Different types and element of oral and written communication

1. • Meaning, principles of successful oral
communication, barriers to communication,
• Conversation control
• Reflection and Empathy
• Modes of oral communication
• Listening skill
• Non-verbal communication.

2.  Written communication Importance, benefits,
limitations, elements,
 Guffeys 3X3 writing process,
 Electronic writing process, use of computers
in electronic writing.
 Presentation, elements of presentation,
designing and delivering business
presentations- advanced visual support for
effective presentation. (10)

3.  It is considered to be the earliest and the most
common forms of communication.
 Speech is widely adopted as a tool in oral
communication.
 According to University of Virginia, oral
Communication Competency Report-
 “Oral communication is defined as the effective
interpretation, composition and presentation of
information, ideas, and values to a specific
audience. It is the exchange of verbal messages
between the sender and the receiver”.

4. Guidelines for effective communication includes
Franses J. Betgin 7 C’s of oral communication:
1. Candid: Free from prejudice, impartial
2. Clear: Clear to understand
3. Complete: complete and should give full
meaning.
4. Concise: Brief to be point
5. Concrete: Using words which carry direct
meaning rather than words which carry more
than one meaning
6. Correct: Proper grammar, punctuation and
spelling
7. Courteous: Giving due consideration for the
feelings of others

5. Following guidelines, if practiced will make us
good communicators
1. Know the audience
2. Have clarity of subject matter
3. Don’t be ambiguous
4. Create conducive environment to communicate
5. Don’t talk too much
6. Integrate gestures with tone
7. Talk to express but not to impress
8. Ensure two way communication (talk and listen)

6. 9.Emphasize on the purpose of communication
10.Avoid extremes
11.Make good speaking, a habit
12.Clarify ideas before communication
13.Communicate to make others understand
14.Create an atmosphere of mutual trust so
that listener listens.

9.  A. Physical barrier
 B. Semantic barriers
 C. Organizational barriers
 D. Psychological barriers

10.  Internal structure of the organization and layout of office
machines and equipments creates physical barriers in
communication.
 a.Distance: – communication is found obstructed in long
distance. Like communication between America and Nepal.
 b.Noise: – it is from external sources and affects the
communication process. Noise negatively affects the
accuracy.
 c.Physical arrangement: – the physical arrangement of
organizational sources like men, money, material and
machine obstruct the communication process.

11.  The use of difficult and multiple use of languages,
words, figures, symbols create semantic barriers:
 a.Language: – we can find some words having
different meaning. Meaning sent by the sender can be
quite different from the meaning understood by the
receiver. Long and complex sentences creates
problem in communication process.
 b. Jargons: – technical or unfamiliar language creates
barriers to communication that may be drawn from
the literature. So message should be simple and
condensed as far as possible so that there is no
confusion to the receiver.

12.  It is the result of organizational goals,
regulations, structure and culture.
 a.Poor planning: – it refers to the designing,
encoding, channel selection and conflicting
signals in the organization.
 b.Structure complexities:- difficult
organizational structure barrier for free flow
of information. Appropriate communication
process must be used.

13.  c. Status differences:– it creates barrier for
communication. Superior provides
information to the subordinate about plans
and policies. Different information is
provided by different subordinates who
create barrier in communication.
 d. Organizational distance:- distance between
sender and receiver also creates barriers to
effective communication.

14.  e. Information overload: – if superior provides
too much information to the subordinate in
short period receiver suffers from information
overload which creates barriers to effective
communication.
 f. Wrong Timings: – communication can be
obstructed if not done on time. If the
information is not provided in time it creates
barriers to effective communication.

15.  It is the barriers to effective communication created
from the lack of interest of the people from whom
the communication is meant. People do not pay
attention to the communication which are not
interesting to them and which do not fulfill their
want.
 a. Perception: – it is the process of accepting and
interpreting the information by the receiver. People
receive things differently for a various number of
reasons.

16.  b. Filtering: – communication some time filters the
negative information to make it more favorable to
the receiver. In this process, knowingly or
unknowingly some valuable information may be
disposed.
 c. Distrust:– superior provides information or
message to the subordinates to their own view,
ideas and opinion which create obstruction in
communication.
 d. Emotions:– emotion also creates barriers to
effective communication like anger, heat, mistrust,
jealousy etc.

17.  e. Viewpoint: – it also creates barriers to
effective communication. If the receiver
doesn’t clear the message and ignore
without hearing, the message may create
obstructions.
 f. Defensiveness: – if the receiver receives
the message as threat and interprets that
message in the same way, it creates barriers
to effective communication.

18.  Overcoming the communication barriers
requires a vigilant observation and thoughts
of potential barriers in a particular instance
of communication.
 Strategies to overcome barriers will be
different in different situations depending
upon the type of barriers present.
 Following are some of the important general
strategies that will be commonly useful in all
the situations to overcome the barriers of
communication.

19. 1. Take the receiver more seriously.
2. Being Crystal clear with the message.
3. Skillful delivery of message.
4. Focus on the receiver.
5. Use multiple channels to communicate.
6. Ensure appropriate feedback.
7. Be aware of own mind/emotions/attitude
8. Be Positive about communication.
9. Improve communication skills.

20. 10.Make communication goal oriented.
11.Experiment with communication
alternatives. What works with one person may
not work well with another.
12. Accept the reality of mis-communication.
13. Ensure that noise is controlled.
14. Listen attentively and carefully.
15. Have a Simple organizational structure.

21.  Is a form of interactive,
spontaneous communication
between two or more people who
are following rules of etiquette
(code of behavior).
 It is polite give and take of
thoughts by people talking with
each other.

22.  Conversations are interactive because
contributions to a conversation are response
reactions to what has previously been said.
 Conversations are spontaneous because a
conversation proceeds, to some extent, and
in some way, unpredictably. However, the
scope of that spontaneity may legitimately be
somewhat pre-limited for the purpose of
expediency, e.g. a talk show or a debate.

23.  Conversations follow rules of etiquette because
conversations are social interactions, and therefore
depend on social convention. Failure to adhere to these
rules devolves, and eventually dissolves the
conversation.
 Conversations are sometimes the ideal form of
communication, depending on the participants'
intended ends. Conversations may be ideal when, for
example, each party desires a relatively equal exchange
of information, or when one party desires to question
the other. On the other hand, if permanency or the
ability to review such information is important, written
communication may be ideal. Or if time-efficiency is
most important, a speech may be preferable.

24. Meaning of conversation control
 “The essence of conversation control is the ability
to manage our own conversation - it does not
mean manipulating other people’s conversation
although it does imply giving it gentle pushes in
particular directions from time to time”.
 The best way to be effective is to understand
what we say and how we say it so that we can
influence others through our own example.

25.  1.Questioning:
The easiest way to lead a conversation is through
the use of questions. Many people enjoy the
opportunity to hear their own voice and feel as if
they are carrying the conversation. Asking the
person we are talking with open ended questions
that provide ample room to expand, but focus
the questions on general areas of conversation
we wish to address, and steered away from
problem topics. In this way we can control the
conversation while allowing the person we speak
with to feel comfortable and feel as if they are
leading the conversation.

26.  2.Compliments:
The use of positive phrasing as well as direct
compliments to the individuals we are speaking
to allows us to control a conversation by
changing the mood. When receiving compliments
the other individuals will take a more relaxed
approach to the conversation as tension is
lowered by feeling as if they must be doing a
good job to receive the kind words. However
flattery should be avoided.

27. 3. Eye Contact:
Maintaining eye contact with the individual we are speaking
to throughout the conversation serves two useful purposes
for conversation control. First an individual who is not making
eye contact during a conversation can appear untrustworthy
or shifty. By establishing eye contact you are sending the
message you have nothing to hide and are being honest.
Additionally, eye contact shows that we are not afraid or
intimidated by the individual you are talking to and, if they
are not comfortable keeping eye contact and require breaks
of contact, positions us in a spot of dominance in the
conversation.

28. 4. Pauses:
Causing the other individual in a conversation to feel
mildly uncomfortable is an effective method of
controlling a conversation and maintaining the upper
hand. Many individuals will feel uneasy during a
silence and attempt to fill in the silence to break the
awkward moment. By injecting pauses into our
conversation, where we wait for the other individual to
speak and fill in the silence, can cause the individual
you are speaking with to be thrown off, allowing us to
establish dominance and steer the conversation later
as it progresses.

29. What is Reflecting?
 “Reflecting is the process of
paraphrasing (re-statement of the
meaning of a text or passage using
other words) and restating both the
feelings and words of the speaker”.

30.  The purposes of reflecting are:
 1.To make the speaker to 'hear' his own
thoughts and to focus on what he say and
feel.
 2.To show the speaker that the listeners are
trying to perceive the world as they see it
and that they are doing their best to
understand their messages.

31.  3.To encourage to continue conversation.
 4.Speakers are helped through reflecting as
it not only allows them to feel understood,
but it also gives them the opportunity to
focus their ideas. This in turn helps them
to direct their thoughts and further
encourages them to continue speaking.

32. 1.Mirroring:
 Mirroring is a simple form of reflecting and
involves repeating almost exactly what the
speaker says.
2. Paraphrasing:
 Paraphrasing involves using other words to
reflect what the speaker has said. Paraphrasing
shows not only that you are listening, but that
you are attempting to understand what the
speaker is saying.

33. What is Empathy?

34.  1. Empathy is the Identification with and
understanding of another's situation,
feelings, and motives.
 2. Empathy is the capacity to recognize
emotions that are being experienced by
others.
Difference between empathy and sympathy
Empathy: Understanding what
others are feeling because you
have experienced it yourself or
can put yourself in their shoes.
Sympathy: Acknowledging
another person's emotional
hardships and providing
comfort and assurance.

35.  Six Types of Oral Communication
 1.One-on-One Speaking: One person
directly speaks with the other. Ex: Student-
Student or Student-Teacher, superior-
subordinate, employer –employee,
interviewer-interviewee etc
 2.Small-Group Based Oral communication:
Small-scale settings for discussion,
deliberation, and problem solving.

36.  3.Full Discussions : Argument-based, and
competitive than debate and deliberation but
still dialogic in character.
 4.Debates and Deliberations : A structured
consideration of some issue from two or more
points of view. Debates typically involve
participants who argue one side throughout,
while deliberation allows for movement by
individuals within the process. Meetings is an
good example of deliberations.

37.  5. Speeches and Presentations: The stand-
up, podium speech delivered by an
individual from an outline or script. It Also
includes group presentations or impromptu
speaking. Seminar is a form of
presentation.
 6. Oral Examinations: Can take place in the
instructor’s office, in small groups, or
before a whole class in which Range of
questions will be asked.

38. Listening as a communication skill
We spend a lot of our time listening
Adults spend an average of 70% of their time engaged in some
sort of communication, of this an average of 45% is spent
listening compared to 30% speaking, 16% reading and 9%
writing. (Adler, R. et al. 2001).

39. Listening as a communication skill

41.  “Listening is the ability to accurately receive
messages in the communication process. It is key to
all effective communication”.
 Without the ability to listen effectively, messages are
easily misunderstood – communication breaks down
and the sender of the message can easily become
frustrated or irritated.
 Listening is so important that many top employers
give regular listening skills training for their
employees.
 Good listening skills can lead to: better customer
satisfaction, greater productivity with fewer mistakes,
increased sharing of information that in turn can lead
to more creative and innovative work.

42.  Listening is not the same as hearing:
 Hearing refers to the sounds that we hear,
whereas listening requires more than that: it
requires focus. Listening means paying attention
not only to the story, but how it is told, the use
of language and voice, and how the other person
uses his or her body. In other words, it means
being aware of both verbal and non-verbal
messages.
 “The most basic and powerful way to connect to
another person is to listen. Just listen. Perhaps
the most important thing we ever give each other
is our attention.” Rachel Naomi Remen

43.  Listening is not the same as hearing and in order
to listen effectively we need to use more than
just your ears:
 1. Stop Talking
Don't talk, listen. When somebody else is talking
listen to what they are saying, do not interrupt,
talk over them or finish their sentences for
them. When the other person has finished
talking you may need to clarify to ensure you
have received their message accurately.

44.  2. Prepare to Listen
Relax. Focus on the speaker. Put other things
out of mind. The human mind is easily
distracted by other thoughts. Concentrate on the
messages that are being communicated.
 3. Put the Speaker at Ease
Help the speaker to feel free to
speak. Remember their needs and
concerns. Nod or use other gestures or words to
encourage them to continue. Maintain eye
contact but don’t stare – show you are listening
and understanding what is being said.

45.  4. Remove Distractions
Focus on what is being said: don’t doodle, shuffle papers,
look out the window, pick your fingernails or similar.
Avoid unnecessary interruptions. These behaviors disrupt
the listening process and send messages to the speaker
that you are bored or distracted.
 5. Empathise
Try to understand the other person’s point of view. Look
at issues from their perspective. Let go of preconceived
ideas. By having an open mind we can more fully
empathize with the speaker. If the speaker says
something that you disagree with then wait and construct
an argument to counter what is said but keep an open
mind to the views and opinions of others.

46.  6. Be Patient
A pause, even a long pause, does not necessarily mean
that the speaker has finished. Be patient and let the
speaker continue in their own time, Never interrupt or
finish a sentence for someone.
 7. Avoid Personal Prejudice
Try to be impartial. Don't become irritated and don't let
the person’s habits or mannerisms distract you from what
they are really saying. Everybody has a different way of
speaking - some people are for example more nervous or
shy than others, some have regional accents or make
excessive arm movements, some people like to pace whilst
talking - others like to sit still. Focus on what is being
said and try to ignore styles of delivery.

47.  8. Listen to the Tone
Volume and tone both add to what someone
is saying. A good speaker will use both
volume and tone to their advantage to keep
an audience attentive; everybody will use
pitch, tone and volume of voice in certain
situations – let these help you to understand
the emphasis of what is being said.

48.  9. Listen for Ideas – Not Just Words
You need to get the whole picture, not just isolated bits
and pieces. Maybe one of the most difficult aspects of
listening is the ability to link together pieces of
information to reveal the ideas of others.
 10. Wait and Watch for Non-Verbal Communication
Gestures, facial expressions, and eye-movements can all
be important. We don’t just listen with our ears but also
with our eyes – watch and pick up the additional
information being transmitted via non-verbal
communication.
Do not jump to conclusions about what you see and hear.
You should always seek clarification to ensure that your
understanding is correct.

49.  It is the process of communication through
sending and receiving wordless, mostly visual
cues between people.
 Messages can be communicated
through gestures and touch, body
language or posture, physical distance, facial
expression and eye contact, which are all
types of nonverbal communication.

50.  Speech contains nonverbal elements known
as paralanguage, including voice quality, rate,
pitch, volume, and speaking style, as well
as prosodic features (features that appear when we put
sounds together in connected speech) such as
rhythm, intonation ( it is variation of spoken pitch that is
not used to distinguish words), and stress.
 Likewise, written texts have nonverbal elements such as
handwriting style, spatial arrangement of words, or the
physical layout of a page.
 However, much of the study of nonverbal communication
has focused on face-to-face interaction.

51. Nonverbal communication

52. Nonverbal communication

53. Nonverbal communication

54. Nonverbal communication

55.  The term "kinesics" was first used (in 1952) by Ray
Birdwhistell, an anthropologist who wished to study
how people communicate through posture, gesture,
stance, and movement.
 Kinesic messages comprise the posture, gaze, and
facial movements.
 American looks are short enough just to see if there
is recognition of the other person, Arabs look at each
other in the eye intensely, and many Africans avert
the gaze as a sign of respect to superiors.
 There are also many postures for people in the
Congo; they stretch their hands and put them
together in the direction of the other person.

56.  Knowing the powerful reaction that our body
language, words, and tone of voice can be
better understood by 7% - 38% - 55% Rule
 Professor Albert Mehrabian developed one of
the most well-known rules when it comes to
non-verbal forms of communication. He
determined that messages received in
communication are actually mostly received
in a non-verbal form.

57.  1. 55% of messages received and
processed by our brain are based
on body language.
 This means that we are actually
judged more on our physical
stance and facial movements
while communicating rather than
spoken words.

58.  2. 38% of messages are processed based on
our tone of voice.
 How we say something is more important that
what we are actually saying. While
communicating, if our voice is not expressive
of the emotion we are trying to convey, the
meaning behind the words will be lost.

59.  3. Only 7% of our received meaning will be
based on the words we are saying.
 This low percentage means that saying the
words “I forgive you” means little when
your tone and body language do not
reflect forgiveness.

60. 1. Fast: It is useful for obtaining very recent
unpublished information
2. Two-way communication: Promote an
understanding of the real information
need(s).
3. Flexible : Oral communication is flexible.
It can be adjusted to the moods and
situations of the audience.
4.

61. 4. Savings in time and money: Its easy and
simple and saves money because it is less
expensive way to communicate with each
other.
5. Feedback: It allows feedback on the spot. If
the receiver is not sure what the message
meant, then that feedback will be answered
right away.
6. More personal and warmth: It brings in
personal warmth and friendliness and
develops a sense of bonding.

62.  1.No instant feedback: There is no instant
feedback between the communicator and
the receiver particular when the receiver is not
responding. Messages could be misunderstood.
2.Not suitable for long communication: Long and
wordy type of communication cannot be as effectively
as written messages.
 3.Lack of documentation: It suffers from
documentary proof of communication. Its impact is
temporary. Human memory will not last long.
 4.Difference in perception: The receiver might
understand the message differently.

63.  5.Wrong/bad feedback: Responses on the spot
might not be carefully thought of. Reaction may
be spontaneous and outrageous.
 6.Chances of wrong interpretation: Possibility of
conveying different meaning by way of speaking,
tone and facial expressions.
 7.Not open to everyone: Oral communication,
though open to all, but cannot be done by all.
Established researchers say that access to good
networks of contacts is a pre-requisite for oral
communication, but developing network usually
takes a long time
 8.Mis-conception: It can lead to misconception
because the information may lack details.

64.  written communication is communication by
means of written symbols either printed or
handwritten.
 A medium for communication that entails the
written word. Letters, emails, and manuals are
forms of written communication.
 Written communication involves any type of
interaction that makes use of the written word.
 Written communication is a way to communicate
using letters, internet and texting.

65.  It is an innovative activity of the mind.
 It has a very great significance in today’s
business world.
 It is essential for preparing promotional
materials and business development.
 It involves careful choice of words.
 organization of words and sentences
assumes importance in written
communication.
 It is more valid and reliable than the speech.

66.  When a person writes something, he or she
has purposes for writing. The writer may have
motivations of which he or she is unaware.
The writer may also have mixed, and even
contradictory motivations for writing.
 Roman Jakobson's model of the
communication situation provides a good
framework for classifying the varied purposes
of writing.

67.  Adapted to written communication,
Jakobson's model has these parts:
 1.Writer
 2.Reader
 3.Context
 4.Message
 5.Contact
 6.Code

68.  1.Writer:(Expressive purposes). One may write simply
to express one's feelings, attitudes, ideas, and so on.
This type of writing doesn't take the reader into
consideration; instead, it focuses on the writer's
feelings, experience, and needs.
 2.Reader: (Conative purposes). Conative writing seeks
to affect the reader. Persuasive writing is conative; so
is writing intended to entertain the reader. Writing
intended to arouse the reader's feelings is conative.
 3.Context: (Informative purposes). Informative writing
refers to something external to the writing itself, with
the purpose of informing the reader.

69.  4.Message: (Poetic purposes): Poetic (or literary or stylistic)
purposes focus on the message itself—on its language, on
the way the elements of language are used, on structure
and pattern both on the level of phrase and of the overall
composition.
 5.Contact: This establishes and maintains contacts
between speakers or between writer and reader. In
speaking, for instance, we may greet someone by saying,
"Howya doin?" or Hozit goin?" These questions are not
requests for information.
 They are intended to establish and maintain friendly
contact. Phatic purposes are not significant in most
writing. The use of greetings and closings in letters is one
example of phatic purpose in writing.

70.  6.Code: (Metalinguistic purposes): Comments
on a piece of writing are metalinguistic. If a
student attaches a note to an essay to explain
why the essay is late, the note is
metalinguistic in relation to the essay. An
author's preface to a book is another example
of metalinguistic purpose in writing.

71.  I. Structure (The way the content is
laid out)
 II. Style (The way it is written)
 III. Content (what is written about)

72.  A good structure will help to express more clearly,
whether it is a dissertation, an essay, a job application
letter or a CV.
Guidelines for effective structuring:
 1. Clarity of Though: The purpose of communication
should be clear before writing. In business
communications, clarity is more important than style.
 2. Identification of key points, facts and themes: the most
important aspects of content should be identified. It
should be focused and properly positioned.

73.  3. Logical: The flow of thoughts and ideas
should be logical and sequential so that it is
better understood by the reader.
 4. Strong introduction and ending. The first
will make an immediate and positive
impression on the reader and the second will
remain in their mind after they have finished
reading.

74.  5.Short paragraphs and sentences: One
paragraph for one idea is better. Putting the idea
first and supporting the idea with information
will be effective.
 6. Using Headings/sub-Headings: The use of
headings, sub-headings and bullet points will
allow the reader to quickly scan the message.
 7. Clear layout: Layout should be easy to follow
and impressive

75. Writing in a style appropriate to the audience is
the most effective style.
 All good communicators should think about their
readers. The fact about writing style is:
 1. What information must be given and in what
detail it is required ?
 2. Is it necessary to use special words ?: Unusual
words (Ex: expedite, extraneous) have to be used
or easy words have to be used.

76.  3. How formal or informal should the writing
be?
 4. Does it look neat, and elegant?
 5. Is it concise, with an exact use of words
and economy of style?
For example instead of saying forward
planning, just say planning - there is no such
thing as backward planning!

77.  6. Is it simple, direct and lucid?
For example a bureaucrat would write:
“Political organization administered directly via
the populace, intended for the employment of
the general community, on behalf of each and
every one of the citizens of the nation”.
Abraham Lincoln wrote it in a very simple
language:
“Government of the people, by the people, for
the people”.

78.  7.Are paragraphs too long?
Paragraphs of less than 10 lines are easier to
read.
 8. Is a blank line left between paragraphs to
aid clarity?
 9.Are sentences too long? A sentence should
contain just one idea.

79.  Think in advance what needs to be said
 Be clear about why are you writing
 List the essential points clearly
 Develop arguments in a logical way
 Carefully check the spelling and punctuation

80.  Support details to the main issues
 Put the negative statements in a polished way:
Ex: Instead of writing:
“We cannot supply the goods below Rs 500 Per
unit”.
We can write as:
“We can supply the goods only at Rs 500 per unit”.

81.  Show interest in the reader by writing with
warmth, sensitivity and friendliness
 Edit through several revisions
( honing the text until it is just right)
 If possible, leave it overnight (mind will
assimilate it better and new ideas may come
with fresh view.)

82.  1.Brevity: It is bad manners to waste [the
reader's] time. Therefore brevity first, and
then, clarity
 2.Clarity: clarity is achieved by taking trouble
and by writing to serve people rather than to
impress them.
 3.Communication: The social purpose of
language is communication-to inform.

83.  4.Emphasis: putting the strongest words in the
most important places and emphasizing upon
the subject matter.
 5.Honesty: If handwriting reveals character,
writing reveals it still more.
 6.Passion and Control: A proper balance between
passion and control is to be established.
 7.Reading: One learns to write only by reading,
as one learns to talk by hearing.

84.  8.Revision : A written material needs to be
revised and fine tuned further to make it
better.
 9.Simplicity: Sophistication is not necessary
to communicate the idea better. Simplicity
should be the guiding principle.
 10.Sound and Rhythm: Sound and rhythm
the writer should match to that of the reader.

85.  Mary Ellen Guffey, author of Business Communication-Process and
Product, combines three steps Pre-writing, writing, and revising.
This she calls, "The 3 X 3 Writing Process.“
I. Pre-writing II. Writing III. Revising
1.Analyze 1. Research 1. Revise
2.Anticipate 2.Organize 2.Proof read
3. Adapt 3. Compose 3. Evaluate

86.  1.Analyze: Ask what the purpose of the message is
and how the message is to be delivered (via email,
letter, memo, presentation)
 2.Anticipate: Determine what type of audience will
be receiving the message and how they are likely to
react to it in order to determine the tone of the
message.
 3. Adapt: This step combines the analysis and
anticipation stages. Guffey explains that
"adaptation is the process of creating a message
that suits your audience”

87.  1. Research: This stage allows the writer to
gather any information, data, and facts that
are needed to write the message.
 2.Organize: Use diagrams and outlines to
help group similar ideas together and
narrow the focus of the message.
 3. Compose: First drafts are often written
quickly and are in no way perfect, but they
serve as a way to initially lay thoughts
down on paper for future refinement.

88.  1. Revise: Guffey describes revision as the stage
where writers can "edit the message to be sure it is
clear, conversational, concise, and readable.
 2.Proof read: Always check for spelling or
grammatical errors. The sense of credibility and
professionalism could be quickly lost with a single
error.
 3. Evaluate: Writers will often have to go through
the revision stage quite a few times before feeling
comfortable enough to actually send the message,
so evaluation becomes necessary.

89.  PC’s (Personal computers) have changed the
writing process
 PCs save times, can copy , make changes, create
layouts.
 The author can himself directly make messages
which was done by his secretary before.
 In corporates today, the managers are
keyboarding and drafting letters themselves.
 Revision of any number of times is possible.
 Computers help to research (with internet
connectivity) record, organize and modify the
texts.

90. 1. Note taking (With the help of note pads)
2.Searching and Researching (With internet
connectivity)
3.Word Polishing (With the help of in build
dictionary)
4.Outlining (highlighting the importance of
message)

91. 5.Spell checks.
6.Multi-screens (If many screen facility is provided.
Work can happen in two screen simultaneously)
7.Edit Option: (the incorrect sentences can be corrected by
making use of edit options).
8.Linking: (the data can be linked between different files and
folders).
9. Footnotes and head notes.
10.E.Mail: Sending mail electronically is possible.

95.  Presentation is the act of introducing
via speech and various additional means (for
example with sharing computer screen or
projecting some screen information) new
information to an audience.
 Usually presentations are used in seminars,
courses and various other organizational
scheduled meetings.

96. There are three basic purposes
for giving oral presentations:
•To inform
•To persuade
•To build good will

97. The purpose of presentation should be decided
before the presentation is done.
There are Five types of presentation:
1. Informative
 Keep an informative presentation brief and to
the point. Stick to the facts and avoid
complicated information. Focus on logical
order, time, place, cause and effect.

98. 2. Instructional
 Purpose in an instructional presentation is to
give specific directions or orders.
Presentation may be longer. Listeners should
come take away new knowledge or a new
skill.

99.  3. Arousing
Purpose in an arousing presentation is to
make people think about a certain problem or
situation.
You want to arouse the audience's emotions
and intellect so that they will be receptive to
your point of view. Use vivid language in an
arousing presentation project sincerity and
enthusiasm.

100.  4. Persuasive
 Purpose in a persuasive presentation is to
convince your listeners to accept your
proposal.
 A convincing, persuasive presentation offers
a solution to a controversy, dispute, or
problem. To succeed with a persuasive
presentation, you must present sufficient
logic, evidence, and emotion to sway the
audience to your viewpoint.

101.  5. Decision-making
 Your purpose in a decision-making presentation
is to move your audience to take your suggested
action. A decision-making presentation presents
ideas, suggestions, and arguments strongly
enough to persuade an audience to carry out
your requests. In a decision-making
presentation, you must tell the audience what to
do and how to do it. You should also let them
know what will happen if they don't do what you
ask.

102.  1. Makes good eye contact
 2. Deliberate and purposeful movements
 3. Make use of Gestures, they are natural
 4. Talk to the audience
 5. Do not hold anything
 6. Be excided about the message
 7. Be Passionate about the subject matter

103.  8. Verbal clutter (um, ah, ya’ know) at a
minimum
 9. Proper pronunciation and grammar
 10. Relate to audience
 11. Demonstrate confidence
 12. Use stories and humor appropriately
 13. Dress for success
 14. Be prepare – practice, practice and
practice

104.  15. Clear and concise message
 16. Organize the presentation logically
 17. Be Enthusiastic
 18. Be Relevant to the audience
 19. Give updated information
 20. Include resources
 21. Correct spelling
 22. Neat and consistent material
 23. Slides - consistent, concise, color

105.  There is no secret in developing an
effective presentation.
1. Establishing objectives,
2. Planning the material,
3. Organizing the material, and
4. Using appropriate visual aids

106. For any successful presentation, we have to
know our objectives. Establishing the
objectives for our presentation requires an
analysis of presentation goals, as well as
audience's needs and expectations.

107. An audience analysis will help to:
 Select appropriate points of emphasis in your
presentation
 Develop a useful level of detail
 Choose and prepare appropriate visual aids
 Create a tone that is sensitive to audience's
circumstance
 The presentation will ideally form a bridge between
something we have and our audience wants. The
audience analysis influence the form of information
presented.

108.  When we have determined the characteristics
of our audience, then we are ready to plan
and organize our material. We have to Keep
in mind that the use of visual aids will help to
produce effective one-way or two-way
communication.

109.  Prepare the presentation in advance: Do not prepare the
presentation at the last moment. Prepare well in advance.
 Prepare an outline of goals, major issues to be discussed,
and information to be presented to support main themes.
Limit content to the major points.
 Analyze audience. content should be developed
considering such things as whether they are likely to be
friendly or unfriendly, lay or technical in their background,
and whether they want only to listen or to respond and
contribute.
 Select appropriate visual aids and a presentation style that
will be effective in the physical setting for the training
session.

110. When organizing the material, consider an "old chestnut" of public
speaking -
 "Tell 'em what you're going to tell 'em; tell 'em; and tell 'em what
you told 'em."
 This recommendation:
 Recognizes the importance of reinforcement in learning process
 Complete the communication for the listener
 Inform people who arrive late of what they missed
 Recognize the importance of organization, highlighting, and
summarizing main points for the audience
 Clarify main themes for the audience at the end of the presentation

111.  Studies by educational researchers suggest that:
 Approximately 83% of human learning occurs
visually, and
 Remaining 17% through the other senses - 11%
through hearing, 3.5% through smell, 1% through
taste, and 1.5% through touch.
 The studies suggest that three days after an event,
people retain 10% of what they heard from an oral
presentation, 35% from a visual presentation, and
65% from a visual and oral presentation.

112.  4. Using appropriate Visual Aids-Cont
 Tables, graphs, charts photographs, maps, drawing and
diagrams are the examples of visual aids.
 Visual aids help presentation make things happen.
 They help to achieve presentation objectives.
 They clarify points
 They create excitement.
 They involve audience
 Visual aids add impact and interest to a presentation
 Concepts and ideas becomes more clear

113.  1. Using Flip Charts and/or White Boards
 2. Using Slides presentation
 3. Using Video/DVD
 4. Story telling
 5. Incorporating humor

114. A flip chart is
a stationery item
consisting of a pad
of large paper
sheets. It is
typically fixed to
the upper edge of
a whiteboard,
typically supported
on a tripod or
four-legged easel.

115.  Record ideas from the audience
 Illustrate an idea as you deliver your presentation
 Make sure you have plenty of paper on your flip chart
table
 Check the markers
 Identify wall space where you might hang flip chart
pages you need to display
 Bring wall tape for flip chart paper if you plan to hang
it up
 Spend time to make it neat
 Vary colors with purpose Color increases retention
66%)
 Write notes

116.  Putting too much on slides detracts the audience
from your words
 Audiences like consistency – repeated company
logo, titles in same place, fonts, backgrounds,
and colors
 The audience will associate your slides with you;
if they feel uncomfortable with the slides, they
might feel uncomfortable with your presentation
 Typefaces - Arial or other san-serif fonts are
most readable on screen
 Use at least 24 point type for body text.
 Headings and Titles should be larger than body.

117.  Punctuation
 Capitalize appropriately and consistently -avoid using
capital letters in the text.
 Most slides do not require punctuation since they are
written as bullet points
 Use punctuation in paragraphs and quotations
 Bulleted Points and Numbered Steps
 White Space- Well-designed slides provide enough
white space
 Five-Five Rule – no more than 5 bullets (points) to a
page, no more than 5 words per bullet
 Graphics and Animations to support a point, or bring
additional value to the presentation.

118.  Using Colour (color increases retention by
66% Color and Emotion
 Use colors appropriately to make your point
(Background colors should contrast with the
lettering; dark lettering, light background,
light lettering should be on a dark
background
 Consistency – your audience should know
what to expect from slide to slide

119. Print a copy of your slides and make
presenters notes as your guide while you are
presenting
 Look at audience
 Stay on track – cover points in order; don’t
make the audience search

120.  Different learning modality – it is a break from the
normal delivery
 Predictable – learner reactions become predictable
and can be addressed with more expertise each time
 Provides a continuous story line – characters become
familiar to the participants as the story continues
increasing the richness of the discussion
 Predetermined length – knowing how long the video
is helps to keep workshop on track
 Creates objectivity – allows participants to step back
and observe skills and behaviors in action, then apply
it to their own situations and Challenges

121.  Test the system – make sure it works. Have
video queued up and DVD ready to go.
 Pre adjust the volume
 Master the remote control
 Take time to verbally position the segments
to the audience
 Watch the video along with participants
 Have an AV person available during the start-
up when possible

122.  Telling a story helps to illustrate or drive home a point
wee are making with our presentation. Stories are great
for our opening because, done right, they will engage
audience right away.
Tips for incorporating stories into the presentation:
 Make it relevant – it must tie into your presentation
somehow
 Use only relevant details – everything in your story
should be there for a reason
 What’s the point? – it may relate to the topic but if it
doesn’t make a strong point, it will not be effective
 Connect to an audience member if possible

123.  Humor: Laughter is the best medicine and the good use of
humor in a presentation can be the cure for an otherwise dry
topic.
 Humor should address the topic at hand.
 Humor should be appropriate – trying to be funny while
delivering bad news or during a serious discussion sends a
mixed message
Tips for using humor:
 1 Joke – fictitious story with a punch line
 2 Funny story – true story about something that happened to
you (or someone close to you)
 3 Physical comedy – exaggeration of body or clumsiness for
laughs
 4 Exaggerations – making the story a little ridiculous
unexpectedly

124.  Keep it short – long-winded jokes and stories do
more harm than good
 Practice – work humor into your presentation on
purpose and practice it so it is smooth and rolls
off your tongue.
 Pause afterward – let the audience enjoy the
laugh without moving on too quickly
 Don’t laugh at your own jokes –
 Don’t make jokes at other people’s
 Use moderation – you are making a presentation,
not putting on a comedy show

125.  Some tips for answering questions
successfully:
 Prepare: Thinking about the questions that
might come up is important, Preparing the
answers before the presentation, , Building
the answers into the presentation makes
presentation effective.
 Deciding about the question and answer
session is also important to clarify the
doubts of the audience.

126.  Understanding and clarifying: If we aren’t
sure about the question or time is required
to answer ? The same should be intimated to
the audience.
 Be concise: Be as brief and concise as
possible. Closed-ended questions can be
answered with ‘yes’ or ‘no’
 If we don’t know: The best answer is:
“I don’t know but I can find out for you.”

127.  1.Flip charts
 2. Overhead Transparencies
 3. Posters
 4. 35 Millimeter Slides
 5. Audio-Slide Show
 6. Videotape

128.  Flip charts are quick, inexpensive visual aids for briefing small
groups. The charts, felt-tip markers and graphic materials are
readily available, and with a modest ability at lettering, the
presenters can compose the desired visual effect.
Flip Charts:
 Help the speaker proceed through the material
 Convey information
 Provide the audience with something to look at in addition to the
speaker
 Can be prepared prior to, as well as during, the presentation
 Demonstrate that the speaker has given thought to his or her
remarks
 Can be used to record audience questions and comments
 Can be converted to slides

129.  Overhead transparencies are useful for
audience settings of 20 to 50 people and can
be produced quickly, easily, and
inexpensively. Ready artwork, word charts,
illustrations, or diagrams can be made into
transparencies .
 Speaker can use an overhead projector with
significant light in the room, thereby enabling
the speaker to maintain eye contact with the
audience.

130.  Posters are prepared graphic devices that can be
made of a variety of materials and media -
photographs, diagrams, graphs, word messages, or a
combination of these.
 Posters work best in smaller audience sizes.
 Posters are permanent and portable.
 Posters can be simple or very elaborate.
 Posters can be used alone or in a series to tell a story
 Each poster should contain one message or theme.
 Words, charts, diagrams, and other symbols must be
penned in a large enough size to be seen by everyone
in the room.

131.  35 mm slides enliven a presentation for virtually any
size audience. They can project a professional image,
are relatively inexpensive to produce, and if
necessary, can be produced quickly.
 Slides have high credibility with audiences because
viewers looking at photographic slides taken in the
field often feel that seeing is believing.
 The only hardware required is a slide projector and a
screen. Slide programs are easy to package in slide
trays.
 Changes in slides or in their sequencing can be done
rapidly to meet changing conditions or audiences.

132.  Audio-slide shows are self-contained programs
having pre-recorded sound tracks that are
coordinated with slides by use of electronic
synchronizers. Audio-slide programs can serve
audiences ranging from a handful to a couple of
hundred people.
 The audio slide show can impart considerable
information because of color and a wide array of
audio-techniques and visual images can be used.
 If multiple projectors are used with dissolve units that
allow images to "fold" into one another, even a sense
of movement can be created.
 They offer the flexibility of changing slides to meet
the needs of specific audiences.

133.  Videotape electronically carries both a picture
and a sound track. Its features of sound,
movement, vivid image, color, and variety
hold an audience's attention the way film
does.
 Videotape can be used to program an entire
presentation, or to support a speaker's
remarks by highlighting certain topics.