Documente Academic
Documente Profesional
Documente Cultură
Anand Mehta
amm,Real_t&d : caps 1
Human Related Communications .. Structure Resource Availability M/c & Eqpts. Others
The nucleus of communications is in OFFICE and OFFICE is the control centre of any organisation.
amm,Real_t&d : caps 2
COMMUNICATION
COMMUNICATION BUILDS MISCOMMUNICATION ERECTS WALLS COMMUNICATION IS INTERPERSONAL COMMUNICATION THROUGH WORDS, PICTURES & BODY LANGUAGE COMMUNICATION SKILL LISTENING SKILLS LIES IN THE DEPTH OF BRIDGES;
amm,Real_t&d : caps
- To elicit desired response To earn an Audience - To facilitate decisions / actions To earn a Reader
MEMO - For meeting, for interview LETTER - To respond to a query PROPOSAL - To persuade REPORT - To present a case ( Issues / analysis / solution / action sought)
WHICH OF THESE EARN A READER?
amm,Real_t&d : caps 4
MY DEAREST, This place is so romantic and lovely. I only wish you were her to share my joy Yours loving ..
amm,Real_t&d : caps 5
amm,Real_t&d : caps
COMMUNICATION Contd.
AN ELEMENT OF A SET THAT WHEN ADDED TO ANY OTHER ELEMENT IN
PRECISE
SIMPLE
THE
SET
PRODUCES
SUM
WHICH IT IS ADDED
amm,Real_t&d : caps
COMMUNICATION Contd.
IN THE NUTS (UNGROUND, OTHER THAN GROUND NUTS) ORDER, THE EXPRESSION NUTS SHALL HAVE REFERENCE TO SUCH NUTS, AS WOULD BUT FOR THIS AMENDING ORDER, NOT QUALIFY AS NUTS (UNGROUND, OTHER THAN GROUND NUTS) BY REASON OF THEIR BEING NUTS (UNGROUND)
amm,Real_t&d : caps
ORAL COMMUNICATION SKILLS WRITTEN COMMUNICATION SKILLS EFFECTIVE LISTENING PRESENTATION SKILLS
amm,Real_t&d : caps
IMPORTANCE OF COMMUNICATION
IT IS COMMUNICATION WHICH
FORMULATES COMPANYS PLANS IMPLEMENTS THE PLANS GENERATES RESULTS IS LIKE A GLUE TO HOLD ORGANISATION TOGETHER INTRODUCES CHANGE IS RESPONSIBLE FOR EXTERNAL ENTERPRISE RELATIONSHIP IS RESPONSIBLE FOR MOTIVATING SUBORDINATES, PERSUADING, COUNSELLING, INFLUENCING EMPLOYEES. LEADS AN ENTERPRISE TO SUCCEED
amm,Real_t&d : caps 10
amm,Real_t&d : caps
11
13
amm,Real_t&d : caps
14
If all my possessions were taken away from me with one exception, I would retain the POWER OF EXPRESSION for by it, I would regain whatever I lost
amm,Real_t&d : caps
16
COMMUNICATION
Through communication we tell the world
THIS IS ME
Sender
Receiver
amm,Real_t&d : caps
18
Sender
Receiver
Be Clear in what you want to communicate. Ensure that the message has been Clearly and Correctly understood.
amm,Real_t&d : caps
19
NATURE OF COMMUNICATION
Sender
MESSAGE COULD BE
A PERCEPTION A SENTIMENT AND THEREFORE EMBODIED IN A SYMBOL WORD(S), PICTURES, MAPS, MODELS GESTURE (RAISED HAND; HANDSHAK, SMILE) OBJECT (e.g. A FIGHT) REACHES RECEIVER THROUGH A MEDIUM e.g. LETTER, TELEPHONIC CONVERSATION, ADDRESS
Receiver
SYMBOL IS
-
SYMBOL
IT IS SENDOR WHO CHOOSES THE SYMBOL AND MEDIUM. RECEIVER INTERPRETS THE SYMBOL IN HIS OWN WAY.
amm,Real_t&d : caps 20
METHODOLOGY
amm,Real_t&d : caps
22
amm,Real_t&d : caps
23
3 Ps 3Ws WIFM
amm,Real_t&d : caps
24
MURPHYS LAW
If something can go wrong it will! The only way to beat Murphys Law of Business Presentations is with the 3Ps
ROUTE MAP
ORGANISING YOUR PRESENTATION
3Ws Matter Structure
amm,Real_t&d : caps
26
ROUTE MAP
contd.
Voice Body Language Dress Platform Skills Eye Contact Timing Mannerisms Questions & Responding skills Transparencies.
amm,Real_t&d : caps
27
amm,Real_t&d : caps
28
amm,Real_t&d : caps
29
WHY?
A wise presenter asks himself seven times why? before taking an action * Why am I going to give this presentation? - To sell a View Point / Idea - To Educate / Inform / Alert - To seek Help / Cooperation - To Build team / Motivation - To get a Decision - To gain Commitment - Brain Storming - To Defend a Position
amm,Real_t&d : caps 30
WHY TO WHAT?
Whatever the answer, keep asking why? In other words
What is the objective I wish to achieve? What is happening now that I wish to change or clarify? What will I accept as evidence that I have succeeded? What must the audience do or think at the end? obvious WHAT your essential
amm,Real_t&d : caps
31
WHAT?
Answering the question why? properly will tell you what your main messages should be. But your audience will neither want nor be able to absorb more than
amm,Real_t&d : caps
32
WHO?
Once you know exactly why you are going to make the presentation and what your key points will be, you must ask Who will be in the audience? so as to customize your message and make it stick.
amm,Real_t&d : caps
33
amm,Real_t&d : caps
34
WIFM
Who are the participants? Level? Background? What do they already know about the subject? Are they really interested? (if not, I will have to create the interest) What are their W.I.F.Ms?! (Whats In it For Me?) How fast can they absorb what Im saying? What do they expect me to say? What is their mind-set? (Prejudices, attitudes, belief)
amm,Real_t&d : caps 35
MATTER
Preplanning - Audience - Audience Expectations - WIFM - Special Factors or Cautions Attention - Secure Early attention - Establish Audience Rapport - Highlight Roadmap
amm,Real_t&d : caps
36
MATTER
Contd.
INTEREST Key points Focus on Features / Benefits Heighten Audience Awareness Bridge into main Body DESIRE Expansion of Key points Explanation by Example Refocus on Benefits involved Bridge into closing remarks.
amm,Real_t&d : caps 37
MATTER Contd.
ACTION - Summary of Main Points - Action Required - Concluding Statement
amm,Real_t&d : caps
38
STRUCTURE
Bang!
Road map * Outline main messages Message * Give only 4-5 key messages.
amm,Real_t&d : caps
39
STRUCTURE Contd.
Bridge * Make a bridge between each key message and the participants needs (WIFMs)
Examples
Give frequent examples to help the audience visualize what you mean
Recap
Bang
amm,Real_t&d : caps
41
amm,Real_t&d : caps
42
has
suddenly
jumped
onto
your
shoulders.
weighs you down making your knees feel weak and shaky.
amm,Real_t&d : caps
43
As you start to speak, he pulls at your vocal chords and dries up your saliva. He pushes your eyes to the floor, makes your arms feel 10 meters long and attaches a piece of elastic to your belt pulling you back to the table or wall behind you.
amm,Real_t&d : caps
44
HOW?
amm,Real_t&d : caps
45
A question, a show of hands, a short icebreaker (participants introductions, an exercise or quiz etc) a discussion, a volunteer or simply a reference to one or more of the participants all these are ways of putting the monkey on their backs for a few moments.
amm,Real_t&d : caps
46
amm,Real_t&d : caps
47
Bang!
amm,Real_t&d : caps
48
THE BANG!
Audience participation - a question, a survey of views, a reference to participants. An audio-visual gimmick - slide, video, tape. An object - a prop, a product, a model. An action - a demonstration, a mime, an unexpected entry, a song, a quotation.
amm,Real_t&d : caps
49
amm,Real_t&d : caps
50
Encouraging Reaction
If you can, speak without any notes and move confidently around the presentation stage, it removes psychological barrier and makes you and your delivery more accessible. Focus on the centre of the audience. Periodically use humor and ask Questions.
amm,Real_t&d : caps
51
A statement which dramatically sums up your key message. A visual or verbal link back to your opening bang
Bang!
amm,Real_t&d : caps
52
Contd.
An unexpected action or happening Simply a determined Thank you for your attention An Invitation for Questions End Again
amm,Real_t&d : caps
53
Contd.
Imagine . that each presentation is a gift for the audience. If the vehicle and the structure are the wrapping the ending bang is the ribbon!
amm,Real_t&d : caps
54
WORDS
Choose your words with care, being as honest as possible, otherwise your body language may contradict you.
amm,Real_t&d : caps
55
GLOBAL TIP
Tell them what you are going to tell them Tell them Tell them what you told them
amm,Real_t&d : caps
56
VOICE
PROJECTION
Speak louder than usual. Throw your voice to back of the room. Dont Swallow words.
ARTICULATION
MODULATION
amm,Real_t&d : caps
57
PRONUNCITION
Watch accents. Check difficult words. Emphasize, Pause effectively Repeat key phrases with different vocal emphasis Use delivery speed, Fast delivery to excite and stimulate. Slow delivery to emphasize, dramatize and control.
ENUNCIATION REPETITION
SPEED
amm,Real_t&d : caps
58
Speech
Position
amm,Real_t&d : caps
59
DRESS
Avoid colors that audience find uncomfortable Wear comfortable clothes Try and dress one step above the audience. Check the fittings (Fall, Crease, Buttons etc.) before standing up
amm,Real_t&d : caps
60
PLATFORM SKILLS
Dont keep your eyes on your notes, avoid readings. Use body movements and verbal emphasis. Perform your role.
amm,Real_t&d : caps
61
PLATFORM SKILLS
Contd.
Pause often Use humor. A laugh is worth a thousand frowns!. It keeps the audience active Be enthusiastic. If you are not, why should they be?
amm,Real_t&d : caps
62
Sweep the audience with your eyes staying only 2-3 seconds on each person-unless in dialogue. Use light house technique. The lighthouse keeps the sailors awake by its regular sweeping flash of light. Avoid looking at one member of the audience or at a fixed point on the wall or floor.
amm,Real_t&d : caps
63
TIMING
Remember the 50% rule Rehearse it
Time it keep a provision for cutting it by 50% This will ensure that you allow for
Late start Over-run by previous speaker Sharing passing thoughts triggered the participants questions.
amm,Real_t&d : caps
by
64
TIMING
Contd.
Always stick to the schedule whatever the consequences. Over-running on a presentation is always bad because : - the senior participants will conclude that you cant plan and worry about the schedule. - your fellow speakers will resent you taking their time. - non-speaking participants will stop listening and start thinking about coffee or lunch or their holiday.
amm,Real_t&d : caps 65
MANNERISMS
Dont be tempted by manual props (pens, pointers, spectacles etc.) Be aware of your Takiya Kalams and work on eliminating them (I.e. OK! You know and so forth Now.)
amm,Real_t&d : caps 66
MANNERISMS
Contd.
Get familiar with physical settings. Avoid closed or tense body positions. Check your Physical Appearance & Dress before standing up!
amm,Real_t&d : caps
67
- How do the rest of the group feel? - (to one participant) Mr. Sharma, youre an expert on this? - (back to questioner) Youve obviously done some thinking on this. Whats your view?
amm,Real_t&d : caps
68
amm,Real_t&d : caps
70
amm,Real_t&d : caps
71
- RIGHT LANGUAGE - RIGHT SYMBOLS - RIGHT MEDIUM ALWAYS REMEMBERING THE NEEDS AND EXPECTATIONS OF THE RECEIVER.
amm,Real_t&d : caps
73
LANGUAGE
IF WHAT IS SAID IS NOT WHAT IS MEANT; THEN WHAT OUGHT TO BE DONE REMAINS UNDONE.
amm,Real_t&d : caps
74
Appropriate words Grammar Style Updated language Consistency Tone Sentence formation Review / Editing
amm,Real_t&d : caps 75
amm,Real_t&d : caps
76
YOUR VOICE
PROPER BREATH SUPPORT IS THE FOUNDATION OF A GOOD VOICE THE WAY YOU EXHALE IS WHAT COUNTS PRACTICE PROJECT YOUR VOICE DO NOT SHOUT BE A SMOOTH TALKER
amm,Real_t&d : caps
77
Say each of the world below twice quietly for lower case versions as if spoken to someone 10 feet away and Empathetically for capital versions as if to someone 25 feet away. run ready look fire rush push dont RUN READY LOOK FIRE RUSH PUSH DONT
amm,Real_t&d : caps 78
ALSO SPEAK IN SEVERAL WAYS WITH STRONG CONVICTION e.g. ANGER, BOREDOM, AUTHORITY, JOY. EXTRA SUPPORT MAY HAVE TO BE GIVEN.
amm,Real_t&d : caps
79
1. 2.
Why do willy women win wealth and wed well? Weary willy washes and wipes wet windows while walter whistles One weeping willow wisp waves wanely in the wind. Washington was a wizard warrior; his wisdom and wishes worked wonders.
3. 4.
amm,Real_t&d : caps
80
PRACTICE
ADMINISTRATION BEAUTIFUL EXUBERANCE DEPENDABILITY JOCULARITY MONOSYLLABIC VELEDICTION YUGOSLAVIAN HEREDITARY NON REPRESENTATIONAL THEORITICAL WHIMSICALITY FERTILIZATION OVERWHELMINGLY REGENERATIVE
amm,Real_t&d : caps
81
YOUR VOICE
amm,Real_t&d : caps
82
PLANNING A TRANSPARENCY
USE THE : STORYBOARD APPROACH One transparency with chapter headings One transparency per chapter heading One transparency perpoint/topic each chapter Use consistent design Print series name & number on each transparency Concentrate message in center Use only 2/3 of space for message
amm,Real_t&d : caps 83
FRAME - Use a standard, HORIZONTAL frame & logo for all transparencies
amm,Real_t&d : caps
84
COLOUR Use at least 2-3 colors on every transparency KISS Key words only 1 topic per transparency Six lines preferably Six words per line preferably
amm,Real_t&d : caps 85
amm,Real_t&d : caps
86
10 GOLDEN RULES,
5. 6. 7. 8. 9.
Contd.
Never read anything except quotations Be a lighthouse! (Eye Contact) Use pampers (Projection, Articulation, Modulation, Pronunciation, Enunciation, Repetition, Speed) Watch your Mannerism! Including Dress Always stick to schedule
A GOOD SPEAKER
IS LIVELY, INTERESTED, ENTHUSIASTIC, VITAL FEELS ALIVE, SEES HIS AUDIENCE AS LIVING PEOPLE IS INTERESTED IN HIS TOPIC AND CONSIDERS IT IMPORTANT FOR AUDIENCE IS CONSCIOUS OF LISTENERS TIME; HAS SENSE OF RESPONSIBILITY TOWARDS THEM. HAS SENSE OF LEADERSHIP; STANDS UP TALL, TALKS EYE TO EYE, SPEAKS WITH AUTHORITY IS POSITIVE, FRIENDLY, STRAIGHT FORWARD TRIES TO BE BALANCED. KEEPS HIS SENSE OF HUMOUR.
amm,Real_t&d : caps 88
amm,Real_t&d : caps
89
CLOSING BANG
LONG LIVE PARTICIPANTS LONG LIVE LEARNING LONG LIVE LEARNING IN PRESENTATION SKILLS
amm,Real_t&d : caps
90
As you move up one step from the bottom, your effectiveness depends on your ability to reach others through the spoken or written words the most important of all skills a man can possess.
amm,Real_t&d : caps
91
amm,Real_t&d : caps
92
WRITTEN COMMUNICATION
IT IS A WINDOW TO OUR PAST. IT IS A WINDOW TO OUR MIND. WITHOUT WRITTEN COMMUNICATION, WE WOULD HAVE :
NO KNOWLEDGE OF OUR HISTORY. NO DOCUMENTATION OF EVENTS. NO RECORD OF INVENTIONS AND DISCOVERIES. NO RECORD OF LITERATURE AND PHILOSOPHIES. NEVER REACHED THIS LEVEL OF SCIENTIFIC & TECHNICAL PROGRESS.
amm,Real_t&d : caps
93
WRITTEN COMMUNICATION
WE EXPRESS OUR KNOWLEDGE, IDEAS, INSPIRATIONS AND EVEN EMOTIONS THROUGH WORDS. WE GENERATE VOLUMES OF WRITTEN MATERIAL EACH DAY SOMETIMES TO HAVE A LIFESPAN OF FEW MINUTES, FEW HOURS, A DAY, A WEEK, A MONTH OR A YEAR. AT OTHER TIMES THESE DOCUMENTS MAY FIND AN ETERNAL PLACE.
amm,Real_t&d : caps
94
- These give information. - These persuade reader to agree with the writers view - These give description that appeal to the senses. - These give an account of events
amm,Real_t&d : caps
95
WRITING
WRITING IS
A WAY OF THINKING AND LEARNING A METHOD OF ACQUIRING INFORMATION A METHOD OF ORGANISING INFORMATION A WAY OF DISCOVERING A WAY OF CONVEYING INFORMATION A TECHNIQUE OF PERSUADING READERS TO CREATE READERS AND EARN READERS
amm,Real_t&d : caps
96
EXERCISE
amm,Real_t&d : caps
97
amm,Real_t&d : caps
98
amm,Real_t&d : caps
99
amm,Real_t&d : caps
100
All communication is purposive. The purpose of Oral communication is to elicit desired response. The purpose of Written communication is to facilitate decisions/ actions.
amm,Real_t&d : caps
101
Memo To set up a meeting. Letter To respond to a query. Proposal To persuade. Report To present a case Problem / Analysis / Solution.
amm,Real_t&d : caps
102
paperless
office
doesnt
mean
that
oral
communication is / will be more important than written. Even an E_Mail has to be written.
Oral Less time to think before you speak, but you can still
may last.
amm,Real_t&d : caps
104
It needs
A sentence does not make sense; a point fails to get across; or, a description confuses rather than clarifies because there is inadequate thought. Thus, the first requirement of any Business Writing is clarity of thought. WHAT ELSE?
amm,Real_t&d : caps 105
Editing : supply missing facts, correct interpretations. Assessment of implications and decisions, actions sought or recommended. Timing of communication.
IN ALL OF ABOVE, READERS INTEREST HAS TO BE TAKEN CARE OF.
amm,Real_t&d : caps 106
amm,Real_t&d : caps
107
amm,Real_t&d : caps
108
SMALL SUBSTITUTE
GAINS LIMIT SO SHOW STOP TRY VARY BEGIN MANY CHANGE RELEASE NEEDS LATER END
amm,Real_t&d : caps 109
BY MEANS OF FOR THE PURPOSE OF IN AN AREA WHERE WITH THE AID OF IN AN EFFORT TO IN ORDER TO IS DESIGNED TO BE IT IS CLEAR THAT
amm,Real_t&d : caps
111
EFFECTIVE TONE
SHOULD BE NATURAL AND CONVEY COOPERATION SHOULD DEMONSTRATE SINCERITY AND COURTESY MUTUAL RESPECT,
amm,Real_t&d : caps
113
NATURAL
Attached is We can say that .. I hope to hear from you I understand that . I will .
amm,Real_t&d : caps
114
INSULTING : Do not let carelessness cause accidents in the laboratory. NEUTRAL : Please be careful when handling explosive compounds. Because you failed to connect the cable, the picture was blurred. The picture was blurred because the V-2 cable was not connected to the terminal.
amm,Real_t&d : caps 116
INSULTING : NEUTRAL :
1. Put yourself in readers place and look at the situation from his point of view. 2. Emphasize your readers actions or benefits in a situation. 3. Present information as pleasantly as possible 4. Offer a helping suggestion or appreciative comment. 5. Choose words that do not insult or accuse your reader. 5. Choose clear, neutral words, avoiding old fashioned or legal sounding phrases.
amm,Real_t&d : caps
117
SEXY LANGUAGE
WORDS or PHRASES that indicate a bias against women in terms of importance or competence.
Sexy Revised Sexy : The girls in the record room will prepare the reports. : The assistants in record room will prepare the reports. : The annual division picnic will be on June 12. Bring the little woman with you. : The annual division picnic will be on June 12. Please bring your spouse. : The consultants were Dr. Ajay Banerjee, Mr. Shyamal Patel and Karishma Kapoor. : The consultants were Dr. Ajay Banerjee, Mr. Shyamal Patel and Ms. Karishma Kapoor.
amm,Real_t&d : caps 118
VAGUENESS JARGONS, FOGGY WRITING AMBIGUITY WORDINESS BIG WORDS, DEADWOOD JARGONS Specialized technical language of a trade or profession which convey indefinite ideas to the reader.
amm,Real_t&d : caps
119
TYPICAL JARGONS
OPTIMISATION RELIABILITY SOPHISTICATION UTILIZATION INTERPERSONAL RELATIONS DATA VALUES COMPONENT CAPABILITY STAND-ALONE SYSTEM PARAMETERS PROCESSING POWER EMPOWERMENT
amm,Real_t&d : caps 120
- MARK TWAIN
amm,Real_t&d : caps
121
amm,Real_t&d : caps
122
4. 5.
EFFECTIVE WRITING
(A FEW BUZZ WORDS)
W O R M C L I E N T S WHO WILL READ? OBJECTIVE OF THE COMMUNICATION? RESULTS EXPECTED & RANGE OF COMMUNICATION METHOD OF BEST PRESENTATION CONTENT LAYOUT AND FORMAT INTERESTING EASY TO READ AND EASY TO UNDERSTAND NEED BASED VISUALS AND EXAMPLES TONE, TRUST AND THRUST SUGGESTED ACTION
amm,Real_t&d : caps 124
EFFECTIVE WRITING
(A FEW BUZZ WORDS) Contd.
S A L E S -
SPARK IMAGINATION, CREATE CURIOSITY ANNOUNCE PURPOSE LIST BENEFITS AND ADVANTAGES EXPRESS OPINION SPECIFY ACTION
amm,Real_t&d : caps
125
USE POSITIVE DIRECT LANGUAGE. USE DIFFERENT SENTENCE LENGTHS. EDIT, EDIT AND EDIT. READ OVER WHAT YOU HAVE WRITTEN BEFORE SENDING. YOUR STAMP. COMMUNICATION SHOULD DEMONSTRATE YOUR
amm,Real_t&d : caps
127
THANKS!
FOR YOUR KIND ATTENTION WE LOOK FORWARD TO YOUR CONTINUED SUPPORT.
amm,Real_t&d : caps
128