Communication is the key, Giving Presentations Best Regards to Prof. Ing. Walter Harsch

1. Communication
Prof. Dr.-Ing. Walter Harsch

2. Structure
Ø Nonverbal Communication
1. Communication
Ø Verbal Communication
and Presentation
Ø Design of charts
2. Meetings Ø Proceeding
Ø Working methods
Ø Definitions, structure, tasks
3. Project Management Ø Proceeding
Ø Working methods
Prof. Dr.-Ing. Walter Harsch 2

3. Table of contents (part 1):
Communication
n The communication process 7
n Giving presentations 23
n Preparing presentations 62
n Presentations in details 81
n The design of charts 95
n Templates for presentations 101
n The project communication plan 120
n Listening skills 123
Prof. Dr.-Ing. Walter Harsch 3

4. Table of contents (part 2):
Effective meetings
n In general 130
n Moderation 138
n Steps for preparing a meeting 142
n Having a meeting 152
n How to use flipcharts 181
n Methods for doing effective meetings 197
n Reports and minutes 219
Prof. Dr.-Ing. Walter Harsch 4

5. Important information
n The following charts are not made for
“presentations”!!!
n They are much too monotonous, much too
crowded, not well structured …
n But …
Prof. Dr.-Ing. Walter Harsch 5

6. Two functions
Support
Manuscript
in lectures
Prof. Dr.-Ing. Walter Harsch 6

7. Never
show such charts
in your presentations!!!
Prof. Dr.-Ing. Walter Harsch 7

8. Communication process
Some basics

9. Communication
n One of most important skills for managers
n Often source of problems, conflicts or
dissatisfaction
n Communication is a function of trust.
Trust high > communication effective.
Prof. Dr.-Ing. Walter Harsch 9

10. There are different forms of
communication
n Verbal
n Nonverbal
n Writing
n Listening
Prof. Dr.-Ing. Walter Harsch 10

11. Communication process
n Sender determines
information to share
Message
and encodes message
n Receiver decodes
Sender Receiver message to determine
its meaning and then
responds accordingly
Feedback
Prof. Dr.-Ing. Walter Harsch 11

12. Example 1
Father to children:
n „We will eat in 10 minutes!“
Children may understand:
n „He wants us to be there in 10 minutes!“
n „He wants us to wash our hands!“
n „He wants us to dress the table!“
n ...
Prof. Dr.-Ing. Walter Harsch 12

13. Example 2
French manager to German manager:
„We will meet tomorrow at 10.00 o‘clock!“
What does he/she expect?
Ø It would be very impolite to arrive exactly at 10.00
o‘clock!
Ø Better: 15 – 30 minutes later!
Prof. Dr.-Ing. Walter Harsch 13

14. Encoding and decoding may be
affected ...
n ... by values, attitudes, beliefs, perceptions,
education, language, culture, and emotions
Ø Communication is successful if the decoded
message is the same as the sender intended.
Prof. Dr.-Ing. Walter Harsch 14

15. Communication
Sender Receiver
„Problematic“ communication:
Ø Little understanding
„Good“ communication:
Ø Good understanding
Prof. Dr.-Ing. Walter Harsch 15

16. Barriers to communication (1)
May disrupt communication or stop it altogether
Sender Receiver
Prof. Dr.-Ing. Walter Harsch 16

17. Barriers to communication (2)
People n Background (division, department)
n Education
n Values
n Attitudes
n Social status
17

18. Barriers to communication (3)
Organization nOrganizational culture
nRumours
nConflicting priorities
nDepartmental relationships
nTerritorial issues (Streitfall)
Prof. Dr.-Ing. Walter Harsch 18

19. Barriers to communication (4)
Language n Terminology (jargon)
n Nonverbal
n Mother tongue vs. learned language
n Mistranslations
19

20. Barriers to communication (5)
Logistics n Geography
n Time zones
n Method (face-to-face, telephone,
e-mail)
n Culture (from country to country
or within the same country)
Prof. Dr.-Ing. Walter Harsch 20

21. Communication may also be complicated
by the number of people involved
3 individuals
3 potential interactions
5 individuals
10 possible interactions
10 individuals
45 potential interactions
Individuals x (Individuals – 1)
Interactions = -----------------------------------------
Prof. Dr.-Ing. Walter Harsch 2 21

22. Improve communication by taking the
following actions (1)
1. Choose most appropriate method of
transmission for your communication:
- face-to-face, telephone, conversation, e-mail,
video conference, memo, letter, etc.
- considering urgency and importance of the
message or need to discuss the issue, make a
decision, or negotiate.
2. Prepare your message in advance:
- Determine how and when to deliver the message
- Identify the problem that needs action
- Gather relevant information
- Focus on most important issues
Prof. Dr.-Ing. Walter Harsch 22

23. Improve communication by taking the
following actions (2)
3. Deliver the message in a clear and constructive way:
- Use appropriate nonverbal communication
- Be aware of the other person‘s feelings and show genuine
concern
4. Listen to the receiver‘s message:
- Really listen
- Ask questions until you are sure to understand the
response
- Accept the fact that the other person may see things
differently from how you see them
5. Verify understanding
- By summarizing or paraphrasing (umschreiben) the
23
response to be sure you understand correctly

24. Giving presentations
Prof. Dr.-Ing. Walter Harsch 24

25. Imagine, you are doing a presentation
n Student‘s project
n Bachelor thesis in company
n Seminar
n Conference
n Meeting in the company
n Party
n ...
Prof. Dr.-Ing. Walter Harsch 25

26. What impresses the audience?
The sympathy/antipathy is decided
n 50 - 60 % by non verbal impression
n (body language, i.e. posture, gestures, facial
expression, visual contact, outfit)
n 30 – 40 % by verbal impression
n 10 % by content of speech
Prof. Dr.-Ing. Walter Harsch 26

27. The reason for that:
n The pace of speaking of a
German-speaking person:
n 100 words/min
n The capacity of human brains:
n 400 words/min
Ø Our brain is only strained to a
fourth part, so ¾ of our brain
capacity is able to do other
observations!
27

28. Because of that ...
n ... we have to take special care of our body
language!
n ... let‘s have a close look to some rules!
Prof. Dr.-Ing. Walter Harsch 28

29. Non verbal impression
1. Posture
2. Gestures
3. Facial expression
4. Eye contact
5. Outfit
6. Distance areas
7. Gestures
Prof. Dr.-Ing. Walter Harsch 29

30. 1. Posture
n The posture of a person is the first signal
that impresses other people!
n The posture decides the impression of
n professional firmness
n personal assurance
n attitude of the speaker towards listeners
(arrogant, fearful)
n view of the speaker to life (positive, negative)
Prof. Dr.-Ing. Walter Harsch 30

31. For that reason ...
do not but
n change standing and ü stand firm on both legs
free leg ü put your feet a bit apart
n take a teenage girl ü feet in front opened a
posture little bit
n bend your body in the ü stand upright
hip
Prof. Dr.-Ing. Walter Harsch 31

32. 2. People look the way they are
Whom would you believe? 32

33. Facial expression
n Permanent signal between our fellow human
beings and ourselves.
n Shows our view of life.
n Influences impression of the others for what
we are saying!
Prof. Dr.-Ing. Walter Harsch 33

34. If we go through life with ...
n dissatisfaction
n a grumpy face (mürrisch)
n pessimistic prejudices
n doubt against everything and everybody
Ø then we must not be surprised if others show
us exactly what we expect of them!
Prof. Dr.-Ing. Walter Harsch 34

35. 4. The first meeting
Prof. Dr.-Ing. Walter Harsch 35

36. Eye contact
At the first meeting people look into the
eyes of each other and find out – often
unconsciously - about
n sympathy and antipathy
n interest and disinterest
n power (who looks away first?)
Ø Maybe wrong - but of long duration!
Prof. Dr.-Ing. Walter Harsch 36

37. We incline to neglect the eye contact if we
ü are unsure
ü feel embarrassed (verlegen, peinlich berührt)
ü feel disturbed
ü criticise or if we are criticised
ü express orders and wishes
ü tell lies.
Ø In such situations we need particularly the
visual contact!
Prof. Dr.-Ing. Walter Harsch 37

38. 5. The Outfit
Prof. Dr.-Ing. Walter Harsch 38

39. Pay attention!
n You should look well- n Take special care on
groomed and fitting Ø your shoes
Ø your personal type Ø your finger nails
Ø occasion Ø your hair
Ø your teeth
n Not too loud
Ø takes listeners mind n and on accesoirs like
from your presentation Ø glasses
Ø watch
Ø handkerchief
Prof. Dr.-Ing. Walter Harsch 39

40. 6. Distance areas
Prof. Dr.-Ing. Walter Harsch 40

41. We distinguish between three distance
areas
1. General distance: 1,2 – 1,5 m
Ø You don‘t feel disturbed!
2. Distance of communication: 0,6/0,8 – 1,2 m
Ø The distance of the heads during conversation!
3. Distance of intimacy: 0,6 – 0,8 m
Ø This area is reserved for people you like!
Prof. Dr.-Ing. Walter Harsch 41

42. 7. Gestures
n Gestures are a very powerful signal!
n Mind cross cultural differences!
Prof. Dr.-Ing. Walter Harsch 42

43. Gestures are
allowed in this
area!
Prof. Dr.-Ing. Walter Harsch 43

44. Examples
Prof. Dr.-Ing. Walter Harsch 44

45. Exercise: Holding a speech
n My hobby
n Why do I study Textile and Clothing
Management
n What do I intend to do in my job!
n Why I like Mönchengladbach
n Do a presentation of about 2 – 3 min!
Prof. Dr.-Ing. Walter Harsch 45

46. Verbal impression
1. Articulation
2. Short breaks during speaking
3. Rhetoric
4. Rules for designing a manuscript
5. Stage fright
6. Feedback rules
Prof. Dr.-Ing. Walter Harsch 46

47. 1. Articulation
Try to vary your articulation
n High – deep
n Loud – low
n Fast – slow
Ø The tension of your speech is decided by the
variations!
Prof. Dr.-Ing. Walter Harsch 47

48. 2. Short breaks during speaking
n Advantages for you as n Advantages for listeners
speaker
Ø You win time to prepare Ø They can think about what
next idea you have said
Ø You can renew eye Ø They can reflect your
contact information
Ø You can have a look at Ø They are not overstressed
your notes in their concentration
Ø You can breathe quietly Ø They are able to follow
Ø You can think in advance you in an easier way
Ø Listeners concentrate on
you again
Prof. Dr.-Ing. Walter Harsch 48

49. 3. Rhetoric
n Some rules for doing presentations
Prof. Dr.-Ing. Walter Harsch 49

50. I. The beginning of a presentation
n Active greeting
n No empty phrases, no platitudes
n No excuses
n Start only when you are standing in front of the
audience
n Introduce yourself, if you are a stranger to group
Prof. Dr.-Ing. Walter Harsch 50

51. II. The main part of a presentation
n No speech before the speech
n Objectives, list of content if necessary
n Clear structure with breaks between main chapters
n Duration of presentation in dependence of
occasion
n Choice of style/expressions in dependence of
audience
n Talk only about the essentials 51

52. III. The end / the conclusion
n No never ending end
n No „I hope“
n Appeal to listeners better than „thank you“
Prof. Dr.-Ing. Walter Harsch 52

53. Examples
n I am pleased that I had the opportunity to
present the new data management
system of my company. Be polite
n Probably you see new possibilities in
designing similar solutions for your firms. Appeal
n If you are interested in more details don‘t
hesitate to contact me, my e-mail
address is listed in the handout.
Moreover there will be a break in a few Appeal
minutes and we can discuss further
points if you are interested.
53

54. Short exercise
Please work out
the end of a presentation
at the University of Valencia (Spain) about your
studies!
Prof. Dr.-Ing. Walter Harsch 54

55. 4. Designing a manuscript
ü (Only) introduction and end/conclusion word-for-word
ü Use only keywords
n Well-trained speaker: 1 keyword/minute
n Untrained speakers: 3 – 4 keywords/minute
Prof. Dr.-Ing. Walter Harsch 55

56. DIN A4 paper size only if you can hide it!
Subject
1st main keyword 2 – 4 minor keywords
2nd main keyword 2 – 4 minor keywords
3rd main keyword ...
... ...
... ...
Prof. Dr.-Ing. Walter Harsch 56

57. Use DIN A6 / DIN A 7 paper size!
Ø Maximum 5 words per card
Ø Write with felt-pen
Ø Write on cards only on one side
Ø Number the cards
Prof. Dr.-Ing. Walter Harsch 57

58. 5. What to do against stage fright?
Permanent strong stage fright
Ø Physical relaxation (e.g. autogenic training)
Ø Train doing presentations!
Prof. Dr.-Ing. Walter Harsch 58

59. Normal stage fright
n Respectable preparation Ø Take your time for
preparation
Ø Headword manuscript
Ø Ability of forming different
sentences out of the same
keywords
n The night before Ø Little alcohol
Ø Duration of sleep is of no
influence
n Just before the presentation Ø 3x take a deep breath
n And then Ø Show self assurance
Prof. Dr.-Ing. Walter Harsch 59

60. Listeners opinion:
Who shows self-assurance has strong
arguments
Prof. Dr.-Ing. Walter Harsch 60

61. 6. Feedback rules
Rules for the person giving feedback
1. Describe facts (I see, ...)
2. Describe things from your point of view
n This means: The way I see it is ...!
n Or: You make this or that impression on me!
n Not: You are ...
Rules for the receiver of feedback
1. Think „thank you“!
2. Accept the criticism without resignation!
3. No justification!
Prof. Dr.-Ing. Walter Harsch 61

62. What to consider? Points
Checklist for giving presentations
Content of presentation? 0 1 2 3 4 5 6 7 8 9
Adaptation to the listener? No = 0 Yes = 1
Is a clear aim expressed? No = 0 Yes = 1
Is there eye contact? No = 0 Yes = 1
Is there direct speech towards the listener (you)? No = 0 Yes = 1
What about voice pressure and rhythm of speech? No = 0 Yes = 1
Easy language in short sentences? No = 0 Yes = 1
Clear pronunciation? No = 0 Yes = 1
Use of breaks? No = 0 Yes = 1
Examples and comparisons? No = 0 Yes = 1
Use of illustrations? No = 0 Yes = 1
Rhetorical questions? No = 0 Yes = 1
Too formal or too slangy language? No = 1 Yes = 0
Introduction (concise (exact), fluently, interesting)? 0 1 2 3
End/conclusion (concise, fluently, interesting)? 0 1 2 3
Expression of thanks? Yes = 0 No = 1
Media usage (beamer, overhead-projector, video, ...) 0 1 2 3
Explanation of motives? 0 1 2 3
Total (max. 34 points) 62

63. Exercise
n Please prepare a short presentation (max.
3 min.) about one of the following subjects:
Ø Industry needs more graduates in Bachelor of
Textile and Clothing Management!
Ø My hobbies!
Prof. Dr.-Ing. Walter Harsch 63

64. Preparing presentations
Rules and ideas

65. In general ...
Prof. Dr.-Ing. Walter Harsch 65

66. Combination of audio-visual media
and aids
Success of learning (to remember after 6 weeks)
90 %
50 %
30 %
20 %
Only Only Hearing and Additional
hearing seeing visual media use of one‘s own
Prof. Dr.-Ing. Walter Harsch
(exercises etc.) 66

67. How to prepare a speech
n Who am I talking to?
n Who am I?
n What do I want?
n What do they want from me?
Prof. Dr.-Ing. Walter Harsch 67

68. Criteria for choosing the contents and
the detail of contents
n How often do I need it?
n How complex is the topic?
n What is the knowledge of the persons
listening?
n What is a necessity (i.e. for exams)?
n What can be transferred to a similar problem?
n What is important?
Ø Make it interesting for the listeners!
Prof. Dr.-Ing. Walter Harsch 68

69. Pedagogical structure
Ø From the known to the unknown
Ø From easy to difficult
Ø From simple to complex
Ø From an example to find the rule
Ø From the rule to the exception
Prof. Dr.-Ing. Walter Harsch 69

70. Examples
1. From the known to the unknown
Ø Our University ? Our partner University in Finland
2. From easy to difficult
Ø Sewing of a T-shirt ? Sewing of a man‘s shirt
3. From simple to complex
Ø Gear with 2 gearwheels ? Gear with 5 gearwheels
and drive shaft (Antriebswelle)
4. From an example to find the rule
Ø Noise level looms 100 dB(A) ? All looms have such
a noise level
5. From the rule to the exception
Ø Noise level prototype loom ? only 80 dB(A)
Prof. Dr.-Ing. Walter Harsch 70

71. Pedagogical structure
Please, work out an example for every rule!
Prof. Dr.-Ing. Walter Harsch 71

72. Pedagogical structure
n Try to follow this structure in your
presentation
n It makes it easier for the audience to
understand what you want to say
n The listener‘s feeling of satisfaction increases
Ø Your success increases as well!
Prof. Dr.-Ing. Walter Harsch 72

73. To remember
n Use examples
n Illustrate your statements
n Activate listeners (ask (rhetorical) questions)
n Give the feeling of success (listener must be
able to answer rhetorical questions)
n Go ahead step by step
n Use clear and easy understandable language
Prof. Dr.-Ing. Walter Harsch 73

74. If you are off the track
n Let‘s put together ...
n Repeat the statements and facts
n Discus pros and cons
n Bring out further claims and assertions
Ø You need to talk in the front and think in the
back of your mind, to find back to what you
wanted to express!
Prof. Dr.-Ing. Walter Harsch 74

75. Preparation
Content Detail Key points
1. Define specific What the audience needs to 1. Helps to devise a
objectives understand presentation
structure
2. Provides a yardstick
(Maßstab ) for success
2. Develop and select - What must be included? Helps to prioritise the
ideas - What should be included? presentation
- What could be included?
3. Design the 1. Introduction Notes, visuals, aids, etc.
structure 2. Main body
3. Summary
Prof. Dr.-Ing. Walter Harsch 75

76. Presentation
Content Detail Key points
1. Introduction Setting the scene Who, what, why and how
2. Main body Logical sequence: Include:
n Facts n Variety
n Examples n Contrast
n Conclusions n Humour
3. Summary 1. Draw together People tend to remember
2. Summarize what they hear last
3. Seek acceptance
4. Propose action
Prof. Dr.-Ing. Walter Harsch 76

77. The duration of speeches
Speak for 20 – 45 minutes
maximum –this is the
lengths of the average
person‘s attention span!
Prof. Dr.-Ing. Walter Harsch 77

78. Aids for your presentation
Structure Time How to Comment
remember
1. Introduction 3–5 Written down n Just in case
min word for word n Gives you security
2. Main body 20 min n Key words Additional
only information that is
n Use your not mentioned on the
charts chart
3. Summary 1. 3 – 5 Written down n Just in case
min word for word n Gives you security
Prof. Dr.-Ing. Walter Harsch 78

79. (Visual) aids
n PowerPoint Charts
n (Overhead) transparencies
n Slides
n Video films/DVD‘s
n Models
n Samples (like fabrics)
n ...
Ø Are helpful for the understanding
Prof. Dr.-Ing. Walter Harsch 79

80. Make use of ...
Oral speech Not time consuming, good for instructions, many
listeners possible
Black board/ For writing down ideas, notes, structures
White board
PowerPoint + „Prefabricated“ presentations, numerous
Beamer possibilities, no additional notes, little overview
Overhead Permits use of prepared transparencies,
projector for writing down ideas, notes, structures
Flip Chart You can take them away, pin them to the wall,
take them home, bring them back, etc.
Pin wall For working out structures, ideas, propositions
Videos Show complex issues, motions, behaviour
80

81. Don‘t forget
n Don‘t always use just one successful medium
n If the contents change, change the media as
well
n Structure your subjects in different main parts
n Don‘t focus on the reason alone but also on
feelings
n Use well known and obvious examples
Prof. Dr.-Ing. Walter Harsch 81

82. Prof. Dr.-Ing. Walter Harsch 82

83. The presentation in
details
Structure and language

84. Flow-chart: structure presentation
Introduction I‘d like today to talk about ...
Outline I‘ve divided my talk into ...
Questions If you have any question, please
Main part 1 Let‘s start with ...
Main part 2 That brings me to ...
Main parts 3, 4, etc. ... and turn to ...
Summary To sum up ...
84
Conclusion In conclusion

85. Introducting yourself and your talk
Checklist
n Your name and position
n The title/subject of your presentation
n The purpose of your presentation
n The lengths of time you will take
n The main parts or points you will cover
n Any visual aids you will use
n When the audience may ask questions
n A reference to the audience: a human touch
Prof. Dr.-Ing. Walter Harsch 85

86. Greeting, name, position
n Good morning, my name‘s.... I‘m the new Finance
Manager.
n Ladies and gentlemen. It‘s an honour to have the
opportunity to address such a distinguished
audience.
n Good morning. Let me start by saying just a few
words about my own background. I started in ...
n Welcome to DaimlerChrysler. I know I‘ve met some
of you, but just for the benefit of those I haven‘t, my
name‘s ...
Prof. Dr.-Ing. Walter Harsch 86

87. Title/subject
n I‘d like to talk (to you) today about ...
n I‘m going to present the recent ...
explain our position on ...
inform you about ...
describe ...
n The subject of my talk
focus presentation
topic paper (academic)
speech (usually to public audience)
Prof. Dr.-Ing. Walter Harsch 87

88. Purpose/objective
n We are here today to decide ...
agree ...
learn about ...
The purpose of this talk is to update you on ...
give you the
background to ...
Prof. Dr.-Ing. Walter Harsch 88

89. Length
n I shall only take (...) minutes of your time.
n I plan to be brief.
n This should only last (...) minutes.
Prof. Dr.-Ing. Walter Harsch 89

90. Outline/main parts
n I‘ve divided my presentation into four parts. They
are ...
n The subject can be looked at under the following
headings: ...
n We can break this area down into the following
fields: Firstly/first of all ...
Secondly/then/next ...
Thirdly/ and then we come to ...
Finally/lastly/last of all ...
Prof. Dr.-Ing. Walter Harsch 90

91. Questions
n I‘d be glad to answer any questions at the
end of my talk.
n If you have any question, please, feel free to
interrupt.
n Please interrupt me if there is something
which needs clarifying. Otherwise, there‘ll be
time for discussion at the end.
Prof. Dr.-Ing. Walter Harsch 91

92. Reference to the audience
n I can see many of you are ...
n I know you‘ve travelled a long way ...
n You all look as though you‘ve heard this
before ...
Prof. Dr.-Ing. Walter Harsch 92

93. Language
Written language Spoken language
nlong sentences nshorter sentences
ncomplex vocabulary nsimpler vocabulary
ncomplex arguments nsimpler arguments
nimpersonal style npersonal style
Prof. Dr.-Ing. Walter Harsch 93

94. Examples language
n An individualistic style appears to be closely
associated with rapid career path progression,
whereas a group or participative style, despite its
evident attractiveness to all members of staff, is
correlated with a relatively slow career progression.
n You can see here, 35 % of the group of managers
classified as participative reached senior
management positions. On the other hand, 74 % of
the more individualistic managers achieved senior
management status.
Prof. Dr.-Ing. Walter Harsch 94

95. Example language
n Although lip service is paid to the concept of
participative management, their real perception of
leadership qualities completely contradict this view. It
can be further seen that such surveys ...
n So, we find it a massive contradiction. Good
managers are supposed to be participative – to make
sure they consult and discuss. Good leaders are
supposed to be strong individuals – able to make
decisions on their own.
Prof. Dr.-Ing. Walter Harsch 95

96. The design of charts
Some advices

97. Two different ways to express yourself
on charts
1. Statement expresses a message
Ø (What can we see on the chart?
Ø What is the most important?
2. Just a title
Ø What is it the chart deals with?
Prof. Dr.-Ing. Walter Harsch 97

98. In the last 6 month we reduced the
quality costs for 30 %.
6 Mio. € ? = 30 %
4,2 Mio. €
01/2003
06/2003
Prof. Dr.-Ing. Walter Harsch 98

99. Reduction of quality costs
6 Mio. € ? = 30 %
4,2 Mio. €
01/2003
06/2003
Prof. Dr.-Ing. Walter Harsch 99

100. How many charts do you need?
Ø Calculate 2 – 3 min per chart
Ø Better fewer charts than one too much
Ø Concentrate on the most interesting facts and
messages
Prof. Dr.-Ing. Walter Harsch 100

101. See example in lecture!
Prof. Dr.-Ing. Walter Harsch 101

102. Charts should be
n reduced as much as possible
n clearly structured
n varied
n full of surprises
n a pleasure to look at.
Prof. Dr.-Ing. Walter Harsch 102

103. Template for a presentation
Example 1
Presentation of concept „Open Day 2003“
(Thanks to Mrs. Isermann)

104. Template 1
Topic
What, when, where
Prof. Dr.-Ing. Walter Harsch 104

105. Template 2
Situation analysis
Lessons learned
What was good?
What was bad?
Things to be improved
Prof. Dr.-Ing. Walter Harsch 105

106. Template 3
Objectives
• First
• Second
• Third
• Fourth
(less is more!)
Prof. Dr.-Ing. Walter Harsch 106

107. Template 4
Target groups
•
•
•
•
Prof. Dr.-Ing. Walter Harsch 107

108. Template 5
Strategy
In this example, it is of course,
The event „Open Day“
Explain why.
This chart can miss.
Prof. Dr.-Ing. Walter Harsch 108

109. Template 6
Messages
e.g.
The Department of Textile and Clothing Technology
of the Niederrhein University of Applied Sciences
• offers job perspectives
•
•
Messages should be simple, saying in one sentence
what the client wants to achieve.
Ideally, messages should support the objectives.
109

110. Template 7
Idea: Slogan
The slogan is the platform for the message
Prof. Dr.-Ing. Walter Harsch 110

111. Template 8
Measures for
1st message
2nd message
3rd message
Prof. Dr.-Ing. Walter Harsch 111

112. Template 9
Additional activities
E.g.
• Invitations
• Advertising
• Info.Launge
• Background information
• Give-aways
Prof. Dr.-Ing. Walter Harsch 112

113. Template 10
Media relations
• Who should be in contact?
• How (which products)?
Prof. Dr.-Ing. Walter Harsch 113

114. Template 11
Timing and team
• Gantt-chart
(only title of activities, e.g. Press tour)
• Who is responsible for which measure?
Prof. Dr.-Ing. Walter Harsch 114

115. Template 12
Budget (Costs)
E.g.
• Advertising
• Give-away
Rounded off sums
Prof. Dr.-Ing. Walter Harsch 115

116. Structure of a
proposition/plan you make
Example 2

117. Template 1
Set out the proposal
Prof. Dr.-Ing. Walter Harsch 117

118. Template 2
Explain why it is
needed and what it
contributes
Prof. Dr.-Ing. Walter Harsch 118

119. Template 3
Estimate the resources
required, and show
how the proposal
meets financial criteria
Prof. Dr.-Ing. Walter Harsch 119

120. Template 4
Specify who will be
responsible and
the proposal‘s
timescale
Prof. Dr.-Ing. Walter Harsch 120

121. Template 5
Conclude with a
plan of action
Prof. Dr.-Ing. Walter Harsch 121

122. Project communication
plan
For Project Managers

123. Project communication plan
n The project manager should develop a
project communication plan for each project
n It describes what information is
communicated, to whom, how, and how often
Ø Use a communication matrix!
Prof. Dr.-Ing. Walter Harsch 123

124. Communication matrix
Method Client Customer Team Team
member A member B
Formal Monthly Quarterly Weekly Weekly
status
reports
Phone As needed As needed As needed As needed
calls &
e-mails
Team Minutes As needed Attends Attends
meetings weekly weekly weekly
Status Daily Daily Daily Daily
report on
project
124
web site

125. Listening skills
Important to be understood

126. Listening (1)
1.Listening is a critical part of
communication
- purpose is understand message from the
point of view of the other person
- take time and effort to carefully listen to
others
2.Listening is not discussion
- Listening is a one-way process that involves
hearing and understanding the message
- Listening requires full attention
- Discussing is a two-way interchange of
ideas 126

127. Listening (2)
3. Listening is not problem solving
- Listen to understand, not to propose
solutions
- Finding solutions might be a next step
- Moving too quickly from listening to
proposing solutions may interfere with the
communication process
- If you impose your solution without giving
others a chance to be heard, they may stop
coming to you with problems and questions
Prof. Dr.-Ing. Walter Harsch 127

128. How to improve your listening skills (1)
1. Listen intently, concentrating on the individual and
what is being said
n Listen for content, not just verbiage.
n Listen to the emotions and needs being
expressed.
2. Seek clarification and confirmation
n If a person makes a request or provides
information, clarify what was said so that you
both are sure the message has been conveyed
correctly
Prof. Dr.-Ing. Walter Harsch 128

129. How to improve your listening skills (2)
3. Resist the urge to correct errors made by the
speaker
n When people express strong feelings, they often
exaggerate or overstate the facts, sometimes in
anger with accusations
n As you listen, concentrate on hearing the
message rather than correcting the facts
4. Don‘t allow blases (Voreingenommene) to interfere
n If you assume that the information you get is
important, regardless of who delivers it, you are
more likely to remember it 129

130. Listening: verbal skills
Behaviour Examples Comment
1. Clarifying „Could you repeat that question Clarification of what has been
please?“ said
2. Confirming „Is this what you mean?“ Confirmation of understanding
3. Facilitating „Perhaps if I explain that part Offering help/support
more clearly.“
4. Conceding „Would it help if I would change Acknowledgement of criticism
this paragraph, it is misleading?“
(nachgeben)
5. Maintaining „I follow you so far, please go on“ Confirmation of understanding
and encouragement to
continue
6. Summarizing „As I understood this is what you Periodic verification of what is
are saying.“ being said
130

131. Listening: non-verbal skills
Behaviour Examples Comment
1. Maintaining eye n Focus on speaker Ø Don‘t stare
contact n Do not look away for long periods Ø May be interpreted as lack of
interest
2. Head movement n Affirmative head nodding indicates Ø Use occasionally
understanding
3. Facial expression To reflect the speakers mood: Ø A frown is appropriate as a signal
i.e. humorous, friendly, ... of disagreement or lack of
understanding
4. Patience Listen in silence Ø Don‘t interrupt unless asked to do
so
5. Posture n Face the speaker Ø Shows openness and receptivity
n Uncross your arms and legs Ø Crossed arms can communicate
superiority or defensiveness
n Lean forward slightly Ø To communicate interest
n Don‘t slouch (krumme Haltung) Ø Slouching indicates boredom or
fatigue
131