communication skills.ppt

7/27/2019 communication Skills.ppt

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Presentation

Skills


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While hard work and good ideas are essential to success, your ability

to express those ideas and get others to join you is just as important.

Much of this verbal expression will be one on one or in small

groups, but periodically you will be involved in more formal and

public speaking in front of larger numbers. If this thought makes

you nervous, you are not alone.

Many speakers lack the skills and confidence to make effetcive

presentations. We have all been victims of speakers who put us to

sleep. Despite knowing how ineffective many speakers are, many of

us have found that, despite the best intentions, we havent fared

much better. We knew the topic and the ideas were written down,

but the presentation still didnt go well. Was it the way youdelivered the presentation? Was it because the audience didnt seem

interested?


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The biggest problem with

communication is the illusionthat it has been accomplished.-George Bernard Shaw


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What was wrongwith that?


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What is your vision of

the ideal presenter in

our environment?


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I always think a great speaker

convinces us not by force ofreasoning but because he isvisibly enjoying the beliefs he

wants us to accept.

-W.B. Yeats


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Podium Panic

For some people, the

thought of giving apresentation is morefrightening than falling offa cliff, financial difficulties,snakes and even death.


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Dealing with Podium Panic

Be yourself

Practice deep breathing/visualization techniques

Begin in your comfort zone


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Check out the room in advance

Concentrate on the message

Begin with a slow, well preparedintro; have a confident and clear

conclusionBe prepared and practice


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Never let them out of your sight.

Looking them in the eye makes them

feel that they are influencing what you

say.

Eye contact allows the presentation toapproximate conversationthe

audience feels much more involved.

Eye Contact


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Body Language

NO-NOs

Lean on or grip the podium

Stand immobile

Use a single gesture repeatedly

Examine or bite your fingernails


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Body Language

NO-NOs

Cross your arms in front of your chest

Use obviously practiced gestures

Chew gum or eat candy

Click or tap your pen, pencil or pointer


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Body Language

NO-NOs

Lean into the microphone

Shuffle your notes unnecessarily

Tighten your tie or otherwise play withyour clothing


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Voice

Voice Intelligibility

Pronunciation

Vocalizedpauses

Overuse of stock

expressions Substandard

grammar

Voice Variability

Rate of speech

Volume

Pitch or tone

Emphasis


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Preparing Content

Analyze yourAUDIENCE.Define what ACTION you want

them to take.

Arrange yourARGUMENT to move

them.

3 As


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Analyze Your Audience

What are their names, titles,

backgrounds, reasons for attending,

etc?

What are their big concerns?

What are their objectives, fears, hotbuttons, and attitudes?


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Analyze Your Audience

What is their perception of youand your institution?

What are their questions likely tobe?

What is personally at stake forthem?

How much detail do they need?


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Define What Action

What action do you want the

audience to take?

Define it in terms of the audience.

What will they feel, believe, and do

after hearing your talk?


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Arranging Your Argument

1. Shake hands with the audience.

2. Get to the point.

3. Present your theme.

4. Tell Em3.

5. Develop your agenda point by point.

6. Summarize and recommend.


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Visual Aids


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Visual Aids

(not the stars ofthe show)


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Design Concepts

Big

Simple

Clear


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Big

Should be able to read

everything from the back row

At least 28 pt, preferably 36

Use the floor test


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Simple

No more than 6 lines

No more than 7 words per

line


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Clear

Arial or Helvetica

Blue background with yellow text

Avoid overuse of red, shadows,

animation and transitions

Beware of busy backgrounds


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Clear

Clip art should add to the content

Ditto on sound clips

Use a different background only

to emphasize one slide


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NEVER arguewith a member of

the audience.

THE RULE


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Look at the questioner.

Remain neutral and attentive.

Listen to the whole question.

Pause before you respond.

Address the questioner, then move your

eyes to others.

Instead


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Easy as A B C

I cant Answer that

question Because ,but I Can tell you


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Better to keep your

mouth shut and appearignorant than open it

and remove all doubt.-Mark Twain


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Make sure you have finishedspeaking before your audiencehas finished listening.

-Dorothy Sarnoff


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e n t on:

Negotiation is a basic means of

getting what you want fromothers by interactive

communication designed to

reach an agreement


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Dictator

Difference

InOpinion

Share

OrExchange

Conflict

Yes but /

No becauseNegotiate


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1. There must be at least two or more

parties involved.2. There is a common interest

between parties.

3. Have definite goals and objectives.

4. Allow adequate time for the

process

Basics Of Negotiation


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MajorInfluences on the Process Choice

Issues

Timerelationship

Attitude


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1. Positive Attitude

2.

Knowledge of the Negotiationprocess

3. An understanding of people

4. A grasp of your subject5. Creativity: settle on a solution before

you negotiate

Basic Elements of

Successful Negotiation


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1. Relate: Building a relationship

2. Explore: Interests of both sides

3. Propose: One concrete

proposal addresses allunderlying interests

4. Agree: Compromising & create

Negotiation Process REPA


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1. Benefits:

- Avoid surprises

- Provide more options

Planning For Negotiation


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2. Process:A. Rational: Why we are

negotiate

B. Objectives (Yours): Goalspriorities

C. Differences: Possible

conflicts

Planning For Negotiation


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1. Protect your self from

agreement you reject

2. Make the most assets to

satisfy your interests.

Objectives of Power Negotiation


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BestAlternativeTo a

NegotiatedAgreement toproduce something better

The better your BATNAthegreater your power

Know Your BATNA


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A. Learn to flinch

B. Recognize that people often ask morethan they expect to get

C. The person with the most information

usually does better

D. Practice at every opportunity

E. Maintain your walk away power

Five Ways To Negotiate Effectively


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A. Self confidence, patient, empathy.

B. Know when to start, stop & your bottomline

C. Know your best alternative to a

negotiated settlement BATNAD. If other party respects you they will try

harder to agree with you

E. Aware of non-verbal communication

The Negotiator Must Be:


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Successful Interviews

Making the most of the interview


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Interviews

Interview = A meeting with an objective

Employers objective is to find the best person for the job Employer: reviews candidates experience and abilities

Can you do the job? (skills, abilitie, qualifications) Will you do the job? (interest, attitude & motivation)

How will you fit into the organisation? (personality)

You: impress employer and assess position on offer What does this position offer me?

How does it fit with my career plans?

Congratulations - you have passed the first hurdle

You must prove that you are the most suitable candidatefor this position


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Preparation is the key to success

Review own skills, experiences and qualities Check CV

Anticipate questions and identify relevant examples

Prepare key selling points

Research organisation Websites, reports, articles, company literature, etc

Contacts with knowledge of organisation or sector

Relevant articles in the press

Personal visit or telephone call Research job and occupational area

Job description or similar

Current issues

Prepare your questions

Practice


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Watch the Body Language

First impressions very powerful

Halo effect or Devil effect

Allow time to relax Dress appropriately

Entrance, introductions & handshake

Smile and make eye contact

Be aware of own movements

Watch body language of interviewer


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Typical Questions

About you Tell me about yourself - Bring me up to date with your CV?

Why did you choose that particular degree programme?

What experience have you had that is relevant to this post?

What would you consider your major achievements to date? About the job

What interests you about this job?

What do you know about this organisation?

What other options are you considering?

How do you see your career developing 5 years? If you were Head of Department, what would be your priorities?

General knowledge What do you think of the Governments policy on college fees?

Whats your opinion of the Ryanair bid for Aer Lingus?


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Other Type of Questions

What if Questions No experience - how are you likely to respond to a

situation

Probing Questions

How exactly did you deal with the situation?

How did you know it worked?

How did you feel about the outcome? Could you have handled it differently?


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Competency-based Interviews

Company identifies key skills required for job

Designs questions to elicit evidence of skills

Emphasis on past behaviour as predictor of success

Teamwork:Describe a team project you worked on. What problems arose?How did you deal with them?

Communication Skills:Describe situation when you had to persuadeothers to support your view. Give an example of any reports youve written whichillustrate your writing skills

Interpersonal skills: What kinds of people do you find it difficult to workwith? How do you handle those situations?

Taking Responsibility:Describe a time when you took responsibility toachieve a challenging goal

Problem-solving:Tell about a time when you had several tasks to manage atone time with conflicting deadlines.


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Preparing for Competency Interview

Identify the competencies required for job

Review job description or ask for information

Define each competency in behavioural terms Identify past experience to illustrate how you

demonstrated that behaviour

Prepare examples for each competency

Practice talking about your experience

Try to give a complete answer - STAR


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Responding to Competency Q

Q Give me an example of a problem you encountered.How did you approach it. What was the outcome?

STAR response

S: Describe the situation

T: Explain the task/problem that arose

A: What action did you take?

R: What was the result or outcome? What did you learn from this experience?


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Matching Skills to Requirements

Employer needs

Communication

Team workLeadership

Initiative

Customer Care

IT

Commercialawareness

Your evidence

Presentation to class

Example from CoopClass rep, Committee

Fundraising for charity

Working in

SuperquinnDesigned website

Business pages


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Your Answers

Listen carefully, seek clarification

Illustrate answers with real examples andevidence

Be positive constructive criticism

Keep answers specific and succinct

Take time to respond

Be alert to interviewers body language Speak clearly, smile and show enthusiasm

Know what you want to say, and find theopportunity


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Qualities Employers Seek

Good all-round intelligence

Enthusiasm, commitment and motivation

Good communication skills Team work ability

Ability to solve problems

Capacity to work hard Initiative and self-reliance

Balanced personality


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Copmpetencies required by X Company

Adaptability

Integrity

Innovation

Teamwork

Initiative

Drive for Results

Know the Business Open Exchange of Information

Makes Difficult Decisions


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Your Questions

Training programmes

Career development opportunities

Types of projects & responsibilities Reporting structure

Performance appraisal

Profile of staff Questions about topics raised in interview

What happens next?


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Interview Marking Sheet

Name Mark-max 100

Communication Skills Max 30

Problem Solving Max 20

Team Fit Max 20

Relevant Experience Max 20

Project Management Max 10

Total Marks


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What creates a bad impression

Poor personal appearance

Negative attitude evasive, using excuses

Lack of interest and enthusiasm Lack of preparation

Poor knowledge of role

Failure to give concrete examples of skills Over emphasis on money/rewards

Lack of career plan


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After the Interview

Review own performance

what went well

what went badly

what you wished you had saidprepare for next stage

Invitation to second / final round interviews

assessment centre

psychometric testing

panel interview

Rejection letter / email

if you can request feedback - use it


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Telephone Interviews

Prepare as thoroughly as for real interview

Select comfortable, private, quiet place

Advise flatmates re answering phone

Have copy of CV and company information Have pen and paper at hand

Prepare for usual interview questions

Practice on phone

Record answers Try standing

Smile and use gestures

Avoid monotones

Be yourself


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Other Types Of Interviews

Rotating

Like one-to-one with different interviewers

Group

6-8 candidates Group observed while discussing topic

Be aware of group interaction

Panel

2-5 interviewers, or as many as 13!! Try to identify different roles

Respond to interviewer, include others through eye contact

May involve presentation


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Assessment Centres

Company premises or neutral venue

Includes social or informal events

Meeting with recent graduates or managers

Activities include: Group exercises

Practical tasks and exercises

Report writing

Oral Presentations Psychometric assessments

Interviews

Simulates real work environment


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Psychometric Tests

Aptitude Tests- measure skills relevant to position Verbal comprehension - evaluate logic of text

Numerical reasoning - interpret statistical data

Diagrammatic reasoning - recognise patterns Watch timing complete as many as possible

Personality Questionnaires Look at personality style

No right or wrong answers

Be spontaneous, dont try to second-guess Tests include built-in checks

Employers may be looking for different personality profiles

Practice using online tests on www.ul.ie/careers
http://www.ul.ie/careershttp://www.ul.ie/careers


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Web Resources for Interviews

UL Careers website: www.ul.ie/careers

Gradireland website: www.gradireland.com

Careers4graduates: www.careers4graduates.org Doctor Job: www.doctorjob.com (Virtual Interview)

Prospects: www.prospects.ac.uk

Realworld: www.realworldmagazine.com

Virtual Career Coach: www.windmillsprogramme.com BBC: www.bbc.co.uk/radio1/onelife/work
http://www.ul.ie/careershttp://www.gradireland.com/http://www.prospects.ac.uk/http://www.realworldmagazine.com/http://www.windmillsprogramme.com/http://www.bbc.co.uk/radio1/onelife/workhttp://www.bbc.co.uk/radio1/onelife/workhttp://www.windmillsprogramme.com/http://www.realworldmagazine.com/http://www.prospects.ac.uk/http://www.gradireland.com/http://www.ul.ie/careers

communication skills.ppt

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