Communicate Effectivelly With Others

Agenda
COMMUNICATE 1. Course Objectives

EFFECTIVELY WITH 2. Communication Skills
OTHERS 3. Verbal and Non-
Non-Verbal
Prepared By: Communications
Ashraf S. Youssef, Ph. D. 4. 80 ways to Improve
I. E. Manager
5. Communication Tools
S.M. ASQ, L.A. BSI, M. ELI, M. EMS
6. Communication Styles
January 5, 2009
I.E. : Your Source for Achieving Excellence I.E. : Your Source for Achieving Excellence
2
Objectives
• Able to define and Understand the

interpersonal communication skills.
• Abel to know and explain the
communicating principles.
• Improve your interpersonal
communication skills?
• Communicate effectively
• Known your communication style.
3 4
What are Interpersonal

Communication Skills? Communication Skills
• Listening skills to understand

• Interpersonal communication • Being able to organise conversation
• Understand cultural differences
skills are the tools we use to let • Keeping a conversation going
others know • Understanding non-verbal messages:
Eyes
what we think, feel, need and Touch
want? Tone of voice
And how we let others know that Body language
we understand what they think, • Using non-verbal messages to
communicate
feel, need and want. • Asking effective questions
• Report at work
5 6
1
Benefits of improving interpersonal
communication skills What is communicating?
How does one talk so that

• Able to communicate with others in their another person listens
preferred style of communicating. and understands?
• Understand different strategies for How does one listen?
listen?,
communicating in different types of And how does one
situations. know if he has been
heard and understood?
7 8
What is communicating? Communicating Principles
9 10
Communicating Principles Non-Verbal Communication
11 12
2
Non-Verbal Communication Non-Verbal Communication
13 14
15 16
17 18
3
Could we improve just using body language and
tone?
Often cited research* indicates that only 7% of the message we

receive while communicating with others comes from the
words that are used. Seven percent! That means that 93% of the
message comes from body language (55%) and tone (38%).
80 Ways to Improve Your
• If our words are presenting the same message as our body Communication Skills
language and our tone, our message will more likely be
believed. If there is conflict between our words, body language
and tone, our words will be discounted.
19
Speaking Speaking
Pause
Know what you want to say
Speak more slowly
Control Fear
Eliminate Audible Pauses
Stop Talking and Listen
Express Clearly
Think before you talk
Practice Pronouncing Words
Believe in your message Properly
Repeat Major Points Exercise Tongue, Jaws and Lips
Define Acronyms M k E
Make Eye C t t
Contact
Reduce Jargon Gesture
Use Humor Speak faster and slowly
Anecdotes and Stories Vary Your Volume
Ask for feedback Watch your tone
Increase your vocabulary Record your voice
Use mind mapping
21 22
Listening Writing
Prepare to Listen Write a Purpose Statement

Outline
Focus on the Speaker Get to the Point
Screen Out Distractions Explain Abstract words
U
Use AbAbsolutes
l t and dG
Generalities
liti
Concentrate on the Message carefully
Listen to Tapes while you commute Use gender neutral language
Cite Source of Statistical Data
Accept Accents
Illustrate with personal examples
Express Emotion
23 24
4
Writing Reading
Keep it simple, stupid (KISS)

Method Read, read, and read
Be Concise
Consult Experts
Keep up with Current Events
Keep a Journal R
Read
dS Something
thi IInspirational
i ti l
Take notes Use the Internet
Write personal Notes
Write Effective business letters
Use Short Sentences
25 26
Non-Verbal Attitude
Presence Intend to Improve

Give Nonverbal signal Visualize
Check Your Posture Be flexible
Dress Appropriately Be friendly
Smile Commit to Being Truthful
Touch Empathize
Shake Hands Properly Don’t take yourself too seriously
27 28
Attitude General Tips
Eliminate Negative Feelings

Be receptive to New Ideas Laugh
Take Responsibility Use Good Manners
Respect the Other Person’s Point of Recognize Manipulative Behavior
View Recognize Condescending Manners
Recognize the Impact of Stress on Avoid Words that Hurt
Communication Change Abrasive Behavior
Check you attitude Handle Disagreements with Tact
29 30
5
Email
Be concise and to the point

Answer all questions and pre-empt further
questions
Use correct grammar, spelling and punctuation
Make it personal
Communication Tools R
Respond d quickly
i kl
Do not attach unnecessary files
Use proper structure and layout
Do not overuse high priority option
Do not write in CAPITALS
Do not leave out the original messages
Read the email before you send it
32
Email Telephone
Do not overuse Reply to All·

Take care with abbreviations Be prepared, know what you want to
Use a meaningful subject achieve, have a pen and paper at hand.
Use active instead of passive Speak clearly.
Avoid using URGENT and IMPORTANT Do not speak
p too fast or too slow.
A id llong sentences
Avoid Smile – people can ‘hear’ you smile.
Keep your language gender neutral Use your first and last names to introduce
Use cc: field sparingly yourself.
Use face-to-face communication whenever Be confident and positive, genuinely
possible instead of e-mail. interested and enthusiastic.
Think first before you write an email!
33 34
Meetings Meetings
Assure accurate recording of meeting’s

Set clear objectives·
minutes/notes.
Assure the meeting is chaired. Take a break for meetings extending 1,5 hours.
Arrange the location in advance and inform all the
Having an efficient meeting is teamwork.
participants.
Ask questions, there is nothing foolish about it.
Ensure that appropriate supporting information is Make sure the meeting has appropriate opening
circulated in time to be useful.
and closing.
Make sure you are not disturbed (no cell phones). Always end meetings on time and attempt to
Be on time.
end on a positive note.
Be prepared.
At the end of the meeting summarize the
Stay focused. outcomes, review actions and assignments,
Assure participation of all participants, avoid
Assure the minutes of the meeting are
dominance. distributed to all the attendants not later than in
the two following days.
35 36
6
The Relater
Considerate and sympathetic. They are focused

on people and interpersonal relationships.
Wonderful team players, since they are
cooperative and easy to work with.
Great listeners and are always willing to help
others. However, their desire to keep everyone
Communication Styles happy may sometimes interfere with getting the
job done.
Dislike conflict, and will try to mollify the people
involved and smooth over the issues.
Change can upset relationships as well as work
routine, and can become upset by this, and so
need awhile to adjust to change.
38
How to communicate with a Relater The Socializer
Expressive and spirited.

Spend the time needed to establish rapport. Value relationships, acceptance, and personal prestige.
Feel free to share personal experiences or Animated and expressive.
common interests. Often speak quickly, use gestures, and may get easily
sidetracked onto another story altogether.
Avoid being aggressive or pushy. Great motivators because of their enthusiasm.
When discussing issues, focus on how the Usually focus on the bigger picture
picture, and may sometimes
changes may affect the interrelationships neglect the details or the order of things.
among the staff. Easily bored by routine, and work best in a group setting.
If you are the boss, Often make decisions based on intuition.
Don’t afraid of conflict, and enjoy spirited discussions that
Make sure that the Relaters on your staff are involve a difference of opinion.
not overburdened or distracted by other Love change and challenges.
people's problems.
39 40
How to communicate with a Socializer The Thinker
Be willing to keep up with their breakneck Technical and systematic.

conversational pace. Value logic, thoroughness, and precision.
Be patient with digressions. Tend to focus on facts and technical details while
communicating.
Focus on concepts and trends. Have a methodical way of approaching problems
what they might mean for the future. and tasks.
If you
you're
re the boss,
boss Work well independently
independently.
give them on your team tasks that Detail-oriented, accurate.
Always have the best PowerPoint presentations.
require innovation,
They may sometimes become overwhelmed by the
Invite them to all the office parties. details and lose track of the big picture.
keep a closer eye on when you Uncomfortable with conflict.
assigned independent or repetitive Feel that facts should take precedence over emotion.
work to them. Need time to adjust to change.
41 42
7
How to communicate with a Thinker The Directors
Present your ideas in a logical fashion, Are bold and direct.

Back them up with lots of facts and proof. Focus on the big picture.
Tend to be competitive, aggressive, and ambitious.
Try not to rush a Thinker during a Get right to the point.
conversation or in her/his work. Generally use as few words as possible.
Cope with change. May come across as forceful and intimidating to others.
Focus on the reasons that made it Concerned with achieving tasks and goals.
necessary, and the individual steps needed Often forget about the needs of the people carrying out the work.
Like to be involved in several projects at once.
to achieve it. Are not detail-oriented.
If you're the boss, Can under-estimate how long it would take to accomplish a task.
Encourage them on your staff to share Unafraid of conflict.
their ideas, since they tend to be quiet. May seem overly stubborn in defending their ideas.
Reserved during group sessions. Thrive on change.
43 44
How to communicate with a Director Wrap Up
Get to the point right away.

Communicate your ideas quickly and clearly. • What is communication skills?
Show how your ideas are compatible with their goals.
If you're the boss,
• Principles of communicating.
Ensure that the Director
Director'ss curt and • 80 ways to improve
improve.
straightforward style of communicating isn't
causing conflict with the rest of the staff. • Communication tools.
If you are the boss and a Director, • Communication styles
remember to pay attention to the feelings of
your staff, not just the end results they achieve.
45 46
Thanks for
your time and attention
I.E. : Your Source for Achieving Excellence

Communicate Effectivelly With Others

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Agenda

COMMUNICATE 1. Course Objectives

• Able to define and Understand the

What are Interpersonal

• Listening skills to understand

How does one talk so that

What is communicating? Communicating Principles

Communicating Principles Non-Verbal Communication

Non-Verbal Communication Non-Verbal Communication

Non-Verbal Communication Non-Verbal Communication

Often cited research* indicates that only 7% of the message we

Prepare to Listen  Write a Purpose Statement

 Keep it simple, stupid (KISS)

 Presence  Intend to Improve

Attitude General Tips

 Eliminate Negative Feelings

Be concise and to the point

Do not overuse Reply to All·

Assure accurate recording of meeting’s

Considerate and sympathetic. They are focused

How to communicate with a Relater The Socializer

Expressive and spirited.

How to communicate with a Socializer The Thinker

Be willing to keep up with their breakneck Technical and systematic.

Present your ideas in a logical fashion, Are bold and direct.

How to communicate with a Director Wrap Up

Get to the point right away.

I.E. : Your Source for Achieving Excellence

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Prepare to Listen Write a Purpose Statement

Keep it simple, stupid (KISS)

Presence Intend to Improve

Eliminate Negative Feelings

Be concise and to the point

Do not overuse Reply to All·

Assure accurate recording of meeting’s

Considerate and sympathetic. They are focused

Expressive and spirited.

Be willing to keep up with their breakneck Technical and systematic.

Present your ideas in a logical fashion, Are bold and direct.

Get to the point right away.