Beruflich Dokumente
Kultur Dokumente
Topic
Page
No.
Notes
1. Personal SWOT
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10
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3. Interpersonal Skills
20
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4. Self Motivation
31
5. Goals
44
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6. Stress Management
58
7. Time Management
72
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8. Working in Teams
92
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9. Leadership
102
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116
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132
140
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144
157
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163
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174
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183
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Topic 1
Personal SWOT
Notes
Objectives
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What is a SWOT?
Importance of SWOT
How to do a SWOT?
When to do a SWOT?
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Introduction:
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What is SWOT?
SWOT is a tool to make a planned analysis of yourself, an activity, an
organisation, a company or event as a prologue to action planning. If
you want to progress, completing a SWOT analysis is something you
should do.
In a SWOT analysis you want to note issues under the four headings.
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Strengths are internal attributes that you possess that would help you
target.
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Strengths:
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And if you have any difficulty with this, write down a list of your
personal characteristics. Some of these will hopefully be strengths!
Tip:
Think about your strengths in relation to the people around you. For
example, if you're a great mathematician and the people around you
are also great at math, then this is not likely to be strength in your
current role it may be a necessity.
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Weaknesses:
What limits me?
Am I completely confident in education and skills training? If
not, where do I lack?
Do I have financial difficulties or pressures?
What are the weak points of my character and personality?
In so far as I have done, well less than I would have liked, what
has held me back?
Under what circumstances have I felt most frustrated and
unhappy?
Am I vulnerable in any way; financially, legally, physically etc?
Have I any other limitations that I have not listed?
What do I avoid?
What do the people around me see as my weaknesses?
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Notes
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Opportunities:
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A new role or project that forces you to learn new skills, like
public speaking or international relations.
A company expansion or acquisition. Do you have specific
skills (like a second language) that could help with the process?
Notes
Also, importantly, look at your strengths, and ask yourself whether
these open up any opportunities and look at your weaknesses,
and ask yourself whether you could open up opportunities by
eliminating those weaknesses.
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Threats:
Potential financial problems.
Rivalry or opposition from others.
Changes in the marketplace.
Legal proceedings.
Physical deterioration of property or assets.
Taxation or benefit changes.
Forthcoming legislation or regulations.
Unfavourable changes in national or local economic conditions.
Inflation.
Loss of image or reputation.
Obsolescence of my skills, knowledge or products.
What obstacles do you currently face at work?
Are any of your colleagues competing with you for projects or
roles?
Is your job (or the demand for the things you do) changing?
Does changing technology threaten your position?
Could any of your weaknesses lead to threats?
Performing this analysis will often provide key information it can
point out what needs to be done and put problems into perspective
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First, pick your topic (e.g. your topic might be broad such as on overall
requirements (a overall SWOT Analysis or something more specific
such as a particular thing in overall requirement (e.g. a Particular
SWOT Analysis) or it could be for yourself as an individual (a
Personal SWOT Analysis).
Next you pick your objective. For example, need to buy a car in 1 year.
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If the answer is no, you have to revise your objective and do another
SWOT.
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If your answer is yes, you can then move into discussing the strategies
related to your strengths, weaknesses, opportunities and threats.
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Summary
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Using your talents to your advantage most likely puts you in lead in the
path of success. And knowing your weaknesses and managing them in
a way that it does not affect you or your performance in personal or
work environment keeps you consistent in a league of your own. You
would realize the power of SWOT when you would uncover
opportunities which you would not otherwise have spotted. And you
would be able to eradicate threats by simply knowing and
understanding your weaknesses. It is suggested that you try to apply
this analysis in next 10 things you do and you would see the difference
yourself and would want to apply it in everything you do.
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Review Questions
A. Objective questions ( Fill in the blank/ Multiple choice/ True or
False/ one line answer)-5 Questions
Notes
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Topic 2
Notes
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Introduction:
"Open self" isn't a recognized, official psychological term.
However, it probably refers to someone who has no problem being
social and communicating self-disclosure. An extroverted personality.
Someone who translates thoughts into speech and behaviour easily.
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What is personality?
Personality is a pretty important word in the English language. If you
ask someone why they chose their spouse or whats the most important
quality they look for in a friend? Youll see most common of all the
things they say would be a good personality. But, what does that
mean? The truth is that meaning of a good personality is different for
everyone. Some people like quiet people, while others want to hang out
with the loudest person in the room. Some value humour, while others
praise intellect. And, of course, many people can have both intellect
and humour and these things are both part of their personalities. These
different factors, in fact, are considered to be personality traits.
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Notes
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3.
Extraversion: Extraversion asks how comfortable you are in the
company of others? Do you prefer to be by yourself or in a crowd? Do
you like to be the life of the party?
4.
Agreeableness: Do you try to get along with people or do you go
out of your way to be contentious and start a fight?
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5.
Neuroticism: How emotionally stable are you? Do you get upset
over the little things, or do they roll off your back?
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Johari Window
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It provides a look into how we view ourselves and how others view us.
It is also a model for opening up the lines of communication with
others. It serves to show how we become increasingly more open to
others as we get to know them and share information about ourselves.
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Developed by Joseph Luft and Harry Ingham (the word Johari comes
from Joseph Luft and Harry Ingham), there are two key ideas behind
the tool:
1. That individuals can build trust between themselves by
disclosing information about themselves; and
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2. That they can learn about themselves and come to terms with
personal issues with the help of feedback from others.
By understanding the Johari Window, you can help yourself and people
around to understand the value of self-disclosure, and gently encourage
people to give and accept feedback. Done sensitively, this can help
people build more-trusting relationships with one another, solve issues
and work more effectively as a team.
The Johari Window model is a simple and useful tool for illustrating
and improving self-awareness, and mutual understanding between
individuals within a group. The Johari Window model can also be used
to assess and improve a group's relationship with other groups. Today
the Johari Window model is especially relevant due to modern
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Notes
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Using the Johari model, each person is represented by their own fourquadrant, or four-pane, window. Each of these contains and represents
personal information feelings, motivation, etc. about the person, and
shows whether the information is known or not known by themselves
or other people.
1. What is known by the person about him/herself and is also known
by others - open area, open self, free area, free self, or 'the arena'
2.
What is unknown by the person about him/herself but which
others know - blind area, blind self, or 'blind spot'
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3. What the person knows about him/herself that others do not know
- hidden area, hidden self, avoided area, avoided self or 'facade'
4.
What is unknown by the person about him/herself and is also
unknown by others - unknown area or unknown self.
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Notes
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But again, feedback is not something that can be dished out in a clinical
way. The first requirement for feedback to be accepted by the
individual and to be worked on, is an environment of trust. Some
people are more resilient than others care needs to be taken to avoid
causing emotional upset. Hence issues on which feedback is sought
should always be at the individuals discretion.
Very often in team sessions, this is facilitated by the leader going in
first and asking the group for frank and free feedback. Such sessions are
always best facilitated by an external facilitator, due to the neutrality
they bring in. A few simple rituals like the individual asking for
specific feedback and then thanking every individual individually for
the feedback, often helps in creating an environment conducive to open
sharing.
Notes
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Notes
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Again as with disclosure and soliciting feedback, the process of selfdiscovery is a sensitive one. The extent and depth to which an
individual is able to seek out discover their unknown feelings must
always be at the individuals own discretion.
Uncovering hidden talents that is unknown aptitudes and skills, not
to be confused with developing the Johari hidden area is another
aspect of developing the unknown area, and is not so sensitive as
unknown feelings. Providing people with the opportunity to try new
things, with no great pressure to succeed, is often a useful way to
discover unknown abilities, and thereby reduce the unknown area.
Managers and leaders can help by creating an environment that
encourages self-discovery, and to promote the processes of selfPEP - Centre for Professional Communication, UPES
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Notes
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Able
Accepting
Adaptable
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Bold
Brave
Calm
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Caring
Cheerful
Clever
Complex
Confident
Dependable
Dignified
Energetic
Extroverted
Friendly
Giving
Happy
Helpful
Idealistic
Independent
Ingenious
Intelligent
Introverted
Kind
Knowledgeable
Logical
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Loving
Mature
Modest
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Nervous
Observant
Organized
Patient
Powerful
Proud
Quiet
Reflective
Relaxed
Religious
Responsive
Searching
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Self-assertive
Self-conscious
Sensible
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Sentimental
Shy
Silly
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Smart
Spontaneous
Sympathetic
Tense
Trustworthy
Warm
Wise
Witty
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Self-Awareness
Self-Awareness is having a clear perception of your personality,
including strengths, weaknesses, thoughts, beliefs, motivation, and
emotions. Self-Awareness allows you to understand other people, how
they perceive you, your attitude and your responses to them in the
moment.
Notes
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Self-awareness is the first step in creating what you want and mastering
it. Where you focus your attention, your emotions, reactions,
personality and behaviour determine where you go in life.
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Summary
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Review Questions
Objective questions ( Fill in the blank/ Multiple choice/ True or False/
one line answer)-5 Questions
1. Johari window model was devised by American psychologists
Notes
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2.
How Johari window is useful for improving self-awareness, and
mutual understanding between individuals within a group?
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3.
4.
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5.
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Topic 3
Interpersonal Skills
Notes
Objectives
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INTRODUCTION
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Simply put interpersonal skills are the skills we use to interact or deal
with others. Interpersonal Skill are sometimes also referred to as
communication skills, people skills and/or soft skills. How we deal
with others can greatly influence our professional and personal lives,
improving these skills builds confidence and enhances our relationships
with others. We all have interpersonal skills. We've been learning
them, usually subconsciously, since birth. We learn how people are
likely to react to what we say and do. How these actions are likely to
make them, and us, feel. People with good interpersonal skills have
learnt to identify which are the best ways of interacting with others in
different situations. Interpersonal skills are easily developed, a little
time and effort spent working and practicing your interpersonal skills
will pay huge rewards in your professional and personal lives.
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The characteristics of the individual and also the situational factors play
an important role in interpersonal behaviour. Interpersonal skills can be
developed through constant practice. Two factors are of prime
importance in developing one's own interpersonal skills developing
skills to improve one to one interaction and developing the skills to
understand the behaviour of others.
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behaviour, our words and our feelings can enable us to avoid becoming
prisoners of a type of reaction and constantly replaying the same scene
and the same role in a film which does not necessarily correspond to the
deeper reality of our situation.
Notes
To know ourselves better and to know how others feel about us can
prevent us from falling into traps, from reproducing the same errors too
frequently and from reliving the same situations in our relationships
with others whether it be as a couple, as a family, or in the professional
context.
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The Transactional Analysis approach has been used for selfdevelopment for more than forty years, as well as for skill assessment
and group dynamics.
Try these 10 helpful tips for improving your interpersonal skills:
1. Smile. Few people want to be around someone who is always
down in the dumps. Do your best to be friendly and upbeat with
your co-workers. Maintain a positive, cheerful attitude about
work and about life. Smile often. The positive energy you
radiate will draw others to you.
2. Be appreciative. Find one positive thing about everyone you
work with and let them hear it. Be generous with praise and
kind words of encouragement. Say thank you when someone
helps you. Make colleagues feel welcome when they call or stop
by your office. If you let others know that they are appreciated,
theyll want to give you their best.
3. Pay attention to others. Observe whats going on in other
peoples lives. Acknowledge their happy milestones, and
express concern and sympathy for difficult situations such as an
illness or death. Make eye contact and address people by their
first names. Ask others for their opinions.
4. Practice active listening. To actively listen is to demonstrate
that you intend to hear and understand anothers point of view.
It means restating, in your own words, what the other person has
said. In this way, you know that you understood their meaning
and they know that your responses are more than lip service.
Your co-workers will appreciate knowing that you really do
listen to what they have to say.
5. Bring people together. Create an environment that encourages
others to work together. Treat everyone equally, and don't play
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Notes
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POSITIVE EGO
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communication. These are the things that keep you from going from
good to great in learning how to be successful.
Personal growth is a process of finding out what good habits to
cultivate and what bad ones to eliminate. Knowing what bad habits to
get rid of is only the beginning. You have to figure out how to do this.
Fortunately the mechanism is already in place. If you are motivated to
learn and grow, you will gradually become more aware of your bad
habits, as they happen. The more you witness these things happening,
the more uncomfortable you become and the more you will think about
why you don't really want to do these things. You eventually learn to
replace them with something more positive.
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There are seven positive behaviours of your ego that you want to
cultivate and there are seven counter-parts you want to eliminate. These
things all work together and the end result is the Golden Rule in action.
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The lesson is, if you want to be noticed and have a positive influence on
others, be reverent and polite. On the other hand, rudeness is at the top
of the list of what influences a perception of un-likability, which results
in unfavourable outcomes with people. The choice should be easy.
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Notes
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Most of us are already our own worst critics and the last thing we need
is someone else piling on the bad news with more judgments against us.
When we perceive that we are being judged negatively, it makes us feel
misunderstood and even inferior. These sorts of feelings tend to make
us retreat into a defensive posture-with a mixture of hurt and angerwhere communication normally shuts down.
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Another reason to try and eliminate your habit of judging others is that
your judgments aren't always correct and they often turn out to be premature once you get all the facts. Suspending your judgment and taking
the time to find out exactly why somebody is doing something that
might not meet with your approval can be enlightening.
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Notes
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The only thing certain today is change and anyone who professes
differently will be met with scepticism and even rejection. In the
interest of learning and growing, you should be concerned about
disproving your questionable beliefs, rather than gathering supportive
evidence to perpetuate the artificial certainty of false ones.
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The more you do these other six behaviours, the more your power of
empathy grows. Empathy allows you to understand other people's
thoughts, feelings and perspectives and when you begin to
communicate that understanding, you are making a friend for life. Such
friendships encourage continued growth and lead to success.
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LISTENING-SKILLS
Interpersonal communication is a three-stage process. Success depends
on how clearly and in what way you speak or write your message, how
it is received and whether or not it is understood. Listening is a key
aspect of the process, as it provides direct access to the other person's
responses, allows you to understand his concerns and priorities and
gives cues as to how you might best continue to communicate.
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Listen Actively
Listening is more than just pausing to let the other person speak. It
involves you being fully present and giving the speaker your undivided
attention. It also requires ongoing reflection so that you can appreciate
the full meaning of what the person who is speaking is trying to say.
This type of fully engaged, self-aware listening is known as "active
listening" because you are actively seeking to interpret and fully
understand the speaker's perspective.
Concentrate Fully
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Avoid Prejudgment
Jumping to conclusions, overriding what a person is trying to say with
your own views or stopping a person before she has finished speaking
are all counterproductive and detrimental actions. Even when the topic
under discussion is something about which you have strong convictions
and feelings, allow the other person to finish speaking and listen
carefully to her views before you respond. You may be surprised to find
your own views alter in the interim.
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Notes
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Being a good listener is a skill that can be learned, like any other. At
first it may involve a conscious change in behavior in order to
concentrate more fully and not interrupt. It may also feel strange at first
to deliberately reflect back to a person what you think he is saying.
Replacing the habit of being a poor or careless listener with good
listening habits may take time but it can be achieved.
Appreciate the Benefits
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SUMMARY
Interpersonal Skills is the transmission of information from one person
to another and their understanding of it through the use of common
language or symbols. It is a way of interacting and happens all times
whether you want it to happen or not. However, just because you
transmit a message, it does not mean that communication happened.
Without both information and understanding on the part of the other
person, communication (understanding of your message) does not
occur. The efficiency at which you communicate will determine the
level of happiness and success in your life. Most people do not think
about or realize how they are communicating to others. It is affected by
your gait, body language, attitude, perceptions, understanding the
process and understanding the needs of ourselves and others.
Having positive interpersonal skills increases the productivity in the
organization since the number of conflicts is reduced. In informal
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Notes
REVIEW QUESTIONS
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Objective Questions
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Q2. ________ means being able to put yourself in someone elses shoes
and understand how they feel.
a. Sympathy
b. Empathy
c. Both a and b
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Q4. The only thing you have that holds you all together is your
a. Ego
b. Emotions
c. Power
d. Feelings
Q5. This skill is critical in the various interactions.
a. Communication skill
b. Interpersonal skill
c. Soft skill
d. Technical skill
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Subjective Questions
Q1. Tell us about a time when your friend strongly disagreed with your
views, ideas, or way of working? What kind of relationship can you
develop with such a person?
Q2. What, in your view makes a person likeable?
Q3. Do you think it is worthwhile to establish new relationships? What
are the consequences of building new relationships in your professional
and personal life?
Q4. Describe how you would endeavour to convince your father to
grant you additional funds for a purpose you have-in-mind?
Q5. Give an example of when you had to present complex information
in a simplified manner in order to explain it to others.
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Topic 4
Notes
SELF-MOTIVATION
OBJECTIVE
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INTRODUCTION
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Here
are
the
various
ways
to
become
self-motivated.
1. Have a Goal
You need something to be motivated about. Setting goals gives you a
starting point. You may have a master plan, but there are likely several
smaller obstacles in the way of attaining your bigger dream. Set goals
to slowly, but surely conquer these obstacles. Getting through one goal
after another will ultimately help you achieve your primary goal.
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Make plans to achieve the goals you've set out for yourself. You have
to make plans in order to stay motivated. Plans give you a marker to
gauge how close you are to your goals and help you see how far you've
come. Having plans also helps you track your progress.
4. Set Priorities
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Life is filled with distractions, and they will only increase when you
have goals. Set your priorities early so that you're not caught off guards.
Having your priorities in order will determine what you spend your
time on. Knowing what your priorities are will also help you avoid
being
pulled
in
different
directions.
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5.
Dont
Complain
Without
Offering
a
Solution
Everybody needs to vent from time to time, but don't pass off avid
complaining for occasional venting. Complaining without solution
makes you feel defeated. If you do not have a resolution for an issue,
complaining about it will only create a self-defeating prophecy.
Constantly telling your sub-conscious mind that things are so bad is
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Notes
6. Visualize Yourself Succeeding
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There is no better motivation than being able to see yourself at the place
you want to be. Even if you don't know exactly how you will achieve
your goals yet, visualizing yourself there will keep you focused and
motivated.
7. Believe in Yourself
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If you are not satisfied with the results you are getting and are
wondering how to keep yourself motivated, you have already taken the
first step. It is important that you identify and accept your shortcomings
only then would you enable yourself to change them. However, the first
step is the beginning of a journey you need to keep on doing a few
things to get to your goals.
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Anyone who is successful will tell you the importance of planning, just
remember you have to plan for a day. One of the things that works is to
get up in the morning and spend 10-15 minutes planning your day, keep
in mind that this is a flexible plan and susceptible to change. However,
try and follow the plan, it can be something as simple as scheduling
your day.
Stick to Winners
An old adage birds of a feather flock together is true so make sure you
stick to people who are achievers, they do not necessarily have to be
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rich they should be people with ethics and a good work code. For
example, find a colleague at work that comes and completes the
allocated tasks on time, stick with them and try to understand how they
do it. There is nothing better than a live example of motivation.
Abide by Moral Laws
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Evils of the mind like gossiping, lying and justifying your actions are
some of the biggest obstacles to achieving success. So formulate a
moral code of conduct just for a day when you get up every day. For
example make a list of things that you would not do for the day, like
decide you wont gossip, lie, day dream, make hurtful comments, make
fun of others, etc. These negative emotions will drain your energy and
stop you from doing the work at hand.
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Focus on Yourself
We spend a lot of energy focusing on what others do and how others
are ill treating us but neglect to play our part. If we refocus that energy
on ourselves we will be better off. A simple way to do this is to take a
daily inventory at the end of the day. Just make two columns, list all the
good things you did today in the first column and list all the things that
you shouldnt have done in the second column. Now each day
endeavours to make the list in your first column bigger than the list in
your second column, this will help you motivate yourself.
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Learn to Forgive
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One of the things that weighs us down is guilt, it occupies a lot of space
in our mind without paying any rent, so get rid of it immediately. If you
were not able to do a certain task dont wallow in self-pity, it has no
output, instead get back to work. Remember each moment is a new
moment. Forgiving ourselves is a very important self-care technique
because it allows healing and provides energy to carry on. For example
you work in a marketing firm and werent able to achieve todays
target, dont beat yourself up or curse others, just forgive yourself,
remember no one can change the moment that has passed.
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Help Others
The mind works best on positive emotions, so try and help others, it can
be something as simple as offering your seat to someone else on the
subway. A simple act of extending your help to others will instantly
increase your energy levels. Laws of nature dictate that if you do a
good deed it will be rewarded immediately. This doesnt mean that
when you offer your seat on the subway you get a promotion when you
reach office. It simply means that when you help someone you will get
extra energy to help yourself.
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Once you get to the stage where you are regularly helping others keep
motivated be it with a blog or talking with peers youll find the
cycle continuing where each facet of staying motivated is refined and
developed
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SELF MOTIVATION TECHNIQUES
Understanding these basic self-motivation techniques can increase your
motivation and help to keep it going over the long term. Take the time
to understand and apply these techniques as you work towards your
goals.
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Setting
goals
is
an
ideal
way
to
start
this
process.
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even harder to start later? If you act now, can you keep a potential
problem
from
getting
worse?
On the positive side, how will you feel once you finish? What benefits
will you gain from acting now? How will this impact your ability to do
other things? Looking at long term consequences can be a powerful
motivation technique to increase your self-motivation. Put the short
term discomfort or difficulty in perspective by thinking about the long
term effect of getting your goal accomplished.
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These milestones may be just one small step toward your larger goal,
and you may still have a long way to go, but they are the evidence that
you are progressing. Celebrating these small victories can renew your
motivation as move towards the end result, and provide positive
feedback
and
reinforcement
for
your
behaviour.
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Actively look for these milestones that mark your progress, and take the
time to celebrate those victories.
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Readjust Strategy
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You may have set a great goal, but in trying to reach it you might feel
like you keep hitting a wall. When your repeated attempts to move
forward don't work, your motivation to keep going can start to lag.
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Evaluate Outcomes
As you start making progress towards your goal, periodically evaluate
the outcome you are trying to reach. Sometimes you may go after what
you want, but as you near the goal you may find that it no longer as
important
as
you
initially
thought.
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You may realize that you really don't want or need that outcome. Take
the time to evaluate the goals you are striving for, and determine
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If your motivation is lagging, it may be a sign that your goal is not top
priority for you anymore. Maybe there is a different outcome or goal
that is really more important, and if so, changes your focus. It's possible
to outgrow your initial ideas about what you want- don't be afraid to reevaluate your priorities and shift your efforts.
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The use of these self-motivation techniques can greatly aid you as you
work towards your goals. Pay attention whenever your motivation starts
to get low, and then consider if one of more these motivation
techniques can help to keep you going.
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These five essential self-motivation skills can really help you to boost
your motivation and keep it going in the long term.
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3. Lack of direction If you dont know what to do, how can you
be motivated to do it?
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state, you tend to make a bad impression, assume the worst about
others, and lose self-confidence.
The way to get out of this thought pattern is to focus on gratitude. Set
aside time to focus on everything positive in your life. Make a mental
list of your strengths, past successes, and current advantages. We tend
to take our strengths for granted and dwell on our failures. By making
an effort to feel grateful, youll realize how competent and successful
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you already are. This will rejuvenate your confidence and get you
motivated to build on your current success.
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It might sound strange that repeating things you already know can
improve your mindset, but its amazingly effective. The mind distorts
reality to confirm what it wants to believe. The more negatively you
think, the more examples your mind will discover to confirm that
belief. When you truly believe that you deserve success, your mind will
generate ways to achieve it. The best way to bring success to self is to
genuinely desire to create value for the rest of the world.
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If youre caught up in fear based thinking, the first step is to focus the
energy on a well-defined goal. By defining a goal, you automatically
define a set of actions. If you have a fear of poverty, create a plan to
increase your income. It could be going back to school, obtaining a
higher paying job, or developing a profitable website. The key is
moving from an intangible desire to concrete, measurable steps.
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SUMMARY
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Notes
Getting organized is run of the first rungs of the ladder of selfmotivation to your success.
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REVIEW QUESTIONS
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Objective Questions
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Primary Goal
Target
Mission
Purpose
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Motives
Positive emotions
Plans
All of the above
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Lack of confidence
Lack of focus
Lack of direction
All of the above
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Subjective Questions
Q1. What is self-motivation and how we improve self-motivation?
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Topic 5
Goals
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Bill Cole
Objectives
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Introduction
Setting targets or goals is important for career development and
progression. Without career goals, it is impossible to achieve greatness
in life. Goals generate excitement and energy and help focus effort.
They are the avenues to effect change in your life.
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Goals help in monitoring the day to day activities and ensure the
activities are progressing in the right direction. More than this,
properly-set goals can be incredibly motivating, and as you get into the
habit of setting and achieving goals, youll find that your selfconfidence builds fast.
Notes
There are two types of goals you can set for yourself rational goals
and directional goals.
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Notes
SMART GOALS
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Diagnostic Questions
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Diagnostic Questions
How will I know that the change has occurred?
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Diagnostic Questions
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realistic does not mean easy. Realistic means that you have the
resources to get it done. The achievement of a goal requires resources,
such as, skills, money, equipment, etc. to support the tasks required to
achieve the goal. Most goals are attainable but, may require a change in
your priorities to make them happen.
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Having clear action plan to achieve your goals is critical to goal setting
success. You must ask yourself the following questions:
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Diagnostic Questions
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goal. Deadlines create the all important sense of urgency. If you dont
set a deadline, you will reduce the motivation and urgency required to
execute the tasks. Deadlines create the necessary urgency and prompts
action.
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Diagnostic Questions
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Goal Planner
Lifetime Goals (long range)
Notes
1.
2.
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3.
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4.
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2.
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3.
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4.
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2.
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3.
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4.
Pick two top priority goals from each category. Enter them here. These
are the goals; you will begin to work on, now.
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1.
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2.
3.
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4.
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5.
6.
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The above six top priority goals should occupy your time for one
month. Next month, you should make a new list. Some goals will
remain top priority while others will drop off. The goals will always be
accompanied by a list of specific, easy to accomplish steps. You should
set aside a certain time each day to work on top priority goals.
Emphasis should be on results rather than activity.
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What makes a good goal? A good goal is one that when followed,
offers a reasonably high probability of success in the defined timeframe.
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4. Write down your goals: The difference between a goal and a dream
is the written word. Writing down the goals creates the roadmap to
success. Although the mere act of writing them down can set the
process in motion, it is also extremely important to review the goals
frequently. The more focused you are on your goals, the more likely
you are to accomplish them.
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Goal accomplishment
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When you have achieved a goal, take the time to enjoy the satisfaction
of having done so. Absorb the implications of the goal achievement,
and observe the progress you have made towards other goals. If the
goal was a significant one, reward yourself appropriately. All of this
helps you build the self-confidence you deserve!
With the experience of having achieved this goal, review the rest of
your goal plans:
If you achieved the goal too easily, make your next goals
harder.
If the goal took a dispiriting length of time to achieve, make the
next goals a little easier.
If you learned something that would lead you to change other
goals, do so.
If you noticed a deficit in your skills despite achieving the goal,
decide whether to set goals to fix this.
Failure to meet goals does not matter much, as long as you learn from
it. Feed lessons learned back into your goal setting program. Remember
too that your goals will change as time goes on. Adjust them regularly
to reflect growth in your knowledge and experience, and if goals do not
hold any attraction any longer, then let them go.
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Reviewing your goals daily is a crucial part of your success and must
become part of your routine. Each morning when you wake up read
your list of goals that are written in the positive. Visualize the
completed goal, see the new home, smell the leather seats in your new
car, feel the cold hard cash in your hands. Then each night, right before
you go to bed, repeat the process. This process will start both your
subconscious and conscious mind on working towards the goal. This
will also begin to replace any of the negatives self-talk you may have
and replace it with positive self-talk.
Every time you make a decision during the day, ask yourself this
question, Does it take me closer to, or further from my goal. If the
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answer is closer to, then youve made the right decision. If the
answer is further from, well, you know what to do. If you follow this
process everyday you will be on your way to achieving unlimited
success in every aspect of your life.
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Basics Tips
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These basic tips are organized in a sequence that will support you from
thinking about your goals to actually achieving them. Dont forget,
these are only suggestions, take what you like and try it out for a while
to see what works best for you. Have fun and play; dont make your
goals shoulds but wants.
1. Use a diary to keep track of your goals journey where you may
keep daily or weekly records of your progress including affirmations,
successes, appreciation for your hard work, rewards, resistances,
obstacles, etc. Use your goal diary to write goals initially and to rewrite
them over time. Use it to break your goals into steps. Review your
progress regularly and jot a few notes. Develop consistent habits of
writing about your thoughts and goal progress. It will propel you
forward at a faster pace. Use colored pens and playful things like
stickers and pictures, have fun!
2. Get yourself into a positive state before writing your goals: Its
really important to get yourself into an inspired, positive and relaxed
state before writing goals. Some ideas for getting yourself into a
positive state include: Meditation, listening to inspiring music, reading
something fun or funny, watching a funny movie, taking a walk in a
naturally beautiful place, brisk exercise, reading or listening to an
inspirational story, listening to motivational tapes, brisk exercise or
prayer.
3. Start brainstorming: After getting into a good mental and
emotional state, starts your brainstorming. Write all possible goals
quickly without any editing or criticism. You can review and prioritize
later; right now you want to be as creative and grand in your vision as
you can be.
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15. Use a to do list for taking daily actions: Using a to do list and
prioritizing your goals regularly is a useful technique. Sometimes you
will get bogged down in day-to-day business and you might overlook
the steps needed to get to your goals. Be sure to integrate the goals into
your to do list daily or weekly (at least), then put the highest priority
goals at the top and take action on those first.
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One of the secrets of successful people is they take action on the most
important things every day. Avoid focusing a lot of attention on things
that are not important. Heres a quote from Robert Allen (a bestselling
author and motivation expert), who recommends facing the hardest
things first. Dont do first things first, do feared things first! An even
more outrageous way to start the day from Allen is to dig a hole, throw
in a crocodile and jump in!
16. Enhance your skills: In order to accomplish more challenging
goals, you need to enhance certain skills and also learn new ones.
Therefore, skill enhancement is an ongoing activity which can be
accomplished through on-the-job training, work and personal
experience and continuous lifelong learning. Relate your skill
enhancements to the goals set, so that goal accomplishment becomes
much easier.
17. Learn from past experiences: We all have encountered positive
and negative experiences in the past. It is important to utilize these
experiences in setting goals and objectives. Due to negative past
experiences, we must not shy-away from challenging goals. However,
the required learning from the negative experience should be received.
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Things to remember
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Notes
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Topic 6
Notes
Stress Management
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Objectives
After reading this unit, you would know:
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Introduction
According to National Institute of Occupational Safety and Health,
stress oriented disorders are fast becoming the most significant reasons
for an employees professional and personal disability. Stress is a
universal and all-pervasive phenomenon. It is indeed a well established
fact that stress is no longer confined to the realms of negativity; it may,
on the contrary, be also a necessary evil. Considering its impact on a
persons behaviour, stress has drawn global attention. There is no
denying that stress as a phenomenon is already one of the most debated
issues the world over. Different experts have different views on the
subject. Yet, there is one uncontested commonality that stress has to be
handled, albeit, ways and means to cope up may vary That would
depend on nature, extent, duration, affected person, his mental and
psychological resilience and over all complexity of stress.
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What is stress?
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Frustration
Irritation
Anger
Sleeplessness
Tension
Tiredness
Low/diluted self-esteem
Self-pity
Depression
Indecisiveness
Lack of physical/emotional desires
Lack of concentration
Lower attention spans
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The major concern is that any one of the above, or a comibnation can
turn into major psychological disorders, like, emotional drain out, acute
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Stress Pattern
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Organizational
Occupational Stress
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Role Stress
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Self-role distance
Inter-role distance
Role stagnation
Role isolation
Role ambiguity
Role expectation
conflict
Role overload
Role erosion
Dysfunctional
Strategies
Functional
Strategies
Role integration
Role reduction
Role visibility
Role slimming
Role
development/enrich
ment
Resource generation
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Role negotiation
Role transition
Role linkage
Role clarification
Role making
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Resource
Role atrophy
inadequacy
Personal inadequacy Role shrinkage
Role linkage
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Occupational Stress
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Life-events stress
This type of stress is based on types of situation an individual may face
and the meaning and importance he may attach to such
situations/events i.e. merger of Indian Airlines and Air India. Some
were stressed and others were not. A person who has unbalanced life
may face more stress than the one who lives a balanced life. For
balanced life the following are the major components:
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Emotional stability
Ability to work cheerfully and productively
Maturity of character
Ability to overcome the paralyzing stress of life
Ability of judge reality accurately
Ability to foresee and farsee; to evaluate things with foresight
Ability to love; ability to sustain affectionate relationship with
people
Ability to gratify huger, thirst and sexual urges in such a way as
not to hurt other people or oneself
Having an effective conscience
Ability to forget and forgive
Ability to switch off the mind (as in mediation or dhayana), or
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Disorders
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Gastrointestinal disorder
Cardiovascular
Respiratory
Urogenital
Dermatological
Muscular
Endocrinic
Exocrinic
Neurological
Affective disorder
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Remedies
Behavioural skills training which include Arousal Reduction
Bensons Relaxation Response, and various other aids to
relaxation; Meditation (Transcendental Meditation)
Yoga; Exercise (Aerobics or Walking)
Recreation
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Acupuncture
Time Management
Prioritizing and decision-making
Behavioural Medicine- Life style (Stress-Minimizing Style)
(Enlightened Lifestyle)
Stress-Inoculation Training
Biofeedback; cognitive Behaviour Therapy
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In this, the stress is sharing with all the important and long term
benefits of stable habits of work, leisure, proper diet, physical upkeep,
good hygiene habits and meditation. Stress focused training
programmes can be:
Stress Management Training Programme.
Employees Assistance Programme. It deals with counseling
service by the organization.
Stress Reduction/Intervention Programme.
This involves
change in job design/content.
Byrum and Robinson in 1993 suggested the following methods:
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Medical experts have realized that many stress related ailments are not
totally psychological but can also be psychological and psychometric in
nature, and these can be traced back to environment, organizations,
family and society. These disorders can be:
Gastrointestinal disorder
Cardiovascular
Respiratory
Urogenital
Dermatological
Musculo-skeletal
Endocrinic
Exocrinic
Neurological
Affective disorder
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Relationship:
Scene-changing skills for
altering the environment and
interaction with it
Valuing:
Aligning energy investment with
core
Values
Personal Planning:
Setting goals and progressing
steadily toward accomplishment
Commitment:
Saying yes wholeheartedly
Time Management:
Setting priorities to spend time
effectively
Pacing:
Regulating the tempo of life
Contract:
Forming satisfying friendship
Listening:
Tuning into others feelings and
meanings
Assertiveness:
Attending to self and boundaries
Fight:
Retreating from the pressure
Nest-building:
Beautifying the environment
Relabeling:
Seeing the promise in the problem
Surrender:
Letting go and letting be
Faith:
Accepting limits and the
unknowable
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Table I
Personal Management:
Self-regulation skills for
organizing time and energy
expenditure
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Whisper:
Talking positively to self
Imagination:
Using creativity and humor
Stamina:
Body-building skills to
strengthen resistance and relieve
tension
Exercise:
Strengthening and fine tuning the
body
Nourishment:
Eating for health
Gentleness:
Treating self with care and kindness
Relaxation:
Cruising in neutral and replenishing
resources
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Table II
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Techniques
Mind/Body connection
Breathing
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Progressive
relaxation
Autogenic
training (AT)
Self-hypnosis
Meditation
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Yoga
Visualization
Message
Biofeedback
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Miscellaneous Techniques
Breathing exercise. Breath deeply and relax mind. This can be
done any time preferably at day time.
Exercise regularly, it helps to release endorphins, which
relieves stress.
Be mentally tough, dont let criticism affect you. Look at it for
improvement, if boss shouts or abuses, discuss with him.
Know the problem. Try to find out the cause of stress. Try to
remove the cause rather than reducing stress.
Draw balance between life and work. Have time for hobby,
family, leisure.
Delegate, share the work load. Trust others and their
capabilities.
Let go. Know difference behaviour what you can continue and
what you cannot.
Learn Time Management, do not procrastinate. Know what
must be done, what should be done, what could be done.
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Summary
Stress is a normal phenomenon, provided you do not allow it to control
your life. It is difficult to totally eradicate stress, but it can be handled.
Stress has powerful impact on a person. We must know that some level
of stress is certainly required because that spurs as to action, and
challenges our capabilities. In addition to the methods mentioned in
this unit, positive thinking and healthy attitude towards ones own life
and others can help in stress reduction. If you still cannot handle, then
do seek counselors advice.
Notes
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Review Questions
1.
2.
3.
4.
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Topic 7
Time Management
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~ C arl S andbur g ~
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Table of Discussions
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Objectives
This comprehensive article on Time Management should help you
understand the following:
Analysing our use of time
Assessing the time management matrix
Identifying ways to leveraging our time
Knowing what our time is worth
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If you can identify with any part of the above paragraph, working on
improving your time management may be beneficial to you.
In this program, you will be given the opportunity to assess where your
time goes and make some decisions about changes you would like to
make to use your time more effectively. There is no one right way to
manage your time; however, it is important to get to know yourself so
you can make good decisions about how to use your time. We all have
168 hours in a week to use as we wish; however, some people make
better use of this time than others. If you perceive that this is an area of
your life that needs improvement, this program is for you. Throughout
the program, you will learn ways to use your time more effectively.
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2. Procrastination: It is easy to put off tasks if they are not due right
away. The trouble is, tasks pile up and can force you to run into a time
crunch later. Procrastination is generally triggered off by the fear of
failure/success, perfectionism, wanting to do it all or incorrect
priorities. It is a virtue to want to do a good job. But some people
become so anxious about getting a job done perfectly that they never
complete it. You should examine whether your efforts to get the job
done perfectly are really improving things or preventing them from
getting the job done.
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2. Watch less TV
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10. Do what you dream about doing, instead of just dreaming about it.
11. Work hardest when youre the most mentally alert
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17.Stop smoking.
18.Write notes or letters while waiting for others.
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Dont try to implement all of these ideas at once. Implement them one
at a time and repeat them until they become a part of your daily routine.
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Urgent
Quadrant 1
Not Urgent
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Quadrant 2
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Important
Career, Projects,
accidents, etc.
Planning, exercise,
relationships, etc.
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Quadrant 3
Quadrant 4
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Not
Important
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Daydreaming, TV,
procrastination, etc.
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The activities in Quadrant 3 are not important but urgently press upon
us and interrupt our more important activities. These include
responding to drop-in visitors, phone calls, meetings, and mail that do
not increase productivity and effectiveness. Operating in this Quadrant
will mean short-term focus, crisis management, worthlessness of goals
and plans, feeling of victimization and broken relationships.
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Operating in this Quadrant will mean total irresponsibility and overdependence on others in addition to outcomes in Quadrant 3.
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1. Did you have a plan for each day with clear priorities in writing?
2. Were you doing the right job at the right time?
What did you do that should not have been done at all?
Could it have been done more effectively at another time?
Could it have been delegated? If so, to whom can it be delegated?
3. What could be done in a better way?
Faster
More simply
In less detail
With better results
4. Concerning interruptions:
How are you interrupted (phone, visitors, meetings, crises, self, boss,
clients)?
How often are you interrupted?
For how long have you been interrupted?
How important were the interruptions?
How long does it take to recoverto get back on track?
How many interrupted tasks were left unfinished at the end of the day?
5. Concerning contacts/ communications with others:
How important is time spent in accordance with your real priorities?
Who (with the right person) are they?
How often do you spend with them?
How long?
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Time goes by at the same rate no matter what one does. One cannot
speed it up or slow it down. Unlike the other resources that one
manages, there is no way to control time. The best one can do is take
charge of oneself in the framework of time, investing oneself in those
things that matter most in ones life.
Effective time management requires reducing the impact of the time
stealers and increasing the effectiveness of a manager in getting the
things done that need to be done. The following are the important
elements that combine to enable a manager eliminate distractions,
interruptions and inefficiencies in the work process to make the most of
time management.
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Notes
I. Activity Time Log: The first step to managing time better is to find
out how managers are currently spending their time. Keeping a Time
Log is a very effective way to do this.
Through an Activity Time Log, you can make a list of the activities or
tasks that they spend time on. The very act of measuring is often
enough to raise their unconscious habits into their consciousness, where
they then have a chance to scrutinize and change them.
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End Time
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Time Log requires that you track all the tasks including the routine
tasks such as commuting, reading a newspaper, eating and attending
telephone etc. - in a systematic way and note the successive sequence
from the start, through the end of the day.
Start Time End Time Activity Description
1. Using the daily log on the worksheet, record your activities for a 24hour period.
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Activity logs are valuable tools for scrutinizing the way you use your
time. You can also help you to track changes in your energy, alertness
and effectiveness throughout the day. By maximizing their activity log,
they will be able to discover and obviate time wasting or low-yield
jobs. They will also know the times of day at which they are the most
effective, so that they can carry out their most important tasks during
those times.
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Studies reveal that people do a miniscule of real work per day 1.5
hours of actual work per day. The rest of the time is spent socializing,
taking coffee breaks, eating, engaging in non-productive
communication, shuffling papers and other preventable time-wasters.
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1. Did you have a plan for each day with clear priorities in writing?
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What did you do that should not have been done at all?
Could it have been done more effectively at another time?
Could it have been delegated? If so, to whom can it be delegated?
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Notes
More simply
In less detail
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4. Concerning interruptions:
How are you interrupted (phone, visitors, meetings, crises, self, boss,
clients)?
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How many interrupted tasks were left unfinished at the end of the
day?
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How long?
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Lack of discipline
Indecisiveness
Personal Disorganization
Procrastination
Inability to say NO
Poor Delegation Skills
Day Dreaming
Worry
Inefficiency
Unanticipated interruptions that do not pay off
Procrastination
Unrealistic time estimates
Unnecessary errors
Ineffective meetings
Doing urgent rather than important things
Poor planning and lack of contingency plans
Failure to delegate or delegating without authority
Lack of priorities, standards, policies or procedures
Watching TV in unorganised manner
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- Visit others
- Arrange appointment
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Request agenda
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Arrive early
Notify chair if your will be late
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List serves
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Conclusion
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Now that we have come towards the end of the chapter we have
realized that how our time gets wasted because we never thought of
managing time in an effective manner. It is said that time and tide waits
for none so our attempts would be to make the best use of time and
prevent others from wasting our time too. This chapter winds up all our
observations on time management in this book. It summarizes as to
what causes us to waste our time and suggests solutions to save time as
much as possible. It also offers tips to make the best use of time. As
with all the precious resources, time is a scarce resource. The wisdom
lies in making the most of it.
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No reward is offered,
For they are gone forever
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Time Tips
1. Count all your time as time to be used and make every attempt to get
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5. Stop regretting your failures and start learning from your mistakes.
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18. Catch yourself when you are involved in unproductive projects and
stop as soon as you can.
19. Find time to concentrate on high priority items or activities.
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Notes
Review Questions
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2. What are the activities lately that you found were ritualistic and
relatively ineffective?
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3. What are the tasks this week that you found could have been
delegated?
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4. What tasks did you do this week that could have been simplified?
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Topic 8
Notes
Working in Teams
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INTRODUCTION
In the present day, we are aiming to attain a level of togetherness and
synergy in order to ensure we progress and develop as a team and the
resultant effect of one plus one is more that two. Also in our day-to-day
work we are mostly functioning as a part of or as the leader of a team.
It is very important to note that though as an individual all the members
are capable and good, but, if they do not synergise and perform as a
team, they will fail to attain the goals that are set. Therefore,
Teamwork in our daily life is very important. While individual
brilliance will be there and is important, a collective team work will
give very high and rich dividends in any work that is undertaken.
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All of us have been part of a group or a team right from our childhood
days. We have been a member of a group of children in a crche,
member of a group of children on an excursion, a member in the school
quiz or football team, a member of a group of people in a park or
watching a movie, etc. Once we join an organization we become a
member of many groups or teams and in fact, we will have to lead
many teams also. In effect we will be asked to play both roles; that of a
follower and of a leader.
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Group
Definition. A collection of individuals whose existence as a
collection is rewarding to the individual. The members do not have to
share common goals.
Among groups there are two types, Formal and Informal Groups. In
Formal groups, we have Group of Ministers studying the prices of
petroleum products etc. In informal groups we have interest groups or
friendship groups etc. Examples of these are a group of people on a
fishing trip or a group of people belonging to a college/ similar interests
and so on.
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Team
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Group Vs Team
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Having seen separately, what a Group and a Team are, let us see their
differences.
(a)
Synergy.
In a group the members pull in different
directions whereas in a team they are integrated and when they
work they move in a unified direction. In other words, the
synergy in a group is at best neutral or sometimes negative, but
in a team it is always positive.
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(b)
Accountability.
In a group, as brought out earlier,
the accountability of the individual is to himself and not to the
group whereas in a team each member is accountable to the
other and they are committed to each other.
(c)
Skills.
In a group the skills of individuals are
varied and random, whereas, in a team though the skills of
individuals are different, they are complimentary.
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Forming
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(b)
Storming
(c)
Norming
(d)
Performing
(e)
Adjourning
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Forming
The first stage of team building is Forming. This is the stage where the
team members meet and get to know each other. After formal
introductions each of them study the others in silence. Also, the leader
apprises the team of the task that is set for them and the desired
outcome of the project.
The desired outcome at the end of this stage is that all the members
should accept each other and also accept the task. This is easier said
than done, so it naturally leads to the next stage.
Storming
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This is the stage where the leader has to take charge and ensure that the
team does not disintegrate. Along with the leader, the team members
also need to pitch in to stem and reverse the downslide. This stage is
very important because this is when all the members should
communicate openly and sort out all the differences, ensuring that they
do not come up at a later and more crucial stage.
The desired outcome at the end of this stage would be development of
open communication channels, identification of primary roles and
further clarification of task, if required. It should be ensured that all the
differences are brought out in the open and ironed out.
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Norming
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(a)
(b)
(c)
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Normalised communication
(b)
(c)
(d)
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Performing
The fourth stage of team building is Performing. This is the stage
where the team really takes off. This stage is characterized by:
(a)
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(b)
The team becomes cohesive and members develop
interpersonal relationships.
(c)
Problems are solved through consensus and in case
required, the norms are changed/ varied in order to achieve the
task.
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Adjourning
The fifth and the final stage of Team Building is Adjourning. Having
achieved the task it was formed for, the team disbands and this stage is
characterized by the concern for wrapping up the activities.
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Resistance to Teams
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A team once formed, irons out its differences, sets the norms and goes
about performing its task. However, it is not always that the going is
smooth. There will be hiccups and hold ups from time to time. It is
the duty of the leader and his members to recognize these and eliminate
them if they are to succeed as a team. The following are the resistances
that the team should endeavor to overcome:
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(a)
Loners.
These are individuals who are not
concerned with the activities of the team. They keep to
themselves and do not take interest or initiative to contribute to
the team performance. It is the primary duty of the leader to
recognize the capabilities of such individuals and draw them out
so they can add to the team performance. It is also the duty of
the other team members to help the leader to draw out such
loners.
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(b)
Individual Characteristics.
There are certain
characteristics in each individual that are very prominent.
Those at times can hamper the functioning of the team. Given
below are a few of them:
(i)
Aggressor. He deflates the status of others.
Makes fun of individuals or the team as such.
(ii)
Blocker. Brings to the fore issues, which have
been discussed and sorted out earlier. Hinders and
hampers progress.
(iii) Recognition Seeker. Would like to do only jobs
that put him in the limelight, even if he is not capable of
the job.
(iv)
Dominator. Influences others to his way of
working. He wants them to perform, as he desires.
(v)
Help Seeker. Always asking for help from
others, thereby overloading/disturbing the other team
members.
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(c)
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It often happens that halfway through the task, one or more of the team
members may change or a new member may join the team. In such
circumstances, the team undergoes all the five stages of team building
again, starting with re-forming followed by the other four stages. It is
incumbent on the part of the leader as well as the other team members
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that they welcome the new member, make him feel a part of the team
and explain to him the various norms, goals etc. set by the team.
There have been and there will be instances when the new member
happens to be the team leader. In such cases also all the stages of Team
Building will follow, however, it is more difficult for the leader as he
has to learn about the task of the team and also lead it. Therefore, it is
very important that all the team members pitch in and make the
transition easier for the leader. The leader on his part should not go
about ordering and changing things straight away. He should wait and
watch and in case there is a requirement for change, only then he
should bring in a change. This change should be gradual and should be
implemented after taking the whole team into confidence and
convincing them.
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(a)
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(b)
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(c)
(d)
(e)
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(f)
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(g)
(h)
(j)
(k)
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Team Excellence
In order to achieve excellence the team needs to have the following
characteristics: (a)
(b)
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(c)
The team members need to be competent; however, we
may not always get the members we want. We should draw out
the best from the available resources.
(d)
(e)
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(f)
The leader needs to set the standards of excellence
required from each member.
(g)
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(h)
The leader should strive to get external support and
recognition to the team as and when required.
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Leading a Team
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(a)
(b)
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(c)
(d)
(e)
(f)
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Conclusion
In every organization, most of the jobs done and results achieved are
the outcome of teamwork. In order that we have excellent teamwork to
achieve the best results, it is very important that we build an effective
team. Towards this, we need to follow the various stages of Team
Building and weed out the resistances that crop up in the teams
functioning. It is very vital that each individual of the team puts in his
best. For this, we require honest and open communication amongst the
members and principled and selfless leadership.
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Topic 9
Notes
Leadership Skills
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Learning Objectives
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Kinds of leaders
Understanding the important characteristics of leadership
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Introduction
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leadership, the styles of leadership some tips that can develop and
enhance leadership skills and some new trends.
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Kind of Leaders
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There are various kinds of leaders. The field that you excel in and
people start following you is the kind of leader you are. Here are to
name a few:
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Political
In olden times were kings and in todays time the politicians. Akbar the
great & Jawaharlal Nehru are some such examples.
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Activity 1
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Religious
These are leaders of a particular religion that are followed. For e.g.:
Guru Gobind singh for the Sikhs, Jesus Christ
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Business/Economic
These are the successful people in the business world who have worked
up the ladder and made a name for themselves. An e.g. : Dheeru Bhai
Ambani or JRD Tata.
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Social
These work for a social cause which helps the society and its people in
many ways. For e.g.: Florence Nightingale & Mother Teresa
List names of at least 2 social personalities who are leaders.
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Sports
These are personalities for whom what they play is a passion. Not only
do they love their game but also work hard towards becoming idols for
promoting a particular sport. They also go on to coach the new
generation. For e.g.: Sachin Tendulkar , Sania Mirza
List names of at least 2 social personalities who are leaders.
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Entertainment
These are personalities who excel in various forms of performing art
like, dancing, singing, media, acting etc. They are leaders who become
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idols and inspire individuals in this field. For e.g.: Amitabh Bacchan,
Lata Mangeshkar
List the names of at least 4 entertainment personalities who are leaders.
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Role of a leader
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Aspects of Leadership
As discussed earlier a good leader is whose approach has all aspects of
leadership. We have divided this in four sections. All these sections
have important characteristics a leader should have.
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Figure 1
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There are four categories as represented in the figure above. Let us look
at each one in detail.
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Individual development
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2. Skill Capability
a) Task Focus: Every task conducted should be result
oriented. These results should match the
organizational goal directly or indirectly. The leader
needs to be focused on the task along with
identifying the resources that he/she would need for
the required outcome. There are times when we
require to complete a task, involving various
departments in an organization.So their benefit needs
to be kept in mind. They need to maintain each
departments interest by maintaining the right
relationships with them to get the job done.
Ownership for the failure or success of a particular
task needs to be taken by the leader and his people.
b) Communication Skills: Effective communicators
turn out to be good motivational leaders. They
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3. Business Leadership
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Leadership Styles
Basically, knowing these leadership styles helps us in adopting them in
different situations. Though there could be one predominant leadership
style as a whole for a person, he/she cannot just stick on to a particular
leadership style always. Switching between the leadership styles is
necessary in different project management situations to achieve
success.
Leadership types were determined keeping in mind two major aspects
one is task orientation (work at hand) and Relationship orientation
(Relationship management with peer & subordinates).
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as Integrated Type.
2. High relationship orientation & low task orientation is called
as Related Type.
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High
Related
Integrated
Task
Separated
Dedicated
Low
Human
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High
Figure 2
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Less Effective
Basic types
More Effective
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Deserter
Separated
Bureaucratic
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Missionary
Related
Developer
Autocratic
Dedicated
Benevolent Autocratic
Compromiser
Integrated
Executive
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Separated
Notes
Deserter
Bureaucratic
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requirement
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Not bad managers but they avoid
challenges
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Related
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Missionary
Developer
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High performers
Sensitive to subordinates needs ,can
become personal thus losing focus
Avoid enforcing control
Find it difficult in denying requests and
giving candid feedback
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nurturing potential
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High scorers and have optimistic beliefs
in peoples way of work
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Dedicated
Autocratic
Benevolent Autocratic
Notes
more communicative.
Low on human relationships
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High scorers and enjoy tackling
operations issues
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stated task
They reprimand but without hurting
Make decisions for everyone.
Believe in individual responsibility and
not in shared leadership
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them.
Believe in structured work with
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relationship.
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others
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Integrated
Compromiser
Executive
in a realistic way.
them.
Willing to compromise in order to meet
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work pressures
Favours teamwork and keep all aspects
Reality consideration stands in the way
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Listen Actively
Communicate Effectively
Be a peoples person
Notes
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Summary
In this chapter we have understood how important leaders are, the various
styles and aspects of leadership. As already discussed leaders are born and can
be made as well. Each one of us is a leader in our own way all we need to do
is to discover it and determine the style that we practice. It is important to
switch between styles for higher managerial effectiveness. Leadership is an
important skill that the organizations look for while hiring an individual.
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Review Questions
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Notes
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Topic 10
Notes
Assertive Communication
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Learning Objectives
Assertiveness & Importance
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What are the causes & the effects of non assertive behaviour
How to say NO politely and still maintain your relationships
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Introduction
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Notes
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Communication Styles
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The way people communicate reflects their behavior. There are four
types of communication styles and we need to understand these to
understand why a person talks the way they do.
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Figure 1
Passive Aggressive
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They believe in neither mine nor your ideas count. They are
manipulative people and would follow people who will benefit
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Notes
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Their belief is I lose and you lose too. Other characteristic are:
Goal achievement only after deadlines are crossed
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Unpredictable
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They believe in your right counts mine do not. Whatever you are saying
is correct and I am wrong. For them it is also I lose you win situation.
They have certain other characteristics as well.
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Communication Style
Indirect
Always agrees
Notes
Doesn't speak up
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Hesitant
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Characteristics
Apologetic, self-conscious
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Outward Behavior
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Sighs a lot
Tries to sit on both sides of the fence to avoid conflict
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Self-effacing
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Nonverbal Cues
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Fidgets
Nods head often; comes across as pleading
Lack of facial animation
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Notes
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Up talk
Fast, when anxious; slow, hesitant, when doubtful
Verbal Cues
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"I'll try..."
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Aggressive
They believe in only my rights count not yours. They are absolutely
opposite of passive. They are hot blooded, get angry at the drop of a
hat, quarrelsome. For them it is I win and you lose situation. They
usually get into physical fights easily and verbal fights as well. Other
characteristics are:
Notes
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Communication Style
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Close minded
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Poor listener
Has difficulty seeing the other person's point of view
Interrupts
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Monopolizing
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Characteristics
Achieves goals, often at others' expense
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Domineering, bullying
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Patronizing
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Condescending, sarcastic
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Behavior
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Notes
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Nonverbal Cues
Points, shakes finger
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Frowns
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Glares
Stares
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Rigid posture
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Verbal Cues
"You ought to better."
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Verbal abuse
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Assertive
Notes
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This is the ideal way to be. They believe in a winwin situation. I win
and you win too. They are upbeat and positive people with good
interpersonal skills. They say no without hurting, some other
characteristics are:
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Communication Style
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Characteristics
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Non-judgmental
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Self-aware
Open, flexible, versatile
Playful, sense of humor
Notes
Decisive
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Proactive, initiating
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Behavior
Operates from choice
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Action-oriented
Firm
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Fair, just
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Consistent
Takes appropriate action toward getting what she wants
without denying rights of others
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Nonverbal Cues
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Verbal Cues
"I choose to..."
"What are my options?"
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Notes
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Feelings Felt
Enthusiasm
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Well being
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Even tempered
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Effects
Increased self-esteem and self-confidence
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The behavior is not a very healthy behavior. There are various causes
for this sort of behavior and those are:
Family values & Beliefs: Majorly parents tell their children not
to fight, to listen to others and not to reply back. This get
embedded in us as you grow older and you use the same values
system thinking it would work like it does at home however
when this happens at work people lose their confidence and
retrieve in their own shell or fight with others.
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during emergencies;
Impact
Non assertive behaviour leads to behavioural changes and health
hazards. Those are:
Depression: From anger turned inward, a sense of being
helpless, hopeless, with no control over your life.
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Art of saying NO
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Its a simple fact that you can never be productive if you take on too
many commitments you simply spread yourself too thin and will not
be able to get anything done, at least not well or on time. There is an art
to saying no; maybe there is some science there as well. The most
important thing to do is to draw the boundaries clearly and say no when
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they are breached. This applies equally when defining the scope of
work to be done; setting limits in interpersonal relationships; setting
expectations of rewards; and many more situations. Here are six steps
to evaluate a situation before saying a direct NO:
Ask yourself Do I want this or am I trying to please
someone else? If I agree to do this will it reward me or
become a problem?
Notes
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There are certain tips that need to be kept in mind as well after the
evaluation is complete and those are:
Be calm and firm
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Do not apologize for refusing. For e.g.: I am sorry but I will not
be able to do it. Instead say I understand this is important
however I have prior commitments so I will be unable to
complete the task.
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Notes
Technique
Explanation
Broken Record
Fogging
Defusing
Summarizing
Specificity
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Feedback
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Notes
Figure 2
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Summary
In this chapter we have understood how importance of assertive
communication are, the various communication styles, causes of non assertive
communication, Various techniques and how to develop this skill
professionally and personally. Assertive communication is important in this
era of globalization. It is an important skill to develop for maintaining
interpersonal relationship in all walks of life.
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Review Questions
Objective questions (Fill in the blank/ multiple choice/ True or
False/ one line answer)
Notes
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Open mindedness
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Goal oriented
Manipulative
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Confident
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4. It is okay to refuse rudely when you are not able to help them.
(True/False).
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Topic 11
Presentation Skills
Notes
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Learning Objectives
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Introduction
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Presentation skills are one of the first managerial skills that a junior
engineer must acquire.- Said by Dr. Gerard. M. Blair Hardware
Design Engineer at Hewlett Packard USA- Former lecturer of
Electrical Engineering at the University of Edinburgh. Presentation
skills are required because it is considered as one of most effective
methods to get things done through other people or it is a way in
which one can express themselves in front of other people. It could be
done in a formal environment which is at work/client site or it could
be done in an informal environment which could be planning a trip
with a group of friends etc. A Presentation can be as much fun as the
presenters want it to be, it usually has a central idea, topic or theme.
In this chapter we would concentrate on what presentation are all
about along with the reasons for bad presentations, some common
practices to overcome nervousness while presenting & tips to
remember before & while delivering a polished presentation.
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What is a Presentation?
Presentation is a way of communicating ideas, thoughts, fact and
figures of a company or a topic with a group of people. It carries the
speakers personality and allows immediate interaction with a group
of people.
There are two parties involved in a presentation. First is the presenter
or the speaker who is delivers a speech or a visual presentation on
the topic. Second is the audience a group of people who are seated
there to listen, do, grasp & ask questions if required on the same
topic. A presentation could be from 10 minutes to a few hours
depending on the topic and the requirement.
Notes
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Speech events
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Notes
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Figure 1
Presentation Errors
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Reaching late
Not knowing the audience
Too much content
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Inappropriate Humor
Negative Body Language
Notes
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Impact
The above mentioned reasons impact the presenter and the audience
in various ways and those are:
Non Participation of the audience as they are bored or cannot
understand or do not want to be there.
Thought process is lost and the presenter is unable to speak in
front of the audience.
Tell a joke and nobody laughs as they have not understood it:
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Notes
Drink a glass of cold water so that your mouth is not dry and
breathe deeply at least 3 -4 times
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Use gestures, smile and greet the audience and draw your
energy from their interaction.
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Visual Aid: Keep your sentences short & simple and large and
legible. Use the right light and the right screens for projecting
you power point. Cartoons, clipart and pictures should make
sense.
Use of color: Not more than 4 colors on a slide. Make sure that
the colors used for text can be viewed easily. Usually it is light
background with dark text. No red color for text as it shows
passion. Use earthy tones for back ground/themes. Black, white,
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grey, blue are colors which are acceptable but again it depends
on the theme or the back ground color.
Use of text: Arial, Times new roman are preferred. Do not use
more than 2 font type in a slide. Use UPPERCASE only for
emphasis and not one very slide. It could be used for titles. Use
short titles. Font sizes from 12 to 20 are ok depending on the
slide. Use same font throughout the presentation.
Notes
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Here are a few tips to keep in mind before & while presenting:
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Make sure all your logistics like microphone, projectors etc are
well in place before the presentation.
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Use short titles and dark print on a light background for visual
power point presentations.
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Memorize the concept not the script. Keep all the required
material for the presentation in a bag the night before.
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Wait for the audience to become silent before you start your
presentation or if required request them gently to be seated and
maintain silence.
Notes
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Figure 2
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Summary
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Presentation skills are considered one of the most important skills that
a candidate should have whether at a graduate or a post graduate. The
success quotient of the presentation and the presenter depends on the
structure and delivery of the presentation. The presenter should show
interest & focus while delivering a presentation. They should use
positive body language and be precise & to the point. Comfort with
logistics, audience, topic and confidence in self leads to an excellent
display of presentation skills while delivering a presentation.
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Review Questions
Objective questions (Fill in the blank/ multiple choice/ True or False/ one line
answer)
Notes
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c. Audience participation
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1. What are the causes for a bad presentation and what are its
impact on the audience and the speaker?
2. Explain the rule of Six while designing a power point
presentation?
3. Write in not more that 150 words what is your understanding of
presentation skills are and what are y the things that you would
do to portray excellent presentation skills?
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Topic 12
Group Discussions
Notes
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The GD stage is arguably the most crucial stage. It is a bit like the
journey from qualifying in the heats to the gold medal in a sports event.
GDs are conducted to test managerial attributes like Interpersonal
Skills, Leadership, Analytical and rational thinking, Knowledge and
personality traits.GD checks a quality of paramount importance and
that is How do you work in a team?. During your work life, you will
be working as a team member rather than an individual. To do well
your interpersonal skills, your ability to put across your ideas and also
understanding the other persons point of view is important. Thats
what GD focuses on.
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Types of GD
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Not all GDs are equal. B-schools use several types of GDs to test the
applicants. While there are some GDs that test the knowledge of a
candidate on a topical issue, others are designed to test the lateral
thinking of candidate.Another type of GD comes in form of a short
case-study where applicants are asked to analyze a situation and
frame responses. Yet another type of a GD is a group exercise.
GDs may be put into three types. There are three common types of
GDs: Factual, Abstract, and Case Study. While the factual ones are
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Notes
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PREPARATION STRATEGY
You should work on developing your knowledge base, at the same
time, You should focus on improving your communication. Some
specific lessons on managing yourself during the GD are important too.
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Up your KQ
The first step in your quest to do well in a GD is to improve your
knowledge quotient. Read, Watch, Listen! Read the newspapers and
magazines on current issues, specially the year-end issues that capture
the highlights of the year gone by. Also watch and listen to the news
and current affair programmes on news channels.
There are some Group Discussion topics of perennial interest for GDs.
For economic related topics, read concepts like FDI, Stock Markets,
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Notes
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Express yourself!
Knowledge itself is not enough. Next step is to improve your ability to
express yourself. You can practice speaking in a GD scenario by
forming a discussion group which meets every day and takes up a topic
for discussion.
GD Tips Group Discussion Dos & Donts
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-- Be Natural
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-- Must Speak
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Summary
GD is to check how you behave, participate and contribute in a group,
how much importance do you give to the group objective as well as
your own, how well do you listen to viewpoints of others and how
open-minded are you in accepting views contrary to your own. The
aspects which make up a GD are verbal communication, non-verbal
behavior, conformation to norms, decision-making ability and cooperation. You should try to be as true as possible to these aspects. So,
use this opportunity to display your inborn leadership qualities by
preparing well, being confident and go with an open mind and
SUCCEED.
Review Questions
A.
Notes
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Topic 13
Notes
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Objective:-
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What is Etiquette?
Types of Etiquette.
Social Graces
Dressing and grooming
Corporate Grooming
Dress code for men
Dos and Donts
Shaking hands
Good Manners
Dining Etiquette
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Notes
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"Etiquette has to do with good manners. It's not so much our own good
manners, but making other people feel comfortable by the way we
behave. So it's more or less thinking of others and how others perceive
us: So that everyone knows the rules for doing things and everyone is in
a very comfortable position in society.
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Types of Etiquette: There are many types of etiquette that we should posses as they all add
up to our personality and image we create in society. You need
etiquette in school, college, office, neighbourhood, parties or even on
the street and everywhere you come across strangers and people. This
etiquette which involves the society is in short called social etiquette
which are very important for our survival in the society. When you are
interacting with a group of people as your seniors, colleagues or juniors
you need to have a certain sense of speech as well as body language.
This etiquette defines who you are in your future.
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When you are in a place where there are people around you,
irrespective of interaction, you should have certain behavioural
manners with every age group present. This can be called social
etiquette and possessing it only makes you a descent and good human
being. People who have social etiquette have a sense of maturity on
how to behave in public and to keep their calm when there are social
outbreaks and related emergencies. You can't act ignorant and not
bothered when there is something going on in the social environment
around that needs your help. Social etiquette should be shown in these
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Notes
Avoid having habits like biting your nails, nose and eye picking,
applying makeup, shaking your leg or playing with your hair
constantly. This just shows you are very restless and can't make
solid decisions.
If you are in public, maintain a low voice tone while speaking
over the phone or with others in person. Respect social space
while being a part of it.
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company. Your professional etiquette can thus, put you in the good/bad
book of your immediate boss or potential clients.
Social Graces: -
Notes
Conversation Etiquette
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There are times when you will need to place a caller on hold,
if you have that option on your phone, or ask them to wait a
moment while you retrieve the person with whom she wishes
to speak. In these instances, let the person on the other line
know you need to place the call on hold or need them to wait
for a moment. When you pick up the receiver again, thank the
other person for waiting. If you anticipate the individual on
the other end of the line will be waiting for more than a few
minutes, let her know this and ask her if she would prefer to
wait or to receive a return call.
Taking Messages
o
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Notes
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Corporate Grooming:Always wear neat and nicely pressed formal clothes. Choose
corporate shades while you are picking up clothes for your
office wear.
Women should avoid wearing exposing dresses and opt for little
but natural make-ups. Men need to keep their hair (including
facial hair) neatly trimmed and set.
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The most often made mistake that men make is when they
adjust their neck tie in a way that lets it hang too short or very
long. A properly worn neck tie is one that will graze the top of a
mans pants to cover the pants buttons.
Notes
Dress for men: Trousers: Black, Charcoal grey, Dark brown, avoid light
colored trousers.
Shirts: White, Light Blue, Grey, Crmes- Full sleeves
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Size: Wear the right size not very tight and not very loose either.
Notes
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Avoid spikes, colored, long or bald look. Women hair color not
be brighter than your normal hair color
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Shaking Hands:-
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When shaking hands always offer a firm handshake with your fingers
titled down and your thumb up. However, ensure your handshake is not
so firm that it crushes or hurts the other persons hand. This indicates
that you are dominant.
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Limit the time of handshakes to 2 to 3 seconds and take your hand back
gracefully.
Avoid patting on the back of the hand.
Notes
While shaking hands, greet the person by looking into his/her eyes.
It doesn't matter who extends the hand first, but the one who does takes
control of the situation, takes matters in hand if you will.
The proper placement of the nametag is high on the right shoulder.
When shaking hands, your eye follows the line of your arm to the other
person's right side. By placing the tag on the right, it's easy to read the
name while shaking hands.
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Good Manners:Good manners are lifetime asset. The rewards of this asset are several
and the cost is negligible. Parents are responsible for their childrens
behavior.
Manners are taught as soon as your child understands what you are
saying. In addition, children will need coaching and reminders on
manners throughout their childhood. It is best to give positive support,
that is, when your child does something right, let them know. When
your child does something wrong, do not be negative about it, but
gently tell them how it is best done and why.
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Be nice to people.
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Notes
Dining Etiquette:With the kind of culture that exists today, dining etiquette is almost a
thing of the past. You can use some of these dining etiquette tips to
present yourself in an effective manner to the people around you.
It may sound old fashioned to some but remember that men have to be
a little ahead of the women when they are going towards the dining
table. They should stand till the host or the hostess finishes the
announcements and sits down.
The napkin is another important part about dining etiquette and I have
often seen people struggling with the same. Unfold the napkin only
when everyone is seated at the dining table and place it on the lap. This
has to be unfolded either in the shape of a large triangle or in the shape
of a rectangle. Your napkin is not a substitute for tissue; you can always
ask for a separate tissue paper if you feel the need to do so.
Talking with food in your mouth is the first mistake you would commit
at the dining table. Dining etiquette needs to be maintained as talking
too much at dinnertime can be a real turn off for many.
When you are at the dining table, you must know the order of the food
and the crockery that is placed to be able to maintain the dining
etiquette. Solid food is always placed on the left and any form of liquid
is placed on the right. The largest plate is the dinner plate, a medium
sized plate would be your salad plate and a small sized plate would be
your bread plate. The glass of wine or water will be placed on the right
side. Begin using the spoons and forks from the outside area and
towards the inside of the plate.
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Use the knife to butter the bread. Take some amount of butter in your
plate and use the butter knife to spread the butter.
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Sometimes the salad may contain huge leaves that may be a little
cumbersome to eat. In that case use your salad fork to cut them into
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smaller pieces.
Order something that is easy to eat if you wish to avoid drawing
attention to yourself! This will be particularly helpful if your employer
gives the dinner party.
If you notice that some wine has also been served then pick up the glass
by holding the stem of the glass. You need to use your thumb and the
first two fingers for this.
When its time to use the finger bowl, dip the fingers of only one hand
at first. Use the napkin on your lap to dry them.
Notes
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Dining etiquette is not really as difficult as it may seem to be. You may
find it difficult to adjust in the beginning but remember that all it takes
is a little bit of thinking and consideration from your side to be able to
present yourself in the best manner possible.
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Summary
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There are many types of etiquette that we should posses as they all add
up to our personality and image we create in society. You need
etiquette in school, college, office, neighborhood, parties or even on the
street and everywhere you come across strangers and people.
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Social etiquette and possessing it only makes you a descent and good
human being. People who have social etiquette have a sense of maturity
on how to behave in public and to keep their calm when there are social
outbreaks and related emergencies.
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Notes
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With the kind of culture that exists today, dining etiquette is almost a
thing of the past but to present yourself in an effective manner to the
people around you dining Etiquette are essential.
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REVIEW QUESTIONS
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5 Always be on time as
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Subjective questions
1) Why is grooming important in the corporate world?
2) Write a note on proper dinning etiquette.
3) What should be remembered to display good manners towards
ladies?
4) What is office etiquette and why must it be followed?
5) Write a note on personal etiquette.
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Topic 14
School to College Transition
Notes
Learning Objectives
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Introduction
School over, college begins, freedom at last. This is the thought that
usually a student comes to college with. They will finally be treated as
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an adult which is true but are they ready to handle this sort of
responsibility is the question. College does give students a lot of
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freedom to choose for themselves what and how they want to live their
life but within boundaries. These are the boundaries which students do
not understand and thereby face consequences they are not prepared
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Code of Conduct
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Usually when a student comes to college he/she thinks that it is good bye to
all the manners and etiquette they have learned in school as no one is
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watching them. Every college has a code of conduct that needs to be followed
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students wear whatever it that they like however shorts, short skirts,
and tight t- shirts are still not allowed. If they have uniform then it is
important to respect the uniform same as in school. A uniform is
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Notes
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conditions.
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Maintain personal hygiene: This point is important to both students in
hostel as well as day scholars. Due to an early class or very cold
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weather students do not have regular baths; they may also borrow
each other clothes least realizing that all these habits leads to
spreading diseases and unhealthy conditions. It is important to bathe,
brush and wear clean clothes every day. Hair needs to be clean and
properly washed and combed irrespective of the style you follow.
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Hand and feet should be clean. Socks should be fresh and shoes
polished. There is nothing wrong in following fashion but it can be
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remember you might have people who support you but when it comes
to writing exams you have to write them and pass them yourself.
Utilize your after college hours do pursue your interests.
Smoking, drinking and drugs are punishable. Other than that they
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Notes
Respect each others space. Do not feel that just because he/she is a
friend you can stick to them like stick jaw and interfere in their lives
all the time. Do not take things personally and start fighting.
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Freedom Misused
Freedom when used properly reaps benefits but when misused leads to doom.
For students this new found freedom is a way to life. When they come in
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college they feel they should do everything that they have not done so far due
school rules or parental pressure. A few common scenarios that happen when
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in college are:
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Verbal abuse and physical fights: This somehow makes the student
feel powerful and popular however thats not the case. Usually these
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fights happen due to immaturity. They can lead to death as they do not
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are students who are gifted bikes and cars by their parents. Usually a
two wheeler is meant for seating of two people however as a fashion
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or lose your life. There are incidents which have happened causing the
same.
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Suicide attempts: This definitely not the way forward. These happen
when students cannot handle loneliness, study pressure or are troubled
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with the opposite sex, bunking lectures all these are aspects of peer
pressure. Most of these aspects cause health hazards which could lead
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again within boundaries. We are all aware about how long it takes
for a scandal to be exposed through MMS. Use of mobile for
chatting during class is not acceptable. Do not trust people on
networking websites who give incomplete information. There
have been ample cases of people being kidnapped, sexually
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stage is not preferred however if you are the chosen one then
make this work towards your success and happiness instead of
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Notes
Chose friends who accept you for the way you are and not because
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Chose safe places for trips with your friends. Mode of transportation
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is one way
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Avoid habits like smoking and drinking there are other ways of
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Summary:
In this chapter we have understood how important our life is and we should
take ownership for what we do. We should use the freedom provided to us in a
constructive manner. What we do during our college years can impact our
future directly or indirectly so it is important to be careful. The bottom line is
Notes
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to enjoy and imbibe all the positive that a college can offer and have a
balanced mind to leave what is not important. These days are precious and
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will not return so have fun while developing yourself professionally and
personally.
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Review Questions
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( True/false)
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Comment
2. What is your understanding of basic code of conduct that
should be followed while in college
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Topic 15
Notes
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Learning Objectives
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Introduction
Creative & logical thinking has become an important part of problem
solving and decision making process in the corporate today. Gone are
the days when there was one problem and one solution, now they have
one problem and multiple solutions and the most practical & cost
effective solution is then selected. Creative & logical thinking skills are
what the companies look for while hiring fresher as well. These skills
are judged through various selection tools like aptitude tests, group
discussions, essay writing & interviews. In this chapter we would
understand the various components of the human brain, a study on how
thought process pattern is revised due to changing needs, the various
techniques that are used and the concept of developing creativity
through a logical thought process.
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Research has shown that two sides of the brain denotes two modes of
thinking and over a period of time both these modes are required for
effective problem solving. While most individual have a preference for
one style and another, the real key is build the capacity for whole brain
thinking in the organization, where people are comfortable in one style
or another, depending on the need of the situation. Building this
capability is a key part of the innovative organization. In the figure
below a clear map of the brain and its functions is provided:
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Figure 1
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Original Theory
In the 1956, Benjamin Bloom, an educational psychologist working at
the University of Chicago, developed his taxonomy of Educational
Objectives. This categorized and ordered thinking skills and objectives.
His taxonomy follows the thinking process. You cannot understand a
concept if you do not first remember it, similarly you can not apply
knowledge and concepts if you do not understand them. It is a
continuum from Lower Order Thinking Skills (LOTS) to Higher Order
Thinking Skills (HOTS). They are arranged below in increasing order,
from lower order to higher order. This is used to enhance learning
process, to improve problem solving and decision making process. The
original theory concentrated on logical thinking.
Notes
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Figure2
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Revised Theory
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Figure 3
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Each person has one part of the brain functioning more than the other
that does not mean that they do not have other traits. Each one of us has
these qualities it is for you to figure out which ones you use more.
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Logical
Attracted to complexities
Believes in a step by step approach
Open minded
Perceptive and immediate problem solver
Work well with boundaries
Looks at only the base issue : Narrow approach
Creative
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Figure 4
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There are some common techniques which are used using both logical
and creative thinking process for problem solving. Let discuss a few:
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someone can visualize the components of a problem and how new ideas
can be triggered from existing ideas/cases:
S = Substitute
C = Combine
A = Adapt
M = Modify
P = Put to Other Uses
E = Eliminate (or Minify)
R = Rearrange (or Reverse)
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In the picture given you will see a mind map of how this
technique can be used and what could be the components:
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Figure 5
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Process Stage
Steps
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Explore the
Challenge
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Problem Finding (clarify the problems that need to be solved in order
to achieve the goal)
Generate Ideas
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Another great and easy technique for increasing your creative thinking
skills in a logical manner is known as MIND MAPS.
Notes
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Figure 6
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Start in the centre with an image of the topic, using at least 3 colours.
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Select key words and print using upper or lower case letters.
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The lines should be connected, starting from the central image. The
central lines are thicker, organic and thinner as they radiate out from the
centre.
Notes
Make the lines the same length as the word/image they support.
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Use multiple colours throughout the Mind Map, for visual stimulation
and also to encode or group.
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Mind maps are a useful tool while preparing for interviews. It helps in
presentation skills, extempore, public speaking and group discussions.
The figure below is a sample of how they can be used for planning your
week.
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Figure 7
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Take risks by pushing yourself out of your comfort zone when seeking
understanding
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Apply what you have learned from the past to present day
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Summary
Creative and logical thinking skills though come from different sides of
the brain when put together yield creative and effective solutions. These
skills need to be practised and constantly honed if you want to increase
your success quotient. The easiest tool to start with is mind mapping.
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Choose the technique that is most effective for you and develop
yourself. Remember a person with a blend of good logical and creative
thinking is what the companies are now looking for.
Notes
Review Questions
Objective questions (Fill in the blank/ multiple choice/
True or False/ one line answer)
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1. Companies look for people who have both logical and creative
thinking skills .( True/False)
2. Which quality is not there in a creative thinker?
Open mindedness
Willingness to take risk
Step by step approach
Values originality
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Topic 16
Written Communication Skills
Notes
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1.
Clarity
Apply the KISS formulaKeep it Short and Simple.
Choose short, familiar, conversational words.
Construct effective sentences and paragraphs.
Achieve appropriate readability--and listenability.
Avoid unfamiliar words, abbreviations, slang or jargon.
2. Completeness
Answer all questions asked.
Give something extra, when desirable.
Check for the five Ws and any other essentials???
3. Conciseness
Shorten or omit wordy expressions.
Include only relevant statements.
Avoid unnecessary repetition, long sentences, relative
pronouns, expletives,
Abstract subjects, and passive verbs.
4.Correctness
Use the right level of language.
Include only accurate facts, words, and figures.
Maintain acceptable writing mechanics.
Choose nondiscriminatory expressions.
5.Concreteness
Use specific facts and figures.
Put action in your verbs.
Choose vivid, image-building words.
Avoid relative words, indefinite phrases, and abstract words.
6.Consideration
Focus on "you" instead of "I" and "we."
Take an interest in the reader, show how the reader will
benefit.
Emphasize positive, pleasant facts.
Apply integrity and ethics.
Avoid negative words.
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7.
Courtesy
Be sincerely tactful, thoughtful, and appreciative.
Omit expressions that irritate, hurt, or belittle.
Apologize good-naturedly.
Use words and phrases that set a positive tone.
Make the reply easy.
Notes
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Direct Approach
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Indirect Approach
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Persuasive Approach
Used when you anticipate resistance or lack of interest by the
reader.
Eg.letters that ask readers to contribute,
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Cooperate,
Make a purchase etc.
Notes
Business letter is more formal than a personal letter. There are six parts
to a business letter.
The Heading. This contains the return address (usually two or three
lines) with the date on the last line, and the phone number, fax number,
E-mail address, or something similar.
The Inside Address. This is the address you are sending your letter to.
Make it as complete as possible. Include titles and names if you know
them.
The Greeting. Also called the salutation. The greeting in a business
letter is always formal. The greeting in a business letter always ends in
a comma.
The Body. The body is written as text. A business letter is never hand
written. Depending on the letter style you choose, paragraphs may be
indented. Skip a line between the greeting and the body.
The Complimentary Close. This short, polite closing ends with a
comma.
The Signature Line. Skip two lines and type out the name to be
signed. The signature line may include a second line for a title.
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Being Reader-Friendly
Be positive: Put readers in a positive spotlight as much as
possible. Minimize use of negative language, especially toward
your readers.
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Example:
Passive: The decision was made by the manager at the last
moment.
Active: The manager decided at the last moment.
Note how using the active voice makes the sentence shorter and
how the subject (the manager) is doing the action (decided). With
the passive voice, the sentence is longer and the subject (decision)
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is not doing the action (made). To make passive verbs active, ask
yourself who or what did the action. Move that person or thing to
the beginning of the sentence as the subject and change the verb as
necessary.
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Notes
Use Technical Words with Caution
All fields have some technical language This can be very
complex e.g. Computers, Law, Finance, Medicine etc.
Useful when you communicate with people in your own
field
Use initials and acronyms cautiously
They may not be known to the reader. Spell out and
define as required Legal language has also worked its
way into business writing. E.g. thereto, herewith,
hereinafter etc. Replace legal language with plain words
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Review Questions
Write (T) if the statements given below are true ,else write (F) if the
statement is false.
1. We use the persuasive approach to letter writing when we have to
sell something to the reader.
2. It is good to be reader friendly when writing business letters.
3. Revising and checking is a part of effective business writing.
4. Readability and listenability is achieved together.
5. What does K.I.S.S. stand for in principles of writing business letters?
Notes
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Topic 17
Building Self-Confidence
Notes
Objectives:
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1. Understanding Confidence
2. Understand difference between self-confidence and low selfconfidence
3. To building balanced Self- confidence
From the quietly confident doctor whose advice we rely on, to the
charismatic confidence of an inspiring speaker, self-confident people
have qualities that everyone admires.
Self-confidence is extremely important in almost every aspect of our
lives, yet so many people struggle to find it. Sadly, this can be a vicious
circle: People who lack self-confidence can find it difficult to become
successful.
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After all, most people are reluctant to back a project that's being pitched
by someone who was nervous, fumbling and overly apologetic.
On the other hand, you might be persuaded by someone who speaks
clearly, who holds his or her head high, who answers questions
assuredly, and who readily admits when he or she does not know
something.
Self-confident people inspire confidence in others: their audience, their
peers, their bosses, their customers, and their friends. And gaining the
confidence of others is one of the key ways in which a self-confident
person finds success.
The good news is that self-confidence really can be learned and built
on. And, whether youre working on your own selfconfidence or building the confidence of people around you, its wellworth the effort!
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Self-Confident
Low Self-Confidence
Notes
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Accepting compliments
Dismissing compliments
graciously. Thanks, I really offhandedly. Oh that prospectus
worked hard on that
was nothing really, anyone could
prospectus. Im pleased you
have done it.
recognize my efforts.
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As you can see from these examples, low self-confidence can be selfdestructive, and it often manifests itself as negativity. Self-confident
people are generally more positive they believe in themselves and
their abilities, and they also believe in living life to the full.
Nothing builds self-esteem and self-confidence like accomplishment.
Thomas Carlyle
Notes
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"Too many people overvalue what they are not and undervalue what
they are."
Malcolm S. Forbes
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What is Self-Confidence?
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Take a minute and list ten things you would love to have in your life.
1.
Notes
2.
3.
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4.
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5.
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6.
7.
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8.
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9.
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10.
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Now, take each one of these desires, and list two ways that you could
achieve them if you possessed incredible self-confidence.
1.
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a.
b.
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2.
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a.
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b.
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3.
a.
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b.
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4.
a.
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b.
5.
Notes
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b.
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6.
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a.
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b.
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7.
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a.
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b.
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8.
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a.
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b.
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9.
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a.
b.
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10.
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a.
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b.
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Does that make you want to have more self-confidence in your life?
Before you can powerfully create anything in your life, it is imperative
that you have a strong and consuming desire for it.
Hopefully, the above exercise helped you begin to feel this way.
It is also necessary that you have a belief system that gives you selfconfidence. Your beliefs create the world around you.They affect how
people respond to you and how you respond to people. Changing your
beliefs can deeply affect your self-confidence.
The following chapters will give you powerful keys to developing
incredible self-confidence. You will be given simple exercises to
perform each day. And you will be
immediately amazed at how different you feel and how your selfconfidence will change.
Notes
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Building Self-Confidence
So how do you build this sense of balanced self-confidence, founded on
a firm appreciation of reality?
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So here are our three steps to self-confidence, for which well use the
metaphor of a journey: preparing for your journey; setting out; and
accelerating towards success.
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Think about your life so far, and list the ten best things you've achieved
in an "Achievement Log." Perhaps you came top in an important test or
exam, played a key role in an important team, produced the best sales
figures in a period, did something that made a key difference in
someone elses life, or delivered a project that meant a lot for your
business.
Put these into a smartly formatted document, which you can look at
often. And then spend a few minutes each week enjoying the success
youve already had!
Notes
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Think about what's important to you, and where you want to go:
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Next, think about the things that are really important to you, and what
you want to achieve with your life.
Setting and achieving goals is a key part of this, and real selfconfidence comes from this. Goal setting is the process you use to set
yourself targets, and measure your successful hitting of those targets.
See our article on goal setting to find out how to use this important
technique, or use our Life Plan Workbook to think through your own
goals in detail (see "Tip" below).
Inform your goal setting with your SWOT Analysis. Set goals that
exploit your strengths, minimize your weaknesses, realize your
opportunities, and control the threats you face.
And having set the major goals in your life, identify the first step in
each. A tip: Make sure its a very small step, perhaps taking no more
than an hour to complete!
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Notes
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Notes
Looking at your goals, identify the skills youll need to achieve them.
And then look at how you can acquire these skills confidently and well.
Dont just accept a sketchy, just-good-enough solution look for a
solution, a program or a course that fully equips you to achieve what
you want to achieve and, ideally, gives you a certificate or qualification
you can be proud of.
Focus on the basics:
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This is the time to start stretching yourself. Make the goals a bit bigger,
and the challenges a bit tougher. Increase the size of your commitment.
And extend the skills youve proven into new, but closely related
arenas.
Tip
Keep yourself grounded this is where people tend to get overconfident and over-stretch themselves. And make sure you dont start
enjoying cleverness for its own sake
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As long as you keep on stretching yourself enough, but not too much,
you'll find your self-confidence building apace. What's more, you'll
have earned your self-confidence because youll have put in the hard
graft necessary to be successful!
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Goal setting is arguably the most important skill you can learn to
improve your self-confidence.
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Review Questions
1) What is the difference between Self-confidence & low selfconfidence?
2) What are the ways to improve Self Confidence in an individual?
Notes
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