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Characteristics of Body Language
Characteristics of Body Language
Ans. It is the communication of personal feelings, emotions, attitudes, thoughts through body movements –
gestures, postures, facial expression, walking styles, position and distance – either consciously or
involuntarily, more often subconsciously, and accompanied or unaccompanied by the spoken language.
The relation between the three main elements of communication; the verbal, the vocal, and the visual has been
established by scientists in this way –
Verbal 7%
Vocal 38%
Visual 55%
Thus the visual is the most controllable and yet perhaps the most unconscious element of the message from
sender to receiver.
SILENCE – It is a tactful means of communications it may indicate several things. The terms
‘dead silence’, ‘stony silence’, ‘embarrassing silence’, show that silence has a multiple meanings.
It means different things in different cultures.
GESTURES – gestures are the movements of hand and body, they are natural and act as conjunction to verbal
communication. They are used to emphasize or clarify a verbal message. they display our emotions while
expressing a message.
POSTURE – It is the way we hold ourselves The way we sit, stand or hold our body contributes a lot
communication
Graceful posture is a great asset in any profession.
SPACE – The amount of space we keep with different people communicates our closeness to that person. The
space of offices, a large office desk, a big car also suggest a position of importance.
TIME – Our use of time is an even more subtle non-verbal factor of communication. Time managements
creates an impression of efficiency.
ENERGY – This aspect is hard to describe but easier to spot. People of high energy levels manage to create
an atmosphere charged with enthusiasm and motivates other to do so. The high energy could be in in the form
of intellectual, Spiritual or emotional energy. State of physical and mental health plays a big role in it.
CLOTHING – This creates the first impression of the people and is a powerful source of communication. It
depends on colour, cut, fit, fabric etc.appropriateness o for the season and occasion is important.
APPEARANCE – Besides clothing other factors like appearance and hygiene plays an important role in
positive communication. Personal hygiene and neatness, care of nails, hair , accessories like tie, belt, jewellery
etc. contributes a lot to make a good impression. What ever you wear should be graceful and comfortable.
Latters
Essentials of Letter
Although the letter is the most common form of written comm., We frequently overlook it’s
importance. It stands as a test of one’s ability to think clearly and to use language effectively. Effective
writings does not come by chance. It is a skill that can be developed. Some of the principles of effective
writing are –
• Promptness – As a rule, respond to the letter the day it is received .Otherwise you can
acknowledge the letter and indicate how soon you can reply.
• Accuracy – To be accurate you should check and double check you facts, figures, words,
language, and tone. correct use of punctuation and grammar should be used. Instead of writing
tomorrow or today the date should be mentioned.
• Brevity - Don’t overload your letter with irrelevant details. Brevity consists in saying what needs
to be said. Being brief does not mean saying lesser than what the occasion demands. Brevity is
not to be achieved at the cost of clarity.
• Clarity – Clarity of language and tone is important in written comm. Our letter should be in
positive language. Too many ‘sorry’ or ‘no’, ‘don’t’ should be avoided. correct spellings and
caution in using homonyms should be exercised.
• Salesmanship – Every letter going from your desk should be the ambassador of your firm. It
must carry a message and enhance your reputation.
• ‘You’ attitude – Write your letter by keeping in mind the receiver. Avoid I’s or we’s.
Essentials of effective writing
The Qualities necessary for business writings are called are called the four C’s of communications. They
are Correctness,Clarity, Conciseness and courtesy.The other related qualities are completeness
coherence, confidence and consideration.
Clarity—The message must be clear in the first reading.Clarity depends upon five factors:
1. Language must be simple
2.Sentences should be small.
3. Punctuation should be proper.
4. Words should give concrete details.
5. Logical sequence of ideas .
REPORT WRITING
DEFINITION –The word report is derived from Latin word ‘reportare’ which means to carry back.It is
therefore a description of event carried back to someone who was not present on the scene. In short it is
an assigned communication for a purpose and is meant for specific reader. Hence a report is a formal
communication written for a specific purpose; it includes a description of procedures followed for
collection and analysis of data, their significance, the conclusions drawn from them, and
recommendations if required. They are of two types- formal and informal.It can be in a type of letter ,
memo, news item, periodic, routine, progress showing, lab reports or a proper format in detail form.
CHARECTERISTICS OF A REPORT
PRECISION – The writer should be very clear about the exact purpose of the report.
ACCURACY – all the facts mentioned should be accurate and demonstrated with the help of
graphs, charts, pictogram etc.
RELEVANCE – The facts presented should be relevant and not left out. It should not mislead the
reader.
READER ORIENTED – It is necessary that it is kept in mind the person for whom the report is
meant.
RECOMMENDATION – they should be impartial without revealing any self-interest.
SIMPLE LANGUAGE – It should be in simple language free from poetic phrases.
BREVITY –It should be brief but not achieved at the cost of clarity.headings and subheadings
should be included.
GRAMMATICAL ACCURACY -- . It should use language that is concise concrete and
grammatically correct.
PURPOSE OF A REPORT
It is primarily a source of information to the management to help in decision making, so its purpose is
To give information about a company’s activity, progress, plans and problems.
To record events for future reference.
To recommend specific action.
To justify and persuade readers about the need for action in controversial situations.
To present facts to the management to help decide the direction the business should choose.
STRUCTURE OF A REPORT
Cover
Title page
Acknowledgement
Table of contents
Executive summary
Introduction
Description
Conclusion
Recommendations
Appendix
List of references
Bibliography
Glossary
Index
Public Speaking
It is a formal or an informal talk which the speaker delivers in front of an audience. The talk or speech
should be meaningful, appealing, and appropriate as per the occasion.The audience may be large or
small, invited by an open notice/invitation.The speech may be lengthy or short, emotive or matter of
fact, well illustrated or suggestive.Public speaking is a skill which can be mastered with practice. It
requires preparation and formal presentation and strong communicative skills.
Types Of Speeches—
1. Impromptu Delivery In this speaker has to organize his speech quickly and promptly.
He does not get time for written preparation.In this the speaker quickly determines the
central idea, main points and supporting material.
2. Memorized Delivery Most of the speeches in business are not memorised. In this
form the speaker plans his speech before hand and memorises it.
3. Extempore Delivery In this the speaker is given a few minutes to prepare where he
writes down the points on cards or paper.the points are written in main phrases, titles &
Subtitles.
4. Manuscript Delivery It is the most formal form of speech. Where every detail is
given and read out word to word in the speech.
Presenttation
ESSENTIAL CHARACTERISTICS
A good presentation has the following characteristics—
• A clear structure with an introduction, discussion, and end
• Facts and figures are visually represented in tables graphs and charts
• Different colours are used to make it more attractive
• Humour and anecdotes are often employed to crate good atmosphere
• Questions are regarded seriously and given equal attention
• As a presenter, you should think and plan the following-
• Identify your purpose
• Analyze your audience
• Identify the need
• Lay out the information
• Design your com.
• Time your presentation
• Decide on the visual aids
• Study the location
Body Language
Since presentation is a live performance, non verbal skills play a big role in it.we have already studied
the power of body language.Hence a great deal of attention Should be given to these things-
Appearance(clothes, hygiene)
Posture (body shape)
Eye-contact (roaming not fixed)
Gesture(hand and shoulder movement)
Movement (not fixed, but at ease)
Smiling face( relaxed)
PRESENTATION SKILLS
A presentation is a live mode of sharing information with select audience. It is form of oral
communication in which a person shares factual information with particular audience.We can define
presentations as an oral activity using visual electronics aids such as (OHP, LCD) to discuss new ideas
and information with a specific audience in an impressive and convincing manner.Presentation is
different from a class room lecture. Lecture is an interactive activity and a two way communication
with possible interruptions, but presentations are one way initially. The audience sits through listening,
watching, and taking notes.Here the presenter is focused more in persuading the audience to buy his
idea or information.A presentation has a well defined format, where the audience is invited to ask the
questions or seek clarification only at the end of the presentation.