Effective communication skills ver 1.6

EFFECTIVE COMMUNICATION SKILLS
VER 1.6

Presented by,
Sudhir Udayakanth
edge academy™
www.ealpl.com

WHAT IS COMMUNICATION?

Process which enables people to

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understand one another

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edge academy™ - 3/302, Mantri Residency, Opp Meenakshi Temple, Bannerghatta Road, Bangalore – 560 076. INDIA
sudhir@ealpl.com | Tel: +91.9845035110 | www.ealpl.com

HOW DO YOU DO IT?
 Speak
 Write

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 Give expression to our ideas
 Responding to signals, symbols and gestures

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COMMUNICATION MODEL
 Parts of Message
 Factual Data
 Appeal

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 Relationship
 Intended
 Un – Intended
 Unconscious expressions and Body Language

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 Communication Process – Block diagram
 Communication Competencies


COMMUNICATION PROCESS
 SenderIdeas (cluster)Coding (means of
communication) Medium of sending

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 Receive(Listening code)Decode(Knowledge &

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Familiarity)Interpret(perception) Receiver


COMPETENCIES
 Sender  Receiver

 Confront  Duplicate

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 Intention  Acknowledge

 Attention  Understand

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BLOCKS OF COMMUNICATION
Sender Receiver

Confront Duplicate

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Intention Acknowledge

Attention Understand

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BLOCKS OF COMMUNICATION
 Perception
 Prejudice

 Bias

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 Cultural Traits

 Language Barriers

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A U R A OF COMMUNICATION
A – Attention
 U – Understanding

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 R – Retention
 A - Action

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INHIBITIONS TO A U R A
 These have to be confronted and dealt with
 Hesitation : Not prepared/Not enough Knowledge
 Perfection Paralysis

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 Negotiating the Critic within self
 Knowing too much : I need not speak here
 Crowd fear : Inability to deal with Blank space
 Image of Myself

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ROLE PLAYS
 2 people sitting with their back to each other and
doing an activity (Not conveying the idea/taking
people for granted)

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 1 person communicating the diagram with his back
to the audience(eye contact/ lack of monitoring
 Chinese Whisper

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SKILLS FOR FORMAL & INFORMAL
COMMUNICATION
 Formal Communication
 Public Speaking/Debates : Skills, Developing these skills
will remove the limitations faced in the conversation and
party talk

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 Informal Communication
 Personal Bonding communication : Mother/son-
Emotions/An Hug/A pat
 Conversation : Projection of Self

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 Party Talk : The inclination to know all, but inhibitions due
to blocks


THE FOUR STAGES OF SPEAKING

The Non Speaker

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The Occasional Speaker

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The Willing Speaker

The Leader

TWELVE BEHAVIORAL SKILLS - SPEAKING
1. Eye contact
2. Posture movement
3. Gesture/ Facial Expression

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4. Dress/Appearance
5. Vocal Variety
6. Language Working with words
7. Listener involvement

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8. Conviction/ sincerity
9. Inspiration
10. Humor
11. The Natural self
12. The use of Props


DRESS AND APPEARANCE

1. Be Appropriate

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2. Dress At The Conscious Level

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3. It’s Bigger Than You Think

You Will Never Get Another Chance
To Make An Appearance


Benefits to Personality

•A self confident individual

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•An Outgoing ascendant personality
•Desire to persuade
•Ability to inspire

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THE EGO STATES

The Parent State

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The Adult State
The Child State

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THE FOUR STAGES OF LEARNING
1. Unconscious Incompetence

We don’t know that we don’t know

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2. Conscious Incompetence

We know that we don’t know

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3. Conscious Competence

We work at what we don’t know

4. Unconscious Competence

We don’t have to think about knowing it

PRESENTATION SKILLS

 Presentation skills have assumed utmost importance in the place of work
today

 They are essential at all levels of work, be it making client presentations or in

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team meetings or seminars

 The efficacy of one’s presentation can make or break deals & also be a
deciding factor in getting ahead at work

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 Thankfully, presenting is not rocket since & is a skill that can be learnt
through practice, perseverance & the application of some tips.


POWERFUL PRESENTATION SKILLS

Eight Steps to a Powerful Presentation
1. Develop your objectives
2. Know your audience

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3. State the main ideas
4. Decide supporting information
5. Create an opener
6. Develop transitions

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7. Structure the main body
8. Prepare the close


Audience Analysis Checklist
1. How many people are expected to attend?
2. What is their gender?
3. What is their age group?
4. What is their educational level?
5. What is their occupation or professional status? What level?
6. What is their income level?

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7. What is their knowledge of the subject?
8. What are their prejudices and biases about my subject? Me? My organization?
9. What are their reasons for attending?
10. What are their problems?
11. What are their fears?
12. What are their challenges?

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13. What are their goals? Wants? Expectations?
14. What is taboo with them?
15. Will they appreciate humor?
16. What is their attitude about hearing me?
17. What types of information and techniques are likely to gain their attention?
18. What information or techniques are likely to get negative reactions?
19. How well do they know me?
20. How much do I have to “prove myself” before being accepted?



Preparation Worksheet
1. What is the topic of the presentation?
_______________________________

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2. When is the presentation?
_________________________________________
3. How long is the presentation?
______________________________________

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4. Where is the presentation?
_________________________________________
5. Who is the point of contact?
________________________________________



 Step 1: What are the objectives?

____________________________________________________________________
____

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____________________________________________________________________
____

 Step 2: Who is the audience? (Refer to the Audience Analysis Checklist)

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____________________________________________________________________
____

____________________________________________________________________
____

 Step 3: What are the main ideas?
____________________________________________________________________


Openers, Transitions, Key Points and Closers
1. The purpose of an opener or introduction is to capture your audience’s
attention –and keep it. You have three objective to accomplish:
2. Sell your audience on listening to your presentation

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3. Introduce the subject of your presentation
4. Establish your credibility with the audience

Key ingredient of an opener

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1. Attention –getting statement
2. Key points highlighting the topic
3. Benefits to the audience
4. Appropriate words and gestures



Types of openers
1. Quotations
2. Rhetorical questions

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3. Declarative statement
4. Real-world situations
5. Current events
6. Scenarios

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7. Anecdotes



Five deadly sins of openers
… and how to avoid them
1. Apologies

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2. Long or slow-moving statements
3. Obvious observations
4. Trite questions
5. Stories not related to your topic

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Exercise
 Think about what you need to cover in the opening of
your presentation. Write down the key point.

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 Presentation with video shoot

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Develop Transitions
1. What is a transition?
2. A transition is a link that joins the end of one point to the beginning of the
next. It provides a natural flow into the key point of the presentation, while

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continuing to build audience interest.

Guidelines for using transitions
1. Keep them short

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2. Use attention-getting statements
3. Use relevant statistics
4. Use humor or shock statements, provided they are appropriate
5. Use pauses, hand and body movements, and voice modulation



Sample transitions
1. “Now that we have looked at A, let’s look at B.”
2. “In addition to these accomplishments, we also have been successful…”
“So, in the next hour, I plan to show you…”

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3.

Exercise
 Write a transition or “bridging” statement that connects your opener to the
main part of your presentation.

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Structure the main body
1. The main body of your presentation is a compilation of key point and
supporting material
2. This section is where either you will convince (or persuade) your listeners

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to your point of view or lose them
3. It is essential that you logically sequence your main ideas, so your
audience can easily follow, understand and remember your message

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What is the most logical sequence?
1. Chronological order
2. Priority
3. Spatial arrangement

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4. Topical approach
5. Problem – solution

Prepare the close

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1. The conclusion is the strongest part of your presentation and should :
2. Provide a summary of main ideas and objectives
3. Review the purpose of the entire presentation
4. Appeal directly for audience action


Key ingredients of a closing
1. A bridging statement that announces the closing
2. _ “Let me summarize”
3. _ “To restate my four main points”
4. _ “To sum up where we have been”

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5. A restatement of the key points
6. Summary of the main idea
7. Benefit statement where appropriate
8. Brief and memorable statement

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Five deadly sins of closers
1. Changing your delivery style
2. Admitting you have forgotten a point
3. Stopping and not summarizing the key points
4. Apologizing
5. Rambling



Types of closings
1. A return to the opening theme
2. A future challenge

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3. A call for action
4. A reference to whatever follows the presentation
5. Any type of opener

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PRESENTATION SKILLS - PRESENTATION ANXIETY
How to overcome and channel fear
 Fear: A distressing emotion aroused by an impending pain, danger or evil; or
by the illusion of such.

1. Physical stress reducers
1. Deep breathing

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2. Relaxation technique
3. Isometric exercises
4. Moving and gesturing
5. Eye contact

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2. Psychological stress reducers
1. Acceptance/surrender to it
2. Positive attitude
3. Affirmation
4. Visualization
5. Worst-case/best-case scenario
6. Preparation
7. Practice


PRESENTATION SKILLS - PRESENTATION ANXIETY
How to overcome and channel fear
 Fear: A distressing emotion aroused by an impending pain, danger or evil; or by the
illusion of such.

1. Physical stress reducers
1. Deep breathing

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2. Relaxation technique
3. Isometric exercises
4. Moving and gesturing
5. Eye contact
2. Psychological stress reducers

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1. Acceptance/surrender to it
2. Positive attitude
3. Affirmation
4. Visualization
5. Worst-case/best-case scenario
6. Preparation
7. Practice
3. Visual Aid and Logistics


DEVELOPING AND USING VISUAL AIDS
Visual Aids and Logistics - Developing and Using Visual Aids
Why use visual aids
1. To increase your persuasiveness
 Presenters using visuals conduct meeting in 28 percent less time, increase audience
retention up to five times and get proposals approved twice as often – Wharton School,
University of Pennsylvania study

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2. To heighten retention
 When visuals are added to an oral presentation, retention increases by about 10 percent
– University of Minnesota study

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3. Students learn vocabulary twice as well when the instructor uses visual
aids - University of Wisconsin study

4. People comprehend about seven percent of information delivered
verbally. They comprehend 87 percent when the information I delivered
both verbally and visually - Harvard University study


PRESENTATION SKILLS
When to use visual aids
1. To open the presentation
2. To channel thinking
3. To emphasize key point
4. To present statistical data
To make comparisons

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5.

6. To explain new concepts

Six commandment for creating visual aids
1. Unity: use only one idea for each visual. Include a headline

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2. Simplicity: make idea and relationships simple and memorable. Avoid cluttering a
visual with too many words, numbers or graphics
3. Legibility : make letters big and readable
4. Consistency: use the same type style and art style. Don’t mix a variety of style
5. Clarity: avoid type that is too small to read. Avoid all caps for large blocks of type.
6. Quality : make it neat, and make it look professional


PRESENTATION SKILLS - DELIVERY
Vocal Image: “Its not what you say, but how you say It
1. Pitch
a) Conversational
b) Natural
c) Low
2. Pace
Consider your audience

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a)
b) Slow for important phrases
3. Volume
a) Loud enough so everyone can hear
b) Varied to heighten interest
Resonance

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4.
a) Quality
b) Appropriate
c) Energetic
5. Pausing
a) Conveys that you are relaxed and confident
b) Allows audience time to think about word flow
c) Signals a transition from one thought to another
d) Creates impact and emphasis

PRESENTATION SKILLS - PREPARING YOUR CONTENT
• 1-Define Objective • 3-Main Idea
• -Purpose • -Few in number
• -Expected outcome • -Support objective
• -Expected reaction • -Key take away
Support Material
Know Audience -Within
-Group size organization

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-Profile - Outside
-Demographics organization
-Personal

Closing
Build Transition

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-Summarize
-Logical link
-Return to the
-Humor, statistics
topic
-Pause, gestures
-Close with a bang
• 7-Structure Content • 5-Create Opening
• -Logical flow • -Grab attention
• -Problem-solution • -Increase involvement
• -Chronological • -Create curiosity


1. Define your objective: Be very clear about the purpose of your presentation & the expected
outcome/reaction. Your content will have to be tailored in line with the objective.

2. Know your Audience: Prior to your presentation, try & understand your target audience with
regard to their professional/personal profile. Also, keep in mind the size of the group that you’ll
be presenting to. Your message & presentation methodology need to be at a level that the
audience can appreciate.

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3. Have a main idea: The trick to a good presentation is to have just 2-3 main ideas that you
build on through the course of your presentation. A presentation is not meant to be an
information overload. Determine your main ideas by establishing what key take always you
want to leave your audience with after the presentation.

4. Use Support Material: Any opinion or ideas put forth in a presentation become more credible

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when backed by facts or instances. For the same, you can draw on data/situations/case
studies in your own organization or outside your organization as is relevant. You can also
quote instances from your own experience if required.

5. Create an opening: It is important to grab the attention of the audience within the first few
minutes of your presentation. If one fails to have a good opening, one has already lost
audience involvement & one will find it difficult to regain it subsequently.


Quotation

Rhetorical
questions
Declarative
statements

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Real World
situations
Current
Events

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OPENING

 For an opening one could use:-
 -A warm greeting followed by setting context about the presentation (This can include a quick self
introduction if audience isn’t acquainted with you.)
 - Statistics pertaining to your topic
 - Pictures/Quotations/Stories that catch the audience attention & that you can build upon to
establish the context of your presentation
 -Rhetorical questions pertaining to your topic.

BOOKS FOR REFERENCE
1. Body Language at work – Peter Clayton

2. Essential Manager’s Manual – Robert Heller & Tim Hindle

3. How to Read Others’ Thoughts by their Gestures – Allan Pease

4. How to win friends and influence people – Napoleon Hill

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5. Letitia Balridge’s New Complete Guide to Executive Manners – Letitia Balridges

6. Power Etiquette – What You Don’t Know can Kill Your Career – Dana May
Casperson

The Art of reading gestures and Postures – Vinay Mohan Sharma

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7.

8. The Pursuit of WOW – Tom Peters

9. Why Men Don’t Listen and Women Can’t Read Maps – Allan & Barbara Pease

10. Why Men Lie & Women Cry – Allan & Barbara Pease


THANK YOU

Tel: +91.98450 35110
email: info@ealpl.com
URL: w w w . e a l p l . c o m
edge academy™
3/302, Mantri Residency
Opp Meenakshi Temple
Bannerghatta Road
Bangalore – 560 076. INDIA

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Effective communication skills ver 1.6