Comprehensive Training Curriculum On Business Communication edu ppt

What is this slide for: Introduction to Communication Process Framework

This slide covers: This slide illustrates the communication process. It mentions that the communication process is a six-stage robust framework that defines how a message is transmitted through communication channels between a sender and a receiver. The framework elements are sender, encoding, message, channel, receiver, and decoding.

Instructor’s Notes:

Key components of the communication process are as follows:

• Sender: The person who came up with the idea and wished it would be delivered to the recipient
• Encoding: The process of describing or translating information into a message
• Message: The concept, fact, or opinion that the sender wishes to convey
• Communication Channel: The method by which the message is delivered for example e-mail, voice message, telephone etc.
• Receiver: intended audience of the message
• Decoding: the process of interpretation of the message
• Feedback: the response or action taken by a receiver after decoding a message

What is this slide for: Importance of Business Communication in Organizations

This slide covers: This slide depicts information on the importance of business communication. The importance is efficient functioning, facilitation of decision making, minimizing organizational conflicts, job satisfaction and higher productivity, better labor relations, enhanced motivation and morale, and increased employee productivity.

Instructor’s Notes:

Importance of business communication are as follows:

• Efficient Functioning: Communication is essential in all types of organizations, whether small or large, public or private. An organization's employees' efficient performance is dependent on effective communication within the organization
• Facilitates Decision Making: The desired outcomes of an organization are heavily reliant on making the right decision at the right time. An efficient communication system is vital to making sound decisions
• Minimizes Organizational Conflicts: Most business conflicts are not basic but rather a result of misunderstanding and ignorance of the facts. Proper communication between interested parties reduces the point of friction and minimizes those that inevitably arise
• Job Satisfaction and Higher Productivity: Effective communication leads to improved performance because people are better able to understand their jobs and roles
• Establish Better Labor Relations: The need for industrial peace is crucial. Better management and labor relationships result from effective communication
• Enhance Motivation and Morale: Employee morale improves as a result of communication because they are aware of their role in the business. It gives employees a feeling of assurance and motivates them to work. Employee motivation and morale can be improved through effective communication
• Increases Employee Productivity: Four out of every five employees believe that effective business communication improves their job performance. Because of information overload, employees frequently waste time searching for content they require to do their jobs

What is this slide for: Principles of Good Business Writing

This slide covers: This slide depicts the principles of good business writing in business communication. The principles are clarity of purpose, clarity of thought, avoiding jargon, reading and revising avoid verbosity, correct grammar and sentence structure, etc.

Instructor’s Notes:

The principles of effective business writing are as follows:

• Clarity of Purpose: Before beginning a business document, memo, or email, two primary questions should be considered:

Who exactly is the reader?

What message do I want to send to the reader through my writing?

Clarity of purpose directs the writing and shapes its tone, structure, and flow

• Clarity of Thought: Business writing necessitates the ability to summarize long, scattered sentences into concise, clear ones. To write clearly, one must extract what is essential
• Convey Accurate and Relevant Information: The purpose of business writing is to deliver critical information. The objective of the document gets jeopardized by inaccurate or irrelevant content
• Avoid Jargon: A straightforward and uncluttered writing style goes a long way toward conveying the message to the reader. Writing with industry-specific buzzwords and acronyms should be avoided to the extent possible. Otherwise, the reader may be unable to understand or lose interest in the document
• Read and Revise: Reading the document aloud after it has been completed can reveal flaws and gaps. Constructive feedback from colleagues should be welcome
• Be Direct: When it comes to business writing, presenting the passage's main point in the first 150 words is a good idea as it saves the reader's time
• Avoid Verbosity: If the meaning can be expressed in three words, never use five. Verbosity hinders the reader's ability to engage with the writing
• Correct Grammar and Sentence Structure: A grammatical error appears unprofessional, good grammar demonstrates attention to detail and skill, which are highly valued in business
• Easy to Scan: Business executives value a document that can communicate its message through an executive summary. Business documents can be improved by using numbered or bulleted lists, clear headings, concise paragraphs, and thoughtfully-used bold formatting to highlight keywords

What is this slide for: 3 As of Active Listening

This slide covers: This slide provides information regarding the definition of active listening. It also includes details of three As of active listening which are attitude, attention, and adjustment.

Instructor's Notes:

The three As of active listening are:

• Attention: Listener must be in the present moment entirely and should be highly attentive towards the speaker, disregarding any other anxieties of the day
• Attitude: Listener must listen to the speaker with a positive and open mind
• Adjustment: The listener must be willing to change and adapt their mannerisms according to the speaker’s train of thought until the end of the conversation

What is this slide for: Components of Speaking in Business Communication

This slide covers: This slide shows various components of ‘Speaking’ in business communication. Business speaking can be conducted either as business presentations, public speaking, and business meetings.

Instructor’s Notes:

• Business Presentations: Speaking to your target audience includes online business presentations or business talks. The most prominent example is training a virtual team or addressing your team in meetings held online. While speaking in a business meeting using the presentation, the speaker can take the form of a story, keep the content simple, talk naturally, and put minimal content on the slides
• Public Speaking: Public speaking is considered an essential aspect in all the three areas like business, education, and the public arena. It is because the words spoken are more powerful than the written words. When talking from a marketing perspective, it may help the business person to market the offers in a better way
• Business Meetings: Business Meetings involve gathering two or more persons for different purposes like informing or discussing some topic. Business meetings can be either in person or by telephone. These meetings should reflect a clear intent and be conducted in the right tone and atmosphere. It should involve maximum participation of members, making them feel an essential part of decision making and hence the organization

What is this slide for: Tips to Maintain Effective Eye Contact in Nonverbal Communication

This slide covers: This slide showcases the multiple recommendations to improve nonverbal communication using eye contact. The numerous tips listed are applying the 50/70 rule, keeping eyes on the face, and using the triangle method.

Instructor’s Notes:

Tips to improve eye contact skills are as follows:

• Make Eye Contact Right Away: Always establish eye contact first before starting conversation with someone
• Apply 50/70 Rule: Maintain eye contact in the following proportion while communicating

When Speaking: 50% of the time

When Listening: 70% of the time

• Limit Duration 4–5 Seconds: While gazing into someone's eyes during conversation, don't go beyond five seconds, as it then turns into staring
• Use Triangle Method: Imagine an inverted triangle on the face of another person connecting eyes and mouth. Post five seconds, change the gazing point of the triangle
• Keep Eyes on Face: To avoid constant looking into eyes, look at the multiple spots on the face such as nose, lips, and chin
• Make a Gesture: Avoid abrupt break in eye contact with a gesture such as the nodding of head
• Turn Away Slowly: Avoid darting eyes as another person may perceive it as a sign of nervousness and shyness

What is this slide for: 5Cs of Storytelling

This slide covers: This slide illustrates the 5Cs of storytelling that are circumstance, curiosity, characters, conversations, and conflicts.

Instructor’s Notes:

• Circumstance: The circumstance is one of the core elements of storytelling. While crafting a story, the speaker has to introduce the circumstances in which the action in the story happens. It is equivalent to the context. The circumstance helps the speaker establish the scene and provide the audience with all the required information to better understand the story. The circumstance clarifies the when, where and why of the story. This improves audience engagement and adds a compelling reason to be the story
• Curiosity: A brilliant introduction is crucial for a story's success, but it does not mean that the whole task is done. Once you gain the audience's attention, your next concern should be to stimulate the listener to be consistent throughout the story. Creating suspense makes them curious to know about what will happen next. Eventually, this builds interest and encourages the audience to learn more
• Characters: The speaker needs to be very particular while choosing the characters featured in the story. The characters, roles, emotions, characteristics, etc., play a considerable role in storytelling as people want connection. The characters become the basis that people can relate to or want to be like. Choose your characters carefully to make it easier for the audience to visualize or relate to them
• Conversations: People these days are more likely to engage with and pay attention to the conversation between multiple characters involved. Conversations refer to the dialogues involved in your story, which drive real engagement on the part of the audience. A dull story without any exchanges involved may lead to a lack of interest, so the success of storytelling depends upon human-interest element. The speaker should consider factors like: Will my story get people talking? Will they revisit my story and reshare it with their peers? The true success of the story lies in answers to all these questions
• Conflicts: Every story must include a conflict. The conflict here refers to a problem followed by corresponding solution. Conflict is the key to grabbing audience's attention as it encourages them to invest time in making efforts to unfold. Most successful business stories deeply connect with their target audiences. These leveraging the power of relevant conflicts, adding value to them. While crafting a story related to business or otherwise, the speaker should carefully consider the problems and challenges that it wants to highlight. Then, it must showcase how the business can help resolve the issues highlighted