Embarking the Professional Journey

Introduction
 Program Highlights

• Self reflection

• Plan & manage your time

• Professional etiquettes

• Communication skills

• Presentation skills

• Creativity & innovation

• Play with power point

• Excel with Excel

Find Your Partner
Self Reflection
What is success?
Sow a thought, reap an action;
Sow an action, reap a habit;
Sow a habit, reap a character;
Sow a character, reap a destiny.

(Samuel Smiles)
If you want small changes, work on your behavior; if you
want quantum-leap changes, work on your paradigms.
Character ?

Personality ?
Personality

Characters
 Circle of Concern

Circle of
Influence
Circle of Concern

Circle
of
Influence
 Plan & Manage Your Time

• Your roles

• Your wishes
Mark Yourself

Exercise
Physical Dimension

Assume you have a heart attack last month,

how you would take care of yourself now?
Social / Emotional Dimension

Assume that everything you say about people

will be heard by them. How might you choose
your words differently?
Mental Dimension

Assume your knowledge and skills will be

obsolete in two years? What new learning
avenues would you explore?
Spiritual Dimension

Assume you have a year to live. What legacy

would you want to leave?
Renew Regularly in the Four Dimensions
The clock represents your
appointments, schedules
and activities – how you
manage your time.

The compass represents

your mission, direction,
and values – what you
feel matters most.
It doesn't really matter how fast you're going, if you
are heading in wrong direction.
 Week Planning
Monday Tuesday Wednesday Thursday Friday Saturday
 Week Planning
Monday Tuesday Wednesday Thursday Friday Saturday
 Week Planning
Monday Tuesday Wednesday Thursday Friday Saturday
 Week Planning
Monday Tuesday Wednesday Thursday Friday Saturday
 Week Planning
Monday Tuesday Wednesday Thursday Friday Saturday
 Plan Daily

Tips for Daily Planning:

When: Before the day begin

Where: Someplace quite
How long: 5-10 minutes
Professional Etiquettes …an unwritten code of conduct

• Stand up when you’re being introduced to someone

• Understand the importance of handshake

• Dress appropriately

• Careful use of magical words

• Phone in pocket during meetings

• Never pull out someone’s chairs for them

• Don’t order anything too expensive, follow the host/guest

• Listen

• Avoid gossips
Activity
 The Communication Equation

What you hear 40%

What you See or Feel 50%

What you Speak 10%

Activity
Reflective Listening
 Telephone Communication

o Identify yourself
o Cheerful and considerate attitude
o Do not keep someone on hold more than 30 seconds
o Always leave your phone number in case of call back
o Never “multi-task” by making calls
o Never take a personal call during a business meeting
o Think about the time when making a phone call
o Not acceptable to call someone before 7-8 a.m. and after 8:30-9 p.m.
o Avoid meal times

33
 Dealing with “PEOPLE”

POSTURES & GESTURES

EYE CONTACT

ORIENTATION

PRESENTATION

LOOKS

EXPRESSION OF EMOTIONS
 The Writing Process

• Planning

• Writing

• Quality Control
 Common Mistakes

• Shortened words (thru , condn, mgmt , ref , lib)

• Repetition of words e.g. file the file in the file folder
• Use of Bold/CAPS throughout the sentence
• Use of too many punctuation in a sentence like ? , !! Etc
• Confusion between its’ and it’s
• Switching of tenses frequently
• Sentence Fragments
• Wrong Word Usage
 Tips for Good Writing

• Completeness (All needed information is provided)

• Correctness (Relevant information is provided)
• Credibility (Support your argument)
• Clarity (Should not be vague , confusing of ambiguous)
• Conciseness (To the point)
 Written Communication at BCL

• Emails
• Inter Office Memos
• Business Letters
• Reports
 Email Manners

• When to use email

• Effective Subject Lines (Clear & Descriptive)
• Email Content
• Format
• Signatures
• Professionalism
• Email Length
• Attachments
• Reply All??
• Forward??

Remember…
Emails are permanent & searchable
 Ineffective & Effective subject lines

Subject:
Hi….
Lets Get together….
One more thing…..
Some thoughts…….

Subject:
Party planning meeting rescheduled
Help: I can’t find the draft for the Smith Paper
Reminder: Training /Session on Communication Skills
Questions about XYZ Project
Congratulations to Hammad for winning Nobel Prize
 Memo Conventions

• Less formal and shorter than letters

• Used most often for communication within one organization

• Spacing

• Alignment

• Subject Lines

• Content

• Conclusion
Presentation Skills
 Before Presentation

• Preparation
• Know your topic
• Know your audience
• Planning
• Contents Planning
• Methodology
• Practice
 Presentation Designing

• Set clear outcomes of presentation

• Decide about length of presentation keeping in view the

outcomes

Continue…
Presentation Designing

• Read the relevant material as you never know

about this topic / skill before

• Organize your material

• Keep it simple

Continue…
 Presentation Designing

• Take tutor notes

• Run through your presentation
 Presentation Design

• Should be simple
• Contain less points per slide
• Contain less font styles and less colors
• Smooth flow of contents
• Keep animations to minimum
• Use graphics, pie charts
• Too much use of Powerpoint
Qualities of an Effective Presenter
Qualities of Effective Presenter

• Professional image and outlook

• Ability to establish and maintain enthusiasm
• Sense of humor
• Ability to show empathy
• Sensitivity for others
• Ability to display and maintain positive image
• Patience
• Analytical skills
• Ability to make decisions
Creativity & Innovation
• Creativity is a starting point for innovation

• Innovation begins with creative ideas

Innovation is never easy. But it is always possible.

Step by step. Project by project

We need to keep moving forward.

Microsoft basics
Power Point

• Getting familiar with interface

• Quick Access toolbar
• Ribbon
• Powerful tool to display data to a large audience with
enhanced tools like animations
Microsoft Excel

• Getting familiar with Excel's interface

• Quick Access Toolbar
• Ribbon
• Cell
• Esc, Undo, Right Click
• Window shortcuts
• Windows Key + D
• Windows Key + E
• Sum
• Count and Counta
• Average
Function Key shortcuts

• F1 – Help
• F2 – To activate the cell
• F4 – Redo
• F7 – Spell check
• F11 – Graph
• F12 – Save As
Ctrl Key Shortcuts
• Undo: Ctrl + Z
• Cut: Ctrl + X
• Copy: Ctrl + C
• Paste: Ctrl + V
• Print: Ctrl + P
• Selects data range: Ctrl + A (If cursor is inside
the data range); Ctrl + A + A
• Save: Ctrl + S
• New document: Ctrl + N
• Copy down: Ctrl + D
• Copy right: Ctrl + R
• Toggle between worksheets: Ctrl + Page down; and Ctrl + Page up
• Ctrl used with arrow keys and shift keys
99 times!
Alt Key Shortcuts

• Historically for menu access

• Insert Column: Alt + I + C
• Insert Row: Alt + I + R
• Insert Worksheet: Alt + I + W
• Visual speed keys
Paste Special

• Windows copy and paste rule

• Copy and pasting between files of the same application
• Formatting characteristics of destination
• With different applications
• Formatting characteristics from the source
• Paste special
• Values
• Transpose
• Formulas
• Format
• Column Width
• Simple arithmetic
Pivot table and Charts

• Presents data in desired format

• Summarizes data
• Easy to use
Test your understanding
Wifi Name: UBL 9
Wifi Password: kickstart

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