randstad india soft skills training proposal for the niec-delhi as on 24th december 2012

7/29/2019 Randstad India Soft Skills Training Proposal for the NIEC-Delhi as on 24th December 2012

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Northern India Engineering College

(NIEC)

Personality Development Program


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EFFECTIVE COMMUNICATION

Communication is anything that is seen, heard or read and something which conveys an impression of

your organization. It is only through communication that we learn to like, influence and trust each other,

begin new relationships and in this process also learn more about ourselves. Our basic social nature

demands that we communicate with other people to build a rapport, and through this very act we begin

the process of establishing relationships with others.

THE COMMUNICATION PROCESS

A two way process of transmitting and receiving verbal and non-verbal messages

Components of Communication:

1. Context2. Sender-Encoder3. Message4. Medium5. receiver-Decoder6. Feedback


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1. Context:

Every message begins with Context.

It includes country, culture, organization and internal and external stimuli. Every country or organization

has its own conventions for processing and communicating information.

Context is the playing field on which you must plan, design and communicate your message successfully.

External Stimulus prompts you to send a message. The source of this prompt may be a letter, memo,

note, email, fax, telex, telephone call, a meeting or even a casual conversation. Your response to this

prompt may be oral or written.

Internal Stimuli have a complex influence on how you translate ideas into a message. When you

encode, your own view of the world affects the choices you make in language. Your attitude, opinion,

emotions, past experience, likes and dislikes, education, job status and confidence in your

communication skills all influence the way you communicate your ideas.

Your ability to analyze your receivers culture, viewpoint, needs, skills, status, mental ability, experience

and expectations are very important to communicate a message effectively.

2. Sender-Encoder:

When you send a message you are ENCODER, the writer or speaker.

3. Message:

The core idea you wish to communicate. It consists of both verbal symbols and non-verbal symbols.

Your first task is to decide what your message is and what contents should be included. Must

consider your context and receiver.

4. Medium:

Medium depends upon all contextual factors and message itself. Choices include email, the printed

word, or sound (oral or written). Choice of medium is also influenced by the relationship b/w sender

and receiver, urgency, importance costs, number of receivers and amount of information.

Oral Written

Immediate feedback Delayed feedbackShorter sentences, shorter words longer sentences, longer words

Conversational More formal

Focus on interpersonal relations Focus on contents

Prompt action Delayed action

Less detailed technical information more detailed technical information

More personal pronouns Fewer personal pronouns

Simple constructions Complex constructions


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5. Receiver-Decoder:

Reader /listener

6. Feedback:

Receiver reacts with a desired response or an undesired response.

Feedback can be oral or written or can be an action or silence.

Senders need feedback in order to determine the success or failure of the communication.

TYPES OF COMMUNICATION

Verbal communication is conveying messages through words. 90% of any verbal act involves non-verbal

expression.

Nonverbal communication is sending and receiving wordless messages. Such messages can be

communicated through gesture; body language or posture; facial expression and eye gaze;

Keys to Good Communication

Know your message.

Make sure you are understood.

Deliver your message in the right context.

Use appropriate emotions and tones.

Adopt a healthy communication style.

Be receptive.

Provide helpful feedback.

Be a good nonverbal communicator.

Be consistent.

Be positive (even negative messages should be delivered in a positive note).

Barriers of Communication

Physical barrier

Poor health

Unsuitable temperature

Distraction

Noise

Mechanical barrier

Bad timing

Jargon


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Message overloadingFiltration

Distortion

Personal barrier

Unclear message

ListeningAttitude

Physical

Distance

Overcoming Barriers

Sender

Be clear about the message to be sent

Be precise and to the point

Use a language understandable to the receiver

Write the message if required

Request a feedback to ensure receipt of message

Receiver

Be attentive

Concentrate on the message

Ask for clarifications wherever required

Listen objectively

Listen for body language

Make notes if required

ENHANCING COMMUNICATION

Paraphrasing

To paraphrase, one simply rewords what another individual has said. This helps in ensuring that the

receiver has understood the message.

Example:

Speaker: She was foolish to quit her job.

Listener: I understand you believe she shouldn't have quit.

Open/closed questionsLike it sounds, the question response seeks to elicit information. It allows others to develop a point.

Open questions focus on the others' general situation, thoughts, reactions, and feelings. They tend to

promote communication. Closed questions focus on specific facts or aspects of the others situation,

generally evoking 'yes' or 'no' answers.

Examples:

Do you get along well with your boss? (closed)


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Can you tell me about your boss? (open)Do you like the new house? (closed)

What do you like about the new house? (open)

Is this confusing you? (closed)

What is it that's confusing you? (open)

Feeling reflection

Feeling reflection is a response in which you express a feeling or emotion you have experienced in

reference to a particular statement.

Example:

Speaker: I get sick of working so much overtime!

Listener: I hear you feeling angry and resentful at being asked to work so much overtime.

Selfdisclosure

Selfdisclosure shows your attempts to give others insight into who you are. It is sharing somethingabout yourself that relates directly to the conversation: your personal beliefs, attitudes, values, or an

event from your past.

Examples:

When we had our son the doctor treated us that way, too!

I have always believed that it was better to keep my mouth shut when my parents were fighting.

Like you, I never felt as if anyone accepted me for the way I was.

When I was younger kids always made fun of my weight, the clothes I wore; I know what it is

like to stand out in a crowd.

INFORMATION GIVING

Information giving is telling people what to do take away their responsibility for decisions and problem

solving.

Examples:

This project has a time frame of six months and should not exceed a budget of 10 lakhs.

Children at every level need touching and nurturing to develop selfworth.

The support group can be used to meet others dealing with similar problems.

Responding to others' feelings with an information response increases the chances of their

respecting and following the limits suggested.

Reassurance

Reassurance responses reduce anxiety, diffuse intense feelings, and express confidence.

Examples:

Don't worry. Other people have made it; so will you.

Things may look bad now, but it will be OK in the morning.

You are not really fat.


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TOOLS FOR EFFECTIVE COMMUNICATION

Connect

Establish rapport with people

Pay attention to peoples facial expressions, body language, and tone of voice.

See things from the other persons point of view.

Adjust your communication style to match theirs.

Avoid criticizing, making negative judgments, or saying that the other person is wrong.

Show interest in the other persons interests and concerns.

Listen

Encourage people to talk.

Show your willingness to listen. Minimize distractions. Attend to the other person with your

whole body (your body language, eyes, and facial expressions).

Nod your head and give verbal cues to communicate that you are paying attention.

Ask open-ended questions.

Listen to what people are trying to communicate, not just to what they are saying. Listen to their

emotions. Listen also to what they want.

Check to make sure you understand. Use your own words to reflect what you have heard and

noticed.

Communicate

Speak with sincerity and conviction.

Be sensitive to other peoples communication style.

Know what you want to accomplish. Do you want people to understand your position? Lend

their support? Approve your request?

Listen at least as much as you talk.

Attune what you say with how you say it. Keep your message fitting with your tone of voice,facial expression, and body language.

Speak

Project confidence.

Connect with your audience.

Know what you want to accomplish. Do you want people to understand your position? Lend

their support? Approve your request?

Keep it short and simple. Most communication can accomplish only one objective, develop

three main points, and hold peoples attention only so long.

Ask for feedback; was the message understood.


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EFFECTIVE LISTENING SKILLS

Introduction To Active Listening Skills

When we think of training there is a sense of delivery or that something from the trainer is being passed

on to the participants. However, to be an effective trainer there is a need to develop a two-way streambetween you and the participants. Mastering active listening will help you make this connection and

maximize all aspects of your training.

There are two main types of active listening skills that you will need to understand verbal and non-

verbal.

Verbal Listening Skills

Paraphrasing This involves repeating back to the participant what was said in their words or in similar

words. For example, So you find that time management skills assist . This encourages the participant

to engage in further conversation.

ClarifyingA form of checking what was said is understood. For example, What you are saying is that

you dont like time management training and dont want to attend the course.

Reflecting Here the trainer captures feelings that they believe the participant is displaying. For

example, It looks as if you really dont like training at all.

ExplainingOffering an interpretation of information or even events. For example, It may be that .

Open Ended Questioning Asking these questions encourages further communication. For example,

What happened next?. It is important that the questions used require more than yes or no answers.

Only use these closed questions when looking for specifics.

Linking The trainer can link sentences to demonstrate their interest in what is being said while at the

same time encouraging the participant to talk further. For example, and, then?.

SummarizingThis is simply capturing what is said into one statement For example, In all the seems to

be three points, one two ?.


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Encouraging As with all the examples above, active listening skills are all about encouraging your

participants to contribute and share with the group. Another way to directly encourage is to thank or

recognize a contribution. For example, Great comments on this topic, thank you. It is also possible to

employ what is known as sub-speech e.g., uh-huh mmmn.

Active Silence It might seem as an interesting linking of words but strategic silences or pauses can

indicate to participants that you are actively listening and taking their information in. It is a great way of

encouraging further comments and detail.

Non-Verbal Listening Skills

Facial Expression Listening with our face is an interesting concept in itself. However, our face

expresses how we feel and our intentions. As a trainer this can be another way you can communicate

that you are listening to participants and encouraging their participation.

Body Language As a trainer how you stand, sit, and position your body will communicate both your

interest levels and how well you are listening. To illustrate, if someone is answering a question then by

leaning slightly towards them it will show that you are attentive whereas moving away willcommunicate a restrictive position.

Eye-Contact Quite simply making eye contact communicates that you are open and interested to what

is being communicated as well as encouraging them to continue.

Personal Space Ensure that there is a comfortable distance between you and the speaker. If you get

too close the person may not only physical withdraw but may also withdraw within the conversation.

TimingEnsure that you dont interrupt the speaker at inappropriate times as it will only indicate that

you are not listening and will cause the speaker to withdraw.

Pitfalls of Active Listening Skills

Although there are many clear benefits of active listening, considerable care must also be taken to avoid

some challenging pitfalls.

Repetition Only Just repeating what the speaker has said it can lead to frustration and can cause the

participants to withdraw.

Over AnalyzingThis can over complicate what is being said and can make the trainer seem as a know-

all.

Over Expansion By the trainer expanding too much on what was said it can make the speaker feel that

they were not heard or that they were misheard.

Omission By omitting facts it can make the speaker feel that they were not heard or that they were

misheard.

Exaggerating Here the trainer may intensify a feeling too much on what was said it can make the

speaker feel that they were not heard or that they were misheard.


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Rushing Jumping in or filling the pauses on what was said it can make the speaker feel that they were

not heard, that they were misheard or even manipulated.

Lagging Not actively supporting or directing the conversation can make participants feel that the

trainer is disinterested.

Developing Active Listening Skills

Having discussed various verbal and non-verbal listening skills, and introduced the pitfalls of active

listening skills, the remainder of this guide will outline essential attributes of successful active listening

skills that you should adopt in all your training events.

Concentration Ensure that you are focusing on the words, concepts, themes and feelings associated

with what is being said by the participants. This is not always easy but as you practice this skill you will

find that it becomes much easier.

Eye Contact Ensure that you always make good eye contact with whoever is delivering the message.

Attention & Receptive Body Language Clearly demonstrate through both verbal and nonverbal actions

that you are paying attention. To be accomplished at displaying attention also requires practice. This

may at first mean that your actions are very conscious or deliberate and even strained but in time it will

be very natural for you. Everything that you do must demonstrate how receptive you are to your

participants.

Restating The Message & Questioning/Clarifying Always ensure that the message is being understood.

Empathy Always try to understand where someone else if coming from and what their message is.

ObjectivityJust be open and youll do fine.

Strategic Pauses They say that silence is golden. Always introduce short silent pauses that will display

that you are contemplating what is being said. It also affords you the opportunity to construct your

responses or feedback.

Not InterruptingLet the participant have their say and dont interrupt. Interruptions only stop the flow

of communication and can lead the participant to retreat.

Listening Not Talking Sounds obvious but remember that you are listening and not talking. If you do

talk there needs to be good reason for it!


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ACTIVE LISTENING SKILLSACTION PLAN

I believe that I need to improve my knowledge, skills and abilities in the following areas:

a.

b.c.

d.

e.

Note: These improvements will represent your goals from completion of the course.

These improvements will be measurable in the following ways:

a.

b.

c.

d.

e.

To attain these improvements I will need to:

a.

b.

c.

d.

e.

This is how I plan to attain these improvements:

Goal Action Step Target Date Evidence

The following people and resources will assist me in accomplishing my goals:

a.

b.

c.

d.

e.


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The following are constraints that may impact the achievement of my goals:

a.

b.

c.

d.

e.

Here is a list of others factors that I need to consider in achieving my goals:

a.

b.

c.

d.

e.

To achieve my goals will involve:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________

Signed: _____________________________


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NON VERBAL COMMUNICATION

Total Liking = 7% Verbal Liking + 38% Vocal Liking + 55% Facial Liking

Gesture: Brisk, erect walk

Meaning: Confidence

Gesture: Standing with hands on hips

Meaning: Readiness, aggression

Gesture: Sitting with legs crossed, foot kicking slightly

Meaning: Boredom

Gesture: Sitting, legs apart

Meaning: Open, relaxed

Gesture: Arms crossed on chest

Meaning: Defensiveness

Gesture: Walking with hands in pockets, shoulders hunched

Meaning: Dejection

Gesture: Hand to cheek

Meaning: Evaluation, thinking

Gesture: Touching, slightly rubbing noseMeaning: Rejection, doubt, lying

Gesture: Rubbing the eye

Meaning: Doubt, disbelief

Gesture: Hands clasped behind back

Meaning: Anger, frustration, apprehension

Gesture: Locked ankles

Meaning: Apprehension

Gesture: Head resting in hand, eyes downcast

Meaning: Boredom

Gesture: Rubbing hands

Meaning: Anticipation

Gesture: Sitting with hands clasped behind head, legs crossed

Meaning: Confidence, superiority


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Gesture: Open palm

Meaning: Sincerity, openness, innocence

Gesture: Pinching bridge of nose, eyes closed

Meaning: Negative evaluation

Gesture: Tapping or drumming fingers

Meaning: Impatience

Gesture: Steeping fingers

Meaning: Authoritative

Gesture: Patting/fondling hair

Meaning: Lack of self-confidence; insecurity

Gesture: Quickly tilted head

Meaning: Interest

Gesture: Stroking chin

Meaning: Trying to make a decision

Gesture: Looking down, face turned away

Meaning: Disbelief

Gesture: Biting nails

Meaning: Insecurity, nervousness

Gesture: Pulling or tugging at earMeaning: Indecision

Gesture: Prolonged tilted head

Meaning: Boredom

UNDERSTANDING NONVERBAL CUES

Body language is the meaning behind the words or the unspoken language. Surprisingly, studies show

that only up to an estimated 10 percent of our communication is verbal. The majority of the rest of

communication is unspoken. This unspoken language isnt rocket science. However, there are some

generalizations or basic interpretations that can be applied to help with the understanding or translatingof these unspoken meanings. Here are some basics below.

Smile - People like warm smiles. Think of a heartfelt warm-fussy, maybe your favorite pet, and smile.

Eyes - If you dont look someone in the eyes while speaking, this can be interpreted as dishonesty or

hiding something. Likewise, shifting eye movement or rapid changing of focus/direction can translate

similarly. If more than one person is present in a group, look each person in the eye as you speak, slowly


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turning to face the next person and acknowledge him or her with eye contact as well. Continue on so

that each person has felt your warm, trusting glance. Some suggest beginning with one person and

moving clockwise around the group so that no one is missed, and so that you are not darting around,

seemingly glaring at people.

Attention Span / Attitude - Other people can tell what type attitude you have by your attention span. If

you quickly lose focus of the other person and what is being said, and if your attention span wanders,

this shows through and makes you seem disinterested, bored, possibly even uncaring.

Attention Direction - If you sit or stand so that you are blocking another in the party, say someone is

behind you, this can be interpreted as rude or thoughtless. So be sure to turn so that everyone is

included in the conversation or angle of view, or turn gently, at ease and slowly, while talking, so that

everyone is incorporated, recognized and involved in the conversation. Again some suggest the

clockwise movement when working a group.

Arms Folded / Legs Crossed - This can be seen as defensive or an end to the conversation. So have arms

hang freely or hold a glass of water, a business card or note taking instruments while communicating

with others. Be open with open arms. Note: If you need to cross legs, cross at your ankles and not yourknees. Sitting tightly folded up says that you are closed to communications.

Head Shaking - This is fairly accurate. If people are shaking their heads while you speak, they are in

agreement. If they are shaking, no, disagreement reigns in their minds.

Space / Distance - On the whole, people like their own personal body space. Give people room and keep

out of their space. Entering to close can be intrusive and viewed as aggressive.

Leaning - Sitting or standing, leaning is viewed as interest. In other words, an interested listener leans

toward the speaker.

Note others body language - While you are with others, note how their bodies read. If a person

suddenly folds his arms across his chest and begins shaking his head no, youve probably lost him.

Might try taking a step back and picking up where the conversation began this turn for the negative and

regroup. Its all about strategic planning!

18 WAYS TO IMPROVE YOUR BODY LANGUAGE

1. Dont cross your arms or legsYou have probably already heard you shouldnt cross your arms as it

might make you seem defensive or guarded. This goes for your legs too. Keep your arms and legs open.

2. Have eye contact, but dont stare If there are several people you are talking to, give them all someeye contact to create a better connection and see if they are listening. Keeping too much eye-contact

might creep people out. Giving no eye-contact might make you seem insecure. If you are not used to

keeping eye-contact it might feel a little hard or scary in the beginning but keep working on it and youll

get used to it.

3. Dont be afraid to take up some space Taking up space by for example sitting or standing with your

legs apart a bit signals self-confidence and that you are comfortable in your own skin.


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4. Relax your shouldersWhen you feel tense its easily winds up as tension in your shoulders. They

might move up and forward a bit. Try to relax. Try to loosen up by shaking the shoulders a bit and move

them back slightly.

5. Nod when they are talkingnod once in a while to signal that you are listening. But dont overdo it

and peck like Woody Woodpecker.

6. Dont slouch, sit up straight but in a relaxed way, not in a too tense manner.

7. Lean, but not too much If you want to show that you are interested in what someone is saying, lean

toward the person talking. If you want to show that youre confident in yourself and relaxed lean back a

bit. But dont lean in too much or you might seem needy and desperate for some approval. Or lean back

too much or you might seem arrogant and distant.

8. Smile and laugh lighten up, dont take yourself too seriously. Relax a bit, smile and laugh when

someone says something funny. People will be a lot more inclined to listen to you if you seem to be a

positive person. But dont be the first to laugh at your own jokes, it makes you seem nervous and needy.Smile when you are introduced to someone but dont keep a smile plastered on your face, youll seem

insincere.

9. Dont touch your face it might make you seem nervous and can be distracting for the listeners or

the people in the conversation.

10. Keep your head up - Dont keep your eyes on the ground, it might make you seem insecure and a bit

lost. Keep your head up straight and your eyes towards the horizon.

11. Slow down a bit this goes for many things. Walking slower not only makes you seem more calm

and confident, it will also make you feel less stressed. If someone addresses you, dont snap youre neckin their direction, turn it a bit more slowly instead.

12. Dont fidget try to avoid, phase out or transform fidgety movement and nervous ticks such as

shaking your leg or tapping your fingers against the table rapidly. Youll seem nervous and fidgeting can

be a distracting when you try to get something across. Declutter your movements if you are all over the

place. Try to relax, slow down and focus your movements.

13. Use your hands more confidently instead of fidgeting with your hands and scratching your face

use them to communicate what you are trying to say. Use your hands to describe something or to add

weight to a point you are trying to make. But dont use them to much or it might become distracting.

And dont let your hands flail around, use them with some control.

14. Lower your drinkdont hold your drink in front of your chest. In fact, dont hold anything in front

of your heart as it will make you seem guarded and distant. Lower it and hold it beside your leg instead.

15. Realise where you spine ends many people (including me until recently) might sit or stand with a

straight back in a good posture. However, they might think that the spine ends where the neck begins

and therefore crane the neck forward in a Montgomery Burns-pose. Your spine ends in the back of your

head. Keep your whole spine straight and aligned for better posture.


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16. Dont stand too closeone of the things we learned from Seinfeld is that everybody gets weirded

out by a close-talker. Let people have their personal space, dont invade it.

17. Mirror - Often when you get along with a person, when the two of you get a good connection, you

will start to mirror each other unconsciously. That means that you mirror the other persons body

language a bit. To make the connection better you can try a bit of proactive mirroring. If he leans

forward, you might lean forward. If she holds her hands on her thighs, you might do the same. But dont

react instantly and dont mirror every change in body language. Then weirdness will ensue. :)

18. Keep a good attitude last but not least, keep a positive, open and relaxed attitude. How you feel

will come through in your body language and can make a major difference.

FEEDBACK

Feedback is a constructive way of giving people some insights

into how their behavior may impact on others or the groupprocesses in order that it might be helpful to their development.

Feedback should cover positive experiences as well as any

problematic ones.

Feedback:

Is meant to improve effectiveness and be developmental

Is focused on performance/behaviors (not personalities)

Is specific, backed up with detailed evidence

Helps the person explore solutions in cases of

problematic experiences

Provides acknowledgement and validation in cases of positive experience

Is two way

Why people avoid giving feedback:

They take success and effectiveness for granted and dont value it or the personal contributions

behind it.

They dont want to upset things and would rather fudge or avoid problematic experiences

They dont have the skills to do it well.

Feedback is not the same as criticism. Criticism is a way of unloading anger, done when angry or

irritated. It is focused on the person, vague and all embracing, using words like; always, never. It focuses

on the past and is about finding a scapegoat, laying blame. Above all it is one way.

Always check with the person first if they would like some feedback and if there is anything specific

they would like some feedback on. Remember the coaching process is to help the other person in

their development.

When giving feedback, think about how you are going to phrase something:


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Include the positives, what you found valuable; always start and end with a positive, if you haveto give feedback on problematic experiences.

Describe what you observed, were aware of or how you felt in response to the other person

Focus on specifics; describe the experience and the behaviors

Describe the impact of the behavior on you

Dont give feedback on something over which the person has no control

Own the feedback; speak personally .I like the way. I found... .I was aware that... avoid saying

You were; Why did you..

If you are aware you have a lot of emotional content (you feel angry or jealous), name that

feeling and be interested in it but dont dump it onto the other person.

Invite the individual to put their view and response. LISTEN to what they have to say.

Clarify and check your understanding of what they are saying and reflect back on what you said

Help the person take in the positive feedback (often people discount it) and help them explore

the issues and what was happening for them around problematic experiences.

Receiving feedback

Be curiousBe open to what is being said, try to avoid feeling defensive

Keep quiet and listen

Repeat and summarize what you have heard.

Check for clarity and understanding; ask for evidence or examples if it would help you

Ask for help in generating ideas on how you could improve or do more of the positive behaviors

Explore options with the coach

Thank the person for giving you the feedback.

SIMPLE TIP FOR IMPROVING COMMUNICATION

1. Write down your thoughts

Just write down anything. It can be impromptu and you Don't have to show these ideas to anyone. This

helps you to be able to order your thoughts logically.

However, if you find that you enjoy this way of expressing yourself, you could join an online community

or article database which will publish your articles. There are lots of opportunities like this online and

some even offer payment, but what is probably more important and more gratifying is knowing that

people are reading your opinions.

You may even find a site where articles are ranked by your peers. If you dare to subject yourself to suchranking, then you can be pleasantly surprised at how highly regarded your writing becomes.

2. Learn from other communicators

Watch speakers on TV or go to lectures. See how the experts do it. You can learn a lot this way, seeing

what you liked about their way of putting their message across.


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In improving communication skill, it's important to have the confidence to get your own style. Getting

some tips from others is fine, but no-one has all the answers and you may well have some good ideas

yourself. Your communication style needs to be individual to you and you need to feel comfortable

communicating in this way for it to be really effective.

3. Try the telephone

Telephone conversations take a different set of skills. Obviously, one big difference is that you can't read

body language of the person you're talking to on the end of the telephone line. Also, without this body

language to read, silences can seem much longer over the phone.

They are still important pauses to allow people to think, though, so you need to learn not to be

frightened of these pauses in conversation.

4. Chat to people

Try holding a conversation with anyone you meet - the bank cashier or the man you pay for your gas

when You fill up the car. Anyone. It's the practice that matters.

5. Strike up a debate

One way of improving communication skill that you may not have considered is getting a few friends

together and having a friendly debate. Pick a current topic in which you are all interested. It doesn't

have to be anything weighty or in any way controversial; in fact, whilst you are just starting out

improving them, it really should be something light and fun in which everyone can participate.


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GRAMMAR TENSES

DEFINITIONThe grammar of a language is a complex of systems that may be analyzed and studied on these

three levels:

(Noam Chomskys UG)

Phonology (set of sounds/ symbols)

Morphology (combinations of sounds that carry single units of meaning)

Syntax - how single units of meaning are combined to form words, phrases and

sentences.

PARTS OF SPEECHNouns

Proper / common

Singular / plural (annex)

Count / non-count /abstract (annex) (how muchhow many)

Collectible (group nouns)

Units of measurement (Reference: Schramper Azar, Betty,1996. Basic English Grammar)

Proper and Common Nouns

Nouns words used to name a person, place, thing, object, quality, idea, concept, or an action.

Ref. (American Heritage Dictionary, 2001)

Proper Nouns- special or particular name given to common nouns to distinguish them from

others of the same kind.

Example: common- woman

proper Martha

acountryPuertoRico

a pet

Puppy

many

others

amonumentThe Statue

of

Liberty

a dayMonday

a place

Ryder

Hospital

A personCarlos

ProperNouns


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COMMON PROPER COMMON PROPER

day Saturday associations Members Club

month October movies Titanicmountain El Yunque planets Neptune

river The Amazon city San Juan

ocean Pacific Ocean historical periods Middle Ages

book Applied Linguistic language Spanish

newspaper New York Times nationality Puerto Rican

religion Catholic School course English 101

brand of product Cadillac institutions University of Puerto

Rico

Rule No. 1 (Add s to the end of noun)cup cups

student students

Rule No.2 consonants before ychange yto iand add es

city - cities

party- parties

lady - ladies

Rule No.3 vowels before yadd s

boy boys

key keys

day - days

Rule No. 4 (f andfe endings)change the for fe to v and es

lifelives wifewives thiefthieves

Rule No. 5 (sh, ch, x, ss endings) addesbush bushes

match matchesbox - boxes

kiss - kisses

Rule No. 6 (consonant + o) add es (vowel +o)stomatotomatoes radio radios


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PRONUNCIATION OF PLURALS(S/ES)

Group A Final s is pronounced/z/after voiced sounds(taxicabs, beds, dogs, balls, years, days, boys, trees, etc.)

Group B Finals is pronounced /s/ after voiceless sounds(books, cups, groups, cats, students, desks, etc.)

Group C Final s, es is pronounced/ez/after s sounds (classes, horses, boxes, faces)

after z sounds (sizes, roses, noises)

after sh sounds (dishes, bushes)

after ch sounds (matches, sandwiches)

after ge/dge sounds (pages, ages, bridges, edges)

IRREGULAR PLURAL FORMS (EXCEPTIONS)

Child children

Foot feet

Man men

Woman women

Mouse mice

Tooth teeth

Fish fish

_____ people (is always plural) (no s)


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VERBS (VERB TENSES /CONJUGATION)

Regular Irregular verbs Spelling / pronunciation Conjugation (annex-practice) Auxiliary verbs/ modals (annex) Infinitives GerundsRegular/ Irregular/ verb tenses

Regular verbs (d or ed endings)

/d/ sound pronunciation

/t/ sound pronunciation

/ed/ pronunciation

IRREGULAR VERBS

Three forms Two forms One form

VERB CONJUGATION

Simple present tense


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VERB TENSES

Simple past

VERB TENSES

Simple future Another way to express the simple future

I am going to work tomorrow.

She is going to work next week.

They are going to work on Sunday.


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PRESENT PROGRESSIVE

PAST PROGRESSIVE (CONTINUOUS)

FUTURE PROGRESSIVE (CONTINUOUS)


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ADJECTIVES

Articles as adjectives Order of adjectives in a series (color, size, origin, nationalities, shape, age, etc..) Past participles / gerunds used as adjectives Comparatives and superlatives comparisons

ADVERBS

Adverbs of frequency Adverbs of time Adverbs of location (place) Adverbs of mode

PREPOSITIONS

IN, ON and AT (annextime and location) All prepositions Transitional expressions

CONJUNCTIONS

Correlative conjunctions Coordinating conjunctions Subordinate conjunctions Conjunctive adverbs Other subordinators

INTERJECTIONS AND OTHER WORDS Onomatopoeias Numerals (cardinals, ordinals) Determiners Qualifiers Subordinators interrogatives

GRAMMARSENTENCE

Vowels

English has five vowels: AEIOU. The consonants W and Y are sometimes called semivowels because they

can act as vowels in certain words. Vowels are sometimes categorized as short and long. A short vowel

has generally a single tone, e.g., the A in "cat", whereas a long vowel usually has a diphthong sound,

e.g., the A in "cake". Although English orthography is very irregular, many words double a consonant or

use consecutive consonants after a vowel to indicate that the vowel is short. For example "boss" or

"Boston" have short Os, and "rack" has a short A. The long vowel is normally indicated by following the


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vowel with a single consonant and another vowel, e.g., the A in "raking", or by using a terminal E which

is called a "silent E". The A in "rake" and the O in "tone" are examples of long vowels.

Basic English Sentence Structures

Sentence Types

English has four main sentence types:

1. Declarative Sentences are used to form statements.Examples: "Mary is here.", "My name is Mary."

2. Interrogative Sentences are used to ask questions.Examples: "Where is Mary?", "What is your name?"

3. Imperative Sentences are used for commands.Examples: "Come here.", "Tell me your name."

4. Conditional Sentences are used to indicate dependencies betweenevents or conditions.

Example: "If you cut all the trees, there will be no forest."

It is not polite to use imperative sentences without the word "Please". It is better to say "Please, come

here." than just "Come here." The simplest English sentences are imperative sentences with a single

verb (Example: "Help!").

Sentences may be simple or compound. Compound sentences consist of two or more simple sentences

joined by conjunctions.

Examples:

"Come here and sit down.",

"My name is Mary and I live in New York.",

"What is your name and where do you live?",

"Either John will go to New York or Mary will come here."
http://www.scientificpsychic.com/grammar/enggramg.html#DEFCONJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFCONJ


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It is not correct to combine different sentence types in a compound sentence.

Wrong: "Mary lives in New York and come here."

BASIC ENGLISH SENTENCE STRUCTURES:PARTS OF SPEECH

Sentences are formed from words that belong to different categories depending on their function. Theword "fire", for example, can be a noun or a verb depending on its usage.

Noun: "The fire burned the building."

Verb: "Fire the gun."

ADJECTIVE - modifies a noun.

Examples: yellow, pretty, useful

Adjectives have three degrees: Positive, Comparative, and Superlative.

Example: old, older, oldest

ARTICLE - specifies whether the noun is specific or a member of a class. The definite article "the"

refers to specific objects. The indefinite articles "a", and "an" refer to an unspecified member of

a class. The article "a" is used before a word starting with a consonant sound and "an" is used

before a word starting with a vowel sound.

Examples: a, an, the

ADVERB - modifies a verb or an adjective. Many adverbs have the suffix -ly.

Examples: very, extremely, carefully

CONJUNCTION - joins components of a sentence or phrase. Coordinating conjunctions join

clauses which are equally important. A subordinating conjunction joins a dependent clause to a
http://www.scientificpsychic.com/grammar/enggramg.html#DEFADJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFARThttp://www.scientificpsychic.com/grammar/enggramg.html#DEFADVhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFCONJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFCONJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFADVhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFARThttp://www.scientificpsychic.com/grammar/enggramg.html#DEFADJ


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main clause. Some conjunctions occur in pairs, e.g., neither ... nor, either ... or.

Examples: and, but, or

INTERJECTION - is used for exclamations.

Examples: Oh!, Aha!

NOUN - names an object or action. Common nouns refer to ordinary things. Proper nouns are

usually capitalized and refer to persons, specific things or specific places.

Examples: mouse, fire, Michael

PREPOSITION - indicates relationship or relative position of objects.

Examples: in, about, toward

PRONOUN - is used in place of a noun. Personal pronouns are used to refer to persons.

Interrogative pronouns introduce questions. Demonstrative pronouns refer to a previously

mentioned object or objects. Relative pronouns introduce clauses.

Examples: he, this

VERB - specifies an action or links the subject to a complement. The tense of a verb indicates thetime when the action happened, e.g., past, present, of future.

Examples: take, is, go, fire

Basic English Sentence Structures

Declarative Sentences

Declarative Sentences are used to form statements. Declarative sentences consist of a subject

and a predicate. The subject may be a simple subject or a compound subject. A simple subject

consists of a noun phrase or a nominative personal pronoun. Compound subjects are formed by

combining several simple subjects with conjunctions. All the sentences in this paragraph are

declarative sentences.

=

Examples:

My name is Mary.

= "My name"

= "is Mary"

Declarative Sentences are used to form statements.
http://www.scientificpsychic.com/grammar/enggramg.html#DEFINThttp://www.scientificpsychic.com/grammar/enggramg.html#DEFNOUNhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPREPhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPRONhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFACTVhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFSUBJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPREDhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFNOUNhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPERSPRONhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFCONJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFCONJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPERSPRONhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFNOUNhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPREDhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFSUBJhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFACTVhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPRONhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFPREPhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFNOUNhttp://www.scientificpsychic.com/grammar/enggramg.html#DEFINT


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= "Declarative Sentences"

= "are used to form statements"

# At the ground:

-----------------

All of you stand in a straight circle.

There is no wind in the balloon.

The girl with the mirror please comes her...{Means: girl with specs please come here).

# To a boy, angrily:

---------------------

I talk, he talk, why you middle middle talk?

# While punishing students:

-----------------------

You, rotate the ground four times...

You, go and understand the tree...

You three of you stand together separately.

Why are you late - say YES or NO .....(?)

# While addressing students about Dress Code: (he is very strict abt this )

-----------------------

Every body should wear dress to college

Boys no proplum

Girls are pig proplum .. (pig=big)Girls should wear only slawar no nitee.

Girls should not wear T sirt ,U shirt,V shirt.. but if you want to wear ...... remove it when inside the

campus and put it oout side the campus

# Sir at his best:

---------------

Sir had once gone to a film with his wife. By chance, he happened to see one of our boys at the theatre,


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though the boy did no t see them.

So the next day at s school... (to that boy) - "Yesterday I saw you

WITH MY WIFE at the Cinema Theatre"

# Sir at his best inside the Class room:

----------------------------------------------

Open the doors of the window. Let the atmosphere come in.

Open the doors of the window. Let the Air Force come in.

Cut an apple into two halves - I will take the bigger half.

Shhh...Quiet, boys...the principal JUST PASSED AWAY in the corridor

You, meet me behind the class. (Meaning AFTER the class..)

This one is cool >> "Both of u three get out of the class."

Close the doors of the windows please. I have winter in my nose today...

Take Copper Wire of any metal especially of Silver.....

Take 5 cm wire of any length....

Last but not the least some experiences ...

Once Sir had come late to a college function, by the time he reached, the function had begun, so he

went to the dais, and said, sorry I am late, because on the way my car hit 2 muttons (Meaning goats).

college day 2002:

"This college strict u the worry no .... U get good marks, I the happy, tomorrow u get good job, jpr the

happy, tomorrow u marry I the enjoy"


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GOAL SETTINGYOU DONT HAVE TO BE A PROFESSIONAL ATHLETE OR THE CEO OF A FORTUNE 500 COMPANY TO SET GOALS.INSTEAD,

WHAT YOU DO HAVE TO BE IS AN INDIVIDUAL WHO DESIRES SUCCESS BE IT IN YOUR CAREER, WITHIN YOUR FAMILY, OR

PERHAPS WITH YOUR PERSONAL FINANCES.

Goal setting is simply an organized personal planning process. It is a reliable method for identifying what

you want to achieve - whether in the long- or short-term, and whether in your personal life or your

professional career. And the process of setting goals gives you the laser-sharp focus you need to achieve

real and lasting success.

There are three basic types of goals

1. Improvement goals: Things that we want to change or make better, such as losing weight,quitting smoking, or having better relationships.

2. Achievement goals: Things that we want to accomplish, such as top salesperson, greatest golfer,or best teacher.

3. Financial goals: Things that we want to acquire, like making a million dollars, being financiallyindependent, owning cars, homes, etc.

Typically a majority of people are very vague about their goals.

If it's an improvement goal, they may tell you that they want to lose weight. While they may be able to

lose weight without a clearly defined goal, their chances of really succeeding long-term are slim until

they specify how much weight they want to lose and devise a plan for how they are going to do it.

If you don't know where you're going, how will you know when you get there?

So, to start setting goals, perhaps the first step should be to simply take some time to decide what

direction you want your life to take.

From there, goal setting keeps you focused on your chosen direction and can act as a reference point

any time you feel you have strayed from your determined path. In this capacity, goal setting offers yet

another benefit, which is to help you more accurately identify the distractions that are serving as road

blocks on your path to success and happiness.

Once you start setting goals and meeting them, you will quickly notice an improvement in your

confidence level, which will have a positive impact on every area of your life. In working to achieve yourgoals, you will also soon have a better understanding of your strengths, while simultaneously developing

a stronger sense of accomplishment, one that grows with every single goal achieved.

To effectively set goals, you must first understand that the process actually takes place on a variety of

levels. It is best to start with the bigger picture here, or your life-long goals. These goals are then broken

up into smaller goals, which, of course, represent your day-to-day goals (and act as stepping stones on

the path to life-long goal achievement, or success). These smaller goals oftentimes can be broken down


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even further, in an effort to provide you with all the steps you need to take to achieve your goals both

immediately and in the future.

Steps in Goal Setting

Goal setting helps us determine our priorities, get organized, make big decisions, and realize our

dreams. Almost all motivational experts incorporate goal setting as an important part of their programs.

Zig Ziglar, when speaking of the importance of goals, poses the question Are you a wandering

generality or a meaningful specific.

The Goal Achievement process entails the following requirements:

1. Well formed Goal Statements

2. Breaking goals down into manageable Steps

3. Motivation and Commitment

4. Reminders and Keeping on track

5. Frequent Review and Re-assessment

1. Well formed Goal Statements

The Goal Statement forms the basis for the entire process so careful attention should be placed on

formulating a clear and accurate goal statement. A good way to remember how a goal statement should

be defined is the old S.M.A.R.T. acronym used by many experts in goal setting. SMART stands for:

Specific - So that we know exactly what we are striving for

Measurable - So we can tell exactly when the goal has been reached

Action-Oriented - To indicate an activity that will produce results

Realistic - In that it is practical and can be achieved

Time and Resource Constrained - So that it has a definite deadline for completion and realizes limited

availability of resources.

The goal statement Increase sales 25% by the end of the fiscal year without increasing advertising

spending is an example that follows these rules.

2. Breaking down Goals into manageable Steps

Once we have a well-formed Goal Statement we need some direction to follow to achieve this Goal. The

creation of Goal Steps gives us a list of the important things that need to be done to achieve the Goal, an

action plan, and also allows us to track our progress towards the goal. While the goal Increase sales


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25% by the end of the fiscal year without increasing advertising spending is a great goal statement, this

is a monumental task without being broken down into smaller detailed steps.

3. Motivation and Commitment

Motivation and commitment are what make us strive to achievement. They give us the push, desire, and

resolve to complete all of the other steps in the Goal process. This motivation can be obtained by

developing a statement that creates a high level of emotion and energy that guarantees achievement.

Commitment is what sets us on direct course to reach our goals and creates costly negative

consequences for failure.

4. Reminders and Keeping on Track

Reaching our goals requires persistence and regular attention. We need some sort of system to keep us

reminded and accountable. MyGoalManager.com uses a combination reminder emails, calendars, and

reports to keep users organized and on track. If some accountability system is not used then we are

likely to loose sight and fail.

5. Frequent Review and Re-assessment

Goal Setting is definitely an ongoing process that is accomplished over time. When we first sit down and

start to define goals it can seem like a difficult and daunting task but over time it begins to get much

easier. Patience is required. All goals due in the next year should be reviewed at least once a week and

daily if possible. The great thing about frequent review is that this forces us to make big decisions and

determine priorities in our life. We should keep watch for goals that arent being achieved on time or for

goals on which we keep extending the deadline.

Seven Keys to Goal Achievement

Once you have written down your goals and developed a clear idea of what you want, you still have to

get there. There are seven keys to achieving your goals. They are the crucial elements from start, to

implementation, and to achievement of your goals to make your goals a reality. They are:

1. Desire

It all starts with a dream, a desire to have or accomplish something. If you don't want it, then why

bother going after it?

2. Belief

In order to accomplish or acquire something, you must possess the beliefs that it is achievable and

worth pursuing. Reaching this goal must not conflict with your values, and no one will be harmed or

adversely affected by it. You must possess the belief that you are capable of achieving it, and that you

can learn whatever is necessary to accomplish it.

3. Knowledge


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You need to acquire the knowledge and information that you will need to accomplish or achieve

whatever it is you are attempting. This means learning the "how-to" of what you want to do. You will

also need to read about, listen to, and model someone who has already done what you wish to

accomplish in order to learn the mental strategies that are necessary to accomplish this goal.

4. Opportunity

The opportunity must exist for you to take action. Is this something that you can do now? If not, when?

Are there external (or internal) factors that are getting in the way?

5. Vision

In order to accomplish the goal, you must have a clear idea of what it is that you want, and create a

compelling internal representation in your mind that you can "see" vividly. You can also use external

pictures of your goal that you review daily. The better you can visualize your goal and its achievement,

the better your chances of getting it.

6. Planning

Devise a concise plan for the achievement of your goal setting long-term, short-term, as well as daily

goals. Implement the use of a day-planner system to help you plan your time and to "track" your

progress towards your achievement.

7. Commitment

Stick to it, no matter what. You must be prepared to do "whatever it takes" (without hurting anyone) to

accomplish your goal. Use vision and planning to create such a great picture of your goal that you fall in

love with the thought of its accomplishment. Post the following statement up on your bathroom mirror

and recite it to yourself every morning:

"I will not give up, no matter how many obstacles I encounter, or how much pain I endure. Because

these things are nothing compared to my desire to succeed."

Good Luck with Your Goal Setting


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JAM/JUST A MINUTEJust a Minute: Is a test of wit and spontaneity with the participants being given different topics to

speak on. Every "round" lasts one minute of speaking time in which the participants are given a topic to

speak on. They are challenged to speak for one minute on a given subject without repetition,

hesitation, or deviation. Here a persons extemporaneous speaking, grammar, clarity of speech and

creative skills are tested.

Abstract:

The exercise uses extemporaneous speaking and careful listening to emphasize good speaking and

diction, in a challenging environment.

Goals for the activity:

To develop quick thinking, together with good speaking, good grammar, appropriate use of words, using

the right words in logical and sequential order..

KNOWLEDGE / SKILLS / ATTITUDES TO BE DEVELOPED (BEHAVIORAL

OBJECTIVES):

Awareness and sufficient knowledge about current happenings.

Ability to analyse the topic.

Organise your thoughts.

Flow should be logical and sequential.

Good grammar.

Correct sentence structure.

Appropriate use of words.

No slang

POSITIVE BODY LANGUAGE

Posture

Eye contact

Gestures

Facial expressions

Poise & Confidence

PROCEDURE:

The Rules:

1. The chosen (participant) speaker is given one minute to talk on a topic chosen by theinstructor/moderator.
http://courses.cs.vt.edu/~cs3604/support/Speaking/Just.a.Minute.html#footnotehttp://courses.cs.vt.edu/~cs3604/support/Speaking/Just.a.Minute.html#footnote


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2. The participant has to be aware of: grammar and correct phraseology; mispronunciation wrong word or the incorrect use of a word (perhaps a Malapropism) repeated word - more than two uses of the same word in a single sentence, or

more than four uses of the same word in 15 seconds.

junk words - ums, ahs, etc. hesitation - a pause of more than two seconds.

The major drawback of this exercise is that participants who are less than willing to talk will not

volunteer to participate. The reasons for this could be:

FEARFACTORS

Fear of failure

Failure has to do with circumstances and not people. Fear of failure can be devastating because it

creates a situation without hope. Essentially, failure happens, but nobody can be labeled a failure ifthey get up after they fall. Failure is the stepping stone for success.

Fear of embarrassment

Embarrassment is an uncomfortable experience. It causes great distress to many people.

Embarrassment surfaces when we feel we may make some mistake that may lower us in others'

estimations. We must remember that everyone make mistakes. Therefore there is nothing to be

embarrassed of as long as one realize the mistake, turn the situation into a positive learning experience

and move forward with wisdom to avoid such mistakes in the future.

Fear of unknown

Fear of the unknown clouds thinking. We get so wrapped up fearing the unknown elements over which

we have no control over. It may not be possible for everyone to know everything. Fear of unknown is

one factor which can be overcome easily.

Fear of rejection

When failure has to do with circumstances, rejection is personal. It has been said that human beings

were created to be receptacles of love. So even though the most callous of individuals may not care

what most people think, there is always someone whos opinion matters. Most employees care about

what their bosses and coworkers think. So providing an environment where peoples opinions are heard

is vital to keeping people engaged.

POINTS TO REMEMBER

1. Use the six friends strategy (What, where, when, who, why and how) For any given topic, toget the base structure, try framing questions with What, Where etc. This will set stage for the

additional information to follow.

2. Give interesting information.3. Support your point with more examples, facts and real time stories4. Try to think out of the box.5. Be conscious of your sentence structure.6. Give yourself half a minute to organize your thoughts.
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TIME MANAGEMENTScheduling and managing time wisely areimportant for the college student. If you miss

important deadlines you will cause

complications to both your academic and sociallives. This causes anxiety, frustration, guilt, andother nasty feelings.

Good time management is essential to successat college. Planning your time allows you to

spread your work, avoid a 'traffic jam' of work,

and cope with study stress. Many deadlines for

college work occur at the same time, and unlessyou plan ahead, you'll find it impossible to manage. To meet the demands of study you need to

spread your workload. Work out what needs to be done and when. Work out how to use your

available time as efficiently as possible.

TIPS TO MANAGE TIME:

Plan

Be Organized

Make a "To Do" List Every Day

Prioritize Your Tasks

Keep Things in Perspective

Avoid Overload

Be FlexibleCommunicate Your Schedule to Others

It's Okay to Say "No"

Find the Right Time

Use Spare Minutes Wisely

Review Your Notes Every Day

Get a Good Night's Sleep

Become a Taskmaster

Don't Waste Time Agonizing

Try Backward Planning

Send Yourself Reminders

Understand Procrastination

PRACTICE EFFECTIVE STUDY TECHNIQUES

Have an appropriate study environment.

Split large tasks into more manageable tasks.


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Be prepared to ask questions as they come up during study, rather than waiting until just beforean exam.

Don't wait until the last minute to complete your projects.

Read the syllabus as soon as you get it and note all due dates (and "milestone" times) on your

calendar.

Be a model student! (be attentive and participative in class, and punctual, prepared, and eager to

learn)

TIPS TO PRIORITIZE

Use a planner or calendar with plenty of space to record assignments, lists, and appointments.

Take the time to plan and organize. Take a few minutes every day to examine your calendar, note

your upcoming assignments, and update your lists.

Break large assignments and tasks into their component parts. For example, break a assignment

into many smaller and more manageable tasks such as finding a topic, conducting literature

searches, gathering articles and books, reading and taking notes, writing an outline, writing the

first draft, and revising.

Make a list of all tasks required to complete a major assignment. You'll find that crossing items off

of the list is quite rewarding!

Set goals and deadlines for yourself. For example, set realistic deadlines for each stage of

completing a major assignment.

Prioritize your lists and tasks. Take the "big-picture" approach. Look over all that you need to

complete and decide what's most important. Which assignment is due first? Which is the most

difficult?

Go with your flow. Think about your biological peaks and lows. Are you a morning person? Or areyou at your best at night? Plan your day accordingly. Save your most difficult work for the times

when you're at your best.

Be flexible. While daily to-do lists are wonderful for helping you to organize and prioritize your

life, remember that there will always be interruptions and distractions. Try to allow time for

them.

TIPS FORPLANNING

Using a Planner

You can place a planner on your wall or by your desk allows you to plan your work over an entire session and helps

to remind you about deadlines and upcoming commitments.

Place the planner in a position where you have easy access to it.

Write in the dates assignments are due and exams are scheduled.

Work out how long you will need to complete each task. Allow yourself plenty of time.


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Remember to allow for extra workload. If you have several assignments due at the same time, you willneed to begin each task even earlier than usual.

Set start dates for each task. Write them on your planner. Draw lines back from the due dates to 'start'

dates. Use different colour pens for different subjects, assignments or exams. Doing this will give you a

good indication of how much time you have to complete tasks and cue you to start them.

FACTORS TO CONSIDERWHEN PLANNING YOURTIME

Be Flexible

Be Realistic

Over commitment

BUSINESS ETIQUETTE

Business etiquette is made up of significantly more important things than knowing which fork touse at lunch with a client. Unfortunately, in the perception of others, the devil is in the details.

People may feel that if you can't be trusted not to embarrass yourself in business and social

situations, you may lack the self-control necessary to be good at what you do. Etiquette is aboutpresenting yourself with the kind of polish that shows you can be taken seriously. Etiquette is

also about being comfortable around people (and making them comfortable around you!)

People are a key factor in your own and your business success. Many potentially worthwhileand profitable alliances have been lost because of an unintentional breach of manners.

Dan McLeod, president of Positive Management Leadership Programs, a union avoidance

company, says, "Show me a boss who treats his or her employees abrasively, and I'll show you

an environment ripe for labor problems and obviously poor customers relations. Disrespectful

and discourteous treatment of employees is passed along from the top."Most behavior that is perceived as disrespectful, discourteous or abrasive is unintentional, and

could have been avoided by practicing good manners or etiquette. Weve always found that most

negative experiences with someone were unintentional and easily repaired by keeping an openmind and maintaining open, honest communication. Basic knowledge and practice of etiquette is

a valuable advantage, because in a lot of situations, a second chance may not be possible or

practical.


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The BasicsThe most important thing to remember is to be courteous and thoughtful to the people around

you, regardless of the situation. Consider other peoples feelings, stick to your convictions asdiplomatically as possible. Address conflict as situation-related, rather than person-related.

Apologize when you step on toes. You cant go too far wrong if you stick with the basics you

learned in Kindergarten. (Not that those basics are easy to remember when youre in a hard-nosed business meeting! )This sounds simplistic, but the qualities we admire most when we see them in people in

leadership positions, those are the very traits we work so hard to engender in our children. If you

always behave so that you would not mind your spouse, kids, or grandparents watching you,you're probably doing fine. Avoid raising your voice (surprisingly, it can be much more effective

at getting attention when lower it!) using harsh or derogatory language toward anyone (present or

absent), or interrupting. You may not get as much "airtime" in meetings at first, but what you do

say will be much more effective because it carries the weight of credibility and respectability.The following are guidelines and tips that weve found helpful for dealing with people in

general, in work environments, and in social situations.

People ManagementTalk and visit with people. Don't differentiate by position or standing within the company.

Secretaries and janitorial staff actually have tremendous power to help or hinder your career.

Next time you need a document prepared or a conference room arranged for a presentation,watch how many people are involved with that process (you'll probably be surprised!) and make

it a point to meet them and show your appreciation.

Make it a point to arrive ten or fifteen minutes early and visit with people that work near you.When youre visiting another site, linger over a cup of coffee and introduce yourself to people

nearby. If you arrive early for a meeting, introduce yourself to the other participants. At social

occasions, use the circumstances of the event itself as an icebreaker. After introducing yourself,

ask how they know the host or how they like the crab dip. Talk a little about yourself- yourhobbies, kids, or pets; just enough to get people to open up about theirs and get to know you as a

person.

Keep notes on people. There are several "contact management" software applications that aredesigned for salespeople, but in business, nearly everyone is a salesperson in some capacity or

another. They help you create a "people database" with names, addresses, phone numbers,

birthdays, spouse and children's names; whatever depth of information is appropriate for yoursituation.

Its a good idea to remember what you can about people; and to be thoughtful. Send cards or

letters for birthdays or congratulations of promotions or other events, send flowers for

engagements, weddings or in condolence for the death of a loved one or family member. Peoplewill remember your kindness, probably much longer than you will!


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International BusinessThe information in this article is presented from a Western point of view. It is important to note

that etiquette in other cultures requires a bit of adaptation and flexibility. If youre travelling onbusiness to a foreign destination, or have visitors here, it is a good idea to learn as much as you

can about the culture they are coming from and make appropriate allowances.

Items to consider:Language (learn theirs if possible, but don't pretend to be fluent unless you havemany years of study under your belt!)

Time zones

Working schedulesHolidays

Food customs (table manners, use of implements, etc.)

Generally speaking, as long as you are trying to be considerate and express an interest in

learning, you should be fine. If in doubt, err on the conservative, formal side.

The Workplace

The remainder of this article is divided into two sections- The Workplace and Social Situations.The division is really for convenience only, since with less formal workplaces and more

"business" seeming to take place in social situations now than ever before, the lines get blurred.

MeetingsIf a subject is important enough to call a meeting, be considerate of the participants time and

ensure that it is well prepared.

Communicate beforehand-The objective

The expected duration ( Be sure to observe the ending time scrupulously, unless

everyone agrees to continue.)

Items expected to be discussedOften overlooked- be sure to THANK meeting members for their time and participation, and

demonstrate (in the minutes or written record, at least) how their contributions helped meet the

objective of the meeting. Participants are frequently left wondering if they've been heard or iftheir attendance and contributions were noticed. Distribute minutes or some written record (no

matter how simple the meeting) to all attendees and absentees, with concise but complete

descriptions of decisions made and including action items.Never assign an action item to a person who is not present to negotiate it, unless you absolutely

have to. Note in the minutes that the person hasnt been notified, and will be contacted for a final

disposition of the item.

The PhoneAlways return calls. Even if you dont yet have an answer to the caller's question, call and

explain what youre doing to get the requested information, or direct them to the appropriate

place to get it.If youre going to be out, have someone pick up your calls or at a minimum, have your

answering system tell the caller when youll be back in the office and when they can expect a

call back.


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When you initiate a call and get a receptionist or secretary, identify yourself and tell them the

basic nature of your call. That way, youll be sure youre getting the right person or department

and the person youre trying to reach will be able to pull up the appropriate information and helpyou more efficiently.

When youre on the receiving end of a phone call, identify yourself and your department.

Answer the phone with some enthusiasm or at least warmth, even if you ARE being interrupted,the person on the other end doesnt know that!Make sure your voice mail system is working properly and doesnt tell the caller that the mailbox

is full, transfer them to nowhere, or ring indefinitely. Address technical and system problems- a

rude machine or system is as unacceptable as a rude person.You dont have to reply to obvious solicitations. If someone is calling to sell you something, y ou

can indicate that you are not interested and hang up without losing too much time on it.

However, you do need to be careful. You may be receiving a call from an insurance or long

distance company that wants to hire you as a consultant! Be sure you know the nature of the callbefore you (politely, of course) excuse yourself.

Personalize the conversation. Many people act in electronic media (including phone, phone mail,

and e-mail) the way they act in their cars. They feel since theyre not face -to-face with a person,it is perfectly acceptable to be abrupt, crass, or rude. We need to ensure that we make best use of

the advantages of these media without falling headfirst into the disadvantages.

E-mailMake the subject line specific. Think of the many messages you're received with the generic

subject line, "Hi" or "Just for you."

Dont forward messages with three pages of mail-to information before they get to the content.In the message you forward, delete the extraneous information such as all the "Memo to,"

subject, addresses, and date lines.

When replying to a question, copy only the question into your e-mail, then provide your

response. You needn't hit reply automatically, but don't send a bare message that only reads,"Yes." It's too blunt and confuses the reader.

Address and sign your e-mails. Although this is included in the To and From sections, remember

that youre communicating with a person, not a computer.DON'T TYPE IN ALL CAPS. TOO INTENSE, and you appear too lazy to type properly. This is

still a written medium. Follow standard writing guidelines as a professional courtesy.

InterruptionsAvoid interruptions (of singular or group work sessions, meetings, phone calls, or even

discussions) if at all possible. Most management folks feel free to interrupt informal working

sessions of subordinates, but need to realize that they may be interrupting a brainstormingsession that will produce the companys next big success.

Always apologize if you must interrupt a conversation, meeting, or someones concentration on a

task. Quickly state the nature of what you need, and show consideration for the fact that you are

interrupting valuable work or progress.

Appreciation/Credit

Always pass along credit and compliments to EVERYONE who made a contribution to theeffort. Speak well of your coworkers and always point out their accomplishments to any


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interested party. Appearing to have taken the credit in a superiors or customers eyes is the

surest way to sabotage a relationship with a coworker.

Dress/Appearance

It can be insulting to your coworkers or clients to show a lack of concern about your appearance.Being wrinkled, unshaven, smelly or unkempt communicates (intentionally or not) that you dontcare enough about the situation, the people or the company to present yourself respectably.

If in doubt, always err on the side of conservative. If you think jeans may be OK for a social

event but arent sure, show up in ironed khakis and a nice golf shirt. If you think a situation maycall for dress slacks, wear a dress shirt and tie. If you have any inkling that a suit may be called

for, dress to the nines.

Womens clothing is a bit more complicated, but again, err on the side of conservative and

dressy.Always practice impeccable grooming (even in a jeans environment!)

Social SettingsMany impressions formed during a party, dinner or golf game can make or break a key business

arrangement, whether or not business is discussed directly. Always carry business cards. Arrive

at a party at the stated time or up to 30 minutes later. (Not earlier than the stated time, under any

circumstances.)

Introductions

Before an event, use your address book or your "people database" to refresh your memory aboutthe people you are likely to meet.

If you forget someones name, you can sometimes "cover" by introducing a person you do know

first. "Do you know my Joe Smith, one of our account reps?" which will usually get the

unknown person to introduce him or herself.If this doesnt work, an admission that youve had a mental block is preferable to obvious

flailing around.

Table MannersThese apply to the Americas and most of Europe. If youre elsewhere, do some research

beforehand.The fork goes on the left. The spoon and knife go on the right. Food items go on the left, so your

bread plate is on your left. Drinks, including coffee cups, should be on the right. When sitting at

a banquet table, you may begin eating when two people to your left and right are served. If you

haven't been served, but most of your table has, encourage others to start. Reach only for items infront of you, ask that other items be passed by a neighbor. Offer to the left; pass to the right,

although once things start being passed, go with the flow.

Conclusion

This is a lot to consider, and theres a lot more out there. Volumes of information have beenwritten on what is right and correct in business etiquette. Its enough to make veterans and

newcomers too insecure to deal with people.

Since you're human, (we're assuming!) there will be times when you step on toes, forget animportant name, pop off with a harsh comment, or (heaven forbid!) use the wrong fork. We all


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do. Think about the "outtakes" scenes at the end of some movies where we see how many times

it took to get things perfect, even when everyone was performing to a script! This is real life,

there are no scripts, and we're all making it up as we go along.The important thing to remember is that if you strive to make the people around you feel

comfortable and valued, you have succeeded whether youre perfectly in compliance with these

or any rules youve read.

randstad india soft skills training proposal for the niec-delhi as on 24th december 2012

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