Unit IV

EFFECTIVE PRINCIPLE OF ORAL

COMMUNICATION

ORAL COMMUNICATION
Oral communication is the branch of the

communication It includes face to face conversation where the telephone. Radio broadcasts, interviews, groupdisussion, meetings , seminars announcements over the public address , speeches, etc

PRINCIPLES FOR ORAL PRESENTATION

Good oral presentations are thus as much an art as a

techniques. Prepare Identify the audience Structure the presentation Practice Maintain audience interest by Take charge

PREPARE
We should take plenty of time to spend for researching

topic Take time to draft then re-draft Develop material to support rather than summarize presentation Narrow the focus so the given topic is manageable wihtin the available time frame

IDENTIFY THE AUDIENCE

Find out who is likely to be there
Assess their level of knowledge or experience in the

given topic Consider what you need to achieve to address the interests of this particular group.

STRUCTURE THE PRESENTATION SO IT

Flow logically
Begins with an introduction , moves smoothly through

the main body, and reaches a clear conclusion Hangs together, with easy transitions between ideas and sections Stay within the time limit

PRACTISE
In private assess your own performance
Watch the pace of the presentation Revise the flow of the material (do the links work

effectively ? Is all the material needed?) But avoid over anxiety over perfection

MAINTAIN AUDIENCE INTEREST BY

Keeping good eye contact
Using direct language Repeating main points

Varying tone and pace using the voice

Being aware of body language positive and negative

gestures, etc

TAKE CHARGE
Of yourself be aware of nervousness and use this

energy to good effects Remember most people feel nervous in front of an audience Take control of the presentation make sure the equipments works , and you know how to aware of physical needs of group

OTHER FACTORS
Researcher suggests audience attitude is probabley

formed on the basis of something like; 7% content 38% tone and inflection of voice 56% body language

Good and poor listener

Good listener Do not interrupt, Remain patient Make eye contact Show interest Look attentive Concentrate Ask open questions Opportunizes: asks-what is in it for me Judges contents, skips over delivery errors, Takes fewer notes Avoid distractions Interprets emotional words, donot hung upon them

Poor listener Over talkative Inattentive Interrupt & argue Impatient to talk Yes but.. Approach Very critical Poor concentration Distracted easily Reacts to emotional words Takes extensive notes Shows no energy output

Principles of good listening

Listen patiently
Understand speakers feeling Restatement and summary

Time for discussion

Avoid expressing views Less explanation

rapport

Process of listening
Hearing
Filtering Interpreting

Responding
remembering

Approaches to listening
Discriminative
Comprehensive Critical

Active

Advantages of listening
Leads to positive attitude Permits the speaker and listeners to improve

communication Indicate by feedback to the speaker that listeners are interested Helps listeners obtain useful information on topics to make accurate decision Create better understanding with others Help to share & solve problem

Barriers in listening

Psychological ear muffs Distraction of minds Lack of motivation Emotional screen Jumbled or mumbled words Self evaluation More thinking than listening Molologing attitude Listening defensively Noise Entering into argument

Guidelines for effective listening

Eye contact Bodily exhibition Ask questions Avoid distracting actions or gestures Paraphrasing Avoid interpreting speaker Do not overtake Put the speaker at ease Listen patiently Avoid premature arguments Stay objective

Remove distractions Indicate acceptance Hold your temper Respect pauses or silences Redirect a direct question Be honest with answer Listen between the lines Listening habits Listening at personal risk Listen to total meaning Observe non verbal cues Avoid fake attention No personal bias

Writing an Effective Resume

Writing Consultant Presentation EG 1003: Intro to Engineering and Design Polytechnic Institute of NYU

Writing an Effective Resume

Why you are writing

Organization
Presentation

A resume gets you an interview

Find out which applicants are suitable Choose a small number of candidates to interview Same issue for proposals

and grant applications

Stand out from the crowd

Include interesting and unique information Attempt best effort to make a first impression

No chance to explain if you do not get an interview

Writing an Effective Resume

Why you are writing

Organization
Presentation

Summary of sections
Name Address, telephone number, e-mail address Objective Education Experience Achievements and awards Skills Professional affiliations Publications or projects
Optional

Start with contact information

Name (bold, not underlined)
Address Telephone number Email address

Objective
One or two sentences
Type of position (part time, full time, summer

internship)
What position would you like to find? Emphasize how you will use your skills, not what you

want to gain

Use the objective to stand out

Do not be needy: Objective: To obtain a position that will allow me to advance my potential while seeking new challenges.

Show what you will contribute: Objective: An entry-level position in mechanical engineering where strong leadership ability and good communication skills are needed. Objective: Vice-president of aerospace engineering in an agency where extensive knowledge of thermodynamics and heat transfer are needed.

Education in reverse chronological order

Include schools attended beyond high school List major and minor(s), supply interesting details For Poly, put the expected date in parentheses: Polytechnic Institute of NYU B.S. Electrical Engineering (Anticipated graduation: June 2011) Include special or interesting aspects of your program

Experience also in reverse order

Dates of employment (2003present)
Name and location of the company (Con Edison, Brooklyn) Add specific detail that shows your organization, cooperation, responsibility with action Calling this section Experience allows you to include jobs for which you were not paid. Include:
military service internships volunteer positions

Achievements and awards

Deans list Scholarships Grants

Prizes
Nominations Professional societies Significant accomplishments Committees and leadership roles

Use the skills section

Software programs and proficiency (Word,

PowerPoint, Excel, FrontPage, AutoCad )

Programming languages (include Visual Basic,

HTML, PHP, )
Abilities (based on experience) Languages and language ability

Writing an Effective Resume

Why you are writing

Organization
Presentation

Create an effective layout

Try to interest your reader visually

A clean, professional format with a little style

Extra white space makes it easy to read set margins

Limit font to two choices

For text: a serif font like Times For headings: Arial or Helvetica are good choices to add visual interest Dont choose non-standard fonts like or Font size should be 11 or 12 point

Write concisely and vigorously

A focused, targeted resume is best:

Avoid the temptation to go more than one page Delete obvious information in order to highlight your unique qualities

Find specific, dynamic verbs:

Use present (or past) imperatives

Include each verb only once

Consult online lists of resume action words

Make lists parallel

Was responsible for staff of ten
Present reports to consultants New reporting system was developed Leader of monthly staff meeting Coordinate monthly review

Make lists parallel

Managed staff of ten
Presented reports to consultants Developed new reporting system Led monthly staff meeting Coordinated monthly review

Use brief style like presentations

Omit articles (a/an, the)
Use more lists than sentences Arrange information in columns

Final thoughts
Choose the correct tense and use it consistently Do not ask for a particular salary Be accurate and honest Print it out! Do not attempt to proofread on screen

Writing an Effective Resume

Why you are writing

Organization
Presentation

Body language is the unspoken or nonverbal mode of communication that we do in every single aspect of our interaction with another person. It is like a mirror that tells us what the other person thinks and feels in response to our words or actions. Body language involves gestures, mannerisms, and other bodily signs.

Facial Expression Eye contact Gestures Head, Body Shape and Postures

Appearance

A popular saying goes like this. The face is the index of the heart. Whatever we feel deep within ourselves is at once reflected in the face. It plays an important role in face-to-face communication, we convey a lot without speaking a word

Every body knows that eye contact is of paramount importance in all face-to-face communication. When we look at somebody face we primarily focus on his eyes and try to understand what he means.

The physical movement of arms, legs, hands, torso and head are known gestures. They play a very important role in conveying meaning without using words.

In any face-to-face communication or meeting or interview the way we hold our head, body shape and posture is very important.

Appearance, for our purpose, includes clothing, hair, jewellery, cosmetics etc. All these may seem unrelated to body language. But on having a closer look we find that they are very meaningfully related to our face, eyes, gestures, etc.

NONVERBAL BEHAVIOR
1. Brisk, erect walk 2. Sitting with legs

INTERPRETATION
1. Confidence 2. Boredom 3. Defensiveness

crossed, foot kicking slightly 3. Arms crossed on chest 4. Hands clasped behind back 5. Tapping or drumming fingers

4. Anger, frustration,

apprehension
5. Impatience

Mind the Body-Talk

Be Careful with the handshake

Establish good eye contact

We must be ourselves

Graceful movement

Easily visible aspect of

communication. Adds intensity to the process of communication. Improves the overall atmosphere and looks of organization.

Non-verbal communication
People from different

background and cultures No use, If listener is inattentive. Ineffective in large gathering.

Circular

Index

Circular

Notice

Memo

Circular

What is Circulars?
A circular is a formal message, which is sent to no. of person. They are usually (duplicate) or printed with a space left for the addresses are written or typed in those spaces. It is different from a memo or notices.

Index

Circular

Notice

Memo

Circular

Why are circulars written ?

A circulars are written in the context of business to announce. The purchase of an existing business by an individual or organization. The establishment of a new business. The granting or obtaining of an agency. Change in the address of a business establishment. The admission of a partner. The retirement or death of a partner. Price reduction. Introduction of new product.

Continued.

Introduction or announcement of new schemes. for above mention purpose circulars are written. It has same method of writing but, in it content are change according to purpose. E.g. Title, Date, address, etc. are follow same method as for all but, according to necessity it change.

Sample Circular
Name of the Co. Address & Reg. No. Date & Circular No. Introduction
Nishan Pvt. Ltd.
1,Gidc Area, Vatwa Ahmedabad. Reg. Guj\Ahm\99.108

Date:June10,2006. Circular no. 177/61. The Organization is conducting a visit to village programmed, under the rural development project, on June 20,2006. we will be visiting a near by village and conducting a cleanliness campaign there. The employees are advised to come in informal dress code and assemble in the main around at 11:00a.m and join for the noble cause.
Sign.

Main Part
Conclusion

Sign
Designation

Bharat Malik

(personnel manager)

Notice

Index

Circular

Notice

Memo

Notice

What is Notice?

A notice is usually a straight forward written communication giving an individual or a group or the public some information or instruction. A notice may be issued inside an organization or sent outside it.

Index

Circular

Notice

Memo

Notice

Purpose Of Notices

Announce Social Events. Report on matters of interest to staff. Inform staff of new procedures. Advertise Posts for internal appointment. Remind staff of company procedures.

Notice

Points to remember while Designing Notices

When designing a notice your aim must be ensure that your notice is seen and acted upon where necessary. Long, rambling paragraphs will not achieve this aim. When designing notices bear in mind this guidelines.

Continued.., (guidelines)
Notice

Use different size print for emphasis. Give the notice a clear heading. Use sub-heading to break up the

information logically. Use the paper effectively to display the notice attractively. Include the name of the writer at the bottom as well as reference and date.

main

Notice

Pointes to consider for notices.

It must contains essential information. It displayed attractively so that it receives

attention and cooperation. When designing a notice make sure you spilt the words appropriately. Otherwise you could change the meaning completely. In case of legal notice, it is send by post.

Notice

Different Type of Notices.

1.Notice within organization.

2.Notice for public.

Sample Notice (within organization)

Kovai Textiles (p) Ltd.
Civil Aerodrome post Cimbatore 64014. 15th October,2004. NOTICE There will be a general body Meeting of our employees recreation club of this organization to from sub committees for organizing the various activities connected with our diwali celebration suggestions in this connection are welcome. M.A.Thakkar (president) Kovai Textiles Employees Recreation.

Sample Notice (within organization)

Name of the Co. Address & Reg. No. Date & Notice No. Title & Subject
Nishan Pvt. Ltd.
1,Gidc Area, Vatwa Ahmedabad. Reg. Guj\Ahm\99.108

Date:June10,2006. Notice no. 177/61.

Notice
Sub.: Notice for Diwali Celibration
There will be a general body Meeting of our employees recreation club of this organization to from sub committees for organizing the various activities connected with our Diwali celebration suggestions in this connection are welcome.
Sign.

Main Part

Sign
Designation

Bharat Malik (personnel manager)

Notice

Sample Notice For Public

(To be published in newspaper)
Notice is hereby given that I. V. Krishna aged 24 (date of birth 15-03-1980),son of Shri Vishnu Narayanswami will hence forth be known as V. Salkrishna. Application to this intent has been made to appropriate authority.

What are surveys?

A way of collecting information that you hope represents the views of the whole group in which you are interested

Three main methods:

Case study surveys Sampled surveys Census surveys

Why conduct a survey?

Learn about behaviors, needs, & opinions
Find out about attitudes & reactions Measure client satisfaction Add credibility to research

When should you conduct a survey?

When you need information quickly and efficiently
When you need statistically valid information about

a large number of people When you can't get the information you need through other means

Preparing a survey
1.

2.

Decide on the purpose of the survey. Decide whom you will survey.
Sampling

3.

Decide what method you will use to collect your survey data.
Written or oral

Preparing a survey (cont.) 4. Write your questions.

Open-ended Closed-ended Multiple choice Likert scale

Distributing a survey
Direct mail Interviews & phone surveys Drop boxes Media distribution Convenience sampling Group administration

Collecting the surveys

1.
2. 3.

Gather incoming surveys Review returned surveys Secure a larger return, if necessary

Analyzing the results

1.

2.
3.

4.
5. 6.

Add up results and display in a table Try to find patterns Look at the overall survey to see how percentages compare Summarize results in a one page report Share with staff & get their feedback Decide what to do with results

PRESENTATION SKILLS

PRESENTATION SKILLS
It is not sufficient to know what to say; one must also know how to say it. - Aristotle

PRESENTATION SKILLS
After going through this session, you will be able to :

Identify the steps required in planning a speech, or presentation. Develop an introduction, a body and a final summary for a long, formal presentation. Analyse the audience for speeches and presentations. Select, design and use visual aids. Deliver your speech or presentation effectively. Handle questions effectively.

EFFECTIVE PRESENTATION
Characteristics
It should be sequential. It should address the needs of the customer. It should be timed well. It should be well planned, organized & delivered. The occasion formal, informal or casual

EFFECTIVE PRESENTATION
Should Focus On:
Message well understood by the participants Invites participation of the entire group

4 STAGES OF LEARNING
Unconsciously Incompetent
Consciously Incompetent Consciously Competent Unconsciously Competent

VOICE Purpose:
To make people want to listen
Projection Articulation Modulation Pronunciation Enunciation Repetition Speed

RULES FOR PRESENTERS

Respect your Audience
Think like a listener Write like a speaker Be interesting Break down the Barriers Maintain rapport

PRESENTATION
Time: 1.5 minutes each
Introduction

Company
Your work The skills you would like to acquire

PERCEPTION MANAGEMENT

Accepting the responsibility to give people you are dealing with the picture YOU want them to see

PRESENTATION
The Beginning
Ready Position

Movements
Gestures

PRESENTATION
Gestures
To Emphasize

To Illustrate
Nervous Gesture

AND DELIVERY
Define the purpose
Analyze the audience Develop the Presentation Deliver Post Delivery

Design

PRESENTATION
Purpose
To inform or analyze an idea

To simulate people to action

To activate people then and there

AUDIENCE ANALYSIS
Analyzing the Audience
Profile of the group

Expectations of the audience

Knowledge level of the audience

PRESENTATION PLANNING
Planning
Developing a main idea Developing an outline

Deciding on the style

AUDIENCE WILL THINK

Before you start preparing consider the following
I am Important Consider my needs Will your ideas help me What are the facts

I accept

Remember audience is doing critical listening to you!

PRESENTATION
Introduction
Start with an Elevated Pitch (WIFM) Use technique of Big Bang i.e. trying to catch peoples attention

by saying something different / unusual.

Let the audience know what lies ahead (Agenda). State the intended outcomes Set ground rules, if any.

PRESENTATION
Introduction
Elevated Pitch (WIFM)
A humorous anecdote A provocative or dramatic statement Audience participation (a question, a reference to a local

event, a survey of hands etc.)

An object (a prop, a product, a model etc.) An action (a demonstration, an unexpected entry a quotation

etc.)

PRESENTATION
Introduction : Questions that may help you develop your message
What do people need to know, believe and care about to become

engaged with your issues / organization? get people engaged?

What obstacles or misconceptions do you need to overcome to What needs to happen or what do people need to do to meet

your organizations goals or have an impact on your issues?

If people did this, how would things be different?

PRESENTATION
Time: 1.5 minutes
Elevated Pitch Choose and write 5 gestures you would use during the

presentation

Remember: To maintain eye contact To do feet control To move only for a purpose

PRESENTAERS
Be yourself made large
Project your personality Be conversational Maintain high energy levels

PRESENTAERS
3 Ps of Effective Presentation
Preparation

Preparation

Preparation

PRESENTATION
Body
The body should preferably be point-wise instead of running lines of text.
There should be a logical sequence. Be clear on inputs. Give examples related to listeners needs. Use powerful and sequenced visual aids.

PRESENTATION
Mistakes
People tend to put every word they are going to say on PPP. People do not run spell checks

Please realize the impotence of ruining a spell cheek.

EFFECTIVE POWER POINT PRESENTATION

Adding
Excessive Bullet Points Only Bullet Key Points

Mistakes

Too Many Bullets & Your Key Message Will Not Stand Out

GOLDEN RULES FOR AVM

To be useful visual aid must be both

Necessary and Visual

GOLDEN RULES FOR AVM It is not desirable to show data in a chart

Sales Trend Person A Person B Person C Qtr 1 2254 1254 3542 Qtr 2 2589 1357 3645 Qtr 3 3008 1288 3467 Qtr 4 2199 1466 3798

GOLDEN RULES FOR AVM

Graphical representation is more appealing
4000 3500 3000 2500 2000 1500 1000 500 0 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr Person A Person B Person C

GOLDEN RULES FOR AVM

Visuals

BOLD

BIG

BRIGHT

GOLDEN RULES FOR AVM

Make short words out of the long ones

Currently Require

Now

Need

Visualize
Endeavor

See
Try Enough End Send

Sufficient Terminate Dispatch -

GOLDEN RULES FOR AVM

First ask: What can it show Then ask: What can it say i.e. Pictures precedes words

GOLDEN RULES FOR AVM

Example:

Study shows that Indian females are more loyal towards their families as compared to those living in other countries

GOLDEN RULES FOR AVM

Example:

INDIA N

GOLDEN RULES FOR AVM

Remember:

Your AVM should never draw more attention than you do

AIDS TO MAXIMISE IMPACT

I M P A C T Integrate into your style Moves the presentation on Gives Professional Appearance Appropriate to the moment Communicates to the audience Technically sound

PRESENTATION
Conclusion
Reinforce the main points and summarize the main ideas. Make it memorable by enthusiastic remarks. End on a positive note. Ask for questions and clarifications, if any (look for non verbal

clues ).
Involve the audience to outline the next steps.