WOMEN IN MINING CONFERENCE

CHARLES COTTER

6 MARCH 2013

EFFECTIVE COMMUNICATION SKILLS AND REPORT WRITING

PRESENTATION OVERVIEW

Introduction

Key presentation topics

Summary

Questions

Defining Effective Communication

Effective communication is when the intended message of the sender is correctly interpreted, understood and acted upon by the recipient/listener.

Interpersonal Communication Process

Barriers to effective communication

Intra-personal

Interpersonal

Structural

Physical/environmental and technological

Improving interpersonal communication skills

Plan what you want to say and how you will say it

Use multiple channels and mediums 

Tailor the message to the audience

 

Use clear, simple and understandable language

 

Empathize with others

Remember the value of face-to-face communication when dealing with change

Use two-way communication

Improving interpersonal communication skills

Practice active listening

Match your words and actions (congruency)

 

Ask for feedback/questions to confirm understanding

 

Use the grapevine (as a source of employee issues)

 

Use feedback

 

Use assertive communication

Johari Window

Non-verbal communication (NVC)

Research also shows that 55% of interpersonal communication comes from non-verbal cues like facial expressions, body stance, and tone of voice.

According to one study, only 7% of a receiver’s comprehension of a message is based on the sender’s actual words; 38% is based on paralanguage (the tone, pace, and volume of speech), and 55% is based on body language.

Report writing best practice

Use plain, everyday words and expressions that everyone understands

Turn your nouns into verbs when possible (use active voice)

Efficiency – “less is more”

Clearly define the purpose and objectives of your communication

Clearly define the purpose and objectives of your communication

Build a good, logical argument

Report writing best practice

A-B-C

Proper structure

Build the readers’ interest - A-I-D-A

Planning and organizing your intended message

Use an inverted-pyramid writing order

Use appropriate language and style

Edit your writing

Using proper grammar, punctuation and spelling

Format of a business report

External structure (front-end)

Internal structure

External structure (back-end)

Report writing process

Apply the 80-20% principle

Step 1: Planning (defining the objective and performing an audience analysis)

Step 2: Research (data collection and analysis, sources of data)

Step 3: Organizing (outlining/structuring the report, logical sequencing)

Step 4: Writing the first draft (putting pen to paper)

Step 5: Review (editing, revision, feedback and consultation)

Step 6: Writing and submitting the final draft

SUMMARY

Key points

Questions

Contact details:

Charles Cotter 084 562 9446 charlescot@polka.co.za Linked In Twitter @Charles_Cotter