Communication defines perfect interface and expression. Regardless of what business you are in – a large corporation, a small company, or even a home-based business – effective communication skills are essential for success. I need to mention here that there are many other things you should do to ensure that your verbal messages are understood time and time again.
Although somewhat obvious and deceptively simple, these include:
· Keep the message clear
· Be prepared
· Keep the message simple
· Be vivid when delivering the message
· Be natural
· Keep the message concise
In addition to the above, the preparation is underrated. In fact, it is one of the most important factors in determining your communication successes. When possible, set meeting times and speaking and presentation times well in advance, thus allowing yourself the time you need to prepare your communications, mindful of the entire communication process. By paying close attention to each of these stages and preparing accordingly, you ensure your communications will be more effective and better understood.
In addition to the above, the preparation is underrated. In fact, it is one of the most important factors in determining your communication successes. When possible, set meeting times and speaking and presentation times well in advance, thus allowing yourself the time you need to prepare your communications, mindful of the entire communication process. By paying close attention to each of these stages and preparing accordingly, you ensure your communications will be more effective and better understood.
Ask yourself: Who? What? How? When? Where? Why?
Who are you speaking to? What are their interests, presuppositions and values? What do they share in common with others; how are they unique?
What do you wish to communicate? How do you know if and when you have successfully communicated what you have in mind?
How can you best convey your message? Language is important here. Choose your words and your nonverbal cues with your audience in mind. Plan a beginning, middle and end. If time and place allow, consider and prepare audio-visual aids.
When? Timing is important here. Develop a sense of timing, so that your contributions are seen and heard as relevant to the issue or matter at hand.
Where? What is the physical context of the communication in mind? Check for availability and visibility if you are using audio or visual aids.
Why? In order to convert hearers into listeners, you need to know why they should listen to you – and tell them if necessary. What disposes them to listen? That implies that you know yourself why you are seeking to communicate – the value or worth or interest of what you are going to say.
EMAIL Communication: The need today
In this age of IT literacy as indispensable, one ought to have it as a preface and the Email ID of an individual must be as remembered as the Mobile Numbers these days. As with all written communications, your emails should be clear and concise. Sentences should be kept short and to the point.This starts with the email’s subject line. Use the subject line to inform the receiver of EXACTLY what the email is about. Keep in mind, the subject line should offer a short summary of the email and allows for just a few words. Because everyone gets emails they do not want (SPAM, etc.), appropriate use of the subject line increases the chances your email will be read and not discarded into the deleted email file without so much as a glance.
Because emails have the date and time they were sent, it is not necessary to include this information in your email correspondences. However, the writing used in the email should liken that used is other business writings. The email should be clear and concise, with the purpose of the email detailed in the very first paragraph.
The body of the email should contain all pertinent information and should be direct and informative.
Make sure to include any call to action you desire, such as a phone call or follow-up appointment. Then, make sure you include your contact information, including your name, title, phone and fax numbers, as well as snail-mail address. If you have additional email addresses, you may want to include these, as well.
If you regularly correspond using email, make sure to clean out your email inbox at least once each day. Of course, the exception here may be on days you do not work, such as weekends and holidays. Make sure you return emails in a timely manner. This is a simple act of courtesy and will also serve to encourage senders to return your emails in a timely manner.
Internal email, I mean the mails of your networking, within offices/ departments should be treated as regular email. These should be checked regularly throughout the working day and returned in a much quicker manner as much of these detail timely projects, immediate updates, meeting notes, etc. Nonetheless, internal emails, just like emails, should not be informal. Remember, these are written forms of communication that can be printed out and viewed by others than those originally intended for.
Internal email, I mean the mails of your networking, within offices/ departments should be treated as regular email. These should be checked regularly throughout the working day and returned in a much quicker manner as much of these detail timely projects, immediate updates, meeting notes, etc. Nonetheless, internal emails, just like emails, should not be informal. Remember, these are written forms of communication that can be printed out and viewed by others than those originally intended for.
Verbal Communication:
Speaking to an audience can be fun and exciting. However, lack of preparation or not clearly defining the presentation’s goals and its audience can make even the best-intended presentation a complete disaster. ·
Remember Your voice - how you say it is as important as what you say
Body language - a subject in its own right and something about which much has been written and said. In essence, your body movements express what your attitudes and thoughts really are.
Appearance - first impressions influence the audience’s attitudes to you. Dress appropriately for the occasion.
As a matter of fact, in order to ensure your presentation is effective, first determine your objective. Ask yourself: Why am I giving the presentation? What do I want the audience to take away from the presentation?
Greet the audience (for example, ‘Good morning, ladies and gentlemen’), and tell them who you are. Tell the audience what you are going to tell them, then tell them, at the end tell them what you have told them.
Presentation Tips for excellence:
Keep your presentation short and simple. Your audience will not remember every point of your presentation, so highlight the most important parts. The longer the presentation, the higher the risk of boredom. Consider the use of visual aids. Slide projectors, data projectors, video machines and computers should be tested out beforehand to make sure they are operating correctly and that you know how to use them. Avoid too many statistics and confusing information in your presentation. Instead, put this information in a handout for participants to refer to at a later date.
If you forget your words, pause for a moment and remember your objective. While the words may not come right back to you, this will help keep you on track and may even help you to think of additional thoughts and ideas your audience will benefit from hearing.
If you are speaking clearly and concisely, your listeners:
- respond warmly and attentively throughout the conversation or presentation: their eyebrows are raised, their eyes are rounded, and they lean forward while you are talking.
- give you more eye contact.
- follow your directions more accurately.
- ask you fewer questions for clarification.
- appear more relaxed: smiling, shoulders down, hands relaxed.
Visualize yourself succeeding. Begin by breathing. Before the presentation, focus on the needs of the audience. Enjoy yourself. The audience will be on your side and want to hear what you have to say!
