Two Days Training on Communication Skills 9-10 August, 2107 Training Report Professional Development Program COMSATS Institute of Information Technology Abbottabad COMSATS ABBOTTABAD PROFESSIONAL DEVELOPMENT PROGRAM 0
Executive Summary 2 Training Resource Persons 4 Background Purpose of the Assignment Training Objectives Training Programme Implementation 6 Training Design & Methodology Overview of Training Modules Training Evaluation 11 What Went Well Recommendations Working Group Activities Conclusion 17 Conclusion Report Prepared by: Mr. Adam Zahoor (Program Manager) Mr. Salman M. Naeem (Coordination Officer) Contents Ms. Absaria Talat Lodhi (Manager Operations) Ms. Saadia Munir (Asst. Registrar) Acknowledgments Dr. Arshid Pervez (Director CIIT Abbottabad) Mr. Saadat Iqbal (Add. Registrar) Syed Rizwan Shah Ms. Malika Chand (Deputy Registrar (E) Mr. Aqeel Abbas (Incharge Administration) Mr. Muhammad Ali (Network Administrator) 1
Professional Development Program is an initiative of CIIT Abbottabad under the kind supervision of worthy Director Dr. Arshid Pervez. Training need assessment was undertaken through meeting with different head of departments and section heads. Several training needs for different staff members were identified during the process. The first round of training started with two days training on communication skills for staff of CIIT Abbottabad. Effective communication skills are the foundation for success with people. Be it in the professional life or in Personal life one must master the art of communicating the Ideas, Thoughts and Responses. Mastering the art of communication increases effectiveness. Effective communication does not mean good usage of complex words or sounding like a great orator. Yes, it does mean Communicate with Clarity Communicate with Confidence Communicate with Consciousness. Many People say Communication skill is a gift, either you have it or not; However, successive researches have proven that given proper skill up gradation trainings one can improve and master the art of communication. Keeping this aspect and identifying the need to enhance the communication skills of CIIT Abbottabad; under the Professional Development Program arranged two days training on Communication Skills. The major aim of this training was to enable participants to communicate clearly and with impact, by improving their verbal and non-verbal communication style, as well as enhancing interpersonal skills. EXECUTIVE SUMMARY 37 nominations from different departments and sections were received. The resource persons were from department of Management Sciences and Administration. Methodology used for this training was interactive and activity based. Participants were given ample time to express themselves and to reflect their own ideas. 2
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Training Resource Persons Mr. Faisal Kamal Mgt. Sciences Dept. Sessions Interpersonal Skills Body Language Written Communication Mr. Umar Hassan Mgt. Sciences Dept. Sessions Self Confidence & Self Awareness Dr. Yasir Javed Mgt. Sciences Dept. Session Emotional Intelligence Ms. Saadia Munir Administration Session Behavior Change Communication 4
Background Professional Development Program is an initiative of CIIT Abbottabad under the kind supervision of worthy Director Dr. Arshid Pervez. The main aim of this program is to build capacities of staff and faculty to be more efficient for the achievement of the goal of CIIT Abbottabad. Training need assessment was undertaken through meeting with different head of departments and section heads. There were several needs for training and capacity building came to surface. The first round of training started with two days training on Communication skills for staff of CIIT Abbottabad. Communication is both an art and a science. It often involves acts of speaking and listening, reading and writing, but it also goes beyond these and incorporates the transmission of non-verbal language and messages communicated by other means. The act of communicating verbally serves to convey how we feel and how we think to others. Increasing knowledge and awareness of some of the components involved in effective communication can serve to improve how we use those components personally Purpose of the Assignment The purpose of communication skills training is to improve the ability to inform and persuade. Communication is a core skill for professionals. Communication training courses and workshops enhance verbal and written communication skills, improving the quality and effectiveness of communication. Communication training courses teach practical techniques to enable participants to assemble thoughts and communicate them effectively, whether in a meeting, conference or at your desk. It s time to improve your communication skills and get your point across clearly and concisely. Training Objectives: By the end of this communication skills training, the participants will have: Recognized different styles of communication and how to improve understanding and build rapport with others. Reflected on different methods of communication and decided when each is most suitable. Appreciated the role of body language and voice tone in effective communication. Communicated their message in an effective and engaging way for the recipient. 5
Training Design & Methodology Participatory Learning & action approach will be adapted for the entire training program. Following techniques will be used to generate the maximum output from the training program. Theory input Power Point Presentations, Lectures, Reading, Brainstorming etc. Practical experience through group tasks Group works, Buzz groups, Role plays, Case studies etc. Application of theory to the practical experience through rigorous and in-depth reviews Ideas generation and consolidation of learning in general sessions. On arrival at the training venue, the participants were introduced to training staff and each other. A detailed introduction to the objectives, methodology of the training, expectations of the course staff follows. Each session consisted of a brief input on the topic followed by group tasks that will be done in separate groups with the help of facilitator who mostly acted as an active observer. The tasks were mostly neutral in nature and carried out with time specifications. Review followed task. Group members themselves generated the lessons from the tasks and reviewed so that they owned by them. Facilitators used the technique of in-depth probing for drawing the lessons. After the review, all the groups met in general session where each group will share their learning s with other groups by making brief presentations. Summarization of the learning s, application of the learning s to the job situation and additional inputs on the same topic were given by the course director. Thus, participants consolidated the known and then move to the unknown. This cycle continued throughout the training. Group Formation Groups on training program consisted of five to eight participants, with two to four groups on a course. This made a group small enough for everyone to take part, and large enough to provide problems of interaction e.g. people had to agree on aims and procedures. This size of group was also large to bring out a differentiation of roles, such as coordinator, ideas generator, timekeeper or conciliator. TRAINING PROGRAM IMPLEMENTATION 6
Role of Groups In groups people experimented with their own behavior, and try out things they would not risk doing among their colleagues at work. The group members carried out a series of tasks, each calling for a certain amount of action, and having a product that was reviewed by the group itself. Tasks given were short- usually less than an hour. Each task was followed by a review, in which participants analyzed the way they worked together, and plan to repeat practices that helped, and avoid behavior that hindered. The facilitator s job was to observe and help them to see what they did that was different, what it was that helped finish the task in time. They focused more on successes and what / how improvements can be done for future tasks. The facilitator only advised or put a question so that the group thinks in that direction, but did not prescribe what people should learn. Nearly all the learning was inductive, the facilitator and the group pulled lessons out of what actually happened and devised their own procedures for the future. Participation Participation was ensured at all the stages of training. Various methodologies were adopted to ensure that every participant gets equal opportunity. Different group works, pair wise discussion, focus group discussions, brainstorming, probing question were some of the techniques implied to ensure participation. Along with curricular activities there were few co-curricular activities undertaken. Icebreakers, energizing activities, physical exercises, and puzzle games were part of the implementation methodology of the training. The basic aim of these activities were to keep participants away from boredom and keep them active and involved. TRAINING PROGGRAM IMPLEMENTATION 7
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Overview of Training Modules Day 1 S# Time Topic/Activity Resource Person 1 9:00-9:10 Registration Absaria Talat Lodhi 2 9:10-9:30 3 9:30-10:00 4 10:00-10:45 Introduction of participants Ground rules Fear & Expectations Introduction to communication skills Barriers to communication Adam Zahoor Adam Zahoor Adam Zahoor 5 10:45-11:00 Tea Break Salman M. Naeem 6 11:00 13:00 Interpersonal Skills Umar Hassan 7 13:00 14:00 Lunch Break Salman M. Naeem TRAINING AGENDA 8 14:00 15:30 Non-Verbal Communication, Body Language Faisal Kamal 9 15:30-14:00 Days review Adam Zahoor 9
Day 2 S# Time Topic/Activity Resource Person 1. 9:00-9:15 Day 1 Review Training Management Team 2. 9:15 10:00 Behavior Change Communication Saadia Munir 3. 10:00-10:45 Effective verbal Communication Adam Zahoor 4. 10:45-11:00 Tea Break Salman M. Naeem 5. 11:00 12:00 Written Communication Faisal Kamal 6. 12:00-01:00 Effective Emailing Adam Zahoor 7. 13:00 14:00 Lunch Break Salman M. Naeem 8. 14:00 15:15 Emotional Intelligence Dr. Yasir Javaid TRAINING AGENDA 9. 15:15-15:30 Days review Adam Zahoor 10. 15:30 16:00 Training evaluation Closing Certificate Distribution Absaria Talat Lodhi Saadia Munir 10
Training Evaluation. No. Indicators Very Good (%) Good (%) Satisfactory (%) 1 Achievements of Objectives 43 48 9 - - 2 Relevance of Training to Your Job Poor (%) Very Poor (%) 57 26 14 3-3 Quality of Training Material 46 48 6 - - 4 Help with Problem During the Training 5 Use of Participatory Learning Method 43% 34 46 14 6-63 29 8 - - 48% 9% Achievements of Objectives 57% 26% 14% 3% 50 40 30 20 10 0 60 50 40 30 20 10 0 TRAINING EVALUATION Relevance of Training to Your Job 11
46% 48% 50 40 30 6% 20 10 0 Quality of Training Material 63% 29% 8% 70 60 50 40 30 20 10 0 Use of Participatory Learning Methods 34% 46% 14% 6% 50 45 40 35 30 25 20 15 10 5 0 Help with Problem During the Training 12
What went well? The level of participation was very high throughout the training; participant s involvement in group work was proactive. All the participants shared their ideas and views regarding the topics shared with them. All the employees were committed to utilize effective communication skills for the organization in specific and in their lives generally. Participants were encouraged to ask questions and the questions asked were answered in a satisfactory manner. Majority of the participants were excited to learn about the new topics in terms of communication skills at workplace. With specific reference to the topics, majority of the participants admired the topic of non-verbal communication skills (body language). Participants were given ample time to discuss among themselves to share their knowledge and feeling in-group works. All the participants got the opportunity to do presentation before the larger group that will help to develop their presentation skills. Recommendations Follow-up training for the orientation of Communication Skills for these participants must be orginzed in next semester break. It was further recommended by the participants that this training should be extended to other CIIT staff members. Other institutes and organizations may also be invited so that people from different organization may share their experiences with respect to their own work environment. can be adapted. Experience sharing by the staff of multi organizational setups may raise awareness to create an overall better workplace by adopting good practices from various work settings. There is need of Training Need Assessment within campus so the training needs of various department and sections can be identified. Trainings must be planned on regular basis in semester break. Time duration of the training should be enough for participants to grasp the ideas, get involved, participate, and get away from the daily routines. Training must be organized across the board for all the cadres including the Officer Grades, Staff Grades and other support staff specifically for those involved in the services, and dealing directly with students, faculty, and guests. 13
Working Group Activities 14
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Conclusion Training on Communication Skills Based on the outputs of the Working Group Discussions, enthusiasm shown by the participants in plenary discussions and overview of the comments by participants in training evaluation Performa, it is impression of the facilitators that training had succeeded in meeting its objectives. Moreover, compiling the comments stated during training evaluation it can inferred that, the topic presentations and related discussions had adequately addressed the various issues and concerns relevant to developing and enhancing Communication Skills. Furthermore, the training, as a whole, conveyed to the participants the positive message that learning to communicate is a continuous process and one has to adapt according to time, place and situation. Time constraint was felt as topic was vast, however this training will work as catalyst and participants will try to engage themselves in follow-up trainings. 17
Annex A - List of Participants No. Name Department Designation Email 1. Shamim Khan Pharmacy Researcher shamim_147@yahoo.com 2. Aneela Aurangzeb ERS Research Associate aneela@ciit.net.pk 3. Muhammad Faizan Civil Engineering Lab Engineer faizanasghar@ciit.net.pk 4. Asghar S. Waqar Haider CITC Senior Assistant waqarkazmi@ciit.net.pk 5. Muhammad Jamil Accounts Assistant Accountant mjamil@ciit.net.pk 6. Azeem Ali CITC (ISP) Assistant IT azeemali@ciit.net.pk 7. Atif Manzoor CITC (CNS) Assistant IT atifshah@ciit.net.pk 8. Atif Sulaiman CITC (CNS) Senior Assistant IT atif@ciit.net.pk 9. Ysair Rehman Accounts Assistant yasirrehman@ciit.net.pk 10. Toqeer Jahangir Administration Coordination Officer toqeer@ciit.net.pk 11. Rahatullah Administration Senior Assistant rahat@ciit.net.pk 12. Nazar Khan CITC Senior Assistant nazar@ciit.net.pk 13. Umme Salma Pharmacy Phd. Scholar sam_us19@yahoo.com 14. Sardar Afra Mehtab Examination Senior Assistant aframehtab@ciit.net.pk 15. Khan Naseem Gul CITC Assistant IT naseemgul@ciit.net.pk 16. Muhammad Nawaz Accounts Senior Assistant nawaz83@ciit.net.pk 17. Yasir Khan Administration Assistant yasirkhan@ciit.net.pk 18. Imran-ul-Haq Pharmacy Researcher imranulhaq859@gmail.com 19. Nauman Khan ERC Lab Assistant naumankhan@ciit.net.pk 20. Muhamamad Waqas CNS Junior Lab Assistant muhammadwaqas@ciit.net.pk 21. Junaid Amin Civil Engineering Lab Engineer junaidamin@ciit.net.pk 22. Jamil Khan Chemistry Research Associate jamilkhan@ciit.net.pk 23. Nasir Naseem Administration Assistant nasir79@ciit.net.pk 24. Naveed Ahmed Computer Science Assistant navidsn@yahoo.com 25. Ashar Bashir CITC (ISP) Assistant IT ashar@ciit.net.pk 26. Zahid Mehmood Khan CITC (CNS) Junior Lab Assistant zahidkhan@ciit.net.pk 27. Sajid Iqbal Administration Assistant sajidiqbal@ciit.net.pk 28. Saima Sadiq Administration Assistant saimasadiq@ciit.net.pk 29. Sardar Shoukat Administration Assistant sshaukat@ciit.net.pk 30. Fahad Qayyum ERC Lab Assistant fahad@ciit.net.pk 31. Muhammad Ijaz Library Senior Assistant ijaz@ciit.net.pk 32. Munir Ahmed CITC Junior Lab Assistant smunir@ciit.net.pk 33. Waqas Siddique Computer Science Assistant Program Officer waqassiddique@ciit.net.pk 34. Abdul Hameed Administration Senior Assistant ahameed@ciit.net.pk 35. Tajammal Hussain Administration Assistant IT tajamal@ciit.net.pk 36. Muhammad Haseeb Administration Senior Assistant muhammadhaseeb@ciit.net.pk 37. Ghulam Sarwar Record Room LDC gsarwar@ciit.net.pk 18