ABC of Pr ABC of Pr ofe ssional ofe ssional Communic ations Communic ations
Se ssion 1 Se ssion 1 T T he F he F o rma l a nd the Org a nize d o rma l a nd the Org a nize d Co nte nt: Co nte nt: Pro filing Yo urse lf, Writing and Pro filing Yo urse lf, Writing and Re spo nding to E Re spo nding to E mails, mails, Pre se ntatio n T Pre se ntatio n T ips ips L L E E F F T T BRAI BRAI N N Sude e p Upre ty Sude e p Upre ty
Pr Pr ofiling Your ofiling Your se lf se lf Intr oduc ing your se lf c ould be one of the most diffic ult things. Many a time s we think what we c ommunic ate , othe r s would unde r stand e asily but that may not be the c ase always
Pr Pr ofiling Your ofiling Your se lf se lf So, r e alization of limitations is impor tant Mor e impor tantly, ide ntific ation of your USPs (Unique Se lling Points) that shows your e xpe r tise in a c e r tain ar e a/ skill se t What you c an do, and what you ar e good at ar e two diffe r e nt things
Pr Pr ofiling Your ofiling Your se lf se lf Must Have s for Pr ofe ssional Pr ofile s - What you do? (what is your wor k) - What you e xac tly do? (what ar e your wor k spe c ific s) - What have you done ? (your pr e vious wor ks that de monstr ate your e xpe r tise ) - How long have you be e n doing this? (your past e xpe r ie nc e s)
Pr Pr ofiling Your ofiling Your se lf – F se lf – F e w E e w E xample s xample s A PhD in International Health from University of Leeds, UK and A PhD in International Health from University of Leeds, UK and Communications specialist with 22 years' Communications specialist with 22 years' Executive Chairperson of HERD – a national research and Executive Chairperson of HERD – a national research and experience of writing, editing, research and experience of writing, editing, research and development organization working in Nepal. I specialise in development organization working in Nepal. I specialise in training for the non-profit sector. Creator of training for the non-profit sector. Creator of health systems strengthening and health policy and planning at health systems strengthening and health policy and planning at The Ups and Downs of PhD Research The Ups and Downs of PhD Research the national and international level. I have over 25 years of the national and international level. I have over 25 years of Workshop Series Workshop Series experience in health systems and services, health policy and experience in health systems and services, health policy and planning, operational research and crisis response particularly planning, operational research and crisis response particularly Specialties: Getting research taken up into Specialties: Getting research taken up into in the context of Low and Middle Income Countries (LMICs). in the context of Low and Middle Income Countries (LMICs). policy and practice, writing for different policy and practice, writing for different My broader experience includes providing strategic technical My broader experience includes providing strategic technical audiences, editing long/technical documents, audiences, editing long/technical documents, support for the Ministry of Health to design and develop support for the Ministry of Health to design and develop using qualitative research methods and using qualitative research methods and National Health Sector Programme-2 and 3, National Urban National Health Sector Programme-2 and 3, National Urban diaries for qualitative research, delivering diaries for qualitative research, delivering Health Policy 2015 and Urban Health Strategy 2016, National Health Policy 2015 and Urban Health Strategy 2016, National training on writing and qualitative research training on writing and qualitative research Health Sector Strategy 2015-2020, National Strategic Plan for Health Sector Strategy 2015-2020, National Strategic Plan for skills, training on communications and skills, training on communications and TB Control 2016-2021 and developing state and non-state TB Control 2016-2021 and developing state and non-state management issues in the NGO sector, management issues in the NGO sector, partnership policy in the health sector, and facilitating the Joint partnership policy in the health sector, and facilitating the Joint working with NGOs. working with NGOs. Annual Review (JAR) of health sector continuously for the 4 Annual Review (JAR) of health sector continuously for the 4 years since 2012. years since 2012.
Wr Wr iting Pr iting Pr ofe ssional E ofe ssional E mails mails - E mail ID – should be ide ntifiable and should look a pr ofe ssional e mail (not like vir tualfr e ak or sc or c hymind) - Have an e mail signatur e – so that r e c ipie nt would be knowing who is wr iting the e mail (your pr ofe ssional ide ntity) - Addr e ssing the e mail r e c ipie nt: If you know him/ he r pr ofe ssionally but have n’t wor ke d so c lose ly, the n be tte r to say De ar Dr / Mr / Ms and last name If you ar e wor king c lose ly with him/ he r , the n you may use the fir st name , De ar Raje sh…
Wr Wr iting Pr iting Pr ofe ssional E ofe ssional E mails mails If you ar e wor king c lose ly with him/ he r , and you ar e wr iting afte r a long time , the n you may star t by saying: “De ar Raje sh, hope this e mail finds you in good he alth/ hope this e mail finds you we ll” If you ar e wr iting to some one whom you have n’t c ommunic ate d e ar lie r , be tte r to intr oduc e your se lf fir st. You c ould say, “De ar Dr . … … … ., Intr oduc ing myse lf, I am Sude e p Upr e ty fr om HE RD. I am wr iting this e mail to you with r e gar ds to … .” Always be tte r to addr e ss using ‘De ar ’ r athe r than ‘Hi’ or ‘He llo’ to sound pr ofe ssional and also c onside r ing c ultur al c onte xts.
Re sponding to E Re sponding to E mails mails Some time s we ge t c onfusing e mails. We ar e not sur e we ar e ite : “Many thanks for suppose d to do. In suc h situation, be tte r to wr your e mail. I r e ad it but was not e ntir e ly sur e about ….Could you ple ase c lar ify about it.” Some time s we also ge t ne gative r e sponse s and ar e annoye d with it. At that point of time , we ne e d to be diplomatic and pr opose our e g: “ Many thanks for positions on the m. F or shar ing your insights about …. We do c onside r it as a viable option but we also would like to pr opose an alte r native str ate gy. We we r e thinking if we c ould …………… Ple ase le t us know what you think about it. We ar e happy to disc uss fur the r mor e on that.”
Re sponding to E Re sponding to E mails mails Re gr e t e mails - Whe n you ar e wr iting to an applic ant who has not vie w: “De ar …………, T hank you ve r y be e n suc c e ssful in his/ he r inte r muc h for par tic ipating in our inte r vie w. T he inte r vie w pane l c lose ly asse sse d your qualific ations, past pe r for manc e and pote ntiality of joining HE R D. As the r e c r uitme nt pr oc e ss r e lie d on se le c ting the be st c andidate s fr om e qually c apable applic ants, we r e gr e t to infor m you that you have not be e n se le c te d for the post of …………………….We tr uly appr e c iate your e ffor t in showing your inte r e st in joining our or ganization and taking the tr ouble in applying for the pr opose d position. We hope that you ar e not disc our age d in applying fur the r .”
Re sponding to E Re sponding to E mails mails Apology e mails - Whe n you have r e plie d to an e mail late and ne e d to apologise without sounding too muc h guilty: “De ar …………, ple ase ac c e pt my apology for ge tting bac k to you late . Dur ing the past ….days, I was involve d in ………., the r e for e c ould not r e ply to you e ar lie r . Whe n you ar about what me ssage to give : “De ar ………., e not c le ar thank you for your e mail. With r e gar ds to ………………, ple ase allow me a fe w days to c onsult with my te am me mbe r s so that I c an pr ovide you the r e le vant infor mation. Could you ple ase le t us know if that would be appr opr iate .”
Be for Be for e you c lic k SE e you c lic k SE ND button ND button Che c k the e mail id Che c k the CC and BCC option Che c k the attac hme nts (not just whe the r the r e ar e attac hme nts, but also the c or r e c t attac hme nts) Che c k the e mail subje c t – should be ve r y r e le vant (not like ‘F ir st Dr aft’ Pr oofr e ad the e mail body Inse r t e mail signatur e if wr iting to the pe r son for the fir st time Highlight in bold or diffe r e nt c olour s major se c tions of the e mail body for e asie r r e ad Use e ye - fr ie ndly and pr ofe ssional fonts Don’t use abbr e viations (PF A, WBR, F YI) while c ommunic ating e xte r nally
Pr Pr e par e par ing Your ing Your Pr Pr e se ntation e se ntation Pr e se ntation is about stor y te lling – you te ll your audie nc e about a stor y. So, your c onte nt and style should ge ne r ate inte r e st among the audie nc e . CONT E NTIS KING. Conte nt PACKAGING is QUE E N. Your E ND should be c le ar in your he ad be for e you ST ART
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