DECA Communication Skills

Extract relevant information from written materials.

pre-read,read and review.-Before you begin to read, determine what you need to know as a result of your reading. Scan the titles, headings, sub-headings, topic sentences and graphics to more efficiently gather and prioritize the information. Always pay close attention to introductions and summaries, as they will keep the information in context. During the pre-reading process, you may want to create your own table of contents based upon the information you are seeking. You can use this as a guide later as you read, and when you review, it can be used as a checklist so you can rest assured that you have covered everything. It helps if you know the terminology involved in the material before you actually start.

Apply written directions to achieve tasks

-Read all of the written instructions all the way through at least once.-Understand the written instructions.-reread the instructions or the part you do not understand.-Comprehend what the instructions tell you to do.-Do not start to follow the instructions until you are completely clear with them.-If necessary, call the person who wrote the instructions and ask any questions you still have.-Follow the written instructions.-Perform each step of the instructions in the exact order written.

Analyze company resources to ascertain policies and procedures.

-Review the policies and procedures to see how well they are working.- Identify any weaknesses.-Determine if the policies and procedures are current with technology.-Solicit opinions on if the policies and procedures are affective.-Schedule a general staff meeting to review the policies and procedures ( The more input you have for revisions to the policy and procedures for the information system, the more people will feel "ownership" about the process and adhere to the manual.)-Follow up on any changes or revisions to the policies and procedures for the information system with an email to all staff. (This will make ensure everyone is aware of exactly what changes have been made, and how they can work with the alterations that will affect them.)

Explain communication techniques that support and encourage a speaker.

Active listening, taking notes, and nonverbal cues such as eye contact.

Follow oral directions.

To follow oral directions you must carefully listen as the directions are presented.-Eye contact-Repeat the words the speaker is saying in your head.-Listen actively-process all of the steps given to ensure that you remember all of the orally presented directions.-Ask for clarification If you don't understand something or you feel that you have forgotten part of the instructions.-Complete the task.

Demonstrate active listening skills.

1. Face the speaker.(body language)2.eye contact.3. Minimize external distractions.4. Respond appropriately to show that you understand.5. Focus solely on what the speaker is saying.6. Minimize internal distractions.7. Keep an open mind.8. Engage yourself. Ask questions for clarification, but wait until the speaker has finished.

Explain the nature of effective verbal communications.

Verbal communication can be classified into two types, interpersonal communication and public speakinginterpersonal communication: communication between two or more individuals, include talking with friends and having a family meeting.Public speaking: a more formal version of verbal communication, involves speaking to a group of people. (The purpose for public speaking can vary from sharing information to persuasion.)-The language you use proves to be significant in the effectiveness of your verbal communication. Factors which affect the language you should use include profession and age.-Without showing proper communication etiquette, you run the risk of accidentally being disrespectful to somebody. The tone of interaction, formal or informal, dictates proper etiquette.-Implementing verbal communication strategies can help improve the effectiveness of your communications. Strategies include knowing your listeners and using visual aids. Knowing who you're talking to gives you the opportunity to cater your message to others' needs.-Visual aids can be used to supplement your verbal message.-Supporting your message with research and statistics helps to increase your chances of effectively communicating.

Ask relevant questions.

Explain your misunderstanding.State what you know.State what you don't know.Sound confident.Speak as well as you can.Always research first.Keep calm.Use the best spelling and grammar possible.Think about what they said.Ask for clarification when you need it.

Interpret other's nonverbal cues.

-Notice the way someone dresses and habits of grooming this can convey clues about who they are, or how they wish to be perceived.-Pay attention to posture.-Understand gestures.-Tune in to vocal tone.-Watch the expression.

Provide legitimate responses to inquiries

-answer in a professional, friendly voice and state your role and company-Listen carefully to what they have to say-Use your knowledge,-Thank them for their time-gently take control of the conversation, keeping answers concise and focused on your product/service

Give verbal directions

-tell them what you want them to do-watch them do it-correct them if they did something wrong-give further instructions

Employ communication styles appropriate to target audience

-youth- internet, social media-older- literary materials (newspaper etc)1) identify target audience2) analyze message you want to communicate3) calculate the cost4) choose interactive channels if you want to monitor feedback

Defend ideas objectively

-Defend yourself without being defensive-Maintaining an even keel in the face of skepticism or even hostility-Be prepared for criticism-Consider who will say what and why.-Develop comeback arguments to address concerns.

Handle telephone calls in a businesslike manner

-respond with first name and company name-polite, friendly tone-have the information on hand to respond to inquiries-keep discussion flowing, goal is to make a sale-good manners-proper grammar-short and to the point

Participate in group discussions

-maintain eye contact-friendly-let other finish what they are saying-take care of body language and cues-exchange your views confidently when an opportunity comes to you-disagree politely-use simple vocab, no jargon, short and concise1. Prepare2. Listen3. Don't dominate4. Back up your points5. Learn some useful phrases (in agreeing, disagreeing, etc.)6. Be polite7. Take notes8. Speak clearly9. Relax!

Facilitate (lead) group discussions

- Model behavior- Encouraging body language/tone of voice/words- Positive feedback- Emotional awareness- Ask open-ended questions- Control your own biases

Make oral presentations

-make sure you are well prepared, know your content-watch language, keep it simple, emphasizing the key points by repeating them with different phrasing-voice clear, words pronounced clearly-don't rush, speak slowly and loudly-good body language, stand up straight-interact with audience, have questions and points for discussion ready for them-open to questions, check if they are with you "Does that make sense"

Utilize note-taking strategies

-don't record everything, listen for key points-ask instructor to slow down if necessary-seek further resources later on, as you cannot take notes on everything, or speak with instructor laterAsk yourself= what are the main points? What is informative? What is analytical? What is the lecturer's opinion

Organize information

1. Inventory of current content2. Establish a hierarchical outline of your content3. Divided the content into their respective unitsVarious online programs for transactions, payroll, accounting and bookkeeping, contracts, corporate records, correspondence, employee records

Select and use appropriate graphic aids

goal is to make the data stand out on the page, and do make the data support the main purpose of the document as clearly and strongly as possible-we want the reader to grasp the speakers ideas and opinions from their words, and then turn to the graphics for support of those ideas and opinions, sending them back to the words, and so on-graphics must be visible, must not be too detailed as attention must be on text-Tables, Graphs and Charts, Photos, Drawings and diagrams

Explain the nature of effective written communications

-writer must know their goal, their purpose and state it clearly-tone is important-explain in clear terms what you want them do to-Use active language-Good grammar-use visual elements clearly-SELECT APPROPRIATE FORMAT

Select and utilize appropriate formats for professional writing

-types of business writing formats: advertisements, emails, snail mail, manual writing, recommendations, proposals, papers, summaries, memo, business letters-FORMAL OR INFORMAL?-Memo: short documents that normally communicate basic info, such as deadlines within an individual office or company, can be informal-Business Letters: formal documents, can be used to apply for jobs or deliver information, should be constructed in standard letter format-Business plan: Define the work of an individual business or how it will operate, can also be a tool to request funding-Business proposal: documents that present an idea or service as a solution for an identified problem, first define the problem and then explain your proposed solution

Edit and revise written work consistent with professional standards

-consider after reading: is my purpose clear? Have I considered the questions and concerns of my audience? Have I written in a appropriate format? Have I included sufficient examples and supporting details?-examine as a writer: that your intro and conclusion are appropriate, that your paragraphs flow and are organized-after, check for run on sentences, overused words, spelling and typos

Write professional e-mails

1. Open with a greeting2. Thank the recipient3. State your purpose4. Closing remarks (thank you for your consideration)5. Closing: best regards, sincerely, thank you

Write business letters

-font such as arial or times new roman-block paragraphing,-company info-date-add the recipients info= full name, title, company name, address-salutation-tone should be brief and professional-simple and short-be courteous-formal closing, ("sincerely", signature, name, title, contact info)-enclosures if necessary

Write inquiries

1. Adresss2. Date3. Opening greeting4. Reason for writing5. Questions asking for specific info6. Request for extra info7. Closing: request for a quick answer8. Closing: greeting and signature

Explain the nature of staff communication

-determine if upwards, downwards, lateral, horizontal-Be straightforward and encourage staff communication-meet one on one-group meetings to discuss goals, challenges or operating plan for the day-group chat technology-group document sharing technology-emails and phone calls-encourage feedback, reward feedback

Choose appropriate channel for workplace communication

-formal communication channel= transmits organizational information, such as goals or policies and procedures.-Messages in a formal communication channel follow a chain of command. This means that information flows from a manager to an employee.-Examples of formal communication channels are newsletters, business plans, annual reports and employer manuals.Informal=fall outside of the formal chain of command structure.-Examples of informal communication channels are quality circles, teamwork and lunchtime in the cafeteria of an organization.-Employees can still receive important organizational information but in a relaxed, informal atmosphereAlso Upwards, Downwards, Lateral, Horizontal

Participate in a staff meeting

-be prepared and have an understanding of the agenda-think before you speak-contribute to the discussion, asking questions, making comments, or lending your support-choose timing, don't be the first one, wait until you are confident and your input is needed-don't dominate-frame disagreements in a positive way

Write informational messages

-know your topic well, consider your audience and your format-keep it short and simple-provide detail on topic-be open to questions-avoid errors

Write inquiries

1. Address2. Date3. Opening greeting4. Reason for writing5. Questions asking for specific info6. Request for extra info7. Closing: request for a quick answer8. Closing: greeting and signature

Write persuasive messages

Coose a position. Students should think about the issue and pick the side they wish to advocate.Understand the audience.Do the research.Identify the most convincing evidence, as well as the key points for the opposing view.

Write executive summaries

Contain only the main points in a way such that the reader can understand the material without having to read it all

Prepare simple written reports

Be concise,Well organised, and easy to followUsing headings, sub-headings, sections

Explain how digital communications (e.g., email, text messages, chats) exposes business to risk

- Companies have grown to depend on Internet communication and web applications in ways unimaginable just a few years ago.- Damage may include direct losses to damaged digital assets- Lawsuits arising out of unmet expectations- Out-of-pocket expenses due to lost dataCybercrime - theft of IP, interception of emails, etc.Damaged PR - leaked information- Lost income from compromised business activities

Adapt written correspondence to targeted audiences

Know who you're writing toKeep your audience's attention

Use data visualization techniques (e.g., infographics, heat-maps, dynamic model outputs)

Data visualization is the presentation of data in a pictorial format such as charts, graphs, and maps. These can be used to organize information in a systematic manner.

Describe the impact of a person's social media brand on the achievement of organizational objectives

Social media can improve the public image of a person and allow them to connect with customers and advertise/market more effectively.

Distinguish between using social media for business and personal purposes

Use proper grammar.Censor your photos.Don't oversell yourself.Avoid conflict over social media.Put your employers values above your own.Stray away from foul language.

Explain the nature of staff communication

Upward: Subordinate -> manager (same dept.)Downward: Manager -> subordinate (same dept.)Horizontal: Same hierarchical levelDiagonal: Subordinate <-> manager (diff. depts.)Grapevine: Circulation of rumors and unofficial info

Choose and use appropriate channel for workplace communication

To determine the appropriate communication channel, identify the people you want to communicate with, research how they obtain information, consider the complexity of the message you want to communicate, calculate the cost of communicating and decide whether you want the communication to be interactive.

Participate in a staff meeting

Staff meetings are held to assess goals and plan for the long-term. In order to maintain professionalism, parliamentary procedure is often used.Standard Order of Business:Reading/Approval of the Minutes - statement of agendaReports of Officers - group leaders reportReport of Standing Committees - employees reportReport of Special Committees - guests reportSpecial Orders - urgent, non-routine decisionsUnfinished Business/General Orders - pending decisionsNew Business - current discussion

Participate in problem-solving

Problem-solving groups allow each employee to be heard and ensure that their rights are protected.