1. Communications Survival Guide Developing Leadership Presence Through Effective Communication Developed by: Robbie Bailey Human Resources Manager John Deere – Greenville, TN Lori McConnell District Manager ARAMARK – Punta Gorda, FL Judi Meinhalt Communications Manager Cisco Systems – Raleigh, NC Helena Yarbrough Senior Counsel Bridgestone Firestone – Nashville, TN WOMEN Unlimited, Inc. LEAD Program, January 2008, www.women-unlimited.com

2. Contents Why communication skills are important Why communication skills are important Communication methods Communication methods General communications principles General communications principles Tips & Techniques Tips & Techniques –Written Communication / Email –Voice Mail –Face-to-face meetings –Virtual meetings –Formal presentations

3. Why Are Communication Skills Important? Every communication you send impacts your Personal and Company brand Every communication you send impacts your Personal and Company brand Communication skills are considered a core competency for virtually every job Communication skills are considered a core competency for virtually every job Even the best ideas will be overlooked if they arent communicated effectively Even the best ideas will be overlooked if they arent communicated effectively

4. Business Communication Methods Written communications Written communications –E-mail, Instant Message, Business documents Verbal communications Verbal communications –Voice mail, Face-to-face meetings, Formal presentations Virtual communications Virtual communications –Teleconferences, Video conferences

5. Choosing a Communication Method Choose your communication vehicle based on the: Choose your communication vehicle based on the: –Nature of the information –Complexity of the message –Potential for misunderstanding –Importance of tone to the message –Potential for an ongoing conversation

6. General Communication Principles Know your audience Know your audience State your purpose at the start State your purpose at the start Be clear and concise, long=boring Be clear and concise, long=boring Be respectful and courteous Be respectful and courteous Include all stakeholders Include all stakeholders Close the loop on group discussions Close the loop on group discussions Avoid excessive use of acronyms and jargon Avoid excessive use of acronyms and jargon

7. Written Communication Business Documents / Memos Business Documents / Memos –State your main point in the Subject line –Outline action items/deadlines early –Call out key ideas with bold or underline –Be accurate and objective –Refrain from using sarcasm / humor Email Communication Email Communication –Dont Reply All unless absolutely necessary –Include a signature line with contact information

8. Voice Mail Organize your thoughts before picking up the phone Organize your thoughts before picking up the phone Rehearse before leaving your message Rehearse before leaving your message Always identify yourself to the recipient Always identify yourself to the recipient State requests for action at the start of the message State requests for action at the start of the message Keep your message brief Keep your message brief Repeat your phone number twice Repeat your phone number twice

9. Face-to-face Meetings Remove distractions, clear your workspace Remove distractions, clear your workspace Stay focused on the topic at hand Stay focused on the topic at hand Practice active listening Practice active listening Speak with confidence Speak with confidence Maintain eye contact Maintain eye contact Watch body language Watch body language

10. Virtual Meetings Remove distractions from your workspace Remove distractions from your workspace Review the Agenda and call participants Review the Agenda and call participants Stay focused and engaged Stay focused and engaged Re-introduce yourself before speaking Re-introduce yourself before speaking Give everyone an opportunity to contribute Give everyone an opportunity to contribute Place phone on mute when not speaking Place phone on mute when not speaking Do not place the call on hold Do not place the call on hold

11. Formal Presentation Know your subject matter Know your subject matter Choose your attire carefully Choose your attire carefully Speak with confidence and passion Speak with confidence and passion Keep your eyes on your audience Keep your eyes on your audience Engage the audience by asking questions Engage the audience by asking questions Use gestures to emphasize key points Use gestures to emphasize key points Be yourself, relax and have fun Be yourself, relax and have fun

12. PowerPoint Design Keep your slide design simple Keep your slide design simple Dont over-use animations Dont over-use animations Be careful with builds Be careful with builds Write in headlines, not paragraphs Write in headlines, not paragraphs Use Spell Check Use Spell Check

13. Summary State the purpose State the purpose Make your point Make your point Keep it short Keep it short Polish everything Polish everything Be professional Be professional