0
COMMUNICA
TE LIKE A
TRUE
PROFESSION
AL
Babu Appat
It’s a skill you ought to
possess
We need to communicate with
other people to achieve anything
significant, yet many peopl...
See this Pictogram
Communicatio
n in the
modern times
is more varied
more
efficient, multi
modal and
multifaceted
Communication in Whatever fashion
you want it
Hot and Crisp Talk; Fleshy and Juicy too
So, how can you boost your
skills, right now?
Talk Effectively, Express
Effortlessly
The Basic Principle of Effective
Communication
L
S
R
W
(Listen,
Speak, Read
and Write)
Principle
Practice it a billion times
PRACTICE
SPEAKING TO
YOUR FRIENDS
WITHOUT
INHIBITION
PRACTICE
CONSCIENTIOUS
READING
SPEAK READ...
Listening Skills
YOU CAN START
BY LEARNING
HOW TO
LISTEN
ATTENTIVELY
TO OTHER
TEST
YOUR LISTENI
NG
SKILLS WITH
THIS SHORT
...
TO IMPROVE YOUR
WRITING SKILLS, AND
FIND OUT ABOUT
THE MISTAKES YOU
NEED TO AVOID IF YOU
WANT TO COMMUNICATE
LIKE A TRUE
P...
How Good are Your Listening
Skills?
Understandin
g Someone's
Entire
Message
US, LISTENING IS THE
COMMUNICATION
SKILL WE USE THE
MOST. YET, MANY
PEOPLE LISTEN
POORLY, AND THEY
RARELY THINK TO
IMPROVE...
POOR LISTENERS
"HEAR" WHAT'S BEING
SAID, BUT THEY
RARELY "LISTEN" TO
THE WHOLE
MESSAGE.
Hearing is not Listening
THEY GET DISTRACTED BY
THEIR OWN THOUGHTS
OR BY WHAT'S GOING ON
AROUND THEM, AND THEY
FORMULATE THEIR
RESPONSES BEFORE THE...
It’s MIND which makes it or mar it
Because of this, they miss crucial
information
GOOD LISTENERS, ON
THE OTHER HAND,
ENJOY BETTER
RELATIONSHIPS,
BECAUSE THEY FULLY
UNDERSTAND WHAT
OTHER PEOPLE ARE
SAYING....
THEIR TEAM
MEMBERS ARE ALSO
MORE PRODUCTIVE,
BECAUSE THEY FEEL
THAT THEY CAN
DISCUSS PROBLEMS
EASILY, AND TALK
THROUGH
SOL...
YOU CAN LEARN TO
BE A BETTER
LISTENER. TEST YOUR
SKILLS BELOW, AND
THEN FIND OUT HOW
YOU CAN IMPROVE
Take this test
You have to listen carefully to learn effectively
Listening = Learning
How Good are Your
Listening Skills?
Instructions
Test
Take this test.
Write these questions down on a
sheet of paper, and circle a
number in the column that most
applies to you...
Answer each statement as you actually
are, rather than as you think you should
be. 1
14 Statement to Answer
Not
at all
Rar...
Answer each statement as you actually
are, rather than as you think you should
be. 2
14 Statement to Answer
Not
at all
Rar...
Answer each statement as you actually
are, rather than as you think you should
be. 3
14 Statement to Answer
Not
at all
Rar...
Answer each statement as you actually
are, rather than as you think you should
be. 4
14 Statement to Answer
Not
at all
Rar...
Answer each statement as you actually
are, rather than as you think you should
be. 5
13. If the other person is
struggling...
Score
Comment
14-29
You need to improve your listening skills. The people around you probably feel that you
don't pay atte...
Prepare this table with your
score
 Preparing to Listen
(Questions 1, 3, 14)

 Score
 Statement 1

 Statement 3

 ...
IMPORTANT
CONVERSATION,
REMOVE ANYTHING
THAT MAY DISTRACT
YOU FROM IT, SO THAT
YOU CAN FOCUS, AND
SO THAT YOU CAN
SHOW THE...
PHONE, TURN OFF
INSTANT MESSAGING
AND EMAIL ALERTS, PUT
YOUR WORK
AWAY, CLOSE YOUR
MEETING ROOM
DOOR, AND DO WHAT
YOU CAN ...
YOU WON'T BE ABLE
TO OFFER THE OTHER
PERSON YOUR FULL
ATTENTION - FOR
EXAMPLE, IF YOU'RE
WORKING ON AN
URGENT TASK -
SCHED...
HOWEVER, MAKE
SURE THAT THE
OTHER PERSON
KNOWS THAT THE
CONVERSATION IS
IMPORTANT TO YOU
This call is important to me..
(a...
ALSO, DO WHAT YOU
CAN TO MAKE THE
OTHER PERSON FEEL
AT EASE. USE
OPEN BODY
LANGUAGE, AND A
FRIENDLY TONE.
The Body Language
IF HE INDICATES THAT
HE WANTS TO SPEAK
ABOUT A SENSITIVE
SUBJECT, AND IF THIS IS
APPROPRIATE, REMIND
HIM THAT THE
CONVERSA...
MANAGER, THERE MAY
BE SOME THINGS THAT
YOU CANNOT KEEP
CONFIDENTIAL. IF YOUR
CONVERSATION IS
BEGINNING TO
ENCROACH ON
THES...
Active Listening
(Questions 5, 7, 8, 9, 10, 11, 12)
Score
Statement 5
Statement 7
Statement 8
Statement 9
Statement 10
Sta...
ONLY MAKE A
CONSCIOUS EFFORT
TO HEAR THE OTHER
PERSON'S WORDS,
BUT, MORE
IMPORTANTLY, YOU
TRY TO UNDERSTAND
THEIR WHOLE
ME...
TO DO THIS, LEARN
HOW TO READ
PEOPLE'S BODY
LANGUAGE AND TONE,
SO THAT YOU CAN
IDENTIFY "HIDDEN"
NONVERBAL
MESSAGES.
Hidde...
DON'T INTERRUPT
PEOPLE, AND DON'T
ALLOW YOURSELF TO
BE DISTRACTED BY
YOUR OWN
THOUGHTS OR
OPINIONS.
Don’t be Distracted
INSTEAD, FOCUS
COMPLETELY ON
WHAT THE OTHER
PERSON IS SAYING
Remain attentive throughout
NOD OR SAY "OK"
OCCASIONALLY TO
ACKNOWLEDGE THAT
YOU'RE LISTENING.
Yes, I’m Listening
IF YOU DON'T
UNDERSTAND
SOMETHING, WAIT
FOR PEOPLE TO
FINISH WHAT THEY'RE
SAYING BEFORE YOU
ASK FOR
CLARIFICATION
Wait, be...
YOU'LL NEED TO
CONCENTRATE HARD
TO STAY FOCUSED ON
THE PERSON WHO'S
SPEAKING, AND THIS
CAN TAKE A LOT OF
EFFORT.
Stay Focu...
IF YOU ARGUE OR
"PLAY DEVIL'S
ADVOCATE" WHILE
YOU LISTEN, YOU MAY
DISCOURAGE THEM
FROM OPENING UP TO
YOU
Devil’s Advocate
TIP:
IT CAN BE DIFFICULT
NOT TO FORMULATE A
RESPONSE WHILE
THE OTHER PERSON
IS TALKING
Wait, be Patient, Clarify
THIS IS BECAUSE WE
TYPICALLY THINK
MUCH FASTER THAN
OTHER PEOPLE CAN
SPEAK, SO OUR
BRAINS ARE OFTEN
"WHIRRING AWAY"
WHILE ...
YOU'LL NEED TO
CONCENTRATE HARD
TO STAY FOCUSED ON
THE PERSON WHO'S
SPEAKING, AND THIS
CAN TAKE A LOT OF
EFFORT
Train your...
Empathic Listening
(Questions 2, 4, 6, 13)
Score
Statement 2
Statement 4
Statement 6
Statement 13
Total Out of 20
WHEN YOU
DEMONSTRATE EMPAT
HY, YOU RECOGNIZE
OTHER PEOPLE'S
EMOTIONS, AND YOU
DO WHAT YOU CAN TO
UNDERSTAND THEIR
PERSPECT...
AS SUCH, IT REALLY
HELPS YOU TAKE
ACTIVE LISTENING TO
THE NEXT LEVEL.
Active Listening
TO LISTEN
EMPATHICALLY, PUT
YOURSELF "IN OTHER
PEOPLE'S SHOES,"
AND TRY TO SEE
THINGS FROM THEIR
POINT OF VIEW
In Other pe...
THEN, SUMMARIZE
WHAT THEY SAY, IN
YOUR OWN WORDS,
TO SHOW THEM THAT
YOU UNDERSTAND
THEIR PERSPECTIVES
Show you’ve understo...
ASK
OPEN QUESTIONS TO
HELP PEOPLE
ARTICULATE
THEMSELVES FULLY,
AND AVOID USING
LEADING QUESTIONS
THAT "PUT WORDS IN
PEOPLE...
THIS GIVES THEM THE
OPPORTUNITY TO ADD
FURTHER DETAIL, AND
TO TALK ABOUT THEIR
FEELINGS
Show you’ve understood
IMPORTANTLY, DON'T
FEAR MOMENTS OF
SILENCE WHEN YOU
LISTEN. INSTEAD,
EMBRACE PAUSES AS A
WAY TO GIVE PEOPLE
TIME TO FINISH...
Key Points
 When you have good listening
skills, you not only "hear" what's
being said, but you listen to the whole
messa...
Key Points
 When you need to listen, make sure
that you're prepared, and ensure that
things in your environment will not
...
Key Points
 Next, use active listening techniques
so that you give people your full
attention, and so that you can
unders...
Key Points
 Then, take your listening skills to the
next level with empathic listening.
When appropriate, embrace silence...
HOPE THAT YOU HAVE
UNDERSTOOD HOW
LISTENING WELL IS
USEFUL IN MAKING
COMMUNICATION
EFFECTIVE.
Communicate Professionally
THANK
YOU
babuappat@gmail.com
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Communicate like a true professional

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This is maily to help you improve your listeninjg skills and thus to make you communicate life a professional. Communication should be effective. The modern day communication is mult-imodal. The digital world has made it really wonderful. But you must be prepared to achieve excellence in this multifaceted communication avenues. Then only you can be heard, lest your sound may get drowned in the cacophony.

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Transcript of "Communicate like a true professional"

  1. 1. COMMUNICA TE LIKE A TRUE PROFESSION AL Babu Appat
  2. 2. It’s a skill you ought to possess We need to communicate with other people to achieve anything significant, yet many people never develop their communication skills beyond the basics. babuappat@gmail.com
  3. 3. See this Pictogram Communicatio n in the modern times is more varied more efficient, multi modal and multifaceted
  4. 4. Communication in Whatever fashion you want it Hot and Crisp Talk; Fleshy and Juicy too
  5. 5. So, how can you boost your skills, right now? Talk Effectively, Express Effortlessly
  6. 6. The Basic Principle of Effective Communication L S R W (Listen, Speak, Read and Write) Principle
  7. 7. Practice it a billion times PRACTICE SPEAKING TO YOUR FRIENDS WITHOUT INHIBITION PRACTICE CONSCIENTIOUS READING SPEAK READ babuappat@gmail.co
  8. 8. Listening Skills YOU CAN START BY LEARNING HOW TO LISTEN ATTENTIVELY TO OTHER TEST YOUR LISTENI NG SKILLS WITH THIS SHORT QUIZ START TEST babuappat@gmail.com
  9. 9. TO IMPROVE YOUR WRITING SKILLS, AND FIND OUT ABOUT THE MISTAKES YOU NEED TO AVOID IF YOU WANT TO COMMUNICATE LIKE A TRUE PROFESSIONAL Listen, Speak, Read and Write everyday
  10. 10. How Good are Your Listening Skills? Understandin g Someone's Entire Message
  11. 11. US, LISTENING IS THE COMMUNICATION SKILL WE USE THE MOST. YET, MANY PEOPLE LISTEN POORLY, AND THEY RARELY THINK TO IMPROVE THIS IMPORTANT SKILL. Improve your Listening Skill
  12. 12. POOR LISTENERS "HEAR" WHAT'S BEING SAID, BUT THEY RARELY "LISTEN" TO THE WHOLE MESSAGE. Hearing is not Listening
  13. 13. THEY GET DISTRACTED BY THEIR OWN THOUGHTS OR BY WHAT'S GOING ON AROUND THEM, AND THEY FORMULATE THEIR RESPONSES BEFORE THE PERSON THEY'RE TALKING TO HAS FINISHED SPEAKING.. Distracting Thoughts
  14. 14. It’s MIND which makes it or mar it Because of this, they miss crucial information
  15. 15. GOOD LISTENERS, ON THE OTHER HAND, ENJOY BETTER RELATIONSHIPS, BECAUSE THEY FULLY UNDERSTAND WHAT OTHER PEOPLE ARE SAYING. Be a Good Listener
  16. 16. THEIR TEAM MEMBERS ARE ALSO MORE PRODUCTIVE, BECAUSE THEY FEEL THAT THEY CAN DISCUSS PROBLEMS EASILY, AND TALK THROUGH SOLUTIONS. Finding out Solutions
  17. 17. YOU CAN LEARN TO BE A BETTER LISTENER. TEST YOUR SKILLS BELOW, AND THEN FIND OUT HOW YOU CAN IMPROVE Take this test
  18. 18. You have to listen carefully to learn effectively Listening = Learning How Good are Your Listening Skills?
  19. 19. Instructions Test
  20. 20. Take this test. Write these questions down on a sheet of paper, and circle a number in the column that most applies to you. (Ifyoutakethetestonline,yourresultswillbecalculatedforyouautomatically.)
  21. 21. Answer each statement as you actually are, rather than as you think you should be. 1 14 Statement to Answer Not at all Rarely Some times Often Very Often 1. To be more productive, I respond to emails and instant messages while I'm speaking to people on the phone. 5 4 3 2 1 2. I repeat points back during a conversation to clarify my understanding of what the other person is saying. 1 2 3 4 5 3. When people speak to me about sensitive subjects, I make an effort to put them at ease. 1 2 3 4 5
  22. 22. Answer each statement as you actually are, rather than as you think you should be. 2 14 Statement to Answer Not at all Rarely Some times Often Very Often 4. I feel uncomfortable with silence during conversations. 5 4 3 2 1 5. As I listen, I compare the other person's viewpoint with my own. 5 4 3 2 1 6. To get people to elaborate on their point, I ask open questions (ones that can't be answered with "yes" or "no"). 1 2 3 4 5
  23. 23. Answer each statement as you actually are, rather than as you think you should be. 3 14 Statement to Answer Not at all Rarely Some times Often Very Often 7. When someone is speaking to me, I nod and say things like "OK" and "uh-huh" occasionally. 1 2 3 4 5 8. I play "devil's advocate" to prompt responses from the other person. 5 4 3 2 1 9. I catch myself asking leading questions to encourage the other person to agree with my viewpoint. 5 4 3 2 1
  24. 24. Answer each statement as you actually are, rather than as you think you should be. 4 14 Statement to Answer Not at all Rarely Some times Often Very Often 10. I interrupt people. 5 4 3 2 1 11. When people speak to me, I stay completely still so that I don't distract them. 5 4 3 2 1 12. I try to read the other person's body language as I listen. 1 2 3 4 5
  25. 25. Answer each statement as you actually are, rather than as you think you should be. 5 13. If the other person is struggling to explain something, I jump in with my own suggestions. Not at All 5 Rarely 4 Some times 3 Often 2 Very Often 1 14. If I'm busy, I let others talk to me as long as they're quick. 5 4 3 2 1
  26. 26. Score Comment 14-29 You need to improve your listening skills. The people around you probably feel that you don't pay attention to them when they talk to you, and they may feel that you don't understand them. You can boost your listening skills with some simple steps. (Read below to get started.) 30-49 Your listening skills are OK, but you can definitely improve them further. Use the tools that we suggest below to develop your listening skills. Pay special attention to the advice on empathic listening - this is great for taking your listening skills to the next level. (Read below to get started.) 50-70 You have good listening skills. People know that they can approach you if they need someone to listen, and they trust that you'll give them your full attention. They also know that you'll give them space to talk freely, without interrupting or talking too much about yourself. Score Interpretation
  27. 27. Prepare this table with your score  Preparing to Listen (Questions 1, 3, 14)   Score  Statement 1   Statement 3   Statement 14   Total  Out of 15
  28. 28. IMPORTANT CONVERSATION, REMOVE ANYTHING THAT MAY DISTRACT YOU FROM IT, SO THAT YOU CAN FOCUS, AND SO THAT YOU CAN SHOW THE OTHER PERSON THAT SHE HAS YOUR FULL ATTENTION. Attentive you must be throughout
  29. 29. PHONE, TURN OFF INSTANT MESSAGING AND EMAIL ALERTS, PUT YOUR WORK AWAY, CLOSE YOUR MEETING ROOM DOOR, AND DO WHAT YOU CAN TO MAKE SURE THAT YOU WON'T BE INTERRUPTED. Avoid all possible interruptions
  30. 30. YOU WON'T BE ABLE TO OFFER THE OTHER PERSON YOUR FULL ATTENTION - FOR EXAMPLE, IF YOU'RE WORKING ON AN URGENT TASK - SCHEDULE A BETTER TIME TO SPEAK Schedule the most suitable
  31. 31. HOWEVER, MAKE SURE THAT THE OTHER PERSON KNOWS THAT THE CONVERSATION IS IMPORTANT TO YOU This call is important to me.. (and never make them hold for long)
  32. 32. ALSO, DO WHAT YOU CAN TO MAKE THE OTHER PERSON FEEL AT EASE. USE OPEN BODY LANGUAGE, AND A FRIENDLY TONE. The Body Language
  33. 33. IF HE INDICATES THAT HE WANTS TO SPEAK ABOUT A SENSITIVE SUBJECT, AND IF THIS IS APPROPRIATE, REMIND HIM THAT THE CONVERSATION IS IN CONFIDENCE, AND THAT HE CAN BE HONEST WITH YOU You can be honest with me
  34. 34. MANAGER, THERE MAY BE SOME THINGS THAT YOU CANNOT KEEP CONFIDENTIAL. IF YOUR CONVERSATION IS BEGINNING TO ENCROACH ON THESE, MAKE THIS CLEAR TO THE OTHER PERSON.) Encroaching beyond
  35. 35. Active Listening (Questions 5, 7, 8, 9, 10, 11, 12) Score Statement 5 Statement 7 Statement 8 Statement 9 Statement 10 Statement 11 Statement 12
  36. 36. ONLY MAKE A CONSCIOUS EFFORT TO HEAR THE OTHER PERSON'S WORDS, BUT, MORE IMPORTANTLY, YOU TRY TO UNDERSTAND THEIR WHOLE MESSAGE. Active Listening
  37. 37. TO DO THIS, LEARN HOW TO READ PEOPLE'S BODY LANGUAGE AND TONE, SO THAT YOU CAN IDENTIFY "HIDDEN" NONVERBAL MESSAGES. Hidden Non-Verbal Messages
  38. 38. DON'T INTERRUPT PEOPLE, AND DON'T ALLOW YOURSELF TO BE DISTRACTED BY YOUR OWN THOUGHTS OR OPINIONS. Don’t be Distracted
  39. 39. INSTEAD, FOCUS COMPLETELY ON WHAT THE OTHER PERSON IS SAYING Remain attentive throughout
  40. 40. NOD OR SAY "OK" OCCASIONALLY TO ACKNOWLEDGE THAT YOU'RE LISTENING. Yes, I’m Listening
  41. 41. IF YOU DON'T UNDERSTAND SOMETHING, WAIT FOR PEOPLE TO FINISH WHAT THEY'RE SAYING BEFORE YOU ASK FOR CLARIFICATION Wait, be Patient, Clarify
  42. 42. YOU'LL NEED TO CONCENTRATE HARD TO STAY FOCUSED ON THE PERSON WHO'S SPEAKING, AND THIS CAN TAKE A LOT OF EFFORT. Stay Focused
  43. 43. IF YOU ARGUE OR "PLAY DEVIL'S ADVOCATE" WHILE YOU LISTEN, YOU MAY DISCOURAGE THEM FROM OPENING UP TO YOU Devil’s Advocate
  44. 44. TIP: IT CAN BE DIFFICULT NOT TO FORMULATE A RESPONSE WHILE THE OTHER PERSON IS TALKING Wait, be Patient, Clarify
  45. 45. THIS IS BECAUSE WE TYPICALLY THINK MUCH FASTER THAN OTHER PEOPLE CAN SPEAK, SO OUR BRAINS ARE OFTEN "WHIRRING AWAY" WHILE THEY ARE TALKING Thinking is faster than
  46. 46. YOU'LL NEED TO CONCENTRATE HARD TO STAY FOCUSED ON THE PERSON WHO'S SPEAKING, AND THIS CAN TAKE A LOT OF EFFORT Train yourself to concentrate
  47. 47. Empathic Listening (Questions 2, 4, 6, 13) Score Statement 2 Statement 4 Statement 6 Statement 13 Total Out of 20
  48. 48. WHEN YOU DEMONSTRATE EMPAT HY, YOU RECOGNIZE OTHER PEOPLE'S EMOTIONS, AND YOU DO WHAT YOU CAN TO UNDERSTAND THEIR PERSPECTIVES Empathy
  49. 49. AS SUCH, IT REALLY HELPS YOU TAKE ACTIVE LISTENING TO THE NEXT LEVEL. Active Listening
  50. 50. TO LISTEN EMPATHICALLY, PUT YOURSELF "IN OTHER PEOPLE'S SHOES," AND TRY TO SEE THINGS FROM THEIR POINT OF VIEW In Other people’s Shoes
  51. 51. THEN, SUMMARIZE WHAT THEY SAY, IN YOUR OWN WORDS, TO SHOW THEM THAT YOU UNDERSTAND THEIR PERSPECTIVES Show you’ve understood
  52. 52. ASK OPEN QUESTIONS TO HELP PEOPLE ARTICULATE THEMSELVES FULLY, AND AVOID USING LEADING QUESTIONS THAT "PUT WORDS IN PEOPLE'S MOUTHS.” Open Questions
  53. 53. THIS GIVES THEM THE OPPORTUNITY TO ADD FURTHER DETAIL, AND TO TALK ABOUT THEIR FEELINGS Show you’ve understood
  54. 54. IMPORTANTLY, DON'T FEAR MOMENTS OF SILENCE WHEN YOU LISTEN. INSTEAD, EMBRACE PAUSES AS A WAY TO GIVE PEOPLE TIME TO FINISH THEIR POINT, AND ALLOW THEM TO REFLECT ON WHAT THEY HAVE SAID Moments of Silence
  55. 55. Key Points  When you have good listening skills, you not only "hear" what's being said, but you listen to the whole message as well. Because of this, you help others express themselves fully
  56. 56. Key Points  When you need to listen, make sure that you're prepared, and ensure that things in your environment will not distract you. And, do what you can to put people at ease.
  57. 57. Key Points  Next, use active listening techniques so that you give people your full attention, and so that you can understand the nonverbal elements of their message.
  58. 58. Key Points  Then, take your listening skills to the next level with empathic listening. When appropriate, embrace silence, and make an effort to see things from other people's perspectives
  59. 59. HOPE THAT YOU HAVE UNDERSTOOD HOW LISTENING WELL IS USEFUL IN MAKING COMMUNICATION EFFECTIVE. Communicate Professionally
  60. 60. THANK YOU babuappat@gmail.com
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