Enhancing Interpersonal Skills Guide
Enhancing Interpersonal Skills Guide
Have you met that dynamic, charismatic person who is the life of
the party, who walks into a room and immediately changes the
dynamics of any conversation, someone who people talk about for
hours even after he leaves the place?
If you have, then you might have wondered at large as to what makes
him so adorable to so many different people at the same time. In
short, you would be interested in tracking down his "X-factor", which
makes that person adorable.
Interpersonal Skills, for all the mystery and high-talk surrounding them, could be
something as simple as handling a conversation. It is all about learning the art of
giving in rather than giving up. It also could be understanding how to use facts
and emotions to get people on your side.
To communicate effectively, the first thing we need is not only a good collection of
words, but also a good selection of words. Indeed, knowing how to speak is fine, but
what to speak is the backbone of any conversation. The Collection- Selection Model
of speech adds value and pleasure to any conversation you have.
Business experts use well-honed communication skills to prepare their pitch for a
deal, handle objections, and settle negotiations. A major part of successful
bargaining depends on the rapport you manage to build with a prospect.
QUESTION
1. Based on your Idea, What are the collection - selection
model of the speech?
Make positive communication
In addition to that, it also helps you to communicate more successfully and build a receptive,
cooperative image in the mind of the speaker. The person will perceive you as a caring,
attentive, and engaged listener with minute attention to details. Insurance Advisors and
Investment Bankers all over the world have mastered this art as they understand that
their customers are talking about the future of their earnings, which is a sensitive topic to
most of them.
QUESTION
Many people shy away from putting their queries forward. They think that asking
questions would create an impression about them being rude, intrusive, or pesky.
Although there are certain situations where it is best to refrain from putting your
queries forward, asking questions is not some scornful activity in itself.
On the contrary, you could say that we human beings can attribute whatever we have
learnt and our entire development curve to our propensity of asking questions. The
trick is in seeking purposeful answers that the person can connect with and identify the
thought behind the question.
Questions can be broadly classified under two categories:
Open-ended questions – These questions are also known as the "Wh- questions"
as they are usually preceded by "who, when, where, what, how, and why". While
answering these questions, people tend to focus more on giving descriptive
answers. Example: “Why did you think this was the best decision of your life?"
Jarod Kintz had once written that "I am bilingual. I speak English and Body." This statement stresses how
important body language is to the image we project of ourselves, and the image we perceive of people around us.
Body language helps us generate and transmit messages to observers through our posture, gestures, and
body movements.
Inconsistencies between verbal and non-verbal communication often confuses people, as they tend to put more
emphasis on body language as compared to speech. If a person smiles while saying he is sad, his words will lose their
value and the observer will take that statement as a lie.
Eye Contact – Steady eye contact (not continuous as in staring) indicates a sense of confidence and a willingness
to connect with the discussion, as opposed to shying eyes and drooping eyes that give an impression of either
under-preparedness, low confidence, or disinterest.
Facial Expression – A person can very easily give away his thoughts if one were to study his face. People who
are genuinely happy tend to arch their eyebrows, as compared to those who smile only out of courtesy. These
small hints can give many details and unspoken messages about people.
Posture – It is recommended that you always maintain a proper, straight, and crisp posture while standing or
while sitting down. Slouchy posture is often associated with arrogance, sloth, and unproductivity. On the other
hand, a person sitting straight in his chair will exude confidence and inspire respect.
Specific Gestures – Nodding is universally accepted as a signal for 'Yes', and five extended fingers denote the
number 'five'. These are certain specific movements that you need to be careful of while speaking, so that there is
no discrepancy in gesture and speech.
Physical Proximity – The way we shake hands and pat on the shoulders of other people give us either a friendly
or amiable image. Standing too close or too far from a speaker could give a sense of intrusion or arrogance.
QUESTION
1. POSTURE, GESTURES, AND BODY MOVEMENTS can helps human
2. What are the most important factors that sum up Body Language
6. SMALL TALK AND ITS
BENEFITS
Small Talk is the friendly, amiable conversation people have with one another on general topics such as weather or traffic that may open
doorways to knowing each other better. Communication experts consider small talk as an art, and they believe a pleasant small talk can lead to
many frank, detailed discussions on business too.
Although, it is easier said than done, walking up to a stranger and initiating a conversation may not be one of the easiest things
for a lot of people, especially young sales-people and business development managers. Many think opening up a conversation as
an arduous task and admit having no "small talk" skills at all.
Let's see how small talk leads two people to share details about each other:
Initiation – At this stage, the people in the conversation normally talk on general topics such as the
weather, traffic, time of the day, busy schedule, etc. This gives an idea as to whether the other person is in
a conversational mood or is avoiding conversation.
Knowing each other – This is where people introduce themselves to the other person and offer details
about their name, work, and the reason they were at that particular place, for example – "I am Vineet. I am
a trainer and I was on my way to delivering an online training session."
Opinion Sharing – Here the discussion moves towards slightly more "weighty" topics like politics, corporate
way of life, philosophy, where the opinions of each other are listened to and valued.
Expressing Thoughts – Once all the above stages have been cleared, you reach the final stage where both
the persons can feel sufficiently comfortable in each other's company to be able to disclose intimate details
about each other.
7. PROCEEDING WITH A
CONVERSATION
To improve your interpersonal skills, the most important step is to address the issues that prevent you from initiating a conversation
with someone. It could be shyness, discomfort around authority figures, or lack of content. Knowing the reasons behind your hesitation
could help you understand your areas of concern.
To be able to start a conversation and hold it pleasantly over a length of time, you need to be really interested and involved in the
conversation. That will only be possible if you have a genuine love for meeting and knowing new people.
Having a collection of conversation starters will help if you have a few witty lines and introductory lines ready that will
help you in all occasions. Simple gestures like smiling and then waiting for a return smile before introducing yourself,
commenting on something in the vicinity, commenting on a shared interest are just some of the starters that can get the
other person in a conversational mood.
The secret behind making a small talk is to relax. The more relaxed you are while talking, the more natural you will
sound, and the more interested the other person will be in listening to what you are saying.
8. TIPS WHILE
TALKING
While talking to someone, remember that people like to talk to people who can
receive and share information simultaneously. If you dominate the conversation
without giving any stress to what the other person is saying, that will end the
talk very quickly. On the other hand, if you only listen and don't provide any
intelligent or reasonable contribution to the discussion, people will think of you
as someone not worth their time talking to.
While having a conversation, make sure that you completely understand what
the other person is saying before making any remark on it. Misunderstanding or
even partial understanding of somebody's statement could cause a serious social
error. It is always advisable to use repetition in conversation, both to clarify your
statements and also to understand what the other person meant by his words.
Examples – "Let me make myself clear here, so that everybody has understood
exactly what I meant to say.", "If I understood you correctly..."
How do you feel when you are walking through a crowded street that is dense with strangers walking up and
down the road, and amidst all that, you hear someone calling out your name? I guess you would drop whatever
it is that you were doing – be it walking, crossing the road, or talking over the phone – to look at the direction
your name was called from.
We all have experienced similar situations and the reason is – a human being’s name is the shortest and
quickest way to building an emotional attachment with him. Our names carry a powerful, emotional attachment
with them. It is observed that people immediately start paying you more attention and giving you more
chances of interaction if you mention their names correctly, especially when meeting them for a long time.
Start the introduction by mentioning your first name and your last name. That will also give a cue to
the listener(s) to state their names. Once they do that, repeat their names by acknowledging their
presence by saying – "It's a pleasure meeting you, Francis." It will create an immediate friendly
atmosphere and lend an air of familiarity to the discussion.
10. MAKING UP FOR FORGETTING
NAMES
We all have gone through times when somebody greets us and we have no idea as to what his name might be. It might be
unnerving, especially so when he is referring to you constantly using your name. But the worst situation is when he gives you
some business opportunity and asks you to mail your response to him! What do you do then?
Remember that using a name can add many advantages to your interpersonal skills which can be as easily subtracted on
forgetting it too. Many people forget names thinking they might not be that important. Others have a genuine issue with their
memory. But the trick is to never let the person know that you are still searching for his name in your mind.
Now, how to handle this situation? Always ask for a business card. If the guy doesn't carry one, ask
him which email he uses for business purpose? When he replies, say that you knew that one, you just
thought he has come up with something else.
If another colleague (whose name you know) is also in the vicinity, try introducing this person to him.
Say – "Hi, let me introduce you to Sam, the HR of our company". The other person now has to give out
his full name out of courtesy.
Problem Solved.
Questions
Active Listening and sharp observation are the two very important skills needed to
know what can convince other people. We all send subconscious messages when we
interact and reading between the lines may give us the hint that we were looking for so
far.
Empathizing, also known as "putting yourself in someone's shoes to see where the
stone pinches", is a very effective way of understanding the other side of the story that
the person wants to share with you. Understanding and addressing his needs will make
him think highly of you as someone who cares.
12. NURTURING COMMON
GROUNDS
A major part of the success you get in communicating with others depends on the style and language that you use in your
communication. If you are talking to your supervisor explaining him a situation, you will agree that you won't use the
sentences you use when you are talking to the neighborhood greengrocer.
What you say, combined with the way you say it, determines how the listeners perceive your message. There are times when
the speaker has to be firm, and there are times when he has to be friendly. There could also be times when you have to
exercise authority, but it is advised to keep listening intently and empathize whenever needed in all these cases.
Always remember that a person reacts under certain circumstances. In other words,
circumstances dictate a person's behavior. Trying to communicate with “hmmm” without trying
to understand the condition he is in will only lead to a massive fall-out.
Successful people have mastered the art of a “You win, I win” conversation, where they will
listen, establish a common ground by empathizing and then finding a way to put their proposal
through, without hurting anybody’s sentiments. That is only possible due to their constant
understanding of the issues the listener is facing and partly consoling, partly validating, and
part realizing the issues themselves.
13. MAINTAINING RELIABILITY
AND TRUST
Many people complain that when they approach a business house to inquire about the services they need, the person talking
to them treats them cordially, responds to their queries, builds a connection, and assures them of good service.
The customers happily sign up for the deal, but after the papers have been signed and the payment done, nobody responds to
their repeated calls and emails. And the person who talked to them and gave them their word has now been replaced by a
man with a stern voice. What went wrong?
We can never know what factors influence a person toward denying certain things that are clearly right or accepting certain things
that don't make any sense, but fighting with them and always trying to be right is a very poor approach towards knowing.
Instead of trying to sound and appear right at all times by trying to rain facts and figures, it is a great idea to ask him to present
his points and contribute to the discussion so that he feels that he is also bringing equal weight to the table.
There are times when we just have to concede a point or two, just so that the conversation, and subsequently the deal, does not
fall through. It is no way being implied that you have to compromise on important points, but the very nature of a negotiation is
to see that both sides win. When situations like these come, it is better to give in to a few changes, as compared to giving up on
the deal altogether.
15. EMOTION
HANDLING
If you observe closely, you will realize that companies that produce beauty products like skin-enhancing creams,
body lotions, and anti-ageing products get soaring responses from their target audience primarily due to the kind
of advertising they do. The advertisements don't promote the product at all!
They promote the results, the moral boost, the social acceptance, and the general improvement in standards of
life that you get on using the product. The emotional quotient involved in them is very high. That results in a
viewer getting immediately attached to the product.
How about we adapt the same method while conversing with people too?
The next time you have a conversation with someone, listen to what makes him worried, then add
observations that corroborate with what he says so that he is convinced that you are familiar with his
concerns, and then offer a solution that will result in a much better outcome.
It is very important during this stage to show that this is an issue that affects you personally as well. If
the listener does not feel that you are equally connected to his cause the way he is, you will start losing
value and your words will start sounding hollow immediately.
While emotions might help you build the trust and the
engagement you desire, too much of it might make a
listener think that you are too emotional to take a tough
decision or a level-headed discussion.
They might also think that you are riding on emotion alone
for the success of your business, hence always back
everything you are saying with facts and figures that prove
what you are saying by providing a precedence.
Two skills are involved in introducing facts in a conversation
in a manner that appears suitable and in accordance to
what the listener is expecting to hear. One of them is
separating the facts from opinion. At this stage of the
discussion, people should be able to understand which
statements can be proved and backed by facts, and which
statements are only the thoughts of others.
After that, the second (and more important) skill is to use the facts to enhance the presentation of your argument and to support your
decision. When this is done, the listener will have no other option but to appreciate what you are saying as you are not only using facts but
also giving a logical thread of explanation that connects and relates all of them.
At this point, there is always a risk of the person feeling intellectually threatened,
so back off a little and ask him for his opinion. Always keep the listener involved
in a conversation.
17. INTERPERSONAL SKILLS
WORKSHEET - I
Instructions – Read the statements mentioned in the sheet and start finishing off the sentences. You are not to take a lot
of time in thinking out the answers. Just start writing what comes to your mind immediately after reading the lines.
Identify the emotions and feelings that you feel are responsible for the responses you had given in the Responses
column. Write them up in the Why So? column and self-evaluate your strengths and areas of improvement.
Time to be Taken – 15 minutes
1 I am responsible but…
2 I am honest but…
4 I am helpful but …
5 I worry because…
Read your responses now. Think deeply about your answers and what are the areas of improvement
that you think you need to address the issues from 1 to 5.
Also try and identify the good qualities you have that helped you get the responses to questions 6 to 8.
These are the strengths that you have to nurture in your personality.
18. INTERPERSONAL SKILLS
WORKSHEET - II
Improvements in personal life starts with changes. This exercise is designed to set goals for yourself that you need to achieve as
a priority. Now decide the changes that you have to bring in your physical self and social interaction levels to achieve the goal.
Also, state the reason behind your mentioning the changes and how you think these changes will help you achieve the goals you
have set for yourself.
Why?
Why?
People who are not satisfied with a negotiation might still continue with the deal, however they might walk out at crucial junctures of the assignment for better offers, leaving the project
incomplete, and at a risk of shutting down. Hence, the importance of a successful negotiation cannot be stressed enough on the people who are into team management or team building.
Preparation
This is the stage when you research on the deal thoroughly and know the best offer in the market, the profile that is needed to qualify for that offer, and your own strengths and limitations.
This will give you a good idea on what a good offer to you should be, considering the strengths and boundaries.
Clearly identify the areas of bargaining and the conditions that you would like to be satisfied with. Negotiations are normally an intense battle of nerves, where powerful persuasive powers
are employed through selective usage of words and assertive body language. Prepare yourself emotionally and mentally for this.
Opening
Start with greeting and offering your respect to the others in the negotiation. Be courteous and break the ice with a courteous statement. Use small talk to establish rapport. Exchange
pleasantries and share common interests. Build a positive and amiable image.
All the people who present in the negotiation are there for their interests and the sooner you address theirs, the sooner they will address yours too. Express respect for the other party, and
openness to the negotiation. Listen carefully to what their offer is, evaluate it against your own evaluation of a best offer, describe your strengths and mention what your expectations are
out of the deal.
You might have to give in to a few conditions, but that is natural in a negotiation. It is rare to walk away with everything you wanted, because other people's interests must be respected
too.
Closing
While closing a negotiation, try to reinstate your points and the interest you have to be a part of the deal. Summarize your strengths and the advantages you will bring to the table. Turn on
your charm and presentation skills to the highest knot at this stage and seal the deal. After you are sure that everybody is satisfied with the agreement, thank everyone for their time and
engagement. Leave with a positive impression in their minds.
21. MAKING AN
IMPACT
A few things that one should always keep in mind while meeting someone for the
first time is to dress suitably as per the occasion and groom properly. Always try
to have a positive mindset and the aim should be to be a problem-solver and not
a problem-digger. Try to give options to a situation that you have been asked to
analyze and most important of all, smile while communicating. Your body
language and eye contact will tell volumes about your confidence levels.
It is also advised to not try and emulate someone else's thoughts, just for the
sake of showing agreement to a particular line of thought. They will ask you to
elaborate on it and subtle changes of disagreement in your voice and gestures
will be easily visible to the trained eye. Hence, try to be yourself as much as
possible.
Reinstate and summarize your interests and strengths respectively when the
meeting comes to an end. Remember that people always appreciate those who
are willing to go the extra mile in their quest for success.
22. GETTING RESULTS THE
RIGHT WAY
There is a tendency to be self-centered when you are eager to get good results
out of a deal, but you should have the same eagerness towards meeting people
too. Respecting people and their personal boundaries is a good way to give them
respect. Over-eager calls on weekends and excessive mailing are only two
examples of many ways in which you can easily tip to the other side of ambition.
Learn the act of making requests, and not commanding people to meet your
demands even if you are a supervisor, or the boss. The ones who obey you when
you shout at them do it out of fear your designation demands. You could say that
they are respecting the designation, and not you.
Polite talking and respectfully presenting a point are not only easier than bossing
over individuals, they also produce an amiable environment where the employees
work out of a genuine sense of passion, as compared to a sense of obligation.
23. CONCLUSION
We hope that you are now ready to take a journey into the world of Improved
Interpersonal Skills. Always remember that business is not numbers. Numbers
are only the end-result of a successful network of happy customers, satisfied
employees, enthusiastic co-workers, and a balanced lifestyle.