Showing posts with label communication. Show all posts
Showing posts with label communication. Show all posts

Friday, 20 October 2017

Good Writing Skills



Blogs constitute the first step in making of an author, today. There never was a time when so many aspirant authors were seen to find their space. Further, if your blogs become popular, the chances are strong that when you write a book the same will also be widely accepted. That will motivate you to write more and try to become author of a bestselling book. The popularity of eBooks may have hurt the traditional book business, but more books are being written than ever before.

But that is only one of the many advantages of writing blogs.

The more commonly in use is the benefit of improving your writing skills in general. It will improve your vocabulary, your sentence construction and remove problems of syntax. Clarity of expression also improves your credibility as well as your productivity.

I am reproducing a document which I found on the net. It is very inspiring. The title of the document is:

The Importance of Good Writing Skills in the Workplace

“Profession
Obviously good writing skills are important when your job involves writing, be it as a journalist, paralegal or public relations professional – that goes without saying. If you are employed for your writing skills, having “good” writing skills is a job requirement. However, more professions require good writing skills than those traditionally associated with writing. Any time a profession requires written communication, writing skills become important.

Communication
With emails, notes, letters, texts and Tweets, most people spend a fair amount of time at work communicating via the written word. Whether you are messaging a colleague, writing to your manager, or crafting the company newsletter, your writing skills can boost or hinder your career easily, even if you do not have a “writing” profession. Basically, writing skills make a difference in how you come across.

Credibility
People with good writing skills are generally seen as more credible. Think to yourself how you would interpret an email from a colleague that was filled with typos and grammatical errors. At best, he was negligent in that he didn’t proofread his message or use spell check; at worst, he comes across as less intelligent and less capable. Better writers tend to get higher grades and be perceived as more competent and more intelligent than their less literary counterparts.

Considerations
In the workplace, you need to make sure that you proofread everything you write, from an email to a company memo. However, just because good writing skills are a plus, you still need to pick your battles. Correcting others can work against you, in some cases even undermining you. Further, context and tone are just as important as grammar. While obvious mistakes are a no-no, such as using “their” and “they’re” incorrectly, smaller errors, like confusing “who” and “whom” are less important.

Importance of Good Business Writing Skills
Learning and honing business writing skills can have a positive impact on an individual’s career advancement. Effective channels of communication make an organization run smoothly. Professional quality writing being sent through these channels improves productivity and the ability of all functional areas to work together, particularly in an increasingly global workplace where collaboration is the norm.

Persuasion
Sales and marketing professionals are particularly skilled at using the written word to persuade customers to purchase the company’s products and services--or at least pay attention to its advertisements. But everyone in the business world finds it necessary at times to persuade someone else to take an action based on written material they have sent. The chief financial officer of a company makes written recommendations to the chief executive officer about expenditures. Human Resources tries to make a written case for hiring a particular individual to the manager to whom the person will report.

Clarity
Clarity in writing is one of the most difficult skills to master. Word choice comes more easily for some businesspeople than for others. Venture capitalists sometimes receive business plans that are so unclear it is difficult for them to tell what business the company is in. Presumably, expressing it clearly on paper proved too difficult for them.

Professional Courtesy
In this age of text messaging, business communication increasingly comes in a shorthand fashion. Even email has a much less formal style in many companies than a letter. Taken to an extreme, this type of writing can seem lazy. If communication becomes too abrupt, it can send a message that the person receiving the message was not important enough for the sender to take the time to communicate in complete sentences or check spelling and grammar. Conversely, a carefully written email can be more impressive than a letter because it has the added element of rapid transmission--the other person was so important that the sender wanted to make sure the message arrived quickly.

Completeness
Business communication can be ineffective if a document does not completely express its intention. An instruction manual on how to operate machinery, for example, must not have gaps in the sequence of steps or the how-to explanations. The result of incomplete information could be failure to run the machine properly or even cause injury to the equipment operator. A financial report that has the quality of completeness would be one that answers the reader’s questions before he has time to ask them.

Inspiring Confidence
Supervisors and business associates who express themselves well in writing inspire a feeling of confidence in their abilities from employees or colleagues. Sharp writing conveys the impression that a sharp mind composed the words. Sloppy writing, on the other hand, can make others conclude that the creator is not intelligent. Some might even question their job-related competence.

Team Building
Written communication to employees is one way a company shows that it values their contribution and appreciates their efforts. Subtle but strong bonds of teamwork can be built through simple means such as sharing company-wide accomplishments -- sales milestones, for example -- with everyone in the organization. The tone of the communication is particularly important. If it is energetic and positive, the employees will respond to it in an equally positive fashion.”

Hope you find it very useful for not only writing blogs but also for enhancing your expression in general.

Thanks for reading.

Tuesday, 28 March 2017

Bad News: Time Flies Away / Good News: You are the Pilot

If there is one thing that is equally distributed by the Lord Almighty, that is Time. And it is the most important of all resources. Proper use of time makes the people very successful and vice-versa. With the fast development of technology, executives are expected to be far more productive. It is possible. But it calls for more efficient use of your time.

In fact, over the years our attitude towards time has changed. Today, each one of us has become aware of cost of time.

One can effectively use time if the goals are written down. The specific goals make it mandatory to write down a plan of action. And when you have worked out your plan to achieve your goals in respect of important aspects of life, there is hardly any time which you can afford to lose.

I would like to mention here that some habits need to be changed to be more time productive. These are:
  1. Procrastination is the most potent culprit which destroys some of your most precious time. It is only important tasks that you want to carry out as a priority. But if the task is challenging, many a time you tend to postpone it. In the process, you lose time but more importantly the burden or guilt of not attending to important work makes you time inefficient. So having a habit of procrastination even in the smallest measure is not permissible.
  1. Time has the habit of expanding to work to the time allotted. Even if you are able to do a job in two hours, but you have four hours available, the work will expand to fill all four hours. So what is the remedy? Allot lesser time to the task. You may have to stretch yourself a bit. Do it. But, save time.
  1. Another villain which steals away your time is indecision. Whenever you are not able to decide between two or more options, you lose time. You must learn to be more decisive. Normally decisions are not taken because of risks associated with the decision. We must remember that not taking any risk is the biggest risk of our life.
  1. Verbosity in our speech is another time-wasting demon. We need to be terse in our communication. It just requires better focus and a determination of not using more words than are necessary.
  1. If we follow the system of diving our tasks into four quadrants as propounded by Steven Covey of “Seven Habit of Successful People”, we can surely save time which is often wasted.
There are some suggestions to use our time more productively. These are:
  • Keep a Time Log for 2-3 days. Understand the normal, routine use of your time. Now study the same to find out where you can save time. The exercise will not go waste. In process the credit balance of your time current account will increase.
  • If you want to become really time efficient follow the rule of 60 : 25 : 15.You must try to complete your routine (daily tasks) in 15% of the available time. Besides, 25% time should be spent on ongoing projects. Finally, spend 60% of your time on developments, innovations, and new projects.
  • Make a to-do every day morning and try to complete the jobs which must be done on that day. In this list, you must keep in mind the priorities. In fact proper prioritizing your tasks enables you to use your time very productively.
Working out priorities:
You must analyze your tasks. Then place them in three distinct categories:
  1. Tasks which are important as urgent. These cannot be carried forward.
  2. Tasks which are important but not urgent. For example, looking after your health and going for a walk daily is important but not urgent.
  3. Tasks which are neither urgent nor important. These should always receive the least importance.
While making your to-do list you must be realistic. Don’t pack too many things in a day which cannot be completed. If is unnecessary to create a burden for yourself. This will decrease your efficiency.

Thanks for reading.

Thursday, 30 April 2015

Leadership Qualities

In my last presentation, I had defined Leadership. I had also explained what it takes to be a good leader. How must a leader go about performing his/her duty that would justify leadership.  Today, I shall talk to you about the characteristic elements of personality which are necessary for a good leader:

1. The first on the list is Honesty. Honesty towards oneself. This means that the Leader must be himself or herself all the time. At no time the Leader should try to copy anyone or say something which he/she does not believe. The leader must believe in an honest, ethical behavior as a key value. All the actions will foster among the team members the same value. Once accepted the value can be a strong bond among members of the team, a group, or an organization.   


2. The second quality which a leader must have is the ability to delegate. This requires the leader’s trust in the members of the team. Besides, the leader should have the ability to identify the strengths and weaknesses of the members. This will help in assigning appropriate tasks to individual members. Such a delegation will be meaningful and the results will be more productive.  


3. Excellent communication represents the third important quality of a good leader. The leader should be in a position to communicate in a language which is understood by all – be it an uneducated skilled worker on the floor or the CEO who is a member of the board.Further the leader must ensure that whatever has been communicated is not only understood, but assimilated by all concerned. This will be possible only if the leader has an open mind and encourages rather than discourages feedback. 


4. The fourth important aspect of good leadership is sense of humor. In the competitive world of today everyone has to stretch to produce results – this means constant stress. As good morale is the key to productivity; the stress can be negated only by good humor. 


5. Another important quality is the confidence of the leader. An effective leader must be a person who stays calm, keeps working and forges ahead even in times of adversity. It is the confidence of a leader the leader that is rubs on the team, making them motivated and energetic performers.


6. A strong sense of commitment is the next aspect of positive leadership. Committed leaders often have a hands on approach and are able to do it themselves especially in times of a crisis. This approach ensures the commitment of the team, which feels secure under such decisive leadership. 


7. A positive attitude is also a very important aspect of leadership. Positive Attitude of the Leader ensures high energy levels of the team members. It also ensures that the Leader looks at every challenge as an opportunity rather than a roadblock. 


8. The eighth important aspect of a good leader is his creativity. In times of crisis, it is the leader’s creativity that enables him to think out of the box and to come out with an appropriate solution.   


9. The leader’s quality of Institution refers to his gut feeling about the course of action he is to take. The quality of Intuition enables a leader to take calculated risks in decision making when facing an unforeseen situation.  


10. The Ability to Inspire is the last and certainly not the least important quality. This enables a leader to positively motivate team members and enables him to leverage the strengths of the team members.  


Thanks for reading.

Interpersonal skills


Good interpersonal skills form a basic requirement for an individual, today. If you are deficient in interpersonal skills, you meet road blocks everywhere. Life was never so interactive, never so social. We all depend on each other more than ever in the past. So it’s necessary not only to understand but consciously move forward to develop commendable interpersonal skills.

1. Simply said, the skills relate to your getting along with people around you. Since we are all individuals, so we think differently. This we must keep in mind all the time. We may present our point of view but if we try to impose on others we will never be excused. Such actions kill the possibility of developing good interpersonal skills. 


2. In order that we respect others, we must listen to them carefully and understand their perspective. It is only by understanding others that we will know how to deal with them. Even when we are talking with juniors, we cannot take them for granted. Everyone is conscious of their rights of holding on to their opinions. So, in case we want to convince them we may do so respecting their opinions and presenting politely our view point. If you are able to establish the mutual benefit, everyone will appreciate your moves. You will in the process improve your interpersonal skills.

 
3. We all have some hidden assumptions. These assumptions do determine our behavior. For example, if our views about a particular person are negative, we will assume that he/she will never help us. Here the negative assumption will act as a road block. Even if we had an unhappy experience, we should approach people with an open mind. Always assume positive intent and surely it will be helpful.

4. It is normal that the conflicts are likely to occur among people who work together. The best way to build harmonious relationship is to understand each of them, respect their personal views and beliefs and resolve any conflict, sooner than later. Unresolved conflicts become hurdles in developing and sustain good relations. One must remember that a team can be victorious only if they work in harmony. 


5. Language and speech play a very important role in the development of your interpersonal skills. In case of inadequacy of language you may end up communicating a message that may be considered as offensive even when you don’t intend any offence. Your body language is also of great consequence. Maintaining a positive body language and cordiality in tone are extremely helpful. Time spent on mastery of the language will never go unrewarded.

To conclude, I would like to say that developing interpersonal skills consciously cannot be ignored by any management professional. In fact, organizations are hiring experts to train their employees develop this very special art. Better interpersonal skills are conducive to improving efficiency of the organization and also its bottom line. Customer relations solely depend on your proficient interpersonal skills.

Thanks for reading.