Workplace Communication Skills

Communication plays a very important role in an organization. A business enterprise has employees from different strata of society with different culture, language and backgrounds. Considering the diversity found in an organization, communication becomes a very important tool in the hands of the management to achieve the organizational goals. It is the single most important factor that helps in uniting the workforce and make them work towards the accomplishment of the objectives set by the management.

A company that does not place extra emphasis on clear and concise message is bound to suffer in the long term. It is the duty of the managers to convey their ideas, organizational goals, employee duties etc to the workforce. A perfect organizational culture is built upon an environment which promotes open and clear communication. Lack of effective and open communication can result into high employee turnover, low motivation and wastage of organizational resources.

Clear and open communication helps in increasing workplace productivity. If the employees are aware of their job responsibilities and duties, ways and protocol of doing work as well as the results which are expected of them then that automatically results into increased productivity. Workplace communication skills help in better deliverance of work.

Talking about some of the recommended workplace communications skills, language and clarity takes the top slot. If the language used in workplace communication is crisp and clear, everyone will be able to understand what is expected of them. Poor language breeds disrespect and misunderstanding. It is important for managers to realize that communication cycle only gets completed when the other person has understood the message loud and clear. It helps to speak in a slow and clear manner.

Courteousness is a vital part of workplace communication skills. One should always be courteous while conveying the message. It not only looks professional but also helps in fostering a feeling of mutual respect. Loud-talking is a complete no-no at the workplace. It doesnt help in driving home the point. Instead, loud-talkers are quite disturbing. One should always maintain a low speaking volume. Workplace communication should always be precise. Keep the communication short.

Finally, one needs to use formal and cordial method of communication at workplace. It helps in creating positive influence in the workplace.

Developing Team Communication Skills

There are many crucial factors that play a major role in deciding the fate of the organizational objectives but very few of them are as important in nature as effective team communication skills. The successful achievement of desired corporate goals is very much determined by quality of team communication skills. People with good communication skills always hold an edge over others in terms of confidence, execution and performance.

Imagine a situation where all the team members are sufficiently equipped with effective communication skills. Well, the result could be too tempting to imagine. But it is definitely not a difficult task to develop team communication skills. This single factor can greatly affect the performance of a team which in turn affects goals set by the management.

The thing is, most of the organizations have different teams working on different projects. The team comprises of members with different skills. But at the same time, the team members come from diverse backgrounds, language and culture. This can create problems within the team and the work. This is where team communication skills come into the picture.

Communication factor can help team members in building relationships based on mutual understanding, trust and confidence. To develop effective team communication skills, management need to introduce some basic manners, professional etiquettes and a common communication platform.

The first step towards developing team communication skills begins with according respect to all the fellow members of the team. All the members need to be perfectly clear of their mutual goals and objectives. There should not be any misunderstanding on this issue. Regular team meetings are a great way of fostering team communication. It helps in clearing doubts and queries of every team member. The role and responsibility of every team member should be clearly defined so that confusion and misunderstanding can be avoided.

All the team members should be given equal rights to express their opinion and ask questions. Ignoring these questions can De-motivate the employees. All the members should try to be a good listener which is a fundamental condition in developing effective team communication skills. Speaking in a clear and concise manner helps in developing better understanding. Feedback and acknowledgments are essential parts of effective team communication.

All the members should strive to follow the professional etiquettes while writing emails, greeting over telephones, leaving voicemails and sending instant messages. Finally, one should maintain a friendly attitude towards other members and deal with tense situations with a calm mind. All these suggestions will go a long way in developing effective team communication.

The Art of Communication

Communication is an integral part of human existence. As humans have kept evolving, so has the way we communicate with each other. From sign language to modern day emails, faxes, phone calls, the growth is surely impressive. It is the basic nature of the humans to communicate with one another in different forms.

But did you ever wonder, if it is such an innate part of our existence, why so many of us are not exactly communication proficient? That is more like a mystery but blame it on a chain of broken communication we often deal with. Not everyone possesses the art of communication. Art, did you mention? Yes, communication is definitely an art that needs to be mastered if we harbor any hope of achieving success in life.

No matter, which aspect of your life you think of, professional or personal, communication is a key factor everywhere. Right from making sales pitch to dealing with an intimate relationship, we need to have the art of communication to overcome the odds. Communication is like a magical word that provides solution to many problems. The art of communication involves clarity, effectiveness and poise that will only come with serious practice.

No matter what is the situation, we need to be articulate. One should be aware of right type of language and words, tone, and even speed to use for the given situation. And mind it, its not just the words that constitutes the art of communication. Even your body language, non-verbal communication, facial expressions, position of your hands etc play a vital role in determining the outcome of the situations.

The art of communication is all about speaking, listening and understanding at the right time, with the right people and in the right manner. One needs to gauge the situation and speak accordingly. Communication is not a one-way process. It is also about listening and understanding what the other person has to say.

The art of communication is build upon the blocks of practice and willingness. It is life-changer and can solve many problems. Great communication skills come very handy in professional arena. It can catapult one to great heights. All it demands is desire to learn and excel and once you provide that, you can claim to possess the wonderful art of communication.

Business Communication Skills

To become a truly successful professional, one needs to master business communication skills. The element of communication plays a vital part in an organizational set-up. People working in an organization know how crucial a role business communication skills play in a business enterprise.

Effective leadership thrives on developing excellent communication skills.People at senior positions in the organizational hierarchy need to share knowledge and ideas to transmit a sense of urgency and enthusiasm to the staffs. A message cannot be conveyed effectively without possessing communication skills.

Employees need to communicate with each other in an efficient manner and that can only be achieved with the help of business communication skills. Talking about the elements of business communication, it is usually of two types; internal and external. As the name suggests, internal business communication takes place between two or more entities in the company whereas external communication is all about transfer of information and knowledge between the company employees and outside entities. A business enterprise needs to have a fine combination of both types of communication if it intends to run the operations smoothly.

Business communication skills and corporate training have several constituents including public speaking, negotiation skills, telephone skills, email and report writing skills, follow up skills and not to forget absolutely critical element of body language.

We all know the importance of public speaking. It is an art that plays a major role in one’s professional life. Mastering the skills of public speaking is very essential for people who wish to climb up the corporate ladder. Most of the top level executives are required to present the information in a structured manner in front of several people and that definitely demands practice and confidence. It is one of the most important constituent of business communication.

Negotiation skills need to be in the repertoire of a professional working in the marketing and communication process of the company. Negotiation techniques are an important part of a company’s strategy and people having these skills are highly respected. Moving further, telephone communication is must-have skill for those working in the customer service centers. Professionals possessing this skill are able to convey their message clearly and effectively.

Emails have become the most common form of communication in almost all the organizations. Employees are expected to possess email and report writing skills. Follow up skills is all about making sure that the receiver has got the message in the same way as intended by the sender. This makes the communication cycle complete.

Last but not the least; appropriate body language is a very critical part of business communication. Right body language depicts confidence and clarity, so very necessary in a professional environment. Other important aspects of business communication skills are language tone and listening skills.

Communication Skills and Leadership

What is common between Mahatma Gandhi, Abraham Lincoln, Martin Luther King and Nelson Mandela? One, they all were great leaders and second, they all had amazing ability to communicate. Their leadership was not just conditional to their ability to speak but also to understand and listen to what others had to say.

It simply means that communication skills are an essential element of leadership and one cannot become an effective leader without possessing the virtue of communication. The ability to make a connection is central to a leader’s success and that can only be achieved with the help of proper communication skills.

It is believed that communication is the most important leadership skill. If we look closely at it, we find most of the leaders spend maximum time of their lives communicating with clients, people, staff, investors, the media and other ones. Even in the corporate world, people like Jack Welch, Steve Jobs, Bill Clinton and Sunil Mittal etc are believed to possess great communication skills.

Great communicators are made and not born. It will be a fallacy to assume that leaders are born with ability to communicate. For instance, Mahatma Gandhi was a very shy child but when the time called upon him, he proved himself to be a master communicator.

So what are the common communication traits possessed by the leaders? Some of the important ones are; ability to connect with their audience, having leadership charisma, mastering the art of using non-verbal communication and of course, good public speaking skills.

All the great leaders essentially have these skills that earn them millions of followers. Its not that leaders start their public speaking journey with bang but it is simply the ability to rise to the occasion as and when the moment arrives. Great leaders work on their shortcomings and try their best to master verbal and non-verbal communication skills.

True leaders are always able to connect with the masses. The term connection here signifies providing the other person a feeling of his own self-importance. A leader who is able to connect with people on an emotional level while communicating is bound to have the greatest impact on his audiences. Among the other aspects of communication skills possessed by great leaders, effective use of body language, listening skills, openness, smiles and eye contact etc are the major ones.

Effective Communication Tips

Communication is a vital part of an individuals life. In fact, communication is one of the distinctive attributes of human kinds. If there is one factor that separates us from animals then it must be our ability to communicate. The story of human evolution is all about developing skills of language and communication.Communication techniques have kept assuming new forms during the course of our journey from ancient ages to 21st century. Life just cannot function without element of communication. Effective communication skills help us in living a better and richer life.

Many people assume that communication is all about words but that is a misleading notion. Communication skills also include facial expressions, body language, non-verbal communication and oration skills. Surprisingly, words just constitute 7% of the effective communication whereas rest of the 93% is contributed by other constituents mentioned above.

To master the art of effective communication, one needs to be a listener first. Listening is an art which most often than not is ignored by people. Listening is an integral part of communication in every sphere of life, be it professional interactions or personal relationships.

One should pay attention to what the other party has to say then only the communication cycle can be completed. Listening is very much different from hearing which demands taking a genuine interest in views expressed by others. It is highly impolite to interrupt the other person while he/she is expressing his opinions. It is important to let the other party speak.

One of the most effective communication tips is to let the others speak first and not clamor for making your points first. One always gets a chance to speak so it is better to wait for others to say whatever they want to and then indulge in a healthy discussion. It also helps in establishing an atmosphere of trust and confidence. Try to keep this point in mind in business as well as personal communication so that communication turns onto the right track.

Effective communication requires both parties to express their opinions in a candid manner and then come out with a conclusion. No matter, whether you agree or disagree with others viewpoint but it is important to express your disagreements on a somber note. Effective communication tips help everyone in living a stress-free life. It not only strengthens relationships but also brings positive changes in one

Importance of Effective Communication in Business

Companies are functioning in a brutally competitive business world. One minor mistake and it can cost companies millions of dollars and loss of loyal customer base. Organizations can do nothing to ward off the challengers. However, what they can do is to build up the communications skills of employees which play a significant role in retaining customer base, offer better service and make the customers visit them again and again.

The fact is, customers have become very choosy on the subject of products and services. There is not much different between the quality of products and services offered by the companies in same category. But they can definitely differentiate themselves on the basis of better customer service and effective communication. Communication works on two different levels of internal and external in an organization and both play an equally important part in deciding the future of the company.

What we need to remember here is that, a company is made up of people and to bind these people together in an organizational set-up, communication is a must. Right from business development to personal selling or marketing, communication plays a vital role in almost all the spheres of the business. Internal communication is crucial for managers to effectively convey the role and responsibilities to the employees and what is expected of them.

The message must be understood clearly and then only workforce can function in a defined way. Internal communication is the key to increased employee productivity, high motivation levels and a feeling of mutual understanding within the company. Lack of effective communication can trigger a collapse for any organization.

If a business entity has to thrive in the market arena, it has to have a system of effective communication. This single most factor can provide an edge to the organization and makes it flexible to respond to the changes in the market without disruption of operations. Company that understands importance of communication also saves itself from wasted time, resources and man power.

Presence of effective communication system leads to productivity and helps in avoiding unnecessary delays in operations or implementation of a policy or transactions. Effective communication leads to a good style of management and that certainly augurs well for the future of the business organization.

Soft Skills

The driving force behind every company is its employees. It is for this reason that almost every company is taking steps towards helping their staff to perform better. They realize that better performance is not just a matter of timely upgraded technical and domain-related knowledge, but also the other aspects that are overlooked, such as soft skills. According to Human Resource heads of various leading enterprises, regular training in soft skills, helps the company as a whole, as the result of such a training is to motivate the staff members.

In fact, soft skills training is at the very base of self management. Every employee has to be a qualified self-manager. There is no MBA college or such degree or diploma providing training institute that dwells into churning out self-managers. One has to learn self management through their years working – professionally for a company, or running their own venture.

Thus, in a nut shell, the soft skills, are the essential skills required to make an individual and adept self-manager. Someone who can manage the self, and other selves in order to be able to perform above expectations, or at least at par; but definitely not below.

The following are the varied soft skill training modules that are offered, in general by trainers…

  • Courtesy
  • Honesty and reliability; Personal integrity
  • Verbal Communication Skills
  • Flexibility – Adaptability
  • Team skills – Cooperation; Ability to follow regulations; Willingness to be accountable; Ability to relate to coworkers in a close environment
  • Non verbal communication
  • Leadership skills – Self-directed, ability to direct and guide others, Self-supervising; Ability to relate to coworkers in a close environment;
  • Positive attitude; Positive work ethic
  • Written Communication Skills – Basic spelling and grammar; Reading and comprehension
  • Personal hygiene and energy
  • Interpersonal skills – Communication skills with public, fellow employees, supervisors, and customers
  • Motivation – Willingness to learn; Caring about seeing the company succeed; Understanding what the world is all about; Commitment to continued training and learning;
  • Critical thinking skills
  • Grooming – good personal appearance

Spoken English

In order to be able to learn any language whether spoken or written, one needs at least 60 hours to 72 hours teaching-learning time. This is the principle followed by every language trainer. Where spoken English is concerned, one needs to undergo an entire language learning course. This course is designed in such a way that one understands the essentials of grammar, sentence construction and vocabulary.

Some trainers go a step ahead and add modules for accent neutralization, so that the student can speak English without the mother tongue effect. This is important, as people in India have strong mother tongue effect where their accent is concerned, because of which it becomes all the more difficult to understand them when they speak basic, survival English.

Another additional module is that of written English. However, written English is taught in detail in advanced English language classes. In the basic class the student is taught basic written English, which will help them correspond basic written communication messages.

Given here is a typical spoken English training program:

Grammar:

  • Parts of Speech
  • Noun
  • Pronoun
  • Adjectives
  • Verbs
  • Adverbs
  • Conjunctions
  • Prepositions
  • Interjection
  • Articles
  • Tenses
  • Verb-Tense Consistency
  • Sentence Structure
  • Punctuation

Vocabulary:

  • Basic English Keywords
  • Vocabulary Builder
  • Abbreviations
  • Practical Vocabulary
  • Weather Vocabulary
  • Numbers
  • Time
  • The World
  • Phrasal Verb Vocabulary

Pronunciation:

  • Commonly Mispronounced Words
  • Sentence Stress
  • Pause Management

Conversation Skill:

  • Conversation as communication
  • Assertive/Aggressive/Submissive Communication
  • Non-verbal Communication Skill

Call Center Training

The newest industry that seems to have provided employment to a large number of youth in the various cities is the call center industry, better known as the BPO industry. In fact, across the various levels, a company requires at least five thousand staff. This will would the be the smallest scale call center. The numbers increase with the largeness of the parents company. Today, there are call centers spread across the various cities of the country, with the promise of more companies coming to Indian shores.

One of the basic requirements for a call executive is effective communication skills, more so in the area of attending calls. Thus, while employing executives each company puts their new incumbents through rigorous training in the process, as well as in a subject known as voice and accent.

Some call centers demand specific accent training such as British, Australian or then American. Along with training the executives in these specific accents – speaking and understanding, they are also taught the cultures of these nations, so that they are more sensitive to the international locals while making or receiving calls.

Typically call center training comprises of voice and accent training, team building activities, and other culture specific knowledge provision. Thus, when designing a training program for a call center, the trainer puts together program consisting of the following modules:

Broad-based the three primary modules are:

I. Accent Comprehension
II. Soft Skills
III. Culture specific knowledge

Accent comprehension consists of the followings sub-modules:
Phonetics:

  • Vowel sounds
  • Tense vowel sounds
  • Lax vowel sounds
  • Vowel shifts
  • Consonant sounds
  • Word list
  • Pronunciations
  • Intonation
  • Inflection
  • Syllable stress

Soft Skills consists of the following sub-modules:

  • Customer Service
  • Call opening
  • Mind you P’s and Q’s
  • Call closing
  • Hold and transfer procedure
  • Question tags
  • Why questions
  • Use of open ended questions
  • Use of closed questions
  • Listening Skills
  • Paraphrasing
  • Empathy

Culture:

  • History
  • Geography
  • Food and entertainment
  • Values and beliefs
  • Sports and adventure
  • States (cities) and capitals
  • Names – males and females
  • Phrases and idioms; jargons