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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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Top 7 Slides on Communication Skills- Free PPT

Mansi Gawri

Think of flying back to a time when humans lived in caves and conveyed their thoughts, feelings, and expressions through incredible artwork on the walls of these caves. Since they lacked a written language, they communicated ideas and told tales through these paintings.

But have you noticed one thing? If not, let me tell you.

People's ability to interact has been vital throughout history as they have discovered distinct methods to connect and share from pre-historic cave drawings.

As we think about how important communication is over time, it's essential to think about how we can get better at communicating in today's world.

So, let’s discuss some essential aspects to be kept in mind to enhance communication skills:

• Clear and concise: It is important to note that while interacting with others, one needs to express their thoughts clearly and in a simple, short way so the listener does not get confused.
• Body Postures and Facial expression: Despite being transparent, one needs to express their words and non-verbal language, i.e., through gestures.
• Good Listener: One must be open-minded while hearing others to improve communication skills. Apart from that, one must be open enough to adapt to those new ideas and perspectives.
• Provide remedies and resolve issues: Despite being a good listener, one needs to be open enough to present their views on the ongoing problems so that they are solved without having any deep impact within a firm or interpersonal relationships.

As we have discussed, certain aspects are required to enhance communication skills; let me share something with you! SlideTeam has prepared a customizable PowerPoint presentation on communication skills to improve the firm's productivity significantly.

Cover Slide

This is the cover slide of the PowerPoint Template, which establishes the tone of the presentation. Begin by adding the name of your company!

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# Types of Effective Workplace Communication Skills

This slide demonstrates distinct types of interactive skills needed at work.

Further, the different types of communication proficiency include:

• Organizational Interaction
• Representing PPT’s
• Conferences
• Interaction with the Clients

Download this PPT, as the distinct kinds of abilities mentioned in the slide assist in building relationships and ultimately accomplishing aims. Further, this leads to improvement in the efficiency and productivity of the firm.

# Types of Non-Verbal Communication Skills

This slide renders distinct kinds of oral interactive abilities to spread information.

Further, the different non-verbal activities are as follows:

• Interaction through facial expression
• Communication through gestures
• Interacting through eyes
• Presenting information by showing distinct changes in the body posture
• Interacting abstractly

Download this PowerPoint Template; as this slide shows, this kind of interaction is more effective than the verbal one as it enables one to express the messages or thoughts concisely, leading to positive outcomes in a firm.

# Tools for Strategic Business Communication Skills Enhancement

The slide displays tools to enhance skills for Planned business, which covers:

• Electronic mails
• Social platforms
• Chat Services
• Virtual Meetings
• Voice communication platforms

Download this PPT, as this slide enables firms to present their information in such a way that improves relationships with others and easily accomplishes aims as planned.

# Team communication Skills Enhancement Tools

The slide renders improvement tools for group interactive abilities, which are explained below:

Adding this slide to the PowerPoint Template is essential as tools mentioned in the slide enable groups to enhance their interactive abilities, which leads to smoother functioning and, ultimately, improves the firm's productivity.

# Training to Build Effective Communication Skills

The slide highlights the training required to build efficient interactive abilities, leading to smooth working. Ultimately, increasing the productivity and profits of the firms.

Moreover, the strategies that are taken into consideration so that powerful communication is built are as follows:

• To give space so that questions can be asked
• Bring upgradation in the content occasionally
• Undertake training beyond book learning
• Activate and boost learning at the end of every section

This slide is essential as it enables the individuals and groups in the firm to present their perspectives properly, be good listeners, and interact effectively with others. Therefore, leading to improved productivity and enhanced relationships both personally and professionally.

# 7 C’s of Communication Skills Checklist 

The slide describes the Interactive abilities checklist that plays a vital role in the organization and public relations.

Further, the 7 C’s of the Communication Skills Checklist mentioned on the slide are as follows:

Adding this slide to the presentation is essential as this checklist enables individuals and firms to keep the 7 C’s in mind, leading to better and clearer understanding. Ultimately, it improves relationships both at a personal level and at the workplace.

Possessing powerful communication skills is like having a superpower for smooth organizational teamwork. It is the most effective way to interact with people through online and offline collaborations, influencers, promotions, and social media. Similarly, with SlideTeam's editable PowerPoint, having strong interactive abilities positions you for success by guaranteeing that you engage your audience wherever they are.

With the correct resources, like the editable PowerPoint on Communication Skills from SlideTeam , you can improve your interactive skills and change how you approach things.

Also, there's an exciting news. Want to find out about it?

A free PPT to improve your interaction abilities is something exceptional we have for you. Get access to it now!

How can I communicate assertively without being aggressive?

Assertive communication involves expressing your thoughts and feelings confidently while respecting the rights of others. To communicate assertively:

• Use "I" statements to express your perspective without blaming or accusing others.
• Maintain a calm and respectful tone of voice.
• Listen actively to others' viewpoints and acknowledge their feelings.
• Set boundaries and assert your needs without being confrontational.
• Practice assertive body language, such as maintaining eye contact and standing or sitting upright.

How can I adapt my communication style to different situations?

Adapting your communication style involves understanding the context, audience, and purpose. To adapt effectively:

• Assess the preferences and communication styles of your audience.
• Modify your tone, language, and level of formality based on the situation.
• Pay attention to non-verbal cues and adjust your body language accordingly.
• Be flexible and open to feedback on your communication style.
• Practice empathy and consider the perspective of others when communicating in diverse settings.

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Mastering Professional Communication: The Secret Ingredient of Business Success

Updated: March 11, 2024

Published: October 12, 2023

What’s poor communication costing your business? In the US, businesses are losing $1.2T annually, which amounts to $12,506 per employee per year — all due to ineffective communication. This wake-up call for companies shows professional communication isn’t merely a nice-to-have, but a must-have. 

To thrive in this era, you must go beyond the ordinary and master the art of effective communication .

Table of contents:

What is professional communication?

Professional communication examples, social media and online communication, why is effective professional communication important for business, professional communication skills.

• How to improve professional communication skills?

Professional communication is the act of sharing information, ideas, opinions, and emotions to establish mutual understanding within a business setting. It includes verbal, written, visual, and nonverbal communication tailored for specific professional environments. 

For example, delivering a persuasive presentation, writing a concise email, or engaging in a productive meeting demonstrates effective professional communication by conveying messages clearly and professionally.

Professional communication is diverse, ranging from high-stakes presentations to nonverbal cues. Here are examples of the most common professional communication scenarios.

Business emails

Love or hate them, emails are the preferred method to communicate with business clients. A recent survey found that 62% of professionals prefer email over other platforms like Slack (11%), project management tools (11%), phone (9%), and face-to-face meetings (3%).

The same is true for internal communication — emails are at the top with a 31% usage rate, followed closely by Slack at 30%.

Presentations

Presentations bring ideas and visions to life and influence decision-making. A well-executed presentation has the power to captivate your audience, convey complex information with clarity, and leave a lasting impression. It combines the art of storytelling, effective visual aids, and confident delivery to engage, inform, and persuade.

Meetings allow your teams to exchange ideas, make decisions, and ensure everyone’s aligned on shared goals. However, poor professional communication might affect the productivity of meetings — 60% of individuals report regularly wasting time in meetings.

To make your meetings meaningful, communicate objectives and agendas clearly, only invite essential participants, and maintain a structured and focused environment. 

Written communication 

Written communications in the workplace vary based on your industry and role. However, the most common forms include business letters, memos, project proposals, meeting minutes, and reports.

Their purpose: to provide clear communication among stakeholders. For example, conveying information, making inquiries, sharing updates, seeking approvals, maintaining strong relationships, and helping leaders make informed decisions.

Verbal communication

Verbal communication encompasses a wide range of professional interactions, from engaging in face-to-face or phone conversations to building meaningful connections through business networking.

Examples of verbal communication include:

• Small talk to build relationships (e.g., talking about the weather, family, and hobbies)
• Information sharing (e.g., asking for or providing information, addressing questions, and discussing ideas)
• Public speaking (e.g., delivering presentations, hosting or moderating panels, and participating in meetings) 
• Negotiation and persuasion (e.g., presenting arguments, convincing others, and reaching agreements)
• Active listening (e.g., showing interest, asking clarifying questions, and summarizing key points)
• Conflict resolution (e.g., discussing and resolving disagreements, finding common ground, and compromising)
• Giving and receiving feedback (e.g., providing constructive criticism, acknowledging achievements, and seeking improvement)
• Networking and relationship-building (e.g., attending events, introducing oneself, and engaging in professional conversations)
• Conducting interviews (e.g., asking questions, evaluating responses, and assessing candidates)
• Team collaboration and coordination (e.g., discussing tasks, assigning responsibilities, and coordinating efforts)
• Mentoring and coaching (e.g., providing guidance, sharing knowledge, and offering support)

Social media and online communication can open doors to opportunities for professional engagement. For example, creating engaging posts to build relationships and conversations that can lead to business collaborations. Or hosting webinars and livestreams to connect with your audience and drive more sales, sign-ups, or leads for your company. 

Leveraging online channels can help you build brand loyalty and share valuable insights while building a vibrant online community.

The pandemic brought forth more remote workers, making professional communication critical to the continued success of organizations. But a 2023 report shows 32% of professionals believe communication with their clients and co-workers has become more challenging in the past 12 months.

Businesses noting this are trying to adapt, with 74% adopting new tools to organize, communicate, and manage projects better.

Building Strong Relationships

Communicating effectively makes building strong relationships with your clients and co-workers easier. For example, you can develop trust and rapport with clients by asking them questions, listening to their needs, providing helpful advice, and delivering a consistent and excellent customer experience.

For co-workers, you can improve collaboration and create a positive work environment by sharing information, respecting others’ opinions, and demonstrating empathy.

Enhancing Productivity

Effective communication has a direct impact on productivity levels within an organization. Employees who feel connected and well-informed are 71% more likely to be productive.

Conversely, communication issues can lead to wasted time and reduced efficiency. A survey by Project.co shows 68% of people admit to wasting time personally as a result of communication issues in their business.

Poor communication can also contribute to burnout, stress, and fatigue, and inefficiencies. For example, 35% of individuals noted experiencing frustrations with lost and missing files due to communication breakdowns.

Resolving Conflicts

Conflict in the workplace can happen anytime. Professional communication can mitigate and resolve conflicts more efficiently. Fifty-three percent of people in Project.co’s survey have missed important messages because of communication issues in their business. Miscommunication can lead to misunderstandings and tension among team members.

This can sometimes result in employee turnover, with 10% of businesses losing employees because of communication issues. Fostering transparent communication channels can address conflicts promptly, reducing their negative impact on the business.

Establishing a Positive Image

Effective communication extends beyond internal interactions and plays a vital role in shaping a company’s external image. The quality of communication heavily influences the customers’ experiences they receive from a business.

Thirty percent of people in Project.co’s survey have had a poor customer experience due to communication issues in businesses they interacted with. And another 12% of businesses lost customers to competitors for the same reason.

By prioritizing effective communication, businesses can enhance customer satisfaction, build trust, and establish a positive reputation in the market.

Mastering professional communication skills is necessary in today’s workplace. Here are several essential skills that can improve your communication abilities:

Clear and concise expression: Articulate your thoughts and ideas clearly and deliver them concisely for effective communication. For example, avoid jargon or unnecessary complexity, so the person you’re communicating with can understand your message.

Active listening: People tend to trust you when they feel heard. Active listening is more than mere listening — paying attention, asking relevant questions, and demonstrating empathy are essential aspects of active listening. It shows respect and understanding, which fosters meaningful conversations.

Emotional intelligence: Recognizing and managing emotions, both your own and others’, plays a vital role in professional communication. In fact, experts believe emotional intelligence to be one of the 10 most-sought skills in job hunting by 2025. High emotional intelligence facilitates effective collaboration, conflict resolution, and rapport building among co-workers and customers.

Nonverbal communication: Body language, facial expressions, and tone of voice contribute to communication effectiveness. Being aware of and controlling nonverbal cues helps convey messages accurately.

Albert Mehrabian, a renowned professor emeritus at UCLA, introduced the 7-38-55 communication rule highlighting the importance of nonverbal communication. According to this rule, words only account for 7% of the overall message, while tone of voice contributes 38% and body language speaks the loudest at 55%.

So don’t overlook honing your nonverbal communication skills in the workplace.

How to improve professional communication skills? 

Developing strong professional communication skills is an ongoing process, so incorporate these practices to enhance your abilities:

• Seek feedback: Feedback from colleagues, supervisors, or mentors can identify areas for improvement in your communication. Leverage constructive criticism as an opportunity to refine your communication skills.
• Practice active listening: When conversing, try to engage with intent and listen to the speaker actively. Then practice summarizing and paraphrasing for better clarity.
• Enhance written communication: To improve your written communication, pay attention to grammar, tone, and formatting in your written pieces. Also, be concise in your writing and proofread the content before sending important emails, reports, or documents.
• Embrace technology: Stay updated with digital tools and platforms that facilitate effective communication, such as project management software, videoconferencing, and collaborative tools.
• Participate in professional development: Attend workshops, seminars, or courses focused on communication skills development. These opportunities provide valuable insights, strategies, and networking possibilities.
• Try AI tools: Grammarly and ProWritingAid help business professionals improve their emails and other communications by correcting grammar and improving your tone. 

Achieving excellent communication skills requires consistent effort. Put clarity, active listening, and nonverbal awareness into daily practice. By doing so, you can enhance your communication abilities and pave the way for greater success in your business.

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Home Blog Education Presentation Skills 101: A Guide to Presentation Success

Presentation Skills 101: A Guide to Presentation Success

Getting the perfect presentation design is just a step toward a successful presentation. For the experienced user, building presentation skills is the answer to elevating the power of your message and showing expertise on any subject. Still, one can ask: is it the same set of skills, or are they dependable on the type of presentation?

In this article, we will introduce the different types of presentations accompanied by the skillset required to master them. The purpose, as always, is to retain the audience’s interest for a long-lasting and convincing message.

Table of Contents

The Importance of Presentation Skills

Persuasive presentations, instructional presentations, informative presentations, inspirational presentations, basic presentation skills, what are the main difficulties when giving a presentation, recommendations to improve your presentation skills, closing statement.

Effective communication is the answer to reaching business and academic goals. The scenarios in which we can be required to deliver a presentation are as diverse as one can imagine. Still, some core concepts apply to all presentations.

 We define presentation skills as a compendium of soft skills that directly affect your presentation performance and contribute to creating a great presentation. These are not qualities acquired by birth but skills you ought to train and master to delve into professional environments.

You may ask: is it really that evident when a presenter is not prepared? Here are some common signs people can experience during presentations:

• Evasive body language: Not making eye contact with the audience, arms closed tightly to the body, hands in pockets all the time.
• Lack of interest in the presenter’s voice: dull tone, not putting an effort to articulate the topics.
• Doubting when asked to answer a question
• Irksome mood

The list can go on about common presenter mistakes , and most certainly, it will affect the performance of any presented data if the lack of interest by the presenter is blatantly obvious.  Another element to consider is anxiety, and according to research by the National Institute of Mental Health, 73% of the population in the USA is affected by glossophobia , which is the fear of public speaking, judgment, or negative evaluation by other people.

Therefore, presentation skills training is essential for any business professional who wants to achieve effective communication . It will remove the anxiety from presentation performance and help users effectively deliver their message and connect with the audience.

Archetypes of presentations

Persuasive presentations aim to convince the audience – often in short periods – to acquire a product or service, adhere to a cause, or invest in a company. For business entrepreneurs or politicians, persuasive presentations are their tool for the trade.

Unless you aim to be perceived as an imposter, a proper persuasive presentation has the elements of facts, empathy, and logic, balanced under a well-crafted narrative. The central pillar of these presentations is to identify the single factor that gathered your audience: it could be a market need, a social cause, or a revolutionary concept for today’s society. It has to be something with enough power to gather critiques – both good and bad.

That single factor has to be backed up by facts. Research that builds your hypothesis on how to solve that problem. A deep understanding of the target audience’s needs , concerns, and social position regarding the solution your means can offer. When those elements are in place, building a pitch becomes an easy task. 

Graphics can help you introduce information in a compelling format, lowering the need for lengthy presentations. Good presentation skills for persuasive presentations go by the hand of filtering relevant data and creating the visual cues that resonate with what your audience demands.

One powerful example of a persuasive presentation is the technique known as the elevator pitch . You must introduce your idea or product convincingly to the audience in a timeframe between 30 seconds and less than 2 minutes. You have to expose:

• What do you do 
• What’s the problem to solve
• Why is your solution different from others 
• Why should the audience care about your expertise

For that very purpose, using engaging graphics with contrasting colors elevates the potential power of your message. It speaks professionalism, care for details, and out-of-the-box thinking. Knowing how to end a presentation is also critical, as your CTAs should be placed with care.

Therefore, let’s resume the requirements of persuasive presentations in terms of good presentation skills:

• Identifying problems and needs
• Elaborating “the hook” (the element that grabs the audience’s attention)
• Knowing how to “tie” your audience (introducing a piece of information related to the hook that causes an emotional impact)
• Broad knowledge of body language and hand gestures to quickly convey your message
• Being prepared to argue a defense of your point of view
• Handling rejection
• Having a proactive attitude to convert opportunities into new projects
• Using humor, surprise, or personal anecdotes as elements to sympathize with the audience
• Having confidence
• Be able to summarize facts and information in visually appealing ways

You can learn more about persuasive presentation techniques by clicking here .

In the case of instructional presentations, we ought to differentiate two distinctive types:

• Lecture Presentations : Presentations being held at universities or any other educative institution. Those presentations cover, topic by topic, and the contents of a syllabus and are created by the team of teachers in charge of the course.
• Training Presentations : These presentations take place during in-company training sessions and usually comprise a good amount of content that is resumed into easy-to-take solutions. They are aimed to coach employees over certain topics relevant to their work performance. The 70-20-10 Model is frequently used to address these training situations.

Lecture presentations appeal to the gradual introduction of complex concepts, following a structure set in the course’s syllabus. These presentations often have a similar aesthetic as a group of professors or researchers created to share their knowledge about a topic. Personal experience does tell that course presentations often rely on factual data, adequately documented, and on the theoretical side.

An example of a presentation that lies under this concept is a Syllabus Presentation, used by the teaching team to introduce the subject to new students, evaluation methods, concepts to be learned, and expectations to pass the course.

On the other hand, training presentations are slide decks designed to meet an organization’s specific needs in the formal education of their personnel. Commonly known as “continuous education,” plenty of companies invest resources in coaching their employees to achieve higher performance results. These presentations have the trademark of being concise since their idea is to introduce the concepts that shall be applied in practice sessions. 

Ideally, the training presentations are introduced with little text and easy-to-recognize visual cues. Since the idea is to summarize as much as possible, these are visually appealing for the audience. They must be dynamic enough to allow the presenter to convey the message.

Those key takeaways remind employees when they revisit their learning resources and allow them to ruminate on questions that fellow workers raise. 

To sum up this point, building presentation skills for instructional presentations requires:

• Ability to put complex concepts into simpler words
• Patience and a constant learning mindset
• Voice training to deliver lengthy speeches without being too dense
• Ability to summarize points and note the key takeaways
• Empathizing with the audience to understand their challenges in the learning process

The informative presentations take place in business situations, such as when to present project reports from different departments to the management. Another potential usage of these presentations is in SCRUM or other Agile methodologies, when a sprint is completed, to discuss the advance of the project with the Product Owner.

As they are presentations heavily dependent on data insights, it’s common to see the usage of infographics and charts to express usually dense data in simpler terms and easy to remember. 

Informative presentations don’t just fall into the business category. Ph.D. Dissertation and Thesis presentations are topics that belong to the informative presentations category as they condense countless research hours into manageable reports for the academic jury. 

Since these informational presentations can be perceived as lengthy and data-filled, it is important to learn the following professional presentation skills:

• Attention to detail
• Be able to explain complex information in simpler terms
• Creative thinking
• Powerful diction
• Working on pauses and transitions
• Pacing the presentation, so not too much information is divulged per slide

The leading inspirational platform, TEDx, comes to mind when talking about inspirational presentations. This presentation format has the peculiarity of maximizing the engagement with the audience to divulge a message, and due to that, it has specific requirements any presenter must meet.

This presentation format usually involves a speaker on a stage, either sitting or better standing, in which the presenter engages with the audience with a storytelling format about a life experience, a job done that provided a remarkable improvement for society, etc.

Empathizing with the audience is the key ingredient for these inspirational presentations. Still, creativity is what shapes the outcome of your performance as people are constantly looking for different experiences – not the same recipe rephrased with personal touches. The human factor is what matters here, way above data and research. What has your experience to offer to others? How can it motivate another human being to pursue a similar path or discover their true calling?

To achieve success in terms of communication skills presentation, these inspirational presentations have the following requirements:

• Focus on the audience (engage, consider their interests, and make them a part of your story)
• Putting ego aside
• Creative communication skills
• Storytelling skills
• Body language knowledge to apply the correct gestures to accompany your story
• Voice training
• Using powerful words

After discussing the different kinds of presentations we can come across at any stage of our lives, a group of presentation skills is standard in any type of presentation. See below what makes a good presentation and which skills you must count on to succeed as a presenter.

Punctuality

Punctuality is a crucial aspect of giving an effective presentation. Nothing says more about respect for your audience and the organization you represent than delivering the presentation on time . Arriving last minute puts pressure on the tech team behind audiovisuals, as they don’t have enough preparation to test microphones, stage lights, and projector settings, which can lead to a less powerful presentation Even when discussing presentations hosted in small rooms for a reduced audience, testing the equipment becomes essential for an effective presentation.

A solution for this is to arrive at least 30 minutes early. Ideally, one hour is a sweet spot since the AV crew has time to check the gear and requirements for your presentation. Another benefit of this, for example, in inspirational presentations, is measuring the previous presenter’s impact on the audience. This gives insights about how to resonate with the public, and their interest, and how to accommodate your presentation for maximum impact.

Body Language

Our bodies can make emotions transparent for others, even when we are unaware of such a fact. Proper training for body language skills reduces performance anxiety, giving the audience a sense of expertise about the presented topic. 

Give your presentation and the audience the respect they deserve by watching over these potential mistakes:

• Turning your back to the audience for extended periods : It’s okay to do so when introducing an important piece of information or explaining a graph, but it is considered rude to give your back to the audience constantly.
• Fidgeting : We are all nervous in the presence of strangers, even more, if we are the center of attention for that moment. Instead of playing with your hair or making weird hand gestures, take a deep breath to center yourself before the presentation and remember that everything you could do to prepare is already done. Trust your instincts and give your best.
• Intense eye contact : Have you watched a video where the presenter stared at the camera the entire time? That’s the feeling you transmit to spectators through intense eye contact. It’s a practice often used by politicians to persuade.
• Swearing : This is a no-brainer. Even when you see influencers swearing on camera or in podcasts or live presentations, it is considered an informal and lousy practice for business and academic situations. If you have a habit to break when it comes to this point, find the humor in these situations and replace your swear words with funny alternatives (if the presentation allows for it). 

Voice Tone plays a crucial role in delivering effective presentations and knowing how to give a good presentation. Your voice is a powerful tool for exposing your ideas and feelings . Your voice can articulate the message you are telling, briefing the audience if you feel excited about what you are sharing or, in contrast, if you feel the presentation is a burden you ought to complete.

Remember, passion is a primary ingredient in convincing people. Therefore, transmitting such passion with a vibrant voice may help gather potential business partners’ interest.  

But what if you feel sick prior to the presentation? If, by chance, your throat is sore minutes before setting foot on the stage, try this: when introducing yourself, mention that you are feeling a bit under the weather. This resonates with the audience to pay more attention to your efforts. In case you don’t feel comfortable about that, ask the organizers for a cup of tea, as it will settle your throat and relax your nerves.

Tech Skills

Believe it or not, people still feel challenged by technology these days. Maybe that’s the reason why presentation giants like Tony Robbins opt not to use PowerPoint presentations . The reality is that there are plenty of elements involved in a presentation that can go wrong from the tech side:

• A PDF not opening
• Saving your presentation in a too-recent PowerPoint version
• A computer not booting up
• Mac laptops and their never-ending compatibility nightmare
• Not knowing how to change between slides
• Not knowing how to use a laser pointer
• Internet not working
• Audio not working

We can come up with a pretty long list of potential tech pitfalls, and yet more than half of them fall in presenters not being knowledgeable about technology.

If computers aren’t your thing, let the organization know about this beforehand. There is always a crew member available to help presenters switch between slides or configure the presentation for streaming. This takes the pressure off your shoulders, allowing you to concentrate on the content to present. Remember, even Bill Gates can get a BSOD during a presentation .

Presentations, while valuable for conveying information and ideas, can be daunting for many individuals. Here are some common difficulties people encounter when giving presentations:

Public Speaking Anxiety

Glossophobia, the fear of public speaking, affects a significant portion of the population. This anxiety can lead to nervousness, trembling, and forgetfulness during a presentation.

Lack of Confidence

Many presenters struggle with self-doubt, fearing that they may not be knowledgeable or skilled enough to engage their audience effectively.

Content Organization

Organizing information in a coherent and engaging manner can be challenging. Presenters often grapple with how to structure their content to make it easily digestible for the audience. Artificial Intelligence can help us significantly reduce the content arrangement time when you work with tools like our AI Presentation Maker (made for presenters by experts in presentation design). 

Audience Engagement

Keeping the audience’s attention and interest throughout the presentation can be difficult. Distractions, disengaged attendees, or lack of interaction can pose challenges.

Technical Issues

Technology glitches, such as malfunctioning equipment, incompatible file formats, or poor internet connectivity, can disrupt presentations and increase stress.

Time Management

Striking the right balance between providing enough information and staying within time limits is a common challenge. Going over or under the allotted time can affect the effectiveness of the presentation.

Handling Questions and Challenges

Responding to unexpected questions, criticism, or challenges from the audience can be difficult, especially when presenters are unprepared or lack confidence in their subject matter.

Visual Aids and Technology

Creating and effectively using visual aids like slides or multimedia can be a struggle for some presenters. Technical competence is essential in this aspect.

Language and Articulation

Poor language skills or unclear articulation can hinder effective communication. Presenters may worry about stumbling over words or failing to convey their message clearly.

Maintaining appropriate and confident body language can be challenging. Avoiding nervous habits, maintaining eye contact, and using gestures effectively requires practice.

Overcoming Impersonal Delivery

In virtual presentations, maintaining a personal connection with the audience can be difficult. The absence of face-to-face interaction can make it challenging to engage and read the audience.

Cultural and Diversity Awareness

Presenting to diverse audiences requires sensitivity to cultural differences and varying levels of familiarity with the topic.

In this section, we gathered some tips on how to improve presentation skills that can certainly make an impact if applied to your presentation skills. We believe these skills can be cultivated to transform into habits for your work routine.

Tip #1: Build a narrative

One memorable way to guarantee presentation success is by writing a story of all the points you desire to cover. This statement is based on the logic behind storytelling and its power to connect with people .

Don’t waste time memorizing slides or reading your presentation to the audience. It feels unnatural, and any question that diverts from the topic in discussion certainly puts you in jeopardy or, worse, exposes you as a fraud in the eyes of the audience. And before you ask, it is really evident when a presenter has a memorized speech. 

Build and rehearse the presentation as if telling a story to a group of interested people. Lower the language barrier by avoiding complex terms that maybe even you aren’t fully aware of their meaning. Consider the ramifications of that story, what it could lead to, and which are the opportunities to explore. Then, visualize yourself giving the presentation in a natural way.

Applying this technique makes the presentation feel like second nature to you. It broadens the spectrum in which you can show expertise over a topic or even build the basis for new interesting points of view about the project.

Tip #2: Don’t talk for more than 3 minutes per slide

It is a common practice of presenters to bombard the audience with facts and information whilst retaining the same slide on the screen. Why can this happen? It could be because the presenter condensed the talk into very few slides and preferred to talk. The reality is that your spectators won’t retain the information you are giving unless you give visual cues to help that process. 

Opt to prepare more slides and pace your speech to match the topics shown on each slide. Don’t spend more than 3 minutes per slide unless you have to introduce a complex piece of data. Use visual cues to direct the spectators about what you talk about, and summarize the principal concepts discussed at the end of each section.

Tip #3: Practice meditation daily

Anxiety is the number one enemy of professional presenters. It slowly builds without you being aware of your doubts and can hinder your performance in multiple ways: making you feel paralyzed, fidgeting, making you forget language skills or concepts, affecting your health, etc.

Meditation is an ancient practice taken from Buddhist teachings that train your mind to be here in the present. We often see the concepts of meditation and mindfulness as synonyms, whereas you should be aware that meditation is a practice that sets the blocks to reach a state of mindfulness. For presenters, being in the here and now is essential to retain focus, but meditation techniques also teach us to control our breathing and be in touch with our body signals when stress builds up. 

The customary practice of meditation has an impact on imagination and creativity but also helps to build patience – a skill much needed for connecting with your audience in instructional presentations.

Having the proper set of presentation skills can be quite subjective. It goes beyond presentation tips and deepens into how flexible we can be in our ability to communicate ideas.

Different presentations and different audiences shape the outcome of our efforts. Therefore, having a basic understanding of how to connect, raise awareness, and empathize with people can be key ingredients for your career as a presenter. A word of advice: success doesn’t happen overnight. It takes dedication and patience to build communication skills . Don’t condition your work to believe you will be ready “someday”; it’s best to practice and experience failure as part of the learning process.

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Ideas and insights from Harvard Business Publishing Corporate Learning

Powerful and Effective Presentation Skills: More in Demand Now Than Ever

When we talk with our L&D colleagues from around the globe, we often hear that presentation skills training is one of the top opportunities they’re looking to provide their learners. And this holds true whether their learners are individual contributors, people managers, or senior leaders. This is not surprising.

Effective communications skills are a powerful career activator, and most of us are called upon to communicate in some type of formal presentation mode at some point along the way.

For instance, you might be asked to brief management on market research results, walk your team through a new process, lay out the new budget, or explain a new product to a client or prospect. Or you may want to build support for a new idea, bring a new employee into the fold, or even just present your achievements to your manager during your performance review.

And now, with so many employees working from home or in hybrid mode, and business travel in decline, there’s a growing need to find new ways to make effective presentations when the audience may be fully virtual or a combination of in person and remote attendees.

Whether you’re making a standup presentation to a large live audience, or a sit-down one-on-one, whether you’re delivering your presentation face to face or virtually, solid presentation skills matter.

Even the most seasoned and accomplished presenters may need to fine-tune or update their skills. Expectations have changed over the last decade or so. Yesterday’s PowerPoint which primarily relied on bulleted points, broken up by the occasional clip-art image, won’t cut it with today’s audience.

The digital revolution has revolutionized the way people want to receive information. People expect presentations that are more visually interesting. They expect to see data, metrics that support assertions. And now, with so many previously in-person meetings occurring virtually, there’s an entirely new level of technical preparedness required.

The leadership development tools and the individual learning opportunities you’re providing should include presentation skills training that covers both the evergreen fundamentals and the up-to-date capabilities that can make or break a presentation.

So, just what should be included in solid presentation skills training? Here’s what I think.

The fundamentals will always apply When it comes to making a powerful and effective presentation, the fundamentals will always apply. You need to understand your objective. Is it strictly to convey information, so that your audience’s knowledge is increased? Is it to persuade your audience to take some action? Is it to convince people to support your idea? Once you understand what your objective is, you need to define your central message. There may be a lot of things you want to share with your audience during your presentation, but find – and stick with – the core, the most important point you want them to walk away with. And make sure that your message is clear and compelling.

You also need to tailor your presentation to your audience. Who are they and what might they be expecting? Say you’re giving a product pitch to a client. A technical team may be interested in a lot of nitty-gritty product detail. The business side will no doubt be more interested in what returns they can expect on their investment.

Another consideration is the setting: is this a formal presentation to a large audience with questions reserved for the end, or a presentation in a smaller setting where there’s the possibility for conversation throughout? Is your presentation virtual or in-person? To be delivered individually or as a group? What time of the day will you be speaking? Will there be others speaking before you and might that impact how your message will be received?

Once these fundamentals are established, you’re in building mode. What are the specific points you want to share that will help you best meet your objective and get across your core message? Now figure out how to convey those points in the clearest, most straightforward, and succinct way. This doesn’t mean that your presentation has to be a series of clipped bullet points. No one wants to sit through a presentation in which the presenter reads through what’s on the slide. You can get your points across using stories, fact, diagrams, videos, props, and other types of media.

Visual design matters While you don’t want to clutter up your presentation with too many visual elements that don’t serve your objective and can be distracting, using a variety of visual formats to convey your core message will make your presentation more memorable than slides filled with text. A couple of tips: avoid images that are cliched and overdone. Be careful not to mix up too many different types of images. If you’re using photos, stick with photos. If you’re using drawn images, keep the style consistent. When data are presented, stay consistent with colors and fonts from one type of chart to the next. Keep things clear and simple, using data to support key points without overwhelming your audience with too much information. And don’t assume that your audience is composed of statisticians (unless, of course, it is).

When presenting qualitative data, brief videos provide a way to engage your audience and create emotional connection and impact. Word clouds are another way to get qualitative data across.

Practice makes perfect You’ve pulled together a perfect presentation. But it likely won’t be perfect unless it’s well delivered. So don’t forget to practice your presentation ahead of time. Pro tip: record yourself as you practice out loud. This will force you to think through what you’re going to say for each element of your presentation. And watching your recording will help you identify your mistakes—such as fidgeting, using too many fillers (such as “umm,” or “like”), or speaking too fast.

A key element of your preparation should involve anticipating any technical difficulties. If you’ve embedded videos, make sure they work. If you’re presenting virtually, make sure that the lighting is good, and that your speaker and camera are working. Whether presenting in person or virtually, get there early enough to work out any technical glitches before your presentation is scheduled to begin. Few things are a bigger audience turn-off than sitting there watching the presenter struggle with the delivery mechanisms!

Finally, be kind to yourself. Despite thorough preparation and practice, sometimes, things go wrong, and you need to recover in the moment, adapt, and carry on. It’s unlikely that you’ll have caused any lasting damage and the important thing is to learn from your experience, so your next presentation is stronger.

How are you providing presentation skills training for your learners?

Manika Gandhi is Senior Learning Design Manager at Harvard Business Publishing Corporate Learning. Email her at [email protected] .

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14 Practical Tips to Improve Your Presentation Skills

• The Speaker Lab
• May 11, 2024

Table of Contents

Ever felt complete dread and fear at the thought of stepping up to deliver a presentation? If so, you’re not alone. The fear of public speaking is more common than you might think, but with the right presentation skills , it’s a hurdle that can be overcome.

In this article, we’ll help you master basic confidence-building techniques and conquer advanced communication strategies for engaging presentations. We’ll explore how body language and eye contact can make or break your connection with your audience; delve into preparation techniques like dealing with filler words and nervous habits; discuss tailoring content for different audiences; and much more.

Whether you’re prepping for job interviews or gearing up for big presentations, being prepared is key. With adequate practice and the proper attitude, you can crush your speech or presentation!

Mastering the Basics of Presentation Skills

Presentation skills are not just about speaking in front of a crowd. It’s also about effective communication, audience engagement, and clarity. Mastering these skills can be transformative for everyone, from students to corporate trainers.

Building Confidence in Presentations

Becoming confident when presenting is no small feat. But fear not. Even those who feel jittery at the mere thought of public speaking can become masters with practice and patience. Just remember: stage fright is common and overcoming it is part of the process towards becoming an effective presenter.

Taking deep breaths before you start helps calm nerves while visualizing success aids in building confidence. Also, know that nobody minds if you take a moment to gather your thoughts during your presentation—everybody minds more if they cannot understand what you’re saying because you’re rushing.

The Role of Practice in Enhancing Presentation Skills

In line with old wisdom, practice indeed makes perfect, especially when improving presentation skills. Consistent rehearsals allow us to fine-tune our delivery methods like maintaining eye contact or controlling body language effectively.

You’ll learn better control over filler words through repeated drills. Plus, the extra practice can help you troubleshoot any technical glitches beforehand, saving you the sudden panic during your actual presentations.

Remember that great presenters were once beginners too. Continuous effort will get you there sooner rather than later.

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Body Language and Eye Contact in Presentations

The effectiveness of your presentation can hinge on more than just the words you say. Just as important is your body language .

Impact of Posture on Presentations

Your posture speaks volumes before you utter a word. Standing tall exudes confidence while slouching could signal nervousness or lack of preparation.

If there’s one lesson to take away from our YouTube channel , it’s this: good presenters know their message but great ones feel it through every fiber (or muscle) of their being. The audience can sense that energy when they see open body language rather than crossed arms.

Maintaining Eye Contact During Your Presentation

Eyes are often called windows to the soul for a reason. They’re communication powerhouses. Making eye contact helps build trust with your audience members and keeps them engaged throughout your speech.

Avoid staring at note cards or visual aids too much as this might give an impression that you’re unprepared or uncertain about your chosen topic. Instead, aim to maintain eye contact between 50% of the time during presentations. This commonly accepted “50/70 rule” will help you exhibit adequate confidence to your audience.

If stage fright has gotten a hold on you, take deep breaths before you start speaking in order to stay calm. Make sure that fear doesn’t disrupt your ability to maintain eye-contact during presentations.

If body language and eye contact still feel like a lot to manage during your big presentation, remember our golden rule: nobody minds small mistakes. It’s how you handle questions or mishaps that truly makes a difference—so stay positive and enthusiastic.

Preparation Techniques for Successful Presentations

Presentation skills are like a craft that requires meticulous preparation and practice. Aspects like visual aids and time management contribute to the overall effectiveness of your delivery.

The first step towards delivering an impactful presentation is research and organization. The content should be well-researched, structured logically, and presented in simple language. This will make sure you deliver clear messages without any room for misinterpretation.

Dealing with Filler Words and Nervous Habits

Nervous habits such as excessive use of filler words can distract from your message. Luckily, there are plenty of strategies that can address these issues. For instance, try taking deep breaths before speaking or using note cards until fluency is achieved. In addition, practice regularly to work on eliminating these verbal stumbling blocks.

Avoiding Distractions During Presentations

In a digital age where distractions abound, maintaining focus during presentations has become an even more crucial part of the preparation process. This video by motivational speaker Brain Tracy provides insights on how one could achieve this level of focus required for effective presentations.

Maintaining Confidence Throughout Your Presentation

Confidence comes from thorough understanding of the chosen topic combined with regular practice sessions before the big day arrives. Make use of note cards or cue cards as needed but avoid reading from them verbatim.

Taking control over stage fright starts by arriving early at the venue so that you familiarize yourself with the surroundings, which generally calms nerves down considerably. So next time you feel nervous before a big presentation, remember—thorough preparation can make all the difference.

Engaging Your Audience During Presentations

Connecting with your audience during presentations is an art, and mastering it can take your presentation skills to the next level. Making the message conveyed reach an emotional level is essential, not just conveying facts.

Understanding Your Target Audience

The first step towards engaging your audience is understanding them. Tailor the content of your presentation to their needs and interests. Speak in their language—whether that be professional jargon or everyday slang—to establish rapport and ensure comprehension.

An effective presenter understands who they’re speaking to, what those individuals care about, and how best to communicate complex ideas understandably.

Making Complex Information Understandable

Dense data or complicated concepts can lose even the most interested listener if presented ineffectively. Breaking your key points down into manageable chunks helps maintain attention while promoting retention. Analogies are especially useful for this purpose as they make unfamiliar topics more relatable.

Audience Participation & Questions: A Two-Way Street

Incorporating opportunities for audience participation encourages engagement at another level. It allows listeners to become active participants rather than passive receivers of knowledge.

Consider techniques like live polls or interactive Q&A sessions where you invite questions from attendees mid-presentation instead of saving all queries until the end.

This gives you a chance not only engage but also address any misunderstandings right on spot.

• Treat each question asked as an opportunity—it’s evidence someone has been paying attention. Even challenging questions should be welcomed as they demonstrate an engaged, thoughtful audience.
• Encourage participation. It can be as simple as a show of hands or the use of interactive technologies for live polling during your presentation. This keeps your audience active and invested in the content.

Remember, your presentation isn’t just about putting on a show—it’s about meaningful interaction.

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Presentation Skills in Specific Contexts

Whether you’re nailing your next job interview, presenting an exciting marketing campaign, or delivering insightful educational content, the context matters. Let’s take a look.

The Art of Job Interviews

A successful job interview often hinges on effective communication and confidence. Here, the target audience is usually small but holds significant influence over your future prospects. Body language plays a crucial role; maintain eye contact to show sincerity and interest while open body language communicates approachability.

Bullet points summarizing key experiences are also helpful for quick recall under pressure. This allows you to present your chosen topic with clarity and positive enthusiasm without relying heavily on note or cue cards.

Pitching in Public Relations & Marketing

In public relations (PR) and marketing contexts, presentations need to capture attention quickly yet hold it long enough to deliver key messages effectively. Visual aids are valuable tools here—they help emphasize points while keeping the audience engaged.

Your aim should be highlighting presentation benefits that resonate with potential clients or partners, making them feel as though ignoring such opportunities would mean missing out big time.

Educational Presentations

An educational setting demands its own unique set of presentation skills where deep understanding trumps flashy visuals. You must make complex information understandable without oversimplifying essential details—the use of analogies can be beneficial here.

Keeping the audience’s attention is critical. Encourage questions and participation to foster a more interactive environment, enhancing learning outcomes for all audience members.

Tips for Becoming a Great Presenter

No single method is suitable for everyone when it comes to speaking in public. However, incorporating continuous improvement and practice into your routine can make you an exceptional presenter.

Tailor Your Presentation to Your Audience

Becoming an excellent speaker isn’t just about delivering information; it’s also about making a connection with the audience. So make sure that you’re taking setting, audience, and topic into consideration when crafting your presentation. What works for one audience may not work for another, so be sure to adapt your presentation styles according to the occasion in order to be truly effective.

The Power of Practice

The art of mastering public speaking skills requires practice —and lots of it . To become a great presenter, focus on improving communication skills through practice and feedback from peers or mentors. Try to seek feedback on every speech delivered and incorporate those pointers in your future presentations. Over time, this cycle of delivery-feedback-improvement significantly enhances your ability to connect with audiences and convey ideas effectively.

If you’re looking for examples of good speakers, our speech breakdowns on YouTube provide excellent examples of experienced presenters who masterfully utilize speaking techniques. Analyzing their strategies could give you great ideas for enhancing your own style.

Finding Your Style

A crucial part of captivating any audience lies in how you deliver the message rather than the message itself. Developing a unique presentation style lets you stand out as an engaging speaker who commands attention throughout their talk. Through — you guessed it — practice, you can develop a personal presentation style that resonates with listeners while showcasing your expertise on the chosen topic.

Your body language plays a pivotal role here: open gestures communicate confidence and enthusiasm towards your subject matter, two qualities essential for keeping audiences hooked. Similarly, using vocal variety adds dynamism to speeches by emphasizing points when needed or creating suspense during storytelling parts of your talk.

Cultivating Passion & Enthusiasm

Showcasing genuine passion for the subject helps keep listeners engaged throughout even lengthy presentations. Sharing stories related to the topic or expressing excitement about sharing knowledge tends to draw people in more than mere data recitation ever could.

Recognize that everybody is distinctive; don’t expect identical results from every speaker. The path to becoming a great presenter involves recognizing your strengths and working tirelessly on areas that need improvement.

FAQs on Presentation Skills

What are good presentation skills.

Good presentation skills include a clear message, confident delivery, engaging body language, audience understanding, and interaction. They also involve effective preparation and practice.

What are the 5 steps of presentation skills?

The five steps of presenting include: planning your content, preparing visual aids if needed, practicing the delivery aloud, performing it with confidence, and finally post-presentation reflection for improvements.

What are the 5 P’s of presentation skills?

The five P’s stand for Preparation (researching your topic), Practice (rehearsing your talk), Performance (delivering with confidence), Posture (standing tall), and Projection (using a strong voice).

What are your presentation skills?

Your personal set of abilities to deliver information effectively is what we call your presentation skill. It can encompass public speaking ability, clarity in speech or writing as well as visual communication talent.

Mastering presentation skills isn’t an overnight process, but practice and perseverance will put you well on your way to becoming an effective speaker.

You’ve learned that confidence plays a crucial role in effective presentations, so take deep breaths, make eye contact, and keep your body language open. As always, preparation is key. Tackle filler words head-on and get comfortable with visual aids for impactful storytelling.

Remember the importance of audience engagement — it’s all about understanding their needs and tailoring your content accordingly. This way, complex information turns into digestible insights.

Above all else: practice! After all, nothing beats experience when it comes to improving public speaking abilities.

• Last Updated: May 9, 2024

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18 effective strategies to improve your communication skills

Communication skills are some of the most utilized and the most sought after in the workplace. They’re essential for leaders and individual contributors to hone. Looking at our largely remot and hybrid work environments, great communication skills make the difference between connected, agile teams, and teams who fail to collaborate, stay aligned, and achieve common goals. 

The good news is that improving communication skills is easier than you might imagine. Here are some basic principles worth following in order to communicate better.

5 types of communication to develop

You and members of your team may have been working remotely for some time now. Whether you are in an office daily, at home managing from afar, or in a hybrid workplace between the two, you’ve likely leveraged more than one communication type.

For businesses to thrive long-term, it is important to develop communication skills that span each type. Here are the five most common communication types to focus on improving.

• Oral communication: Thoughts are shared through speech. Examples include presentations, one-on-one meetings, and virtual calls.
• Written communication: Thoughts and ideas are shared via the written word. This can be with emails, hand-written notes, or signage.
• Non-verbal communication : Information is shared without the use of written or spoken words. Examples include facial expressions, tone of voice, body language, and gestures.
• Active listening: Unlike the examples above, active listening is about receiving information. When someone is listening actively, they might ask questions to understand the information better, but refrain from focusing on their response so much that they fail to hear the speaker.
• Contextual communication: Information i s s hared with mutual, potentially un s poken, under s t anding s of variou s factor s s uch a s interper s onal relation s hip s and the environment.

What is effective communication?

The most effective communicators clearly inform others and actively listen to them at the same time. They can accept input – both verbal and non-verbal – while also expressing their thoughts and opinions in an inclusive way.

Regardless of the communication style , effective communication involves a connection with others. It is a dance with a partner that moves, at times, in ways we did not predict. This means the most powerful skill you can leverage is being in sync with your audience. It involves understanding and speaking to its needs, and then responding to real-time feedback. It means having the conversation that your audience wants to have.

But achieving all of that can take some practice.

Below are some effective communication strategies to help you listen and communicate better.

How to improve communication skills

The best messages are often simple.

There’s no value in delivering any kind of communication, whether written, verbal, formal, or casual, if the message doesn’t come across clearly.

Communicating concisely — while maintaining interest and including everything your team needs to know — is a high-level communication skill.

Here are some ways to communicate better.

1. Keep your audience in mind

Your audience will naturally be more interested and engaged when you tailor your communications to their interests. Piquing their interest by speaking directly to what matters to them will naturally engage their desire to understand and interact with the information.

2. Don’t use 10 words when one will do

Even the most engaged and committed audience will eventually get bored. Keeping your message simple and concise will make it easier to understand and retain. Remember, you already know what you’re going to say, but they’re hearing it for the first time. Keep it simple.

3. Consider the best method to deliver your message

If the information you’re conveying isn’t urgent, consider sending an email or a memo. This is especially important when communicating expectations . Written communication will give your audience more time to review it, think it over, and follow up with questions. It will also give them a handy record to refer back to.

4. Get them involved

If you’ve ever worked as an instructor, manager, trainer, or coach, you’ll know that there are few better ways to learn new information than to teach it. Ask them for their input or to take a role in explaining new concepts and policies to their colleagues.  

5. Leverage face-to-face communication when possible

Communicating face-to-face adds multiple layers of information to an exchange, whether between two people or two hundred. Often, there’s a synergy created with in-person communication that’s difficult to replicate elsewhere. Here are some tips to make the most of face time with your team:

6. Make eye contact

If you’re wondering whether or not your message is getting across, few metrics provide as much feedback as eye contact . You can easily tell if the person you’re speaking to is understanding you, is distracted, worried, or confused — much of which is lost in digital communication.

7. Ask for feedback 

Not sure they got it? Ask! A powerful technique is to ask people to repeat back their version of what you just said. Often, this can improve retention, immediate understanding, and minimize misunderstandings later on. You can also ask them to reach out to you with helpful ways that you can improve your delivery in presentations and other forms of communication.

8. Read non-verbal cues

There are various types of nonverbal-cues . Yawns, fidgeting, and looking around the room are usually clear signs that your audience is thinking about something other than what you’re trying to convey. If you notice this, don’t take it personally. Try asking them to share what’s on their mind, recap previous points they may have missed, or adjourn for a later time.

9. Minimize distractions

If you’re chatting with someone (or a group) face-to-face, keep distractions at bay by leaving unnecessary electronic devices out of the space. Keep the attendance limited to just those who need to be there, and avoid scheduling at a time when people are likely to focus on something else (like just before the end of the day or right before lunch).

How to improve online communication:

Online communication is rapidly replacing office spaces as the primary location of doing business. Especially if you’re used to working with in-person teams, it may be challenging to adjust to having meetings, conversations, and even people that collaborate with you or report to you digitally . Since online communication presents a unique way to interact, here are some things to keep in mind: 

1. Stick to a time limit

Online meetings can be even more difficult to focus on, since they incorporate the distractions of a nearly-unlimited number of settings. Keep the meetings short and to the point, and be especially vigilant about minimizing (potentially) marathon Q&A sessions. If needed, follow up through asynchronous communication methods to protect everyone's time.

2. Be mindful of the other person

Generally, the person presenting is the only one who can give the meeting their full attention. Especially when working from home, assume that participants have multiple demands for their attention and structure the content accordingly.

3. Recap important details

A lot of nonverbal and interpersonal cues can be lost over a digital connection. Ensure understanding by recapping the key points. You can either do a quick review in an online meeting or a brief summary at the end of a lengthy email.

4. Don’t forget to respond

Be sure to respond to each communication with a quick acknowledgment, even if it’s an informal one. Although you may have received the message, it’s likely that the person on the other end will have no way of knowing unless you let them know. A couple words or even a “like” will usually do the trick.

5 extra tips to sharpen your communication skills

In general, if you’re looking to strengthen your communication skills , the following tips will help you succeed no matter the situation you find yourself in (or the audience you find yourself with):

• Be approachable. If your teammates feel intimidated or worried that you may not respond well, they’re less likely to come to you with information.
• Be patient. Not everyone communicates the same way. Taking the time to be sure you’ve understood the other person and communicated clearly can pay dividends.
• Be self-aware. It’s okay if you’re still developing your communication skills, nervous, or having a bad day. It takes time — and practice — to become a skilled communicator.
• Check for understanding. Don’t be afraid to invite feedback or ask questions to ensure that everyone’s on the same page.
• Switch out the messenger. Allow other team members or leaders to develop their communication skills by empowering them to lead discussions and meetings.

How to be a better active listener

There is much talk about the beauty of active listening , but many people aren’t sure how it translates into actual behaviors. One of the main challenges to active listening is the preoccupation with a response. Many people are busy formulating a perfect answer, which leaves no bandwidth to engage with the input. To get out of this habit, which is not really in service of the speaker, consider the following steps.

Rethink how to add value

You may think that adding value to an exchange is mostly about what you say. But that is not always how others perceive it. Most of us value responses that help us think through our own ideas, that clarify our assumptions or point out possible blind spots. We often don’t need a listener to be brilliant or impress us with their own data. Instead, we may value most how they helped us sharpen our thoughts.

Paraphrase without judgment

If you find yourself preoccupied with responding, try changing the focus of your response. Instead of aiming to add your own thoughts, task yourself with giving a summary that withholds your opinion or judgment. As you listen, make it your goal to give a concise summary, perhaps clarifying the speaker’s initial language.

Bonus points for repeating sticky language that the speaker recognizes as their own (“so you were frustrated with the project because the deadline was an uncomfortable high ?”)

Ask questions that help speakers think

The next step from paraphrasing is to ask questions that move the needle. Much like the way a coach listens, these questions push speakers to go deeper into their own thinking, to clarify their expression or consider possible concerns. You can play devil’s advocate by pointing out inconsistencies or language that seems unclear. All of these are true gifts to a speaker and help you stay focused on listening.

Interrupt politely

Active listening isn’t mindless indulgence, and not all interruption is rude. Sometimes speakers get lost in the weeds, providing depths of detail you don’t need. Interruption can help them stay relevant – and be rewarded with more engagement.

Most speakers don’t mind being cut off by a question that lets them keep talking. Much harder, especially for introverts, is to interrupt someone in a meeting and end their floor time. Be sure to:

• Validate the speaker (“Thank you for bringing that up.”)
• Use a warm and polite tone. Get feedback from others on how you sound and come across.
• Refer to shared interest (“I’d just like to make sure we get to hear from everyone about the project.”)

Tips to keep audiences engaged when you speak

Be relevant.

As we are flooded with information, many audiences will not be impressed by data. In fact, the desire to cover all bases or anticipate all possible questions is a common reason for wordiness.

To keep listeners engaged, especially in virtual meetings, you should carefully curate content for relevance. Ask yourself: How does this information affect my audience? How may it help them with their work? Is this level of detail helpful to understand my main message?

If you have no clear answers to these questions, consider cutting the content.

A hallmark of executive presence, concision is the ability to express your ideas in as few words as possible. Listeners appreciate this, as it shows your preparation and respect for your listeners’ time. In addition, concision signals confidence: the confidence to do less, to say something once, and trust that it lands.

Especially in virtual meetings, where the feedback loop can be flat, many speakers struggle with being concise. They may repeat themselves “just to make sure” or use more examples to make a point clear. But this kind of “more” can often be less, as audiences disengage, having gotten the point the first time.

Concision is a leap of faith. The faith in your own preparation and that your delivery is clear. In virtual meetings with cameras turned off, it becomes harder to keep this faith. For your own self-care as a speaker, you may want to ask your audience to be fully present and turn cameras on — and then reward them with your confident delivery.

Leave spaces for the audience to fill

One way to slow yourself down and check in with audiences is to pause after making a point. Not just a second to catch your breath, but an actual space for silence. Both virtual and in-person, it leaves an opening for your listeners to fill, providing you with real-time feedback as to what they need next. How granular do they want you to get? Do they actually have the questions you were going to answer? Or are they taking your ideas in a whole new direction?

We often feel wary about silence, as if it means that something is wrong. But things happen in silence, and you may be surprised what your listeners offer when given the chance to jump in. However they fill the space, you may get valuable hints as to how to sync and proceed. And that is when communication becomes dancing.

Treat pushback as openings, not obstacles

You may believe that by making a compelling case, you should be rewarded with instant buy-in. Which of course, almost never happens. As your proposals are challenged you get frustrated, perhaps even defensive, as you try to explain why you are right. Soon lines are drawn and both sides double down, and you find yourself stuck in a rut.

To avoid such a shutdown of your ideas, you may want to rethink how you experience pushback. Most new ideas aren’t embraced the way they are initially proposed, and your audience may not need you to have ready-made answers to all their questions. Try to view your pitch as an opening volley, and the pushback as guidance to have the talk that you need to have. Instead of reflexive defense, ask follow-questions to validate and explore the concern.

Final thoughts on effective communication strategies

As a leader and manager, you have tremendous power to set the tone for how your team communicates. While it can be easy to fall into bad communication habits, especially when transitioning to an increasingly digital interface, a shift in the way one individual communicates can open the doors for a radical shift throughout an entire workplace. Building effective communication skills takes time, but the effects are worth the effort at every level of your organization.

Enhance your communication skills

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How to Improve Communication Skills: 14 Best Worksheets

“Instead of condemning people, let’s try to understand them. Let’s try to figure out why they do what they do. That’s a lot more profitable and intriguing than criticism and it breeds sympathy, tolerance and kindness.”

But how do we put this strategy into action?

In this post, we’ll give you the tools to be a strategic and effective communicator, no matter your context, by walking you through a range of worksheets, digital activities, and resources to discover better communication.

Before you continue, we thought you might like to download our three Positive Relationships Exercises for free . These detailed, science-based exercises will help you or your clients build healthy, life-enriching relationships.

This Article Contains:

How to improve communication skills, 3 examples of good communication skills, 3 most effective worksheets and tools, 3 games for developing communication skills, assessing your client’s skills: 3 questionnaires & scales, using digital tools to improve communication, how to use quenza: 5 benefits of digital platforms, communication resources from positivepsychology.com, a take-home message.

Whether you’re delivering a presentation to a room full of conference attendees or hashing out a disagreement with your partner, many of the skills you need to achieve your goals in these different scenarios will be the same.

To improve your communication techniques, scholars recommend training in the following skills.

Perspective taking

Defined as a cognitive attempt to consider another’s viewpoint (Longmire & Harrison, 2018), perspective taking enables us to communicate in a way that is likely to resonate with others in the way we intended.

Perspective taking is often referred to as putting yourself in another’s shoes.

For instance, when preparing a presentation, we can take the perspective of our audience by considering their background knowledge on the subject of our talk. By doing so, we can communicate in a way that will match the listeners’ level of background knowledge, rather than leaving them in the dust.

Likewise, we can be intentional about trying to take our partner’s perspective during a disagreement by imagining how our actions might make them feel or by imagining how we would feel if the roles in the conflict were reversed.

Usually, this involves showing empathy to the person you are speaking to and creating space for their emotions.

Self-awareness

Self-awareness involves being able to see yourself clearly and objectively through reflection and introspection . It requires you to separate your sense of identity from your thoughts and emotions.

But why is this important?

According to organizational psychologist Tasha Eurich (Workforce.com, 2020), we can only be as good at influence or collaboration (and a range of other skills) as we are at self-awareness. That is to say, if we work to develop our self-awareness, it can have a ripple effect on our ability to communicate, engage, and empathize with others.

In the example of delivering a conference presentation, self-awareness may help us recognize that we appear withdrawn when speaking to a crowd. This awareness then enables us to amend our behavior and style of communication.

Likewise, in the example of the disagreement with a partner, self-awareness might help us recognize our tendency to grow defensive to perceived criticism in a particular area. Self-awareness can counter this, allowing us to remain open minded and curious in such discussions.

In sum, good communication involves balancing our own perspective with that of others to convey a message successfully and accept feedback .

To empathize is to

“respond to another’s perceived emotional state by experiencing feelings of a similar sort.”

Chismar, 1988, p. 257

Showing empathy is another way to take the perspective of a conversation partner by acknowledging and validating their emotions in a situation.

No matter the situation, there’s usually a place for empathic communication. Let’s look at three scenarios. For each, see if you can identify the more empathic response out of the two response options.

A nasty bruise

• Scenario : You are having coffee with your sibling, and they hold out their arm to reveal a dark welt on their arm. “Check out this bruise from my fall down the stairs!” they say.

Which of the following is the more empathic response?

• Response A : You squint at the bruise. “That’s tiny,” you say. “Look at what I got when I was hit by a bike!”
• Response B : You wince. “Ouch! I can imagine that must have really hurt.”

Problems with Mom

• Scenario : You’re walking down the street in conversation with a friend. He’s been describing a recent conversation with his mother, in which he grew very frustrated. “When she shows up at my house without calling first, it’s stressful for me, but I can’t get her to listen to my point of view.”
• Response A : “I’m sure it’s just because she really wants to see you.”
• Response B : “I can imagine that must be really frustrating if you never know when she’s going to stop by.”

Missing money

• Scenario : You and your friend are at the counter at a coffee shop. As your friend goes to pay, her card gets declined. “I can’t understand where all my money goes after I get paid,” she laments.
• Response A : “I reckon you should make a budget.”
• Response B : “Yeah, it’s annoying when money disappears like that.”

In each of the above scenarios, Response B is the more empathic option. In these responses, the speaker validates the other person’s emotions and reflects them back to the other person.

Download 3 Free Positive Relationships Exercises (PDF)

These detailed, science-based exercises will equip you or your clients to build healthy, life-enriching relationships.

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Let’s now look at three free worksheets and tools you can use to help develop your clients’ perspective taking, self-awareness, and empathy when communicating.

• Active Listening Reflection Worksheet This worksheet provides a useful summary of the techniques involved in active listening . Once the techniques have been reviewed, clients can practice them in pairs or groups or reflect on a recent conversation with someone in their life to apply their learning.
• Trading Places Worksheet The Trading Places worksheet takes your client through 10 steps to help them imagine a situation from another’s perspective. These steps can be especially useful when a client is struggling to move forward following a disagreement with someone in their life.
• How to Improve Communication in Relationships: 7 Essential Skills This simple leaflet details seven approaches and frameworks to better understand how we communicate and develop our skills in relating to others.

Check out these three games for both children and adults, designed to make strengthening communication with others fun:

• 500 Years Ago In this free worksheet , players attempt to describe modern-day phenomena to their partner, who pretends they have no knowledge of the modern world because they are from long in the past. In each round, the speaker must practice empathic communication and perspective taking by tailoring their language to their old-timey listener.
• Shuffle In this game , five children race to occupy four positions at the corners of a square marked on the floor. As kids play rounds of rock–paper–scissors to resolve disputes, the game will introduce them to the basic principles of conflict and negotiation .
• Where Should We Begin? A Game of Stories In this card game by leading psychotherapist Esther Perel, players take turns drawing cards to tell stories about themselves, their hopes, and their dreams. In doing so, participants can grow closer and share greater intimacy through the power of storytelling.

Communication skills – how to improve communication skills

Want to assess your client’s communication skills? Look at these three useful questionnaires and scales:

• Effective Communication Styles Inventory This test uses 15 forced-choice items to help individuals determine their preferred communication styles, including thinking, doing, collaborating, and creating.
• The Revised Self-Monitoring Scale This scale by Lennox and Wolfe (1984) is a 13-item adaptation of Snyder’s (1974) 25-item Self-Monitoring Scale. This reconfigured scale is a useful way to help clients assess two facets of their communication: their ability to modify their self-presentation and their sensitivity to the expressions of others.
• The Communication Effectiveness Profile This 84-item inventory provides a comprehensive assessment of seven factors contributing to good or bad communication, including empathizing and the ability to read nonverbal cues .

Thankfully, many new tools, games, and approaches are emerging to help facilitate communication training and skill development through virtual channels.

3 Games for your videoconferencing sessions

If you’re looking to improve communication with a small group or work team, here are some fun games and digital interventions you can use to have fun, break the ice, and encourage open communication via video conferencing.

• Synonym challenge Get everyone engaged, expand your vocabulary, and warm up your call participants with the synonym challenge.

Time: About one minute per round How to play : Determine a turn order for each participant in the call. Begin by having the first player say a word. Participants must then proceed in sequence, saying synonyms for that original word without repeating a word already said. The first player to take longer than five seconds to say a word is eliminated from the next round.

• Virtual escape rooms Emerging research has pointed to escape rooms as possible avenues for developing team capabilities and creative problem solving (Adams, Burger, Crawford, & Setter, 2018; Cohen et al., 2020). Why not try one out with your team?

Time: About one hour How to play : With virtual escape rooms, players must work in teams to watch videos, track clues, and cooperate, all to escape a virtual environment or race another team to complete a series of puzzles.

See The Escape Game for a popular virtual escape room provider and more information.

• Virtual murder mystery Break the ice and have fun with role-play at your next video call get-together by solving a quirky murder mystery.

Time: Typically one to two hours How to play : Each participant in a call is assigned a character or role with background information about their motivations and why they might be a suspect in a central murder mystery. Participants must then chat with one another in character to deduce information about the possible murderer (or point the finger at someone else if they are the murderer).

Check out the whodunnit app for a popular virtual murder mystery provider.

A look at Quenza software

If you’re a counselor, therapist, or social worker looking for tools to help your clients improve their communication, be sure to check out the growing library of pre-programmed tools available via the platform Quenza .

We designed this platform in collaboration with the positive psychology community to put leading science-backed worksheets and tools directly into the hands of helping practitioners and their clients.

To illustrate, here are just a couple of communication tools available through the platform, which you can access and try for yourself for just $1 :

• Learning to Say No Living in line with your values means you will sometimes need to make choices that disappoint others. This seven-part mini-lesson will give your clients guidelines and practical advice for respectfully saying no in the service of their personal values.
• Eight Steps to Forgiveness When communication mishaps occur, forgiving others is easier said than done. This essential eight-step lesson is based on the teachings of forgiveness expert Dr. Robert Enright and will help your clients release themselves from the distress of betrayal and hurt feelings.

If you’re curious about using digital interventions as part of your relationship counseling , coaching, or psychology practice, consider how these interventions might interact with other elements of your business.

In general, using digital platforms can streamline many aspects of your workflow while enabling clients to work within an organized digital environment, where all their information is in one place.

Benefits of using digital platforms to deliver care can include the following:

• Access to professional tools to develop digital activities, learning pathways, and lessons
• The ability to sort clients according to groups and initiate actions that affect all group members (e.g., sending homework materials)
• The creation of a centralized location to store clients’ contact information and documentation
• Access to modern security features (e.g., HIPAA/GDPR compliance)
• The ability to connect with other practitioners to share best practice learnings

Quenza offers all these benefits, and new features are always being added. Getting started with the platform takes only three steps:

• Sign up for a 30-day trial .
• View the brief quickstart video .
• Jump into the Activity Builder to begin preparing your first digital activity or browse the platform’s expansion library to select a pre-developed activity for your first client.

To learn more, take a look at the Quenza roadmap for a summary of existing and upcoming features.

17 Exercises for Positive, Fulfilling Relationships

Empower others with the skills to cultivate fulfilling, rewarding relationships and enhance their social wellbeing with these 17 Positive Relationships Exercises [PDF].

Created by experts. 100% Science-based.

Looking for more resources to teach communication skills? Here are some free materials you can use when conducting therapy, coaching, or counseling with groups:

• Listening Accurately Worksheet This handout presents five simple steps to facilitate accurate listening and can help establish some basics for training in effective communication.
• Communicating an Idea Effectively This handout lists three key features of a well-explained idea and strategies for building these into one’s communication.
• Making Eye Contact Exercise This exercise is a fun way to kick off a group training day by warming up people’s non-verbal communication skills.
• 17 Positive Relationships Exercises If you’re looking for more science-based ways to help others build healthy relationships, this collection contains 17 validated positive relationships tools for practitioners. Use them to help others form healthier, more nurturing, and life-enriching relationships.
• Effective Communication in Therapy & Counseling: 17 Techniques This article about communication in therapy is a helpful guide for therapists as it provides a number of techniques that can be used to improve the therapeutic relationship.

Whether you’re the quietest person at a table or a smooth-talking socialite, the ability to put yourself in the shoes of those with whom you speak is key to effective communication.

Likewise, understanding yourself in terms of your strengths and potential biases when communicating can only serve you as you connect with others. Be sure to check out the resources throughout this post to help you or your clients develop these skills today for better relationships tomorrow.

We hope you’ve found this post and the listed resources useful. Let us know in the comments: What’s one technique or skill you’ve used to improve your communication?

We’d love to hear from you!

We hope you enjoyed reading this article. Don’t forget to download our three Positive Relationships Exercises for free .

• Adams, V., Burger, S., Crawford, K., & Setter, R. (2018). Can you escape? Creating an escape room to facilitate active learning. Journal for Nurses in Professional Development , 34 (2), E1–E5.
• Carnegie, D. (2019). How to win friends and influence people . Vermillion.
• Chismar, D. (1988). Empathy and sympathy: The important difference. The Journal of Value Inquiry , 22 (4), 257–266.
• Cohen, T. N., Griggs, A. C., Keebler, J. R., Lazzara, E. H., Doherty, S. M., Kanji, F. F., & Gewertz, B. L. (2020). Using escape rooms for conducting team research: Understanding development, considerations, and challenges. Simulation & Gaming , 51 (4), 443–460.
• Lennox, R. D., & Wolfe, R. N. (1984). Revision of the Self-Monitoring Scale. Journal of Personality and Social Psychology , 46 (6), 1349–1364.
• Longmire, N. H., & Harrison, D. A. (2018). Seeing their side versus feeling their pain: Differential consequences of perspective-taking and empathy at work. Journal of Applied Psychology , 103 (8), 894–915.
• Snyder, M. (1974). Self-monitoring of expressive behavior. Journal of Personality and Social Psychology , 30(4), 526-537.
• Workforce.com. (2020). Build self-awareness to develop influence [Video]. Retrieved from https://youtu.be/yQ7ZfODyafw

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8 Ways You Can Improve Your Communication Skills

Your guide to establishing better communication habits for success in the workplace.

Mary Sharp Emerson

A leader’s ability to communicate clearly and effectively with employees, within teams, and across the organization is one of the foundations of a successful business.

And in today’s complex and quickly evolving business environment, with hundreds of different communication tools, fully or partially remote teams, and even multicultural teams spanning multiple time zones, effective communication has never been more important — or more challenging.

Thus, the ability to communicate might be a manager’s most critical skill. 

The good news is that these skills can be learned and even mastered. 

These eight tips can help you maximize your communication skills for the success of your organization and your career.

1. Be clear and concise

Communication is primarily about word choice. And when it comes to word choice, less is more.

The key to powerful and persuasive communication — whether written or spoken — is clarity and, when possible, brevity. 

Before engaging in any form of communication, define your goals and your audience. 

Outlining carefully and explicitly what you want to convey and why will help ensure that you include all necessary information. It will also help you eliminate irrelevant details. 

Avoid unnecessary words and overly flowery language, which can distract from your message.

And while repetition may be necessary in some cases, be sure to use it carefully and sparingly. Repeating your message can ensure that your audience receives it, but too much repetition can cause them to tune you out entirely. 

2. Prepare ahead of time

Know what you are going to say and how you are going to say before you begin any type of communication.

However, being prepared means more than just practicing a presentation. 

Preparation also involves thinking about the entirety of the communication, from start to finish. Research the information you may need to support your message. Consider how you will respond to questions and criticisms. Try to anticipate the unexpected.

Before a performance review, for instance, prepare a list of concrete examples of your employee’s behavior to support your evaluation.

Before engaging in a salary or promotion negotiation, know exactly what you want. Be ready to discuss ranges and potential compromises; know what you are willing to accept and what you aren’t. And have on hand specific details to support your case, such as relevant salaries for your position and your location (but be sure that your research is based on publicly available information, not company gossip or anecdotal evidence). 

Before entering into any conversation, brainstorm potential questions, requests for additional information or clarification, and disagreements so you are ready to address them calmly and clearly.

3. Be mindful of nonverbal communication

Our facial expressions, gestures, and body language can, and often do, say more than our words. 

Nonverbal cues can have between 65 and 93 percent more impact than the spoken word. And we are more likely to believe the nonverbal signals over spoken words if the two are in disagreement. 

Leaders must be especially adept at reading nonverbal cues. 

Employees who may be unwilling to voice disagreements or concerns, for instance, may show their discomfort through crossed arms or an unwillingness to make eye contact. If you are aware of others’ body language, you may be able to adjust your communication tactics appropriately.

At the same time, leaders must also be able to control their own nonverbal communications. 

Your nonverbal cues must, at all times, support your message. At best, conflicting verbal and nonverbal communication can cause confusion. At worst, it can undermine your message and your team’s confidence in you, your organization, and even in themselves. 

4. Watch your tone

How you say something can be just as important as what you say. As with other nonverbal cues, your tone can add power and emphasis to your message, or it can undermine it entirely.

Tone can be an especially important factor in workplace disagreements and conflict. A well-chosen word with a positive connotation creates good will and trust. A poorly chosen word with unclear or negative connotations can quickly lead to misunderstanding. 

When speaking, tone includes volume, projection, and intonation as well as word choice. In real time, it can be challenging to control tone to ensure that it matches your intent. But being mindful of your tone will enable you to alter it appropriately if a communication seems to be going in the wrong direction.

Tone can be easier to control when writing. Be sure to read your communication once, even twice, while thinking about tone as well as message. You may even want to read it out loud or ask a trusted colleague to read it over, if doing so does not breach confidentiality. 

And when engaging in a heated dialogue over email or other written medium, don’t be too hasty in your replies. 

If at all possible, write out your response but then wait for a day or two to send it. In many cases, re-reading your message after your emotions have cooled allows you to moderate your tone in a way that is less likely to escalate the conflict.

Browse our Communication programs.

5. Practice active listening

Communication nearly always involves two or more individuals.

Therefore, listening is just as important as speaking when it comes to communicating successfully. But listening can be more challenging than we realize. 

In her blog post Mastering the Basics of Communication , communication expert Marjorie North notes that we only hear about half of what the other person says during any given conversation. 

The goal of active listening is to ensure that you hear not just the words the person is saying, but the entire message. Some tips for active listening include:

• Giving the speaker your full and undivided attention
• Clearing your mind of distractions, judgements, and counter-arguments. 
• Avoiding the temptation to interrupt with your own thoughts.
• Showing open, positive body language to keep your mind focused and to show the speaker that you are really listening
• Rephrase or paraphrase what you’ve heard when making your reply
• Ask open ended questions designed to elicit additional information

6. Build your emotional intelligence

Communication is built upon a foundation of emotional intelligence. Simply put, you cannot communicate effectively with others until you can assess and understand your own feelings. 

“If you’re aware of your own emotions and the behaviors they trigger, you can begin to manage these emotions and behaviors,” says Margaret Andrews in her post, How to Improve Your Emotional Intelligence .

Leaders with a high level of emotional intelligence will naturally find it easier to engage in active listening, maintain appropriate tone, and use positive body language, for example.  

Understanding and managing your own emotions is only part of emotional intelligence. The other part — equally important for effective communication — is empathy for others.

Empathizing with an employee can, for example, make a difficult conversation easier. 

You may still have to deliver bad news, but (actively) listening to their perspective and showing that you understand their feelings can go a long way toward smoothing hurt feelings or avoiding misunderstandings.

7. Develop a workplace communication strategy

Today’s workplace is a constant flow of information across a wide variety of formats. Every single communication must be understood in the context of that larger flow of information.

Even the most effective communicator may find it difficult to get their message across without a workplace communication strategy.

A communication strategy is the framework within which your business conveys and receives information. It can — and should — outline how and what you communicate to customers and clients, stakeholders, and managers and employees. 

Starting most broadly, your strategy should incorporate who gets what message and when. This ensures that everyone receives the correct information at the right time. 

It can be as detailed as how you communicate, including defining the type of tools you use for which information. For example, you may define when it’s appropriate to use a group chat for the entire team or organization or when a meeting should have been summarized in an email instead. 

Creating basic guidelines like this can streamline the flow of information. It will help ensure that everyone gets the details they need and that important knowledge isn’t overwhelmed by extraneous minutia. 

8. Create a positive organizational culture

The corporate culture in which you are communicating also plays a vital role in effective communication. 

In a positive work environment — one founded on transparency, trust, empathy, and open dialogue — communication in general will be easier and more effective. 

Employees will be more receptive to hearing their manager’s message if they trust that manager. And managers will find it easier to create buy-in and even offer constructive criticism if they encourage their employees to speak up, offer suggestions, and even offer constructive criticisms of their own. 

“The most dangerous organization is a silent one,” says Lorne Rubis in a blog post, Six Tips for Building a Better Workplace Culture . Communication, in both directions, can only be effective in a culture that is built on trust and a foundation of psychological safety.

Authoritative managers who refuse to share information, aren’t open to suggestions, and refuse to admit mistakes and accept criticism are likely to find their suggestions and criticisms met with defensiveness or even ignored altogether. 

Without that foundation of trust and transparency, even the smallest communication can be misconstrued and lead to misunderstandings and unnecessary conflict.

Communicating with co-workers and employees is always going to present challenges. There will always be misunderstandings and miscommunications that must be resolved and unfortunately, corporate messages aren’t always what we want to hear, especially during difficult times.

But building and mastering effective communication skills will make your job easier as a leader, even during difficult conversations. Taking the time to build these skills will certainly be time well-spent. 

Want to build your skills? Find the program that’s right for you.

Browse all Professional & Executive Development programs.

About the Author

Digital Content Producer

Emerson is a Digital Content Producer at Harvard DCE. She is a graduate of Brandeis University and Yale University and started her career as an international affairs analyst. She is an avid triathlete and has completed three Ironman triathlons, as well as the Boston Marathon.

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Business Meeting to Improve Communication Skills

Business meeting to improve communication skills presentation, free google slides theme, powerpoint template, and canva presentation template.

Communication is a key soft skill, and this template provides a fantastic way to deliver some lessons on how to improve them in the context of a business meeting. Its clean and friendly design makes every slide attractive and uncluttered, and the upbeat illustrations and photos of people communicating in a professional environment add a welcome aesthetic touch. Once you customize it with your own wisdom on the subject, you’ll have something that looks good, keeps people’s interest, and helps them improve at communications!

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Strengthen Professional Communication Skills

Impress future employers by strengthening your communication skills. Communicate professionally by being clear, accurate, and succinct. Remember that communication is both written and oral and that it could be as informal as an email or introduction or as formal as a written report or interview. Also keep in mind that audience is important and communication should be tailored to fit your audience. Read more below on how to hone your communication skills to communicate more effectively.

Consider your Audience

As a professional, you will interact with a variety of people on and off the job. The most effective employees are adept at communicating with co-workers with similar backgrounds as well as those from other disciplines. Often, professionals will also need to communicate with others who rely on them as 'experts' for a particular field or topic, including clients, media, politicians, and the general public. Thus, it is important to have effective communication skills for a variety of audiences.

This involves determining what level of communication is appropriate and then adapting presentations - whether written or oral - accordingly. Some of these audiences will have an extensive scientific background and others will have none. For example, an entry-level environmental consultant could routinely communicate with the following audiences: co-workers at their peer level ( e.g. , other hydrologists), co-workers from other disciplines ( e.g. , chemists), project managers, executives, clients, technicians, drillers/tradespeople, site owners/managers, regulatory agencies, and stakeholders ( e.g. community groups, parents, Nature Conservancy).

Ways to practice communicating to different audiences:

• Compare literature written for various audiences, like articles from Science and Scientific American , and attend talks and lectures for various audience types for examples of how to communicate to others within or outside of the sciences.
• Informally practice communicating to lay audiences (e.g. the community) by talking about your school work, research and/or work with family members or friends outside of your major - if they have a blank or confused look on their face, chances are you're communicating with too much jargon, haven't sufficiently explained jargony terms, or are otherwise communicating at too advanced a level.

Improve your Writing Skills

Writing skills are utilized in email communication as well as professional report writing, both of which are common in the workplace. Employers tend to prefer clear, common-sense writing that gets the point across rather than verbose reports that are heavy with jargon. Regardless of what you are writing, there are three guidelines you should always follow: know your audience , be clear, and keep the goal in mind .

Whether writing an email or a report, some common writing tips include:

• know your audience
• be professional - do not use slang terms or text abbreviations
• be clear and concise
• focus on the take-home message
• The On the Cutting Edge module about assessing student learning has some great tips on how professors grade written reports . Take a look at the guidelines and rubrics associated with good writing to get ideas.

Improve your Presentation Skills

The Elevator Talk

The elevator talk is a short, 1-2 minute conversation-starting technique that can be used to introduce and 'sell' yourself and your work to potential future employers or collaborators. While it is a short introduction, you will benefit by practicing it with peers and mentors. An elevator talk should be professional, succinct, and should be tailored to its audience, meaning, be cautious to not get bogged down with jargon that makes it difficult for your audience to understand. Learn more about elevator talks .

Short and Long Talks

Like the elevator speech, a talk should be aimed at the appropriate audience level, be clear, and free of superfluous jargon. Some presentation tips include:

• use clear and not overly complicated visuals such as images and graphs to illustrate points
• stay away from using strange fonts
• keep animations to a minimum
• humor is generally well-received, but be cautious on overstepping bounds with humor
• practice several times prior to giving your talk; this can help with timing, pacing, and overall comfort of giving the talk.

A general rule of thumb is to spend 1 minute on each slide and to allow time for some questions at the end of the talk; it is important to stay within the allotted time. Presenters should think about and anticipate how they would answer questions they receive following the talk (practicing in front of peers and colleagues can help to identify some of these questions). It's okay to say you don't know the answer to particular questions, but do so gracefully.

Related Resources

• The Effectively Communicating Your Research: From Elevator Talks to Job Interview Presentations webinar contains lots of good advice, especially for those interested in academic careers.
• If you make poster presentation at a professional conference, learn about some strategies for creating a memorable poster presentation provided in this GSA Today article.
• Learn from assessments: the On the Cutting Edge module about assessing student learning has some great tips on grading oral reports and poster presentations you can use to get tips and guidance on giving presentations.

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Professional Communication Skills: Using Data in Presentations

By Janet Raskin

Use these interactive materials to deliver an online or face-to-face lesson on how to use data in presentations. Now with a downloadable video and an Interactive Worksheet!

Please note:

• The answers in Interactive Worksheets need to be exact in terms of spelling, punctuation and form. The worksheet will mark any answer as incorrect if it is not precisely the same as the answer key. 
• In order to access the interactive “Check Answers” feature, the worksheets need to be downloaded to your computer, as it will not work if used directly in your browser.
• Interactivity in PDFs is achieved through a small file that is inserted in the PDF. Since it’s not a common file extension, some antivirus programs may flag it as a potential threat. Files are safe to use, and you can mark them as such in your antivirus program so this issue doesn’t present itself in the future.
• As per the popular request, we are now providing a basic pdf worksheet and an interactive one. Make sure you download the one that suits your needs!

PCS: Data in Presentations— Interactive Worksheet

Pcs: data in presentations—worksheet, pcs: data in presentations—teacher's notes, pcs: data in presentations—video.

• British English
• Business / ESP
• Intermediate
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• Up to 60 mins
• Whole Class

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Professional Communication Skills: Timing Yourself During Presentations

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Professional Communication Skills: Knowing Your Audience

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