communication for success dr. neetika chhabria counseling psychologist & clinical hypnotherapist

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Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

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Page 1: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Communication For Success

Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Page 2: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

After completion of this module, you will be able to:

• • Feel more confident of your business

communication in every situation.

• Become more skilled at networking, from making introductions to shaking hands and using business

cards appropriately.

• Dress appropriately for every business occasion.

• Feel comfortable when dining in business or formal situations.

Page 3: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

The Rule Today is to Break the Rules!!

● Unfortunately, when it comes to how we treat one another, some people

don't even know the rules.

● Or maybe one generation knows them and another generation doesn't. This

can lead to challenges, upsets, miscommunication and lack of fluidity

in interpersonal communications.

Page 4: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Communication is the foundation of our personal and professional identity and

growth

Effective Communication Broaden us as people Enhances the quality of relationship

Ineffective Communication Diminishes us personally Destroy relationships

Page 5: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

WHAT IS COMMUNICATION?WHAT IS COMMUNICATION?

Page 6: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

DefinitionDefinition“To communicate" comes from the Latin verb

communicare, which meant “to share.”

Communication is a selective, systemic, unique and ongoing process of interaction between people who reflect and build personal knowledge of one another

and create shared meaning.

Communication is the process by which information is exchanged between individuals.

Page 7: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

WHY DO WE ENGAGE IN WHY DO WE ENGAGE IN COMMUNICATION?COMMUNICATION?

Page 8: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

We engage in communication to:-

...Develop identities

…Establish connections

…Coordinate efforts with others

…Deepen ties over times

…Work out problems and possibilities

… Increases immediate physical, emotional, spiritual comfort

… To reduce boredom and numbness

… To create excitement

NEED TO COMMUNICATE

Page 9: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist
Page 10: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Change in payment systems

Finance Dept

E-mail

Sender Channel Receiver

Feedback

E-mail/ Telephon

e

Page 11: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Communication Process

Encodes message

Transmits message

Receives message

Decodes message Feedback

Sender Receiver

“What Iwant to say”

“What Isay”

“What Ihear her say”

“What Ithink she means”

“What IUnderstood”

CommunicationChannel

Feedback is vital to ensure that the encoded message reaches the receiver without distortion for effective communication. Feedback helps the receiver to

check from the sender if the former has received the right message.

Page 12: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Problem Areas in Communication

Interpersonal communication involves the exchange of a message across a communication channel from one

individual to another.

There are 3 main problem areas where things can go wrong and thus interfere with the message’s accurate transmission or reception.

1. Intended Message versus Message Sent

2. Message Sent versus Message Received

3. Message Received versus Message Interpreted

Page 13: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Possible Communication Outcomes

Primary Needs Met Well Enough?

Feeling Good EnoughWhen We're Done?

mine yours me you

yes no yes no

no yes no yes

no no no no

yes yes yes yes

Page 14: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Activity

Page 15: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist
Page 16: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

BARRIERS TO BARRIERS TO EFFECTIVE EFFECTIVE

COMMUNICATIONCOMMUNICATION

Page 17: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

ENCODING BARRIERS

1.Lack of Sensitivity to Receiver2.Lack of Basic Communication Skills  3.Insufficient Knowledge of the Subject4.Information Overload5.Emotional Interference

 RESPONDING BARRIERS 1.   No Provision for Feedback2.   Inadequate Feedback. 

DECODING BARRIERS

1. Lack of  Interest2. Lack of  Knowledge3. Lack of Communication Skills4. Emotional Distractions  5. Physical Distractions

TRANSMITTING BARRIERS: 

1. Physical Distractions2. Conflicting Messages3. Channel Barriers4. Long Communication Chain 

Page 18: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

TO DEVELOP YOUR COMMUNICATION SKILLS, YOU HAVE TO LEARN TO

1. SPEAK EFFECTIVELY

a. Verbal

b. Non- verbal

2. LISTEN ATTENTIVELY

Page 19: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

SPEAK EFFECTIVELYSPEAK EFFECTIVELY

1. Speaking skills have to be learned, practiced and evaluated over a period of time.

2. The first RULE is to plan what to say.

3. What is the main idea of what you are trying to convey?

4. Organize your thoughts

5. Once you have arrived at your main idea, take a short brief

6. Ask your listeners if they understood what you were saying so that you are both on the same track.

7. keep your conversation focused and direct to the point.

8. Take note of the style you use when speaking and expressing yourself.

9. When speaking, strive to be warm and enthusiastic.

It is normal to expect questions during a conversation and always be prepared to answer them. When answering, take your time by paraphrasing the

question to be sure you are certain of what it means.

Page 20: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

I keep six honest serving men, they taught me all I know.

Their names are What and Why and When and How and Where and Who

Page 21: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

WHO…you are going to communicate

WHAT...do you wish to communicate

HOW…can you best communicate your message

WHEN..timing is all important in communication

WHERE..physical context of the communication

WHY..they should listen to you

Page 22: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

9 Ingredients of Non Verbal 9 Ingredients of Non Verbal CommunicationCommunication

Facial expression

Eye contact

Tone of voice

Physical touch

Appearance

Body posture

Proximity

Physical gestures

Head position

Page 23: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Body LanguageYour body language often reveals more about your

than verbal communication. Be conscience of it, because it is always being observed.

Good posture displays confidence Don’t slouch – stand and sit upright Don’t fidget –it is annoying and a sign of boredom Keep hands away from your mouth when

speaking Honor others personal space Break nervous habits, such as: gum chewing,

drumming fingers, hair twirling, nail biting, etc.

Page 24: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

The fact that people are born with two eyes and two ears but only one tongue suggests they ought look and listen twice as much as they

should speak Marquise de Sevigne

Page 25: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

The Power of Listening

Page 26: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Active Listening Behaviors

ParaphraseDon’t over talk

Be empathetic Make eye contact

Exhibit affirmativehead nods and

appropriatefacial expressions

ActiveListening

Avoid distractingactions orgestures

Avoid interruptingthe speaker

Ask questions

Robbins et al., Fundamentals of Management, 4th Canadian Edition ©2005 Pearson Education Canada, Inc.

Page 27: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Self-AssessmentRead the following situations and mark them with:

Always/ Often/ Never to best describe your communication style.

1. When I meet someone I introduce myself with a smile and offer a handshake.

2. I make an effort to remember and use peoples’ names.

3. I frequently use courtesy words like “Please”, “Thank-you”, “I’m sorry” etc

4. I make eye-contact to give the impression that I am interested and engaged in the conversation.

5. When I’m listening to someone, I often lean slightly forward and face my body toward the speaker.

6. When someone talks about an unfortunate event I show sensitivity.

7. I express a negative opinion or comment in a tactful way.

8. When I disagree with someone, I do not quickly point out he/she is wrong.

9. When I receive unfavorable feedback, I do not get angry and defensive.

10. To end a conversation, I wrap up with a closing statement.

Page 28: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Do you know?

Fear of embarrassment from doing or saying the wrong thing is one of the most common sources of stress in a

business or professional setting.

Page 29: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Is this all we know as Professional Etiquettes?

Page 30: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Etiquette

'Etiquette' is a French word which means a 'ticket', on ceremonial or other important occasions a 'ticket' of instructions was issued to visitors detailing what they should do.

Thus the ticket enlists the rules of decorous behavior observed in a polite society.

In a professional sense this includes behavior towards clients and colleagues which is in their best interests.

Page 31: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

It’s More Important Than You Think

Etiquette for People Relations

Page 32: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Why do I need it ?Differentiates you from others in a competitive job market.

Enables you to be confident in a variety of settings with a variety of people.

Honors commitment to excellence and quality.

Modifies distracting behaviors and develops admired conduct.

“Be one step ahead, practice the social skills necessary to help you make a great first impression and stand out in a

competitive job market”.

Page 33: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Etiquette for People Relations● PEOPLE RELATIONS is the key to the

success of an individual of an organization.

● Good, PR is a combination of ‘Politeness, Etiquette and above all, a genuine concern for others.

● Essence of an effective PR is a consistent behavior pattern that does not encroach on others’ territory.

Page 34: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

● Office Etiquettes● Business Etiquettes

● Professional Appearance● E-mail Etiquettes

● Telephone/ Cell Phone Etiquettes

Etiquette for PR

Page 35: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Office Etiquettes

1. Making introductions2. Holding a conversation3. Shaking hands4. Business card etiquettes

Page 36: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Conversation

All rapport is built upon conversation – most begin with “small talk”

● Approach with a smile and eye contact

● Open a conversation with a genuine compliment or an open ended question

● Whatever you do, don’t begin with a lecture about yourself

● Turn the spotlight on them

Page 37: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

A Good Conversationalist:

● Is polite

● Is a good listener

● Puts others at ease

● Can discuss numerous issues

● Asks good questions

● Never interrupts

Page 38: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Do You Remember Names?

• Repeat the name after you’ve been introduced. Then use it again as soon as possible, to underline the name in your memory bank. Repetition helps.

• Look at the person as you say his/her name

• If you are given a business card at some point in the conversation, take time to look at the card and the person’s name. For visual learners, actually seeing the name helps keep it in your memory.

• If you have a journal, get in the habit of writing down the names of the people you meet at a function or during the day.

Page 39: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

The Handshake The Handshake     

    

• Degree of firmness• Dryness of hand• Depth of grip• Duration of grip• Eye contact • Have something to

say

Page 40: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Hand Shake● Stand to meet someone ● Extend your hand immediately● Shake from your elbow● Hold 3-4 seconds● Maintain eye contact● A confident hand shake compliments the

introduction● Shaking hands in a business setting is not limited by

gender. ● Grasp the whole hand firmly, not just the fingers. It

is never pleasant to be on the receiving end of a limp handshake.

● Handshakes should not be an opportunity for arm wrestling. There are more effective ways to show that you have the upper hand.

Page 41: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Business Card Etiquette     

    

• Don’t hand out your business card to everyone.

• Make sure your business cards are clean and in good condition.

• When you receive a card, take a moment to look at it. Make a positive comment.

• After you’ve looked at the card, place it carefully in a card case, or in a front pocket – not a back pocket.

• Be careful about writing on people’s cards. • Don’t leave home without your cards. • If someone hands you a card that you don’t

want, don’t refuse to take it. • When your cards are damaged or out of date,

print new ones.

Page 42: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Personal & Professional boundaries

● Refrain from using office supplies for personal use

● Refrain from using swear words

● Avoid emotional outbursts

● Don’t groom yourself in public

● Pick up after yourself

● Respect others’ cubicle/office space

Page 43: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Personal & Professional boundaries contd..

● Don't be disruptive to others while eating

● Keep noise to a minimum

● Avoid taking part in office gossips

● Always be on time.

● Don't "borrow"

Page 44: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Personal & Professional boundaries contd..

● Be mindful of your behavior

● Show respect to those around you

● Don't be a whiner

● Avoid an office romance

● Always answer your phone on

the second or third ring

Page 45: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Company Cafeteria

● Treat cafeteria workers with respect

● Don’t intrude on others

● Avoid making derogatory comments about the food

● Leave your eating area in better condition

Page 46: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Business Etiquette

• Meeting Manners• Business Dining Etiquettes

Page 47: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Greetings & MeetingsIn today’s workplace, gender is removed

from all etiquette

● Whoever reaches the door first, opens it and holds it for others.

● Both men and women rise to meet and greet someone, especially when a handshake is involved.

● It is not expected for a male business companion to seat a female associate.

● Whoever extends an invitation to a meal – pays for the meal

Page 48: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

IN A MEETING

Listen carefully

Come prepared

Be concise and articulate when speaking

Show respect

Be Punctual

Take your seat

Don’t Walk-out

Question Politely

Page 49: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Business Dining     

    

When inviting a client to lunch, remember that the restaurant you select is subconsciously perceived as an extension of your office.

When escorted to a table by a maitre d’, allow your guest(s) to walk behind the person.

When finding a table on your own, take the lead. Be sure to extend the "power" seat to your client. Once everyone is seated, place your napkin on your

lap. When the server asks for your meal order before

your guests', it's the perfect time to say, "I'd like my guest(s) to order first."

When reaching for the bread basket, salad dressing, etc., offer them to your guest(s) before using them yourself.

Tip adequately.

Page 50: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Business Dining    

    

Page 51: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Dressing & Grooming

Page 52: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

First Impressions

● It is true – it is much easier to make a good first impression than to correct a bad one…..

● Rule of Twelve– The first twelve inches from the shoulders up– The first twelve steps a person takes– The first twelve words a person speaks

Page 53: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Tips to Look Your BEST

Your appearance impacts your mood and confidence

Dress to fit your audience & yourself Clothing should fit & be well-maintained Dark colors compliment your shape and

create the appearance of authority Polish your shoes – people notice! Quality accessories are important;

briefcase, purse, umbrella, etc…

Page 54: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

What is Good Personal Grooming?

To appear :

Approachable

Professional

Conservative

Page 55: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Tips for Women

● Dress● Accessories● Jewellery ● Make up

Page 56: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Tips for Men

● Shirts● Trousers● Tie● Suits● Shoes

Page 57: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Dress Code

● For the occasion – guests, location, event● When in doubt - opt for overdressing ● Casual – appropriate jeans, shorts, etc.● Business Casual – open collar, slacks, skirt● Business Professional – jacket, tie, ladies suit

or dress ● Semi Formal – Suit for men, cocktail dress for

women ● Formal – Suit or tuxedo for men, formal dress

or gown for women

Page 58: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Dress Code - Men

● Ties should reach your belt buckle

● Socks should cover your shin when sitting

● Wear a long sleeve shirt with a suit

● Socks match either pants or shoes

● Button suit or sport coat when standing– Two button coat – button top button– Three button coat – button top two buttons– Double breasted coat – button all buttons

Page 59: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Dress Code - Women

● Use fragrances sparingly

● Makeup and jewelry should be kept simple

● Avoid all clothing that is too revealing or too restrictive

● Don’t wear heels so high that you are unsteady (common height 2”-3”)

● Nails should not be more than ¼” in length

Page 60: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Personal hygiene

●Hair should be combed neatly●Shave, trim moustache and beard regularly●Clean fingernail●Clean feet. No cracked feet●No paan stained teeth

Page 61: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Personal hygiene contd..

●Avoid body odour●Use mouth freshener●Avoid pungent food●Avoid belching in public

Page 62: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

E-mail etiquette

Page 63: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Email Has Become Ineffective It’s a double-edged problem Too many messages are

floating around Half are unnecessary The other half are ineffective

Fixing the problem lies on our shoulders

Page 64: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

REMEMBER

Be concise and to the point

Answer all questions

Use proper spelling, grammar and punctuation where needed

Do not attach unnecessary files

Do not overuse the high priority option

Do not write in Capitals

Read the email before you send

Do not overuse reply to all

Do not forward chain letters

Page 65: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

E-mail etiquette Contd..

● Never use email to discuss confidential issues

● Use meaningful subject avoiding URGENT or IMPORTANT

● Don't ever forward any junk mail

● Don't reply to Spam

Page 66: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Poor Usage Examples

No subject line

Page 67: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Poor Usage

Action required and key points are hidden in the message

Page 68: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Poor Usage  -----Original Message-----From: Sent: Monday, January 08, 2001 5:46 PMTo: IMS OperationsSubject: Information I will be gone all day Tuesday/01-9-01 at an Operations Offsite Staff Meeting.I will be accessible via cell or pager listed below- Thanks

Misusing the global distribution list

Page 69: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Poor Usage

Discussion that could have been done on the phone

Page 70: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

No Subject ???

Page 71: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist
Page 72: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Importance of Subject Line How do you ensure that your email is opened?

By using a good choice of wording in the subject line.

What is the purpose of the subject line?

To allow the reader to see at a glance what the message is regarding.

It serves as gatekeeper, determining whether the message will be viewed by the recipient.

How important is the subject line? The subject line is vital! It’s arguably the most important

line you write in an email.

Page 73: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Use Smart Subject Lines All messages should have clear and

specific

“Subject Lines” that: Describes the message content Specifies if there are any actions required & due dates Mentions clearly who the message is for

Page 74: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Tips for smart subjects: If you can finish your entire message in the

subject line and don’t need to write anything in the body of the message - do so!

Use “Urgent “ or “Emergency” words carefully in subjects.

Page 75: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Recommended Subject Line Tags:

URG - Stop everything, read me first

HOT - Need immediate attention

RSP - Need you to respond, either way

MTG - New/modified meetings

FWD - Forward to your respective group(s)

HLP - Need information, assistance with a problem

FYI- Just for your information

ACT - Needs action

Page 76: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Good Subject Line Examples::

FYI ONLY: Meeting minutes from 14/3 discussion

APPROVAL: For leave on friday.

Rsp : Implementation of new star charting system.

DISTRIBUTE: Program updated & related information

Amit , Kanika: need you at noon meeting Wed w/ your updates

AGENDA: Staff meeting Thurs 3/12 10:00 pm

TAG description [action] TAG description [action] [ dates][ dates]

Page 77: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Parts of an E-Mail

Greeting

– Using a name in the greeting:● Ensures recipient that message is for him/her.● Develops rapport & connection.● Creates a more professional impression.

– Deciding on the title:● Formal greeting – Use Mr. or Ms.

– E.g.: “Mr. John Smith” or “Ms. Sager”● Informal greeting – Use only first name

– E.g.: “John”● Casual Greeting – Use full name without title

– E.g. “John Smith”

Page 78: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Closing Choice of words:

– Use “Sincerely” or “Regards”.

Details about signature blocks:

– Best position is at the end of the message. – Ideal to use four or fewer lines. – Must include your name, designation, company name

& if possible contact number, e-mail id.– Provides ways to “find” you other than replying to the

email message. – People can trace you even if your message was

forwarded.

Page 79: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Think before you write

Remember that you can always deny that you said it. But if you write it, you may be held accountable for many

many moons !

Page 80: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Don’t attempt to “discipline” your readers.

It’s unprofessional to lose control in person—to do so in writing usually just makes the situation worse.

Page 81: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Write For Action

In the first 1-3 lines of your email, specify what this email is about. – Does it include action

required? – Does it require a reply back

by a certain date?– What information is

contained that the reader will find necessary for their job?

Use the To, Cc and Bcc: addresses appropriately

Page 82: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Keep emote icons to a minimum; i.e.., :)

Use spell checking. Most e-mail software packages have spell checking and it can

be set to check each message before sending

Page 83: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Reply to E- mails

Page 84: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Replying to Email Two ways to reply:

– Maintain the “thread”.

- Use this to reply to the message.– Create a new message.

- Use this when addressing a new topic.

2 reply buttons:

– “Reply”: When you press the “Reply” button, the response goes only to the original sender.

– “Reply All”: When you press the “Reply All” button the response goes to all the people who received the original message.

Page 85: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Think Before You Click !

Don’t automatically “REPLY TO ALL”.

Take one last look at your distribution list – is this email necessary for all recipients ?

No discussions in email. When people start "talking" in email, please stop .

Its time to Pick up the phone.

Page 86: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Forwarding mails

Disadvantages of forwarding: Violation of privacy Too many addresses make the message cumbersome

2 options regarding forwarded messages: Forward the message after deleting the list of addresses Copy the information and paste it into a new message window.

Page 87: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

AttachmentsAttachments

Page 88: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

While sending an attachment, take care of:

Size – Zip it

Document format (doc,pdf,ppt,xls etc)(to ensure he has the software to open it)

Is this person expecting it?

Relevance to all receiving the message

Page 89: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Quality Communications

Email is not the right communication tool

when “quick response” is needed.

Page 90: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

E-Mails & Emotions

Use email to convey non-sensitive or non-emotional information.

Ask yourself - are you sharing expertise or just venting.

Constructive confrontation or disagreements do NOT get resolved in email.

Page 91: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Words of caution: Don’t “spam” your readers. Don’t send them unnecessary or frivolous messages.

Do not forward any chain – lettered mails.Take the time to proof read your mail before you sent it. Rub the document through the spell checker.

Page 92: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist
Page 93: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Font: Use standard font throughout the message content Avoid colored fonts in a professional email. Keep the size of the font visible and constant. Paragraph and line spacing should be legitimate and

visually appealing. Be very specific with the use of bold, italic or

underline font style. Avoid short forms or slang (e.g. ‘u’ instead of ‘you’,

‘y’ instead of ‘why’, ‘r’ instead of ‘are’, etc). No outlook templates or “pretty stationary" when

sending/replying messages.

Page 94: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

AnalysisThe previous e mail (see below) has problems with the beginning. They are:

too much unnecessary informationthe important information comes at the end.

Page 95: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

It tells the reader the purpose of the email in the first sentence.There is no unnecessary information.It is short, concise and to the point

Page 96: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

SalutationDear Mr. BrownDear Ms WhiteDear SirDear MadamDear Sir or MadamGentlemen

Starting

We are writing to inform you that ...to confirm ...to request...to enquire about ...

I am contacting you for the following reason.I recently read/heard about ..... and would like to know ....Having seen your advertisement in ..., I would like to ...I would be interested in (obtaining / receiving) ...I received your address from ... and would like to ...I am writing to tell you about ...

Referring to previous contact Thank you for your letter of March 15.

Thank you for contacting us.In reply to your request, ...Thank you for your letter regarding ...With reference to our telephone conversation yesterday...Further to our meeting last week ...It was a pleasure meeting you in London last month.I enjoyed having lunch withh you last week in Tokyo.I would just like to confirm the main points we discussedon Tuesday.

Page 97: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Making a request

We would appreciate it if you would ... I would be grateful if you could ...Could you please send me ...Could you possibly tell us / let us have ...In addition, I would like to receive ...It would be helpful if you could send us ...I am interested in (obtaining / receiving) ...I would appreciate your immediate attention to this matter.Please let me know what action you propose to take.

Offering helpWould you like us to ...?We would be happy to ...We are quite willing to ...Our company would be pleased to ...

Giving good newsWe are pleased to announce that ...I am delighted in inform you that ..You will be pleased to learn that ...

Giving bad newsWe regret to inform you that ...I'm afraid it would not be possible to ...Unfortunately we cannot / we are unable to ...After careful consideration we have decided (not) to ...

Page 98: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Complaining

I am writing to express my dissatisfaction with ...I am writing to complain about ...Please note that the goods we ordered on ( date )have not yet arrived.We regret to inform you that our order n° ----- is nowconsiderably overdue.I would like to query the transport charges which seem unusually high.

ApologizingWe are sorry for the delay in replying to ...I regret any inconvenience caused (by) ...I would like to apologize for the (delay, inconvenience)...Once again, please accept my apologies for ...

Orders

Thank you for your quotation of ...We are pleased to place an order with your company for..We would like to cancel our order n° .....Please confirm receipt of our order.I am pleased to acknowledge receipt of your order n° .....Your order will be processed as quickly as possible.It will take about (two/three) weeks to process your order.We can guarantee you delivery before ...(date)Unfortunately these articles are no longer available / are out of stock.

Page 99: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Prices

Please send us your price list.You will find enclosed our most recent catalogue and price list.Please note that our prices are subject to change without notice.We have pleasure in enclosing a detailed quotation.We can make you a firm offer of ...

Referring to payment Our terms of payment are as follows  ...

Our records show that we have not yet received payment of ...According to our records ...Please send payment as soon as possible.You will receive a credit note for the sum of ...

Enclosing documents I am enclosing ...

Please find enclosed ...You will find enclosed ...

Closing remarks

If we can be of any further assistance, please let us know.If I can help in any way, please do not hesitate tocontact me.If you require more information ...For further details ...Thank you for taking this into consideration.Thank you for your help.We hope you are happy with this arrangement.We hope you can settle this matter to our satisfaction.

Page 100: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Sincerely,    }

Yours sincerely,}

Sincerely yours,} 

Referring to future business We look forward to a successful working relationship in the future.

We would be (very) pleased to do business with your company.I would be happy to have an opportunity to work with your firm.

Referring to future contact I look forward to seeing you next week.

Looking forward to hearing from you, ...Looking forward to receiving your comments,I look forward to meeting you on the (date).I would appreciate a reply at your earliest convenience.An early reply would be appreciated.

Sincerely,    }

 in more formal letters

Ending business letters Sincerely,    }

Yours sincerely,}

 for all customers / clientsSincerely yours,} 

Yours faithfully,} in more formal letters

Regards,for those you already know and/or with whom you have a working relationship

Page 101: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Telephone etiquette

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Telephone Etiquette Is Just As

Important as When Speaking With

Someone In Person.

Page 103: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Did you know…

Right now millions of people are on the telephone?

The telephone is used in approximately 95 percent of all business transactions?

It is estimated that more than 100 million business calls are made each day?

Page 104: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Pre-call preparation

Feel good about your work

Smile

Have a positive attitude

Place the receiver of the telephone correctly

Organize your desk

Page 105: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Answering calls for others

Identify yourself and the company

Offer assistance in the absence of others

Do not make commitments for others

Take accurate messages

Page 106: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Hold procedure & Transferring calls

Seek permission

Specify the duration

Explain the reason for the transfer

Wait for the customer’s response

Get back to the customer in the committed time frame

Page 107: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Handling complaints● Listen carefully

● Convey sincere interest and be empathetic

● Agree as often as possible

● Remain calm and courteous. DO NOT ARGUE!

● Do not interrupt

● Do not blame co-workers

Page 108: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Handling complaints contd..

● Explain clearly

● Do not make unrealistic promises

● Apologize

● Act fast

● Follow up

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Call closure

● Summarize what has been discussed● Ask if you can provide further assistance● End on a positive note

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While closing the call

● Have a pleasant tone and be courteous● Don’t sound rushed● Pause at appropriate places

Page 111: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Qualities of a good voice

● Distinctness● Pleasantness/warmth● Vitality● Naturalness● Expressiveness● Lower, mellow pitch

Page 112: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Tips for creating a good image

● Use basic phrases of courtesy● Use standard, accepted

business phrases● Avoid slang● Do not chew gum● Do not slam the phone or cut

off abruptly● Keep your promises● Smile while speaking

Page 113: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Suggested phrases for Business telephone etiquette

● "Mid-State Band and Trust, this is Swati. How may I help you?

● "Accounting department, this is Lily. How may I help you?"

● "Good morning, Dr. Nasir and Fareed's office, how may I help you?"

Page 114: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Do Not’s : Try not to call someone at odd

hours. Never attend calls while in a

meeting. Do not use a harsh tone ,no

matter how upset or stressed you are.

Let the other person express his/her ideas without interruption.

Avoid acting rushed, even if you are.

Never slam the receiver down on anyone.

Page 115: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Conclusion

● Conduct yourself appropriately in your workplace and win appreciation from colleagues and seniors.

● Following these Etiquettes will help you build productive relationships at your workplace.

Page 116: Communication For Success Dr. Neetika Chhabria Counseling Psychologist & Clinical Hypnotherapist

Thank you and Thank you and All the best All the best

Contact :Contact :

Dr. Neetika Seth ChhabriaDr. Neetika Seth Chhabria

99229496599922949659

[email protected] [email protected]