Top 7 Soft Skills- To learn & Develop!!!

We see many hard workers lag from the others in professional arena, and thus arise a question, is just hard work and dedication enough for you to succeed?

The answer is obviously a big ‘No’ and that’s the reason why I am writing this article. In this article, let us consider another essential aspect called ‘Soft Skills’, its importance and some tips to enhance it in this article 'Top 7 Soft Skills- To Learn & Develop!!!'

Soft Skills: A Key to Success

We have seen others and might have felt for ourselves that even after doing the required hard work (the best we could do) with all dedication, the reward or recognition is not as expected. On the contrary, there are others who are well recognized even without doing as much hard work as you did. Doesn’t this dishearten you? However, instead of analysing the situation and those people to find the root cause, we just tend to refrain from the hard work which can ruin the professional career.

Believe me, take out time to analyse these people and I am certain, you will notice some traits that these people possess (and you must develop) to put you in their line. These are the differentiating traits that are named as ‘Soft Skills’. They contribute equally for success of a person, they complement hard work, dedication and thus add flavour to your success. They are important in professional career right from selection in the Job interview to getting a good annual hike and promotions.

Firstly, let us understand what are ‘Soft Skills’ and ‘Hard Skills’? In simple language, ‘Hard Skills’ of a person are set of skills that we can measure or quantify e.g. ability to use a software, typing speed, mathematical calculations etc. On the other hand, ‘Soft Skills’ are a combination of 2 aspects i.e. character traits and interpersonal skills that determine a person’s relation with the other people.

Let us consider the Soft Skill aspects and the methodology to enhance them.

1. Communication Skills:

This is one of the most important and major aspect of Soft Skills. Communication skills contribute a major part of your impact on others and go hand in hand with body language.

An important misconception about ‘Communication Skills’ is that it is all about ‘Language’ & ‘Speaking’. First, let us first be clear that though the Language and Speaking are major part of ‘Communications Skills’ but overall the concept is far broader.

We communicate with others through:

• Language 
• Speech
• Writing
• Listening
• Body Language

a. Language:

It should be understood that ‘English’ language is the most professionally used language across the globe and thus it is obvious and very important to have command on this language. This is generally an easy task for people with convent background, however others must work upon it.

Many of the people opt for ‘Spoken English’ courses for this (which is not bad), but it should be remembered that you cannot just have command on the language by doing so. Consider the below points:

• English Grammar Books: Grammar to English is like salt to any dish. Thus, improving grammar is a must. You should know where to place vowels, verbs, details of tenses to be used, synonyms, singular/ plurals etc. In today’s World, many online books are available for improving the grammar. I always advocate for ‘Reading’, however firstly start with reading grammar books, this will make the concepts clear and will help to understand the other reading materials well.
• Reading of Newspapers, Magazines, Novels: As stated above, once you have understood the grammar well, move ahead with other ways to improve your language. I will suggest that instead of sticking on to the local language newspaper, go on with an English Newspaper. Read magazines in English on the topics of your interest ranging from Filmfare to Science & technology. The most beautiful way of learning as well as improving your imaginative power is reading of novels (no much explanation on this, just read and discover).
• Hollywood (English) Movies: Though an unconventional method, this has done wonders for me. Initially I didn’t used to understand the words said in the movies, you might face the same. Just watch them with subtitles initially, you will not even know when you started understanding their fast language.
• Use of Dictionary: All the above things done without understanding meaning of the words will do no good. Whenever during above activity, you come across words which are unaware to you, find out the meaning of these words. Many online free dictionaries are available, just install in your phone and use them. You will learn many new words and will surely enjoy it.
• Practice: This will be a common point for all the aspects of communication. Practice is the key. Language should be practised at offices with colleagues, at home with Kids (they will also improve). Remember that the more you practice the more you will master it.

b. Speech:

It is not that you will practice and master speaking only after you have mastered the English language. You need to master the art of speaking irrespectively of the language used. Above Point no. a. about English language is important because English is needed professionally, however speaking to others is an art, whatever language you use. Let us look into some basic aspects of speaking professionally:

• Think twice before speaking: Always think twice before speaking anything in the professional arena. I always emphasize on not using any unprofessional language in the office or professionally, also, use of professional language should be very cautious. The language should be polite (strictly professional when need to show anger). Remember that anything and everything you say can be used against you (in bad times). Anyone will not like a person who is rude, using disrespectful language or back biting. If you think that what will I feel if other person uses such language, you will be able to decide whether to use such words or not. This will surely improve your impact on the people and you will be respected. Always speak to the point and on doing so, the point should always be supported by a reason and example. This will make your thoughts clear to others and you will be well understood.
• Be cautious while making commitments: Your personality is judged by how you keep your commitments. It is said that never make commitments when you are too happy. Mean to say that once you have made a commitment, you need to fulfil it (come what may). For this, it should be understood that always be very judgmental while making commitments. Keep them realistic, achievable. Never make commitments for the sake of saying. Also, refrain from using words ‘always’ and ‘never’ in your commitments as you are not aware of future situations and your ‘always’ and ‘never’ can change. By thinking before committing approach, you will be man of your words and thus will enjoy better perks.
• Use of Diplomatic Language: When I say diplomatic language, many will misunderstand it as manipulation of facts. No, no, no. Please remember that diplomacy is not manipulation. Diplomacy is modification of facts (by maintaining their truthfulness) in such a polite manner that others will not be offended on listening. It is conveying the truth politely. There is no use in being adamant, being diplomatic does not impact your self-respect. Be diplomatic, and you will see its wonders.
• Intent: Though I am mentioning intent in the Speech part, it is mostly associated with the body language. The reason I am mentioning it here is, your intent primarily is based on the speech. It should be remembered that there cannot be a case where your intent and words do not match. It is said that even the animals can sense the intent in your words. Thus, professionally your intent should always be clear, may be with your juniors, seniors or peer group. Having a clear intent will depict you a humble and noble person and no one can succeed without being so.

c. Writing:

Your ability to write is as equally important as your ability to your ability to speak. However, it should be clearly understood that professionally, the use of English language is writing is much more important than its use during speaking. This is because, the words you say might fade away, however once a thing is documented, it is forever. Thus, your writing skills make or mar you. If you master the skill of writing (I am not referring technical writing), no one can stop you from being professionally successful.

If we broadly categorize the writings that you need to do professionally, I will categorize them as below:

• Emails: I will rate this aspect as the most important part of soft skills. This is because, the emails that you write impact other people and thus leave your impact. Always keep your emails professional. Keep a close look onto the people who you mark in copy. If you need to prove a senior that they have mentioned something incorrect, do it by telephone or if writing an email, do not mark copy to anyone. 
  
• Documents: The writing of documents should be simple, clear, understandable. The document should be understood when it is read by another person. Consider all the aspects related to the document and present it in a simple format. One thing should be clearly understood about documents that the way you format and present the document is how you are perceived. In the professional arena, your writing abilities will surely determine your success. For improving the document writing below mentioned things can be done:

i.              Referring already written good documents

ii.             Referring documents from internet

iii.            Practise writing the documents.

 

d. Listening:

The utmost important part of any communication is the ability to listen. If you do not have the ability to do so, you can never make impact on a population. Remember, you will have to listen, understand and then have to speak (as per the above defined part).

Always listen to respond and not react. When in a meeting, if anyone is making a point, listen to them with full attention (eyes on them), appreciate them for the suggestion/ recommendation and respond accordingly. People do not like that their talk is interrupted in the middle, allow people to complete what they say. In one to one discussion, pay attention to the person who is making a point.

People are felt important and thus develop a sense of respect for you when they feel that what they say is listened properly. It is as simple as that!!!

So, whenever someone says something ‘Be all ears!’.    

  

e. Body Language:

Body language of a person can determine his/ her success. Now, when I say this, it means that however hardworking you are, how much you practice the above points, but if they are not depicted from your body language, then believe me, you will face lots of trouble making people believe that you are awesome.

The important aspects of body language include:

•  Eye contact
• Smile (not a fake one but genuine)
• Posture (erect, comfortable and confident)
• Acting like you preach: This mean that if you go on preaching people for hard work and they find you acting vice versa, then who will trust you. To generate respect you should first act what you preach, may it be hard work, discipline, attitude etc.

Apart from the above mentioned aspects of communication (which contribute the major part of soft skills), I believe that below points are also equally important and should be taken care off (very seriously)

2.    Adaptability to situation:

This trait will let progress in any situation. I read an article a few days back stating the people who are more adaptable have more chances to succeed. Remember the situations can change, people can change, but it is solely you who has to determine how to adapt to the situation. We have been taught right from the school about the law of survival of fittest, law of adaptability etc. So just adapt and succeed.

3.   Handling Criticism:

Major sign of maturity of an individual is his/ her ability to handle criticism. Criticism will always come your way, however good you act. It is up to us, what criticism to keep, what to respond and what to pass on unattended. I would say that the always keep all the criticism for evaluation, evaluate each one (with a cool mind). Surely you will find out the ones that are your negative aspect and that are the ones that you need to act upon. It is said in ancient literatures that keep a critic near you and you will find ample of scope for improvement. Use criticism in a positive manner and act to improve.

4.   Leadership Skills: I have written a complete article on leadership skills ‘3 Essential Tips for being a goodLeader’. Please refer the same.  

Leadership

5. Computer Literacy: This is need of today’s professional world. Practice different aspects, be tech savvy, learn new skills. Use of excel, power point should be very efficient. Learn new techniques. Though I mentioned earlier, that quantifiable aspects are hard skills but surely this hard skill will do wonders for you. Be master of excel and power point, learn them in free time.  

6.  Emotional Intelligence: As the name suggest, it is being aware of one’s emotions (which is a difficult task). I am working on an article and will surely come with a good one on this shortly. Currently what I can say is being emotionally intelligent has become need of the hour. You should display a complete harmony of your emotions, actions and reactions.   

7.  Winning your Boss: Friends, most important aspect for your professional success is your harmony with your Boss. Your soft skills will surely win your boss and get you at the top. I have made a detailed analysis about the same in my article ‘How to Win your Boss’. Kindly refer the same. 

     Based on the complete article, I believe that I had tried to touch all the important aspects related to soft skills. Now, do you think that just reading this article will improve your soft skills. Never, what we can do is to have plan for improvement. Ok, let me help you with this. Let’s have some action plan for starters (rest you will surely act upon):

1. Identify a person in your professional surrounding whom you believe possess excellent soft skills. Simply observe that person to understand what and how he does. You should not necessarily imitate that person but surely he/ she will help you learn primarily the soft skills that are needed in your specific office (remember soft skills success is also specific to the work environment) for you to adopt. List out 3 such soft skills, try to follow them and see the difference.
2. Identify an English grammar book (many are available online for free). Read out the book once, twice and thrice. You should not take years to read the book thrice. Select a simple book with less number of pages and basic grammar concepts. Complete reading thrice in a week’s time. Try to use the concept of grammar in daily use of language in reading and writing.
3. Recollect your favorite Hollywood movie. Get the English version of the movie with subtitles and watch it. Capture words from the movie for which you do not know the meaning. Get the meaning from dictionary. You will increase your vocabulary.
4. Practice English in office: Use only English language to communicate in office. Follow the schedule for one month. You will see the difference. Do not pay attention to what people will say or feel. Everything is OK if you are in improvement zone.
5. Select any presentation, stand in front of mirror and try to present it. Identify areas where you need improvement. Develop the same. Do this for 2 more presentations. Further, once you develop confidence and feel you have improvement the weak areas, try it with an audience (can be friends).
6. Try out typing at fast speed, practise the same. If you are already good at it, appreciable. Look for online features of excel, try them out on excel sheets. Apply formulas, try different aspect, try to put them in use for office data. Select a topic and try to make presentation out of it, practice, practice, practice.

Friends, evaluate the above points. I will suggest, read them carefully, try them out. Even if a single aspect can help you improve, then the article is successful. If you feel you are already good at it, then thanks for reading the article, please share it with the ones whom you feel will be benefited. 

Shortly coming with a new one!!!