PRESENTATION &COMMUNICATION

SKILLSQADBROS ENGINEERING (PVT) LTD

26TH & 27TH OCTOBER 2009BY: MUSTAFA KALEEM

Communication Skills

Communication:Is a process of transferring information from one entity to another.

Verbal, Oral (One-to-one interaction)In PersonIn Absence (Voice only)

Written

Communication Skills

Oral (Face-to-Face, Dialogue)

There are three major parts to human face to face communication. They are: 1. Body Language, 2: Voice Tonality, 3: Words.

55% of impact is determined by body language, postures, gestures, and eye contact.

38% by the tone of voice, and

7% by the content or the words used in the communication process.

Communication Skills

Conventional Communication “Monologue”

Letter Telegram Telex Fax

Demands Writing Skills

Communication Skills

Conventional Communication “Interactive”:

√ Telephone

Demands “Speaking Power”

Control over Language & Vocabulary

Communication Skills

Modern Communication:

Fax E-mail Text Messages

Communication Skills

Modern Communication

Real Time & Interactive:

Telephones & Cellular Video Phone & Video Conferencing Internet Messages “Chat” (Spoils Habits) E-Voice “Skype” “Yahoo” “Hotmail” etc.

Communication Skills

We still write “LETTERS or CONTRACTS”

Legal Requirement Needed to confirm “Commitment”

Oral Communication Skills

Language consistency Spoken “Dialect or Colloquial”

consistency Etiquettes of speaking on phone Language intermix “Killer” Vocabulary Other parties language

Writing Skills

Letters E-mails

E-mail Etiquettes

What does your email say about you?

A LOT

It provides to the reader a clear picture of your workplace status, work habits, stress levels and your personality.

E-mail Etiquettes

“Higher status” managerial emails have a level of formality, tone and lack of detail that is less apparent at mid-management levels and below.

E-mail Etiquettes

Cheesy quotes & smiley faces are more prevalent at lower management levels, here correspondence is more task-based and the e-mailer’s allows themselves to be left off the stream.

Joke e-mails are shares at equal level.

E-mail Etiquettes

Email is an extremely, valuable communication channel for today's global village concept. It is abused if used

Carelessly or too much….

E-mail Etiquettes

20 basic tips for quality e-mail practice:

E-mail Etiquettes Tip # 1

Five times prayers & reading e-mails is mandatory for all Muslims.

E-mail Etiquettes Tip # 2 Use email as one channels of communication,

but not your only one. Its fast and easy. It can document discussion.

It enables high-impact messages to be sent around the office & the world with the click of a mouse.

It misleads the managers into thinking they can manage large groups of people through regular group emails. Use email wisely, but don’t manage your company through it. You won’t reach everybody you need to reach and your presence won’t be felt.

E-mail Etiquettes Tip # 3

Follow the K.I.S.S. Rule. Remember emails longer than one

screen-full often aren’t read right away; they get shoved to the end of the day or the next morning. Evaluate when it’s time to put down the mouse and go talk to someone, or pick up the phone. There comes a point when further emailing eats up time unnecessarily and becomes a nuisance.

E-mail Etiquettes Tip # 4

De-code your message as much as possible. 

Say what you really want to have happen. Make the “SUBJECT” line clear and compelling, change it when the subject in a thread changes.

Be certain about who really needs to be on the “To:” “Cc:” & “Bcc” line.

E-mail Etiquettes Tip # 4 contd..

Be clear about action items and priorities. Spell the out, as lists or bulleted items.

Include a response button or tag your email with “Delivery Receipt” and or “Read Receipt”.

E-mail Etiquettes Tip # 5

Encourage people to respond with questions.

That is like keeping your office door open.

E-mail Etiquettes Tip # 6

Save your wrath for face-to-face meetings“ Flame mails,” or emails dripping with criticism or venom, often backfire.

E-mail Etiquettes Tip # 6 contd.. These FLAME emails, because they

are not accompanied by the writer’s facial expression or body language, can easily come across more harsh than intended. You control the message--- and the emotions on the other end---much better by delivering it in person or over the phone.

E-mail Etiquettes Tip # 7

Inject humor, but keep emotions, smiley faces and joke mails to a minimum. 

The smiley faces do help clarify when you are being facetious. But too many facetious mails will erode at your attempts to write serious ones.

E-mail Etiquettes Tip # 7 contd.. What about joke email? Some

companies do forbid them. Send them or pass them on at your

own risk. There is usually more downside than

upside, but everybody needs a good laugh now and then.

Too many joke mails will erode your attempts to send serious ones.

E-mail Etiquettes Tip # 8 Consider setting a 5-minute buffer between

when you send and when it goes out.

There is a value to it. You are able to retract poorly written messages before they even they go out. “A 5-minute rule won’t hurt anyone”.

If you are angry when you are about to write, take a step further. Get up and walk around or do something else before you write the mail. 

E-mail Etiquettes Tip # 9

Work in time each day to answer your emails.

If you can’t keep up during a normal day, build time into your workday or delegate some of the responsibility. Before it is too late to respond to someone?

E-mail Etiquettes Tip # 10 If you can’t write emails effectively get

some training.

  Or at least get help from a secretary or

subordinates. Email should have some role in your communication with employees, partners and others--- there is really no valid reason to avoid it. But know that any remote workers and others who don’t see you regularly may judge you largely on your emails.

E-mail Etiquettes Tip # 10 contd.. Use spell check--- and a thesaurus

Avoid typos and mangled sentences.

They make you look bad. Avoid clichés and “Chat” phrases.

E-mail Etiquettes Tip # 11 Use custom “Stationery” for internal

emails.

E-mail Etiquettes Tip # 12 Get standard stationery from IT

Department.

E-mail Etiquettes Tip # 12 Use signatures on all outgoing e-mails.

E-mail Etiquettes Tip # 13 Always include “message” in reply.

E-mail Etiquettes Tip # 14 Manage Address Book.

E-mail Etiquettes Tip # 15 Always confirm “Read Receipt”.

E-mail Etiquettes Tip # 16 Start your mail with : Dear Mr. Kaleem, for (Mustafa Kaleem) Dear Ms. Loraine, for (Sherry Loraine)

E-mail Etiquettes Tip # 17 Closing statement

If you need any further information, Please feel free to contact me.

E-mail Etiquettes Tip # 18 Close your official email message with:

Best regards,

E-mail Etiquettes Tip # 19 Manage your email “Folders”.

E-mail Etiquettes Tip # 20 Attachments are always “BLIND”

Make sure you are making the correct attachment to your e-mails.

E-mail Etiquettes

I wish you all. “Best of Luck” and, May the Blessings of “ALLAH” be

always with you.