By Stacey Hanke (Read about her here.)

 

 Communication Skills [5:27m]: Play Now | Play in Popup | Download

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You’ve just finished an effective presentation, sales call, or meeting, and it’s time for the inevitable (and often dreaded) question-and-answer session.

For many people, the most frightening part of any conversation is the unscripted part. Suddenly your mind goes blank and the nightmare begins. What if someone asks you a question you can’t answer? What if a listener turns hostile? What if someone monopolizes your thinking and wipes your brain clear of all relevant knowledge?

How you handle questions and answers can either make or break your credibility and your opportunity to build a relationship with your audience. Both the content of your answers and your behavior in delivering those answers play critical roles in how you handle questions and answers.

Do’s

To deliver brief, clear answers that help to strengthen your credibility and overcome any hostility or negativity, do …

1. …connect with the questioner’s eyes to show them you are listening. Be careful not to interrupt the questioner; if you don’t wait for the entire question, your answer may be inadequate.

2. …direct the first two sentences of your answer to the questioner when presenting to two or more people. Then, to keep your listeners involved, direct the remainder of your answer to the entire group.

3. …at the end of your response, provide closure by asking the questioner, “Does that answer your question?” Another option is to end the response by visually connecting with the questioner and nodding your head for closure.

4. …keep your answers brief. Answer only what has been asked. If you elaborate on your answer you run the risk of getting off track, not answering the question and losing the attention of your listeners.

5. …ask for clarification in the following situations:

• When the question is unclear

• When the questioner asks several questions and you need to determine which to answer first

• When someone makes a statement and you are unclear whether they are looking for a response or merely voicing an opinion.

Don’ts

To help strengthen your credibility, don’t …

1. …fidget, avoid eye connection, lean or take steps backwards, away from your listeners.  Instead, communicate that you are open and willing to take questions by standing still and staying focused on your listeners.

2. …raise your voice, speak with an aggressive tone, or invade the questioner’s space as you are answering a question. Instead, maintain your composure, remain calm and answer the question with poise and dignity.

3. …exclaim, “Good question!” Most speakers use this comment as a filler to buy time while they search for an answer. Instead, simply pause to give yourself time to think.

4. …use the words “but” and “however” when answering a question. These words communicate, “You’re wrong and I’m right.” This invites your questioner to fight back or dispute your position. Nothing productive can result from “but” and “however” when used in this context.

5. …repeat the listener’s question unnecessarily. Repeating a question can be helpful if you think that other listeners didn’t hear it. Ask the questioner to repeat the question to clarify any miscommunication.

Effectively managing questions and answers can help to communicate your knowledge of the topic to your listener.

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

For quick updates for Business Women you should follow NancyFClark on Twitter, or StaceyHanke here.

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On our website, WomensMedia you should read this: 10 Tips From Gretchen Rubin on How to Be Happy at Work

and you may benefit from this:  Business Communication: 5 Tips for Building Your Authority.

It may help to listen to:

Gender Communication with Authority And Care —A Business Woman Can Be Careful Without Losing Her Authority
or read the blog here.

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by Sharon Michaels (Read about her here.)

 

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A little over a year and a half ago I began my own Internet radio program called “Women Enjoying Success” on blogtalkradio^sm. My weekly 30-minute Internet radio show now has over 7,000 listeners, and approximately 70 episodes are available on iTunes as podcasts.

I’ve learned that if you are willing to put in time, energy and effort, an Internet radio show can prove to be a powerful marketing tool for your business.

I can’t remember exactly how I came across blogtalkradio^sm. But when I read that it would be easy to begin my own show, and that it was also a free service, I decided to jump into weekly broadcasting with both feet.

During the past 18 months, here’s what I’ve discovered:

1.  The discipline of producing, developing and hosting a weekly radio show keeps me current with what is new and developing within my field, coaching women entrepreneurs.

2.  I now have multicultural and global exposure that I probably could not have gotten anywhere else.

3.  I’ve met women experts in a variety of disciplines and have globally expanded my professional network.

4.  My weekly Ezine subscriptions have steadily increased, and with the new Ezine subscriptions have come loyal clients and customers.

5.  I have developed teleconferences, special reports, e-books, e-courses, articles, blog posts and audio products from the materials I’ve gathered and used on my radio shows.

6.  I have increased my Google rankings.

7.  I am now a sought after expert regarding women in business.

I won’t lie to you. You have to be willing to make a commitment to the success of your radio broadcasts. There has to be a commitment to content-rich programming. It takes time to find guests, create materials and produce a quality show that will have listeners coming back for more.

Here’s what it takes to get started:

1.  Sign up for a free blogtalkradio^sm account.

2.  Think of a good strong name for your show, one that will tell listeners what to expect when they call in and listen.

3.  Decide on the day, time and frequency of your show.

4.  If you like, you can go in with several other like-minded success-oriented entrepreneurs and develop a joint radio show.

5.  Take the blogtalkradio^sm online new-host training. It is conducted at your pace and on your time schedule.

6.  Develop the first few shows and get them on the air.

7.  Begin publicizing your radio show on Twitter, Facebook, in your newsletter, on your business card and places where you connect with your target market.

Producing and hosting my own Internet radio show has proven to be a great business-building and marketing tool. I recommend that you take a few minutes to check out Internet radio, because it may prove just as valuable for you.

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

On our website, WomensMedia you should read these excellent articles:

Stop Treating Your Business Like a Hobby! and

Understanding Moneymaking Activities: 5 Tips for Business Owners and

Women in Business: Stop, Look, Listen and Succeed

For quick updates for Business Women you should follow NancyFClark on twitter here, or SharonMichaels here.

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Communication Skills: When Public Speaking, K.N.O.W. Your Listeners!

By Stacey Hanke (Read about her here.)

 

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You are an expert within your industry and feel confident with your level of knowledge. You are frequently invited to share your knowledge with small to large groups and have delivered the same message on numerous occasions. The night before a typical delivery you review your notes, make a few adjustments to the PowerPoint slides and voilà — you’re ready to rock ’n’ roll.

Who really has time to prepare for a presentation with the same level of focus and precision as an athlete uses to prepare for the U.S. Open, Stanley Cup, Super Bowl or World Cup? Well, I can’t imagine that professional golfer Phil Mickelson simply reviews his form and swing the night before a tournament, without having a deep understanding of his success strategy weeks prior to the event.

Just like an athlete, musician or actor, if you want to perform at the top of your game you need to think about how your communication impacts others.

Too often we arrive at a presentation, sales call, or meeting with an “A to Z” plan and are unwilling to veer from that plan. We fear we’ll lose our train of thought or be perceived as inadequate or lacking requisite knowledge. We talk too much, confuse our listeners and become a talking head.

An effective communicator is someone who can change her message on the fly to meet her listeners’ needs and expectations. Although this might seem obvious, most of us tend to be deficient in this skill. The message is not about you! It’s about putting your listeners into your story. When you tap into your listeners’ emotions and what’s important to them, you will influence them to take action.

Prior to a presentation, sales call, meeting, face-to-face conversation or even sending an email, take time to apply the acronym K.N.O.W.

K – What is the knowledge level of your listeners?

N – What do your listeners need to know to take action in the allotted time?

O – What are your listeners’ opinions on your subject?

W – Who are your listeners?

When identifying who your audience members are, ask yourself the following questions:

•  What do they know about the topic being discussed?

•  What do I want them to know about the topic?

•  What are their expectations?

•  How do I want them to feel about the topic?

•  How will the action I want them to take benefit them?

•  What behavior do I want them to change as a result of my message?

•  What preconceived ideas do they have about my topic?

•  What’s their past experience with this topic?

•  What’s important to them?

•  What impact will their decisions have on decision-makers, clients or peers?

•  Why is this message being delivered now?

•  What are my listeners’ goals?

•  Will my message contain more information than my listeners need or want to hear? If so, how do I plan to prioritize the key points and concepts?

•  Why should my listeners be interested in this particular topic?

•  What are three challenging questions my listeners might ask?

When you take the focus off of yourself, you are able to put all of your energy into what matters most: influencing your listeners to take action. Isn’t that what communication is all about?

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

For quick updates for Business Women you should follow NancyFClark on twitter here, or StaceyHanke here.

Sign up for the WomensMedia Newsletter.  We make it easy!

On our website, WomensMedia you should read this: Women in Business: Stop, Look, Listen and Succeed

and you may enjoy this: 8 Great Strategies for Working Any Room

It may help to listen to:

Business Communication Skills: Less Is More, So Get to the Point!
or read the blog here.

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By Stacey Hanke (Read about her here.)

 

 Standard Podcast [6:23m]: Play Now | Play in Popup | Download

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“They may forget what you said, but they will never forget how you made them feel.”  Carl W. Buechner

Have you ever attended a comedy club where the comedians had you laughing constantly? When the lights come on, you were wishing for more because you had a great time and the comedians made you feel good.

Have you ever participated in a meeting, conference call, presentation, or face-to-face conversation feeling the complete opposite? You feel like time isn’t moving. You can’t wait to walk away and you’re bored to tears. Because the speaker is ineffective, you don’t remember the key points or ideas and there is nothing to quote.

Being memorable and quotable requires you to:

• Grab and keep the attention of listeners.

• Be clear, concise and to the point.

• Communicate a message that meets your listener’s expectations.

• Manage the amount of information you share.

Whether you are delivering a presentation, facilitating a meeting of having a face-to-face conversation, you’re objective is to influence action. When you are memorable and quotable, your listeners will remember more of your message for a longer length of time.  As a result, you’ll have more impact and influence on them.

Most of us never get close to being memorable and quotable because we frustrate our listeners. We communicate too much information and our message imparts information overload. Our listeners become frustrated because they begin to feel overwhelmed, confused or exhausted. In most cases, their reaction is to stop listening. They may be nodding their heads, giving you the impression they’re listening, but in reality you have filled their cup to capacity and it is now overflowing.

To make sure your listeners remember and retain the information you are communicating, create your content following “The Rule of Three,” which states that the human mind remembers in groups of three. This explains why we remember our phone numbers and Social Security numbers. When you offer more than three key points, your listeners are busy trying to remember each key point; they walk away with none of them. Keeping your key points to three or less will also help you remember what you came to communicate.

Identify up to three key points that will support your objective, meet your listener’s expectations and influence them to take action. Your key points serve as a road map that provides direction. Key points establish the framework for the action you want your listeners to take as a result of your message.

Always state your most important key point first. I know this sounds obvious, yet how many times have you saved the best for last? If you begin to run out of time, you end up racing through your most important key point, throwing it at your listeners and hoping they will cling to the idea. Often they will miss it!

When you state your most important key point first, you don’t need to worry about running out of time and failing to communicate a critical piece to your message. It’s not a make or break if you don’t have time to communicate your least important key point. Remember, your listeners don’t know what your key points are until you share them.

Leave your listener wanting more. You’ll have more impact on your listeners when you follow the rule of three because they will be able to make a decision to take action. When they walk away feeling frustrated, they end up with nothing!

The more memorable your message becomes, the more quotable you will be. Apply the following elements to your message to make it easier for your listeners to quote you.

• Use stories and examples relating to the experiences of your listeners.

• Speak their language. What phrases or acronyms do they use that you can apply to your message?

• Invite your listeners to connect, engage and interact with you. Ask them questions, have them repeat key take-aways, or restate your key take-aways at least three times throughout your message.

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

For quick updates for Business Women you should follow NancyFClark on twitter here, or StaceyHanke here.

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On our website, WomensMedia you should read this: Add Confidence and Credibility to Your Presentations

or you may enjoy this: 10 Tips From Gretchen Rubin on How to Be Happy at Work

It may help to listen to:

How To Get Motivated —5 Steps For Motivation
or read it here.

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By Stacey Hanke (Read about her here.)

 

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Um, what impression do you, like, get when you, um, hear someone using—you know, words that clutter their language? The adjectives knowledgeable, credible and confident probably don’t come to mind.

I know what you are thinking. “I don’t use the words ‘uh’ and ‘um’.”  Well, that may be true, but there are other words that can prevent you from getting to the point, including “actually,” “you know,” “and,” “so,” “but” and “however. On the other hand, if you never pause, you may instead ramble, take too long to get to the point and frustrate your listeners.

Many speakers use non-words to buy time while they decide what to say, but non-words can be distracting and can cause listeners to misinterpret your message. If you want to communicate with influence you need to replace non-words with a pause. Give your listeners time to hear and understand your message.

Five common reasons why speakers don’t pause:

1. Limited time

No matter how little time you have, it’s imperative that you give listeners time to digest what you’ve said.  If you don’t, they won’t understand your message.

2. Fear of interruptions

Most people interrupt when they’ve stopped listening to what the speaker is saying. All they are listening for is that moment when the speaker finally takes a breath, so they can jump in to add their own two cents or change the subject.

3. Fear of appearing unqualified or unprepared

Your listeners can only conclude that you are knowledgeable if you give them time to think.

4. Fear of losing your place

If you lose your place or forget what you were going to say, it could be because you are using non-words. Most people speak at a rate of about 125 words per minute, whereas they think at a rate of 500 words per minute. Your mind will work for you if you pause.

5. Discomfort with silence

If you fear silence, it is probably because of reason 1, 2, 3 or 4, above. The droning on of a nonstop speaker begins to sound like white noise. White noise lulls people to sleep. That is the silence you should really be afraid of.

Your resistance to pausing will quickly disappear when you begin to experience the benefits.

• Pausing gives listeners a chance to hear, understand and absorb your message. Pausing also invites listeners to share the conversation with you. You are able to adjust your message based on their needs and expectations.

• Pausing creates drama and heightens anticipation.

• Pausing allows you to collect your thoughts and breathe—to relax. Pausing helps you gain control of your message and appear comfortable with your listeners. You are able to communicate more information in less time because you are saying fewer words and giving yourself permission to think on your feet. Pausing allows you to prioritize your thoughts, avoid rambling and get to the point.

Pausing is appropriate in all settings: face-to-face conversations, meetings and group presentations.

• Pause after you ask a question.

• Pause when you want to emphasize a point or idea.

• Pause when you need to take time to gather your thoughts.

• Pause when you want to refer to your notes, PowerPoint slides or other visual aids.

Practice pausing until it becomes a habit.

• Speak in shorter sentences.

• Ask friends and coworkers to tell you when you use non-words. Their feedback will increase your awareness and help you create a new habit of being filler-word free.

• Write PAUSE! on a Post-it® note and display it prominently on your phone or computer.

• When using voicemail, replay your message before you press send so you can listen for pauses and non-words. Re-record the messages until you’re satisfied with what you hear.

• Practice using pauses when you are distributing handouts in meetings, referring to your notes during a face-to-face conversations or waiting for responses to questions.

• Incorporate the pause when you are interacting with visual aids. Avoid talking to charts, slides or the whiteboard; talk instead to your listeners.

In the words of Publilius Syrus, a Latin writer of maxims in the 1^st century B.C. …

“I have never regretted my silence, I have regretted my speech.”

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

For quick updates for Business Women you should follow NancyFClark on twitter here, or StaceyHanke here.

Sign up for the WomensMedia Newsletter.  We make it easy!
On our website, WomensMedia you should read this: Business Communication: 5 Tips for Building Your Authority

or this: Differences Between Men and Women: An Interview with Martha Barletta

It may help to listen to Gender Communication with Authority And Care —A Business Woman Can Be Careful Without Losing Her Authority
or read it here.

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Who are you looking at?

By Stacey Hanke (Read about her here.)

(Listen to it here.)

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Have you ever had a conversation with someone whose eyes darted away from you? You might have wondered if they were looking at the stain on your shirt or a hair that was out of place. You probably began to focus on where they were looking rather than what they were saying.

You’d be surprised by the number of individuals I work with who believe they have good eye contact, when in reality they don’t lock eyes with their listeners long enough to create relationships. Relationships are important in business.

Listen to today’s podcast here.

Be sure to visit our site, WomensMedia to get Expert Advice for Business Women.

For quick updates for Business Women you should follow NancyFClark on twitter here, or StaceyHanke here.

Sign up for the WomensMedia Newsletter.  We make it easy!
On our website, WomensMedia you should read this: Add Confidence and Credibility to Your Presentations

or this: Seven Steps to Overcome Your Fear of Public Speaking

It may help to listen to Speak Up: Using Public Speaking to Further Your Career—How To Promote Yourself Without Bragging
or read it here.

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Improve Your Business Communication Skills

Early in my career I had a boss who was the king of the word but. His coaching sounded something like this: “You’re a strong team player, determined and driven, BUT what we need to work on is …” and “I appreciate your willingness to stay late last night, BUT …”

Every time he complimented me, the compliment would be followed by but. As a result, I stopped listening to what he said before the but and only paid attention to what came after.

Have you ever stopped to consider how many times you use the word but? I’m not saying you can never speak this word again. However, be careful of the context in which you use it. But and however can have negative connotations. For example, suppose you are in the boardroom with your team discussing how to improve sales. A team member says, “I’m really struggling in my territory because most of my clients have cut back on their budgets.” You respond, “I understand it hasn’t been easy, BUT we have a business to run and you need to increase sales.”

Your communication skills can be improved. Listen to my other recommendations, and your business will begin soaring toward success!

Listen to today’s podcast here.

On our website, WomensMedia you should read this: Communicating With Impact and Influence , or this: Be an Effective Listener!

It may help to listen to Powerful Communication For Women —How To Change “I Speak Like A Girl” to “I Know What I’m Talking About”
or read it here.

For quick updates for business women you should follow NancyFClark on twitter here.

For Business Women: Does your Posture Communicate Confidence?

By Stacey Hanke (Read about her here.)

(Listen to it here.)

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Do you walk into a room like you belong there? Does your posture communicate confidence—or uncertainty?

Last week I attended a conference and was observing individuals as they walked into the room. The individuals who caught my attention walked into the room as if they were saying, “I’d rather be having a root canal than entering this room.” Their posture conveyed a lack of confidence and credibility. Not only did they walk with hesitation, but their seated posture communicated uncertainty.

If only we could see what others see when we enter a room, sit in a meeting, or participate in a face-to-face conversation. If you want to be taken more seriously and have more impact and influence, a powerful place to begin is with your standing and seated posture.

The challenge with communication behavior is that there is no right or wrong. Throughout this year’s podcasts, I’ll give recommendations on what I’ve found are the most effective ways to communicate with impact and influence.

Listen to today’s podcast here.

On our website, WomensMedia you should read this: Table-Talking Your Way to Networking, or this: 8 Tips for Fearless Communication in the Workplace .

It may help to listen to Gender Communication with Authority And Care —A Business Woman Can Be Careful Without Losing Her Authority
or read it here.

For quick updates for business women you should follow NancyFClark on twitter here.

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Public Speaking For Business Women

by Suzanne Doyle-Morris (Read about her here.)

(Listen to it here.)

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Have you ever stayed up late or worked weekends on a report or project only to see the credit go to the person who presented it all? Well, that used to be me. I started to notice this tendency in college, and then in my first jobs and then again when I earned my Ph.D. at the University of Cambridge, looking at the experiences of women in male dominated fields. And eventually, rather than continue to be victimized, I realized I had to learn one of the key lessons that very successful women know (the lesson I want to talk to you about today) — and that is how to use public speaking to get ahead in your career.

While stereotypes abound about ‘the chatty woman,’ the truth is that it is mostly men who present at conferences, who chair meetings and who lead presentations. Nowhere is this more true than in fields that already suffer from a dearth of women. Speaking in public is one of the most common fears, and certainly one that can be debilitating to a burgeoning career. It can sound daunting initially, but you don’t have to start with speaking to an audience of thousands. In fact, most women begin to add public speaking to their careers by leading meetings and giving presentations.

Listen to today’s podcast here.

Or on our website, WomensMedia you should read:

Business Women Can Play in the Boys’ Club or Communicating With Men at Work

For quick updates for Business Women you should follow NancyFClark on twitter here.

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Using Your Voice to Convey Confidence

By Stacey Hanke (Read about her here.)

(Listen to it here.)

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While there are few boring topics, there are plenty of boring communicators. We all possess one major delivery skill that determines whether or not our message causes listeners to yawn and nod off. It’s our greatest asset—our voice.

The sound of your voice shapes the attitude of listeners even more than the words you speak. The key to getting your message across is to convey believability and gain trust. No matter what you say, your message will not impact your listener unless you are believable. And you can achieve believability through your voice.

Listen to today’s podcast here.

Or on our website, WomensMedia you should read this: What Keeps Women from Reaching the Top?

For quick updates for business women you should follow NancyFClark on twitter here.

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