effective communication skills ver 1.6

EFFECTIVE COMMUNICATION SKILLSVER 1.6

Presented by,

Sudhir Udayakanth

edge academy™

www.ealpl.com

http://www.ealpl.com/

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edge academy™ - 3/302, Mantri Residency, Opp Meenakshi Temple, Bannerghatta Road, Bangalore – 560 076. INDIA

[email protected] | Tel: +91.9845035110 | www.ealpl.com

WHAT IS COMMUNICATION?

Process which enables people to understand one another

mailto:[email protected]

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HOW DO YOU DO IT? Speak

Write

Give expression to our ideas

Responding to signals, symbols and gestures


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COMMUNICATION MODEL Parts of Message

Factual Data Appeal Relationship Intended Un – Intended

Unconscious expressions and Body Language

Communication Process – Block diagram Communication Competencies


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COMMUNICATION PROCESS

SenderIdeas (cluster)Coding (means of

communication) Medium of sending

Receive(Listening

code)Decode(Knowledge &

Familiarity)Interpret(perception)

Receiver


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COMPETENCIES

Sender

Confront

Intention

Attention

Receiver

Duplicate

Acknowledge

Understand


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BLOCKS OF COMMUNICATION

Sender Receiver

Confront Duplicate

Intention Acknowledge

Attention Understand


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BLOCKS OF COMMUNICATION Perception Prejudice Bias Cultural Traits Language Barriers


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A U R A OF COMMUNICATION

A – AttentionU – UnderstandingR – RetentionA - Action


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INHIBITIONS TO A U R A These have to be confronted and dealt with

Hesitation : Not prepared/Not enough Knowledge Perfection Paralysis Negotiating the Critic within self Knowing too much : I need not speak here Crowd fear : Inability to deal with Blank space Image of Myself


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ROLE PLAYS 2 people sitting with their back to each other

and doing an activity (Not conveying the idea/taking people for granted)

1 person communicating the diagram with his back to the audience(eye contact/ lack of monitoring

Chinese Whisper


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SKILLS FOR FORMAL & INFORMAL COMMUNICATION

Formal Communication Public Speaking/Debates : Skills, Developing these

skills will remove the limitations faced in the conversation and party talk

Informal Communication Personal Bonding communication : Mother/son-

Emotions/An Hug/A pat Conversation : Projection of Self Party Talk : The inclination to know all, but

inhibitions due to blocks


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THE FOUR STAGES OF SPEAKING

The Leader

The Willing Speaker

The Occasional Speaker

The Non Speaker


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TWELVE BEHAVIORAL SKILLS - SPEAKING

1. Eye contact2. Posture movement3. Gesture/ Facial Expression4. Dress/Appearance5. Vocal Variety6. Language Working with words 7. Listener involvement8. Conviction/ sincerity9. Inspiration10. Humor11. The Natural self12. The use of Props


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DRESS AND APPEARANCE

1. Be Appropriate

3. It’s Bigger Than You Think

2. Dress At The Conscious Level

You Will Never Get Another Chance To Make An Appearance


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Benefits to Personality

• A self confident individual

• An Outgoing ascendant personality

• Desire to persuade

• Ability to inspire


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THE EGO STATES

The Parent State

The Adult State

The Child State


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THE FOUR STAGES OF LEARNING1. Unconscious Incompetence

We don’t know that we don’t know

2. Conscious Incompetence

We know that we don’t know

3. Conscious Competence

We work at what we don’t know

4. Unconscious Competence

We don’t have to think about knowing it


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PRESENTATION SKILLS

Presentation skills have assumed utmost importance in the place of work today

They are essential at all levels of work, be it making client presentations or in team meetings or seminars

The efficacy of one’s presentation can make or break deals & also be a deciding factor in getting ahead at work

Thankfully, presenting is not rocket since & is a skill that can be learnt through practice, perseverance & the application of some tips.


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POWERFUL PRESENTATION SKILLS

Eight Steps to a Powerful Presentation

1. Develop your objectives

2. Know your audience

3. State the main ideas

4. Decide supporting information

5. Create an opener

6. Develop transitions

7. Structure the main body

8. Prepare the close


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POWERFUL PRESENTATION SKILLSAudience Analysis Checklist

1. How many people are expected to attend?

2. What is their gender?

3. What is their age group?

4. What is their educational level?

5. What is their occupation or professional status? What level?

6. What is their income level?

7. What is their knowledge of the subject?

8. What are their prejudices and biases about my subject? Me? My organization?

9. What are their reasons for attending?

10. What are their problems?

11. What are their fears?

12. What are their challenges?

13. What are their goals? Wants? Expectations?

14. What is taboo with them?

15. Will they appreciate humor?

16. What is their attitude about hearing me?

17. What types of information and techniques are likely to gain their attention?

18. What information or techniques are likely to get negative reactions?

19. How well do they know me?

20. How much do I have to “prove myself” before being accepted?


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Preparation Worksheet1. What is the topic of the presentation?

_______________________________2. When is the presentation?

_________________________________________3. How long is the presentation?

______________________________________4. Where is the presentation?

_________________________________________5. Who is the point of contact?

________________________________________


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Step 1: What are the objectives?

________________________________________________________________________

________________________________________________________________________

Step 2: Who is the audience? (Refer to the Audience Analysis

Checklist)

________________________________________________________________________

________________________________________________________________________

Step 3: What are the main ideas?

________________________________________________________________________

________________________________________________________________________

Step 4: What information will support the main ideas?

________________________________________________________________________

________________________________________________________________________


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Openers, Transitions, Key Points and Closers

1. The purpose of an opener or introduction is to capture your audience’s attention –and keep it. You have three objective to accomplish:

2. Sell your audience on listening to your presentation

3. Introduce the subject of your presentation

4. Establish your credibility with the audience

Key ingredient of an opener

5. Attention –getting statement

6. Key points highlighting the topic

7. Benefits to the audience

8. Appropriate words and gestures


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Types of openers

1. Quotations

2. Rhetorical questions

3. Declarative statement

4. Real-world situations

5. Current events

6. Scenarios

7. Anecdotes


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Five deadly sins of openers

… and how to avoid them

1. Apologies

2. Long or slow-moving statements

3. Obvious observations

4. Trite questions

5. Stories not related to your topic


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Exercise Think about what you need to cover in the

opening of your presentation. Write down the key point.

Presentation with video shoot


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Develop Transitions

1. What is a transition?

2. A transition is a link that joins the end of one point to the beginning of the next. It provides a natural flow into the key point of the presentation, while continuing to build audience interest.

Guidelines for using transitions

3. Keep them short

4. Use attention-getting statements

5. Use relevant statistics

6. Use humor or shock statements, provided they are appropriate

7. Use pauses, hand and body movements, and voice modulation


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Sample transitions

1. “Now that we have looked at A, let’s look at B.”

2. “In addition to these accomplishments, we also have been successful…”

3. “So, in the next hour, I plan to show you…”

Exercise Write a transition or “bridging” statement that connects your

opener to the main part of your presentation.


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Structure the main body

1. The main body of your presentation is a compilation of key point and supporting material

2. This section is where either you will convince (or persuade) your listeners to your point of view or lose them

3. It is essential that you logically sequence your main ideas, so your audience can easily follow, understand and remember your message


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What is the most logical sequence?1. Chronological order2. Priority3. Spatial arrangement4. Topical approach5. Problem – solution

Prepare the close6. The conclusion is the strongest part of your presentation and

should :7. Provide a summary of main ideas and objectives8. Review the purpose of the entire presentation9. Appeal directly for audience action


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Key ingredients of a closing

1. A bridging statement that announces the closing

2. _ “Let me summarize”

3. _ “To restate my four main points”

4. _ “To sum up where we have been”

5. A restatement of the key points

6. Summary of the main idea

7. Benefit statement where appropriate

8. Brief and memorable statement

Five deadly sins of closers

9. Changing your delivery style

10. Admitting you have forgotten a point

11. Stopping and not summarizing the key points

12. Apologizing

13. Rambling


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Types of closings

1. A return to the opening theme

2. A future challenge

3. A call for action

4. A reference to whatever follows the presentation

5. Any type of opener


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PRESENTATION SKILLS - PRESENTATION ANXIETY

How to overcome and channel fear Fear: A distressing emotion aroused by an impending pain, danger

or evil; or by the illusion of such.

1. Physical stress reducers1. Deep breathing2. Relaxation technique3. Isometric exercises4. Moving and gesturing5. Eye contact

2. Psychological stress reducers1. Acceptance/surrender to it2. Positive attitude3. Affirmation4. Visualization5. Worst-case/best-case scenario6. Preparation7. Practice


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PRESENTATION SKILLS - PRESENTATION ANXIETY

How to overcome and channel fear Fear: A distressing emotion aroused by an impending pain, danger or evil;

or by the illusion of such.

1. Physical stress reducers1. Deep breathing2. Relaxation technique3. Isometric exercises4. Moving and gesturing5. Eye contact

2. Psychological stress reducers1. Acceptance/surrender to it2. Positive attitude3. Affirmation4. Visualization5. Worst-case/best-case scenario6. Preparation7. Practice

3. Visual Aid and Logistics


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DEVELOPING AND USING VISUAL AIDS

Visual Aids and Logistics - Developing and Using Visual Aids

Why use visual aids

1. To increase your persuasiveness Presenters using visuals conduct meeting in 28 percent less time, increase

audience retention up to five times and get proposals approved twice as often – Wharton School, University of Pennsylvania study

2. To heighten retention When visuals are added to an oral presentation, retention increases by about

10 percent – University of Minnesota study

3. Students learn vocabulary twice as well when the instructor uses visual aids - University of Wisconsin study

4. People comprehend about seven percent of information delivered verbally. They comprehend 87 percent when the information I delivered both verbally and visually - Harvard University study


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PRESENTATION SKILLSWhen to use visual aids

1. To open the presentation

2. To channel thinking

3. To emphasize key point

4. To present statistical data

5. To make comparisons

6. To explain new concepts

Six commandment for creating visual aids

7. Unity: use only one idea for each visual. Include a headline

8. Simplicity: make idea and relationships simple and memorable. Avoid cluttering a visual with too many words, numbers or graphics

9. Legibility : make letters big and readable

10. Consistency: use the same type style and art style. Don’t mix a variety of style

11. Clarity: avoid type that is too small to read. Avoid all caps for large blocks of type.

12. Quality : make it neat, and make it look professional


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PRESENTATION SKILLS - DELIVERYVocal Image: “Its not what you say, but how you say It

1. Pitcha) Conversationalb) Naturalc) Low

2. Pacea) Consider your audienceb) Slow for important phrases

3. Volumea) Loud enough so everyone can hearb) Varied to heighten interest

4. Resonancea) Qualityb) Appropriatec) Energetic

5. Pausinga) Conveys that you are relaxed and confidentb) Allows audience time to think about word flowc) Signals a transition from one thought to anotherd) Creates impact and emphasis


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PRESENTATION SKILLS - PREPARING YOUR CONTENT

• 5-Create Opening• -Grab attention• -Increase involvement• -Create curiosity

• 7-Structure Content• -Logical flow• -Problem-solution• -Chronological

• 3-Main Idea• -Few in number• -Support objective• -Key take away

• 1-Define Objective• -Purpose• -Expected outcome• -Expected reaction

Know Audience-Group size-Profile-Demographics Support

Material-Within

organization- Outside

organization-Personal

Build Transition

-Logical link-Humor,

statistics-Pause, gestures

Closing-Summarize-Return to the topic-Close with a bang


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PRESENTATION SKILLS - DELIVERY1. Define your objective: Be very clear about the purpose of your presentation &

the expected outcome/reaction. Your content will have to be tailored in line with the objective.

2. Know your Audience: Prior to your presentation, try & understand your target audience with regard to their professional/personal profile. Also, keep in mind the size of the group that you’ll be presenting to. Your message & presentation methodology need to be at a level that the audience can appreciate.

3. Have a main idea: The trick to a good presentation is to have just 2-3 main ideas that you build on through the course of your presentation. A presentation is not meant to be an information overload. Determine your main ideas by establishing what key take always you want to leave your audience with after the presentation.

4. Use Support Material: Any opinion or ideas put forth in a presentation become more credible when backed by facts or instances. For the same, you can draw on data/situations/case studies in your own organization or outside your organization as is relevant. You can also quote instances from your own experience if required.

5. Create an opening: It is important to grab the attention of the audience within the first few minutes of your presentation. If one fails to have a good opening, one has already lost audience involvement & one will find it difficult to regain it subsequently.


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PRESENTATION SKILLS - DELIVERY

For an opening one could use:- -A warm greeting followed by setting context about the presentation (This can

include a quick self introduction if audience isn’t acquainted with you.) - Statistics pertaining to your topic - Pictures/Quotations/Stories that catch the audience attention & that you can

build upon to establish the context of your presentation -Rhetorical questions pertaining to your topic.

Quotation

Rhetorical questions

Declarative statements

Real World situations

Current Events

Scenarios

Anecdote

Pictures

Statistics

Jokes

OPENING


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BOOKS FOR REFERENCE

1. Body Language at work – Peter Clayton

2. Essential Manager’s Manual – Robert Heller & Tim Hindle

3. How to Read Others’ Thoughts by their Gestures – Allan Pease

4. How to win friends and influence people – Napoleon Hill

5. Letitia Balridge’s New Complete Guide to Executive Manners – Letitia

Balridges

6. Power Etiquette – What You Don’t Know can Kill Your Career – Dana May

Casperson

7. The Art of reading gestures and Postures – Vinay Mohan Sharma

8. The Pursuit of WOW – Tom Peters

9. Why Men Don’t Listen and Women Can’t Read Maps – Allan & Barbara Pease

10. Why Men Lie & Women Cry – Allan & Barbara Pease


THANK YOU

edge academy™

3/302, Mantri Residency

Opp Meenakshi Temple

Bannerghatta Road

Bangalore – 560 076. INDIA

Tel: +91.98450 35110

email: [email protected]

URL: w w w . e a l p l . c o m


effective communication skills ver 1.6

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