TIPS AND IMPORTANT NOTES IN EFFECTIVE COMMUNICATION (PART 1)

 

TIPS FOR EFFECTIVE COMMUNICATION

1.	Reduce noise	Keep messages clear, concise and to the point.
2.	Look above and below	Always tailor your communication style and content.
3.	Question your own role	Whether you are the right person to send the message.
4.	Get to know your audience	Collect all the information available about your audience.  Refer to the key characteristics as you prepare the speech or document.
5.	Make time for research	Spend 80% of your time for research and preparation, and only around 20% on practice and delivery.
6.	Choose the right chart	Be sure to select the type of chart that most clearly illustrates any comparisons you want to make and use color carefully to emphasize your point.
7.	Keep notes simple	Make sure the notes are quick and easy to use, able to give the information needed at a glance.
8.	Always edit	Put some time between writing and editing will help you be more objective.  Revise your writing with the intent to simplify, clarify, and trim excess words
9.	Make it perfect	Eliminate factual errors, typos, misspellings, bad grammar, and incorrect punctuations in writing.
10.	Be prompt	When you receive a business letter, always send an answer within three business days.  If not, drop the writer a note to let them know that you are working on their problem.
11.	Establish a response time	The rule of the thumb in business is to respond to emails by the end of the same day.  If it’s really urgent, use the telephone.
12.	Include a cover letter	As a courtesy, always include a cover letter to accompany the report, explaining what the report covers and why.  Where appropriate, include the report’s most important recommendations or findings.

 

INFOCUS FOR EFFECTIVE COMMUNICATION

1.	Gender traits	Refers to the social and psychological expectations, roles, and vies of men and women.
2.	The platinum rule	Do not do unto others as you would have them do unto you VS Do unto others as they want to be done unto This means treat others as they want to be treated, not how you think they should be treated.  Communicate with others in the manner they prefer.
3.	The right order	A poorly organized letter reads like a mystery story.  Your job is to make it easier for the reader by explaining each point with an overview, followed by details.  To avoid any confusions, always give: Directions before reasons Requests before justifications Answers before explanations Conclusions before details Solutions before problems Stat with the most important information and taper off to the least important.
4.	Form letters	It may be tempting to compile a ‘one-size-fits-all’ approach to writing.  A letter must answer all audiences’ questions.  Test market form letters by showing them to several people and ask for suggestions for improvement.

 

HIGHLIGHTS FOR EFFECTIVE COMMUNICATION

1.

Noise

Anything that interferes, at any stage, with the communication process.

 

IMPORTANT NOTES IN EFFECTIVE COMMUNICATION

1.	Overcoming barriers to communication	·         Consider culture o   Different background, education and experience o   Different expectations ·         Watch the language o   Different levels of meanings ·         Control feelings o   Be rational o   Accept other people may have strong feelings about a subject ·         Fight stereotyping o   Don’t assume same group members share the same character o   Treat each person as an individual ·         Banish prejudice o   Never make judgement before knowing the fact
2.	8 key steps preparing a successful presentation	1.      Compose a thesis statement 2.      Develop the main points 3.      Gather supporting materials 4.      Thing about the structure 5.      Prepare your outline 6.      Consider visuals 7.      Write the speech 8.      Prepare your notes
3.	Ways to keep your audience interested	1.      Make a connection ·         Breathe deeply, smile, think positively and speak ·         Humanize and personalize by sharing experinces, values, goals, and fears ·         Be one of them ·         Use humor where appropriate ·         Actively involve the audience ·         Focus on current events and issues known to the audience 2.      Help them understand ·         Blueprint the speech ·         Begin with the familiar ·         Talk process first then add in the details ·         Visualize and demonstrate your ideas ·         Use interims summaries and transitions ·         Give examples ·         Tell stories and dramatize your central theme
4.	Report sections	Title page Abstract Table of contents List of figures and tables Foreword (optional) Preface (optional) Executive summary Main text Conclusion Bibliography Appendices Glossary Index

Short notes from:

THE BOOK OF MANAGEMENT

The Ten Essential Skills For Achieving High Performance

Darling Kindersley Limited (DKL), Penguin Group (UK)