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Effective
Communications
A Programme specially developed
for
The Twenty first century
Librarian
Under the auspices of
MADRAS LIBRARY ASSOCIATION
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
LIBRARIANS –
Part of the Management team!
In companies across the country, corporate
library science specialists are integral parts
of the management team, as they track and
organize information on products, trends
and markets. In hospitals, these information
experts organize the barrage of material on
medical developments. In law libraries,
museums, research centers, universities and
government agencies, library science
experts handle the complicated and
important job of managing the world's
information.
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
LIBRARIANS – an important
link
And yes, they also work at the local
library -- a familiar face, a helping
hand, and resident expert to patrons
of all ages. Whether running a storyhour for preschoolers, helping senior
citizens navigate the World Wide
Web, or choosing books for a
library's collections, library science
specialists are the local authorities
on information and access.
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
The advent of Technology
Library science specialists use the latest in
information technology to connect people
with information. They make a measurable
difference to the bottom line of corporations,
contribute enormously to the efforts of
medical researchers, and assist lawyers who
are preparing cases. They also have an
enormous
impact
on
how
Internet
information is organized and delivered. If
you enjoy the challenge of searching for
answers, and you like working with people, a
career in library science and instructional
technology might be right for you.
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Library and Information
Science
 Library and information science (LIS) is the study
of issues related to libraries and the information
fields. This includes academic studies regarding
how library resources are used and how people
interact with library systems.
 Basic topics in LIS include: acquisition, cataloging,
classification, and preservation of library
materials.
 LIS should not be confused with information theory,
the mathematical study of the concept of
information or information science a field related
to computer science and cognitive science
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Difference between LIS and
librarianship
 LIS is distinct from librarianship, in a way
analogous to the difference between
medicine and doctoring. Librarianship, the
application of library science, comprises the
practical services rendered by librarians in
their day-to-day attempts to meet the needs
of library patrons.
 Many practicing librarians do not contribute to
LIS scholarship but focus on daily operations
of their own library systems. Other practicing
librarians, particularly in academic libraries,
do perform original scholarly LIS research
and contribute to the academic end of the
field. SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
The Role of the Modern
Librarian
We can thus see that a “Librarian”
is an important link between a
seeker of knowledge and that
knowledge itself
With technology having made
rapid strides, the question which is
often asked is:
ARE LIBRARIANS REDUNDANT?
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Resources needed for an
effective Librarian
LIBRARY
CONTENT
LIBRARY
SERVICES
ACADEMIC
KNOWLEDGE
LIBRARIAN
HARDWARE &
SOFTWARE
CONNECTIVITY
SOFT
SKILLS
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
This evening…..
We shall focus on one of these
resources:
Soft skills
And of the many soft skills needed
we shall take a closer look at
EFFECTIVE COMUNICATIONS
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
The gamut of
Communications
The nature of Communications
Some common communication
problems
Effective speaking
Better listening
The art of reading
Communication at work
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
COMMUNICATION
Communication is the “sharing” or
“imparting” of knowledge
It is a two way street
It is the transfer of thought from one
source to another
It involves THREE elements –
The Sender or Speaker
The Receiver or Listener
The Medium of Communication
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Communication
Is the knitting which holds organisations
together – and the thread which keeps
coming apart
Is the greatest single influence on
organisational effectiveness
Needs a lot more effort and sensitivity than is
often shown
Is based on assumptions, and debased by
assumptions (no matter how hard you try)
Cannot be perfected
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Home truths
Most of us are poor communicators and
very poor listeners
Few of us try hard to get our message
across to others
When ‘communicating’ most of us take
little advantage of the various media
available to us
We could all improve our writing skills
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Communication at different
levels
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Communication and Sale
are anologous
THOUGHT OR PRODUCT
MEDIUM
SENDER
OR
SELLER
RECEIVER
OR
BUYER
NO SALE OR COMMUNICATION IS COMPLETE
UNTIL OWNERSHIP HAS BEEN TRANSFERRED
TO THE BUYER OR RECEIVER
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Effective
CommunicationThe Sender
How do we communicate?
The Spoken word
The Written word
Body language
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Improving Communications
The Sender
The spoken word
Content – correctness, grammar,
expression
Delivery – Diction, intonation,
pronunciation
Stand up, speak up, Shut up
Talking less can achieve more
Vanity and verbosity are kindred spirits
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Improving Communications
The written word
If it’s important, write it down
If it’s written down, take it seriously
If it is to be taken seriously, write it well
Do not inflict on others what you will not
accept yourself – sloppy English,
misspellings etc.
Get the message across, briefly, simply and
clearly
Understand that many readers are limited by
their ability to comprehend and concentrate
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Improving
Communications
Non Verbal communication
Facial expressions – Eye contact,
expressions of interest, pleasure,
boredom, resentment
Tone of voice
Body movement
Gestures
Use of space
Change and contrast
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Problem 1 - Lack of
CONTACT
To be a good communicator you
need to be in contact with:
People
Places
Events
Results
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Solutions to Problem 1
Get out to where the action is
Meet people
Listen to what they have to say
Impart the whole picture to them
Encourage them
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Problem 2 - Lack of
CONCERN
Good communicators understand
what the other person:
Is saying
Wants to say
Really needs
Will be satisfied with
will be upset with
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Solutions to problem 2
What comes from the heart is
greater than that which comes
form the lips or the hands:
Treat every one you communicate
with as equally important
Put yourself in the other person’s
place
Tell yourself that it takes more effort
to please than to displease
Make that additional effort
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Problem 3 - Lack of
CONFIDENCE
Most communicators are unsure of:
WHAT to say
WHEN to say it
HOW to say it
The likely RESPONSE
The most appropriate REACTION
to the expected response
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Solutions to Problem 3
Understand your deficiencies
Commit yourself to improve
Learn the art of good
communications
Put into practice
Encourage feedback
Constantly improve
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Problem 4 - Lack of
CONTROL
Many communicators show utter
disregard for the other person’s:
Time
Opinion
Sensibilities
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Solutions to Problem 4
Learn to speak less and listen
more
Express yourself in simple terms
Start valuing your own and other
people’s time
Be sensitive to reactions to your
communications
Develop a positive attitude
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Problem 5 -Lack of
Courtesy
Courtesy in Communication is
more the exception than the rule
In general, courtesy is associated
with subservience
In particular, courtesy is critical in
customer relationship
management
It is invaluable in one’s personal
life
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Solutions to Problem 5
Generous and spontaneous use of
words like “may, please, kindly
and thanks”
Judicious use of name of the
person being communicated with
Display of appreciation
Greater understanding
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006
Open House
Discussions
SANJIVINI HUMAN RESOURCES INSTITUTE
04 February 2006