Effective communication So you want to communicate?

How we communicate Without words or language Without words or language Sign language Sign language Body language, facial expressions Body language, facial expressions Punctuality & attitude Punctuality & attitude Touch & movement Touch & movement Appearance Appearance Pictures Pictures Drawings Drawings Sketches Sketches

How we communicate cont With words With words Written words Written words Speaking Speaking The written word The written word Reports, sales literature, brochures, letters, media, web- sites, e mail, sms/text messages, YM, chat sites …. Reports, sales literature, brochures, letters, media, web- sites, e mail, sms/text messages, YM, chat sites …. The spoken word The spoken word Meetings, presentations, conferences, seminars, workshops, focus groups, public-private dialogue, telephone, skype …. Meetings, presentations, conferences, seminars, workshops, focus groups, public-private dialogue, telephone, skype ….

Why we communicate Purpose is to Purpose is to teach or inform teach or inform launch, propose or promote launch, propose or promote justify or persuade justify or persuade remind demonstrate or illustrate remind demonstrate or illustrate Task is to make audience Task is to make audience listen & understand listen & understand believe in you & what you say believe in you & what you say remember & leave a lasting memory remember & leave a lasting memory react & respond react & respond

Seminars Seminar - Discussion Group/ Round Table/Tutorial Seminar - Discussion Group/ Round Table/Tutorial a single session or short, often one-day meeting a single session or short, often one-day meeting devoted to presentations on & discussion of a specialized topic devoted to presentations on & discussion of a specialized topic usually at an advanced or professional level usually at an advanced or professional level a meeting of senior professionals for study or discussion with an advisor a meeting of senior professionals for study or discussion with an advisor

Workshops Workshop – Intensive course Workshop – Intensive course group of people working on a creative project or plan group of people working on a creative project or plan brain storming brain storming discussing a topic, or studying a subject discussing a topic, or studying a subject

Conferences Conference – Symposium, convention, forum Conference – Symposium, convention, forum large meeting/gathering of particular individuals large meeting/gathering of particular individuals discussion and/or presentation of information on a particular topic or set of topics in a related field discussion and/or presentation of information on a particular topic or set of topics in a related field bettering of relations & information exchange bettering of relations & information exchange

Presentation preparation Check venue & facilities Check venue & facilities sockets, microphone, projector, flip chart etc. sockets, microphone, projector, flip chart etc. Check room layout Check room layout can you & your presentation be seen? can you & your presentation be seen? Rehearse presentation Rehearse presentation know the next slide know the next slide Time your presentation Time your presentation how long it will take? how long it will take? include time for questions include time for questions

Presentation preparation cont Turn off the screensaver Turn off the screensaver Prepare a hard copy Prepare a hard copy hand out after the presentation hand out after the presentation Read from hard copy Read from hard copy not from the screen not from the screen

Audio-visual aids Use aids to support your subject Use aids to support your subject Presentation is what you tell them Presentation is what you tell them not what is on the screen not what is on the screen Use bullet points Use bullet points not blocks of text not blocks of text Use five bullet points per slide Use five bullet points per slide Use light text on a dark background Use light text on a dark background Use pictures & graphics Use pictures & graphics

Audio-visual aids cont Same text style & font Same text style & font Avoid animation effects that distract Avoid animation effects that distract Add to information on slide Add to information on slide do not read slide do not read slide Use laser pointer to point out particular items Use laser pointer to point out particular items especially tables, graphics or maps especially tables, graphics or maps Avoid too many statistics Avoid too many statistics use separate handout use separate handout

Using words Words mean different things to different people Words mean different things to different people Language can be enhanced by body language Language can be enhanced by body language Art of speaking: Art of speaking: Speak/write clearly Speak/write clearly Avoid rambling, be precise Avoid rambling, be precise Use simple, direct words Use simple, direct words Vary tone & volume Vary tone & volume Be logical & methodical Be logical & methodical

Art of Speaking Introduce yourself & the subject Introduce yourself & the subject Who am I? Who am I? Where do I come from? Where do I come from? What do I want to say? What do I want to say? Explain the background Explain the background Why am I giving this presentation? Why am I giving this presentation? Conclude Conclude What were the important points? What were the important points? What message do I want to leave with the audience? What message do I want to leave with the audience?

‘ Tell them what you are going to tell them, Tell them Tell them what you have told them’ Margaret Thatcher

Art of speaking cont Introduction Introduction Background Background Substance Substance Conclusion Conclusion I Believe in Speaking Clearly

Art of speaking cont Make sure you are relaxed Make sure you are relaxed Be natural Be natural Make sure you are heard Make sure you are heard Be interesting Be interesting Be methodical & logical Be methodical & logical Dress appropriately Dress appropriately Have spirit Have spirit Ready now here is my delightful speech

Overcoming fear The best way to succeed is to believe in yourself The best way to succeed is to believe in yourself nothing bad can happen! nothing bad can happen! your audience wants you to succeed your audience wants you to succeed you don’t have to be brilliant or perfect to succeed you don’t have to be brilliant or perfect to succeed Be humble & use humour Be humble & use humour to control the mood & behaviour of audience to control the mood & behaviour of audience Limit the number of main points Limit the number of main points Be clear how you want to succeed Be clear how you want to succeed

Discussion points How to dress for a presentation? How to dress for a presentation? What is the best method of communication? What is the best method of communication? What do you do if you are not good at speaking? What do you do if you are not good at speaking? What is the best type of literature to use? What is the best type of literature to use? Which medium is best: e mail, sms, web sites, letters, telephone, Skype, YM Which medium is best: e mail, sms, web sites, letters, telephone, Skype, YM What are the benefits of seminars over workshops over conferences? What are the benefits of seminars over workshops over conferences?