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Effective Communication
Presentation & Writing Skills
A Programme
Specially designed for the
KReSIT TEAM
IIT, Mumbai
(For Private Circulation only)
Anjana
the educating people
WHO AM I?
Please fill in all the details, detach it from this book and hand it over the
Programme Faculty
My name (Mr./Ms.)
My Qualifications (Degree, Branch, Year, University, Specialisation)
1
2
3
My Current Project in TCS (in 50 words, giving details of project title, client, joining
date, role, number of team members, Name of PL/GL, onsite/offsite components)
My earlier employers (Name of employer, location, period of service, knowledge
addition)
1
2
3
My prior experience in making presentations, writing proposals/reports, handling
training
WHO AM I?
Please fill in all the details and retain this copy in this document
My name (Mr./Ms.)
My Qualifications (Degree, Branch, Year, University, Specialisation)
1
2
3
My Current Project in TCS (in 50 words, giving details of project title, client, joining
date, role, number of team members, Name of PL/GL, onsite/offsite components)
My earlier employers (Name of employer, location, period of service, knowledge
addition)
1
2
3
My prior experience in making presentations, writing proposals/reports, handling
training
ABOUT THE PROGRAMME
Welcome Colleagues,
Are you aware that any profession today, is one where there are many equals, both
individually and organisation-based!...leading to competition between them…each
one bidding for the so-called FORTUNE 500 clients worldwide!
So where do we and our fraternity find ourselves in this competition and what is it
that will keep us in the lead all the time? Once again…it is an egg-n-chick story.
We have the necessary software/hardware skills…even more than that! But how does
the client know of it…that, only we and our organisation have them? It is only
through
1.
Testimonials of satisfied customers
2.
Well-written proposals
3.
Powerful & Pointed Presentations
The cat is now out of the bag! We need to have powerful and pointed
communication skills…both written and oral.
This four-day programme, in a half-day format, will show us the path to move
forward and improve with every communication activity and ultimately reach the level
of EXCELLENCE and do ourselves and our organisation proud.
What about this document? It will be a first-person record of what all we have learnt,
gained and benefited. Take as much of notes as possible…for it will serve as a
constant reminder of the do’s and don'ts in our future communication.
Come, lets all make this a total learning and satisfying experience!
The Plan
•
About the Programme
•
Knowing one another
•
The Methodology
•
The Deliverables
•
The Take-home
•
Discussions
The Programme
•
•
Capturing you as YOU are
•
Exploring Presentations
•
What goes wrong with Presentations
•
Towards Making Good Presentations
•
Looking back at how YOU performed
How am I in my Writing Skills?
•
•
Writing Skills explored
Combined use of Spoken-cum-Written Skills
How am I as a Communicator?
The SWOT Analysis
•
My strengths
•
My Weaknesses
•
My Opportunities
•
My Threats
•
Additional Comments
Effective Communication: Presentation & Writing Skills
KReSIT
The Presentation Scenarios
TYPE
AUDIENCE
PROFILE
STYLE
Work Review
Boss, Chief, Team
Format
Marketing
Presentation
Decision-makers,
Users
Features, Benefits,
Costs
Technical
Presentation
Knowledgeable,
Motivated
Aids, Questions &
Answers
Reading a
Paper
Learned, Focussed
(may have a copy of
the paper)
Results, Support
Material
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
8
Summary of this Discussion
Effective Communication: Presentation & Writing Skills
KReSIT
Presentations: What goes Wrong?
•
•
•
•
•
•
•
Dull Delivery
Bad Preparation
Time Management
Irrelevant Examples
Improper Use of Aids
Lack of concern
No Motivation
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
10
Summary of this Discussion
Effective Communication: Presentation & Writing Skills
KReSIT
On the Improvement Path
EXCELLENT
Rating
V. GOOD
GOOD
3 yrs
~ 8 yrs.
Time/Stage
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
12
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: GOOD
Planning
Practice
Preparation
Presentation
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
13
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: GOOD
Planning
Practice
Preparation
Me : SWOT Analysis
• Strengths
• Weaknesses
• Opportunities
• Threats
Presentation
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
14
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: GOOD
Planning
• An Ideal Speaker
• Communication
Barriers
Practice
• Generalities
Preparation
• Tricks
• Skeptical Audiences
• Lesser the Better
Presentation
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
15
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: GOOD
An Ideal Speaker
• Effortless
• Confident
• Good Eye Contact
• Enthusiastic
• Knowledgeable
• Nice
• Audible
• Neat Visuals
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
16
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: GOOD
Communication
Barriers
• Daydreaming
• Debating
• Detouring
• Private Planning
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
17
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: GOOD
Generalities
• Use Conversational
Tone
•• Use
Use Good
Good Visuals
Visuals
•• Use
Use Pointers
Pointers
•• Address
Address Individuals
Individuals
• Read Audience
• Read Audiences
• Effectively handle
• Answer
Questions
Questions
•• SECRET!
The Secret!
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
18
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: VERY GOOD
• An Ideal Speaker
• Communication
Barriers
• Generalities
• Tricks
• Skeptical Audiences
• Lesser the Better
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
19
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: VERY GOOD
Tricks of the Trade
• Arouse Curiosity
• Raise a Query
• Reveal Shocking Facts
• Start with a Casual
Opening
• Establish Common
Ground
• Include Humour
• Intersperse Quotations
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
20
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: EXCELLENT
• An Ideal Speaker
• Communication
Barriers
• Generalities
• Tricks
• Skeptical Audiences
• Lesser the Better
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
21
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: EXCELLENT
Skeptical Audiences
• Limit Objectives
• Include Objective
Information
• Establish Common
Ground
• Opinions
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
22
Effective Communication: Presentation & Writing Skills
KReSIT
The Improvement Path: EXCELLENT
Lesser the Better
• Repeated/Rhetorical
Phrases
• Threats
• Fiddling
• Showing one’s Back
to Audience
• Speaking in Bursts
• Speaking Fast
• Singing
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
23
Effective Communication: Presentation & Writing Skills
KReSIT
Sustaining Excellence
• Observe other
Speakers
Practice
• Record & Replay your
Talk
•
Things to Avoid
•
Expressions
•
Equipment
•
Gestures
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
24
Summary of the Session
Effective Communication: Presentation & Writing Skills
KReSIT
Open House
• Summary
• Your Questions
• Our Debates
• Our Consensus
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
26
Summary of the Discussion
Effective Communication: Presentation & Writing Skills
KReSIT
Visuals: Role
•
•
•
•
•
Illustrate
Simulate
Show Real-life
Invite Debates
Encourage
Brainstorming
• Show shape and size
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
28
Effective Communication: Presentation & Writing Skills
KReSIT
Visuals: What’s a Good Visual?
• Simple
• Easy to understand
• Idea of shape & size
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
29
Effective Communication: Presentation & Writing Skills
KReSIT
Visuals: Contents of a Good Visual
• A single Idea
• 25-30 words
• 5- 6 lines
• Lines well-spaced
• Visual to add value
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
30
Effective Communication: Presentation & Writing Skills
KReSIT
Visuals: Suggested Fonts/Colours
• Times Roman 24 Bold for Heading
• Red/Brown colour for Heading
• Arial 16 for Body Text
• Blue/Black colour for Body Text
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
31
Summary of this Session
The Overall Summary of Day 1
•
What was I at 9.30 AM on Day 1 of this Programme?
•
What have I discovered about myself at 6.00PM on Day 1?
• My Strengths
1
2
3
• My weaknesses
1
2
3
•
What are my plans for improvement from where I am today to the
Very Good/Excellent Rating?
Effective Communication: Presentation & Writing Skills
KReSIT
Written Communication
Where are we?
•
Presentation of Summary Reports of Day 1 & Critique
• Session 1
• Session 2
• Discussions
• Session 3
• Overall Summary of Day 1
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
34
SUMMARY OF SESSION
Effective Communication: Presentation & Writing Skills
KReSIT
Written Communication
Types
• Memos
• Reports
• Proposals
• Research Reports
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
36
Effective Communication: Presentation & Writing Skills
KReSIT
Reports: Points of Importance
• Defining the Purpose
• Investigating the Topic
• Organising the Report into Sections
• Deciding on the Order of presentation
• Deciding on the Order of writing
• Numbering the Sections/Paragraphs
• Planning the writing
• Revising & Finalising
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
37
Effective Communication: Presentation & Writing Skills
KReSIT
Written Communication
Order of Writing/Presenting
WRITING
PRESENTING
Introduction
Title of Report
Discussions
Contents Page
Summary & Conclusions
Abstract
Recommendations
Introduction
Abstract
Summary & Conclusions
Title
Recommendations
Contents List
Discussions
Appendices
Appendices
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
38
Effective Communication: Presentation & Writing Skills
KReSIT
Written Communication
Mind/Concept Mapping
• Central Idea
• Connected Ideas
• Emanating out of the central idea and
• Radiating in all directions
• Links with the central idea identified by
• Looking for Relationships
• Thinking non-linearly
• Remember
• Use Capital letters for ease in reading
• Leave lot of space for including new links/ideas
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
39
SUMMARY OF SESSION
Effective Communication: Presentation & Writing Skills
KReSIT
E-mails
• Use e-mails the way you want everybody to use
• Take another look before sending…ALWAYS
• Quote original messages properly…DON’T DISTORT/ MODIFY
• Be careful of Irony…ALWAYS
• Clean-up e-mails before sending…
SPELLINGS/FORMATTING/NUMBERING
• Send e-mail (not HTML) when in doubt
• Don’t write mails in ALL CAPS…DIFFICULT TO READ
• Ask before sending large Attachments…YOUR LOCAL SPACE
• Avoid SMILEYS…please
What have I added to my knowledge?
What is the one significant take-home from this discussion?
What is that still bugs me?
Have I got the answer? Yes, then I would like to note down the answer here
© Anjana: The Educating People
December 2004
41
Summary of Session
OVERALL SUMMARY OF DAY 2
MY TAKE-HOME FROM THIS PROGRAMME
Presentation Skills
1
2
3
4
Writing Skills
1
2
3
Combining Writing & Presentation Skills
1
2
3
MY ACTION PLAN FOR IMPROVEMENT
(Please write, in 100 words)
TRACKING MY ACTION PLAN
Month
December
2004
January 2005
February 2005
March 2005
April 2005
May 2005
June 2005
July 2005
August 2005
September
2005
October 2005
November
2005
Strength
Weakness
Change
(+ or -)
LET’S KEEP IN TOUCH…for mutual benefit
Contact Address
:
701 Devgiri, IIT Bombay Staff Coop
Housing Society,
Nr: S M Shetty High School
Hiranandani Gardens
Powai, Mumbai 400 076
Phone
:
022 25700908 (Landline)
9820217151(Mobile)
E-mail
:
[email protected]
What do we expect from you?
a)
Regular Practice by exploiting every opportunity to make a presentation (be
it a team discussion, presentation to PL/GL, Periodic Presentations,
Technical Presentations, Handling Training etc.)
b)
Periodic Communication on status to [email protected]
c)
Your completed Track Report (Dec 2004-Nov 2005)
All the best…Happy PRESENTING and…WRITING!!
After all…you have to think… BEYOND the OBVIOUS