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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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12 tips for effective communication in the workplace

Effective communication transcends simple information exchanges. Understanding the emotions and motives behind the given information is essential. In addition to successfully conveying messages, it's important to actively listen and fully understand the conversation, making the speaker feel heard and understood.

Today, we’re in almost constant contact with our coworkers. You might not put a lot of thought into saying “hi” to your coworker, grabbing virtual coffee with a remote team member, or sending a gif of a cat wearing pajamas to your team—and that’s ok. Even though you’re communicating at work, there’s a difference between these types of messages and communication in the workplace.

Communication in the workplace refers to the communication you do at work about work. Knowing when and how to effectively communicate at work can help you reduce miscommunication, increase team happiness, bolster collaboration, and foster trust. Teams that know how to communicate effectively about work are better prepared for difficult situations. But building good communication habits takes time and effort—and that’s where we come in. Here are 12 ways to take your workplace communication skills to the next level.

What is effective communication?

Effective communication is the exchange of ideas, thoughts, opinions, knowledge, and information so that the message is received and comprehended clearly and purposefully. When we communicate effectively, all stakeholders are fulfilled.

Developing effective communication skills requires a delicate balance of active listening, verbal communication, nonverbal cues, body language, and emotional intelligence to ensure messages are clearly transmitted and understood.

It's about more than just talking; effective communication involves listening skills and a deep understanding of interpersonal dynamics. Individuals can use these communication skills to bridge gaps, make informed decisions, and strengthen relationships. 

What does “workplace communication” mean?

Communication in the workplace can happen face-to-face, in writing, over a video conferencing platform, on social media, or in a group meeting. It can also happen in real time or asynchronously , which happens when you’re communicating about work over email, with recorded video, or on a platform like a project management tool . Some examples of workplace communication include:

Team meetings

1:1 feedback sessions

Receiving information

Communicating about project status or progress

Collaboration on cross-functional tasks

Nonverbal communication

Collaboration Report: How the most effective teams in the world collaborate

Explore key traits that have made the most effective teams in the world successful: their strategies, techniques, and tips for working well together.

What makes communication effective?

Now that you know what type of communication can be included in workplace communication, how do you start getting better at it? There are a few key tenets of effective communication that you can use, no matter what type of communication it is. In particular, good communication:

Aims for clarity. Whether you’re sending a Slack message, drafting an email, or giving an off-the-cuff reply, aim to be clear and concise with your communication.

Seeks to solve conflicts, not create them. In the workplace, we're often involved in problem solving and collaborating on projects or tasks. Good communication in the workplace can involve bringing up blockers or providing feedback—but make sure the goal is to get to a better place than where you are now.

Goes both ways. Every instance of effective communication in the workplace represents an exchange of information—even when the information is communicated solely through nonverbal cues.

Benefits of effective communication in the workplace

Clear, effective workplace communication can:

Boost employee engagement and belonging

Improve interpersonal skills and emotional intelligence

Encourage team buy-in

Increase productivity

Build a healthy workplace and organizational culture

Reduce conflict

Increase retention

7 tips for more effective communication in the workplace

Effective communication in the workplace is all about where, how, and when you’re communicating. Try these seven tips to develop better communication skills.

1. Know where to communicate—and about what

Communication happens in many different forms—face-to-face, over email, via instant messages, and in work management platforms. To be most effective, make sure you’re following communication guidelines and messaging about the right things in the right places.

Sometimes, knowing where to communicate is half the battle. Your company may have different communication tools , which makes knowing which tool to use all the more important. Which tool is appropriate for your question or comment? Do you need to communicate in real time, or is it ok to send an asynchronous message? If you’re not sure, ask a team member or manager where you should be sending different types of messages. It is important for everyone to be on the same page. For example, at Asana, we use:

2. Build collaboration skills

Collaboration is the bedrock of effective teamwork. In order to build strong team collaboration skills , you need to practice open and honest communication. This doesn’t necessarily mean always agreeing on things—knowing how to disagree and work through those differences is a key part of collaboration, too.

Collaboration and communication skills are kind of a “chicken and egg” scenario. You can build good collaboration by communicating effectively, but knowing how to collaborate is a key component of strong communication. Essentially, this just means you’ll have to practice improving both collaboration and communication skills over time. As you improve team collaboration, you’ll get better at conveying information and opinions in a work environment—and as a result, that honest communication will make collaboration feel more effortless.

3. Talk face-to-face when you can

Perhaps the most tried-and-true way to avoid miscommunication is to talk face-to-face. If your team is virtual, speaking via video conferencing also works. Eye contact is particularly important if you know a conversation is going to be hard. Tone can be difficult to communicate through writing so ideally, you want your team member to be able to see your facial expressions and body language.

If your team is remote or distributed, communicating via a phone call instead of a video conference could work as well. Video conferencing fatigue is real, and it can make collaboration and communication particularly difficult for remote teams. Communicating over the phone reduces some of the visual strain, while still giving you the ability to hear your team member’s voice and tone.

4. Watch your body language and tone of voice

Communication isn’t just about what you say—it’s also about how you say it. Make sure you aren’t crossing your arms or coming off as curt. Oftentimes, your body language may have nothing to do with the current situation—maybe you’re tired or stressed about something in your personal life. But your team members, who might not have that context, could see your actions and assume you’re angry or upset about something. Particularly for hard conversations, try to relax your body language and facial expressions to avoid giving off any unintentional cues.

5. Prioritize two-way communication

Listening skills are just as important to communication in the workplace as talking. Part of being a collaborative team member is listening to other people’s ideas instead of just trying to put your own ideas out there.

There are two common types of listening : listening to reply and listening to understand. When you listen to reply, you’re focusing on what you’re going to say next, rather than what the other person is saying. With this type of listening, you risk missing key information or even repeating what the other person just said.

Instead, try active listening—that is, listen to what the other person has to say without thinking about how you’re going to reply. If you do think of something you want to say, jot it down so you can go back to listening to understand , instead of trying to remember the thing you want to say next.

6. Stick to facts, not stories

“Facts vs. stories” is a technique recommended by the co-founder of the Conscious Leadership Group, Diana Chapman. In this case, “facts” are things that have actually happened—things that everyone in the room would easily agree on. A “story,” on the other hand, is your interpretation of the situation.

For example, say your manager gives you live feedback during a small team meeting. That is a fact. You weren’t expecting the feedback, and you feel like your manager shared the feedback—instead of saving it for your 1:1—because they’re dissatisfied with your work. This is a “story” because you have no way of knowing if it is true or not.

Stories are inevitable—we all create stories from facts. But try to separate stories from facts, and avoid acting on stories until you’re able to validate them. For example, in this case, you might want to talk to your manager during your next 1:1 and ask why they shared feedback in a team meeting.

7. Make sure you’re speaking to the right person

Effective workplace communication is as much about who you’re talking to as it is about what you’re saying. Poor communication often occurs when you’re talking to the wrong people or trying to share information in the wrong setting.

To avoid this, make sure the right people are in the room or receiving the message. If you aren’t sure who that would be, go through an exercise to identify any important project stakeholders who might be missing.

5 tips to build effective communication skills in the workplace

If you’re a leader, you have the power to set and establish communication conventions on your team. Effective communication skills can build healthy company culture , foster trust among your employees, and break down silos between cross-functional teams. Here’s how:

1. Address any underlying changes

Before you start improving your team’s communication skills, ensure there are no underlying issues that keep everyone from communicating honestly. Does everyone feel comfortable talking openly? Is there anything that might make a team member feel like they can’t be their full selves?

One of the most valuable things you can do as a leader is to make sure your employees feel comfortable showing up to work as their whole selves (or as much of themselves as they want to bring). Whether that means voicing disagreements, talking about their passions outside of work, or being honest about what type of communication works best for them, make sure to understand each team member’s needs and ensure they’re being met in the team environment.

One theme that kept coming up in our employee engagement surveys was that we could improve information sharing and communication across the organization, so we looked for a way to do that.”

2. Frequently ask for feedback

If you don’t ask for feedback on your communication style, you may never get it. Even though communication in the workplace impacts every other interaction, team members might not immediately think of it as something to provide feedback on. By asking your employees for feedback on your communication style, you can continue to improve and develop clear communication strategies for your team.

3. Understand team communication styles

Another effective way to communicate with your team is to ask them how they want to communicate. Communication preferences shouldn’t be a secret—or a guessing game—and knowing off the bat if your team members prefer video conferences or phone calls, early morning meetings, or afternoon jam sessions can help you create an environment where they can thrive.

Important questions to ask include:

Are they an early bird or a night owl?

Do they like structured meetings or prefer free-flow brainstorming sessions?

Do they do their best thinking out loud, on the spot, or on paper?

What personality type do they identify with: introvert, extrovert, or ambivert?

Do they feel like they know their team members, or would they prefer more team bonding activities?

What types of meetings or tasks are most energizing for them?

4. Make time for team building or icebreakers

Getting to know your team is critical to developing good communication skills. It’s particularly important to make time to get to know your team outside of a workplace setting. Icebreaker questions can help bring an element of personality and fun to every meeting, so consider starting with a light chat before diving into your meeting agenda.

5. Set the tone

Remember: the way you communicate and collaborate will impact your entire team. It’s up to you to set the standard for open and clear communication in the workplace. Once you establish this standard, your team will follow suit.

Every few months, make a note to follow up with how everyone is feeling about team communication. Are there any habits that have cropped up in the last few months that you want to cull or encourage? Regularly thinking about how your team communicates—instead of “setting and forgetting” your team practices—can help you be more intentional about your communication methods.

As an organization grows, communication starts to bottleneck. At Hope for Haiti, we’ve seen those inefficiencies hurt us: when we can’t run like a well-oiled machine, we’re not serving as many people as we could be—and it’s our responsibility to improve upon that.”

More types of workplace communication

Most discussions about communication in the workplace assume the “workplace” is in person. But there are various forms of communication across different locations—from global offices to remote teams. Most effective communication best practices still apply to any type of team, but there are a few additional considerations and best practices you can use to help team members truly connect.

Distributed teams

Distributed teams work across multiple national or global offices. These teams might span different time zones and languages, and each office will have its own culture and habits. Don’t expect each distributed team to communicate in the same way—in fact, one of the advantages of distributed teams is the variety of thought you’re exposed to by working with teammates from all over the world.

If you work on a distributed team, it’s critical to over-communicate so that team members in different time zones and offices stay in the loop. Make sure to document everything in a central source of truth that team members can access when they’re online, and look for a tool that updates in real-time so no one has to slow down due to information lag.

Keep in mind that time zones might affect how people come to a conversation. Try to schedule meetings when everyone is available, or offer recordings and notes if team members can’t make it. It’s also critical to double check that the right people are in the loop, and that they aren’t just being left out because they’re in a different office than the majority of your team.

Online coworkers

If you’re working with a virtual team, it’s critical to establish where you’re going to communicate and how frequently. Knowing exactly what each communication tool should be used for can help team members feel connected—even while they’re remote.

While working remotely, we’ve had to re-learn how to communicate in many ways. Slack, Asana, and integrations between these tools has replaced or supplemented a lot of in-person ways we used to communicate.”

Remote team members can feel isolated and disconnected from one another, so consider doing an exercise with your entire team about preferred business communication habits. Some team members might love cold calls, while others might prefer scheduled meetings with concise agendas. Because team members have fewer chances to interact in person, it’s critical to establish these forms of communication as a team so you can keep the communication channels open.

Finally, make sure to bring team members in for regular team bonding events. Whether you’re doing icebreaker activities at the beginning of every meeting or scheduling some time to just chat at the end of each week, dedicated team time can help team members connect, no matter where they’re dialing in from.

The cherry on top of effective workplace communication

The last component of great communication is having a central source of truth for all of your communication and work information. Using a centralized system like a work management tool can help you coordinate work across all levels of your team. Learn more about how work management makes project coordination and communication easier in our introduction to work management article .

FAQ: Effective communication in the workplace

What are the best ways of communicating with your work colleagues.

The best ways of communicating with your work colleagues involve concise, respectful, and timely exchanges. This can be achieved through various channels, such as emails, instant messaging, face-to-face meetings, and video calls. Selecting the right medium based on the context of your communication (e.g., using emails for formal requests or Slack for quick queries) and ensuring you're concise and to the point can enhance the effectiveness of your communication.

Why is effective communication important?

Effective communication ensures that information is accurately conveyed and understood, resulting in improved efficiency, fewer misunderstandings, and better working relationships. It promotes teamwork, decision-making, and problem solving, which makes effective communication a cornerstone of successful operations and a positive work environment.

What constitutes effective communication?

Effective communication is characterized by clarity, conciseness, coherence, and considerateness, also known as the 5 Cs of communication. It means the message is delivered in a clear and understandable manner, is direct and to the point, logically organized, and sensitive to the receiver's needs and perspectives. It also involves active listening, openness to feedback, and the ability to adjust or paraphrase the message according to the audience and context.

How can you become an effective communicator?

To become an effective communicator, focus on clarity and brevity in your messages, actively listen to others, and provide constructive feedback. Pay attention to both verbal and nonverbal cues, such as body language and tone, to ensure your message is received as intended. Practice empathy by considering the receiver's perspective, and be open to feedback to continuously improve your public speaking skills.

Related resources

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Effective Communication in the Workplace

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Click to edit Master title style Active Listening 1 Lesson 2345 Module Menus Home P of Pages Lesson Menu Page In this module, you will learn how to use.

Customer Service – Dealing With Difficult Customers

Effective Listening Skills

Rationale To encourage all students to take a full part in the life of our school, college, workplace or wider community. To provide opportunities to enable.

Working Together to Develop a Winning IEP!

Work prepared: Karolina Baliunaite, Vytaute Gelezelyte of Klaipeda State College of Lithuania, 2013.

Providing the Ultimate Customer Service Experience

Effective Listening Group No-8

1 Florida 4-H Leadership Series Communications The activities in this lesson are taken from Unlock Your Leadership Potential, Leader’s Guide, Florida 4-H.

Communicating Effectively

Self Determination in the IEP

Obstacles to Effective Listening

The most valuable training facilitation skill

Communication Skills Seminar Boğazıçı University April 22, 2004 Tom Atkinson.

Communication Ms. Morris.

Welcome to lesson one in the Customer Service module

PRESENTED FOR: Southern State Community College North Coast Polytechnic Institute Strategies for Prevention …rather than Reaction Conflict Resolution;

Communication Skills. 2 July 23, 2003 What are the most common ways we communicate? Spoken Word Written Word Visual Images Body Language.

Verbal & Non-Verbal Communication Active & Passive Listening

Arrange our chairs in a circle. I will give the first person a statement. You must whisper the statement as best you can to your neighbor. You may NOT.

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How to communicate better at work easily and accomplish more.

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Millennial black businesswoman speaking earnestly to colleagues

Some people seem to know instinctively how to get along with others at work: how to make other people comfortable yet get their own points across without friction. This skill can seem elusive to most of us. But Charles Duhigg , Pulitzer Prize-winning reporter and author of Supercommunicators: How to Unlock the Secret Language of Connection , believes that anyone can learn to be a supercommunicator.

“It’s not that people who are supercommunicators are particularly charismatic or are uniquely extroverts,” he says in a recent conversation. “It’s just that they have learned a couple of skills that helped them, and they’ve also trained themselves to pay a little bit closer attention to what’s happening in a conversation and therefore be able to see opportunities.”

Supercommunicators practice several cornerstone skills which Duhigg says anyone can learn.

Start With Questions

Supercommunicators ask deep questions that probe to learn about people’s values, beliefs or experiences. It isn’t enough to ask about necessary facts and data, although those are always significant components of work conversations. Instead, deep questions focus on drawing out and understanding another person’s perspective, motivations and concerns.

For example, Duhigg suggests, a deep question “could be something as simple as, ‘Hey, Jim, I saw that memo you sent out and I'm just wondering, like, you obviously spent a lot of time on it. Tell me why you think it's important? Like, what's going on there that I really need to think about?’” The answers to these questions will cue you to what really matters to the other person—and the things you need to pay attention to as you continue to interact.

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Best 5% interest savings accounts of 2024, listen deeply for the heart of things.

No matter how good your questions are, says Duhigg, people always check to see if you’re actually paying attention to their answers or just waiting for the next chance to speak. He recommends using a technique called “looping for understanding” to prove you’re listening. When someone answers a deep question you’ve asked, listen to their answer carefully and then repeat back to them what you just heard—in your own words.

Then, take a step that most people don’t: Verify that you understood the other person correctly. “The reason that’s really powerful is because, first of all, it convinces the other person that we are listening to them,” Duhigg says. “And there’s a reciprocal need in our psychology, that if we listen to them and prove it, they’re going to listen to us in return.”

Identify The Nature Of The Conversation

It’s also important to pay attention to the specific kind of conversation the other person intends to have, because if you can mirror their intention, you can strengthen the relationship. “Every discussion is made up of many different kinds of conversations, and in general, those conversations fall into one of three buckets,” Duhigg explains.

“There are practical conversations, where we’re talking about plans or making decisions together. There are emotional conversations, where I tell you what I’m feeling and I don’t want you to solve my problem, I don’t want you to solve my feelings, I want you just to empathize and connect. And then there are social conversations which are about how we relate to each other in society, and how our social identities influence how we see things.”

According to Duhigg, “All three of these conversations are equally valid, and all three of them very well might happen in one discussion. But what’s important is that they use three different parts of our brains, so if we’re not having the same kind of conversation at the same moment, then we’re unlikely to connect.”

Show Your Desire For Connection

When you demonstrate your human desire for connection, you naturally build trust and can move forward together more easily to accomplish your goals. When people feel connected, they tend to reciprocate at the same depth of authenticity, feeling and meaning, all of which strengthen their sense of relationship. That can be true whether or not the individuals happen to agree about, say, the compensation package or warehouse layout they’re discussing.

It’s also important to match the other person’s tone. When we enter a conversation, “if we feel anxious, or it feels hard, it’s because we don’t actually know if this other person actually wants to be talking to us or if they want to connect with us,” Duhigg explains. “And by the same token, they don’t know if we really want to be talking to them, if we want to connect with them.” But supercommunicators make their desire for connection obvious. “‘They say things like, ‘Oh my gosh! That’s so interesting! What happened next?’” he says. And “they laugh and return’” to the conversation, showing that they want to connect.

Communication Is A Leadership Responsibility

There will always be times when leaders need to be extremely directive, like during a crisis or when an initiative is going off course. But once you get past any need for command-and-control leadership, leaders can motivate employees through conversation. “Look, if you don’t know how to loop for understanding with one of your direct reports, you’ve got a major deficit in your leadership toolbox,” Duhigg says. “If you don’t know how to ask the right questions and listen for what’s unsaid, then you’re taking huge risks because there might be stuff going on.”

But leaders shouldn’t try to control the dialog or anyone’s emotional response. Instead, a leader should face—and work on—the things that the two individuals can control together. “That doesn’t mean that we’re going to agree with each other,” Duhigg says. “But it does mean that we cooperate on some basic things. And that cooperation is going to make it easier for us to find a solution.”

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Improve Your Communication Skills At Work: Presentations, Executives, and Professional Presence Career Contessa

Learn how to improve your communication skills and build your professional presence with LinkedIn Top Voice, Lorraine Lee. Lorraine is an in-demand speaker and coach. You’ll learn:The difference between good presenters and not-so-good presentersHow to follow the TEA method for giving effective presentationsExamples of how to build your professional presence at workShow Notes Weekly Newsletter Sign-Up: http://bit.ly/37hqtQW Follow Career Contessa: http://bit.ly/2TMH2QP   Guest Resources: Weekly Newsletter: lorraineklee.com/subscribe Watch LinkedIn Learning: lorraineklee.com/linkedinlearning Connect with Lorraine: linkedin.com/in/lorraineklee Download Part 1 of The Ultimate Guide to LinkedIn: lorraineklee.com/linkedin-guide Career Contessa Resources Book 1:1 career coaching session: https://www.careercontessa.com/hire-a-mentor/  Take an online course: https://www.careercontessa.com/education/  Get your personalized salary report: https://www.careercontessa.com/the-salary-project/  Browse open jobs: https://www.careercontessa.com/jobs/ Produced by Dear Media See Privacy Policy at https://art19.com/privacy and California Privacy Notice at https://art19.com/privacy#do-not-sell-my-info.

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CAROLINE KIARIE: Why strategic communication is essential in today’s workplace

• In a work environment where teams are increasingly diverse, dispersed, and digitally connected.
• The risk of misalignment, misunderstanding, miscommunication, and misinformation can affect the bottom line of the organization.

As organizations navigate complex challenges and dynamic environments, just sharing information as a means of communication is no longer effective.

Connecting with the stakeholders is more important.

It is not about contacting stakeholders but connecting with them.

These were some of the reflections of Dr. Isaac Mwaura, the Government Spokesperson, during the launch of the Master of Arts in Strategic Communications at the Aga Khan University’s Graduate School of Media and Communications.

In a work environment where teams are increasingly diverse, dispersed, and digitally connected, the risk of misalignment, misunderstanding, miscommunication, and misinformation can affect the bottom line of the organization.

Without a strategic approach to communication, miscommunication happens, information becomes fragmented, and collaboration fails.

However, when communication is strategically coordinated, it becomes the conduit through which shared goals are articulated, visions are clarified, and collective efforts are achieved.

Strategic communication can be defined as a deliberate and thoughtful approach that goes beyond mere exchange of information and instead fosters understanding, alignment, and progress within an organization.

As we navigate the new era defined by rapid change and unprecedented connectivity, the need for strategic communication in the workplace is paramount.

Strategic communication serves as the bedrock of organizational cohesion and synergy among the different stakeholders.

The Need for Strategic Communication

Strategic communication helps guide leaders and their ideas to connect with their employees and communicate effectively.

It is a rigorous process that is fundamental to the growth of a business since there is a deep understanding of challenges and opportunities.

This becomes important in crafting approaches that shape the perceptions and relationships of an organization.

For instance, during and even after the pandemic, many organizations underwent, and are undergoing major restructuring.

In such situations, without strategic communication, employees across various departments may feel disconnected and uncertain about the future.

However, by implementing a carefully crafted communication strategy that emphasizes transparency, empathy, and clarity, leaders can reduce anxieties, align diverse teams, and inspire confidence in the organization's future.

This strategic approach not only mitigates resistance to change but also cultivates a sense of unity and purpose among employees as there is a strong employee voice, fostering a more resilient and adaptive organizational culture.

Leadership and Decision-making

Strategic communication serves as an anchor for effective leadership and decision-making.

As we are now in an increasingly dynamic and hyper-connected world, leaders are overwhelmed with information, opinions, and perspectives adding artificial intelligence to the mix.

Without strategic thinking, information overload can blind their decision-making and hurt the organization’s objectives.

Leaders therefore need to embrace strategic communication principles where crafting and asking questions is a tool, effective listening and strategic communication are key, and the value of feedback is a gift.

The principles help in getting a holistic picture that contributes to the adaptation, adjustment, and transformation of organizational decisive actions.

In the absence of strategic communication, leaders may struggle to convey the rationale behind their goals, leading to confusion among employees, investors, and other stakeholders.

However, by leveraging strategic communication techniques such as storytelling, framing, and tailored messaging for their stakeholders, leaders can articulate a compelling narrative that mitigates the challenges, provides opportunities, and contributes to the organization’s success.

All this underscores the importance of strategic communication in the modern workplace.

In a world defined by complexity, uncertainty, and rapid change, effective communication is no longer a luxury but a strategic necessity.

By embracing strategic communication principles, organizations can navigate complex ecosystems.

This is by recognizing communication as a powerful tool for connecting, building, and enhancing relationships, driving change, and shaping the future workplace.

Factoring the importance of strategic communications and the skills needed to effectively communicate, we need well-trained strategic communications professionals on the job!

Dr Kiarie is an Assistant Professor at the Aga Khan University Graduate School of Media and Communications.

EFFECTIVE COMMUNICATION

Oct 15, 2014

8.01k likes | 16.3k Views

EFFECTIVE COMMUNICATION. AGENDA. What is communication Filters in communication Effective communication Barriers to communication Listening vs Hearing Communication styles Communication with DISC styles. COMMUNICATION.

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Presentation Transcript

AGENDA • What is communication • Filters in communication • Effective communication • Barriers to communication • Listening vs Hearing • Communication styles • Communication with DISC styles

COMMUNICATION • We all must use a variety of communication techniques to both understand and understood. • and who is better In speech than He who [says: "My Lord is Allâh (believes In his Oneness)," and Then stands Straight (acts upon his Order), and] invites (men) to Allâh's (Islâmic Monotheism), and does righteous deeds, and says: "I am one of the Muslims.“41VS33

COMMUNICATION O You who believe! keep Your duty to Allâh and fear him, and speak (Always) the truth. He will direct You to do righteous good deeds and will forgive You Your sins. and Whosoever obeys Allâh and his Messenger (Sal-Allaahu 'alayheWaSallam) He has indeed achieved a great achievement (i.e. He will be saved from the Hell-fire and made to enter Paradise). Ahzab vs 70-71 SuratulHujurat vs 6

COMMUNICATION “Thesinglebiggestproblemin communication is the illusion that it has taken place” What if communication werenot possible? Frustration and Chaos!

ACTIVITY Think of a recent example in which you were involved in a miscommunication and answer the following questions: 1. Why did the miscommunication occur? 2. What impact did it have? 3. If you had a chance to do it over again, what specifically would you do differently?

Do You Know? • An average person spends 50% of his or her time communicating? • Business success is 85% dependent on effective communication and interpersonal skills? • 45% of time spent communicating is listening? • Writing represents 9% of communication time? • 25% of all workplace mistakes are the result of poor communication? • A remarkable 75% of communication is non-verbal?

What is Communication? QUIZ: 1, 2, NEITHER, BOTH • A process where information is exchanged between at least two people resulting in a common understanding 2. The successful transfer of information in such a way that is received, understood and correctly acted upon

Goals of Communication • To change behavior • To get action • To persuade • To ensure understanding

Types of Communication • Mass Communication • One-to-One Communication • One-to-Group Communication • Verbal Communication • Non-Verbal Communication

Component of Communication • Verbal Communication • Vocal communication • Non-verbal communication

Filters in Communication • Filters’representourperceptionsof everythingweencounterandare basedonthesumtotal of whoweare • Filters impact: • How we see others, • How we Interpret situations • How we act and feel • “We don't see things as they are, we see them as we are.”

Features of Effective Communication • Active Listening • Eye contact • Posture • Simple language • Questioning skills

Barriers to Communication

Listening VS Hearing • Hearing – Physical process, natural, passive • Listening – - Physical as well as mental process, active, • - learned process, a skill • Listening is hard. You must choose to participate in the process of listening.

Active Listening The process of recognizing, understanding, and accurately interpreting communicated messages and responding to spoken and/or nonverbal messages. • Steps to Effective Listening: - Hearing, - Interpretation (clear your mind) • Evaluation - Respond (Give Verbal and non Verbal acknowledgement) • Make eye contact - Adjust your body posture • Avoid distracting behaviours (you can’t multitask)

Roadblocks to Active Listening • Emotional Interference • Defensiveness • Hearing only facts and not feelings • Not Seeking clarification • Hearing what is expected instead of what is said • The ‘halo’ effect (i.e., the tendency for something to be influenced by a loosely associated factor) • Automatic dismissal (e.g., “We’ve never done it that way before”) • Resistance to change

Communication Variables • Differences between sender and receiver - Attitudes - Information levels - Communication skills - Social systems - Sensory channel • Differences in previous experiences • Cultural differences • Differences in communication styles

Communication Styles

Dominant Style • Value control. • Driven by a strong inner need to lead/achieve results. • Take-charge people who seek to reach goals. • Focus on results rather than process. • Tend to downplay feelings and emotions. • Sometimes viewed as “unfeeling

Influence Style • Crave action and an energetic pace. • Seek opportunities to “shine” or to be “on stage.” • Relationships take priority over tasks. • Focus is on outcomes. • Try to influence others with optimism and friendliness. • Recognition and approval are strong motivators

Steadiness Style… • Easy going and relationship focused. • Value security. • Work to maintain stable relationships/environments. • Find change difficult. • Reliable and good at follow- through. • Appreciate respect from others. • Value others’ respect of them

Conscientious • Goal-oriented; driven to be precise and controlled. • Can seem uncomfortable at expressing or dealing with emotions. • Logical thinkers who value accuracy and organization. • Like to think through tasks before starting. • Feel a need to do things themselves. • Perfectionists and strong desire for things to be “right

Think About it… When we work with people whose natural communication style is different than our own, what are the potential conflicts?

Communicating with Dominance StylesFocus on the Fact First! So you … • support, guide, maintain self esteem • display reasoning • provide concise data • agree on goal, then get out of the way • allow them to “do their own thing” • modify workload focus • compliment on achievements • set parameters, let them take lead • argue with facts, not emotion Dominance Styles… • are concerned with being #1 • think logically • want facts and highlights • strive for results • like changes • prefer to delegate • want notice of accomplishments • need to be in charge • reflect a tendency toward conflict

Communicating with Influence StylesFocus on the Relationship First! So you … • show them you admire/like them • be optimistic/upbeat setting • support their feelings • focus on big picture • interact/participate with them • vary routine • compliment them often • do it together • avoid arguing on a personal basis • keep up a fast, lively pace • provide positive feedback Influence Styles… • are concerned with approval • seek enthusiastic situations • think emotionally • want general expectations • need contact with people • like change/innovation • want others to notice them • need help getting organized • dislike conflict • like action and stimulation • want feedback that they look good

Communicating with Steadiness StylesFocus on the Relationship First! So you … • show how to minimize risk • show reasoning • provide data, proof • demonstrate personal interest • walk through instructions • compliment steady follow-thru • give personal assurances • act non-aggressively • allow them to support others • provide friendly atmosphere • provide cooperative group • acknowledge their help/manner Steadiness Styles… • are concerned with stability • think logically • want documentation/facts • like personal involvement • need step-by-step sequence • want notice of perseverance • avoid risks/changes • dislike conflict • accommodate others • like calmness/peace • enjoy teamwork • want to be appreciated

Communicating with Conscientious StylesFocus on the Fact First! So you … • use an indirect, non-threatening approach • show reasoning • give it in writing • provide explanation/rationale • allow them to think, inquire, check • compliment them on thoroughness • let them assess/be involved in process • use tact to gain clarification/assistance • allow time to find “correct” answer • tell them the “why” and “how” Steadiness Styles… • think logically • seek data • need to know the process • use caution • want notice of their accuracy • gravitate toward quality control • avoid conflict • need to be right • like to contemplate • do not like aggressive approaches

Summary • What is Communication? • Barriers to communication • Communication filters • Listening vs Hearing • Communication Styles • Communicating with DiSC Styles

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