Intro to Business Communication: Oral Communication and Presentations - Delivery Techniques, Eye Contact Voice Body Language Gestures

What This Is

Effective Delivery Techniques are essential for successful communication in the workplace. They help convey your message, build trust, and establish credibility with your audience. A poor delivery can lead to misunderstandings, misinterpretations, and damaged relationships. For instance, a manager sends an email with a tone that comes across as aggressive, leading to a tense meeting with a team member who feels attacked.

Key Principles & Techniques

• Eye Contact: Maintain eye contact with your audience to show confidence and engagement. Aim for 70-80% eye contact during a presentation or meeting.
• Voice: Vary your tone, pitch, and volume to convey emotions and emphasize key points. Practice your tone to avoid sounding monotone.
• Body Language: Use open and relaxed body language to show you're approachable and engaged. Avoid crossing your arms or legs, which can give the impression you're closed off.
• Gestures: Use purposeful gestures to emphasize points and add emphasis. Avoid fidgeting or using distracting gestures.
• The Seven C's: Use the Seven C's of communication to ensure your message is clear and concise: Clarity, Conciseness, Consideration, Completeness, Correctness, Concreteness, and Courtesy.
• STAR Method: Use the Situation, Task, Action, Result (STAR) method to structure your presentations and reports. This helps you stay focused and provide a clear narrative.
• SBI Method: Use the Situation, Background, Impact (SBI) method to structure your emails and reports. This helps you provide context and emphasize the importance of your message.
• Hofstede Dimensions: Be aware of cultural differences when communicating across borders. Use Hofstede's dimensions to understand cultural nuances and adapt your communication style accordingly.
• Readability Scores: Use readability scores to ensure your written communication is clear and easy to understand. Aim for a score of 60-70 on the Flesch-Kincaid scale.
• Nonverbal Cues: Be aware of nonverbal cues such as facial expressions, posture, and tone of voice. These can convey just as much information as your words.

Do's and Don'ts

• DO: Make eye contact with your audience to build trust and engagement.
• DON'T: Avoid using jargon or technical terms that your audience may not understand.
• DO: Use a clear and concise subject line in your emails to grab the reader's attention.
• DON'T: Avoid using all caps or excessive punctuation in your emails, which can come across as aggressive or unprofessional.
• DO: Use a friendly and approachable tone in your written communication to build rapport with your audience.
• DON'T: Avoid using a tone that's too formal or stuffy, which can come across as insincere or unengaging.

Common Mistakes

• Mistake: Failing to make eye contact with your audience.
• Correction: Make eye contact with your audience to build trust and engagement. This can be as simple as looking at the person you're speaking to or making eye contact with the group as a whole.
• Mistake: Using jargon or technical terms that your audience may not understand.
• Correction: Use clear and concise language in your communication to ensure your audience understands your message.
• Mistake: Failing to adapt your communication style to your audience.
• Correction: Be aware of cultural differences and adapt your communication style accordingly. Use Hofstede's dimensions to understand cultural nuances and adjust your approach.

Quick Practice

Scenario 1: You're presenting a new project to a team of stakeholders. How would you structure your presentation to ensure it's clear and concise?

Answer: Use the STAR method to structure your presentation. Situation, Task, Action, Result.

Explanation: This helps you stay focused and provide a clear narrative.

Scenario 2: You're writing an email to a colleague who's not familiar with the project. What should you include in the subject line to grab their attention?

Answer: Use a clear and concise subject line that includes the project name and a brief summary of the email's content.

Explanation: This helps the reader quickly understand the purpose of the email and decide whether to read it.

Scenario 3: You're communicating with a team member who's from a culture that values hierarchy and respect. How would you adapt your communication style to show respect?

Answer: Use a formal and polite tone in your communication, and avoid using first names or informal language.

Explanation: This shows respect for the team member's cultural background and helps build trust.

Last-Minute Cram Sheet

• Eye contact is essential for building trust and engagement.
• The Seven C's of communication are Clarity, Conciseness, Consideration, Completeness, Correctness, Concreteness, and Courtesy.
• The STAR method is a useful framework for structuring presentations and reports.
• Hofstede's dimensions can help you understand cultural nuances and adapt your communication style accordingly.
• Readability scores can help you ensure your written communication is clear and easy to understand.
• Nonverbal cues such as facial expressions, posture, and tone of voice can convey just as much information as your words.
• BCC is not a secret weapon – overuse damages trust.
• Avoid using jargon or technical terms that your audience may not understand.
• Use a clear and concise subject line in your emails to grab the reader's attention.
• Avoid using all caps or excessive punctuation in your emails, which can come across as aggressive or unprofessional.