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Lecture Notes Business Communication Unit IV BBA

Lecture Notes Business Communication Unit IV BBA

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Published by Amit Kumar
Oral & Non-verbal communication: Principles of Oral Presentation Factors affecting Presentation, effective Presentation skills, conducting Surveys. Body Language, Para Language, Effective Listening, Interviewing skill, Writing resume and Letter or application
Oral & Non-verbal communication: Principles of Oral Presentation Factors affecting Presentation, effective Presentation skills, conducting Surveys. Body Language, Para Language, Effective Listening, Interviewing skill, Writing resume and Letter or application

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Business Communication Unit IV BBA N202
By:-Amit Kumar (Assist. Professor) Page 1FIT Group of Institutionsamit040985@gmail.com
Business Communication
UNIT IV
Oral Communication
Oral communication implies communication through mouth. Itincludes individuals conversing with each other, be it directconversation or telephonic conversation. Speeches,presentations, discussions are all forms of oral communication.Oral communication is generally recommended when thecommunication matter is of temporary kind or where a directinteraction is required. Face to face communication (meetings,lectures, conferences, interviews, etc.) is significant so as tobuild a rapport and trust.
Advantages of Oral Communication
 There is high level of understanding and transparency in oralcommunication as it is interpersonal.There is no element of rigidityin oral communication. There is flexibility for allowing changes inthe decisions previously taken.The feedback is spontaneous in caseof oral communication. Thus, decisions can be made quicklywithout any delay.Oral communication is not only time saving,but it also saves upon money and efforts.Oral communication isbest in case of problem resolution. The conflicts, disputes andmany issues/differences can be put to an end by talking them over.Oral communication is an essential for teamwork and group energy.Oral communication promotes a receptive and encouraging moraleamong organizational employees.Oral communication can be bestused to transfer private and confidential information/matter.
Disadvantages/Limitations of Oral Communication
 
Relying only on oral communication may not be sufficient asbusiness communication is formal and very organized.
 
Oral communication is less authentic than writtencommunication as they are informal and not as organized aswritten communication.
 
Oral communication is time-saving as far as daily interactionsare concerned, but in case of meetings, long speeches consumelot of time and are unproductive at times.
 
Oral communications are not easy to maintain and thus they areunsteady.
 
 There may be misunderstandings as the information is notcomplete and may lack essentials.
 
It requires attentiveness and great receptivity on part of thereceivers/audience.
 
Oral communication (such as speeches) is not frequently used aslegal records except in investigation work.
Non Verbal Communication
It is communication of feelings, emotions, attitudes, andthoughts through body movements / gestures / eye contact, etc.
 The components of Non Verbal Communication are:
 
Kinesics:
It is the study of facial expressions, postures &gestures. Did you know that while in Argentina to raise a fist inthe air with knuckles pointing outwards expresses victory, inLebanon, raising a closed fist is considered rude?
 
Oculesics:
It is the study of the role of eye contact in non verbalcommunication. Did you know that in the first 90 sec - 4 minyou decide that you are interested in someone or not. Studies
 
Business Communication Unit IV BBA N202
By:-Amit Kumar (Assist. Professor) Page 2FIT Group of Institutionsamit040985@gmail.com
reveal that 50% of this first impression comes from non-verbalcommunication which includes oculesics. Only 7% of comesfrom words - that we actually say.
 
Haptics:
It is the study of touching. Did you know thatacceptable level of touching vary from one culture to another?In Thailand, touching someone's head may be considered asrude.
 
Proxemics
: It is the study of measurable distance betweenpeople as they interact. Did you know that the amount of personal space when having an informal conversation shouldvary between 18 inches - 4 feet while, the personal distanceneeded when speaking to a crowd of people should be around10-12 feet?
 
Chronemics:
It is the study of use of time in non verbalcommunication. Have you ever observed that while ANemployee will not worry about running a few minutes late tomeet a colleague, a manager who has a meeting with the CEO, alate arrival will be considered as a nonverbal cue that he / shedoes not give adequate respect to his superior?
 
Paralinguistics
: It is the study of variations in pitch, speed,volume, and pauses to convey meaning. Interestingly, when thespeaker is making a presentation and is looking for a response,he will pause. However, when no response is desired, he willtalk faster with minimal pause.
 
Physical Appearance
: Your physical appearance alwayscontributes towards how people perceive you. Neatly combedhair, ironed clothes and a lively smile will always carry moreweight than words.
Basic Principles of Oral Presentation
KNOW YOUR LISTENERS AND ADAPT YOUR MESSAGE TO THEM
 
 Think about your audience's demographics—age, gender,occupation, race or ethnicity, religion, cultural heritage, etc.
 
Consider what your audience already knows about your topic,how familiar they are with the terminology, how closely theirviews match yours, and how committed they are to existingattitudes and beliefs.
 
 The best communicators are those who understand theirlisteners and adjust their message in order to "reach them wherethey are."
SPEAKING IS FUNDAMENTALLY DIFFERENT FROMWRITING BECAUSELISTENING IS FUNDAMENTALLY DIFFERENT FROMREADING.
 
A reader chooses when and where to focus attention; a speakermust focus a listener's attention on what he or she is saying atthis moment.
 
A reader controls how fast he or she will move through a text; aspeaker controls how fast listeners will move through an oralpresentation.
 
Readers have the option of going back and re-reading; listenersmust grasp material as the speaker presents it.
 
Readers have lots of graphic cues about order and importance of points and about the relationship among ideas; listeners rely onthe speaker to be their guide and interpreter.
UNDERSTAND YOUR NERVOUSNESS
 
It's normal: 3 out of 4 people say they feel nervous aboutspeaking in public. It's like getting up for an athletic contest:you want to do well, you've prepared, and you're ready to go!
 
 Your performance is important, but
it's not the main thing
. Themain thing is
sharing your message
—the ideas, feelings,information. It's about learning together.
 
Nobody expects perfection. If you mess up something, just fix itand go on. Your audience is your partner: they want to learnfrom you; they want you to succeed.
 
Some nervousness is a good thing. Heightened activation canenergize your presentation, enhance your alertness andanimation, and boost audience engagement.
 
Use relaxation techniques if you think you're too wound up.Before your presentation, sit quietly, focus on letting the tensiongo out of your body, breathe deeply from your abdomen (in fora 4 count, hold for 4, out for a 4 count). Do this for severalcycles with normal breaths between so you don't hyperventilate.
 
Smile. It's a mood elevator.
 
If you think you are unusually nervous about speaking in frontof people, contact the Oral Communication Center. We havemethods for helping you understand and manage your anxiety.
Effective Presentation Skills
Presentation can be defined as a formal event characterized byteamwork and use of audio-visual aids. The main purpose of presentation is to give information, to persuade the audienceto act and to create goodwill. A good presentation should havea good subject matter, should match with the objective, shouldbest fit the audience, and should be well organized.
Characteristics of a Good/Effective Presentation
 The presentation ideas should be well adapted to youraudience. Relate your presentation message/idea to theinterests of the audience. A detailed audience analysismust be made before the presentation, i.e., an analysisof the needs, age, educational background, language,and culture of the target audience. Their body languageinstantly gives the speaker the required feedback.A good presentation should be concise and should befocused on the topic. It should not move off-track.A good presentation should have the potentialto convey the required information.4.
 
 The fear should be transformed into positive energy during thepresentation. Be calm and relaxed while giving a presentation.Before beginning, wait and develop an eye contact with theaudience. Focus on conveying your message well and use apositive body language.5.
 
 To communicate the desired information, the speaker should usemore of visual aids such as transparencies, diagrams, pictures,charts, etc. Each transparency/slide should contain limited andessential information only. No slide should be kept on for alonger time. Try facing the audience, rather than the screen. Thespeaker should not block the view. Turn on the room lights elsethe audience might fall asleep and loose interest. Organize allthe visuals for making a logical and sound presentation.
 
Business Communication Unit IV BBA N202
By:-Amit Kumar (Assist. Professor) Page 3FIT Group of Institutionsamit040985@gmail.com
6.
 
A good presentation must be planned. The speaker must planhow to begin the presentation, what to speak in the middle of presentation and how to end the presentation without losingaudience interests at any point of time.7.
 
Rehearse and practice the presentation. This will help thespeaker to be more confident and self-assured. The more thespeaker rehearses the better the presentation turns to be.8.
 
 The speaker should encourage more questions from theaudience. He should be honest enough to answer thosequestions. If any biased question is put forth by the audience,rearticulate it before answering.9.
 
Summarize the presentation at the end. Give final comments.Leave a positive impact upon the audience.10.
 
 The speaker must have a presentable appearance while giving apresentation. The speaker should stand with feet far apartmaintaining a good balance. He must use confident gestures. Hemust use short and simple words.11.
 
 Try to gain and maintain audience interest by using positivequotes, humour, or remarkable fact.12.
 
 The speaker must be affirmative and optimistic before givingpresentation. He should ensure all tools and equipments to beused in presentation are working well.13.
 
 The speaker must state the objectives of the presentation atbeginning of the presentation.
What is a effective presentation?
A effective presentation makes the best use of the relationshipbetween the presenter and the audience. It takes fullconsideration of the audience’s needs in order to capture theirinterest, develop their understanding, inspire their confidenceand achieve the presenter’s objectives.
Careful planning is essential.Seven stages in planning a presentation1. Preparation
Many factors affect the design of your presentation. A powerfulpresenter will acknowledge and address each of the following:
 
objectives;
 
audience;
 
venue;
 
remit.
Objectives
Why you are making your presentation? Bear in mind what youwant to achieve and what you want your audience to take awaywith them. Once you have decided upon your objectives, youare in a much better position to make strategic decisions aboutthe design and tone of your presentation. For example, apresentation to a seminar group might require a balancedargument, whereas a charity appeal might require a morecreative approach. Ask yourself:
 
what do you want your audience to have understood?
 
what action do you want your audience to takefollowing your presentation?
 
how can you best design your presentation to meetyour objectives?
Audience
 Your audience will have a variety of different experiences,interests and levels of knowledge. A powerful presenter willneed to acknowledge these and prepare for and respond to themaccordingly. Ask yourself:
 
how much will your audience already know about yourtopic?
 
how can you link new material to things they mightalready understand?
 
will you need to win them over to a particular point of view? You may not be able to answer these questions for each memberof your audience but you should have enough information toensure that you have targeted your material at the right level fortheir needs. This might involve avoiding technical jargon orexplaining abstract concepts with clear practical examples. Iyou fail to consider your audience’s needs, you will fail toappeal to their interest and imagination.
Venue
Where will you be making your presentation? What will theroom be like? Whatatmosphere will the physical conditions create? A large lecturetheatre might create a formal atmosphere. Similarly, a seminarroom might create a less formal tone. Ask yourself:
 
what kind of atmosphere do you wish to create?
 
how might the room arrangement affect yourrelationship with the audience?
 
can you do anything to change the arrangement of theroom to suit yourobjectives?
 
what audio-visual aids can you use?
Remit
 You may well have been given a remit for your presentation;you will need to stick to this. For example, you may have beenasked to present a paper at a conference in a certain style ormeet certain assessment criteria on your course. Ask yourself:
 
how much time have you been allocated?
 
are you required to stick to a common format or style?
 
have any guidelines been set regarding the content of your presentation (i.e. a predetermined title, or a fixed numberof overhead transparencies)?
2. Choosing your main points
Once you have thought about the design of your presentation,you can define your main points. Try presenting no more thanthree main points in a ten minute presentation. Always allowtime for an adequate introduction and conclusion. It is difficultfor an audience to follow a more complex argument withoutsignificant help from the presenter. A powerful presentationdelivers information in a logical, structured manner, building onthe previous point and avoiding large jumps in sequence. Askyourself:
 
what are the main points you wish to make?
 
are these points structured in a logical, coherent way?
 
do these main points reflect your own objectives andtake account of the needs of your audience?

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