soft skill for communication skills.pptx

Soft skills of communication

1. SOFT SKILL PRESENTATION BY :- GAURAV JOSHI B.C.A(SECOND SEMESTER) SECTION :- A

2. SOFT SKILLS PRESENTATION BY GAURAV JOSHI (B.C.A 3 RD SEM)

3. ABOUT THE COURSE DATE OF RAGISTRATION :- 22/07/2024 DATE OF COMPLTATION :- 17/09/2024 DURATION OF COURSE :- 12 WEEKS SITE :-https://onlinecourses.nptel.ac.in/noc20_hs60/preview

4. CERTIFICATION

5. INDEX EFFECTIVE COMMUNICATION BODY LANGUAGE DRESSING FOR SUCCESS E MAIL ETIQUETTES TELEPHONE ETIQUETTES

6. SOFT SKILLS Soft skill is the ability required and expected from persons for finding a suitable job, its maintenance and promotion .

7. Importance of soft skill Soft skills are very important To handle interpersonal relations To take appropriate decisions To communicate effectively To have good impression and impact to gain professional development

8. What is required? Communication skills Body language Presentation skills Team work Professional ethics Interpersonal skills Time and stress management

9. EFFECTIVE COMMUNICATION

10. Communication Definition Example Type Basic skills Barriers to communication TACTFUL conversation

11. Communication defined….. Exchange of information 2 way process From sender of information to receiver of information Information should be exchanged in its entirety Its often distorted

12. Communication -- types Positive communication Negative communication

13. Positive communication Tells the recipient what can be bone Suggests alternatives and choices available to the recipient Sounds helpful and encouraging rather than bureaucratic Stresses positive actions and positive consequences that can be anticipated.

14. Negative communication Tells the recipient what cannot be done Has a subtle tone of blame Includes words like can’t, won’t, unable to, that tell the recipient what the sending agency cannot do Does not stress positive actions that would be appropriate or positive consequences

15. Communication : basic skills Verbal communication Non verbal communication

16. Communication : speaking

17. Communication : listening Attentiveness to speaker Eye contact Intention be fully awake and aware Openness: to other person and your own Paying attention Listening to yourself Feedback Body language Change in pattern Expectations about person speaking ,about their message, about their agenda

18. Communication : barriers Language Body language Selective hearing / non verbal cues Power struggles Self made assumptions Distrusted source Perpetual bias Cultural differences

19. TACTFUL Conversation T : Think before you speak A : Apologize quickly when you blunder C : Converse, don’t compete T : Time your comments F: Focus on behavior – not on personality U : Uncover hidden feelings L : Listen for feedback

20. DO’S AND DON’TS Do be direct and calm Don’t be rude and pushy Do spare others your unsolicited advice Don’t be patronizing, superior or sarcastic Do acknowledge that what works for you may not work for others Don’t make personal attacks or insinuations Do say main points first, offer more details if necessary Don’t expect others to follow your advice or always agree with you Do listen for hidden feelings Don’t suggest changes that a person can not easily make

21. Thanks A lot ………….

22. BODY LANGUAGE

23. Why is body language important? To keep people's attention To create a good atmosphere To create more impact

24. Body language means: How you stand How you move How you appear to people How you look at people How you sound

25. Actions speak louder than words? What often happens In any relationship is that language itself becomes a mask and a means of clouding and confusion the relationship. If the spoken language is stripped away and the only communication left is body language, the truth will find some way of poling through. Spoken language itself is a great obscurer.

26. How you stand Stand straight. Stand on both legs. Don’t lean against anything. Stand where everyone can see you. Face the audience directly. Don’t obstruct the foils. Stand by the screen when pointing to foils. Stand away from it when talking about them.

27. How to move Avoid nervous movements. Don’t walk up and down. Keep your hands down except for gestures. Don’t fidget, scratch, Jiggle your legs, etc Use gestures for emphasis. Practice appropriate gestures. Don’t overdo it. Avoid arm-waving.

28. Look energetic Why Energy holds peoples attention. Lack of energy puts people to sleep. How Stand straight Put energy into your eyes, voice and movement s.

29. Look relaxed Why If you relax people will have more confidence in you. If you are sot relaxed people cannot focus on the content. How Smile. Make it informal. Use humor – enjoy yourself. Slow done. Breathe slowly. Let your arms hang loose. Don’t make nervous movements.

30. Trouble…. Misinterpretation of signals Can be BIG trouble Legal trouble Don you know how to act or are you confused?

31. CONCLUSION Body is a powerful instrument in a speech. Usually body language occurs unconsciously. Nonverbal expressions communication a great part of emotional experience.

32. Thanks A lot…………….

33. DRESSING FOR SUCCESS

34. First impressions You have only one chance to make a good first impression. You appearance tells others how you feel about yourself, which can define how they treat you. Your corporate ladder climb will be easier if you look like you belong there.

35. What influenced you? Apparent level of sophistication Color of tie, shoes , dress Well-groomed appearance Conservative appearance Overall attractiveness Non-verbal signals Apparent level of self-confidence

36. What do you clothes say about you? Your appearance plays a supporting role in the interview process. Your appearance can convey strong feelings of trust to a prospective employer. Your appearance can convey a sense of self-confidence, dependability and professionalism. Your appearance can determine how people you meet will react to you.

37. First Impression guidelines colors that work Dark to medium range blues Navy blue- respected by all socio-economic levels Gray Camel/beige Burgundy Rust Black Dark brown

38. First impression guidelines colors to avoid WOMEN Most pastels, especially pale yellow Bright orange Men and women Most shades of green Mustard __ bad,bad,bab Dark colors make you seem more powerful; only use when you need control.

39. First impression guidelines __ the suit Decent formal attire Tailored and pressed clothes for men and women Minimal jewelry, cologne and makeup Leather lace-up shoes for men Avoid gaudy/flashy footwear (no floaters please)

40. First impression guidelines__ grooming Hair – clean and neat Details – no mission buttons, lint or tags Hands – clean, manicured fingernails Fit – clean, pressed and proper fit Smell – little or no cologne; no cigarette odor Breath – fresh, clean breath; use a breath mint

41. First impression guidelines -- accessories Belts – classic, quality leather Bags and briefcases – small, dark-colored leather briefcase Jeweler – minimal; business watch, nothing flashy Scarves and ties – silk

42. Question?

43. E– MAIL ETIQUETTE

44. E– mail Etiquette The purpose of e—mail etiquette; Professionalism. Efficiency. Security.

45. E—mail rules Know your internal policies. Answer questions asked in the original e—mail. Use proper punctuation, grammar and spelling

46. E-mail rules Personalize your e-mail. Avoid unnecessary file attachments. Check for proper layout. Use high– priority option sparingly.

47. E-mail rules DO NOT USE ALL CAPITAL LETTERS! Read message thoroughly before sending. Know when to “reply to all.” Don't abbreviate. Delete chain letters immediately.

48. E– MAIL RULES Protect confidential information. Clearly identify the subject. Avoid unprofessional language. Minimize use of bold font. Use blind copy (BD) when individuals don’t know each other.

49. Use appropriate opening and closing. Auto– respond when out of the office. Don’t burn your bridges.

50. Enforcing E—MAIL ETIQUETTE Stat abreast if internal policy. Attend available training. When in doubt, ask.

51. E-MAIL PRIVACY There is no such thing. Be aware of company monitoring systems. Once sent, e-mail cannot be controlled. Protect information from hackers.

52. Question ??????

53. Telephonic Etiquette

54. Telephone Etiquette Answer calls within three rules. Greet the caller. Identify yourself. Identify your school. Ask how you can help.

55. Answer with a smile.

56. Placing callers on :hold:; Ask if the caller minds being placed on hold. Check back with callers so they don’t think you’ve forgotten them. It’s okay if you don’t know the answer immediately. a) If you need to research provide an estimate of when you will follow up

57. Telephone etiquette Transferring calls. Avoid transfers whenever possible. Be the callers single point of contact for the information you can give. Use your resources. Ask for help.

58. When transfers are unavoidable: Do not “blind” transfer the call. Provide a phone number in case the call is disconnected. Communicate the customers issue prior to transfer. a) Saves time and frustration.

59. Voice mail greetings. Keep greeting updated. Provide detailed information. Alternative contact information. Positive closing.

60. When leaving a message: Identify yourself. Repeat contact information. Respect privacy. Keep message concise and specific.

61. While on the phone Focus your attention on the caller. Use the callers name during the conversation. Build rapport with the caller. Speak clearly. Always be polite.

62. Avoid eating, chewing or drinking. Respect others. Follow the “golden rule.” Do unto others as you would have them do unto you.

63. Thanks a lot………… Best wishes………