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COMMUNICATION SKILLS - BASIC

Anand Mehta
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COMMUNICATION IS CENTRAL TO OUR WORK AND PERFORMANCE


NPC STUDY ON FACTORS RESPONSIBLE FOR LOW P

Human Related Communications .. Structure Resource Availability M/c & Eqpts. Others

35% 30% 15% 8% 8% 4%

The nucleus of communications is in OFFICE and OFFICE is the control centre of any organisation.
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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;

COMMUNICATION SKILL CAN BE DEVELOPED.

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ALL COMMUNICATIONS IS PURPOSIVE


 ORAL  WRITTEN

- To elicit desired response To earn an Audience - To facilitate decisions / actions To earn a Reader

IN CASE OF BUSINESS WRITING, THE PURPOSE CAN BE

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?
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A FRIEND TO HIS WIFE FROM A HILL STATION

MY DEAREST, This place is so romantic and lovely. I only wish you were her to share my joy Yours loving ..
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COMMUNICATION Contd.
AN ELEMENT OF A SET THAT WHEN ADDED TO ANY OTHER ELEMENT IN
PRECISE

SIMPLE

THE

SET

PRODUCES

SUM

IDENTICAL WITH THE ELEMENT TO


CLEAR

WHICH IT IS ADDED

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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)

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COMMUNICATION AND PRESENTATION SKILLS COMPRISE OF.

 ORAL COMMUNICATION SKILLS  WRITTEN COMMUNICATION SKILLS  EFFECTIVE LISTENING  PRESENTATION SKILLS

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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
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ARE YOU GOOD AT COMMUNICATION?

SELF SCORING EXERCISE

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BARRIERS TO EFFECTIVE COMMUNICATION


TECHNOLOGICAL FACTORS LANGUAGE INTRA PERSONAL FACTORS INDIVIDUAL DIFFERENCES IN COMMUNICATION SKILLS (CSI) SELECTIVE PERCEPTION INTER PERSONAL FACTORS CLIMATE TRUST CREDIBILITY
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MEDIA EFFECTIVENESS STRUCTURAL FACTORS STATUS GROUP SIZE SERIAL TRANSMISSION

INTERPRETATION OF YOUR COMMUNICATION STYLE


DIRECT TALKATIVE To the point; blunt * Enthusiastic Getting results; dont listen * Subjective Straight forward * Friendly; wants to be with Directing; reactive people Challenging * Overselling; out going Stimulative * Talks too much AFFILIATIVE * Talks according to need of listener * Talks with pause * Sincere, cooperative with others * Calm; friendly amm,Real_t&d : caps

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INTERPRETATION OF YOUR COMMUNICATION STYLE contd.


ORGANISED Goes to great details Methodical Logical, Agenda based Fact oriented Controlled DYNAMIC * Likes surprises * Seeks knowledge * Tentative; open * Innovative; Creative * Brings about change

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ANAND MEHTA 2007


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DANIEL WEBSTER SAYS :

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

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COMMUNICATION
 Through communication we tell the world

THIS IS ME

So, make it the best message we can.


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THE COMMUNICATION CHANNEL

Sender

Receiver

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THE FEEDBACK CHANNEL

Sender

Receiver

Be Clear in what you want to communicate. Ensure that the message has been Clearly and Correctly understood.

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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.
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OBJECTIVES OF THE PROGRAMME


After the program you will be able to
 Understand the essentials of a good presentation  Get an insight of potential of self as a presenter  Understand & Use effective Body Language during presentations  Use specific inputs to enhance presentation skills. (Language, Matter, Structure, Voice etc)  Understand and make use of Presentation Aids  Prepare & Deliver practice presentations.
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METHODOLOGY

 The Confucius Dictum


When I Read I Think, When I see I Remember But When I do I Understand.

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ONE MINUTE PRESENTATION

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A FEW LAWS OF GOOD PRESENTATION

  

3 Ps 3Ws WIFM

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MURPHYS LAW
 If something can go wrong it will! The only way to beat Murphys Law of Business Presentations is with the 3Ps

* Preparation * Preparation & * Preparation

O Connor s Corollary Murphy was an Optimist !


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ROUTE MAP
 ORGANISING YOUR PRESENTATION
 3Ws  Matter  Structure

 DELIVERING YOUR PRESENTATION


 Nerves  Opening & closing Bang

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ROUTE MAP

contd.

        

Voice Body Language Dress Platform Skills Eye Contact Timing Mannerisms Questions & Responding skills Transparencies.

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ORGANIZING YOUR PRESENTATION

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ORGANIZING YOUR PRESENTATION


 The 3 Ws - WHY - WHAT - WHO

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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
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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

until it becomes message is.

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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

 What should be the flow? focus..

The sequence, the

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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.

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THE 3 Ws, contd.


 To win over other speakers you need a VEHICLE to carry your message to the audience.  After all, if your presentation is not memorable why bother to speak?  Good vehicles include : A device to link key messages together and help retention (an example is BOMBER B) An analogy or example to make a bridge between your messages and the audiences experience A series of slides to package your messages.

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THE 3 Ws, contd.

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)
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MATTER
Preplanning - Audience - Audience Expectations - WIFM - Special Factors or Cautions Attention - Secure Early attention - Establish Audience Rapport - Highlight Roadmap

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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.
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MATTER Contd.
ACTION - Summary of Main Points - Action Required - Concluding Statement

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STRUCTURE

 A device to help you structure your presentation and make it fly!

Bang!

* Always start with an attention - getting hook

Road map * Outline main messages Message * Give only 4-5 key messages.

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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

Be sure to summarize and conclude

Bang

Always finish with a CLOSING HOOK


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DELIVERING YOUR PRESENTATION

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THE MURPHY MONKEY

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NERVES : THE MURPHY MONKEY

 As you get up to speak, as if a monkey

has

suddenly

jumped

onto

your

shoulders.

He claws your neck and

weighs you down making your knees feel weak and shaky.

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THE MURPHY MONKEY Contd.

 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.

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THE MURPHY MONKEY Contd.


 Experienced speakers know about the Murphy monkey. Within the first 30 seconds they throw him to the audience! When you throw the monkey to one of the participants, suddenly the spotlight is on them and not on you.

HOW?

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PUTTING OFF THE MONKEY

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.

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RELAX AND SMILE


This takes the pressure off you and gives you time to relax, smile and get ready to communicate your message loud and clear. A conscious effort to smile and relaxed arms give a confident look.

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THE OPENING BANG


Your audience has almost always something better to do with their minds than to listen to you. In order to show respect and make them want to hear you out. Always Start with a * A dramatic statement * A humorous anecdote

Bang!

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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.

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Making your points


Always keep Clear Language Short Sentences Smooth Flow Logical Transition between Points

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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.

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THE FINAL BANG


Many business presentations end with mumbled requests for questions, apologies or other whimpers.

Always Finish With A

A statement which dramatically sums up your key message. A visual or verbal link back to your opening bang

Bang!

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THE FINAL BANG

Contd.

 An unexpected action or happening  Simply a determined Thank you for your attention  An Invitation for Questions  End Again

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THE FINAL BANG

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!

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WORDS

Choose your words with care, being as honest as possible, otherwise your body language may contradict you.

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GLOBAL TIP

 Tell them what you are going to tell them  Tell them  Tell them what you told them

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VOICE

 PROJECTION

Speak louder than usual. Throw your voice to back of the room. Dont Swallow words.

 ARTICULATION

 MODULATION

Vary tone and pitch

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 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

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Communicating Without Words


Appearance Face Body : Hair, Dress, Makeup etc. : Eye contact, Frown, Smile, Head tilt. : Posture, Gesture, Hand movement, Shoulders, Backbone : Tone, Voice, Speed

Speech

Position

: Direct Confrontation, Side support

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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

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PLATFORM SKILLS

Dont keep your eyes on your notes, avoid readings. Use body movements and verbal emphasis. Perform your role.

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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?

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LIGHT HOUSE TECHNIQUES

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.

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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.
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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.
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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.)
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MANNERISMS

Contd.

 Get familiar with physical settings.  Avoid closed or tense body positions.  Check your Physical Appearance & Dress before standing up!

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QUESTIONS & INTERRUPTIONS


 Do prework on framing a list of probable questions and their suitable answers.  Answer succinctly (Brief & to the point)  You may even deflect it as follows:

- 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?

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QUESTIONS & INTERRUPTIONS Contd.


REMEMBER Some participant questions are not really questions. They are requests for the spotlight. RELFECT back to the questioner what you thought was the question. (If I understand correctly, youre asking.) Depending on how the questioner reformulates the question, answer it OR : DEFLECT it.
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DELIVERING YOUR PRESENTATION

THREE MINUTES PRESENTATION AND EVALUATION

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DELIVERING YOUR PRESENTATION

LET US DISCUSS THE EVALUTION

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COMMUNICATION IS EFFECTIVE WHEN THE MESSAGE IS


 RECEIVED BY THE PEOPLE FOR WHOM IT IS INTENDED  UNDERSTOOD TO MEAN WHAT THE SENDER THOUGHT IT MEANT  REMEMBERED FOR REASONABLY LONG PERIOD OF TIME AND  USED THE WAY SENDER WANTED IT TO BE USED.
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PROPER COMMUNICATION MEANS

- RIGHT LANGUAGE - RIGHT SYMBOLS - RIGHT MEDIUM ALWAYS REMEMBERING THE NEEDS AND EXPECTATIONS OF THE RECEIVER.

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LANGUAGE

 MUST BE PERFECT  IF NOT, THEN WHAT IS SAID IS NOT WHAT IS MEANT;

IF WHAT IS SAID IS NOT WHAT IS MEANT; THEN WHAT OUGHT TO BE DONE REMAINS UNDONE.

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TOOLS OF EFFECTIVE LANGUAGE USE

 Appropriate words  Grammar  Style  Updated language  Consistency  Tone  Sentence formation  Review / Editing
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The Golden Rule


 Edit  Edit  Edit

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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

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PRACTICE SESSION ON VOICE BUILDING

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
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PRACTICE SESSION ON VOICE BUILDING Contd.

do it climb drive on move on

DO IT CLIMB DRIVE ON MOVE ON

ALSO SPEAK IN SEVERAL WAYS WITH STRONG CONVICTION e.g. ANGER, BOREDOM, AUTHORITY, JOY. EXTRA SUPPORT MAY HAVE TO BE GIVEN.

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PRACTICE SESSION ON VOICE BUILDING Contd.

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.

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MUMBLING (LAZY LIPS AND LAZY MIDDLE MUSCLES)

PRACTICE
ADMINISTRATION BEAUTIFUL EXUBERANCE DEPENDABILITY JOCULARITY MONOSYLLABIC VELEDICTION YUGOSLAVIAN HEREDITARY NON REPRESENTATIONAL THEORITICAL WHIMSICALITY FERTILIZATION OVERWHELMINGLY REGENERATIVE

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YOUR VOICE

TAKE 3 DEEP BREATHS BEFORE STARTING

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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
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PLANNING A TRANSPARENCY Contd..

 FRAME - Use a standard, HORIZONTAL frame & logo for all transparencies

 LETTERS - Use large legible letters Title : 1 cm, Text 0.5 cm

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PLANNING A TRANSPARENCY Contd..


IMAGES Use at least one IMAGE or ICON on every transparency

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
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DELIVERING YOUR PRESENTATION

10 GOLDEN RULES FOR PUBLIC SPEAKING


1. 2. 3. 4. Take 3 deep breaths before starting Always start with a bang!! (BOMBER B) Always get SOME Audience participation right from the start Tellem what youre gonna tellem; tellem; Tellem what you toldem

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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

10. Always end with a bang-not with a whimper


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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.
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TEN MINUTES PRESENTATION IN TEAMS

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CLOSING BANG

 LONG LIVE PARTICIPANTS  LONG LIVE LEARNING  LONG LIVE LEARNING IN PRESENTATION SKILLS

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PETER F. DRUCKER SAYS :

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.

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WRITTEN COMMUNICATION SKILLS

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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.

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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.

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TYPES OF WRITTEN COMMUNICATION

EXPOSITORY PERSUASIVE DESCRIPTIVE NARRATIVE

- 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

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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

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EXERCISE

MAKE YOUR VISITING/ BUSINESS CARD EVALUATION BY A TEAM OF PARTICIPANTS


30 mts

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TEAM EXERCISE ON WRITING

Build a word story around the given words:


Exercise 15 mts Discussion 15 mts

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WRITING IS A COMPETENCE WHICH CAN BE ACQUIRED

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FOR EVERY POOR READER, THERE IS A POOR WRITER LIKELY.

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THE PURPOSE OF A COMMUNICATION

 All communication is purposive.  The purpose of Oral communication is to elicit desired response.  The purpose of Written communication is to facilitate decisions/ actions.

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THE PURPOSE OF A COMMUNICATION Contd.

More specifically, in the case of Business Writing, the purposes can be :


   

Memo To set up a meeting. Letter To respond to a query. Proposal To persuade. Report To present a case Problem / Analysis / Solution.

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BUSINESS WRITING A few questions?


 Is all Business Writing treated equally?  Is all Business Reading treated equally?  Is it a matter of structure or language; tone or style; jargon or spelling?  All of the above. Plus  It is a matter of interest.  For every poor reader, there is a poor writer likely.  Business Writing is not so much a matter of creativity; it is a skill. It is subject to certain rules.
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WHAT MAKES BUSINESS WRITING GOOD? Contd.


 The

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

clear the doubts.


 Written More time to think before you write, but the doubts

may last.

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WHAT MAKES BUSINESS WRITING GOOD? Contd.


 Good Business Writing does not just happen. some thought and some effort.

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?
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REQUIREMENTS OF BUSINESS WRITING


 Clarity of thought  Selection of inputs to enhance Layout Language Paragraphs Sequencing

its effectiveness: Precision Sentence Construction Tables & Charts Summary

 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.
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EFFECTIVE LANGUAGE USE THE TOOLS


 Appropriate Words  Grammar  Style  Updated Language  Consistency  Tone  Sentence Formation, Paragraphing, sequencing for logical flow, Review / Edit.

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EXERCISES ON WRITTEN COMMUNICATION


Sentence Construction Sequencing Making Paragraphs Bullet Points Language Consistency Tone Removing Deadwood Editing

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BIG WORDS vs. SMALL SUBSTITUTES


BIG WORDS
ACCOMPLISHES BOUNDARY CONSEQUENTLY DEMONSTRATE DISCONTINUE ENDEAVOR FLUCTUATE INITIATE NUMEROUS MODIFICATION RELINQUISH REQUIREMENTS SUBSEQUENT TERMINATE

SMALL SUBSTITUTE
GAINS LIMIT SO SHOW STOP TRY VARY BEGIN MANY CHANGE RELEASE NEEDS LATER END
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PRUNING THE DEAD WOOD


MOSTLY EVERYONE KNOWS THAT ABOUT THE WORST MISTAKE YOU CAN POSSIBLY MAKE IS TO TRY TO INCLUDE IN A LETTER TOO MANY WORDS THAT ARE REPETITIOUS AND REDUNDANT. THIS IS TRUE. BE THE COMPLETELY SURE THAT YOU HAVE ELIMINATED ANY AND ALL UNNECESSARY WORDS AND PHRASES. BEST WRITING IS THE SIMPLEST. D.W. MOSTLY, ABOUT, POSSIBLY, TO TRY, REPETITIOUS, THIS IS TRUE, COMPLETELY, ANY AND, AND PHARASES, .
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PRUNING THE DEAD WOOD Contd


DW SINGLE WORD REPLACEMENT
BY FOR WHERE WITH TO TO IS CLEARLY

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

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MULTI-MEANING WORDS HIDING WRITER THOUGHTS


WITH THE INCREASED MEMORY SIZE, THE HIGHPERFORMANCE PERIPHERAL SYSTEMS AND THE LARGE FILESYSTEM, 1070 PS IS CONFIGURED FOR MAXIMUM SUPPORT OF REMOTE BATCH CAPABILITIES THROUGH THE SYNCHRONOUS COMMUNICATION EQUIPMENT. HIGH PERFORMANCE, MAXIMUM SUPPORT, CAPABILITIES.. ARE MULTIMEANING THIS APPROACH OF CO-EQUAL PROCESSORS GIVES THE USER INCREASED COMPUTING CAPACITY WHEN PROCESSING POWER IS IN HEAVY DEMAND UNDER MULTI-TASK LOADS. APPROACH, INCREASED COMPUTING CAPACITY, MULTI-TASK amm,Real_t&d : caps 112 LOADS.

EFFECTIVE TONE

SHOULD BE NATURAL AND CONVEY COOPERATION SHOULD DEMONSTRATE SINCERITY AND COURTESY MUTUAL RESPECT,

SHOULD AVOID WORDS THAT SOUND HARSH OR ACCUSING.

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EXAMPLES ON EFFECTIVE TONE


OLD FASHIONED PHRASES
Attached hereto We beg to advise .. Hoping for the favour of a reply It has come to my attention The undersigned will .

NATURAL
Attached is We can say that .. I hope to hear from you I understand that . I will .

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POSITIVE & NEGATIVE LANGUAGE


Avoid writing letters or memos when you are angry. Emphasize positive aspects.
Negative :When I received your complaint, I checked our records. Positive : When I received your letter, I checked our records. Negative :I am sending a replacement for the faulty coil Positive : I am sending a new coil that is guaranteed for one year. Negative :To avoid further confusion and misunderstanding, our sales representative will visit your office and try to straighten out your order. Positive : To ensure that your order is handled properly, our sales representative will visit your office.
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NEVER USE INSULTING LANGUAGE


INSULTING : You claimed that the engine stalled NEUTRAL : Your letter said that the engine stalled.

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.
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INSULTING : NEUTRAL :

ESTABLISH YOU ATTITUDE IN WRITTEN COMMUNICATION

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.

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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.
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Revised Sexy Revised

TRAPS OF BUSINESS WRITING

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.

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TYPICAL JARGONS
OPTIMISATION RELIABILITY SOPHISTICATION UTILIZATION INTERPERSONAL RELATIONS DATA VALUES COMPONENT CAPABILITY STAND-ALONE SYSTEM PARAMETERS PROCESSING POWER EMPOWERMENT
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EFFECTIVE WRITING REVISION AND EDITING

If Id had more time, Id have written a shorter book.

- MARK TWAIN

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EFFICIENT EDITING FIVE TIPS


1. 2. ALLOW DRAFT & THE WRITER A COOLING PERIOD * EDIT FIRST FOR OVERALL ORGANISATION OF THE DOCUMENT FOR COHERENCE e.g. stop where the story seems to get lost, missing ideas. * If good summarizing topic sentences are inserted in the beginning, several sentences or whole paras can be scratched.

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EFFICIENT EDITING FIVE TIPS Contd.


3. EDIT SENTENCES AND POLISH
* Question awkward or unclear sentences remove /modify. * Check spellings, grammar & choice of words * Break up long sentences into short crisp sentences.

4. 5.

TAKE ADVANTAGE OF IT TOOLS PLAN LAYOUT FOR READABILITY


* * * * Plan for White Space (Blank areas on a page) Avoid Narrow Margins (2.5 cm on right, 3 cm on left) Paragraph Frequently List within text using bullet points
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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
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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

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THE WRITE WAY! 11 POINT RECIPE


 PLAN WHAT YOU WANT TO SAY.  LIST LOGICAL SEQUENCE.  WRITE BRIEFLY AND PRECISELY.  ADHERE TO THE OFFICIAL WRITING FORMAT.  CHECK SPELLINGS AND GRAMMER.  UNDERLINE KEY WORDS; GIVE APPROPRIATE HEADINGS AND SUB HEADINGS; PLACE IMPORTANT WORDS AT
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BEGINNING OR END OF SENTENCES.

THE WRITE WAY! 11 POINT RECIPE

 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

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THANKS!
FOR YOUR KIND ATTENTION WE LOOK FORWARD TO YOUR CONTINUED SUPPORT.

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