Effective Communications


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Effective Communications

  1. 1. Effective Communication Dr Peggie Koon, Director Management Division Dan Lee, Director Power Industry Division Research Triangle Park January 27 th , 2008
  2. 2. Presenters <ul><li>Dr. Peggie Ward Koon has over 25 years of experience in developing IS systems for process automation and process control in a variety of industries -- automotive, nuclear defense, aerospace, nuclear reprocessing, thermal ceramics, and textiles. She was the Director and Manager of IS Plant Systems for Avondale Mills, Inc., formerly the Graniteville Company, in Graniteville, S.C. for over 15 years. Prior to that, she was the Process Control Manager for the Gregg Division, Graniteville Company. She is now the Deputy COO for Morris Digital Works, a division of Morris Communications in Augusta, Georgia. </li></ul><ul><li>Peggie is the author of technical articles and publications for InTech , IEEE Transactions on Industry Applications , ISA Transactions , and Industrial Computing magazines and Industrial Computing Online on issues in textile manufacturing including partnering, process automation and process control, SPC/SQC, and IT management for ISA and the Textile Fiber & Film Industry Applications Society of the IEEE. Her paper on Disaster IT was recently published in InTech magazine. </li></ul><ul><li>Peggie is a former General Motors Scholar and Graduate Fellow; she received her undergraduate degree from Smith College (Northampton Massachusetts) and has completed graduate studies at Georgia Tech (Atlanta, Georgia) and Kennedy-Western University (Cheyenne, Wyoming), where she received her doctorate degree in Management Information Systems. </li></ul><ul><li>Dr. Koon is currently the Director of the Management Division of ISA. She is a Senior Member of ISA, and a member of IEEE. </li></ul>
  3. 3. Presenter <ul><li>Daniel Lee joined ISA in 1987 and currently is a senior member of ISA. Dan has held several positions within the Power Industry Division including Director (2007& 2008), Director Elect/Secretary (2005 & 2006), Program Chair (2002 and 2003), S77 Vice-Chair (2003 - present) and session developer (2001). </li></ul><ul><li>Dan has participated in ISA standard development since jointing ISA and currently is chairperson of ISA’s SP77.44.01/02 (Steam Temperature Control) and SP77.40 WG1 (Functional Diagram Usage), and is a member of ISA S5.1 (Instrumentation Symbols and Identification) and S18.2 (Alarm Management) </li></ul><ul><li>Dan has authored a number of papers related to Power Industry applications. </li></ul>
  4. 4. Outline <ul><li>Effective Communication Skills </li></ul><ul><li>Effective Division Communication </li></ul><ul><li>Marketing Strategy </li></ul><ul><li>Communication Award </li></ul><ul><li>Discussion and Questions </li></ul>
  5. 5. What is effective communication? <ul><li>Basic Precepts: </li></ul><ul><li>Effective communication requires conducive behavior, both expressive and non-expressive </li></ul><ul><li>Communication is a two-way process- requires us to listen and understand at least as much as we speak </li></ul><ul><li>Requires sharing information and knowledge, focusing on quality, not quantity. </li></ul>
  6. 6. What is expected behavior? <ul><li>Be respectful- demonstrate consideration or appreciation </li></ul><ul><ul><li>We respect ourselves and each other </li></ul></ul><ul><ul><li>We appreciate the creativity and broader perspective of a diverse team. This diversity is vital to our success </li></ul></ul>
  7. 7. Ask Yourself??? <ul><li>Do I actively solicit contributions from the people I work with, regardless of their badges or roles? </li></ul><ul><li>Do I use the term “team” more than the term “I”? </li></ul><ul><li>Do I treat others as I wish to be treated? </li></ul><ul><li>Do I share accolades in public and constructive criticism in private? </li></ul><ul><li>Do I accord others the benefit of the doubt and understand a situation before responding? </li></ul><ul><li>Do I value all constructive input and use this to make a decision? </li></ul><ul><li>Do I credit others for their work? </li></ul><ul><li>Am I aware of non-verbal cues, whether my own or others? </li></ul>
  8. 8. How do Leaders apply these precepts within ISA <ul><li>A Director is charged with managing his/her Division and associated processes </li></ul><ul><li>Management is a process that requires communication, especially when dealing with volunteers </li></ul><ul><li>All leadership positions (Director, Elect or other Division Board member) have many functional and logistical interfaces, which require both input and output </li></ul><ul><li>ISA leaders must provide input on people in the group, their responsibilities, processes to be followed for dealing with all members, quantity and quality of deliverables to be received, including schedules </li></ul><ul><li>ISA leaders must provide output on the products (newsletters, symposia, etc.) to be provided, their quality and schedule, the people to provide products </li></ul>
  9. 9. Who do Divisions communicate with; <ul><li>Division Members </li></ul><ul><li>ISA Board </li></ul><ul><li>ISA Staff </li></ul>
  10. 10. Ways that Divisions interact with Members <ul><li>Welcome Letter & Drop-out Letter </li></ul><ul><li>Director’s Message </li></ul><ul><li>Newsletters </li></ul><ul><li>Website </li></ul><ul><li>Email </li></ul><ul><li>Mailing </li></ul><ul><li>Lyris Distribution Lists </li></ul><ul><li>Flyers/Brochures </li></ul><ul><li>Event Notifications </li></ul><ul><li>ISA/Division events (i.e, Conference, Symposium, Meetings ,Luncheon) </li></ul><ul><li>InTech or other publication </li></ul>
  11. 11. Ways that Division interact with ISA Board <ul><li>Teleconference </li></ul><ul><li>Email & mail </li></ul><ul><li>Phone </li></ul><ul><li>Solicitation of Business Plan Input </li></ul><ul><li>Solicitation of Department Input </li></ul><ul><li>Solicitation of Participation in ISA Conference </li></ul><ul><li>Attend Leadership Conferences </li></ul><ul><li>Society Award nomination </li></ul>
  12. 12. Ways that Division interact with ISA Staff <ul><li>Phone & teleconference calls </li></ul><ul><li>Email & mail </li></ul><ul><li>Participation and Support of Symposia </li></ul><ul><li>Participation and Support of ISA Technical Conference Meetings & Events </li></ul><ul><li>Participation and support of ISA Leadership Conference and Training </li></ul><ul><li>Submittal of Division Deliverables </li></ul><ul><ul><li>Newsletters </li></ul></ul><ul><ul><li>Business Plan & Budget </li></ul></ul><ul><ul><li>Communication Award report </li></ul></ul><ul><ul><li>Annual Report </li></ul></ul>
  13. 13. Division Marketing Strategy <ul><li>Email Campaign </li></ul><ul><ul><li>Division Blast (ISA) </li></ul></ul><ul><ul><li>Suspended Members Inquiry (Division) </li></ul></ul><ul><ul><li>Symposium (Product) advertisement from ISA database (ISA) </li></ul></ul><ul><ul><li>Symposium advertisement from non-ISA database (Division) </li></ul></ul><ul><ul><li>Director’s Message (Division) </li></ul></ul><ul><li>Print Collateral Deliverables </li></ul><ul><ul><li>Division Brochures (ISA) </li></ul></ul><ul><ul><li>Symposium safe-the-date Post Card (ISA) </li></ul></ul><ul><ul><li>Symposium preliminary schedule (ISA) </li></ul></ul><ul><ul><li>Three Newsletters (ISA) </li></ul></ul><ul><ul><li>Technical Papers (ISA) </li></ul></ul><ul><ul><li>PDF of old POWID Technical Papers (TBD – ISA/Division) </li></ul></ul>
  14. 14. Division Marketing Strategy <ul><li>Direct Mail Campaigns </li></ul><ul><ul><li>Welcome Letter to new ISA/Division Members (ISA) </li></ul></ul><ul><ul><li>Symposium save-the-date post card (ISA) </li></ul></ul><ul><ul><li>Symposium preliminary schedule (ISA) </li></ul></ul><ul><ul><li>Solicit New POWID members from ISA national and international database (ISA) </li></ul></ul><ul><ul><li>Solicit New ISA/Division members from non-ISA database (Division) </li></ul></ul><ul><li>Trade Show Presence </li></ul><ul><ul><li>ISA Fall Expo (ISA) </li></ul></ul><ul><ul><li>Symposium (Division) </li></ul></ul><ul><ul><li>ISA Section Meeting (Division) </li></ul></ul>
  15. 15. Division Marketing Strategy <ul><li>Advertising </li></ul><ul><ul><li>Other Publications (Division) </li></ul></ul><ul><ul><li>Intech (ISA) </li></ul></ul><ul><ul><li>Internal Company Advertising (Division) </li></ul></ul><ul><li>Press Releases </li></ul><ul><ul><li>?? (ISA) </li></ul></ul><ul><li>Telemarketing Campaigns </li></ul><ul><ul><li>Contact past Symposium Attendees (ISA) </li></ul></ul><ul><li>Web Site </li></ul><ul><ul><li>Division Community within Technical Paper Database (ISA) </li></ul></ul><ul><ul><li>Technical content within Technical Paper Database (Division) </li></ul></ul><ul><ul><li>Division Web Site template (ISA) </li></ul></ul><ul><ul><li>Division Web Site Management (Division) </li></ul></ul>
  16. 16. Division Communication Award <ul><li>The following categories will serve as a basis for judging and determining the winner of the Communications Award. Each category contains a series of questions or guidelines. Each category has an assigned value based on its importance. </li></ul><ul><ul><li>Newsletter publications </li></ul></ul><ul><ul><li>Other communications </li></ul></ul><ul><li>ELIGIBILITY </li></ul><ul><ul><li>In order to be eligible for the award, all materials must be received by the respective departmental awards committee prior to or on the established due date identified in the cover letter accompanying the awards criteria. </li></ul></ul><ul><ul><li>Eligible materials include any form of communications produced and distributed to members since the previous year President's Summer Meeting. </li></ul></ul><ul><ul><li>Communications - Any activity oral or written that is informative and provides a service to members. </li></ul></ul>
  17. 17. Division Communication Award <ul><li>Guidelines for Quality and Completeness </li></ul><ul><li>1. Newsletters     a. Did the division have and meet its publication plan?     b. Was there a Director's Message?     c. Were there any technical articles included?     d. What other types of articles were included?     e. Was the newsletter effective? Total Possible Score = 70 </li></ul><ul><ul><li>Division Score = ____ </li></ul></ul><ul><li>2. Other Communications List all methods you used to communicate with your division members. Some examples are: </li></ul><ul><ul><li>Director's letters </li></ul></ul><ul><ul><li>Membership Chairman Letters     1. Welcome to Division     2. Membership Retention </li></ul></ul><ul><ul><li>Symposium Information </li></ul></ul><ul><ul><li>Technical Publications and Materials </li></ul></ul><ul><ul><li>Total Possible Score = 70 Division Score = ____ </li></ul></ul>
  18. 18. Division Communication Award <ul><li>2007 Communication Award report due 27 February, 2008 to Department VPs. Please provide three copies of all newsletters and other communications paperwork when you submit your communications material. </li></ul><ul><li>Sample communication Award reports </li></ul><ul><ul><li>Management Division </li></ul></ul><ul><ul><li>Power Industry Division (wo/attachements) </li></ul></ul>
  19. 19. Discussions & Questions