28/08/2022

Modul :
Communicating
Effectively

Prepared by Elsa Krisanti, Ph.D.

Used only for Chem. Eng. Student of FTUI

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.

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electronic media interviews

Media of
communications

The agents and

methods by which organizational
communication is publication
transmitted.

presentation

supervisors
written reports meetings

Human Achievement
A= E x M x D x C x (PS+SI)

A = Human productivity or performance effectiveness

E = God-given physical, mental and spiritual 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

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Communication
Oral Communication
• Includes word choice, oral presentation, and
facial expression.

Written Communication
• Includes many forms such as memos, letters,
newspapers, magazines, posters, flyers,
notices, and newsletters.

“Effective communication means that we

have to understand enough about the
audience (receiver) that the correct intended
message gets through.“

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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.

Process of communication

How do
How to How do How do
we select
analyze the we create the we select
appropriate
audience? organization? the format?
content?

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Communication is cooperative work

Fundamental
between sender and audience.
Audience is the key to communication.
principles

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.

Three stages of process in creating products :

1.
• Who the audience is.
• What questions they have.
• Why they would like to know the
information.
Pre-writing • What information we have.
• How we organize the information.
• How we select the proper form,
organization and style.

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Three stages of process in creating products :

2.

• Start to write the parts that we are

most comfortable.
Writing • To write gradually until the whole
parts are complete.

Three stages of process in creating products :

3.

• To revise the product and recheck

Revising with the results of pre-writing stage

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Criteria for an effective communication

Audience Give answers to the audience’s questions and concerns.

Content Provide sufficient evidence to support the answer.

Organization Show a well-organized sequencing of information.

Style Express in an unambiguous, clear and interesting style.

Present with grammatically correct use of words

Form
according to accepted formal behavior.

[ Survey Results ]
The communication skills of new engineering employees

Written and Unable to support claims,

oral provide evidence, and
communication put the result in context
skills were not of the company...
well
developed...

Spelling, punctuation, and

grammar were the
weakest component
skills...

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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.

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

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Thinking New
information
process
Short Term Memory
(STM)

After 5 seconds

Long Term Memory

(LTM)
Stored for future recall

Listening Skills
• allow one to make sense of and
understand what another person is
saying.
• were among the three foundation skills
that are essential for those entering
the workforce
Effective communication is all about
understanding what is being said, not
just who says it.
Those who listen well tend to work
better in a team-based environment

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Tips that will help on how to

listen well:
 Maintain eye contact with the speaker.
This will demonstrate to the speaker that
the listener is paying attention.
 Do not interrupt the speaker. Wait until
he or she is completely finished, then ask
questions.

 Control body language. As much as possible, sit still while listening. This implies that
the listener is paying full attention to the speaker.
 A good listener knows that being attentive to what the speaker doesn't say is as
important as being attentive to what he does say. Look for nonverbal clues such as
facial expressions and posture to get the full gist of what the speaker is saying.

• Form group of three.

• One will play the role of the “talker” (2½
minutes).
• One of the role a “fact repeater” (for 1
Activity 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.

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Introducing yourself

• Pump-primer
• Knuckle-cruncher
Shake hands
Not proper types of • Arm-jerker about 2-5
handshake : times a day
• Wet-fish
• Finger-clutcher

https://www.youtube.com/watch?v=gK3I_NcXzWc&list=PLJcF5yCuBag
mhwOlFA_uYu9QF1Z4tGWUX&index=2&t=0s

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Formal Proper
Handshake
• Face the person.
• Put out your hand with the fingers
together and slightly curved.
• 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.

Introducing yourself : Elevator Pitch

Short summary given to

introduce yourself, engage
your audience and to start a
conversation
- approximately 30 sec to 2 min.

• Name • Job fairs / career expos

• Educational • LinkedIn summary
background
• Professional meeting
• Experiences
• Skills • Job interviews
• Achievement • Student Council

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Introduce your self to about four people

in the class (or group). For each, after you
have completed the introductions, give
Activity 2
your friend feedback by rating out of 8
the quality the introduction. Give
feedback using the form provided

Note: Open the assignment file

and upload the completed form

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