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Improve Communication Skills – Don’t look like a fool | Speak Confidently | Personality Development

Hi everybody and welcome to this video my
name is Rima. And today we are going to talk about the key
communication mistakes that people make Ok, now when I am talking about communication
I am not talking only about spoken communication the way I am talking to you right now this
is communication.I am talking about written communications it could be emails, It could
be texts or of course conversations that we have and mostly I have seen people make a
lot of communication errors at work in a profession scenario
Now this could be embracing it could take a tool or your Professional relationships
and in a long run this could affect your career so let’s learn how not to make these key
communication errors, I am Rima and I am going to share some tips with you so stay
with me. Now big mistake that people commit while communicating while talking especially in a work scenario is that they end up saying “Yes” when they actually want to say “No” now saying no is awkward it’s at times embarrasing it feels
uncomfortable and most of us are not conditioned to say no because maybe sometime somewhere
in life we have said “NO” and we have been made to feel very bad about it which is why
each time you have to say “No” it becomes little difficult and that’s understandable
don’t you feel bad about it but remember you can’t always say “Yes’ because you can’t
say “No” you can say yes when you need to say yes but when you need to say “No” you
need to be assertive and you need to be able to stand your ground and say ” No”.
Now most people and in a professional environment find it difficult to say “No” because they
feel if they say ” no” to a certain task they will not remain in the good books of their
bosses or colleague now it’s not always easy and it’s not always viable to keep
pleasing people OK sometimes you have to take a stand and state a “NO’ a very firm “No”
for the task that is being presented to you ,because if you take on every bit of work
that comes on to you which may or may not be your responsibility ,What’s gonna happen
is that you are gonna get very burden with work ,overburden in fact and you are going
to lose your productivity which will create problems for you .So whenever it’s required
you must stand your ground be assertive, be confident, do not get worried about the repercussions
say a polite but firm “NO” and always have your reasons ready ,you can’t say a “No”
without having a reason ,It has to be a valid reason that will be accepted by your colleagues
and your bosses . So remember when your heart is telling you
to say “No” it’s not correct to say “Yes” right now …Just say “No ” it takes practice
but you will get it, It’s a simple word it’s shot say “NO” And one another mistake that a lot of people
make in professional communication is reacting to situations but not responding to them,
Now like difficult conversation, there are also disagreement at work on and off maybe
not every day but whenever disagreement happens or a difference
of opinion happens between you and another person its very very important that you don’t
just react to the heat of the moment because that would end up spoiling things it will
spoil up your relationship with that colleague and make you come across as very hot headed
and not professional at all so it’s very important that you learn the “art of restrain”
hold back think about what you are saying, think if what you are saying is valid and
respond from a place of intelligence rather than reacting from a place of anger or from
a place of ego ,it’s very important that you hold back in the moment if required like
I said earlier make notes state your points on paper and come back and kind of explain
your point of view ,don’t just react at the heat of moment because you will not like
it later it will make you feel all embarrassed at the same time it won’t create a value
because that all the time what you need to be doing what your colleague need to be doing
is for looking for resolution looking at a way of solving the problem rather than increasing
the tension and escalating the problem, So remember always respond don’t just react. Now another thing that I want to warn you
against That lot of people don’t even realize they
are doing this is avoid crossing the line of privacy at work
yes it’s a very very important point a very big communication a very great communication
error that people end up committing over and over again and this leads to lot of people
getting offended, a lot of chaos lot of gossip at workplaces so let’s make it very clear
that workplace are meant for people to work together and engage with each other professorially
and only professorially now if you end up making friends at work it’s very important
that you don’t treat them that casually at work you can probably catch up after hours
and be friendly with them but at your workplace maintaining the professional etiquette and
behavior is very very important .A lot of people have complicated personal life and
even if it’s not complicated every ones personals life is theirs only so if you know
something about some one’s personal life it’s important that you wont bring it to
your professional equation so whether its written communication, verbal communication,
emails or texts make sure you keep all the communication at your workplace extremely
and totally professional you don’t get personal with people, workplaces you don’t address
them in a casual manner the way you would properly address your friend or boyfriend
or a girlfriend keep it very polite very professional because I don’t think anybody deserves to
feel personally voilated workplaces and a casual attitude at workplaces can lead to a lot of complications later on So it’s very important that we avoid crossing
the line of privacy at work even this takes a lot of practice because some of us are naturally
talkative, naturally, have this habit of getting very personal with people.
So let’s avoid this lets practice professional etiquette and I am sure all of us will be
able to work absolutely harmoniously by doing this. So avoid avoid avoid crossing that line
and maintain that privacy of all your colleagues Now let’s look at communication errors that
people commonly make in the professional environment have you heard of “Hitting send on your email
without a review ” Now let me tell you that this is a complete No, No, A lot of peoples
write long emails, Firstly I think emails should be brief, crisp and to the point but
its ok maybe sometimes once in a while you want to write longer emails. So people write
long emails they actually end up hitting send button without reviewing their email without
checking for punctuation errors, spelling errors without even checking whether their
core message is being sent properly in the email. So I suggest before even hitting the
send button what you need to do is you need to go through your email one more time you
need to read it line by line check if the entire message is flowing through correctly
.read it like a reader see if the email was sent to you how would you react to it check
your punctuation don’t always rely on the spell check make sure you are checking all
the spellings and then you can hit send .Because god forbid if you end you sending the wrong
email it could lead to a lot of confusion and a lot of complication at work.So make
sure before hitting that send button it’s very important that you review your written
communication and this applies to text messages as well. Now another really grave mistake that people
commit while communicating professionally is that they choose to deliver important news
whether good or bad by email. Why would you do that I mean if you have something very
important or very sensitive to say to someone to your colleague ,to your employee it could
be good news it could be bad news but you shouldn’t be delivering this only through
email I think approaching the person and having a talk one on one makes all the sense rather
than just resorting to written communication now for example let’s talk about bad news
if there is an employee that you want to lay off rather than just sending an email saying
that you have been laid off and these are the key reasons what I would suggest is that
you call the employee for chat and have an empathetic respect full talk with the person
and you might end up making the person feel a little better and making them realize why
this is happening to them similarly if you have an employee that you want to prompt rather
than sending out a promotion email what you need to do is you need to sit the person down
and talk to the person and deliver the good news in person you will see all that joy and
excitement on that person’s face and you will really feel good and it would lead to developing
a very positive relationship with this person of course once you have had the chat you can
send out an official email as well but in the beginning you must have a one on one chat
whenever you are delivering anything sensitive it could be positive or negative Now the next thing that you should absolutely
avoid is delaying difficult conversations now there is always certain situations at
work when in you need to have a difficult or a confrontational conversation with somebody
it could be regarding productivity issues it could be regarding punctuality ,it could
be regarding performance issues now these difficult conversations will visit your career
path once in a while and you have to accept that so most people what they do is they try
and avoid having the difficult conversation because they find it uncomfortable they are
not ok with it ,they feel very exposed ,they feel clueless about what to say so I am going
to tell you one thing though it may seem very easy to avoid these conversations or delay
them till a later point the earlier you have them the better it is because it gonna work
out towards finding a solution for this particular problem if you delay it no solution will come
forth and things will keep getting worse .So remember first and foremost you need to accept
its part of your work life ,second thing you need to do is that you need to have the courage
to have this conversation a lot of people are not very good with words and that’s
understandable what you can do is you can take a piece of paper and make your points
I am gonna state these facts and make sure your facts are facts and not your imagination
Ok ,So you make a small note you state these facts on it and if you want without feeling
a little silly you can rehearse these points maybe in front of a mirror and then go and
approach the set person for a difficult conversation At all times in this conversation remember to be respectful and objectively don’t let
your personal judgment cloud the conversation and yes difficult conversations are difficult
which is why they are called ” Difficult conversations” But go through them get them over with and
I am sure solution will come forth.Never ever delay having a difficult conversation A huge mistake to make in professional communication
is making an assumption that’s right. Now remember this and remember this really good
making assumptions leads to confusion for example now at your workplace if you share
a plan with your colleagues and you want your colleagues to take some action on this plan
and there are certain deliverables that you need from them now if you just assume that
they have understood what is to be done and you are waiting for them to revert you are
making a great mistake my friend because you are just assuming that they have understood
what they have to do .So whenever you are communicating in a profession environment
especially if you expect certain people to take action on something you need to clearly
to them that this is the action required state the action either on an email or have a conversation
the best thing to do would be to have a conversation and then follow it up with an email so once
you have made things clear there is gonna be no confusion there is absolute clarity
on what is expected from whom and then I assure you that things will be delivered the way
you wanted them .But just assuming that your message has been understood by everyone around
you is a big mistake .Please avoid making this mistake absolute clarity is a
must in professional communication to avoid all confusion problems. Well, I really hope that you have enjoyed
today’s video and promise me you are not gonna make these communication mistakes when you’re
dealing with people professionally. Before I leave there is one other thing that I
want you to do , I want you to subscribe to our channel “skillopedia ” and once your’re
subscribed to our channel I want you to do is I want you to tap on this” bell icon” so
that each time we upload a fantastic video for you, you will receive a notification and
you won’t miss out on any of our videos So make sure you do that and for it’s bye
from me Rima.

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