3. CITY UNIVERSITY OF SCIENCE AND INFORMATION TECHNOLOGY, PESHAWAR
Presentations Skills
for
Engineering Managers
Prof. Dr. Attaullah Shah
CITY UNIVERSITY OF SCIENCE AND INFORMATION TECHNOLOGY, PESHAWAR

4. Principles of Effective Communication
By; Engr.Dr. Attaullah Shah

5. Quotes about communication
Those who listen well to what is said and follow the best of it,they are the ones whom Allah has guided,they are the people of intelligence. (Surat az-Zumar, 18)
“The single biggest problem with communication is the illusion that it has taken place.” ― George Bernard Shaw
“Constantly talking isn't necessarily communicating.” Charlie Kaufman
“The most important thing in communication is to hear what isn't being said.” ― Peter Drucker
“When the trust account is high, communication is easy, instant, and effective.” Stephen R. Covey, The 7 Habits of Highly Effective People
When we change the way we communicate, we change society” Clay Shirky

6. Think like a wise man but communicate in the language of the people
Think like a wise man but communicate in the language of the people. William Butler Yeats
We have two ears and one mouth so that we can listen twice as much as we speak. Epictetus
Communication is the real work of leadership. Nitin Nohria
he way we communicate with others and with ourselves ultimately determines the quality of our lives. Anthony Robbins
“Talk is free but the wise man chooses when to spend his words.” Neil Gaiman
The first problem of communication is getting people's attention.Chip Heath,
“Mend your speech a little, Lest you may mar your fortunes.” Shakespeare
“Writing, the art of communicating thoughts to the mind through the eye, is the great invention of the world….. Abraham Lincoln

7. THE QUALITY OF YOUR LIFE IS THE QUALITY OF YOUR COMMUNICATION ~
BOTH WITH YOURSELF & OTHERS

8. "You are not only responsible for what you say, but also for what you do not say." – Martin Luther 

9. Words Are Energy
Never use words like defeats, failure & problem. Always talk of “Hope, Belief, Faith, Victory & Success.”
When you use a Positive word, a wave of Positive word, engulfs you, raising your Energy Levels & Putting you in a
“Winning Frame of Mind.”
Words are Energy use
them in your favour!!

10.   "Kind words can be short and easy to speak, but their echoes are truly endless." - Mother Theresa of Calcutta

11. Why is communication important ?
Inspires confidence
Builds respect
Helps make friends
Reveals your ability to others
Develops a distinct personality
8 October 2017

12. “This is a common view from engineers. What are your thoughts?
“As an engineer, my job is just to develop the best technical solution. So why do I need communications skills? “
“This is a common view from engineers. What are your thoughts?
3 – 5 minutes
This slide is meant as an introduction. The quotes are animated on the mouse. Click or advance.
Ask the students their thoughts on the quote. Do they agree or disagree? Ask them why?
Have a co-presenter or an assistant track the comments on a flip chart.

13. Engineers as Communicators: The Perception
The fact is, many engineering students and practicing engineers prioritize technical skills over communication skills
That is a mistake and they will find out communication skills are every bit as essential as technical skills if engineers want to be fully effective in their jobs and have successful careers
1 minute
Depending on their reaction from the previous, that will guide you on how to approach this slide.
If they agreed with the quote, they join many in the perception that engineering is just about technical competence. Emphasize the points on the slide.
If they disagreed with the quote that are enlightened and know the importance of good communication skills and that information will help ensure they will have a successful career. This leads into the next slide.

14. Engineers as Communicators: The Reality
The reality is that in the engineering fields that effective communication skills are crucial to success in the workplace.
In a recent survey conducted by ASME (American Society of Mechanical Engineers) of both society members and nonmembers in engineering related positions, respondents said:
“Communication skills — such as business writing, technical writing, public speaking, and presentation preparation — are crucial for success as engineers work in and among more varied groups.
1 minute
Because the reality is that in engineering, effective communication will be crucial to your success. And that realization many engineers face as they begin their careers.
In fact, there is a saying that, “In engineering, you’ll only go as far as your communications skills will take you.”
And a recent survey conducted by ASME confirmed that. The respondents indicated that communications skills are crucial for success

15. Views on the Importance of Communication
"Developing excellent COMMUNICATION skills is absolutely essential to effective leadership. The leader must be able to share knowledge and ideas to transmit a sense of urgency and enthusiasm to others. If a leader can't get a message across clearly and motivate others to act on it, then having a message doesn't even matter." Gilbert Amelio, President and CEO of National Semiconductor Corp.
“COMMUNICATION – the human connection – is the key to personal and career success.” Paul J. Meyer, Businessman and Motivational Speaker
“Good COMMUNICATION does not mean that you have to speak in perfectly formed sentences and paragraphs. It isn't about slickness. Simple and clear go a long way.” John Kotter, Harvard Professor and “Leading Change” Expert
2 minutes
And it’s not hard to find similar views on communication from prominent individuals, because being a good communicator translates into everything we do, both personally and professionally. And Paul Meyer’s quote is reflective of that. (Paul Meyer was a successful businessman who became a leading motivational speaker)
And we also see in John Kotter’s quote that in the end, good communication is not about being perfect, it’s about being simple and clear. (Jon Kotter is a Harvard professor, author and an expert on leading change)
Finally, the last quote really sums it up and I want to stress the part that a leader must “be able to share knowledge and ideas.” Just substitute “leader” with “engineer.” Because it really applies.
You can be the most technically gifted engineer, but if you are unable to share your knowledge, display enthusiasm and try to get others to act on your ideas, it wont matter that you developed a brilliant design. Being a good engineer means being a good communicator.

16. Presentation Layout Communication and its components
Barriers to communication
7 C’s of effective communication
Listening comprehension
Non verbal communication and body languaue

17. What is communication?
What do you think communication is? How would you define it?
Take a few moments to write down some of your thoughts…

18. Communication
Communication is defined as the interchange of thoughts or opinions through shared symbols; e.g. language, words, phrases
Some synonyms of the word communication are: message, directive, word, contact, commerce, communion, intercommunication, intercourse; converse, exchange, interchange, conversing, discussing, talking; conversation, discussion, talk, advice, intelligence, news, tidings

19. Why Study Communication?
The Only Completely Portable Skill
You will use it in every relationship
You will need it regardless of your career path
The “Information Age”
The history of civilization is the history of information
Language and written documents facilitate the transfer of information and knowledge through time and space

20. Why Study Communication?
Your Quality of Life Depends Primarily on Your Communication Skills
You Cannot Be Too Good at Communication
People Overestimate Their Own Communication Skills

21. History of Communication
Nonverbal: 150,000 years
Oral: ,000 years
Written: ,000 years
Early writing: BC
Egyptian hieroglyphics ( Use of symbols and pictures): BC
Phoenician alphabet: to 2000 BC
Book printing in China: 600 BC
Book printing in Europe: AD

22. Four facets of communication
There are four facets in all types of communication:
Sender
Receiver
Information
Behavior
The sender sends the message to the receiver. The message received may not be identical to that sent.
Communication is usually meant to pass on information that will lead to a change in behavior.

23. The Communication Process
Message
Decision-
Making
Decision-
Making
Filters
Beliefs
Values
Questions &
Metaphors
Beh. Type
State
Filters
Beliefs
Values
Questions &
Metaphors
Beh. Type
State
Sensory Data
Meaning
Meaning
Sensory Data
Encoding
Encoding
Sender
Receiver
Channel
The Bowman Communication Model,

24. Four facets of communication
In any communication:
The Sender is the person trying to communicate a message
The Receiver is the person at whom the message is directed
A message is sent to convey information
Information is meant to change behavior
The sender sends the message to the receiver. The message received may not be identical to that sent.
Communication is usually meant to pass on information that will lead to a change in behavior.

25. Why we communicate We communicate to: Share our ideas and opinions
Provide feedback to others
Get information from others
Gain power and influence
Develop social relationships
Maintain self-expression and our culture
and other ideas you may have thought of

26. How we communicate
We communicate and build interpersonal relationships through:
Speech
Writing
Listening
Non-verbal language
Music, art, and crafts

27. Choosing your medium
Depending upon the situation, one method of communication may be better than another.
In person: one-to-one
In person: meetings, small groups
In person: presentations, large groups
Letter
Memo
Note
Voice mail

28. Choosing your medium
To determine the best medium for your message determine:
What you as the sender need to achieve
What the receiver needs to know. What the receiver wants to know
How detailed, important, and or personal the information in the message is
Which behavior you want to influence and how

29. Choosing your medium How would you communicate…
an organizational change in your unit
the introduction of a new employee
a change in someone’s job duties
a reprimand
notice of a meeting
Take a few moments to write down some of your thoughts…

30. Choosing your medium The best way to communicate…
an organizational change in your unit by memo and small group meetings
the introduction of a new employee by group and one-on-one meetings
a change in someone’s job duties by memo and one-on-one meeting
a reprimand in a one-on-one private meeting
notice of a meeting by memo and

31. Barriers to communication
Some common barriers to interpersonal communication include:
Unclear process: The receiver and sender may not share the same language, slang, jargon, vocabulary, symbols
Chain of command: There may be too many layers that a message passes through between sender and receiver
Large size of an organization, geographic distance: Large numbers of receivers require good message sending methods
Personal limitations: Physical and mental disabilities, and differences in intelligence and education may interfere with mutual understanding

32. Barriers to communication
Additional common barriers to interpersonal communication include:
Human nature: Peoples’ egos, prejudices, and traditions can get in the way
Conflicting feelings, goals, opinions: If people feel on opposite sides of an issue they may not share
Power: The idea that knowledge is power can lead to information hoarding and other ideas you may have thought of

33. Share your ideas to… State an opinion or position
Give instructions or directions
Announce a change
Make presentations
Participate in meetings
Give information in emergencies
Communicate the organizational mission, vision, and values
and other ideas you may have thought of

34. Obstacles to sharing ideas…
Your own shyness
Fear of rejection
Peer pressure
Unorganized thinking
Others possibly becoming defensive
Physical disabilities (impaired sight, hearing, speech)
Having to deal with aggressive people
and others you may have thought of

35. Speak for yourself…
To ensure your messages are clear, speak for yourself, not for others:
Speaking for yourself sounds like:
I, me, my…
I think, I feel, I want to know that…
Speaking for no one sounds like:
It, some people, everyone, they decided…
Speaking for others sounds like:
We, you, John, Mary said…

36. SHARE your ideas – a model
State the main point of your message
Highlight other important points
Assure the receiver’s understanding
React to how the receiver responds
Emphasize/summarize your main ideas

37. SHARE – an example State the main point of your message
“I’d like to talk to you about the new employee welcome program”.
Highlight other important points
“We need to discuss the new schedule, locations, and presenters”.
Assure the receiver’s understanding
“Do you need me to further clarify how we are making invitations”?
React to how the receiver responds
“I understand your concern about parking”.
Emphasize/summarize your main ideas
“To wrap-up, I’ll develop the schedule and make the room reservations, if you can line up the guest speakers”.

38. More & Less Effective Listening Skills
Active, focused
Passive, laid back
Easily distracted
Pays attention
Asks questions
Asks no question
Keeps open mind
Has preconceptions
Assimilates
information
Disregards
information

39. Some Tips for Improving Written Communication
Use simple words & phrases. Use short & familiar words Use personal pronouns (such as “you”) whenever appropriate. Give illustrations & examples; use charts. Use short sentences & paragraphs. Use active verbs, as in “Mgr plan…” Avoid unnecessary words.

40. 7 C’s of Effective communication
For transmitting effective written or oral messages, Certain principles must be followed. These are sometimes called 7C,s. 1.Completeness 2.Conciseness 3.Clarity 4.Correctness 5.Consideration 6.Courtesy 7.Concreteness

41. 1.Completeness Every communication must be complete and adequate.
Incomplete messages keep the receiver guessing, create misunderstanding and delay actions.
Every person should, therefore, be provided with all the required facts and figures.
For example, when factory supervisor instructs workers to produce, he must specify the exact size, shape, quality and cost of the product. Any assumptions behind the messages should also be clarified. While answering a letter, all the questions raised in the letter must be replied.
Tips
Provide all necessary information
Answer all questions asked
Give something extra when desirable

42. 2.Conciseness
Be brief and be able to say whatever you have to say in fewest possible words without sacrificing the other C qualities.
Conciseness is desired because of the following benefits:
A concise message saves time and expense for both sender and receiver.
Conciseness contributes to emphasis; by eliminating unnecessary words, you let important ideas stand out.
When combined with a “you-view”, concise messages are inherently more interesting to recipients as they avoid unnecessary information.
Tips:
Eliminate wordy expressions
Include only relevant material
Avoid unnecessary repetition

43. 3. Clarity
Clarity means getting your message across so the receiver will understand what you are trying to convey.
You want that person to interpret your words with the same meaning you have in mind.
Accomplishing that goal is difficult because, as you know, individual experiences are never identical, and words have different meanings to different persons.
Tips:
Choose short, familiar, conversational words
Construct effective sentences and paragraphs.
Achieve appropriate readability (and listenability).
Include examples, illustrations, and other visual aids, when desirable.

44. 4. Correctness
1Right level of language and accuracy of facts, figures and words.
If the information is not correctly conveyed, the sender will lose credibility.
Transmission of incorrect information to outsiders will spoil the public image of the firm.
To convey correct messages, grammatical errors should also be avoided.
You should not transmit any message unless you are absolutely sure of its correctness
Tips
Use the right level of language
Check accuracy of figures facts and words
Maintain acceptable writing mechanics

45. 5.Consideration
Consideration means that you prepare every message with the recipient in mind and try to put yourself in his or her place.
Try to visualize your readers (or listeners)—with their desires, problems, circumstances, emotions, and probable reactions to your request.
Then handle the matter from their point of view
This thoughtful consideration is also called "you-attitude," empathy, the human touch, and understanding of human nature.
Tips:
Focus on You instead of I and We
Show audience benefits
Emphasize positive pleasant facts

46. 6. Courtesy Courtesy stems from sincere you-attitude.
To be courteous, considerate communicators should follow these suggestions regarding tone of the communications. • Be sincerely tactful, thoughtful, and appreciative. • Omit expressions that irritate, hurt, or belittle. • Grant and apologize good-naturedly.

47. 7. Concreteness
Communicating concretely means being specific, definite, and vivid rather than vague and general.
The following guidelines should help you compose concrete, convincing messages
Tips
Use specific facts and figures.
Put action in your verbs.
Choose vivid, image-building words.

48. Getting good information
Why is it necessary to get good information from others?
Take a few moments to write down some of your thoughts…

49. The power of listening
The philosopher Epictetus stressed the power of listening in this quote:
“Nature gave us one tongue and two ears so we could hear twice as much as we speak.”

50. Listen actively Prepare to listen by focusing on the speaker
Control and eliminate distractions so that you can focus on the message. Don’t do anything else (writing, reading, ) but listen
Establish appropriate eye contact to show interest
See listening as an opportunity to get information, share another’s views, and broaden your own knowledge

51. Listen actively
Create a need to listen by thinking about what you can learn from the speaker
Set aside the time to listen so that you won’t feel rushed or become distracted by other responsibilities
Don’t prejudge the message based on who is delivering it. Focus instead on the content of the message.
Monitor the way you listen by asking yourself questions such as “Did I really pay attention or was I thinking about what I was going to say next”? “Was there information I missed because I allowed myself to become distracted”?

52. Obstacles to giving constructive feedback
Separating the person from the problem
Others becoming defensive or angry
Fear of negative consequences (especially if the other person is a supervisor)
Dealing with potential conflict (especially if the other person is aggressive)
Avoiding hurt feelings
Preserving relationships
Not having all the facts and jumping to conclusions
Choosing the right time so that the other person is most receptive
and other ideas you may have thought of

53. Body language
Nonverbal communication, known as “body language” sends strong positive and negative signals. This is how much it influences any message:
Words %
Tone of voice 34%
Non-verbal cues 58%
Message 100%

54. Body language includes…
Face
Figure
Focus
Territory
Tone
Time
Each of these is described in the following slides…

55. Body language - face Face includes: Your expressions
Your smile or lack thereof
Tilt of the head; e.g., if your head is tilted to one side, it usually indicates you are interested in what someone is saying
What message are you sending if someone is presenting a new idea and you are frowning?

56. Body language - figure Figure includes: Your posture
Your demeanor and gestures
Your clothes and accessories such as jewelry
What message are you sending if you are dressed casually at an important meeting?

57. Body language - focus Focus is your eye contact with others
The perception of eye contact differs by culture. For most Americans…
Staring makes other people uncomfortable
Lack of eye contact can make you appear weak or not trustworthy
Glasses may interfere or enhance eye contact
What message are you sending if you are looking at other things and people in a room when someone is speaking to you?

58. Body language - territory
Territory focuses on how you use space. It is also called proxemics.
The perception of territory differs by culture. Most Americans are comfortable with an individual space that is about an arm’s length in diameter, Muslims feel warmth when they embrace.
What message are you sending if you keep moving closer to a person who is backing away from you?

59. Body language - tone Tone is a factor of your voice
Pitch is the highness or lowness of voice
Volume is how loud your voice is
Emphasis is your inflection
What message are you sending if during a disagreement you start speaking very loudly?

60. Missed communication As the Manager Requested it.
As Purchasing ordered it.
As Marketing wrote it up.
As the Art Dept. designed it.
As the Supervisor implemented it.
What the Employee really wanted!

61. Course Outline
Paragraph writing, Practice in writing a good, unified and coherent paragraph
Essay writing
CV and job application
Translation skills
Study skills
Skimming and scanning, intensive and extensive, and speed reading, summary and précis writing and comprehension
Academic skills, Letter / memo writing and minutes of the meeting, use of library and internet recourses
Presentation skills: Personality development (emphasis on content, style and pronunciation)

62. Engineering / Business Ethics: Need and objectives for code of ethics and its importance, Types of ethics, involvement and impact in daily life, Problems / conflicts / dilemmas in application (case studies), Sexual Harassment / discrimination in the workplace: a) why it occurs, b) myths regarding sexual harassment, c) how to deal with it, d) gender equality e) respect etc. Codes of conduct: Code of Pakistan Engineering Council, Code for Gender Justice, Brief study of other codes of conduct.

63. 1. Ellen, K Maximize Your Presentation Skills: How to Speak, Look and Act on Your Way to the Top, Prima Lifestyles Hargie, O. (ed.) Handbbook of Communications Skills, Routledge 3 Mandel, S Effective Presentation Skills: A Practical Guide Better Speaking, Crisp Publications 4. Mark, P Presenting in English. Hove: Language Teaching Publications.

64. Class Rules All classes are mobile free.
Timely submission of Assignments is mandatory and if not turned in when due, the student may be graded negatively.
Individual homework means individual effort. This must be reflected in the work. Verbose presentations will be discouraged. Individual innovative thinking and case studies will be high appreciated.
There will be surprise quizzes, in addition to scheduled quizzes.
Please keep on reading your s daily to find any new classroom instructions.
Latecomers will be considered/marked as absent in the class.
Class sanctity is top most in our agenda while class is in session.
All volunteers who present new ideas in the class will be highly encouraged.
Reference to journal publications will be highly valued in the assignments.

65. Thank You