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CAPS-COMMUNICATION AND PRESENTATION SKILLS.pptxKhyatiKarki
AN EASY GUIDE for professionals to improve their communication and presenting skills. This presentation is tailored to busy professionals who don't have much time to prepare for client conversations but still want to make a good first impression.
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2. Learning Overview
Can I Take a Message?
Pronunciation
Center
Long and Short
English Vowels
Interlude 1
Taking Effective
Phone Messages
Interlude 2
How to Note
and Deliver the
Message to the
Recipient
Essential
Grammar
Reported
Speech
3. Long and Short English Vowels
Pronunciation Center
Long Vowels
When a vowel sounds like its
name, this is called a long
sound. It is called “long”
because when we speak the
vowel sounds, we hold them
longer than the short sounds.
Examples:
• Long A (ā), pronounced /eɪ/ as in ate or mate
• Long E (ē ), pronounced /iː/ as in eat or meat (or
meet or mete-- all pronounced the same)
• Long I (ī), pronounced /aɪ/ as in mite or might
• Long O (ō), pronounced /oʊ/ as in oats, mote or
moat
• Long U (ū), pronounced /juː/ in mute
4. Long and Short English Vowels
Pronunciation Center
Short Vowels
The most common sound used
is short sounds. The five
vowels usually called “short”
are:
Examples:
• ă, pronounced /æ/ as in apple, pan, or mat,
• ĕ, pronounced /ɛ/ as in elephant, pen, or met,
• ĭ, pronounced /ɪ/ as in insect, pin, or mitt,
• ŏ, pronounced /ɒ/ as in octopus, ostrich, upon,
or motto,
• ŭ, pronounced /ʌ/ as in umbrella, pun, or mutt.
5. Long and Short English Vowels
Pronunciation Center
Silent “E” Rule
When a vowel and consonant are followed by an ‘e’, the ‘e’ is
usually silent, but it causes the preceding vowel to be long.
Examples: ate, plane, pete, bite, nine,
rope, note, cube, and flute
6. Long and Short English Vowels
Pronunciation Center
Other Long Vowels
• A vowel at the end of a syllable is usually long.
Examples: I, we, he, she, go, try, potato and tomato.
• Some English speakers use a short ‘a’ in the second syllable,
while others use a long ‘a’, but both ‘o’s are long for everyone.
• -Igh and -ight are usually long I (and silent gh): bright, fight,
high, light, might, night, right, sigh, sight, tight.
7. Long and Short English Vowels
Pronunciation Center
Common Example of Short and Long Vowels
A : Short A : Long A : Short A : Long
back
snack
fad
mad
Sam
bake
snake
fade
made/maid
same
can
plan
tap
at
cat
cane
plain/plane
tape
ate
Kate
E : Short E : Long E : Short E : Long
bed
Ben
men
ten
bead
bean
mean
teen
bet
met
pet
set
beat/beet
mete/meat/me
et
Pete
seat
8. Long and Short English Vowels
Pronunciation Center
Common Example of Short and Long Vowels
I : Short I : Long I : Short I : Long
lick
hid
slid
dim
Tim
like
hide
slide
dime
time
fin
shin
bit
lit
sit
fine
shine
bite
light/lite
sight/site
O: Short O: Long O: Short O: Long
rob
hop
mop
robe
hope
mope
cot
not
rot
coat
note
rote/wrote
U: Short U: Long U: Short U: Long
cub
tub
cube
tube
flutter
mutter
flute
mute
9. Taking Effective Phone Messages
Interlude 1
The following procedures are some directions on how to take an effective, proper, accurate
telephone message:
1. Write any notes or messages on a
piece of paper, preferably a phone-
message pad. Don’t scribble it at the
back of an envelope or a bill. Don’t
write one message at the edge of
another one.
2. Ensure there is lots of space on
the message pad. If you try and jam
too many messages on the same
sheet, chances are you will not be
able to decipher the message later.
3. Make sure you have a working pen
and a backup. If the pen stops
working in the middle of the call, you
shouldn’t be putting the caller on
hold to go searching for a
replacement.
Source: http://www.ismckenzie.com/10-tips-for-taking-effective-phone-messages/
Source: Pexels.com
Source: Wikimedia.org
Source: Pxhere.com
10. Taking Effective Phone Messages
Interlude 1
4. To avoid confusion, include important
details, such as: the caller’s name,
company and telephone number, with area
code. A message with the name of the
caller and the company name, will help you
understand it better. Needless to say, a
telephone number comes in handy when
you need get back to the caller.
5. The date and time of the call is
essential. This will help you recall the
conversation. The date and time will
be important if need to support a
process for certification or legal
reasons.
6. When writing the information,
make sure to ask for correct
spellings. This is particularly
important in ensuring you have the
correct name of the caller or
company.
Source: http://www.ismckenzie.com/10-tips-for-taking-effective-phone-messages/
Source: Wikimedia.org
Source: Wikimedia.org
Source: Maxpixel.net
11. Taking Effective Phone Messages
Interlude 1
7. Note whether the
message is urgent. This
way, the message
recipient will know how
quickly to respond.
8. Before you hang up,
read the message details
back to the caller, to
make certain that they
are correct.
9. Initial the bottom of
the message. This way, if
clarification is required,
you can be contacted
directly.
10. Once you’ve taken the
message, make sure to put it
some place it is sure to be
found by the recipient. Have a
common location for the pick
up of message or place it in a
location where it will be seen.
Source: http://www.ismckenzie.com/10-tips-for-taking-effective-phone-messages/
Source: Pxhere.com Source: Pxhere.com
Source: Joe
Lanka/Commons.Wikimedia.org
Source: Pedro Logan/Flickr.com
12. How to Note and Deliver the Message to the Recipient
Interlude 2
• Write accurate messages
Once you’ve taken down the message and
ensured what you’ve written is accurate, you
can deliver the message to the recipient. Do this
in the method you’ve already agreed on with
the recipient, whether that’s sending the
message via email, text, and phone call to notify
them of the message, or holding the message
until they return.
• Convey messages properly
Deliver the message written or typed clearly for
the recipient to ensure they can easily decipher
it and return the call later. Source: Alexandra Joe/Maxpixel.net
13. Reported Speech
ESSENTIAL GRAMMAR
We use reported speech when
we want to tell someone
what someone else said.
We usually use a reporting
verb (e.g. say, tell, ask, etc.).
Then, change the tense of
what was said in direct
speech.
Source: Katemangostar/Freepik.com
14. Reported Speech
ESSENTIAL GRAMMAR
1. In reported speech, we may
tell something that is in
progress at the same time or
something that is happening
in the future. In this case, we
do not need to change verb
tenses.
Rule • Direct speech: “Regina is
needed at the conference
room right now.”
Reported later: (to Regina) “Mr.
Malik’s secretary told me
that you are needed at the
conference room right now.”
• Direct speech: “I will be late
for the meeting.”
Reported later: “Miss Francis
said that she will be late for
the meeting.”
15. Reported Speech
ESSENTIAL GRAMMAR
2. We usually report what was
said at a different time, and
so we change the tense to
reflect the time which we are
reporting. We normally “shift
back” one tense.
Rule • Direct speech: “I am not happy
with the result of the
interview.”
Reported later: “The director
said he was not happy with
the result of the interview.”
• Direct speech: “The package
arrived two days ago.”
Reported later: “The security
told me that the package had
arrived two days before.”
16. Reported Speech
ESSENTIAL GRAMMAR
3. In command
Rule
• Direct speech: “Call me as soon
as possible.”
Reported later: “Mr. Smith
wants you to call him as soon
as possible.”
• Direct speech: “Please check
the newly installed printer.”
Reported later: “The
operational manager ordered
you to check the newly
installed printer.”
Note:
• Sometimes the pronoun needs to be changed.
• Other words about place and time may also
need to be changed.