Communication Skills (PPT Download)

The 7 Cs provide a checklist for making your communication clear and professional.
Clear: Your message should be unambiguous and easy to understand.
Concise: Stick to the point and keep it brief.
Concrete: Be specific, not vague; use facts and figures.
Correct: Ensure your information is accurate and free from errors.
Coherent: Your message should flow logically.
Complete: Provide all the information the listener needs.
Courteous: Be polite, respectful, and open-minded.

Focus on these three high-impact habits immediately:
Practice Active Listening: Truly focus on the speaker, don’t just wait for your turn to talk. Nod, paraphrase, and ask follow-up questions.
Think Before You Speak: Pause for a second to organize your main point. This prevents rambling.
Pay Attention to Non-Verbals: Maintain good eye contact, use open body language (uncrossed arms), and moderate your tone of voice.

This is a crucial distinction.
Hearing is a passive, physical act of perceiving sound. Your ears pick up noise, but your brain may not be fully engaged.
Listening is an active, mental process. It involves concentrating, understanding, responding, and remembering what is being said. Effective communication requires active listening.

Confidence comes from preparation and practice.
Prepare: Know your material well.
Power Pose: Stand tall, pull your shoulders back, and smile. This tricks your brain into feeling more confident.
Focus on Your Breath: Deep, calm breathing helps control nerves.
Shift Your Focus: Instead of worrying about yourself, focus on the value you are providing to your audience.

Use a structured, non-confrontational approach:
Schedule a Private Conversation.
Use “I” Statements: Instead of “You never…” say “I feel frustrated when…” This reduces defensiveness.
Focus on the Issue, Not the Person: Address the specific behavior or situation, not their character.
Collaborate on a Solution: Ask, “How can we resolve this moving forward?”

Use the “Sandwich Method” or the SBI Model for a balanced approach:
The Sandwich:
Start with genuine praise or positive recognition.
Deliver the constructive criticism clearly and kindly.
End with encouragement and reaffirm your confidence in them.
The SBI Model (Situation-Behavior-Impact):
Situation: “In yesterday’s team meeting…”
Behavior: “…when you presented the sales data…”
Impact: “…the clients were confused about the timeline.”

Stay Calm and Listen: Don’t interrupt. Let them finish the entire question.
Pause and Think: It’s okay to take a moment. Say, “That’s a great question, let me think about that for a second.”
Rephrase the Question: “If I understand correctly, you’re asking about…” This ensures you got it right and gives you time.
Answer Honestly: If you don’t know, don’t bluff. Say, “I don’t have that data with me, but I will find out and get back to you by tomorrow.” Then, follow up.

Active listening is a structured way of listening and responding that improves mutual understanding. Key techniques include:
Give Full Attention: Put your phone away and maintain eye contact.
Show You’re Listening: Nod, use small verbal acknowledgments like “I see,” or “Go on.”
Provide Feedback: Paraphrase what you heard. “So, it sounds like your main concern is the budget.”
Defer Judgment: Allow the speaker to finish their thought before formulating your response.
Respond Appropriately: Be honest and respectful in your reply.

 Research suggests that over 50% of communication is non-verbal. Your body language, tone, and facial expressions can:
Reinforce or contradict your words.
Reveal your true feelings (e.g., anxiety, confidence, enthusiasm).
Build trust and rapport (e.g., eye contact, open posture).
If your words say “I’m happy to help” but your arms are crossed and you’re frowning, the non-verbal message will be believed.

Before you communicate, ask yourself these questions about your audience:
Who are they? (Executives, teammates, customers?)
What do they already know? (Are they experts or novices on the topic?)
What do they need to know? (Focus on what is relevant to them.)
What is their communication style? (Do they prefer detailed reports or quick bullet points?)
By answering these, you can adjust your language, level of detail, and examples to ensure your message lands effectively.