English Communication Skills for Your Work

What is Communication Skill?
Communication involves at least two people: the sender and the receiver. In this article, we’ll look at four types of communication between senders and receivers: writing, speaking, listening, and conducting meetings. Each one is important to your success in the workplace. Communication is the activity of communicating; the activity of conveying information. A communication skill that’s often overlooked is listening. Yet recent surveys tell us that we spend 45 percent of our time listening.
Do we listen carefully to what people are telling us? According to one study, we hear only one quarter of what’s being said.

The rest of the time we’re daydreaming or just tuned out completely. Thus, in most situations, listening makes the complete communication.  A recent research points out that writing is 9%, reading is 16%, talking is 30% and listening is 45% of the communication process. And Listening, writing, and speaking are all skills we use in meetings. Whether you’re writing, listening, speaking, or attending meetings, communication skills are critical to your success in the workplace. In this article, we’ll look at some of the skills that will enable your communications to be more successful. These include: Understanding the purpose of a communication, Analyzing the audience Communicating with words as well as with body language and Giving each communication greater impact.

Communicating through Writing
To write well, express yourself like common people, but think like a wise man. Or, think as wise men do, but speak as common people do. —Aristotle
You must have a clear purpose and state that purpose as quickly as possible. If you cannot express in a sentence or two what you intend to get across, then it is not focused well enough. That’s why an estimated 85 percent of our success in business is determined by our communication skills. In written communication, it is very important to understand your reader. Do remember that all communication is written for your reader. Do analyze your readers before you begin writing and don’t leave out any important information the reader needs to know. The reader’s attitude is also very important and don’t forget that the reader’s attitudes will influence how they respond to your writing. Sense of purpose is the ultimate goal in written communication, so do make your writing appeal to what the reader cares most about.
The Four Seas (Cs) of Writing
All good writing starts by defining your purpose and knowing your reader. But that’s only the beginning. There are four other elements that you should keep
in mind. They are known as the 4 Cs:
1. Concise
– Be concise and don’t use lengthy unnecessary details.
2. Compelling
– Use arguments to support your point and invoke readers’ emotions.
3. Clear
– Be clear and don’t write ambiguous words or sentences. Short sentences and paragraphs are very important for clarity.
4. Correct
–  If your writing has grammatical or spelling mistakes, the reader will not consider you’re a serious person to deal with.
According to experts, people often confuse communication with persuasion.
Communication is the transmission of messages among people or groups; persuasion is a person or group’s deliberate attempt to make another person or group adopt a certain idea, belief, or action. Expressing differences is a vital part of workplace communication, as long as you avoid an accusatory tone when doing so. For example, “If you’re having a challenging encounter with the boss, ask yourself, ‘What does my boss want? What might he/she be terrified about?’. Follow the following principles in good writing:
1.      I realize that all good writing must have a clear purpose.
2.      I recognize that less is more—too many words can bore my reader.
3.      I understand that the most important information belongs at the beginning of my document.
4.      I avoid all mistakes in grammar, punctuation, and spelling.
5.      I think about what my readers want before beginning to write.
6.      I make an impact on my readers by making my writing powerful.
7.      I don’t use complex words when I can use simple ones.
8.      I leave out all information that does not relate to my main purpose.
9.      I use descriptive words to bring my writing to life.
10. I never assume that my readers know more than they do.
Communicating through Speaking
Public speaking is a very important workplace skill. You may often be required to present information and your ideas to your managers and coworkers. Those who can write very conveniently will fear speaking most severely. In a recent research,  among Americans’ top fears, speaking comes first.
1. Public speaking
2. Heights
3. Insects
4. Financial trouble
5. Deep water
6. Sickness
7. Death
8. Flying
9. Loneliness
10. Dogs
Stage Fright and Public Speaking
You know that stage fright is setting in if you have: Dry mouth, Sweaty or cold hands, Rapid pulse, Tight throat, Nervous or upset stomach, Shaky lips, knees, or hands. Despite all these things you must stand before the audience and speak. Fear is what stops you from going ahead. Fear requires a lot of energy. Instead of letting the fear undermine your talk, channel this energy in other directions. For example, using gestures to reinforce the main points of your talk can make it more dynamic. Communications consultant Richard Southern advises that you “get your body involved in what you’re saying.” This will add power to your presentation and keep your audience involved from beginning to end.
Try to think of stage fright in a positive way. Fear is your friend. It makes your reflexes sharper. It heightens your energy, adds a sparkle to your eye, and color to your cheeks. When you are nervous about speaking you are more conscious of your posture and breathing. With all those good side effects you will actually look healthier and more attractive.
—Tom Antion, author of the article “Learn
How to Be a Professional Speaker”
The Eight Secrets of Successful Speaking
Although it is risky, humor is an effective tool if you can perfect it. Humor does
many things: relaxes the audience, makes your speech more enjoyable,  negates any hostility that may be present, overcomes introductions that may be overly flattering, lets the audience know that you don’t take yourself too seriously and lightens up a dry subject. But overall lesson is that the best talks should be concise as well as compelling.
  1. Define the purpose of your presentation before doing anything else.
  2. Spend plenty of time preparing your talk so it will be effective.
  3. Hook the attention of your listeners early in a speech so they will listen to the rest of it.
  4. Tell the audience why you’re speaking to them at the beginning, the middle, and the end of your talk.
  5. Overcome stage fright by making it work for you.
  6. Use stories and anecdotes to bring your talk to life.
  7. Evaluate each talk you give so you can constantly improve your skills.
  8. Never stop practicing.
Then rehearse it several times. This will enable you to become comfortable with the talk and improve your delivery. Preparation and practice will make you a better speaker. Creating a successful speech takes time. It involves developing a clear purpose, analyzing your audience, creating a structure for your talk, and bringing it to life with interesting information. Once you have prepared the talk, put the key points on a few note cards.
Communication Skills and Job
On the job interview, you need to show the interviewer that you maintain a professional demeanor. This means dressing appropriately so that your appearance works for you, rather than distracts the interviewer. Don’t be too casual. Always wear a business suit. Black, navy, or dark gray are usually recommended. Women’s skirts should be no shorter than knee length. Be neat and clean. Make sure that your suit is clean and wrinkle-free. Be conservative. Women should wear closed-toe shoes and nylons with a skirt. All interviewees should leave tight-fitting or revealing clothes at home. Be well groomed. Be clean-shaven and have neat hair. Avoid drastic or wild hairstyles. Don’t wear excess makeup or multiple rings or earrings. Other facial piercing are probably not a good idea.
So remember that Communication is not only verbal. It also involves body language. Don’t be afraid or too proud to ask for help in any business situation. There are always good questions that you must ask yourself for the interview.
  1. Figure out in advance what you don’t know and what you need to know.
  2. Find out from a friend or coworker who is most likely to have the answers you need.
  3. Make an appointment to see that person, especially if he or she is a busy supervisor.
  4. State each question as clearly and simply as possible.
  5. Don’t become flustered if the individual asks for clarification—put your question in different words and ask it again.
  6. If at first you don’t understand the answer, don’t be afraid to ask for more information.
  7. Thank the individual for taking time to answer your questions.
Effective communication is important not only with other people inside your organization but with people from the outside as well. A ready smile, direct eye contact, and a firm handshake are communication skills that will  win you high marks whenever you deal with customers.

Listening and Business Meetings
For a team to work smoothly, its members must be able to communicate effectively. They must speak clearly and concisely so everyone understands what
they are saying. They must also be willing to listen and learn from each other—this is the point of meetings. If workers are not cooperating as a team, nothing
can be accomplished. Here are five things to avoid when meeting as a team:
  1. Don’t interrupt.
  2. Don’t jump to conclusions.
  3. Don’t judge the messenger.
  4. Don’t be self-centered.
  5. Don’t tune out.
Good listening skills will make you a better employee. Age can be an enormous barrier to effective communication. Good listeners have the ability to empathize with a speaker.  Whether you’re leading a meeting or are just a participating in one, you need to communicate clearly. The most critical element of any meeting agenda is the objective, which addresses the purpose of the meeting. Speaking with energy can keep people involved and prevent them from daydreaming or even falling asleep! Nothing builds rapport faster than eye contact. Building rapport is critical for achieving audience buy-in—and without 100 percent buy-in, it’s terribly difficult to inspire an audience to act. Always Find something positive to say about another employee’s proposal, even if you disagree with it.
My final advice for meetings is that People who disagree have an argument, but people who dissent have a quarrel. . . . Disagreement is the lifeblood of democracy, dissension is its cancer.

A Basic Introduction to English Communication Skills

The ability to speak and communicate is the only difference between Animals and Human beings. It’s due to effective communications skills that humans interact with one another as a social being.  For a person to progress well in society, only merits are not enough, only qualifications don’t work, the person have powerful communication skills so that he can put across to others what he wants them to do. It’s all fine about communications skills but the question is how to improve these skills. Firstly, there’s much literature on the net which you can read and utilize in your life. Secondly, you can get books on the subject and thirdly, you can join NEO in his Corporate English Training and Communication Classes.
Definition of Communication Skills
Different books and experts define communications skills differently but the most basic definition is that:

Communication skill is the art and technique of communicating by using oral and body language to persuade him or bring into him the change that you want him to be.

Thus, Communication skills is the ability to use language and express information. Communication skills is the set of skills that enables a person to convey information so that it is received and understood. Communication skills refer to the behaviors that serve to convey information. Communication skills is the ability an individual displays in consistently to effectively communicate with clients, colleagues, subordinates, and supervisors in both the professional and personal world.
Types of Communication Skills
There are different types of communication skills.  The first communication type is Para Communication Skills. This type of communication includes communicating with the divine and with spirits in the form incantations and rituals. Secondly, we have  Interpersonal communication skills. This is direct, face-to-face communication that occurs between two persons. It is essentially a dialogue or a conversation between two or more people. This type of communication involves maximum interaction through words and gestures. Thirdly, we have non verbal communication skills. This includes aspects such as body language, gestures, facial expressions, eye contact, etc., which also become a part of the communicating process; as well as the written and typed modes of communications. No matter what the different types of communication skills are, communicating is an ever-continuing process that is going on all the time. It is as important to human life as is day-to-day existence.
The Need for Effective Communication Skills
Communication is one of the essential basis of human existence, yet most people overlook the need to enhance their communication skills. Effective communication skills is a must whether it is individual or a group. But how can we effectively communicate? We can communicate effectively when we understand the stages of interpersonal communication: The first is the The Phatic Stage. This is the initial stage, which determines the course of the conversation. This begins with the greetings and accompanying gestures such as eye contact, the smile, etc. There is usually no intention, but it’s just the setting for the next level of the conversation. Next is the The Personal Stage. This is the second stage in which the individuals bring a more personal things into the conversation. Here, we are ready to let the others involve in the conversation more about themselves and the hesitation decreases. The third stage is the The Intimate Stage. This stage is mainly meant for conversations between friends, family and relatives, where those involved in the conversation share a higher level of intimacy with each other. This stage of communicating usually takes opening one’s heart and sharing rather intimate details, which is not a part of professional conversations. Professional Conversation doesn’t usually reach this stage.
Some Barriers of Communication
Being able to speak doesn’t mean being an effective communicator. Communication is more than speaking. Yes, speaking is an important aspect of communicating but this is not the only tool. Speaking clearly and effectively is much more important than merely speaking. We need to focus on non-verbal aspects of communication and overcome the barriers of communication; otherwise, we cannot communicate well. The most important barriers of communication are interrogating, criticizing, blaming, moralizing, threatening, name-calling, eyes flashing, showing quick movements, staring and over fidgeting. An effective communication can never take place unless we overcome these barriers. Even the best communicators do feel some communication barriers. There are usually one or many of these barriers in communication. There are listening barriers when interrupting people. Sometimes, participants are overzealous so it is difficult to communication effectively. Also there may be too many questions by the participants which could be difficult to handle. But speaking barriers are also great hurdles in communications. The speakers may speak incomplete sentences or transmit unclear messages. In communication, these barriers post a real problem for communicators.
Verbal Communication
Thoughts automatically keep floating in our mind, but there are very few of us who know how to express these thoughts and influence the audience. Yes, we can speak about our ideas and feelings but it is very difficult for some people to communicate these ideas effectively. Then the common question that arises is : ‘how to improve my communication skill’. Experts in the field of training have found innovative ways and have provided interesting methods to improve your communication skills. The first thing you need is to understand the purpose of your communication and understand the process of communication. Be aware of what others feel and be aware of what is happening around when you are communicating. Try to understand the needs of communicators. Dig out the deeper meaning from the conversations of participants so that you can understand their primary needs and purpose of communication. Clarity is thought is also very important. One must be focused on the subject at hand and not beat about the bush. Ambiguity is the greatest hurdle in communication. Try to be exact and direct and avoid being ambiguous. The most important skill in communication is listening. In fact, effective communication doesn’t start with speaking. It starts with listening and understanding. So listening emphatically and try to understand what the person says. Listening also makes the conversation dynamic. Effective Communication ends in a win-win situation when all the conflicts or problems have been resolved.
What is good communication?
Communication not only affects you as a person but also others who are engaged with you. Those who don’t have good communication skills are either ignored or not related with in any way. Good communication skills are respected and welcomed by all. Good communicators are always popular with their fellows. What are good communications? The following are the major tips you must follow for good communication skills.
A good communicator always maintains an eye contact with the audience. It’s due to eye contact that you can get people involved in you. Thought eye contact, you can always watch the boy posture of your audience. Their body posture can give you much information as to what they are thinking of you or whether they are interested in you or not. Gestures are also of vital importance in communication skills. Use gestures and expressions as often as possible but they should be a natural part of your communication. These gestures should not be intrusive in your communication. The last tip for good communication is practice, practice and practice a lot. You can take a book and start reading aloud imagining an audience before you. You can also watch a TV program and mimic their presentations.
What are the key communication Skills?
The key communications that a person must learn in order to be a good communicator involve the following functions: Taking responsibility for one’s messages, Claiming ownership for one’s messages, Preparing to listen, Reflecting on what the speaker has to say, Being open minded, Acknowledging differences of opinions, Assessing without being judgmental, Accepting feedback, Ability to share one’s thoughts and Feelings, Ability to resolve conflicts so that it is a win-win for all and Ability to explain objectively without evaluating. These key skills are important in communication skills. Communication training has become very important in 21st century so keeping these things in mind, different communication programs are designed. A good communication program must have the following key areas: Introduction to Communication Skills, Business Communication, Improving Speaking, Attentive Listening, Using examples and gestures, being emphatic, initiating the communication process, Praising without being superfluous and Conflict resolution – win-win problem solving ability. The above are some of the general skills which must be in a every communication course.
Personality Development and Communication Skills
Personality is generally defined as the deeply ingrained and relatively enduring patterns of thought, feeling and behavior. In fact, when one refers to personality, it generally implies to all what is unique about an individual, the characteristics that makes one stand out in a crowd. But there are two factors which grow or make up a person’s personality. These are hereditary and environmental factors. But environment plays a more important role in personality development than hereditary factors. While classes and training programs can help one grow and develop each day, yet one can actually climb the personality ladder by being aware of the self, his environment and hereditary factors. What actually makes a good personality is positive thinking and accepting the good with the bad and vice versa. Developing a good personality without any negative tendencies, one needs some mantras to recite each day which actually tell upon a person’s personality later.  For example, a person can repeat each and every day, “Every day is a new day”, “I am full of love today”, “I have faith in myself and others”, “I am an honest and sincere person” and “I will greet this day with love and my heart and failure can never overtake me if my determination to succeed is strong enough”. These mantras are important to develop a person’s personality and without a good personality, there’s no use of communication skills.
Corporate English Training and Soft Skills
Corporate English Training (CET) is effective customized in-house English Training Courses and Workshops for the company staff. When it comes to training in corporate English there are two important aspects:  Written English Skills and Spoken English Skills. Together, they make Communication Skills because one needs to communicate in written as well as spoken mode of communication. Corporate English itself has certain features which make it a distinctive type of English. For example, people don’t stand gender-specific language. One must finish what one has started. One should be direct and not mince words. In Corporate English Training, what we need most is Soft Skills. The driving force in every company is its employees. In order for employees to perform better, their trainings are conducted. Among these trainings soft skills are the most important. According to Human Resource heads of various leading enterprises, regular training in soft skills, helps the company as a whole, as the result of such a training is to motivate the staff members. Soft skill refers to self-management.  Every employee has to be a qualified self-manager. The soft skills, are the essential skills required to make an individual and adept self-manager. Someone who can manage the self, and other selves in order to be able to perform above expectations, or at least at par; but definitely not below. The soft skills include courtesy, honesty, personal integrity, adaptability, Verbal Communication Skills, Team Skills, Written and Spoken Communication, Critical Thinking and Grooming.
In short, it is evident that Communication Skills is not one single skill rather it is a combination of many inter-related skills yoked together to achieve an end. The article is only a basic introduction to the communication skills. For further study, you can study books or get enrolled in a course by NEO. Thanks.