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A comprehensive overview of key concepts and principles related to communication, leadership, and project management. It covers various aspects, including communication styles, emotional intelligence, feedback techniques, leadership levels, negotiation, collaboration, project management methodologies, and time management strategies. Particularly useful for individuals preparing for the asap pace certification exam, offering a structured and detailed guide to essential topics.
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Convergent thinking Relies on reason and logic to find the one best answer to a question Divergent thinking Focuses on producing a broad variety of ideas Levels of Communication Casual Critical Crucial Crucial Communication Components Opposing opinions, high stakes, strong emotions Communication Cycle Sender > Message > Receiver Main 3 Components of Communication Word Choice Tone of Voice
Body Language Word Choice (% of meaning) 10% Tone of Voice (% of meaning) 35% Body Language (% of meaning) 55% Tone of Voice Elements Pitch, Pace, Volume, Inflection, Emphasis Body Language Elements Eye Contact, Facial Expression, Positioning, Gestures Context Elements Place, People, Purpose Non-Verbal Listening Skills Don't interrupt, remove distractions, nod, mirror the communicator, take notes
Managing your own emotions and behaviors Social Awareness (EQ) Identify and understand the emotions of others Relationship Management (EQ) Manage interactions with others successfully Prescriptive Feedback Offer a solution for the problem - what they can do different next time Descriptive Feedback State what didn't work and why - no judgement, stick to the facts Receiving Positive Feedback Accept it, show gratitude, make note Receiving Negative Feedback Listen, clarify, manage emotions Constructive Conflict Can lead to better decisions, more creative problem solving and stronger relationships
Destructive Conflict Creates negative outcomes - broken relationships, decreased productivity and harms reputations Handling Gossip Silence is implicit agreement and acceptance - don't stay silent, counter with facts, change the subject, distance yourself 5 Levels of Leadership (John Maxwell) Position Permission Production People development Pinnacle Position Leadership - 1 (Rights) People follow because they have to Permission Leadership - 2 (Relationships) People follow because they want to Production Leadership - 3 (Results) People follow because of what you've done for the organization
Setting Limits Acknowledge the request > State what you can do > Negotiate as needed Managing Up Ability to influence someone who has authority over you Self-Fulfilling Prophecy (Developing Confidence) Show confidence > positive affirmation > feel confident > positive affirmation Elements of Confidence Capability Self-presentation Mindset Business Writing Process Prepare > Produce > Proof Business Writing Process: Prepare Element The purpose The reader The information Outlining
Business Writing Process: Produce Element Create first draft Remove distractions Utilize templates Stop self-criticism Take breaks Business Writing Process: Proof Element Read aloud Print Don't rely on computer Get an outside perspective Business Writing Process: Common Errors / Mistakes Spelling Grammar Vocabulary Style Format Email Etiquette Elements Choose recipients carefully Create effective subject Use proper etiquette (greetings and closings) Simplify and shorten Use formatting features (with caution)
Project Fixed time frame Temporary Specific pre-defined purpose Distinct results High impact/risk Multi-step Interconnected tasks Require involvement of others Task Ongoing time frame More routine and operational Limited impact/risk Single step Completed by one person Project Owner Person who initiates or sponsors the project and defines high-level requirements Stakeholder People impacted by the outcome of the project
Deliverables Specific, tangible outcomes produced as a result of the project Scope Goals and parameters of a project Project Success Factors Was it completed? On (or under) budget? On time? Did it meet the original goal or stated business objective? 5 Stages of Project Management
Serial Tasking Completing one task after another in order of priority Rapid Refocus Ability to focus fully on the task at hand and then smoothly transition that concentration wholly to the next task Batching Process of doing all items that are similar in nature in one period of time to reduce ramp up and slow down time Time Blocking Marking time on the calendar to focus on one specific item or a batch of items Parkinson's Law Work will expand or contrast to fill the time available for its completion Systems Existing processes by which tasks are completed Systems Components
Robert's Rules of Order: Main Motion Brings new business (next item on the agenda) before the assembly Robert's Rules of Order: Divide the Question Divides a motion into two or more separate motions (must be able to stand on their own) Robert's Rules of Order: Amend Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions Robert's Rules of Order: Withdraw/Modify Motion Applies only after the question is stated; mover can accept an amendment without obtaining the floor Robert's Rules of Order: Commit/Refer/Recommit to Committee State the committee to receive the question or resolution; if a committee exists, include the size of committee desired and method of selecting the members (election or appointment) Robert's Rules of Order: Extend Debate Applies only to the immediately pending question; extends until a certain time or for a certain period of time Robert's Rules of Order: Limit Debate
Closing debate at a certain time, or limiting to a certain period of time Robert's Rules of Order: Postpone to a Certain Time State the time the motion or agenda will be resumed Robert's Rules of Order: Object to Consideration Objection must be stated before discussion or another motion is stated Robert's Rules of Order: Lay on the Table Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending Robert's Rules of Order: Take from the Table Resumes consideration of item previously "laid on the table" - state the motion to take from the table Robert's Rules of Order: Reconsider Can be made only by one on the prevailing side who has changed position or view Robert's Rules of Order: Postpone Indefinitely Kills the question/resolution for this session - exception: the motion to reconsider can be made this session
3 Reasons for Disorganization
