Communication 2009 10

8/9/2019 Communication 2009 10

1/172

COMMUNICATION

Role-

Exchange of information

To educate employees

To motivate employees

To order employees & use forwarningthem

To suggestand advice


2/172

COMMUNICATION

To persuade

To use for counseling To raising morale

For developinggood interpersonal

relationship


3/172

COMMUNICATION

That includes-

What ?

When ?

Who ?

Where ?

Why ?


4/172

COMMUNICATION

Communication is telling, listening

and understanding. -AlenLewis

The word communication describes

the process ofconveying messages,facts, ideas,attitudes and opinion fromone personto another so thatthey areunderstood. -M.W.Cumming


5/172

COMMUNICATION

The process by which informationis transmitted between individual

and organization so thatanunderstanding result responses.-Peter Little

Communication is broad field of

human interchange of facts andopinions &notthe technologies oftelephones,telegraphs, radio andthe like. -Charles

E.Redfields


6/172

COMMUNICATION

When ?

Ittakes place as par therequirement ofcompletion ofany

task or business activity.


7/172

COMMUNICATION

Where ?

At work place,any organization,any platform related to completionof business as well as routine

activities.


8/172

COMMUNICATION

Why ?

for smooth functioning of individualand organizational activities andachievingtheir goals.


9/172

COMMUNICATION PATTERN

ON THE BASIS OF EXPRESSION-

1. ORAL COMMUNICATION2. WRITTEN COMMUNICATION

3. PICTORAL/ GESTURAL/ SIGNCO

MMUNICATI

ON


10/172

Channel of communication

ON THE BASIS OF ORGANIZATIONAL

RELATIONSHIP-

Formal communication

Informal communication


11/172


ON THE BASIS OF FLOW-

Vertical communication (upward anddownward)

Horizontal communication

Diagonal/Crosswise communication


12/172


ON THE BASIS OF EXPRESSION-

Oral communication

Written communication

Pictorial/gesture/nonverbal/sign communication


13/172

COMMUNICATION PATTERN

Formal communication

Vertical Horizontal/lateral Diagonal

Upward Downward


14/172

COMMUNICATION SYSTEM

s

MANAGER HR

MANAGER PRODU

MANAGER MARKET

MANAGER ACCTT

MANAGER ADMIN

MANAGER QUALIY


15/172

Communication system

OPEN COMMUNICATION SYSTEM

Which includes-Formal and Informal, Downward

and Upward, Horizontal/late

ral, Diagonal andGrapevine without specifying boundaries (TwoWay).

CLOSE COMMUNICATION SYSTEM

Which includes- Formal, Downward, lateralcommunication Inside Organization only (OneWay).


16/172

Purpose ofCommunication

To seek or give information.

To place an order. To grant or apply for credit.

To purchase goods & sell goods.

To send and receive complaints.


17/172

Purpose ofCommunication

To maintaingood relations.

To enquire aboutanything.

For givingthanks & For sorry/apologies for any omission.

To integrate various parties with our

product & service.


18/172

Process OfCommunication

1. Develop an idea by sender (inputs)

2.Encode

3. Selectthe medium

4. Selectthe channel


19/172

Process OfCommunication

5.Transmittthe encode by sender

6. Receive the encode by receiver

7. Acceptthe input

8. Decode the input well9. Use the information

10. Provide feedback to sender


20/172

Importance OfCommunication In

Management-

To Seek and give information.

To place an order.

To purchase goods and services.

To send and receive complaints.


21/172

To maintaingood relations.

To enquire aboutanything.

For givingthanks &

For sorry/apologies for anyomission.

To integrate various parties withour product & service.


22/172

COMMUNICATION STRUCTURE IN

ORGANIATION

CHAIRPERSON

B.O.D

M.D.

MANAGER Mkt

SUPERVISOR Mtn

EMPLOYEEEMPLOYEE EMPLOYEE EMPLOYEE

SUPERVISOR QCSUPERVISOR Pdn

EMPLOYEE

MANAGER HR

MANAGER Pdn MANAGER Fin


23/172

COMMUNICATION

BARRIERS AT DIFFERENT LEVELS-

At the level of sender / Transmitter

At the level of medium.

At the level of Receiver.


24/172

COMMUNICATION

BARRIERS OF COMMUNICATION-

Sensory Disabilities

Physical Barrier

Semantic or language Barrier

Socio-Psychological Barriers

Organizational Structure complex.

Protective screening.


25/172

Barriers onthe part of sender No clarity about objective of Communication

Lacks in Communication skills

Sender have fear of Receivers status.

Reliability of sender.

Differences of perception.

Educational qualification, experience and mental

state. Age & culture of sender.

Sensitivity towards others feelings by sender.


26/172

Barriers atthe part of medium

Urgency

Availability ofexpenses

Approach to the receiver

The organization structure

Leadership

Situation

Wrong choice of medium


27/172

Barriers atthe part of receiver Inattentiveness of receiver

Lack of concentration

Poor list

ening skills

Perceptual deference

Personality, age, mental state of service

Educational Qualification culture and experience

Decoding error


28/172

Communication barriers

Socio Psychological Barriers-

Emotional Stability.

Emotional madness. Lack of trust.

Inattentiveness.

Poor retention power. Fear and Status consciousness.


29/172


30/172

Principles ofCommunication

CLARITY:

Use simple words

Use single words in place of phrases Use verb for noun

Avoid double entry

Use concrete &clear words Use active voice


31/172


CLARITY:

Avoid excessive use of infinitive Avoid jargons and hackneyed

Avoid ambiguity by clarity of ideas

Use punctuation marks properly


32/172

Principles ofC

ommunication

COMPLETENESS:

Always keep 5Ws incommunication

Always keep message with properarrangement

Avoid ambiguity before transmission


33/172

Principles ofcommunicationCONCISENESS:

Organize your message well

Involve only relevant matters Avoid repetition ifnot important

Use content in brief

Politeness,courtesy,completenessshould applicable properly


34/172


CONSIDERATION:

Use you attitude in place of I

attitude

Use alternative gender

Use pleural tense

Use positive and pleasant facts inplace ofnegative


35/172


COURTESY:

Always try to reply immediately

Always create harmoniousrelationship

Thanks generously for favor

Avoid irritating expressions

Apologies sincerely for omissionsand errors

Avoid expressions that include

overlook, ignored and unaware


36/172


CORRECTNESS:

Give only correct facts Send information when you convict

yourself

Send your inputs atcorrecttime

and correct style Consider the educational

background of receiver


37/172

WritingCurriculum Vitae /Resume

Vitae is plural oflife & CV=Course of life

Career Objective

Job experience Qualifications

Prize and awards

Extracurricular activities Professional membership


38/172

WritingCurriculum Vitae /Resume

Technical and specialized skills

Strengthand interests

Foreign language known Additional information

References

Declaration Date & place with signature


39/172

Guidelines to Effective C.V.

First Impression is Last Impression

Professional & formal, simple,clear &

concise Spellingand grammatical mistake free

Always withcovering letter indicatingpostapplying for

Factual and reflects your strength &achievements


40/172


Make list of entire informationand thenorganize it into suitable headings

Use bullets appropriately,avoid italics Computer typed ongood quality paper

Use Times New Roman, Arial &Tahoma

List your jobs with designation &duration in reverse chronological order


41/172


Reference given inCV should beprofessional and speak good andpositive about yourself

Interests, strength should be genuine

Personal details indicatingname,permanentaddress,contactno,E-mail,

faxno etc

Always update your C.V.


42/172

Application Letter

Address

Subject

Reference no Salutation

Content

Complimentary close

Signature

Enclosed detail (Resume & photocopy ofdocuments)


43/172

Resume

Name withaddress

Career objective Job profile

Job experience

Professional &technical qualification S.I.P.(project, duration,team size

and role) contd-next


44/172

Resume

Academic details

Personal details

Skills & strengths Major interests

References

Declaration Signature with full name

Date & place


45/172

Interview letter

Address

Subject

Reference no Salutation

Content

Complementary close Signature

Date and place


46/172

Letter of Acceptance

Address

Subject

Salutation Content

Complementary close

Signature Date & place


47/172

Joining Letter

Address (From-To)

Date

Subject Salutation

Content (assurance)

Complementary close Signature with date & place


48/172

Reference Letter

Confidential

Address (To-From)

Reference no Subject

Content (full detail)

Complementary close Signature with seal, date and place


49/172

Resignation Letter


50/172

Group Discussion

It is an ideagenerating process inwhich more thentwo persontry toattempt, explore their views andmeasure leadership quality,creativity

and other inbuilt qualities that requiredto accomplish managerial tasks.


51/172

Guidelines For Group Discussion

Physical setting

Preparationas Organizer

Preparationas Participant


52/172

Physical Setting

It should be big enough

Neatand Clean

Comfortable One Ventilationand Proper Arrangement

Ensure the availability ofall type of

tables so that proper eye contactamongall participants

Sufficientgap betweenchairs


53/172

Physical Setting

Sufficientgap betweenchairs.

Away from noise & disturbances. Ensure electronic & electric

equipment in workingcondition.

Ensure availability of stationary,drinking water, pointer etc.


54/172

Organizer :G.D.

Ensure the list of participants.

Ensure the currenttopics thathave tobe serve to participants.

Ensure the type of G.D.to beconducted.

Ensure the criteria of evaluation.

Making records of impressions byparticipants.

Discuss the assessment/end resulttothe selected candidates.


55/172

Participants:The Positive forces

Respectto each other.

Constructive Participation Awareness

Creativity

Sensitivity/careful listening Initiative ness


56/172

Participants:The Positive forces

Leadership Quality

Assertiveness

Reasoningability

Flexibility

Inspiringability

Team Player


57/172

Interview

It is anattempt for seekingmaximum amount of information

about suitability ofa person forconcerning job


58/172

Interview Process

Phone screening

Human resources- organization fit

Hiring manager Peers/customers

Round Robinstyle


59/172

Types of Interviews

Panel

Resume-based

Structured

Non Structured

Stress

Case


60/172

Interviewee's Preparation

Dress up formally

Be fully prepared (2 copies ofCV.5Photographs, 2 sets ofattestedphotocopies oftestimonials,acopy ofadvertisementand interview call letter)

Know aboutthe company

Apply Etiquettes while interview

Be punctual,attentive,calm & optimistic


61/172

Interviewee's Preparation

Make strategy for interview

Have acommand over language,

pronunciation, pitchand tone Dont be over smart

Always switch off your mobile phonewhile entering in interview room

Donttry to guess the answers

Take permission before final departure


62/172

Interviewers Should:

Be prepared

Listen

Take notes Avoid common errors:

Similar-to-me (Projection)

Halo/horn effect

Recency effect


63/172

InterviewingErrors

Halo effect:When one aspect ofsubordinates performance affects the

raters evaluation of otherperformance dimensions

Leniency:The tendency to rate everyhigh or excellent onall criteria.


64/172

InterviewingErrors

Stereotyping: Attributingcharacteristics to individuals based on

their inclusion or membership inaparticular group.

Recency: when rater try to teachashe wish or seeks the responses ina

new sense/novelty.


65/172

Communication Networks

Intranet

Internet

E-mails SMS

Teleconferencing

Videoconferencing E-commerce

E-Bussiness


66/172

Intranet

It is atype of private internetthatworks inside the organization for

transmitting valuable information

to a large no of receivers inside theorganization successfully. Itcan

easily updated and available to itsusers.


67/172

Internet

It is a vastcomputer network ofmany differentcomputer networkexisting inthe world. It is acollection

of interconnected networks. Modem- it is acommunication device

that enables acomputer to transmitinformation over a standard

telephone line. Itconverts signalsfrom analogto digital and from digitalto analog


68/172

Internet

LAN-Itconnects 2 or more computerswithin very small range (1m to 1km) oforganization

IN- it is combination of 2 LANs WAN-It is atype oftelecommunication

networks that spana wide geographicalarea withaiming efficienttransmission

among sites and sharing ofhardwareand software economically andefficiently by different users ie public &private networks


69/172

Extranet

Some organizationhave websites

available onthe Internet but withaccess limited to accountholders by apassword system. It is used in B2Btrading where customers are required

to have anaccount.


70/172

E-mail & SMS

E-mail-It is a system of electroniccorrespondence by which users send &receive message over anetwork of

computer and telecommunicationlinks.

SMS- it is a facility to send and receivetext messages from one mobile to

another mobile phones and veryeffective to users in silent zones


71/172

Teleconferencing-It is electroniccommunication betweentwo or morepeople at (Physically dispersed) two or

more locations. Videoconferencing- it facilitates people in

different locations to hold interactivemeetings and provides real feel ofthe

conversation by adding visual part inthatwithhelp of MIC, Speaker &Cameraconnected to Computer network


72/172

Videoconferencing

Substitute for face to face communication

Communication is in real time

Overcomes transcending barriers ofdistance

Saves travelingcosts of executives

Leads to savingtime ofholding meetings

Facilitates rapid expansion of knowledgeof people sittingat different places


73/172

E-Commerce-It is the process ofcarryingout of business transactions throughinternet & involves buyingand selling

productand services & information viacomputer through internet

E-Business-It is the conduct of businessonthe internetthat involves not only

buying & selling butalso servicingcustomers and collaborating withbusiness partners


74/172

Vardhman &Vardhman

PRIDEmodel for effectivecommunication.

P = Purpose ofthe communication R = Receiver Roles

I = Impact desired

D = Design ofthe communication

E=Execution ofthe communication


75/172

Oral Communication (unit-2)

Oral Communication includes-

Face to Face Conversation. Telephonic Conversation


76/172

Oral Communication includes-

Lecturers

Speech Group discussion

Social gatherings

Int

ervi

ew

Conference & Meeting


77/172

MERITS

Facial expressions and gestures make

communication effective It is the best medium for discussions as

negotiation, interview, counseling etc.

Communicator can get known the reaction of

message on receiver through his gestures &

expressions & tone


78/172

MERITS

It provides immediate feedback.

It save time & efforts.

Listener can get immediate clarification of any

doubt in his mind.


79/172

LIMITATION-

It is not possible while dealing a large group.

It is ineffective when listener is not attentive and

different perceptions

It can not retain for longer time as permanent

record.

It is less effective if communicator has no convicton himself


80/172

Interact freely on Phone.

It eliminates the barriers between physically

disposed persons. We can get immediate / quick feed back. At a time

we can talk one person effectively

Long discussions are not possible

Expensive and less effective

Merits ofTelephonicConversation-


81/172

LIMITATION-

Technical problem distract telephone network if

device is not working well

In case of mobile phone signal problem become

barrier to communication

Ring tone disturb others anytime any whereeven

is classroom, meetings, silence zone, conferencesetc


82/172


83/172

Communication & Listening Skills

Correctchoice of medium

Strongconviction Sequence,coherence and consistency in

contents

Economical, Accurate,Empathetic

Identify barriers &try to rectify the problem

Go for appropriate body language


84/172

IMPORTANCE OF FEEDBACK

Factors Affecting: Factors Affecting:

Sender / Transmitter ( Sx ) Receiver ( Rx )

Personality and Attitude Personality and Attitude

Cultural effect Cultural effect

Mental setup & Psychology Mental setup & PsychologyExperience & background Experience & background

Communication Skills Communication Skills

Knowledge & Qualification Knowledge & Qualification

FEEDBACK RECEIVERSENDER

INPUTS


85/172

Nonverbal/ pictorial Communication

Pictures

Posters

Banners

Film clips

Slides

Gestures


86/172


MERITS-

It is very effective in use in silent zone

It eliminates differential perceptions

It is effective when emotions take place


87/172


LIMITATION-

It is ineffective particular for illiterate persons

It is not possible in each and every situation

It cannot be use for lengthy conversation


88/172

Written Communication

WritingTechniques-

1. Predicting

2. Planning

3. Drafting

4. Sharing

5. Revising

6. Editing7. Evaluating


89/172

NonVerbal Communication

Itcovers all external stimuli other thanspoken or written words and includingcharacteristics ofappearance, voice and use of

space and time. Kinesics- It is study ofthe role of body

movements suchas winkingand shrugging incommunication

Proxemics-It is also called space languagewhich subjectthe deals withthe way peopleuse physical space to communicate.


90/172

Social 4 Feet-12Feet

Personal18-4 Feet

IntimatePhysical Contact-18

Public12Feet-rangeofeyesight &hearing


91/172

NonVerbal Communication

Chronemics or Distance language-Thesubjectthat deals withthe way peopleuse time dimension or time language

Paralanguage- The non verbal factorslike tone of voice,the speed of delivery,the degree of loudness or softness,and

the pitch of voice whichaffectthespoken words called paralanguage


92/172

Writingtechniques

1.Preparation & Planning Stage-

USE ORSS

O- Objectiv

e

R- Receiver/ Reader

S- Subject/ Content to be delivered

S- Style

chosen


93/172

2.Writing Stage in whichconsider-

Use appropriate language

Be precise while writing

Keep the objectives & Background

Try to be systematicand organized

Use own style

Write in effective & impressive form


94/172

2.Writing Stage in whichconsider-

The power of vocabulary/ words use

Knowledge of Grammar

Knowledge of spellings

Knowledge of punctuation

Knowledge of sentence pattern


95/172

2.Writing Stage-

Dos in effective writing

Clarity on idea/ thoughts

Idea should expressed in suitable words

Be receiver oriented

Each paragraph should carry similar ideas

Familiar, simple and concrete words


96/172

2.Checking Stage-

Read and re-read the text

Analyze the correctness of facts

Check the word, language, sentence, paragraphused

Avoid vagueness of ideas, irrelevant andimitation


97/172

WritingEffective Sentences

Variety and simplicity

Coherence and unity

Economy of words used

Proper selection of words

Sequence and ranking


98/172

Paragraph Structure

Introducers: They establishthe topicfocus ofthe paragraphand provide smoothtransition from the preceding paragraph.

Developers: They support, develop andclarify the central thought.

Modulators:They provide smoothtransition between sentences ofaparagraph whenever there is a shift/

change intone or view point. Terminators: They conclude the

discussion or summaries the contents.


99/172


100/172

Style And tone of effective writing

Effective Writing

Style ToneFactors Affecting

Receiver/readers background,age,experience, qualification, relationshipwithauthor, occasionand interest,formal/informal etc.


101/172

Business Letters and Reports

Business letters

Types of business letters

Writing m

emos

Report- an overview

Report- purpose/ objectives

Writing r

e

ports


102/172


103/172


104/172

Communication-Reports (Types)

ON THE BASIS OF FREQUENCY-

Daily Report

Weekly Report

Fortnightly Report

Monthly Report

Special Report


105/172

ON THE BASIS OF FUNCTION-

Information Report

Progress Report

Inventory Report

Inspection Report

Analytical Report


106/172

ON THE BASIS OF DEGREE OF

FORMALITY-

Formal Report which includesStatutory Report

Non Statutory Report

Informal Report


107/172

Communication-Reports (Objectives)

It helps in decision making and problemsolving.

It is a permanent record which can be referred

in future if required. It provides useful information to its users i.e.

creditors, shareholders, customers, generalpublic and specific audience.

In th

eorganization p

erformanc

ereport formsthe basis for reward, increments, pay increase,

promotion, training etc.

It helps top management in strategy planning.


108/172

5 Steps to Report Writing

1. Define the problem

2. Gather the necessary information

3. Analyze the information

4. Organize the information

5. Write the report


109/172

Anatomy of a Report

Cover Page

Title Page

Letter of Transmittal

Table of Contents

List of Illustrations

Executive Summary

Report Body


110/172

Communication- Business letters

Kinds-

Formal /Official letters

Semi official letters

Personal/Informal Letter

Business Letter


111/172

Elements of memorandum-

The designation of Sender

Reference designation of note it does noterequires signature

Date

Subject

Signatire


112/172

Case method of learning


113/172

Agenda

1.Why Case Studies?

2.How to deal withthem?

3.The report

4.Case analysis approaches


114/172

Case Study

A case is a written description ofanorganization, usually containinginformationaboutnumerous facts of

the organization, its history, externalenvironmentand internal operations.It may be

Theoretical or Factual Structured or Unstructured (Facts/LQ)


115/172

Case Studies and Practice

Interesting, real world situations withinsights into the studies ofmanagement

Decision making

may become easier

better quality of decisions

faster decision making Working inteams


116/172

Advantages

Develops analytical & problem solving skills

Provides exploration of solution for complexissues

Sharpenconceptual skills and knowledge Improve decision makingability

Improve human relation &communication

skills Real life situation encourages keen interest

&examine cross currents withan open mind


117/172

Steps inanalyzingcase study

Read the case thoroughly

Define the central issue

Selecting relevantareas ofconsideration Identify the constraints to the problem

Identify all the relevantalternatives

Selectthe bestalternative

Develop an implementation plan


118/172

Steps inanalyzingcase study

Readingthe case Previewing- The case should be study

thrice.The 1st quick reading providing

familiarity; the 2nd provides initialunderstanding & 3rd reading provides afull command of facts, info, views,issues etc ofthe case problem.

Skimming- after readingthe case

thoroughly, ones should be able toseparate highly important informationfrom the less important information.


119/172

Identifyingthe case limits- These areboundaries expressed inarea,timehorizon,age bracket, income group,

educational level etc inhints directly orindirectly.

Scanningthe problem-After obtaining

facts, ones should proceed to identifymain problem & discover relationship b/w

problem and factors responsible for it.


120/172

Analysis and final Alternative solution-Withcomparison of pros &cons ofvarious alternative, ones choose the

best solutionto case problem. Develop an implementation plan-

After concrete analysis recommend

implementation plan.


121/172

Case Analysis- Approaches

System approach

Contingency approach

Behavioral approach

Qualitative or decisionapproach

S t h


122/172

System approach

It is based onthe generalizationthatanorganization is a system and its componentsare inter related and interdependent.

Inthis approach overall objectives &performance of organizationare takenaccountrather than different department or subsystems

Its stresses communicationand decisionprocesses throughoutthe organization. Itfollows an open system approach whichcanadjustto the changes in its environment.


123/172

Contingency approach

This approach believes thatthere is no one bestway to handle any management problem andorganization must be consistent withthe demandoftechnology and external environment and the

need of members ifthe organization is to beeffective.

Functional, behavioral, quantitative &managementtools should applied simultaneously

Three main parts ofthis framework are1)environment 2)managementconcepts &principles 3)contingent relationship b/w the two


124/172


125/172

Quantitative/Decisionapproach

It stands for usingall pertinent scientifictool for providinga quantitative basis formanagerial decisions.

The beliefthat management problemscan be expressed interms ofmathematical symbols & relationships

Linear programming, Break evenanalysis,

game theory and critical pathare fewtechniques thathelps for solvingmanagerial problems


126/172

Quantitative/Decisionapproach

Management is a series of decisionmaking & variables can be expressed inmathematical model

If model is properly formulated, equationsare correctly, one can secure best solution

Organization exists for achievement ofspecificand measurable goals & for this

optimal decision must be made throughscientific formal reasoning byquantification


127/172


128/172

Presentation Skills

Elements of presentation

Designing a presentation Advanced visual supports

Appearance and posture

Delivery of presentation


129/172

Presentation

It is a systematicand an effectiveway of putting/presenting forth our

thoughts and ideas. The art or skill of effectively and

attractively packagingan idea &than delivering itto the audience for

achieving desired objective is knownas presentation.


130/172

Knowledge

Selfconfidence

Sense ofhumor

Concern for listener

Tact Intelligence


131/172

Presentable personal appearance

Fluency

Reasoning

Sincerity

Emotional control

Pleasing voice quality


132/172

Trust worthiness

Honesty Forcefulness

Friendliness

Open mind ness


133/172

Occasion for Presentation

A function

A ceremony

A seminar / conferences

A funeral

A business meeting

An inauguration Selling / marketing of product


134/172

Objective of Presentation

To inform

To educate

To entertain

To instruct,command or givinganorder

To present ideas or views

To share knowledge

The Importance of Presenting Well


135/172

The Importance of Presenting Well

No matter how relevant, important, or

innovative your message is, your message willbe lost if it is not presented well.

To help you present well, we will look at two

major areas

Content of presentation


136/172

Content of presentation

1. Opener

2. Preview3. Body

4. Summary

5. Conclusion


137/172

Opener of presentation


138/172

Opener of presentation

Attract your audience to your topic.

Remind them of your topicsimportance or relevance.

Preview of presentation


139/172

Preview of presentation

Previewing your main contents is extremely

important.

This will increase your audience's

comprehension.

Think of it as signposting.

Body of presentation


140/172

Body of presentation

This is the main part of you presentation.

Although it is the third part, it should be

prepared first.

After it is prepared, the other parts will follow

naturally.

Always use transitions.

S f t ti


141/172

Summary of presentation

This is quit

e

similar to the

pre

vie

w. Remind your listeners of the main contents.

Conclusion of presentation


142/172

p

Leave a good impression with your listeners.

Remind them again of the importance or

relevance of your topic.

You might also suggest future areas of

research.

Other Tips of presentation


143/172

Other Tips of presentation

Use vocabulary and structures you know.

Do not make your slides too complicated.

Delivery


144/172

Delivery

1. Content refers to what you say.

2. Delivery refers to how you say it.

3. There are three main things to rememberabout delivery

4. Eye contact

5.

Voic

equality

6. Body language

Eye Contact


145/172

y

Involve your audience by looking at them.

Look to the different parts of the room.

Do not look over your audience.

Be careful not to focus on your screen.

Voice Quality


146/172

Voice Quality

Project your voice from your abdomen.

If you have a quiet voice, use a mike.

Speak in a natural, conversational way

Do not memorize a script.

Body Language


147/172

y g g

Stand up straight, but relaxed.

Take a few steps.

Use gestures.

Avoid unnecessary movements.

Last Words


148/172

Last Words

Do not end by saying Thats all or

Theend.

Your final words can be as simple as Thank

you.

Meetings


149/172

Meetings

Selecting participants

Establishing agenda

Opening meeting

Discussion

Closing meeting

Making minutes of meeting

M ti ( i )


150/172

Meeting (overview)

It is mostcommonly used platform fordiscussion inthe modern organization.

It is technique ofgroup activity &formal gathering of persons whodiscuss various

common issues withtime bound

schedule in presence ofchairperson &purpose (predetermined) ofconductingthe meeting


151/172

It is a form ofcommunication supportedby oral and writtencommunicationasnotice,agenda, minutes, reports etc.

Agendagives structure or framework ofmeeting inadvance.

Minutes keep records of proceedings.

Reportturnall issue into permanentrecord, which is send to higher authority.

Meeting Objectives


152/172

Meeting- Objectives

To have agroup discussion onaparticular topic or common interest.

To exchange ideas, information &

experiences. To resolve aconflict.

To discuss a problem.

To receive innovative & productive ideas. To make aconsensus.


153/172

To discuss a problem & sought solutionto it.

To finalize decisions.

To give feedback and suggestions.

To change attitude of participant fromnegative to positive onconcern issues.

To give outline or instruction onanyplan,task etc.

Guideline For Planning The Meeting


154/172

Guideline For Planning The Meeting

Identify the purpose, orexpected outcome, ofthe meeting.

Make sure the right people will be there. Develop the agenda.

Prepare necessary materials.

Double check the room set up.

Lead the meeting as a facilitator


155/172

Agree on ground rules

Practice facilitation skills

Use consensus-building decision makingtechniques

Be prepared to handle conflict as it surfaces

Clarify "next steps" and assignments

Reflect on effectiveness of the meeting(evaluation)

Meeting Agenda


156/172

Meeting-Agenda

Develop the agenda together with key

participants in the meeting

Design the agenda so that participants get

involved early by having something for them todo right away and so they come on time

In the agenda, state the overall outcome that you

want from the

mee

ting Ask participants if they'll commit to the agenda


157/172

Keep the agenda posted at all times

Don't overly design meetings; be willing to adapt

the meeting agenda if members are making

progress in the planning process Think about how you label an event, so people

come in with that mindset; it may pay to have a

short dialogue around the label to develop a

common mindset among attendees, particularly if

they include representatives from various cultures

Opening the meeting


158/172

Openingthe meeting

Always start on time; this respects those who

showed up on time and reminds late-comers

that the scheduling is serious

Welcome attendees and thank them for theirtime

Review the agenda at the beginning ofeach

mee

ting, giving participants a chance

tounderstand all proposed major topics, change

them and accept them


159/172

Note that a meeting recorder if used will take

minutes and provide them back to each

participant shortly after the meeting

Model the kind ofenergy and participant needed

by meeting participants

Clarify your role (s) in the meeting

Dont wait those who not appears on time


160/172

Making minutes of meeting


161/172

g g

Before the Meeting

Choose your tool: Decide how you will take

notes, i.

e. p

en and pap

er, laptop comput

er, ortape recorder.

Make sure your tool of choice is in workingorder and have a backup just in case.

Use the meeting agenda to formulate anoutline.

DURING THE MEETING-


162/172

Pass around an attendance sheet. Get a list of committee members and make sure you

know who is who.

Note the time the meeting begins.

Don't try to write down every single comment -- justthe main ideas.

Write down motions, who made them, and the resultsof votes, if any; no need to write down who seconded

a motion. Make note of any motions to be voted on at future

meetings & Note theending time of the meeting

After the Meeting


163/172

g

Type up the minutes as soon as possible afterthe meeting, whileeverything is still fresh inyour mind.

Include the name of organization, name ofcommittee, type of meeting (daily, weekly,monthly, annual, or special), and purpose ofmeeting.

Include the time the meeting began and ended

Media Management-Objectives


164/172

Media Management-Objectives

Critically important outcome of publicrelationactivity ofan organization

Presentinga favorable image ofthe

organization

Promotion of products & service oforganization

Promotinggoodwill ofthe employee/members/ shareholders/ stakeholders etc


165/172

Press Release


166/172

Press Release

Press release are information issued by acompany to inform the publics aboutimportant events occurring withinthecompany or industry

Press release Vs Press report- Pressreport is written by acorrespondent ofa

news paper whereas press release isprepared by executive ofcompany itself


167/172

Write the lead

Write the press release body copy

Communicat

ethe5

Ws and the

H Include information about the company

Tie it together

Add contact information

Signal theend

Seminars


168/172

Seminars

It is a discussion ina small group inwhichthe result of research oradvanced study is presented through

oral or written reports It purportto share knowledge &get

views of equally knowledgeablepersons in which discussion followedafter presenting paper by a person

Workshop


169/172

Workshop

It is a discussiongroup which is morework oriented, withguidance by specialist

resource personand participation by allmembers ofthe group

Skills required are more or less the samewith some additional skills required

depending onthe type of discussiongroup

Conference


170/172

Conference

It is usually a large gathering ofpersons then seminar who meettoconfer ona particular theme or to

exchange experience or information

The discussion in it usually results ina set of suggestions or

recommendations onthe centraltheme ofconference


171/172

The delegates may choose amongseveral discussion sessions going onsimultaneously inthe conference

An educational & researchorganization or chamber ofcommercemay take initiative and invitedelegates from various organizations

to discuss problems of mutualinterests of industry inthe conference

Business etiquettes


172/172

Business etiquettes

It means conventional rules of behavior whichare generally unwrittenand are passed onfrom one to another that desired to maintain

human values and ethics in business I = Integrity

M = Manners

P = Personality

A = Appearance

C = Consideration

Documents

Communication 2009 10