Never leave till tomorrow that which you can do today."
- Benjamin Franklin.
HELLO EVERYBODY – GOOD MORNING TO YOU ALL
Welcome to Anvil India and thank you for coming and thank you for being
We all keep hearing about unemployment/
More qualified people no jobs at the same we also here about opportunities
That exist in the banking sector-IT corridor- the Demand for more people in
the BPO industry
Which is true which is false BOTH
Because when we refer qualified we mean basic qualification what the
industry wants is people with a competitive edge or cutting edge in short
With some soft skills.
You may ask it was not the case few years ago TRUE then it was different
Because much less competition time was in your favor and no globalization
That is where every thing changed .Industry want people who can be
Productive in a very short period because time became the essence and
qualified people with soft skills are in demand
So there is a gap between qualified people and industry demand .this has to
This is where ANVIL India steps in to bridge the gap with soft skills.
In the next two days we at ANVIL shall introduce you to inter personal
Skills communication skills Time Management
Leadership skills Motivational skills Sales& Marketing and please
THESE ARE VERY POWERFUL CAREER BUILDING SKILLS.
Also please be informed these subjects are extensive and vast and to get into
the intricacies of the subjects are beyond the scope of this few sessions.
The objective is to introduce to you the working culture and make familiar
with the different aspects of corporate way of functioning.
Our goal is to provide you with all the tools you need to be on top.
This is an interactive workshop and you are active participation is
Please try to understand the finer aspects and put it to use and you can see
the change in your personal and professional life.
It is up to each one of you to develop these skills to suit your needs and take
it to next level.
GOOD LUCK TO YOU All
Hello every body .welcome to ANVIL and thank you for coming.
My name is Sushil Pillai and together we shall try to find out a few things
about Time .OK.
On weekends I chat with my grandson .recently I missed him on a weekend
and when asked him about this he says grandpa I am sorry because I just
didn’t have the time .now what do u say and how do u react and mind you he
is just 6 years old.
Now two possibilities are there he said so because he has been hearing from
others around him
He really didn’t have time because his day was full of activities IF SO WE
NEED TO DO SOME SERIOUS THINKING.
We keep hearing this statement of not having time whenever a certain task is
not completed or failed .Why you and me also have made similar statements
about shortage of time.
What do you think about this? What is happening/ How far do you think this
Participants are expected to come in mostly with an answer need time
management if so
OK If so
You can manage production purchase-sales but can you really manage time.
If stop this watch for one hour does you think you are managing time? No
Time will move on SO
Don’t you think we are blaming the poor time for our failures
Time cannot be managed but …………………………………… only used
Again this particular blame game on time is on the rise in the last decade and
it will only get worse as the time goes result we all shall have time only to
complain about shortage of time. So what can be done or what should be
Wait the participants to contribute
OK.I wants to tell you some thing which I have experienced rather seen.
I finished my last three years of schooling staying with my aunt at my
ancestral home which is a small town and we were a total of 11 children and
8 adults. 3 college going and 5 school going and 3 were below 4 at home.
We had buffaloes and cows.
All of us had what we asked for breakfast and lunch and meals were cooked
twice family had lot of time together and mind you no gas-mixer -oven-
grinder-TV and mobile phones
We waste time
These complaint was non existent rather to a much lesser extent in the past
so what happened now. Life style change- trying to achieve too much many
Activities have increased in the span of time.
Imagine 10 years before you did not have mobile phones and also you did
not spend so much time watching TV.
What can be done or what should be done?
Please have all your activities recorded for the whole day for a period of 3
You shall observe 80% of your activities give 20% results
Where in 20% shall account for 80% of results
Which is called 80 / 20 principle or PARROT PRINCIPLE?
So what is that you have to manage …..?Yes …..Come on…..
You have to manage the 20% work
Once you eliminate the most useless tasks and less important tasks you shall
observe activity list shrinking to much smaller size.
Make a must to do list Priorities them once that is done do the most
important things first.
Have a personal goal setting done.
Now let us go about systematically using the time.
Time Management skills are needed in any business environment where individuals have the choice
on how to allocate their working day. Essentially it is not time that needs managing, but working
• working long hours,
• taking work home,
• not spending enough time with family or friends,
• or unable to get everything done
Time is! It just is! 24 hours a day. 1400+ minutes every day.
Time is a resource that many of us wish we had more of. But since we can’t
make a day last longer than 24 hours, then honing our time management
skills is a sure way to become more effective.
I am sure u must have heard many a times during any day from
different people about shortage of time or not having sufficient time to
attend their regular jobs mostly EXCUSES could not complete /attend
A task due to lack of time or
Sorry I am late because I was held up
Because the caller would not hang up
This fellow met me at the corridor and would not let me go.
How often you have found yourself in the same situation
In effect you can utilize time- you can manage your activity
During time actually you are managing activates during time.
THIS IS BECAUSE NOT BEING ABLE TO DIFFERENTIATE
BETWEEN PRODUCTIVE AND NONPRODUCTIV TASKS.
What is Time Management?
A technique in which certain tools and skills are used to optimize and
manage the available time to accomplish certain tasks. projects, goals. This
involves a series of functions like planning, allocating available resources,
delegating, scheduling, planning, monitoring prioritizing etc...
What is limited is precious and time is precious.
People who use this technique are the highest achievers in all walks of life.
WHY DO WE PROCRASTINATE?
Because we do something that is more enjoyable/comfortable doing
Because do not understand the difference between urgent and important
tasks resulting in Attending urgent tasks that are not important.
Driven by people whose demands are loudest?
Another reason is feeling overwhelmed by the task-may not know where to
begin-may doubt about the skills or resources that one need.
Waiting for the right mood/time
Fear of failure /success-Perfectionism
Poor decision making skills/organizational skills
Because the task is unpleasant and over whelming.
INDICATORS THAT YOU ARE PROCRASTINATING
Filling the day with low priority tasks-reading junk mail-begin an important
task and immediately going off to attend some thing else
Saying yes to every thing and to every body
HOW TO OVERCOME PROCRASTINATION
First of all it must be recognized –dealt with and controlled before you miss
Make your own reward-Ask some one else to check on .peer pressure is very
Identify the consequences of not attending the task. Cost of your time to
Break the project into small-manageable tasks. Have an action plan and you
shall start moving and achieving
Finding how the time is spent
How much time you spend on unimportant things. Things that do not
Contribute to success at work
Activity log helps you to find out
How you actually spend your time .YOU WILL BE SHOCKED TO SEE
THE AMOUNT OF TIME YOU WASTE.
Eliminate jobs that you are not paid for-Schedule the challenging tasks for
the times of the day you are most energetic.
Do not keep switching between tasks. Example. Read/reply mails once in
the morning and evening-less time on personal activities.
TO DO LISTS
How often you find working under pressure to finish time bound action?
Do you sometimes forget to do something important?
Overwhelmed by the amount of work you have to do?
You are always chased by people to get work done. All of these are
symptoms of not keeping a proper do list
TO DO LIST
Are prioritized lists of all tasks that you need to carry out most important
task at the top and the last important tasks at the bottom when people start to
use to do Lists properly that they often make their first personal
To do List captures all tasks one has to complete in one place. Then break
down the tasks
Into their component elements and then prioritize.
This list will be able to tackle these in order of importance or urgency.
To do lists ensures
You remember to carry out all necessary tasks
You tackle important task first and do not waste time
Do not get stressed by large number of unimportant tasks
Is important when time is limited and tasks are unlimited. It helps you to
allocate your time when it is most needed and wisely spent freeing you
From less important tasks.
Based on time constraints, on the potential profitability, on the benefit of the
task, or the pressure you are facing.
In special cases
Paired comparison analysis-Pareto analysis.
Preserve contingency time to handle 'the unexpected'; minimize stress by avoiding over-
commitment to others.
PERSONAL GOAL SETTING
It is a powerful process for thinking about your ideal future and for motivating
yourself to turn this vision of the future into reality.
Process of setting goals and what you want to achieve you know where to
concentrate your efforts.
Properly set goals are incredibly motivating and this habit finds that your self
confidence built fast.
Goal setting is normally used by athletes –business people
MISTAKES- KEEPING MANY THINGS IN YOUR HEAD.
It is not humanly possible to remember all things and rely on memory alone. Likely
to forget something that is important. It creates anxiety and waste of time by trying
So it is advised to write down every thing instead of keeping in the memory.
DOING WHATEVER GRABS YOUR ATTENTION
Normally urgent things they need not necessarily important also important things
are not urgent. This ends up you attending to not important things most of the time.
Make a plan and work accordingly so you always attend to important things rather
than urgent ones.
NOT SPENDING ENOUGH TIME ON PRIORITES. Too much to do -Poor
prioritization –not making progress on important goals.
Prioritize your do list
The BENEFIT of planning is that you SAVE TIME and you achieve much more in
less time, because you know exactly what needs to be done, how to do it and the
resources need to complete it.
Planning is a very important activity in time management. Every minute spend on
planning can save 3 in execution.
First you have to accept and recognize the need and importance of planning
ATTEMPTING TO DO TOO MUCH
In time management the word overload means the condition of having too much
work mostly self inflicted due to poor planning
Understand your own limitations and capacity. With prioritizing-planning and
controlling you will be better off.
ALWAYS SAYING YES
Should be aware of ones own commitments and limitations before saying yes.
This only brings more time bound actions resulting in derailing the projects which is
already on schedule.
Before saying yes to each request/demand please consider and see that the request
fits into the current situation and scheme of things.
It is better saying a No with the deepest conviction rather than a yes merely to
Effective people know that mastering time management is an ongoing process that
requires regular reviews and updates.
What is effective communication?-Participant
Conveying messages to other person or persons with clarity/transparency and
Receiving the information with as little distortion as possible.
The communication is successful only when both the sender / receiver
understand the same information as a result of the communication.
We can think have many examples of ineffective communication: a
mumbled presentation: a rambling meeting: a long email containing
unclear messages: a badly written reports what is the impact
Thoroughly confused and a very poor impact
When we think of communicating we often focus one side of communication what and
how we are communicating.
Communication is a two way process .It involves more than speaking and writing; also
involves reading-watching-and listening by the person or group persons with whom you
When you communicate by speaking, writing and presenting we are trying someone else
to understand the information and ideas in our mind.
This process is communication process. When communications are ineffective it means
Something has gone wrong at some stage in this process. In other words there are some
barriers which we have to remove.
So what is the impact you are creating when you are communicating? How
good are your communication skills?
How do we communicate?
Verbal- face to face word of mouth
Non verbal- written-gestures-body language-sign language-visuals-eye contact.
There are three major parts in human face to face communication
Body language- voice tonality-words
Types of communication
Vertical-upward- Respectful-to suit the listener mostly not complete
Downward-Authoritative-commanding –not clear
Horizontal-very informal-peer group
Communication Skills- The Importance of Removing Barriers.
Clarity about what is being communicated. Encoding transferring the information
correctly –anticipates and eliminates sources of confusion.
Channel selection since each has its own weaknesses and strengths (advantages
&disadvantages) face to face –telephone- video conferring-email-letters etc
Receiver Decoding and understand correctly-individuals groups will receive the same
message with their own perceptions hence caution must be exercised by the sender.
Feedback verbal and non verbal shall understand weather message has been
Received and perceived the way it should be if not you have the opportunity to
Lack of vocabulary.
Fear of speaking addressing a group of people.
Ineffective presentation skills.
Fear of failure.
Listening is one of the very important skills you can have. How well you listen has a
major impact on your job effectiveness and the quality of your relationships with
We all listen and remember only 25% .we hear only 21/2 minutes of a 10 minute
It takes a lot of concentration and determination to be an active listener. You have to
be deliberate in your listening.
Active listening will improve your productivity as well as your ability to influence,
persuade also you will avoid misunderstanding and can make you a better
communicator all necessary for workplace success.
To become an active listener is to practice active listening where you also try and
understand the total message being sent.
Avoid being distracted by environmental factors Refrain from side conversations
when listening in a group setting. Put aside the distracting thoughts
Set aside all thoughts and behaviors and concentrate on the message. Pay 100%
Give the speaker your undivided attention and acknowledge the message.
look at the speaker directly and observe the body language of the speaker
Avoid being distracted by environmental factors
Show you are listening
Use your own body language- your posture should be open and inviting-nod
Smile and use other facial expressions.
Encourage the speaker with verbal comments this all will result in receiving more
Do not interrupt, it frustrates the speaker and limits the full understanding of the
Provide feed back
Be honest in the opinion and assert opinions with respect,
Respond appropriately .treat the other person as he or she would like to be treated
55% impact body language-postures-gestures and eye contact
38% tone of voice
7% content or words used the communication process.
Understanding /listening skills is very important. A skill we all have to improve
which in turn improves productivity as well as ability to influence-persuade and
negotiate importantly will be able to avoid conflicts and misunderstandings which are
essential for career success.
Why is it important to communicate effectively?
Effective communication skills are now required in each and every aspect of our life.
We can measure the importance of communication skills in business sector when we
take a look at job advertisements asking for good communication skills.
Today, effective communication skills have become a predominant factor even while
recruiting employees. While interviewing candidates, most interviewers judge them
on the basis of the way they communicate.
This skill creates a positive impact when a person goes for a job interview other
qualifications are being more or less same for all.
It is not possible to climb a corporate ladder with out excellent communication skills
Promotions come to those who communicate effectively at all levels from senior
management to the lowest employee.
The most important skill in life is learning how to deal with people. This is a skill that
will make you more successful in your personal/ professional life
In survey conducted by university of Pittsburg poets out that
Communication skills, including written and oral presentations as well as ability to
work with others are the main factors contributing to job success.
In another survey communication skills were sited as the single most decisive factor
in choosing MANAGERS.
It is essential to communicate effectively if you want to build a successful career. To
do this you must understand what your message is, what audience you’re sending it to
and how it will be perceived. You must also weigh in circumstances surrounding your
communications, such as situational and cultural.
Reporting is a normal form of communication in many areas of business whether it is
describing about certain incident, or about an important meeting the objective is to
express all relevant information without exaggerating and omitting facts and also not
biased. It must be indicative but not influencing the reader.
However format of the report depends on the purpose of the report.
Business report should be structured properly and should include summaries, use of
headings, charts and tables to break up the information as simple, effective and
should reduce the chance of skipping any key point.
Please pay attention to the language of the report it should be appropriate considering
the report must be professional
Think before writing the report about how to structure it so that it is clear and logical.
Include a summary at the beginning for busy readers.
Give cler headings and numbers so as to make it easier for reference.
Please keep reading the report few times or read out to some one to consider
restructuring if required
Start new paragrapgh for every point and language must be simple and with examples
Pages must be numbered and do not use words which are not easy to understand and
do not use a single words more than required.
Asking right question is at the heart of effective communication and information
exchange. In certain situations the right questions results in gathering better and
improved information which in turn helps build stronger relationships-manage people
How do you do it
Can you recall a mumbled presentation where you left the room during tea break
thoroughly confused and with a feeling what a waste of time.
Why does this happen?
Nothing but a very poor communication
Each presentation differs from other .It depends on the subject, the audience. A sales
presentation and a Production presentation are different. Sales team should be
The products and is not really not concerned about the production details.
Like wise Budget presentation has nothing to do with Project progress.
Also presenter should be capable of communicating properly with right body
language and correct diction and emotion to reach the audience.
Please all related to presentation is in condition like Mic-lights- projectors.
PRESENTATION SKILL ASSESSMENT.
Email Writing skills.
This is the trend and the in thing and has actually replaced many normal
Email communication normally tends to be less formal but when well structured has
the desired effect.
The barrier is receiver does not receive or does not read it
Meeting Management Skills
Why is important to communicate effectively.
How does it influence/improve personnel/professional life?
STORY TELLING EXERCISE
Knowingly or unknowingly we all use some skills in communication. EXAMPLES.
Child crying- keeping quite when someone is angry-doing things realizing it
helps create a good understanding etc.
Clarity/ language/timing JOKES
To improve listening skills the other person should know you’re seriously listening
It doesn’t mean agreeing body language and other signs also help to focus.
The bad news is time flies. The good news is you're the pilot.
- Michael Althsuler