ABC of Pr ABC of Pr ofe ssional ofe ssional Communic ations - - PowerPoint PPT Presentation
ABC of Pr ABC of Pr ofe ssional ofe ssional Communic ations Communic ations Se ssion 1 Se ssion 1 T T he F he F o rma l a nd the Org a nize d o rma l a nd the Org a nize d Co nte nt: Co nte nt: Pro filing Yo urse lf, Writing
ABC of Pr
Communic ations ABC of Pr
Communic ations
Se ssion 1 Se ssion 1
L E F T BRAI N
Sude e p Upre ty
L E F T BRAI N
Sude e p Upre ty
T he F
Co nte nt:
Pro filing Yo urse lf, Writing and Re spo nding to E mails, Pre se ntatio n T ips
T he F
Co nte nt:
Pro filing Yo urse lf, Writing and Re spo nding to E mails, Pre se ntatio n T ips
Pr
se lf Pr
se lf
Intr
se lf c ould be one
time s we think what we c ommunic ate , othe r s would unde r stand e asily but that may not be the c ase always
Pr
se lf Pr
se lf
So, r e alization of limitations is impor tant Mor e impor tantly, ide ntific ation of your USPs (Unique Se lling Points) that shows your e xpe r tise in a c e r tain ar e a/ skill se t What you c an do, and what you ar e good at ar e two diffe r e nt things
Pr
se lf Pr
se lf
Must Have s for Pr
wor k)
e your wor k spe c ific s)
pr e vious wor ks that de monstr ate your e xpe r tise )
past e xpe r ie nc e s)
Pr
se lf – F e w E xample s Pr
se lf – F e w E xample s
Communications specialist with 22 years' experience of writing, editing, research and training for the non-profit sector. Creator of The Ups and Downs of PhD Research Workshop Series Specialties: Getting research taken up into policy and practice, writing for different audiences, editing long/technical documents, using qualitative research methods and diaries for qualitative research, delivering training on writing and qualitative research skills, training on communications and management issues in the NGO sector, working with NGOs. Communications specialist with 22 years' experience of writing, editing, research and training for the non-profit sector. Creator of The Ups and Downs of PhD Research Workshop Series Specialties: Getting research taken up into policy and practice, writing for different audiences, editing long/technical documents, using qualitative research methods and diaries for qualitative research, delivering training on writing and qualitative research skills, training on communications and management issues in the NGO sector, working with NGOs. A PhD in International Health from University of Leeds, UK and Executive Chairperson of HERD – a national research and development organization working in Nepal. I specialise in health systems strengthening and health policy and planning at the national and international level. I have over 25 years of experience in health systems and services, health policy and planning, operational research and crisis response particularly in the context of Low and Middle Income Countries (LMICs). My broader experience includes providing strategic technical support for the Ministry of Health to design and develop National Health Sector Programme-2 and 3, National Urban Health Policy 2015 and Urban Health Strategy 2016, National Health Sector Strategy 2015-2020, National Strategic Plan for TB Control 2016-2021 and developing state and non-state partnership policy in the health sector, and facilitating the Joint Annual Review (JAR) of health sector continuously for the 4 years since 2012. A PhD in International Health from University of Leeds, UK and Executive Chairperson of HERD – a national research and development organization working in Nepal. I specialise in health systems strengthening and health policy and planning at the national and international level. I have over 25 years of experience in health systems and services, health policy and planning, operational research and crisis response particularly in the context of Low and Middle Income Countries (LMICs). My broader experience includes providing strategic technical support for the Ministry of Health to design and develop National Health Sector Programme-2 and 3, National Urban Health Policy 2015 and Urban Health Strategy 2016, National Health Sector Strategy 2015-2020, National Strategic Plan for TB Control 2016-2021 and developing state and non-state partnership policy in the health sector, and facilitating the Joint Annual Review (JAR) of health sector continuously for the 4 years since 2012. Wr iting Pr
mails Wr iting Pr
mails
mail ID – should be ide ntifiable and should look a pr
tualfr e ak or sc or c hymind)
e – so that r e c ipie nt would be knowing who is wr iting the e mail (your pr
e ssing the e mail r e c ipie nt:
If you know him/ he r
pr
ke d so c lose ly, the n be tte r to say De ar Dr / Mr / Ms and last name
If you ar
e wor king c lose ly with him/ he r , the n you may use the fir st name , De ar Raje sh…
Wr iting Pr
mails Wr iting Pr
mails
If you ar
e wor king c lose ly with him/ he r , and you ar e wr iting afte r a long time , the n you may star t by saying: “De ar Raje sh, hope this e mail finds you in good he alth/ hope this e mail finds you we ll”
If you ar
e wr iting to some one whom you have n’t c ommunic ate d e ar lie r , be tte r to intr
se lf fir
c ould say, “De ar Dr . … … … ., Intr
Upr e ty fr
iting this e mail to you with r e gar ds to … .”
Always be tte r
to addr e ss using ‘De ar ’ r athe r than ‘Hi’ or ‘He llo’ to sound pr
ing c ultur al c onte xts.
Re sponding to E mails Re sponding to E mails
Some time s we ge t c onfusing e mails. We ar
e not sur e we ar e suppose d to do. In suc h situation, be tte r to wr ite : “Many thanks for
your e mail. I r e ad it but was not e ntir e ly sur e about ….Could you ple ase c lar ify about it.”
Some time s we also ge t ne gative r
e sponse s and ar e annoye d with it. At that point of time , we ne e d to be diplomatic and pr
positions on the m. F
e g: “Many thanks for
shar ing your insights about …. We do c onside r it as a viable option but we also would like to pr
native str ate gy. We we r e thinking if we c ould …………… Ple ase le t us know what you think about it. We ar e happy to disc uss fur the r mor e on that.”
Re sponding to E mails Re sponding to E mails
Re gr
e t e mails - Whe n you ar e wr iting to an applic ant who has not be e n suc c e ssful in his/ he r inte r vie w: “De ar
…………, T hank you ve r y muc h for par tic ipating in our inte r vie w. T he inte r vie w pane l c lose ly asse sse d your qualific ations, past pe r for manc e and pote ntiality of joining HE R
e c r uitme nt pr
e lie d on se le c ting the be st c andidate s fr
e gr e t to infor m you that you have not be e n se le c te d for the post of …………………….We tr uly appr e c iate your e ffor t in showing your inte r e st in joining our
ganization and taking the tr
the pr
e not disc our age d in applying fur the r .”
Re sponding to E mails Re sponding to E mails
Apology e mails - Whe n you have r
e plie d to an e mail late and ne e d to apologise without sounding too muc h guilty: “De ar
…………, ple ase ac c e pt my apology for ge tting bac k to you late . Dur ing the past ….days, I was involve d in ………., the r e for e c ould not r e ply to you e ar lie r .
Whe n you ar
e not c le ar about what me ssage to give : “De ar
………., thank you for your e mail. With r e gar ds to ………………, ple ase allow me a fe w days to c onsult with my te am me mbe r s so that I c an pr
e le vant infor
that would be appr
iate .”
Be for e you c lic k SE ND button Be for e you c lic k SE ND button
Che c k the e mail id Che c k the CC and BCC option Che c k the attac hme nts (not just whe the r
the r e ar e attac hme nts, but also the c or r e c t attac hme nts)
Che c k the e mail subje c t – should be ve r
y r e le vant (not like ‘F ir st Dr aft’
Pr
e ad the e mail body
Inse r
t e mail signatur e if wr iting to the pe r son for the fir st time
Highlight in bold or
diffe r e nt c olour s major se c tions of the e mail body for e asie r r e ad
Use e ye - fr
ie ndly and pr
Don’t use abbr
e viations (PF A, WBR, F YI) while c ommunic ating e xte r nally
Pr e par ing Your Pr e se ntation Pr e par ing Your Pr e se ntation
Pr
e se ntation is about stor y te lling – you te ll your audie nc e about a stor
c onte nt and style should ge ne r ate inte r e st among the audie nc e .
CONT
E NTIS KING.
Conte nt PACKAGING is QUE
E N.
Your
E ND should be c le ar in your he ad be for e you ST ART
A Powe r ful Pr e se ntation Inc lude s … A Powe r ful Pr e se ntation Inc lude s …
A stor
y, an ide a that flows thr
audie nc e
Use of minimal amount of wor
ds for maximum impac t like a 100 wor d abstr ac t for 4000 wor d ar tic le
Ne at slide s – not ve r
y pac ke d with many wor ds and figur e s
Simple animations and simple fonts – not be ing too fanc y Good c olour c ombinations to highlight major
points
Re le vant infor
mation – not be ating ar
aight to the point
Good c hr
e se nte r
A str
JUST RE F L E CT … JUST RE F L E CT …
Is wr iting a pr
Is language a pr
Ar e you shor t of wor ds or ide as? How har d you tr y? How ofte n do you tr y? Our
d on c ommunic ations tips. JUST COMMUNICAT E ! WE AL L L E ARN T HROUGH E XPE RIE NCE !
Se ssion 2 Se ssion 2
RI GHT BRAI N
Ra je sh Ghimire
RI GHT BRAI N
Ra je sh Ghimire
T he Cre a tive a nd the Attra c tive Co nte nt T he Cre a tive a nd the Attra c tive Co nte nt
Art of Story telling
Rajesh Ghimire
Understanding
##**%%***
Jargon- technical terminology
Do you earn One $ a day
Language
K.I.S.S. every sentence
Keep It Short and
words, short sentences and short paragraphs, and remember that no
because you have made something too easy to understand.
H; When? Who? What? Where? Why? How?
Find the human story
Creative ?
Rajesh Ghimire
request from the client
request from the client assignment from manager
request from the client assignment from manager initial work
creativity of supervisor request from the client assignment from manager initial work
Editor's input creativity of supervisor request from the client assignment from manager initial work
Editor's input creativity of supervisor request from the client assignment from manager initial work actual demand
Know your Audience