Course Instructor: Ms.

Summera Malik Federal Urdu University Islamabad

How to Become an Excellent Communicator?

Improving communication skills may be a hard task but it can definitely be achieved through
continuous practice.

Here are a few suggestions. Remember it’s a journey and it is important to take few steps every
day.

#1) Become a good Listener:

Communication is a two-way process. Listening is equally important as speaking. We

must practice to listen and not merely hear things.

Real Life Scenario:

A tester is a key participant in a requirements discussion meeting. Make the most of it by

following the below tips. The advantages are twofold. You get better at understanding the system
and your participation will earn points with your manager and makes a good impression.

Tips to become an active listener –

 Pay attention and ask questions

 Seek confirmation when in doubt. For example, ask “So what you mean to say is” or
“Please confirm if I understood this correctly”.
 Make eye contact with the speaker
 Nod, smile and keep a positive posture

Business Communication Handout: 6a

Course Instructor: Ms. Summera Malik Federal Urdu University Islamabad

 Provide positive feedback

 Contribute when you can

#2) Become a confident Speaker:

Real Life Scenario:

Opportunities for a tester to participate in an engaging formal discussion or conversion are

unlimited. Defect triage meetings, review sessions, etc happen pretty much every day. Ace them
with the following tips.

Tips to become a confident Speaker –

 Believe in yourself
 Don’t be hesitant. Have faith in your inputs and ideas
 Think before you say it.
 Make eye contact with others. This increases chances of receiving an affirmative
response.
 Watch your pace and slow down if needed.
 Watch your pronunciation. Speak loud and clear. If you are unsure about the
pronunciation choose another parallel word rather pronouncing it wrong.
 Practice small conversations.
 Try not to confuse your audience with mixed messages. Your words should be aligned
with your body language, facial expressions, and tone.

Business Communication Handout: 6a

Course Instructor: Ms. Summera Malik Federal Urdu University Islamabad

 Know your words before using it. If you are not sure about the meaning, avoid using it.
Make it a practice to learn a new word every day.
 Say what you want to convey clearly.
 Positive body language is also an important factor. Relaxed arms at your sides suggest
that you are approachable and open to having a discussion whereas crossed arms and
hunched shoulders suggest the opposite that you are reserved and not willing to have a
conversation.
 Positive and appropriate posture can make even difficult conversations flow more
effortlessly.
 Learn to give feedback positively but without hesitation.
 Attempt to resolve conflict

#3) Improve your Presentation Skills:

Real Life Scenario:

Once again, all the above-mentioned meetings can benefit from a good leadership
and presentation.

Tips to Improve your Presentation Skills –

 Have your material ready before hand.

 Always have agenda ready and handy. Direct the meeting in a way that it remains on
track and you reach your goal by the end of the meeting.

Business Communication Handout: 6a

Course Instructor: Ms. Summera Malik Federal Urdu University Islamabad

 Encourage interactive participation. Ask questions such as “What’s your opinion about
this?” or “Do you think it’s a good idea?”
 Learn to read your audience’s reactions and behavior. Similarly keep a control on your
own reactions and behavior.
 Try to practice assertive ways while speaking as well as in written communication.
 During Defects Status Meetings – remain calm and unbiased while explaining the
defects. Keep conversation flow positive. Explaining the defect to the developer is
equally important as finding it. Always avoid being personal in such meetings.
 Practice your gestures. While presenting make sure your whole body talks.
 Good and appropriate use of humor is also a key factor
 Empathize – Empathy is putting yourself in others shoes. Try to understand the point-of-
view of others. Be open to new ideas.
 Learn to take criticism positively.

#4) Improve your Telephonic Conversations:

Real Life Scenario

Telephonic Interviews are as common as day and night for IT teams.

Tips to Improve your Telephonic Conversations:

 In a telephonic conversation the other person is not able to see your expressions; hence, it
becomes more difficult to explain yourself.

Business Communication Handout: 6a

Course Instructor: Ms. Summera Malik Federal Urdu University Islamabad

 Always greet the person at the other end before starting your conversation.
 Always introduce yourself even if the person is expecting your call. Say your name very
clearly.
 Explain the purpose of the call at the beginning
 Be very clear in what you are saying. Be concise.
 Do not take long pauses.
 Pause when necessary
 Do not interrupt. Let the other person speak too.
 Have a notepad ready while you are in a call to note down any necessary details.
 At times, speech fillers like umm sound very irritating over the telephone. Try to avoid it.
 Use your words more wisely if you don’t know the other person.
 Have a positive tone.
 Always end the call with a thank you note.

In summary:

 Be an attentive and good listener.

 Be clear and loud in a conversation.
 Speak up confidently in all meetings.
 Do not hesitate to express yourself.
 Show empathy
 Make eye contact whether you are speaking or listening.

Business Communication Handout: 6a