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Communication Skill

Communication Skill

Communication skills are one of the most important attributes to develop in the leadership and management team.

Poor communication, misunderstandings and unnecessary conflicts can cost you dearly; Not only as a bad subjective feeling, but also as a tangible drop in productive output.

A question for you:

In your organisation, how much time, money and effort are lost to the negative effects of:
Poor communication
Misunderstandings
Unnecessary or poorly handled conflicts?

"TOO much time is wasted"

Let us therefore learn, memorise and apply SIX principles of effective communication

  • Two principles for transmitting a clear message
  • Two principles for receiving a message: better listening and understanding
  • Two principles for avoiding unnecessary conflict

Let us start with:

Two principles for transmitting a clear message:

  1. Define your terms.
  2. Give the purpose or the reason that stands behind what you have said.

Define your terms

All the really important things that concern your organisation have many aspects and many possible definitions:

Examples:

  • The term "efficiency" has many aspects and many possible definitions.
  • The term "fairness" has many aspects and possible definitions.
  • The term "effective leadership" has many possible definitions.
  • The term "management skills" is the same.
  • So too, the term "work ethos".

Therefore, it is important for you to have in mind exactly what you mean, when you write or utter this category of word.
When you say or write anything, then the other person has the legitimate right to ask you:
"By "BLANK, what do you mean, specifically?"

Communication Skills Training

Communication Skills Training

Do you ever think to yourself, "I know what I mean, but I can't explain it"? You need to be able communicate facts, feelings, information and ideas, in a clear, professional and confident manner. If you want to learn more about our communication skills training, please click here.

If you ARE able to provide a definition then you are in business as a communicator:

But if you cannot provide a reasonable definition, then you fail as a communicator.
Before the meeting, take the time to define the meaning of your most important ideas.
(As opposed to after the meeting, thinking about what you should have said).
Give the purpose or the reason that stands behind what you have said
Make sure that, for everything that you claim is a good idea, you have some way of justifying it to an intelligent but skeptical listener.

Always be ready to answer one fundamental question:

"How do you know that what you say is true, IS actually true?"

If you cannot justify your statement, then it becomes merely an arbitrary claim and loses weight in the mind of an intelligent listener; your credibility goes down.
If you are able to give a reasonable justification by making reference to:

An observable fact or
A logical theory

Then your statements are strengthened and your credibility goes up!

Two principles for receiving a message: better listening, understanding and remembering

Focus your mind
Listening is an active process.
It should not be a passive one.

Question:

How many times does your mind drift off when you are in a meeting?
How many times does your mind drift off when you are in a lecture?
How many times does your mind drift off when you are reading?
Answer: too many times!

Focus your mind.

Keep it engaged.

Good advice: but how?
Answer; Do the following..................

Actively strive to mentally visualize an image: PICTURE in your mind's eye what you are listening to, or reading.

We think in pictures.

Vision is our primary sense.
Most people are better at remembering faces than they are at remembering names.
Unless you can "see" the information as a picture in your mind's eye, then you probably won't fully understand it.
Unless you understand it NOW, then you won't be able to remember it later.

  • Actively strive to visualize and picture the information.
  • Actively strive to visualize and picture the scene.
  • Actively strive to visualize the events you are being told about.

This one single intellectual act will aid your listening, comprehension and memory skills simultaneously.

Next: Two principles for avoiding unnecessary conflict

Don't argue unless you have to!
Arguments can be costly.
Too costly.
And some people (too many people) argue for entertainment value!
How sad.

Don't argue for entertainment value!

Remember that you don't have to correct every verbal error that you hear!
If he says "I don't speak very good English."

Don't feel compelled to correct him in front of his friends by saying:

"You mean: "you don't speak English very well"

If he says "I am going on holiday to Sydney the capital city of Australia"
Don't feel compelled to correct her and say "it's Canberra."
Let most things pass.

You cannot afford too many arguments.

So, save your arguments for the things that DO count.
(Don't waste them on things that don't count).

Save them up and use them judiciously.
Don't argue for entertainment value.
If you do have to argue then do so intelligently
Use the rules already listed above:

i.e.
Define your terms
Give the purpose or the reason that stands behind what you have said.
Actively strive to draw a verbal picture of information that you want to give:
Give specific examples of the general point you are making.

And in addition:
Strive always to argue FOR a position, rather than merely against one
Argue FOR what you think is right not only against what you think is wrong.
Argue FOR what you think is true not only against what you think is false.
Argue FOR what you think is good not only against what you think is bad.
Argue FOR what you think is an advance not only against what you think is a retreat.

Get the idea?
Don't content yourself with being a mere protester: always arguing against people and ideas.

Strive to be an active force:
A mover and a shaker:
Argue for what you think is progressive, right, true and good.

For more information about communication skills training visit the Corporate Coach Group website

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