Communications Survival GuideCommunications Survival GuideDeveloping Leadership Presence Through Effective Communication

Developed by:

Robbie BaileyHuman Resources Manager John Deere – Greenville, TN

Lori McConnellDistrict ManagerARAMARK – Punta Gorda, FL

Judi MeinhaltCommunications ManagerCisco Systems – Raleigh, NC

Helena YarbroughSenior CounselBridgestone Firestone – Nashville, TN

WOMEN Unlimited, Inc. LEAD Program, January 2008, www.women-unlimited.com

ContentsContents

Why communication skills are importantWhy communication skills are important

Communication methodsCommunication methods

General communications principlesGeneral communications principles

Tips & TechniquesTips & Techniques– Written Communication / EmailWritten Communication / Email– Voice MailVoice Mail– Face-to-face meetingsFace-to-face meetings– Virtual meetingsVirtual meetings– Formal presentationsFormal presentations

Why Are Communication Why Are Communication Skills Important?Skills Important?

Every communication you send impacts Every communication you send impacts your your PersonalPersonal and and Company brandCompany brand

Communication skills are considered aCommunication skills are considered a core core competency competency for virtually every jobfor virtually every job

Even the Even the best ideasbest ideas will be overlooked if will be overlooked if they aren’t communicated effectivelythey aren’t communicated effectively

Business CommunicationBusiness CommunicationMethodsMethods

Written communicationsWritten communications– E-mail, Instant Message, Business documentsE-mail, Instant Message, Business documents

Verbal communicationsVerbal communications– Voice mail, Face-to-face meetings, Formal Voice mail, Face-to-face meetings, Formal

presentationspresentations

Virtual communicationsVirtual communications– Teleconferences, Video conferencesTeleconferences, Video conferences

Choosing a Communication Choosing a Communication MethodMethod

Choose your communication Choose your communication vehicle based on the:vehicle based on the:– Nature of the informationNature of the information

– Complexity of the messageComplexity of the message

– Potential for misunderstandingPotential for misunderstanding

– Importance of “tone” to the Importance of “tone” to the messagemessage

– Potential for an ongoing Potential for an ongoing conversationconversation

General CommunicationGeneral CommunicationPrinciples Principles

Know your Know your audienceaudience

State your State your purposepurpose at the start at the start

Be Be clear and conciseclear and concise, long=boring, long=boring

Be Be respectful and courteousrespectful and courteous

Include Include all stakeholdersall stakeholders

Close the loopClose the loop on group discussions on group discussions

Avoid excessive use of Avoid excessive use of acronymsacronyms and and jargonjargon

Written CommunicationWritten Communication

Business Documents / MemosBusiness Documents / Memos

– State your State your main pointmain point in the Subject line in the Subject line

– Outline Outline action items/deadlinesaction items/deadlines early early

– Call out key ideas with Call out key ideas with boldbold or or underlineunderline

– Be Be accurateaccurate and and objectiveobjective

– Refrain from using Refrain from using sarcasmsarcasm / / humorhumor

Email CommunicationEmail Communication

– Don’t “Reply All”Don’t “Reply All” unless absolutely necessary unless absolutely necessary

– Include a Include a signaturesignature line with contact information line with contact information

Voice MailVoice Mail

Organize your thoughtsOrganize your thoughts before picking up the before picking up the phonephone

RehearseRehearse before leaving your message before leaving your message

Always Always identify yourselfidentify yourself to the recipient to the recipient

State requests for actionState requests for action at the start of the at the start of the messagemessage

Keep your message Keep your message briefbrief

Repeat your phone number Repeat your phone number twicetwice

Face-to-face MeetingsFace-to-face Meetings

Remove distractionsRemove distractions, clear your , clear your workspaceworkspace

StayStay focusedfocused on the topic at hand on the topic at hand

Practice “Practice “active listeningactive listening””

Speak with Speak with confidenceconfidence

Maintain eye contactMaintain eye contact

Watch Watch body languagebody language

Virtual MeetingsVirtual Meetings

Remove distractionsRemove distractions from your workspace from your workspace

Review the Review the AgendaAgenda and call participants and call participants

Stay focused and engagedStay focused and engaged

Re-introduce yourselfRe-introduce yourself before speaking before speaking

Give Give everyoneeveryone an opportunity to contribute an opportunity to contribute

Place phone on “Place phone on “mutemute” when not speaking” when not speaking

Do not place the call on “hold”Do not place the call on “hold”

Formal PresentationFormal Presentation

Know your Know your subjectsubject matter matter Choose your Choose your attireattire carefully carefully Speak with Speak with confidence and confidence and

passionpassion Keep your Keep your eyes on your audienceeyes on your audience Engage the audienceEngage the audience by asking by asking

questionsquestions UseUse gesturesgestures to emphasize key to emphasize key

pointspoints Be yourselfBe yourself, relax and have fun, relax and have fun

PowerPoint DesignPowerPoint Design

Keep your slide design Keep your slide design simplesimple Don’t over-use animationsDon’t over-use animations Be carefulBe careful with “builds” with “builds” Write in Write in headlinesheadlines, not paragraphs, not paragraphs Use Use Spell CheckSpell Check

SummarySummary

State the purposeState the purpose Make your pointMake your point Keep it shortKeep it short Polish everythingPolish everything Be professionalBe professional