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Man as a social animal Indian oral tradition Origins of spoken communication

Rhetoric - Aristotle in 350 BC Greece, Rome

Origins of visual communication

Hieroglyphics

Origins of written communication

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Horizontal

Horizontal

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Communication Skills Ambition College Education Decision-making skills Self-confidence Good appearance Ability to get things done Capacity for hard work
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Medium Sender Coded Message Receiver Decoded

Feedback

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Complete Concise Considerate Concrete Clear Courteous Correct

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Format
Margin 1 inch all around Serif Fonts 12 point font size 1 line spacing

Type frequency

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Meant for
Management Info Recording work done Contributing to database

Brief Useful

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Opening Section
Title Terms of reference / objectives Table of contents List of charts, diagrams and illustrations Preface Acknowledgement Abstract or Summary

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Purpose of Proposals Kinds of Proposals

Research Proposals Business Proposals

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Title Page Executive Summary, Abstract, Synopsis Draft Contract Table of Content Introduction

Purpose Problem Scope Project Team

Background Procedures Equipment and facilities Personnel Budget Appendixes

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Executive Summary Body of Proposal

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Request for Proposal (RFP) Chronology of Procedures for Solicited Major Proposals U S Government proposal

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Neatness Specific Appearance of

Table of content List of figures Title page Maps Graphs Charts

Consistency of style Title properly describe the project Completeness Professionalism

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1. Know your objective 2. Make a list 3. Organize your ideas

Importance Chronological order Problem-Solution Question-Answer

4. Back it up 5. Separate main ideas 6. Use bullets or numbers

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7. Write complete sentences 8. Use short sentences 9. Be precise and accurate 10. Use commas appropriately 11. Use the correct word 12. Avoid redundancies 13. Numbers 14. Have a conclusion 15. Edit your work 16. Get help
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Clear & Concise Subject line exactly what the email is about Direct and informative. Return email in a timely manner Internal email Email etiquette

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1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Be concise and to the point Do not write in CAPITALS Do not forward chain letters Use a meaningful subject Use active instead of passive Use URGENT and IMPORTANT sparingly Avoid long sentences Don't forward defamatory or obscene emails Don't forward virus hoaxes. Keep your language gender neutral

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Fears
Laliophobia Fear of Speaking Demophobia Fear of Crowds Katagelophobia Fear of Ridicule

Top Ten Fears

Public speaking, heights, insects, financial

problems, deep waters, sickness, death, loneliness, dogs

Im bad at it Ive never made a speech before Ill make a fool of myself People will laugh at me I will lose my status/respect What will my boss/juniors think

Walk around the room Meet and talk to your audience Creative visualisation Organise your material Visualise delivering a successful presentation Rehearse by standing up and using all visual aids Breath Deeply just prior to speaking Relax, Release Tension Move while speaking Eye contact with the audience

Purpose Preparation Presence Passion Personality

Level 1- Beginner (<10) Write down the presentation as youd say it

Winston Churchill took six weeks to prepare his Maiden Speech in the House of Commons and he learnt it word perfect.

Read it till you are familiar with the words Try and say at least 80% by rote Prepare cue cards Dont carry written speech on stage

Level 2- Confident Speaker (10 20)

Rehearse presentation mentally Note down main points Prepare and use cue cards

Level 3- Pro (>20) Use ppt as cue cards

Cue Card Size - 6 x 4 Upper Lower case 36 point font size Spiral Bound Joy of Six

Speak from the heart

 Single Message Brief Humour Story Analogy Anecdote

A- Attention I - Interest D - Desire A - Action

1. 2. 3. 4. 5. 6. 7.

Lead in Build up Core message Analogy, anecdote, story Reinforce the message Ask for Action Close

Natural Intro
Conversationalist

Jokes

Core

Anecdotes

Speaker

Speech Reader

Conclusion
Elocutionist

Canned

Force of Your breath 2. Clarity of your consonants 3. Muscular energy with which you form words 4. Projection Exercise
1.
1. Counting 2. Calling

1. 2. 3. 4. 5.

Know your material Practice. Practice. Practice! Know the audience Know the room Relax

6. 7. 8. 9. 10.

Visualize yourself giving your speech Realize that people want you to succeed Dont apologize Concentrate on the message not the medium Gain experience

Think
Split topic into components
Past, present, future (or any time oriented combination) Topic 1,2,3 (e.g. production, advertising, marketing) The pros and the cons of the issue

Then Speak
Give a Few introductory remarks Develop a clear review sentence of your main point Deliver the body of the presentation Summarise the main point Conclude the presentation

The audience wants me to succeed I am an expert in this subject I am well prepared in content and delivery

Power Point Presentation

Concept Colour scheme Animation Sound Effects

1. 2. 3. 4. 5.

The joy of six Use text sparingly Select colors with care Keep unity of design from slide to slide Font size - use the "floor test" for readability

6. Minimize animated texts, sounds, and transitions 7. Avoid switching between programs 8. Time for people to take notes 9. Timing Max. 3 slides per minute 10. Visual images can be great

Stick to common fonts

Arial, Tahoma, Verdana Display types Times New Roman, Caslon Body types

Embed fonts in power point

Select tools-options-save from the

main menu It looks >

To embed fonts, pictures and movies use

Pack and Go Power Point 2002 or

Package for CD feature in PowerPoint 2003 Bullet your ideas

Create a guide for your talk, with supporting images and documents. Avoid using small fonts

To embed fonts, pictures and movies use

Pack and Go Power Point 2002 or

Package for CD feature in PowerPoint 2003

Bullet your ideas Create a guide for your talk, with supporting images and documents. Avoid using small fonts

Avoid too many slides Keep your audience guessing Use masters

By using a master you can more easily

maintain and stay consistent with your slides.

Spell check

Example of how not to make a ppt Dairy Barista PS

Screen at 45o angle to the audience Speaker in the center

Avoid This

Speakers eye contact should be with audience.

Avoid this

People remember only three things from your presentation

"I can promise you Blood, Sweat, Toil and Tears -Winston Churchill Because of the rule of three we simply remember it as Blood sweat and tears. Eat, drink and be merry, Dream : plan : act Veni, Vidi, Vici (I came, I saw, I conquered) - Julius Caesar

Three parts to your presentation.

The beginning the middle the end.

In presentations "Less is More Focus is the key If you have four points to get across cut one out. No one ever complains of a presentation being too short.

 Sequence Introduction Preview sentence (tell them what you are going to tell them) Main Idea and sub points (tell them) Benefits (in persuasive presentation) Summary (tell them what you told them) Conclusion Posture Movement

Gestures Eye contact Using your voice

Tone Rate of speech Volume (not too loud or too soft)

Expression Appearance

Pace Decide the most effective pace Question and answer techniques

How to encourage your audience to

ask question How to listen to questions How to answer questions

Answer the question Promise to find out the answer Defer it to deal with it later Refer it to an expert colleague Throw it back to the person who asked Refer to the audience

Why am I here? What is excepted of me? Whats in it for me?

Purpose Participation Preparation Procedure Performance Post-mortem

Background Information on group

Informal Group Formal Group

Formation of Group
Forming Storming Norming Performing

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Informational Meetings Suggested Solution Meetings Problem Solving Meetings

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Authorization for a Committee Methods of Solving problems in Meetings

Background Analysis Solution Discovery Solution Evaluation Choice of Action

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Kinds of Leadership
Authoritarian Democratic Leaderless

Planning Steps Before the Meeting

Review the problem and determine the precise

purpose Decide who should participate Arrange for meeting, date, time, place Create an Agenda Check on physical Arrangement
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Procedures During the Meeting

Begin with an opening statement Stimulate discussion Understand the roles of participants Interpret data for Solution Evaluation State the major Conclusion and plan of action

Follow-up After the Meeting

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Preparation for meetings

Do your homework Collect information Check Your data Confirm Your Conclusion

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Participant Roles in meetings

Organizer Clarifier Questioner Factual Contributor Energizer Idea Creator Critical Tester Conciliator Helper of others
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Be Prepared Accent the positive Listen to understand, not refute Focus your attention Concentrate on context Take notes Curb the impulse to interrupt Summarize and, evaluate
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Faults in Listening
Prejudice Against the speaker Thinking Speed Premature Evaluation Semantic Stereotype Delivery

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Purpose for Listening

To gain New information and ideas To question and test evidence and assumption To be inspired To improve your own communication

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Results of Good Listening

Leads to helpful, positive attitude Improves communication between speaker

and listener Feedback to the speaker Helps obtain useful information Creates better understanding

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Demanding Words must, have to Demeaning Words stupid, jerk, nerd Discriminatory Words age, gender, race, ethnicity, religion, political affiliation, sexual orientation, disability, personal comments Offensive Words expletives, slang Negative Words no, cant, impossible, never

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First Impressions Its better to be looked over than be overlooked Mae West 4 seconds to make an impression and 4 years to unmake it Albert Mehrabian
Verbal 7% Tone of Voice 38% Visual 55%

Study yourself in a mirror to see what impression you make Do not wear thing that may distract the audience. Keep your hands out of your pockets during the presentation. Wear comfortable and good quality shoes and clothes Avoid high fashion unless you work in the fashion business Avoid Power dressing, tight clothes, new clothes, jewellery that jangles, strong perfumes or after shave

Eye Contact
Too little Nervous Too much - Aggressive

Smile with eyes Facial expression

Smiling Frowning

Dont cross your arms or legs Good eye contact, dont stare Take up some space Relax your shoulders Nod when people talking Dont slouch, sit up straight

Lean, but not too much Smile and laugh Dont touch your face Keep you head up Slow down a bit Dont fidget

Use your hands more confidently Realise where you spine ends Dont stand too close Mirror Keep a good attitude