Communications Survival Guide

1. Developed by: Robbie Bailey Human Resources Manager John Deere – Greenville, TN Lori McConnell District Manager ARAMARK – Punta Gorda, FL Judi Meinhalt Communications Manager Cisco Systems – Raleigh, NC Helena Yarbrough Senior Counsel Bridgestone Firestone – Nashville, TN Communications Survival Guide Developing Leadership Presence Through Effective Communication WOMEN Unlimited, Inc. LEAD Program, January 2008, www.women-unlimited.com

2. Contents • Why communication skills are important • Communication methods • General communications principles • Tips & Techniques • Written Communication / Email • Voice Mail • Face-to-face meetings • Virtual meetings • Formal presentations

3. Why Are Communication Skills Important? • Every communication you send impacts your Personal and Company brand • Communication skills are considered a core competency for virtually every job • Even the best ideas will be overlooked if they aren’t communicated effectively

4. Business CommunicationMethods • Written communications • E-mail, Instant Message, Business documents • Verbal communications • Voice mail, Face-to-face meetings, Formal presentations • Virtual communications • Teleconferences, Video conferences

5. Choosing a Communication Method • Choose your communication vehicle based on the: • Nature of the information • Complexity of the message • Potential for misunderstanding • Importance of “tone” to the message • Potential for an ongoing conversation

6. General CommunicationPrinciples • Know your audience • State your purpose at the start • Be clear and concise, long=boring • Be respectful and courteous • Include all stakeholders • Close the loop on group discussions • Avoid excessive use of acronyms and jargon

7. Written Communication • Business Documents / Memos • State your main point in the Subject line • Outline action items/deadlines early • Call out key ideas with bold or underline • Be accurate and objective • Refrain from using sarcasm / humor • Email Communication • Don’t “Reply All” unless absolutely necessary • Include a signature line with contact information

8. Voice Mail • Organize your thoughts before picking up the phone • Rehearse before leaving your message • Always identify yourself to the recipient • State requests for action at the start of the message • Keep your message brief • Repeat your phone number twice

9. Face-to-face Meetings • Remove distractions, clear your workspace • Stayfocused on the topic at hand • Practice “active listening” • Speak with confidence • Maintain eye contact • Watch body language

10. Virtual Meetings • Give everyone an opportunity to contribute • Place phone on “mute” when not speaking • Do not place the call on “hold” • Remove distractions from your workspace • Review the Agenda and call participants • Stay focused and engaged • Re-introduce yourself before speaking

11. Formal Presentation • Know your subject matter • Choose your attire carefully • Speak with confidence and passion • Keep your eyes on your audience • Engage the audience by asking questions • Usegestures to emphasize key points • Be yourself, relax and have fun

12. PowerPoint Design • Keep your slide design simple • Don’t over-use animations • Be careful with “builds” • Write in headlines, not paragraphs • Use Spell Check

13. Summary • State the purpose • Make your point • Keep it short • Polish everything • Be professional