Part One: Communication Basics Everyone communicates in some form, but most managers do not fully utilize their abilities in conveying messages. Now, learning the basic rules of communication will help you convey messages more successfully.

  1. Encourage the company to improve all types of communication.
  2. Good communication makes better managers.
  3. When overcoming interpersonal barriers, never involve criticism.
  4. Carefully match the best medium to the message you want to convey.
  5. Use visual aids in communication whenever possible.
  6. When standing and communicating with others, it is best to maintain a distance of about one meter (or one yard).
  7. When nervous, take slow deep breaths to relax.
  8. If you are unsure about local customs, ask the locals.
  9. Make sure you are not unintentionally wearing a hostile demeanor.
  10. Practice in front of a mirror to find your most natural expressions and postures.
  11. Know what questions to ask to get the best answers.
  12. Use silence confidently as a tool to encourage the speaker.
  13. Think about what is said, not the person speaking.
  14. Keep an open mind to what others say.
  15. Put promises in writing as soon as possible to avoid misunderstandings.
  16. If you want a specific answer, ask a specific question.
  17. Use open-ended questions to understand others' personalities and elicit responses.
  18. List questions before meetings.
  19. Don't be afraid to pause before thinking of the next question.
  20. Create a warm atmosphere with as natural a tone as possible.
  21. Use relevant objects—especially prominent ones—to enhance memory.
  22. Ensure the reading environment is suitable, such as lighting.
  23. Read notes while they are still fresh in your mind.
  24. Mark in books, then take notes later.
  25. Use colors and diagrams to create a mind map.
  26. Use highlighters to emphasize key points.

Part Two: Exchanging Information Whether face-to-face, by phone, or in writing, communication can either spark conflict or achieve perfect agreement. In any situation, choose the right communication method to achieve your goals. 27. Stand up to greet or say goodbye; sitting is extremely impolite. 28. When giving positive feedback, state the reason for the praise. 29. Let subordinates know the effort you put into conveying the message. 30. When in doubt about whether to pass on information, choose to pass it on. 31. Don't waste time on people who refuse to understand you. 32. Place a clock on your desk to control the time spent on phone calls. 33. Use phone features like "call waiting" to increase effectiveness. 34. If you promise to return a call, don't break your promise. 35. At the end of a voicemail message, repeat your name and phone number. 36. When personal details change, remember to update your answering machine message. 37. Seek expert advice to make good use of information technology. 38. Try new ways of using the Internet. 39. Use the fast "reply" function of email to respond. 40. When writing letters or reports, help readers visualize. 41. Authorize assistants to handle routine replies. 42. Avoid complex, uncommon, or abstract words—they blur the ideas you want to convey. 43. List your thoughts before writing a letter—or even take notes first.

Part Three: Mastering More Communication Skills The best communication is achieved by successfully conveying information both personally and to the public, and understanding all aspects. 44. Give more autonomy rather than less. 45. Avoid over-instructing subordinates; give them opportunities to take initiative. 46. If a plan doesn't work after explanation, explain it again quickly. 47. Require all participants to prepare in advance. 48. Remember, a "good meeting" is one with results. 49. Listen to subordinates' concerns. Coaching or counseling may resolve dissatisfaction. 50. Pay attention to subordinates' problems because they affect performance. 51. Distribute all relevant documents before the meeting begins. 52. If the main purpose of the meeting is to make a decision, ensure you achieve that goal. 53. If you chair a meeting, do not use it for personal gain. 54. Use humor appropriately to strengthen consensus. 55. Ensure you adhere to the time limits for each agenda item. 56. Finish your speech within the allotted time; do not overrun. 57. Prepare backup AV equipment (or at least mentally) in case of equipment failure. 58. When audience questions are sparse, proactively ask the audience questions. 59. Speeches should last between twenty and forty-five minutes, the length of time people can concentrate. 60. If possible, invite celebrities to be keynote speakers at seminars or conferences. 61. Regularly check whether subordinates have received the training they need. 62. Ask other managers if they want to speak at seminars. 63. Seek recommendations when choosing a new meeting venue. 64. If you want to use "soft selling," present your views in the form of questions. 65. Listen to potential customers' objections—they may provide clues to help you close the sale. 66. Ask colleagues to review business letters to confirm your interpretation is correct. 67. Treat any sale as a joint effort between you and the buyer. 68. Form a negotiation team with people of different personality traits. 69. Think about your ideal outcome and how to achieve it. 70. Share useful information with suppliers—in the long run, this may win you a good deal. 71. Remember, people rarely work hard for nothing. 72. Ruthlessly delete unnecessary words from reports. 73. Tailor reports based on your understanding of the reader. 74. Seize opportunities to introduce your report in person. 75. Avoid making any unsupported claims or conclusions. 76. Seek advocates when preparing or lobbying for proposals. 77. Ask yourself why some proposals succeed and others fail. 78. Use soft-selling techniques to get proposals accepted. 79. Add meaningful headings and captions—readers see these first. 80. If possible, include color images and charts in documents. 81. Always monitor the progress of design work to spot errors or re-explain early.

Part Four: Communicating for Success The challenge for today's managers is to effectively influence the public using different media. 82. Seek reliable external opinions before deciding on a new trademark. 83. Vision and mission statements should be short and action-oriented. 84. Visit large corporate websites to see what others are doing. 85. Let PR professionals handle difficult media situations. 86. When facing hostile reporters, stay calm and do not say anything that could harm public relations. 87. When negative reports appear, acknowledge the facts, especially to yourself. 88. Buy and read the newspapers or magazines you want to influence. 89. Treat cameras and microphones as friendly friends. 90. If you have good media relations, make full use of them. 91. Ensure products meet promises; otherwise, advertising will fail. 92. Target advertising positioning for maximum effect. 93. Be as creative as possible—small budgets can have big effects. 94. Test advertisements with consumer panels before launching. 95. Attend colleagues' social events to get informal feedback. 96. Seek professional advice on using media skills within the company. 97. Print the trademark on various stationery to enhance corporate identity. 98. Identify colleagues with the best communication skills. 99. If you want to hear the truth, be honest with subordinates. 100. When more than two people have the same complaint, the complaint is likely to escalate. 101. If you only hear positive feedback, you are likely not hearing the whole truth.

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