How Communication Skills Works? (In Detail).

How Communication Skills Works In detail

Content Chart

  1. Writing with a Purpose
  2. Speaking with Confidence
  3. Communicating Effectively
  4. Is Anybody Listening?
  5. Making Meetings Work

Let’s start

How we Spend our Communication Time

Writing 9%

Reading 16%

Talking 30%

Listening 45%

Whether you’re writing, listening, speaking, or attending meetings, communications skills are critical to your success in the workplace. We’ll look at some of the skills that will enable your communications to be more successful. These include:

  • Understanding the purpose of a communication
  • Analyzing the audience
  • Communicating with words as well as with body language
  • Giving each communication greater impact.
  1. WRITING WITH A PURPOSE

Information overload

In the workplace, information seems to come from all directions. Each day, managers are expected to read memos, letters, and reports. Correspondence arrives through email, fax machines, and overnight delivery. With so much information coming in, managers don’t have time to read all of it.

“You must have a clear purpose and state that purpose as quickly as possible.”

Define your Purpose

Before you begin writing, state your purpose and how you propose to carry it out. This information can be stated briefly in one or two summary sentences.

Dos and Don’ts of Summary Sentences

  • Do write summary sentences before doing anything else.
  • Do keep your sentences short.
  • Don’t exceed one or two sentences for each writing project.
  • Don’t include any information in your paper that doesn’t relate to the summary sentences.
  • Do specify whether the purpose of your writing is to persuade, explain, or describe.

EXERCISE

Write one or two summary sentences for a short paper:

  • Explaining how to be a successful student
  • Persuading an employer to hire you for a part-time job
  • Describing what happened at an important meeting you attended as part of an extracurricular activity

Communication Facts

According to experts, people often confuse communication with persuasion. Communication is the transmission of messages among people or groups; persuasion is a person or group’s deliberate attempt to make another person or group adopt a certain idea, belief, or action.

  • Expressing differences is a vital part of workplace communication, as long as you avoid an accusatory tone when doing so.

2. SPEAKING WITH CONFIDENCE

The Important of Public Speaking

Top 10 Fears Among

  1. Public speaking
  2. Heights
  3. Insects
  4. Financial Trouble
  5. Deep water
  6. Sickness
  7. Death
  8. Flying
  9. Loneliness
  10. Dogs

Stage Fright

You know that stage fright is setting in if you have:

  • Dry Mouth
  • Sweaty or Cold Hands
  • Rapid Pulse
  • Tight Throat
  • Nervous or upset stomach
  • Shaky lips, knees, or hands

Exercise

For each of the following topics, develop a purpose for a talk. Write the purpose in summary sentences.

  • A recent vacation
  • An especially difficult homework assignment
  • A part-time job after school
  • A skill you learned
  • A person who has influenced you

The Benefits of Humor

Although it is risky, humor is an effective tool if you can perfect it. Humor does many things:

  • Relaxes the audience
  • Makes your speech more enjoyable
  • Negates any hostility that may be present
  • Overcomes introductions that may be overly flattering
  • Let’s the audience know that you don’t take yourself too seriously
  • Lightens up a dry subject

The Eight Secrets of Successful Speaking

  1. Define the purpose of your presentation before doing anything else.
  2. Spend plenty of time preparing your talk so it will be effective.
  3. Hook the attention of your listeners early in a speech so they will listen to the rest of it.
  4. Tell the audience why you’re speaking to them at the beginning, the middle, and the end of your talk.
  5. Overcome stage fright by making it work for you.
  6. Use stories and anecdotes to bring your talk to life.
  7. Evaluate each talk you give so you can constantly improve your skills.
  8. Never stop practicing.

Exercise

Complete the talk you were developing in the previous exercise.

  • Construct an interesting opening to your talk, which hooks the audience and relates to your summary sentences.
  • Make three main points in the body.
  • Support those points in the body.
  • Support those points with examples, interesting facts, or anecdotes.
  • Create a conclusion that repeats the purpose of your presentation.

3. COMMUNICATING EFFECTIVELY

“People fail to get hired because they lack effective communication skills.”

Effective communication is important not only with other people inside your organization but with people from the outside as well. No matter what job you hold — manufacturing or marketing, finance or public relations — you may come in contact with customers. And the impression you make tells them a great deal about your organization.

“A ready smile, direct eye contact, and a firm handshake are communication skills that will win you high marks whenever you deal with customers.”

4. IS ANYBODY LISTENING?

The Five Rules for Effective Listening

Here are five things to avoid when meeting as a team:

  1. Don’t Interrupt.
  2. Don’t jump to Conclusions.
  3. Don’t judge the Messenger.
  4. Don’t be Self-centered.
  5. Don’t tune Out.

Don’t Interrupt

How many times has someone interrupted what you’re trying to say? Perhaps it was one of your parents, a friend, or even a coworker. Changes are you felt pretty irritated. Some people don’t mean to be rude. They just can’t seem to control themselves. They are so eager to express their opinion that they simply can’t wait for the speaker to finish.

Don’t Jump to Conclusions

The customer and indicate the exact day when the customer wanted to have his or her cleaning ready to pick up. Accuracy was important.

Don’t Judge the Messenger

Some common biases are triggered by the following questions:

How does the speaker sound? If a person has an unfamiliar accent, you may find yourself judging what he or she is going to say without really listening. Perhaps this individual comes from a different region of the country or a different part of the world.

What does the speaker look like? The first thing you notice about people is their appearance. What kind of clothes do they have? How much jewelry do they wear? It’s easy to let someone’s appearance — especially someone who looks different from you — stand in the way of effective communication.

How old is the speaker? Age can be an enormous barrier to effective communication. If a person has gray hair, you may assume that he or she can’t relate to you. Likewise, some adults feel that a teenager is too young or inexperienced to teach them anything. This is another example of an emotional generalization that can prevent effective listening. Instead, individuals and their messages should be evaluated on their own merits.

Don’t Tune Out: Find Something of Interest

If we allow ourselves to get bored and start daydreaming, changes are we won’t listen very carefully to what’s being said. How do you beat boredom?

One way is to look for something of value in what the speaker is saying — something that can benefit you.

“To stay focused during a long presentation, it also helps to take notes.”

Exercise

Are you a good listener? If you can identify with these statements, you have effective listening skills.

I usually allow a speaker to finish talking without interrupting.

I don’t jump to conclusions when someone is talking but listen carefully.

I don’t evaluate a speaker by the way he or she looks or sounds. I listen to the message.

I try to put myself in the speaker’s shoes and treat him or her the way I would to be treated.

I concentrate on the speaker and don’t let distractions get in the way.

If I disagree with someone, I hold my comments until he or she stops talking.

When I’m listening, I listen to the speaker’s tone of voice and take note of his or her body language.

When someone speaks, I usually try to look for something valuable in what is said.

5. MAKING MEETINGS WORK

“Whether you’re leading a meeting or are just a participating in one, you need to communicate clearly.”

Planning an Agenda

when developing an agenda, write a sentence for each objective. Similar to when you are writing or speaking, short summary sentences tell the participants what you want to cover in the meeting and what you hope to accomplish.

Effective Speaking

This requires effective speaking skills. As you begin the talk, explain your objectives clearly. And be sure you add energy to your delivery.

“Speaking with energy can keep people involved and prevent them from daydreaming or even falling asleep!”

Exercise

Ask a friend to listen to you speak about the events of your day, taking note of your use of energy. Ask this friend to rate you from 1(poor) to 5 (excellent) on the following:

  • Did you speak with enthusiasm?
  • Did you raise your voice level to emphasize certain words?
  • Did you use gestures to reinforce your ideas?
  • Did you make eye contact with your listener?

This Article is taken From Communication Skills (this is not content related book)

Written by Arshad. A