Communication Skills (Part I) for Project Managers

Communication is a process by which we exchange meaning, facts, ideas, opinion or emotions with other people.

Let us understand the various goals which we intend to achieve by communicating with each other:

1. To get and give information(the most common goal)
2. To persuade
3. To get someone to take action
4. To ensure understanding
5. To change behavior

Means/Media and types of communication are:

1. Verbal communication

2.  Non-verbal communication

Verbal communication:  is divided into oral communication and written communication

Nonverbal communication: is divided sign language and body language.

Communication begins with Hearing/Listening.

Many people do not thoroughly understand the difference between hearing and listening.

Here are some of the differences which need to be noted and remembered for effective communication:

•Hearing is subconscious

•Listening Is Conscious.

•Listening Is With The Mind

•Hearing With The Senses

We need to understand that listening is a process of eliciting important information, ideas, attitudes and emotions.

There is a distinct difference between hearing and listening.

We can perceive any sound within our range of audibility, while we may not actually be trying to focus intently on the message, this is hearing.

Listening consists of stages which can spread out. These stages include:

•Hearing

•Focusing on the message

•Comprehending and interpreting

•Analyzing and Evaluating

•Responding

•Remembering

How can we train ourselves to listen more actively?

1. Prepare to focus on what is said.
2. Control and eliminate distractions so that you can focus on the message.
3. Avoid working on computer, watching TV, etc when listening.
4. Establish appropriate eye contact to show interest in the person.
5. See listening as an opportunity to get information, share another’s views, and broaden your own knowledge as a result of this interaction.
6. Create the need to listen.  Be prepared mentally about what information would you require from the speaker.
7. Set aside the time to listen.
8. Do not listen with the intent to form opinion/judgement.
9. Absorb what is being said thoroughly before framing replies in your mind.

Techniques to Improve Listening Skills:

Paraphrase:  Restate what was said in your own words.  It is better to restate the important points that the speaker has spoken to check your understanding particularly with regard to important information.

Summarize:  Pull together the main points of a speaker.  Writing down small notes during important discussions will really help.

Questions:  Use this technique when you need further clarifications on what is being said.

We will be discussing questioning techiniques in my post!

Happy Reading!