Agenda
• What is communication?
• Importance of communication skills • Conversation
• Oral presentations • Effective emails
What is communication?
• Communication is the process of sharing information.
• Communication is based on the idea of respect,
Communication
Process
sender message channel receiver
Goal
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
Importance of
Communication Skills
• The purpose of communication is
to get your message across to others clearly and unambiguously.
• 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.
Conversation
To ensure an efficient and effective
conversation, there are 3 considerations: 1. You must make your message
understood.
2. You must receive/understand the intended message sent to you.
Conversation
• 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
• Active listening • Empathic
listening
• Listening with openness
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 supportive.
• 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
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.
Preparation
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?
Preparation
• 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
Preparation
• 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
Preparation
• 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.
Making the presentation
• Greet the audience.
• Tell the audience what you are going to cover.
• Convey the information.
• In closing, highlight your major points.
Delivery
• 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.
Delivery
• Don’t face the display screen behind you or talk to it.
• Do not block the screen.
• Avoid moving about too much.
• 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.
• Don’t span your readers.
• DON’T TYPE IN ALL CAPS! • don’t type in all lowercase.
• Use the subject line to get the reader’s attention.
• 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 structure.
- the introduction should help the reader prepare an overall structure into which the information
given can be fitter.
• 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.
• 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.
