Helpful Techniques Unit 5 Db


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Helpful Techniques Unit 5 Db

  1. 1. Organization and Communication<br />Carla J. McCoy<br />Unit 5 Discussion Board – MGT110<br />April 18th, 2009<br />American InterContinental University<br />Effective Listening<br />I actually found that there are a few tips people can take on learning how to effectively listen. Listening is actually a hard thing to do because people are accustomed to concentrating on what they say rather than what they are hearing which makes this an actual difficult thing to do for most. Inside of every human being there are internal auditors that must listen to rationales, explanations and defenses. Let’s review a few tips that will help identify the things people need to know to effectively listen. The first thing we need to do is Concentrate on what other people are actually saying. Sometimes it’s hard to listen to someone when they are listening because even though we are listening to them we are not effectively listening to them because our minds wander off in various other areas such as our jobs, or something on your to do list that has a deadline that’s nearing or even important family matters. Only then do we realize we haven’t heard what the other person has said. It’s been proven through research that most humans speak at a rate of 175 to 200 words per minute. Research has also proven that we are actually capable of processing words at the rate of 600 to 1,000 words per minute. The unused brain power that we have that isn’t listening to the other person can be a potential barrier to effective listening so we must concentrate on what others are saying at all times. (Lewis & Graham, 2003)<br />The second tip that should be suggested here would be to send the nonverbal message that you are actually listening to other people. It is always important to maintain eye contact with the person speaking to you as well as nodding your head. Your body language can actually send messages to the person speaking to you that lets them know whether or not you are actually listening to them so it’s important not to use your hands to tinker with things around you. Research Experts have stated that nonverbal messages are three times as powerful as verbal messages so effective communication is very difficult when you are sending a nonverbal message which shows you are not paying attention and listening to the other person. There are other things one needs to take into consideration with effective listening which includes avoiding early evaluations which basically is where you do not want to make immediate judgments about what the person is saying to you. Mis-interpretation falls into this category all too often because people discover they made judgments too quickly. You also need to avoid getting defensive and not take what other people are saying to you personally because we all need to have the reality that careful listening does not mean we have to agree with what others are saying. If you spend too much time defending your decision or position, it then becomes obvious that you were not listening. The reason for this is because this involves changing your role from listening to proving or convincing others they are wrong. (Lewis & Graham, 2003)<br />Another tip would be to practice paraphrasing by re saying what the person just said to you back to the but in your own words Paraphrasing will help improve you’re listening and problem solving skills. Another area in effective listening would be to listen and observe for feelings in other people because we not only need to listen and concentrate on what’s being said but the way it’s being said. Take for instance if you have someone who is raising their voice when they are speaking to you then more than likely they are angry or frustrated. If a person is looking down when speaking to you then they are probably either embarrassed or shy. And last but not least the last tip to offer in suggestion would be to ask questions. This clarifies what another person has said to you as well as allows you to obtain additional information that may not have been said. These are some good tips to effective listening. (Lewis & Graham, 2003) Effective Meetings<br />There are six tips for suggestion that need to be well thought out prior to scheduling anything. The first tip would be not to meet. If the information that you want to meet about can be handled through the form of a memo, email or brief report then do that instead. There are two keys to having effective meetings which are two-way information sharing and one-way information dissemination. If a meeting needs to be scheduled under these circumstances it would be merely to answer questions about any information you may have sent to others. Not meeting when you don’t have to saves time and presents a message that the meetings that are important to attend are necessary. The second tip would be to set objectives for the meeting if you have to have one. What this does is allow you time to write down phrases you want the group to see such as “By the end of the meeting, I want the group to… be able to list the top three features of our newest product” This will help plan any meetings you may have. If your objectives are concrete then your agendas will be more focused. (Meeting Guru, 2004)<br />The third tip would be to provide an agenda prior to any meeting such as A list of topics that will be covered as well as a description of meeting objectives and a list that shows which person will address which topic and for how long. An Agenda will need to include things such as location, time, and date of the meeting. Background information is also very useful to bring to the meetings because it will allow informed discussions on the meeting topic to prevail. The fourth tip would be to Assign Meeting Preparation because giving each member of the meeting a preparation helps significantly. If you happen to have a problem-solving meeting, this is where the background information would come in handy because once the group reviews the background information everyone can get down to business and provide a solution to problems. The fifth tip would include Assigning Action Items because any discussion that takes place among meetings needs to also have a decision on how to act on it. Statements that other members may say are key comments that you need to listen for such as “that’s a topic for a different meeting” or “we should really” If you can identify these key comments among members within the meeting then this should trigger action items to get tasks done, hold other meetings, or examine ideas. Follow-throughs need to be complete and this can be done by assigning tasks and projects as they arise during these meetings. Let’s say one of the meeting members decides to get off topic and discuss something that doesn’t have anything to do with the meeting, this type of key comment will also need to be addressed in order to allow the meeting to stay on track. (Meeting Guru, 2004)<br />Anytime you address key comments and statements and provide suggestions on action items to examine issues this allows other participants to see that you value their input. And last but not least you need to Examine your Meeting Process by reviewing questions at the end of all meetings such as “What worked well in this meeting?” Members should be able to give solid answers to any questions you may ask and never leave a meeting without making a plan to improve the next meeting and assessing what took place in the meeting you just had. These tips will provide you with effective meetings. (Meeting Guru, 2004)<br />Project Reports<br />Anytime you have a Project Report you must include things such as Limitations of the Project, Results of the Project, Background information on the issue or problem explored, Project Objectives along with a Thesis statement, Hypothesis, Scope of the Project, General Procedures that will be used, A Summary, Basic Assumptions about the Project, and a Project Adviser. The Context needs to be presented in order to have a complete understanding of the project. In other words the what, why and how of projects need to be included as well as any assumptions. The background information may include why the project was chosen or to review the environment and show what that was in it needed exploration. Assumptions will filter what is seen and unseen and itemizing assumptions is very important. You will also need to keep the report organized by using sections previously discussed as a guide for organization. An outline needs to be included and then written out with a narrative format. You must keep it simple and also draw images or pictures to make your point heard by using tables, or charts for example. Grammatical tips in avoiding mistakes are also important so you need to use a consistent verb tense and also use active voice instead of a passive voice. Formatting also is important because you need to use the typeface with serifs, double space your reports, use simple title pages and fonts and number your pages accordingly as well as identifying your work in the header. Citations are a must and need to be referenced in standard form as well. (Stratton, S., 2009)<br />References<br />Lewis, T., & Graham, G., (2003) 7 tips for effective listening: productive listening does not<br /> occur naturally. It requires hard work and practice – Back to Basics – effective listening is a crucial skill for internal auditors. BNET. Retrieved on April 20th, 2009 from:<br />Meeting Guru, (2004) Six Tips for More Effective Meetings SMART Technologies ULC, Your<br /> Meeting Productivity Experts, Retrieved on April 20th, 2009 from:<br />Stratton, S., (2009) Writing Project Reports Developed for Kappa Omicron Nu Web Delivery.<br /> The Structure of your Report, retrieved on April 20th, 2009 from:<br />