oral and written communication

Oral and Written Communication

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

Written communication Importance, benefits, limitations, elements,

Guffeys 3X3 writing process, Electronic writing process, use of

computers in electronic writing. Presentation, elements of presentation,

designing and delivering business presentations- advanced visual support for effective presentation. (10)

Oral and Written Communication

It is considered to be the earliest and the most common forms of communication.

Speech is widely adopted as a tool in oral communication.

According to University of Virginia, oral Communication Competency Report-

“Oral communication is defined as the effective interpretation, composition and presentation of information, ideas, and values to a specific audience. It is the exchange of verbal messages between the sender and the receiver”.

Meaning of oral communication

Guidelines for effective communication includes Franses J. Betgin 7 C’s of oral communication:

1. Candid: Free from prejudice, impartial2. Clear: Clear to understand3. Complete: complete and should give full meaning.4. Concise: Brief to be point5. Concrete: Using words which carry direct meaning

rather than words which carry more than one meaning6. Correct: Proper grammar, punctuation and spelling7. Courteous: Giving due consideration for the feelings

of others

Principles of successful oral communication

Following guidelines, if practiced will make us good communicators

1. Know the audience2. Have clarity of subject matter3. Don’t be ambiguous4. Create conducive environment to communicate5. Don’t talk too much6. Integrate gestures with tone7. Talk to express but not to impress8. Ensure two way communication (talk and listen)

Guidelines for effective communication

9.Emphasize on the purpose of communication

10.Avoid extremes11.Make good speaking, a habit12.Clarify ideas before communication13.Communicate to make others understand14.Create an atmosphere of mutual trust so

that listener listens.

Guidelines for effective communication

Barriers to communication

Barriers to communication

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

Internal structure of the organization and layout of office machines and equipments creates physical barriers in communication.

a.Distance: – communication is found obstructed in long distance. Like communication between America and Nepal.

b.Noise: – it is from external sources and affects the communication process. Noise negatively affects the accuracy.

c.Physical arrangement: – the physical arrangement of organizational sources like men, money, material and machine obstruct the communication process.

A. Physical barriers

The use of difficult and multiple use of languages, words, figures, symbols create semantic barriers:

a.Language: – we can find some words having different meaning. Meaning sent by the sender can be quite different from the meaning understood by the receiver. Long and complex sentences creates problem in communication process.

b. Jargons: – technical or unfamiliar language creates barriers to communication that may be drawn from the literature. So message should be simple and condensed as far as possible so that there is no confusion to the receiver.

B. Semantic barriers

It is the result of organizational goals, regulations, structure and culture.

a.Poor planning: – it refers to the designing, encoding, channel selection and conflicting signals in the organization.

b.Structure complexities:- difficult organizational structure barrier for free flow of information. Appropriate communication process must be used.

C. Organizational barriers

c. Status differences:– it creates barrier for communication. Superior provides information to the subordinate about plans and policies. Different information is provided by different subordinates who create barrier in communication.

d. Organizational distance:- distance between sender and receiver also creates barriers to effective communication.


e. Information overload: – if superior provides too much information to the subordinate in short period receiver suffers from information overload which creates barriers to effective communication.

f. Wrong Timings: – communication can be obstructed if not done on time. If the information is not provided in time it creates barriers to effective communication.


It is the barriers to effective communication created from the lack of interest of the people from whom the communication is meant. People do not pay attention to the communication which are not interesting to them and which do not fulfill their want.

a. Perception: – it is the process of accepting and interpreting the information by the receiver. People receive things differently for a various number of reasons.

D. Psychological barriers

b. Filtering: – communication some time filters the negative information to make it more favorable to the receiver. In this process, knowingly or unknowingly some valuable information may be disposed.

c. Distrust:– superior provides information or message to the subordinates to their own view, ideas and opinion which create obstruction in communication.

d. Emotions:– emotion also creates barriers to effective communication like anger, heat, mistrust, jealousy etc.

D. Psychological barriers-Cont

e. Viewpoint: – it also creates barriers to effective communication. If the receiver doesn’t clear the message and ignore without hearing, the message may create obstructions.

f. Defensiveness: – if the receiver receives the message as threat and interprets that message in the same way, it creates barriers to effective communication.

D. Psychological barriers-Cont

Overcoming the communication barriers requires a vigilant observation and thoughts of potential barriers in a particular instance of communication.

Strategies to overcome barriers will be different in different situations depending upon the type of barriers present.

Following are some of the important general strategies that will be commonly useful in all the situations to overcome the barriers of communication.

METHODS OF OVERCOMING BARRIERS TO COMMUNICATION

1. Take the receiver more seriously.2. Being Crystal clear with the message.3. Skillful delivery of message.4. Focus on the receiver.5. Use multiple channels to communicate.6. Ensure appropriate feedback.7. Be aware of own mind/emotions/attitude8. Be Positive about communication.9. Improve communication skills.

METHODS/ STRATEGIES OF OVERCOMING BARRIERS TO COMMUNICATION

10.Make communication goal oriented. 11.Experiment with communication

alternatives. What works with one person may not work well with another.

12. Accept the reality of mis-communication.13. Ensure that noise is controlled.14. Listen attentively and carefully.15. Have a Simple organizational structure.

METHODS OF OVERCOMING BARRIERS TO COMMUNICATION

Is a form of interactive, spontaneous communication between two or more people who are following rules of etiquette (code of behavior).

It is polite give and take of thoughts by people talking with each other.

Conversation

Conversations are interactive because contributions to a conversation are response reactions to what has previously been said.

Conversations are spontaneous because a conversation proceeds, to some extent, and in some way, unpredictably. However, the scope of that spontaneity may legitimately be somewhat pre-limited for the purpose of expediency, e.g. a talk show or a debate.

Conversation

Conversations follow rules of etiquette because conversations are social interactions, and therefore depend on social convention. Failure to adhere to these rules devolves, and eventually dissolves the conversation.

Conversations are sometimes the ideal form of communication, depending on the participants' intended ends. Conversations may be ideal when, for example, each party desires a relatively equal exchange of information, or when one party desires to question the other. On the other hand, if permanency or the ability to review such information is important, written communication may be ideal. Or if time-efficiency is most important, a speech may be preferable.

Conversation

Meaning of conversation control

“The essence of conversation control is the ability to manage our own conversation - it does not mean manipulating other people’s conversation although it does imply giving it gentle pushes in particular directions from time to time”.

The best way to be effective is to understand what we say and how we say it so that we can influence others through our own example.

Conversation control

1.Questioning:

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

Conversation Control Techniques

2.Compliments:

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

Conversation Control Techniques

3. Eye Contact:

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

Conversation Control Techniques -Cont

4. Pauses:

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

Conversation Control Techniques -Cont

What is Reflecting?

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

Reflecting and Empathy-Two faces of oral communication

The purposes of reflecting are:

1.To make the speaker to 'hear' his own thoughts and to focus on what he say and feel.

2.To show the speaker that the listeners are trying to perceive the world as they see it and that they are doing their best to understand their messages.


3.To encourage to continue conversation.

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


1.Mirroring:

Mirroring is a simple form of reflecting and involves repeating almost exactly what the speaker says.

2. Paraphrasing:

Paraphrasing involves using other words to reflect what the speaker has said. Paraphrasing shows not only that you are listening, but that you are attempting to understand what the speaker is saying.

Main techniques of reflecting:

What is Empathy?

Empathy

What is Empathy? 1. Empathy is the Identification with and

understanding of another's situation, feelings, and motives.

2. Empathy is the capacity to recognize emotions that are being experienced by others.

Difference between empathy and sympathyEmpathy: Understanding what others are feeling because you have experienced it yourself or can put yourself in their shoes.

Sympathy: Acknowledging another person's emotional hardships and providing comfort and assurance.

Six Types of Oral Communication

1.One-on-One Speaking: One person directly speaks with the other. Ex: Student-Student or Student-Teacher, superior- subordinate, employer –employee, interviewer-interviewee etc

2.Small-Group Based Oral communication: Small-scale settings for discussion, deliberation, and problem solving.

Modes of oral communication

3.Full Discussions : Argument-based, and competitive than debate and deliberation but still dialogic in character.

4.Debates and Deliberations : A structured consideration of some issue from two or more points of view. Debates typically involve participants who argue one side throughout, while deliberation allows for movement by individuals within the process. Meetings is an good example of deliberations.


5. Speeches and Presentations: The stand-up, podium speech delivered by an individual from an outline or script. It Also includes group presentations or impromptu speaking. Seminar is a form of presentation.

6. Oral Examinations: Can take place in the instructor’s office, in small groups, or before a whole class in which Range of questions will be asked.


Listening as a communication skill

We spend a lot of our time listening

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

Listening as a communication skill

Meaning of Listening “Listening is the ability to accurately receive

messages in the communication process. It is key to all effective communication”.

Without the ability to listen effectively, messages are easily misunderstood – communication breaks down and the sender of the message can easily become frustrated or irritated.

Listening is so important that many top employers give regular listening skills training for their employees.

Good listening skills can lead to: better customer satisfaction, greater productivity with fewer mistakes, increased sharing of information that in turn can lead to more creative and innovative work.

Listening is not the same as hearing: Hearing refers to the sounds that we hear, whereas

listening requires more than that: it requires focus. Listening means paying attention not only to the story, but how it is told, the use of language and voice, and how the other person uses his or her body. In other words, it means being aware of both verbal and non-verbal messages.

“The most basic and powerful way to connect to another person is to listen. Just listen. Perhaps the most important thing we ever give each other is our attention.” Rachel Naomi Remen

Listening

Listening is not the same as hearing and in order to listen effectively we need to use more than just your ears:

1. Stop TalkingDon't talk, listen. When somebody else is talking listen to what they are saying, do not interrupt, talk over them or finish their sentences for them. When the other person has finished talking you may need to clarify to ensure you have received their message accurately.

The 10 Principles of Listening

2. Prepare to ListenRelax. Focus on the speaker. Put other things out of mind. The human mind is easily distracted by other thoughts. Concentrate on the messages that are being communicated.

3. Put the Speaker at EaseHelp the speaker to feel free to speak. Remember their needs and concerns. Nod or use other gestures or words to encourage them to continue. Maintain eye contact but don’t stare – show you are listening and understanding what is being said.


4. Remove DistractionsFocus on what is being said: don’t doodle, shuffle papers, look out the window, pick your fingernails or similar. Avoid unnecessary interruptions. These behaviors disrupt the listening process and send messages to the speaker that you are bored or distracted.

5. EmpathiseTry to understand the other person’s point of view. Look at issues from their perspective. Let go of preconceived ideas. By having an open mind we can more fully empathize with the speaker. If the speaker says something that you disagree with then wait and construct an argument to counter what is said but keep an open mind to the views and opinions of others.


6. Be PatientA pause, even a long pause, does not necessarily mean that the speaker has finished. Be patient and let the speaker continue in their own time, Never interrupt or finish a sentence for someone.

7. Avoid Personal PrejudiceTry to be impartial. Don't become irritated and don't let the person’s habits or mannerisms distract you from what they are really saying. Everybody has a different way of speaking - some people are for example more nervous or shy than others, some have regional accents or make excessive arm movements, some people like to pace whilst talking - others like to sit still. Focus on what is being said and try to ignore styles of delivery.


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


9. Listen for Ideas – Not Just WordsYou need to get the whole picture, not just isolated bits and pieces. Maybe one of the most difficult aspects of listening is the ability to link together pieces of information to reveal the ideas of others.

10. Wait and Watch for Non-Verbal Communication

Gestures, facial expressions, and eye-movements can all be important. We don’t just listen with our ears but also with our eyes – watch and pick up the additional information being transmitted via non-verbal communication. Do not jump to conclusions about what you see and hear. You should always seek clarification to ensure that your understanding is correct.


It is the process of communication through sending and receiving wordless, mostly visual cues between people.

Messages can be communicated through gestures and touch, body language or posture, physical distance, facial expression and eye contact, which are all types of nonverbal communication.

Nonverbal communication

Speech contains nonverbal elements known as paralanguage, including voice quality, rate, pitch, volume, and speaking style, as well as prosodic features (features that appear when we put sounds together in connected speech) such as rhythm, intonation ( it is variation of spoken pitch that is not used to distinguish words), and stress.

Likewise, written texts have nonverbal elements such as handwriting style, spatial arrangement of words, or the physical layout of a page.

However, much of the study of nonverbal communication has focused on face-to-face interaction.


Movement and body positionKinesics The term "kinesics" was first used (in 1952) by Ray

Birdwhistell, an anthropologist who wished to study how people communicate through posture, gesture, stance, and movement.

Kinesic messages comprise the posture, gaze, and facial movements.

American looks are short enough just to see if there is recognition of the other person, Arabs look at each other in the eye intensely, and many Africans avert the gaze as a sign of respect to superiors.

There are also many postures for people in the Congo; they stretch their hands and put them together in the direction of the other person.

Knowing the powerful reaction that our body language, words, and tone of voice can be better understood by 7% - 38% - 55% Rule

Professor Albert Mehrabian developed one of the most well-known rules when it comes to non-verbal forms of communication. He determined that messages received in communication are actually mostly received in a non-verbal form.

Non Verbal Communication7% - 38% - 55% Rule

1. 55% of messages received and processed by our brain are based on body language.

This means that we are actually judged more on our physical stance and facial movements while communicating rather than spoken words.


2. 38% of messages are processed based on our tone of voice.

How we say something is more important that what we are actually saying. While communicating, if our voice is not expressive of the emotion we are trying to convey, the meaning behind the words will be lost.


3. Only 7% of our received meaning will be based on the words we are saying.

This low percentage means that saying the words “I forgive you” means little when your tone and body language do not reflect forgiveness.


1. Fast: It is useful for obtaining very recent unpublished information

2. Two-way communication: Promote an understanding of the real information need(s).

3. Flexible : Oral communication is flexible. It can be adjusted to the moods and situations of the audience.

The advantages of oral channels of communication

4. Savings in time and money: Its easy and simple and saves money because it is less expensive way to communicate with each other.

5. Feedback: It allows feedback on the spot. If the receiver is not sure what the message meant, then that feedback will be answered right away.

6. More personal and warmth: It brings in personal warmth and friendliness and develops a sense of bonding.

The advantages of oral channels of communication

1.No instant feedback: There is no instant feedback between the communicator and the receiver particular when the receiver is not responding. Messages could be misunderstood. 2.Not suitable for long communication: Long and wordy type of communication cannot be as effectively as written messages.

3.Lack of documentation: It suffers from documentary proof of communication. Its impact is temporary. Human memory will not last long.

4.Difference in perception: The receiver might understand the message differently.

Disadvantages of oral communication

5.Wrong/bad feedback: Responses on the spot might not be carefully thought of. Reaction may be spontaneous and outrageous.

6.Chances of wrong interpretation: Possibility of conveying different meaning by way of speaking, tone and facial expressions.

7.Not open to everyone: Oral communication, though open to all, but cannot be done by all. Established researchers say that access to good networks of contacts is a pre-requisite for oral communication, but developing network usually takes a long time

8.Mis-conception: It can lead to misconception because the information may lack details.

Disadvantages of oral communication

written communication is communication by means of written symbols either printed or handwritten.

A medium for communication that entails the written word. Letters, emails, and manuals are forms of written communication.

Written communication involves any type of interaction that makes use of the written word.

Written communication is a way to communicate using letters, internet and texting.

Meaning of written communication

It is an innovative activity of the mind. It has a very great significance in today’s

business world. It is essential for preparing promotional

materials and business development. It involves careful choice of words. organization of words and sentences assumes

importance in written communication. It is more valid and reliable than the speech.

Importance of written communication

When a person writes something, he or she has purposes for writing. The writer may have motivations of which he or she is unaware. The writer may also have mixed, and even contradictory motivations for writing.

Roman Jakobson's model of the communication situation provides a good framework for classifying the varied purposes of writing.

Purposes of written communication

http://web.mst.edu/~gdoty/classes/concepts-practices/models.html

Adapted to written communication, Jakobson's model has these parts:

1.Writer 2.Reader 3.Context 4.Message 5.Contact 6.Code

Jakobson's model

1.Writer:(Expressive purposes). One may write simply to express one's feelings, attitudes, ideas, and so on. This type of writing doesn't take the reader into consideration; instead, it focuses on the writer's feelings, experience, and needs.

2.Reader: (Conative purposes). Conative writing seeks to affect the reader. Persuasive writing is conative; so is writing intended to entertain the reader. Writing intended to arouse the reader's feelings is conative.

3.Context: (Informative purposes). Informative writing refers to something external to the writing itself, with the purpose of informing the reader.

Jakobson's Purpose of Writing

4.Message: (Poetic purposes): Poetic (or literary or stylistic) purposes focus on the message itself—on its language, on the way the elements of language are used, on structure and pattern both on the level of phrase and of the overall composition.

5.Contact: This establishes and maintains contacts between speakers or between writer and reader. In speaking, for instance, we may greet someone by saying, "Howya doin?" or Hozit goin?" These questions are not requests for information.

They are intended to establish and maintain friendly contact. Phatic purposes are not significant in most writing. The use of greetings and closings in letters is one example of phatic purpose in writing.

Jakobson's Purpose of Writing-Cont

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

Jakobson's Purpose of Writing-Cont

I. Structure (The way the content is laid out)

II. Style (The way it is written)

III. Content (what is written about)

Elements of written communication

A good structure will help to express more clearly, whether it is a dissertation, an essay, a job application letter or a CV.

Guidelines for effective structuring:

1. Clarity of Though: The purpose of communication should be clear before writing. In business communications, clarity is more important than style.

2. Identification of key points, facts and themes: the most important aspects of content should be identified. It should be focused and properly positioned.

1. Structure (the way the content is laid out)

3. Logical: The flow of thoughts and ideas should be logical and sequential so that it is better understood by the reader.

4. Strong introduction and ending. The first will make an immediate and positive impression on the reader and the second will remain in their mind after they have finished reading.


5.Short paragraphs and sentences: One paragraph for one idea is better. Putting the idea first and supporting the idea with information will be effective.

6. Using Headings/sub-Headings: The use of headings, sub-headings and bullet points will allow the reader to quickly scan the message.

7. Clear layout: Layout should be easy to follow and impressive


Writing in a style appropriate to the audience is the most effective style.

All good communicators should think about their readers. The fact about writing style is:

1. What information must be given and in what detail it is required ?

2. Is it necessary to use special words ?: Unusual words (Ex: expedite, extraneous) have to be used or easy words have to be used.

2. Style (the way it is written)

3. How formal or informal should the writing be?

4. Does it look neat, and elegant?

5. Is it concise, with an exact use of words and economy of style?

For example instead of saying forward planning, just say planning - there is no such thing as backward planning!


6. Is it simple, direct and lucid? For example a bureaucrat would write:

“Political organization administered directly via the populace, intended for the employment of the general community, on behalf of each and every one of the citizens of the nation”.

Abraham Lincoln wrote it in a very simple language:

“Government of the people, by the people, for the people”.


7.Are paragraphs too long?Paragraphs of less than 10 lines are easier to read.

8. Is a blank line left between paragraphs to aid clarity?

9.Are sentences too long? A sentence should contain just one idea.


Think in advance what needs to be said

Be clear about why are you writing

List the essential points clearly

Develop arguments in a logical way

Carefully check the spelling and punctuation

3. content (what are you writing about)

Support details to the main issues

Put the negative statements in a polished way:

Ex: Instead of writing:

“We cannot supply the goods below Rs 500 Per unit”.

We can write as:

“We can supply the goods only at Rs 500 per unit”.

3. content (what you are writing about)

Show interest in the reader by writing with warmth, sensitivity and friendliness

Edit through several revisions ( honing the text until it is just right)

If possible, leave it overnight (mind will assimilate it better and new ideas may come with fresh view.)

3. content (what are you writing about)

1.Brevity: It is bad manners to waste [the reader's] time. Therefore brevity first, and then, clarity

2.Clarity: clarity is achieved by taking trouble and by writing to serve people rather than to impress them.

3.Communication: The social purpose of language is communication-to inform.

Ten Principles of Effective WritingRichard Nordquist

4.Emphasis: putting the strongest words in the most important places and emphasizing upon the subject matter.

5.Honesty: If handwriting reveals character, writing reveals it still more.

6.Passion and Control: A proper balance between passion and control is to be established.

7.Reading: One learns to write only by reading, as one learns to talk by hearing.


8.Revision : A written material needs to be revised and fine tuned further to make it better.

9.Simplicity: Sophistication is not necessary to communicate the idea better. Simplicity should be the guiding principle.

10.Sound and Rhythm: Sound and rhythm the writer should match to that of the reader.


Mary Ellen Guffey, author of Business Communication-Process and Product, combines three steps Pre-writing, writing, and revising. This she calls, "The 3 X 3 Writing Process.“

Guffey’s The 3 X 3 Writing Process:

I. Pre-writing II. Writing III. Revising

1.Analyze 1. Research 1. Revise

2.Anticipate 2.Organize 2.Proof read

3. Adapt 3. Compose 3. Evaluate

1.Analyze: Ask what the purpose of the message is and how the message is to be delivered (via email, letter, memo, presentation)

2.Anticipate: Determine what type of audience will be receiving the message and how they are likely to react to it in order to determine the tone of the message.

3. Adapt: This step combines the analysis and anticipation stages. Guffey explains that "adaptation is the process of creating a message that suits your audience”

I. Pre-writing:

1. Research: This stage allows the writer to gather any information, data, and facts that are needed to write the message.

2.Organize: Use diagrams and outlines to help group similar ideas together and narrow the focus of the message.

3. Compose: First drafts are often written quickly and are in no way perfect, but they serve as a way to initially lay thoughts down on paper for future refinement.

II. Writing

1. Revise: Guffey describes revision as the stage where writers can "edit the message to be sure it is clear, conversational, concise, and readable.

2.Proof read: Always check for spelling or grammatical errors. The sense of credibility and professionalism could be quickly lost with a single error.

3. Evaluate: Writers will often have to go through the revision stage quite a few times before feeling comfortable enough to actually send the message, so evaluation becomes necessary.

III. Revising

PC’s (Personal computers) have changed the writing process

PCs save times, can copy , make changes, create layouts.

The author can himself directly make messages which was done by his secretary before.

In corporates today, the managers are keyboarding and drafting letters themselves.

Revision of any number of times is possible. Computers help to research (with internet

connectivity) record, organize and modify the texts.

Electronic writing process

1. Note taking (With the help of note pads)

2.Searching and Researching (With internet connectivity)

3.Word Polishing (With the help of in build dictionary)

4.Outlining (highlighting the importance of message)

Use of computers in Electronic writing

5.Spell checks.

6.Multi-screens (If many screen facility is provided. Work can happen in two screen simultaneously)

7.Edit Option: (the incorrect sentences can be corrected by making use of edit options).

8.Linking: (the data can be linked between different files and folders).

9. Footnotes and head notes.

10.E.Mail: Sending mail electronically is possible.

Use of computers in Electronic writing

Presentation

Presentation-Meaning Presentation is the act of introducing

via speech and various additional means (for example with sharing computer screen or projecting some screen information) new information to an audience.

Usually presentations are used in seminars, courses and various other organizational scheduled meetings.

There are three basic purposes for giving oral presentations:

•To inform•To persuade•To build good will

Basic Purpose of Presentation

The purpose of presentation should be decided before the presentation is done.

There are Five types of presentation:

1. Informative Keep an informative presentation brief and

to the point. Stick to the facts and avoid complicated information. Focus on logical order, time, place, cause and effect.

Types of presentations

2. Instructional Purpose in an instructional presentation is

to give specific directions or orders. Presentation may be longer. Listeners should come take away new knowledge or a new skill.


3. Arousing

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


4. Persuasive

Purpose in a persuasive presentation is to convince your listeners to accept your proposal.

A convincing, persuasive presentation offers a solution to a controversy, dispute, or problem. To succeed with a persuasive presentation, you must present sufficient logic, evidence, and emotion to sway the audience to your viewpoint.


5. Decision-making

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


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

Elements of a Good Presentation

8. Verbal clutter (um, ah, ya’ know) at a minimum

9. Proper pronunciation and grammar 10. Relate to audience 11. Demonstrate confidence 12. Use stories and humor appropriately 13. Dress for success 14. Be prepare – practice, practice and

practice


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


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

Designing the presentation

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

Designing the presentation 1.Establishing the Objectives

An audience analysis will help to:

Select appropriate points of emphasis in your presentation Develop a useful level of detail Choose and prepare appropriate visual aids Create a tone that is sensitive to audience's circumstance The presentation will ideally form a bridge between

something we have and our audience wants. The audience analysis influence the form of information presented.

Designing the presentation 1.Establishing the Objectives

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

Designing the presentation 2.Planning the Material

Prepare the presentation in advance: Do not prepare the presentation at the last moment. Prepare well in advance.

Prepare an outline of goals, major issues to be discussed, and information to be presented to support main themes. Limit content to the major points.

Analyze audience. content should be developed considering such things as whether they are likely to be friendly or unfriendly, lay or technical in their background, and whether they want only to listen or to respond and contribute.

Select appropriate visual aids and a presentation style that will be effective in the physical setting for the training session.

Designing the presentation 2.Planning the Material

When organizing the material, consider an "old chestnut" of public speaking -

"Tell 'em what you're going to tell 'em; tell 'em; and tell 'em what you told 'em."

This recommendation:

Recognizes the importance of reinforcement in learning process Complete the communication for the listener Inform people who arrive late of what they missed Recognize the importance of organization, highlighting, and

summarizing main points for the audience Clarify main themes for the audience at the end of the presentation

Designing the presentation 3.Organizing the Material

Studies by educational researchers suggest that: Approximately 83% of human learning occurs

visually, and Remaining 17% through the other senses - 11%

through hearing, 3.5% through smell, 1% through taste, and 1.5% through touch.

The studies suggest that three days after an event, people retain 10% of what they heard from an oral presentation, 35% from a visual presentation, and 65% from a visual and oral presentation.

Designing the presentation 4. Using appropriate Visual Aids

4. Using appropriate Visual Aids-Cont

Tables, graphs, charts photographs, maps, drawing and diagrams are the examples of visual aids.

Visual aids help presentation make things happen. They help to achieve presentation objectives. They clarify points They create excitement. They involve audience Visual aids add impact and interest to a presentation Concepts and ideas becomes more clear

Designing the presentation 4. Using appropriate Visual Aids

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

Strategies for improving effectiveness in presentation

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

Effective presentation: 1.Using Flip Charts and/or White Boards

Record ideas from the audience Illustrate an idea as you deliver your presentation Make sure you have plenty of paper on your flip chart

table Check the markers Identify wall space where you might hang flip chart

pages you need to display Bring wall tape for flip chart paper if you plan to hang it

up Spend time to make it neat Vary colors with purpose Color increases retention 66%) Write notes

How to make flip charts effective?

Putting too much on slides detracts the audience from your words

Audiences like consistency – repeated company logo, titles in same place, fonts, backgrounds, and colors

The audience will associate your slides with you; if they feel uncomfortable with the slides, they might feel uncomfortable with your presentation

Typefaces - Arial or other san-serif fonts are most readable on screen

Use at least 24 point type for body text. Headings and Titles should be larger than body.

Effective presentation-2. Using Slides Support s presentation

Punctuation Capitalize appropriately and consistently -avoid using

capital letters in the text. Most slides do not require punctuation since they are

written as bullet points Use punctuation in paragraphs and quotations Bulleted Points and Numbered Steps White Space- Well-designed slides provide enough white

space Five-Five Rule – no more than 5 bullets (points) to a page,

no more than 5 words per bullet Graphics and Animations to support a point, or bring

additional value to the presentation.

Effective presentation-Using Slides Support s presentation

Using Colour (color increases retention by 66% Color and Emotion

Use colors appropriately to make your point (Background colors should contrast with the lettering; dark lettering, light background, light lettering should be on a dark background

Consistency – your audience should know what to expect from slide to slide

Effective presentation-Using Slides (continued)

Print a copy of your slides and make presenters notes as your guide while you are presenting

Look at audience Stay on track – cover points in order; don’t

make the audience search

Effective presentation-Using Slides (continued)

Different learning modality – it is a break from the normal delivery

Predictable – learner reactions become predictable and can be addressed with more expertise each time

Provides a continuous story line – characters become familiar to the participants as the story continues increasing the richness of the discussion

Predetermined length – knowing how long the video is helps to keep workshop on track

Creates objectivity – allows participants to step back and observe skills and behaviors in action, then apply it to their own situations and Challenges

Effective presentation-3. Using Video/DVD Presentations

Test the system – make sure it works. Have video queued up and DVD ready to go.

Pre adjust the volume Master the remote control Take time to verbally position the segments

to the audience Watch the video along with participants Have an AV person available during the

start-up when possible

Tips for using Video/DVD

Telling a story helps to illustrate or drive home a point wee are making with our presentation. Stories are great for our opening because, done right, they will engage audience right away.

Tips for incorporating stories into the presentation:

Make it relevant – it must tie into your presentation somehow Use only relevant details – everything in your story should be

there for a reason What’s the point? – it may relate to the topic but if it doesn’t

make a strong point, it will not be effective Connect to an audience member if possible

Effective Presentation: 4. Telling Stories

Humor: Laughter is the best medicine and the good use of humor in a presentation can be the cure for an otherwise dry topic.

Humor should address the topic at hand. Humor should be appropriate – trying to be funny while delivering

bad news or during a serious discussion sends a mixed message

Tips for using humor:

1 Joke – fictitious story with a punch line 2 Funny story – true story about something that happened to you

(or someone close to you) 3 Physical comedy – exaggeration of body or clumsiness for laughs 4 Exaggerations – making the story a little ridiculous unexpectedly

Effective Presentation: 5. Using Humor

Keep it short – long-winded jokes and stories do more harm than good

Practice – work humor into your presentation on purpose and practice it so it is smooth and rolls off your tongue.

Pause afterward – let the audience enjoy the laugh without moving on too quickly

Don’t laugh at your own jokes – Don’t make jokes at other people’s Use moderation – you are making a

presentation, not putting on a comedy show

Effective Presentation: Using Humor (Cont)

Some tips for answering questions successfully:

Prepare: Thinking about the questions that might come up is important, Preparing the answers before the presentation, , Building the answers into the presentation makes presentation effective.

Deciding about the question and answer session is also important to clarify the doubts of the audience.

Handling Questions at the time of presentation

Understanding and clarifying: If we aren’t sure about the question or time is required to answer ? The same should be intimated to the audience.

Be concise: Be as brief and concise as possible. Closed-ended questions can be answered with ‘yes’ or ‘no’

If we don’t know: The best answer is: “I don’t know but I can find out for you.”

Handling Questions at the time of presentation

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

Advanced visual aids to support business presentation

Flip charts are quick, inexpensive visual aids for briefing small groups. The charts, felt-tip markers and graphic materials are readily available, and with a modest ability at lettering, the presenters can compose the desired visual effect.

Flip Charts: Help the speaker proceed through the material Convey information Provide the audience with something to look at in addition to the

speaker Can be prepared prior to, as well as during, the presentation Demonstrate that the speaker has given thought to his or her remarks Can be used to record audience questions and comments Can be converted to slides

Advanced visual aids to support business presentation-1. Flip charts

Overhead transparencies are useful for audience settings of 20 to 50 people and can be produced quickly, easily, and inexpensively. Ready artwork, word charts, illustrations, or diagrams can be made into transparencies .

Speaker can use an overhead projector with significant light in the room, thereby enabling the speaker to maintain eye contact with the audience.

Advanced visual aids to support business presentation- 2. Overhead Transparencies

Posters are prepared graphic devices that can be made of a variety of materials and media - photographs, diagrams, graphs, word messages, or a combination of these.

Posters work best in smaller audience sizes. Posters are permanent and portable. Posters can be simple or very elaborate. Posters can be used alone or in a series to tell a story Each poster should contain one message or theme. Words, charts, diagrams, and other symbols must be

penned in a large enough size to be seen by everyone in the room.

Advanced visual aids to support business presentation-3.Posters

35 mm slides enliven a presentation for virtually any size audience. They can project a professional image, are relatively inexpensive to produce, and if necessary, can be produced quickly.

Slides have high credibility with audiences because viewers looking at photographic slides taken in the field often feel that seeing is believing.

The only hardware required is a slide projector and a screen. Slide programs are easy to package in slide trays.

Changes in slides or in their sequencing can be done rapidly to meet changing conditions or audiences.

Advanced visual aids to support business presentation-4. 35 Millimeter Slides

Audio-slide shows are self-contained programs having pre-recorded sound tracks that are coordinated with slides by use of electronic synchronizers. Audio-slide programs can serve audiences ranging from a handful to a couple of hundred people.

The audio slide show can impart considerable information because of color and a wide array of audio-techniques and visual images can be used.

If multiple projectors are used with dissolve units that allow images to "fold" into one another, even a sense of movement can be created.

They offer the flexibility of changing slides to meet the needs of specific audiences.

Advanced visual aids to support business presentation-4. Audio-Slide Show

Videotape electronically carries both a picture and a sound track. Its features of sound, movement, vivid image, color, and variety hold an audience's attention the way film does.

Videotape can be used to program an entire presentation, or to support a speaker's remarks by highlighting certain topics.

Advanced visual aids to support business presentation-5.Videotape

oral and written communication

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