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EOC: EFFECTIVE COMMUNICATION SKILLS

This unit is about the effective communication skills we use in journalism.
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EFFECTIVE COMMUNICATION SKILLS

INTRODUCTION
Objectives
To understand the communication process
To appreciate the importance of communication
To improve upon participants-verbal communication – written & oral
To improve upon non-verbal communication – body language, listening skills, mannerisms

What is communication?
A process of transferring information from one entity to another:
Effective Communication
Types of communication (interpersonal, group, mass)
-Formal Communication
-Internal Vs External Communication
Communication is a Process

commu

Communication is:

commmmmm
Why should you improve your communication skills?

  • Interact ? Socially/Professionally
  • Negotiate/present a case
  • To develop yourself as a professional
  • Competition (explain yourself better)
  • Cultivate/develop respect

7 Cs of Communication

  • Clarity
  • Completeness
  • Concreteness
  • Courtesy
  • Conciseness
  • Correctness
  • Consideration

Clarity-the quality of being clearly expressed

Completeness-Having every necessary part or everything that is needed

Concreteness-Certain and Specific rather than vague or general

Courtesy– Consideration for others or good manners

Conciseness-using as few words as possible to give the necessary information

Correctness– Accurate or without errors

Consideration-thoughtful concern for or sensitivity toward the feelings of others

These help reduce barriers of communication

Few major Barriers in communication

  • Unwillingness to communicate
  • Lack of Self-Confidence
  • Language differences
  • Vocabulary level
  • Voice quality
  • Assumptions
  • Distractions
  • Weak listening ability
  • Emotions
  • Less Interest

DO’S

  • Use simple words and phrases that are understood by most people.
  • Be friendly: We are drawn to those that make us feel loved
  • Think before you speak.”Better to remain silent and be thought a fool, than to open your mouth and remove all doubt.”
  • Increase your knowledge on all subjects you are required to speak.
  • Speak clearly and audibly.
  • Check twice with the listener whether you have been understood accurately or not
  • In case of an interruption, always do a little recap of what has been already said.
  • Don’t talk too much
  • Be your authentic self
  • Always pay undivided attention when communicating
  • Practice humility-modesty about your importance
  • Speak with confidence-self assurance about own attributes
  • Be a good listener-listening as or more important than speaking
  • While listening, always make notes of important points.
  • Always ask for clarification if you have failed to grasp other’s point of view.
  • Repeat what the speaker has said to check whether you have understood accurately.
  • Pay attention to your body language-it communicates more than words
  • Be concise-get to the point
  • Vary your vocal tone

DON’TS

  • Do not instantly react and mutter something in anger
  • Do not use technical terms & terminologies not understood by majority of people
  • Do not speak too fast or too slow
  • Do not speak in inaudible surroundings, as you won’t be heard
  • Do not assume that every body understands you
  • While listening do not glance here and there as it might distract the speaker
  • Do not interrupt the speaker
  • Do not jump to the conclusion that you have understood  everything

FIRST IMPRESSION
It takes just a quick glance, maybe three seconds, for someone to evaluate you when you meet for the first time.

  • Be on Time
  • Be Yourself, Be at Ease
  • Smile!
  • Be Open
  • Small Talk
  • Be Positive
  • Be Courteous And Attentive

Formal Communication

Rules of communication:

  • Go through channels
  • Adhere to orders and direction coming from above
  • Escalate problems as needed going through your chain of command
  • Avoid badmouthing…..superiors/colleagues

Email etiquettes

email

  • Naming email ID
  • Bad Example : coolbuddy_23972@site.com
  • Good Example : Firstname.lastname@site.com
  • Email greeting and sign-off consistent with the level of respect and formality of the person you’re communicating with.
  • Write the name of the person, avoid blank emails, respond in time
  • Do not send private, personal mails which are not meant to be shared on official platforms.
  • Double check your list of recipients
  • Don’t use CAPS
  • Avoid using short forms, real words, emotions, jargon, or slang
  • Don’t ignore your subject line
  • Always include a professional signature
  • Remember your email is a reflection of you

Telephone etiquettes

600-00177073

  • Answer the phone within 3 rings
  • Speak softly
  • Greet effectively
  • Introduce yourself, organization, opportunity
  • Talk with a smile in your voice
  • Be polite
  • Wrap it up
  • Use a good closing line
  • Do not hold the instrument with the mouthpiece cupped in the hand. Hold the instrument by the handle.

Develop your English Skills

  • Get a good dictionary
  • Concentrate on using correct grammar
  • Read
  • Capture new words
  • Listen to yourself…Imagine yourself speakingRecord your Voice & listen
  • Learn to pronounce correctly

Do you know the pronunciation?

  • Buffet
  • Develop
  • Rendezvous
  • Executive
  • Wednesday
  • Transfer
  • Jewelry
  • Vehicle
  • Pizza

Practical ways to improve

  • Download & install Word Web or any other free dictionary?http://wordweb.info/free/
  • Listen, watch & read
  • Treat each call as a single performance
  • Speak as much as possible in ENGLISH at work
  • Daily email, tweet, blog post or facebook post with 2 new words

 

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