ForSECONDARY SCHOOL STUDENTS

ByZAINI ABDUL WAHAB

2016

THE BASICS OF EFFECTIVE

COMMUNICATION

Early Career Planning Program for Secondary School Students

NOW…

Let’s get to know each other!

Please introduce yourself in one minute!

Define your “ formal” communication…

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What Is Communication? Communication is often mistaken as being a means of transferring

information.

For human beings communication is much more than an information transfer, it is more clearly described as an exchange of meaning. Note the two words ‘exchange’ and ‘meaning’.

Exchange means that there is always more than one person actively involved, communication with an active speaker and a passive listener.

Meaning is more than words, it involves all that is behind the words, the context in which they are used, the persons involved in the communication, the non verbal elements such a tone and body language.

It involves both the creator of the message and the recipient.

THE MEANING OF WORDS

If I told you I was driving the latest model Rolls Royce you may wonder what such an important person would be doing here spending time in a class room.

So you can see what the use of a familiar word can do and how the image can be simply enhanced, or changed by the addition of another simple word. Language is very powerful.

OUR UNDERSTANDING OF WORDS

If words can convey powerful images, words we don’t know or haven’t experienced before do nothing for us.

We constantly confronted with words we don’t understand.

Technical jargon (words we know but no one else understands) are wasted if our communication is not with an other person familiar with exactly the same technology.

Beware of jargon!

NON VERBAL COMMUNICATION We are all familiar with verbal

communication but we tend to overlook the non verbal aspects of communication.

We seem to accept non verbal communication without a lot of thought.

We do it naturally and we respond to it naturally.

The two most powerful non verbal messages that can enhance your presentations are sincerity & determination.

Our Preferences For Taking In And Processing Information

People have certain ways of taking in information and in processing that information. We can’t tell what the preferences of our audience are so it is important to cover all possibilities.

To illustrate what I mean by preference please write your name.› Now write your name again using your other hand› Now you know what I mean by preference.

You prefer using one hand rather than the other for writing and clearly one does a better job more easily than the other. In the same way we have preferences for gathering and processing information.

Common Barriers & Weaknesses In Communication

Language proficiency Written: conventional (letter) & electronic

correspondences (e-mail) Oral: presentation, meeting, discussion,

negotiation and etc. Lacking of relevant knowledge &

information

Why your image matters?

Key elements TO SHAPE YOUR REPUTATION

Reflect your APPEARANCE,BEHAVIOUR,CONDUCT & VERBAL-NON VERBAL COMMUNICATION

Impressions shaped by DAILY ACTIONS,COMMON

PRACTICES & FOUNDATION PRINCIPLES

Affects public perception with our goal to CREATE POSITIVE & ENDURING

IMPRESSION

PROFESSIONAL/GOOD IMAGE

Making a good first impression and to make it last. …

To understand common human perception & basic of elements in image building

To have basic understanding of professional acceptable attitudes & mannerisms

Common Human Perception: TRUE or FALSE?

We often mix or comfortable with people who are with “similar” types of attire with us

Women tend to be more fashion conscious compare to men

Men often being misunderstood whenever they tried new fashion especially for middle aged men

Good professional appearance strongly related with higher ranks/positions

Basic of elements in image buildingQuality of workResponsiveness AccountabilityOverall presentationCommunication

VerbalWritten

Listening abilitySocial networking personReputation

GOOD APPEARANCE: IMPRESS OTHERS WITH YOUR CONVINCING IMAGE

BUILDING SELF ESTEEMCoordinating the right “polish”

for a professional image at right occasions with positive

mindset

Self-esteem: 4 steps to feel better about yourself

Identify troubling conditions/ situations

Become aware of thoughts &

beliefs

Challenge negative

/inaccurate thinking

Adjust your thoughts &beliefs

Signs of negative thinkingAll-or-

nothing thinking

Mental filtering

Converting

positives into

negatives

Jumping to

negative conclusio

ns

Mistaking feelings for facts

Self put-downs

Overcome negative thinking...

ADJUST YOUR THOUGHTS &

BELIEFSUse hopeful statements

Forgive yourself

Avoid 'should' & 'must' statements

Focus on the positive/strengths

Relabeling upsetting thoughts

WHY GOOD & IMPRESSIVE LOOK?

YOU….› Will stand among the rest› Will be noticed› Will be remembered› Will create positive

impression & good reputation

› Will have positive impacts in career

Reflect your credentials

•DREss andDRE

•SpeakS• for SuccessS

DRESS UP!

…to reach your Ultimate Potential!

SIGNIFICANCE OF COLORS

BLACK—color of authority RED—good for confidence BROWN—denotes reliability GREY—shows dependability

Pastels are best worn for accents such as blouses & scarves - they suggest lack of credibility

Formal attire is for everyone as a part of the international business language

BASIC COMMUNICATION ETIQUETTE How to stand out among the rest with a good introduction of ourselves?

The Basic Strategy…

1. Making proper introductions, handshakes & an “entrance”

2. Manage your voice in verbal communication

Handshake

Expressions with handshake

Managing your voice When we speak, our

listeners get an impression of how we feel from our tone of voice

We can sound pleasant & friendly, angry & upset, or irritated & frustrated. 

It is not enough to just say the right words, we also need to be cautious about the tone we use, so that we convey our message effectively

How do you want to be perceived?  

Do you let your underlying emotions interfere in your daily conversations with others?  

If you do, then you may be sending the wrong messages!

Firm or harsher voice? Our melody is more

controlled, so that when we stress important words with less up & down pitch changes

Our speaking volume may be louder

Facial expressions are more controlled & the person may be frowning, with no smile 

Friendly tone of voice Our up &down pitch when

stressing words is more extreme - we tend to make higher pitch changes

Speaking volume may be softer, but not necessarily-generally a quieter voice will signal a less aggressive tone

When we are happy, we generally smile when we speak - people can hear it! Use your smile as much as you

can to help your speech sound more pleasing to others!

Interactive session # 11. Practice the statements 

2. Each sentence is said twice, once in a firm or harsher tone and once in a friendly tone

3. See if you can hear and feel the difference between the two tones, both when you hear them and when you say them

Good morning, how are you doing today?

I like the idea you had in today’s meeting.

You did a really good job on that project.

I’d like to talk to you for a minute, if this is a good time.

Would you like to go out for lunch tomorrow at noon?

You make a good point, and I will keep that in mind.

Could we talk about that a little later?

It’s so good to see you!

Thank you for the compliment.

GOOD BODY LANGUAGES

Body Language May be the biggest part of effective workplace

communication

It “tells”—gestures and facial expressions tell the listener what you are thinking or what your attitude is regardless of what you are verbalizing

Hidden signals conveyed by your body

The ‘smile’ factor, building posture, facial expressions & eye contact & gestures

Practical Guides To Using Body Language In Day To Day Communications

Project confidence with your body language Act confident &

feel confident Confident vs.

Cocky

Body Language: How to look confident?Be positive – identify and overcome our “ weaknesses”

How to look confident? Smile Eyes forward

How to look confident? Hands out of pockets No crossed hands

X

How to look confident? Stay still and firm Straight posture with

shoulders back

How to look confident? Basic grooming Take wide steps

How to look confident? Touch people

whenever appropriate

How to look confident?

Move slower › Body movement› When you speak

Good Relax hangs with

open palms

Lean forward slightly

Make eye contact

Good Sit/stand upright

-relaxed shoulders & arms

“Mirror” the body language of the other person

Respect the space

Stroking your neck

Wringing your hands

Fidgeting

Bad

Bad Foot tapping/pen

drumming

Clenching fists/chopping

Bad Tight crossed

arms

Rolling on heels

Lazing about on a chair

Shoulder shrugs

Bad Playing with

hair

Pulling your ear

Touching your face

Common body language for women…

Bad body language for women…

Gazing down your face 

Tilting your head too much 

Smiling too much 

Nodding too much

Minimizing the space you take up

Girlish behaviour› Avoid them as

much as you can

Being flirty

High voice 

Speaking too soft 

Being too courteous

Handshake that’s too delicate

Gestures that are too animated

EFFECTIVE DAY TO DAY COMMUNICATIONS

• SellingS• PromotingP• ExpressionE• AttitudeA• KnowledgeK

When we SPEAK up…

Communicate with impact, even when you’re not presenting…

To start a conversation…

CULTIVATE ZEN-LIKE ATTITUDE

toward conversation

making

PAY ATTENTIO

N to everyone & everything around you

Be GENUINELY CURIOUS & INTERESTED in other

people

Think about this…

If you could communicate in the 90% of informal situations, as well you do in

the formal (10%) environment, you would increase your impact by a

multiple of 4! -Ilumine Analysis-

The way you need to plan for any meeting, talk or presentation that you are giving... Find the right theme

for your listeners

Structure your plan so that you can deliver on that theme persuasively

Adapt to listeners’ reactions as you speak

Step 1 : Identify obstacles...

non-attentive listening interrupting others

inappropriate reaction, jumping to conclusions

failure to recognize body language synchronicity & gender differences

COMMON BARRIERS

Step 2: Build networking & personal contacts

Essential to effective communication

Step 3: To have the right attitude & demeanour Courteous, clear

and consistent

Step 4: Actively participating

Conversations should be a fluid volley between participants

it is about being able to bring an interesting or informed opinion to the conversation

Step 5: Etiquette & to overcome effects of technologies ICT causes a

significant obstacle in direct workplace communication

Using less of ICT mediums to communicate will foster more effective communication

Interactive session # 2

“THE WALK & TALK” – GROUP DISCUSSION & PRACTICAL EXERCISE

The “Events” A delegate to enter a meeting room

and to present a school’s project for a state level competition to the board of judges

A group to present to the school’s management to get the approval for a budget for the students’association – internal formal communication

The tasks HOW TO INTRODUCE

How to greet & start How to deliver How to close

The time 30 minutes to prepare

10 minutes to “walk and talk”

DISCUSSION

THE CONCLUSION ….The effective communications is all about having the right

attitude that will be transpired in the way we behave and

interact with others!

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THANK YOU!My communication points on Early Career Planning Program

zainiabdulwahab@yahoo.com