Modul: Communicating effectively

Prepared by Elsa Krisanti, Ph.D.

Used only for Chem. Eng. Student of FTUI

1
 Communicating effectively
Engineers must be able to …….

• communicate effectively,
• describe the impact of new technology on society,
• convince the supervisor,
• sell an investor on the merits of the products,
• explain decisions,
• describe progress to others,
• express opinions.

Prepared by: Elsa Krisanti, Chem Eng.Dept. FTUI 2

 Media of communications

The agents and methods by which

communication is transmitted
• meetings • written reports
• supervisors • interviews
• questions • organizational
• oral communication publications
• written communication • electronic media
• etc

Prepared by: Elsa Krisanti, Chem Eng.Dept. FTUI 3

 Human Achievement

A= E x M x D x C x (PS+SI)
Ernest Kistler, Chief of Industrial Engineering, Barksale Air Base, LA, USA

A = human productivity or performance effectiveness

E = God-given physical, mental and spritual abilities.
M = Source of motivation
D = Sense of direction
C = Ability to communicate
PS = Ability to apply key principles that lead to success
SI = Positive self image

Prepared by: Elsa Krisanti, Chem Eng.Dept. FTUI 4

 Communication
• Oral communication is verbal and includes
word choice, oral presentation, and facial
expression.
• Writen communication includes many forms
such as memos, letters, newspapers,
magazines, posters, flyers, notices, and
newsletters.

Prepared by: Elsa Krisanti, Chem

5
Eng.Dept. FTUI
Effective communication means
that we have to understand
enough about the audience
(receiver) that the correct
intended message gets through.

Prepared by: Elsa Krisanti, Chem

6
Eng.Dept. FTUI
 Product of communication

Examples: reports,
actions, body language,
or speeches
• Different audiences, occasions, and
experiences require different products
• It is important to become familiar with the
criteria for effective communications

Prepared by: Elsa Krisanti, Chem

7
Eng.Dept. FTUI
 Process of Communication

Next step after familiar with the products…

• How to analyze the audience?

• How do we select appropriate content?
• How do we create the organization?
• How do we select the format?

Prepared by: Elsa Krisanti, Chem

8
Eng.Dept. FTUI
 Fundamental principles

• Communication is cooperative work between

sender and audience. Audience is the key to
communication
• Means of communication include body posture,
handshake, nod of the head, shifting of the eyes,
beside words.
• Words only have meaning in people. When the
audience knows the meaning of the words you
send, then there is communication.

Prepared by: Elsa Krisanti, Chem

9
Eng.Dept. FTUI
 Three stages of process
in creating products

• who is the audience

• what questions they have
• why they would like to know the
pre-writing information
• what information we have
• how we organize the information
• how we select the proper form,
organization and style

Prepared by: Elsa Krisanti, Chem

10
Eng.Dept. FTUI
 Three stages

• start to write the parts

that we are most
writing comfortable
• to write gradually until
the whole parts are
complete.

Prepared by: Elsa Krisanti, Chem

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Eng.Dept. FTUI
 Three stages

to revise the product and

revising recheck with the results of
pre-writing stage.

Prepared by: Elsa Krisanti, Chem

12
Eng.Dept. FTUI
Criteria for an effective communication
• gives answers to the audience’s questions and
concerns-- (audience)
• provides sufficient evidence to support the
answer -- (content)
• shows a well organized sequencing of information
-- (organization)
• express in an unambigous, clear and interesting
style—(style)
• present with gramatically correct use of words
and according to accepeted formal and behaviour
– (form)
Prepared by: Elsa Krisanti, Chem
13
Eng.Dept. FTUI
Survey results: The communication skills of
new engineering employes

• written and oral communication skills were

not well developed
• spelling, punctuation and grammar were the
weakest component skills
• being able to support claims, provide
evidence, and put the result in context of the
company were next weakest component skills

Prepared by: Elsa Krisanti, Chem

14
Eng.Dept. FTUI
 Remember…
• Engineer must be able to prepare technical
reports thoroughly and completely on time.

• For an engineer, ability to prepare excellent and

precise technical reports and present facts clearly
is a necessity

• All results (no matter how valid) will be

meaningless unless they are communicated
clearly.
Prepared by: Elsa Krisanti, Chem
15
Eng.Dept. FTUI
 Listening Skill
• Listening is the physical act and art of
hearing what a person is saying.
• Listening is required skill for
communication.

Almost 80% of our waking time spent

in verbal communication, and an
untrained listener retains 50% of the
conversation
Prepared by: Elsa Krisanti, Chem
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Eng.Dept. FTUI
 Thinking Process

New information Short Term

Memory
(STM)
After 5
seconds

Long Term Memory (LTM)

stored for future recall

Prepared by: Elsa Krisanti, Chem

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Eng.Dept. FTUI
 ACTIVITY 1
Form group of three,
• One will play the role of the “talker” (2½ minutes)
• One of the role a “fact repeater” (for 1 minute)
• One the role of an “inferrer” who reflects on the
implied meaning and generalizations about the talker (1
minute)
• The talker has ½ minutes to give feedback
Then the roles rotate.

Prepared by: Elsa Krisanti, Chem

18
Eng.Dept. FTUI
 Introducing your self

Types of shake hands :

shake hands
• Pump-primer might be
about 2-5
• Knuckle-cruncher times a day
• Arm-jerker
• Wet-fish
• Finger-clutcher

Prepared by: Elsa Krisanti, Chem

19
Eng.Dept. FTUI
 ACTIVITY 2
• Introduce your self to about five people in the
class. For each, after you have completed the
introductions, give your friend feedback by
rating out of 10 the quality of the handshake.
Give explanation why you give that rate.

Prepared by: Elsa Krisanti, Chem

20
Eng.Dept. FTUI
 Formal proper shake hands
• face the person
• put out your hand with the fingers together and
slightly curves
• move your hand positively into other person’s
hand.
• the palms touch.
• gently but firmly close and move both hands and
release.
• look the person warmly in the eye, smile and say
your introduction.
Prepared by: Elsa Krisanti, Chem
21
Eng.Dept. FTUI