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    Add as FriendLeadership Management lesson 7

    by: Yasser

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    1 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 1 LESSON 7 – HOW TO GET YOUR POINT ACROSS THROUGH THE ART OF BUSINESS COMMUNICATION
    2 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 2 Introduction:  Getting your point across clearly and concisely -Good communication skills are essential for effectively managing others, as well as working with your co-managers and upper management . -The better the communicator, the better chance for management success. -Poor communication leads to poor productivity, confusion, conflict, and redundancy. -You can't motivate people if they can't understand what you want.  
    3 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 3 Business Writing  Here are 5 steps you should follow: 1-What type of information will you convey?  ·         Message - ·         Policy - ·         Process  -·         Procedure - ·         Task - 2-Think about what you want them to hear, then what you are going to say.  3-Who will be the recipients of the information?   4-Create the message, process, procedure, or other form of written communication.   5-Proofread and edit before you send it out.  
    4 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 4 Here are a couple of key points to keep in mind when writing e-mails, processes, etc: 1-DO NOT CAPITALIZE ALL OF THE WORDS WHEN WRITING AN E-MAIL OR PROCESS, ETC.   2-Don’t come across like you are hostile in your writing. 3-Before you hit the send button when creating or replying to an aggravated type of e-mail, take at least a 5-minute break before hitting send.   4-Respond to e-mails in a timely fashion, but as previously stated, be careful not to send a heated e-mail without taking the time to cool down a bit.
    5 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 5 5-Create an e-mail signature that has your name, title, company name, address, phone number, e-mail address and website   6-When an e-mail is informal, ending the message with a simple “Thanks” with your name directly underneath is acceptable.   7-When writing to your boss or upper management, always keep it professional
    6 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 6 Communicating Verbally 1- Have an “open door” policy.   2-Be flexible and approachable. 3-Be open and honest.  4-Be absolutely clear when speaking and giving directions.   5-Listen more than talk.   6-Listen with your full attention.          
    7 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 7 7-Now make sure your employees listen to you. 8-Be straightforward and always look them straight in the eyes. 9-Use the art of persuasion.   10-Always bite your tongue, before you say something you might regret.   11-Be able to take criticism.  
    8 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 8 12-Don’t be Defensive.  13-Don’t lose your temper.   14-Actions speak louder than words.   15-Continuously talk to, and get along with, your fellow managers.   16-Telephone etiquette.   17-The hallway conversation.   18-Use your sense of humor.   19-Keep your boss in the loop at all times.  
    9 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 9 Holding a Meeting here are 17 fundamental techniques to follow: 1-Send out a meeting request.   ------  State the purpose.  ------Prepare an agenda. ------ Set a timeframe.   2-Send out any meeting material at least two days prior to the meeting.   3-Make copies for everyone.       
    10 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 10 4-Begin the meeting on time.   5-Set up the ground rules (also known as “Norms”).   6-Get to the point.   7-Make sure you prioritize the meeting subjects.   8-Follow the agenda and check off each item once discussed.   9-Take notes throughout the meeting. 10-It's easy to get off topic.    
    11 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 11 11-Get the quiet people to talk more, and the dominant people to talk less.  12-Get them to listen without saying a word.   13-Look for signs of when you’ve talked long enough 14-Know when to end the meeting.   15-Before you end the meeting, make sure you have covered the important points.  16-Send out an overview after the meeting.  17-Create an action list and schedule a follow up meeting
    12 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 12  Here are a couple of ideas for regularly set meetings: 1-Have a scheduled daily meeting, preferably in the morning around 9:00am or 10:00am, with key individuals such as SME’s, supervisors or leads of your department.   2-Have a scheduled monthly meeting with the entire staff of your department.  3-Have people want to go to your meetings.  
    13 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 13 Participating in a Meeting here are 7 fundamental techniques to follow: 1-Show respect to the meeting holder 2-Do not state your opinion on every single topic 3-Don’t be quiet throughout the entire meeting. 4-Don’t rattle on.  
    14 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 14 5-Do not say anything negative about anyone.   6-Don’t feel like you’re in a competition with your fellow co-managers 7-Don’t agree with someone just because you feel intimidated.  
    15 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 15 Preparing & Delivering a Presentation Effective speaking and presentation capabilities can even lead to further promotion, as this is not a skill everyone possesses. Here are 15 valuable tips to use when giving a presentation: 1-Be thoroughly prepared.   2-Think about the flow of the presentation, but not word-for-word.  -·         Have a strong opening and closing.    
    16 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 16 2-Think about the flow of the presentation, but not word-for-word ·         Have an introduction that will consist on what is going to be talked about, and a conclusion to review what had been discussed. ·         Create a list of key points. ·         Support your introduction with your slides or materials, and use the key points to transition from one point to the next. ·         Summarize by asking if they have any questions.  ·         Now practice by visualizing yourself giving a great presentation.  ·         Now practice by visualizing yourself giving a great presentation.         
    17 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 17 3-If using PowerPoint… Keep the slides simple and don’t put too many words on them.   Here are six points to keep in mind when creating a PowerPoint presentation: ·          “Title” page – ·         “Agenda” page – ·         “Objective” page – ·          “Subject Body Matter” - ·         “Summary” page – ·         “Questions?” page –
    18 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 18 4-If you are using a projector…you should practice setting up     5-Always have a backup plan…   6-Know your audience.   7-Know the true goal for the presentation. 8-Look at the audience as a whole.   9-Show your personality, don’t be stiff, and make them laugh.  Show your character and charisma when presenting.     
    19 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 19 10-Talk with your audience, not down to them.   11-Be Flexible.  Stick to your main points, but be ready to adjust your presentation to the particular desires of your audience.   12-Try not to use “uhm” or “ah” words.   13-Don’t be afraid to say, “I don’t know.”   14-Know when to end the presentation.  15-People want you to succeed.  
    20 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 20 Communicating Change to your Employees a great manager and leader is the ability to accept change and orders that come down from above, with enthusiasm and confidence, The only constant is change The change can be as major as a company takeover, or as simple as a small change in organizational structure.  
    21 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 21 You need to determine: ·         What is the reason for the change? ·         Why is there change? ·         What is the goal you or the company hopes to achieve? ·         Will it make your department or company more efficient? ·         Will there be a need for more resources? ·         Where is the change coming from, you or upper management? ·         Who will benefit from this change? ·         Who can be negatively affected by this change?
    22 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 22 Here are 12 points to keep in mind when dealing with change: 1-The key to a successful implementation of change is to communicate consistently and frequently.   2-Communicate the reasons for the change so that everyone fully understands the need and purpose.   3-There may be times when you cannot, and should not, communicate any upcoming changes that are considered confidential.   
    23 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 23 4-You can either talk to everyone at the same time, or each individually.   Here are some guidelines to follow: a.     Communicate to everyone at the same time .   b.     Communicate to each person individually . 5-You can either verbally share the change information or write it out.     
    24 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 24 6-Let your staff ask questions and provide honest answers.  7-After you have communicated the upcoming changes to your department, if you feel that the information is very important, ask upper management to stop by and briefly talk with your staff members.     8--Get involved and communicate right away before the rumor mill and grapevine starts to spread around.  
    25 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 25 9-Sometimes change, which resulted in the loss of fellow employees, processes, or organizational structure, is very sad.   10-Don’t forget that you will not only be giving facts about the change, but watched carefully on how you act towards the change.   11-Be sure to follow-up to make sure there are no problems related to the change.   12-Don’t forget that change is stressful for everyone.   In every way, effective communication is your most important tool
    26 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 26 Quick Lesson Summary  1-Business writing is an essential part of management.   2-The way you verbally communicate with your employees, co-managers, your boss, upper-management and customers, can make you or break you.  This goes for face-to-face meetings, phone calls, and even hallway chats.   3-Part of being a manager is holding and participating in meetings.   4-When giving presentations, you are presenting yourself as well as the subject at hand.   5-Change is inevitable, and the sooner you can accept and embrace the change, the sooner your employees will as well.  
    27 : 29/06/2013 11:43 ? DR/Yasser Abdelmaksoud 27 THE END LESSON 7

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