Communication Skills


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Presentation to tach about communication skills to a group of CA students

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  • Communication: How to Speak Effectively and Improve Your Relationships, Listening, and Social Skills ---
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  • Communication Skills: A Practical Guide to Improving Your Social Intelligence, Presentation, Persuasion and Public Speaking (Positive Psychology Coaching Series Book) (Volume 9) ---
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  • Everyone Communicates, Few Connect: What the Most Effective People Do Differently ---
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Communication Skills

  1. 1. Improving Communication Skills Siliguri Branch of EIRC 18 July 2004 A Rahim
  2. 2. A Thought <ul><li>A man is seldom better than his conversation </li></ul><ul><li>- German Proverb </li></ul>
  3. 3. Communication Skills Overview Effective communication skills are a critical element in your career and personal lives. We all must use a variety of communication techniques to both understand and be understood.
  4. 4. What is Communication? SENDER RECEIVER Feedback receiver sender Communication is the process of sending and receiving information among people… Medium Encode Decode
  5. 5. Most common ways to communicate Speaking Visual Images Writing Body Language
  6. 6. Communication Goals To change behavior To get action To ensure understanding To persuade To get and give Information
  7. 7. Distortions in Communication
  8. 8. We need to improve communication... as <ul><li>70 % of our communication efforts are: </li></ul><ul><li>misunderstood </li></ul><ul><li>misinterpreted </li></ul><ul><li>rejected </li></ul><ul><li>distorted or </li></ul><ul><li>not heard </li></ul><ul><li>6 people talking in a 2 people conversation!! </li></ul>70%
  9. 9. Critical success factor <ul><li>The majority of your perceived ability comes from how you communicate </li></ul>93% of all Communication is non verbal - SKILL 38% Visual 55% Tonal 7% Verbal
  10. 10. Listening and Speaking are used a lot…
  11. 11. … But not taught enough Amount taught
  12. 12. Common Communication Errors: <ul><li>Finishing others’ sentences </li></ul><ul><li>Preparing our response before someone has completed speaking </li></ul><ul><li>Multitasking while ‘listening’ </li></ul><ul><li>Filtering content or meaning based on the speaker </li></ul><ul><li>Speaking for others (we…) </li></ul>
  13. 13. A Good Algorithm <ul><li>In order to have good communication: </li></ul><ul><li>Listen to Understand </li></ul><ul><li>Understand before speaking </li></ul><ul><li>Speak to be understood </li></ul><ul><li>Seek understanding before proceeding </li></ul><ul><li>Repeat </li></ul>Communication is a two way process!
  14. 14. How can it be improved <ul><li>Recognition </li></ul><ul><li>Pavlov study </li></ul><ul><li>Not being judgmental </li></ul><ul><li>Stop egocentric communication </li></ul>
  15. 15. What today’s workshop can achieve <ul><li>Provide ‘knowledge’ about communication </li></ul><ul><li>Give insight on ‘skills’ needed </li></ul><ul><li>Suggest ways of going about it </li></ul><ul><li>What you need to do: </li></ul><ul><li>Learn the tools </li></ul><ul><li>Take up every opportunity </li></ul><ul><li>Practice, Practice, Practice! </li></ul>
  16. 16. Observe <ul><li>GOD IS NOWHERE </li></ul>PARIS IN THE THE SPRING
  17. 17. Why is communication important <ul><li>Inspires confidence </li></ul><ul><li>Builds respect in business and social life </li></ul><ul><li>Helps make friends </li></ul><ul><li>Develops a distinct personality </li></ul><ul><li>Reveals your ability to others </li></ul>
  18. 18. Essentials of good communication <ul><li>Knowledge </li></ul><ul><ul><li>Spontaneity in conversation </li></ul></ul><ul><ul><li>Level of conversation </li></ul></ul><ul><li>Organising your thoughts </li></ul><ul><li>Participating in discussions </li></ul><ul><li>Body Language </li></ul><ul><ul><li>Show v Tell </li></ul></ul><ul><li>Being a good listener </li></ul><ul><ul><li>Listening v hearing </li></ul></ul>
  19. 19. How to be an active listener <ul><li>Set the stage </li></ul><ul><li>Ensure mutual understanding </li></ul><ul><li>Understand body language </li></ul><ul><li>Suspend judgment </li></ul><ul><li>Behaviors that hinder effective listening </li></ul><ul><ul><li>Act distracted (look at your watch!) </li></ul></ul><ul><ul><li>Tell your own story without acknowledging theirs </li></ul></ul><ul><ul><li>Give no response </li></ul></ul><ul><ul><li>Invalidate response, be negative </li></ul></ul><ul><ul><li>Interrupt </li></ul></ul><ul><ul><li>Criticize </li></ul></ul>
  20. 20. Techniques to improve listening skills PARAPHRASE Restate what was said in your own words SUMMARIZE Pull together the main points of a speaker QUESTION Challenge speaker to think further, clarifying both your and their understanding
  21. 21. Two basic types of questions <ul><li>Closed questions: </li></ul><ul><ul><li>G et a one-word response and inhibit thought. </li></ul></ul><ul><ul><li>Questions begin with who , when and which </li></ul></ul><ul><li>Open-ended questions: </li></ul><ul><ul><li>Invite unique thought, reflection or an explanation. </li></ul></ul><ul><ul><li>Questions begin with how , what and how come (not why !). </li></ul></ul>
  22. 22. Practice Questioning <ul><li>Rephrase the following closed questions to make them open-ended: </li></ul><ul><li>Are you feeling tired? </li></ul><ul><li>Isn’t it a nice day? </li></ul><ul><li>Was the last activity useful? </li></ul><ul><li>Is there anything bothering you? </li></ul><ul><li>So everything is fine, then? </li></ul>
  23. 23. Adding colour to communication
  24. 24. Adding colour to communication <ul><li>Images – Describe, relive </li></ul><ul><li>Show, don’t tell </li></ul><ul><li>Use audience’s senses </li></ul><ul><ul><li>Sight </li></ul></ul><ul><ul><li>Sound </li></ul></ul><ul><ul><li>Touch </li></ul></ul><ul><ul><li>Taste </li></ul></ul><ul><ul><li>Smell </li></ul></ul>
  25. 25. Improving communication <ul><li>Don’t use cliches </li></ul><ul><li>Brevity </li></ul><ul><li>Sincerity </li></ul><ul><li>Don’t praise yourself </li></ul><ul><li>Avoid argument </li></ul><ul><li>Be tactful </li></ul><ul><li>Silence </li></ul><ul><li>Enunciation </li></ul><ul><ul><li>Clear, loud, syllables. Flexibility of tone </li></ul></ul>
  26. 26. Practice <ul><li>For distinct enunciation, every word, every syllable, every sound, must be given it proper form and value. </li></ul><ul><li>Think of the mouth chamber as a mold, in which the correct form is given to every sound. </li></ul><ul><li>Will you please move your lips more noticeably? </li></ul><ul><li>The teeth should never be kept closed in speech. </li></ul><ul><li>Through practices, we can learn to speak more rapidly, but still with perfect distinctness </li></ul>
  27. 27. Ways to gain effective conversation <ul><li>Good use of English – avoid errors </li></ul><ul><li>Improved vocabulary – overlook v oversee </li></ul><ul><li>Avoid old phrases </li></ul><ul><li>Use humour </li></ul><ul><li>Add interesting story </li></ul><ul><li>Improve clarity of voice – practice </li></ul>
  28. 28. Public Speaking
  29. 29. What does the graphic tell you about this speaker
  30. 30. The 5-P‘s <ul><li>P rior </li></ul><ul><li>P reparation </li></ul><ul><li>P revents </li></ul><ul><li>P oor </li></ul><ul><li>P erformance </li></ul>
  31. 31. From effective conversation to speech <ul><li>Overcoming Fear </li></ul><ul><ul><li>#1 fear </li></ul></ul><ul><li>Idea of speech </li></ul><ul><ul><li>Know your subject </li></ul></ul><ul><li>Know the audience </li></ul><ul><ul><li>Target their interest </li></ul></ul><ul><li>Organising the speech </li></ul><ul><ul><li>Tell them… </li></ul></ul>
  32. 32. Developing Your Presentation <ul><li>What is your goal? </li></ul><ul><li>Research your topic </li></ul><ul><li>Develop an outline </li></ul><ul><li>Create or locate learning aids </li></ul>
  33. 33. AIDA AIDA ttention nterest esire ction POWERFUL opener CLEAR connector MAIN BODY POWERFUL close
  34. 34. AIDA AIDA ttention nterest esire ction Establish credentials (Me, You, What) Key point Create +ve expectations Paint the future benefits WIFM The facts    Me, You, What is required The facts  3  advantages  benefits
  35. 35. Developing Your Presentation Making the Presentation Interesting <ul><li>Informative </li></ul><ul><li>Fun </li></ul><ul><li>Variety </li></ul><ul><li>Energy </li></ul><ul><li>Audience Interaction </li></ul>
  36. 36. Practicing Your Presentation <ul><li>Simulate the presentation setting </li></ul><ul><ul><li>Practice aloud </li></ul></ul><ul><ul><li>Practice standing up </li></ul></ul><ul><li>Time your presentation </li></ul><ul><li>Memorize your opening few sentences </li></ul><ul><li>Watch yourself in a mirror </li></ul>
  37. 37. Presenting <ul><li>Stage fright </li></ul><ul><ul><li>Feelings follow action </li></ul></ul><ul><li>Talk ‘to’, not ‘at’ </li></ul><ul><li>Eye contact </li></ul><ul><li>Don’t judge your audience </li></ul><ul><li>Pause </li></ul><ul><li>Volume </li></ul><ul><li>Pace </li></ul>
  38. 38. Summary <ul><li>He who fails to prepare, prepares to fail! </li></ul>
  39. 39. Thank You [email_address]