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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 …

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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  • 1. COMMUNICA TE LIKE A TRUE PROFESSION AL Babu Appat
  • 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. See this Pictogram Communicatio n in the modern times is more varied more efficient, multi modal and multifaceted
  • 4. Communication in Whatever fashion you want it Hot and Crisp Talk; Fleshy and Juicy too
  • 5. So, how can you boost your skills, right now? Talk Effectively, Express Effortlessly
  • 6. The Basic Principle of Effective Communication L S R W (Listen, Speak, Read and Write) Principle
  • 7. Practice it a billion times PRACTICE SPEAKING TO YOUR FRIENDS WITHOUT INHIBITION PRACTICE CONSCIENTIOUS READING SPEAK READ babuappat@gmail.co
  • 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. 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. How Good are Your Listening Skills? Understandin g Someone's Entire Message
  • 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. POOR LISTENERS "HEAR" WHAT'S BEING SAID, BUT THEY RARELY "LISTEN" TO THE WHOLE MESSAGE. Hearing is not Listening
  • 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. It’s MIND which makes it or mar it Because of this, they miss crucial information
  • 15. GOOD LISTENERS, ON THE OTHER HAND, ENJOY BETTER RELATIONSHIPS, BECAUSE THEY FULLY UNDERSTAND WHAT OTHER PEOPLE ARE SAYING. Be a Good Listener
  • 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. YOU CAN LEARN TO BE A BETTER LISTENER. TEST YOUR SKILLS BELOW, AND THEN FIND OUT HOW YOU CAN IMPROVE Take this test
  • 18. You have to listen carefully to learn effectively Listening = Learning How Good are Your Listening Skills?
  • 19. Instructions Test
  • 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. DON'T INTERRUPT PEOPLE, AND DON'T ALLOW YOURSELF TO BE DISTRACTED BY YOUR OWN THOUGHTS OR OPINIONS. Don’t be Distracted
  • 39. INSTEAD, FOCUS COMPLETELY ON WHAT THE OTHER PERSON IS SAYING Remain attentive throughout
  • 40. NOD OR SAY "OK" OCCASIONALLY TO ACKNOWLEDGE THAT YOU'RE LISTENING. Yes, I’m Listening
  • 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. 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. IF YOU ARGUE OR "PLAY DEVIL'S ADVOCATE" WHILE YOU LISTEN, YOU MAY DISCOURAGE THEM FROM OPENING UP TO YOU Devil’s Advocate
  • 44. TIP: IT CAN BE DIFFICULT NOT TO FORMULATE A RESPONSE WHILE THE OTHER PERSON IS TALKING Wait, be Patient, Clarify
  • 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. 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. Empathic Listening (Questions 2, 4, 6, 13) Score Statement 2 Statement 4 Statement 6 Statement 13 Total Out of 20
  • 48. WHEN YOU DEMONSTRATE EMPAT HY, YOU RECOGNIZE OTHER PEOPLE'S EMOTIONS, AND YOU DO WHAT YOU CAN TO UNDERSTAND THEIR PERSPECTIVES Empathy
  • 49. AS SUCH, IT REALLY HELPS YOU TAKE ACTIVE LISTENING TO THE NEXT LEVEL. Active Listening
  • 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. THEN, SUMMARIZE WHAT THEY SAY, IN YOUR OWN WORDS, TO SHOW THEM THAT YOU UNDERSTAND THEIR PERSPECTIVES Show you’ve understood
  • 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. THIS GIVES THEM THE OPPORTUNITY TO ADD FURTHER DETAIL, AND TO TALK ABOUT THEIR FEELINGS Show you’ve understood
  • 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. 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. 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. 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. 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. HOPE THAT YOU HAVE UNDERSTOOD HOW LISTENING WELL IS USEFUL IN MAKING COMMUNICATION EFFECTIVE. Communicate Professionally
  • 60. THANK YOU babuappat@gmail.com