Soft Skills And Communication

Soft skills and Communication

Objective:

1. nbsp nbsp To understand what Soft skills are and types of communication in business project management.

2. nbsp nbsp To know how to use each in a given scenario.

Identify

Being an entrepreneur running a project means having to improve on your soft skills communication. These are types of interaction that assist negotiations in business deals too.

In managing projects it is fundamental that you use the correct tone and visual clues that will encourage people to want to help your business and not build walls in your way instead.

Now you may have certain traits that are specific to you. You may be great at detail but less great at communication. We are not here to explain why this is. You can explore Gardner’s Multiple Intelligences or Briggs Myers type indicator, Wealth Dynamics Profile or any other variation that can help you much more than this guide can.

However, having the knowledge of how these can explain where you stand on these skills, will allow you to understand how much effort you will personally need when running or being in a project.

Analyse

Email: Requires netiquette, a type of communication with rules such as:

DO NOT USE CAPITAL LETTERS AS THIS APPEARS AS IF YOU ARE SHOUTING. Do not use exclamation marks for the same reason!!!!!!!! U shud not use txt msg shorthand. Use bullet points. Keep emails formal and short. Most people get so many emails and speed reading can cause upsets. Spellcheck TWICE then read it before sending Never send emails while you are angry or emotional. Do not use slang Use readable font styles. (Use readable font styles). Telephone conversations, with no visual connection makes communication that much more difficult and communication can break down easily. Here are some top tips:

Smile and sit up when you are talking. It comes across in your voice. Have a short list of topic you’d like to discuss and stick to it. Note down responses. Always ask if it is a good time to talk, Phone calls are usually interrupters and disruptors. If it’s not, then book a better time. Then call then. Skype: being face to face is a close match to being physically there however eye contact may be missing due to camera angles and lead to some interesting connections and understandings.

Try to keep the camera directly in front of you to give a better sense of connection. Have a list of points you want to address and stick to them. Remember you are being watched so make sure you are not in unacceptable attire or state. Makes sure your room is well lit. There is nothing worse that talking to a shadowed outline. Have the camera at eye level. No one wants to sit and count nose hairs. Remember global time differences matter. Listening face to face: in direct proximity is the most natural method however not always the best for all concerned.

With introvert leaders this can drain their energy so brief limited contact that’s to the point is better than long drawn out meandering monologues. If you find you are talking to someone and their eye contact disconnects, it’s a fair bet you should conclude your point in summary and Ask if they have understood. Do not over touch unless you have (or want) that kind of relationship. Talking face to face: The most natural method that can be used to show you are listening to a person is to

Repeat what they have just said. Mention them by name and then ask them if you understood them and then simply repeat what they said. It is important to keep eye contact unless absolutely unable. The other person will feel listened to and most properly you will have time to take it in and are not rushing from one place to another. Conflicts:

The best way to handle simple conflicts is to Speak to each individual concerned independently and make sure they all are aware that this is taking place in confidence. Ask for an explanation of the situation but do not prompt or blame. Make notes. When each party has had a chance to explain then you can decide if this is a small matter that can be handled by yourself or a mediator or Human resources needs to get involved. If they are open to giving a solution that works for them, ask for this while you have them alone and then decide a best way forwards from what you hear. Explain the situation to both when they are together and explain that it is a professional workplace and that you expect professional conduct at all time. Do not raise your voice. Do not talk to anyone that raises their voice or shouts or used bad language. Model the behaviour you wish to see. Get in writing and sign off an agreement and result of further action that will be taken if this happens again making sure all parties receive a copy. Moral building:

A business has to have a vision. If your team on the project are feeling less than happy, you may need to remind them of the vision and make sure they are in tune with the outcome. Ask for the team to express themselves in their work even if they are outsourcers. It is important that everyone’s input be noted and given due thought and consideration. You may take votes on outcomes or debate to include and welcome people initiatives. Eventually you find that they will come forwards with their own suggestions to save you money, time and effort which improves morale. Add some occasional treats unrelated to work that are unexpected and fun. Have a wall of achievements or have a weekly presentation for the best ideas of the week. Verbally thank people for their time and energy. It can be more valuable sometimes than money so make sure you do this visibly and sensitively as well. Design

Take some time now to think about the areas above and tick each one that you feel would be useful to you or that you would like to explore further.

Write down 5 of the things mentioned above that you would like to investigate more here.

Area for investigation

Applied to:

Result:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Develop

In the next week complete the table above and record your results.

Test

What aspects did you find were the most productive for you?

Try out another 5 next week and record the results. You should now have improved some aspects of your soft sill communications for your teams and projects.

Record them here:

New Areas for investigation

Applied to:

Result:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Evaluate

Which techniques do you feel have added value and you will use from now on in your teams?

 

 

 

 

 

 

 

 

 

What have I discovered?

1. nbsp nbsp I understand what Soft skills are and how to use different types of communication in business project management.

2. nbsp nbsp I can choose an appropriate method of communication for a given scenario now.