Communication skills _166
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The document provides tips for effective communication skills. It emphasizes the importance of knowing what you want to say beforehand, being focused on the listener, getting to the main point quickly, practicing persuasion, and controlling fear through preparation and confidence. It also discusses active listening skills like allowing others to speak and concentrating on understanding different perspectives. Overall, the document outlines best practices for public speaking, networking, complaints, and achieving communication goals.
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Communication skills _166
- 1. Communication SkillsCommunication Skills R P Singh, Ph.D.R P Singh, Ph.D. Development Communication,Development Communication, GBPUA&T, PantnagarGBPUA&T, Pantnagar
- 2. Know What You Want ToKnow What You Want To SaySayThink Before you talkThink Before you talk Know your messageKnow your message Get to the Point QuicklyGet to the Point Quickly Then its easier for the listener to remember what youThen its easier for the listener to remember what you saidsaid Know the outcome you want from your conversationKnow the outcome you want from your conversation Practice the power of persuasion.Practice the power of persuasion. For successful networking ,plan in advance what youFor successful networking ,plan in advance what you want to say and what you want to accomplish.want to say and what you want to accomplish.
- 3. Practice the power of persuasion.Practice the power of persuasion. For successful networking ,plan in advance whatFor successful networking ,plan in advance what you want to say and what you want to accomplish.you want to say and what you want to accomplish. Know something about the people you will beKnow something about the people you will be talking to.talking to.
- 4. CONTROL FEARCONTROL FEAR Focus on theFocus on the - Listener ( not yourself)- Listener ( not yourself) - Message ( not the words)- Message ( not the words) - Success (not the alternatives)- Success (not the alternatives) Visualize a positive outcomeVisualize a positive outcome Take a deep breath,relax,and be yourselfTake a deep breath,relax,and be yourself Do your homework, know what you want to sayDo your homework, know what you want to say Control your negative self talkControl your negative self talk Speak from the heart rather than the egoSpeak from the heart rather than the ego
- 5. STOP TALKING AND LISTENSTOP TALKING AND LISTEN Allow your conversation partner to speak.Allow your conversation partner to speak. Respect the other person’s point of viewRespect the other person’s point of view Concentrate on the conversation. Only hearingConcentrate on the conversation. Only hearing rather than actively listening will cause you torather than actively listening will cause you to miss vital informationmiss vital information Help individual resolve their own problemsHelp individual resolve their own problems with patient listening . Individuals have thewith patient listening . Individuals have the ability to solve their own problems.ability to solve their own problems.
- 6. THINK BEFORE YOU TALKTHINK BEFORE YOU TALK Pause , think and consider what you want to sayPause , think and consider what you want to say Choose appropriate words that clearly express yourChoose appropriate words that clearly express your messagemessage Decide on the tone you want from your interchangeDecide on the tone you want from your interchange Determine the outcome you want from yourDetermine the outcome you want from your interchangeinterchange Know your audience and if possible , their viewpointKnow your audience and if possible , their viewpoint and level of understanding about the subject matter.and level of understanding about the subject matter. Shape your message to be easily understoodShape your message to be easily understood
- 7. BELIVE IN YOUR MESSAGEBELIVE IN YOUR MESSAGE Speak with passion and convictionSpeak with passion and conviction Allow your feelings.delivery,body languageAllow your feelings.delivery,body language and voice to flow naturallyand voice to flow naturally Show your enthusiasmShow your enthusiasm Avoid faking it or you risk losing yourAvoid faking it or you risk losing your credibilitycredibility
- 8. REPEAT MAJOR POINTSREPEAT MAJOR POINTS Know your major pointsKnow your major points Paraphrase, as needed, in different waysParaphrase, as needed, in different ways throughout your conversation to re-throughout your conversation to re- emphasixzeemphasixze Tactfully ask your listener for feedbackTactfully ask your listener for feedback Ask questions that will indicate the listenerAsk questions that will indicate the listener understands your main pointsunderstands your main points
- 9. ASK QUESTIONSASK QUESTIONS Ask questions of your listeners to :Ask questions of your listeners to : - Clarify your messageClarify your message - Improve understandingImprove understanding - Get deeper into the issuesGet deeper into the issues - Discover motivesDiscover motives Show interest by asking questions of theShow interest by asking questions of the speaker’s ideas and experiencesspeaker’s ideas and experiences Avoid questions that pry into personal matters.Avoid questions that pry into personal matters. Be sensitiveBe sensitive When asking questions , frame them tactfullyWhen asking questions , frame them tactfully
- 10. FIND OUT WHAT YOURFIND OUT WHAT YOUR LISTENER WANTSLISTENER WANTS Ask questions lots of questions.Ask questions lots of questions. Use open ended questionsUse open ended questions Rephrase questions or responses for theRephrase questions or responses for the listener to evaluatelistener to evaluate Define terminology so there is less chance ofDefine terminology so there is less chance of misunderstandingmisunderstanding Offer alternatives/suggestions for the listenerOffer alternatives/suggestions for the listener to evaluateto evaluate
- 11. AVOID DAYDREAMINGAVOID DAYDREAMING Focus on your speakerFocus on your speaker Listen to your speaker and interact by activelyListen to your speaker and interact by actively giving the speaker verbal and nonverbalgiving the speaker verbal and nonverbal feedback.Use such nonverbal cues as noddingfeedback.Use such nonverbal cues as nodding or smilingor smiling Concentrate on the speaker’s point of view;Concentrate on the speaker’s point of view; review or mentally check to see if you are inreview or mentally check to see if you are in agreementagreement As a speaker, reduce listener's spare time byAs a speaker, reduce listener's spare time by use of vocal and visual cues as well as use ofuse of vocal and visual cues as well as use of stories,humour and metaphors
- 12. USE MIND MAPPINGUSE MIND MAPPING Write down a main point, central thought orWrite down a main point, central thought or ideaidea Circle the main point ,central thought or ideaCircle the main point ,central thought or idea In note taking ,mind main things you areIn note taking ,mind main things you are thinking about . You will generate more ideas,thinking about . You will generate more ideas, see relationships among key words, write lesssee relationships among key words, write less than in conventional note taking; and havethan in conventional note taking; and have more funmore fun..
- 13. In making telephone calls, mind map whoIn making telephone calls, mind map who are going to call,your purpose forare going to call,your purpose for calling ,when you intend to call,whatcalling ,when you intend to call,what questions you want answered or whatquestions you want answered or what comments you want to make,and whatcomments you want to make,and what information you want to shareinformation you want to share
- 14. COMPLAINTSCOMPLAINTS State the problemState the problem Supply supporting evidenceSupply supporting evidence State the remedy you seek. What do you wantState the remedy you seek. What do you want done about it?done about it? Hold your temperHold your temper Avoid attacking the person listening to yourAvoid attacking the person listening to your complaintcomplaint Let them know when you want correctiveLet them know when you want corrective action completedaction completed
- 15. COMPLAINTSCOMPLAINTS As a last resort , tell them other approachesAs a last resort , tell them other approaches you plan to take to get resolution of theyou plan to take to get resolution of the problem, such as taking your complaint to theproblem, such as taking your complaint to the manufacturer or getting media attentionmanufacturer or getting media attention
- 16. SPEAKING AND WRITING KEYSPEAKING AND WRITING KEY POINTSPOINTS Write a one – sentence purpose statementWrite a one – sentence purpose statement before you being to write, whether it is a letter,before you being to write, whether it is a letter, thesis or speechthesis or speech Use the who,what,where ,when and howUse the who,what,where ,when and how format to keep your message focused and briefformat to keep your message focused and brief Write and rewrite until you are able to captureWrite and rewrite until you are able to capture the idea in one sentencethe idea in one sentence
- 17. GET TO THE POINT QUICKLYGET TO THE POINT QUICKLY Answer the question," What is my point ? “Answer the question," What is my point ? “ Put your major point or request ,your “bottomPut your major point or request ,your “bottom line” , first.line” , first. Avoid the risk that your listener or reader willAvoid the risk that your listener or reader will be interrupted or simply tune you out beforebe interrupted or simply tune you out before you get to your major point or requestyou get to your major point or request In closing , reiterate your pointIn closing , reiterate your point
- 18. ASK FOR WHAT YOU WANTASK FOR WHAT YOU WANT Make your requests as specific as possibleMake your requests as specific as possible Ask for informationAsk for information Ask help first from those closest to you. TheyAsk help first from those closest to you. They are more likely to give a positive responseare more likely to give a positive response Guard against feeling rejected when theGuard against feeling rejected when the request you make is not grantedrequest you make is not granted Expect a favorable replyExpect a favorable reply Visualize yourself receiving what you ask forVisualize yourself receiving what you ask for
- 19. Formulate positive affirmations and repeatFormulate positive affirmations and repeat them aloud to yourself to develop a belief thatthem aloud to yourself to develop a belief that you shall have what you ask foryou shall have what you ask for Remember to say “ Thank You “Remember to say “ Thank You “
- 20. USE GENDER NEUTRALUSE GENDER NEUTRAL LANGUAGELANGUAGE Use the plural instead of singular pronouns,”Use the plural instead of singular pronouns,” Everyone is expected to do the job well” instead of “Everyone is expected to do the job well” instead of “ his or her job”.his or her job”. Be consistent in addressing women and men of theBe consistent in addressing women and men of the same rank or status. Frequently ,women are addressedsame rank or status. Frequently ,women are addressed by their first names while men are called “ Mr.by their first names while men are called “ Mr. Surname”Surname” Use gender neutral terminology. For instance ,useUse gender neutral terminology. For instance ,use “workforce” instead of “ manpower”“workforce” instead of “ manpower” Provide guidance for both sexes on invitations eg “Provide guidance for both sexes on invitations eg “ business attire” instead of “ coat and tie”business attire” instead of “ coat and tie”
- 21. ILLUSTRATE WITH PERSONALILLUSTRATE WITH PERSONAL EXAMPLESEXAMPLES Help people to relate to you by sharingHelp people to relate to you by sharing personal experiencespersonal experiences Build a source of personal examples byBuild a source of personal examples by keeping a journalkeeping a journal Use stories from your past to illustrate yourUse stories from your past to illustrate your point or the message you want to leave withpoint or the message you want to leave with your listenersyour listeners
- 22. EXPRESS EMOTIONEXPRESS EMOTION Describe your feelings as well as factsDescribe your feelings as well as facts Set limits . Extreme emotion becomes a barrierSet limits . Extreme emotion becomes a barrier Indicate that you are approachableIndicate that you are approachable Use body language as a part of your emotionalUse body language as a part of your emotional expressionexpression
- 23. USE SHORT SENTENCESUSE SHORT SENTENCES Avoid run-on, rambling sentencesAvoid run-on, rambling sentences Review your written work and see ifReview your written work and see if conjunctions can be deleted to form twoconjunctions can be deleted to form two sentencessentences Hello!!Can I add something in it??
- 24. COMMUNICATE ONLINECOMMUNICATE ONLINE Subscribe to an online serviceSubscribe to an online service Learn to use email. You can also communicateLearn to use email. You can also communicate through news groups, chat rooms, and bulletinthrough news groups, chat rooms, and bulletin boards.boards. Compose letters for email .Compose letters for email . Be concise; get to the point quicklyBe concise; get to the point quickly Learn about “netiquette” the customs andLearn about “netiquette” the customs and manners involved in using on line services.manners involved in using on line services. For example, the use of all capital lettersFor example, the use of all capital letters indicates that you are shoutingindicates that you are shouting
- 25. GENERAL TIPS -READINGGENERAL TIPS -READING
- 26. KEEP UP TO DATE WITHKEEP UP TO DATE WITH CURRENT EVENTSCURRENT EVENTS Question the intent of the reporter.Over timeQuestion the intent of the reporter.Over time you may learn of a reporter’s bias towardsyou may learn of a reporter’s bias towards various topicsvarious topics Think as you read or listen. You are notThink as you read or listen. You are not required to accept everything as factualrequired to accept everything as factual Find another reporter’s point of viewFind another reporter’s point of view Discuss current events with yourDiscuss current events with your acquaintancesacquaintances Do not expect everyone to interpret events inDo not expect everyone to interpret events in the same waythe same way Scan even the sections of newspapers andScan even the sections of newspapers and magazines that you are not particularlymagazines that you are not particularly interested in eg sports,finane,artsinterested in eg sports,finane,arts
- 27. READ SOMETHINGREAD SOMETHING INSPIRATIONALINSPIRATIONAL Read inspirational booksRead inspirational books Subscribe to newsletters or pamphlets whichSubscribe to newsletters or pamphlets which provide regular readings to lift the spiritprovide regular readings to lift the spirit Begin to form a habit of regularly readingBegin to form a habit of regularly reading inspirational thoughts and versesinspirational thoughts and verses Carry internet sources for inspirationalCarry internet sources for inspirational messagesmessages Read or write poetry that inspires youRead or write poetry that inspires you
- 28. GENERAL TIPS –NONGENERAL TIPS –NON VERBALVERBAL
- 29. PRESENCEPRESENCE Be aware of who you are, the role you play, and whoBe aware of who you are, the role you play, and who your audience isyour audience is Be “ in the moment” and in tune with your inner selfBe “ in the moment” and in tune with your inner self Exude strength and awareness through confidenceExude strength and awareness through confidence and poiseand poise Sit and stand erectSit and stand erect Let your nonverbal cues reflect the message you wantLet your nonverbal cues reflect the message you want to conveyto convey Signal your self esteem and powerSignal your self esteem and power Draw attention to yourself in a positive wayDraw attention to yourself in a positive way Let your body language agree with your spokenLet your body language agree with your spoken wordswords Realize that others are getting an impression of youRealize that others are getting an impression of you during the first visual or verbal contactduring the first visual or verbal contact
- 30. DRESS APPROPRIATELYDRESS APPROPRIATELY Find out what dress is considered appropriate.Find out what dress is considered appropriate. For example ,attire that is acceptable in aFor example ,attire that is acceptable in a certain city may not be appropriate in the samecertain city may not be appropriate in the same situation in another onesituation in another one Be sure your clothing sends the message youBe sure your clothing sends the message you intend. Before you say a word, what you wearintend. Before you say a word, what you wear affects first impressionsaffects first impressions Wear clothing that is congruent with yourWear clothing that is congruent with your verbal message. For example, when everyoneverbal message. For example, when everyone in the office is dressed in business attire andin the office is dressed in business attire and you show up in jeans and a T-shirt ,you are notyou show up in jeans and a T-shirt ,you are not in appropriate attire unless it’s a dayin appropriate attire unless it’s a day designated as “ casual”designated as “ casual”
- 31. SMILESMILE Use a smile to signal that you are in a pleasantUse a smile to signal that you are in a pleasant mood,positive,and approachablemood,positive,and approachable Practice smiling in front of a mirror to gainPractice smiling in front of a mirror to gain confidence . See how you look with a broad showingconfidence . See how you look with a broad showing teeth parted ,possibly leading to a soft laughteeth parted ,possibly leading to a soft laugh Smile to indicate a positive attitude:Smile to indicate a positive attitude: -Respect for the other person-Respect for the other person -Friendliness-Friendliness -Openness-Openness
- 32. TOUCHTOUCH Be sensitive to the fact that when you touchBe sensitive to the fact that when you touch someone,you are invading their spacesomeone,you are invading their space Use to indicate warmth, caring andUse to indicate warmth, caring and understandingunderstanding Develop the techniques of proper touching:Develop the techniques of proper touching: - Gently place your hand on the other person’s- Gently place your hand on the other person’s arm between the elbow and the wrist in aarm between the elbow and the wrist in a friendly conversationfriendly conversation Break contact immediately if there is anyBreak contact immediately if there is any resistanceresistance Never use touch to enforce your will uponNever use touch to enforce your will upon