The Communication Process:
Checking Your Skills
In the field of business, much has been studied and written about regarding how people communicate with each other. Regardless of the career you choose for yourself, anyone needs to feel comfortable with their communication skills. Some of us are good writers. Some of us enjoy public speaking. Some of us aren't good at either. The good news is that like leadership, communication skills can be learned. All it takes is practice and persistence. In the end, fine tuning our communication skills can set us apart from the next person, including the competition if you are a business owner.
The communication process is a never ending cycle which involves a mixture of verbal, non-verbal, writing, speaking, and listening. Below are some charts that will help check to see if your skills in all areas of the communication process are up to par.
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Verbal Skills: 6 Tips to Check |
Regardless of if you are talking to one person or a stadium full of people, always speak at a comfortable pace - not too quickly nor too slowly. Make sure anyone can understand what you are saying. Speak at a good volume - not too loudly nor too softly. At all costs, avoid using slang and swear ("cuss") words without knowing all segments of your audience thoroughly. Always answer the phone in a professional manner by speaking slowly and clearly. Practice talking into a tape or digital recorder and play it back. How do you sound? |
Non-Verbal Skills: 10 Tips to Check |
Stand and sit straight, but comfortably. Make eye contact: don't wander and roam when someone is talking with you. Don't yawn when someone is talking to you. Respect people's "personal space." Experts advise keeping at least 18 inches between you and your listener. Don't fidget, rock from side to side, tap your feet, etc. It looks like you're bored. Look confident and be proud of your business or the task your doing around others. Know what signals your different facial expressions sent to someone. Reading a book on body language can give anyone invaluable insight on how we come across to other people. More often than not it always work like a charm: smile, smile, smile! Practice shaking hands; it should be firm - not like a wet rag nor like a vice grip. Practice talking into a mirror - do you look comfortable and professional? Also, videotaping yourself is another great way to check out your body language. You may be surprised about what you find. How we think we see ourselves and what others see can be different worlds. |
Writing Skills: 10 Tips to Check |
Is writing a letter to someone necessary or will a personal visit or phone call be better? When writing a business letter, follow the three "S" rule: short, simple, specific. Put the most important fact or action item in the first paragraph. Restate the action required in the last paragraph. Get a dictionary or use spell check on your computer - all the time. Become familiar with grammar rules. Read your document out loud - does it flow well and make sense? Have someone edit and proofread your documents. Sometimes, using spell check in a word processing program doesn't always catch all writing errors. Develop template letters and customize them for the situation. Having templates will save you time when your time is at a premium. Type all business correspondence and use standard business letter/memo formats. Handwritten notes are also appropriate for such things as "thank you notes" and other types of greeting cards when communicating to clients. Remember that handwritten notes should be sent only if your handwriting is neat and legible. Otherwise, you might want to type or have someone else with better penmanship handwrite these notes for you. |
Public Speaking Skills: 12 Tips to Check |
Think of at least three things you want to get across in your speech. Outline (with note cards) what you want to say to your audience. First, tell them what you'll tell them. Second, tell them. And third, tell them what you told them. Speak on topics you know about - you'll feel more confident. Keep what you are saying short and to the point. Experts suggest that most people's attention spans wane after 15 minutes. Take a few deep breaths before you speak to relax yourself. Practice in front of a mirror. Rehearse your speech for your trusted friends; ask for their objective feedback. Use a podium or table in the beginning - you won't feel as exposed. Make eye contact with the audience; don't stare at your notes. Volunteer to speak about your business to school groups - kids are a "safe" audience. Look confident! Non one knows more about your business than you! |
Listening Skills: 4 Tips to Check |
Don't interrupt someone talking to you. Let them finish their thought. Maintain interest and eye contact..don't wander and look bored. Summarize what you think you heard them say. Check that you understood their point. Ask questions if you need clarification. |