PROFESSIONAL BUSINESS SKILLS.pptx

1. PROFESSIONAL BUSINESS
SKILLS
BBA/BCOM THIRD SEMESTER
CALICUT UNIVERSITY
Prepared By M.R.Rajesh

2. PROFESSIONALISM- Defn
Professionalism is the way an
individual conduct himself at work
to represent both himself and his
company in a positive way. It
includes standards for behavior
that might be required by an
organisation.

3. Professionalism - Meaning
 An employee can interact with other people,
including co-workers, customers,
supervisors.

4. Characteristics of Professionalism
 Specialized Knowledge
 Competency
 Commitment and Confidence
 Responsibility and Dependability
 Honesty and Integrity
 Initiative and Accountability
 Self regulation
 Image

5. PROFESSIONALISM
 TRAIT AND QUALITIES OF A GOOD
PROFESSIONAL

6. Qualities of good professional
 Excellence
 Organisational Skill
 Time Management
 Good Communication
 Soft Skills
 Positive Attitude
 Focus and Hard work

7. Qualities of good professional
 Ethical Behavior
 Continuous Learning
 Seeks Advice
 Advancing in Profession
 Teaches New Generation
 Appearance
 Demeanour

8.  Professionalism – End of PART -2

9. PROFESSIONAL BUSINESS
SKILLS
BBA/BCOM THIRD SEMESTER
CALICUT UNIVERSITY
Prepared By M.R.Rajesh

10. PROFESSIONALISM IN
BUSINESS

11. Professionalism help companies
success in the following ways
1. Establishes proper boundaries
2. Encourages personal improvement
3. Promote and maintain accountability
4. Establishes respect
5. Minimises conflict
6. Increased job satisfaction
7. The sense of responsibility
8. Personal growth.

12. PROFESSIONAL SKILLS
These skills depend on job
position, education, degree and
business field.

13. Professional Skills
 Communication Skills
◦ Verbal Communication
◦ Non verbal Communication
◦ Aural Communication
◦ Written Communication
◦ Visual Communication

14.  Decision Making Skills
 Problem solving Skills
 Leadership Skills
 Interpersonal Skills
 Organizational Skills
 Time management Skills
 Stress management Skillls
 Teamwork
 Work Ethic

15. IMPORTANT
SOFTSKILLS
FOR
BUSINESS SUCCESS

16. Hard Skill & Soft Skill
Hard Skill indicates he specific
capabilities to perform a particular
job.
Technical knowledge, education
are important.

17.  Soft Skill is used to indicate all the
competences that are not directly
connected to a particular job.
◦ Personal attributes
◦ Personality traits
◦ Communication abilities
◦ Relationships with clients etc.

18. Example
Hard skill can be the ability of a
worker to regulate and control a
machine to fabricate a component
while a soft skill is his capability of
collaborating with the colleagues
working at the same factory
department.

19. Soft skills are much difficult to learn
than hard skill.
Hard skills can be easily taught to
most people with right training
methods.
Soft skills are difficult to learn and
to teach.

20. PROFESSIONALISM IN
COMMUNICATION

21. Professionalism in Communication
 We read newspapers, books and
magazines.
 We talk to friends, watch TV, and
communication over internet.
 70-80% of our working time is spent in
some kind of communication

22. The most important aspect of
any relationship – personal ,
casual or professional – is
communication.

23. Personal
◦ Usually happens between family and
friends
◦ Face to face conversation
◦ Text message exchange
◦ Personal writing

24. Casual
◦Interact with people who are not
our family or friends
Professional
◦Interaction with workers,
supervisors, colleagues

25. Communication is about passing
information from one person to
another.
Both the sending and receiving of the
message are equally important.

26. Verbal communication requires
both a speaker(and writer) to
transmit the message and a
listener (or reader) to make sense
of the message.

27.  Oral communication includes the Ability
to give and receive feedback,
participate in meetings.
 It is a dynamic and interactive process
through gestures and body language,
inflexions and expressions.

28. Public meeting involves an oral
presentation where
communication is to an
audience.

29. There are 4 types of communication between
senders and receivers
Writing
Speaking
Listening
Conducting meetings

30. Verbal Communication

31. Verbal Communication
 Verbal communication is the use of words to
share information with other people
 Any interaction that makes use of spoken
words is considered as verbal
communication.
 It can therefore include both spoken and
written communication.

32.  Verbal communication categorized into two:
 1. Interpersonal Communication
 2. Public speaking

33. Public speaking
 Making a formal presentation to a group of
people.

34. Digital Communication
 Digital communication is evolving so
fast, it requires serious effort by
professionals to keep up with the
opportunities and how to use them
effectively in their profession.

35. Digital Communication
 Social networking
 Emailing
 Blogging
 Texting
 Internet conferencing
 Research and teleconferencing

36. Factors of effective Verbal
Communication skills
 Wide reading
 Preparation
 Listen carefully
 Body language
 Think in terms of listener's perspective
 Speak with confidence
 Develop skills

37. Professional Presentation

38. Professional presentation
Creating effective presentations is
an important skill for professionals.

39. Three primary skills in giving
presentation
1. Verbal communication skills
◦ Voice tone, pitch and volume
◦ Strong grammatical knowledge and rich
vocabulary

40. Three primary skills in giving
presentation
2. Non Verbal communication skills
Combining oral communication with visual
cues such as text, pictures, facial
expressions, gestures and body language

41. Three primary skills in giving
presentation
3. Content
Ability to deliver content.
Use if signposts and dialog markers.

42. Organisation of Presentations
 Introduction
◦ Should tell the audience exactly about the
topic.
◦ Scope and coverage and state the
purpose clearly.

43. Organization of Presentations
 Body
◦ Material supportive to a presentation
 Summary
◦ Brief replication of the purpose of a
presentation.
◦ Restatement of main points.
 Critical points that the audience want to
remember,

44. Organisation of Presentations
 Visual Aids
◦ 87.9% of what we learn is learned by
visually.
◦ Use PowerPoint or other graphic
softwares.

45. Organisation of Presentations
The content should be kept
simple.
Avoid complex graphs and tables.
Easy to read from anywhere in the
room.
Eight lines max.

46. Presentation Techniques
 For effective presentation he has to be
ab le to encode the message in the
right format.
 Use of non verbal communication
method.

47. Presentation Techniques
 Gather information.
◦ Tell others about the topic chosen
◦ Ask them what they would want to hear about the
subject.
◦ Research and gather information about that.

48. Presentation Techniques
 Write down main points.
 Develop introduction and conclusion.
 Practice the speech.
 Delivery style.
 Use of podium.
 Length of delivery.

49. Presentation Techniques
 Eye contact.
 Voice.
 Speak calmly.
 Question and answer session.

50. Professionalism – End of PART – 6
Thank You

51. Different Presentation Postures.
 Posture the way in which someone
usually holds their shoulders, neck and
back or a particular position in which
someone stands, sits etc.

52. Different Presentation Postures.
 It helps to breath properly.
 Project the voice effectively.
 Decrease nervous tension.
 Provides a good starting point.

53.  Standing Posture.
◦ Strong indicator of their
mindset.
◦ Stand straight but not rigid

54.  Hands
◦ Rest your hands comfortably on
top of the lectern.
◦ Avoid making physical contact
with the lectern.

55.  Holding like a
basket ball.
◦ Indication of
confidence and
control.

56.  Palms up.
◦ Indicates openness
and honesty.

57.  Palms down.
◦ Sign of strength ,
authority and
assertiveness.

58.  Steeple the
hands.
◦ Gives much
confidence.

59. Change the position frequently.
◦ Do not maintain same position throughout the
presentation.

60. WRITTEN COMMUNICATION
 Written communication means the sending
of messages or instructions in writing
through letters, circulars, manuals, reports,
office memos, bulletins etc.
 Permanent record for future reference.

61.  There are various types of written
communication including writing:
◦ Letters
◦ Memos
◦ Project plans
◦ Policies and procedures
◦ Technical scientific reports
◦ Studies and articles
◦ Posters and magazines

62. Examples of written
communications:
 Email
 Internet websites
 Letters
 Proposals
 Telegrams
 Faxes
 Postcards
 Contracts

63. Forms of written communication.
 Letters
◦ Most widely used form of written communication.
◦ External communication.
◦ Typed/printed on company letterhead.
◦ Sent by mail, speed post, courier or by hand.

64. Forms of written communication.
 Memo:
◦ Informal message between members of an
organisation.
◦ Generally relates to daily work.

65. Forms of written communication.
 Notice:
◦ It is the most common method of mass
communication within an organisation.
◦ Short
◦ Simple language
◦ Well spaced for easy reading
◦ Put up on the notice board.

66. Forms of written communication.
 Circular:
◦ Detailed document giving information, orders or
instructions on a specific matter.

67. Forms of written communication.
 Report:
◦ It is a document prepared by an individual or a
committee entrusted with the task of collecting
information.

68. Forms of written communication.
 Minutes:
◦ Written record of decisions taken at a meeting.
◦ Written by hand or typed and pasted in a minute
book.
◦ Minutes are Legal document.

69. Professionalism – End of PART – 7
Thank You

71. PROFESSIONAL BUSINESS
SKILLS
BBA/BCOM THIRD SEMESTER
CALICUT UNIVERSITY
Prepared By M.R.Rajesh

72. Errors in Written Communication.
 Judith Dwyer ::
◦ To improve writing competency

73. Errors in Written Communication
Confusing Language
 Usage of confusing words.
 Use plain English.

74. Errors in Written Communication
 Verbosity
 Means Use of too many words.
 It may irritate, confuse and bore the reader.

75. Errors in Written Communication
Poor sentence structure
 Try to keep sentences short and compact.
 Long sentences can be difficult to read and
understand.

76. Errors in Written Communication
Information Overload.
 Giving too much information will confuse the
reader.
 Must decide what type of information is
required.

77. Advantages of Written Communication
 Permanent Record.
 Authoritative document – It’s the
evidence.
 Accuracy – it is open to verification.
 Legal document.
 Long distance communication.

78. Advantages of Written Communication
 Easy understanding – opportunity to read again
and again.
 Delegation of authority – easier to assign
responsibility and to delegate authority among
the employees through written communication.
 Suitable for long messages. – Annual report or
job instruction mannual.

79. Advantages of Written Communication
 Less possibility of Distortion. – In oral the
receiver may lose some points at the time
of speech.
 Develops Confidence.
 Goodwill and Image building. – Acts as a
representative of the company and helps
to increase the goodwill.

80. Disadvantages of Written Communication
Time consuming.
Expensive.
No secrecy.
No instant feedback.
Less flexible.
Lacks personal touch.
Unsuitable for illiterate people.

81. EMAIL

82. Advantages of using Email
Fast client communication.
Speed.
Send attachments.

83. Advantages of using Email
Availability and portability.
People receiving hundreds of emails/day.
Avoid paper and paper file folders.

84. Advantages of using Email
Reduces shipping and mailing costs.
Free.
Reduces Shipping, postage cost and time.

85. Disadvantages of using Email
Vulnerability to loss.
Data lose due to Hard drive crash.
Data lose due to server down .

86. Disadvantages of using Email
Accessible to others.
Other can access or receive by mistake.
Hackers.

87. Disadvantages of using Email
Difficult to interpret emotions.
Cannot see each other.
Cause misinterpretations of the emotions.

88. SIGNIFICANCES OF EMAIL
IN BUSINESS

89. Significances of Email in business:
 Easy and fast.
 Easy retrieval.
 Economical.
 Marketing.
 Privacy and confidentiality.
 Security.
 Internal communication.
 Alternative means of physical documents.

90. EMAIL ETIQUETTE
 EMAIL etiquette refers to the principles of
behavior that one should use when writing
or answering email messages.

91.  It is a form of communication which is a
reflection of senders and responders.
 Bad email etiquette reflect bad image.

92.  A company needs to implement email
etiquette rules for the following 3 reasons.
 Professionalism
 Efficiency
 Protection from liability.

93. EMAIL ETIQUETTE Cont..
 Format Rules, Dos and Don’ts

94. Before Compose
 Identify the relevance.
◦ Whether e mail is the right medium for
communication.
◦ Some times a phone call or face to face
discussion is more productive.

95. Before Compose
 Identify the purpose of the message.
 Focus on objective.
 Focus on content.

96. To line
 To write recipients email address

97. Cc line ( Carbon copy )
 It copied to one or more recipients.
 Both main recipient and Cc recipient
can see all the addresses.

98. Bcc line ( Blind carbon copy )
 Blind carbon copy recipients are
invisible to the other recipients.
 Faster than sending the original
message.

99. Subject line
 Convey the main point of our
message.
 Not use more than 6 or 7 words.
 Never use CAPITAL letter.

100. Salutations
 Always begin with a formal salutation.
 Eg: Dear Prof. Syam
 Hello Mr Reddy
 If don’t know the name, use
◦ To whom it may concern
◦ Dear members
◦ Hello everyone

101. Content
 Begin with a line of thanks.
 Message should be clear and brief.
 Keep emails as short.
 Use paragraphs.

102. Tone
 Be polite
 Proper punctuations
 Avoid capitalizing all words

103. Language
 Grammatically sound and is spelt
correctly.
 Review messages before sending
them.

104. Writing a complaint
 Briefly state the history of the problem.

105. Attachments
 Mention the name of file.
 Program it is saved in
 Version of the program.
 Use Virus scanner.

106. Privacy
 Email is not and never has been
private.
 Corporate emails are not private.

107. Check and Review
 Read it carefully as if we were an
outsider.
 Review and spell check one more
time.

108. Response Time
 Responding to business
communications as soon as possible.
 Within at least 24hrs.
 Reply or Reply All

109. The Closing
 It is useful the reader know who is
contacting them.
 Use name if you know the person
 Other wise use title or designation
 Signatures
 Complementary closings

110. Professionalism – End of PART – 10
Thank You