This document discusses important aspects of communication skills, including verbal and written communication. It covers topics such as understanding communication, the communication process, verbal versus written communication, non-verbal communication, rules for effective communication, and considerations for good written communication. The key points are that communication is the exchange of information between individuals, it is important to understand both verbal and non-verbal aspects of communication, and that written communication requires planning, writing, and quality control to be effective.
2. What is Communication?
• Communication is sending or receiving
ideas, thoughts or feelings from one person
to one or more persons in such a way that,
the person receiving it understands it in the
same way the sender wants him/her to
understand.
3. The Communication Process
The person The specific set of The channel Receivers (or the
initiating the words, gestures through audience for the
communication, and images that the which the message) - from
or broadcasting sender uses to message whom the receiver
the message. convey what he or moves. often expects a
she wants to say. response.
SENDER MESSAGE CHANNEL RECEIVER
The response from the
receiver to the sender.
Context
FEEDBACK
4. Verbal Versus Written Communication
Verbal – All Verbal Verbal – Face-To-Face Written
Advantages Advantages Advantages
o Rapid Delivery o All Advantages of o A record exists of
o Flexible Delivery verbal plus: the message
o Delivered at o More personal, so o Allows receiver to
time/place under better motivation repeat message until
control of sender o Allows non-verbal it is fully understood
o Allows immediate signals to aid getting o Good for complex or
response message across. lengthy messages
o Allows receiver to
digest message at
own pace.
Source: Better Business Writing – Maryann V. Piotrowski 1995
6. Verbal Communication Pointers
• Make your messages appropriate to the receiver.
• Use understandable language but not slang.
• Be aware of how long you speak. As a general
rule, try to express your message in a limited
amount of time (no more than 15 seconds in a
normal day-to-day conversation) and then switch to
listening.
• Focus on one topic at a time.
• Try to be positive, even when talking about
negative situations.
7. Rules for Communication
1. Ensure it fits the purpose
2. A.B.C: 3. K.I.S.S 4. Deliver information
in 3 stages:
Accuracy Keep Introduction
Brevity It Main body of content
Clarity Short Summary
Simple
9. Positive Non-Verbal Communications
• Smiling – there is nothing like a smile and pleasant face
to greet a customer, especially if he/she has a complaint.
• Eye contact – always look into your customer’s eyes.
Directly address customers.
• How you look – personal grooming has a big impact on
your customers. Let customers know you take seriously
your position.
• Shaking hands – when shaking hands with a customer
a firm and professional handshake is expected.
10. "Communication is really all
anyone ever gets paid for
ultimately...and if you cannot
effectively communicate...you
will PAY...not get paid."
- Doug
Firebaugh
12. Writing?
• One of the best methods to communicate
• Writing is one of the oldest known forms of
communication
• In today’s age of information and
technology, writing has become a lost art
13. Why Written Communication?
• Creates a permanent record
• Allows you to store information for future
reference
• Easily distributed
• All recipients receive the same information
• Necessary for legal and binding
documentation
14. Writing Skills?
• The ability to write does not require a
unique talent or an outstanding mental
ability
• Everyone has the basic skills necessary to
write well
• A basic understanding of writing and a
commitment to writing well in all situations
is needed as a professional
15. Questions a writer asks
• How do I begin?
• What is my purpose?
• How do I make my point clear?
• How do I create a logical flow?
• How do I say what I mean?
• How do I avoid grammatical errors?
• How can I make my message brief?
• How can I create a visual effect?
17. The Writing Process
Planning
• Keep objectives in mind and research the
topic
• Think about the audience
• Outlining helps organize thoughts
18. The Writing Process
Writing
• Follow your outline, use your handbook
• Inspiration is acceptable but must be
carefully reviewed
• Use the interview approach to supplement
the outline (who, what, where, when, how)
21. Good Writing
• Completeness: all information needed is
provided
• Correctness: relevant and precise information
• Credibility: support your argument
• Clarity: should not be vague, confusing,
ambiguous
• Conciseness: to the point
• Consideration: anticipate the reader’s reaction
• Vitality: use the active voice rather than the
passive voice
22. Spelling and Grammar
• It is important in all business
communications to use proper grammar
and correct spelling
• What you write and how you write could
reflect a positive or negative image
• Sloppy and/or poorly written
communications could be perceived as a
lack of caring
23. Spelling and Grammar Tips
• Proofread communications before sending
• Use spell and grammar check if available
• Make sure to have subject, verb and tense
agreement
• Ensure proper word usage:
affect/effect there/their
among/between shall/will
can/may than/then
24. 10 Commandments
1. Know what you want to say before you say it.
2. Keep it simple.
3. Use bullet points.
4. WIIFM (What's in It For Me?)
5. Don't get bogged down
6. Call to action
7. Edit
8. Spell check
9. Take 5 before hitting send
10. Follow up
