The document outlines the importance of effective communication skills in personal and professional settings, highlighting key elements such as verbal and non-verbal communication, active listening, and clarity. It provides strategies for improving communication, including assertiveness, adapting to audiences, and overcoming barriers, as well as guidance on professional writing, especially for job applications. Ultimately, it emphasizes continuous practice and feedback as crucial for developing strong communication abilities.

1. MODULE 2:
BUILDING AN EFFECTIVE
COMMUNICATION SKILLS
by Lorretta Udemba

2. INTRODUCTION
Effective communication involves the ability to clearly
and concisely express one's ideas, actively listen to
others, and build meaningful connections. By developing
strong communication skills, individuals can improve
their relationships, enhance their productivity, and
navigate complex situations with confidence and clarity.
Effective communication is the foundation of success in both
personal and professional relationships. This presentation will
explore the key elements of communication; verbal and non-
verbal communication, active listening and provide strategies to
enhance your

3. Importance of Effective Communication in the Workplace
Improved Relationships
Effective communication helps
build trust, foster
understanding, and strengthen
relationships with colleagues,
friends, and family members.
When people feel heard and
understood, it can lead to more
meaningful and satisfying
interactions.
Enhanced Productivity
In the workplace, effective
communication can improve
collaboration, streamline
decision-making, and
increase overall productivity.
By clearly conveying
information and
expectations, teams can
work more efficiently
towards shared goals.
Conflict Resolution
When conflicts arise, effective
communication skills can help
individuals navigate these
situations with empathy,
diplomacy, and a problem-
solving mindset. This can lead
to more positive outcomes and
strengthen relationships in the
long run.

4. Nonverbal Communication Cues
Eye Contact
Maintaining eye
contact can convey
engagement,
confidence, and
trustworthiness.
Posture
An upright, open
posture can signal
attentiveness and
interest, while crossed
arms may indicate
defensiveness or
discomfort.
Gestures
Expressive hand and
body movements can
emphasize and
complement verbal
communication.
Tone of Voice
The pitch, volume, and
inflection of one's
voice can convey
emotion, attitude, and
intent.

5. Effective verbal communication is essential for sucess in both
personal and professional relationships. Mastering the art of
speaking can lead to improved understanding and influence.

6. KEY ELEMENT OF VERBAL COMMUNICATION
Personal thoughts, emotions, or
multitasking can hinder our ability to
focus on the speaker.
Noises, interruptions, or
environmental factors can make it
difficult to concentrate.
Making assumptions or judgments
about the speaker can prevent us
from truly listening.
Passive listening, where we merely
hear the words without truly
understanding, can limit the
effectiveness of communication.
KEY ELEMENT OF VERBAL COMMUNICATION
Personal thoughts, emotions, or
multitasking can hinder our ability to
focus on the speaker.
Noises, interruptions, or
environmental factors can make it
difficult to concentrate.
Making assumptions or judgments
about the speaker can prevent us
from truly listening.
Passive listening, where we merely
hear the words without truly
understanding, can limit the
effectiveness of communication.
Clarity is Key
Clear and concise
communicationfoeters engagement
and comprehension. Use precise
language and avoid ambiguity to
ensure your message is understood.
Active Listening
Engage is active listening to show
respect and empathy. Pay attention
to both verbal and nonverbal cues to
fully understand the speaker's
message.
Body Language Matter
Your posture, gestures, and facial
expressions can greatlyimpact the
effectiveness of your communication.
Use positive body language to convey
confidence and openness.
Art of Persuation
Mastering verbal communication
includes the ability to persuade and
influence others. Use compelling
language and logical reasoning to
convey your message effectively

7. Communicating with Confidence
Prepare and Practice
Rehearse your message to feel more comfortable and in control.
Manage Nervousness
Take deep breaths and use positive self-talk to reduce anxiety.
Embrace Feedback
Seek constructive input to continuously improve your communication skills.

8. Assertiveness and Confidence
Communicate Clearly
Assertive communication involves
expressing your thoughts, feelings, and
needs in a clear, direct, and respectful
manner. This helps ensure that your
message is understood and your boundaries
are respected.
Stand Your Ground
Being assertive means standing up for your
rights and beliefs without being aggressive
or passive. It's about finding a balance
between being firm and maintaining a
cooperative, problem-solving approach.
Develop Self-Confidence
Confident communication stems from a deep
belief in one's own abilities and worth. By
cultivating self-confidence, individuals can
express themselves more effectively and
navigate challenging situations with poise
and resilience.
Engage with Empathy
Assertive communication does not mean
being insensitive or disregarding the needs
of others. Effective communicators can
advocate for their own interests while also
showing empathy and consideration for the
perspectives of others.

9. Navigating Difficult Conversations
1
Remain Calm
Take a pause to collect your
thoughts and respond
thoughtfully, not reactively. 2 Focus on Solutions
Work collaboratively to identify
constructive solutions and reach a
mutually beneficial outcome.
3
Follow Up
Document any agreements or next
steps and follow through to ensure
understanding.

10. In a Nutshell.....
1 Invest in Communication
Developing strong communication
skills is crucial for professional and
personal success.
2 Practice and Refine
Continually seek feedback and
opportunities to enhance your
communication abilities.
3 Adapt to Context
Tailor your communication style to the situation and audience for maximum impact.

11. Introduction to
Listening Skills
• Effective listening is a crucial skill for personal and
professional success. It involves actively engaging with the
speaker, understanding their message, and responding
thoughtfully.
• Mastering listening can enhance communication, build
stronger relationships, and foster personal growth.

12. Active Listening Techniques
1 Maintain Eye Contact
Making eye contact with the speaker shows
that you are engaged and interested in the
conversation. It also helps you better focus
on the speaker's words and nonverbal cues.
2 Ask Clarifying Questions
If you are unsure about something the
speaker has said, don't hesitate to ask for
clarification. This demonstrates your
interest and helps ensure that you fully
understand the message.
3 Paraphrase and Summarize
Repeating or paraphrasing the key points of
the conversation shows the speaker that you
are actively listening and comprehending the
information. This can also help identify any
potential misunderstandings.
4 Avoid Interruptions
Resist the urge to interrupt the speaker,
even if you think you know what they are
going to say. Allowing the speaker to finish
their thought shows respect and can lead to
a more productive dialogue.

13. Barriers to Effective Listening
Internal Distractions
Personal thoughts, emotions, or
multitasking can hinder our ability to
focus on the speaker.
External Distractions
Noises, interruptions, or environmental
factors can make it difficult to
concentrate.
Preconceptions
Making assumptions or judgments
about the speaker can prevent us from
truly listening.
Lack of Engagement
Passive listening, where we merely
hear the words without truly
understanding, can limit the
effectiveness of communication.

14. Adapting to Different Audiences
Identify Needs
Tailor your message to the
specific interests and
concerns of your audience.
Cultural Sensitivity
Adapt your communication
style to respect cultural
differences and norms.
Empathy
Strive to understand the
perspectives and emotions of
your audience.

15. Overcoming Communication Barriers
1
Language Differences
Use simple language, avoid jargon,
and clarify understanding.
2 Distractions
Minimize external factors that can
interfere with effective
communication.
3
Emotional Factors
Manage your own emotions and be
mindful of the emotional state of
others.

16. Receiving Feedback with an Open Mind
Listen Actively
Avoid getting
defensive and
focus on
understanding the
feedback.
Seek
Clarification
Ask questions to
ensure you fully
comprehend the
feedback.
Reflect on
Feedback
Consider how the
feedback aligns
with your own self-
assessment and
goals.
Express
Gratitude
Thank the giver for
their time and
perspective, even
if it's difficult to
hear.

17. Adapting Communication Styles
Recognize Individual
Differences
Effective communicators
understand that not everyone
has the same communication
preferences or styles. By
recognizing and adapting to
individual differences, you can
improve your ability to connect
and engage with a diverse
range of people.
Adjust Your Approach
Tailor your communication
style to the needs and
preferences of your audience.
This may involve speaking
more concisely with some
individuals, providing more
detailed explanations for
others, or adjusting your tone
and body language to create a
more comfortable and
productive exchange.
Foster Inclusive Dialogue
Encourage open and inclusive
communication by creating an
environment where everyone
feels heard and valued. This
can involve actively soliciting
input from quieter individuals,
facilitating turn-taking, and
ensuring that all voices are
given equal consideration.

18. Writing skills for
professional emails
and reports
Crafting clear, effective written communication is essential in the
professional world. Whether you're composing an email or
drafting a report, strong writing skills can make a significant
impact on your work and career.

19. Key Element of a Job Application Email
• Subject Line: Clear and concise, indicating the purpose of the email (e.g., "Application for [Job Title] Position").
• Salutation: Address the recipient formally, using their name if known (e.g., "Dear Mr./Ms. [Last Name]" or "Hiring
Manager”
• Introduction: Briefly introduce yourself and mention the specific position you are applying for. You may also include
where you found the job listing or how you learned about the opportunity.
• Body: This section should include the main content of your application. Key elements to include are:
• Your qualifications: Highlight relevant skills, experiences, and achievements that make you a suitable candidate for
the position.
• Why you're interested: Explain why you are interested in the position and the company, demonstrating your
knowledge of the company's values, mission, or recent achievements.

20. Key Element of a Job Application Email cont..
• Fit for the role: Discuss how your background aligns with the job requirements and how you can contribute to the company's goals.
• Any additional information: Mention any attachments (resume, cover letter, portfolio) or provide links to online profiles (LinkedIn,
personal website) if applicable.
• Closing: Express appreciation for the opportunity to apply and your enthusiasm for the position. Include a polite request for further
consideration (e.g., "I look forward to the opportunity to discuss how my skills can contribute to [Company Name]"). End with a
professional closing (e.g., "Sincerely," "Best regards,") followed by your full name.
• Signature: Include your contact information (phone number and email address) below your name. If you have a professional email
signature, you can include it as well.
• Attachments: If required or requested, attach your resume, cover letter, and any other relevant documents. Ensure that the file
names are clear and professional.
• Follow-up: Indicate your availability for an interview or any next steps. Mention that you are open to further communication and
provide alternative contact methods if necessary.
• Remember to proofread your email carefully for spelling, grammar, and formatting errors before sending it. A well-crafted job
application email can significantly enhance your chances of being considered for the position.

21. Common mistakes to avoid in
professional writing
Grammatical Errors
Ensure proper use of grammar, punctuation,
and spelling to maintain credibility.
Verbosity
Avoid unnecessary wordiness and focus on
communicating your message concisely.
Lack of Organization
Structure your writing with a clear flow and
logical progression of ideas.
Inappropriate Tone
Adopt a professional, respectful tone that
aligns with your audience and purpose.

22. Strategies for organizing and
structuring emails and reports
Emails
Use a clear subject line, concise body, and
appropriate closing. Structure with an
introduction, key points, and a conclusion.
Reports
Organize with an executive summary,
introduction, main sections, and
conclusion. Use headings, subheadings,
and bullet points for readability.

23. Effective use of tone and language in
professional writing
Formal
Use appropriate,
respectful language
that aligns with your
organization's style.
Concise
Communicate your
message clearly and
succinctly without
unnecessary fluff.
Objective
Maintain a neutral,
impartial tone that
focuses on facts and
avoids personal
opinions.
Professional
Adopt a tone that
reflects your
expertise and the
importance of the
communication.

24. ASSIGNMENT
Write an email applying for the role of -------------
Putting into consideration key elements of a Job Application Email
Submission Deadline: To be communicated

25. • Effective communication is a critical
skill that can be developed through
practice and a commitment to
continuous improvement.
• By applying the strategies and
techniques discussed in this
presentation, you can become a more
confident and influential
communicator, unlocking new
opportunities for personal and
professional growth.
• Practice and hone your communication skills
with every opportunity you get
• Learn to listen more and speak less
• If you miss a point ask the speaker to repeat in
a polite way
• Feedback does not always have to be positive,
but regardless, learn to receive it with an open
mind
• Communication is not a one-way traffic
• Don't write the way you speak..
• Maintain a professional tone always