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Hone Your Communication Skills

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Presentation on theme: "Hone Your Communication Skills"— Presentation transcript:

1 Hone Your Communication Skills
Discussion Session #36 In this session, you will learn: Better Listening Nonverbal communication How to communicate well in your next job Introduce topic. Encourage participation. Go over what we will cover. Do Exercise of whispering a phrase to one person in the class and see how it ends up. Phrase will start out as “All that glitters is not gold.” You can see that it is easy for communication to start one way and end another, so it becomes important to look at how we communicate and what messages are we sending that we might not even be meaning to send.

2 Listening Listening is a mental process that requires effort.
There are several things that can block our ability to listen. Can anyone think of things that get in the way of listening effectively? Bored with topic, not concentrating, focusing on the speaker and not the message, loose patience, decide the subject does not matter to us. Can someone repeat what he/she just said. This is called parroting. It is simply repeating what was said exactly how it was said. This may not seem very important or complicated but it can be very effective. It is important that the listener know that he or she has been heard and understood. Often times if someone does not believe they have been heard or understood, they will continue to say the same thing over and over until you have made it clear to them that you have heard and you do understand. Parroting is one way, a very simple way, mind you to let a person know you have heard what they said because you can say it back to them.

3 Encouragers Encouragers are a variety of verbal and nonverbal means one can use to prompt someone to continue talking. They include nods, openhanded gestures, phrases such as “um-hum,”and the simple repetition of key words the person has said. Show me an example of an encourager. Encouragers let the speaker know you are interested in what they are saying and want them to continue. Can you think of any “discouragers?” Eyes closed, reading the paper, looking at watch, not making eye contact

4 Paraphrases Paraphrasing feeds back to the person the essence of what has just been said by shortening and clarifying the person’s comments. Paraphrasing is not parroting; it is using some of your own words plus the important main words of the person to whom you are listening. Can anyone paraphrase what I just said.

5 Summarizations Summarizing is similar to paraphrasing but covers a longer time span and more information. Summarizations may be used to begin or end a long conversation, as a transition to a new topic, or to clarify a lengthy and complex issue. Can anyone summarize the last 4 topics I just covered.-Listening, parroting, encouragers, and paraphrasing.

6 To Become An Active Listener
Listen for ideas, not just facts Judge what the speaker says, not how it is said Don’t jump to conclusions Concentrate, pay attention, and relax Respond actively to the speaker. Come up with an appropriate comment. Think why am I being given this information and how can I apply it. Ignore peculiar mannerisms None Becoming tense makes you more easily distracted Work at listening. Listen alertly and enthusiastically.

7 Great Listeners Ask questions Concentrate Identify the main idea
Listen for a rationale Listen for key words Organize what they hear Take notes Any questions about listening before we move on.

8 Nonverbal Communications
Impact Of Communications 7% Verbal 38% Way Words Are Said 55% Facial Expressions Shows the importance of not only thinking about your words but also your facial expressions as you communicate them.

9 Nonverbal Communication
Anything is a potential message. One cannot NOT communicate. Nonverbal communication functions to clarify words we use and demonstrate emotions What kind of emotion does this guy display? Excitement, happiness, enthusiasm. Do you think any of these emotions may be important for you to display in your next job or for your next project? Conveying excitement and enthusiasm about a product will be very important for you if you pursue a job in sales, for instance.

10 Nonverbal Communication
Handshakes Proxemics Gestures Environment Handshakes-if rotate palm on top of yours, implies domination. Try to try to turn back to center and feel the resistance. If 2 handed hand shake-skin to skin implies warmth. If goes to cloth, intends to lead you and can be a power move. Proxemics-intimate space 0-18 inches, personal space-18 inches to 4 ft or bubble space. Different in different cultures. People react by moving back or distancing themselves if you get into their personal space because they feel uncomfortable Other gestures of discomfort include-drumming fingers on table, tapping pen, crossing and uncrossing legs frequently, adjusting in seat, men sometimes pull on shirt collars. All signs people are uncomfortable and may need a bathroom break, may not like topic of discussion. When people use a steeple, it means I am in complete control or I know what is going to happen. Hand to face skin to skin contact often shows someone is thinking. If the lips are covered it means they are not ready to talk about what they are thinking yet. Office environment-organized/disorganized, status in company, do they want you to sit down or are chairs covered with things, can tell gender, sense of humor, family/friends, interests. Any questions about nonverbal communication before we more on.

11 Great Communicators Present one idea at a time Keep it simple
Make it brief Personalize the message to the listener Use right tone of voice and body language Get acceptance of each idea Respond to the emotions of the person Appreciate listener’s concerns Encourage listeners to express themselves Video on communication skills

12 Communication Skills Ask, don’t tell State the situation
Explain how it affects the team Suggest what needs to be done Describe what will happen if the situation does not change

13 Communication Skills Listen first Persuade second
Support your assertions Do your homework using surveys, verifiable facts, research

14 Communication Enhancers
Speak with enthusiasm Describe appealing results Adjust how you communicate to match your listener’s reaction Any questions about these. If still lots of time left, can watch video clip and discuss.

15 USE: a. Strongly Agree b. Agree c. Disagree d. Strongly Disagree e
USE: a. Strongly Agree b. Agree c. Disagree d. Strongly Disagree e. Don’t Know EVALUATION QUESTIONS I found the presentation material easy to understand. 2. This discussion session increased my knowledge on the subject presented. 3. I will be able to use some of the information from this discussion session in the future. 4. The presenter was well prepared for this session. 5. This presentation should be repeated in future semesters.

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