Maestro – Meeting #3 Minutes (Bonus Blogpost)

COM150 PROJECT MEETING #3
Minutes 19 MARCH 2016 7:00pm – 8:30PM SR4B PROJECT ROOMSINGAPORE INSTITUTE OF TECHNOLOGY
Meeting chaired by ALVIN LIM JING YIK
Type of meeting COM150 PROJECT MEETING #3
Note taker EYRICA LEE MIN WEI
Attendees ALVIN LIM JING YIKGOH YONG KIAT

KWEK YONG LI

EYRICA LEE MIN WEI

Absent with apologies NIL
*Minutes is updated as of 23rd March 2016.
 Agenda of Meeting:

  • Progress Updates
  • Presentation
  • Mock Presentation
  • Any Other Business (AOB)
  • Next Meeting
  1. Progress Updates
    • Videos Updates
      • Filming completed for all four listening styles
      • Uploaded onto group sharing site (Dropbox)
    • Research Updates
      • Defined message of presentation – “We are not limited to a specific listening style, but are encouraged to understand all four listening styles and implement them at appropriate situations”
      • To define appropriateness to help explanation of points in body of presentation (Required source – “Reflect & Relate” by Steven McCornack)
  2. Presentation
    A.    Propose and Finalize content of Presentation
    o   Introduction§  Start with a question – “Are you a good listener?”

    ·         To set audience to think and reflect on past experience

    ·         To attract audiences’ attention to find out how to improve on their listening skills

    §  Explain importance of listening

    §  Question – “Do we all agree that we will work hard to become an effective listener?’

    ·         To make a PACT with audience

    ·         PACT will lead us to the next topic

    §  PACT

    ·         Represents the pact made with audience

    ·         Encompasses the 4 different listening styles

    §  Explain 4 different listening styles

    §  MESSAGE OF PRESENTATION

    §  Appropriateness

    ·         From Reflect and Relate, Steven McCornack

    o   Body§  People Oriented Listener

    §  Action Oriented Listener

    §  Content Oriented Listener

    §  Time Oriented Listener

    ·  Content:

    +  Description of style

    +  Video

    +  Analysis of appropriateness of style

    o   Conclusion§  Link back to introduction and body

    §  To provide guide to be a better communicator

    §  Conclude – Re-emphasize message

     Intended Flow 

    Part         Speaker
    Introduction Eyrica
    Body 1 – 2 listening types (videos) + explanation Yong Kiat
    Body 2 – 2 listening types (videos) + explanation Alvin
    Conclusion Yong Li

     

    Deadlines
    ·         Slides: Send individual components to Alvin by 20th March 2016.
    ·         Rehearsal : Rehearsal will be held on 21st March 2016, 8.30am
  3. Mock Presentation
    • Date: 21st March 2016
    • Time: 3pm
    • Things to note: Because it is a mock presentation, and we would want a full impact during actual presentation, some content will not be mentioned during mock presentation. (e.g. “PACT” and analysis of styles appropriate implementation
  4. Any Other Business (AOB) NIL 
  5. Next Meeting
    • Date: 25TH March 2016
    • Time: 7pm – 9pm
    • Venue: Project Room

Critical Reflection on Learning Points in the Course SEM2902

 

From this course SEM 2902 – Interpersonal & Work Communications, Communication is like mixing chemicals, it can be pleasant, harmless , neutral or toxic. If a dangerous chemical is thrown, it can cause suffering if the other party does not know how to neutralize it. I have learnt that having good interpersonal skills can work like magic. Why does it work wonders? It allows us to work effectively in the group. This actually got me thinking that having good communication and being able to deliver a clear and concise message is not easy .

I used to be ignorant about wanting to be a good communicator. I realized with good communication and interpersonal skills, it is a significant advantage in building relationships with your peers/colleagues. This skill has been valued by everyone else in daily life where any communication can take place. Being a good interpersonal communicator requires one to understand and be aware of the situational behavior of others. This would allow the conversation to go smoothly without any conflicts or misunderstanding.

However listening to others is also a part of the process of having good interpersonal skills. How would you know you are listening effectively?

stephen_r_covey_quote-1

Do you think this is happening around you whenever there is a conflict? This quote totally represents the reasoning behind why people do not listen effectively. When this happens, their intention might trigger a conflict. Effective listening needs one to focus on the meaning of the words and putting them in the situation to have a better understanding. When there is a doubt, they should not hesitate to ask questions to clarify.This would help to clear the air and reduce the chance of a conflict. Empathy is also needed to understand the person’s point of view to have a clearer idea of what the other party is thinking. With these points, it definitely builds a greater rapport within your peers/colleagues.

In summary, having good interpersonal skills can change people’s perception of you, and it also makes you a good team player. Communication skills are really important where your words and ideas need to be clear of your intention, so be sure of what you want to say. Listening skills are interlinked with communications. Good listening skills allow understanding of current situations and help you to be aware of the surroundings, constructive feedback can be exchanged within peers/colleagues which serve to strengthen the rapport between each other and improve together.

Critical Reflection on Project Learning

In the previous semester of the SEM1901 module, I was a bad presenter; being nervous, stutter while presenting, having no eye contact with the audience, and reading text from slides. That was the worst example of a presenter that you could even think of. This semester, after our project presentation, Dr. Lee said :”Well done Alvin! You seem to have improved and brought out your communication skill in your presentation.” As her words sank in my mind, that got me thinking, why did she praise me this time? Did my confidence level improve ? Or is that the skills I learnt from Dr lee’s lectures benefited me subconsciously.?

This presentation got me particularly to learn something about presentation , cause it takes up a lot of components to be assessed on. Example; Your verbal / non-verbal skills , Articulation of words, the engagement with audience , clarity , coherence of the slides. Every part of assessment does make a difference in getting us to be a better presenter.

During the mock presentation, I had focused too much on the content, which made me subconsciously ignored the part on how to articulate it with confidence to let the audience get a deeper understanding of our project. Honestly, it was a challenge, because I was fighting against my anxiety while trying to present my ideas to the audience.

As Sean had mentioned :”Fake it till you made it!” ,during class. One of the discussions where Dr. Lee seemed to agree on, where we talked about faking your confidence level as though you were a superior giving a speech. Because of this, I decided to try and practice it with my slides.

In the beginning, I was practicing it alone in a room with the pretense confidence. It was initially awkward with a lot of failed attempt .However, throughout the practicing process, I found myself familiar with my own style of presenting , able to understand the content even clearer,and progressively I feel more confident in my speech, which also made me able to grasp the idea behind and allow me to convey the ideas easily with controlled time.

Throughout this practicing session, I actually learnt that practice can build up your familiarity with the content and able to articulate in various perspective. Whenever the audience raises a question, I am able to answer them with clarity. The belief of confidence can be slowly built, which makes presenting seem like a formal conversation filled with engagement.Nonetheless, there is no foolproof way of improving your presentation skills, I will explore and learn from others to further improve my interpersonal skills. My greatest takeaway is able to know myself better in connection of communications, on how to express better with interpersonal skills.

 

Resolving Interpersonal Conflict

 

Image result for conflict resolution

Interpersonal Conflict is a clash between people with different perspectives. It occurs in all social settings and may cause relationships to weakened or at times, strengthen. Disagreements between individuals or a group will naturally fall into an unfavorable performance towards their team goals. To maintain team cohesion, whenever conflict arise within the group, or between individuals, it is best to resolve them quickly.

A few years ago, whilst in a project based module taken at a polytechnic, our team had to make sure the tank (a locomotion system), had to work. And in order to determine its functionality, it had to clear obstacles, like ramps or walls.
The forming of our team was by some random assignment by our facilitator, as we were all newcomers. My team members are as followed, James, Sylvia, Jun and me.

After assessing the project’s requirements and what it entails, we foresee this project is quite demanding. On the first week, we were tasked to build and fabricate Printed circuit board (PCB). We started discussing on the project work, and researching about the theory on how to design the circuit board.

After the few meetings, I find that James is someone who is smart yet egoistic. He is pretty strong-headed in his own judgement and tends to get very persistent. Jun is a hardworking guy that have substantial knowledge in engineering as he has work in some engineering firm . Sylvia is so conceited of her appearance, has no clue of why is she in this course. The following week rolls by. We gathered for weekly meetings to update on our progress and to combine the individual findings and designs.

When deciding on whose designs are the best, that is when the conflict starts.

James said with arrogant : “Here is my design, I think its good and powerful to do the circuitry for the tank. Check mine out.”

Jun said with confident : “I also came up with the design. I followed according to the concept and designed to the most optimized circuit.”

After presenting to each other the design circuitry, Sylvia and I thought that our designs were not as optimized as both James’ and Jun’s. So now they began debating. I can see James is stubborn, insisting his ideas, showing a silent disapproving face when Jun is trying to get his attention on his design explanation.

James : No jun, I think yours is lousy in some sense.

Without explaining, James keep claiming his design is the best among all.

Jun : How about you explain your ideas and propose out so we can accept it.

From what I have observed, Jun is a patient and reasonable person who will only accept logical reasoning. James is an obstinate man of clinging tightly to his design. After 10 to 20 mins, there is no answer to whose ideas were selected. The conflict mode caused the whole group to be in some awkward tension and our emotions are heightened due to the disagreement between the two of them.

So what do you think is the possible solution to this conflict?

 

 

Evaluating Verbal and Nonverbal Behavior

Non-verbal communication, it constantly happening  even when you are not saying a word. yet it portrays a  different kind of communication to your listener. Simply saying you reflects on emotion state you are in. Bored/ annoyed etc?

Last Saturday, I was on my way to meet my friends at a shopping mall for lunch. While walking, I observed two Chinese men standing near the car park entrance. I noted that both of them were a father and son. They were having some disagreements between themselves. Even to a stranger like me, they appear to be hostile with each other. To me it was obvious that the son was showing displeasure to whatever the father was saying, I could sense that as he was standing with folded arms and having intense eye contact with his father, with a unpleasant expression on his face, listening to his dad ranting on a negative grumpy tone which they could not understand each other point of view. So, it was clear that they were showing unhappiness towards each other.

With all the tension going on, I was curious and decided to be a little nosey and stand near the entrance door to find out what was the disagreement about. The father was ranting about money issues, in regards of life expenses due to the son is leaving to US to further study in one week time. Whereas the son mistook it as nagging and lack of trust in his abilities to take care of himself.

Seeing this, I immediately understood why the disagreement existed even though it was of good intention. Being in a Chinese family myself. i would understand the culture of a Chinese traditional family.

Commonly for Chinese families, where they are more conservative about affections, they do not show them as apparent was the western parents, nagging and bossing their children around is a way of them showing their affections and concerns. Nagging are usually paired with a caring undertone, for example when a concerned mother is nagging their son of not coming home earlier and just staying out late. This could be seemed as scolding and restricting her son’s freedom and being overbearing, however, this could also means that the mother worries about the son being out late and encountering bad people, like druggies and hooligans. Which is in some sense, caring.

The father’s nagging should be viewed as caring and being concerned about the son’s well being, since he is leaving the country and his guidance. However, when paired with his grumpy tone, the son might have misunderstood that the father does not have trust in his son for making such a decision and can not take care of himself abroad.

As miscommunication happens all the time, i would advise them to sit down and discuss about each other’s misunderstanding to have a better relationship.

 

————————————————————————–Edited version

Non-verbal communication, is constantly happening  even when you are not saying a word. Yet it portrays a  different kind of communication to your listener. Simply speaking will not reflect on emotional state you are in. However with non verbal communication , it is easier to portray how you actually feel.

Last Saturday, I was on my way to meet my friends at a shopping mall for lunch. While walking, I observed two Chinese men standing near the car park entrance. I noted that both of them were a father and son. They were having some disagreements between themselves. Even to a stranger like me, they appear to be hostile with each other. To me it was obvious that the son was showing displeasure to whatever the father was saying, I could sense that as he was standing with folded arms and having intense eye contact with his father, with a unpleasant expression on his face, listening to his dad ranting on a negative grumpy tone which they could not understand each other point of view. So, it was clear that they were showing unhappiness towards each other.

With all the tension going on, I was curious and decided to be a little nosey and stand near the entrance door to find out what was the disagreement about. The father was ranting about money issues, in regards of life expenses due to the son is leaving to US to further study in one week time. Whereas the son mistook it as nagging and lack of trust in his abilities to take care of himself.

Seeing this, I immediately understood why the disagreement existed even though it was of good intention. Being in a Chinese family myself. I would understand the culture of a Chinese traditional family.

Commonly for Chinese families, where they are more conservative about affections, they do not show them as apparent was the western parents, nagging and bossing their children around is a way of them showing their affections and concerns. Culturally, I noticed that Asians do not show their love physically to their children. This may be why children often misunderstand their parents on nagging or lecturing etc.

Nagging is usually paired with a caring undertone, for example when a concerned mother is nagging at their son of not coming home earlier and just staying out late. This could be seen as scolding, restricting her son’s freedom and being overbearing. However, this could also mean that the mother is worried about her son being out late and encountering bad people, like druggies and hooligans. This actually show the mother’s concern for her son.

The father’s nagging should be viewed as caring and being concerned about the son’s well being, since his son is leaving the country and he wants to share some advice with his son. However, when paired with his grumpy tone, the son might have misunderstood that the father does not have trust in his son for making such a decision and can not take care of himself abroad.

As miscommunication happens all the time, I would advise them to sit down and discuss about each other’s misunderstanding to have a better relationship.

Strengths and challenges faced in communication

Communication takes two hands to clap. In business, dealer and entrepreneur discuss the price of their products and specifications. At home, we talk about current news over dinner. With our partners, we would lie down on the mat in the open-field, stargaze over the night to talk about each others future. It is simple, a communicator and a receiver. We need to communicate in order to understand each other intentions and feelings. Communication allows us to reach mutual understanding and decision. So have you been communicating enough ?

Throughout the years, growing up with my best friends is proof that communication takes time and effort. I knew that I am good listener which is why friends always seek advice from me. As I listen, psychologically connects with my friends to see things from his perspective. Putting myself in his shoes, I’m​ able to share my personal views on his matter. Then, we exchange our thoughts to both agreements on what he has to do next.

Body language is a non-verbal​ way of communicating because how I am seated in my chair determines how confident and/or humble I appear. First impressions matter. I always face in the direction of speaker, whether standing or seated. Creating a comfortable atmosphere can make someone be willing to talk and open up. An example would be facial expressions; I’m very expressive so my facial expression gives my mood away. The other person will be aware of my mood and thus, as our conversation​ progress, able to feel the intensity of the situation. Simple hand gestures can help in showing interest in the conversation. Folded arm gives off a disinterested vibe. That is why, as I communicate, I put all these factors to work; when something makes me happy, I smile. Sometimes I clap my hands to show it’s a sign of encouragement for the other person talking. These are my strengths, especially to let people understand how I feel and able to express out what I want to say visually and verbally.
One of my challenges faced is thought-process is slower. I always get mistaken as being rude because of my long silence. In truth, I was actually thinking and weighing the best thoughts to relay. Sometimes, I relate my thought to another perspective to describe the story with some cartoon or engineer terms which make the person don’t understand my points well. I have to repeat a few times before I can get my message across.

Overall, these challenges and strengths in communication need to further improve, be in good relationship with people around me.