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Two Days Training

on

Communication Skills

9-10 August, 2107

Training Report

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Professional Development Program

COMSATS Institute of Information Technology

Abbottabad

Training on Communication Skills

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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)

Ms. Absaria Talat Lodhi (Manager Operations)

Ms. Saadia Munir (Asst. Registrar)

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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)

Training on Communication Skills

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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.

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.

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Training on Communication Skills

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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

Training Resource Persons

Training on Communication Skills

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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

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.

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.

Background Purpose of the Assignment

Training Objectives:

Training on Communication Skills

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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 Design & Methodology

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Training on Communication Skills

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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 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.

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Participation

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S# Time Topic/Activity Resource Person

1 9:00-9:10 Registration Absaria Talat Lodhi

2 9:10-9:30

Introduction of

participants

Ground rules

Fear & Expectations

Adam Zahoor

3 9:30-10:00 Introduction to

communication skills Adam Zahoor

4 10:00-10:45 Barriers to

communication 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

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14:00 – 15:30

Non-Verbal

Communication,

Body Language

Faisal Kamal

9 15:30- 14:00 Days review Adam Zahoor

Overview of Training Modules

Day 1

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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

9. 15:15- 15:30 Days review Adam Zahoor

10. 15:30 – 16:00

Training evaluation

Closing

Certificate Distribution

Absaria Talat Lodhi

Saadia Munir

Day 2

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Training on Communication Skills

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. No. Indicators Very Good (%)

Good (%)

Satisfactory (%)

Poor (%)

Very Poor (%)

1 Achievements of Objectives 43 48 9 - -

2 Relevance of Training to Your Job

57 26 14 3 -

3 Quality of Training Material 46 48 6 - -

4 Help with Problem During the Training

34 46 14 6 -

5 Use of Participatory Learning Method

63 29 8 - -

01020304050

9%

48% 43%

Achievements of Objectives

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3%

14%

26%

57%

Relevance of Training to Your Job

Training Evaluation

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0

10

20

30

40

50

6%

48% 46%

Quality of Training Material

0

10

20

30

40

50

60

70

8%

29%

63%

Use of Participatory Learning Methods

05101520253035404550

6%

14%

46%

34%

Help with Problem During the Training

Training on Communication Skills

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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.

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.

What went well?

Recommendations

Training on Communication Skills

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Working Group Activities

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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.

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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

Asghar Civil Engineering Lab Engineer faizanasghar@ciit.net.pk

4. 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

Khan Examination Senior Assistant aframehtab@ciit.net.pk

15. 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

Annex A - List of Participants