Skills______________________________________________________

Visual 03

___________________
INTRODUCING YOUR PARTNER
Name
Age
Qualifications
Experience
Achievements/Successes
Family
Hobbies
Interests
Likes/Dislikes
__________________________________________________________
Goals
__________________________________________________________
Skills______________________________________________________
Visual 04

___________________
WHY IS EFFECTIVE
COMMUNICATION THE MOST
IMPORTANT FACTOR IN BUSINESS?
Because communication breakdown can cause
problems ranging from employee turnover and
absenteeism to decreased productivity and
sales
We spend Lakhs of rupees annually on
communication
__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 04

WHY IS EFFECTIVE
___________________

COMMUNICATION THE MOST

IMPORTANT FACTOR IN BUSINESS?
(Cont.)
It lubricates the process of managing
It helps in executing planning and organizing,
and also achieve organizational direction and
control
It helps in becoming successful
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 05

___________________
THE MEANING OF COMMUNICATION
Conveying message by any means (Telex,
graffiti, talk, memos, telephone, punch in the
nose, wink, etc.)
Telling something to somebody
Letting others know what they know, and finding
out what they know
Exchanging ideas and emotions

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 06

___________________
THE COMMUNICATION PROCESS

MEDIUM

S B R
MESSAGE E
E A
C
N R E
D R I
I FEEDBACK V
E
E E
R R
R

MEDIUM

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 07-A

BARRIERS TO EFFECTIVE
___________________

COMMUNICATION
Originating From Senders Side :
bad timing
inappropriate medium or language
too much or too little
too fast or too slow
aggressive or submissive
in appropriate non-verbal communication
inappropriate style, tone, gestures, etc
__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 07-A

BARRIERS TO EFFECTIVE
___________________

COMMUNICATION (Cont.)
Originating From Senders Side :
message vague in senders mind
failing to understand receivers background and
perception
failing to define message properly
failing to synchronize message and gestures
relying on false assumptions, like : the word
means same to all or everyone holds your point
of view
__________________________________________________________
attributing blame or imposing guilt
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 07-A

BARRIERS TO EFFECTIVE
___________________

COMMUNICATION (Cont.)
Originating From Senders Side :
threatening or attacking anothers self-esteem
being moralistic
using jargon, acronyms, or technical language
gaming, attempting to manipulate or control
receiver by confusing or obscuring message
like : expressing disagreement without
discussing actual issue or lack of trust or
presence of insecurity or using we instead if
I
__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 07-B

___________________
BARRIERS TO EFFECTIVE
COMMUNICATION (Cont.)
Originating From Receivers Side :
not paying attention
preconceived opinion about the speaker
mind reading
passivity
selective listening
interfering

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 08

___________________
WHAT DO YOU SEE?

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 09-A

___________________
ROLE OF PERCEPTION IN
COMMUNICATION
Our perception of people, events and experiences
are influence by :
the learning we bring from our family
subsequent experience
education
relationships

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 09-A

___________________
ROLE OF PERCEPTION IN
COMMUNICATION (Cont.)
Our perception of people, events and experiences
are influenced by :
self-esteem
beliefsystem
emotional state
values
personal needs in the situation

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 09-B

___________________
TO BE EFFECTIVE, WE NEED TO
check perceptions when non-verbal or verbal
signals indicate a problem
when checking the meaning of non-verbal
signals and verbal statements, describe what
you observe, then ask what it means, avoid
interpreting the behavior
accept the other persons perception as real
for him/her

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 09-B

___________________
TO BE EFFECTIVE, WE NEED TO
(Cont.)
avoid arguing over what actually happened,
try to reach agreement on the fact that each of
you perceive it differently, and then move on
always use caution in interpreting second or
third-hand information
summarize your understanding of plans or
agreements reached at the conclusion of any
discussion or meeting
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 10

___________________
RESOLVING CONFLICTS
choose the right time
do not present the controversy as a win or a
loose situation
be an active participant and encourage others to
participate
treat the contributions of others with respect
do not attack - separate the issue from the
person

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 10

___________________
RESOLVING CONFLICTS (Cont.)
do not push for a premature solution
make sure that you know what you are
disagreeing with
do not disregard or discourage the expression
of emotions
give everyone an equal chance to contribute

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 11

___________________
WAYS TO USE COMMUNICATION
PROCESS
Speaking
Writing
Nonverbal
Listening

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 12

___________________
THE PROCESS OF LISTENING
1. There is the interpretation of what was heard
that leads to understanding, or
misunderstanding
2. Then comes the evaluation stage when we
weigh the information and decide how we will
use it
3. Finally, based on what we heard and how we
evaluated it, we react. Thats listening!

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 13

TYPES OF VERBAL
___________________

COMMUNICATION
1. Getting-to-know-you or the Building-of-
Relationships kind of talk, which is called
phatic communication

2. Cathartic communication, which allows the

release of pent-up emotion and often amounts
to one person spilling his troubles on
concerned and caring ears

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 13

TYPES OF VERBAL
___________________

COMMUNICATION (Cont.)
3. Informative communication, in which ideas,
data or information is shared
4. Persuasive communication, where the
purpose is to reinforce or change attitudes or
to produce action

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 14

THE NATURE AND

___________________

CHARACTERISTICS OF LISTENING
Listening is our primary communication activity
We spend about 80% of our waking hours in
communicating, out of which more than 55% of
time is spent in listening
Our listening habits are not the result of training
but rather the result of the lack of it

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 14

THE NATURE AND

___________________

CHARACTERISTICS OF LISTENING
(Cont.)
The order in which the four basic
communication skills are learned
LISTENING SPEAKING READING WRITING

LEARNED First Second Third Fourth

USED Most Next Most Next Least Least

(45%) (30%) (40%) (09%)
TAUGHT Least Next Least Next Most Most

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 14

THE NATURE AND

___________________

CHARACTERISTICS OF LISTENING
(Cont.)
Listening is a very active physical and a mental
process
Our speech is about 60-75 words per minute,
where as our ability to comprehend it is four
times as much, and our brain twelve times as
fast

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 15

___________________
TIPS ON LISTENING
Stop talking
Empathize with other person
Ask questions
Dont give-up too soon
Concentrate on what is being said
Look at the speaker
Smile and grunt occasionally
Leave your emotions behind

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 15

___________________
TIPS ON LISTENING (Cont.)
Control your anger
Get rid of your distractions
Get the main point
Share responsibility of communication
React to ideas, not to the person
Dont argue mentally
Use the difference in rate of speaking and
listening to your advantage

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 15

___________________
TIPS ON LISTENING (Cont.)
Listen for what is not said
Listen to how it is said
Dont antagonize speaker
Listen to understand his personality
Avoid classifying the speaker
Avoid jumping to assumptions
Avoid hasty judgments
Recognize your own prejudices
Evaluate facts and evidences
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 16

___________________
GOOD WRITING SHOULD SOUND
LIKE SPEAKING
It is grammatically better and more organized
Spoken awkward language in conversation is
usually excused or ignored. In writing awkward
language can be corrected
There is time to give ample thoughts and
smooth out rough ideas
Editing is possible
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 17

___________________
ROLE PLAY 02 : THE MR.POMPOUS
Employees should eat lunch in the cafeteria
between 12 p.m. and 1 p.m. If they are busy
during this time, they may take a full hour after
they finish

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 18

___________________
EXERCISE 01 : PRIME EXAMPLE OF
MUDDLED LANGUAGE
In the buildings where the work will have to
keep going, put something across the windows.
In the buildings where the work can be stopped
for a while, switch off the lights

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 19

___________________
WRITING SHOULD HAVE WELL-
DEVELOPED THEME
In writing, problems arise when writer looses
the sight of purpose
Always begin by asking, What is the goal? What
is the purpose? Keeping goal in front of you as
you write, continually reminds you of what you
want to say, and helps to organize your points
accordingly
It should be reader oriented. Ask, What does
reader need to know and how I can explain it?
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 20

___________________
EXERCISE 04 : CAN YOU FIND THE
ANSWERS?
The letter starts with a negative note
The answers appear in the last sentences of
para 2 & 3
The writer has forgotten purpose
The writer has organized poorly

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 21

___________________
HOW TO ORGANIZE INFORMATION
LOGICALLY
Identifytheme and arrange supporting material
accordingly
Do not build up to the conclusion after carefully
amassing evidence to support it
Busy readers will abandon reading before they
arrive at the conclusion

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 21

___________________
HOW TO ORGANIZE INFORMATION
LOGICALLY (Cont.)
Do not prepare the reader for the message; most
people would hear the bad news first
Trying to prepare the reader to set up a
favorable situation only to disappoint them later
provokes an uneasy feeling and makes writer
appear less than honest
Use an outline to organize material

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 21

___________________
HOW TO ORGANIZE INFORMATION
LOGICALLY (Cont.)
Use logic to decide what follows the theme
statement. Check as if you are reading for the
first time
Is it smooth?
Are there any gaps?
Will the reader need more information?
Is information less/more/unnecessary?
Does material support theme?
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 22

___________________
WRITING STYLE
Make concise statements
Lengthy sentences and paragraphs are
confusing
It is difficult to understand too many ideas at a
time
Cut redundant words that do not advance any
cause
Choose words with care

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 22

___________________
WRITING STYLE (Cont.)
Simple words are easier to understand
Large or technical words do not create importance
Use of professional jargon does not prove your
ability/involvement
Use jargons only when necessary
Develop ability to say complicated things simply

.Cont
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 22

___________________
WRITING STYLE (Cont.)
Write with clarity (straight forward and easily
understood)
Check your grammar
Dont use dangling expressions
Be specific
Do not use vague, subjective words and phrases
such as good, large, inexpensive, etc.

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 23

EXERCISE 06 : TWO SAMPLE

___________________

LETTERS
Letter A :
You can understand letter A, only after careful
reading. The writer has crammed too much
information into the letter
It begins with unnecessary phrase : It Has
come...
Sentences are too long, and having too many
ideas at a time
There are no paragraphs
__________________________________________________________
Has useless information about the old machine
__________________________________________________________
Skills______________________________________________________
Visual 23

EXERCISE 06 : TWO SAMPLE

___________________

LETTERS (Cont.)
Letter B :
It gets immediately to the point
Starts with the theme
Ideas are broken into concise statements
Paragraphs allow readers to consider each
group of statements separately

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 24

___________________
EXERCISE 07 : PRACTICE EDITING
Surface flawing during mold breakaway results
from lubricant breakdown caused by higher
temperature required for moldings. The remedy
is either a lubricant with higher heat tolerance or
a plastic that can be molded at a lower
temperature. We recommend the plastic because
:
It is less expensive than a more heat-tolerant
lubricant, and
Lower temperature requirements will reduce
__________________________________________________________
also energy costs
__________________________________________________________
Skills______________________________________________________
Visual 25

___________________
EXERCISE 09 : CUTTING WORDS
After thinking over the proposal you made, we
have decided not to accept it. Our main reason
is its high expense. The program you outlined
will cost us too much
If you can find any way of making your offer less
expensive, please feel free to send us the
revised proposal

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 26

___________________
DANGLING EXPRESSIONS
1. Your suggestions are welcome during
inspection tours
2. The report, which dealt with technical material,
was difficult to understand
3. The files must contain accurate overtime
records
4. The committee rejected the carefully prepared
results

__________________________________________________________
__________________________________________________________
..Cont
Skills______________________________________________________
Visual 26

___________________
DANGLING EXPRESSIONS (Cont.)
5. Designed to fit in a corner, this machine is just
right for a small office
6. Last night we heard that the deal had gone
through
7. Their product, which has a higher price, is
popular with manufacturing concerns
8. The shipment was left at the warehouse while I
was at lunch
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 27

___________________
USING TONE
It consists of what you say and the words you
choose
Tone in writing is comparable to tone of voice
Correspondence written without consideration
for tone can sound curt
It reinforces message, and reduces confusion
Write as you would speak
Ask how reader will feel
Choose words carefully

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 28

THE CHARACTERISTICS OF
___________________

LETTERS AND MEMOS

Should be precise, lucid and without jargon and
clichs
Organize your thoughts before you begin
Write from readers point of view
Be sensitive to their concerns
Surprise them by answering potential questions
or objections
Try to be positive even when dealing with
unpleasant topics
Dont repeat information already known
__________________________________________________________
__________________________________________________________
Make letter or memo precise and brief
Skills______________________________________________________
Visual 29-A

___________________
WRITING REPORTS
Reports are of three types :
Informational : Presents collection of facts
Examinational : Interprets facts
Analytical : Interprets facts, draws conclusions,
makes recommendations

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-A

___________________
WRITING REPORTS (Cont.)
Five Steps To Preparing Effective Reports
Step I : Evaluate Assignment
Whos going to read it? (assess audience)
Whats report about? (define subject/purpose)
Where to look for data? (does anybody know?
Should existing material be used or data be
searched?)

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-A

___________________
WRITING REPORTS (Cont.)
Five Steps To Preparing Effective Reports
Step I : Evaluate Assignment
When is report due? (Schedule tasks, reviews,
etc.)
Why is report needed? (Check with person who
gave you the job)
How much money, time and assistance are
available?

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 29-A

___________________
WRITING REPORTS (Cont.)
Step 2 : Collect Data
Primary sources (data you generate)
Secondary sources (reports and materials
others have written/complied)

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-B

___________________
WRITING REPORTS (Cont.)
Step 3 : Analyze Data
Reduce data to as many basic elements as
possible, and examine each carefully
Classify data into groups accordingly like,
physical, or conceptual properties
Organize information into coherent pattern so
you can contrast one classification against
another, to make a logical progression toward
your conclusion. Well organized data lead reader
to same conclusion you have reached
__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-B

___________________
WRITING REPORTS (Cont.)
Step 3 : Analyze Data
Data should always support your purpose.
However do not be so intent on supporting your
recommendations that you bias your report. If
they are applicable, include data that may
contradict your findings
Check if data is reliable

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-B

___________________
WRITING REPORTS (Cont.)
Step 4 : Make Recommendation Or Draw
Conclusion
Describe what you suggest and support with
data
In drawing conclusions try to find out whats
wrong, right, ineffective of inefficient with
existing situation
Be clear and easily understood, and as
comprehensive as possible
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 29-B

___________________
WRITING REPORTS (Cont.)
Step 4 : Make Recommendation Or Draw
Conclusion
Ifyou are recommending action, explain each
stage, and justify by referring to results of data
and not raw data
Make your recommendation or conclusion
logical, unbiased outcome of information you
have provided

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-C

___________________
WRITING REPORTS (Cont.)
Step 5: Put Report In Proper Format
Decide how many elements report should have
and what comes first. Make format compatible
with the nature of the report
Simple Design
Recommendation
Introduction
Data

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-C

___________________
WRITING REPORTS (Cont.)
Step 5: Put Report In Proper Format
Formal Design
Preliminary pages
Title page
Table of contents
List of tables and illustrations
Summary
Conclusions
Recommendations

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 29-C

___________________
WRITING REPORTS (Cont.)
Step 5: Put Report In Proper Format
Formal Design
Introductory section
Statement of purpose or objective
Description of research method
Other material

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 29-C

___________________
WRITING REPORTS (Cont.)
Step 5: Put Report In Proper Format
Formal Design
Presentation of data
Exposition
Graphics

References
Bibliography
Appendix

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 30

DIFFERENT TYPES OF LETTERS

___________________

AND MEMOS
Letter Of Inquiry
A Letter Of Apology
Letter Of Clarification
Letter Of Demanding
Letter Of Discipline/Anger

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 31

___________________
CASE 01 : GETTING THE FACTS
Negative Aspects :
Date does not include year
Return address not there
Failed to develop theme
Does not state main point first
Supporting points not organized effectively
Letter rambles
Does not tell what she needs to know
Closing is inappropriate
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 32

___________________
CASE 01 : GETTING THE FACTS
Company Name
Return Address
Date
Name
Designation
Address
Dear Mr.
Please send me information on your new trim-line desks. I am particularly interested in the actual
dimensions of your desks, the different working surfaces and the colors you offer, and, of-course,
the
price. We have a space problem, so I will be most interested in desks that do not take up a great deal
of floor space.
I will also appreciate having one of your salesperson call on me about two weeks after I receive the
information.
Thank-you for your cooperation.
Cordially,

__________________________________________________________
Name
Designation
__________________________________________________________
Skills______________________________________________________
Visual 33

CASE 02 : WHEN THE CUSTOMER IS

___________________

RIGHT
Negative Aspects :
Not personal
Wordy, Imprecise & Rambling
Last sentence in para 1 not required
Second para has unwanted phrases : and
with....past, after 10 years....
Third para has unwanted phrases : after
you....route
Fourth para has unwanted phrases : other
possible, you at all, me at....
__________________________________________________________
Can further aggravate the situation
__________________________________________________________
Skills______________________________________________________
Visual 34

CASE 02 : WHEN THE CUSTOMER IS

___________________

RIGHT
Company Name
Return Address
Date
Dear
I am terribly sorry that our delivery boy has caused you so much trouble. Another
dependable boy has been transferred to your route. I am sure he will offer you the kind
of service you expect from us.
I am enclosing a cheque for refund of three weeks bad service. I am hoping that you will
remain one of our valued subscribers, after you have tried our new delivery boy.
If there is any way I can help, please feel free to write or call.
Cordially,

Name
__________________________________________________________
Designation
__________________________________________________________
Skills______________________________________________________
Visual 35

CASE 03 : THE RULES ARE FOR

___________________

YOU....NOT ME
Negative Points :
Puts blame : you failed to pay attention
Stiff and complex
Pompous words
Awkward sentences, not specific
Writing is not conversational

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 36

CASE 03 : THE RULES ARE FOR

___________________

YOU....NOT ME
TO :
FROM :
RE :
DATE :

There has been an misunderstanding about our new overtime policy.

The company cannot afford Saturdays in our department, and will
appreciate it if you limit yourself to an extra half-hour each work day.

Could you please reschedule your work soon? Thanks.

(Signature)
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 37

CASE 04 : WHEN THE CUSTOMER IS

___________________

WRONG
Negative Aspects :
Over all tone is rude
Word choice is poor
Implies guilt

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 37

___________________
CASE 04 : WHEN THE CUSTOMER IS
WRONG (Cont.)
Positive Aspects :
Itis clear
Strong and concise statements
Not very stiff or formal
Writing sounds like speaking
Content is OK

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 38

___________________
CASE 04 : WHEN THE CUSTOMER IS
WRONG
Company Name
Return Address
Date
Dear
I am sorry, but your account seems to be overdue. You may have over looked it or may
have been out of town.
We would like you to clear the account. Kindly arrange to send the payment, of Rs.....for
purchase of...., immediately.
Thank-you for your cooperation.

Name
Designation

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 39

CASE STUDY 05 : AT HOME AT THE

___________________

OFFICE
Memo 1 - Negative Aspects :
Humor and discipline are opposite and cannot
go together
Reader will not take it seriously

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 39

___________________
CASE STUDY 05 : AT HOME AT THE
OFFICE (Cont.)
Memo 1 - Positive Aspects :
Well developed theme
Well organized
Clear and concise statements
Simple words
Lively tone

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 39

CASE STUDY 05 : AT HOME AT THE

___________________

OFFICE (Cont.)
Memo 2 - Negative Aspects :
Looses control over anger : starts with
threatening words
Body has no reasons
Starts with consequences and not the theme

Memo 2 - Positive Aspects :

Is serious
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 40

CASE STUDY 05 : AT HOME AT THE

___________________

OFFICE
TO :
FROM :
RE :
DATE :
Sales persons who do not clean their desks, by Friday night, will be subject to severe
disciplinary action. I will accept no excuses.
I am sorry, but there simply must be a way to encourage you to keep our office area
neat. Keeping your working area clean is as much a part of your job as making a sale.
After this Friday, I will impose a fine of Rs.10.00 for each night a desk is left untidy. I
know it wont break you, but it will definitely pinch you.
If you have any suggestions as to how we can improve the situation, please feel free to
speak with me.

__________________________________________________________
(Signature)
__________________________________________________________
Skills______________________________________________________
Visual 41

___________________
ESSENTIALS OF PRESENTATION
SKILLS
Develop Courage And Self-Confidence
Startwith a strong and a persistent desire
Prepare
Act Confidently
Practice

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 42

___________________
DEVELOPING SELF-CONFIDENCE
THROUGH PREPARATION
When a speaker has a real message in his head
and in his heart - an inner urge to speak - he
almost always does himself credit
Preparation consists of digging into yourself, in
assembling your own thoughts, in cherishing
your own convictions

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 42

DEVELOPING SELF-CONFIDENCE
___________________

THROUGH PREPARATION (Cont.)

Do not try to manufacture your speech in thirty
minutes, it needs time to grow
After you have done some independent thinking,
go to the library
Collect far more material than you need to use

__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 43

___________________
HOW TO IMPROVE MEMORY
The natural process of remembering is :
Impression=>Repetition=>Association
Impression : Get a deep, vivid impression of the
thing you wish to remember. To do this you
must :
Concentrate
Observe closely
Get your impressions through as many as
senses as possible
__________________________________________________________
__________________________________________________________
Skills______________________________________________________
Visual 43

___________________
HOW TO IMPROVE MEMORY
(Cont.)
Repetition : Do not sit down and repeat a thing
over and over until you have engraved it in your
memory. Go over it once or twice, then drop it;
come back later and go over it again. Go over
you notes just a few minutes before you rise to
talk

__________________________________________________________
__________________________________________________________
.Cont
Skills______________________________________________________
Visual 43

___________________
HOW TO IMPROVE MEMORY
(Cont.)
Association : The only way anything can be
remembered is by associating it with some other
fact. When you wish to associate one fact with
others already in the mind, think over the new
fact from all angles. Ask : Why is this so? How
is this so? When is it so? Where is it so? Who
said it so?

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Visual 44

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PREPARING THE TALK
A talkis a voyage, it must be charted
No infallible rules can be given for the
arrangement of ideas. Each address presents its
own particular problems
Record your talk, and listen to it
Rehearse your speech from beginning to end.
Use gestures. Let yourself go. Imagine you are
addressing a real audience
Do not read your talk

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Visual 44

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PREPARING THE TALK (Cont.)
Structure your talk
State your facts
Argue for them
Appeal for action
Show what is wrong
Show how to remedy it
Appeal for action
Win confidence
Appeal to the motives that make people act
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Visual 45

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DEVELOPING DELIVERY
It is not as much what you say as how you say
it
Everyone has the ability to deliver a talk, hence
do not imitate others
If you speak spontaneously, you will speak
differently from everyone else in this world
Remember, good delivery is conversational tone
and directness, put your heart into your talking

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.Cont
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Visual 45

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DEVELOPING DELIVERY (Cont.)
Stress the important words in a sentence and
subordinate the unimportant ones
Let the pitch of your voice flow up and down
and back again
Vary your rate of speaking
Pause before and after important ideas

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Visual 46

DEVELOPING PLATFORM
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PRESENCE
Do not speak when you are tired
Eat sparingly before you speak
Be energetic
Dress neatly, attractively
Smile

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Visual 46

DEVELOPING PLATFORM
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PRESENCE (Cont.)
Crowd your audience together
Keep air fresh
Flood the place with light
Do not stand behind furniture
Keep minimum number of guests on the
platform

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Visual 47

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OPENING THE TALK
The opening is very important
It ought to be worked out in advance
The introduction ought to be short
Wade right into the heart of the subject with the
smallest possible number of words

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Visual 47

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OPENING THE TALK (Cont.)
A speaker may be able to win immediate attention
of is audience by :
Arousing curiosity
Relating a human interest story
Beginning with a specific illustration
Using an exhibit
Asking a question
Opening with a striking quotation
Showing how the topic affects the audience
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Starting with shocking facts
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Visual 48

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MAKING YOURSELF UNDERSTOOD
Avoid technical terms when addressing a lay
audience
Be sure that your subject is clear in your mind
Appeal to the sense of sight, use exhibits,
pictures, illustrations
Restate your big ideas, but in different ways

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Visual 48

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MAKING YOURSELF UNDERSTOOD
(Cont.)
Make your abstract statement clear by following
them with illustrations
Do not strive to cover too many points
Close with a brief summary

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Visual 49

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RETAINING INTEREST OF
AUDIENCE
We are interested in extraordinary facts about
ordinary things
Our chief interest is ourselves
The person who leads others to talk about
themselves and listens intently will generally be
considered as a good conversationalist,
although he does very little talking

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Visual 49

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RETAINING INTEREST OF
AUDIENCE (Cont.)
Stories of people will almost always win and
hold attention
Be concrete and definite
Sprinkle your talk with phrases that creates
pictures
Interest is contagious

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Visual 50

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CLOSING THE TALK
What is said last is likely to be remembered
longest
Hence, plan your ending carefully
Know almost word for word, how you are going
to close
Never end by saying, That is all I have to say on
the matter, so I guess I will stop talking

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Visual 50

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CLOSING THE TALK (Cont.)
Some ways to close a talk are :
Summarizing, restating, outlining briefly the
main points
Appealing for action
Paying the audience a sincere compliment
Raising a laugh
Quoting a fitting verse of poetry
Using a philosophical/mythological/other
quotation
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Building up a climax
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Visual 51

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8 STEPS TO A SUCCESSFUL
MEETING PRESENTATION
Set An Agenda On What The Presentation Will
Cover
Prepare Written Material For The Participants
Develop A Stage Presence
Open The Meeting With A Brief Prepared
Statement

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Visual 51

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8 STEPS TO A SUCCESSFUL
MEETING PRESENTATION (Cont.)
Audio-Visual Aid Add Spark To Your
Presentation
Get Participants Involved In The Presentation
Correct Misunderstandings Quickly
Know When To Close A Presentation

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Visual 52

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USES OF VISUALS
Your Visuals should help the audience by :
Improving understanding, they should support
and extend the oral points you are making
Aiding Retention
Focusing on important points, they should draw
attention to the major points of your
presentation

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.Cont
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Visual 52

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USES OF VISUALS (Cont.)
Your Visuals should help you to :
Organize your thoughts, by serving as a visual
outline that you can follow while making your
presentation
Remember key points
Channel audience thinking, by guiding them
visually through your presentation
Present complex ideas, by breaking down the
ideas into segments
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Visual 53

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ACTION PLANNING SHEET
It is a well known fact that if learning is not put
into practice it is very quickly forgotten. This
Action Planning Sheet will help you in
internalizing the learning, of this program. It will
only take about 15-20 minutes for you to
develop and finalize this plan. Dont you think
investing these 15 minutes in your future is a
worthwhile exercise?

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Visual 53

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ACTION PLANNING SHEET (Cont.)
Plan For Development
Which area?
Why you want to improve?
What is happening now?
How will you improve (methodology)?
In how much time?
How will others or you know that you have
improved (parameters of measurement)?
Describe scenario after improvement
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