Beware of Barriers in Communication

Communication is the accurate transfer of thoughts from the mind of one individual to the mind of another and his/her acceptance of those thoughts.  Therefore, effective communication is dependent upon the degree of understanding and acceptance that occurs between the sender and receiver of the message.

Barriers of Communication

All too often, the communication does not achieve the desired results because barriers to the communication process exist in others and us.  The principle barriers can be grouped into three broad categories: -

PHYSICAL:

Physical barriers are environmental factors, which actually prohibit or limit the extent of communication, such as, distance, lack of time, noise, and external disruptions, such as, failure of mechanical equipment, etc.

PSYCHOLOGICAL:

Psychological barriers arise from personal differences in perspective between persons communicating with each other. Emotions, social values and differences in position in the organizational hierarchy can contribute to psychological distances between people that are as great as physical distances. In upward communication a subordinate may hesitate to tell his supervisor unfavorable news because he fears it may affect his relationship with his superior. For this reason the upward communication may be considerably slower than communication flowing downward.

SEMANTIC:

Semantic barriers arise because much of what people say is subjective. Words and symbols, except in technical language, seldom have a single meaning, and they are not everything that is said based exclusively on facts. Words, such as, great, small, good and bad, are open to interpretation by the listener or reader. Thus, the intended meaning of a comment by the source may not be the same as the meaning accepted by the receiver.

Whenever we communicate, we need to be aware that these barriers may exist and to plan how to overcome them in the way we communicate.

Overcoming the Barriers:

There are three main ways in which the sender can help overcome the barriers to communication.

  1. EMPLOY FEEDBACK: This means making the communication a 2-way process.  Asking questions to check understanding or gain other input from the receiver.  In written communication feedback is not immediately available and this is a disadvantage of the method.  The only way to get feedback is through discussion before you write.
  2. KNOW YOUR RECEIVER: Consider educational background, knowledge of subject and interest in it as well as any information you may have on his/her personal feelings towards you as the sender.
  3. PLAN YOUR COMMUNICATION:  Ask yourself:
  • WHY am I communicating?
  • WHO is the receiver?
  • WHAT is the message?
  • HOW should I communicate?
  • WHERE should it be made?

Impactful Orator / Speaker

Introduction

Making yourself a powerful speaker is lot easier than you think. Having knowledge on any subject matter is different and delivering it in an impactful manner is a different art altogether. Having that power- in terms of dynamism of your abilities matters greatly in the world of business speeches and presentation. In today’s scenario, people who can do smart work and have excellent communication skills can climb the ladder of success and reach the summit (peak).

From today, think in terms of speaking version of you, a performance persona that is the essence of talking about your subject arar. That is the person, your audiences will find interesting. In other words, it’s not enough just to be who you are when you present. You have to construct a performance version of yourself.

Impactful Orator

1)    Build Rapport

Having a nice equation with the audience, makes things absolutely easy and cake walk for the speaker. The speaker should find a way to identify the audience’s value and experiences and externalize the connection by what you say. Most listeners resist speakers whose background or known views are noticeably different from their own. Remember that our experiences, motivations and feelings unite all of us around the world for more that they divide us. Create an atmosphere in your presentations that fosters persuasion and believability.

2)    Delivery

Every audience arrives with the preconceptions of that speaker. They may have nothing to do with your personally, but may be tied to the topic, organisation or viewpoint to represent. Credibility resides in speakers who appear confident and committed. There is simply no substitute for enthusiasm.

3)    Competence

Advertise your competence in everything you say and do. When you trust yourself and what you are saying, your audience will trust you. That is the first step that allows them to invest you with presence and authority. Every audience wants to feel that they are in good hands. Make it easy for listeners to relax and trust that you are such a speaker. All it takes is for you to trust yourself. Believe that you are a natural performer.

Conclusion

Speaker plays a crucial role in all the aspects. The moods and the emotions of the audiences are totally dependent on the speaker. The ball lies in the court of the speaker, to which direction does he want the audiences to be taken.

Letter Writing – Salutation and Greeting

It is start and practice which says that a letter writing protocol dictates all letter begin with ‘Dear ‘followed by addresses and last names. As you become acquainted with the person, on style would be to type in their proper names.

  • CONTENT: The current style is to write letters in as conversational style as possible. The content should be very much exact and precise. It should be very easy for the reader to decide it in exactly the same manners, in which you start him/ her to understand the message.
  • CLOSING: The closer should always be with a cordial phrase you are comfortable with. Sincerely, yours truly or best regards followed by a comma. Depends on the space left at the bottom of the sheet allow four to five lines. Spaces for a signature.
  • SIGNATURE LINES: Type the name of the person who wrote and signed the letter, using both the first and last names.
  • PROOF READ: It is always very important to proof read your written communication before sending. Always print out a copy of your letter and read it before signing and mailing. Look that the margins and format are pleasing to the eye. Read the letter for spelling, grammar and correct contact.

Inclusive Sessions

Conducting all inclusive sessions forms the later and more advanced part of the training. Module should be conducted in a way that it meets the needs of all the participants. An all inclusive training session means a session that has all the contents that meets the needs of all the different participants in one particular session. Different participants have different kinds of weakness and strengths in relation to their soft skills hence they require particular grooming in their particular areas of development. Knowing the participants and their needs is the most important part of training when it comes to making a session all inclusive.

In a group of many participants there are many different categories of participants and every other individual need to be tackled with different strategies and solutions to their problems. There are many aspects of training sessions such as Basic training, Grammar, Body language Grooming and Personality Development, Open Group Discussion, Public Speaking. Some might find the public speaking part difficult some might slog in the grammar or group discussion areas hence knowledge about the individuals that make up the group is very important.

Below is a basic structure of how an all inclusive session can be conducted     

Group A- This part is the first part of the session and should include activities that are common for all the participants without paying attention to the weaker or stronger development areas of the individuals.

Group B- In this group participants can be grouped into different sections according to their ability and area of improvement where each group can be defined and given topics related to their needs which would help them improve particularly on their weaker areas and give better than expected results,

Group C-This group is for the participants that require individual assistance and a lot of focus for their development. These participants can be trained on individual basis by involving them in interaction with the trainer and the audience, assigning different role plays and public speaking topics.

Conclusion-   Designing a module that is all inclusive with respect to the needs of the participants and assigning them into different categories of groups according to their similar abilities and performance is the best way to deliver an all inclusive session.

Top 10 Qualities of an Effective Trainer

A trainer with all the effective qualities is very essential for the growth and development of the participants along with the continuous growth of the organization. A trainer should possess a combination of the top 10 qualities that make him efficient and effective; these qualities are detailed below-

Appearance:
Appearance gives the first impression of an individual’s behaviour. First impression is created within the first few seconds of a meeting. It is very important to have a pleasing personality to make the public comfortable in order to interact and create great impression. Appearance is the first and foremost quality of an effective trainer.

Punctuality:

Punctuality is a very essential trait of an effective trainer. An individual who respects time is respected and appreciated by public. Lost time can never be earned back and hence appreciating and utilizing it effectively is the key to success.

Language:

Language forms the most basic part of the effective quality to be possessed by the trainer. Having a good grip and command over the language is the key to improve communication and create an effective impression. 

Communication Skills:
Communication skills are very essential to be an effective speaker. Communication is the most important aspect of an effective trainer. First impression can be created by appearance but maintaining the impression effectively requires polished communication skills.

Effective Tone:
Voice modulation or having an effective tone in communication is the most essential part to make communication effective. Content matters but tone is very essential for an effective impact of the communication. It helps to stress on the highly important points of impact and thereby enhance communication.

Planning:
Effective completion of tasks is solely dependent on effective planning in relation to the process. Planning is an essential aspect that an effective trainer should learn to meet the tasks, deadlines and commitments he is assigned to. This improves the performance of the trainer and makes him more effective.  

Learning Attitude:
Possessing a learning attitude is very essential for continuous development and growth of an individual. Every other individual has different kinds of experience and qualities in life that portrays his knowledge. Learning from every other individual’s experience and qualities is very essential for being an effective trainer.

Leadership:
Everyone possesses the quality but very few take the initiative to lead from the front. In order to be a successful trainer there should be more action and less reaction. Being a leader, it is very essential to lead a team of participants and make their growth and development effective.

Negotiation Skills:
The most important trait of an effective trainer is to have effective negotiating skills, making the participants understand and clearing their doubts is very essential. Negotiating skills are very important to convince the participants and other individuals in relation to difficult situations at training.

Corporate Behaviour:
Individuals grow from their mind and bodies and still some trainers are amateur at actions. Being in a corporate world requires high level of professionalism and maturity. Behaving according to the industry standards is very essential in order to maintain a positive and effective image. Appropriate behaviour is the key aspect to become an effective trainer.

How to Constantly Engage Participants in Training

Constantly engaging the participants in training is very important for a successful delivery of training session. There are many ways to get participant’s attention but interaction proves the best results. Eye contact of the trainer with the participants and being equally attentive to all the participants throughout the training is the key. Participants must be very well aware of why they are a part of this training; their need analysis should be crystal clear that brings their attention in a better way.

Interaction-

Training module should be decided in a way that the interaction part is designed for a minimum

15 – 20% part of training, interaction helps in a great way to engage participants. There are two ways to design an interaction module both have their own positives and negatives. One is to prepare the module in a ways that interaction is assigned at the later part of the training session. Other is to keep the session interactive from the start including the interaction in the body part of the session.

Conducting training in the latter part reduces the risk of creating disturbance amongst the participants which makes them loose concentration and gives a systematic format whereas making session Interactive from the start keeps the audience engaged but requires a lot of experience ,practice and control for excellent execution otherwise there is always a risk of  chaos.

Grouping-

Grouping participants in different groups accordingly using icebreakers, mind games and other interactive sources is the best way to keep the participants engaged. This adds to learning with fun and creates a competitive atmosphere within the participants urging them to actively support and participate in the training.

Conclusion-

Engaging the audience entirely depends upon the enthusiasm of the trainer, no doubt designing the training module interactively is important but execution is the key. A trainer has to deliver all round performance engaging with each and every participant with his body language.

Steps to Draft a Speech

Speech plays a vital role in today’s scenario. While drafting a speech, one should always respect two objectives making a good impression and leaving the audience with two or three takeaways.

1. Structure-

One should always follow a proper structure while drafting a speech. Having a logical path will the speech more interesting and grab the attention of the audience for a longer time. Audience expect two things from the speaker A path and a destination. They always have the curiosity to know how anything that is extraneous, contradictory or confusing. If the message does not convince or help you, then it will never convince and help the audience.

2. Opening-

Many a times, speakers squander the time when their audience is receptive that is the opening. The audience slightly suffers till the time the speaker gets comfortable. When you write, you are expected to come out swinging. Tell a humourous anecdote related to a good idea and win the hearts of your audience. Always keep the preliminaries precise and to the point. Remember that we are losing the audience every minute. Capitalize on the goodwill and enjoy the initial moments on the stage.

3. Tone-

As a speaker, one needs to always keep a check on the tone that one adopts. Striking the right tone is of utmost importance. Writing a speech involves meeting expectations of others, whether it is to inform, motivate or entertain. If you are speaking in a professional setting, focus n belong upbeat and uplifting.

4. Repeat-

Repetition is the key to leave an impression. Always hunt for an opportunity to hammer home key words, phrases and themes. If one does not repeat, then the audience will find themselves lost and flustered, when one is unable to grasp the concept you may also come across people in the audience who would get annoyed when you repeat yourself. In such scenario, do not worry of how they feel today. Just ask yourself, What will they remember few months down the line.

5. Humanise-

Always remember that you and your audience are the same. If your audience is reluctant to buy you then the same is with the thoughts. It is simple that simple. No doubt the body language adopted by you and the delivery made by you will leave a lasting impact on the audience.

6. Short-

The speaker always has initial few minutes to play the game and win the hearts of the audience. One needs to keep the speech precise and concise. The longer one stays on the stage, the possibility of making errors increases.

Thus, the speech that is drafted should be such that the audience can easily connect with that.

Tips to become a Powerful Orator

Introduction

Making yourself a powerful speaker is lot easier than you think. Having knowledge on any subject matter is different and delivering it in an impactful manner is a different art altogether. Having that power- in terms of dynamism of your abilities matters greatly in the world of business speeches and presentation. In today’s scenario, people who can do smart work and have excellent communication skills can climb the ladder of success and reach the summit (peak).

From today, think in terms of speaking version of  you, a performance persona that is the essence of talking about your subject arar. That is the person, your audiences will find interesting. In other words, it’s not enough just to be who you are when you present. You have to construct a performance version of yourself.

Powerful Speaker

1)    Build Rapport

Having a nice equation with the audience, makes things absolutely easy and cake walk for the speaker. The speaker should find a way to identify the audience’s value and experiences and externalize the connection by what you say. Most listeners resist speakers whose background or known views are noticeably different from their own. Remember that our experiences, motivations and feelings unite all of us around the world for more that they divide us. Create an atmosphere in your presentations that fosters persuasion and believability.

2)    Delivery

Every audience arrives with the preconceptions of the speaker. They may have nothing to do with your personally, but may be tied to the topic, organisation or viewpoint to represent. Credibility resides in speakers who appear confident and committed. There is simply no substitute for enthusiasm.

3)    Competence

Advertise your competence in everything you say and do. When you trust yourself  and what you are saying, your audience will trust you. This is the first step that allows them to invest you with presence and authority. Every audience wants to feel that they are in good hands. Make it easy for listeners to relax and trust that you are such a speaker. All it takes is for you to trust yourself. Believe that you are a natural performer.

Conclusion

Speaker plays a crucial role in all the aspects. The moods and the emotions of the audiences are totally dependent on the speaker. The ball lies in the court of the speaker, to which direction does he want the audiences to be taken.

Vital Role of Communication in Sales

Introduction

Good communication skills are imperative for any business. In fact, these skills can often mean the difference between success and failure. Communication is vital in an organization because it not only connects them to members from other departments, branches but around the world.

Importance of communication in sales

Communication skills are essential in Sales. This is because, one needs to make sure that the people around should understand the product or service that one is supporting and promoting. One needs to be aware of all the advantages that it has and the good that it can bring for them.

When you are interested in working on your communication skills, you will find that you need to actually use them. Take a chance and make sure that you reach out and communicate with the people around you.

One of the most aspects of sales, it to take a dynamic approach. In the current scenario, market conditions are changing frequently and not only do you need to be aware of the sales, but also the sales pitch that follows.

Like any employees, the sales person needs to be appreciated and recognized for their performance and hard work. Good communication ensures the sufficient operation of all levels of an organization, whereas poor communication often results in inefficiency, which equals to loss of productivity and consequently loss of profits.

Listening is important because “the ability to listen or the ability to tune in to the needs and objectives of clients, customers and colleagues is the one skill that can make a difference between mediocre company and good company.

Reading is important because members of an organization must be able to interpret information correctly, moreover they must be able to proofread their own written communication in order to ensure their messages are properly interpreted.

Speaking is important because members must be able to express ideas verbally in a way that will both clearly get points and hold the interest of the clients. Communicating externally is far more challenging than communicating internally, mainly because when communicating with people outside the organization, not only they are representing themselves as individuals but also the organization as a whole.

Conclusion

In reality, the members of the organization should possess brilliant ideas for company growth and expansion. If one possesses communication skills, it will work for the betterment of the organization and also for personal growth.

How to Gain Participation in Training Sessions

Universal Methods for gaining participation

Active Audience participation in training sessions is very important for a successful training.

The categories of audiences that form the part of training differ according to their various aspects and requirements. Meeting their needs of training and working on the weaker areas of their development is the most essential part of the training. To meet the needs of all categories of audience, use of universal methods of training to gain active participation is essential.

Key universal methods for active participation-

Interaction with the audience is the best and the most effective way to present an impactful training used universally for all types and categories of audiences. There are several types of interaction techniques which play effective roles in acting as universal methods to engage the participants. Some of these are as below:

Story telling or group discussions- Stories make great impact on the audience and are effective with every category of audience. Inspirational stories are always an inspiration for the audience even if they are of the teenage group, adults or more matured audiences. Group discussions on the other hand require planning and distribution of topics according to the category of audiences and their suitability.

Interactive tasks/Mind games- Mind games are common and represent every age group of the audience they are basically used to develop the memory of the audience and create interaction between them thereby reducing their fear and allowing them to open up more and more.

Reward and recognition- Appreciation is desired by everyone be it an amateur participant a matured or an intermediate. People love to get rewarded and recognized in the group.  Applause by the audience for a single person is very rewarding for them. Recognizing them for their good work engages them to get more and more into the training. This also creates a competitive atmosphere and engages rest of the audience to be more interactive and gain recognition.

Conclusion: Engaging audiences is not difficult but the training content and the way of representation should meet their demands and even if the presentation was not great the interaction part engages them very well and delivers them with their expectations.

Proudly powered by WordPress
Theme: Esquire by Matthew Buchanan.