IMPORTANCE OF COMMUNICATION SKILLS

Presented by

Md. Shibli Shahriar Assistant Professor, DIU

TWO BROAD PROFESSIONS

[1] ENTREPRENEURS [2] SERVICEHOLDERS

TO SUCCEED IN THESE PROFESSIONS, WHICH SKILL IS THE MOST IMPORTANT ONE?

ITS COMMUNICATION SKILLS!!

COMMUNICATION SKILLS
Reading

Writing

Speaking Listening Non Verbal Communication

WHAT DO WE DO IN OUR OFFICES?

Read letters, reports Listen to boss face-to-face Writing memos, emails Speaking on the phone Participate in meetings

BACK TO THE BASICS!

Asia Basic Able Data Name Table

ENGLISH CAN BE INTERESTING!!!

No universally Express first, accepted version impress later! Be natural; dont Grammar is pretend important whether in Adapt to different spoken or written circumstances

NONVERBAL COMMUNICATION
Gesture Eye contact Space Posture Touch Time

WRITING

THE IMPORTANCE OF COMMUNICATION SKILLS

Top executives from worlds top 500 companies rate communications skills as the most important quality for business leaders.
--Business Section New York Times

THE IMPORTANCE OF COMMUNICATION SKILLS

There may be no single thing more important in our efforts to achieve meaningful work and fulfilling relationships than to learn and practice the art of communication.
--Max De Pree, Author
The Art of Leadership

OVERVIEW
Need for effect
Conversation style, rubber stamps, old language

You-viewpoint
Positive language

Courtesy
Emphasis Flow, transitional devices

NEED FOR ADAPTATION (FITTING THE MESSAGE TO YOUR READERS)

HOW TO DO IT
Visualize your readers
how they think what they know their education level etc.

Then write for them

HOW TO ADAPT TO MULTIPLE READERS

WRITE FOR THE BOTTOM LEVEL

Usually this means simplifying the message Thus the following suggestions stress simplification

PREFER THE SHORT, FAMILIAR WORD TO THE LONG, UNFAMILIAR WORD

Long, Unfamiliar Words Short, Familiar Words

Abbreviate Accomplish

Shorten
Do About Find out Begin Much Decide Harmful

Approximately
Ascertain Commence

Considerable Determine Detrimental

CREATE THE RIGHT EFFECT BY

ACCENTING POSITIVE LANGUAGE

Negative:
Your misunderstanding of your policy prompts your accusation that we are at fault.

Positive:
Section 3 of your policy makes us responsible only when we service the equipment.

COMMON NEGATIVE WORDS

Afraid Allege Beware Careless Decline Disappoint

Excuse Apology Blame Complaint Difficult Fault

USE INITIALS AND ACRONYMS WITH CAUTION

WHAT DO THESE LETTERS MEAN?

VCR FDA CD IPO RV NATO IRS

Video cassette recorder Food and Drug Administration Certificate of Deposit/Compact Disc Initial Public Offering Recreational Vehicle North Atlantic Treaty Organization Internal Revenue Service

CONSIDER THE STRENGTH AND VIGOR OF WORDS

Weaker
additional compensation great loss complete failure untruth put an end to upraise

Stronger
Bonus Disaster fiasco lie Destroy

boost

PREFER THE ACTIVE TO THE PASSIVE

Passive
It is believed that the bill was approved. Your report was read by the president. The profit and loss statement is prepared by the treasurer each month.

Active
I believe they approved the bill. The president read your report. The treasurer prepares the profit and loss statement each month.

PREFER THE ACTIVE TO THE PASSIVE

Passive
It is suggested that you clean the element in warm, soapy water. It is desired that every effort be made to have this matter brought to the attention of the manager.

Active
We suggest that you clean the element in warm, soapy water.
Mr. Murad wants you to bring this matter to the attention of the manager.

SUGGESTIONS FOR NONDISCRIMINATORY WRITING

AVOID SEXIST PRONOUNS BY

rewording to eliminate the offending word, making the reference plural, and
substituting a neutral expression (he or she, he/she, s/he, you, one, person).`

REWORD TO ELIMINATE THE OFFENDING WORD

Sexist Nonsexist

We will reimburse any employee who paid his travel expenses. If a customer pays promptly, he is placed on our preferred list. A physician should treat his patients with respect.

We will reimburse any employee for travel expenses paid. A customer who pays promptly is placed on our preferred list. A physician should treat patients with respect.

PREFER STRONG VERBS TO VERBS CAMOUFLAGED AS NOUNS

Camouflaged Verb Strong Verb

. . . make a classification . . . . . . make a computation . . . . . . conduct an exploration . . . . . . provide information . . . . . . engage in negotiation . . . . . . make an observation . . . . . . provide representation . . .

. . . classify . . . . . . compute . . . . . . explore . . . . . . inform . . . . . . negotiate . . . . . . observe . . . . . . represent . . .

SPEAKING

ELEMENTS OF GOOD TALKING

Voice Quality
Talking Style Word Choice and Vocabulary Central Role of Adaptation

VOICE QUALITY

It is pitch and resonance of vocal sounds Not all voices are good How to improve yours:
You know good voice quality. Listen to yourself. Do what you can to improve.

LISTENING

TO IMPROVE YOUR LISTENING

You must first want to improve.

Then work to pay attention. Work on the accuracy of your filtering think. Work to remember concentrate.

Thank you