"How should I say this?": how to phrase your message

Do you have difficulty knowing how to phrase certain messages?

You want to say them correctly, but you need help.

Thankfully, there is a wonderful series of 54 different books that can help you. They are the "Perfect phrases for ..." series. For example, the Perfect Phrases for ESL: Everyday Business Life includes phrases to accept compliments, answer questions, get information, emphasize certain points during a presentation, and much more. Perfect Phrases for Motivating and Rewarding Employees includes phrases  on raising morale, critical thinking, team spirit and much more. Check out this wonderful series!

Other people have difficulty expressing their thoughts in a concise manner. They say their thoughts are swirling around their heads. For some, this happens primarily in situations in which they are nervous, such as speaking to their supervisor.

If this is your concern, first list the ideas you want to express. Then try to summarize the most important concept in a single sentence. Add 1-2 more concise sentences supporting the idea, with reasons or essential details. It may be easier to master this concept if you start by writing your ideas down, instead of just thinking about them. Eventually you may be able to do it mentally.

Business Speech Improvement provides coaching in verbal skills.

How to be more persuasive in sales

A salesperson of a financial product met with a potential client, at her request. He asked her to bring some information with her.  The information was beautifully presented, with relevant facts neatly arranged.  The  potential client had spent a lot of time in preparation, and was proud of her efforts.  She casually mentioned something about the work she had done. The salesperson did not say a word. Later, she twice asked questions about the commission; the salesperson evaded the question both times.  She was confused about some of the terminology used, and looked puzzled. The salesperson did not notice, so she  had to verbally ask him to explain. Finally, testing his communication skills further, she gave him a direct compliment about how well he had explained one concept, and he beamed with pride.

He tried to close for an immediate sale, but she demurred. She wanted an independent review of the financial product, convinced that she was not being told everything.

Here are the skills the salesperson missed.

1. Notice more than the words; hear the emotions being expressed.  Listen for a sense of pride or effort, especially if it has to do with preparing for your presentation, and compliment the potential client on it! This could be paperwork prepared as requested, a room arranged as requested, or even refreshments that are ready.

2. Answer questions the first time they are asked, and answer them fully. For example, if it involves compensation, don't say, "The client doesn't pay. There's a commission arrangement between company A and company B." Most clients want to know more, such as the commission rate, which is relevant as it affects their product. Payment of some sort is expected, but an exceptionally high payment may be of concern.  Evasion of answers causes mistrust, and will affect sales or other persuasion. The client knows that "there is no such thing as a free lunch" and that directly or indirectly, he or she will be paying your commission.

3. Avoid jargon, especially if your client is in another field or you are explaining something technical. Plain common English is essential. Literally practice your talk in front of someone from another field, and have the listener write down all the technical words or other jargon you used. Then try again with simpler words, and at a slighter slower rate of speech. In addition, watch the prospective client's face to see if he looks puzzled. If so, immediately ask if he has any questions. Communication, especially in sales, is a two way street. You should continually be getting verbal and non-verbal feedback from the client so you know how to proceed.
4. If you promise something for listening to you, such as a greater knowledge of a topic or how to improve something, make certain your audience gets what you promised.  If you use technical words that your audience does not understand, they haven't gotten  the information they expect, and this could also cause mistrust. Make certain you use language at a level they can comprehend.

Excellent communication skills will enhance your ability to sell and to persuade. Hear the emotions, answer questions fully, avoid jargon and technical terms, and provide whatever you promised as part of your effort to make communication a two-way process and build trust. Without some level of trust, there is no business transaction.

Business Speech Improvement provides individual coaching in verbal skills.

You only have one chance to make a great first impression.

Giving a Presentation? How to Improve Your Eye Contact

According to one survey, more adult Americans fear giving a speech more than dying. Some show their fear by their inability to make eye contact with their audiences during the presentation. They look down at their notes, or up at the ceiling, instead.

Poor eye contact in the American culture conveys a lack of openness, of connection. The audience looks at the speaker, and the speaker looks elsewhere. The audience wonders why, and the message loses value quickly.

The audience wants the speaker to succeed; who wants to sit through another awful speech? Practice your presentation enough so that you are not reading it. (Can you give it if the technology and lighting failed?) Try choosing a few friendly faces throughout the audience and looking briefly at each one. If that is too hard for you, look slightly above their eyes at the tops of their heads, and be sure to look around the room when doing this. While it is not quite as good as looking at their eyes, it is better than not looking at them at all. 

For more tips on public speaking, from writing to delivering powerful speeches, get the e-book "Public Speaking: You Can Do It!" by Business Speech Improvement.

   

Non-verbal communication tips for professors, human resource, and other professionals

Do you work closely with others, and need to understand the "whole picture" of their communication? Ninety-three percent of communication is non-verbal; you can't afford to miss all of this!

Non-verbal communication is affected by culture and to some extent, by generation. However, this article on "Student Nonverbal Communication in the Classroom" by Brock E Perry, PhD at http://www.usma.edu/cfe/literature/barry_11.pdf    gives you the general tips you need to

"read" general American communication. Although it is about students, it is a great overview of non-verbal communication for everyone else!

              

Communication Tips: Leaving Better Voice Mails and Remembering Names

One problem that often occurs is speaking fast when giving your name and telephone number as you leave a voice mail message. You as the speaker know your information, and  you say it quickly. Speakers forget that it takes longer to write it down than to say it. To be more professional about it, write your telephone number or spell your name in the air as you say it slowly on the phone message. This is the speed that the listener needs. As a benefit, you may get more calls returned!) Then repeat your number at the end of the message, at a slightly faster pace.

 When meeting someone new, it may be hard to remember the other person's name. When you hear it for the first time, think about it and try to use the name in the first sentence, as in "It's great to meet you, Pat!"

 When you end the conversation, use the other person's name again. This may help you to recall the name when you see the person again.