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Communication: Soft Skills for the Workplace

Workplace Communication Skills: How to communicate as an employee with co-workers and other employers.

Ali Abbass

on 17 June 2015

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Transcript of Communication: Soft Skills for the Workplace

Levels of Communication
Barriers of Communication
Physical barriers
Perception barriers
Emotional barriers
Cultural barriers
Language barriers
Gender barriers
Interpersonal barriers
Nonverbal communication is sending or receiving wordless message through gesture, body language, posture, tone of voice, facial expression. It is all about body language.

12 Tools of Effective Communication
Communication Skills
Personal Communication
Interpersonal Communication
Small group Communication
One to group Communication
Mass Communication

Taking the receiver more seriously
Crystal clear message
Delivering message skillfully
Using multiple channel to communicate instead of relying on one channel
Ensuring appropriate feedback
Be aware of your own state of mind/emotions/attitude

Communication Skills for Workplace
3 out of 4 employers consistently rank good communication skills at the top of the list for potential employees.

C's of Communication
1. Clear
When writing or speaking to someone, be clear about your goal or message. What is your purpose in communicating with this person? If you're not sure, then your audience won't be sure either.

2. Concise
When you're concise in your communication, you stick to the point and keep it brief. Your audience doesn't want to read six sentences when you could communicate your message in three.
3. Concrete
When your message is concrete, then your audience has a clear picture of what you're telling them. There are details (but not too many!) and vivid facts, and there's laser-like focus. Your message is solid.
4. Correct
When your communication is correct, it fits your audience. And correct communication is also error-free communication.

Do the technical terms you use fit your audience's level of education or knowledge?

Have you checked your writing for grammatical errors? Remember, spell checkers won't catch everything.

5. Coherent
When your communication is coherent, it's logical. All points are connected and relevant to the main topic and the tone and flow of the text is consistent.
6. Complete
In a complete message, the audience has everything they need to be informed and, if applicable, take action.

Does your message include a "call to action," so that your audience clearly knows what you want them to do?

Have you included all relevant information – contact names, dates, times, locations, and so on?
7. Courteous
Courteous communication is friendly, open, and honest. There are no hidden insults or passive-aggressive tones. You keep your reader's viewpoint in mind, and you're empathetic to their needs.
In oral communication words are used, it includes face-to-face, telephonic conversation, video, radio, television, voice over internet etc.
In written communication, written
sign or symbols are used to communicate. In written communication message can be transmitted via email, letter, report, memo etc.

In verbal communication remember the acronym ‘KISS’( Keep it short and simple) Verbal communication has it two sides: Oral and Written communication.

Types of Communication
Verbal Communication
Oral Communication
Written Communication
Nonverbal Communication
Overcome Barriers of Communication
Studies Show:
Another study also reveals that the skills that employers are looking for most are communication skills (98%), having a positive attitude (97%), and teamwork skills (92%).
1. Ask the Right Questions
2. Communicate Professionally
3. Schedule and Prepare
4. Speak, Pause, Listen
5. Follow Up in Writing
6. Ask for Feedback
7. Address Problems
8. Try a New Format
9. Communicate Confidently
10. Prepare an Elevator Speech
11. Be Responsive
12. Write Well
Part of selling your services is being able to understand the client’s unique needs.

You can do this only by asking questions that get to the heart of the challenges they are facing.

Once you have a clear understanding of the problem that the client needs to solve, you can pitch your services as the best possible option for the client, outlining how you will meet their needs.
Your professionalism can win you contracts, and your communication skills add to the complete package.

Take time to proofread all emails prior to sending; use a business email address with a proper signature; answer the phone professionally; and speak articulately and competently at all times.
Scheduling your meetings in advance ensures that you and your clients have an adequate amount of uninterrupted time to speak.
Once your meeting is scheduled, take time to prepare an agenda that outlines focus points and sets a structure.
Sharing the agenda for the meeting gives both you and the client an opportunity to fully prepare.
When you have several topics to tackle, rushing through them to get all of your ideas out may be tempting. But this causes confusion and makes the client feel that their input is not important.
Slow down, and remember that communication is a two-way street.
Establish a give-and-take that allows both parties to have their say.
While you may be taking notes during phone or in-person meetings, the other party might not be, so follow up after the meeting with a written message, giving an overview of the discussion to make sure you are both on the same page.
Summarize what was agreed, repeat questions that were raised and outline the next steps and responsibilities for both parties.
One way to maintain long-term relationships with your clients is by keeping open lines of communication.
This means asking them for their input on how things are going and how they feel about the service you’re providing.
This can be accomplished by inquiring at the end of a project, during day-to-day conversations or through formal surveys.
If a client is unhappy, don’t ignore their complaints. Ask them why they are unhappy and what you can do to fix the situation.

The longer you wait to bring it up, the worse it will get. Addressing the issue and being accountable when appropriate puts you on the path to resolution.
If a problem with your client stems from miscommunication, try a different method of communication.

If you have been handling everything via email, schedule a phone call to see if that clears things up.
Be confident and use body language to support that confidence.

Shake hands firmly, smile and make eye contact while communicating at live networking events.

Don’t forget to bring business cards to hand out to everyone you meet, and remember to relax and be yourself.
An elevator speech helps you make the most of a first impression, while making networking situations easier and more productive.

Be prepared with your speech and ready to answer common questions about your business and what you do.

Practice your elevator speech ahead of time so that you are relaxed and comfortable with introducing yourself.
A big part of marketing is being available to your target audience and following up when necessary.

If you market your business through social media outlets—including Twitter, Facebook and blogging—watch for and respond to comments, questions and especially complaints.

And when you are contacted as a result of offline marketing activities, respond quickly and professionally.
You can’t successfully promote your business if your marketing copy is not clear, concise and action-provoking.

If writing is not your forte, consider hiring someone to help you craft copy that attracts potential clients, generates interest in your services and motivates potential clients to action.
How do you communicate around your FRIENDS, FAMILY, and how would you change your communication style around an employer?
Question ?
is the art and process of creating and sharing ideas. Effective communication depends on the richness of these ideas.
If I tell you one thing and you hear another, have I communicated ?
Listening Skills
Pay attention
Show what you are listening
Provide feedback
Defer judgment
Respond Appropriately

Effective communicators command the attention of their audience and make sure their message gets across.
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