Communication crash course 2012

COMMUNICATION CRASH COURSEWritten and Oral Presentation Techniques for

Government Employees

EARL P. TONGOLCity Information Office

SEPTEMBER 14, 2012 | 8-12nn

Write. Speak. Present.

WorkshopPreliminaries

Prayer

Getting to Know Activity

Grouping

OBJECTIVES

1. To enhance the writing and presentation skills of selected City Hall employees;

2. To be able to confidently speak in public;

3. To learn techniques on how to create high-impact presentations.

4Ws and 1H Question

Why, to Whom, What, Where, When, and How, do we communicate?

THE DIFFERENCE

Communication in the gov’t service:

• Randomly assigned• Needs to be acted upon

quickly• Requires background

(abbreviations, rules, etc.)• Should be easy to understand• Should be extra ‘sensitive’

and ‘responsive’

Private

Government

OVERVIEW

Write•Developing Writing Skills•Common Mistakes•Sample letter, memo, minutes of the meeting, and short report

Speak•Fundamentals of Public Speaking•Gaining Confidence•Body Language•Delivery of Speech

Present•Parts of Microsoft PowerPoint•PowerPoint Presentation Rules•Sample PowerPoint Presentations

FOCUS ON:TECHNIQUES

INTERACTIVEACTIVITY 1

COMMQUIZ

StatementNot

at allRarely

Sometimes

OftenVeryOften

I try to anticipate and predict possible causes of confusion, and I deal with them up front.

1 2 3 4 5

When I write a memo, email, or other document, I give all of the background information and detail I can to make sure that my message is understood.

1 2 3 4 5

If I don't understand something, I tend to keep this to myself and figure it out later.

1 2 3 4 5

I'm sometimes surprised to find that people haven't understood what I've said.

1 2 3 4 5

I can tend to say what I think, without worrying about how the other person perceives it. I assume that we'll be able to work it out later.

1 2 3 4 5

When people talk to me, I try to see their perspectives. 1 2 3 4 5

I use email to communicate complex issues with people. It's quick and efficient.

1 2 3 4 5

When I finish writing a report, memo, or email, I scan it quickly for typos and so forth, and then send it off right away.

1 2 3 4 5

When talking to people, I pay attention to their body language.

1 2 3 4 5

I use diagrams and charts to help express my ideas. 1 2 3 4 5

Before I communicate, I think about what the person needs to know, and how best to convey it.

1 2 3 4 5

When someone's talking to me, I think about what I'm going to say next to make sure I get my point across correctly.

1 2 3 4 5

Before I send a message, I think about the best way to communicate it (in person, over the phone, in a newsletter, via memo, and so on).

1 2 3 4 5

I try to help people understand the underlying concepts behind the point I am discussing. This reduces misconceptions and increases understanding.

1 2 3 4 5

I consider cultural barriers when planning my communications.

1 2 3 4 5

TOTAL

THE COMMUNICATION QUIZ

Instructions:

For each statement, encircle the number that best describes you. Please answer questions as you actually are (rather than how you think you should be), and don't worry if some questions seem to score in the 'wrong direction'. When you are finished, total the number of points you get.

COMMQUIZINTERPRETATION

Score Comment

56-75

Excellent! You understand your role as a communicator, both when you send messages, and when you receive them. You anticipate problems, and you choose the right ways of communicating. People respect you for your ability to communicate clearly, and they appreciate your listening skills

36-55

You're a capable communicator, but you sometimes experience communication problems. Take the time to think about your approach to communication, and focus on receiving messages effectively, as much as sending them. This will help you improve.

15-35

You need to keep working on your communication skills. You are not expressing yourself clearly, and you may not be receiving messages correctly either. The good news is that, by paying attention to communication, you can be much more effective at work, and enjoy much better working relationships! The rest of this article will direct you to some great tools for improving your communication skills.

The Process in Action: The “Habagat” Experience

INTERACTIVEACTIVITY 2

WordsAlone

Purpose: To demonstrate how important words are when the person talking and the listener cannot see each other.

Materials Needed: Small pieces of paper

Process Questions:1. How efficient were words alone in expressing ideas?2. How did you feel doing this activity? (talker and listener)3. What does this remind us to do in our own communication?



WRITE.



DevelopingWritingSkills

PLAN

• Understand your objective. Why are you communicating?

• Understand your audience. With whom are you communicating? What do they need to know?

• Plan what you want to say, and how you'll send the message.

• Seek feedback on how well your message was received.

KISSKeepIt Simple andStraightforward


ENCODE


TECHNIQUES

• Read

• Write everyday

• Brush up on grammar

• Cultivate creativity

• Collect tools and resources

• Conduct thoughtful research

http://www.writingforward.com/better-writing/writing-habits


•Develop a process

• Proofread, edit, revise

• Share your work and invite feedback

• Making writing a priority

• Experiment with different forms

• Set goals and pursue them



TECHNIQUES


WHICH OF THESEWORDS SHOULD BE AVOIDED?

SET A

Words and ExpressionsCommonly Misused inFormalWriting

ALRIGHT

AS TO WHETHER

DIFFERENT THAN

EACH AND EVERYONE

FINALIZE

IMPORTANTLY

IN TERMS OF

IRREGARDLESS

ONGOINGFrom Strunk & White’sThe Elements of Style

WHICH OF THESEWORDS SHOULD BE AVOIDED?

SET B

Words and ExpressionsCommonly Misused inFormalWriting

PRESENTLY

ONE OF THE MOST

PERSONALIZED

RESPECTIVELY

STUDENT BODY

THANKING YOU IN ADVANCE

FORSEEABLE FUTURE

THRUST

WORTH WHILEFrom Strunk & White’sThe Elements of Style

VERSUS

The ProperUsage of Common TermsUsed in ProfessionalWriting

ADVICE, ADVISE

AGREE TO, WITH

AMONG, BETWEEN

ANTICIPATE, EXPECT

AS IF, AS THOUGH

BLACKOUT, BROWNOUT

BUILD UP, BUILDUP

CATHOLIC, catholic

COMPLEMENT, COMPLIMENTFrom the UST VarsitarianCampus Press Stylebook

VERSUS

The ProperUsage of Common TermsUsed in ProfessionalWriting

CRITIC, CRITIQUE

DESPITE, IN SPITE OF

FARTHER, FURTHER

MAYBE, MAY BE

RESULT IN, RESULT TO

SHOULD, WOULD

SPECIAL, ESPECIAL

WHOSE, WHO’S

YOUR, YOU’REFrom the UST VarsitarianCampus Press Stylebook

PUNCTATION

Rules you mayNOT know.

• Omit period in abbreviations and acronyms (except religious orders)

• Popular names do not need period

• Put period inside the quotation.

• Capitalize after semi-colon to separate independent passage only

• Adverb ending in –ly is not joined with a hyphen to the adjective that qualifies it.From the UST Varsitarian

Campus Press Stylebook

WORKSHOPPROPER

INTERACTIVE ACTIVITY 3

Writing aSimple Letter,Memo,Minutes, andShort Report

GROUP 1 – SIMPLE LETTERGROUP 2 – MEMOGROUP 3 – MINUTES OF THE MEETINGGROUP 4 – SHORT REPORT



SPEAK.



TALK IS CHEAP.NOT ANYMORE!

People who make ‘speaking’ a living.

SPEAKINGOPPORTUNITIESAT WORK

1. Flag ceremonies2. Meetings3. Presentations4. Conferences5. Daily transactions

FUNDAMENTALSOF PUBLICSPEAKING

PUBLIC SPEAKINGIS LIKE CONVERSING

In both, you do the following:

1. Organize your thoughts

2. Tailor your message to the audience

3. Telling a story for maximum impact

4. Adapting to listener feedback

In public speaking, you need:

1. Structure

2. More formal language

3. A different method or delivery


REQUIREMENTS


ANALYZING THE AUDIENCE

PSYCHOLOGY OF AUDIENCES

“People hear what they want to hear and disregard the rest.” – Paul Simons (The Boxer)

1. Good speakers are audience-centered

2. Keep the audience foremost in mind at every step of preparation

___________________________

1. It’s up to the speaker to make the audience choose to pay attention.

2. Each speech contains two messages: one from the speaker, one from the listener.

3. People are egocentric


DEMOGRAPHICAUDIENCEANALYSIS

1. Look for observable audience traits. - general features

- importance to the situation

2. Traits- age, gender,

cultural background, religion, group membership


ADAPTING TOTHE AUDIENCE

BEFORE THE SPEECHa. Assess how the audience

is likely to respondb. Adjust what you say

DURING THE SPEECHa. Things may/will not go

exactly as you planb. Don’t panic, remain calm

and adapt

PRACTICE!


MAIN POINTS

Number of main points:3 to 4 major points

Strategic Order of Main Points1. Chronological2. Topical3. Problem – Solution4. Spatial5. Casual


SUPPORTINGMATERIALS and CONNECTIVES

Three major types of supporting materials:

1. Examples2. Statistics3. Testimony

Examples of connectives:

1. Signposts2. Internal Previews3. Internal Summaries4. Transitions

From Ms. Tina BejarMotivational Speaker

PUBLIC SPEAKINGTIPS FROM A PRO

1. To speak is a privilege.

2. When you are invited to speak, the floor is yours.

3. Are you comfortable in your own house?

4. If you are in your own house and you are the host, who is more comfortable, you or your guests?

5. You make your guests comfortable kasi bahay mo ‘yon e!

From Ms. Tina BejarMotivational Speaker

PUBLIC SPEAKINGTIPS FROM A PRO

6. So when you speak, (even if it is just for 3 minutes) it is like owning the floor in your house and everyone who is listening are mere guests.

7. After three minutes, someone else owns the house.

8. But for those three precious minutes, it is completely, unequivocally yours.

9. Get your confidence from there

10. End of tip.

SAMPLESPEECH PLAY VIDEO CLIP

GAINING CONFIDENCE

Public speaking produces anxiety in most people

People’s biggest fears:

3. Death

2. Snakes

1. Public Speaking

GAINING CONFIDENCE

OvercomingSpeechAnxiety

1. Acknowledge your fear

2. Act confident

3. Channel nervous energy

SAMPLEVIDEO PLAY VIDEO CLIP

GAINING CONFIDENCE

OvercomingSpeechAnxiety

4. Practice, practice, practice

5. Stimulate setting at home

6. Ask friends to be practice audience

7. Visualize your success

8. Use deep-breathing techniques

9. Focus on message, not fear

10. Give yourself a mental pep talk

GAINING CONFIDENCE

Understand the audience and ‘listening’

• People think faster than hear

• Have short attention span

• Jump to conclusions

• Easily get distratcted

GAINING CONFIDENCE

TIPS FROMPERSONALITIES

“I try to look my best all the time. Let’s face it, the first thing that people notice is your physical appearance. So everybody should look their best or at least presentable.

Always believe in your abilities. Everybody has something good in them, be it skills, etc. You just have to know what you can do and make the most out of it.”

Renee Magtoto2004 Mutya ning Kapampangan

“Self-confidence is achieved through having better self-concept. Indeed, it is important to look appealing and desirable in front of other people, but your thoughts (more than anything else) reflect who you are as a person.

Just have an air of positivity and always smile. That’s the best way to feel good about yourself.”

Mark Cyrille PauloHost, Maski Nanu on CLTV 36

Finalist, Lakan ning San Fernando 2010

GAINING CONFIDENCE


“Everything should be well-prepared.

May mga tao kasi na wala talagang self-confidence, maybe because wala silang tiwala sa sarili. But you have to embrace your imperfections and use them to your advantage. Always give yourself a chance to explore new things.

Make sure you are well-groomed, one factor kasi yung physical appearance. Plus the support coming from friends really boosts confidence.

Practice reading in front of the mirror or a small group.

Inah Yap2011 Mutya ning San Fernando

GAINING CONFIDENCE


BODYLANGUAGE

Interactive Activity 4

BODY LANGUAGE GAME

BODYLANGUAGE

TERRITORY

INTIMATE - Touching- 6” to 8”

PERSONAL- close: 1 ½ to 2 feet- far: 2 ½ to 4 feet

SOCIAL- close: 4 ½ to 7 feet- far: 7 to 12 feet

PUBLIC- close: 12 to 15 feet- far: 25 feet or greater

http://bodylanguagesignals.com/mouth.html

BODYLANGUAGE

THE SMILE

FORCED POLITE SMILE:

GENUINE SMILE:

http://bodylanguagesignals.com/mouth.html

GESTURE:

Brisk, erect walk

Standing with hands on hips

Sitting with legs crossed, foot kicking slightly

Sitting, legs apart

Arms crossed on chest

BODYLANGUAGE

EXAMPLE Set 1Match the gesture with the meaning

Boredom

Confidence

Open, relaxed

Defensiveness

Readiness, aggression

GESTURE:

Walking with hands in pockets, shoulders hunched

Hand to cheek

Touching, slightly rubbing nose

Rubbing the eye

Hands clasped behind back

BODYLANGUAGE


Dejection

Evaluation, thinking

Anger, frustration, apprehension

Doubt, disbelief

Rejection, doubt, lying

GESTURE:

Pinching bridge of nose, eyes closed

Tapping or drumming fingers

Steepling fingers

Patting/fondling hair

Quickly tilted head

BODYLANGUAGE


Negative evaluation

Lack of self-confidence; insecurity

Impatience

Interest

Authoritative

GESTURE:

Stroking chin

Looking down, face turned away

Biting nails

Pulling or tugging at ear

Prolonged tilted head

BODYLANGUAGE


Trying to make a decision

Disbelief

Insecurity, nervousness

Indecision

Boredom

Source: SPARC

DELIVERYOF SPEECH

BEGINNING:1.Walk calmly with confidence2.Establish eye contact3.Smile naturally4.Deliver introduction

DURING:1.Use effective eye contact2.Use effective language3.Use effective gestures4.Be enthusiastic5.Use conversational style6.Use notes as needed

AFTER:1.Frame the speech2.Pause before returning to seat3.Accept applause graciously

DELIVERY OF SPEECH

DON’Ts

DON’T:

1.Comment on your own performance

2.Apologize for your speaking, especially not before you speak.

3.Don’t hide behind the lectern, wear hat or chew gum

4.Don’t look over the audience heads

5.Watch your own feet when you dance”

6. Stay focused on yourself

DELIVERY OF SPEECH

DOs

DO:

1.Be conversational

2.Move like you do in normal life but less

3.Stay focused on your material

DELIVERY OF SPEECH

VOCALEXPRESSION

FIVE DIMENSIONS:

1.Volume – loud/soft

2.Pitch - midrange

3.Rate – speed/acceleration

4.Articulation – clear pronunciation

5.Quality - personality

DELIVERY OF SPEECH

NON-VERBALEXPRESSIONS

1. Stand still for a moment with your audience before you start.

2. Stay in pace for a while. Don’t pace around through the speech. Choose 2 or 3 spaces where you’ll take a step or two.

3. Literally move “into” the next argument.

4. Free your hands

5. Use lectern for your notes

6. Keep your hands out of your pocket

7. Dress appropriately

SPEAK

Interactive Activity 5 ACTIVITY



PRESENT.



POWERPOINTPRESENTATIONRULES

The Basics

1. Contrast is important.

2. Stick with a single background.

3. Don’t try to dazzle the audience with graphics or style…but with the information.

4. Balance.

5. Avoid all-caps.

6. Stick to familiar fonts.

7. Avoid text overload

8. Keep it simple

9. Six words per line, six lines per page

10. Use few but excellent graphics

POWERPOINTPRESENTATIONS

SAMPLES PRESENT EXAMPLES



THANKYOU.



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Communication crash course 2012