Soft Skills Module 5

Effective Communication:
Listening, Speaking, Writing,
Interpreting

PROFITT Curriculum

Module # 5 Effective Communication

Soft Skills Module 5

Effective Communication:
Listening, Speaking, Writing, Interpreting
Summary
Goal:

Instructor:

Equip students with practical, effective

communication skillslistening, speaking,
writing and interpretation.

Delivery Method(s):

SMART Objectives:

Specific, Measurable, Achievable, Realistic, and

Time-sensitive
By the end of this module, students should be able
to:

Discussion; group activities, individual

activities
Length:
Six Lessons

Objective SS5.1: Be an active listener,

listening with comprehension and
understanding.

Total of 8 hours plus additional

independent time for written activities and
practice

Objective SS5.2: Speak clearly with

efficiency and success in delivering the
message.

Any Applicable Business and/or Soft Skills?

Objective SS5.3: Assess general nonverbal behaviors and respond effectively.

Writing a Business Plan

Selling Secrets
Gaining the Customer Satisfaction Edge
Targeting New Markets

Objective SS5.4: Interpret written

information and respond suitably.
Objective SS5.5: Write so others
understand.

Corresponding NLS Lesson #?

Take Away Message(s):

The intent of this module is to assist students with communication skills that will serve
them well as braille transcribers and micro-entrepreneurs in their communities.

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Module # 5 Effective Communication

Instructor Preparation
Title of Module: Effective Communication: Listening, Speaking, Writing,
Interpreting
Instructor:
This module is one of practicality and application. During these and all subsequent
lessons, encourage students to practice and apply effective communication skills in
listening, speaking, writing and interpreting (printed materials, non-verbal behaviors, etc.).
All activities are based on the elements of effective communication applied to starting and
operating a microenterprise.
Agenda topics to be covered in the module and length of each item

Topic: Communication

Time Allotted: 8 hours

A. Communication

(45 minutes)

B. Active Listening

(3.5 hours)

C. Speaking Clearly

(30 minutes)

D. Non-Verbal Behaviors

(1.5 hours)

E. Interpretation of Written Information

(30 minutes)

F. Clear Writing

(45 minutes)

G. Creating a Master Checklist

(30 minutes)

Materials & Supplies items needed in order to carry out the agenda and classroom activities
1. Handouts: Personal Listening Assessment (5.B.1), Listening Categories (5.B.2),
Impressions (5.C.1), Focus Your Message (5.C.2), Non-Verbal Communication Messages without Words (5.D.1), Observation Guide for Speaking Clearly (5.E.1),
Emails Mnemonics Strategy (5.E.2), Social Media Dos and Donts (5.E.3), Writing
Practice (5.F.1)
2. Foam ball/soft koosh ball
3. One minute timer/stop watch or clock
4. Small box without a lid
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Module # 5 Effective Communication

5. Slips of paper
a. (for the 1s) You are the paraphraser your job is to see how long you can
keep your partner engaged in a conversation through active listening and by
paraphrasing; remember you can only do paraphrasing do not participate in
the discussion.
b. (for the 2s) You are the storyteller choose one of the conversation topics on
the flip chart/board and talk about it.
6. Flip chart/pad with markers or board/markers for instructor
7. Video: 5 Things Not to Do on Social Media (5.E.4)
Classroom Preparation steps to follow when setting up the learning environment
1. Students configured to facilitate group discussion as well as dyads and triads as
needed
2. Wrting paper and pencils for students
3. Flip chart/pad with markers or board/markers for instructor
4. Access to computer word processing
5. Adequate room to form a circle (standing up)
6. Ability to have chairs back-to-back and then face-to-face for an activity
7. TV or computer and screen ready to show the supplemental video

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Module # 5 Effective Communication

Curriculum Content
A. Communication

(45 minutes)

Objective SS5.1: Be an active listener, listening with comprehension and understanding.

CONTENT PRESENTATION AND LEARNER PARTICIPATION

Begin this series of lessons with the following discussion:

What is communication?
Have the group brainstorm answers/definitions. Facilitate by asking other questions
that eventually lead students to responses that include listening, speaking, writing,
and interpreting (non-verbal) skills.
Write responses on chart paper.
How do we communicate in todays world?
Responses should include phone (cell and landline), social media, internet,
newspapers, radio, television, verbal, etc.
Write responses on chart paper.
How many of these forms of communication will you need to use in your home-based
business? Put a checkmark

next to those students identify.

Introduce the following basic questions to consider when practicing and applying effective
communication:
What is the intent or purpose of the communication?
What is or needs to be communicated?
To whom is the information being communicated?
What do you know about the individuals receiving the information?
How are you going to communicate the information?

B. Active Listening

(3.5 hours)

Objective SS5.1: Be an active listener, listening with comprehension and understanding.

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The target of the lesson is to assist students in becoming better active listeners resulting
in higher levels of comprehension and understanding of customer needs.

PREINSTRUCTIONAL ACTIVITIES

Have students do the Personal Listening Assessment (5.B.1); a self-assessment of

their listening skills and behaviors give the answers but do not explain them; tell
students the answers will become clear as they work through the lessons.
Answers: 1.T, 2.F, 3.F, 4.T, 5.F, 6.F, 7.F
Answers: 8-15 are personal/individual.

CONTENT PRESENTATION AND LEARNER PARTICIPATION

Pose the question:

What is the difference between listening and hearing?

Activity
This activity helps students understand the complexity of listening.
Write three questions on the chart paper or board so everyone can see them, and make
sure they pertain to the students and will elicit some variety in responses; sample
questions might be:
How did you hear about the braille transcription program?
What are your goals for the future?
What was your favorite subject or class in school?
If you could go anywhere, where would it be?
What type of books do you like to read?
Have students stand in a circle.
The instructor holds a small soft foam ball or squishy (koosh works nicely), says his/her
name and answers one of the questions.

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Module # 5 Effective Communication

The instructor tosses the ball to a student who says his/her name and answers one of the
questions.
This process continues until everyone has introduced themselves and answered one
question.
Students return to their seats and write down peer students names and any
corresponding information they can recall.
Close the activity with a discussion of the ease and/or difficulty of concentrating and
focusing, listening and remembering throughout the activity.

Activity
This activity promotes an awareness of what it feels like to listen to others and be listened
to.
Ask students to generate a few conversation topics.
Write them on chart paper or the board.
Introduce the listening box (small box, easy to hold, preferably no lid) as well as
the timer/stop watch or clock which times each student for one minute.
Students can speak when they are holding the box; otherwise, they must listen and
remain silent.
The instructor puts the box on the floor and allows any student to begin by picking
up the box.
The student holding the box gives his/her opinion about one of the topics written
on the chart paper or board (opinions must be directed toward the earlier
generated topics, not new ones) within the one minute time period.
The student speaking, when finished passes the box to someone else; at that time
the new student begins to speak for his/her minute about one of the topics on the
chart paper/board.
Proceed until all have spoken.
After all have spoken, ask students to sit down and journal about their thoughts and
feeling about the exercise; how did it feel to listen to someone else? How much can they
recall? Did they go into any tune-out modes?

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Module # 5 Effective Communication

Next, introduce the Listening Categories (5.B.2) and ask students whether there were
times that they wanted to respond in any or all of these ways; point out that none are
good or bad, but that engaging in them does not promote active listening in the true form.
Review the definition of active listening and the tips at the bottom of the handout.

Activity
This activity promotes an understanding of the concept of paraphrasing to ensure clarity
of understanding and present strong active listening skills.
The instructor and one student model the following interaction: the instructor asks
questions, the student responds. The instructor (the paraphraser) then models
good listening skills by paraphrasing what the student (the storyteller) said (e.g.,
so, what you are saying is that).
The student sits down and the instructor asks for feedback from the rest of the
students on how she/he listened. Then, the instructor introduces the concept of
paraphrasing as a listening skill.
Ask students when they have paraphrased recently or to give an example of when they
might do so, especially as a braille transcriber/contractor.
Have students discuss why paraphrasing is important.
Write phrases on the chart paper or board for the students to use in a paraphrasing role;
ask students what else might be added as a prompt.

What I hear you saying is

In other words you feel/think that
Am I correct in assuming that you think/feel that?
I think I understand where you are coming from; your thought is that

Have students count off 1, 2, 1, 2, etc. All the ones (paraphrasers) get a slip of paper
that tells them their job is to see how long they can keep their partner engaged in a
conversation through active listening and by paraphrasing emphasize they can only do
paraphrasing not participate in the discussion.
Then give the twos (storytellers) a slip of paper that says choose one of the conversation
topics (generated earlier in the lesson activity #2) listed on the chart paper or board and
talk about it.
Students get into pairs (a one-paraphraser and a two-storyteller) and begin.
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Module # 5 Effective Communication

Note: the listening partner/paraphraser is not allowed to contribute in any way to the
discussion other than by paraphrasing.
Finish the activity by having students write their thoughts/notes down describing how it
felt for them to be in their particular role.
ASSESSMENT

Have students take the Personal Listening Assessment (5.B.1) again. This is a reassessment of their listening skills and behaviors. Give the answers and have a brief
discussion of the kinds of changes they see in their knowledge, skills and abilities.
Answers: 1.T, 2.F, 3.F, 4.T, 5.F, 6.F, 7.F
Answers: 8-15 are personal/individual.

C. Speaking Clearly

(30 minutes)

Objective SS5.2: Speak clearly with efficiency and success in delivering the message.
The target of the lesson is to assist students in preparing and presenting clear and
efficient verbal or oral messages, successfully connecting with the listener.
CONTENT PRESENTATION AND LEARNER PARTICIPATION

Share the following as an introduction to Speaking Clearly with students.

This lesson focuses on being a good conversationalist. Being able to communicate orally is
an essential skill required when in business and in most careers. When you are speaking
there are several elements that should be considered, such as:
Presenting organized ideas
Speaking clearly
Communicating appropriately to listeners/customers based on the situations
Participating in conversations, both formal and informal
Using correct grammar and respect diversity
Asking questions when needed
Have students review the handout on Impressions (5.C.1).
Next, review the handout Focus Your Message (5.C.2).
Make sure to go in depth and fully explain each handout as well as provide the students
adequate time to review, ask questions and become comfortable with the information.

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Module # 5 Effective Communication

Review the Observation Guide for Speaking Clearly (5.C.3) with students; clarify any
unknowns and questions.
Using the three handouts: Impressions (5.C.1), Focus Your Message (5.C.2), and
Observation Guide for Speaking Clearly (5.C.3), have each student prepare for a
conversation using you as the customer. The scenario:
You understand that the student, a braille transcriber, is new in town and you want
to meet to learn more about her/his business, pricing structure, and skill levels. You
have invited the student/new braille transcriber to come to your office to meet.
The rest of the students should observe during each role play and using the Observation
Guide for Speaking Clearly (5.D.2) as a guide provide at least two positive comments
and one area for improvement.
NOTE: this activity can be done over the course of a week allowing students to plan and
prepare or can be done in one class. No role-play should be more than two to three
minutes.

D. Non-verbal Behaviors

(1.5 hours)

Objective SS5.3: Assess general non-verbal behaviors and respond effectively.

The target of this lesson is to assist students in monitoring personal non-verbal behaviors
as well as assessing and responding appropriately to non-verbal behaviors displayed by
customers.
CONTENT PRESENTATION AND LEARNER PARTICIPATION

Introduce the concept of non-verbal versus verbal communication.

Activity
Have each student pick a partner.
Sit back-to-back with the partner. Make sure no parts of the chair/bodies are
touching. Position the chairs so the partners can talk easily without seeing each
other.
Once seated, partners should carry on a conversation for two minutes on any
acceptable subject. The only restrictions are that the partners neither look at nor
touch each other. They should communicate only by using words.

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Module # 5 Effective Communication

Next, partners turn around and face each other. Position the chairs at a reasonable
distance to have a conversation. Continue the conversation for an additional two
minutes.
Finally, partners stop talking but continue to face each other. For the next two
minutes partners communicate only through facial expressions and appropriate
gestures. Students should be sure to remain silent.
At the end of the activity have students discuss what occurred in each element how did
they feel, was communication better at certain points, were they comfortable or
uncomfortable, etc.
Discuss with students the meaning of the term non-verbal communication.
Some elements and discussion points to capture as you facilitate the dialogue are:

Your stance present yourself as a person who knows stand tall;

How you sit calmly and with a posture of interest;
Facial expressions show interest and enthusiasm;
Eye contact depending on culture, maintain eye contact; never wink or roll eyes;
Gesturing and fidgeting shows disinterest; wait to pack up until meeting is done;
Nodding lets your customer know you understand.

Distribute the Non-verbal Communication - Messages without Words (5.D.1)

handout for review and discussion.
Review the Observation Guide for Speaking Clearly (5.C.3) with students; clarify any
unknowns and questions.
Using the three handouts, Impressions (5.C.1), Focus Your Message (5.C.2), and
Non-verbal Communication - Messages without Words (5.D.1), have each student
prepare for a conversation, using you as the customer. The scenario:
You understand that the student, a braille transcriber, is new in town and you want
to meet to learn more about her/his business, pricing structure, and skill levels.
You have invited the student/new braille transcriber to come to your office to meet.
The rest of the students should observe during each role play and using the Observation
Guide for Speaking Clearly (5.C.3) as a guide to provide at least two positive
comments and one area for improvement.

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Module # 5 Effective Communication

NOTE: this activity can be done over the course of a week allowing students to plan and
prepare or can be done in one class. No role-play should be more than two to three
minutes.

E. Interpretation of Written Information

(30 minutes)

Objective SS5.4: Interpret written information and respond suitably.

The target of this lesson is to assist students in the interpretation of written/printed
information and provide a suitable response to customers.
CONTENT PRESENTATION AND LEARNER PARTICIPATION

This is a good time to introduce the Word List (5.E.1). The purpose of this handout is
to assist students with word meanings and spelling, particularly those that are common in
the business venue. This tool should be used throughout the training and can be
transferred to an electronic database once the business is in place and computer
equipment available.
The following should be reviewed with students:
Email Culture
The key when receiving an email is to:

Always respond, even if to say you will send a longer response later.
Keep emails short and to the point.
Do not get emotional.

Email is not an alternative when a phone call or face-to-face exchange is needed.

Also, review Emails Mnemonic Strategy (5.E.2) for addressing and writing email
responses.
Social Media Culture
Review the handout on Social Media Dos and Donts (5.E.3).
Watch the video:
5 Things Not to Do on Social Media (5.E.4)
Discuss with students what was learned/ observed.

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Module # 5 Effective Communication

F. Clear Writing

(45 minutes)

Objective SS5.5: Write so others understand.

The target of this lesson is to assist students in providing customers with informal and
formal written documents and information in text that is clear and professional.
CONTENT PRESENTATION AND LEARNER PARTICIPATION

Business writing is somewhat different from writing a friendly letter or an essay for the
GED test. Business writing always has a main purpose, which is stated in the first
paragraph, similar to an essay introduction.
The business writing that a student might do as a result of a home-based business as a
braille transcriber could include the following:

Business plan
Simple proposals and requests for qualifications
Resumes
Description of services
Contracts for services
Thank you notes
Emails
Reports and report summaries
Progress status update
Invoices
Business correspondence/letters

Sample business letterforms can be reviewed and downloaded at:

http://www.google.com/images?q=business+letter+format&hl=en&rlz=1W1RNWI_en&pr
md=ivns&ei=zBgSToiTCuXbiALegsmqAw&sa=N&aq=3&aqi=g10&aql=&oq=Business&oi=i
mage_result_group&sa=X
http://writing.wisc.edu/Handbook/BusinessLetter.html
http://writing.colostate.edu/guides/index.cfm?guides_active=business&category1=37
Email templates and writing suggestions:
http://ist.mit.edu/about/org/comm/email-templates
ASSESSMENT

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Module # 5 Effective Communication

At the end of the paraphrasing activity in Topic B, students were asked to write a
paragraph describing how it felt for them to be in their particular role (the storyteller or
the paraphraser).
Based on that work and their paragraphs/notes, have the students write an informal thank
you note to their partner.
FOLLOW-THROUGH ACTIVITIES
Using the handout Writing Practice (5.F.1) have students write informally and formally
to their customers; the writing should be based on the item chosen and could be done as
a mock email or a WORD document as well as a handwritten note where appropriate.
In some instances, students may need samples and examples which can be downloaded
from the internet on the sites listed above.
As students improve their MS WORD skills, they should be encouraged to put a portfolio
together with the functional elements needed in the business writing category. This
would include:

Draft business plan

Outline of what a simple proposal requires
Basic outline with draft detail in response to a request for qualifications
A resume
A description of services that will be available through contracting
Basic marketing descriptions
Outline of a contract for services
A template for business correspondence/letters
A template for thank you notes
A template for emails
A template for progress status update
A template for an invoice
Sample reports and report summaries as applicable

G. Creating A Master Checklist

(30 minutes)

FOLLOW-THROUGH ACTIVITIES
Master Effective Communication Checklist:
Put five pieces of chart paper on the walls labeled (each separately) Non-Verbal Behavior,
Active Listening, Speaking, Clear Writing, and Print/Written Interpretation.

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Module # 5 Effective Communication

Give each student a marker and have them go around the room, writing their key ideas on
each chart paper subject of good/effective communication skills and behaviors. Let
students use their notes and handouts as needed.
Some examples of what might be on a master checklist use clear language;
vocabulary non-technical and understandable; no rambling-to the point; message
clear; active listening skills (leaned forward, paraphrased, etc.).
Once students are done, create a master checklist for students to put in their notebooks
to use in interviews and work-related tasks as they build their home-based business as a
braille transcriber.

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Module # 5 Effective Communication

Soft Skills Module 5

Effective Communication:
Listening, Speaking, Writing,
Interpreting Handouts

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Module # 5 Effective Communication

Personal Listening Assessment (5.B.1)

Answer True or False to the following statements:

Now Later
T/F
T/F

Statements
1. Many times errors happen not because of poor skills or performance
but because of inadequate communication.
2. Listening comes naturally to everyone; we all know how to listen.
3. Listening and hearing is the same thing.
4. An effective communicator listens more than talks.
5. When someone is using effective listening skills they are focusing
entirely on what is being said.
6. What you hear is usually what was stated.
7. When you are listening, you should just listen for the facts.
8. A friend or family member would say that your listening skills are
above average.
9. Generally, you find yourself daydreaming when you try to listen.
10. Most of the time you find yourself pretending to listen.
11. You notice that you fidget allot when trying to listen.
12. You recognize you only focus on the points of interest to you.
13. If you are listening to something you disagree with, you fold your
arms and send a message that you have a different opinion or way.
14. You find that you frequently interrupt and finish peoples thoughts
and sentences.
15. You know you listen to part of the story, but then find yourself
thinking about a story that will top the story being told (one upping
the storyteller).

Rank Yourself
Underline the word best describing your view of yourself as a listener:
Superior

Excellent

Above average

Average

Below average

Poor

Terrible

5.B.1
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Module # 5 Effective Communication

Listening Categories (5.B.2)

Active Listening Tips

Listen

and reflect on two elements:

Paraphrasing the speakers thoughts
Rephrase unspoken emotions (I can tell you feel)
Shut off your own voice when people are talking
Identify your tune-out mode so you can notice and control it

5.B.2

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Module # 5 Effective Communication

Impressions (5.C.1)
The following are important elements of verbal/oral communication.

Your Voice

Pitch highness or lowness

Volume loudness or softness
Tone emphasis and inflection
Rate speed
Enunciation distinction and correctness

Your Words

Pronunciation pronounce words correctly

Grammar usage and correctness matters
Vocabulary watch for over-use of words
The In Words Stay away from the popular phrases
Slang and Swearing Avoid at all cost

The Standard Stages in Conversation

Introductions
Warm-up or small talk
Core conversation
Wrap-up summary of decisions
Exit with small talk

Diversity

Use person-first language (a person who is blind)

Avoid phrases and slang that target a culture or group
Leave out the jokes
5.C.1

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Module # 5 Effective Communication

Focus Your Message (5.C.2)

Analyze
Be
objective
Think about
what you
want to say
What is the
"Take
Away"

Get
Listener
Attention
Interest
Importance

Use Right
Approach

Reverse
Your Role

Visual
language
Analogies
Feedback
Adjustments

What would it
be like if you
listened to
you?
Can you
visualize what
you are
communicating
from the eye of
the listener?

5.C.2

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Module # 5 Effective Communication

Non-Verbal Communication Messages Without Words

(5.D.1)
Things that say something about you

Smiling
Laughing
Standing too close to others
Being stand-offish
Hair
Face
Handshake style
Gestures
Notebook/folder
Car

Frowning
Crying
Sighing
The way you look
Clothing
Body
Posture
Mannerisms
Portfolio

Voice tone

Soft to loud
Fast to slow
Smooth to shaky

5.D.1
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Module # 5 Effective Communication

Observation Guide for Speaking Clearly Activity (5.D.2)

Message Focus

Conversation Stages

Information understandable
Stated well
Objective
Clear "Take Away"
Got customer attention
Focused on customer interests
Understood customer need and importance
Used visual (descriptive) language
Used analogies
Asked for feedback
Made adjustments based on feedback
Used appropriate language and words
Pronounced words correctly
Grammar was correct
Did not use one or two words too many times
Stayed away from the popular phrases
Avoided slang and swearing
Used person-first language (a person who is blind)
Avoided phrases and slang that targeted a culture or group
No bad jokes

Made introductions
Pre-meeting small talk
Strong core conversation
Wrap-up summarized
Exited with small talk

Non-verbal Communication
Smiling
Gestures good
Standing good distance to customer
Hair
The way you look
Clothing
Sighing
Mannerisms
Notebook/folder
Voice tone
Pitch highness or lowness
Volume loudness or softness
Tone emphasis and inflection
Rate speed fast to slow

Laughing
Handshake style
Being stand-offish
Face
Body
Posture
Frowning
Crying
Portfolio

Smooth to shaky
Enunciation diction/correctness

5.D.2

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Module # 5 Effective Communication

Word Lists (5.E.1)

B

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5.E.1
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WORD LISTS (5.E.1)

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5.E.1
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Module # 5 Effective Communication

WORD LISTS (5.E.1)

T

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5.E.1
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Module # 5 Effective Communication

Emails Mnemonics Strategy

Evaluate subject line
Make decision to respond
Answer email

Important points
Look at response
Re-read wordiness/less is better
Stated well clear and understandable
Tone thinking and feeling

Send

This strategy works well for students who encounter difficulty evaluating whether their
response to an email is acceptable.

5.E.2

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Module # 5 Effective Communication

Social Media Dos and Donts (5.E.3)

Do update your profile regularly.

Do not put pictures on your social networking site that might embarrass you or
send a negative message about you or your family.
Do be very selective about which groups you join; your customers need not know
what your preferences and choices are.
Do not promote yourself without promoting others as well; it removes the salesperson mindset.
Do play the offensive and stay away from the defensive posture and discussions.
Do not bad-mouth anyone; it looks bad and your customers may wonder what you
might say about them.
Do keep personal information limited; too much can work to your detriment
because customers want to build relationships but dont need all the personal detail.
Do not forget others can see your family and friends unless you use the privacy
controls.
Do respond to comments and conversations from your customers; not to do so is
rude and makes people wonder if you are networking to build relationship or just
make money.
Do not post or share links or things sent to you without checking them out first to
ensure they are accurate.
Do be positive; responding in a negative manner will not build customer
relationships.
Do not leap into social networking without a plan; managing the media takes time
and requires a plan.
Do remember that your customers and followers on a social networking site are
human beings and deserve your utmost respect.
Do not copy information from others and use as your own.
Do create a social networking site and maintain it on a daily basis.
Do not answer or respond to discussion, points of view, or posts when angry or
offended; your response lays the foundation for your reputation and relationship
with your customers.
5.E.3
Soft Skills Module 5-26

PROFITT Curriculum

Module # 5 Effective Communication

Writing Practice (5.F.1)

Introducing Yourself
Asking for Someone
Asking a Question
Explaining Your Purpose
Making a Request

Complaining About Something

Giving Unpleasant News
Disagreeing with Someone
Complimenting or Thanking Someone
Leaving a Message for Someone
Making Arrangements
Updating the Work Status
5.F.1

Soft Skills Module 5-27