Effective communication and presentation skills

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Effective communication and presentation skills

  1. 1. Effective Communication & Presentation Skills By Sri Sarathi Institute of Engineering and Technology Nuzvid – 521 201, Krishna (D.T)., A.P., India. SSIET N.V.V.Prasad, M.Sc., M.Phil., Ph.D Assistant Professor in Physics, Co-ordinator Training and Placements. [email_address] Department of Training & Placement’s
  2. 2. Effective Communication SSIET
  3. 3. Communication Rights <ul><li>You have the right to be treated with respect. </li></ul><ul><li>You have the right to have and express your own opinions. </li></ul><ul><li>You have the right to ask for what you need and want in order to be effective. </li></ul><ul><li>You have the right to set reasonable limits. </li></ul>SSIET
  4. 4. Communication responsibilities <ul><li>You have the responsibility to treat others with respect. </li></ul><ul><li>You have the responsibility to listen to the opinions of others. </li></ul><ul><li>You have the responsibility to acknowledge and address the needs of others. </li></ul><ul><li>You have the responsibility to respect the limits and boundaries of others. </li></ul>SSIET
  5. 5. Communication Styles Assertive Communication: Direct, Honest, Respectful SSIET
  6. 6. Interpersonal Communication Options SSIET
  7. 7. Performance Cycle Feedback Performance Self-Esteem Self-Talk SSIET
  8. 8. Communication Techniques for Problem Solving <ul><li>To the person involved in the problem: </li></ul><ul><ul><li>Relate the facts </li></ul></ul><ul><ul><li>Give your interpretation of them </li></ul></ul><ul><ul><li>Explain how you feel about it </li></ul></ul><ul><li>Listen to their response: </li></ul><ul><ul><li>How does the other person feel, see, interpret? </li></ul></ul><ul><li>Questions to ask: </li></ul><ul><ul><li>Is it possible to change the situation or to compromise? </li></ul></ul><ul><ul><li>If the situation cannot be changed, can you or the other person accept it? </li></ul></ul><ul><li>When a solution is agreed upon by both parties, either through a willingness to change on one person’s part or through a compromise by both parties, put the agreement in writing so that both are aware of the terms of the agreement. </li></ul><ul><li>Expect improvements to happen in small increments. During the early stages encourage changes with positive feedback, avoid criticism for falling short. </li></ul><ul><li>When you know the person is capable of keeping their agreement and they continue to break it, state the consequences and most importantly, follow through! </li></ul>SSIET
  9. 9. Methods of Communication <ul><li> </li></ul><ul><li>Listening 45% </li></ul><ul><li> </li></ul><ul><li>Speaking 30% </li></ul><ul><li>Reading 16% </li></ul><ul><li> </li></ul><ul><li>Writing 9% </li></ul><ul><li>Listening: </li></ul><ul><li>45% of Communication </li></ul><ul><li>25% Efficiency </li></ul>80% of working day involves communication SSIET
  10. 10. SSIET
  11. 11. Body Language Body language Attitude Eye contact Gestures Sit back, relax movements Facial Expressions leaning Nodding Smiling Postures SSIET
  12. 12. Listening & Speaking <ul><li>Listening takes. . . </li></ul><ul><ul><li>concentration and energy </li></ul></ul><ul><ul><li>curiosity and open-mindedness </li></ul></ul><ul><ul><li>analysis and understanding </li></ul></ul><ul><li>Speaking requires. . . </li></ul><ul><ul><li>sharp focus </li></ul></ul><ul><ul><li>logical thinking </li></ul></ul><ul><ul><li>clear phrasing </li></ul></ul><ul><ul><li>crisp delivery </li></ul></ul>SSIET
  13. 13. Active Listening <ul><li>Setting the stage </li></ul><ul><ul><li>Choose an appropriate physical environment </li></ul></ul><ul><ul><li>Remove distractions </li></ul></ul><ul><ul><li>Be open and accessible </li></ul></ul><ul><ul><li>Listen with empathy </li></ul></ul><ul><li>Insuring mutual understanding </li></ul><ul><ul><li>Reflect feelings </li></ul></ul><ul><ul><li>Paraphrase main ideas </li></ul></ul><ul><ul><li>Interrupt to clarify </li></ul></ul><ul><ul><li>Confirm next steps </li></ul></ul><ul><li>Understanding body language </li></ul><ul><ul><li>Observe position and posturing </li></ul></ul><ul><ul><li>Make eye contact </li></ul></ul><ul><ul><li>Consider expression and gestures </li></ul></ul><ul><li>Suspending judgment </li></ul><ul><ul><li>Concentrate </li></ul></ul><ul><ul><li>Keep an open mind </li></ul></ul><ul><ul><li>Hear the person out </li></ul></ul>SSIET
  14. 14. Effective Listening <ul><li>Behaviors that support effective listening </li></ul><ul><ul><li>Maintaining relaxed body posture </li></ul></ul><ul><ul><li>Leaning slightly forward if sitting </li></ul></ul><ul><ul><li>Facing person squarely at eye level </li></ul></ul><ul><ul><li>Maintaining an open posture </li></ul></ul><ul><ul><li>Maintaining appropriate distance </li></ul></ul><ul><ul><li>Offering simple acknowledgments </li></ul></ul><ul><ul><li>Reflecting meaning (paraphrase) </li></ul></ul><ul><ul><li>Reflecting emotions </li></ul></ul><ul><ul><li>Using eye contact </li></ul></ul><ul><ul><li>Providing non-distracting environment </li></ul></ul>SSIET
  15. 15. Effective Listening <ul><li>Behaviors that hinder effective listening </li></ul><ul><ul><li>Acting distracted </li></ul></ul><ul><ul><li>Telling your own story without acknowledging theirs first </li></ul></ul><ul><ul><li>No response </li></ul></ul><ul><ul><li>Invalidating response, put downs </li></ul></ul><ul><ul><li>Interrupting </li></ul></ul><ul><ul><li>Criticizing </li></ul></ul><ul><ul><li>Judging </li></ul></ul><ul><ul><li>Diagnosing </li></ul></ul><ul><ul><li>Giving advice/solutions </li></ul></ul><ul><ul><li>Changing the subject </li></ul></ul><ul><ul><li>Reassuring without acknowledgment </li></ul></ul>SSIET
  16. 16. Exercise - Listening <ul><li>Who are the people it’s easiest to listen to? </li></ul><ul><li>What is it about these people that makes it easier to listen to them? </li></ul><ul><li>Who are the people you listen to least? </li></ul><ul><li>What is it about them that makes it difficult to listen to them? </li></ul>SSIET
  17. 17. Obstacles to Effective Communication <ul><li>Assumptions </li></ul><ul><li>Fears </li></ul><ul><ul><li>Reluctance to confront </li></ul></ul><ul><ul><li>Ridicule, rejection, fear of being wrong </li></ul></ul><ul><li>Authority relationships </li></ul><ul><li>Unmanaged stress </li></ul><ul><li>Corporate culture </li></ul>SSIET
  18. 18. Payoffs to Effective Communication <ul><li>A more professional image </li></ul><ul><li>Improved self-confidence </li></ul><ul><li>Improved relationships </li></ul><ul><li>Less stress </li></ul><ul><li>Greater acceptance of yourself and others </li></ul>SSIET
  19. 19. Communication Worksheet <ul><li>Identify a communication problem you have experienced with your friend. </li></ul><ul><li>Identify your contribution to the problem. </li></ul><ul><li>Identify the steps you could take to effectively resolve the problem. </li></ul>SSIET
  20. 20. <ul><li>Presentation Skills </li></ul>SSIET
  21. 21. Presentation: Key factors <ul><li>Listeners determine whether to trust you or </li></ul><ul><li>someone else on specific key factors. </li></ul><ul><li>These factors are </li></ul><ul><ul><ul><li>Verbal factors (7%) </li></ul></ul></ul><ul><ul><ul><li>Vocal factors (38%) </li></ul></ul></ul><ul><ul><ul><li>Visible factors (55%) </li></ul></ul></ul><ul><li>Vocal and visible factors are said to be much more important than content (see percentages) </li></ul>SSIET
  22. 22. Verbal factors <ul><li>Verbal factors relate to your message </li></ul><ul><li>Does your approach or recommendation make sense? </li></ul><ul><li>Are your ideas well supported? </li></ul><ul><li>Do they answer the listener’s problems or issues? </li></ul><ul><li>Are your points clearly expressed? </li></ul>SSIET
  23. 23. Vocal factors <ul><li>Vocal factors take into consideration the voice </li></ul><ul><li>Does it sound confident, sincere and professional? </li></ul><ul><li>Is it clear? </li></ul><ul><li>Can I understand it? </li></ul><ul><li>Is it too soft? </li></ul><ul><li>Is it too fast? </li></ul><ul><li>Are there lots of non-words (ah/äh/hm)? </li></ul>SSIET
  24. 24. Visual factors <ul><li>Visual factors take into account your appearance </li></ul><ul><li>You are dressed appropriately for the occasion </li></ul><ul><li>You captivate the audience </li></ul><ul><li>Your posture says you are interested and open </li></ul><ul><li>You look people squarely in the eyes </li></ul><ul><li>You back your points with strong gestures and the </li></ul><ul><li>appropriate facial expression </li></ul>SSIET
  25. 25. SSIET Thank U N.V.V. Prasad M.Sc., M.Phil., Ph.D

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