Technical writing for time management PPT

time management

1. ADIT (CVMU) B.E. SEM 4 102000304 - TWS UNIT 6 6.1 INTERVIEW SKILLS, 6.2 PRESENTATION SKILLS, 6.3 ETIQUETTE AND MANNERS, 6.4 TIME MANAGEMENT 6.5 PERSONALITY DEVELOPMENT Thursday, April 28, 2022 1 Prof. Azim M. Saiyad

2. 6.1 INTERVIEW Thursday, April 28, 2022 2 Prof. Azim M. Saiyad

3. INTERVIEW - CONCEPT The word interview comes from Latin and middle French words meaning to “see between” or “see each other”. Generally, an interview means a private meeting between people when questions are asked and answered. The person who answers the questions of an interview is called in the interviewer. The person who asks the questions of our interview is called an interviewer. It suggests a meeting between two persons for the purpose of getting a view of each other or for knowing each other. When we normally think of an interview, we think a setting in which an employer tries to size up an applicant for a job . So, an interview is formal meetings between two people (the interviewer and the interviewee) where questions are asked by the interviewer to obtain information, qualities, attitudes, wishes etc. Form the interviewee. Thursday, April 28, 2022 3 Prof. Azim M. Saiyad

4. INTERVIEWER vs. INTERVIEWEE In a job interview, the company that has the job to offer will be the interviewer company. A person within the company will interview the candidate. This person from the company is the interviewer. The candidate, who is seeking the job, is the one being interviewed, the interviewee . Thursday, April 28, 2022 4 Prof. Azim M. Saiyad

5. BEFORE THE INTERVIEW The following list outlines many of the things the best interviewees do before any interview to maximize results : Research the company. Research your interviewer. Prepare a set of questions. Conduct a mock interview. Print out physical copies of your resume. Eat a healthy meal before the interview. Clean and press your clothes. Dress for the role. Thursday, April 28, 2022 5 Prof. Azim M. Saiyad

6. BEFORE THE INTERVIEW c ontinue… Write thank-you notes for delivering after the interview. Determine the fastest route to the interview. Create a note with critical terms and names. Turn your cell phone off before the interview. Sleep well the night before. Prepare for different types of interviews. Consider stories from previous positions. Thursday, April 28, 2022 6 Prof. Azim M. Saiyad

7. DURING THE INTERVIEW The day of the interview is considered the most important part of an interview process because it gives the employer or the interviewers the opportunity to meet with potential employees face-to-face. Thus, an interviewer should have enough sleep the night before. Adequate sleep results in a clear mind, which helps the interviewer to get the best out of the candidates before selecting the right one. The interviewer should also have a clear understanding of the job requirement. Otherwise, the interviewer could spend hours talking to the candidates but still be unable to make accurate judgment. Being early in the interview room is also important and gives a chance to glance through the applications again. Dress smartly and appropriately to show the candidates that you are representing an organization with a calibre and are serious about it. Thursday, April 28, 2022 7 Prof. Azim M. Saiyad

8. DURING THE INTERVIEW Continue… Job applications are sent with the main objective of securing the job. Thus, curriculum vitae are normally prepared with exaggerations. Keeping this in mind, it is the task of the interviewer to probe further on certain issues that look confusing on paper. A regular interview exercise poses regular questions such as previous experience and employment (if any) and reasons for applying for the job. If it is conducted the right way, the interview will be able to determine whether or not the candidate Is suitable for the job and has the ability and motivation to do the job. Thursday, April 28, 2022 8 Prof. Azim M. Saiyad

9. AFTER THE INTERVIEW Ask for next steps and contact information Assess your interview performance Write down anything you want to remember Send a thank you note to the hiring manager Reference a current industry event in the news or literature Connect on social media business networking sites Send any supporting documents Contact your references Get comfortable with waiting Thursday, April 28, 2022 9 Prof. Azim M. Saiyad

10. TIPS FOR SUCCESS H ere are some interview tips that could help you in your next interview : Research the company first Before your interview, research the company to better understand what they do, what their hiring needs might be and basic information you might be expected to know to get your foot in the door. Sometimes interviewers open an interview with something like, "Tell us what you know about us." You'll be better prepared to address the interviewer if you are prepared with some foundational information. Thursday, April 28, 2022 10 Prof. Azim M. Saiyad

11. TIPS FOR SUCCESS Practice answers to common interview questions Before you go into an interview, it's recommended you practice answers to common questions. Questions like, "Tell me about yourself," or "Why do you think you are a good fit for the position," are likely to come up, so be prepared to answer them by practicing your answers. Thursday, April 28, 2022 11 Prof. Azim M. Saiyad

12. TIPS FOR SUCCESS Get familiar with the job description The job description offers insight as to what the company's needs are and what skills they are seeking in an employee. Get familiar with the job description by spending time reviewing it in advance of the interview. Thursday, April 28, 2022 12 Prof. Azim M. Saiyad

13. 6.2 PRESENTATION SKILLS Thursday, April 28, 2022 13 Prof. Azim M. Saiyad

14. CONCEPT Presenting information clearly and effectively is a key skill in getting your message across. Today, presentation skills are required in almost every field, and most of us are required to give presentations on occasions. While some people take this in their stride, others find it much more challenging . Presentations are ways of communicating ideas and information to an audience. A successful presentation involves skills that can be learned and developed. Needless to say that effective delivery comes only with good preparation. The term ‘presentation’ often creates ‘ butterfl ies in the stomach’ among many of us, including those who are experienced in making presentations. Knowing a topic or subject well certainly helps you make a better presentation. Thursday, April 28, 2022 14 Prof. Azim M. Saiyad

15. CONCEPT The following are some pointers that must be taken into consideration : Know the types of presentation (monologue, guided discussion and sales presentation and so on). Know the content well. Know the audience. Know the factors that can affect the presentation, including body language and movement, visual aids and practice. Know the structure and strategy—design a suitable structure and plan effective strategies. Know the various methods of practice. Know methods to overcome nervousness. Thursday, April 28, 2022 15 Prof. Azim M. Saiyad

16. TYPES OF PRESENTATIONS Sales : Present the benefits , features and reasons to buy a product or service. Status report: Give details of the progress of a project, a task force or product sales. Persuasion : Give the reasons or rationale in pursuing a specific idea. Business plan or strategy : Outline an organization’s plans. Product demonstration : Demonstrate how a product works. Interview sessions : Demonstrate the strength or capacity in carrying out the required tasks. Training session : Impart knowledge to a specifi c group of people. Thursday, April 28, 2022 16 Prof. Azim M. Saiyad

17. CONTENT The content is closely related to the type of presentation; whether you intend to give a public speech, give a demonstration, share information in a meeting or others. After the topic for presentation is given, you must research the content by using several resources such as the library, online database , working paper or in consultation with the relevant personnel. Drafting an outline by brainstorming the topic with friends can help in generating ideas. As the saying goes, two heads are better than one. One aspect that needs to be taken into account is the attention span of an audience . If you are preparing a sales presentation or a training session, a good rule of thumb is to ascertain how much time is being allocated for the session. Then, the content should reflect the time given. Thursday, April 28, 2022 17 Prof. Azim M. Saiyad

18. AUDIENCE ANALYSIS Knowing your audience is essential in determining the structure of a presentation. This can be done through audience analysis. Audience analysis refers to investigating the target audience in terms of its demographic information, attitude, interests and dislikes . When you are conducting this analysis, the following questions are always asked : (CONTINIED…) Thursday, April 28, 2022 18 Prof. Azim M. Saiyad

19. AUDIENCE ANALYSIS Who is my primary audience? What do I know about their personalities, professions, cultural background and interests, and how will these pieces of information affect my presentation? How many people will attend my presentation? What do they want to know? What do I want to tell them? What complaints do they have about presentations? How best can I deliver my message? Would the preceding information require me to lengthen or shorten my presentation? Thursday, April 28, 2022 19 Prof. Azim M. Saiyad

20. ESSENTIAL TIPS Non-Verbal Communication Body Language Voice Control Visual Aids Personal Appearance Structure Strategy Practise , Practise , Practise Thursday, April 28, 2022 20 Prof. Azim M. Saiyad

21. WAYS TO OVERCOME NERVOUSNESS Before any presentation, even experienced speakers feel butterflies in their stomach. In fact, nervousness is an energy booster because the adrenaline pumps energy and can generate a lively presentation. Some strategies as mentioned here may help in reducing the fear before and during the presentation. Breathing slowly can help you to relax. It may not remove the butterflies but at least, it helps to reduce it. Remember, you would still need the butterflies to boost your energy. Walking slowly can relax you as well. Set the target and walk slowly towards the point. Repeat the procedure. Do not overdo it because you may be out of breath soon. Yawning is a good way to relax your Jaws and reduce anxiety. Eating a light meal or skipping it until the presentation is over can help reduce your anxiety. Memorizing the opening statement helps to boost your confidence in delivering the remaining presentation. Thursday, April 28, 2022 21 Prof. Azim M. Saiyad

22. WAYS TO OVERCOME NERVOUSNESS Getting strength from the audience in the fi rst row is important. They are the emphatic listeners and would provide moral support to you. As you become confident, you can spread out your attention to the rest of the audience. Knowing more than the others about the subject matter should boost your confidence. You may notice the presence of some experts; however, they may not have as in-depth a knowledge of the topic as you have. Keep telling yourself that this is new to them as well and that you need to enlighten them as effectively as possible. You will then be all right. Using slow tempo of speech can help you to relax. At times, when you are nervous, you tend to quicken the tempo of delivery, which can impede the conveying of your message. A good way to overcome this is to remember to go slow. Moving with your audience to create a rapport and to enhance the message is critical. If the size of the group allows, walk into the audience as you speak. This will enhance your confidence and lessen the fear. Thursday, April 28, 2022 22 Prof. Azim M. Saiyad

23. 6.3 ETIQUETTE AND MANNERS Thursday, April 28, 2022 23 Prof. Azim M. Saiyad

24. DEFINITION Etiquettes are the set of rules or customs that control accepted behaviour in particular social groups or social situations. Manner is defined as the usual way in which you behave towards other people, or the way you behave on a particular occasion. Thursday, April 28, 2022 24 Prof. Azim M. Saiyad

25. SOCIAL ETIQUETTES Social etiquette is exactly how it sounds, it refers to the behavior you resort to in social situations—interactions with your family, friends, coworkers or strangers. We’re expected to follow social norms in order to coexist and live in harmony. Social etiquette influences how others perceive and treat you. Thursday, April 28, 2022 25 Prof. Azim M. Saiyad

26. SOCIAL ETIQUETTES Here are few examples of Social Etiquettes: Remembering people’s names and making them feel good Saying ‘sorry’ or ‘excuse me’ immediately after sneezing Using ‘thank you’ and ‘sorry’ when a situation calls for it Saying ‘excuse me’ while navigating your way through a crowd Holding the door for somebody standing in front of or behind you Thursday, April 28, 2022 26 Prof. Azim M. Saiyad

27. BUSINESS ETIQUETTES Business etiquette refers to  the requirements and expectations of social and business behavior, practices and conduct that are prescribed by social convention, and a code of ethical behavior among professionals . It basically boils down to demonstrating good manners. Thursday, April 28, 2022 27 Prof. Azim M. Saiyad

28. OFFICE / BUSINESS ETIQUETTES Pay attention to names Greet everyone Offer a handshake and make eye contact Give cues that show you’re paying attention Introduce others Send customized, handwritten Thank You notes Proofread emails for grammar and typo mistakes Be polite and professional in all forms of communication Always be on time Dress appropriately Thursday, April 28, 2022 28 Prof. Azim M. Saiyad

29. OFFICE / BUSINESS ETIQUETTES If you invite others to a business lunch, it’s your treat Table manners matter Keep your workspace neat Show respect for shared areas and items Don’t overshare but don’t be too distant either Be mindful of how others work Use your inside voice Be aware of nonverbal cues Put away your phone Don't be a complainer Thursday, April 28, 2022 29 Prof. Azim M. Saiyad

30. 6.4 TIME MANAGEMENT Thursday, April 28, 2022 30 Prof. Azim M. Saiyad

31. CONCEPT Time management is the process of planning and exercising conscious control of time spent on specific activities, especially to increase effectiveness, efficiency, and productivity. It involves the balancing of various demands upon a person relating to work, social life, family, hobbies, personal interests, and commitments with the finite nature of time. Using time effectively gives the person "choice" on spending or managing activities at their own time and expediency. Time management may be aided by a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects, and goals complying with a due date. Initially, time management referred to just business or work activities, but eventually, the term broadened to include personal activities as well. A time management system is a designed combination of processes, tools, techniques, and methods. Time management is usually a necessity in any project management as it determines the project completion time and scope. Thursday, April 28, 2022 31 Prof. Azim M. Saiyad

32. ESSENTIALS OF TIME MANAGEMENT Start your day with a clear focus. Have a dynamic task list Focus on high-value activities. Minimize interruptions. Stop procrastinating. Limit multi-tasking. Review your day. Do a time audit. Block out distractions Schedule yourself Avoid multitasking Insist that others respect your time. Keep your “call to action” in mind. Get enough down time and rest. Thursday, April 28, 2022 32 Prof. Azim M. Saiyad

33. TIPS FOR MASTERING TIME MANAGEMENT Figure out how you’re currently spending your time. Create a daily schedule—and stick with it. Prioritize wisely. Group similar tasks together. Avoid the urge to multitask. Assign time limits to tasks. Build in buffers. Learn to say no. Get organized. Eliminate distractions. Thursday, April 28, 2022 33 Prof. Azim M. Saiyad

34. 6.5 PERSONALITY DEVELOPMENT Thursday, April 28, 2022 34 Prof. Azim M. Saiyad

35. DEFINITION “Personality is the whole individual considered as a whole. It may be defined as the most characteristic integration of an individual structure, modes of interest, attitudes, behaviour and capacities.” – Muirhead Thursday, April 28, 2022 Prof. Azim M. Saiyad 35

36. MEANING / CONCEPT Personality development encompasses the dynamic construction and deconstruction of integrative characteristics that distinguish an individual in terms of interpersonal behavioral traits. Personality development is ever-changing and subject to contextual factors and life-altering experiences. Personality development is also dimensional in description and subjective in nature. That is, personality development can be seen as a continuum varying in degrees of intensity and change. It is subjective in nature because its conceptualization is rooted in social norms of expected behavior, self-expression, and personal growth. Thursday, April 28, 2022 36 Prof. Azim M. Saiyad

37. NATURE The ‘ mask ’ approach is conveyed in the derivative meaning of the word personality . It comes from the Latin word ‘persona’ which originally referred to the mask which the Roman and Greek actors used to wear in ancient times, to indicate to the audience whether they played the villain’s or the hero’s role in a drama. It distinguished him from the rest of actors. The emphasis on outward appearance and observable behaviour gives us a very limited understanding of the individual we are observing. Thursday, April 28, 2022 Prof. Azim M. Saiyad 37

38. NATURE Nature of Personality: According to Stagnar & Korwaski (1952) personality has three fold meanings: 1. Personality as a stimulus. 2. Personality as a response 3. Personality as an intervening variable (Integrative approach or personality as an adjustment). Thursday, April 28, 2022 Prof. Azim M. Saiyad 38

39. FEATURES OF PERSONALITY There are 5 main features: 1. Free Mind & Spirit 2. Positive Thinking 3. Importance of Ethics 4. Flexibility 5. Honesty Thursday, April 28, 2022 Prof. Azim M. Saiyad 39

40. 1. Free mind and spirit The person with a free mind has strong inner positivity and wisdom to deal with changes. Thus, the world renowned personality development book, The Alchemist by Paulo Coelho points out that if we dearly want something, the universe conspires to help you achieve it, for which sometimes we need to let our mind and spirit run free and embark on a journey to widen our horizon and change our perspective. Thursday, April 28, 2022 Prof. Azim M. Saiyad 40

41. 2. Positive Thinking The famous personality development book of all time, The Monk who sold his Ferrari explains that quality of life depends on a persons thought. He also points out that there is no room for mistakes in life, there are rooms only for lessons. Which implies that we as a person should constantly try to improve ourselves and our personality because whatever mistakes we make are just lessons for a brighter and better future. Thursday, April 28, 2022 Prof. Azim M. Saiyad 41

42. 3. Importance of Ethics As we know that discipline brings order in life, therefore ethics and discipline are one of the much-needed characteristics to improve personality development. Hence, the sprightliest book called Personality Development by Swami Vivekananda also talks about the importance of ethics, discipline, kindness, goodwill, happiness, wisdom and understanding to lift up our professional and personal lives. Thursday, April 28, 2022 Prof. Azim M. Saiyad 42

43. 4. Flexibility Change is the only constant thing in this world. Therefore, it is imperative to learn how to cope up positively with change, be it in terms of career, relationships, and family life. The renowned author Spencer Johnson's identity improvement book Who Moved My Cheese ? also explains the importance to accept changes in life and know how to figure out ways to be able to adjust as per the changes. Otherwise, you will left behind or extinct. Thursday, April 28, 2022 Prof. Azim M. Saiyad 43

44. 5. Honesty Honesty is one of the greatest personality of an individual. The person who is honest and a good listener has the power to win hearts and to influence people with their positivity. Thus, the famous personality development book, How to Win Friends and Influence People by Dale Carnegie strongly talks about the importance of being honest, and the significance of morality to be a good citizen. Thursday, April 28, 2022 Prof. Azim M. Saiyad 44

45. STAGES OF PERSONALITY DEVELOPMENT Psychosexual Stages of Development: Sigmund Freud According to Sigmund Freud, an individual’s unique character type begins during childhood, largely from parent-child interactions. The child, at a given stage of development, has certain needs and demands. Frustration occurs when these needs are not met, and parents try to impose the demands of reality and morality. Freud noted that each body region assumed greater importance as the centre of conflict at each stage. In each stage, a conflict exists that must be resolved before the infant can progress to the next stage. The 5 different stages of development are discussed below. Thursday, April 28, 2022 Prof. Azim M. Saiyad 45

46. 1. ORAL STAGE Oral stage begins at birth and lasts up to two years, when the oral cavity is the primary focus of libidal energy. The child preoccupies himself or herself with nursing and with the pleasure of sucking and accepting things into the mouth. The oral character, who is frustrated at this stage, whose mother refused to nurse him or her on demand or who truncated nursing sessions early, is characterized by pessimism, envy, suspicion and sarcasm. The overindulged oral character, whose nursing urges were always and often excessively satisfied, is optimistic, gullible, and is full of admiration for others around him. Thursday, April 28, 2022 Prof. Azim M. Saiyad 46

47. 2. ANAL STAGE By two years, the child enters the anal stage. With the advent of toilet training comes the child’s obsession with the erogenous zone of the anus and with the retention or expulsion of faeces . This represents a classic conflict between the Id, which derives pleasure from expulsion of bodily wastes, and the ego and superego, which represent the practical and societal pressures to control the bodily functions. The child meets the conflict between the parent’s demands and the child’s desires and physical capabilities in one of two ways: If the parents are too lenient and the child manages to derive pleasure and success from this expulsion, it will result in the formation of an anal expulsive character. This character is generally messy, disorganized, reckless, careless and defi ant. Thursday, April 28, 2022 Prof. Azim M. Saiyad 47

48. 3. PHALLIC STAGE Phallic stage is the setting for the greatest and most crucial sexual conflict in Freud’s model of development. At this stage, the child’s erogenous zone is the genital region. As the child becomes more interested in his or her genitals, and in the genitals of others, conflict arises. The conflict, labelled the Oedipus complex (the Electra complex in women), involves the child’s unconscious desire to possess the opposite-sexed parent and to eliminate the same-sexed one. Fixation at the phallic stage develops a phallic character, who is reckless, resolute, self-assured and narcissistic or excessively vain and proud. Failure to resolve the conflict can also cause a person to be afraid or incapable of close love. Freud also postulated that fixation could be theroot cause of homosexuality. Thursday, April 28, 2022 Prof. Azim M. Saiyad 48

49. 4. LATENCY PERIOD The resolution of the phallic stage leads to the latency period, which is not a psychosexual stage of development, but a period in which the sexual drive lies dormant. Freud saw latency as a period of unparalleled repression of sexual desires and erogenous impulses. During the latency period, children pour this repressed libidal energy into asexual pursuits such as school, athletics and same-sex friendships. But soon puberty strikes and the genitals once again become the central focus of libidal energy. Thursday, April 28, 2022 Prof. Azim M. Saiyad 49

50. 5. GENITAL STAGE This is the last stage of psychosexual development, where the child’s energy once again focuses on his or her genitals and interest turns to heterosexual relationships. The less energy the child has left invested in unresolved psychosexual developments, the greater his or her capacity will be to develop normal relationships with the opposite sex. If, however, he or she remains fixated, particularly at the phallic stage, his or her development will be troubled as he or she struggles with further repression and defences . Thursday, April 28, 2022 Prof. Azim M. Saiyad 50

51. THEORETICAL MODELS OF PERSONALITY DEVELOPMENT The different theories are listed here for reference. Kindly go through the reference book for detailed information. 1. Type Theories (Pg. No. 187) 2. Psychodynamic Theories (Pg. No. 188) 3. Trait Theories (Pg. No. 189) 4. Five Factor Theory of Personality (Pg. No. 190) Thursday, April 28, 2022 Prof. Azim M. Saiyad 51

52. GOOD LUCK Thursday, April 28, 2022 Prof. Azim M. Saiyad 52