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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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Best practices for virtual presentations: 15 expert tips that work for everyone.

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In today’s COVID-19 world, virtual meetings and presentations have become the norm. While many presentation skills and best practices apply to both in-person and virtual presentations, expert virtual presenters understand the importance of adjusting their approach to match the medium. With in-person presentations, you more or less have a captive audience — you still need be engaging, but your audience is kind of stuck with you for the duration. But with virtual presentations, your audience has a greater opportunity to stray. You now have to compete for their eyes, ears, hearts, and minds against diminished attention spans, increased home and work life distractions, and conflicting priorities. 

Here are 15 expert tips to set you up for success in your next virtual presentation:

1.     Get the Lighting Right:  As a presenter, it is essential that people can see you well. Make sure you have good front light—meaning the light shines brightly on your face. If your back is to a window, close the shades. While natural light is often the best choice, if your home office doesn’t have natural light and you do a lot of virtual presentations, consider purchasing supplemental lighting to enhance your image.

2.     Choose the Right Background:  Try to use a background that enhances your professional image and is aligned with your message. Avoid a cluttered background or anything that can be distracting. Learn whether your presentation platform enables you to use virtual backgrounds (like Zoom) or whether you can blur your background (like Microsoft Teams). Your background can either add to your professional presence or detract from it.

3.     Know the Technology:  Nothing kills a presentation faster than a presenter who fumbles with the technology. This is a performance, so make sure you know how to make it work. A dry run is essential so that you’re comfortable with the platform features. It’s best to have a co-host (or producer or moderator) assist you with the technology so that you can focus on your presentation. Make sure you practice with the same technical set up (computer and internet connection) that you will use when you deliver the presentation.

4.     Play to the Camera:  When you are the one speaking, look directly into your computer’s camera , not on the screen or at the other participants. This takes some practice, but it makes the viewer feel as if you are looking right at them. Some presenters turn off their self-view so that they aren’t distracted by their own image. Put the camera at eye level . Try not to have your camera too far above or below you. If it’s too low, then you run the risk of creating a double chin. A camera too high makes it difficult to maintain eye contact, as you may find your gaze dropping as you speak. If you are part of a panel or a team of presenters, make sure you are aware of when your camera is on. If you are not speaking but your camera is on, make sure you look like you are paying attention! Powerful presenters understand the importance of making eye contact with their audience, so this means you have to simulate the same effect virtually.

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5.     Get Close (But Not Too Close).  You want the camera to frame your face, neck, and shoulders. People are drawn to faces, so you don’t want to lose that connection by being too far away, but you also don’t want your face to take over the whole screen like a dismembered head because, well, that looks weird. Practice your positioning and distance.

6.     Stand Up:  If possible, use a standing desk or position your laptop so you can stand at eye level with your computer. Standing up provides a higher energy level and forces us to put our body in a more presentation-like mode. If you have to sit, lean forward as you would if you were presenting at a real meeting or as if you were a TV news anchor. Avoid slouching away from the camera, as that sends a signal that you are disconnected from the audience.

7.     Be Animated:  Just like in a live presentation, you want to present with a little energy and animation. Too slow or too monotone in your voice makes it easy for folks to disengage and tune out. Keeping people engaged virtually requires you to actually be engaging.

8.     Pace Yourself:  Without real-time visual audience feedback cues, getting the pacing right can be difficult. Even though you want to infuse some animation and energy into your presentation don’t pump up the speed too much. If you tend to be a fast talker in real life, practice slowing down just a bit. If you’re a slow talker, you may want to speed up just a bit.

9.     Do A Sound Check:  If your sound is garbled, people will tune out. While people may forgive less than perfect video, if they can’t clearly hear you, they will leave. Practice with someone on the other end of the presentation platform. Make sure your sound emits clearly. Sometimes headphones or external microphones work better than the computer audio, sometimes not. Every platform is different, so make sure your sound quality is excellent every time. And again, you should practice with the same technical configurations and location that you will use for your presentation.

10.  Plug into Your Modem:  If possible, plug your computer directly into your modem using an Ethernet cable. This will give you the strongest signal and most stable internet connection. The last thing you want to happen during your presentation is to have a weak or unstable internet signal.

11.  Incorporate Redundant Systems.  If using slides, make sure someone else (another webinar co-host or producer) also has a copy of the slides just in case your internet goes wonky and you have to present by calling in. If you are using slides, make them visually appealing. Use high-quality graphics and limit the amount of text on each slide. It’s your job as presenter to deliver the content. The slides are meant to enhance your spoken words, not replace them.

12.  Engage Your Participants. Just as if you were doing an in-person presentation, craft your presentation to engage the audience. Incorporate chats, polls, raised hand features, etc. Try not to speak for more than ten minutes without some sort of audience engagement. Use the participant list to interact with your participants by name. Have people chat or raise a hand if they want to speak. Keep track of the order of people and then call on them to invite them to turn on their mics or cameras. 

13.  Let Someone Else Check the Chats.  Don’t get sidetracked by the chats during your presentation. You’ll be shocked at how distracting it is to your train of thought if you attempt to read the chats while speaking. Instead, have your co-host or producer monitor the chats. If you ask people to chat you answers or comments to a question you’ve posed, then pause your talking and engage directly with the chats by acknowledging them, reading them out loud, and commenting on them. 

14.  Evaluate and Enhance:  If possible, record the session and take the time to play back and look for areas that worked well and areas that you might want to improve upon. Great presenters, whether virtual or in person, understand the value of continually honing their craft. Be sure to acknowledge your strengths as well as your areas of improvement.

15.  Be Yourself and Have Fun:  Again, just like in face-to-face presentations, audiences connect to authenticity, so be yourself! Let your personality show through. Have fun. If you look like you’re enjoying the presentation so will others. Research shows that happy people retain information better than bored or disinterested people, so model the energy that you want to create. The audience takes its cue from you.

Remember, whether you are presenting in-person or virtually, all presentations are performances. And all performances are in service to your audience. Their time is valuable, so honor that time by delivering the best presentation you can. No matter what kind of presentation you are giving, you must find ways to create authentic audience connection, engagement, and value.

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10 Tips For Giving Effective Virtual Presentations

What to know before you go live.

September 26, 2016

Presenting online? Try these suggestions to improve your results. | Illustration by Tricia Seibold

As audiences go global and you need to reach more people through technology (including webinars, conference calls and teleconference), you must consider the challenges to connecting with a virtual audience. Here I pinpoint 10 valuable best practices to ensure you communicate successfully.

1. Be Brief

Audiences begin to lose attention after roughly 10 minutes of hearing from the same presenter. If you have more than 10 minutes of content, use interactive activities to keep your audience engaged (for example, take a poll, give quizzes, or ask audience members for their opinions via chat).

2. Be Simple

Keep slides simple — avoid too many words, graphics and animation features. Less is definitely more!

Light yourself well | Illustration by Tricia Seibold

3. Be a TV Personality

Look straight into your camera, not the screen. Wear clothing that is neutral in color (no plaids or stripes). Light yourself well and from above. Be mindful of what appears behind you in the background. Invest in a good microphone.

4. Be Standing

Even though your audience cannot see you, stand when you present. This allows you to stay focused and use good presentation delivery skills such as belly breathing, vocal variety, and pausing.

5. Be Prepared

Practice delivering your presentation with your technology in advance of your talk. Make sure all of the features of the technology work. Record your practice using the recording feature of your tool. Watch and listen to learn what works and what you can improve.

6. Be Assisted

Have someone available to deal with technical issues and to field email/text questions. Also, if you have multiple remote audience members in one location, be sure to pick one of them to be your “eyes and ears.” Ask them to queue up questions and facilitate discussion on your behalf.

7. Be Specific

Ask pointed questions to avoid too many people answering at once. For example, rather than ask, “Are there any questions?” try “Who has a question about the solution I provided?” Set a ground rule that people state their names prior to speaking.

Imagine your audience | Illustration by Tricia Seibold

8. Be Synchronized

Transitions are critical. You must connect what you just said to what is coming next when you move from point to point. Transitions between topics and slides are good opportunities to get people reengaged to your talk.

9. Be Connected

Imagine your audience even though you can’t see them. You can place pictures of audience members behind your camera so you can look at people as you present.

10. Be Early

Encourage your audience to access your call or webinar in advance of the start time so you can iron out any technical issues in advance and get them familiar with the technology.

Matt Abrahams is a Stanford GSB organizational behavior lecturer, author, and communications coach.

For media inquiries, visit the Newsroom .

Explore More

Lose yourself: the secret to finding flow and being fully present, speak your truth: why authenticity leads to better communication, when words aren’t enough: how to excel at nonverbal communication, editor’s picks.

April 04, 2016 A Big Data Approach to Public Speaking Key takeaways from analyzing 100,000 presentations.

November 19, 2014 Matt Abrahams: The Power of the Paraphrase An expert on public speaking shows how paraphrasing can help you navigate tricky communication situations.

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How to Structure your Presentation, with Examples

August 3, 2018 - Dom Barnard

For many people the thought of delivering a presentation is a daunting task and brings about a  great deal of nerves . However, if you take some time to understand how effective presentations are structured and then apply this structure to your own presentation, you’ll appear much more confident and relaxed.

Here is our complete guide for structuring your presentation, with examples at the end of the article to demonstrate these points.

Why is structuring a presentation so important?

If you’ve ever sat through a great presentation, you’ll have left feeling either inspired or informed on a given topic. This isn’t because the speaker was the most knowledgeable or motivating person in the world. Instead, it’s because they know how to structure presentations – they have crafted their message in a logical and simple way that has allowed the audience can keep up with them and take away key messages.

Research has supported this, with studies showing that audiences retain structured information  40% more accurately  than unstructured information.

In fact, not only is structuring a presentation important for the benefit of the audience’s understanding, it’s also important for you as the speaker. A good structure helps you remain calm, stay on topic, and avoid any awkward silences.

What will affect your presentation structure?

Generally speaking, there is a natural flow that any decent presentation will follow which we will go into shortly. However, you should be aware that all presentation structures will be different in their own unique way and this will be due to a number of factors, including:

• Whether you need to deliver any demonstrations
• How  knowledgeable the audience  already is on the given subject
• How much interaction you want from the audience
• Any time constraints there are for your talk
• What setting you are in
• Your ability to use any kinds of visual assistance

Before choosing the presentation’s structure answer these questions first:

• What is your presentation’s aim?
• Who are the audience?
• What are the main points your audience should remember afterwards?

When reading the points below, think critically about what things may cause your presentation structure to be slightly different. You can add in certain elements and add more focus to certain moments if that works better for your speech.

What is the typical presentation structure?

This is the usual flow of a presentation, which covers all the vital sections and is a good starting point for yours. It allows your audience to easily follow along and sets out a solid structure you can add your content to.

1. Greet the audience and introduce yourself

Before you start delivering your talk, introduce yourself to the audience and clarify who you are and your relevant expertise. This does not need to be long or incredibly detailed, but will help build an immediate relationship between you and the audience. It gives you the chance to briefly clarify your expertise and why you are worth listening to. This will help establish your ethos so the audience will trust you more and think you’re credible.

Read our tips on  How to Start a Presentation Effectively

2. Introduction

In the introduction you need to explain the subject and purpose of your presentation whilst gaining the audience’s interest and confidence. It’s sometimes helpful to think of your introduction as funnel-shaped to help filter down your topic:

• Introduce your general topic
• Explain your topic area
• State the issues/challenges in this area you will be exploring
• State your presentation’s purpose – this is the basis of your presentation so ensure that you provide a statement explaining how the topic will be treated, for example, “I will argue that…” or maybe you will “compare”, “analyse”, “evaluate”, “describe” etc.
• Provide a statement of what you’re hoping the outcome of the presentation will be, for example, “I’m hoping this will be provide you with…”
• Show a preview of the organisation of your presentation

In this section also explain:

• The length of the talk.
• Signal whether you want audience interaction – some presenters prefer the audience to ask questions throughout whereas others allocate a specific section for this.
• If it applies, inform the audience whether to take notes or whether you will be providing handouts.

The way you structure your introduction can depend on the amount of time you have been given to present: a  sales pitch  may consist of a quick presentation so you may begin with your conclusion and then provide the evidence. Conversely, a speaker presenting their idea for change in the world would be better suited to start with the evidence and then conclude what this means for the audience.

Keep in mind that the main aim of the introduction is to grab the audience’s attention and connect with them.

3. The main body of your talk

The main body of your talk needs to meet the promises you made in the introduction. Depending on the nature of your presentation, clearly segment the different topics you will be discussing, and then work your way through them one at a time – it’s important for everything to be organised logically for the audience to fully understand. There are many different ways to organise your main points, such as, by priority, theme, chronologically etc.

• Main points should be addressed one by one with supporting evidence and examples.
• Before moving on to the next point you should provide a mini-summary.
• Links should be clearly stated between ideas and you must make it clear when you’re moving onto the next point.
• Allow time for people to take relevant notes and stick to the topics you have prepared beforehand rather than straying too far off topic.

When planning your presentation write a list of main points you want to make and ask yourself “What I am telling the audience? What should they understand from this?” refining your answers this way will help you produce clear messages.

4. Conclusion

In presentations the conclusion is frequently underdeveloped and lacks purpose which is a shame as it’s the best place to reinforce your messages. Typically, your presentation has a specific goal – that could be to convert a number of the audience members into customers, lead to a certain number of enquiries to make people knowledgeable on specific key points, or to motivate them towards a shared goal.

Regardless of what that goal is, be sure to summarise your main points and their implications. This clarifies the overall purpose of your talk and reinforces your reason for being there.

Follow these steps:

• Signal that it’s nearly the end of your presentation, for example, “As we wrap up/as we wind down the talk…”
• Restate the topic and purpose of your presentation – “In this speech I wanted to compare…”
• Summarise the main points, including their implications and conclusions
• Indicate what is next/a call to action/a thought-provoking takeaway
• Move on to the last section

5. Thank the audience and invite questions

Conclude your talk by thanking the audience for their time and invite them to  ask any questions  they may have. As mentioned earlier, personal circumstances will affect the structure of your presentation.

Many presenters prefer to make the Q&A session the key part of their talk and try to speed through the main body of the presentation. This is totally fine, but it is still best to focus on delivering some sort of initial presentation to set the tone and topics for discussion in the Q&A.

Other common presentation structures

The above was a description of a basic presentation, here are some more specific presentation layouts:

Demonstration

Use the demonstration structure when you have something useful to show. This is usually used when you want to show how a product works. Steve Jobs frequently used this technique in his presentations.

• Explain why the product is valuable.
• Describe why the product is necessary.
• Explain what problems it can solve for the audience.
• Demonstrate the product  to support what you’ve been saying.
• Make suggestions of other things it can do to make the audience curious.

Problem-solution

This structure is particularly useful in persuading the audience.

• Briefly frame the issue.
• Go into the issue in detail showing why it ‘s such a problem. Use logos and pathos for this – the logical and emotional appeals.
• Provide the solution and explain why this would also help the audience.
• Call to action – something you want the audience to do which is straightforward and pertinent to the solution.

Storytelling

As well as incorporating  stories in your presentation , you can organise your whole presentation as a story. There are lots of different type of story structures you can use – a popular choice is the monomyth – the hero’s journey. In a monomyth, a hero goes on a difficult journey or takes on a challenge – they move from the familiar into the unknown. After facing obstacles and ultimately succeeding the hero returns home, transformed and with newfound wisdom.

Storytelling for Business Success  webinar , where well-know storyteller Javier Bernad shares strategies for crafting compelling narratives.

Another popular choice for using a story to structure your presentation is in media ras (in the middle of thing). In this type of story you launch right into the action by providing a snippet/teaser of what’s happening and then you start explaining the events that led to that event. This is engaging because you’re starting your story at the most exciting part which will make the audience curious – they’ll want to know how you got there.

• Great storytelling: Examples from Alibaba Founder, Jack Ma

Remaining method

The remaining method structure is good for situations where you’re presenting your perspective on a controversial topic which has split people’s opinions.

• Go into the issue in detail showing why it’s such a problem – use logos and pathos.
• Rebut your opponents’ solutions  – explain why their solutions could be useful because the audience will see this as fair and will therefore think you’re trustworthy, and then explain why you think these solutions are not valid.
• After you’ve presented all the alternatives provide your solution, the remaining solution. This is very persuasive because it looks like the winning idea, especially with the audience believing that you’re fair and trustworthy.

Transitions

When delivering presentations it’s important for your words and ideas to flow so your audience can understand how everything links together and why it’s all relevant. This can be done  using speech transitions  which are words and phrases that allow you to smoothly move from one point to another so that your speech flows and your presentation is unified.

Transitions can be one word, a phrase or a full sentence – there are many different forms, here are some examples:

Moving from the introduction to the first point

Signify to the audience that you will now begin discussing the first main point:

• Now that you’re aware of the overview, let’s begin with…
• First, let’s begin with…
• I will first cover…
• My first point covers…
• To get started, let’s look at…

Shifting between similar points

Move from one point to a similar one:

• In the same way…
• Likewise…
• Equally…
• This is similar to…
• Similarly…

Internal summaries

Internal summarising consists of summarising before moving on to the next point. You must inform the audience:

• What part of the presentation you covered – “In the first part of this speech we’ve covered…”
• What the key points were – “Precisely how…”
• How this links in with the overall presentation – “So that’s the context…”
• What you’re moving on to – “Now I’d like to move on to the second part of presentation which looks at…”

Physical movement

You can move your body and your standing location when you transition to another point. The audience find it easier to follow your presentation and movement will increase their interest.

A common technique for incorporating movement into your presentation is to:

• Start your introduction by standing in the centre of the stage.
• For your first point you stand on the left side of the stage.
• You discuss your second point from the centre again.
• You stand on the right side of the stage for your third point.
• The conclusion occurs in the centre.

Key slides for your presentation

Slides are a useful tool for most presentations: they can greatly assist in the delivery of your message and help the audience follow along with what you are saying. Key slides include:

• An intro slide outlining your ideas
• A  summary slide  with core points to remember
• High quality image slides to supplement what you are saying

There are some presenters who choose not to use slides at all, though this is more of a rarity. Slides can be a powerful tool if used properly, but the problem is that many fail to do just that. Here are some golden rules to follow when using slides in a presentation:

• Don’t over fill them  – your slides are there to assist your speech, rather than be the focal point. They should have as little information as possible, to avoid distracting people from your talk.
• A picture says a thousand words  – instead of filling a slide with text, instead, focus on one or two images or diagrams to help support and explain the point you are discussing at that time.
• Make them readable  – depending on the size of your audience, some may not be able to see small text or images, so make everything large enough to fill the space.
• Don’t rush through slides  – give the audience enough time to digest each slide.

Guy Kawasaki, an entrepreneur and author, suggests that slideshows should follow a  10-20-30 rule :

• There should be a maximum of 10 slides – people rarely remember more than one concept afterwards so there’s no point overwhelming them with unnecessary information.
• The presentation should last no longer than 20 minutes as this will leave time for questions and discussion.
• The font size should be a minimum of 30pt because the audience reads faster than you talk so less information on the slides means that there is less chance of the audience being distracted.

Here are some additional resources for slide design:

• 7 design tips for effective, beautiful PowerPoint presentations
• 11 design tips for beautiful presentations
• 10 tips on how to make slides that communicate your idea

Group Presentations

Group presentations are structured in the same way as presentations with one speaker but usually require more rehearsal and practices.  Clean transitioning between speakers  is very important in producing a presentation that flows well. One way of doing this consists of:

• Briefly recap on what you covered in your section: “So that was a brief introduction on what health anxiety is and how it can affect somebody”
• Introduce the next speaker in the team and explain what they will discuss: “Now Elnaz will talk about the prevalence of health anxiety.”
• Then end by looking at the next speaker, gesturing towards them and saying their name: “Elnaz”.
• The next speaker should acknowledge this with a quick: “Thank you Joe.”

From this example you can see how the different sections of the presentations link which makes it easier for the audience to follow and remain engaged.

Example of great presentation structure and delivery

Having examples of great presentations will help inspire your own structures, here are a few such examples, each unique and inspiring in their own way.

How Google Works – by Eric Schmidt

This presentation by ex-Google CEO  Eric Schmidt  demonstrates some of the most important lessons he and his team have learnt with regards to working with some of the most talented individuals they hired. The simplistic yet cohesive style of all of the slides is something to be appreciated. They are relatively straightforward, yet add power and clarity to the narrative of the presentation.

Start with why – by Simon Sinek

Since being released in 2009, this presentation has been viewed almost four million times all around the world. The message itself is very powerful, however, it’s not an idea that hasn’t been heard before. What makes this presentation so powerful is the simple message he is getting across, and the straightforward and understandable manner in which he delivers it. Also note that he doesn’t use any slides, just a whiteboard where he creates a simple diagram of his opinion.

The Wisdom of a Third Grade Dropout – by Rick Rigsby

Here’s an example of a presentation given by a relatively unknown individual looking to inspire the next generation of graduates. Rick’s presentation is unique in many ways compared to the two above. Notably, he uses no visual prompts and includes a great deal of humour.

However, what is similar is the structure he uses. He first introduces his message that the wisest man he knew was a third-grade dropout. He then proceeds to deliver his main body of argument, and in the end, concludes with his message. This powerful speech keeps the viewer engaged throughout, through a mixture of heart-warming sentiment, powerful life advice and engaging humour.

As you can see from the examples above, and as it has been expressed throughout, a great presentation structure means analysing the core message of your presentation. Decide on a key message you want to impart the audience with, and then craft an engaging way of delivering it.

By preparing a solid structure, and  practising your talk  beforehand, you can walk into the presentation with confidence and deliver a meaningful message to an interested audience.

It’s important for a presentation to be well-structured so it can have the most impact on your audience. An unstructured presentation can be difficult to follow and even frustrating to listen to. The heart of your speech are your main points supported by evidence and your transitions should assist the movement between points and clarify how everything is linked.

Research suggests that the audience remember the first and last things you say so your introduction and conclusion are vital for reinforcing your points. Essentially, ensure you spend the time structuring your presentation and addressing all of the sections.

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Blog Beginner Guides

How To Make a Good Presentation [A Complete Guide]

By Krystle Wong , Jul 20, 2023

A top-notch presentation possesses the power to drive action. From winning stakeholders over and conveying a powerful message to securing funding — your secret weapon lies within the realm of creating an effective presentation .  

Being an excellent presenter isn’t confined to the boardroom. Whether you’re delivering a presentation at work, pursuing an academic career, involved in a non-profit organization or even a student, nailing the presentation game is a game-changer.

In this article, I’ll cover the top qualities of compelling presentations and walk you through a step-by-step guide on how to give a good presentation. Here’s a little tip to kick things off: for a headstart, check out Venngage’s collection of free presentation templates . They are fully customizable, and the best part is you don’t need professional design skills to make them shine!

These valuable presentation tips cater to individuals from diverse professional backgrounds, encompassing business professionals, sales and marketing teams, educators, trainers, students, researchers, non-profit organizations, public speakers and presenters. 

No matter your field or role, these tips for presenting will equip you with the skills to deliver effective presentations that leave a lasting impression on any audience.

Click to jump ahead:

What are the 10 qualities of a good presentation?

Step-by-step guide on how to prepare an effective presentation, 9 effective techniques to deliver a memorable presentation, faqs on making a good presentation, how to create a presentation with venngage in 5 steps.

When it comes to giving an engaging presentation that leaves a lasting impression, it’s not just about the content — it’s also about how you deliver it. Wondering what makes a good presentation? Well, the best presentations I’ve seen consistently exhibit these 10 qualities:

1. Clear structure

No one likes to get lost in a maze of information. Organize your thoughts into a logical flow, complete with an introduction, main points and a solid conclusion. A structured presentation helps your audience follow along effortlessly, leaving them with a sense of satisfaction at the end.

Regardless of your presentation style , a quality presentation starts with a clear roadmap. Browse through Venngage’s template library and select a presentation template that aligns with your content and presentation goals. Here’s a good presentation example template with a logical layout that includes sections for the introduction, main points, supporting information and a conclusion: 

2. Engaging opening

Hook your audience right from the start with an attention-grabbing statement, a fascinating question or maybe even a captivating anecdote. Set the stage for a killer presentation!

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

3. Relevant content

Make sure your content aligns with their interests and needs. Your audience is there for a reason, and that’s to get valuable insights. Avoid fluff and get straight to the point, your audience will be genuinely excited.

4. Effective visual aids

Picture this: a slide with walls of text and tiny charts, yawn! Visual aids should be just that—aiding your presentation. Opt for clear and visually appealing slides, engaging images and informative charts that add value and help reinforce your message.

With Venngage, visualizing data takes no effort at all. You can import data from CSV or Google Sheets seamlessly and create stunning charts, graphs and icon stories effortlessly to showcase your data in a captivating and impactful way.

5. Clear and concise communication

Keep your language simple, and avoid jargon or complicated terms. Communicate your ideas clearly, so your audience can easily grasp and retain the information being conveyed. This can prevent confusion and enhance the overall effectiveness of the message. 

6. Engaging delivery

Spice up your presentation with a sprinkle of enthusiasm! Maintain eye contact, use expressive gestures and vary your tone of voice to keep your audience glued to the edge of their seats. A touch of charisma goes a long way!

7. Interaction and audience engagement

Turn your presentation into an interactive experience — encourage questions, foster discussions and maybe even throw in a fun activity. Engaged audiences are more likely to remember and embrace your message.

Transform your slides into an interactive presentation with Venngage’s dynamic features like pop-ups, clickable icons and animated elements. Engage your audience with interactive content that lets them explore and interact with your presentation for a truly immersive experience.

8. Effective storytelling

Who doesn’t love a good story? Weaving relevant anecdotes, case studies or even a personal story into your presentation can captivate your audience and create a lasting impact. Stories build connections and make your message memorable.

A great presentation background is also essential as it sets the tone, creates visual interest and reinforces your message. Enhance the overall aesthetics of your presentation with these 15 presentation background examples and captivate your audience’s attention.

9. Well-timed pacing

Pace your presentation thoughtfully with well-designed presentation slides, neither rushing through nor dragging it out. Respect your audience’s time and ensure you cover all the essential points without losing their interest.

10. Strong conclusion

Last impressions linger! Summarize your main points and leave your audience with a clear takeaway. End your presentation with a bang , a call to action or an inspiring thought that resonates long after the conclusion.

In-person presentations aside, acing a virtual presentation is of paramount importance in today’s digital world. Check out this guide to learn how you can adapt your in-person presentations into virtual presentations . 

Preparing an effective presentation starts with laying a strong foundation that goes beyond just creating slides and notes. One of the quickest and best ways to make a presentation would be with the help of a good presentation software . 

Otherwise, let me walk you to how to prepare for a presentation step by step and unlock the secrets of crafting a professional presentation that sets you apart.

1. Understand the audience and their needs

Before you dive into preparing your masterpiece, take a moment to get to know your target audience. Tailor your presentation to meet their needs and expectations , and you’ll have them hooked from the start!

2. Conduct thorough research on the topic

Time to hit the books (or the internet)! Don’t skimp on the research with your presentation materials — dive deep into the subject matter and gather valuable insights . The more you know, the more confident you’ll feel in delivering your presentation.

3. Organize the content with a clear structure

No one wants to stumble through a chaotic mess of information. Outline your presentation with a clear and logical flow. Start with a captivating introduction, follow up with main points that build on each other and wrap it up with a powerful conclusion that leaves a lasting impression.

Delivering an effective business presentation hinges on captivating your audience, and Venngage’s professionally designed business presentation templates are tailor-made for this purpose. With thoughtfully structured layouts, these templates enhance your message’s clarity and coherence, ensuring a memorable and engaging experience for your audience members.

Don’t want to build your presentation layout from scratch? pick from these 5 foolproof presentation layout ideas that won’t go wrong. 

4. Develop visually appealing and supportive visual aids

Spice up your presentation with eye-catching visuals! Create slides that complement your message, not overshadow it. Remember, a picture is worth a thousand words, but that doesn’t mean you need to overload your slides with text.

Well-chosen designs create a cohesive and professional look, capturing your audience’s attention and enhancing the overall effectiveness of your message. Here’s a list of carefully curated PowerPoint presentation templates and great background graphics that will significantly influence the visual appeal and engagement of your presentation.

5. Practice, practice and practice

Practice makes perfect — rehearse your presentation and arrive early to your presentation to help overcome stage fright. Familiarity with your material will boost your presentation skills and help you handle curveballs with ease.

6. Seek feedback and make necessary adjustments

Don’t be afraid to ask for help and seek feedback from friends and colleagues. Constructive criticism can help you identify blind spots and fine-tune your presentation to perfection.

With Venngage’s real-time collaboration feature , receiving feedback and editing your presentation is a seamless process. Group members can access and work on the presentation simultaneously and edit content side by side in real-time. Changes will be reflected immediately to the entire team, promoting seamless teamwork.

7. Prepare for potential technical or logistical issues

Prepare for the unexpected by checking your equipment, internet connection and any other potential hiccups. If you’re worried that you’ll miss out on any important points, you could always have note cards prepared. Remember to remain focused and rehearse potential answers to anticipated questions.

8. Fine-tune and polish your presentation

As the big day approaches, give your presentation one last shine. Review your talking points, practice how to present a presentation and make any final tweaks. Deep breaths — you’re on the brink of delivering a successful presentation!

In competitive environments, persuasive presentations set individuals and organizations apart. To brush up on your presentation skills, read these guides on how to make a persuasive presentation and tips to presenting effectively . 

Whether you’re an experienced presenter or a novice, the right techniques will let your presentation skills soar to new heights!

From public speaking hacks to interactive elements and storytelling prowess, these 9 effective presentation techniques will empower you to leave a lasting impression on your audience and make your presentations unforgettable.

1. Confidence and positive body language

Positive body language instantly captivates your audience, making them believe in your message as much as you do. Strengthen your stage presence and own that stage like it’s your second home! Stand tall, shoulders back and exude confidence. 

2. Eye contact with the audience

Break down that invisible barrier and connect with your audience through their eyes. Maintaining eye contact when giving a presentation builds trust and shows that you’re present and engaged with them.

3. Effective use of hand gestures and movement

A little movement goes a long way! Emphasize key points with purposeful gestures and don’t be afraid to walk around the stage. Your energy will be contagious!

4. Utilize storytelling techniques

Weave the magic of storytelling into your presentation. Share relatable anecdotes, inspiring success stories or even personal experiences that tug at the heartstrings of your audience. Adjust your pitch, pace and volume to match the emotions and intensity of the story. Varying your speaking voice adds depth and enhances your stage presence.

5. Incorporate multimedia elements

Spice up your presentation with a dash of visual pizzazz! Use slides, images and video clips to add depth and clarity to your message. Just remember, less is more—don’t overwhelm them with information overload. 

Turn your presentations into an interactive party! Involve your audience with questions, polls or group activities. When they actively participate, they become invested in your presentation’s success. Bring your design to life with animated elements. Venngage allows you to apply animations to icons, images and text to create dynamic and engaging visual content.

6. Utilize humor strategically

Laughter is the best medicine—and a fantastic presentation enhancer! A well-placed joke or lighthearted moment can break the ice and create a warm atmosphere , making your audience more receptive to your message.

7. Practice active listening and respond to feedback

Be attentive to your audience’s reactions and feedback. If they have questions or concerns, address them with genuine interest and respect. Your responsiveness builds rapport and shows that you genuinely care about their experience.

8. Apply the 10-20-30 rule

Apply the 10-20-30 presentation rule and keep it short, sweet and impactful! Stick to ten slides, deliver your presentation within 20 minutes and use a 30-point font to ensure clarity and focus. Less is more, and your audience will thank you for it!

9. Implement the 5-5-5 rule

Simplicity is key. Limit each slide to five bullet points, with only five words per bullet point and allow each slide to remain visible for about five seconds. This rule keeps your presentation concise and prevents information overload.

Simple presentations are more engaging because they are easier to follow. Summarize your presentations and keep them simple with Venngage’s gallery of simple presentation templates and ensure that your message is delivered effectively across your audience.

1. How to start a presentation?

To kick off your presentation effectively, begin with an attention-grabbing statement or a powerful quote. Introduce yourself, establish credibility and clearly state the purpose and relevance of your presentation.

2. How to end a presentation?

For a strong conclusion, summarize your talking points and key takeaways. End with a compelling call to action or a thought-provoking question and remember to thank your audience and invite any final questions or interactions.

3. How to make a presentation interactive?

To make your presentation interactive, encourage questions and discussion throughout your talk. Utilize multimedia elements like videos or images and consider including polls, quizzes or group activities to actively involve your audience.

In need of inspiration for your next presentation? I’ve got your back! Pick from these 120+ presentation ideas, topics and examples to get started. 

Creating a stunning presentation with Venngage is a breeze with our user-friendly drag-and-drop editor and professionally designed templates for all your communication needs. 

Here’s how to make a presentation in just 5 simple steps with the help of Venngage:

Step 1: Sign up for Venngage for free using your email, Gmail or Facebook account or simply log in to access your account. 

Step 2: Pick a design from our selection of free presentation templates (they’re all created by our expert in-house designers).

Step 3: Make the template your own by customizing it to fit your content and branding. With Venngage’s intuitive drag-and-drop editor, you can easily modify text, change colors and adjust the layout to create a unique and eye-catching design.

Step 4: Elevate your presentation by incorporating captivating visuals. You can upload your images or choose from Venngage’s vast library of high-quality photos, icons and illustrations. 

Step 5: Upgrade to a premium or business account to export your presentation in PDF and print it for in-person presentations or share it digitally for free!

By following these five simple steps, you’ll have a professionally designed and visually engaging presentation ready in no time. With Venngage’s user-friendly platform, your presentation is sure to make a lasting impression. So, let your creativity flow and get ready to shine in your next presentation!

University of Notre Dame

Undergraduate Career Services

Meruelo Family Center For Career Development

Verbal/Written Communication

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Verbal and written communication is the ability to articulate thoughts and express ideas effectively using oral, written and non-verbal communication skills (to inform, instruct, and persuade), to multiple audiences, as well as to listen for meaning and understanding. 

Assessing Your Level of Competency

This is the time to really reflect on yourself and where you are at with this competency. Ask yourself the following questions to dive deep into your self-assessment:

• Can you identify and use the grammatical style guide that is most commonly used in your discipline or field?
• Do you know how to write x, y and z ? e.g. composing a persuasive essay?
• Do others seem to have to often ask you to repeat yourself or clarify your comments when speaking?
• Do others ask clarifying questions in your written communication, or are you clear and concise?
• Can you recognize when enough is enough when writing an email or communication rather than making it longer than necessary?  Being brief but specific!
• Do you feel comfortable speaking in front of others?
• Do you ensure your written communications are error free before submitting?
• The flip side of communicating is listening, do you truly listen when others are speaking?
• Do you take the time to think before you speak?

Building Your Level of Competency

Build on your level of this competency through the following:

• Work with tutors at the Writing Center to strengthen your writing skills.
• Ask faculty for feedback and tips on your writing.
• Proofread online and written communication to avoid errors, keeping your audience in mind.
• Attend a CUSE workshop on “Writing a Strong Grant Proposal."
• Look for opportunities to share your work at conferences and departmental events, e.g., poster presentations.
• Take a class that emphasizes speaking extemporaneously.
• Build digital communications skills, including PPT or similar program.
• Develop and deliver a presentation for a class.
• Check for understanding when speaking with others by asking clarifying questions.
• Conduct informational interviews .
• Develop a strong professional online presence on Handshake and LinkedIn.
• Create professional job search documents such as  resumes and cover letters.
• Join the campus Toastmasters group
• Modify your 30-second professional introduction (elevator pitch/self-introduction) for different audiences--types of employers, e.g. or to ask about joining faculty research.
• Attend networking events and employer information programs and talk to at least three new people at each event.
• Practice interviewing/speaking skills with Big Interview .

Communicate this Competency

Your communication skills will be on display throughout the application process--your cover letter, resume and follow-up notes as well as your interviewing skills are all ways you communicate with potential employers. That's why it's essential to develop your job search skills. Consider first any opportunities you have had to utilize these communication skills:

Then start with statements like the samples below to build upon:

Class Project:   Initiated collaborative relationship with local nonprofit to develop assessment of client needs

Internship :   Prepared and delivered presentation on lab results for Principal Investigator and graduate student researchers

Student organization :   Developed a social media campaign for the robotics club, increasing membership by 150%.

Service :  Taught conflict resolution skills to local middle and high school students using Take Ten curriculum.

Job:   Provided excellent customer service, assisting customers with locating items and recommending materials for projects.

Career Ready Competency Tracking Tool

Download the Career Ready Competency Tracking Tool    one time from the main Career Competencies webpage , and utilize one document to track the development of all your competencies.  

Using PowerPoint or Prezi Effectively

Using powerpoint or prezi effectively  (view pdf) .

Powerpoint and Prezi presentations are meant to serve as visual aids that can enhance audience engagement and their understanding of your speech. These 10 tips will set you on the path to presentation success.

Best Practices

• Only use bullet points . You should not have full sentences on PowerPoint or Prezi because they distract from your speech and you want your audience to listen, not read. Use short fragments or keywords to keep your presentation organized.
• Have a backbone slide . Have a slide that demonstrates the direction your presentation will have by outlining the major elements of your speech.
• Use Animations VERY carefully.  It may look nice, but it can also be a distraction. Only use them if they play an essential role in your presentation (such as concealing a bullet point for a later point in the presentation).
• Make sure the text is visible.  Your text should be large enough to be visible from the back of the room for someone with average eye sight. Sometimes, the text may get lost in the background of the slide (especially if the background includes a picture) or the text color is too close to the background color. Be sure to avoid red/green and blue/yellow color schemes as people with colorblindness may not be able to differentiate the text from the background.
• Keep the focus where you want it.  If you are going to incorporate a graph or a quote into your presentation, be sure to have a slide with only the graph or quote, allowing you to speak about it to your audience and to use it as a reference. If you use an image, you should generally limit yourself to one image per slide.
• Cite your sources . For many of your presentations, you will be using outside sources. If so, be sure to cite them in the proper format on the last slide or throughout your presentation. For pictures, include an indication of the source next to the image. Be sure the pictures you chose are freely available for use. See creativecommons.org for great searching tools.
• Show a slide when it’s relevant. Use black screen or a blank slide to hide slides you’re not ready to show the audience. If you are going to speak for any length of time without a relevant slide, add a slide to your presentation that is simply black. You can keep your audience’s focus on you rather than on the slides.
• Provide a warning when necessary. If you are using graphic images that may seem unsettling to members of your audience, be sure to let them know before revealing the image(s).
• Have a backup. Sometimes you lose wifi access and sometimes your USB drive suddenly stops working. Be prepared by being able to access the presentation in multiple ways (e.g., have a copy in your email and on your laptop that you bring with you).
•   Do not depend on the PowerPoint or Prezi. Technical difficulties occur all the time, so you may have to deliver your presentation without a PowerPoint. Also, you should not have to read off the PowerPoint or Prezi. Remember: you are the expert on the subject!

Office / Department Name

Oral Communication Center

Contact Name

Amy Gaffney

Oral Communication Center Director

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Instructor: Tj Walker

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(19 reviews)

Recommended experience

Beginner level

To be successful in this course, no specific skills are required. The course is open to anyone looking to improve verbal communication skills.

What you'll learn

Express ideas clearly and persuasively

Engage audiences effectively

Deliver impactful presentations 

Develop effective speaking skills

Skills you'll gain

• Communication
• verbal communication
• Public Speaking

Details to know

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5 quizzes, 1 assignment

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There is 1 module in this course

Welcome to the " Verbal Communications and Presentation Skills" course! Effective communication skills are vital in both professional and personal spheres. Imagine the confidence and comfort you would feel when communicating with colleagues, bosses, customers, prospects, or clients. This course empowers you to develop the necessary skills to become a proficient communicator.

Designed with hyper-efficient methods, this course equips you with all the essential tools to interact confidently with customers, clients, colleagues, and bosses in today's modern workplace. Within just 90 minutes, you will grasp the basics of communication skills, ensuring that you never feel awkward or uncomfortable in professional settings again. Whether you are conducting a meeting on Skype video or delivering a keynote presentation, this course enables you to exude confidence and ease, as if you were conversing with your best friend. It is designed for anyone seeking to communicate confidently and clearly in all business and personal situations. To fully participate in this course, you will need a cell phone, tablet, or computer with a webcam. Additionally, a willingness to practice speaking and communicating via video is crucial for enhancing your verbal communication skills. Embrace this opportunity to become a compelling and influential communicator in every aspect of your life.

Verbal Communication and Presentation Skills

Communication skills are essential in business and in life. Imagine yourself feeling comfortable and confident anytime you have to communicate with colleagues, bosses, customers, prospects, or clients. You can quickly walk and talk like someone who has experienced communication skills. This verbal communication course will give you all the tools you need to interact with customers, clients, colleagues, and bosses in the modern workplace. The course is designed with hyper-efficient methods so that you can learn all communication skills basics in 90min.

What's included

19 videos 3 readings 5 quizzes 1 assignment

19 videos • Total 79 minutes

• Introduction to the course and the instructor • 0 minutes • Preview module
• Quick Wins! The Secret to Using Speaker Notes Effectively • 1 minute
• You Are In Great Company - Find Out Who • 2 minutes
• Never Waste Time Starting a Presentation Again • 1 minute
• You Will Be Motivating, Not Data Dumping • 4 minutes
• Good news, the problems we think we have, aren't real • 5 minutes
• Direct versus indirect communication • 2 minutes
• Your Stories Will Make Your Ideas Unforgettable • 6 minutes
• Your PowerPoint Will Create Engagement, Not Slumber • 6 minutes
• Building an Ethical Cheat Sheet Just for You • 5 minutes
• This Is The Do Or Die Moment For Your Speaking Improvement • 5 minutes
• There Is a Perfect Test for Your Speech Or Presentation • 4 minutes
• It's Easy to pass a Test when the Answer Is right in front of you • 4 minutes
• You Are Normal to Fear Communicating In Some Circumstances • 3 minutes
• The Power of the Positive • 5 minutes
• Debunking the Myth of Charisma • 2 minutes
• Never Fall for These Communication Gimmicks Again! • 5 minutes
• Tips on how to Get Over Nervousness and Being Scared • 8 minutes
• You have Now Mastered Basic and Beyond Communication Skills • 1 minute

3 readings • Total 30 minutes

• Welcome to the Course • 10 minutes
• Public Speaking Success by TJ Walker • 10 minutes
• Secret to Foolproof Presentations by TJ Walker • 10 minutes

5 quizzes • Total 150 minutes

• Beginning your communication skills journey • 30 minutes
• Refining and testing your verbal skills • 30 minutes
• Speech, presentation and testing • 30 minutes
• More fundamentals, power of positive and myths • 30 minutes
• Overcoming nervousness and beyond communication skills • 30 minutes

1 assignment • Total 60 minutes

• Final Assessment • 60 minutes

Instructor ratings

We asked all learners to give feedback on our instructors based on the quality of their teaching style.

Our purpose at Starweaver is to empower individuals and organizations with practical knowledge and skills for a rapidly transforming world. By collaborating with an extensive, global network of proven expert educators, we deliver engaging, information-rich learning experiences that work to revolutionize lives and careers. Committed to our belief that people are the most valuable asset, we focus on building capabilities to navigate ever evolving challenges in technology, business, and design.

Recommended if you're interested in Business Essentials

Alfaisal University | KLD

الاعتراف بالإيراد | Revenue Recognition

University of California San Diego

Communicating with the Public

تقييم واستحواذ الشركات | Valuing and Acquiring a Business

البطالة | Unemployment

Why people choose coursera for their career.

Learner reviews

Showing 3 of 19

Reviewed on Sep 21, 2023

T J Walker is a master. Course developed by him is to the point and uncovers the common misunderstanding we have about preparation for a good presentation.

Reviewed on Nov 3, 2023

I really have a lot of him I hope I will attend another course with him also I will be grateful if he receive my comment.

Reviewed on Nov 17, 2023

GENIUS EXCELLENT TEACHER AND CLASS! you will gain confidence!

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Frequently asked questions

When will i have access to the lectures and assignments.

Access to lectures and assignments depends on your type of enrollment. If you take a course in audit mode, you will be able to see most course materials for free. To access graded assignments and to earn a Certificate, you will need to purchase the Certificate experience, during or after your audit. If you don't see the audit option:

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What will I get if I purchase the Certificate?

When you purchase a Certificate you get access to all course materials, including graded assignments. Upon completing the course, your electronic Certificate will be added to your Accomplishments page - from there, you can print your Certificate or add it to your LinkedIn profile. If you only want to read and view the course content, you can audit the course for free.

What is the refund policy?

You will be eligible for a full refund until two weeks after your payment date, or (for courses that have just launched) until two weeks after the first session of the course begins, whichever is later. You cannot receive a refund once you’ve earned a Course Certificate, even if you complete the course within the two-week refund period. See our full refund policy Opens in a new tab .

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Types of communication

Ivan Andreev

Demand Generation & Capture Strategist, Valamis

January 19, 2021 · updated April 2, 2024

9 minute read

After reading this guide, you will better understand the four main types of communication: Verbal, non-verbal, written, and visual.

You will be able to use this information to improve your own communication and make sure that you are promoting effective communication skills within your organisation.

• Non-verbal communication
• Verbal communication
• Written communication
• Visual communication

4 Types of communication

While it is easy to think of communication as simply the verbal transmission of information from one person to another, it is so much more than that.

Communication ranges from non-verbal, such as a glance and raised eyebrows, to verbal, such as a change in pitch and tone. Let’s take an in-depth look at all the ways that we communicate with each other.

1. Non-verbal communication

It is interesting to note that non-verbal communication is used both intentionally and unintentionally.

Most people do not have perfect control over their facial expressions – we all have heard an unprofessional comment and raised our eyebrows in response, regardless of whether or not it was wise to do so.

By learning more about how we use non-verbal communication, you will be better able to master yours and ensure that you are conveying your message exactly the way you wish to.

Facial expressions

We often use facial expressions as a way to communicate that we are listening and engaged with the person speaking.

A smile, furrowed eyebrows, or a quizzical expression all convey information to the speaker about how you are responding to their conversation.

They work to help grease the conversation, keeping it going without having to interject verbally to confirm your continued interest.

If you have ever spoken to a stone-faced person, you will know how important facial expressions are in a conversation.

How you position yourself during a conversation is important.

If you angle yourself towards the person, with a relaxed and open posture, you invite them to engage with you more fully.

Leaning back, crossing arms, or turning away from the speaker conveys a very different message – and not a positive one.

Just as no one wants to have a conversation with the back of someone’s head, talking to someone with an extremely closed posture creates a more difficult and unpleasant conversation.

Gestures and physical touch

Depending on the person, and their country of origin, they may use gestures and physical touch a lot, or almost never. However, there is a lot of information conveyed in these actions.

A gentle touch on the arm can signal encouragement, while an overly strong handshake can be an act of dominance.

Someone fidgeting with their hands while talking to you about a problem can signal guilt or avoidance and using many grand gestures while presenting an idea could convey excitement or confidence.

Eye contact

We all know the importance of eye contact.

When someone is unable to maintain eye contact, we take this to mean that they are being untruthful, shifty, or not paying attention.

Being able to maintain eye contact while listening will ensure that the speaker knows that you are present and engaged.

While speaking, it shows that you are connecting with the listener, and in cases where you are delivering unpleasant news, is doubly important.

Being able to tell someone an unpleasant message while looking them directly in the eye shows that you respect them and are an honest and sincere person.

2. Verbal communication

When we speak, we are communicating much more than just the content of our words.

We are also using pitch and tone, as well as the level of formality we use to convey important subtext to the person we are speaking with.

By carefully choosing how we use each of these aspects, we can be sure that our message is received exactly as intended.

From greeting coworkers to leading a client pitch meeting to present in front of the entire company, verbal communication factors into our work lives in a massive way.

When speaking, our emotions can often come into play.

If we are angry, upset, or frustrated, our pitch might raise, conveying to the listener that we are experiencing a strong emotion.

This is not necessarily a bad thing, but being able to control it allows you to make sure that you are effectively communicating.

We all encounter situations that are frustrating or upsetting.

Allowing that to change our tone from calm and professional to curt, short, or rude is always a mistake.

Tone conveys a lot of information to the listener about how the speaker views them.

To build positive interpersonal relationships in an office environment, we should all endeavour to speak in a professional and respectful tone.

Of course, content is the most important part of verbal communication. What we say, and the words we choose to use, are crucial.

While most office communications tend to be more formal than, for example, meeting a friend for coffee, we should make sure that we leave space for personal chats and relationship building.

Think also about how technical your content is. If you are talking with developers about specific aspects of code, you should use different terms than when talking to the marketing team about new developments within the app.

3. Written communication

Effective communication by writing is a massively important skill, especially as more people are working remotely and keep in touch throughout the workday through Skype, Slack, or other digital mediums.

From a Slack message to an email to a customer to a new employee’s training guide, we write every day and it is crucial that we understand how to do so effectively.

In fact, as we increasingly rely on written communication, we are all faced with just how easy it is to create misunderstandings when using this medium.

Unclear messages, the information gone missing, or an incorrect understanding of tone or content are all problems that happen with written communication every day.

Sometimes the reader will misread the tone of a message because they are having a bad day, or just had a run-in with an unpleasant person.

No matter what, one important skill to have when relying on written communication is knowing when you need to stop using it. A simple call, in almost all cases, can solve these communication problems.

If you sense that there is a miscommunication happening, or just starting, nip it in the bud with a quick verbal chat and you’ll save a lot of time and frustration for all parties.

When writing, it is important to think about how you are presenting the information. Using paragraphs and line breaks are necessary.

Creating an impenetrable wall of text will disengage the reader – understanding and applying a proper structure will let the reader take in the information in digestible chunks.

Present your argument or thesis, take the time to back it up with clear proof, add in the relevant information to make sure that the reader understands the point fully, then close with a conclusion. 

It is a hard balance to strike between over or under explaining concepts. If you are writing instructions for a new employee, how detailed should you be?

Of course, this depends on the person, but over-explaining a little bit is much better than leaving the reader clueless.

Be thoughtful about your audience, what will they know and what do you need to explain in more detail? 

Written content tends to be a bit more formal than verbal.

Leave out the slang, use proper punctuation and spelling, and remember that anything written – especially in the digital age – will remain, even if you delete it.

Err on the side of professionalism every time you write something. Messages on Slack, for example, do not need to be written as formally as a cover letter, but they should be polite, professional, and well-written.

Be aware that written jokes can fall flat without the added context of tone or facial expressions.

4. Visual communication

Visual has become the most used type of communication, driven by social media, YouTube, and other platforms of the digital era.

As more and more people and organisations use these channels of communication, the more we are used to, and even dependent upon, using visual communication to stand out in a crowded platform.

Understanding that your visual communication must be in line with your brand and marketing, and knowing that there must be a developed and cohesive strategy for that, is crucial.

We rely heavily on visual communication.

There are many ways that visual communication, like charts, photographs, sketches, video, graphs, and even emojis and GIFs, can help improve the understanding of your message.

Think about how charts can bring data to life, making it much easier to understand than presenting a long stream of numbers, or how a sketch of a new UX is much more effective than a text description.

We rely on visuals to elevate our understanding of complex ideas.

While it is tempting to include visuals to add a bit of diversity and interest, you should consider what they bring to the table.

• Are they helpful?
• Are they necessary?
• Do they add to the overall message?

Not all communications need to have visuals added, and in some cases, they might detract from what you are trying to communicate.

You should endeavour to make sure that you are not adding fluff to your message, but rather strengthening your audience’s understanding of it.

As with all communications, make sure that you are meeting your audience where they are.

If you are presenting complex data, include the relevant descriptions, at the right technical level, so that your audience can follow.

Don’t use images that are graphic or could be upsetting, and remember the same rule applies to visual communication as does to writing: don’t create anything that you wouldn’t want to have associated with you in the future.

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Ace the Presentation

Improving Verbal and Written Communication Skills – An Easy Guide!

A successful career is a result of several factors. But, without a doubt, the communication skills that a person possesses make a difference when it comes to competing for better spots in the job market or the relationship and professional performance. 

Also, in addition to a good curriculum, professionals must have the ability to transmit their knowledge, engage teams and relate well with colleagues and customers. 

Language, whether written or spoken — or even that arising from non-verbal communication — is the most effective way of conveying ideas and information. Through it, we transmit to others our values ​​and purposes, our beliefs, and all the knowledge we have. 

We decided to talk about the importance of these communication skills for your career with that in mind. So, follow along and check it out!

Verbal and Written Communication Skills 

What is verbal communication .

Verbal communication is everything transmitted through words, whether in spoken or written form. 

You may have heard that oratory is one of the most in-demand skills in the job market. In many situations, we need to exchange information. For this, it is vital to know the elements of verbal communication to convey the right message in the best possible way. 

Did you know that one of the factors that most hinders effective communication is judgment? Yeah, and we are used to judging all the time.

4 Elements of Verbal Communication 

Have you ever wondered how communication is constituted? According to scholars of this type of language, verbal communication is divided into four elements that are necessary for a person to speak well in public:

1. Intonation 

Intonation is like the melody of a song. You’ve probably already noticed how two words can take on different meanings within a song if it’s romantic or agitated. 

Speech works this way, too, because the way you read or say a word is what differentiates its meaning. Therefore, you must convey the emotion you want to convey when speaking. 

Ideally, you fit your tone of voice into your situation. If you need to scold someone, it is necessary to do it more seriously, without joking around. 

But, if you are going to present work, you should do it pleasantly and smoothly to show people how interesting the subject in question is. 

When talking about a topic, try to imagine the situation behind the message. This is one way to improve your speaking voice. 

For example, in a project presentation, to try to get promoted, you should not use a low intonation, as this can affect your credibility. Position yourself confidently and speak with higher intonation.

Did you feel nervous when it came time to introduce yourself, and did you start talking too fast to finish the presentation? Or did the fear of forgetting something and “stumbling over” the words cause you to speak too slowly? 

Did you identify with any of the examples mentioned above? If yes, this is not a good sign. Speech too fast makes you lose your voice, and the person listening to you gets tired. On the other hand, excessive pausing speech does not hold the public’s interest, causing disinterest in the listening public. 

To improve your presentation, the words must gain a more constant rhythm. Therefore, you must know the right moment to use the pause. 

The pause is responsible for helping you keep the rhythm, improve your diction, increase the audience’s understanding and provide more logic and elegance to your speech. 

So take short breaks without giving the other time to look away. Remember that you must articulate your voice and draw other people’s attention to your speech. 

In this case, you pause, with a little more time, so that the audience focuses attention and interest in what you are going to say next.

3. Diction 

Diction is one of the essential elements in verbal communication, as it is the part of your language responsible for articulating words clearly and comprehensively. 

Often the lack of resourcefulness with words is a problem in speech – related to diction – that people carry since childhood. 

If you ask yourself, “How to improve diction?” know that a very efficient form of treatment is with speech therapists. 

Did you know that knowing how to articulate words the right way can even change the way people treat you? When you speak clearly, people are more interested in paying attention to you.

4. Emphasis 

Emphasis makes all the difference in your speech. Along with intonation, this element makes the audience better understand your intention with a particular message. 

If you want to highlight positive or opposing points of a particular situation, use emphasis. In this way, people will be able to absorb what has been proposed more easily.

Tips for Improving Verbal Communication Skills 

1. be an active listener .

Even if you are a great listener, I guarantee there are still some areas where you can improve. A great way to find your weaknesses is to look at the active listening model. 

There is no single model, but your search will yield the same ideas, including: 

• Pay attention when someone has something to say; 
• Ask open-ended questions so you can get an idea of ​​what they want; 
• Request clarification on anything you are not sure about; 
• Paraphrase what they said and repeat it to them to make sure you understand them correctly; 
• Be in tune with their feelings and yours to ensure everyone’s needs are met; 

2. Talk about your thoughts and ideas 

Just as it is essential to understand what others are saying, be sure to express your own needs. No one will know if you don’t tell them, right? 

This communication skill is critical if you’re a leader because what you say lays the groundwork for your team to follow. If you are an open and honest communicator, you will be setting an example for everyone else to do the same. 

3. Do not make assumptions 

It can be easy to assume that you know what someone else wants. But this is a significant cause of misunderstanding – and one reason why misunderstandings can turn into conflict. 

This is important because what we say is not always accurately represent what we want. Especially in a difficult situation, or where it’s easy to get overwhelmed or embarrassed, it’s common for us to try to disguise or hide our real needs. 

When you ask questions, listen carefully to the answers and repeat what you think you understand from their speech. You will be playing a significant role in minimizing misunderstandings and reducing the risk of conflict. 

Like that famous quote by George Bernard Shaw: “The greatest problem in communication is the illusion that it has happened.”

4. Practice self-awareness

People with advanced communication skills have a solid grip on their own emotions. They know how to control them when they’re upset or overexcited and won’t let them take control of the conversation or cause unnecessary drama. 

It’s essential to keep your balance when reacting to something you don’t like. If you feel your heart pounding or your face getting hot, try to find some alone time where you can calm down. 

Another important part of self-awareness is admitting when you’re wrong. It may seem like a massive blow to your ego, but believe me – you will likely find that by admitting your mistakes and trying your best to stop them from moving forward, you will build respect and integrity in the eyes of your loved ones and colleagues.

5. Don’t be accusatory when raising an issue 

Difficult situations are about to happen. Even if you feel like someone has done something completely wrong, remain calm during the discussion. 

If you start the conversation with an accusation that something is their fault, it’s practically an invitation to a fight. Our natural reaction to the accusation is defensive, and nothing good comes out of this conversation. 

Instead of telling the team member, “You’re always late for meetings,” try something like, “I see on your attendance sheet that you’ve been late twice this week. It’s all right?” 

THE IMPORTANCE OF HAVING A GOOD VERBAL EXPRESSION

Verbal expression is an essential attribute for anyone who wants to be a good manager and develop in the job market. After all, those who want to stand out in their careers must know how to communicate their ideas in an objective and accessible way while still provoking identification in the listener. 

Written Verbal Communication 

All information passed through media such as newspapers, magazines, and messaging apps encompasses written verbal communication.

Written communication requires a lot of attention since the receiver of the message is not present at the time of writing.  

Thus, the message sender needs to know the rules of spelling and punctuation marks to understand the message better. 

The communication channel between sender and receiver must be unambiguous for the message to arrive. After all, a sentence with the wrong punctuation can take on another meaning.

Tips for Improving Written Communication Skills

1. be clear on concepts .

As Albert Einstein would say: “If you can’t explain a concept to a six-year-old, it’s because you don’t understand it.”  Before you start writing, take a moment to try to explain the concept to the 6-year-old in your head (we all have one, right?).  

If your writing has a purpose, ask yourself what the expected result is. Have a definite and clear purpose. Now apply it.

2. Make the message less complex 

It doesn’t take much thought organization to compose a “normal” text message; however, if you’re writing something more complex, organize all your ideas before writing. 

Outlining, or even writing a few quick notes about the topics you want to cover, can save you a lot of time in the future. And speaking of questions…

3. Anticipate reader questions 

Put yourself in your readers’ shoes. Do they have the necessary knowledge about the subject they will write about? If you don’t think so, you will have to fill in the blanks.

4. Don’t explain too much 

If you take the time to organize your thoughts in advance, it will be easier to keep things simple. The idea is to give readers enough so that they understand what you want to convey without having to overload them with trivial information. If you feel that you are putting in more details to get the message across to your reader, ask yourself if these are essential. If not, get rid of them.

5. Use Simple Words 

John Grisham – bestselling author – stated: “There are three types of words: (1) words we know;  (2) words we should know;  (3) words no one knows. Forget those in the third category and use those in the second sparingly.” 

There is a difference between having a rich vocabulary and using the well-known “face words” to show off. Unless you intend to write poetry, keep your language straightforward.

6. Read aloud 

And speaking of flow, reading what you’ve written aloud can help you see if your writing flows naturally. If you have too many stops, try adding a few long sentences to break the monotony. 

If, on the other hand, you find a sentence where you spend too much time without ever concluding, then you have probably seen an overly complex sentence that needs to be rewritten. 

Reading the work aloud always works!

7. Put your personality into the writing 

At all times, except the most formal and professional, be genuine when writing.

THE IMPORTANCE OF HAVING A GOOD WRITTEN EXPRESSION 

Having an excellent written expression is essential in the corporate environment, as it allows the recording of information in reports, regulations, and communications, among others. However, for these documents to be truly effective and promote understanding, it is necessary to pay attention to the quality of the messages.

10 Traits of a Great Conversation

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The 7 Best Apps For Developing Communication Skills

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Conclusion 

Verbal communication is passing or exchanging information through written or spoken language. Despite the tremendous technological advances, Verbal Communication is still the most used to pass on information, especially in interpersonal relationships.

Reference and Further Reading 

Categories of Communication. Skills you need.

9 Ways to Improve Written and Verbal Communication Skills. AcethePresentation.

12 Body Language Mistakes to Avoid During a Presentation. AcethePresentation

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4.2: Verbal and Written Communication Strategies

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Learning Objectives

• Explain the concept of emotional intelligence.
• Describe the four types of communication in the workplace.
• Explain the various communication styles and identify your own style.

Communication, as you see in our opening scenario, is key to any successful career. While communication is likely discussed in several of your other classes, it should also be addressed in a human relations book, since much of what we do at work is based on effective communication.

How many times do miscommunications happen on a daily basis, either in your personal life or at your job? The good news is that we can all get better at communication. The first thing we need to do is learn how we can better communicate with others. Then we will want to look at our own communication style and compare that with other styles. Have you ever spoken with someone you just didn’t “get”? It is probably because you have different communication styles. Body language is also a key contributor to communication; in fact, as was suggested in the late 1960s by researcher Albert Mehrabian, body language makes up 93 percent of our communication. [1]

One of the most important aspects of good communication is emotional intelligence (EI). Emotional intelligence , as we discussed in Chapter 2 is the ability to know and manage our emotions, motivate ourselves, understand others’ emotions, and manage relationships. Without EI, it would be impossible to effectively communicate with people.

Communication Directions

In addition to the communication that occurs within organizations, each of us has our own individual communication style. Many organizations give tests that may indicate their candidate’s preferred style, providing information on the best job fit.

As you already know, communication in companies is key to having a successful organization. Of course, learning how to communicate better, as a result, is the cornerstone of a successful career. Likewise, understanding how companies communicate with employees can result in employees who are more loyal and motivated.

Those that don’t communicate well, though, see increased turnover, absenteeism, dissatisfied customers, higher product defect rates, lack of focus on business objectives, and lack of innovation. [2]

Four main types of communications occur within a company: upward communication, downward communication, diagonal communication, and horizontal communication. Each type of communication can serve a different purpose in human resources, and many messages may be sent in a variety of ways.

Upward communication is when the lower levels of an organization communicate with the upper levels of an organization. Some examples might be an employee satisfaction survey using online survey tools such as SurveyMonkey. These kinds of tools can be used to determine the changes that should occur in a company. Oftentimes human resource departments may develop a survey such as this to find out how satisfied the employees are with things such as benefits. Then the organization can make changes based on the satisfaction level of the employees. Employees might also engage in upward communication in a given work situation. They might tell their manager their plate is full and they can’t take on any new projects. This is considered upward communication, too.

Downward communication is the opposite of upward communication, in that the communication occurs from the upper levels of an organization down to the lower levels of the organization. A manager explaining how to do a task to an employee would be considered downward communication. Development of training programs to communicate safety in the organization might be another example. A change in a pay or bonus structure would be communicated using the downward approach as well.

A diagonal communication approach occurs when interdepartmental communication occurs with people at different levels of the organization. When the human resources assistant speaks with the marketing manager about the hiring of a new employee in marketing, this would be considered diagonal communication.

Horizontal communication occurs when people of the same level in an organization—for example, a marketing manager and a human resource manager, communicate usually to coordinate work between departments. An accounting manager might share information with a production manager so the production manager knows how much budget they have left.

Within all the communication methods we discussed, there are a variety of approaches. Of course, the most obvious is the informal communication that occurs. An e-mail may be sent or a phone call made. Meetings are another way to communicate information. Companies can also use more formal means to communicate. A blog would be an example. Many companies use blogs to communicate information such as financial numbers, changes to policy, and other “state of the business” information. This type of information is often downward communication. However, blogs are not just for upper management anymore. Companies are using microblogs more and more to ensure that people in various departments stay connected with each other, especially when tasks tend to be very interdependent.

Companies also use social networking sites, such as Twitter and Facebook, to keep in touch. For example, Alcatel-Lucent, a 77,000-employee telecommunications company in Europe, found that using social media keeps a large number of employees connected and tends to be a low or no-cost method of communicating. Rather than sending e-mail to their employees telling them to expect updates via these methods, the news is spread via word of mouth as most of the employees blog or use Facebook or other social media to communicate. In fact, Alcatel-Lucent has over eight hundred groups in its system, ranging from business related to ones social in nature. [3] Use of this type of technology can result in upward, downward, horizontal, and diagonal communication all at once.

Companies also use intranets to communicate information to their employees. An intranet is an internal website, meaning that others generally cannot log in and see information there. The intranet may include information on pay and vacation time as well as recent happenings, awards, and achievements. No matter how the company chooses to communicate with you, understanding these varieties of methods can help make you a better employee. Now that we have discussed communication from the company perspective, we should discuss communication from the personal perspective.

Communication Styles

Our communication styles can determine how well we communicate with others, how well we are understood, and even how well we get along with others. As you can imagine, our personality types and our communication styles are very similar. Keep in mind, though, that no one person is “always” one style. We can change our style depending on the situation. The more we can understand our own dominant communication style and pinpoint the styles of others, the better we can communicate. The styles are expresser, driver, relater, and analytical. Let’s discuss each of these styles next.

People with an expresser communication style tend to get excited. They like challenges and rely heavily on hunches and feelings. Depending on the type of business, this can be a downfall as sometimes hard data should be used for decision-making purposes. These people are easily recognized because they don’t like too many facts or boring explanations and tend to be antsy if they feel their time is being wasted.

People with a driver style like to have their own way and tend to be decisive. They have strong viewpoints, which they are not afraid to share with others. They like to take charge in their jobs but also in the way they communicate. Drivers usually get right to the point and not waste time with small talk.

People with a relater style like positive attention and want to be regarded warmly. They want others to care about them and treat them well. Because relaters value friendships, a good way to communicate well with them is to create a communication environment where they can feel close to others.

People with an analytical communication style will ask a lot of questions and behave methodically. They don’t like to be pressured to make a decision and prefer to be structured. They are easily recognized by the high number of questions they ask.

Let’s discuss an example of how these communication styles might interact. Let’s assume an analytical communicator and a relater are beginning a meeting where the purpose is to develop a project timeline. The analytical communicator will be focused on the timeline and not necessarily the rapport building that the relater would be focused on. The conversation might go something like this:

How do these two personality styles walk away from this conversation? First, the relater may feel ignored or rejected, because the analytical communicator didn’t want to discuss weekend details. The analytical communicator may feel annoyed that the relater is wasting time talking about personal things when they have a goal to set a project timeline. These types of small miscommunications in business are what can create low morale, absenteeism, and other workplace issues. Understanding which style we tend to use can be the key in determining how we communicate with others. Here is another, personal example of these communication styles and how a conversation might go:

In this situation, you can see that the expresser is just excited about the trip and brings up the conversation as such. The driver has a tendency to be competitive and wants to win, hence his willingness to get there Thursday before everyone else. The expresser, on the other hand, tried to sell his ideas and didn’t get the feedback he felt he deserved for planning the trip, which made the communication start to go south.

In addition to our communication personalities, people tend to communicate based on one of three styles. First, a passive communicator tends to put the rights of others before his or her own. Passive communicators tend to be apologetic or sound tentative when they speak. They do not speak up if they feel like they are being wronged.

An aggressive communicator , on the other hand, will come across as standing up for his or her rights while possibly violating the rights of others. This person tends to communicate in a way that tells others they don’t matter or their feelings don’t matter.

An assertive communicator respects his rights and the rights of others when communicating. This person tends to be direct but not insulting or offensive. The assertive communicator stands up for his or her own rights but makes sure the rights of others aren’t affected.

Have you heard of a passive-aggressive communicator? This person tends to be passive but later aggressive by perhaps making negative comments about others or making snide or underhanded comments. This person might express his or her negative feelings in an indirect way instead of being direct. For example, you are trying to complete a project for a client and the deadline is three days away. You and your team are working frantically to finish. You ask one of your employees to come into work on Saturday morning to finish up the loose ends so the project will be ready to present to the client on Monday. Your employee agrees, but when you show up on Monday, the project isn’t ready to present. You find out that this person had plans on Saturday but wasn’t direct with you about this. So the project didn’t get completed, and you had to change the appointment with the client. Later, you also find out that this employee was complaining to everyone else that you had asked her to come in on Saturday. As you can see from this example, passive-aggressive behavior doesn’t benefit anyone. The employee should have been direct and simply said, “I can’t come in on Saturday, but I can come in Sunday or work late Friday night.” Ideally, we want to be assertive communicators, as this shows our own self-esteem but at the same time respects others and isn’t misleading to others, either.

When dealing with someone who exhibits passive-aggressive behavior, it is best to just be direct with them. Tell that person you would rather she be direct than not show up. Oftentimes passive-aggressive people try to play the martyr or the victim. Do not allow such people to press your buttons and get you to feel sorry for them. This gives them control and can allow them to take advantage.

Listening is obviously an important part of communication. There are three main types of listening. Competitive or combative listening happens when we are focused on sharing our own point of view instead of listening to someone else. In passive listening , we are interesting in hearing the other person and assume we hear and understand what the person says correctly without verifying. In active listening , we are interested in what the other person has to say and we are active in checking our understanding with the speaker. For example, we may restate what the person has said and then verify our understanding is correct. The feedback process is the main difference between passive listening and active listening.

Source: Steil, L., Barker, L., & Watson, K. (n.d.). SIER hierarchy of active listening. Provenmodels, accessed August 1, 2011, http://www.provenmodels.com/554 .

Written Communication

Besides verbal communication, much of our communication at work may happen in the written form, such as e-mail. When using e-mail as a communication tool, we should consider the four Cs:

• Complete . We want to make sure that all facts are included in the e-mail. When responding to an e-mail, also make sure all questions have been answered.
• Concise . Try to make e-mails as concise as possible. If your e-mail becomes long, it may be better to have a personal conversation rather than an e-mail to make sure the message gets across in the appropriate way.
• Correct . Be sure to check e-mail, grammar, and spelling. E-mails should always have a greeting, body, and closing.
• Clear . Is your writing easy to understand? Does it flow well?

When considering the four Cs, we also want to consider the following e-mail tips:

• Make sure the subject line is descriptive.
• Use upper and lower case letters. Using all uppercase would be like shouting your message.
• Do not use the “reply all” function if it isn't necessary.
• Make sure to sign your e-mail.
• Before sending, always reread your message to make sure you are conveying your message clearly.
• Do not send e-mails when you are angry or upset. Use a twenty-four-hour rule before replying to an e-mail that gave you this type of emotional response.
• Try to avoid “text message” writing in e-mails—for example, shortening of words such as LMK (let me know).
• Do not forward jokes.
• Limit your use of emoticons.

email do's and don't

Video \(\PageIndex{1}\): https://www.youtube.com/watch?v=aRE-uciREO4

When sending e-mails we want to consider the four Cs: complete, concise, correct, and clear.

Following these e-mail tips will ensure your communication is clear and concise. It saves time, in the long run, to spend time writing a good e-mail rather than trying to e-mail back and forth with someone who did not understand your message the first time.

One of the challenges of written communication is the inability to see the receiver's reaction to your e-mail. In other words, e-mail does not allow us to see the nonverbal responses from our receivers. The nonverbal aspects of communication will be the next topic in this chapter.

Key Takeaways

• Emotional intelligence can be improved over time, unlike IQ, which stays stable throughout life.
• Emotional intelligence includes knowing and managing your emotions, motivating yourself, recognizing and understanding other people’s emotions, and managing relationships.
• There are four types of communication at work: downward, upward, horizontal, and diagonal . All types of communication can happen at once, especially with the use of blogs and social networking sites.
• Companies that use good communication tend to have less turnover and less absenteeism.
• There are four main types of communication styles: expresser, driver, relater, and analytical . The better we can understand our own style of communication and the communication styles of others, the easier it will be to communicate with them.
• Passive, aggressive, and passive-aggressive behaviors are not healthy ways of communicating. Assertive behavior, on the other hand, respects one’s own rights and the rights of others.
• Nonverbal communication is one of the most important tools we can use to communicate how we feel. Watching others’ body language can give us signals as to how they may really feel.
• Listening is also an important part of communication. Active listening occurs when we are interested in what the other person has to say, and we check with the speaker to make sure we understand what they have said. Competitive or combative listening is when we are focused on sharing our own point of view. Passive listening is when we listen to someone but do not verify that we understand what someone is saying.
• When sending e-mails, follow the four Cs: complete, concise, correct and clear.

Exercises \(\PageIndex{1}\)

Learn more about your EI by going to http://www.queendom.com/tests/access...idRegTest=1121 and taking the test. Then answer the following questions:

• What did the test say about your EI?
• What are some things you can do to improve your EI? What strategies might you use to improve your EI?
• Which communication style, the expresser, driver, relater, or analytical, do you typically use? How can you get better at understanding other people’s style and get comfortable communicating in their style?
• Do you tend to be passive, assertive, or aggressive? Give an example of when you used each style and discuss the result.
• Mehrabian, A., & Ferris, S. R. (1967). Inference of attitudes from nonverbal communication in two channels, Journal of Consulting Psychology 31(3): 248–58.
• Business Performance. (n.d.). Effective communication in the workplace, accessed July 19, 2010, www.businessperform.com/workp...unication.html.
• Gaudin, S. (n.d.). Alcatel-Lucent gets social with company communication. Computerworld, accessed July 19, 2010, www.computerworld.com/s/artic...ommunication?t axonomyId=209&page Number=3.

• INTERPERSONAL SKILLS
• Communication Skills

What is Communication?

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Interpersonal Skills:

• A - Z List of Interpersonal Skills
• Interpersonal Skills Self-Assessment
• Interpersonal Communication Skills
• Tips for Effective Interpersonal Communication
• Principles of Communication
• Barriers to Effective Communication
• Avoiding Common Communication Mistakes
• Social Skills
• Getting Social Online
• Giving and Receiving Feedback
• Improving Communication
• Interview Skills
• Telephone Interviews
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• Active Listening
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• Non-Verbal Communication
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• Conversational Skills
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• Conversation Tips for Getting What You Want
• Giving a Speech
• Questioning Skills and Techniques
• Types of Question
• Clarification
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• Decision-Making and Problem-Solving
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The SkillsYouNeed Guide to Interpersonal Skills

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Communication is simply the act of transferring information from one place, person or group to another.

Every communication involves (at least) one sender, a message and a recipient. This may sound simple, but communication is actually a very complex subject.

The transmission of the message from sender to recipient can be affected by a huge range of things. These include our emotions, the cultural situation, the medium used to communicate, and even our location. The complexity is why good communication skills are considered so desirable by employers around the world: accurate, effective and unambiguous communication is actually extremely hard.

This page explains more about what we mean by ‘ communication ’.

Defining Communication

communication , n . The imparting or exchanging of information by speaking, writing, or using some other medium. …The successful conveying or sharing of ideas and feelings.

Oxford English Dictionary

As this definition makes clear, communication is more than simply the transmission of information. The term requires an element of success in transmitting or imparting a message, whether information, ideas, or emotions.

A communication therefore has three parts: the sender, the message, and the recipient.

The sender ‘encodes’ the message, usually in a mixture of words and non-verbal communication. It is transmitted in some way (for example, in speech or writing), and the recipient ‘decodes’ it.

Of course, there may be more than one recipient, and the complexity of communication means that each one may receive a slightly different message. Two people may read very different things into the choice of words and/or body language. It is also possible that neither of them will have quite the same understanding as the sender.

In face-to-face communication, the roles of the sender and recipient are not distinct. The two roles will pass back and forwards between two people talking. Both parties communicate with each other, even if in very subtle ways such as through eye-contact (or lack of) and general body language. In written communication, however, the sender and recipient are more distinct.

Categories of Communication

There are a wide range of ways in which we communicate and more than one may be occurring at any given time.

The different categories of communication include:

Spoken or Verbal Communication , which includes face-to-face, telephone, radio or television and other media.

Non-Verbal Communication , covering body language, gestures, how we dress or act, where we stand, and even our scent. There are many subtle ways that we communicate (perhaps even unintentionally) with others. For example, the tone of voice can give clues to mood or emotional state, whilst hand signals or gestures can add to a spoken message.

Written Communication : which includes letters, e-mails, social media, books, magazines, the Internet and other media. Until recent times, a relatively small number of writers and publishers were very powerful when it came to communicating the written word. Today, we can all write and publish our ideas online, which has led to an explosion of information and communication possibilities.

Visualizations : graphs and charts , maps, logos and other visualizations can all communicate messages.

The desired outcome or goal of any communication process is mutual understanding.

The Communication Process

A message or communication is sent by the sender through a communication channel to a receiver, or to multiple receivers.

The sender must encode the message (the information being conveyed) into a form that is appropriate to the communication channel, and the receiver(s) then decodes the message to understand its meaning and significance.

Misunderstanding can occur at any stage of the communication process.

Effective communication involves minimising potential misunderstanding and overcoming any barriers to communication at each stage in the communication process.

See our page: Barriers to Effective Communication for more information.

An effective communicator understands their audience , chooses an appropriate communication channel, hones their message to this channel and encodes the message to reduce misunderstanding by the receiver(s). 

They will also seek out feedback from the receiver(s) as to how the message is understood and attempt to correct any misunderstanding or confusion as soon as possible.

Receivers can use techniques such as Clarification and Reflection as effective ways to ensure that the message sent has been understood correctly.

Communication Channels

Communication channels is the term given to the way in which we communicate. It is therefore the method used to transmit our message to a recipient, or to receive a message from someone else.

There are multiple communication channels available to us today. These include face-to-face conversations, telephone calls, text messages, email, the Internet (including social media such as Facebook and Twitter), radio and TV, written letters, brochures and reports.

Choosing an appropriate communication channel is vital for effective communication. Each communication channel has different strengths and weaknesses.

For example, broadcasting news of an upcoming event via a written letter might convey the message clearly to one or two individuals. It will not, however, be a time- or cost-effective way to broadcast the message to a large number of people.  On the other hand, conveying complex, technical information is easier via a printed document than a spoken message. The recipients are able to assimilate the information at their own pace and revisit anything that they do not fully understand.

Written communication is also useful as a way of recording what has been said, for example by taking minutes in a meeting.

See our pages: Note Taking and How to Conduct a Meeting for more.

Encoding Messages

All messages must be encoded into a form that can be conveyed by the communication channel chosen for the message.

We all do this every day when transferring abstract thoughts into spoken words or a written form. However, other communication channels require different forms of encoding, e.g. text written for a report will not work well if broadcast via a radio programme, and the short, abbreviated text used in text messages would be inappropriate in a letter or in speech.

Complex data may be best communicated using a graph, chart or other visualisation.

Effective communicators encode their messages so that they fit both the channel and the intended audience. They  use appropriate language, conveying the information simply and clearly. They also anticipate and eliminate likely causes of confusion and misunderstanding. They are generally aware of the recipients’ experience in decoding similar communications.

Successful encoding of messages for the audience and channel is a vital skill in effective communication.

You may find our page The Importance of Plain English helpful.

Decoding Messages

Once received, the recipient needs to decode the message. Successful decoding is also a vital communication skill.

People will decode and understand messages in different ways.

This will depend on their experience and understanding of the context of the message, how well they know the sender, their psychological state and how they feel, and the time and place of receipt. They may also be affected by any Barriers to Communication which might be present.

There are therefore a wide range of factors that will affect decoding and understanding.

Successful communicators understand how the message will be decoded, and anticipate and remove as many as possible of the potential sources of misunderstanding.

The final part of a communication is feedback: the recipient lets the sender know that they have received and understood the message.

Recipients of messages are likely to provide feedback on how they have understood the messages through both verbal and non-verbal reactions. Effective communicators pay close attention to this feedback as it is the only way to assess whether the message has been understood as intended, and it allows any confusion to be corrected.

Bear in mind that the extent and form of feedback will vary with the communication channel. Feedback during a face-to-face or telephone conversation will be immediate and direct, whilst feedback to messages conveyed via TV or radio will be indirect and may be delayed, or even conveyed through other media such as the Internet.

Effective communicators pay close attention to this feedback as it is the only way to assess whether the message has been understood as intended, and it allows any confusion to be corrected.

You can always ask!

You may be unsure if a message has been successfully received and decoded, especially if you do not get much feedback from the recipient. If so, you can always ask!

A quick question is a good start, for example:

“ Is that OK? ” or “ Are you clear about that? ”

If you want more detailed feedback or to check that the recipient has really understood, you might say something like:

“ So, let’s just run over that one more time. I think I am going to do x, and you are going to do y. Is that your understanding too? ”

More on feedback: see our pages on Reflection , Clarification and Giving and Receiving Feedback .

Further Reading from Skills You Need

Our Communication Skills eBooks

Learn more about the key communication skills you need to be an effective communicator.

Our eBooks are ideal for anyone who wants to learn about or develop their communication skills, and are full of easy-to-follow practical information and exercises.

Being able to communicate effectively is the most important of all life skills.

Understanding is the first step to improvement

Understanding more about communication and how it works is the first step to improving your communication skills. A good understanding of the process, and how it operates, will help you to become better at encoding and decoding messages.

Continue to: Principles of Communication Interpersonal Communication Skills

See also: Intercultural Communication Skills Effective Speaking Improving Communication

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Chapter 6: Electronic Written Communication

Learning objectives.

2. ENL1813 Course Learning Requirement 1: Plan, write, revise, and edit short documents and messages that are organized, complete, and tailored to specific audiences.

i. Format and write documents and messages such as emails (H1.4, I1.4) ii. Utilize a variety of document formats (B1.3)

3. ENL1813 Course Learning Requirement 7: Select and use common, basic information technology tools to support communication. (A7, B7, H7, M7, S7, T7)

i. Use word processing software to write short documents and routine correspondence (H7.3, M7.3, S7.3, T7.3)

4. Discuss emerging netiquette standards in social media used for professional purposes.

5. Use rapid electronic communication channels such as texting and instant messaging in a professional manner.

We begin our applied-writing unit with electronic channels because they are by far the most popular both for personal and business use. The fact that most students in college have grown up with these channels and now have years of experience using even the newest of them gives them the advantage of familiarity. With that comfort, however, may also come years of bad habits deeply rooted in the development of those skills for personal distraction and social ends. This chapter will attempt to provide those students a reset button to help professionalize those communication skills. Email deserves a close look because it is the most widespread and established of the electronic forms. Since so much of our lives are wrapped up in electronic interaction, reviewing the netiquette principles established at the outset of the electronic communications revolution can actually help us move forward as we look at the newest and fastest communication channels, texting and instant messaging.

• 6.1: Emailing
• 6.2: Netiquette and Social Media
• 6.3: Texting and Instant Messaging

Communication at Work Copyright © 2019 by Jordan Smith is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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Business Writing in Action

Learning objectives.

By the end of this section, you will be able to:

• Describe the fifteen parts of a standard business letter.
• Access sample business letters and write a sample business letter.

Letters are brief messages sent to recipients that are often outside the organization (Bovee & Thill, 2010).They are often printed on letterhead paper, and represent the business or organization in one or two pages. Shorter messages may include e-mails or memos, either hard copy or electronic, while reports tend to be three or more pages in length.

While e-mail and text messages may be used more frequently today, the effective business letter remains a common form of written communication. It can serve to introduce you to a potential employer, announce a product or service, or even serve to communicate feelings and emotions. We’ll examine the basic outline of a letter and then focus on specific products or writing assignments.

All writing assignments have expectations in terms of language and format. The audience or reader may have their own idea of what constitutes a specific type of letter, and your organization may have its own format and requirements. This chapter outlines common elements across letters, and attention should be directed to the expectations associated with your particular writing assignment. There are many types of letters, and many adaptations in terms of form and content, but in this chapter, we discuss the fifteen elements of a traditional block-style letter.

Letters may serve to introduce your skills and qualifications to prospective employers, deliver important or specific information, or serve as documentation of an event or decision. Regardless of the type of letter you need to write, it can contain up to fifteen elements in five areas. While you may not use all the elements in every case or context, they are listed in Table 13.1 “Elements of a Business Letter”.

Table 13.1 Elements of a Business Letter

Strategies for Effective Letters

Remember that a letter has five main areas:

• The heading, which establishes the sender, often including address and date
• The introduction, which establishes the purpose
• The body, which articulates the message
• The conclusion, which restates the main point and may include a call to action
• The signature line, which sometimes includes the contact information

A sample letter is shown in Figure 13.5 “Sample Business Letter”.

Figure 13.5 Sample Business Letter

Always remember that letters represent you and your company in your absence. In order to communicate effectively and project a positive image,

• be clear, concise, specific, and respectful;
• each word should contribute to your purpose;
• each paragraph should focus on one idea;
• the parts of the letter should form a complete message;
• the letter should be free of errors.

Key Takeaways

• Letters are brief, print messages often used externally to inform or persuade customers, vendors, or the public.
• A letter has fifteen parts, each fulfilling a specific function.

1. Create a draft letter introducing a product or service to a new client. Post and share with classmates.

2. Find a business letter (for example, an offer you received from a credit card company or a solicitation for a donation) and share it with your classmates. Look for common elements and points of difference.

3. Now that you have reviewed a sample letter, and learned about the five areas and fifteen basic parts of any business letter, write a business letter that informs a prospective client or customer of a new product or service.

Privacy Policy

• Create an email message
• Suggested recipients
• Use @mentions
• Create a signature
• Add attachments
• Check spelling
• Add a reaction
• Out of office replies
• Delay or schedule
• Recall a message
• Automatic forwarding
• Read receipt
• Save a file or draft
• Change display name
• Create a folder
• Use inbox rules
• Conditional formatting
• Use Favorites
• Custom views
• Message font size
• Message list view
• Focused Inbox
• View as conversations
• Filter and sort messages
• Number of messages
• Chat with recipients
• Share an email
• Status in Outlook
• Phishing and suspicious behavior
• Blocked senders
• Protected messages
• Open a protected message
• More to explore

Create and add an email signature in Outlook

In Outlook, you can create one or more personalized signatures for your email messages. Your signature can include text, links, pictures, and images (such as your handwritten signature or a logo).

Note:  If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select Classic Outlook  and follow those steps instead.

Create and add an email signature

On the View tab, select   View Settings . 

Select Accounts > Signatures .

Select    New signature , then give it a distinct name.

In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want.

Select Save when you're done.

With your new signature selected from the list above the editing box, go to  Select default signatures and choose whether to apply the signature to new messages and to replies and forwards.

Select Save again.

Note:  If you have a Microsoft account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in both products.

Create your signature and choose when Outlook adds a signature to your messages

If you want to watch how it's done, you can go directly to  the video below .

Open a new email message.

Under Select signature to edit , choose New , and in the New Signature dialog box, type a name for the signature.

Under Edit signature , compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to create and format your signature text, then copy and paste it into the Edit signature box. You can also use a pre-designed template  to create your signature. Download the templates in Word, customize with your personal information, and then copy and paste into the Edit signature box. 

You can add links and images to your email signature, change fonts and colors, and justify the text using the mini formatting bar under Edit signature .

You can also add social media icons and links in your signature or customize one of our pre-designed temlates. For more information, see Create a signature from a template .

To add images to your signature, see Add a logo or image to your signature .

Under Choose default signature , set the following options. 

In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.

You can have a signature automatically added to all new messages. Go to in the New messages drop-down box and select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This option does not add a signature to any messages you reply to or forward. 

You can select to have your signature automatically appear in reply and forward messages. In the  Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none). 

Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

Add a logo or image to your signature

If you have a company logo or an image to add to your signature, use the following steps.

Open a new message and then select Signature > Signatures .

In the Select signature to edit box, choose the signature you want to add a logo or image to.

To resize your image, right-click the image, then choose Picture . Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.

When you're done, select OK , then select OK again to save the changes to your signature.

Insert a signature manually

If you don't choose to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.

In your email message, on the Message tab, select Signature .

Choose your signature from the fly-out menu that appears. If you have more than one signature, you can select any of the signatures you've created.

See how it's done

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Note:  Outlook on the web is the web version of Outlook for business users with a work or school account.

Automatically add a signature to a message

You can create an email signature that you can add automatically to all outgoing messages or add manually to specific ones.

Select Settings   at the top of the page.

Select Mail >  Compose and reply .

Under Email signature , type your signature and use the available formatting options to change its appearance.

Select the default signature for new messages and replies.

Manually add your signature to a new message

If you've created a signature but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

In a new message or reply, type your message.

If you created multiple signatures, choose the signature you want to use for your new message or reply.

When your email message is ready, choose Send .

Note:  Outlook.com is the web version of Outlook for users signing in with a personal Microsoft account such as an Outlook.com or Hotmail.com account.

Related articles

Create and add an email signature in Outlook for Mac

Create an email signature from a template

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