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