Communication Skills
– Students need more than just good grades and a degree
– Good Communication Skills are a top priority with companies in evaluating a job candidate.
Distractions
– Two people talking at each other at the same time
– One person talking to another person who is talking to a third person on the telephone
– One person talking to another person who is focusing on a task
– One person addressing a group in which a second person is chatting with a friend
What to do?
When someone is speaking to you…STOP what you are doing and work to clearly receive what the person wants to tell you
If you want to communicate with someone, ensure they are not distracted by a third party
Speak in terms of your own words Communication can involve
tension, anger, fear, or other emotions and can hamper your ability to speak clearly
NEVER blame someone else for a problem
To communicate effectively the sender should say “I’ instead of “you”
Examples:
“You did not lock the door!” may become, “I felt uneasy when I came into work this morning and found the door unlocked.”
“You always leave me out of the deal!” may become, “I felt disappointed and left out when I realized that the deal had gone though without my input.”
Verbal vs. Nonverbal
Verbally- expressing yourself by speaking words that others can hear
Nonverbally- sending messages by the way you use your body- the way you walk, sit, gesture, twist your facial features, or move your eyes
Ways to improve Verbal Communication (6-7)Think before you speakSay it ASAPOptimum listening conditionsSpeak clearlyBe preciseBe briefBe honestWatch your tone
Nonverbal Communication
Makes up 55% of a first impression– 35% is tone– 10% is words
– Example• “Hello, nice to meet you”
Answering Machine
Do not place a message on your machine that you do not want your “potential” boss to here
Get the job first
Examples:– 6-12
E-Mail Basic Skills
Practice basic Internet etiquetteCompose clear, concise, complete,
professional messagesUse e-mail to further job and
organizational functionsComply with the organization’s
policies and procedures about computer and e-mail use
Using e-mail has introduced some challengesIs evolving from its original freewheeling
style to a more businesslike professional style
Is a powerful communication tool but causes nightmares for some users
Basic e-mail conventions and policies are still emerging as e-mail use increases
Is a public conversation where image and etiquette are critical
E-mail is a unique form of communication
Generally reliable and usually arrives within seconds in the recipient’s mailbox
However, E-mail does not carry the gestures, body language, and visual cues of a face-to-face conversation
Beware:
Sometimes the writer is more blunt and direct
The reader may miss the point or miss-interpret, miss-conclude, or miss-understand the intended message
Advantages
Inexpensive, reliable, and convenientDocuments can be managedIs effective time management toolIs a collaboration toolHas many applicationsIs a good way to communication (most
of the time)Good way to share job leads and
communicate with your network
Disadvantage
Message may be misunderstoodA sensitive message meaning must
be negotiated face-to-face or voice-to-voice
E-mail written with the proper tone, otherwise it may be misunderstood or come across as sarcastic or harsh
Inappropriate use can cause legal or ethical concernsMessages that contain unethical
practices or trade secrets can make an organization or individual vulnerable to a lawsuit
Can create a uncomfortable or hostile work environment
E-mails are NEVER privateMessage containing copyrighted
materials without proper citation and/or permission could be violating copyright laws
E-mail should not be used when:The message is long, complicated,
or requires negotiationQuestions or information need
clarification and discussionInformation is confidential,
sensitive, requires security, or could be misinterpreted
The message is emotionally charged
Cont….
The message is sent to AVOID direct contact with a person, especially if the message is unpleasant
A response is required quicklyThe discussion involves several people
and their feed back is requiredThe information can be shared more
easily other ways (such as speaking to the person in the next office)
Irresponsible users have gotten themselves
or the organizations in some trouble Clogged databaseE-mail evidence seizedStolen secretsSexual harassment suitesSecret love affairsComputer viruses
Getting along with others just maybe more
important than your job skills.People are hired, promoted, and
fired based 80% on attitude and 20% on job skills
A company will overlook less developed job skills before human relations and kindness any day
Why build good relationships?
People who get along will work more quickly and efficiently
You can not choose your co-workers so learn to get along with everyone
Learn to evaluate yourself and others
Getting along with different people at work and at homeIf you can not get along with co-
workers then you will not be successful
This is where knowing about personality styles will be helpful for your professional and personal life
Review the 4 groups of people
People in charge (6-28)
Co-workers/fellow workers (6-30)
Customer and Clients (6-31)
Family and Friends (6-32)
Conflict Resolution
All relationships experience conflictConflict is a normal part of lifeIf you learn to resolve conflict with
relative speed and ease, you will benefit from the experience by retaining knowledge of solutions that you cause to make the relationship stronger and better in the future
Suggestions: (6-33)
Avoid aggressive behavior
Avoid passive behavior
Be assertive– This means you stick up for yourself
without being negative or nasty or over bearing
Group Relationships
Groups are an important part of your educational, personal, and working life
Be aware of the role of others and yourself
Keep the lines of communication openCommunication is the lifeline of a
company- and of the world
Everything happens because people communicate
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