Transcript Basic Communication Skills - WRITING

Presented by
Edwin J. J. Momoh
Graduate Internship Programme
“I ain’t what I write, it’s the way I write
it” Jack Kerouac
“And as imagination bodies forth,
the form of things unknown, the poet’s
pen turns them to shapes and gives to
airy nothing, a local habitation and
name”
William Shakespeare – Midsummer Night
Dream
 Communication
is a dynamic process…
 through this process we convey a
thought or feeling to someone else.
 how it is received depends on a set of
events, stimuli, that person is exposed
to.
 how you say what you say plays an
important role in communication.
 The
purpose of communication is to
get your message across to others. This
is a process that involves both the
sender of the message and the
receiver.
The is always room for error, with
messages often misinterpreted by one
or more of the parties involved. This
causes unnecessary confusion and
counter productivity.
 In
fact, a message is successful only
when both the sender and the receiver
perceive it in the same way.
 Communication
barriers can pop-up at
every stage of the communication
process (which consists of sender,
message, channel, receiver, feedback
and context ) and have the potential to
create misunderstanding and confusion.
Sender
Input
Letter, Fax, Phone
call, E-mail, etc.
Feedback
Receiver
Output
What are the most common ways
we communicate?
Oral
Written
Academic Writing
Revision and Editing
Presentation
Critical Reading
Audience Awareness
Presentation of Data
Critical Listening
Non-Verbal
Body Language
Audience Awareness
Personal Presentation
Body Language
 Written
Communication
 Oral Communication
 Face-to-face Communication
 Visual Communication
 Audio-Visual Communication
 Computer based Communication
 Silence
 Includes
letters, circulars, memos,
reports, forms and manuals, etc.
Everything that has to be written and
transmitted in the written form falls in
the area of written communication.
Merits
 Precise
 Permanent record
 Legal document
 Can reach large no. of people simultaneously.
 Helps to fix responsibility
Demerits
 Time consuming
 Expensive
 Quick clarification not possible
 Includes
face-to-face
conversation,
Conversation over phone, radio, interviews,
group discussion, meetings, conferences,
seminars, etc.
Merits
 Saves time
 Saves money
 More forceful
 Conveys shades of meaning
 Immediate clarification
 Immediate feedback
 Can be informal
 More effective with groups
Demerits
 Not possible for distant people in the
absence of mechanical devices
 Unsuitable for lengthy messages
 Messages cannot be retained for long
 No legal validity
 Greater chances of misunderstanding
Writing
9%
Speaking
30%
Reading
16%
Listening
45%
Types of Communication
Downward Communication :
Highly Directive, from Senior to
subordinates, to assign duties,
give instructions, to inform, to
offer feed back, approval, to
highlight problems etc.
Upward Communications
It is non directive in nature from
down below, to give feedback, to
inform about progress/problems,
seeking approvals.
:
Lateral or Horizontal
Communication
:
Among colleagues, peers at same
level for information
level for information sharing for
coordination, to save time.
Passive
 Hesitates, apologizes, gives in or says
nothing.
 Makes
little eye contact, frowns.
 Speaks
in a shy or timid voice, or
mumbles.
Aggressive
 Interrupts, exaggerates, blames, makes
demands; uses sarcasm.
 Makes
 Yells,
fist.
glaring eye contact.
swears, calls names, clenches
 Ignores
feelings of others.
Passive-Aggressive
 Initially apologizes, then makes plan to
get even.
 Avoids eye contact.
 Expresses anger through body language
or actions (e.g. facial expression or
slamming a door) instead of through
words.
 Ignores the problem for the present but
there may be an argument later.
Assertive
 Speaks clearly and firmly using
statements.
 Shows
respect for self and for others.
 Makes
steady eye contact.
 Uses
an upright confident body posture
and a pleasant, firm voice.
You express your feelings and your
rights clearly.
You act in your own best interests but
still consider the needs and rights of
others.
You develop trust and equality in your
relationships.
You ask for help when you need it.
 Not
willing to say things differently
 Not willing to relate to others differently
 Not willing to learn new approaches
 Lack of Self-Confidence
 Lack of Enthusiasm
 The Quality of Voice
 Prejudice
 Lack
of Feedback
 Lack
of Motivation and Training
 Language
 Lack
and Vocabulary Level
of Self Awareness
 Negative
Self Image
 Selective
Perception
 Not willing to Change
 Lack of Interest in the Topic/Subject
 Prejudice & Belief System
 Rebuttal Instincts
 Personal Value System
 Internal & external factors
 Environment
 The
venue
 The effect of noise
 Temperature in the room
 Other People – Status, Education
 Time
(P)OSTURES & GESTURES
 How do you use hand gestures? Stance?
 (E)YE CONTACT
 How’s your “Lighthouse”?
 (O)RIENTATION
 How do you position yourself?
 (P)RESENTATION
 How do you deliver your message?
 (L)OOKS
 Are your looks, appearance, dress important?
 (E)XPRESSIONS OF EMOTION
 Are you using facial expressions to express emotion?

ESSENTIALS OF COMMUNICATION
- The Dos Always think ahead about what you are
going to say.
Use simple words and phrases that are
understood by every body.
Increase your knowledge on all
subjects you are required to speak.
Speak clearly and audibly.
Check twice with the listener whether
you have been understood accurately or
not
ESSENTIALS OF COMMUNICATION
- The Dos In case you are interrupted, always
do a little recap of what has been
already said.
Always pay undivided attention to
the speaker while listening.
While listening, always make notes of
important points.
ESSENTIALS OF COMMUNICATION
- The Dos Always ask for clarification if you
have failed to grasp other’s point of
view.
Repeat what the speaker has said to
check whether you have understood
accurately.
ESSENTIALS OF COMMUNICATION
- The Don’ts Do not instantly react and mutter
something in anger.
Do not use technical terms &
terminologies not understood by majority
of people.
Do not speak too fast or too slow.
ESSENTIALS OF COMMUNICATION
- The Don’ts Do not speak in inaudible
surroundings, as you won’t be heard.
Do not assume that every body
understands you.
While listening do not glance here and
there as it might distract the speaker.
ESSENTIALS OF COMMUNICATION
- The Don’ts Do not interrupt the speaker.
Do not jump to the conclusion that
you have understood every thing.
How to Improve Existing Level of
COMMUNICATION?
Improve language.
Improve pronunciation.
Work on voice modulation.
Work on body language.
Read more
Listen more
How to Improve Existing Level of
COMMUNICATION?
Avoid reading or watching or listening
unwanted literature, gossip, media
presentation etc.
Interact with qualitative people.
Improve on you topic of discussion,
Practice meditation & good thoughts.
Think and speak.
How to Improve Existing Level of
COMMUNICATION?
Do not speak too fast.
Use simple vocabulary.
Do not speak only to impress someone.
Look presentable and confident.
 Processing
ideas in your head at same
time as trying to get down on paper
 Reveals problems that can then
disrupt writing
 There
is no one best way to write!
 Individuals adopt very different
approaches depending on
psychological preferences e.g.
 ‘Skeleton’ structure, than ‘hang’
key words/authors on it
 Ideas map (‘spider’s web’)
 Free-form/stream of consciousness,
then edit
How to improve
them
When you write, consider the following:
 Who is the audience?
 What format is required – essay or report
or reflection on experience?
 Academic styles of writing – writing in a
logical and `objective’ way Vs. writing
from personal experience
 Academic conventions – referencing and
plagiarism
Preparation
and planning
Drafting
Re-drafting
Editing
and polishing
and proofreading
Reflecting
on feedback
 Good
structure: clear introduction, well
crafted middle, clear and appropriate
conclusion
 Clear
argument: progression through
ideas with clear signposting
 Well
supported by relevant evidence
 Well
written: grammatical; correct
spelling and punctuation; good
sentence structure, paragraphing and
use of linking words and phrases
 Fully
referenced using Harvard or
appropriate system
DOS
 Prepare well in advance
 Write
a first draft, leave and come back
to it later
 Keep
 Edit
your focus on the question
carefully for sense, spelling,
grammar and punctuation
DONTS
 Write all you know about a topic
 Leave
till the last minute
“Writing is easy. You only need to stare
at a blank piece of paper until drops of
blood form on your forehead”
Glen Fowler
Ben Martin , Techniques for Improving Reading and Writing
Skills. SPRU The Freeman Centre
http://finance.groups.yahoo.com/group/LeadersWorkshop
[email protected]
[email protected]
078-659-982