New HR Generalist Seeking Advice on Conducting Effective Communication Training

Dear Seniors, I have newly joined as an HR generalist, and my management has assigned me the task of conducting a basic communication training session for my employees. I request your guidance.

Regards,
Divya V

Since you have given a specific topic of Basic Communication Skills, your task is relatively simpler. Look up this site by doing a search for a PPT on Communication Skills. You are also welcome to visit my website www.actspot.com and check the courses to get an overview of the subtopics under communication skills.

Now that you have a broad idea of the topics, decide on the topics that you think are relevant to the audience and that can be covered in the timeframe allotted to you. Ensure that there is a good flow and transition between the topics so that there is a logical build-up and synergy. Now, focus on the specifics to be covered under each submodule and pay attention to the examples and exercises that will reinforce the learning.

If using PPT, ensure that the PPT supplements the inputs you share and is not cluttered with information. Work out ways and means to engage the participants since it is not teaching but a training session. You will have to practice extensively to get a good grasp of your material as well as to become aware of areas of improvement. Don't hesitate to do mock presentations to friends or family to get their feedback and suggestions.

Remember, your confidence in yourself is the key to being a great trainer. You can be confident in your ability to deliver excellently only if you are confident about your preparation, your material, and your grasp over your subject.

Best wishes

Best of Luck for Your New Project! Communication Skills

You can choose the topics:

Introduction:

• Why Communication Skills Are So Important (Objectives)
• Principles of Communication
• Types & Methods of Communication
• Communication Process
• Outcome of Effective Communication
• Factors that Complicate Communication
• Body Language
• Handling Complaints over the Phone
• Writing Skills

Barriers to Communication

Language Barrier

• Regional language
• The use of jargon or technical language
• Being indirect – “beating around the bush”
• Giving insufficient information
• Giving too much information (unnecessary details)

Psychological Barrier

• Shyness; difficulties with expression
• Aggressiveness
• Stereotyping
• Prejudging a situation; jumping to conclusions
• Feeling of threat, fear, and inadequacy
• Lack of consideration for others' feelings
• When communication is viewed as a one-way street from top to down
• Difference in perception
• Lack of knowledge; lack of interest

Physical Barrier

• Physical disability or illness
• Practical issues such as poor timing
• Interruptions, distance from the person receiving the communication, a noisy environment, inadequate space, too hot or too cold

Overcoming Barriers

K I S S ---- Keep It Short & Simple

• Avoid long complicated sentences
• Use declarative sentences
• Use transitions
• Digestible chunks
• Patience

Listening

Objective of Listening is…
• to receive information
• to understand effectively
• to enhance clarity

So, While Listening…
- Be attentive
• Avoid distractions
• Be active (show interest)
• Double-check what you've heard
- Show interest
- Be understanding
- Ask if not understood

Never… Ever…
• Interrupt
• Pass judgment too quickly
• Give advice when it's not requested
• Jump to conclusions
• Let the speaker's sentiments react too directly on your own
• Lose your temper
• Criticize or argue
• Get sidetracked; fidget or show distraction

Email Etiquettes:

• Email Has Become Ineffective
• Poor Usage Examples
• Use Smart Subject Lines
• Think Before You Click
• Write for Action
• Reducing the Load
• Quality Communications
• Recommended Standards
• General Tips
• Call to Action

Telephone Etiquettes:

Oral Communication
Listening Quality
Sense of Humor
Appropriate Language

Presentation:

When?
Where?
Why?
Gesture
Action
Voice
Tone
Clearly & Concisely

Non-Verbal Communication

Hope these guidelines will help you to make a good presentation. If you need any other help, please mail me at [Email Removed For Privacy Reasons].

Thanks and Regards,
Radha

[Phone Number Removed For Privacy Reasons]

Thank you for the guidelines that you shared. If possible, could you kindly share some sample presentations? This would be even more helpful.

Warm regards,
Divya

Conducting a Training Needs Assessment

Do your Training Needs Assessment first to determine what skills are needed, then develop your training course from that. If you are not an experienced trainer, you would be far better off engaging a professional to do this job.

Training is not just standing in a room reading out the words on a PowerPoint you have obtained from someone else. The trainees can sit at their desks and do that in their spare time, saving the company's money.