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Etiquette of Professional Communication

What is meant by Communication?‎
• Communication is a process of sending or exchanging information from ‎one person to another
• Communication is perceptual but information is factual
• Communication is tailored and patterned but information is specific
• Communication is interpersonal but information is impersonal
• Communication is either one way or two ways
• One way communication is when you receive a late feedback
• Two way communication is where interaction and reaction take place ‎and immediate feedback
• To communicate effectively, you will find, it is not your aptitude, but it is ‎your attitude, which determines your altitude
• For successful positive communication, use more than one mean of ‎communication to influence more than one human sense
• Expressive communication is more effective than impressive ‎communication

Three Rules in Communication‎
• Rule One: any thing will and can convey a message
• Rule Two: Personality of the sender and receiver that determines what ‎message means
• Rule Three: Prevailing culture conveys itself

Process of Communication
• Receiver passes a message
• While passing it, it is encoded
• This message is passed through a medium
• Where it is decoded
• The receiver, then turns to be a sender
• The same cycle again takes place

Setting an Objective for Successful Communication
Your objective has to be SMART
S-Simple and Serious
M-Measurable
A-Achievable
R-Realistic
T-Time Action Plan

Communication takes different Forms
• Communicate Verbal
• Communicate Non-Verbal/Body Language
• Communicate in Writing
• Communicate in Signs

What if Communication is Positive?‎
• Less stress
• More achievements
• Better networking
• Time and cost are cut to the minimum
• Turn to be creative
• Better job opportunities
• More experience
• Problem solver
• Self acceptance ‎
• People acceptance
• Healthy work and domestic environment
• Dynamic personality

What if Communication is Negative
• More stress ‎
• Less achievements
• Over cost and time
• Less networking
• Bureaucratic
• Less job opportunities
• Frustration
• Devaluating to yourself and others
• Static personality

How to Communicate Effectively
• Set your objective
• Split it to goals
• Avoid making it a wish
• Measure your abilities and surrounded capabilities
• Be ready with contingency plans
• Chose right people to cooperate with you
• Know your time robbers
• Avoid procrastination
• Work with parallel objectives to feel achievements
• Never to say, it is not my day, but say, it is my learning day
• Measure your winning status by the minimum human loss
• Be always ready with solutions and alternatives
• Measure reasons of success not motives of failure for self ‎enhancement
• Do not forget the risk factors
• Avoid jumping into conclusions
• Avoid stereo typing
• Avoid building on assumptions and expectations
• Speak concrete not abstract
• Phrase and rephrase to clarify
• Be an active listener
• Listen and do not just hear
• Double check your understanding
• Do not assume that your message is delivered
• Use the same language of receiver
• Mind age, gender and culture of your receiver
• Avoid cut off, cut prit
• Be open to opponents ‎
• Do not outshine your master
• Be a broad minded not narrow minded
• Respect others opinions
• Mind value, attitudes and principles of others
• Do not build on convention of meaning
• Avoid inner self interpretation
• Wait or ask for a feedback
• Do not communicate and build on manipulation
• Do not be an offensive or aggressive communicator
• Avoid also being a submissive or passive communicator
• Be an assertive one
• Speak in confidence to be persuasive, positive, powerful and precise
• Avoid silent conversation
• Communicate without giving a bad mouthing about others
• Communicate without blaming nor comparing
• Communicate without demonstrating authority of position or money

Function positive body language, facial gesture and keep an open posture, to ‎be an easy person to send and receive effective message.‎

Ghada Salah Gomaa
Business Etiquette & Protocol Consultant
Middle East