and in life Learn the basics of good communication and build on the ideas to fully develop your skills