Technical Communication:

Technical communication is a broad field and includes any form of communication that exhibits
one or more of the following characteristics:
o Communicating about technical or specialized topics, such as computer applications,
medical procedures, or environmental regulations.
o Communicating by using technology, such as web pages, help files, or social media sites.
o Providing instructions about how to do something, regardless of how technical the task is
or even if technology is used to create or distribute that communication.
Characteristics of Technical Communication
According to Markel, technical communication has seven major characteristics, and these
are shown below:
o Addresses particular readers
o Helps readers solve problems
o Reflects an organizations goals and culture
o Is produced collaboratively
o Uses design to increase readability
o Consists of words or graphics or both
o Is produced using high tech tools
Objectives of Technical Communication:
Most technical communication addresses one of three main purposes:
o To inform.
o To instruct.
o To persuade.
Distinction Between General & Technical Communication:

Language as a tool of Communication:

Languages are nothing but the communication of one soul to another through written symbols
and sounds. The effective communication is made possible with the help of language.Language
employs a combination of words to communicate ideas in a meaningful way.By changing the
word order in a sentence ,you can change its meaning, and even make it meaningless. Language
is created by people. It does not exist in isolation or outside the minds of people. It is created by
people as they need it. Humans attach meaning to words as they need to and modify these
meanings according to changing needs.

Dimensions of Communication
Dimensions of effective communication include:

1. Content
2. Timing
3. Presentation Style and Structure
4. Selection of Audience / Recipients
5. Choice of Communication Medium

READING AND COMPREHENSION

Importance of Reading Skills

Better reading skills provide greater understanding, analyzing and learning of what is read.
There are several benefits of developing reading skills.

o Develops ability to comprehend concepts and ideas

o Develops critical thinking: The information can be critically analyzed for its quality.
o Improves communication skills: Better reading skills leads to better understanding of
subjects and topics. This leads to better writing, speaking and presentation skills.
o Broadens interests and opportunities: Better reading skills gives exposure to many
sources of information. This helps in identifying interests and gives opportunity to
pursue it.
o Helps in mental development
o Develops vocabulary and Language skills
o Enhances knowledge

Strategies for Developing Reading Skills

Several strategies are adopted to develop reading skills. These strategies help in quick and
effective reading of text content.
1. Preview: Title, headings, section-wise captions can be reviewed to get a general idea of
the content and structure of a reading material. This helps in getting a first overview of
the reading material, which leads to faster grasping of the content.

2. Predict: Prior knowledge of a subject helps in predicting the content structure and main
idea conveyed in the material. Predictions can be based on clues appearing in a text like
pictures, images, illustrations, etc. Prior knowledge is combined with these clues and the
meaning is constructed.

3. Quick Scan: A quick scan of the text before the actual reading can give the general idea
of the text, and confirm the earlier made predictions.
Scanning is often used before reading to:
o evaluate the purpose of text;
o determine the difficulty of text material;
o review its structure;
o activate prior knowledge associated with text;
o filter the most relevant parts of the text.

4. Guess: Context clues can be used to determine the meaning of difficult, new or
unknown meaning. Often meaning of unknown words or text is guessed from the words
accompanying it.

5. Paraphrase: At each section end, rephrasing the read text in simpler way enables better
understanding of the reading material. Difficult sections of text can be rephrased to
bring better understanding.

Speed Reading for Better Reading Skills

Speed reading includes reading methods that increases rate of reading and grasping of the text
content. Following reading methods helps in developing reading skills:
1. Quit subvocalizing: Reading words aloud in mind is called subvocalizing. It is a general
and natural habit to read aloud in mind. But it is evident that subvocalizing slows down
the reading speed.
To break this habit, humming or counting “1, 2, 3, 4” while reading can be tried.
Practicing these techniques can greatly reduce sub vocalizing.

2. Read in blocks: Reading text word-by-word is the most traditional way reading a text.
However, this method is known to reduce reading speed. To read quickly, words can be
grouped at a glance and the meaning of the sentence can be interpreted. Practice
viewing the words in blocks and not letter-by-letter or word-by-word.

3. Use fingers to point to text while reading: Scanning though text using fingers helps in
focusing and maintaining consistent eye motion. Constant eye motion helps in
increasing the speed of reading.

Comprehension Reading

Comprehension Reading is defined as the act of understanding a text.

It is the ability to understand the meaning of a written passage of text. The understanding
comes from the interaction between the words and associated information outside the text.
Comprehension reading requires combination of effective reading skills such as focus, memory,
processing speed, and visualization.

However, there are seven strategies that can be used to develop one’s comprehension reading
skills.

Seven Strategies of Comprehension Reading

1. Make Connections: Prior knowledge or experiences can be used to relate a text to self or
other events/facts. Earlier read books or a piece of information is also helpful in
constructing meaning of a text. Good readers make connection with the read text to self
–knowledge for better understanding. While reading, the readers are reminded of
similar things that they have read previously.
Example: If one comes across reading about a village set up, his/her prior knowledge
will work to create interpretations about lifestyle of a village, and people of village.
2. Generate Questions: Questioning the text before, during and after reading helps to
maintain a consistent focus. And various components of the text are addressed with help
of these basic questions. A question-answer relationship helps in grasping the text
quickly. Self-questioning helps readers to seek answers while reading.

3. Draw Inference: Prior subject/topic knowledge and clues from text helps in predicting
conclusions and creating new interpretations of the text.

4. Determine Importance: A text always contains important key information and some
supporting information. The text should be read keeping in mind the idea to identify the
important information. The relevance of information should be determined while
reading the text.

5. Visualize: Building mental pictures of various components of text like characters, plot,
events and actions helps in quick understanding. The practice of creating mental images
while reading helps in constructing meaning of text.

6. Restore Understanding: Paraphrasing the difficult portions of a text gives a better

understanding. The meaning of the text must be monitored across sections and adjust it
accordingly when there is a breakdown.

7. Synthesize Information: Synthesizing is to gather new information and combine it with

read text to create new insights/ideas. New concepts are often generated on reviewing
the information.
Dimensions of Communication

• 1st Dimension: Verbal Cues

These are phone conversations. We are able to communicate with each other but can
only use verbal and para-verbal cues. (Verbal cues are what words we say, the formality
in which we speak, the organization of our thoughts, etc. Para-verbal cues re how we
sound when we speak such as our speed, what words we emphasize, our volume, etc.)
• 2nd Dimension: Nonverbal Cues
These are video conferences. We are able to communicate with each other and, because
we can see each other, we can use and benefit from the use of non-verbal communication
cues. (Nonverbal cues are how we look when we are communicating with others.)
• 3rd Dimension: Audio Video (One Way Communication)
These are audiovisual conferences with presentation tools added to them. We can see,
hear and interact with the presenter and we can see what he/she is presenting to us such
as a PowerPoint presentation, a graph or visual of some sort, his/her notes on a
whiteboard, etc. The exchange between the individuals is two-way but the information
the speaker is sharing is only one-way.
• 4th Dimension: Audio Video (Two Way Communication)
These are audiovisual conferences with collaboration tools added to them. We can see,
hear and interact with the presenter and we can edit, add, and collaborate with them on a
document, drawing, presentation, notes, etc. Both the exchange between the individuals
and the information they are sharing online is two-way.

Technical Writing
Technical writing is a broad term that encompasses different types of technical documents used
for specific purposes in various fields such as business, science, engineering, industries,
construction, etc. Technical document is written keeping focus on the type of audience being
targeted.
The main aspects of this form of writing are given below:

• Content: Some of the characteristics of a good content are factual information, credible
source, appropriate for readership, useful and understandable information, clear purpose, no
plagiarism, etc.
• Presentation Techniques: A presentation should be concise, logical, without any bias,
containing useful visual aids, specific, interesting, and should have suitable and appropriate font.
• Language Skills: Language skills includes no grammatical or punctuation errors, no
misspelling, no jargon or acronyms, hierarchical headings, active voice sentences, etc.

Types of Technical Writing

Reports
Reports : Reports are made at all levels from students to business people, for various purposes.
Perfect format and layout are very important factors in a report, as it contains the complete
information of any project. Wide knowledge pertaining to the subject of the report is absolutely
necessary for any author. It requires intense research and data analysis. Some types of reports
are:

• Business and sales reports

• Academic project reports
• Case study reports

Presentation
The presentation model depends upon the intended audience, whether they are internal audience
or external audience. A presentation can be made using equipment and graphical aids such as flip
charts, tables, transparencies, bar graphs, slides, multimedia objects, pie charts, dry erase boards,
line drawings, handouts, physical objects, etc. the basic requirements in a good presentation
document is:

• The information in the slides should be crisp and uncluttered.

• The font type and font size should be readable.
• Each slide should have a heading or title, if necessary.
• If images or clip arts are used in the presentation, it should be placed in the right corner,
preferably in the lower right corner.
• Advancing the slides should be done manually to avoid time elapsing problems.

User Manual
The user manuals are the set of instructions or explanations written to help the reader,
understand some software application or any system. The important criteria of a properly
written user manual is simple language, because it is mostly targeted for non-technical
people. Mainly, to understand the troubleshooting techniques, people refer to the user
manual. So, the writer should cover all the minute details of the product and the
troubleshooting tricks. The difficult terms should be well explained and made easy. The
one important chapter in the user manual is Frequently Asked Questions (FAQ).

Executive Summaries
Executive summary is an important communication tool used by academicians and
business people. Executive summaries are basically documents that contains the
summary of reports, so that the reader is acquainted with the required knowledge, without
reading the large body of the report. Executive summary documents, are widely used in
management sectors like sales & marketing, accounts & finance, etc. Executive summary
documents mostly contains the summary of the problems of the service or the product.
The typical structure of an executive summary should be 10% of the report from which it
is derived. Concise analysis of the report is made and final conclusions are drawn from it.
A good executive summary should be presented in the order given below:

o Subject Information
o Method of analysis
o Inference or findings
o Conclusion or problem solution
o Recommendations and justification
o Limitations of the report

Abstracts
Abstracts are basically, a concise and brief guide of a report that summarizes the whole report,
which is mainly addressed to technical readers. There are two important types of abstracts. They
are:

o Descriptive Abstract: Descriptive abstract is also called topical, table-of-contents abstract

and indicative abstract. This type of abstract lists the topics or chapters that are covered in the
reports.
o Informative Abstract: This type of abstract summarizes the important information in the
report, which includes results, recommendation and conclusions.

Spec Sheets
• Spec sheet is an information sheet that, illustrates the construction and manufacturing
process. Spec sheet documents are widely used especially in mechanical, instrumentation,
architecture, production and manufacturing industries. The spec sheets are mainly
targeting to the contractors, who will analyze the information and the package which
includes all the required schematics and they would estimate the scope and expertise
required for the completion of the project. After studying the spec sheet data, bid sheet
will be prepared.
Proposals
• The proposals are persuasive documents that are made to provide solutions,
recommendations and needs regarding to the problems concerning a product or service. It
is a narrative work that is made to bring out successful sales experience. The good
proposal should be made in such a way that, it should be "as easy as possible to digest".
Many business people say that, writing a proposal is an art and it should be persuasive
and rational as well. The proposals can be formal or informal.
Employment Documents
Employment document is mainly referred to as resumes, follow-up letter, resignation
letter. The employment documents are prepared from the employer's perspective. Follow-
up letter is written by a candidate, to thank the employer for the conducted interview and
to express his continuing interests in the job. Resignation letter is a professional courtesy
letter to inform the current employer, that you are resigning from your job and the
reasons for your resignation. Resume is another employment document produced by a
candidate, who is seeking for a new job.
The essential requirements of a well prepared resume are:

o Basic Information: It is mainly divided into three parts identification, educational

qualifications and work experience.
o Optional Headings: It may include accomplishments or achievements, extracurricular
activities, awards, career objective, etc.
Technical Writing
A sentence is a group of words that conveys some meaning that has a definite structure. A
sentence expresses a single and complete thought.

A sentence is made up of two parts:

Subject: It is the part of sentence that refers or says about something or someone. It contains
noun and or pronoun.

Predicate: It is the remaining part of the sentence that says something about the subject and
includes verbs, object, complement and other elements.

A sentence may also include:

Phrase: It is a small group of words without predicate that makes sense but doesn’t give
complete meaning.

Clause: It is a distinct part of a sentence that has subject and predicate and it gives a complete
meaning. It is of two type viz. main clause and subordinate clause.

Types of Sentences: Based on the way clauses are combined sentences are classified as:

1. Simple Sentence: It is made up of only one clause i.e. main clause. Wisdom is the gift of
heaven.

2. Compound Sentence: It is made up of two or more main clauses which are coordinate
clauses. Gold is an expensive metal but many people still spend money in buying gold.

3. Complex Sentence: It is made up of one main clause and one or more subordinate
clauses. Although I wished to participate in the event, I could not leave my home.

Requisites or Salient Features of Sentence Construction

i) Avoid odd sentence structure i. e. right ordering of words and proper emphasis.

ii) Choose appropriate words

iii) Avoid circuitous expressions.

iv) Emphasize on short sentences by breaking the sentence and economizing words usage.

v) Avoid needless repetition.

Paragraph Development
A paragraph is a group of sentence organized around a central topic.
Requisites of a good paragraph are: unity, coherence and emphasis.
1. Unity: It means a paragraph should be centred around a main idea. The sentence which
states the main theme of the paragraph is known as topic sentence and other
supporting sentences are built around the topic sentence. Methods for ensuring unity
are:
i) Inductive Order: In this order sentences are arranged from particular statements
to general statements. A paragraph begins with a particular information and
concludes with a topic sentence. Conclusion is obtained using some logical
arguments. Ravi dies, Mohan dies, they are all human beings. Therefore we can
say that human beings are mortal .
ii) Deductive Order: In deductive order paragraph starts with a general conclusion
i. e. is a topic sentence and then other supporting specific statements are given
to prove that conclusion. Human beings are mortal. Since, Ravi dies, Mohan dies,
they are all human beings.
iii) Rhetoric Order / Question to Answer Order: In this a paragraph begins with a
question and the attempt is made to provide answers to that question. It is an
attempt to emphasize a point or purpose.
iv) Time Order: In this ideas are presented in a chronological order.
v) Comparison and Contrast: This order is used when two or more things are
compared or contrasted.
2. Coherence: This ensures consistency of speech, thought, ideas and reasoning to
enhance clarity and ease of the paragraph. Following elements are used to attain
coherence:
i) Use of Pronouns
ii) Paraphrasing
iii) Use of synonyms
iv) Use of connectives like and, or, but, if , then, therefore, finally etc.
3. Emphasis: To place emphasis on the topic use of prominent facts and ideas are adopted.
Emphasis is attained through:
i) Emphasis by position: Generally beginning and ending statements are more apt
for emphasis than in the middle of the paragraph.
ii) Space and Emphasis: The more you say about a topic or something the more
you emphasis.
iii) Sentence Structure and Emphasis: Important points or ideas should be in simple and
short sentences. Sometimes use of synonyms can also be used to emphasize certain
point.
iv) Mechanical Means to Emphasize: Use of underscore, boldface, italics, special fonts,
drawings, symbols etc are used to emphasize certain ideas.

Technical Writing Style

1. Use the opening page to present the essential information.
2. Write your headings using strong verbs and specific nouns.
3. Match your content to the knowledge of your audience. You may assume
that everybodyunderstands common terms but you may need to explain more
complex terms.
4. Keep information specific rather than general.
5. Write in plain English. You have to control sentence length, use active verbs, cut
down on unnecessary jargon, and make your writing specific and tight. For example:
6. Use active verbs rather than passive verbs. Active verbs make your writing
simpler, less awkward, clearer and more precise.
7. Edit wordy phrases. Unnecessary words and phrases obscure meaning. You have
to make every word count in technical documents.
8. Use simple words rather than complex ones.
9. Keep technical terms to a minimum.
10. Use examples and illustrations and analogies to explain difficult information
or new ideas.
13. Use diagrams, flowcharts and graphs. A good diagram, flowchart or graph
can present information very quickly.

Levels of Communication
1. Extrapersonal Communication: It is a communication between human beings and non-
human entities. E.g. communication between a person and his pet dog or parrot. This
requires a very high level of coordination between the sender and the receiver because
one off them responds in a sign language only.
2. Intrapersonal Communication: It takes place within an individual. In this case the
relevant organ is the sender and the brain is receiver. This type of communication
pertains to thinking which is the basis of information processing. Self motivation, self-
determination take place at the intrapersonal level.
3. Interpersonal Communication: This communication takes place between two or more
persons. It can be formal and informal. Non-verbal communication plays a major role
when the participants are in proximity to one another.
4. Organizational Communication: This communication takes place within an organization
at different hierarchal levels. With proper networking system , communication in an
organization is made possible. It can further be classified as:
i) Internal Operational: It means all communication that occurs in the process of
operations within an organization.
ii) Extra-operational: It means work related communication that an organization
has with people outside organization.
iii) Personal: All communication in an organization other than for business or official
purposes is called personal communication.
5. Mass Communication: Mass communication is meant for large audiences and require a
medium to transmit information such as journals, magazine, television, newspaper,
books, microphones, amplifiers etc. The audience or receivers are heterogeneous and
anonymous hence impersonal approach is adopted.

Flow of Communication
Formal communication in an organization follows the organizational hierarchy , hence
accordingly flow of communication is classified as- vertical, horizontal / lateral and diagonal
communication.

1. Vertical Communication: Vertical communication consists of communication up and

down the organization’s chain of command. It is further classified as:
i) Downward Communication: This type of communication flows from a manager
down the chain of command towards his subordinates. It is used to convey
routine information, new policies or procedures, seek clarification, asking for
reports, giving instructions etc and can take any of the forms like – emails,
memos, notices, verbal communication etc.
ii) Upward Communication: This type of communication flows from a subordinate
up the chain of command towards his manager / superior. It is used to convey
routine information, feedback on the new policies or procedures, seek
clarification, sending reports, complaints, expalanations etc and can take any of
the forms like – emails, statistical analyses, review reports, applications, verbal
communication etc.
2. Horizontal / Lateral Communication: This communication takes place among peer
groups or hierarchically equivalent employees to seek information, bridge
communication gap among various departments, to seek coordination.
3. Diagonal Communication: This communication flows in all directions and cuts across
the various functions and levels in an organization.

Barriers to Communication
Communication is effective only if it creates the desired impact on the receiver. Barrier to
communication is any interference in the message sent or received. It can be classified as:

1. Physical Barriers / Environmental: It includes interference pertaining to distance, noise

or channel used in the communication process.

i) Faulty Organizational Struture: Too large or too cramped office area.

ii) Noise: It refers to any unplanned interference in the communication environment,

which affects the transmission of the message. It includes channel physical noise
such as outside disturbances, psychological noise such as inattentiveness, written
noise such as illegible handwriting, visual noise such as late arrival of any member
causing distraction etc.

iii) Mechanical Barriers: It includes interferences due to faulty telephone lines, different
time zones, work overload etc.

2. Semantic Barriers: Semantic barriers are related to errors in the message itself and
pertain to errors in sending and receiving the message. It includes misinterpretation of
words, ambiguity, use of technical language that the receiver is not aware of, use of the
language the receiver is not aware of etc.

3. Organizational Barriers: Interferences arising due to faulty organizational hierarchy,

policies, culture, ambiguous rules and regulations, fear of superiors, use of
inappropriate media are termed as Organizational barriers.
4. Socio-Psychological Barriers: Person’s attitude, perception, his state of mind, his social
strata, emotions and feeling also affects the communication process. These factors are
called socio-psychological barriers.
Technical Reports:

The word is derived from the Latin ‘reportaire’ that means to bring back. A report is a piece
of factual writing based on evidence, containing organized information on a particular topic.
It is major from of technical or business communication. A report is basic management tool used
in decision making.

Importance of Reports:

1. A report is the only tangible and scientific product of a professional.

2. Reports enable decision making and problem solving in organization.

3. Reports help the authorities in planning new ventures and in evaluating resources.

4. Reports are an important means of spreading information both within and outside the
organization.

5. Reports serve as a measure of the growth, progress and success of an organization.

6. Reports serve as a valuable repository of information.

7. Reports reveal gap in thinking.

Objectives of a Report:

1. Present a record of accomplished work (Project report).

2. Record an experiment.

3. Record research findings and technical specifications.

4. Document schedules, time tables and milestones.

5. Document the current status.

6. Record and clarify the complex information for future reference.

7. Present information to a large number of people such as in annual report.

8. Recommend actions that can be considered in problem solving.

Characteristics of a Report:
1. A good report a precision that gives unity and coherence.

2. The report should be factual and very detailed.

3. The facts presented in a report should be relevant to the purpose.

4. A good report is always reader oriented.

5. I recommendations are made at the end of a report, they should be impartial and
objective.

6. A good report must be written in simple and unambiguous language.

7. A good report should be clear in its content and purpose.

8. A report should be brief.

9. A report should be in the prescribed format.

10. A single report should deal with one main topic and all sections of the report should focus
on that topic.

Categories of Reports:

1. Informative Reports: An informative report entails provision of details and facts

pertaining to the problem. In this report introduction is followed by a presentation of
information or facts and a conclusion. Recommendations do not arise in this type of
report. The main purpose is to present the information in an objective, factual and
organized manner.

2. Analytical Reports: It is also known as interpretative or investigative report. This type

of report analyses the facts, draws conclusions and makes recommendations. Following
steps are observed:

Drafting problem statement, evolving criteria, suggesting alternatives and evaluation,

drawing conclusions and making recommendations.

3. Periodic and Special Reports: Periodic reports are presented at regular and prescribed
intervals in the usual course of business. They are also called routine reports. The interval
can be annual, semi-annual, quarterly, monthly, fortnightly, weekly or even daily.

Special reports are related to a single occasion or situation. They deal with non-recurring
problems.

4. Oral and Written reports: Reports can be oral or written depending on the mode of
presentation. An oral report is simple and easy to present. It may communicate an
impression or an observation. Written reports on the other hand are always preferred as it
can be edited, reviewed, stored and retrieved. Audience can use it at its own pace. These
reports are more accurate and precise.

5. Long and Short Reports: These reports are classified on the basis of length. Short
reports are precise, concise and not very elaborative. It usually begins with an
introduction, followed b the information and then recommendations. E.g. Memo and
letter reports.

Long reports are very elaborative and consist of abundant of information. It is usually
made after intense research and data collection. These reports can further be classified as
informative, analytical and recommendatory reports.

6. Formal and Informal Reports: A formal report is the result of proper survey and
investigation and is presented the prescribed format. It is prepared as the the requirement
of the organization. The language is also very formal.

An informal report is usually transmitted from person to person, there is no set format
and is targeted to only few persons e.g memo report.

7. Individual and Group reports: On the basis of the target audience a report can be
classified as individual and group reports.

Report Writing Format

Here are the main sections of the standard report writing format:

• Title Section – This includes the name of the author(s) and the date of report
preparation.

• Summary – There needs to be a summary of the major points, conclusions, and

recommendations. It needs to be short as it is a general overview of the report. Some
people will read the summary and only skim the report, so make sure you include all the
relevant information. It would be best to write this last so you will include everything,
even the points that might be added at the last minute.

• Introduction – The first page of the report needs to have an introduction. You will
explain the problem and show the reader why the report is being made. You need to give
a definition of terms if you did not include these in the title section, and explain how the
details of the report are arranged.
• Body – This is the main section of the report. There needs to be several sections, with
each having a subtitle. Information is usually arranged in order of importance with the
most important information coming first.

• Conclusion – This is where everything comes together. Keep this section free of jargon
as most people will read the Summary and Conclusion.

• Recommendations – This is what needs to be done. In plain English, explain your

recommendations, putting them in order of priority.

• Appendices – This includes information that the experts in the field will read. It has all
the technical details that support your conclusions.

Steps in Writing a Report

1. Analyse the problem.

2. Determine the scope of the report.

3. Consider the audience or the reader.

4. Gather information.

5. Analsye the information.

6. Prepare the report according to the prescribed format.

Thesis and Project Writing:

Thesis is an analytical report presented in pursuance of an academic degree and is based on

scientific research and research findings.

I. Thesis/Project Structure

Title Page

Title (including subtitle), author, institution, department, date of delivery, research mentor(s) and
advisor, their institutions and email addresses

Abstract

• A good abstract explains in one line why the paper is important. It then goes on to give a
summary of your major results, preferably couched in numbers with error limits. The
final sentences explain the major implications of your work. A good abstract is concise,
readable, and quantitative.
• Length should be ~ 1-2 paragraphs, approx. 400 words.
• Abstracts generally do not have citations.
• Information in title should not be repeated.
• Be explicit.
• Use numbers where appropriate.
• Answers to these questions should be found in the abstract:
1. What did you do?
2. Why did you do it? What question were you trying to answer?
3. How did you do it? State methods.
4. What did you learn? State major results.
5. Why does it matter? Point out at least one significant implication.

Table of Contents

• List all headings and subheadings with page numbers

• Indent subheadings

List of Figures

List page numbers of all figures.

The list should include a short title for each figure but not the whole caption.

List of Tables

List page numbers of all tables.

The list should include a short title for each table but not the whole caption.

Introduction

This is a statement of something sufficiently interesting to motivate your reader to read the rest
of the paper, it is an important/interesting scientific problem that your paper either solves or
addresses. Draw the reader in and make them want to read the rest of the paper.

The next paragraphs in the introduction should cite previous research in this area. It should cite
those who had the idea or ideas first, and should also cite those who have done the most recent
and relevant work. Explain why more work was necessary .
Literature Review:

A literature review is a scholarly paper, which includes the current knowledge including
substantive findings, as well as theoretical and methodological contributions to a particular
topic. Its basic goal is to critically discuss the most relevant facts and previous findings as a part
of your theoretical framework.

Methods

It includes:

1. Information to allow the reader to assess the believability of your results.

2. Information needed by another researcher to replicate your experiment.
3. Description of your materials, procedure, theory.
4. Calculations, technique, procedure, equipment, and calibration plots.
5. Limitations, assumptions, and range of validity.
6. Description of your analytical methods, including reference to any specialized statistical
software.

Results

• The results are actual statements of observations, including statistics, tables and graphs.
• Indicate information on range of variation.
• Mention negative results as well as positive. Do not interpret results - save that for the
discussion.
• Lay out the case as for a jury. Present sufficient details so that others can draw their own
inferences and construct their own explanations.
• Use S.I. units (m, s, kg, W, etc.) throughout the thesis.
• Break up your results into logical segments by using subheadings
• Key results should be stated in clear sentences at the beginning of paragraphs.

Discussion

Start with a few sentences that summarize the most important results. The discussion section
should be a brief essay in itself, answering the following questions: What are the major patterns
in the observations? (Refer to spatial and temporal variations.)

1. What are the relationships, trends and generalizations among the results?
2. What are the exceptions to these patterns or generalizations?
3. What are the likely causes (mechanisms) underlying these patterns resulting predictions?
4. Is there agreement or disagreement with previous work?
5. Interpret results in terms of background laid out in the introduction - what is the
relationship of the present results to the original question?
6. What is the implication of the present results for other unanswered questions in earth
sciences, ecology, environmental policy, etc....?
7. Include the evidence or line of reasoning supporting each interpretation.
8. What is the significance of the present results: why should we care?

Conclusions

This section includes:

• What is the strongest and most important statement that can be made the observations?
• Referring to the problem posed, and description of the conclusions from carrying out
this investigation, summarizing new observations, new interpretations, and new insights
that have resulted from the present work.
• Includes the broader implications of the results.

Recommendations

This section includes:

• Remedial action to solve the problem.

• Further research to fill in gaps in our understanding.
• Directions for future investigations on this or related topics.

Acknowledgments

This section includes :

Advisor(s) and anyone who has helped :

1. technically (including materials, supplies)

2. intellectually (assistance, advice)
3. financially (for example, departmental support, travel grants)
References

• cite all ideas, concepts, text, data that are not your own
• all references cited in the text must be listed
• cite single-author references by the surname of the author (followed by date of the
publication in parenthesis)
• cite double-author references by the surnames of both authors (followed by date of the
publication in parenthesis)
• cite more than double-author references by the surname of the first author followed by et
al. and then the date of the publication.

Appendices

• Include all your data in the appendix.

• Reference data/materials not easily available (theses are used as a resource by the
department and other students).
• Tables (where more than 1-2 pages).
• Calculations (where more than 1-2 pages).
• Note: Figures and tables, including captions, should be embedded in the text and not in
an appendix, unless they are more than 1-2 pages and are not critical to your argument.

Importance of Thesis/Project Writing:

Academic writings are an essential part of any learning process to evaluate the level of
understanding and involvement of every student into the certain subject. Preparing any academic
paper is the perfect way to refresh subject’s knowledge and make sure that students are able
operating with this data, conduct scientific researches and make an analysis.

Importance of Thesis writing:

It helps to:

• Form arguments. Ability to professionally organize a discussion indicates proficiency in a

chosen subject and capability to create a logically constructed paper.

• Improve writing skills that are always in great demand not only for making impeccable
academic tasks but may be needed to communicate with colleagues and employers via
email in future;
• Improve logical thinking. Writing an essay is a great way to improve logical thinking
skills and the student will master his ability to convey his message successfully in written
or oral form.

Features of Good Thesis/Project Writing:

• The title of the paper should be clear and simple and reflect the main idea of the work. It
should be understandable to every reader;

• The next part is abstract that must be short and free of unnecessary details that can
distract attention and confuse readers. Its main assignment to grab attention and evoke
curiosity;

• Introductory part describes the main idea of the work and explains the reason of choosing
this topic and its significance;

• Time is of great importance plan the actions in advance and leave few days for
proofreading and editing;

• Take good care about the references – look through latest scientific articles and read
latest magazines’ issues.

• Be aware of plagiarism and use own words. Don’t forget to cite the information that is
borrowed from any used source;

• Pay attention to the writing style, grammar and before submitting make sure there are no
typos or any other mistakes.
Synopsis:
A synopsis is a short, systematic outline of the proposed thesis, made in preparation
for the first meeting with the supervisor. It serves to ensure that the supervisor gets a
clear picture of the proposed project and allows him or her to spot whether there are
gaps or things that have not been taken into account.

Format of Synopsis
1. Title
2. Abstract
3. Introduction
4. Problem analysis/literature review*
5. Objectives
6. Hypotheses
7. Limitations
8. Methodology and methods*
9. Results
10. Discussion
11. Conclusion
12. References
13. Appendices

Title
This should be brief and self-explanatory. It should relate directly to the main objective of the
proposed research.

Abstract
The abstract should briefly state the problem, the main objective(s), the
theories/conceptual framework used (if relevant), and the method(s). The abstract alone
should give the reader a clear idea about the research in no more than 150 words.

Introduction
Here one should introduce the main problem, set it into context and introduce the particular niche
within the main subject area that you will work with.

Problem analysis/Literature review

In this section details regarding the research problem is presented. It includes
documentation of the existence of the problem, how it is manifested, who it affects and
involves, what roles and interests the involved actors have, the historical background to
the problem (including what has lead to the actual situation), and the problem’s complexity etc.
The problem analysis is based on a critical review of scientific literature: the theories
typically used to frame research on the subject area, knowledge available and research
methods used with what degree of success.
Objectives
These should be identified on the basis of the problem analysis. The objectives should focus on
concepts and problems mentioned in the problem analysis. Each research proposal should
contain one overall objective describing the general contribution that the research project makes
to the subject area.

Hypotheses
These are predictions of the outcomes from the study. It is useful at the outset to specify
the hypotheses in terms of the assumed relations between variables so as to clarify the
position and pre-understanding of the researcher.

Limitations
To demonstrate a good overview of the general subject area it should be specified what aspects
will not be addressed and how this will limit conclusions. Methodological limitations can be put
in the methods section.

Methodology and methods

A research project follows an overall methodology to make conclusions in relation to the
overall objective.

Results
This section presents the analysed data, preferably in tables and charts.

Discussion
Here it is discussed what the results mean in relation to the objectives.

Conclusion
Here one start by clearly stating the main finding of the research. Then go on to outline the
implications of the findings. How important is the contribution to the understanding that is
currently held on the subject area and niche? What future studies could be recommended

References
The purpose of a reference list is that the reader should be able to find the references
used. Therefore, be sure to write the full reference in the reference list, including author,
publication year, title, title of journal/series, volume of journal/series contribution, publisher
(omitted for journal), location (omitted for journal), page numbers.

Features of Synopsis: It must contain

1. Background:
Set the stage by addressing the scientific background: How will the proposed research
contribute to the existing body of knowledge?
o Rationale – Synopsis should address the gaps/problems/issues observed as part of the
background section and thus present the argument/justification for completing the study
– as described in the lesson of the same name.
o Problem formulation – It includes the problem aimed to address in the thesis.
o Overall and specific objectives – It includes the actions to be taken in order to address
the problem.

2. Method outline:
It mentions what type of study is best suited to support the actions stated in the specific
objectives? What kind of data (qualitative, quantitative) will the study require? What is
the geographical study area and who is the target group(s)? Etc.

3. References:
It includes a short list of the major references on which the rationale is based. Make sure
that the in-text citations and reference list are completed correctly, both in support of the
subsequent work, but also to demonstrate a serious, scientific and methodical approach to
the work.

7 Cs of Effective Business Writing: The 7 C’s of Communication is a checklist

that helps to improve the professional communication skills and increases the chance that the
message will be understood in exactly the same way as it was intended.
1. CLARITY:

The message should be clear and easily understandable to the recipient. The purpose of the
communication should be clear to sender then only the receiver will be sure about it. The
message should emphasize on a single goal at a time and shall not cover several ideas in a single
sentence. To ensure clarity following points must be followed:

• Pick out the brief, acquainted and also effortless words and phrases.
• Pick out conversational words and phrases rather then poetic types.
• Construct successful paragraphs and also grammatical construction.
• Supply illustrations, cases along with visual supports while appealing.
• Stay away from techie words and phrases and also jargons.

2. COMPLETENESS

• The message should be complete, i.e. it must include all the relevant information as
required by the intended audience. The complete information gives answers to all the
questions of the receivers and helps in better decision-making by the recipient.

3. CONCISENESS

The message should be precise and to the point. The sender should avoid the lengthy sentences
and try to convey the subject matter in the least possible words. The short and brief message is
more comprehensive and helps in retaining the receiver’s attention. Suggestions to obtain
conciseness:

• Remove wordy expression.

• Include merely relevant information.
• Stay away from unwanted duplication.
• Arrange communication well.

4. CONCRETENESS

The communication should be concrete, which means the message should be clear and
particularly such that no room for misinterpretation is left. All the facts and figures should be
clearly mentioned in a message so as to substantiate to whatever the sender is saying. Guidelines
to achieve concreteness are:

• Employ distinct information and stats.

• Employ verbs that indicate steps.
• Pick out vivid, image-building words.

5. COURTESY

It implies that the sender must take into consideration both the feelings and viewpoints of the
receiver such that the message is positive and focused at the audience. The message should not
be biased and must include the terms that show respect for the recipient. Consider the following
points to ensure courtesy:

• Be genuine, tactful, innovative and appreciative.

• Steering clear of expressions that aggravate or even hurt the actual device.
• Responding quickly.
• Looking for apology best regards for virtually any omission.
• Thank generously for any preference.

6. CORRECTNESS

The message should be correct, i.e. a correct language should be used, and the sender must
ensure that there is no grammatical and spelling mistakes. Also, the message should be exact and
well-timed. The correct messages have a greater impact on the receiver and at the same time, the
morale of the sender increases with the accurate message.

7. Consideration: The sender must take into consideration the receiver’s opinions,
knowledge, mindset, background, etc. in order to have an effective communication. In order to
communicate, the sender must relate to the target recipient and be involved.

Expert Technical Lecture: A lecture is an oral presentation intended to present

information or teach people about a particular subject, for example by a university or college
teacher. Lectures are used to convey critical information, history, background, theories, and
equations.

Steps for Delivering an Effective and Technical Lecture

Step 1: Know Your Key Message / Theme Clarity

First and foremost, one should think over the overall message of the lecture.

a) Consider at least 3 main points you want the learner to gain and remember on completion
of the lecture.

b) Think about the audience who will be present for your message and how to deliver your
ideas clearly and effectively.
c) Be aware of the knowledge base of your listeners and gauge how much initial
background information is needed; conversely, if the audience is familiar with the
material, excessive introductory material may be unnecessary and cause inattentiveness.

d) Simplicity, both within the inherent message itself and the content and layout, can
ameliorate the transmission of data regardless of the audience. Convoluted figures
should be avoided and key points should be highlighted.

Step 2: Prepare
Preparation is of utmost importance. Reading over the notes several times prior to the
presentation is vital. Ease of subject matter also helps you, as the presenter, to rely less on
verbatim reading of the slides and allows you to interact more with your audience. It is important
to be familiar with the order of your notes/ presentation as well as the phrases and figures
provided. Flipping back and forth through slides can be distracting to the audience and can make
the order of your presentation seem incongruous, presenting as a hastily constructed lecture. If
you are prepared, you can engage your audience and provide additional information that is not on
the slides to maintain interest. Rehearsal helps give you the freedom to confidently and proudly
present your subject material.

Step 3: Be Animated
a) Radiate the confidence you gained from being prepared with the ability to engage in eye
contact and gestures as needed to convey your point.

b) Regularly shift your focus around the room to attempt to involve as many people as
possible in your talk.

c) During your presentation, you also can ask rhetorical questions that you can then answer
to keep the group engaged.

d) Be aware of the volume and pace of your voice. During key points, you may want to
slightly raise your voice and slow your pace for emphasis.

Step 4: Summarize
Lastly, conclude the presentation with at least 3 memorable points. What was the point of the
presentation? What message do you want your audience to take with them and apply to clinical care?
Reiterating the key points through repetition is crucial for long-term memory. Leave the audience with
additional thoughts for exploration and subsequent discussion.
Technical Proposal

Technical Proposal:

Definition: - A proposal is a special type of analytical report designed to get products, plans, or
projects accepted by other. A is a writing offer to undertake a project for designing, creating
something new or for changing or modifying an existing procedure, method, system or structure
within a specified period of time.

Significance of proposal:-

• A proposal is a persuasive presentation for the conditions of a something: a merger, a bid

for an account, a research grant, and so on.
• Proposals serve to improve the existing working conditions of an organization.
• Proposal can be made internally from one department to another.
• Good proposals help the organization to win financial returns.
• Proposal relating to research activities play a very significant role in the progress of an
individual or organization.

Kinds/Types of proposal:-

Various levels are applied to various type of proposals. Some the main types are mentioned
below:
1. Business Proposal: proposal dealing with any aspect of business, trade and commerce
are known as business proposals.
2. Research Proposal: proposal, concerned with a project requiring scientific enquiry or
systematic investigation, are known as proposals.
3. Technical Proposal: proposal relating to the technical knowledge and skill are known as
technical proposal.
The business proposals, the research proposals and the technical proposal may further be
classified into two broad categories, mentioned below:
• External proposal: A proposal written by a firm in order to win contracts for work is
known as the external proposal.
• Internal Proposal: The writer prepares an internal proposal with a motive to convince
the person or group in authority to allow him to implement his ideas. Internal proposal
are, thus , submitted within a company.
1. Solicited proposal: when a proposal is prepared in response to an invitation from a firm
or some government or non-government organization , it is known as the solicited
proposal. In such forms of proposals, the proposer receiver a form from the firm inviting
the proposals.
2. Unsolicited proposal: sometimes a person prepares a proposal about a problem. The
type of proposal developed by individual, without being asked or without external
encouragement.
Characteristics of a Good Proposal:
1. A good proposal contains information which at once grips the attention of the person to
whom proposal has been sent. It should specify the scope.
2. The subject or the theme of good proposal should be so worthwhile that it would rouse to
interest of the person concerned who would consider the proposal indispensable.
3. The proposal highlights the benefit and advantages of the proposal which generates a
desire to accept the proposal immediately.
4. Finally, a good proposal convinces the man concerned and he is provoked to take action.

Structure/Parts/Format of Proposal:-

Generally, all good proposal have four important parts:

1. Front Matter
2. The Technical Section
3. The Managerial and
4. The Financial section
1) Front Matter
• Cover page/Title page: The title page of proposal includes the title of proposal, the
name of one who is summated proposal and also the name of the individual or of the
company to whom the
Proposal is submitted.
• Table of Contents: In this prefatory part of the proposal, table of contents should be
given. List of table and figures should be clearly listed.
• Executive Summary or Abstract: To provide a preview of the proposal, a brief
summary of a proposal should be prepared. In brief, it will mention the objectives,
procedures and the outcome of the proposal.

2) The Technical section

• Statement of problem: there should be the problem statement specifying what it intends
to do. Moreover, it would explain the source of the problem and also the possible
solution, and benefits that will come from the proposal in hand.
• Purpose: The purpose of proposal should be clearly mentioned. According to Lesikar
and Flatly an appropriate beginning is a statement of the writer’s purpose to present
proposal and reader’s need.
• Technical Plan: This section tries to answer the following questions:
 What is the solution of the problem?
 Can this solution be implemented?
 Should the solution be implemented?
 What are the limitations or restrictions over which the proposer has control?

3) The Managerial Section

The managerial section describes the project term or the personnel who will work directly on the
project. The information is relating to several issues like:
• His educational qualifications
• His professional achievements
• His experience in that specified area
• Any other relevant information.

4) The Financial Section

it includes a chart of anticipated expenditure. It is mandatory to all sort of proposals. It provides

a detailed account of the amount for several times as equipment, lab testing, salaries of personnel
or project team, office contingencies and infrastructural facilities like building, water, electricity,
machines and so on.

Seminar & Conference Paper Writing:

Seminar: A seminar is a form of academic instruction, either at an academic institution or

offered by a commercial or professional organization. It has the function of bringing together
small groups for recurring meetings, focusing each time on some particular subject, in which
everyone present is requested to participate.

Conference: A conference is a meeting of persons to discuss and analyse a topic or issue and
also for the problem solving of the issue at hand.

How to Write a Good Seminar/Conference Paper Presentation:

1. Pick a good topic.
2. Know your audience.
3. Begin with a title slide and show a brief outline or list of topics to be covered.
4. Introduce your topic well.
5. Select an appropriate methodology.
6. Effective data presentation is the heart of a successful talk.
7. Always give a synthesis or conclusion.
8. Answer questions thoroughly and thoughtfully.
A conference/seminar paper is often both a written document and an oral presentation. You may
be asked to submit a copy of your paper to a commentator before you present at the conference.
Thus, your paper should follow the conventions for academic papers and oral presentations.

Preparing to Write a Conference/Seminar Paper:

1. Determine the structure and style.
2. Consider the conventions of the conference and the structure of your
session
3. Analyze your audience. Take a look at our handout on audience.
Anticipating the needs of your listeners will help you write a conference
paper that connects your specific research to their broader concerns in a
compelling way.

Writing a Good Conference Paper:

Following points must be considered while writing a good conference paper:

1. The language must be simple and understandable.

2. Consider the knowledge of the audience where the conference paper should be presented.
3. The paper must include the key issues to the interest of the audience.
4. Observe the conventions of the discipline with regard to including citations in the written
paper.
5. Don’t overwhelm or confuse your audience.
6. Check for clarity in the text.
7. Include verbal cues in the text.

Key-Note Speech:

A keynote in public speaking is a talk that establishes a main underlying theme. At political or
industrial conventions and expositions and at academic conferences, the keynote address
or keynote speech is delivered to set the underlying tone and summarize the core message or
most important revelation of the event.

How to Write a Good Key-Note:

1. Determine the purpose of the speech.

2. Identify the interests of your audience.
3. Come up with one to three key points for the speech.
4. Read examples of keynote speeches.
5. Proofread the speech.
6. Revise the speech for clarity and length.
How to deliver an effective Key-Note Speech:
1. Start with an engaging story or an interesting fact.
2. State the purpose of the speech.
3. Use humor to add levity and engage the audience.
4. Repeat key terms and words.
5. Write the speech in your natural tone.
6. Wrap up the speech with a call to action.
7. Summarization: End the speech by compelling the audience to take some kind of action.
The action could be to think about an idea they may not have considered before or to
engage more with certain members of their community. Wrapping up with a call to action
will give the audience a clear takeaway.
Presentations
A presentation is an opportunity to address an important issue with an individual or group of
persons. A technical or business presentation is a forum to influence people towards a desired
action or thought. Technical or Business presentations are persuasive in nature.

Types of Presentations:
According to the purpose presentations are classified as:

1. Informative Presentations: Informative presentations teach , demonstrate or instruct

an audience on some topic or process such as policies and rules. These are also called
‘tell’ presentations.

2. Persuasive Presentations: Persuasive presentations are designed to induse an audience

to accept a belief or action. These are also called ‘sell’ presentations.

3. Motivational Presentations: Motivational presentations are designed to reassure the

audience. These are also called ‘join’ presentations.

On the basis of audience profile presentations can be classified as:

4. Internal Presentations: These presentations are made to internal audience. The

audience consists of the employees or students and can be known or unknown to the
presenter.

5. External Presentations: These presentations are made to external audience. It consists

of prospective clients, vendors or partners and are generally unknown to the presenter.

Based on the time available to prepare, presentations can be categorized as:

6. Impromptu Presentations: These presentations are made without any planning or

preparation.

7. Planned Presentations: The presentations are made with careful planning and
preparation.

Strategy for Good Presentation:

A good presentation has the following building block:

1. Purpose: It is extremely important to decide the purpose or the objective of the

presentation. A well defined purpose presents a direction or a guideline not only to the
speaker but also to the audience. It is action oriented and focused on achieving goal or
aim.

2. Audience Analysis: Before giving presentation it is important to know the audience for
whom the presentation is intended. Audience analysis deals with the following:

a) Demographic characteristics of the audience i.e. age, gender, knowledge level,

experience and cultural background of the audience.

b) Learning profile of the audience needs to be ascertained. It involves the motivation

of the audience attending the presentation.

c) The perception of the audience towards the speaker needs to be considered

whether it is friendly, neutral or hostile.

3. Set The Context: It means understanding the situation or the context in which
presentation has to be delivered.

4. Structure the Content: Following points need to be considered:

a) The topic should be relevant.

b) Arrange the content in logical sequence.

c) Emphasis should be made on the essential issues.

d) Content should not be ambiguous.

e) Content should resonate with the audience.

5. Design: Two essential elements of presentations are:

a) Good power point includes appropriate number of slides and appropriate amount of
time and the content should be readable normally of 30pts.

b) Use of visual aids should be there. Use of graphs, charts, pictures and video should
be made as relevant to the subject or topic.

Preparation of Presentation
Following things need to be done while preparing presentations:

1. Collecting Information: According to the subject and objective of the presentation

relevant information should be collected. Information could be collected from a library,
newspaper, internet, past records, employee or client survey etc.
2. Organizing Information: Once the information is collected it should be organized using
framing and mind mapping according to the central theme of the topic. Information can
also be organized using pyramid principle i.e most important information is placed first
and supporting ideas are expanded.

3. Structure of the Presentation: A well crafted presentation is arranged in logical and

sequential manner. A presentation has mainly three part:

a) The beginning: It is the introduction section. The speaker presents the material to
be covered in the presentation. It gives the audience an indication of what to expect.
It prepares the audience for the presentation.

b) The middle section: It includes the explanation section and includes examples,
illustrations and visual aids that support and enhance the key points of the
presentation.

c) The end section: It includes the conclusion. This section is the summary of the points
discussed in the previous sections and calls for action.

The AIDA Structure of Presentation

AIDA stands for Attention – Interest – Desire – Action model and is mainly used for sales
presentations.

1. Attention: This involves making an attention getting statement including=g

introductions in a group presentation and the agenda.

2. Interest: In this step and interest in the product or service or idea is created based on
solid evidence and experience.

3. Desire: In this step the benefits of the product or service or an idea is elaborated based
on audience’s needs and expectations.

4. Action: The last step calls on the audience to act and makes it easy for them to
communicate.
Delivery of Presentation
A successful delivery of presentation is based on effective opening, sustaining and ending of
the presentation.

1. The Opening: An effective opening consists of the following:

a) Introducing the topic and speaker to the audience.

b) Outlining the reasons as to why the audience should listen to the presentation.

c) Discussing the aims of the presentation.

Successful opening strategies are:

i) Opening with facts and statistics.

ii) Opening with humour to draw the audience attention.

iii) Opening by asking question.

iv) Opening by a quotation

v) Opening by anecdote.

vi) Opening by creating visual impact by showing picture or a video clip.

2. The sustaining: Sustaining is based on the middle section o the presentation that
includes the explanation part of the topic. There are following ways to do this:

a) General to specific approach.

b) Specific to general approach.

c) Chronological technique.

d) Cause and effect method.

e) Comparison and contrast method.

f) Problem and solution method.

3. The Ending: The end or close of the presentation should be planned carefully. Effective
ending leaves a lasting impact on the audience. This section includes the summary of
the previous sections. Speaker must highlight all the key issues. Must call for the action
on the part of audience and may end by a motivational quote.
Modes of Presentation
There are four modes of presentation / delivery:

a) Extemporaneous Mode: In extemporaneous mode a presentation is delivered without

special advance preparation. When speaking extempore we must prepare notes
beforehand and rehearse the presentation.

Advantages:

i) As enough time is available, theme can be presented in best possible structured

way.

ii) Due to thorough preparation speaker is confident and assured.

iii) Adaptation is also possible if need arises.

iv) Delivery sounds natural and spontaneous.

Disadvantages:

i) If preparation is inadequate, presentation can derail.

ii) If relied too much on notes , spontaneity could be lost.

b) Manuscript Mode: In this mode presentation is written out and the speaker is supposed
to read it aloud word by word.

Advantages:

i) It is permanent and accurate record of presentation.

ii) There is no chance of tampering with facts and figures.

iii) The material is organized systematically.

Disadvantages:

i) Due to reading, there is less time for the speaker to make eye contact with the
audience.

ii) There is no interaction with the audience.

iii) Adaptation is difficult, if need arises.

c) Impromptu Mode: In this mode presentation is made informally without preparation.

Advantages:

i) The speaker sounds natural, if he is confident.

ii) Speaker gets the chance to express his thoughts irrespective of what others
think.

iii) There is high level of spontaneity in presentation.

Disadvantages:

i) The presentation is less organized.

ii) Chances of rambling are high id ideas are not appropriate.

iii) There is frequent use of vocalized pauses.

d) Memorization Mode: This mode of delivery calls for memorizing the material to be
presented. This mode stands between extemporaneous and manuscript mode.

Advantages:

i) Since the speaker delivers from memory, he has enough time for eye contact
with the audience.

ii) The speaker can easily move and make best use of non-verbal communication.

iii) High level of interaction with the audience.

Disadvantages:

i) It requires too much time for memorization.

ii) If not rehearsed properly, delivery might fail.

iii) No flexibility and adaptation is possible during the speech.

Overcoming Stage Fear

The symptoms of stage fear are racing hearts, sweating, dry mouth, shaky limbs, blinking eyes,
queasy stomach and loss of memory.

Strategy for reducing Stage Fright:

Strategy in prior to presentation

i) Develop an interest in the topic.

ii) Reserve enough time for preparation.

iii) Anticipate possible questions and prepare the answers accordingly.

iv) Practise the opening statement several times.

v) Rehearse the presentation to make yourself comfortable and confident.

Strategy just before the presentation:

i) Arrive early at the venue and check all the preparations, equipments, facilities etc.

ii) Get to know the audience and interact with them to make yourself comfortable.

iii) Take long breathe have some water.

iv) Walk around to control your anxiety.

v) Concentrate on your ideas.

Strategy when the presentation begins:

i) Feel good about the presentation and wlak upto the dias taking deep breath.

ii) Do not begin in hurry. Look at the audience in friendly way and with a smile.

iii) Take hold of the dais to support yourself.

Method of Presentation:

1. Know the Subject: A right choice must be made while selecting a topic or
subject. Only a subject of which an individual has either thorough knowledge or
expertise must be chosen to speak. This brings confidence in the speaker and
thus helps in attempts of speech articulation.
a) Choose the right subject
b) Research
c) Prepare

2. Eliminate verbal pauses: People often have the habit of using words such as um,
a, like, etc. repeatedly in their speech. However this practice degrades the quality
of speech and often detracts the audience. These verbal pauses hinder the
sentence flow and the meaning of the words is broken and lost.

3. Use Voice Modulation: Voice Modulation is using pace, pitch, pausing, volume,
and emphasis, which gives the voice/speech mood and meaning.

Following techniques are used to create right modulation in a speech:

a) Control the speech pace
b) Use a comfortable pitch of voice.
c) Give regular pauses.
d) Speak with power
4. Think before you speak: This helps to eliminate the verbal pauses and may
prevent you from saying something that does not make sense. It is essential that
the speaker has a clear perspective of the speech. A very good idea to think while
speaking is use of non-verbal pauses, which has more than one advantages.
5. Enhance vocabulary: Sentences can be made more interesting by using variety of
words. This also adds colour to the sentences and thus entire speech. However,
expanding vocabulary is not a day’s task, it requires lot of reading aids to add
new words and remember them.

6. Use real words: Slang or colloquial language should be completely avoided. It is

a common practice to use the day-today used regular words in public speaking
forum.

7. Command over Grammar: Some of the basic words like I, me, him, his, he, no,
not are sometimes used incorrectly. These words must be used to correctly.
Mistakes are caused on usage of these words especially when addressing people
or stating first hand or second hand experiences.
8. Be concise: It is very important to stay clear of words and purpose of the speech
to engage audience. Condensed content should be added and the content should
be properly organized. Vague content should be avoided. Speaking to the point
and addressing the purpose helps in keeping the audience tuned.

9. Use Emotion: Use of emotions in speech helps to connect with the audience and
lay proper emphasis on the message to be delivered.

10. Humour: Humour helps to re-energise the audience and recapture their interest
n the subject. It eliminates boredom. However, humour should be used wisely
and on the basis of the context.

Elements of Effective/Confident Speaking

An effective speaking includes the following elements:

a) Verbal Elements:

i) Make use of word pictures i.e. give speech a graphic quality by painting word
pictures to facilitate audience’s imagination.

ii) Use warm and impact words to connect with the audience.

iii) Use similes and metaphors to add impact to the presentation.

iv) Ensure smooth flow of the ideas.

b) Non Verbal Elements:

i) Wear formal dress and use simple accessories.

ii) Maintain proper eye contact.

iii) Use well timed gestures.

iv) Stand tall and straight.

v) Do not come very close to the audience.

c) Vocal Elements:

i) Speak with enthusiasm and sincerity.

ii) Avoid fast delivery.

iii) Adjust the volume of your voice.

iv) Use silence and pause effectively.

v) Articulate each word clearly.

Interviews
Interview is an interaction between two or more persons for a specific purpose in which the
interviewer assess the interviewee’s suitability for recruitment, admission or promotion.

Objectives of Interviews:

i) To select a person for a specific task.

ii) To monitor performance.

iii) To collect information.

iv) To exchange information

v) To counsel.

Types of Interview
Depending on the objective and nature interviews can be categorized as:

1. Job Interviews: In job interview the employer wants to learn about the candidate’s
abilities and experiences and the candidate wants to learn about the position offered
and organization.

2. Information Interviews: In this interview the interviewer seeks facts that helps in
decision making and contribute to basic understanding. Information mainly flows in one
direction.

3. Persuasive Interviews: In this one person tells another about a new idea, product or
service and explains the why the other person should act on his recommendations. This
interview is often associated with selling.

4. Exit Interviews: In exit interview, the interview tries to understand why the interviewee
is leaving the organization or transferring to another department or division. A
departing employee can provide the insight into whether the business and the human
resource is being handled efficiently.

5. Evaluation Interviews: In this a supervisor periodically gives an employee feedback on

his performance. The supervisor and the employee discuss progress , achievement of
goals and improvements required.
6. Counselling Interviews: In this the supervisor asks and listens to the problems of the
employee and offers best possible help to overcome the problem in order to improve
the effectiveness of the employee.

7. Termination Interviews: In this interview a supervisor informs an employee of the

reasons for the termination of the latter and the interviewer tries to avoid any legal
involvement and also tries to maintain positive relation with the employee.

Skills and Attributes required in the interviewee

i) Technical Skills

ii) Analytical Skills

iii) Career Objective

iv) Mental Agility

v) Interpersonal Skills

vi) Flexibility and Adaptibility

vii) Managerial and Leadership Skills

viii) Creativity

ix) Positive Attitude

x) Social Skills

xi) Honesty and Integrity

xii) Determination

xiii) Professionalism

xiv) Candidates readiness for learning

Factors responsible for failure in interviews

i) Arrogance

ii) Lack of subject knowledge

iii) Apathy
iv) Lack of confidence

v) Lack of clarity

vi) Lack of firmness

vii) Lack of leadership skill

Preparing for the interview

i) Brush your subject knowledge

ii) Know the organization and the job description

iii) Prepare your suitable CV

iv) Thorough knowledge on the claims made.

v) Know yourself i.e. proper self introduction, strengths , weaknesses and career
objectives.

vi) Proper dressing.

vii) Anticipate possible questions of HR and technical round and prepare answer
accordingly.
Group Discussion
A group discussion is a forum where people sit together and discuss the issue administered to them with
the common objective of discussing it in a wholesome way.

Types of GD:

• Topic based GD (Economics, Social, Political, Sports/Films Technological, Abstract etc)

• Case based GD or Case Studies

• Article based GD

Administrative Details of GD:

• No. of candidates: Generally 10 – 12 candidates are there in a group

• Seating Arrangement: in circular or semi-circular formation

• Time alloted : 15 – 20 minutes

• Addressing Group members: By the Observer

• Communication of the topic: Generally at the time of GD

• Starting & ending of the GD: By any group member.

Performance Parameters in a GD:

• Content: Content should be qualitative and factual.

• Communication skills: Clarity in communication skills

• Group Behaviour : Supportive and cooperative group behavior

• Leadership skills/Interpersonal Skills: Effective leadership and team spirit.

How to improve performance in GD:

• Building your knowledge base

• Generating Ideas about the topic (KWA, VAP, SPELT)

• Improving participation in a GD

Role of Body Language:

During GD body language plays a very important role and supports the message conveyed.
Some recommended body language is:
• Maintain proper eye contact
• Sit straight up in the chair
• Do not point fingers at others
• Do not show aggressive body posture
• Display active listening posture by nodding

Positive Traits in GD:

Following positive traits should be observed during GD:

• Personality (Smartness, Cheerfulness, Enthusiasm, Keenness, Curiosity, Participation)

• Commn Skills (Fluency, Clarity, Logicality, Coherence, Effectiveness)

• Knowledge (Depth, Range, Analytical Ability)

• Leadership (Initiative, tolerance, Team Spirit, Persuasiveness, Decisiveness, Flexibility,

Accept criticism)

Negative Traits in GD:

Following negative traits should be avoided:

• Personality (Shyness, Diffidence, timidity, Rudeness, Nervousness, indifference)

• Commn skills ( Incoherence, Fumbling, Vagueness, Tonal poverty)

• Knowledge (Ignorance, lack of Ideas, superficiality, Lack of analytical abilities)

• Leadership ( Intolerance, Unfriendliness, Selfishness, Rigidity, Indecisiveness, isolation)

Critical Thinking:
According to Tittle Critical thinking is Judicious reasoning about what to believe, and therefore what to
do.

Moore and Parker has defined critical thinking as, the careful application of reason in the determination
of whether a claim is true.

Elements of Critical Thinking:

 Careful intentional thinking

 Use of reason or logic
 Judgment about beliefs
 Application to real world problems

Developing Critical Thinking for Effective Communication:

It involves:

1. Interpretation: This involves understanding the significance or meaning of information .

2. Analysis: This involves identifying assumptions and reasons, examining how they interact in the
formation of the arguments.
3. Inference: This involves drawing conclusions from reasons and evidence.
4. Evaluation: This involves assessing the credibility of sources of information and determining the
strength or weakness of arguments.
5. Explanation: This involves supporting evaluation by explaining the evidence, methods, criteria,
or assumptions and the conclusions reached.
6. Self regulation: This involves questioning the process, methodology, quality to information and
approach to refine it further.

Importance of Critical Thinking:

 Effective decision making

 Business success
 Effective management
 Effective communication

Skills required for Critical Thinking:

 Inquisitiveness
 Alertness to opportunities
 Self confidence
 Being well informed
 Open mindedness
 Flexibility
 Fair-mindedness
 Accepting one’s own biases


Kinesics
Kinesics is the study of body’s physical movements. It is the way the body communicates without words
through various movements of the body parts. It is estimated that the verbal component of oral
communication is 35 % and 65 % is attributed to body language.

Body Language: It includes every aspect of our appearance, from what we wear, how we stand, sit,
look, move to our facial expressions.

Elements of Body Language:

1. Personal Appearance: It includes clothes, hair, accessories, cosmetics etc. Appearance reveal
a lot about the a person’s personality and attitude.
2. Posture: It refers to the way we hold ourselves when we stand, sit or walk. Posture
changes according to the situation. Postures also reveal a lot about personality e.g.
Slumped posture: low spirit
Erect Posture: high spirit, confidence and energy
Lean forward: open, honest and interested.
Lean backward: defensive and disinterested
Crossed arms: defensive to and not ready to listen
Uncrossed arms: open and willingness to listen
3. Gesture: It is the movement made by hands, head or face. Skillful and appropriate
gestures add to the impact of verbal communication. Gestures clarify ideas and
reinforce them. Gestures are classified as:
 Enumerative
 Descriptive
 Symbolic
 Locative
 Emphatic
4. Facial Expression: Facial expression plays an important part in non-verbal
communication. Face is the most expressive part of our body. A smile for friendliness, a
frown for discontent, raised eyebrows for disbelief etc. Six basic facial expressions are:
 Happiness
 Surprise
 Disgust
 Fear
 Anger
 Sadness
5. Eye Contact: Eyes are considered to be the windows of the soul. Eyes reveal
intelligence, attitudes and feelings of the speaker. It is direct and powerful form of non-
verbal communication. Upper eyelids and eyebrows help us convey lots of verbal
messages.

Proxemics: Proxemics is the study of physical space in the interpersonal relations. Space is related to
behavioural norms. The way people use space says a lot about them. Edward T Hall has divided
space into four distinct zones:

 Intimate Zone: This zone starts with personal touch and extends upto 18 inches.
Members of family, lovers, spouses, relatives and parents fall under this zone.
 Personal Zone: This zone stretched from 18 inches to 4 feet. Close friends, colleagues,
peers etc fall under this zone.
 Social Zone: Social events take place in the radius of 4 feet to 12 feet. In this zone
relationships are fore formal and official. People are more cautious in their movements.
 Public Zone: This zone starts from 12 feet and may extend to 25 feet or to the range of
eye sight or hearing. Events that take place in this zone are formal. The degree of
detachment is very high.

Chronemics: Chronemics is the study of how we communicate through the use of time. In
professional world time is a valuable resource. When we are late for an appointment people react
negatively. If arrived too early we are considered over eager or aggressive. Time language
varies according to the occasion. People in India are generally liberal with time.

Features of Body Language

BUSINESS COMMUNICATION COMPETENCE AS LISTED BELOW:

In effective business communication the required competences are:

Linguistic competence

It refers to the knowledge of grammar and vocabulary. “The grammar component includes the
knowledge of the sounds and their pronunciation (i.e., phonetics), the rules that govern sound
interactions and patterns (i.e. phonology), and the formation of words by means of e.g. inflection and
derivation (i.e. morphology), the rules that govern the combination of words and phrases to structure
sentence (i.e. syntax), and the way that meaning is conveyed though language (i.e. semantics).”

Socio-linguistic competence

It includes the knowledge of socio-cultural rules i.e. knowing how to use and respond to language
appropriately. It indirectly means that the communicator has to know the codes of the other culture.

Discourse competence

Discourse competence deals with organizing words, phrases and sentence in order to create
conversations. The communicator has to learn how to produce and comprehend oral or written
messages. He has to follow the language structures in order to create conversations.

Strategic competence

“It is ability to recognize and repair communication breakdowns before, during, or after they occur.”

For example, the speaker may not know the meaning of a word in the target language. In such a
situation, he has to ask the meaning of that word of the target language. Likewise, some external factor
may hinder the free flow of his communication such as background noise or some other factor may
hinder communication. The speaker in such condition should be able to know how to restore
communication.

Verbal Communication

People use language to communicate their idea and messages in a language comprehensible to the
other party. Verbal communication can be possible through spoken words or written words. It can be
classified as:

Oral communication

Oral communication is supposed to be more popular medium of communication that the written one
since speech precedes writing; oral communication can be defined as verbal communication which
involves the oral interchange of verbal messages between sender and receiver.

Non Verbal Communication

By nonverbal communication we mean all communication that involves neither written nor spoken
words. It occurs without the use of words. It is the transmission of message by non-linguistic means.

Difference between Verbal and Non Verbal communication

Verbal Communication Non Verbal communication

1. verbal communication depends on Non verbal communication depends on

written and oral forms of language. non verbal cues like facial expression, eye-
contact, body language and so on.

2. Formal training can impart competence It is less structured. There is no formal

in the use of verbal communication. training to gain excellence in the use of
non verbal means of communication.

3. Word are used with a definite con It is difficult to say what non verbal
notation. symbols mean. For example, smile on your
face may be interpreted differently by
different people.

4. The words of a speaker may not openly True feelings and intentions of the speaker
convey his actual meaning and feelings. can be read and understood by one armed
with a knowledge of what non verbal signs
really mean.

5. Sometimes words alone fail to convey Non-word cues support and supplement
message effectively. the message being covered in words. They
can reinforce the meanings we intent in
our verbal messages.

Significance of Non Verbal communication in Organizations

1. Non verbal communication serves to frame our verbalization. Non-word cues speak louder than
words.

2. Non verbal signals can be used by the leaders of group discussions and members of team
presentations to regulate the flow of verbal of verbal interaction.

3. Knowledge of non verbal cues helps the managers or supervisors to know the attitudes and
feelings of the employees working under their supervision.
4. Speaking as a mode of communication is often more effective than writing, it is because
speaking include non-verbal cues that emphasize the meanings and speech becomes more
effective.

5. Verbal mode of communication requires a lot of time whereas non verbal mode of
communication economies time, energy and money also.

6. Non verbal communication helps people to convey message of persuasion.

Dimensions of Oral Communication & Voice Dynamics

Communicating effectively is the single most important soft skill one must possess today. The main
intent is to convey messages to other people clearly and unambiguously. Communication is also about
receiving information that other people send. Thus, communication is a two-way process.

It establishes a link between the sender of a message and the receiver of that message. This process is
completed only when the sender and the receiver of the message are certain that the actual message
conveyed by the sender has reached its destination, the receiver.

Code and Content of Communication Skills:

Languages are codes. A code may be defined as any group of symbols that can be structured in a way
that is meaningful to another person. The English language, like any other language, is a code—it
contains element that are arranged in a meaningful order. A code has a group of elements (vocabulary)
and a set of procedures for combining these elements meaningfully (syntax).

Next is the message content, i.e., the message that is selected by the source to express its purpose.
Content, like codes, has both element and structure. When more than one piece of information is to be
presented, they should have some order or structure.

Stimulus and Response of Communication Skills:

Stimulus and response are the two terms that are frequently used in any discussion on the
communication process. A ‘stimulus’ is anything that a person can receive through one of his senses. In
fact, it is anything that can produce a sensation. And a ‘response’ is anything that an individual does as a
reaction to the stimulus.
These two terms, stimulus and response, are ultimately connected with the whole learning process. The
communication objective of the source is to bring about a change in the behaviour of the receiver.
Encoding Process: Encoding is the process of turning thoughts into communication. The encoder
uses a ‘medium’ to send the message — a phone call, email, text message, face-to-face meeting, or
other communication tool. The level of conscious thought that goes into encoding messages may vary.
The encoder should also take into account any ‘noise’ that might interfere with their message, such as
other messages, distractions, or influences.

Decoding Process: Decoding is the process of turning communication into thoughts. Decoding is
the process through which the receiver interprets the message and translates it into meaningful
information. It may be remembered that decoding is affected by the receiver’s past experience,
personal assessments of the symbols and gestures, expectations, and mutuality of meaning with the
sender.

Linguistics Features of Voice

Linguistics is the study of language. The word linguistics is derived from the Latin words-lingua and istics-
meaning tongue and knowledge respectively. Thus, linguistics may be known as the scientific study of
language. Linguistics can be divided into three levels. These three levels, as recommended by Robert
Hall, are phonology, morphology and syntax. The phonology level refers to help phonemics and
phonetics.

Phonetics

Phonetics is the science of human speech sounds. It deals with the pronunciation and representation of
the sound of speech. Phonetics is a branch of linguistics and it is the branch dealing with the medium of
speech. It deals with production, transmission and reception of the sound of human speech.

Branch of phonetics

1. Acoustic phonetics: It the study of the physical properties of speech sounds such as frequency and
amplitude in their transmission.
2. Auditory phonetics: It is the study of hearing and the perception of speech sounds. It studies
different auditory impression of quality, pitch and loudness of sounds.

3. Articulatory phonetics: Articulatory phonetics recognizes that speech, produced by some kind of
sound-making apparatus.

Syllable

The syllable is unit adopted for the analysis of speech. It can be defined in terms of the plutonic air-
stream mechanism. When we make use of this mechanism in speech, the air from the lungs does not
come out in a regular and continuous flow.

Composition of the syllable: Vowel and Consonant

A syllable consists of one or more speech sounds. The syllables are of vowels and consonants. “ If a
syllable consists of just one sound, it will usually be a vowel”. If a syllable has more than one speech
sound one of them will be a vowel the rest consonants.

Speech sounds (Vowel and Consonant)

Speech sound are very broadly divided into categories: vowels and consonants. In the production of
vowel the air comes out freely through the mouth. There is no closure of the air passage and no
narrowing of the passage that would cause audible friction. All other sounds are called consonants. It
concludes that all sound during the production of which we hear friction are consonants .

Description of consonants

1. The air-stream mechanism: Whether the sound is produced with a pulmonic egressive air-stearm
mechanism i.e., lung-air pushed out.

2. The state of the glottis: When the vocal cord are wide apart, the glottis is open . in this situation vocal
cord do not vibrate and produce voiceless sounds. But when the vocal cords are kept loosely together,
they vibrate and produce voided sounds.

3. The position of the soft-palate: When the soft-palate is raised, it shuts off the nasal passage of air
and thus the air passes through mouth only, producing oral sounds. The nasal sound produced when the
soft-palate is lowered to open nasal passage through which the air passes. When air passes through the
mouth and the nose, nasalized sounds are produced.

4. The place of articulation: Consonant can be classified according to the place of articulation as follows:

5. The manner of articulation: Consonants get their characteristic quality of sound the blockage of the
air passage. Sometimes this amounts to a complete of the passage; at other times it is only a partial one,
but the important thing is that there is always some obstruction because of which the air passes with
friction.
Description of Vowels

The vowels are classified on the basis of the position of the soft palate, the tongue and the lips.
The soft palate is raised for oral vowels. All English vowel are oral. If the soft-palate is lowered,
we get nasalized vowels, which are not in English.

International Phonetic Alphabets

English language has a well-defined sound system which is often divided into two parts-vowel
and consonants. In English, there are 26 alphabets but it has 44 sounds. It has 20 vowel sounds
and 24 consonant sounds.
EFFECTIVE SPEAKING: INTONATION

The intonation of a language refers to the patterns of pitch variation or the tones in its utterances. In
normal speech, the pitch of our voice goes on changing constantly---going up, going down, and
sometime remaining steady.

Intonation is closely linked to stress because important changes in pitch occur with stressed syllables.
Generally take place on the last stressed syllable in an utterance , hence this syllable is called the
nucleus.

Function of intonation

 Distinguishing different types of utterances such as statements, commands, requests, and

questions
 Differentiating the speaker’s emotional attitude such as curiosity, apprehension, friendliness,
and politeness
 Drawing the listeners’ attention to those segment of an utterance that one considers important

Type of intonation

1. Falling tone (tone I) : When the speaker begins a sentence at a high note butgradually shifts to a
lower note as he reaches to the end of the sentence, it is known as a falling tone. A falling tone
will be marked with a symbol \ in front of the syllable to which it refers, above the line for high
falling tone and below the line for low falling tone.

Uses of the Falling Tone:

a) It is used in ordinary statements without emotional implications.

b) It is used in sentences beginning with question words.

c) It is also used in commands.

2. Rising tone (tone II): When the speaker begins at a lower note but gradually shifts to a higher
note as he reaches to the end of the sentence, it is known as rising tone. It is marked with /
symbol. The symbol will above the line for high rising tone and below the line for the low rising
tone.

Uses of Rising Tone:

a) In incomplete utterances,the first clause may have rising tone.

b) It is used in yes/no answer type questions.

c) In ‘wh’ type question words when they are said in a warm and friendly manner.
d) In making polite requests and encouraging invitations.

IMPORTANCE OF VOCAL CUES IN EFFECTIVE SPEAKING

Vocal cues help us to give urgency to our voice and are an important aspect of effective speaking. Over
voice is our trademark; it is the part of us that adds human touch to word. It is useful to understand the
characteristic nuances of voice, namely quality, volume, rate pitch, articulation, pronunciation, and
pauses.

Quality

Quality is a characteristic that distinguishes one voice from another. Each one of us has a unique voice
and its quality depends on its resonating mechanism. It may be rich and resonant, soft and alluring, thin
and nasal, hoarse husky, or harsh and irritating.

Volume

Volume is the loudness or the softness of voice. Our voice should always project but need not always be
loud. If the place we are speaking in is large and open, the volume should be high, and if the place is
small and enclosed, the volume should be low.

Pace/Rate

Rate is the number of words that one speaks per minute. It varies from person to person and from 80 to
250 words per minute. The normal rate is from 120 to150 words per minute. If a person speaks too
slowly and monotonously, he/she is most likely to be considered a dull speaker ever though the
contents.

Pitch

Pitch refers to the number of vibration of our voice per second. The rise and fall of the voice conveys
various emotions. Inflections give warmth, luster, vitality, and exuberance to our speech. Lowness of
pitch can indicate sadness, shock, dullness, guilt, etc. Pitch is also influenced by the air supply in body; if
we run out of air, we cannot control the pitch of our voice.

Pronunciation

Pronunciation requires us to speak out sounds in way that is generally accepted. The best way is to
follow British Received Pronunciation. Received pronunciation RP, also called the Queen’s (or King’s)
English, Oxford English, or BBC English, is the accent of standard English in England.

Voice Modulation
While intonation refers to the tonal variations, modulation pertains to the way we regulate, vary, or
adjust the tone, pitch, and volume of the sound or speaking voice. Word stress and sentence stress also
play an important role in voice modulation.

Pauses

A pause is short silence flanked by word. A pause in speaking helps the listener reflect on the message
and digest it accordingly. Also help the speaker glide from one thought to another. Embellishes the
speech as it is a natural process to given a bark.

PROFESSIONAL PERSONALITY ATTRIBUTES OF AN EFFECTIVE SPEAKER

Exchange of ideas take place though oral or written forms of communication and in oral communication,
especially when there is face communication, various aspects of the well-developed personality play a
vital role. Some salient personality attributes of a profession which pay a lot when he is speaking to his
company-mates:

1. Empathy: Empathy has been defined as a quality of sharing the joy of others. This ability enables the
person to sense other people’s emotions and also imagine what someone might be thinking or feeling.

2. Considerateness: Considerateness makes a professional compassionate and caring and helps him to
make his a audience to feel part of their community and contribute positively.

3. Leadership: Leadership quality imparts confidence to the speaker when he realizes that he has the
ability to fulfill a particular role. The speaker gains strength, courage to face those challenges which
require energy and positively.

4. Competence: The attribute of competence refers to the quality of possessing required skill,
knowledge, qualification or capacity.

5. Assertiveness: Assertive behavior enables an individual to think in a positive manner about himself as
well as about other.

6. Positive Attitude: It is the most important train of a professional’s issue. It helps in reducing stress
and seeks other’s cooperation.