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Two Days Training
on
Communication Skills
9-10 August, 2107
Training Report
PR
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Professional Development Program
COMSATS Institute of Information Technology
Abbottabad
Training on Communication Skills
1
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)
Co
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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
2
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.
EX
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Training on Communication Skills
4
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
5
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
6
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
7
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.
TR
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Participation
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PA
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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
8
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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Training on Communication Skills
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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
11
. 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
0102030405060
3%
14%
26%
57%
Relevance of Training to Your Job
Training Evaluation
TR
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Training on Communication Skills
12
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
13
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
14
Working Group Activities
Training on Communication Skills
15
Training on Communication Skills
16
Training on Communication Skills
17
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.
Co
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Training on Communication Skills
18
No. Name Department Designation Email
1. Shamim Khan Pharmacy Researcher [email protected]
2. Aneela Aurangzeb ERS Research Associate [email protected]
3. Muhammad Faizan
Asghar Civil Engineering Lab Engineer [email protected]
4. S. Waqar Haider CITC Senior Assistant [email protected]
5. Muhammad Jamil Accounts Assistant Accountant [email protected]
6. Azeem Ali CITC (ISP) Assistant IT [email protected]
7. Atif Manzoor CITC (CNS) Assistant IT [email protected]
8. Atif Sulaiman CITC (CNS) Senior Assistant IT [email protected]
9. Ysair Rehman Accounts Assistant [email protected]
10. Toqeer Jahangir Administration Coordination Officer [email protected]
11. Rahatullah Administration Senior Assistant [email protected]
12. Nazar Khan CITC Senior Assistant [email protected]
13. Umme Salma Pharmacy Phd. Scholar [email protected]
14. Sardar Afra Mehtab
Khan Examination Senior Assistant [email protected]
15. Naseem Gul CITC Assistant IT [email protected]
16. Muhammad Nawaz Accounts Senior Assistant [email protected]
17. Yasir Khan Administration Assistant [email protected]
18. Imran-ul-Haq Pharmacy Researcher [email protected]
19. Nauman Khan ERC Lab Assistant [email protected]
20. Muhamamad Waqas CNS Junior Lab Assistant [email protected]
21. Junaid Amin Civil Engineering Lab Engineer [email protected]
22. Jamil Khan Chemistry Research Associate [email protected]
23. Nasir Naseem Administration Assistant [email protected]
24. Naveed Ahmed Computer Science Assistant [email protected]
25. Ashar Bashir CITC (ISP) Assistant IT [email protected]
26. Zahid Mehmood Khan CITC (CNS) Junior Lab Assistant [email protected]
27. Sajid Iqbal Administration Assistant [email protected]
28. Saima Sadiq Administration Assistant [email protected]
29. Sardar Shoukat Administration Assistant [email protected]
30. Fahad Qayyum ERC Lab Assistant [email protected]
31. Muhammad Ijaz Library Senior Assistant [email protected]
32. Munir Ahmed CITC Junior Lab Assistant [email protected]
33. Waqas Siddique Computer Science Assistant Program Officer [email protected]
34. Abdul Hameed Administration Senior Assistant [email protected]
35. Tajammal Hussain Administration Assistant IT [email protected]
36. Muhammad Haseeb Administration Senior Assistant [email protected]
37. Ghulam Sarwar Record Room LDC [email protected]
Annex A - List of Participants