IENG2002

Industrial
Engineering
Orientation

Week 14: Communication Skills

Communication Skills

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 Communication

The exchange of meanings between individuals through a common system of symbols.

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 Types of Communication

Verbal: Communicating by way of a spoken

language.

Nonverbal: Communicating by way of body

language, facial expressions and vocalics.

Written: Communicating by way of written

language, symbols and numbers.

Visual: Communication by way of photography,

art, drawings, sketches, charts and graphs.
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 Communication Skills

Communication skills are abilities you use when giving and receiving different kinds of
information.

Communication skills involve listening, speaking, observing and empathizing.

It is also helpful to understand the differences in how to communicate through face-to-face

interactions, phone conversations and digital communications, like email and social media.

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 Communication Skills

1. Active listening
Active listening means paying close attention to who you’re communicating with by
engaging with them, asking questions and rephrasing. Practicing active listening can build
respect with your coworkers and increase understanding in the workplace.

As you actively listen, focus on the speaker, avoiding distractions like cell phones, laptops or
other projects, and by preparing questions, comments or ideas to thoughtfully respond.

Improve your active listening abilities by paying attention to other people’s facial
expressions, body language and tone. Instead of preparing what you will say, focus on what
the other person is saying and how they are saying it.
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 Communication Skills

2. Communication method
Using the right way to communicate is an important skill. There are benefits and
disadvantages to talking through emails, letters, phone calls, in-person meetings or instant
messages.

Communicating is better when you consider your audience, what information you want to
share and the best way to share it.

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 Communication Skills

3. Friendliness
Friendly traits like honesty and kindness can help foster trust and understanding when
communicating at work.

Try to communicate with a positive attitude, keep an open mind and ask questions to help
you understand where they’re coming from.

Small gestures such as asking someone how they’re doing, smiling as they speak or offering
praise for work well done can help you foster productive relationships with colleagues and
managers.

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 Communication Skills

4. Confidence
In the workplace, people are more likely to respond to ideas that are presented with
confidence.

There are many ways to appear confident, including by making eye contact when you’re
addressing someone, sitting up straight with your shoulders open and preparing ahead of
time so your thoughts are polished and you’re able to answer any questions.

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 Communication Skills

5. Sharing feedback
Strong communicators can accept critical feedback and provide constructive input to
others. Feedback should answer questions, provide solutions or help strengthen the project
or topic at hand. Providing and accepting feedback is an essential workplace skill, as it can
help both you and the people around you make meaningful improvements to their work
and their professional development.

A great way to learn how to give feedback is to take notes from others on the feedback
they offer you.

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 Communication Skills

6. Volume and clarity

When you’re speaking, it’s important to be clear and audible. Adjusting your speaking voice
so you can be heard in a variety of settings is a skill, and it’s critical to communicating
effectively. Speaking too loudly may be disrespectful or awkward in certain settings. If
you’re unsure, read the room to see how others are communicating.

Another aspect of verbal communication is vocalics and tonality. This involves how your
tone moves up and down, your pitch, your accent pattern and the spaces you place
between phrases.

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 Communication Skills

7. Empathy
Having empathy means that you can not only understand, but also share in the emotions of
others.

This communication skill is important in both team and one-on-one settings. In both cases,
you will need to understand other people’s emotions and select an appropriate response.

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 Communication Skills

8. Respect
A key aspect of respect is knowing when to initiate communication and respond. In a team
or group setting, allowing others to speak without interruption is seen as a necessary
communication skill tied to respectfulness.

Respectfully communicating also means using your time with someone else wisely—staying
on topic, asking clear questions and responding fully to any questions you’ve been asked.

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 Communication Skills

9. Nonverbal cues
A great deal of communication happens through nonverbal cues such as body language,
facial expressions and eye contact.

When you’re listening to someone, you should be paying attention to what they’re saying
as well as their nonverbal language.

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 Communication Skills

10. Responsiveness
Whether you’re returning a phone call or sending a reply to an email, fast communicators
are viewed as more effective than those who are slow to respond.

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 How to improve Communication Skills

With experience and practice, you can learn and improve your communication skills. Start
by identifying your strengths and then practice and develop those areas.

Observe good communicators around you

Identify professionals, family and friends who consistently communicate ideas and
information clearly with respect, empathy and confidence. Observe and take notes on the
specific ways they communicate with others.

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 How to improve Communication Skills

Ask a close friend or colleague for constructive criticism

It can be hard to know how you are perceived as a communicator. To get an objective
opinion, ask a trusted friend for their honest feedback. Understanding your areas of
improvement for communication can help you identify what to focus on.

Practice improving communication habits

Many communication skills are habits you have developed over time. You can improve
those skills by practicing new habits that make you a better communicator. That might
include being more responsive to communications when they are sent, reminding yourself
to give eye contact, practicing giving positive feedback and asking questions in
conversations.
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 How to improve Communication Skills

Attend communication skills workshops or classes

There are several online and offline seminars, workshops and classes that can help you be a
better communicator. These classes may include instruction, roleplay, written assignments
and open discussions.

Seek opportunities to communicate

Seek out opportunities both on and off the job that require you to use communication
skills. This will help you keep good skills fresh while also allowing you the opportunity to
practice new skills.

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Thank you for your attention.

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