7/15/2019

Communicating effectively in Meetings and

Conversations
FOUR Elements of Professional Talking :

 Voice Quality

Style

Word Choice

Adaptation focussed on AUDIENCE

HOW TO FIND YOUR PROFESSIONAL VOICE ?

Nine Techniques :
BREATHING: Breathe from your diaphragm—
advantage: gives you pauses that gives time for the listener
to recap
If you breathe from your diaphragm- when you INHALE
your abdomen will:
EXTEND, remember from throat –chest will extend

Exercise : 2 min take a deep breath, as you exhale TALK-

count upto 10 as you exhale or recite months of the year or
weeks of the day ( three volunteers to demonstrate)

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HOW TO FIND YOUR PROFESSIONAL VOICE ?

PITCH : AVOID HIGH-PITCH OR MONOTONES
Using LOWER PITCH with VARIATIONS HOLDS
LISTENER’S ATTENTION
Practice lower and variations in pitch by humming
 One or Two Student Volunteers: demonstrate humming !
VOLUME : ASK your audience whether the volume is too
high/low/too soft or alright-Regulate it
PACE : NOT too fast or too slow-record yourself get
feedback from friends :Two Volunteers: speak- peer review
ARTICULATION : AVOID: Mumbling-practice tongue twisters!
Peter Piper picked a peck of pickled peppers-
volunteers

HOW TO FIND YOUR PROFESSIONAL VOICE ?

How much wood would a woodchuck chuck if a

woodchuck could chuck wood?-volunteers
She sells seashells by the seashore-volunteers
 I saw Susie sitting in a shoeshine shop- volunteers
Susie works in a shoeshine shop. Where she shines she
sits, and where she sits she shines-”
If a dog chews shoes, whose shoes does he choose? -
“I thought I thought of thinking of thanking you” -
“ We surely shall see the sun shine soon” - volunteers

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HOW TO FIND YOUR PROFESSIONAL VOICE ?

TIMING: To make a point, take a break, pause
ANXIETY: Do some simple exercises :
Look side to side, roll your head in half circles, roll your
shoulders, shift your rib cage from side to side, yawn or
stretch , touch your toes and raise up slowly …head last
( cats do it naturally and so well ! )
POSTURE : Stand Straight, do not Slouch
SELF-ASSESSMENT : Record your various tones-
select and choose one that sounds the best !

The Art of Negotiation

What is Negotiation ?...in SIX words

“Discussion aimed at reaching an Agreement”
‘My way or the Highway’ approach does NOT Work
Guidelines : THREE Cs :
Connect ,Convey & Convince
Two more very important requirements :
Understand and put yourself in the other person’s position:
 Remember : a) “ WIIFM ” ? &
b) “Understand First, then be Understood !”
Understand Client’s : NIC->
NEEDS
INTERESTS
CONCERNS

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The Art of Negotiation-Managing Self

Lets say your are in three possible situations :

a) You are promoted and relocated to the headquarters. Your family
( husband/wife and children) are unhappy and want to get back
“home”> How do you choose between ‘family’ & ‘home’?
b) You learn through grapevine that a regional position is
available and want to be considered. However, you come to
know that another candidate, whom the division President
knew well , was a front-runner for the job. How would you
put yourself in the contention ?
c) You as a communication director, pitched in to help
another division save a major client, to great acclaim. The
division keeps requesting you to contribute. You are not
sure how to say no. What would you do ?

The Art of Negotiation-Managing Self

Negotiating for Yourself can be a tough ask

a) Tip: Follow the ‘Four Step Process’
b) Recognize, Prepare [gather good information, position
yourself and anchor with options], Initiate and Navigate
( three things-Hypothesis-testing questions- “what-if ”—
eg. What if we create dual offices..?, How would that
work?, What if I shared my movement calendar with you
regularly?; 3rd case :- What if I couldn’t do this work?-
apply reciprocity principle; 2nd case : Ask Circular
questions promoting collaborative not adversarial
(“What are the success criteria for this job)

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The Art of Negotiation-Managing Self

Moves and Turns

When the other person doesn’t want to give in and launch an offensive
move –don’t get defensive-get the conversation back on track

Counter- “I don’t think you are ready” with “ I understand why it might
appear that way but here’s the experience I have that shows why I’m
capable of managing it”
“ That would never work” with “ What would be a reasonable
arrangement?”,“ Its such a tough time for this group right now” with
“ “What really concerns you? “What can I do to ease the concern?”
, “This is an inappropriate request” with “ Can you help me understand
why?”
When he or she flatters- “ You’re so good in the position you have-use a
role reversal- “If you were in my shoes what would you do?”

Relationships and Negotiations

Connections affect everything – “Liking Principle”-
they influence our choice and interpretations
Creates Positive attributions, Promotes Shared
Understandings and Coordination and Information
Sharing
Less chances of shifting even when others are better
– ‘status-quo effect’ …
so in times of uncertainty , gather information from
multiple perspectives for a successful and profitable
negotiation

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Tradition of Oral Speaking- History

Dates back to early Greeks- Corax of

Sicily teacher of ‘rhetoric’ developed
“ doctrine of general probability”

Teachers of rhetoric were called ‘Sophists’

or ‘Wisdom Bearers’

Famous others: Socrates, his pupil Plato

then Aristotle –book “ The Art of
Rhetoric ” –influenced Western Culture

Conducting and Participating in Meetings

Conducting : Seven Points : Plan, Follow Plan, Facilitate Meeting

Movement, Control those who talk more, Encourage those who
talk less, Time Management, Summarize highlights in between and
in the end
Participating : Five Points : Follow Agenda, Participate, Do not talk
Too Much!, Cooperate ( demonstrate Mojo!)& Be Courteous
Phone Etiquettes: Important to follow

The Art of Getting to Yes by Roger Fischer & William Ury : FOUR-
>1]Avoid positional bargaining :-Adopt Principled Negotiation( merit
based Negotiations)- Separate people from problem, 2]Focus on interest
not position-common interests will emerge; 3]Look for creative options of
mutual gain and 4]Use independent standards[mkt, value, precedent,
competitive offers, industry practice, law]

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LISTEN= SILENT :Jiddu Krishnamurthy

Importance of Silence to fine

tune Listening cues
REAL
UNDERSTANDING flowers
when we listen to people reflectively
with full attention- leads to
improved interpersonal sensitivity
and understanding

Handshake and its Importance:

Handshake varies or is common across cultures ?
Varies from East to West to Middle East to South Asia

A very important and critical element of non-verbal behaviour

Remember & Practice these Seven Rules:
1.Know when to shake hands
2. Shake for no more than three “pumps”- & three seconds
3. Shake from the ‘elbow’ NOT ‘shoulder’
4. Don’t be a “bone crusher”
5. Don’t be a “ dead fish” or a “wet fish”
6. Don’t give the “little lady” handshake
7. Shake with one hand, not two

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ATAW p.608; Info. S/S,N,P

Joseph Luft and OTHERS
Harrington Ingham- Know Unknown
1955[JOHARI
WINDOW]-Effective
Interpersonal Comm.

Known OPEN AREA HIDDEN AREA

SELF
SELF

Unknown BLIND SPOT/ UNKNOWN AREA

AREA