How to Develop Communication Skills
In this article, we discuss how to develop communication skills and how to communicate with people, communication skills are the process of transferring information from one person to another through a medium. There are various components in the communication process. If anyone of these components fails, the whole process will be disrupted so develop your communication skills is important for us. It is more effective for those who work at Sales, Marketing, Telecaller, Customer Support Team, etc. Follow the Steps/Tips written below to develop your communication skills.
Tips to “Communication Skills How to Develop”
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The process of communication
The person who is conveying the message is the sender. In order to convey the message, the information has to be well thought of a properly organized ie encoded. It is therefore important for the sender to be very logical when the person speaks.
Channel of Communication:
We need to select a channel of communication. It is the method by which we convey the information. Communication channels include lectures, text, video transmission, audio transmission, email, text message, fax, etc.
The final part of the communication is the receiver of the information. The Receiver must be able to understand the message ie decode the message. The whole process of communication will fail if the receiver is not able to understand the information.
Some Important Topic to Develop Your Communication Skills:-
Basic Telephone Etiquettes to Develop Communication Skills:
In every organization, the telephone or mobile is one of the most important instruments of communication that is most frequently used. As important as the phone is, it is just as important that we know what is good and what is bad telephone etiquette. We must understand how we communicate with clients on the phone and business partners will represent us in a positive light or negative way. In the hands of a poorly trained employee, telephone use can have a negative impact on the business of the company.
Do’s of Telephone Handling:
- While in the office answer the phone within the first three rings. It is best if we pick up the call in the second or the third ring.
- The telephone should be answered in a positive greeting like “Hello. Good Morning” or a Good Afternoon” etc as per on the time of day.
- It is a good practice to smile while picking the call or placing the call. When a person laughs, it affects his voice more joyful and friendly.
- For clarity, the phone should be held at a distance from the mouth.
- Speak in a clear voice and the tone should neither be too loud or too low. The rate of speech should not be too fast either, else the other person would not be able to understand you.
- When the caller is speaking listen to what he or she has to say without interrupting.
- When you call up a person remember to mention your name before asking for the person you want to speak to.
- Always return a phone call if promised. If you promise a time frame for the return of the call, try to stick to that time frame.
- During the conversation focus on the caller and do not multitask.
Don’ts of Telephone Handling:
- Do not answer the phone while chewing eating or drinking.
- If you have to leave the phone never leave the line open. Put the person on hold.
- A person should never use slang language while speaking to a customer. You should never swear on the phone.
- Never transfer a call without the knowledge of the caller.
- While ending the call using a positive ending to it like “Have a Good Day”.
Transferring Calls and Putting the call on Hold:
If someone must be put on hold, ask for permission first before putting the person on hold. However, make sure that you do not put the person on hold for too long. If it is taking too long revert to the person on the other side and let him know that a little more time is needed. If a call is needed to be transferred, inform the person before completing another task. It is good if you explain why you need to transfer the call. Before transferring the call confirm that the person to whom the call is being transferred is available. Please inform the caller to whom his call is being transferred. Before transferring the call take the permission of the caller.
Group Discussion Process:
A Group Discussion involves the following steps:
The candidates are asked to sit around ta a table and face each other. A time limit for discussion is set by the interviewer. Then a topic for discussion is read out or displayed. A brief time period is given for the assessment of the topic. Generally, a time of 15 to 20 mins is allowed for the entire discussion.
Develop communication skills by Group Discussion:
By a group discussion, you can learn more about how to develop your communication skill, so always try to group discussion. Also, you can arrange some people in your family members and others and divide the people into two groups and place a topic like:
- Should cell phone be used during class?
- Women empowerment in the 21st Century
- Is the mobile phone good or bad for the student?
- Is Global Warming an issue?
Always try to speak in English by which you can develop your communication skills in English.
The main purpose of Group Discussion is:
- Develop your communication skills better.
- Interpersonal Skill ie how the candidate interacts with each other.
- Clarity of thought, power of logical reasoning.
- Effective communication and presentation style.
- Understanding of the basic subject under discussion.
- Ability to think fast and deliver in the limited amount of time.
Skills required for group discussion are:
- Strong listening skills and the ability to visualize.
- Effective communication skills.
- Good voice modulation and diction.
- Good interpersonal skills ie how the candidate interacts with the other team members and with the other members of the other group.
- Power of logical reasoning.
- Public speaking ability and good vocabulary.
Do’s of a Group Discussion:
- Introduce yourself to the group. Be very specific and brief.
- Listen to the topic carefully and ask for clarification if required.
- Put down a few points quickly in a pen and paper.
- Try to take the lead and speak first if ready provided no other candidate has started speaking.
- During the discussion address the group member and the interviewer while making eye contact with all.
- Allow others to speak without interrupting them.
Don’ts of a Group Discussion:
- Don’t lean on the table sit straight and comfortably.
- Do not talk or whisper amongst each other.
- Do not repeat what the other candidates have said previously. You must put up your own views.
- Do not remain silent for too long you must speak and contribute to the discussion.
- Do not start an argument as it is a platform for discussion ant argument. Here viewpoints are shared to add value to the discussion and to make it an enriching experience.
- Never cut short or interrupt anyone to enter into a discussion. You need to wait for your opportunity.
- Do not take too long to speak or dominate the discussion.
- Don’t stray away from the basic subject.
- Do not get angry because of the difference of views and do not make personal remarks too.
- Do not show any sign of indifference during the discussion.
What is the Debate?
A debate is a structured argument. Two sides speak alternately for and against a particular contention usually based on an issue. Each person is allowed to speak for them and any intervention is carefully controlled. The subject is given beforehand so you may find yourself having to support opinions with which you do not normally agree. You do not have to argue as part of a group to oppose what your party has said.
This is a great way to develop communication skills and is especially helpful in providing a strong logic experience.
- Learn about the topic well in advance.
- Analyze the given topic and discuss with the co-participants if you are not clear about the topic.
- Prepare for both for and against the given topic, if you don’t know which side you are going to take.
- Be loud and clear.
- Repeat the point instead to provide examples.
- Don’t get deviated from the topic.
- Do not interrupt others.
- Don’t get too personal or emotional.
- Do not scream it is a debate. You are there in a debate to discuss your views and prove you are correct and not to argue.
- Don’t lose your patience when you encounter a few attacks, rather smile and try explaining them.
- Don’t worry if anyone is monitoring you. It may happen in a few instances where people have no point in the argument but want to get highlighted so they keep shouting all the time.
- Don’t get disappointed if you don’t win the argument, and don’t show that in your face. Please keep smiling and cheer up thinking that at least you participated and that you could learn something.
Videos By Sandeep Maheshwari How to Develop Your Communication Skills:
Both written and oral communication skills are invaluable for MLT. Better communication does not just have to be careful to communicate clearly and fully, to respect others and listen carefully to how they are communicating.
There can be serious consequences of corruption, but most misunderstandings and disagreements can be resolved if there are absolute respect and respect. Those who are well aware of the practice of good communication skills, and the opinions are acceptable, will continue to develop your communication Skills.
For further reading:
- Body language for Successful Interview
- How to Manage Stress
- Time Management Tips Improve Your Time Better