Skills
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1. communication skill a oral communication 2. presentations a preparation step b research thoroughly c document your source d write your speech e prepare slides f rehearsal alone g tweak the presentation 3. delivery of speech a conducting discussion b guidelines in effective GD 4 who to conduct a group discussion a their goals b your goals 5 type of interviews question a prepare b introduction c probing 6 written communication a the art of good writing b outlines c Cs of writing 7 paragraphing 8 tips for written communication 9 news paper writing 10 written for magazines 11 effective listening 12 effective reading
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Skills
- 2. Communication skills • Speaking • Writing • listening • Reading
- 3. about people/you/me • 10% of what they read • 20% of what they hear • 30% of what they see • 40% of what they hear and see
- 4. Oral Communication/speaking How it takes place • Face-to-face, via telephone, voicemail, videoconferencing What provides • Discussion, clarification, understanding, immediate feedback Elements affecting communication • Body language • Cultural differences When to use • Early , especially face-to-face • Provide timely communications
- 5. Presentations Prepare What is the purpose? Know the audience Make outline Use clear language Prepare notes and materials Practice, practice, practice Copy handouts Request audiovisuals Visit intended room Deliver Expect nervousness Remove distractions Memorize opening lines Present accordingly Summarize points Memorize closing lines Interact with audience
- 6. Preparatory Steps 1 Know your audience and understand its perspective. Whether your goal is persuasion, or simply to inform, you need to understand your audience its level of expertise and how your message will resonate.
- 7. 2- Research thoroughly. You absolutely must be an expert on the subject. Okay, you don’t have to be the world’s leading authority, but you have to know the critical facts as well as much of the little-known information.
- 8. 3 Document your sources. Where you get your information is as important as the information itself. Without solid, peer-reviewed data, you’re just a person with an opinion. The audience, in this exercise, is expecting facts and projections. Your personal opinion may very well be important but it must not be the only thing you present. you do want to be able to give citations when asked.
- 10. Prepare slides
- 11. Rehearse alone
- 12. Do a dress rehearsal. Enlist some people that you trust to give honest opinions.
- 13. Tweak the presentation. Take what you learned in the dress rehearsal and make modifications. Try to put yourself in the audience when you do this. What will they hear when the slides are on the screen?
- 14. • Think about possible questions
- 15. Delivery of speech • Self confidence • Positive attitude towards audience and topic • Start should be good and within low pitch • Pleasant language and voice • Consider pitch to keep audience alert • Consider loudness • Words should be clear and distinct • Consider nonverbal communication
- 16. • Run with audience and ask questions • Be alert to feedback and react accordingly • Eye to eye contact • Use visual aids and humour( if needed) • Respect your audience • Pay thanks.
- 17. Conducting discussions Used in solving problems through group efforts
- 18. Guidelines in effective GD • Never impose that your solution is best • Present ideas before the group as suggestions • Preconceived ides should never be thrust upon people all at once for acceptance • Try to grasp group attention • Before going to meeting, full preparation should be made to guide discussion. All should be clear about problem/issue/topic.
- 19. How to conduct a group discussion • Members should be comfortably seated • Circle • Explain problem/issue/---- well in advance. • Discourage speeches • Discussions should focus on intended topic/problem/issue
- 20. Their Goal To find the best employee with: Expertise towards job Creativity and problem solving skills Independence and Team Players Communication skills Teaching, mentoring and supervisory skills Leadership potential and skills
- 21. ` Your Goal Convince employer that you fit their goal Learn about the institution and department Learn about the locality Decide if this is a good “fit”for you
- 22. It’s not just your expertise…… Non-verbal communication o Voice o Eye contact o Gestures o Posture o Nervous mannerisms o Handshake o Facial expression Verbal communication o Language o Grammar & sentence structure o Ability to organize & express ideas Listening skills “Fit”
- 23. Types of interview questions Ice breakers “So, Tell me about yourself” Skill-based Science, management, communication and interpersonal “Tell me about your research” “How do you give feedback to subordinates?” Behavioral Identify character traits and motivations for seeking the job to see if you are a “good” fit “Strengths and Weaknesses” “What excites/worries you about this job”
- 24. PREPARE!!!! Understand travel and other logistics Read institution websites Research your interviewers Make lists of questions & resources you need to learn about Make an impression –clothes that are comfortable, neat, and consistent with the science culture. Be prepared for all types of questions Practice your talk MANY TIMES Bring copies of your CV/resume
- 25. introduction • Create an open, respectful environment • Ensure the person is comfortable • Review the purpose of the interview • Assure Human subjects protection • Distribute consent form • “May I proceed?” “Is it okay to begin”
- 26. Probing • Create an open, respectful environment • Ensure the person is comfortable • Review the purpose of the interview • Assure Human subjects protection • Distribute consent form • “May I proceed?” “Is it okay to begin”
- 27. At the end • Check and fill in your notes at the end of each interview – don’t wait to do this because you will forget details • Write a brief summary for each interview – highlight themes, quotes, key points
- 28. Written Communication How it takes place • Through e-mail or can be sent hardcopy What it provides • Information, confirmation, requests Elements affecting communication • Length and word choice important • Media selected – electronic or hard copy When to use • When impractical to meet • Disseminate information in a timely manner
- 29. The art of good writing • Know your reader
- 30. • outline
- 31. C’S Of Writing
- 32. 5 Cs of writing
- 33. •Write to express •Simplicity •Force and beauty (comes through words and their arrangement. Evidences should also be added). •Use a natural style •Logical sequence
- 34. • Paragraphing
- 35. • Headings • Punctuation • Attraction • Be your own editor • Newness
- 44. Preparing Useful Reports Make your reports concise. Make reports readable and understandable. • That means simple, not slang! Put the most important points first. Use graphics where possible. Pay as much attention to the format of the report as to the content.
- 45. News paper writing • Compile all your facts. • Start with the lead • Give all the important details • Follow up main facts with additional information(After you've listed all the primary facts in your news article, include any additional information that might help the reader learn more, such as contact information, additional facts about the topic or people involved, or quotes from interviews. This additional information helps round out the article.) • Check facts before concluding • Remain unbiased • Conclude your article
- 46. News value • Timebased • Proximity • Consequence • Human interest
- 47. Writing for magazines 1-timeless 2-Select proper venue for your article and then to write the article directed at that audience 3-Feature articles sometimes even allow the writer to express personal thoughts and opinions on the topic.
- 50. Effective Listening Heart of Communication: Understanding Barriers to Effective Listening Pretending to listen Distractions Bias and closed- mindedness Impatience Jumping to conclusions How Improve Listening Skills Focus on the person talking Engage in active listening • provide verbal and nonverbal feedback Ask questions Do not interruptMost people do not listen with the intent to understand; they listen with the intent to reply. Stephen R. Covey
- 51. • Essentials of Active Listening • • 1. Intensity • 2. Empathy • 3. Acceptance • 4. Recognizing responsibility for completeness
- 52. Elements of listening • Hearing • Attention • Understanding • remembering
- 54. Suggestions for Improving Active Listening Skills • Make Eye Contact: Lack of eye contact may be interpreted as disinterest or disapproval. Making eye contact with the speaker focuses attention, reduces the chance of distraction, and is encouraging to the speaker. • 2. Exhibit Affirmative Nods and Appropriate Facial Expressions: The effective listener shows signs of being interested in what is said through nonverbal signs. Together with good eye contact, non-verbal expressions convey active listening.
- 55. • 3. Avoid Distracting Actions or Gestures: Do not look at other people, play with pens or pencils, shuffle papers, or the like. These activities make the speaker feel like the listener is not interested in what is being said. • • 4. Ask Questions: Questioning helps ensure clarification of what the speaker is saying, facilitates understanding, and lets the speaker know that the listener is engaged. • 5. Paraphrase: Paraphrasing means restating what the individual has said in different words. This technique allows the listener to verify that the message was received correctly. • • 6. Avoid Interrupting the Speaker: Allow the speaker to complete his or her thought before responding, and do not anticipate what he/she will say. • 7. Do Not Talk Too Much: Talking is easier than listening intently to someone else. An active listener recognizes that it is impossible to talk and listen acutely at the same time.
- 56. Effective reading Reasons of poor reading • Insufficient reading ability of reader • Low/no interest • Message is against readers’ predispositions • Poor vocabulary • Inadequate flow for reader • Message has no sense for reader/no logical sequence • Poor/no paragraphing
- 57. 8. Selective reading habit 9. Difficult/new subject matter for reader
- 58. Tips for improving reading skills • Increase vocabulary • Carefully read • Look for contextual clues • Learn grammatical functions • Do not waste time to figure out the meaning • Recognise the reference words • Read for meaning • Observe the flow of ideas • Draw logical inference • Understanding should be there • Inferential skill • Make reading a regular feature of your life
Notas do Editor
- Verbal Communication Verbal communication can take place face-to-face, via telephone, voicemail, or videoconferencing. Verbal communication provides a forum for discussion, clarification, understanding, and immediate feedback. Body language (in face-to-face communications) and tone (inflection and emotion of the voice) are important elements that enrich verbal communication. Body language can be used not only by the person talking, but also by the listener, as a way of providing feedback to the person talking. Positive body language can include direct eye contact, a smile, hand gestures, leaning forward, and nodding acknowledgment or agreement. Negative body language can be a frown, crossed arms, slouching, fidgeting, gazing or looking away, doodling, or yawning. When communicating with individuals from other cultures or countries, you need to be aware of their customs regarding greetings, gestures, eye contact, and proper protocol. When communicating verbally, a person must be careful not to use remarks, words, or phrases that can be construed to be sexist, racist, prejudicial, or offensive. A high degree of face-to-face communication is especially important early in a project to foster team building, develop good working relationships, and establish mutual expectations. Project team members need to be proactive in initiating timely communication with other team members and the project manager to get and give information. Verbal communication should be straightforward and unambiguous. The timing of verbal communication is very important.
- Presentations Often the project manager or members of the project team are called on to give a formal presentation. The audience may be representatives of the customer’s organization, the project organization’s upper management, or the project team itself. There are many steps that go into preparing for a presentation. Determine the purpose of the presentation. Is it to inform or to persuade? Know the audience. What is their level of knowledge or familiarity with the subject? Make an outline of the presentation. Use clear language that the audience will understand. Prepare notes or a final outline that you can refer to during your presentation. Prepare visual aids and test them. Make sure the visual aids are readable from the most distant seat in the room where the presentation will be given. They should be simple and not too busy. Practice, practice, practice. Make copies of handout materials. Request the audiovisual equipment well in advance. Go into the meeting room when it is not in use and get a feel for your surroundings. This slide also lists some tips for delivering presentations Expect a bit of nervousness; all speakers experience it. Turn off your cell phone and other distractions and ask the audience to do the same. Memorize the first two or three sentences of your presentation. Use the 3-T approach in your presentation: Tell them what you are going to tell them (your outline) Tell them (the body of your presentation) Tell them what you told them (your summary) Be professional Talk to the audience, not at it. Speak clearly and confidently. Use appropriate gestures to help make a point. Do not read the slides. Elaborate on the ideas illustrated on the slides. Do not stand in front of your visual aids. Build interest in your presentation. Keep to the key points in your outline and explain to the audience why they are important. Sum up your points on a particular item before moving on to the next item on your outline. Know your closing lines. Allow time for interaction with the audience, if appropriate. When responding to questions, be sincere, candid, and confident.
- Written Communication Written communication is generally carried out through internal correspondence to or among the project team and external correspondence to the customer or others external to the firm, such as subcontractors. Written correspondence is increasingly transmitted through e-mail, but can also be sent as a hardcopy. Formal project documents that require signatures, such as contracts and amendments, are usually sent as hardcopies. Memos and letters are ways to efficiently communicate with a group of people when it is impractical to have a meeting or when the information needs to be disseminated in a timely manner. Written communication should be used only when necessary. Project participants are usually very busy and do not have time to read trivial messages or irrelevant documents containing information that could be communicated verbally at the next project meeting. An e-mail may be appropriate as a follow-up to a face-to-face conversation or a phone call confirming decisions or actions, rather than relying on a person’s memory. Written communication should be used mostly to inform, confirm, and request information. Memos and letters should be clear and concise and should not include lengthy dissertations or voluminous extraneous attachments. Project managers want to avoid a perception of being flooded with emails or electronic messages, which is more of a hindrance than a help. Work related e-mail should not include emoticons or text message abbreviations. It is considered unprofessional, and not all recipients may understand the abbreviations or may misinterpret them. KWIM :-)
- Effective Listening The heart of communication is not words, but understanding. The source of the communication wants to be understood, and the receiver needs to understand. Half of making communication effective is listening. Here are some common barriers to effective listening: Only pretending to listen Distractions Bias and closed-mindedness Impatience Jumping to conclusions Listening involves a lot more than just letting the other person talk. It must be an active process. Here are some suggestions for improving listening skills: Focus on the person talking Engage in active listening—provide verbal and nonverbal feedback. Ask questions Do not interrupt Good listening skills are important if project team members are to be effective in communicating with one another and with the customer.