Stevenson/Whitmore: Strategies for Engineering Communication 1 of 11 Effective Conversation  Listen and encourage others to speak  Focus on the person you are engaging, not yourself  Pay attention to non-verbal signals  Consider cultural issues What’s an appropriate distance to stand? How much eye contact is appropriate?  Consider language issues Is English a second language? Is technical language understood?

Stevenson/Whitmore: Strategies for Engineering Communication 2 of 11 Recording Voic Messages  Speak clearly and simply  Invite callers to leave a message  Indicate when to expect a response  Create alternative messages for when you are away from the office, indicating when you will check messages when you will be able to return calls who to talk to in the meantime  State alternative names and phone numbers clearly

Stevenson/Whitmore: Strategies for Engineering Communication 3 of 11 Leaving a Voic Message  State your name clearly, pausing between first and last  Indicate your business/company and when you called  Briefly and clearly explain the reason for your call  If appropriate, suggest the best times to return a call  Give your phone number, then repeat it  If contacting a stranger, repeat your name

Stevenson/Whitmore: Strategies for Engineering Communication 4 of 11 Informal Workplace Communication  Show interest in your colleagues  But keep conversations brief and in an appropriate setting  Watch for signs of discomfort or impatience  Respect other’s privacy  Don’t unnecessarily interrupt anyone’s work  Accept criticism graciously  Ensure your criticism of others is constructive

Stevenson/Whitmore: Strategies for Engineering Communication 5 of 11 Ad Hoc Meetings  Even when the topic is work, be respectful  Ask for someone’s time; don’t demand it  Explain the importance and context of the meeting  Listen actively  Keep the meeting brief and focused  Express your appreciation

Stevenson/Whitmore: Strategies for Engineering Communication 6 of 11 5 Steps to Effective Meetings 1.Clarify the purpose 2.Select appropriate participants, location, visual aids 3.Prepare and distribute agenda 4.Demonstrate leadership 5.Distribute minutes and follow up on issues

Stevenson/Whitmore: Strategies for Engineering Communication 7 of 11 Sample Agenda

Stevenson/Whitmore: Strategies for Engineering Communication 8 of 11 Demonstrating Leadership  Establish level of formality  Play the host  Arrange for minutes  Promote participation

Stevenson/Whitmore: Strategies for Engineering Communication 9 of 11 T-I-S Introductions 1.Introduce the Topic the speaker will address 2.Clarify why the topic is of Interest or value 3.Explain why the Speaker is qualified to address the topic

Stevenson/Whitmore: Strategies for Engineering Communication 10 of 11 Sample Action Minutes

Stevenson/Whitmore: Strategies for Engineering Communication 11 of 11 Promoting Participation  Encourage discussion  Call upon people with expertise  Show appreciation for participants’ comments  Keep participants focused on the purpose  Control the time spent on issues