Advanced Communications Skills Workshop

Objective & Outline

To provide participants with advanced communications skills, including:

Skimming and scanning for information SQ3R method Probing for data Delivering an effective brief Influencing - upwards and downwards Presenting a compelling recommendation Writing a concise follow-up report

Reading with the right level of detail..

Change your reading style based on what you're reading. 3 Ways of looking through information quickly Skimming, Scanning & SQ3R

Skimming and Scanning

Skimming:

Looking for the main ideas of a document

Scanning:

Looking through a document for particular information

Steps to Skimming
1. Read the title & blurb/introduction 2. Read section or chapter headings 3. Look at illustrations 4. Focus on bold or underlined text

Steps to Scanning
1. Focus your search by thinking of some questions that you want to answer

2. Use clues on the page, such as headings and titles

3. Let your eyes move quickly across the page

Skimming/Scanning Exercise (groups)

SQ3R Method

Survey: Skim for overview of document. Question: Create questions from the title, headings, and subheadings. Read: Look for answers to the questions.

Recite: In your own words, recite key words/concepts

Review: Skim back over the entire document.
Task 1, 2 & 3

Delivering an Oral Brief

1. Start with a purpose statement
2. Give a brief agenda 3. Elaborate on main points: Use data to support each point Chunk information into 3s Focus on being concise

4. Conclude with a summary & final statement

Oral Brief Triangle Plan -3s

Think on your feet Keith Spicer

Oral Brief Global plan (geography)

Oral Brief Clock plan

Brief CEO

Task 4

Probing for Data

Influencing Video

Influencing
Pulling (upward - no power)

Pushing (downward power)

Influencing Upwards - Pulling

1. Analyse your audience & establish rapport 2. Listen 3. Suggest: State your understanding of the situation State what you would like to happen Explain the benefits 4. Seek agreement 5. Conclude Summarize agreements Suggest way forward Express appreciation
Task 5: Sultan Abdulla

Influencing Downwards - Pushing

1. State your agenda 2. Explain your motivations/reasoning

3. Make proposals
4. Confirm agreement 5. Conclude Summarize way forward Express appreciation
Task 6: Emilio Montaga

Presenting a Compelling Recommendation

Pre-work: 1. Target your listeners: talk to audience members in advance/desk research/networking/inquiry 2. Focus on the key information you want them to walk away with. 3. Anticipate negative reactions: build a counter-argument 4. Connect audience needs to your recommendations During the Presentation: 1. 2. 3. 5. 6. Open by grabbing their attention State your recommendation & benefits for the audience Support each main point with data & use signposting Be alert: observe, listen, respond Conclude by repeating your recommendation
Task 7: Presentation

Handling Questions

Anticipate and prepare for questions Listen to the entire question

Repeat it and pause before answering

Rephrase hostile questions in neutral terms Confirm that you have answered their question Close Q&A by repeating main recommendations

Writing a Concise Follow-Up Report

1. Provide a brief background to the subject

2. Identify the strongest benefit of your recommendation.

3. Present that benefit at the beginning of your report. 4. Choose the most valid arguments and data to support your recommendations. 5. Use section headings & signposting to link points. 6. In your conclusion, repeat your recommendation & clarify what next steps should be.

Objectives Review

Skimming and scanning for information SQ3R method Probing for data Delivering an effective brief Influencing - upwards and downwards Presenting a compelling recommendation
Writing a concise follow-up report

The single biggest problem in communication is the illusion that it has taken place.
- George Bernard Shaw

Coffee Break