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WOMEN IN MINING CONFERENCE
CHARLES COTTER
6 MARCH 2013
EFFECTIVE COMMUNICATION SKILLS AND REPORT WRITING
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PRESENTATION OVERVIEW
Introduction
Key presentation topics
Summary
Questions
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Defining Effective Communication
Effective communication is when the intended message of the sender is correctly interpreted, understood and acted upon by the recipient/listener.
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Interpersonal Communication Process
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Barriers to effective communication
Intra-personal
Interpersonal
Structural
Physical/environmental and technological
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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
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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
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Johari Window
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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.
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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
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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
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Format of a business report
External structure (front-end)
Internal structure
External structure (back-end)
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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
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SUMMARY
Key points
Questions
Contact details:
Charles Cotter 084 562 9446 [email protected] Linked In Twitter @Charles_Cotter