Presented by: Moon Pradhan 5th Dimension

What is it? A means to get a message across For students and managers it means:
 Reports  Presentations  Letters  Memos  Team work

Good communication skills are a prerequisite for health care providers.

incompetence, precludes the doctor from conveying to the patient that the former has the best interests of the patient in mind.

A teacher, who is able to communicate well with students, can inspire them to learn and participate in class.

Apart from reading and writing presentations, reports and speeches are a part of school curriculum.
 This has been introduced in schools and colleges

for the overall development of students.  This makes expressive skills and managing skills also important for a student.

Good communication is the foundation of good managerial skills. It is essential not only for the growth and success of the company but also for the personal growth. However, just theoretical knowledge is not enough.  If a manager does not possess practical communication skills, he would fail.  He may have all the requisite technical skills, know the business and policies but fail to communicate effectively.  This inadequacy overshadows the other skills.

Irrespective of what business you are in a small company, a large multinational or a home based business, communication and presentation skills are important. Adeptness in these skills is essential for the survival of your business. Always remember that only a good communicator can become a good presenter. Thus, communication and presentation skills go hand in hand. Work on one and the other will follow.

Whether in business or in personal life, it is important for an individual to communicate efficiently. The best way to improve communication skills is reading.
 Reading helps people know the correct formation of words and

sentences.  Try to read as much as possible and find examples which will help you in your interactions.  Always prepare yourself before you start communicating with people.  It can be done by writing your speech and practicing it before you finally deliver it.

Increase your interactions with people having good communication skills.

your vocabulary.  Nice and unique words make a long lasting impression on receivers.  They also increase the assertiveness and confidence in some unfamiliar situations.

Help people understand your thoughts by using gestures and body language.
 Always remember that actions speak louder than words. While talking to

others keep a smiling face and appreciate their involvement and efforts.

Make small communications and give time to others to understand you. Use humor wherever required.

 It puts the other person at ease and draws natural responses from

him.

Show interest in people you are communicating with to attract their attention. Make eye contact with them to show your positive outlook. Control your tone and be polite to others.

Never be aggressive and avoid talking quickly. Use language people are familiar with. Always remember what you understand should be exactly understood by others to yield positive outcomes. Stay relaxed and focused and take your time before jumping on to different subjects. Collect feedback from listeners to know the accuracy and the effect of your communication.

 Feedback is the biggest motivating tool a speaker can get from the listeners.

A few pointers

Information only reports: contains basic information (monthly

Research reports: assesses/uncovers materials and reports on its findings

Case Study Analysis Reports: controlled, information provided, for analysis and to present a report.

The Title Page Acknowledgement Table of Contents List of Tables, Figures, Illustrations Executive Summary Introduction Body Conclusion Recommendation References Appendices

Positive indicators It is word-processed or clearly and neatly handwritten. It is double-spaced. There are wide margins on either side of the script to allow for tutor comments. The title appears at the top of the first page. There are few, if any, spelling mistakes. Paragraphs are neither too long nor too short. There is space between paragraphs. Quotations are acknowledged accurately and in sufficient detail. There is a bibliography at the end of the assignment, to indicate which sources you have used. The pages are numbered. You have put your name and personal identifier on each page.

Negative indicators The assignment is written on paper that has been torn out of an exercise book. It is illegible. The writing (or word processing) fills the whole page, with no margins and no spaces between lines or paragraphs. There is no title. There are no separate sections or paragraphs. There are too many short sections or paragraphs. There are no references and/or bibliography.

A report must ensure that the persons for whom the report is intended:

Read it without unnecessary delay. Understand everything in it without undue effort. Accept the facts, findings, conclusions and recommendations. Decide to take the action recommended.

Careful choice of words can enable you to convey many subtleties of meaning.

Check that everything you write is factually accurate. Moreover, arguments should be soundly based and your reasoning should be logical.

Veni, Vidi, Vici (I came, I saw, I conquered). A concise report is short but still contains all the essential details. Don t ask: 'Can this information be included?' Ask: 'Is it necessary for this information to be included?'

Allow some time between the first draft and its revision.

Is selective, accurate, objective, concise, clear and consistent, it will also be as simple as it can be. Guard against over-simplifying You should again keep your readers firmly in mind and keep asking yourself whether or not they will be able to follow the logic of your presentation. Avoid unnecessary words like basically, actually, undoubtedly, each and every one and during the course of our investigation

What teachers look for

the effort made by the student the quality of the system developed the completeness and validity of the material in relation to the problem addressed explicit awareness of relevant professional-ethics considerations the quality of presentation and organization of the dissertation, including the quality of expression in written English.

The student will have performed a detailed analysis of the problem area leading to initial high-level designs for the system and a detailed feasible project plan. There should be clear evidence of relevant background research that is rigorous and scholarly. The report should be superbly organized and presented and lucidly written.

The essay is very clear. The whole thread of the argument is clear from beginning to end. The structure is very clear. Nearly every paragraph is clear with a clear point being made which is part of the overall thread. Almost all paragraphs have a clear exposition and coherence. Nearly every sentence is very clear with no ambiguity or confusion. The essay is very good to read.

Exceptionally well argued. There is a very clear line of reasoning throughout the essay that carefully links all the paragraphs together as part of a complete and coherent argument. Every paragraph makes a clear point that is part of the overall argument. Every point is justified by further arguments or else by appropriate citations of the literature. There is a very good bibliography which is correctly formatted in order by author with full publisher information. All the references are directly relevant to the question.

Directly addresses the question with much very relevant material. Appears to have done substantial relevant reading on the essay topic. There is a clear analysis of the question showing a very clear understanding of the question. There are no irrelevant paragraphs. Most of the relevant references have been found and are used in the argument, and listed in the bibliography.

Exceptionally few spelling mistakes. Exceptionally few grammatical errors.

There is a very clear top level structure to the essay which does not necessarily have to be indicated by headings. The paragraphs have a very clear structure, both individually and their linkages. The paragraphs are all of an appropriate size.

What teachers note

Poised, well-rehearsed, good eye contact, no distracting gestures or mannerisms, pleasing voice, loud enough, not too fast or slow, spoke clearly, dressed appropriately,

stayed within time limit, used appropriate scientific language, did not read speech, did not turn back on audience when using visual aids, recognized audience reaction and adjusted delivery accordingly, fielded questions with poise

Structure
 Opening  Body  Conclusion

Message is clear
 With supporting material directly contributing to

that

Used appropriate transitions when moving from one idea to another Creates strong opening and conclusion

Captured audience interest, clearly stated objectives, gave relevant background information from the literature

Described methods in sufficient detail for audience to understand the topic matter; presented results clearly, used effective visuals

Summarized results, gave possible explanations for results, compared results to those in the literature, pointed out errors or inconsistencies, discussed possible implications for or applications to daily life

Simple, legible, organized logically, important findings stand out

Speaker showed knowledge of the subject, cited recent primary sources

Well-coordinated, smooth transitions from speaker to speaker, equal division of labor, non-speaking partner(s) attentive and not distracting