Transcript Strategies for Engineering Communication

Effective Conversation
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Listen and encourage others to speak
Focus on the person you are engaging, not yourself
Pay attention to non-verbal signals
Consider cultural issues
• What’s an appropriate distance to stand?
• How much eye contact is appropriate?
 Consider language issues
• Is English a second language?
• Is technical language understood?
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Recording Voice-mail Messages
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Speak clearly and simply
Invite callers to leave a message
Indicate when to expect a response
Create alternative messages for when you are away
from the office, indicating
• when you will check messages
• when you will be able to return calls
• who to talk to in the meantime
 State alternative names and phone numbers clearly
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Leaving a Voice-mail Message
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State your name clearly, pausing between first and last
Indicate your business/company and when you called
Briefly and clearly explain the reason for your call
If appropriate, suggest the best times to return a call
Give your phone number, then repeat it
If contacting a stranger, repeat your name
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Informal Workplace Communication
 Show interest in your colleagues
 But keep conversations brief and in an appropriate
setting
 Watch for signs of discomfort or impatience
 Respect other’s privacy
 Don’t unnecessarily interrupt anyone’s work
 Accept criticism graciously
 Ensure your criticism of others is constructive
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Ad Hoc Meetings
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Even when the topic is work, be respectful
Ask for someone’s time; don’t demand it
Explain the importance and context of the meeting
Listen actively
Keep the meeting brief and focused
Express your appreciation
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5 Steps to Effective Meetings
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Clarify the purpose
Select appropriate participants, location, visual aids
Prepare and distribute agenda
Demonstrate leadership
Distribute minutes and follow up on issues
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Sample Agenda
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Demonstrating Leadership
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Establish level of formality
Play the host
Arrange for minutes
Promote participation
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T-I-S Introductions
1. Introduce the Topic the speaker will address
2. Clarify why the topic is of Interest or value
3. Explain why the Speaker is qualified to address the
topic
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Sample Action Minutes
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Promoting Participation
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Encourage discussion
Call upon people with expertise
Show appreciation for participants’ comments
Keep participants focused on the purpose
Control the time spent on issues
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