Communication Skills Lab Manual Oct 2014

GE2321 COMMUNICATION SKILLS LABORATORY 2014-2015

St JOSEPH’S COLLEGE OF ENGINEERING / St JOSEPH’S INSTITUTE OF TECHNOLOGY 1 ISO 9001-2008

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GE2321

COMMUNICATION SKILLS LABORATORY

L T P C

A. English Language Lab (18 Periods)

1. Listening Comprehension: 6 Listening and typing – Listening and sequencing of sentences – Filling in the blanks -

Listening andanswering questions.

2. Reading Comprehension: 6

Filling in the blanks - Close exercises – Vocabulary building Reading and answering questions.

3. Speaking:

6

Phonetics: Intonation – Ear training - Correct Pronunciation – Sound recognition exercises –

CommonErrors in English.

Conversations: Face to Face Conversation – Telephone conversation – Role play activities

(Students take on roles and engage in conversation

B. Viewing and discussing audioVisual materials (6 periods) (Sam

plesare available to learn and practice)

1. Resume / Report Preparation / Letter Writing 1

Structuring the resume / report - Letter writing / Email Communication - Samples.

2. Presentation skills: 1

Elements of effective presentation – Structure of presentation - Presentation tools – Voice

Modulation – Audience analysis - Body language – Video samples

3. Soft Skills: 2

Time management – Articulateness – Assertiveness – Psychometrics –Innovation and Creativity -

Stress Management & Poise - Video Samples

4. Group Discussion: 1

Why is GD part of selection process ? - Structure of GD – Moderator – led and other GDs -

Strategies in GD – Team work - Body Language - Mock GD -Video samples

5. Interview Skills: 1 Kinds of interviews – Required Key Skills – Corporate culture – Mock interviews-Video samples.

List of Experiments

1. Resume / Report Preparation / Letter writing: Students prepare their own resume and report.

2. Presentation Skills: Students make presentations on given topics.

3. Group Discussion: Students participate in group discussions.

4. Interview Skills: Students participate in Mock Interviews

5. Email Writing

6. Memo Writing

7. Purchase and Complaint Writing

8. Technical and Non – Technical Topics



EX. No. MODULE I RESUME PREPARATION DATE:

Resume or Curriculum vitae are part of your job application letter. Your resume speaks for

you. Let the resume mediate and reveal to the recruiters the real you. The purpose is to get and

interview, not to tell your life history.

Tips for resume preparation

ASSESS YOURSELF

1. You should know yourself first

2. What kind of job are you looking for?

3. How well are you suited for that particular job?

4. What is it that you look for in a job?

If you answer the above questions, then you are ready with your resume.

INTRODUCE YOURSELF

1. Give basic details about yourself

2. Talk about your interests and hobbies.

3. Recruiters look for someone who has some aim in life and who is skilful at some

special task

HIGHLIGHT THE ASSETS

1. To win over the recruiters, list out all the skill sets and academic qualifications.

2. Add your additional certificates which will set you apart from the ordinary crowd.

RESUME IN DETAIL

1. In case of an experienced professional, ensure that your resume spans your entire career

2. Details of organizations you have worked, projects, seminars and workshops you have

participated, papers .you have presented, awards, rewards you have won should be listed.

VARIOUS WORKS

Make a special note of the roles played by you in the organizational cultures.

SELF GROWTH Give them a clear picture of how you have grown professionally through the years.

COMPANY'S GROWTH

1. Your contribution to company's growth is as important as your professional growth.

2. Mention the events wherein your presence and efforts have helped the company in

its functioning.

ATTACH REFERENCES

Recruiters also want to know what your previous employers have got to say about you.

NOTE:

1. Check your spellings

2. Do not furnish any False information about yourself

3. Keep simple and readable

4. Resume should never exceed 2 pages in length

5. Printed on good quality A4 size paper

FORMAT OF RESUME

Personal Information

The first thing an employer needs to know is who you are and where you can be reached.

So, include your name, address, phone numbers, email address. You might set up a separate email

account especially for seeking employment.

Career I Professional Objective

Most employers agree that a statement of professional objective should be included.

Make it effective by being as specific as possible about what you want.



Education / academic Qualification

Your educational qualification and experience are your highest selling point. Begin with

your most recent education. Mention the institution and the grade. Specify your 12th and l0th

standard marks

Achievements Awards

Note any honours you have earned. If you received awards for other

Computer Literacy/Software skills

Specify

Programming Languages

Operating Systems

Technologies

You know in this section.

Work Experience Professional skills

Every employer wants to know what kind of work you have performed. List your jobs

chronological order, with the current or last one first. The employers will see your ability to get and

hold a job- an important qualification in itself.

Each entry in this heading includes the name and location of the organization where you have worked

or done your assignment, your job title/ designation, the duration of your work and also a brief

summary of the work. There is no need to use complete sentences; phrases will do.

Memberships

If you belong to any organizations in your field, list them under this. Be sure to include any

offices / committee appointments you have held.

References

This should be last one in the resume. For privacy considerations, you may simply include the phrase

"References available upon request". Do get permission beforehand from the people you list as

references.

COVER LETTER

The purpose of your cover letter is to persuade your employers to read your attached resume

and to motivate your employers to contact you for an interview. Your cover letter must include

1. Introduction (gaining attention and developing interest)

State why you are applying and / or where you discovered the job opening and which job you

are applying for. You can apply either after seeing the advertisement, by hearing about the

vacancy, or through personal contacts.

Summarize your best credentials.

Some useful openers

1. I understand from Prof. x, one of your faculty that there is an opening in your reputed

institution

2. Your advertisement in ... for the post of ... interested me as I possess the

3. I wish to apply for the post of ... advertised in the ... on ...

2. Main Text (convincing the reader that you are the best candidate) Sell your skills. But remember not to make this section a replica of your resume. Present only the

highlights of your assets. Follow these guidelines:

1. Impress upon the reader how the company stands to benefit from your skills rather than talking

about how the job will make you happy.

2. Give specific details of your achievements.

E.g. as part of my course work, I did several projects related to insurance. My project work has helped

me acquire a wide variety of skills, which would benefit your company

3. Conclusion

1. Ask the reader for a specific action

2. To make the reply easy.

E.g. With my experience as a project manager, I welcome the challenge of taking up the wide spectrum

of interesting projects at your company.

Exercise:

Prepare your CV so as to enable you to sit for campus recruitment.



Ex. No. MODULE II INTERVIEWS DATE:

An interview is an interaction or conversation with a purpose. It allows for a direct exchange of

information, and the interviewee's voice, facial expressions, gestures, and general behaviour all

contribute to this exchange of information. Interviews need lot of preparation. Interviews are

conducted to achieve some of the objectives:

1. To select a person for a specific task

2. To monitor performance

3. to collect information

4. to exchange information

5. to counsel

JOB INTERVIEWS

The candidate wants to learn about the position and the organization; the employer wants

to learn about the applicant's abilities and experience. Both hope to make a good impression and to

establish a rapport. Job interviews can be either face-to-face or telephonic:

Face to face

Employer's expectations:

1. Disposition:

Appearance, clothes, facial expressions, gestures, manners, the way you present yourself,

the impression you leave on the employer- all these things are components of your personality.

Therefore, you must ensure that you present yourself in a manner that leaves a lasting impression.

2. Career objective

The interview panel will be trying to gauge what you want to pursue in your life. You may

also be asked where you want to see yourself after 10 yrs. The panel will try to evaluate your

current occupation, stated objectives, consistency and reasons for change. You should be clear

about your career objective and should be able to clearly convey the same to the employer by

linking the priorities in your life with your background and aptitude.

3. Subject knowledge

Every employer expects that the prospective employees are well versed with the

subjects they had pursued in the past or are currently pursuing. Hence the employer will

be interested in assessing the subjects of your study, which are related to your job. So brush up the

fundamentals of your subject.

4. General knowledge

A good general awareness is the primary requisite of a candidate aspiring for a job today.

The employer tries to assess your analytical ability, your mental level and your potential. The way

you tackle each question is very important.

5. Communication skill

The employer will try to assess how effective you are in communicating your ideas to him;

both verbally and non-verbally, and how intensely you can listen and comprehend.

6. Mental Ability

The ability to quickly grasp the question and reply appropriately is a sign of mental

alertness. This quality implies quick thinking, presence of mind, and quick response.

7. Consistency

The interviewer may ask the same question in a disguised form later in the interview to

check your opinion. Never contradict yourself.

8. Self-confidence

This is the most essential requirement of a good candidate. This means trust in you. This

generates self-esteem and self-respect. By possessing will power, socializing,

identifying your shortcomings, nervousness, having a positive approach and acting as a

leader you can boost your self-confidence.



Ten failure Factors

1. Arrogance

2. Apathy

3. Lack of concentration

4. Lack of crispness

5. Lack of interest

6. Nervousness

7. Lack of social skills

8. Equivocation

9. Inadequate quantitative skills

10. Unstable personality.

Success Factors

1. Preparation: Successful interviews begin with preparation. "Determine that the thing can

and shall be done and then we shall find the way"

2. Go through a Mock interview: It is an opportunity to practice your interviewing

technique and answers live. It is also a chance to hear constructive feedback from someone

who can guide you towards improving style and presentation during the real interview.

Ideally have the mock session videotaped. That way you will have two opinions-the mock

interviewer's and your own. Go through at least one mock interview. Review your answers

and then go through a second mock interview. This will give you confidence in your first

interview.

3. Gather adequate inside information

The company website, annual report, newspaper articles, etc. will all provide you with

information you need about it. And it will give you an edge over others in the interview

4. Dress appropriately

5. Be prepared to ask questions

6. Memorize your resume

7. Be punctual

GROUP DISCUSSION

GD has become an integral part of most selection process today. They are also used widely

as a personality test for evaluating several candidates simultaneously. A particular number of

people (approximately three to eight) meet face to face and through free oral interaction, originate,

share and discuss ideas to arrive at a decision or solution to a problem.

The rules of GD-time limit, panel's expectations, etc. are explained after the initial

introduction by the panel. Thereafter, the panel throws in the topic to be discussed. The selection

panel observes the discussion either directly or from behind a screen. The panel may, at its

discretion, provide sometime for thinking over the topic. Each candidate is supposed to voice his

opinion and offer supporting and counter arguments as required. On directions from the panel, the

discussion starts and carries on till they signal the termination time.

Evaluation Components

The four components generally evaluated in a GD are

1) Knowledge

This refers to the depth and range of your knowledge as well as your analytical and

organizational abilities. You should be able to grasp the situation and analyze it not just at a

mundane level, but from the widest perspective. As a member of a group, you are expected to

contribute substantially to the discussion. The originality of your ideas, your knowledge and

initiative and your approach to the topic contribute to your success in the group discussion.

2) Communication Skills

During GD, you will be assessed in terms of:

1. Active listening

2. Clarity of thought and expression



3. Apt language

4. Appropriateness of body language

Tips for effective use of body language:

Look keenly at the speaker and nod your head to reveal that you are listening.

When you speak, make sure that you do not ignore any of your group members. Try to look

everybody

Avoid over gestures.

A void pointing out figures or raising your hands while Speaking.

Do not show lack of interest or dislike of the topic.

Change your posture occasionally

3) Team Spirit

You are expected to be more people-centric and less egocentric. For e.g. when someone

provokes you with personal comment, do you keep cool or do you react with anger? Does your

behaviour come across objective, empathetic and non-threatening?

These are the traits of a good team player.

Participating in a GD involves coordination and cooperation among the various members.

The selection panel notes the differences in the amount of participation of the members. There may

be members who participate more and members who participate less. Some members may exhibit a

shift in participation. That is initially they might participate very actively, but as the discussion

proceeds, they might keep quiet.

Further, the panellist observe how the silent members are treated, who talks to whom, and

who keeps the ball rolling, etc. the successful candidate is the one who shows an active interest in

the proceeding by being involved throughout the GD. Your success in a GD depends on how well

you play the role of an initiator, informer, illustrator, leader, coordinator and moderator.

Your ability to analyse a problem and. persuade others to see it from multiple perspectives

without offending group members is under scrutiny. Also, do not speak just for the sake of doing

so. Try to build up your argument from the point where the last speaker left off. In case you do not

agree with what your predecessor has just said, by all means free to disagree, but do so in a modest

and amicable manner. Have some facts ready to justify your point. Your ability to convince others

is important towards achieving success in a GD.

4. Leadership skills

A group cannot carry on its assigned work effectively without a leader. Though there is no

appointed leader in a GD for selection, a leader will emerge as the discussion proceeds. The

candidate who possess both functional ability and coordinating ability will emerge as the leader.

Functional ability involves knowledge, mental and physical energy, emotional stability, objectivity,

communication skill, integrity and emotional intelligence. Coordinating ability involves traits such

as group adaptability and motivation. Adaptability means the ability to adjust with other individuals

in the group. Motivation means the ability to motivate and influence others; to bring out the best

participation from the members; to nurture cooperation, understanding, and team spirit among the

team members.

TIPS FOR SUCCESS IN GROUP DISCUSSION

1. Be thorough with current issues

2. Always enter the room with a piece of paper and a pen

3. Listen to the topic carefully

4. Jot down as many ideas as you can in the first few minutes

5. Organize your ideas before speaking

6. Speak first only if you have something sensible to say, speaking first is a high risk, high-

return strategy.

7. Identify your supporters and opponents and allow your supporters to augment your ideas.

8. Keep track of time and share time fairly.

9. Have an open mind and listen to others views

10. Maintain eye contact while speaking and listening



11. Do not indulge in parallel conversations

12. Draw out the silent members and encourage them to speak.

13. If things get chaotic, take the initiative to restore order by providing a fresh direction to the

discussion

14. Attempt to arrive at a consensus though your ultimate aim is to reach a conclusion.

EX. No. MODULE III PURCHASE ORDER AND COMPLAINT LETTER DATE:

Men Mr. E.g. Mr. Professor

Women Ms. I Mrs.

Firm Messers ( Messers ABC Company)

Salutation

You may choose a salutation such as Dear Students, Dear Colleagues, To All Sales Reps,

Dear Madam or Sir, Dear Agent.

If your letter is addressed to a company, then

Gentlemen or Ladies

Ladies or Gentlemen

If your letter is addressed to an organization of only women or only men, use

Dear Sirs

Dear Ladies

Note: After Formal salutations, use a colon. For informal use a comma

Message

This is the body of text. It should be single spaced, with a blank line separating it from the

preceding and the following parts of your letter. You should also separate each paragraph of your

message by a blank line. Within text you can use bulleted lists, italics and bold fonts.

Complimentary Close

This is a single word / phrase separated from the message by a blank line.

Sincerely

Cordially

Truly

Faithfully

Truly yours

Sincerely yours

Yours truly

Yours obediently

Signature Block

This includes your signature, name and designation. An unsigned letter is of no sequence. Place

these block four lines below the complimentary close.

Cordially,



Ms. Santosh

Senior Executive

If an organization has delegated the authority of signing letters to an executive by the Power of

Attorney, that executive will add per pro. Or pp.

Cordially,

Per Pro. Share well Industries

Lakshmi Despande

Additional Elements

Attention Line

To draw the attention of a particular person or a department in an organization so as to ensure a

quick and prompt action on your letter Attention: Personal Manager

Subject Line

This lets the recipient know at a glance what the letter is about. It usually appears below

the salutation.

Dear Mr. X

Subject: Information about regarding last week's inspection

Enclosure Notation

Appears at the bottom of the letter, one / two lines below the reference initials.

Enclosures: 1. Report

2. List of participants

Copy Notation

Indicates who is receiving the courtesy copy (CC)

Cc: Victor

Pc: Placement

Copy to Placement Officer

•••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••

LAYOUT

Suitable and correct layout enhances the overall effectiveness of any letter. The layout

helps to arrange all the elements of a business letter in an organized manner.

HEADING

DATE

INSIDE

ADDRESS

SALUTATION

SUBJECT LINE

BODY

COMPLIMENTARY CLOSE

SIGNATURE BLOCK

ENCLOSURES

All elements except the letterhead heading are aligned to the left margin

End punctuation marks such as comma are omitted in each element except

the salutation, complimentary close and message.

List of Exercises

1. Credit and Collection letters ( To enquire I request for a loan and to

collect past due accounts)

2. Order & Enquiry letters ( to place an order for products/services & to

enquire the status of something like price lists, catalogues

3. Sales letters ( to sell a product or service

4. Claim letter (to lodge a complaint and ask for a remedy)

5. Job Application letters ( to apply for an employment)

EX. No. MODULE I V E-MAIL COMMUNICATION DATE:



We need effective e-mail writing skills because e-mail can be an important communications

channel between us and our peers, subordinates, superiors, other colleagues, customers, and

several other people we interact with regularly. We may have to write a number of e-mail

messages every day. As e-mails are faster than letters and memos, they are used for quick

transmission of information and ideas. They serve several purposes, which may include:

conveying routine information, such as new products or services being introduced, new

policy changes, introduction of new procedures, new market strategies being followed,

and so on;

requesting information or additional resources;

inviting the reader to business meetings, conferences, seminars, workshops, or

symposiums;

containing proposals or requests for proposals;

seeking explanations or clarifications;

describing problems;

persuading the reader to take an action; and

Giving feedback, suggestions, or recommendations.

The phenomenally rapid growth of the Internet and its widespread use in business has changed the

way in which organizations communicate. E-mail communicates quickly with anyone on the

internet. You can attach drawings, sounds, video clips and other computer files to your e-mail. You

can send letters, notes, files, data or reports all using the same techniques. You can receive too

much or unwanted e-mail. You can receive junk email in the same way you receive other types of

junk mail. On the internet, junk mail is called spam. You may have to take active steps to delete

the email you receive and try to stop it from being sent to you in the first place. Not long after you

start getting email, you begin to wonder if people have gone a little crazy with the punctuation

keys. What you often see is a kind of smiling {ace known as a smiley. Smiley is part of bigger class

known as emotions. Emotions are stylized conventions developed in email and in forums, chat

rooms and news groups.

EMAIL ETIQUETTES

1. Read the email before you send it

2. Do not attach unnecessary files.

3. use active instead of passive voice

4. avoid long sentences

5. use proper spelling, grammar, and punctuation

6. do not use email to discuss confidential messages

7. do not reply to spasm

8. Use the Bee: when sending mail some place all the email addresses in the To: field. Two

serious drawbacks: 1. the recipient knows that you have sent the same message to a large

number of recipients 2. You are publicizing someone else's email address without their

permissions. One way to get round this is to place all

addresses in the Bee: field.

9. Use Cc: field sparingly

Advantages of E-mail

Speed is the main advantage of using e-mail. Unlike regular mail, which may take days or even

weeks to reach its destination, e-mail reaches its destination instantaneously. A message can be

sent quickly to anyone anywhere in the world. Distance is immaterial. Just type the name/names

and e-mail address/addresses of the recipient and click the mouse on the send button, and your

message goes.

Low Cost is yet another advantage of using e-mail. As sending e-mail does not involve printing

and copying, it is less expensive than any other channel of grammar mistakes.

Clear E-mails should be simple and clear. An unclear and vague e-mail may be immediately

deleted. Simple, familiar, direct and specific words, appropriate linkers, and transitional signals

should be used to form short sentences and paragraphs.



Conversational Tone The tone of e-mail messages are usually formal but conversational. It is

better to use a tone which gives a personal touch to e-mails. However, one should avoid being too

informal or emotional. The challenge is to maintain professionalism without being too formal.

Although first person pronouns (that is, I, we) and conversational contractions (you'll, he'll, she'll,

can't, don't, doesn't, etc.) may be used, standard writing techniques should be used and,

professional writing conventions followed.

Single Theme A successful e-mail message deals with only one topic. In order to be purposive,

you need to focus on a single theme. Develop a single theme logically, subordinating related ideas.

Formatting E-mail Messages

Although e-mail systems normally provide us with a readymade format, we need to follow

standard writing conventions and use the existing format effectively. Thus, formatting e-mail

messages demands awareness of current e-mail conventions and standard practices. In order to

write an appropriate e-mail, it correctly should be formatted correctly.

When we receive an Internet e-mail message, it usually contains many lines before the beginning

of the actual text. These lines consist of the "header" of the message. Most of it is a record of the

path the message took from the sender's computer to the reader's computer. Headers also often

contain a time and date stamp and an indication of whether files are attached to the message. The

three most important pieces of information in the header are the' e-mail addresses of the sender and

the recipient, and a subject line that tells what the message is about. All e- mail messages contain

these three pieces of information.

When a person sends an e-mail message, the programme usually inserts him/her name, return e-

mail address, and date automatically. Therefore, the sender need not type his/her name, e-mail

address, and date again. She/he just needs to fill in the "To" line with the recipient's email address,

the "Subject" line with a clear and concise description of the subject of his/her message, the CC

line with the e-mail address of anyone who is to receive a copy of the e-mail message, and the

BCC line with the e-mail address of anyone who is to receive a blind copy of your e-mail message.

E-mail includes the following:

Heading

Salutation

Body

Closing

Signature

Heading The heading segment of an e-mail includes the following six elements:

Date

From

to

Subject

CC

BCC

Date The Date line indicates the date the e-mail was written. It includes the day, month,

year, and the exact time. While sending an email message, the date line usually appears

automatically.

Examples:

Date: Sat, 6 March

200412:58:20 + 0100 (BST)

Date: Sun, 16 May 2004

07:37:58 -0600

Date: Mon, 19 July 100415:01 :19 +0400

Date: Wed, 4 Aug 200413:16:36 +OlOO(BST)



From The From line contains the sender's name and e-mail address. The name does not

include any personal title such as Ms, Mrs, Mr, or Dr. While sending an e-mail message,

the return address usually appears automatically.

Examples:

From: "Tony Bright" <[email protected]>

From: "Christine Coombe"

<christine _ [email protected]> From:

"ashraf rizvi" <[email protected]>

From: "Ian Robertson" <[email protected]>

The To line includes the recipient's e- mail address. Examples:

To: <[email protected]>

To : <[email protected]>

To : <beth _ [email protected]>

To : <[email protected]>

Subject The Subject line summarises the topic of the e-mail in a few words. It includes clear and

complete information about the theme of the e-mail in phrase form.

Examples:

Subject: TACON 2004 Proposal

Subject: Return from

Extraordinary Leave

Subject: TCS Annual

Conference 2004

Subject: Confirmation of participation in SAARC 2005 seminar on Information

Technology

The CC line (carbon copy) may include the e-mail address of anyone who is to receive a copy of

the e-mail message. It is an optional line.

Examples:

Cc:

[email protected]

nl.netin Cc:

leensthomas@t

cs.ac.in Cc :

kmtiwary@ya

hoo.co.uk Cc :

rowena@infys.

vsnl.netin

The BCC line (blind carbon copy) may include the e-mail address of anyone who is to receive a

blind copy of the e-mail message. It is an optional line.

Examples:

Bee:

[email protected]

Bcc:

[email protected]

[email protected]

Bcc: [email protected]

mailto:[email protected]






EX. No. MODULE V MEMOS DATE:

Memo or Memoranda are brief written communications circulated within an organization. They

not only facilitate communication about various operations but also

play an important role in arriving at some quick decisions. Depending upon their purpose,

memos can be classified into three major categories

Documentary

Congratulatory

Disciplinary

Documentary

You need to write a memo to your subordinate to remind, to announce, to grve instructions, to

explain a policy or procedure, to your peer or superior to make a request

or routine recommendation, or to confirm an agreement. Such reports are called memo reports.

Congratulatory

You can send your compliments in the form of a memo.

Disciplinary

When employees violate the rules or breach the code of conduct they will be served either with a

severe warning or any other punishment. The memo conveying this action is known as disciplinary

memo.

Structure and Layout

The Structure is divided into five main segments to organize information and to help

achieve the writer's purpose.

1. Heading segment

2. Opening segment

3. Discussion segment

4. Closing segment

5. Signature segment

6. Necessary attachments

7. Distribution segment ( optional)

Sample Memo

ABC College of engineering, Chennai

Date: 22 Feb 2007

To: All Wardens

From: Chief Warden

Subject: WATER CONSERVATION

To help us save water in student hostels, the following conservation measures are to be enforced

with immediate effect.

Washing more than 4 clothes per student will be prohibited

All taps will be checked for leakage

Float valves will be checked to avoid overflowing of water

Wardens will have a meeting with all students to create awareness about

conserving water.

I am confident that these measures will reduce the wastage of water and I will greatly appreciate

your efforts in enforcing them in your respective hostels.

John. D

Cc: Dean, Students welfare division.

List of Exercises:

1. Requisition for purchase of three photocopiers required for a department

2. change in working hours in an office



EX. No. MODULE VI DATE:

EFFECTIVE PRESENTATION STRATEGIES

The ability to make effective and memorable oral presentation is one of the most important

qualities you need to develop for a successful career. Constant practice is the

key to acquiring this skill.

FUNDAMENTALS OF PRESENTATION

Defining Purpose

"Half the world is composed of people who have something to say and can't, and the other

half who have nothing to say and keep on saying it". The purpose of your presentation not only

decides the content and style but also affects the amount of audience interaction. You generally

begin by providing facts and figures that increase your audience understands of the subject; you

might also offer arguments in defence of certain conclusions and recommendations. In addition,

you invite them to participate by expressing their need, suggesting solutions and formulating

conclusions and recommendations. However, this would need a lot of 'on the spot' thinking skills

and in- depth knowledge of the subject.

Analysing audience and Locale

It is necessary to have some prior knowledge of the audience characteristics. Know your audience:

1. What are their interests, likes and dislikes?

2. are they familiar with the topic

3. is their attitude hostile or friendly

5. Age range? Gender distribution

If you know in advance how you audience is likely to react, you can structure your presentation and

adapt your style to help them feel comfortable. We communicate to inform, persuade or entertain.

At the start of presentation make eye contact with your audience. This will help you to assess

whether they are excited, resistant, hostile or dull. Always begin with a smile and greet them in a

pleasant tone.

ORGANIZING CONTENTS

When you face an audience you should expect to feel a little nervous. Always prepare

more material than required, as this will help you feel confident. When you get on the stage, take

your time to arrange your notes. Before you start speaking take a couple of deep breaths. Your first

words will sound louder and more confident. The extra oxygen will also help you concentrate.

Make eye contact with one person for a few seconds before you move up on to the next. Begin

with a smile; by doing so you offer them a warm welcome that helps them and you to relax. If you

are still novice, memorize the first few sentences so that you can move ahead easily. Arrange the

contents of your presentation into three major parts namely, introduction, main body and

conclusions. In other words, say what you want say; say it; then say what you 've already said.

INTRODUCTION This comprises the opening statement, the aim and the layout. Depending upon the topic you can

use question, a quotation, a statement, or even an anecdote to grab the attention of the audience. A

good introduction is a vehicle to lead the audience into the main body of the speech.

MAIN BODY

The main body, the discussion or the text part follows the subsequent to introduction and supports

your aim or specific purpose. The major points you highlighted in your opening will be expanded

upon here. You can choose from any of the following patterns to organize the main body of your

speech Chronological

You can have this pattern for organizing the details which you can arrange sequentially

Categorical The entire presentation can be divided into various topics and sub-topics arranged on the basis of

subordination and coordination.



Cause and effect

Here you have to illustrate and explain the causes of situation and then focus on the effects.

Problem solution

Here you divide the presentation into two parts. In the first part describe and analyze the cause and

effect of the problem. After analysis you move on to the main objective of your presentation to

suggest or propose a solution to the problem. You can bolster your argument or ideas by providing

examples, illustrations, statistics, testimony, analogy or definition. Resist the temptation to include

too many points in the body of your speech.

CONCLUSIONS

You can conclude your presentation by reviewing the mam points. As you conclude, remind the

audience briefly about the purpose of your presentation, which could be either to persuade them or

to inform them. Tell them what you want them to do, think or remember based on your

presentation. You can also conclude with a quotation or anecdote with which you commenced your

presentation to bring it to a full circle.

VISUAL AIDS

Increase audience interest

Illustrate key points

Signal transition from one part of the presentation to the next

Increase impact of message

Help listeners retain information

Help you present ideas without depending on notes and

For those not familiar with your language or accent, turn the incomprehensible into

something understandable.

Ours is a visually oriented society and an audience likes to hear as well as see information.

Speeches often need strong visual support like hand-outs, chalk boards, flip chart, overheads,

slides, computers, charts, tables, film etc.

PERSONAL APPEARANCE

This plays an important role; people see you before they hear you. Even before the speaker utters

his first syllable you begin to form an opinion about him and visualize the way he is going to talk.

One's appearance may put the audience into a resistant or hostile attitude or induce in them a

receptive mood.

POSTURE

Generally refers to the way we hold ourselves when we stand, sit or walk. Novice speakers are

unsure of what to do with their body. Certain mannerisms creep in usually from nervousness.

Slumped posture - low spirits

Lean posture - open, honest and interest

Erect posture - high spirits, energy and confidence

Lean backward - defensive or disinterested

Crossed arms - defensive and not ready to listen

GESTURE

Gesture is the movement made by hands, arms, shoulders, and head. A well-timed gesture not only

drives a point home but also enhances the impact and adds greater value to what is being said.

Similarly, an ungainly gesture (like playing with your key chain or button) can mar the

effectiveness of the message. Gestures should not divert the attention of the listener and distract

from your message.



FACIAL EXPRESSION

A smile stands for friendliness, a frown for discontent, raised eyebrows for disbelief, tightened jaw

muscles for antagonism, etc. Your facial expression may show anxiety, recognition, hesitation and

pleasure in quick succession. The five basic expressions are:

Inhibited - restricted and stolid

Uninhibited - spontaneous and impetuous

Substitute - happy with a long face

Frozen - No change in expression

Blank - No expression at all

EYE CONTACT

The eyes are considered to be the windows of the soul. Eye contact is a direct and powerful form of

non-verbal communication. You use your eyes to cull information. Your eyes are rich source of

feedback. Prolonging the eye contact for three to five seconds tells the audience that you are

sincere in what you say and that you want them to pay attention.

QUALITY

Quality is a characteristic that distinguishes one voice from another. While the quality of one's

voice cannot be changed, it can be trained for optimum impact.

VOLUME

Volume is the loudness or the softness of the voice. Your voice should always project but need not

always be loud. Whereas if it too low you may convey an impression of not well prepared and lack

the confidence to express yourself. In all, you should vary your volume so as to make your voice

audible and clear.

PACE/RATE

Rate is the number of words which you speak per minute. It varies from person to person. The

normal rate is from 120 to 150 words per minute. Cultivate your pace so as to fit in this reasonable

limit. If a speaker speaks too slowly and monotonously, he is most likely to be considered a dull

speaker even though the contents of his speech may be highly interesting. Similarly, a fast speaker

also causes discomfort because the listeners do not get time to grasp the thoughts and switch from

one thought to another. Use pauses to create emphasis.

PITCH refers to the number of vibrations per second of your voice. The rise and fall of the voice

conveys various emotions. Lowness of pitch can indicate sadness, shock, dullness, guilt, etc. If you

are excited, joyous, triumphant and even angry then your pitch automatically becomes high. A well

balanced pitch results in a clear and effective tone. It helps you avoid being monotonous.

ARTICULATION

Develop in yourself the ability to speak distinctly. If all the sounds are not uttered properly, the

flow of understanding gets interrupted and deters the listener from grasping the meaning of the

message

PRONUNCIATION

If articulation means speaking out all the sounds distinctly, then pronunciation requires us to speak

out sounds in way that is generally accepted. One should be careful enough to pronounce individual

sounds along with word stress according to the set norms.

VOICE MODULATION

Modulation refers to the way we regulate, vary or adjust the tone, pitch and volume of the sound or

speaking voice. If you do not pay special attention to the modulation of your voice, then your voice

becomes flat and you emerge as a languid speaker with no command over your voice. Word stress

and sentence stress also play an important role in voice modulation.



Ex. No MODULE VII Formal and Non-formal Reports DATE

Reports can be formal or informal depending on their nature, scope and length. A formal report is

usually the result of a thorough investigation of a problem, condition, or situation. Formal reports

are comparatively longer and need elaborate description and discussion. They usually follow a

fixed format with predetermined elements, according to the information presented. The length of a

formal report may vary from a few pages to hundreds of pages. Formal reports could be

informational, analytical, routine, or special.

Examples of formal reports include annual reports of companies and organizations, technical

reports, project reports, thesis, and so on.

A non-formal report, on the other hand, could be a brief account of a specific business or

professional activity. It is usually written to provide introductory information about a routine affair.

Nonformula reports are usually short and do not need elaborate descriptions and discussions. As the

content is generally insufficient for a formal report, an informal report may involve the use of

printed forms, letter formats, or memo formats.

Although non-formal reports are usually routine, they may be either informational or analytical and

may use the oral or written form. Examples of non-formal reports include laboratory reports, daily

production reports, trip reports, and so forth.

Structure of formal reports

When writing a formal report, the choice of format as well the parts of the report must be carefully

planned. Although the circumstances in which a report is written may determine its structure, the

content of the report has to be organised in a logical way to help the readers understand the

message clearly.

Parts of a Report

A formal report may include the following parts or elements:

1. Title page

2. Preface

3. Letter of Transmittal

4. Acknowledgements

5. Table of Contents

6. List of illustrations

7. Abstract/Executive summary

8. Introduction

9. Methodology

10. Discussion/Finding/ Analysis

11. Conclusion

12. Recommendation

13. Appendices

14. References and Bibliography

Each of these parts of a formal report will now be discussed in detail. A formal report usually

begins with a title page. It contains the title of the report, the name of the person or organisation to

whom the report is being submitted, the name of the report writer/s, and the date. A Sample Title

Page is given.



Preface The preface is an optional element in a formal report. It introduces the report by

mentioning its salient features and scope.

Letter of Transmittal The transmittal letter is a brief covering letter from the report writer

explaining the causes for writing the report. It may contain the objectives, scope, and other

highlights of the report. It may also contain acknowledgements if the report does not include an

acknowledgement.

Shows the format of a Transmittal letter.

Acknowledgement The acknowledgement section contains the names of persons who

contributed to the production of the report and made the report possible. It is just a 'thank you

note'.

Table of Contents The 'table of contents' provides the reader an overall view of the report and

shows its organisation.

This section lists the main headings and the subheadings in the report with page numbers. Contains

a Sample Table of Contents.

Format of Transmittal Letter

Table of Contents Page Number

Preface 1

Acknowledgement 2

List of Illustrations 3

Abstract

1.Introduction 6

2.Methodolgy 9

3.Discussion 11

4.Conclusion 15

5.Recommendations 19

6.Appendices 20

7.References 28

Sample Table of Contents

List of Illustrations The 'list of illustrations' gives systematic information about tables, graphs,

figures, and charts used in the report- It is usually included if the number of these illustrations are

.more than ten.

Abstract or Executive Summary An abstract or an executive summary summarises the essential

information in the report, focussing on key facts, findings, observations, results, Conclusions and

recommendations.

Introduction This section introduces the readers to the report and prepares them for the discussion

that follows by providing background information, defining its aims and objectives, and discussing

the scope and limitations of the report. It helps the readers in understanding and analysing the

report as it include facts that the reader must know in order to understand the discussion and the

analysis that follow.

Methodology While writing a report, information may have to be gathered from library and

archival sources or through Internet surfing, interviews, surveys, and formal/informal discussions.

The section on methodology summarises the methods of data collection, the procedures for

investigating the situation/problem, and the criteria of survey.



Discussion/Description/Analysis This is the main part of the report as it presents the data that has

been collected in an organised form. It focuses on facts and findings of the report and may include

an objective description and discussion of the problem, an analysis of the situation, and findings of

the investigation. It is usually divided into sections and sub-sections with well-structured and clear

headings and sub-headings.

Conclusions This section conveys the significance and meaning of the report to readers by

presenting a summary of discussions and findings, results and conclusions, implications of the

conclusions presented, and inferences.

Recommendations This section contains recommendations that are based on results and

conclusions. As they propose a course of action to improve a situation or a condition, they may

present several ways to solve a problem or improve a situation. It may also indicate the need and

nature for further work in the concerned area.

Appendices An appendix contains supporting material or data, which is kept separate from the

main body of the report to avoid interrupting the line of development of the report.

References and Bibliography This section may contain references to books, journals, reports,

dissertations, or/and published government documents, and other sources used in the report. It may

also consist of a list of materials for further reference.

READING COMPREHENSION

Effective communication skills are always essential in your academic as well as Professional

career. Listening and reading are as important as speaking and writing. Reading comprehension

refers to the ability to understand information presented in written form.

Techniques for good comprehension

Poor comprehension skills are usually attributable to one or more factors: lack of interest, lack of

concentration, failure to understand a word, a sentence or relationships among sentences, or failure

to understand how information fits together. The techniques you should develop and practice to

hone your reading skills:

1. Skimming and Scanning

Read quickly, without passing to study the details. This is called skim reading or skimming. You

should understand:

For which audience the text was written (general public, professionals, laymen ...)

What type of text it is (report, informal letter, formal letter, article, advertisement ...)

General contents of the text.

After having skimmed the text, you can study it in more detail, reading more slowly and carefully

and looking for specific information that you are interested in. This is called scanning.

2. Non-verbal signals

All texts also contain non-verbal signs. These may include certain style features, such as different

fonts, bold print, underlining, or italics, figures, caption etc.

3. Structure of the text

Most texts start with a title and sometimes a subtitle. After that comes the introduction and the

body, followed by a conclusion or summary. An important aspect of reading is prediction. The

better you can predict what you are going to read, the faster and more effective you will read. The

prediction process begins with the title.



The body consists of paragraphs. Each paragraph deals with one aspect of the subject matter .A

typical paragraph consists of Three parts .The first sentence contains the topic sentence which

contains the new aspect of the subject of the text. The second part contains sentence which develop

the aspect. These sentences may contain arguments, explanations, details, examples and other

supporting evidence. The last sentence of a paragraph is often a summary of the paragraph or a

linking sentence to the next paragraph.

4. Determining the meaning of words

You may have often come across a not-too-familiar word whose meaning you were able to guess

accurately. Look for clues or indications that help you find the meaning. The following steps can

help you;

1. Determine the word class: a verb, noun, an adjective, an adverb etc.

2. Determine its function in the sentence; how it is related to other words in the sentence.

3. Analyse the contextual clues i.e. what the context tells us about the word

4. Is there any relation between this word and a word that is familiar to you?

5. Try and derive the eventual meaning of the word

5. Summarizing

It is very difficult to remember the complete contents of long texts. For that reason it is advisable to

make notes of essential information in the text. The result is a short outline of the text containing

all its important aspects. Familiarize yourself with the material and select important information.

Communication Skills Lab Manual Oct 2014

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Transcript of Communication Skills Lab Manual Oct 2014