Effective Conversation

1. Effective Conversation • Listen and encourage others to speak • Focus on the person you are engaging, not yourself • Pay attention to non-verbal signals • Consider cultural issues • What’s an appropriate distance to stand? • How much eye contact is appropriate? • Consider language issues • Is English a second language? • Is technical language understood? Stevenson/Whitmore: Strategies for Engineering Communication

2. Recording Voice-mail Messages • Speak clearly and simply • Invite callers to leave a message • Indicate when to expect a response • Create alternative messages for when you are away from the office, indicating • when you will check messages • when you will be able to return calls • who to talk to in the meantime • State alternative names and phone numbers clearly Stevenson/Whitmore: Strategies for Engineering Communication

3. Leaving a Voice-mail Message • State your name clearly, pausing between first and last • Indicate your business/company and when you called • Briefly and clearly explain the reason for your call • If appropriate, suggest the best times to return a call • Give your phone number, then repeat it • If contacting a stranger, repeat your name Stevenson/Whitmore: Strategies for Engineering Communication

4. Informal Workplace Communication • Show interest in your colleagues • But keep conversations brief and in an appropriate setting • Watch for signs of discomfort or impatience • Respect other’s privacy • Don’t unnecessarily interrupt anyone’s work • Accept criticism graciously • Ensure your criticism of others is constructive Stevenson/Whitmore: Strategies for Engineering Communication

5. Ad Hoc Meetings • Even when the topic is work, be respectful • Ask for someone’s time; don’t demand it • Explain the importance and context of the meeting • Listen actively • Keep the meeting brief and focused • Express your appreciation Stevenson/Whitmore: Strategies for Engineering Communication

6. 5 Steps to Effective Meetings • Clarify the purpose • Select appropriate participants, location, visual aids • Prepare and distribute agenda • Demonstrate leadership • Distribute minutes and follow up on issues Stevenson/Whitmore: Strategies for Engineering Communication

7. Sample Agenda Stevenson/Whitmore: Strategies for Engineering Communication

8. Demonstrating Leadership • Establish level of formality • Play the host • Arrange for minutes • Promote participation Stevenson/Whitmore: Strategies for Engineering Communication

9. T-I-S Introductions • Introduce the Topic the speaker will address • Clarify why the topic is of Interest or value • Explain why the Speaker is qualified to address the topic Stevenson/Whitmore: Strategies for Engineering Communication

10. Sample Action Minutes Stevenson/Whitmore: Strategies for Engineering Communication

11. Promoting Participation • Encourage discussion • Call upon people with expertise • Show appreciation for participants’ comments • Keep participants focused on the purpose • Control the time spent on issues Stevenson/Whitmore: Strategies for Engineering Communication