COMMUNICATE LIKE A TRUE PROFESSIONA

L

Babu Appat

It’s a skill you ought to possess

We need to communicate with other people to achieve anything significant, yet

many people never develop their communication skills

beyond the basics.

babuappat@gmail.com

See this Pictogram

Communication in the modern times is

more varied more

efficient, multimodal

and multifaceted

Communication in Whatever fashion you want it

Hot and Crisp Talk; Fleshy and Juicy too

So, how can you boost your skills, right now?

Talk Eff ectively, Express Eff ort lessly

The Basic Principle of Effective Communication

L

S

R

W(Listen, Speak, Read and Write) Principle

Practice it a billion times

PRACTICE SPEAKING TO

YOUR FRIENDS WITHOUT

INHIBITION

PRACTICE CONSCIENTIOUS

READING

SPEAK READ

babuappat@gmail.com

Listening Skills

YOU CAN START BY LEARNING

HOW TO LISTEN ATTENTIVELY TO OTHER PEOPLE

TEST YOUR LISTENI

NG SKILLS WITH THIS SHORT

QUIZ

START TEST

babuappat@gmail.com

THEN, LEARN HOW TO IMPROVE YOUR WRITING SKILLS, AND FIND OUT ABOUT THE MISTAKES YOU NEED TO AVOID IF YOU WANT TO COMMUNICATE LIKE A TRUE PROFESSIONAL

Listen, Speak, Read and Write everyday

How Good are Your Listening Skills?

Understanding

Someone's Entire

Message

FOR MANY OF US, LISTENING IS THE COMMUNICATION SKILL WE USE THE MOST. YET, MANY PEOPLE LISTEN POORLY, AND THEY RARELY THINK TO IMPROVE THIS IMPORTANT SKILL.

Improve your Listening Skill

POOR LISTENERS "HEAR" WHAT'S BEING SAID, BUT THEY RARELY "LISTEN" TO THE WHOLE MESSAGE.

Hearing is not Listening

THEY GET DISTRACTED BY THEIR OWN THOUGHTS OR BY WHAT'S GOING ON AROUND THEM, AND THEY FORMULATE THEIR RESPONSES BEFORE THE PERSON THEY'RE TALKING TO HAS FINISHED SPEAKING..

Distracting Thoughts

It’s MIND which makes it or mar it

Because of this, they miss crucial information

GOOD LISTENERS, ON THE OTHER HAND, ENJOY BETTER RELATIONSHIPS, BECAUSE THEY FULLY UNDERSTAND WHAT OTHER PEOPLE ARE SAYING.

Be a Good Listener

THEIR TEAM MEMBERS ARE ALSO MORE PRODUCTIVE, BECAUSE THEY FEEL THAT THEY CAN DISCUSS PROBLEMS EASILY, AND TALK THROUGH SOLUTIONS.

Finding out Solutions

YOU CAN LEARN TO BE A BETTER LISTENER. TEST YOUR SKILLS BELOW, AND THEN FIND OUT HOW YOU CAN IMPROVE

Take this test

You have to listen carefully to learn effectively

Listening = Learning

How Good are Your Listening Skills?

Instructions

Test

Take this test.

Write these questions down on a sheet of paper, and circle a number in the column that most applies to you. (If you take the test online, your results will be calculated for you

automatically.) 

Answer each statement as you actually are, rather than as you think you should be. 1

14 Statement to AnswerNot

at allRarely

Sometimes

OftenVeryOften

1. To be more productive, I respond to emails and instant messages while I'm speaking to people on the phone. 

5 4 3 2 1

2. I repeat points back during a conversation to clarify my understanding of what the other person is saying. 

1 2 3 4 5

3. When people speak to me about sensitive subjects, I make an effort to put them at ease. 

1 2 3 4 5

Answer each statement as you actually are, rather than as you think you should be. 2

14 Statement to AnswerNot

at allRarely

Sometimes

OftenVeryOften

4. I feel uncomfortable with silence during conversations.  5 4 3 2 1

5. As I listen, I compare the other person's viewpoint with my own.  5 4 3 2 1

6. To get people to elaborate on their point, I ask open questions (ones that can't be answered with "yes" or "no"). 

1 2 3 4 5

Answer each statement as you actually are, rather than as you think you should be. 3

14 Statement to AnswerNot

at allRarely

Sometimes

OftenVeryOften

7. When someone is speaking to me, I nod and say things like "OK" and "uh-huh" occasionally. 

1 2 3 4 5

8. I play "devil's advocate" to prompt responses from the other person. 

5 4 3 2 1

9. I catch myself asking leading questions to encourage the other person to agree with my viewpoint. 

5 4 3 2 1

Answer each statement as you actually are, rather than as you think you should be. 4

14 Statement to AnswerNot

at allRarely

Sometimes

OftenVeryOften

10. I interrupt people. 

5 4 3 2 1

11. When people speak to me, I stay completely still so that I don't distract them. 

5 4 3 2 1

12. I try to read the other person's body language as I listen. 

1 2 3 4 5

Answer each statement as you actually are, rather than as you think you should be. 5

13. If the other person is struggling to explain something, I jump in with my own suggestions. 

Not at All

5

Rarely

4

Sometimes

3

Often

2

VeryOften

1

14. If I'm busy, I let others talk to me as long as they're quick. 

5 4 3 2 1

ScoreComment14-29You need to improve your listening skills. The people around you probably feel that you don't pay attention to them when they talk to you, and they may feel that you don't understand them.

You can boost your listening skills with some simple steps. (Read below to get started.) 30-49Your listening skills are OK, but you can definitely improve them further.Use the tools that we suggest below to develop your listening skills. Pay special attention to the advice on empathic listening - this is great for taking your listening skills to the next level. (Read below to get started.) 50-70You have good listening skills. People know that they can approach you if they need someone to listen, and they trust that you'll give them your full attention. They also know that you'll give them space to talk freely, without interrupting or talking too much about yourself.

Score Interpretation

Prepare this table with your score Preparing to Listen

(Questions 1, 3, 14)   Score Statement 1   Statement 3   Statement 14   Total Out of 15

GOOD PREPARATION IS ESSENTIAL FOR EFFECTIVE LISTENING. WITHOUT IT, IT'S HARD TO LISTEN TO PEOPLE SUCCESSFULLY.

BEFORE YOU HAVE AN IMPORTANT CONVERSATION, REMOVE ANYTHING THAT MAY DISTRACT YOU FROM IT, SO THAT YOU CAN FOCUS, AND SO THAT YOU CAN SHOW THE OTHER PERSON THAT SHE HAS YOUR FULL ATTENTION.

Attentive you must be throughout

SWITCH OFF YOUR CELL PHONE, TURN OFF INSTANT MESSAGING AND EMAIL ALERTS, PUT YOUR WORK AWAY, CLOSE YOUR MEETING ROOM DOOR, AND DO WHAT YOU CAN TO MAKE SURE THAT YOU WON'T BE INTERRUPTED.

Avoid all possible interruptions

IF YOU KNOW THAT YOU WON'T BE ABLE TO OFFER THE OTHER PERSON YOUR FULL ATTENTION - FOR EXAMPLE, IF YOU'RE WORKING ON AN URGENT TASK - SCHEDULE A BETTER TIME TO SPEAK

Schedule the most suitable time

HOWEVER, MAKE SURE THAT THE OTHER PERSON KNOWS THAT THE CONVERSATION IS IMPORTANT TO YOU

This call is important to me..(and never make them hold for long)

ALSO, DO WHAT YOU CAN TO MAKE THE OTHER PERSON FEEL AT EASE. USE OPEN BODY LANGUAGE, AND A FRIENDLY TONE.

The Body Language

IF HE INDICATES THAT HE WANTS TO SPEAK ABOUT A SENSITIVE SUBJECT, AND IF THIS IS APPROPRIATE, REMIND HIM THAT THE CONVERSATION IS IN CONFIDENCE, AND THAT HE CAN BE HONEST WITH YOU

You can be honest with me

(IF YOU'RE A MANAGER, THERE MAY BE SOME THINGS THAT YOU CANNOT KEEP CONFIDENTIAL. IF YOUR CONVERSATION IS BEGINNING TO ENCROACH ON THESE, MAKE THIS CLEAR TO THE OTHER PERSON.)

Encroaching beyond

Active Listening(Questions 5, 7, 8, 9, 10, 11, 12)

  Score

Statement 5  Statement 7  Statement 8  Statement 9  Statement 10  Statement 11  Statement 12  

Total Out of 35

WHEN YOU LISTEN ACTIVELY, YOU NOT ONLY MAKE A CONSCIOUS EFFORT TO HEAR THE OTHER PERSON'S WORDS, BUT, MORE IMPORTANTLY, YOU TRY TO UNDERSTAND THEIR WHOLE MESSAGE.

Active Listening

TO DO THIS, LEARN HOW TO READ PEOPLE'S BODY LANGUAGE AND TONE, SO THAT YOU CAN IDENTIFY "HIDDEN" NONVERBAL MESSAGES.

Hidden Non-Verbal Messages

DON'T INTERRUPT PEOPLE, AND DON'T ALLOW YOURSELF TO BE DISTRACTED BY YOUR OWN THOUGHTS OR OPINIONS.

Don’t be Distracted

INSTEAD, FOCUS COMPLETELY ON WHAT THE OTHER PERSON IS SAYING

Remain attentive throughout

NOD OR SAY "OK" OCCASIONALLY TO ACKNOWLEDGE THAT YOU'RE LISTENING.

Yes, I’m Listening

IF YOU DON'T UNDERSTAND SOMETHING, WAIT FOR PEOPLE TO FINISH WHAT THEY'RE SAYING BEFORE YOU ASK FOR CLARIFICATION

Wait, be Patient, Clarify

YOU'LL NEED TO CONCENTRATE HARD TO STAY FOCUSED ON THE PERSON WHO'S SPEAKING, AND THIS CAN TAKE A LOT OF EFFORT.

Stay Focused

IF YOU ARGUE OR "PLAY DEVIL'S ADVOCATE" WHILE YOU LISTEN, YOU MAY DISCOURAGE THEM FROM OPENING UP TO YOU

Devil’s Advocate

TIP:IT CAN BE DIFFICULT NOT TO FORMULATE A RESPONSE WHILE THE OTHER PERSON IS TALKING

Wait, be Patient, Clarify

THIS IS BECAUSE WE TYPICALLY THINK MUCH FASTER THAN OTHER PEOPLE CAN SPEAK, SO OUR BRAINS ARE OFTEN "WHIRRING AWAY" WHILE THEY ARE TALKING

Thinking is faster than delivery

YOU'LL NEED TO CONCENTRATE HARD TO STAY FOCUSED ON THE PERSON WHO'S SPEAKING, AND THIS CAN TAKE A LOT OF EFFORT

Train yourself to concentrate

Empathic Listening(Questions 2, 4, 6, 13)

  Score

Statement 2  

Statement 4  

Statement 6  

Statement 13  

Total Out of 20

WHEN YOU DEMONSTRATE EMPATHY, YOU RECOGNIZE OTHER PEOPLE'S EMOTIONS, AND YOU DO WHAT YOU CAN TO UNDERSTAND THEIR PERSPECTIVES

Empathy

AS SUCH, IT REALLY HELPS YOU TAKE ACTIVE LISTENING TO THE NEXT LEVEL.

Active Listening

TO LISTEN EMPATHICALLY, PUT YOURSELF "IN OTHER PEOPLE'S SHOES," AND TRY TO SEE THINGS FROM THEIR POINT OF VIEW

In Other people’s Shoes

THEN, SUMMARIZE WHAT THEY SAY, IN YOUR OWN WORDS, TO SHOW THEM THAT YOU UNDERSTAND THEIR PERSPECTIVES

Show you’ve understood

ASK OPEN QUESTIONS TO HELP PEOPLE ARTICULATE THEMSELVES FULLY, AND AVOID USING LEADING QUESTIONS THAT "PUT WORDS IN PEOPLE'S MOUTHS.”

Open Questions

THIS GIVES THEM THE OPPORTUNITY TO ADD FURTHER DETAIL, AND TO TALK ABOUT THEIR FEELINGS

Show you’ve understood

IMPORTANTLY, DON'T FEAR MOMENTS OF SILENCE WHEN YOU LISTEN. INSTEAD, EMBRACE PAUSES AS A WAY TO GIVE PEOPLE TIME TO FINISH THEIR POINT, AND ALLOW THEM TO REFLECT ON WHAT THEY HAVE SAID

Moments of Silence

Key Points

When you have good listening skills, you not only "hear" what's being said, but you listen to the whole message as well. Because of this, you help others express themselves fully

Key Points

When you need to listen, make sure that you're prepared, and ensure that things in your environment will not distract you. And, do what you can to put people at ease.

Key Points

Next, use active listening techniques so that you give people your full attention, and so that you can understand the nonverbal elements of their message.

Key Points

Then, take your listening skills to the next level with empathic listening. When appropriate, embrace silence, and make an effort to see things from other people's perspectives

HOPE THAT YOU HAVE UNDERSTOOD HOW LISTENING WELL IS USEFUL IN MAKING COMMUNICATION EFFECTIVE.

Communicate Professionally

THANK YOU

babuappat@gmail.com