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Ans. It is the communication of personal feelings, emotions, attitudes, thoughts through body movements
gestures, postures, facial expression, walking styles, position and distance either consciously or
involuntarily, more often subconsciously, and accompanied or unaccompanied by the spoken language.
The relation between the three main elements of communication; the verbal, the vocal, and the visual has been
established by scientists in this way
Verbal 7%
Vocal 38%
Visual 55%
Thus the visual is the most controllable and yet perhaps the most unconscious element of the message from
sender to receiver.
Latters
Essentials of Letter
Although the letter is the most common form of written comm., We frequently overlook its
importance. It stands as a test of ones ability to think clearly and to use language effectively. Effective
writings does not come by chance. It is a skill that can be developed. Some of the principles of effective
writing are
Promptness As a rule, respond to the letter the day it is received .Otherwise you can
acknowledge the letter and indicate how soon you can reply.
Accuracy To be accurate you should check and double check you facts, figures, words,
language, and tone. correct use of punctuation and grammar should be used. Instead of writing
tomorrow or today the date should be mentioned.
Brevity - Dont overload your letter with irrelevant details. Brevity consists in saying what needs
to be said. Being brief does not mean saying lesser than what the occasion demands. Brevity is
not to be achieved at the cost of clarity.
Clarity Clarity of language and tone is important in written comm. Our letter should be in
positive language. Too many sorry or no, dont should be avoided. correct spellings and
caution in using homonyms should be exercised.
Salesmanship Every letter going from your desk should be the ambassador of your firm. It
must carry a message and enhance your reputation.
You attitude Write your letter by keeping in mind the receiver. Avoid Is or wes.
Structure of a letter
The following elements usually constitute the structure of a letter 1. Heading
2. Date
3. Reference
4. Inside address
5. Attention or Subject
6. Salutation
7. Body
8. Complimentary close
9. Signature
10. Identification marks
11. Enclosures
REPORT WRITING
DEFINITION The word report is derived from Latin word reportare which means to carry back.It is
therefore a description of event carried back to someone who was not present on the scene. In short it is
an assigned communication for a purpose and is meant for specific reader. Hence a report is a formal
communication written for a specific purpose; it includes a description of procedures followed for
collection and analysis of data, their significance, the conclusions drawn from them, and
recommendations if required. They are of two types- formal and informal.It can be in a type of letter ,
memo, news item, periodic, routine, progress showing, lab reports or a proper format in detail form.
CHARECTERISTICS OF A REPORT
PRECISION The writer should be very clear about the exact purpose of the report.
ACCURACY all the facts mentioned should be accurate and demonstrated with the help of
graphs, charts, pictogram etc.
RELEVANCE The facts presented should be relevant and not left out. It should not mislead the
reader.
READER ORIENTED It is necessary that it is kept in mind the person for whom the report is
meant.
RECOMMENDATION they should be impartial without revealing any self-interest.
SIMPLE LANGUAGE It should be in simple language free from poetic phrases.
BREVITY It should be brief but not achieved at the cost of clarity.headings and subheadings
should be included.
GRAMMATICAL ACCURACY -- . It should use language that is concise concrete and
grammatically correct.
PURPOSE OF A REPORT
It is primarily a source of information to the management to help in decision making, so its purpose is
To give information about a companys activity, progress, plans and problems.
To record events for future reference.
To recommend specific action.
To justify and persuade readers about the need for action in controversial situations.
To present facts to the management to help decide the direction the business should choose.
STRUCTURE OF A REPORT
Cover
Title page
Acknowledgement
Table of contents
Executive summary
Introduction
Description
Conclusion
Recommendations
Appendix
List of references
Bibliography
Glossary
Index
Public Speaking
It is a formal or an informal talk which the speaker delivers in front of an audience. The talk or speech
should be meaningful, appealing, and appropriate as per the occasion.The audience may be large or
small, invited by an open notice/invitation.The speech may be lengthy or short, emotive or matter of
fact, well illustrated or suggestive.Public speaking is a skill which can be mastered with practice. It
requires preparation and formal presentation and strong communicative skills.
What? What do you want to communicate? What are the facts and figure?
Why?
Why should the audience listen?
When?
When should I stop?
How?
How can I convey my message?
Where? The venue of the speech and the dimension of the hall.
1. Impromptu Delivery In this speaker has to organize his speech quickly and promptly.
He does not get time for written preparation.In this the speaker quickly determines the
central idea, main points and supporting material.
2. Memorized Delivery Most of the speeches in business are not memorised. In this
form the speaker plans his speech before hand and memorises it.
3. Extempore Delivery In this the speaker is given a few minutes to prepare where he
writes down the points on cards or paper.the points are written in main phrases, titles &
Subtitles.
4. Manuscript Delivery It is the most formal form of speech. Where every detail is
given and read out word to word in the speech.
Presenttation
ESSENTIAL CHARACTERISTICS
A good presentation has the following characteristics
Facts and figures are visually represented in tables graphs and charts
Now you must collect your information by keeping in mind your target audience and purpose.These
two things will guide your presentation and delivery. The normal order of any presentation is to first list
the main ideas and then elaborate your points.
Body Language
Since presentation is a live performance, non verbal skills play a big role in it.we have already studied
the power of body language.Hence a great deal of attention Should be given to these thingsAppearance(clothes, hygiene)
Posture (body shape)
Eye-contact (roaming not fixed)
Gesture(hand and shoulder movement)
Movement (not fixed, but at ease)
Smiling face( relaxed)
PRESENTATION SKILLS
A presentation is a live mode of sharing information with select audience. It is form of oral
communication in which a person shares factual information with particular audience.We can define
presentations as an oral activity using visual electronics aids such as (OHP, LCD) to discuss new ideas
and information with a specific audience in an impressive and convincing manner.Presentation is
different from a class room lecture. Lecture is an interactive activity and a two way communication
with possible interruptions, but presentations are one way initially. The audience sits through listening,
watching, and taking notes.Here the presenter is focused more in persuading the audience to buy his
idea or information.A presentation has a well defined format, where the audience is invited to ask the
questions or seek clarification only at the end of the presentation.