ADMINISTRATIVE COMMUNICATION POINTERS

1. Effective Communication:
Definition- Effective Communication is defined as the ability to convey information to another
effectively and efficiently. Business managers with good verbal, nonverbal and written
communication skills help facilitate the sharing of information between people within a company
for its commercial benefit.
Principles-
(1) Principle of Clarity in Ideas:
First of all it should be clear in the mind of the sender as to what he wants to say. According to
Terry the principle of effective communication is ‘first to fully inform oneself.’ The clearer the
thought the more effective is the communication.

(2) Principle of Appropriate Language:

According to this principle, the communication should always be in a simple language. Ideas
should be clear and be devoid of any doubt. Technical words and words having various
meanings should be used to the minimum.

(3) Principle of Attention:

The purpose of communication is that the receiver of information should clearly understand its
meaning. It means merely transferring information is not communication and it is important that
the receiver should understand it. This is possible only when the receiver takes interest in the
message and listens to it attentively.

(4) Principle of Consistency:

According to this principle, communication system should maintain consistency in the objectives
of the enterprise, its procedures and processes. It means communication should be in
accordance with the policies laid down for it.

(5) Principle of Adequacy:

The information sent to the receiver should be sufficient and complete in every respect.
Information more than the need or less than the need is harmful. In the context of business
incomplete information is dangerous. The sufficiency of information depends on the ability of the
receiver. If the receiver happens to be capable more information can be given with the help of a
few words. On the contrary, in case of a less capable receiver more details are needed.

(6) Principle of Proper Time:

The messages should reach the receiver whenever they are needed. Late messages are
meaningless and the utility of communication is ended. Hence, the message should be sent
before the actual need keeping in mind the time required for communication.

(7) Principle of Informality:

Formal communication has a prominent place among the channels of communication but
informal communication is not less important. There are some problems which cannot be solved
with formal communication but informal communication does succeed in solving them.
Therefore, informal communication should also be given recognition in the organisation.

(8) Principle of Feedback:

It is essential for the sender of the message that he should know about the success of the
message. It means that he should see whether the receiver has understood the message or
not. Feedback is easily obtained in a face to face communication with the help of the facial
reactions of the receiver. In the written communication the sender can get the feedback by
using appropriate means.

(9) Principle of Integration:

Communication should be able to introduce all the employees in the enterprise with its
objectives so that all the employees move unitedly towards the goal.
(10) Principle of Consultation:
The suggestions of all the persons concerned should be invited while making plans for
communication. The obvious benefit of such a move will be that all those who are invited while
making plans for communication and taken into confidence will contribute to the success of the
communication system. Planning for communication aims at determining as to when, how and
through what medium communication is to be done among people working at different levels.

(11) Principle of Flexibility:

Communication system should be able to absorb the changes in the organisation. A
communication system that cannot absorb changes according to the need becomes
meaningless.

(12) Principle of Economy:

Communication system should not be unnecessarily costly. As far as possible unnecessary
messages should be reduced to the minimum to make communication economical. No single
employee should be burdened with the work of communication.

(13) Principle of Proper Medium:

In order to make communication effective it is necessary not only to have clarity of ideas,
consistency and completeness but also to make a proper choice of medium. For example- the
managers should make use of oral communication for individual communication and written
communication for policy matters.

Effective communication means communication free from barriers. Though ideal communication
free from all barriers is seldom achieved, communicators should acquire communication skills
and enhance effectiveness of their communication.

Effective Communication:

Consequences of ineffective communication

Here are seven things that can arise from a lack of communication in the workplace.
1. Misunderstandings
Misunderstandings happen all the time — especially when communication is not clear. And
misunderstandings out of a lack of communication can lead to some serious issues in the
workplace.

For example, an employee might misunderstand what their responsibilities are if they're not
clearly spelled out (preferably written out someplace) for them. They might then not do their job
as well as they could be if they fully understood.

A candidate might also misunderstand the job role if it's not clearly described in the job
advertisement. Then, the interview might be a waste of both their time and the company's time.
Likewise, if a new-hire isn't properly boarded, they might misunderstand their place in the
company and, as such, have a difficult time assimilating into their new position.

2. Missed opportunities
A lack of communication can often lead to missed opportunities, especially at work. This can
happen because an employee does not clearly communicate their interest in an opening for a
promotion, for example, or because they don't effectively communicate their interest and/or
willingness to take on more responsibilities. As such, they may be passed up for the promotion.
Likewise, a manager might have an opening or an opportunity for an employee or a new
candidate that they don't communicate well. And, as such, there might not be as much interest
in that opportunity. Even though it would have been a great one, it didn't sound so great
because the manager didn't communicate all of the benefits of it.
3. Unnecessary conflict
Unnecessary conflict can certainly arise from a lack of communication. For example, a lack of
communication might cause two colleagues to end up doing more work for a team project than
necessary. Perhaps they thought the other person wasn't doing a certain task, so they took it on
for themselves only later to find out that the other person already did it. This can cause tension
on the team.

Other conflicts that can arise may happen if a manager lays off a number of people on the team
without communicating to the rest of the team the reasoning for the layoff. This can cause
conflict in the office if the remaining employees feel like they've been blindsided and can no
longer feel safe and secure in their jobs.

4. The "grapevine" effect

A lack of communication can lead to the "grapevine" effect, also known as the "telephone
game." If one person miscommunicates information, that information can easily be passed
along throughout the office. Of course, the dissemination of misinformation can lead to disarray,
panic and overall disaster in the workplace.

5. Mistrust
A lack of communication can lead to mistrust in the workplace in a whole array of situations.
Again, if a manager lays off several members of their team without explanation to the remaining
team members, this can cause mistrust.

Another example is if a manager knows of an opening for a promotion but doesn't communicate
it to their team, they might not trust that the manager has their best interest and career
development in mind.

If the company keeps issues secret and brushes them under the rug (like sexual harassment or
discrimination in the workplace, for examples), its employees might not trust that the company is
handling them responsibly. Likewise, they might not trust that they can turn to their human
resources departments to take care of any personal issues, either.

Besides, poor communication amongst employees also limits the closeness of their
relationships and changes the ways in which employees engage with one another.

6. Low morale
A lack of communication can ultimately lead to low morale. Because ineffective communication
can create misunderstandings, missed opportunities, conflict, the dissemination of
misinformation and mistrust, employees might just feel overall defeated. They might not be
motivated to work for such a company or for such a manager who cannot communicate
important matters well.

Likewise, if a manager tells an employee only what they've done wrong and need to improve,
and fails to communicate the positives, that employee might feel low morale.

After all, a wealth of research suggests that poor communication leads to stress in the
workplace.
And we all know that stress, of course, can lead to low morale, which eventually leads to
burnout. Burnout is no good for anyone and can cost companies money.

7. A Broken Company Culture
At the end of the day, a lack of communication can seriously hurt company culture. Company
culture relies on communication. If not everyone in the company is on the same page about
what's expected of them, the values the company and its members shares or the longer-term
and bigger-picture goals, then how can everyone work seamlessly together? 

Likewise, with no guidance or direction, and with no clear explanation of the roles and
responsibilities of departments and individual workers, employees might be at a loss as to how
to operate together.
Examples of effective & ineffective communication

EFFECTIVE:

 Nonverbal Communication
Nonverbal communication is also known as body language. Nonverbal communication shows
others that you are ready to communicate effectively when you maintain eye contact, sit
attentively and position your body to face the person who is speaking. Folding your arms across
your chest, clenching your fists and looking downward signify that you are guarded and
consequently, can hinder communication.
 Be Open-minded
Facilitate effective communication by maintaining an "open mind." Avoid passing judgment on or
expressing criticism of communicated messages. You do not have to agree entirely with the
other person’s thoughts and opinions, but it is important that you respect them. Demonstrate
empathy by trying to understand the situation from the other person’s perspective.
 Active Listening
Active listening allows you to increase your understanding of another person’s thoughts and
feelings. To demonstrate this communication skill, show that you are listening by focusing
intently on the person speaking; nod your head and make verbal indications of agreement such
as “uh-huh.” Do not interrupt when someone else is speaking; this can disturb the flow of
conversation and may cause a power struggle.
 Reflection
Validate the thoughts and feelings of the person speaking by reflecting back what he has
communicated. This can be accomplished by summarizing the main idea of the speaker’s
message. For example, "You feel like you have tried several options and are not sure about
what step to take next." This communication skill helps the speaker feel like she is being
understood and gives her the opportunity to clarify and add more detail if necessary.
 "I" Statements
An "I" statement is a component of assertive communication that allows an individual to take
responsibility for her thoughts and emotions. This communication skill discourages the speaker
from placing blame on an outside person or event. An article on effective communication
published by the University of Main gives the example "you know that's not right" and replaces it
with "I see it differently than you do."
 Compromise
Effective communication is a necessary component of compromise. When a problem exists,
both individuals must work collaboratively to formulate a list of potential solutions as well as
trade-offs that they will agree to. For example, a child asks his parent if he can go out on a
school night with friends even though he has not completed his homework. The parent and child
compromise that the child can go out, but the parent will pick him up at a designated time so he
can complete his homework before bedtime.

INEFFECTIVE:

 Lack of Enthusiasm
If you don't believe in what you are saying, don't expect others to do so. Communicating without
enthusiasm for what you are saying is ineffective. Talking in a monotone voice with a neutral
facial expression does nothing to convince others of your message.
 Interrupting
When you interrupt someone while she is speaking, you are showing a disregard for what she
would like to say. Once you interrupt someone, she may be offended and whatever you're trying
to say will be lost.
 Indirectness
Another ineffective communication style is when you are indirect. When dealing with co-workers
or superiors, you must speak clearly and directly about the topic you wish to address. If you
avoid saying what you want to say by giving hints and hoping your audience understands what
you want to say without you having to say it plainly, you risk confusion and misunderstandings.
 Close-Minded
A communicator who fails to acknowledge an opposing point of view or alternatives to his ideas
is close-minded. He speaks as if his ideas are the only ideas worth consideration. He brushes
aside other people's ideas and opinions in favor of his own, and he makes his listeners feel
inferior.
 Lack of Conciseness and Clarity
When you add multiple filler words while speaking, it can reduce the effectiveness of your
communication. Words such as "uh," "um" and "you know" all make what you're trying to say
less concise and clear. Such filler can distract the listener and make you seem as though you're
unsure of what you're trying to say.
 Whining and Complaining
Whining or complaining are not traits of an effective communicator. People who have to listen to
whining may become annoyed at the least, and they even could tune you out or avoid you if you
communicate this way on a consistent basis. No one wants to be subjected to the woes of a
person who would rather complain than be direct and ask for solutions.

2. Effective Communication:
Why must communication be audited?
A communications audit is a comprehensive evaluation of an organization’s ability to send,
receive and share information with various audiences within the organization. This type of audit
can be performed to evaluate an organization 's external or internal communication effectiveness.
The purpose of a communications audit is to uncover the strengths and weaknesses between
management, and employees, customers and other groups such as investors, the news media,
and regulators and legislative bodies with the objective to improve future communications by
developing a strategic plan, through a series of recommendations, and to determine where gaps
exists which need to be bridged.

Effective Leadership:
Role/importance in communication
Communication is a vital part of society. It plays a lot of roles, and it is essential for survival.
People use it to encourage, share ideas, connect, inform, and more. Without communication,
there will be a misunderstanding. 
 It is a Foundation of Decision Making
 Promotes Productivity
 Enables Employees To Be Closer
 Brings a Positive Atmosphere
 It Keeps Misunderstanding Away
 Communication Will Keep Your Employees
 It Connects You With Your Customers
 It Invites Customers

Effective Leadership:
Characteristics of an effective leader
CHARACTERISTICS OF AN EFFECTIVE LEADER
1. Ability to Influence Others
“[Leadership] is all about influencing people,” said Kirstin Lynde, founder of leadership
development firm Catalyze Associates, in a recent Facebook Live interview. Early in your
career, you might exercise authority by being the go-to person on a certain subject within your
organization, or by actively listening and building consensus among your team. As you
advance, you may exert influence by knowing how to articulate the direction you think the
company should head in next.

Influencing others requires building trust with your colleagues. Focus on understanding their
motivations and encourage them to share their opinions. You can then use that knowledge to
make change and show that their voice matters.

2. Transparency—to an Extent
Part of building trust is being transparent. The more open you are about the organization’s goals
and challenges, the easier it is for employees to understand their role and how they can
individually contribute to the company’s overall success. That sense of value and purpose then
translates into higher levels of employee engagement.

While transparency is often intended to promote collaboration, knowledge sharing, and

accountability, too much of it can have the opposite effect, according to Ethan Bernstein, an
associate professor of organizational behavior at Harvard Business School.

“Wide-open workspaces and copious real-time data on how individuals spend their time can
leave employees feeling exposed and vulnerable,” writes Bernstein in the Harvard Business
Review. “Being observed changes their conduct. They start going to great lengths to keep what
they’re doing under wraps, even if they have nothing bad to hide.”

3. Encourage Risk-Taking and Innovation

Experimentation is critical to establishing and maintaining your company’s competitive
advantage. Great leaders recognize this and encourage risk-taking and innovation within their
organization.

By creating a culture that embraces failure, employees are more emboldened to test theories or
propose new ideas, because they see that creativity is valued. For some companies, that might
mean rewarding experimentation: Google’s innovation lab, X, offers bonuses to each team
member who worked on a project the company ultimately decided to kill as soon as evidence
suggested it wouldn’t scale, in an effort to “make it safe to fail.”

After all, big breakthroughs don’t happen when companies play it safe. If well-intentioned,
failures often become valuable business lessons.

4. Value Ethics and Integrity

In a survey by consulting firm Robert Half, 75 percent of employees ranked “integrity” as the
most important attribute of a leader. In a separate survey by Sunnie Giles, creator of Quantum
Leadership, 67 percent of respondents ranked “high moral standards” as the most important
leadership competency.

“A leader with high ethical standards conveys a commitment to fairness, instilling confidence
that both they and their employees will honor the rules of the game,” writes Giles in the Harvard
Business Review. “Similarly, when leaders clearly communicate their expectations, they avoid
blindsiding people and ensure that everyone is on the same page.”

Employees want to feel safe in their environment and know that their manager will advocate for
them, treat them fairly, and, ultimately, do what’s right for the business. As a leader, it’s
important to act with integrity, both to build trust within your team and to create model behavior
for others in the organization.

5. Act Decisively
In today’s fast-changing, complex business environment, effective leaders need to make
strategic decisions quickly—even before any definitive information is available, according to a
report by Harvard Business Publishing. Having a big-picture view of the organization helps,
because it enables you to balance emerging opportunities with long-term goals and objectives.

Once you make a decision, stick with it, unless there’s a compelling reason to shift focus. Your
goal is to move the organization forward, but that won’t happen if you can’t make a decision
without wavering.

6. Balance Hard Truths with Optimism

Every decision you make won’t result in success. There will be times when you’re met with
failure; it’s your job as a leader to exercise resiliency.

“Enduring setbacks while maintaining the ability to show others the way to go forward is a true
test of leadership,” said Harvard Business School Dean Nitin Nohria to Working Knowledge.

Effective leaders don’t avoid the hard truths. Instead, they take responsibility for their decisions,
maintain optimism, and focus on charting a new course of action. They also help others cope
with organizational change and address issues quickly, so that problems don’t fester and
escalate.

- How do each characteristic of an effective leader contribute to effective

communication

3. Effective Leadership:
Why is “trust” important in leadership and communication
As you’ll notice in the headline, communication falls between trust and leadership, and that’s
very intentional. Communication is the thread that enables leaders to create a culture of trust
within their organization.  Once trust is established, leaders can achieve their goals more
effectively and efficiently with the full faith and support of their team.

- How do you gain the trust of your subordinates

1. Give Coworkers Praise When It's Due
One way to cultivate authentic relationships with your peers is to praise their work. Give credit to
others, and you'll be seen as gracious, just as long as you're being genuine in your praise.
Furthermore, you need to be prompt in your praising. A team meeting, for example, is a natural
setting to celebrate a coworker's big career achievement or say thank you for someone's help
with a project. Don't wait until a month after the fact, or when nobody is around, to let your
coworker know you appreciate them.

2. Avoid Office Gossip

We know this is easier said than done, but the plain truth is office gossip can be toxic.
Furthermore, gossiping doesn't even build trust with the people you're gossiping with because
they're going to fear you'll do the same thing to them. A better coping mechanism? When
you're frustrated with a coworker, vent to someone outside the company.
If you have an issue with a coworker, try to resolve the problem with the person in private before
bringing it to your boss.

3. Share Information
Being perceived as a team player by your coworkers builds trust, but you have to take steps to
shape your image.
Let's say you attended an industry conference. Rather than hogging all you learned so that only
you can benefit, sharing what you learned with your peers can help establish credibility as a
team player.
But it's important to have the right intentions. If your goal is to bolster your colleagues' and
peers' professional development and successes, you'll build trust. But if you're just sharing
because you want something in return, odds are your peers are going to pick up on that and
trust you less.

4. Trust Others
This sounds like a no-brainer, but if you view others as trustworthy, chances are they'll
reciprocate. Give your coworkers all the help they need from you, then trust them to execute.
This goes doubly if you're someone's manager. Many supervisors unintentionally micromanage
their employees, and that can be a huge blow to building trust.

To avoid over-meddling, set check-in meetings—say, once a week or once a month—so that
you can effectively oversee your direct reports without hovering over their shoulder.

5. Invest in Your Employees' Development

If you manage others, part of your job is to help your direct reports grow by gaining new skills
and sharpening the skills they already have. To do that though, you have to provide them with
honest feedback—a combination of praise and constructive criticism—on a regular basis.

Performance reviews are another opportunity to build trust with your direct reports. People tend
to trust leaders who make them feel valued. By asking your employees what you can be doing
to better support their work, you'll not only solidify a good work relationship but also boost their
level of engagement.

6. Be Consistent
Leaders want people who routinely exceed their expectations—meaning you have to produce
excellent work day in and day out. No one on your team should have to wonder whether you're
going to deliver. You need to be trusted to do your job well and also deliver results on time.

Not only does your performance need to be consistent, but so should your mood. Be the kind of
person who can be counted on to keep a calm, cool, and collected mind, otherwise you'll
sabotage the level of trust people have in you

7. Pay Attention to Non-verbal Communication

Your body language can help you build trust with coworkers, but it can also undermine your
efforts if you're not careful. Research shows a slumping posture or crossed arms can turn
people off. Conversely, making eye contact and nodding to show your interest can help build
trust. Create a welcoming atmosphere for others so they don't hesitate to approach you. Being
open to your coworkers will make them feel invited to share ideas and feedback with you.

8. Welcome New Hires Graciously

Managers play a crucial role in their company's onboarding process, which can be a great way
of boosting employee retention. (One survey from Paycom found that a great onboarding
experience can reduce turnover by 157% and boost employee engagement by 54%.) That's
why it's important for supervisors to make new hires feel welcome. Even small gestures, like
taking someone out for coffee or lunch, can enable you to build rapport and trust from the start.

4. Barriers to Effective Communication:

- Explain each
Dissatisfaction or Disinterest With One’s Job
If you are unhappy or have lost interest in your job, you are far less likely to communicate
effectively – both on the giving and receiving ends. In other words, your heart isn’t in it. This
barrier, is perhaps the most difficult to overcome because it involves changing a mindset, and
thus it typically doesn’t change until the person leaves.

Inability to Listen to Others

Active listening is an important aspect of effective communication. You cannot engage with
someone if you are not listening to them because you will tend to make assumptions about their
needs based on your perceptions versus reality.

Lack of Transparency & Trust

It is extremely difficult to communicate anything when there is a lack of transparency and trust.
For example, if your staff believes you are holding something back, they will be anxious, some
will speculate, and as a result, it will be more difficult for them to process any attempt you make
to communicate with them.

Communication Styles (when they differ)

Everyone has their own communication style. Some people are very direct while others prefer a
more indirect approach. Some use detailed data, while others rely on generalities, and so forth.
Occasionally, one person is so entrenched in their way of communicating, they find it difficult to
communicate with others who rely on a different style. You might hear comments such as,
“Mary never explains what she wants me to do, she’s never specific” or “Bill gets so caught up
in the weeds, that I lose focus on the bigger picture.”

Conflicts in the Workplace

Conflict can happen for a variety of reasons and when it does, it becomes a barrier to effective
communication. The nature of the conflict is not necessarily important, what is important is
working to resolve the conflict. When conflict is not eradicated, it grows and then people begin
to take sides, which further impedes effective communication.

Cultural Differences & Language

It is important to understand the cultural differences in communication. But don’t just think
international as in remembering that in Japan one’s surname precedes their given name. There
can also be regional differences – for example, a northerner might not like the term "y’all" or
even understand the more comprehensive version, "all y’all." While these examples may seem
trivial, the point is that cultural differences can occur within the boundaries of the US, and when
one does not recognize cultural differences, they risk offending the other person. It is in the
offense that communication breaks down.

We all should actively engage in reflecting on our own communication skills. The above list of
communication barriers, is a great place to start. Reflection, empathy (putting yourself into the
other’s shows), and practice will help you hone your skills. However, no one is perfect, so it is
also important to recognize and acknowledge when you make a mistake, which is the first step
in keeping the doors to effective communication open.

- Give examples
- How to remedy each

5. Dynamics of Communication:
1. Vertical Communication (examples)
As the name suggests, vertical communication follows a linear system where information
flows from one person to the next based on their titles. This type of communication is
mostly reserved for sensitive information or if an organization follows a hierarchical structure.

2. Horizontal Communication (examples)

Horizontal communication, also called lateral communication, is the practice of sharing
information between employees, departments and units within the same level of an
organization. ... This type of communication allows employees from different departments to
work together in a synchronized work environment.

3. Lateral Communication (examples)

Lateral communication is "the exchange, imparting or sharing of information, ideas or feelings
between people within a community, peer groups, departments or units of an organization who
are at or about the same hierarchical level as each other for the purpose of coordinating
activities, efforts or fulfilling a common purpose or goal".

6. Connecting with your audience:

- Visually
Whether your purpose is to inform, educate or entertain, adding visual content is core to how
you can connect with your audience. People respond more to what they see than any other
form of stimulation. Many readers will scan through large sections of text, picking out words,
here and there, stopping at headlines, and maybe at an image or video that captures interest.
It’s just that there is such a large volume of available information, they have to move quickly to
capture what is relevant to them. Effective visuals are relatable and sharable. The right
infographic can transform a complex or large amount of data into a more manageable format.
Sketchy, trendy, artistic, dark or funny—the right image will set the tone or mood for your
writing. Open the door and invite your reader in. Keep in mind that competition for your
audience’s attention is high. A strong visual content marketing strategy is key to attracting
internet users and building brand credibility.

- Intellectually

1. Develop your personal style: Rise to the challenge and start to see yourself differently.
That does not mean you copy other people. It means you develop a personal style that is
yours and yours alone. If you love to laugh find a joke to tell. If you are a deep thinker get a
quote or two that has personal meaning for you. If you love puzzles, then find a quiz for folks
to fill in while you are presenting to them. If you love gossip find something fascinating about
a present day celebrity. Just make sure you take what is relevant to you and add it into the
mix of your discussion.
2. Take your time to prepare: Make sure you use data coupled with a story or two to keep
people attentive. If you are a data driven type, that's okay, just romance the data with a story.
Without some type of story to pull what you are saying together you will have yawns instead
of applause.
3. Be a storyteller: Find two or three "evergreen" stories about you and your work. Evergreen
means they're interchangeable and can be used any time you talk. Tell a story about how
you got started or about something you learned as you prepared for the present discussion.
Don't let data kill the interest in what you have to say, make it alive and fun.
4. Be vulnerable: This can be tough in the hard driven world of today. Yet, letting someone
know you sweat when you give a speech can be heart- warming and put others at ease. It is
a "you too" kind of sentence. Just saying it will help give you more comfort and courage and
bond you with your team or audience. Please remember to make it a sentence of inclusion
not a cry for acceptance.
5. Simplify: Make sure your sentences are short and to the point. Run on sentences and
paragraphs get low grades. Be specific. Know where you want to go and find the shortest
route to get there. People will love you for that.

7. Connecting with your audience:

- Emotionally
If you want to generate more positive engagement, you must connect with your audience on an
emotional level using valuable content that solves their problems. Use these 5 tips to guide your
strategy:
1. Speak to your target customer directly.
You’ve probably heard about developing and maintain a voice for your brand. This voice is what
you’ll use in your content and social media communications. These channels are personal for
your readers. Don’t speak to the masses.
Appeal to many, but speak to one – your buyer persona.
I’m sure you have wonderful customers that you interact with often. They provide valuable
feedback regarding your company’s products and services. Think about them as you’re writing
your next blog article. Talk to them like you’re sitting across the dinner table from one another.
One-on-one communication is much more intimate and engaging than a mega-horn.

2. Create unique, valuable insights that can only come from you, not your competitors.
People love exclusivity. Give your audience something they can’t find anywhere else and they’ll
automatically gravitate towards you and spread the word. This is especially true if you’re giving
these insights away for free.

That’s what Jay’s Youtility concept is all about.

Instead of blending in with your competitors by slightly repurposing the same old topics that you
all have written about recently, come up with your own topics that offer your unique take on
situations. Show your audience that you’ve got something valuable to offer and you’ll see your
audience come back again and again.

3. Use humor, compassion, and empathy.

Never underestimate the power of emotions. If someone can make you smile or shed a tear,
you know there’s a pretty strong emotional bond there. These emotions are great to tap into
because as humans, we love to relate.

Just ask Bassem Yousseff how powerful laughter can be.

Next time you write an article and have an opportunity to make an inside joke that only your
audience will understand, go for it! Or if you’ve recently experienced an issue that your
audience can relate to, tell them about it and explain how you resolved it. You can also ask your
readers for tips on how they solved the same issue.

Another idea is to highlight any volunteer work your organization has done for any non-profits
in your community. It’s always great to see companies dedicated to the betterment of their
respective locales. Your audience needs to see that your company is built with real people –
that it has a face and a personality that people can relate to and engage with.

4. Pick a side and make your case.

Going back to #2, your audience is looking to you as the expert when it comes to your
content. In order to be considered an expert, not only must you provide valuable insights, but
you must also take a firm stance.

Back up your points with hard evidence. Maintain your credibility by accurately citing your
sources and imagery. Be objective and professional.

Think about political candidates running for office. It’s usually not a good idea when they’re not
100% for, or against a particular policy. They appear indecisive, weak, and untrustworthy. That’s
why you need to stay clear-cut. No one likes a flip-flopper.

5. Ask the right questions to make them think.

The easiest way to connect emotionally and drive more engagement amongst your audience is
to question them. Ask them about their experiences with your company, your products, or your
service.
 - Principles and practices

- Selling yourself
- How to do a proper 30-second crisp and concise self-introduction

A self-introduction explains who you are, what you do and what others need to know about you.
You should provide a self-introduction any time you meet someone new and don’t have a third
party to introduce you. Offer a self-introduction when you are:

 Beginning an interview
 Attending a hiring event
 Networking with new connections
 Giving a presentation
 Meeting people at a trade show

A self-introduction should include your name and occupation (or desired occupation) and key
facts that will help you make an impression on the person you’re speaking to. In a few
sentences, cover the most important things that others need to know about you.

- Tips and tricks

These steps will help you write an effective self-introduction:
1. Summarize your professional standing
The first sentence of your self-introduction should include your name and job title or experience.
If you’re unemployed and seeking a job, you might mention your educational degree,
certification level or current place in your job search. For example:
“My name is Jordan Lin, and I’m a recent computer science graduate from Stanford University.”
“I’m Avery Lucas, and I’m seeking an entry-level warehousing job that will use my organization,
attention to detail and time management skills.”
“My name is Rylan Curtis, and I’m chief engineer for Jacobs and Associates.”

2. Elaborate on your experiences and achievements

Customize this part of the introduction to highlight the details most relevant to the person you’re
speaking to. If you’re in a job interview, discuss your professional skills and accomplishments. If
you’re giving a presentation, offer information that supports your authority in the area you’re
speaking on. When you’re introducing yourself to a potential client, mention your products and
services.

3. Conclude with a lead-in to the next part of the conversation

Keep your introduction short and conclude it by leading into what you’d like to happen next. For
a presentation, you would summarize what you plan to discuss. In an interview, mention why
you’re the best person for the job. A self-introduction to a new client or colleague should end
with a call to action. This could be a meeting, sale or further correspondence.