SFCE 11

UNDER GRADUATE COURSES

FOUNDATION COURSE

FIRST YEAR
FIRST SEMESTER

COMMUNICATIVE ENGLISH

INSTITUTE OF DISTANCE EDUCATION

UNIVERSITY OF MADRAS
UNDERGRADUATE COURSES PART - I
FIRST YEAR COMMUNICATIVE ENGLISH
FIRST SEMESTER

WELCOME
Warm Greetings.

It is with a great pleasure to welcome you as a student of Institute of Distance Education,

University of Madras. It is a proud moment for the Institute of Distance education as you are
entering into a cafeteria system of learning process as envisaged by the University Grants
Commission. Yes, we have framed and introduced Choice Based Credit System(CBCS) in
Semester pattern from the academic year 2018-19. You are free to choose courses, as per the
Regulations, to attain the target of total number of credits set for each course and also each
degree programme. What is a credit? To earn one credit in a semester you have to spend 30
hours of learning process. Each course has a weightage in terms of credits. Credits are assigned
by taking into account of its level of subject content. For instance, if one particular course or
paper has 4 credits then you have to spend 120 hours of self-learning in a semester. You are
advised to plan the strategy to devote hours of self-study in the learning process. You will be
assessed periodically by means of tests, assignments and quizzes either in class room or
laboratory or field work. In the case of PG (UG), Continuous Internal Assessment for 20(25)
percentage and End Semester University Examination for 80 (75) percentage of the maximum
score for a course / paper. The theory paper in the end semester examination will bring out your
various skills: namely basic knowledge about subject, memory recall, application, analysis,
comprehension and descriptive writing. We will always have in mind while training you in
conducting experiments, analyzing the performance during laboratory work, and observing the
outcomes to bring out the truth from the experiment, and we measure these skills in the end
semester examination. You will be guided by well experienced faculty.

I invite you to join the CBCS in Semester System to gain rich knowledge leisurely at
your will and wish. Choose the right courses at right times so as to erect your flag of success.
We always encourage and enlighten to excel and empower. We are the cross bearers to make
you a torch bearer to have a bright future.

With best wishes from mind and heart,

DIRECTOR

(i)
UNDERGRADUATE COURSES PART - I
FIRST YEAR COMMUNICATIVE ENGLISH
FIRST SEMESTER

COURSE WRITER

Dr. S. EVELYN SHARON

Assistant Professor
Department of English
Stella Mary's College
Chennai

EDITING & COORDINATION

Dr. V. Meena Kumari M.A (Eng.), M.A. (J.M.C), M.Phil., Ph.D.

Associate Professor
Department of English
Anna Adarsh College for Women
Chennai

© UNIVERSITY OF MADRAS, CHENNAI 600 005.

(ii)
 UNDERGRADUATE COURSES

FIRST YEAR -

FIRST SEMESTER

PART - I

COMMUNICATIVE ENGLISH

SYLLABUS

Semester - I - Paper - I - Speaking Skills

UNIT – 1

Introduction to Phonetics (pronounciation and neutral-accent training)

UNIT – 2

Practising Conversations (types of conversations, building effective business conversation)

UNIT – 3

Speaking in Interviews (Handling questions in different types of intreviews)

UNIT – 4

Team Communication (Group Discussions; Giving Instructions)

UNIT – 5

Making Presentations (Giving Lectures / Speeches; Business Presentation; Extempore

Speaking; Just-a-Minute Speeches, Hosting events)

UNIT – 6

Speaking Skills and Nonverbal Communication

(iii)
 UNDERGRADUATE COURSES

FIRST YEAR -

FIRST SEMESTER

PART - I

COMMUNICATIVE ENGLISH
SCHEME OF LESSONS

Sl.No. Title Page

1. Speaking Skills 001

2. Non-Verbal Communication 008

3. Introduction to Phonetics 015

4. Business Conversations 029

5. Speaking in Interviews 036

6. Group Discussion and Panel Discussion 058

7. Giving Instructions 068

8. Making Presentation 076

9. Hosting Events 092

10. Business Presentations 103

(iv)
 1

LESSON - 1
SPEAKING SKILLS

1.1 Introduction

Language is the essence of human communication. In order to communicate effectively,

it is important to develop your language skills. A house cannot be built without proper foundations;
similarly, a person cannot become efficient in communication without mastering the language
skills. There are four basic language skills – Listening, Speaking, Reading and Writing. These
four skills, that are overtly interdependent, are the scaffolds that constitute a language. In this
semester, you will be learning speaking skills that can be used in different situations. And this
unit is an introductory which acts as a forerunner to the rest of the lessons in this book on
speaking skills. In this unit we will take a glimpse of the four skills of English language and
focus on the primordial skill of speaking.

1.2 Objectives

By the end of this lesson you will be able to

 identify different kinds of speaking

 engage in a conversation effectively

Plan of Study
1.1 Introduction

1.2 Objectives

1.2.1 Receptive Skills & Productive Skills

1.2.2 Speech Production

1.2.3 What is speaking?

1.2.4 Patterns of speaking

1.2.5 How to be an effective speaker?

1.3 Do it yourself
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1.4 Recap

1.5 Activities

1.6 Check your answers

1.7 Model Questions

In the introduction, we saw about the four skills of a language. These skills can be classified
into two categories: Receptive skills and Productive skills.

1.2.1 Receptive Skills:

Receptive Skills are skills that enable a person to understand information. Reading and
Listening are called receptive skills throughout which we are receiving information. The Reader
and the Listener are not producing language but are passively engaged in the process of
comprehension. As a reader, when you are reading a piece of text, be it a poem, a short story,
a lesson or a novel, the words that you read are silently being processed in the mind. While
you are reading, your mind tries to decode the meanings of the words that you are reading so
that comprehension happens.

Similarly, when you are listening, the mind processes the words that you hear and decodes
the meaning of the words in order to enable understanding.

Since there is no active production of vocabulary, these skills are also known as Receptive
Passive Skills

Productive Skills:

Speaking and Writing are productive skills because language is generated and produced
for communication to take place. When we want to express an idea we either speak or write
about for this our mind starts processing the thoughts. Our thoughts are then given structure in
the form of words. Since the mind is actively engaged in producing vocabulary in order to
convert a thought into a speech or a piece of writing, speaking skills and writing skills fall under
the category of productive skills.

This lesson will focus on the Productive Skills of speaking.

Before we look at the Speaking Skill in detail, let us look at how speech is produced.
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1.2.2 Speech Production:

What is speech? Speech is the ability to express thoughts and feelings by sounds. The
process of speaking involves three steps: conceptualization, formulation, and articulation.

Conceptualization is a stage of speech production where a thought is conceived in the

mind of the speaker. Formulation is a stage where the conceived thoughts are given a form in
the mind. The brain sends signals and assigns words to the thoughts that are conceived in the
previous stage. Articulation is the most important stage of speech production. In this stage, the
words that are formulated in the brain are spoken with the help of the mouth, the vocal cards
and the gust of air from the lungs.

Check your progress

Fill in the blanks:

1. The four basic language skills are _________, _________, _________ and _________.

2. The receptive skill comprises of _________ and _________.

3. _________ and _________ are productive skills.

4. The three steps involved in the process of speaking are _________, _________ and
_________

5. _________ is a stage of speaking where the thoughts are delivered as words.

1.2.3 What is speaking?

It is the process of communication with a person or a group of people using speech. It is

the act of expressing one’s thought and feeling using the spoken language. As afore mentioned,
speaking is a productive skill because, the speaker must produce language to communicate.
The speaker must convert thoughts into words for the listeners to understand. Speaking is a
two-way process as the speaker not only speaks but also listens, to communicate effectively.
Speaking Skills is one of the most important skills because it enables us to communicate
effectively. A good speaker’s aim is to communicate clearly also.

Speaking is broadly classified into Formal Speaking and Informal Speaking. Formal
speaking is spoken communication that happens in a professional set-up, i.e. at workplace, at
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school, at college, in the hospital, at the bank etc. In a formal context, speaking is limited to
formal conversations. Informal speaking is spoken communication that takes place in a non-
professional set up where personal information, ideas and opinions are shared. Examples of
informal speaking are: conversations between friends, conversation that takes place at home
etc.

1.2.4 Patterns of Speaking:

There are three basic patterns of Speaking. They are:

1. Interactive: Interactive speaking is usually a face-to-face conversation or a telephone

conversation where two or more speakers are actively engaged in the conversation. In
this process, listening and speaking happens alternatively. This type of speaking provides
ample space for clarification of doubts and asking for repetition. This kind of speaking
can be both formal and informal. For example, the conversation that takes place between
a teacher and a student in a classroom regarding a doubt raised by the student (formal
interactive speaking) and a conversation that takes place between a mother and a daughter
at home on how to cook (informal interactive speaking)

2. Partially interactive: This kind of speaking takes place when the conversation is not
very active. For example, when a speaker is addressing an audience, the audience
predominantly play the role of a listener. The speaker checks if the audience can understand
him based on their facial expression and gestures following which, the speaker opens the
platform for the audience to respond his talk (by asking questions, clarifying doubts and
giving feedback) only after his speech is over. The audience are given a chance to respond
to his speech only after he is completely done expressing his ideas. This kind of interaction
is not very active not completely passive and therefore it is called partial interaction.
Partial interaction is mostly formal.

3. Non-interactive: In this kind of speaking, there is no interaction between the speaker

and the listener. This is more of a one-sided conversation where there is no requirement
for the listeners to speak back. Non-interactive speaking takes place in poetry recitation
play performance or while broadcasting a speech on radio or on TV. This kind of speaking
can be used in both formal and informal contexts.
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1.2.5 HOW TO BE AN EFFECTIVE SPEAKER:

1. Be an active listener: In order to be an effective speaker, we should first be an active
listener. Listening actively to other speakers, can enable us to acquire knowledge of
varied patterns of speech used by others. These patterns of speech register in our
subconscious mind. This can enable us to be better speakers. Also, paying attention can
help the speaker to converse with ease.

2. Be a quick thinker: A good speaker should be able to think fast and respond.
Conversations become boring and dragged when the speaker is unable to think
quickly and respond in a situation. A slow thinker uses a lot of Fillers. (Fillers are words
like ‘Hmmm…’, ‘Err…’ ‘Well…’ etc. They are used to fill thinking gaps or pauses in a
conversation. We will learn more about Linkers in Unit 7) Excessive use of fillers dilutes
an interesting conversation.

As Jim Rohn says, “Take advantage of every opportunity to practice your communication
skills so that when important occasions arise, you will have the gift, the style, the sharpness,
the clarity, and the emotions to affect other people”. We should practice our communication
skills (especially speaking skills), so that when the need arises, we will be able to converse and
express our views with grace and poise.

Check your progress II

State whether the following statements are true or false

1. Speaking is the production of vocal sounds.

2. A bad listener can be a good speaker.

3. Excessive use of fillers makes a conversation interesting.

4. In non-interactive speaking, the listener cannot respond to the speaker.

5. Interactive speaking can be used in formal situations.

1.3 Do it yourself

Answer the following questions yourself. Key is not provided to these questions as you
are expected to check your answers by consulting the text of the unit.
6

1. What is the difference between a productive skill and a receptive skill?

2. Why is speaking a productive skill?

3. Define speaking.

4. What is partially interactive speaking?

5. What are fillers?

1.4 Recap

 The four basic language skills are listening, speaking, reading and writing.

 These four skills are divided into productive skills and receptive skills.

 Speech is act of expressing thoughts through words.

 The process of speaking involves three steps: conceptualization, formulation, and

articulation.

 Speaking is broadly classified into formal speaking and informal speaking

 There are three kinds of speaking – interactive, partially interactive and non-interactive.

 In order to be an effective speaker, one must be able to listen attentively and think quickly
with minimal use of fillers.

1.5 ACTIVITIES
1. You and your friend are meeting after a long time. Have a conversation with your friend
without using fillers.

2. Imagine yourself to be a famous orator. You are asked to give a talk on World AIDS day
on the radio. Prepare a non-interactive speech for the same.

3. Watch a short conversation for about 5 minutes from an English movie or a series. Observe
how the characters communicate with each other and jot down your observations.
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1.7. Check your answers:

Check your progress

Fill in the blanks:

1. Listening, Speaking, Reading and Writing

2. Listening and Reading

3. Speaking and Writing

4. Conceptualization, Formulation and Articulation

5. Articulation

Check your progress II

State whether the following statements are true or false

1. True

2. False

3. False

4. True

5. True

1.7 MODEL QUESTIONS

Answer the following in about 50 words:

1. What is conceptualization?

2. What is speaking?

Answer the following in about 200 words:

1. What are the types of speaking? Explain.

2. Briefly explain the characteristics of an effective speaker

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LESSON - 2
NON-VERBAL COMMUNICATION

2.1 Introduction

In the previous unit, we learnt about speaking patterns and how to be an effective speaker.
In this unit we will learn another important component in communication that goes hand-in-
hand with speaking skills – Non-Verbal Communication. Inter-personal communication includes
not just include usage of words through speaking but It is also inclusive of that which is unsaid.
This lesson will throw light upon the ‘unspoken’ part of communication and its importance.

2.2 Objectives

By the end of this unit, you will be able to

 explain the importance of non-verbal communication

 identify non-verbal elements of a communication and use them efficiently in a conversation.

Plan of Study
2.1 Introduction

2.2. Objectives

2.2.1. What is Non-Verbal Communication?

2.2.2. Types of Non-Verbal Communication

2.2.3. Importance of Non-Verbal Communication

2.3 Do it yourself

2.4 Recap

2.5 Activities

2.6 Check your answers

2.7 Model Questions

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2.2.1 What is Non-Verbal Communication?

Inter-Personal Communication can be broadly divided into two categories. They are:

 Verbal Communication

 Non-Verbal Communication

Verbal Communication is the use of words and sentences to communicate a thought

whereas Non-Verbal communication is communicating without the use of a spoken language
(words and sentence). Non-Verbal Communication includes the use of body language and
gesture to communicate a thought or an emotion. Non-Verbal Communication plays an important
role both in formal and informal contexts of inter-personal communication. Verbal and Non-
Verbal Communication go hand-in-hand in the communication process.

2.2.2 Types of Non-verbal Communication

Just as verbal language is broken up into various categories, non-verbal communication

also comprises of different categories. They are Kinesics, Paralinguistics and Personal
Presentation. We will now take a look at the different types of non-verbal communication.

1. Kinesics: The term ‘Kinesics’ is derived from the Greek word Kinesis which means
‘movements’. This term can be defined as a systematic study of body movements that aid
in communication. While we are communicating, we move our hands, body, eyes and
show facial expressions. These movements make up the Kinesics of a conversation.

Kinesics gestures are movements of a part of a body, mostly the hand or the head.
Kinesics is further divided into two categories. They are Adaptors and Emblems. Adaptors
are gestures that are subconsciously used by a speaker as a result of a habit, discomfort
or anxiety. Shaking legs, twirling the hair, scratching are all seen as gestures that arise
out of a person’s habit. Some people tend to click pens, fidget with their cell phones,
paper clips or other stationery items during an interview or when they are anxious about
something. These gestures happen subconsciously and are seen as distracters in a
conversation. These gestures are always seen in a negative light. A good speaker would
refrain from using adaptors in a conversation.
10

Emblems are gestures that have a specific, universally agreed-on meaning. While
Adaptors are seen as distracters, Emblems are seen as enhancers as they enrich the quality
of a conversation. Sitting erect, nodding the head, making eye contact, firm handshakes are
some common emblems. It communicates to the speaker that we are interested in listening to
what they are saying.

Maintaining eye contact is an important Emblem. Irrespective of whether you are a speaker
or a listener in a conversation, it is important to maintain eye contact. Making eye contact does
not mean staring the interlocutor down but to meaningfully look at the person showing that you
are paying attention to whatever is being said or heard. Looking at the ground or anywhere
else means disinterestedness and diffidence in conversation.

Our facial expressions also are an important part of our gestures. The listeners will trust
what they see on your face more than what you say because the face is the index of the mind.
The expressions in our face set the tone for our conversation and convey more than what our
lips utter. For example, a slack face might tell the listener that you are bored and disinterested
even if you are not bored. It is important to consciously maintain the right expression otherwise
the listener might feel that you are indifferent. Looking at the listener’s eyes and gently smiling
can communicate friendliness, openness and confidence. It is also important for the speaker
to match the facial expression with the content of the speech. For example, when you are
delivering something humorous, a chirpy smile and bright eyes can non-verbally enhance your
verbal message than having a frown face while sharing something humorous.

Correct use of Kinesics communicates interest and the projects the speaker as a confident
person.

2. Paralanguage: The term, ‘Para’ in Greek means ‘side-by-side’. Thus, the term
‘Paralanguage’ denotes something that goes hand-in-hand with the language. Paralanguage
in communication refers to the use of vocal signals that does not involve language. Paralanguage
features are the tone of your voice, the pitch, the loudness and the quality of voice. A person
might sound robotic and may lose the interest of the listener if he or she does not change the
intonation or the pitch of their voice. The tone of a voice can have a powerful effect on the
meaning of a sentence.
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Look at the above picture. By changing the tone of your voice and your facial expression,
you change the meaning of a sentence. In the picture, the boy asks the girl if she is okay and
her verbal response is “I’m fine”, but is she actually fine? Certainly not. We know that she is not
fine from the tone of her voice and the kinesics of her expression. More than what you say, how
you actually say those words might reveal a tremendous amount of how you are really feeling.
When you say, “I’m fine” in a cold tone of voice, you might suggest that you are actually not
fine, but you don’t wish to discuss it. A bright, happy tone of voice will reveal that you are
actually doing quite well. A sombre, downcast tone would indicate that you are the opposite of
fine and that perhaps your friend should inquire further. Likewise, the loudness of your voice
and its quality also matters a lot. When the voice is soft and inaudible, the speaker will certainly
lose the attention of the listener or the audience. That being said, the voice also not be too loud
as the sound might not be pleasing to the listeners ears. When we are speaking, we should
maintain the right volume to keep the listener engaged in the conversation.

3. Personal Presentation: Personal Presentation refers to how we carry ourselves and

project ourselves in the public. It is important for us to create a personal brand for ourselves so
that people identify you for not just who you are as a person but also as whom you project
yourself to be. A personal brand can be created by appearing right, talking suitably and behaving
with good etiquettes.

Creating a personal brand is very important because how we present ourselves can
send non-verbal signals of our mind and our attitude to others.
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It is important for us to dress to suit the occasion. Informal attire should not be worn for
a formal situation and the vice versa. For example, when a man wears sleep-in pyjamas for a
business meeting, he is non-verbally communicating that he neither has professionalism nor
any regard or respect for the meeting. Appearance does not just denote wearing the right
clothes; it is also how we carry ourselves. Try to be brisk, upright and cheerful. When we talk,
there has to be poise, grace and confidence in our words. Our actions are being watched by a
million eyes around us so let us not forget our social etiquettes and do the right thing.

Check your progress

1. What are the two types of inter-personal communication?

2. What are the different types of non-verbal communication?

3. What are Adaptors also known as?

4. What are Emblems?

5. What are the Paralanguage features of a Non-verbal communication?

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2.2.3 Importance of Non-Verbal Communication

“The most important thing in communication is hearing what isn’t said.” – Peter F. Drucker

Good communication is a prerequisite in both formal and informal contexts. When we

communicate, we not only send verbal messages but also speak through our actions. Our
facial expressions, our gestures, out tone, out posture etc constantly send out strong messages.
The non-verbal cues are as loud as the verbal message. Non-Verbal cues can increase trust,
add clarity and interest among the listeners when it is used properly. Therefore it is very important
to use this strong weapon carefully to enhance our communication skills.

2.3 Do it yourself

Answer the following questions yourself. Key is not provided to these questions as you
are expected to check your answers by consulting the text of the unit.

1. What is Non-verbal Communication?

2. How to create a personal brand?

3. Why is Non-verbal communication important?

4. The expressions in our face can convey more than what we say. Explain.

5. How can a change in tone change the meaning of a conversation?

2.4 Recap

 Inter-personal communication is of two types – Verbal and Non-Verbal.

 Kinesics in non-verbal communication refers to the gestures, the posture and facial
expressions.

 Paralanguage refers to non-verbal signals using vocal sounds such as tone and pitch

 Personal presentation refers to how we present ourselves in the public.

 How we speak, how we act and how we look makes up our personal presentation

 Non-Verbal communication is as important as verbal communication as we send out

strong signals through our gestures and intonation.
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 Non-Verbal communication can increase trust, add clarity and interest among the listeners
when it is used properly.

2.5 Activities
1. Make a list of the gestures that you use habitually.

2. Imagine that you are attending an interview. What kinesics and paralanguage should you
adopt in order to get selected in the interview?

3. Watch a TED talk by Julian Treasure entitled ‘How to speak so that people want to listen’
and analyze the non-verbal cues that the speaker is sending while he is addressing the
audience.

2.6 Check your answers

Check your progress

1. Verbal Communication & Non-Verbal Communication

2. Kinesics, Paralanguage and Personal Presentation.

3. Distracters

4. Emblems are universally accepted non-verbal signals and meanings.

5. The tone, the pitch, the loudness and the quality of voice.

2.7 Model Questions

Answer the following in about 50 words:

1. How are adaptors different from emblems?

2. Explain the importance of maintaining eye contact.

Answer the following in about 200 words:

1. Write a short note on Paralanguage

2. Write a short note on Kinesics

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LESSON - 3
INTRODUCTION TO PHONETICS

3.1 Introduction

It is true that speech is one of the greatest gifts of God to the human race. We love
talking and thereby exchanging our views. Often our personality is judged by the way we
speak. But do we ever think about how these sounds are produced? Most of us think only of
the mouth and the tongue as being responsible for producing speech sounds. But we must
realize that there are other organs that are also responsible for the production of speech
sound. Here we will discuss how speech sounds are produced.

3.2 Objectives
After reading this unit, you will be able to

 List the phonemes of the English language

 Describe how these phonemes are produced

Plan of Study
3.1 Introduction

3.2 Objectives

3.2.1 Phonetics: An Overview

3.2.2 Articulatory Phonetics

3.2.3 The Speech System

3.2.4 Consonant Sounds

3.2.5 Vowel Sounds

3.3 Recap

3.4 Activity

3.5 Check Your Answers

3.6 Model Questions

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3.3.1 Phonetics: An Overview

The Greek word phone means ‘sound’. A phoneme is therefore a minimal meaningful
Sound unit of a language. There are 44 phonemes in English language. Each phoneme is
represented by a symbol. For example, the sound y is represented by /j/. The IPA (International
Phonetic Association) is responsible for framing these symbols. The study of phonemes is
called Phonemics or Phonology. However, no study of phonology is complete without a study
of phonetics, which is the study speech sounds.

There are three branches of Phonetics

Articulatory phonetics

This deals with the way in which speech sounds are produced- the position of the lips,
tongue, vocal cords, etc.

Acoustic phonetics

This branch of phonetics deals with how speech sounds are transmitted through the air.

Auditory phonetics

This analyses how the listener receives the speech sounds. For example, the listener
may note the difference between word pair like pin and bin.

3.2.2 Articulatory Phonetics

Articulation may be defined as “the production of speech sounds in the mouth and throat.”
(Longman’s Dictionary of Applied Linguistics: 17) Speech sounds are generally classified into
Consonant sounds or contoids and vowel sounds or vocoids. But before we discuss these
Speech sounds, it is necessary to know about our speech system.

Do You Know I
1. What are the three branches of phonetics?

2. What is a phoneme?
 17

3. The Study of phonemes is called

4. deals with the transmission of speech sounds.

5. is another name for consonant sounds

6. Vowel sounds are otherwise called

7. framed the phonemic symbols.

3.2.3. The Speech System

The Speech System is generally divided into two.

The Respiratory System

The respiratory system consists of the lungs. The lungs help in the inhaling (breathing in)
and exhaling (breathing out) of air. This activity of the lungs is called the pulmonic activity. The
act of inhaling is termed ingression, while the act of exhaling is called egression. The English
speech is as an egressive pulmonic air stream mechanism.

The Articulatory System

The articulatory system consists of the following parts :

The lips : The labia or the lips are actively involved in articulation. In sounds like /m/ /p/
and /b/, both the lips are responsible for producing speech sounds. Such sounds are called
Bilabial sounds. But there are cases, as in /f/ and /v/, where only the lower lip is involved In
articulation./f/ and /v/ are called labio-dental sounds because the upper teeth articulate With
the lower lip in producing these sounds.

The teeth: As far as the English speech system is concerned, only the upper teeth are
involved in articulation. Sounds thus produced are called dental sounds.

Examples: // ( th)) as in thin and /f/(dh) as in that.

The teeth ridge or alveolae: The area behind the upper teeth is called the teeth ridge or
alveolae. Sounds produced involving the tongue and the teeth ridge are called alveolar sounds.

Example: /t/ /d/ /I/.

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The roof of the mouth: The roof of the mouth is divided into two parts. The front portion
of the roof is called the hard palate and the back portion is called the soft palate or velum.
Sounds produced involving the tongue and the hard palate are called palatal sounds.

Example :/j/ ((ya)

When the tongue, the hard palate, and the alveolae are involved in articulation, then
such Sounds are called palato-alveolar sounds. Examples: /t /(ch) /d /(j as in jam). It is the
soft palate that decides whether a sound is oral or nasal. When the soft palate is raised ,air
from the lungs escape through the mouth and oral sounds are produced. Nasal sounds are
produced when the soft palate is lowered and the air escape through the nose. When the
tongue articulates with the soft palate, velar sounds are produced.

Examples are/k/ and /g/

The tongue: The tongue is generally divided into the front, back and the blade or the
Middle. The tapering end of the front portion is called the tip of the tongue or the blade. Like the
Lips, the tongue is also an active is an active articulator.

The diagram given below will help you understand the organs of speech better.
 19

DO YOU KNOW I
8. Sounds are produced when the tongue, the hard palate and the
alveolae Articulate.

9. The soft palate is otherwise called the

10. When air escapes through the mouth, sounds are produced.

11. The act of exhaling air is called

12. Sounds produced involving both the lips are called sounds.

13. When the upper teeth articulate with the lower lip, sounds are
produced.

14. The tip of the tongue is otherwise called the

15. sounds are produced when the tongue articulates with the teeth.

16. The act of breathing in air is called

The Phonatory System

The phonatory system consists of the larynx or the voice box, which contains the vocal
cords. they resemble the lips and are actively involved in the production of speech sounds.
The V-shaped opening between the vocal cords is called the glottis, and above the glottis is the
epiglottis.
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There are four positions that the vocal cords generally take.

1. When, the vocal cords are widely open so that the air passes through freely without any
obstruction. Speech sounds produced with the vocal cords in this position are called
voiceless sounds.

Example of voiceless sounds are /k/ /t/ /f/.

2. There are times when the vocal cords are held tight with very little space between them.
During such times. the air that passes makes the vocal cords vibrate. Sounds thus produced
are called voiced sounds.

Example of voiced sounds are /m/ /b/ /g/.

3. When the vocal cords are narrowed further, the air that passes makes a soft hissing
sound or a whisper. /s/ /z/

4. When the vocal cords are so tightly positioned that there is total obstruction of the air
passage. Then a glottal stop is produced. This is indicated by /?/

DO YOU KNOW III

17. Name three active articulators in the speech system.

18. sounds are produced when the vocal cords vibrate.

19. /?/ indicates

20. is the V-shaped opening between the vocal cords.

21. is called the voice box.

3.2.4. Consonant Sounds

There are 24 consonant sounds in the English language. Given below is a list of the
Consonant sounds represented by their phonemic symbols. These phonemic symbols help us
in Pronouncing a word correctly and therefore it is necessary to learn these symbols. Note that
Tongue twisters have been provided as examples to help you understand the consonant sounds
better.
 21

Consonant Sounds in English

Symbol Voiced/ Example

Voiceless

/b/ as in bag Voiced Blake the baker bakes black bread.

/k/ as in call Voiceless Come kick six sticks quick.

/f/ as in fall Voiceless Few free fruit flies fly from flames.

/w/ as in watch Voiced Which wishy-washy washerwoman wants to wash?

/p/ as pocket Voiceless Pass the pepper pot Penelope Poppleton.

/z/ as in zoo Voiced The fuzzy bee buzzed the fuzzy busy bee hive.

/g/ as in girl Voiced Great grey geese graze gaily daily.

/t/ as in chin Voiceless Choice chilled cherries cheer cheeryl.

/d/ as in jug Voiced A gentle judge judges justly

/m/ as in much Voiced Mr.Melton made a metal motor.

/n/ as in name Voiced Nine nimble noblemen nibbled nuts.

/r/ as in rest Voiceless Rich, ripe, red, raw, raisins.

/s/ as in sum Voiceless The sixth sheik’s sixth sheep’s sick

// as in she Voiceless She sells shells at the sea shore.

/v/ as in van Voiced Valuable valley villas.

/Õ/ as in thin Voiceless Theo’s throat throbs and thumps

/j/ as in yes Voiced Yoke the yak Yolanda

/ / as in then Voiced Father plays with them though they are a bother

/d/ as in dark Voiced The duke dropped the damp dirty dinner dish.

/t/ as in tiger Voiceless Two ticket takers took a taxi.

/h/ as in hen Voiceless Hillary’s hairy hound hardly hurries.

/I/ as in leg Voiced Levi left the leaves lying on the littered lawn.

// as in eating Voiced King Kong plays ping pong.

// as in pleasure Voiced Can you measure your pleasure in Your leisure?
22

DO YOU KNOW II

Look at the word given below. You will find that in these words, some of the Letters are
underlined. Mention the consonant sound which is present in the underlined letters.(You are
expected to write the phonemic symbol that represents the sound).An example has been done
for you.

Photo /f/ is the sound (we say foto though we spell it as ph)

1. Sugar 2. Festival

3. Holi 4. Engine

5. Apple 6. Pleasure

7. Throw 8. Running

9. Yolk 10. Stitch

3.2.5 Vowel Sounds

There are 20 Vowel sounds in English language. While consonant sounds are either
voiced or voiceless, vowel sounds are all voiced. Secondly , in producing consonant sounds,
there is some obstruction in the air passage, but in producing vowel sounds, there is no
obstruction in the air passage.

The 20 vowel sounds in English may be classified into twho : 12 Pure vowels or
Monophthongs and Vowels glides or Diphthongs.

Monophthongs or pure vowels

There are 12 monophthongs or pure vowels in English language. As we all know, the
word mono means single or one. Therefore, pure vowels or monophthongs produce only one
clear sound. Pure Vowels may be classified into three types:

1. Front Vowels: Here the front portion of the tongue is involved in articulation. /i/ /I/ /e/ and
/a/ are Front vowels.

2. Central Vowels: These vowels are produced involving the central part of the tongue.//
/3:/and /^/ are the central vowels.

3. Back Vowels: In producing these vowel sounds, the back of the tongue is involved //
/u:/ // /:/ and /:/ are back vowels.
 23

Given below is the list of pure vowels represented by their phonemic symbols. Note that
tongue twisters have been provided as examples to help you understand the vowel sounds
better.

The Pure Vowel Sounds or Monophthongs in English

Vowel Sound Example

/^/ as in but, that, gun An undertaker took his umbrella to an undertaking.

/ :/ as in father, calm, far All artists aren’t artful.

/I/ as in him, finish, chin Big pigs in a big pig pen.

/I:/ as in sheep, reach Three grey green greedy geese feeding on a weedy piece.

// as in cook, good, put Good cooks could cook so fine.

/u:/ as in food, soup, move Moose goes by Blue Goose bus.

// as in about, attend If I assist a sister-assistant, will the sister’s

Sister-assistant assist me?

/:/ as in earn, burn, stern Bernie’s thirty dirty turtles dirtied Ernie.

// as in cot, lot, shot Choppers chop. Droppers drop. Shopper shop.

/:/ as in short, sport, story The tall doll had a shawl.

// as in apple, fat, cap Pass the big black, blank, bank book.

// as in get, never, said Lesser leather never weathered lesser wetter weather.

Do You know III

1. What are the three types of Pure vowels?

2. /u : / is a vowels, while // is a vowel.

3. There are Vowel sound in English.

4. What are the two types of Vowel sounds?

24

5. Read the sentences given below and look at the underlined letters. You will find that
these underlined letters in the sentence deal with a particular vowel sound. Write the
phonemic script of the sound mentioned in each sentence. An example has been done
for you.

Jean? would you like a meat sandwich or a heese sandwich? /i:/ _______

a. Woman, where have you put my cookery book? ________________

b. I want a holiday from his horrible job of washing socks. ________________

c. Martha and charles are dancing in the dark. ________________

d. That man’s wearing black slacks and a jacket. ________________

e. Nurse Sherman always wears dirty shirts. ________________

Diphthongs or vowel glides

Dipthtongs consists of two sounds (‘Di means two). They are called Vowel glides becauses
there is a shift or glide from the sound first produced to the second. For example, the sound
/aI/ as in fight starts off with the /I/ and then glides to /I/. There are eithght diphtongs in
English.

Given below is the list of diphthongs with their phonemic symbols. Note that tongue twisters
have been provided as example sto help you understand the diphthongs better.

The Diphthongs in English

Diphthongs Examples

/I/as in boy, coy, toil The boy spoiled the toy.

/I/ as in nice, lies, my There’s a ple in my eye. Will I sigh? Will I cry?

/I/ as in lake, reign, main Great apes ate Nate’s tape.

/I/ as in fear, tear, mere Deer’s ears hear clear cheers.

 25

// as in air, layer, ,ayor The hare’s heir

// as in poor, doer, sure The poor brewer was never sure of the tour.

// as in how, round, frown How, now, brown, cow?

//as in no, slow, though Lonely lowland Llamas lie low.

Do You Know IV
1. There are _______________ diphthongs in English.

2. Why are diphthongs called Vowel glides?

3. Read the sentences given below and look at the bold letters. You wil find that these
underlined letters in the sentences deal with a particular diphtong. Write the phonemic
script of the diphthong. An example has been done for you.

I found a mouse in the house. _______/a/_____

a. Put your coat, go out, and make a snowball. ________________

b. Do you have spare square hairbrushes? ________________

c. I’m afraid you’ve made a mistake. ________________

d. I drive to my house on Fridays. ________________

e. Have a beer here, dear ________________

3.3 Recap
 ‘Phone’ means sound

 Phoneme is the minimal sound unit of a language.

 There are 44 phonemes in English

 Study of phonemes is called phonemics or phonology

 Phonetics is the study of speech sounds

 The three branches of phonetics are ‘articulatory phonetics’, ‘acoustic phonetics’ and
‘auditory phonetics’

 Speech sounds are classified into consonants (contoids) and vowels (vocoids)
26

The Speech System

Respiratory Articulatory

Inhaling – exhaling Lips, teeth, teeth ridge, roof of

Ingression Pulmonary activity egression mouth, tongue are organs of

speech

Types of sounds

Bilabial sounds

The English Speech Labio-dental sounds

System, an egressive Alveolar sounds
Pulmonic air stream Palatal sounds
Mechanism Palato-alveolar sounds

 The Phonatory system

Epiglottis Glottis Vocal Cords

 Four positions that vocal cords take

Widely open held tight narrowed further tightly positioned

(voiceless sounds) (voiced sounds) (hissing or whisper) (glottal stop)

 24 consonant sounds

 20 vowel sounds

Front vowels Central vowels Back vowels

 12 Monophthongs or Pure Vowels, 8 Diphthongs

 27

3.4 Activity

Now that you have learnt where and how speech sounds are produced, stand in front of
the mirror and observe your lips, teeth and tongue when you make the sounds.

3.5 Check Your Answers

Do You know I
1. Articulatory phonetics, acoustic phonetics and auditory phonetics

2. The phoneme is a minimal meaning sound unit of a language system.

3. Phonemics or phonology
4. Accoustic phonetics
5. Contoids
6. Vocoids
7. IPA or international Phonetic Association

Do You know II
8. Palato-alveolar
9. Velum
10. Oral
11. Egression
12. Bilabial
13. Labio-dental
14. Blade
15. Dental
16. Ingression

Do You know III

17. Lips, tongue and the vocal cords
18. Voiced sounds
19. Glottal sounds
20. Glottis

21. Larynx
28

Do You Know II

1. // 2. /f/ 3. /I/ 4./d/ 5. /p/

6. // 7. // 8. // 9./j/ 10. /t/

Do You Know III

1. Front, central and back vowel

2. Back vowel ; Central vowel

3. 20

4. Monophthongs and diphthongs

5. a. /u/ b. /D/ c. / a:/ d. // e./;/

Do You Know IV
1. 8

2. From one sound, there is a shift or glide to another sound.

3. A. // b. // c. /I:/ d. /I/ e. /I/

3.6 Model Questions

1. Describe the various Organs of Speech with the held of a diagram. (200 words)

2. Write a note on the consonant sounds in English. (50 words)

3. Describe the Vowel sounds in English. (100 words)

4. Write a short note on the Diphthongs in English. (50 words)

5. What are the Organs of speech that come under the articulatory system? (100 words)

6. In what way does the mouth serve as an important speech organ? (200 words)
 29

LESSON 4
BUSINESS CONVERSATIONS

4.1 Introduction

Conversational Skill is a very important communication skill. Human beings are social
beings and we spend large parts of our days conversing with others. But, we do not understand
the importance of this skill nor do we try to hone this skill.

We live in a corporate world. It is a world that determines our cost of living, our financial
status and our country’s economic growth. It is the dream of many budding graduates to be a
part of this world. To enter this world, one must possess excellent conversational skill. This
lesson will throw light upon the types of conversations with specific reference to business
conversations.

4.2 Objectives
By the end of the lesson, you will be able to:

 Differentiate between business conversations

 Engage in an effective business conversation

Plan of Study
4.1 Introduction

4.2 Objectives

4.2.1 Types of conversations

4.2.2. Building effective business conversations

4.3 Do it yourself

4.4 Recap

4.5 Activities

4.6 Check your answers

4.7 Model Questions

30

4.2.1 Types of conversations

As we have already seen that communication is of two types – Verbal and Non-Verbal.
A conversation is a type of Verbal communication. It can be defined as a communication between
two or more people where thoughts and ideas are exchanged. Conversations are interactive in
nature. It is a two way process that requires listening and responding to a person. Conversations
can be broadly divided into two categories – Formal Conversations and Informal conversations.

Formal Conversations:

Formal Conversations are conversations that take place in a professional set up like in
offices or in colleges and schools. This type of conversation is less personal with a serious
tone. Subjects of personal interests and concerns are not discussed in a formal conversation
because formal conversations usually aim at the professional growth and the development of
either an individual or an organization. When you go to the bank to withdraw money, do you
engage in personal conversations? Do you enquire about the cashier’s health and his family?
Certainly not! You will always maintain a formal and a serious tone. Your conversations at the
bank are limited to the actual process of withdrawing the money. There is a distance or a space
that is created between the two speakers in a formal conversation and both speakers respect
that space without intruding in that private space.

Formal conversations sometimes have an unsaid hierarchy between the speakers. The
conversations that take place in an office are a perfect example to illustrate this point. When a
team leader talks to a team mate at work, it would mostly be only to delegate work. Similarly,
when a teacher talks to a student, it would either be to discuss academics or to reprimand the
student for his/her mistakes or to assign work. In both of these examples of formal communication,
there exists a hierarchy. This is another feature of formal conversations.

Formal conversations need not necessarily be one-to-one. It can also be one-to-many.

During business presentations, one person would usually, have a conversation with many people.
Likewise, when a student opens up an interaction after a seminar or a presentation, the formal
conversation that takes place is one-to-many.
 31

Informal Conversations

Informal conversations are between two or more people where the communication revolves
around something of private or a personal interest. It is less rigid than a formal conversation
with a casual and a spontaneous tone. Informal conversations take place between friends,
members of a family or between people who share similar interests.

The distance or space that exists between people who engage in a formal conversation is
totally effaced in an informal conversation. The speakers only talk on subjects of personal
interest. For example, two college friends meeting at a mall may not talk about academics but
may talk about shopping.

While engaging in an informal conversation, the speakers can make use of colloquialism
and slang which is mostly forbidden in a formal conversation. Some commonly used examples
of colloquial words and slangs in English are:

 Buzz off – To go away

 Wanna – Want to

 Y’all –You all

 Gonna – Going to

4.2.2. Building effective business conversations

As afore mentioned, the corporate world demands of us good conversational skills without
which it would be impossible to survive there. Irrespective of what position you hold – a Manager,
HR Executive, a Clerk, an Engineer – the success of your career comes from your ability to
establish mutual trust and respect and this comes from your ability to have effective business
conversations. There are different kinds of conversations that take place within a business set
up such as Meetings, Presentations, Negotiations, Interviews and Telephonic conversations.
Each type of business conversation has its own mechanics owing to the varied purpose; however,
it is important to follow so7me of the rules given below in order to build an effective business
conversation.
32

1. Business Etiquettes

Cambridge English Dictionary defines Etiquettes as the set of rules or customs that control
accepted behaviour in particular social groups or social situations. Business etiquettes refer to
behaviour that is accepted in a workplace or a business context. In order to build an effective
conversation, it is important to follow these etiquettes. These etiquettes are Non-Verbal signs
that send out strong messages to the others and therefore should not be taken lightly. Time
Management is an important business etiquette. Being on time for meetings and business
visits, and submitting work well within deadline are important to establish a good rapport with
your colleagues and this would ultimately open ways for a good business conversation. Dressing
appropriately is another etiquette that could negatively affect a business conversation if done
incorrectly. For example, when an employee wears a shorts and a T-shirt for a business
presentation, the non-verbal signal that he would send is that he does not respect the importance
or the seriousness of the presentation. And that first impression would hinder and be an obstacle
for a good business conversation.

2. Keeping it Formal:

In order to build an effective conversation, it is important to stick to only formal

conversations. For example, when you meet someone professionally, never talk to them about
their age, salary and other personal things. Always keep it formal. Similarly, when you are
addressing someone, always address them with their title and by their surname. For example,
you can address Ms. Priya Renuka Dutta as Ms. Dutta. Spice up you conversation with self-
confidence and a radiant smile. Be polite when you are having business conversations. Using
polite language along with words like ‘Sorry’ and ‘Thank you’, show you as a refined person with
manners. Do not digress from the focus of a conversation. As a sales executive, if your job is
to market a product, stick to that only. Refrain from conversations that are not pertinent to the
work that is assigned to you. Remember, it is a taboo to gossip in a formal conversation. Similarly,
avoid eavesdropping conversations at workplace. Divide your attention equally. When you are
in a meeting, make sure you give equal importance to everyone by listening to everyone’s
opinion. Never sideline anybody. This would make them comfortable in sharing their views
confidently. Talk to everyone and listen to everyone.
 33

3. Non-Verbal Signals

We have already seen the importance of non-verbal communication. Non-verbal signs

send out strong messages that could either enhance business communication or act as pitfalls
to it. Greet everyone with a broad smile and a firm handshake. This would show optimism and
self-confidence respectively. Always remember to maintain eye contact with the person or people
to whom you are talking. And nod your head when you are listening to someone talk. This
shows that you are interested in listening to others views. Do not be fiddling with your cell phone
while you are talking formally. Just as how you are sending non-verbal signals, the others will
also be sending these signals. You must develop a keen eye to listen to these signals and
interpret it carefully to have a healthy business conversation. When you are in the middle of a
lengthy monologue, if someone yawns, it is a non-verbal sign that is asking you to stop your
monologue and engage in a discussion that involves them. Listening to these signals is a key
factor to business conversations.

4. Know your Content

This is one of the most important criteria in building an effective business conversation.
When you are actively engaged in a conversation, you should know what you have to speak
next. If you do not know your content, you will start stuttering and stammering for loss of words
or will start using fillers excessively. This might make the conversation boring and no one might
listen to you.

Effective business communication is a lot more than just exchanging information. It’s
about understanding the emotion and intentions behind the information. As well as being able
to clearly convey a message, you need to also listen in a way that gains the full meaning of
what’s being said and makes the other person feel heard and understood.

Check your progress:

Choose the correct answer:

1. The tone that is maintained in a business conversation is formal and ___________.

a) serious b) casual c) informal

34

2. In a formal conversation, a person should be address by their ___________.

a) first name b) sur name c) nick name

3. It is a taboo to ___________ at workplace

a) gossip b) sleep c) work

4. Greeting everyone with a broad smile and a firm handshake will show that you are
___________.

a) gloomy b) pessimistic c) optimistic

5. Conversation becomes boring when one uses a lot of ___________.

a) verbal signals b) fillers c) mobile phone

4.3 Do it yourself

Answer the following questions yourself. Key is not provided to these questions as you
are expected to check your answers by consulting the text of the unit.

1. What is a conversation?

2. Define etiquettes

3. Name any two features of an informal conversation.

4. Why should we not side-line anyone in a business conversation?

5. How to address a person in the formal context?

4.4 Recap
 A conversation is an exchange of ideas and thoughts through speech.

 Conversations can be broadly classified into two types – Formal and Informal.

 Formal conversations are limited to a professional arena where a distance exists between
the speakers.

 Informal conversations are personal conversations with no rigid conventions.

 Business conversations come under formal conversations.

 35

 Business conversations can be enhanced by practicing proper business etiquettes and

by limiting oneself to being formal.

 To have a healthy business conversation, one must know the content of the conversation
and must also learn to send and receive non-verbal signals.

4.5 Activities
1. Make a list of 5 non-verbal signals that a person would send when he/she is bored of a
business conversation. (Example: Yawning, Drooping eyes)

2. How would you formally introduce yourself? (Name and body language)

4.6 Check your answers

Check your progress:

Choose the correct answer:

1. a) serious

2. b) sur name

3. a) gossip

4. c) optimistic

5 b) fillers

4.7 Model Questions

I. Answer the following in 50 words

1. Explain the importance of non-verbal signs in a business conversation.

2. Why is it important to know the content of your conversation?

II. Answer the following in 200 words

1. What is a formal conversation? Explain.

2. Briefly explain the four features of an effective business conversation.

36

LESSON – 5
SPEAKING IN INTERVIEWS

5. I Introduction

After having seen how sounds are produced and how to express opinions in a group
discussion, it would only be appropriate to move to a skill that is crucial to succeed in getting a
job. An interview is a very important moment in everyone’s career. We have to face interviews
in order to get a job. The interview has become all important. Organizations no longer pay
attention to the academic record of the candidate. They rather go by the skills that one
possesses. This unit will prepare you for the kinds of interview questions that interviewers may
ask you, questions you may want to ask the interviewer, general interview guidance, panel
interview and group interview tests.

5.2 Objectives
After reading this unit you will be able to

 Recognize all the techniques used in an interview

 negotiate the most probable questions that are asked in an interview

 list what questions you can ask the interview panel

 state how to face different kinds of interviews

Plan of Study
5.1 Introduction

5.2 Objectives

5.2.1. Handling Interviews

5.2.2. Before the Interview- Analysing and Researching

5.2.3. Compile a list of Questions you Want to Ask the Employer

5.2.4 .Dress and Arrival at the Place of Interview

5.2.5. Structure of an Interview

 37

5.2.6. Answering Interview Questions

5.2.7. Types of Interviews

5.2.8. Dos and Donts

5.3. Recap

5.4. Activities

5.5. Key Words

5.6. Check your Answers

5.7. Model Thank You Letter

5.8. Model Questions

5.3.1. Handling Interviews

Handling an Interview is one of the most advanced and sophisticated of speaking skills.
We now have Interviews even for entry into a school. But here we are going to talk mainly
about the interview for a job. Interviews conducted by companies to a position has changed
over the past thirty years. It is no longer selection of candidates but a concept of filtering them.
The following sections will provide you with the kinds of interviews that you might face. They
will also help you in preparing properly before and so that you overcome The many hurdes an
interviewer can place in your way. You can learn how to handle interviews and hopefully
improve your interview techniques. This will improve your chances of being a successful
candidate to attend that all- important second interview.

5.2.2. Before the Interview - Analysing and Researching

In a job interview, you should be clear about two objectives

 To convince the employer that you are the best candidate

 To gather information so that you can decide whether the position is the best choice for
you

An interview should be a two – way communication between the candidate and the
interviewer.
38

So it is absolutely necessary to do your homework before the interview.

Doing your homework before the day of the interview is an important key to success
during the actual interview.

The following are the broad areas on which you have to concentrate.

 Values : What you want from a career and what you are willing to give up to get it ?

 Interests : What is your area of interest ? Where can you make the most contribution ?

 Strengths : What are the skills that you bring to the organization as a candidate ?

 Weaknesses : What skills and / or personal characteristics need to be improved ?

Analysing the Position

Before your interview, find out everything you can about the position that you are applying
for re- read your application thinking through your own career and the questions they might
ask you. You should try to anticipate the general questions which they will ask and also prepare
some questions to ask them.

Research the specific position you are applying for. If there is a job description provided,
that is an excellent starting point. Otherwise you can do some research into the typical entry-
level Positions in your field. Read job descriptions of similar position at other employers. Some
Skills and personality traits commonly sought by employers include: initiative, maturity, the
ability to work as part of a team, computer literacy, problem solving, written and verbal
communication skills, and flexibility. Think through your background and note instance,
examples or experiences you can share to prove that you have the required skills and / or
traits.

Research the Organization

It is very important that you know as much as possible about the company or organization
before your interview. You can read through their annual report ( on the internet ). You want to
make to make the best possible impression on the employer and demonstrate your interest in
their organization. Try to get information from people who have attempted this interview before.
In addition, read recruitment brochures, newspapers, magazine articles and promotional
materials, to maximize your research efforts.
 39

Do You Know
1. How many objectives should you be clear about in a job interview?

2. In a job interview you have to convince the employer that —————————-

3. What should an interview be ?

4. What should you do as your homework for the interview ?

5. What are the four broad areas that you should concentrate on ?

6. What should you think through when you are analysing your position ?

7. What should you anticipate in the interview ?

8. While researching your position what will provide you with an excellent starting point ?

9. Name some of the skills and personality traits which employers commonly seek.

10. Where can you read a company’s annual report ?

11. What impression do you want to make on the employer ?

5.2.3. Compile a List of Questions You Want to Ask the Employer

When you are attending an interview, you have to remember that you are also interviewing
your potential employer. We have already mentioned the fact that an interview is a two way
process. You should see if the organization will fit you. At the same time the organization will
40

see if you will fit within their organization. So, if you want to be effective during the interview you
should prepare a list of questions you want to ask the interview. Be sure not to ask questions
already addressed in company literature, an information session, or earlier in the interview.
Some possible questions may include :

 What will be my responsibilities?

 Where will I fit into the overall organizational structure ?

 Will I be working Independently or as part of a team ?.

 Who would be my immediate supervisor ?.

 What is his/ her background ?.

 Where does he/she fit in the structure ?

 Who will report to me ?

 How do you expect me to do in the first 6 months ?

 What do you think are the biggest challenges facing the company in the near future ?

 What major projects could I except in my first six months or first year on the job ?

 What level of performance do you except from me ?

 Who are your customers ?

 Where is the company going ? Upwards ? Expansion plans ?

 What are the chances of advancement / promotion in this position ? When ?

 What will be my salary, benefits and bonuses ?

[Do not talk about this too early. Wait till you are sure ]

 Will travelling be required in this position ?

 Will relocation be required now or in the future ?

 What training do you provide ?

 When will you decide on the appointment ?

 What is the next step ?

 41

Do You Know II

12. What do you have to remember while attending an interview ?

13. An interview is a ———————————————————— process

14. What should you see ?

15. What will your potential employer see ?

16. What should you prepare before the interview ?

17. What you should not ask ?

5.2.4. Dress and Arrival at the Place of Interview

Dressing up well for an interview is a very important part of your preparation for the
interview . You should dress in a two – piece suit ( dark blue or gray are best ) for any interview.

Men can were a matching jacket and pants, a long- sleeve shirt (White is best ) and dark
shoes. Women can wear a suit with a jacket ( skirted suits are recommended ) low heeled
shoes.

Saree and churidar in Indian attire would be fine. Women should avoid too much of
make – up. It is better that you don’t carry a purse to the interview.

Clean and press both your suit and shirt, shine your shoes avoid flashy jewellery , use
very little perfume. It is essential that your hair is combed. Your nails should be clean and trim
to give an impression of cleanliness. If the weather is too hot you can wear any formal shirt and
part ( again white shirt with gray pants would be advisable )
42

You should not forget to carry a notepad or a portfolio. Many interviewers will be impressed
when they see this. They get the impression that you are serious about getting a job.

Arrival

You should arrive ten minutes before your scheduled appointment . If the inverview is at
10.00am, arrive at least by 9.45.am. You give the impression that you are punctual. This will
also give you time for relaxing . If you are travelling to the interview location by bus or train give
enough time for any unexpected traffic or other obstacles. It is better that you late a practice
trip to the interview location your interview.

When you reach the appointed place for the interviews, be friendly to all the peopleYou
meet. You can never be sue who will provide the input for your position. The receptionist or the
secretary of the interviewer is a very important person. He / she will be one of the persons
providing an input to your potential employer. When you enter, introduce yourself in a professional
manner to the secretary. For example, “ Good Morning ‘ I am Murugesan and I have an
interview appointment at 10 o clock for the post of Manager ( H.R. )

Do You Know III

18. What kind of dress should you wear for an interview ?

19. What kind of dress should men wear ?

20. What kind of dress should women wear ?

21. What should women avoid ?

22. What is a sign of cleanliness ?

 43

23. What should you not forget to carry ?

24. When should you arrive at the place of interview ?

25. Once you have arrived, you should be ——————

26. Who is a very important person at the place of interview ?

27. How should you introduce yourself ?

5.2.5. Structure of an Interview

Introduction

You are called into the room where the interview is taking place. Be very courteous Greet
the interviewer by his or her proper name ( Mr. Suresh, not Suresh ). Shake hands, and make
eye contact. You should be sure how to pronounce the interviewr’s name.

The interviewer will usually start with some small talk ( weather, sports etc ) to try to relax
you. Show the interviewer that you relaxed. Answer the questions in a crisp Manner .

Information Sharing

The next part of the interview is information sharing. This is the time when you, as well
as your potential employer, will find out many characteristics about each other. The interviewer
will take the initiative and guide the interview. The following points are to the remembered.

 Try to show a sincere interest in the organization and the position for which you have
applied. Your research will help you here.

 Listen to the interviewer! Be sure you are answering the questions asked.
44

 Show enthusiasm

 Maintain eye contact

 Remember to ask questions from your prepared list.

 Avoid ‘um, ‘like and “ okay”.

Closing

The closing part of the interview is the time when the employed has decided whether to
hire you or not. You must not close the interview. Allow the interviewer to close it. Try to observe
the interviewer in a police manner when you can expect to hear from him or her about the next
step in the process. Thank the interviewer for taking time to meet with you. This shows that you
respect his time. Leave the room in a relaxed manner.

Do You Know IV
28. How should you behave when you are called into the interview room ?

29. How should you greet the interviewer ?

30. You should know how to ———————————————————

31. How will the interviewer start the interview ?

32. What interest should you show information sharing ?

33. What should you be sure of ?

34. What sounds should you avoid making ?

35. You must close the interview. True / False.

 45

36. What should you observe in the interviewer in the closing stages of interview ?

37. What can you ask the interviewer ?.

5.2.6. Answering interview Questions

You will encounter very different kinds of questions in every interview that you will attend
. In fact, the questions will be as varied as the interviewers. You may be asked open ended
questions, very specific questions about details of your past accomplishments. You may also
be asked to provide a solution to technical questions.

A good method to answering any interview questions is the BAR approach. The term
BAR expands into Background. Actions, Results. You will master this approach after attending
two or three mock interview sessions. You will have to provide specific examples to illustrate
your skills utilizing this formula.

 Background : Explain a specific situation in which you utilized a skill. I am Membership

Chair of the Ski Club.”

 Action : Provide specific actions you took in this situation. “ This past year, the club set
a goal of increasing membership by 105 %. I developed a marketing campaign which
included creating filers and brochures and I organized a group of volunteers to make
presentations to groups on campus.”

 Results : Describe the results of your actions. After this three-month campaign, Which
included creating filers and brochures and I organized a group of volunteers to make
presentations to groups on campus.”

 Results : Describe the results of your actions. “ After this three – month campaigh, our
membership increased by 12%”

Expected questions during the interview

After you have been put open –ended questions, you will be asked specific questions.
The following is not an exhaustive list of questions. It only provide you with a broad
frame work of questions. Therefore you should river your responses just before
each interview.
46

 Why do you want this job ?

Think carefully about this question. Stress the positive aspects which have attracted you
to applying for this position. Do not mention the negative aspects of your current job or the job
in question

What qualities do you think will be required for this job ?

Their advertisement for the job may help you little bit, but you should also think of the
other qualities that may be required. These may include leadership ability, supervisory skills,
communication skills Interpersonal skills, problem solving skills, analytical skills etc.

What can you contribute ?

This is your chance to shine. Tell them about your achievements in your previous
positions(s) which are relevant to the position you are applying for.

Why do you want to work for this company?

Emphasize the positive reasons why you want to join their company, but avoid aspects
such as more or shorter hours. These would not endear you to a prospective employer.

What do you know about this company ?

This is your chance to impress the interview with your Knowledge of their company. Give
them a run down of their products Service. Sales figures, new company figures, customers etc.

What interests you about our products (or sevice)

Again, your research into the company should aid you in answering this question.

What can we (the new company) offer that your previous company
cannot offer?

Tread carefully here again and do not mention money. Stress opportunities for personal
growth, new challenges etc.
 47

Do You Know V
38. What kind of questions will be asked during a interview?

39. What is the best approach to answer questions?

40. What should you not mention while discussing your interest in the job?

41. What qualities will you talk about to your interview?

42. What reasons will you give the interviewer for applying to this company?

43. Which questions will help you in revealing your knowledge about the company?

44. How will you convince the interviewer as to how this company is better than your previous
working place?

5.2.7 Types of Interviews

Traditional: Although this type of interview can be varied, it typically involves the employer
asking a series of questions about your skills, experiences, interests and goals. Try to identify
what the interviewer needs. Try to match his/her needs with your capabilities and then answer.

Behavioural: The best predictor of future behavior is past behavior. You will be asked to
provide specific, detailed information about how you behaved in a particular situation. The
interviewer will often probe you for more details with question like, How did you feel at that
point? Or “what did you do next? Handing such interviews will be easy if you recognize your
traits and states. If you are aggressive then that is your trait. But you might get angry sometimes
,that is your state. Try to convert all positive states into traits.
48

Informational : The purpose of this interview is to obtain information about a position.

An organization, or an industry. This can help you in making career decisions or in seeking a
position. This is important in the network process: however, it is not a job interviewer the
impression that you are curious.

Group interviews: Group tests are used by an employer to see how you react in a group.
They will want to see how you take criticism, whether you take on leadership roles and involve
less communicative group members. If you chair the meeting. If you are leading a group activity
the observer will be interested in seeing how good you are at delegating tasks and how much
of the work you keep for yourself.

Panel interviews: Most people hate these sort of interviews and find them a bit of an
endurance test. To do well you will need to identify the important figures on the panel and the
role each is fulfilling. The chairperson is easy to identify as they will generally make the
introductions. You will also need to identify the person whom you will be working for directly. Be
sure to make plenty of eye contact.

When you are talking to the panel, remember that you are talking to all of them and not
just the person who posed a particular question – your answer has to be the correct one for
each panel member if there is one particular panel member who everyone else seems to agree
with, you should make sure you impress him or her.

Plant Trips/ On-Sit: In the interview process, the next step after a screening interview is
typically an invitation for an on-site interview. This second interview is a more in – depth look
at your qualifications and your match with the position. The second interview is typically longer
in length, and you may meet with several individuals during the day.

To be successful, be sure to

 clarify travel arrangement prior to your visit.

 bring extra copies of your resume

 research the company

 follow –up after your interview

 49

Do you know VI

45. How many types of interviews are there ?

46. Behavioural interviews are held to _____________

47. How will you handle a traditional Interview?

48. What should you do before attending a Behavioural Interview?

49. It is good if you are able to convert ___________ into ___________

50. A group interview is held to see how you react in group. True/ False.

51. In a group interview you should be able to _____________

52. What should you do if you chair a group interview?

53. Why don’t candidates like Panel Interview ?

54. Whom should you recognize in a Panel Interview?

55. How should you answer when a question is put to you by one member of the panel?

56. How should you approach the second interview ?

57. What should you confirm before going to the second interview?
50

5.2.8 Dos and Donts

After the Interview

You should not forget to send a thank you note/ letter (a model has been provided in
section 5.7).This should be done immediately after your interview. If you met with more than
one person, send a thank you note to each. If an employer tells you to call at a certain time, do
it. If you are supposed to hear from an employer by a certain date and you do not, follow up
with a phone call. This is critical to your success.

Don’t be unprepared for any interview. Good preparation will make you feel more confident
at the interview. Never give a poor/limp handshake. Saying unfavourable things about previous
employers might give a negative impression about you. The employer will be wondering what
you will say about them when you leave their employment.

Don’t’ be aggressive or act in a superior way. Do not make excuses for mistakes. When
you are being interviewed it is very important that you give out the right signals. You should
always look attentive – so do not slouch in your chair. Never lie to anyone in an interview, your
body language and tone of voice or the words you use will probably give you away. Classic
body language giveaways include scratching your nose and not looking directly at the other
person when you are speaking to them. This means that you are lying about something.

If you’re not getting the job offers you desire, then you need to look carefully at your
interview performance. You should try and get as much feedback as possible from the people
who have interviewed you. If you have been unsuccessful in obtaining a job, call up the
interviewer and ask them where they think you went wrong. Also ask them as to how you can
do better. Once you have the feedback you can modify your interview technique and hopefully
do better at the next interview

Do You Know VII

58. What should you do immediately after the interview?

59. Should you send thank you letters to all the interviews? Yes/ No.
 51

60. What should you not say about your previous employer during the interview?

61. Where should you not provide excuses?

62. How can one find out if you are lying?

63. How can you get feedback from your interviewers after the interview?

64. For what purpose should you get the feedback from the interviewer?

Check your Progress

1. What kind of research s needed before attending n interview?

2. What kind of question will you ask your employer?

3. Explain the structure of a behavioural interview?

52

4. What are the points to be followed after the interview is over ?

5.3 Recap
 In this unt you learnt how to handle an interview

 You saw the various interview techniques that are use by employers to select the best
candidate

 You also saw the types of questions that will be asked of you when you attend an interview

 You also learnt how to handle informational, behavioural, panel and group interviews

 You are fully equipped to face any kind of interview and be successful

5.4 Activites
1. You and two of your friends are going to attend an interview for the post of a supervisor in
a manufacturing unit which is in the industrial area of your city. Conduct a mock interview
among yourselves. The interview may be a traditional interview.

2. Try and conduct a group interview among the prospective candidates of your locality.
A group should not have more than twenty members. You may bring an outsider as your
observer or take turns in observation.

3. Try to conduct a mock panel interview among your friends, and send a thank you letter
after the interview to the panel of interviewers.

5.5 Key Words

1. Sophisticated - Complex

2. filtering - removing/ sending back

3. second interview - the second stage of the interview

4. anticipate - expect
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5. trait - characteristic / quality

6. brochure - costly, attracting attention

7. potential - future, prospective

5.6 Check Your Answer

DO YOU KNOW

1. Two

2. In a job interview you have to convince the employer that you are the best candidate.

3. A two way communication between the candidate and the interviewer- employer

4. One day before the interview

5. Values, interests, strengths, and weaknesses

6. You should think through your own career

7. General questions

8. The job description

9. Computer literacy, problem solving, written and verbal communication skills and flexibility

10. On the internet

11. The best possible impression

12. You are also interviewing the employer

14. You should see if the organization will fit you

15. Your potential employer will see if you will it in the organization

16. questions which you are going to ask the employer

17. questions, the answers for which are already there in company literature

18. conventional dress

19. Men can wear a matching jacket and pants, a long sleeve shirt ( white is best ) and dark
shoes.

20. Women can wear a suit with a jacket (skirted suits are recommended)/Saree/Churidar
54

21. Women should avoid too much make-up and should out carry a purse to the interview

22. trim and clean nails

23. a portfolio

24. 15 minutes prior to scheduled appointement

25. friendly to all the people you meet

26. the receptionist/ secretary of the interviewer

27. in a professional manner

28. courteously

29. by his/ her proper name

30. pronounce the interviewer’s

31. The interviewer will start the interviewer with small talk

32. interest about the organization

33. You should be sure of answering all the questions

34. “ um,”like, “okay”

35. false

36. his body language

37. You can ask the interviewer as to when you can hear from him

38. open-ended questions

39. the BAR approach

40. You should not mention the negative aspects of your current job

41. leadership ability, supervisory skills, communication skills interpersonal skills, problem
Solving, analytical skills etc
 55

42. Give positive reasons. Do not give reasons like money and shorter hours

43. What do you know about this company?

44. Talk about the opportunities for personal growth, new challenges etc.

45. four main types

46. get detailed information about how you have behaved in a particular situation

47. Try to match his needs with your capabilities and then answer

48. Try to recognize your traits and states

49. positive states into traits

50. true

51. get detailed information about how you have behaved in a particular situation

52. You should be able to plan and keep control over the meeting

53. They think it is an endurance test

54. the chairperson

55. You should be able to plan and keep control over the meeting

56. with the same seriousness of the first interview

57. You should confirm the travel arrangements

58. Send a thank you note/letter

59. Yes

60. You should not say anything negative about your previous employer during the interview

61. when you have made mistakes

62. by observing the body language

63. You can get feedback from your interviewers after the interview by calling them

64. for improving yourself

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5.7 Model Thank You Letter

From

S. Murugesan
No. 3/167, 7th Street
Ram Nagar, Madipakkam
Chennai -73

To

P. Suresh
Manager (H R)
I Soft Technologies
726, Anna Salai
Chennai -2

Dear Mr Suresh,

Sub: Interview on 17 January, 2005 –reg

Thank you for interviewing me last week. I enjoyed meeting you and your team and
discussing the possibility of joining your company. I have been thinking about the problem
that you are currently having with your new system. As I said to you during the interview
that we had a similar problem at Blue Shifts Software Solutions. I have spoken to my
colleague Mr. Venkatesan about this and will call you next week when he has come back to
me with the solution we implemented.

Yours sincerely,

S. Murugesan
(S. Murugesan)

5.8 Model Questions ?

1. Discuss in detail the structure of an interview (200 words)

2. How can you effectively handle expected questions in an interview ? (100 words)

3. Explain the preparations required for different kinds of interview (200 words)
 57

LESSON - 6
GROUP DISCUSSION AND PANEL DISCUSSION

6.1 Introduction

In the previous unit we learnt about various aspects of an interview process. In this unit
we shall see the significance of the Group Discussion and its vital features. Group discussion
is a very seminal aspect of any social interaction. Any action programme that aims at the
overall development of the society has to be formulated after a comprehensive group discussion,
taking everybody’s views into consideration. The different situations where group discussion is
essential are also discussed in this unit.

6.2 Objectives
After reading this unit, you will be able to
 explain the importance of Group Discussion
 identify the situations that demand a Group Discussion
 determine the competence required for participation

Plan of study
6.1 Introduction
6.2 Objectives
6.2.1 What is Group Discussion?
6.2.2 Situation that Demand a Group Discussion
6.2.3 Competence required for Participation
6.2.4 IIIustration of a Group Discussion
6.3 Group Discussion and Panel Discussion
6.4 Group Discussion and Debates
6.5 Right Type of Question to Generate Group Discussion
6.6 Recap
6.7 Activities
6.8 Check Your Answers
6.9 Model Questions
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6.2.1 What is Group Discussion ?

Group discussion is a method of interaction between a set of participants who discuss

Various aspects of a specific issue which is of contemporary relevance in the presence of a
moderator. It is a very significant tool in the selection process. Solution to the existing problem
may or may not be arrived at. It can be seen as a platform to air one’s views and Offer
suggestions. The Participants speak in turn and no one speaker tries to dominate the
Discussion. At the same time no participant remain silent. Everybody should be given equal
time and chances. This is the fundamental feature of Group Discussion. Though the basic
qualities required for effective speaking hold good for this interaction, there are certain other
feature like agreeing with others’ views, disagreeing with other speakers, intervention techniques,
convincing others about one’s strong belief gain supreme importance in group discussion. In
all, a group discussion must be a healthy exchange of ideas.

6.2.2 Situations that Demand a Group Discussion

Group discussion are held for several reasons. Apart from their use in selection process,
any meeting in a Business Organization, Educational Institution, Political Meetings Government
bodies like the Legislative Assembly and Parliament, social meetings like the village gearing
up for their annual temple festival, Village Panchayats, etc. and many more adopt this method
of interaction. Every meeting cannot call for a group discussion as the agenda unless the
meeting should demand a discussion. A felicitation ceremony meeting, for instance, need not
require a group discussion. Whereas, if a college Convocation is likely to be held, then the
principal might call for a meeting where in the procedure to be followed for the ceremonious
function will be discussed. Thus GD, as it is popularly known, promotes good communication
skills in the participants.

Do You Know I
Complete the following :
1. Group discussion is a method of ______________
2. The participants speak in turns and ______________
3. No participant _______________
4. Every meeting cannot call for a group discussion as ______________

6.2.3 Competence Required for Participation

To participate in a group discussion, one must have fairly good communicative skills We
must speak clearly in short, simple and meaningful sentences. We must respect the ideas of
 59

the other participants. Even if we have to differ in our views, we must convey the same in a
very polite manner. We must be equally polite while interrupting another speaker. Our choice
of words and phrases must be appropriate for the context. Avoid bombastic usage which the
others may find difficult to follow. This is not the platform for displaying our learned length and
thundering sound. We must keep ourselves abreast of the events around the world and
development within the country in particular. Generally topics from current affairs or those
pertaining to the common subject of the group are chosen discussion. It is also important to
display our analytical mind in these discussions. We must analyse our points, check for clarity
and authenticity and then speak with several pauses in between as required.

6.2.4 IIIustration of a Group Discussion

The format of a group discussion can be explained best with the following illustration.
The participants are young students and therefore one could perceive the youthful vigour showing
in their attitude.

The following picture reveals the seating arrangement in a group discussion. The
participants generally sit around a longi table for a group discussion. In this kind of arrangement
they face each other so that the participants can see each other very well. The fundamental
requirement for this kind of interaction is complete overview of current Affairs and fluent
communicative skills about which we shall see later in the unit. This is followed by a sample
discussion by six participants on the Status of Sports in India Today.
60
61
62

In the above discussion, we could see that each speaker respects the other’s opinion
and at the same time expresses his/her views clearly. They take turns to speak and no one
speaker dominates the discussion. Every participant speaks and nobody is left out. The topic
unravels itself in the opening words and we get a clear picture of what each speaker wants to
convey. Their sentences are short and crisp and not long winding. Their language is also
comprehensible to all the participants and nobody is seen using bombastic, high sounding
words which make the other speakers withdraw from the discussion. Every speaker is also
seen to take a similar view of the topic and therefore there is no verbal duel followed by heated
arguments while discussing. Thus we could see a healthy exchange of ideas that at the end of
the discussion everybody feels satisfied of having done their parts perfectly.

There is also a psychological aspect to group discussion. Each person’s outlook on life
can be judged through this type of interaction. In the above discussion, we could see that one
particular speaker expresses pessimistic ideas repeatedly and therefore he may lack progressive
leadership qualities. Some speakers are very reserved and this could be made out from the
very short sentences that they utter. Certain other speakers can be seen to quote from books
with effortless ease and such people may be widely read, well informed and even worldly wise.
Generally, psychology or HR experts will be around to make such judgments. Usually group
discussions form a necessary part of selection of management professionals.
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Do You Know II

Fill in the Blanks

1. They take ____________ to speak and no one speaker ___________ the discussion.

2. Their sentences are ______________ and ______________ and not long winding.

3. Their language is also ____________ to all the participants.

4. Group Discussion form a necessary part of selection for ____________

6.3 Group Discussion and Panel Discussion

Just as well saw earlier, group discussion is a platform to air one’s views and suggestions.

Unlike this, a panel discussion is a set of four or five people who speak one after the other for

about twenty to thirty minutes each on a particular topic. These speakers are usually experts in
the given field. Hence their ideas will be of an exceptional quality. Panel discussion is presented

to an audience in the presence of a moderator. Each speaker dwells on a selected aspect of

the issue that has been taken up for discussion. The audience generally do not interact with
the speakers. This means that generally a question- answer session never follows a panel

discussion. The main purpose of a panel discussion is to highlight expert ideas on a given

issue. Panel discussions are a integral part of a conference or a seminar. Unlike group
discussions where the young participate with vigour, panel discussions are generated by

experienced and wise brains. People who are considered authorities in their respective fields

address a select audience. Another important aspect of panel discussion is that there is no
attack or counter attack by the speakers. Each speaker remains within the boundaries of one’s

area and does not intrude into others territory as far as the topic of the discussion is concerned.

Moderators, if any in Panel discussion, restrict their job to introducing ad welcoming the speakers.
introducing and welcoming the speakers. Generally the compere of the programme takes the

role of the moderator as well. They do not give any comments on the speaker’s presentation.

As in group discussion, there need not be a solution to the issue taken up.
64

Do You Know III

State whether the following are True or False

1. Panel discussion is a set of four or five people who speak one after the other for about
twenty to thirty minutes each on a topic of their choice ____________

2. Panel discussion is presented to the public in the presence of a moderator. ___________

3. The audience generally interact with the speakers. _____________

4. The main purpose of a panel discussion is to highlight expert ideas on a given

issue.__________

5. There is an ever-steaming attack or counter attack by the speakers._____________

6.4 Group Discussion and Debates

A debate is a competition whereas group discussion is a platform for exchanging views.

For a debate, there necessarily has to be a pair of participants, one to speak in favour of the
topic and the other to speak against the topic. Even though a debate also offers chances for a
healthy sharing of ideas, they sometimes get overheated as violent arguments and counter
arguments. The political debates that we watch on the Television like The Big Fight in NDTV
24/7 is a classic example of this interaction. There necessarily has to be a moderator to monitor
the turns of the speaker as per the time restriction. Debates can also be presented in a very
humorous way. Several expert moderators like Solomon Papayya (Tamil) can introduce a
timely sense of humour that can cool down any heat in the speaker’s tone.

As for students’ debates, there are mostly prepared speeches, unlike the seniors who
speak extempore. In certain cases the moderator opens up the issue to be dealt with.

Among the greatest debates of all times is the public debate that goes prior to the American
Presidential elections. The defender and the challenger (Defending and Challenging parties)
confront each other on the same platform, which is also televised live wherein the whole world
watches them presenting their arguments. They are keenly monitored by the public who finally
decide their fate.
 65

All these communicative skills have several benefits. They make the young mind think
and think about the world around them and themselves as well. They also get exposed to finer
and more relevant views about various issues that they confront in the society.

Do You Know IV

State whether True or False

1. A debate is an official function. ___________

2. A debate is a healthy sharing of ideas, therefore they can never produce violent Arguments
and counter arguments. ____________

3. There necessarily has to be a moderator to monitor the turns of the speaker as per the
time restriction.___________

4. Among the greatest debates of all times, is the public debate that goes prior to the American
Presidential Elections. ___________

6.5 Right Type of Questions to Generate Group Discussion

Two kinds of question orders exist in a group discussion. The type of question asked
reflects the intensity of the discussion. Low order questions that evoke just a YES- No answer
and a high order question that can prompt a healthy brain storming session. A high order key
question determines the strength of a discussion. This can be illustrated by a story from our
fables.

A group of mice lived in a house. They were constantly troubled by a black cat. The mice
were scared of the cat and wanted to put an end to the menace. They held a small mice
meeting and in the course of explaining their plight one them suggested that they should bell
the Cat? Even as everybody tried to express their inability to carry out their task, the cat
suddenly appeared and all the mice rushed out of the scene.

Now, this is a classic example of a low order question with the pronoun WHO? While low
order questions are useful in eliciting information, they cannot sustain the discussion. If only
they had altered the question as HOW CAN WE BELL THE CAT? Which is a high order
question, then this could have evoked a collective response and they could have arrived at a
solution to solve the menace.
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Check Your Progress

1. What are the significant features of a group discussion ?

2. Name some of the situations where group discussions can prove to be helpful.

3. How is a debate different from a discussion ?

4. How is a debate from a discussion ?

5. How competent should one be to participate in a group discussion ?

6.6 Recap

 Group discussion is a method of interaction between a set of participants who discuss

Various aspects of a specific issue which is of contemporary relevance in the presence
Of a moderator
 67

 The participants speak in turn and no one speaker tries to dominate the discussion

 Any meeting in a Business Organization, Educational Institution, Political Meetings,

Government bodies like the Legislative Assembly and Parliament, social meetings like
the Like the village gearing up for their annual Temple festival, Village panchayats, etc.
and many more adopt this method of interaction

 GD, as it is popularly known, promotes good communicative skills in the participants

 To participate in a group discussion, one must have fairly good communicative skills

 Our choice of words and phrases must be appropriate for the context

 We must keep ourselves abreast of the events around the world and developments
within the country in particular

 We must analyse our points, check for clarity and authenticity and then speak with several
pauses in between as required

 The participants generally sit around a long table for a group discussion

 Person ‘s outlook on life can be judged through this type of interaction

 Some speakers are very reserved and this could be made out from the very short
Sentences they utter.

 Certain other speakers can be seen to quote from books with effortless ease and such
people may be widely read, well informed and even worldly wise.

 A Panel discussion is a set of four or five people who speak one after the other for about
twenty to thirty minutes each on a particular topic.

 Panel discussions are held by experienced and wise brains.

 There is no attack or counter attack by the speakers.

 A debate is a competition whereas group discussion is a platform for exchanging views

 Even though a debate also offers chances for a healthy sharing of ideas, they sometimes
get overheated as violent arguments and counter arguments.
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6.8 Activities
1. As teenagers you must be involved in informal group chatting. Compare the features of
such chatting with group discussion.

2. Take up a current topic and try to get in as many points as possible by discussing them in
a group.

3. Watch Election discussion/ analysis on the television to get a better picture of what GD is
all about.

4. There is another story from our fables where a hare deceives a lion and makes it Jump
into the well. Try to work out a discussion among the animals as to how they Could
deceive the lion and save themselves.

5. In the leading English dailies like The Hindu and The New Indian Express you often find
write-ups on GD. Do read them to acquaint yourself more with GD.

6.9 Check Your Answers

Do You Know I
1. Interaction between a set of participants who discuss various aspects of a specific Issues

2. no one speaker tries to dominate the discussion

3. remains silent

4. the agenda for the meaning should demand a discussion

Do You Know II
1. turns, dominates

2. short and crisp

3. comprehensible

4. management professional

Do you Know III

1. True 2. False 3. False 4. True 5. False
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Do You Know IV
1. False 2. False 3.True 4. False

2.10 Model Questions

1. Write a note on the competence required to participate in a group Discussion. (50 words)

2. What according to you should be avoided in GD/ (100 words)

3. Describe briefly the features of Panel Discussion and Debates. (200 words)

4. Try and bring out the possible points that will be made during a discussion on violence in
Visual media (200 words)
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LESSON - 7
GIVING INSTRUCTIONS

7.1 Introduction

Most of the speaking skills that we have seen in this book until now can be used in both
formal and informal contexts. Similarly, giving instructions can also be used in both contexts.
The Oxford English dictionary defines Instructions as giving directions or providing detailed
information about how something is done. At workplace, you may be put in a situation where
you will have to give instructions to your colleagues. Likewise, at home too, you may have to
give instructions on how to prepare a particular food, how to start a car if it gets stopped, how
to change the batteries of a wall clock etc. to a friend or a family member. Keeping this in mind,
this unit will throw light upon the mechanics of giving instructions in formal contexts and in
informal contexts.

7.2 Objectives
By the end of this lesson, you will be able to

 give instructions in formal and informal contexts

 identify linkers and use them while giving instructions

Plan of Study
7.1 Introduction

7.2 Objectives

7.2.1 How to give instructions in formal contexts

7.2.2. How to give instructions in informal contexts

7.2.3 Linkers

7.3 Do it yourself

7.4 Recap

7.5 Activities

7.6 Check your answers

7.7 Model Questions

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7.2.1 How to give instructions in formal contexts

Read the following conversation between an employer and a newly recruited employee:

Rajeetha: Good morning, madam. I am Rajeetha. I have been recruited newly as a

receptionist.

Employer: Good morning, Rajeetha. Welcome to Parasol Pvt. Ltd.

Rajeetha: Thank you, Madam. Could you please tell me what my duties are?

Employer: Sure. As soon as you come in everyday, please swipe your ID card in the
machine that is kept by the door. This machine would record your attendance. Then, you will

turn off automatic answering machine. The code to operate the answering machine is 1728.

Rajeetha: 7028? Could you please repeat the code madam?

Employer: Most certainly. It is 1728. 1-7-2-8. As soon as the answering machine is

turned off, you will start receiving phone calls. Your primary role would be to take calls. Always

take down written messages when you are answering the calls for someone else and remember
to pass on the message immediately. In addition to answering calls, you will also answer visitors’

queries about our company and our products. In brief, your work will involve a lot of talking.

That’s all for now. You will have a training tomorrow in which we will list out your other duties.
Do you have any doubts?

Rajeetha: No madam. Thank you so much. I look forward to an enriching work experience

with you.

Employer: All the best, Rajeetha. Before you go, could you please make a list of last
week’s recurrent late comers and leave it on my table?

Rajeetha: Definitely ma’am. The list will be on your table by 6:00 p.m. today.

Employer: Thank you, Rajeetha.

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In the above conversation, the employer is giving Rajeetha instructions of what is expected
of her at his work. We will now look at the techniques that the employer has followed while
giving instructions to the employee.

1. Always be Polite:

Politeness is a key factor that influences a cordial relationship between an employer and
an employee. The employer says, “…please swipe your ID card in the machine that is kept by
the door”. She uses the word ‘please’ instead of commanding work for Rajeetha. The rule of
the thumb while giving instructions to an employee or a co-worker is politeness. Your instructions
will be taken better when you use polite words like ‘please’, ‘could you’ and ‘thank you’ instead
of using rude and harsh words. Always choose a respectful tone, polite words and deliver the
message with the appropriate volume to make your employees want to carry out the instructions
that are given to them. Always request your employees to carry out the instructions and never
command.

2. Give Precise and Concise Instructions:

When you are giving instructions, you must be very specific and brief. If the instructions
are not clear and are ambiguous, the employee might misunderstand and end up doing the
opposite of what you wanted. Similarly, when the instructions are not specific and to the point,
the employee’s work might also lack focus. Look at the employer’s instructions, “…please
make a list of last week’s recurrent late comers and leave it on my table?” The instruction is
clear and precise. He tells Rajeetha to make a list of late comers of not the entire month but of
the previous week and leave it on his table. If the instructions are focused, the action will also
be clear and focused.

3. Time Frame

It is important to set a time frame while giving instructions. Setting time would not only
motivate and push the employee to finish the work in the stipulated time but will also help the
employer to receive the finished work on time. In the above mentioned conversation, Rajeetha
is asked to finish her work before she leaves home from office. This time frame would help
Rajeetha plan her work so that the task gets done by 6 (the time when she leaves home from
work)
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4. Seek Clarification

Sometimes, the instructions that are passed on might not be clear to the employee. So,
it is important to either recapitulate the instructions or ask the employee if he or she has any
clarification on the instructions that were given to them. The employer asks Rajeetha if she has
any doubts (“Do you have any doubts?”). Rajeetha’s reply to his question, gives him an
understanding that she has comprehended the task.

5. Give Explanation

When instructions are given, always explain why it is done. In the conversation, the
employer asks Rajeetha to turn off the automatic answering machine and tells her that only if
this is done, she will be able to receive calls. When an explanation is given, people understand
the importance of the task that is assigned to them. As a result of this, they do their best work.
When you explain the importance of the task that you are requesting them to complete, you
are teaching and showing respect for the individual, making them feel important.

Check your progress I

Match column A with column B

A B

Being Polite Making instructions specific

Being Precise Ensuring instructions are clear

Setting a time Requesting employees to do a particular task

Seeking clarification Making employees understand the importance of the task

Giving Explanation Finishing work in the stipulated time

7.2.2 Giving Instructions in Informal Contexts

Read the following conversation between a father and a son.

Son: Dad, Could you please tell me how to change the light bulb?
74

Father: Sure. Please turn off the electricity first. Secondly, remove the light bulb. Do you
know how to remove the bulb?

Son: Yeah, dad.

Father: Alright. Then, screw in the new light bulb. Finally, turn the electricity on and
switch on the light.

Son: Thank you so much, Dad.

While instructing a person in an informal context, imperative sentences are mostly used.
Imperative sentences are used to give an instruction or an order. (Example: ‘Pass the salt’ is
an imperative sentence; whereas, ‘Can you pass the salt?’ is an interrogative sentence. In an
imperative sentence, the subject [Eg: I, You, We, Ramya etc.] is not used.) Though imperative
sentences are used to give an order, it is important to be polite. Let us consider the following
sentence as an example: “Please turn off the electricity.” In this sentence, the father is using an
imperative sentence (Turn off electricity) with the word ‘Please’ which makes the sentence
more refined than just a firm order. It is also important to seek clarification. This ensures clarity
in the instructions. Whenever instructions are given (in formal and informal contexts) it has to
be precise and brief.

7.2.3 Linkers

Linkers, also known as linking words, are words that connect one sentence (or an idea)
with another sentence (or an idea). Linkers are used to compare and contrast ideas, add to an
idea or to show the sequence. Linking words make sure there is cohesion and coherence in
the instructions. Let us consider a few examples from the two conversations in this lesson.

In the first conversation, the employer adds on to list of Rajeetha’s duties using the
phrase, “in addition to”. Similarly, words like and, also, even, again, moreover, further,
furthermore, similarly, as well as etc. can also be used to express addition.

Linkers are also used to denote summation. When the employer says, “In brief, your
work will involve a lot of talking”, she is summarizing Rajeetha’s work using the words, ‘in
brief’. The linkers that can be used to summarize are: on the whole, in sum, to sum up, thus,
therefore etc.
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The employer uses linking words like ‘As soon as’ and ‘Immediately’, to denote time.
Linkers that are used to denote time are at once, meanwhile, at length, in the meantime, at the
same time, in the end, when, then, as, before that, after that etc.

In the second conversation, the father uses words like, ‘First’, ‘Secondly’, ‘Then’ and
‘Finally’. These words show a sequence or the order in which an action should take place.
Other words that can denote a sequence are next, following, now, at this point, after, after this,
subsequently, eventually and previously.

Linking words should be used while giving instructions to someone so that the instructions
that are given have connectivity. These words also make sure that there is a smooth transition
from one instruction to the next. That is why linkers are also known as Transition words. If
linkers are not used, the instructions might seem very abrupt and without cohesion.

Check your progress II

1. _________________ sentences are used to give an instruction or an order

2. Linkers are also known as _________________ and _________________.

3. Linkers are used to _________________ one idea to another.

4. The linking word ‘furthermore’ is used to denote an _________________ of an idea.

5. ‘Subsequently’ and “eventually’ are linkers that denote _________________.

7.3 Do it yourself

Answer the following questions yourself. Key is not provided to these questions
as you are expected to check your answers by consulting the text of the unit.

1. Why is it important to be polite while giving instructions?

2. Why do people work better when they are given an explanation?

3. What are imperative sentences?

4. What are the different types of Linkers

5. Why are Linkers important while giving instructions?

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7.4 Recap

 Instructions can be given in both formal and informal contexts.

 Always be polite while giving instructions. Not using a polite language makes us seem
like bullies at workplace.

 Be clear and brief when you are giving instructions.

 Set a time frame for the task that is to be completed.

 To make sure that the instructions are received correctly, clarify and ask the listener.

 Giving explanation as to why a task is given to a person enables him/her to work better
as they feel responsible and respected.

 Imperative sentences are used to give instructions or orders.

 Linkers are words that are used to connect one idea with another. These words ensure
smooth transition between sentences or ideas.

7.5 Activities
1. Have you given instructions at home? Can you cite five instances when you have given
instructions?

2. Imagine that you are a cooking expert. Your friend wants to know how to make biriyani.
Give instructions to your friend. (Write down the instructions using linkers)

7.6 Check your answers

Check your progress I

A B

Being Polite Requesting employees to do a particular task

Being Precise Making instructions specific

 77

Setting a time Finishing work in the stipulated time

Seeking clarification Ensuring instructions are clear

Giving Explanation Making employees understand the importance of the task

Check your progress II

1. Imperative sentences

2. Linking words and transition words

3. Connect

4. Addition

5. Sequence

7.7 Model Questions

Answer the following in about 50 words:

1. Write a short note on why it is important to be precise and concise with instructions.

2. What are linkers? Explain with examples.

Answer the following in about 200 words:

1. What are the different techniques used while giving instructions in a formal context?

2. Write a small conversation between a teacher and student using linkers that show a
sequence.
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LESSON - 8
MAKING PRESENTATION

8.1 Introduction

The communication skills that have been dealt with so far relate to formal situations
where control is shared. But with public Speaking you are on your own in a crunch situation.
You are in the arena and the sole player. Public speaking is the ability to say clearly and
convincingly before an audience. To some people, speaking comes quite naturally, but most
people become self-conscious and frightened. They cannot think clearly, cannot concentrate,
cannot remember what they had intended to say. This unit brings out effective ways of not just
overcoming those difficulties but actually in turning you out a wonderful speaker.

8.2 Objectives
After reading this unit, you will be able to

 List the essential elements of successful speaking

 Explain the different steps in development of speaking skills

Plan of Study
8.1 Introduction

8.2 Objectives

8.2.1 Public Speaking: Four Major Areas

8.2.2 Essential Elements in Successful Speaking

8.2.3 The Secret of Good Delivery and How to Begin and Close Your Speech

8.2.4 Stage Presence nd Personality

8.3 Do it Yourself

8.4 Recap

8.5 Activities

8.6 Check Your Answers

8.7 Model Questions

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8.2.1 Public Speaking :Four Major Areas

Of all the speaking skills, effective Public Speaking alone helps people to achieve a more
courageous, happier and more fruitful life, by bringing out the latent qualities they possess.
This skill basically involves development of four main areas before we get mastery over it.
i) Development of courage and self-confidence, ii) Improvement of memory iii) Stage presence
and personality iv) capturing the interest of the audience.

Once we get these essential areas clear it should not be difficult for us to deliver the
goods.

8.2.2 Essential Elements in Successful Speaking

Several people want training in Public Speaking today. All they need is to conquer their
nervousness, to be able to think on their feet, and to speak with self-confidence and ease
before a group of people. The ability to do this is not difficult to acquire. It certainly is not a gift
bestowed by providence on chosen and privileged few. It is like the ability to swim. Anybody
under the sun can develop one’s own latent capacity if one possesses the burning desire to do
so. Some of the most fundamental features of this skill are enumerated below.

Developing courage and self-confidence

If you have a burning desire to get the most out of your efforts to become a good speaker
in public, and to do it with rapidity and dispatch, five important rules are to be followed.

(i) Begin with strong and persistent desire coupled with determination

This has tremendous implications than you realize. If your desire is pale and shabby,
your achievement will also take on the same line. But if you pursue your subject with persistence
nothing will defeat you. Hence, arouse your enthusiasm for this self study. Think of what benefits
you can derive in the process. Think of what it can mean to you socially, financially and in terms
of increased influence and leadership. Remember that the swiftness of your progress relies
heavily upon the depths of your desire.

(II) Be sure about what you want to say

Unless you have thought out clearly and planned the talk well and know exactly what is to
be said, you can’t feel comfortable when facing the audience. It will definitely help you to shed
80

your embarrassment, if you can find something to do before an audience – you can display
something, write a word on the board, or point out something on the map or focus on the
screen for power point presentation etc. Any physical work can make you feel at home before
a speech. It may not always be possible to find an excuse to do something like that, but in the
initial stages this can prove to be effective. Once you have overcome the starting trouble, it is
better to do away with this idea.

(III) Act Confidently

Action always follows feeling. If you feel confident it is rather certain that you
will also act confidently. So feel brave, act as if you brave and soon a fit of courage will
replace the fit of fear. No matter how your heart may be pounding inside, stride forth bravely,
stop, stand still and act as if you have always loved it. Always draw your body to its full height
and look at your audience straight into their eyes and begin to talk confidently as if every one
of them owed you something. Imagine that they have come there seeking your help rather
desperately. The psychological impact that it can have on you is highly beneficial.

Never display your nervousness on stage .Buttoning or unbuttoning one’s coat, playing
with the ring or the bangle, twitching the beads around the neck, biting nails or simply one’s lips
fumbling with your fingers, crossing them unnecessarily are sure symptoms of nervousness. If
you want to do any of this type, simply put your hands at the back and twist and turn and
squeeze your fingers so that no one can see you do all these. It is also not advisable to hide
behind a furniture. On the first few occasions, it is quite alright but not as a general rule.

(IV) Practice

“Practice makes a perfect man” said Francis Bacon. It is the most emphatic of all the
rules to develop courage. Fear is the result of a lack in self-confidence and this lack is the
result of not knowing what to do. And that is the result of inexperience. So get a record of
successful experience behind you and your fears will vanish into thin air.

(V) Good Preparation

To conclude this part it is important to understand that a good preparation is vital to be

successful before the microphone. Real preparation is digging something out of ourselves,
 81

assembling and arranging our own thoughts, relishing and cherishing our own convictions.
This will ensure constant power in our reserve at all times of need, the ways to develop reserve
powers to know far more than we can use and a full reservoir of information. While preparing
a speech this reservoir comes in handy even though extra references, reading, discussing,
debating etc., are required for the final draft. When a speaker has a real message in his head
and heart, with an inner urge to speak, he/she is sure to bring a great deal of credit. A well-
prepared speech, in any given situation, is nine tenths delivered.

Check Your Progress I

1. What is public speaking?

2. Name the first rule to be followed to become a good speaker.

3. What happens if you are not clear about what you want to say ?

4. Describe symptoms of nervousness.

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5. What is real preparation?

8.2.3. The Secret of Good Delivery

The first prerequisite for good talking is good communication. The audience must get the
feeling that there is a message being delivered straight from the mind and heart of the speaker
straight to their minds and their hearts. As Mark Twain once put it, “your choice of diction
should be their natural tone of eloquence to ensure that your words do reach them”.

A fivefold path is essential for a good delivery.

(i) Stress important words, subordinating the others

Even in plain conversation, we hit one syllable in a word more strongly than the rest. The
same happens with sentences too. Only certain words are pronounced strongly, as we hurry
over the others. This is not strange or unusual. We may have done it a hundred or a thousand
times every day. Read the following quotation by Napoleon.

I have SUCCEEDED in whatever I have undertaken, because I have WILLED it. I

have NEVER HESITATED which has given me an ADVANTAGE over the rest of
mankind.

The impact of these lines certainly becomes far greater when we emphasize the capitalized
words. But this may not be the only way to read them. Another speaker would do it differently
perhaps to get a different impact. All the same, these words would sound very different if they
are read without stress or emphasis on select words.

(ii) Voice modulation by changing the pitch

The pitch of our voices flow up and down, from a high to a low .never really remaining
constant. Though we are unaware of this during conversations, the effect almost always has
been pleasing. We have not learnt to do it. It has come rather spontaneously to us. But the
 83

moment we stand up to face the audience; the pitch is more or less constant as our voices flow
up and down, if we want to be a successful speaker. With a pleasant voice this flow can also be
musical, lulling everybody to sleep. This extreme has to be necessarily avoided.

Another problem with the voice is that it could become coarse after a short while. This is
because we speak from the throat and not from the abdomen. We have to speak after we have
taken a full breath of air. This method ensures that there is sufficient oxygen in our lungs when
we start speaking. Voice modulation helps in resting our throat sufficiently while speaking.

Do You Know I
1. The first prerequisite for good talking is

2. The first point to be considered for good delivery is

3. The pitch of our voices flows

4. Our voice becomes coarse after some time because

5. helps in resting our throat sufficiently while speaking.

(iii) Keep varying the rate of speaking

In ordinary conversations we constantly change our rate of speaking. It is pleasing nature,

unconscious, emphatic and so on. In fact, it is accepted as one of the best methods to make
stand out prominently. As pale Carnegie points out, Abraham Lincoln,one of the greatest orators
of all times is supported to have used this method to drive home a point.

‘He would speak several words with great rapidity, come to the word or phase he wished
to emphasize, and let his voice linger and bear hard on that, and then he would rush to the
end of the sentence like a lightning….. He would devote a much time to the word or two he
wished to emphasize as he did to half a dozen less important words following it.”

Such a method invariably arrests the attention of the listeners.

(iv) Pause before and after an important idea

Lincoin often paused in the middle of his speeches. When he had to convey a big idea
that he wished to impress deeply in the minds of the audience, he bent forward, looked straight
84

into their eyes for a moment remaining absolutely silent. This sudden silence had the same
effect as a sudden loudness. It arrested attention, it made everyone attentive, alert, awake and
increased a sense of anticipation in them.

(v) Improve your memory

Most people do not use more than ten present of their actual inherited capacity for
memory. Ninety percent of it is wasted by the violation of natural laws of remembering. Such
people struggle with this handicap both socially and commercially. Actually these natural laws
of remembering are very simple. Every memory system is founded upon them. This system
comprises impression, repetition and association. The first of three i.e., impression is vital.
Here we have to take a deep, vivid and lasting impression of the thing we wish to retain. To
achieve that, we must necessarily concentrate. Repetition, the second law of remembering
enables the user to memorize an endless list of materials. Simply go over the knowledge you
want to remember, use it, apply it, repeat eat it as often as possible. Employ the new word or
idea in your conversation. Talk over the points you want to present in a speech to somebody.
This is said of teaching too. To remember something, teach it to somebody and it remains with
you forever. Repetition done in an intelligent manner, that is systematic, invariably helps in the
formation of associations, which are indispensable elements in recalling. The laws of
association govern all the trains of our thinking that are not interrupted by sensations breaking
on us from without. Whatever appears in the mind must be introduced. When this happens it is
the associate of something already there. An educated memory depends upon an organized
system of associations with every fact we care to retain. Hence we can conclude that the one
who thinks over his experience most, and weaves them into the most systematic relations with
each other, will be the one with the best memory.

To remember the points of your address, arrange them in such logical order that one
leads naturally to the next. In additional, one can make a nonsense sentence out of the main
points.

If, in spite of all precautions, you suddenly lose track of what you intended to say, you
may be able to redeem yourself from complete defeat by using the last words of your previous
sentence as the first words in a new one. This can be continued until you are able to recall your
next point.
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Do you Know II
1. In ordinary conversations we constantly change our ——————————

2. Pausing in between made everyone ————————— , ————————————,

————————— and increased a sense of anticipation in them.

3. The natural laws of remembering comprises of ——————————, ———————

and —————————

4. To achieve lasting impression we must ———————————.

(vi) The beginning , the body and the ending

As for the beginning of a speech don’t be in a hurry to rattle off with it as soon as you
stand before the mike. This is the hallmark of the amateur. Take a deep breath. Look over your
audience, glancing all around the room, wait for all the noises and all forms of disturbances to
settle down and then begin your speech. The opening of a talk is indeed difficult. It is also
highly important for, the minds of our hearers are fresh and so comparatively easy to impress.
The opening has to be carefully prepared well in advance and you can never take a chance
with it. Stick to a short and crisp introduction. Drive straight to the subject, with the minimum of
words. It would sound remarkably foolish to begin with a humorous story or by making an
apology. Such an attempt invariably puts off interest in an audience instead of getting them to
focus on your speech. In fact, apologizing is deemed an insult to an audience.

A speaker may win an audience instantly by arousing their curiosity, by relating a human
interest story, a specific illustration, or by using an exhibit. Sometimes, asking a question can
arrest immediate attention. But the time-tested way is to begin a speech with a quotation. The
topic of your speech as revealed in the introduction should be of vital interest to your
audience.The bottom line is, never make your opening too formal.It is better to make it appear
free, casual, inevitable.Reference to some event or issue of relevent and immediacy can help
make an informal beginning.This reference can be personal or general.

As for the main part of (body) your speech, use clear terms, though being clear is indeed
difficult.Be sure that the thing you wish to speak about, is first clear in your own mind. Restate
your big ideas, but do not repeat the phrases often. Vary the sentences, but reiterate the ideas
86

without pertmitting your hearers predict it. Also do not strive to convey too many ideas. In a
short speech,one cannot hope to treat adequately more that one or two phases of a big topic.

Your words have to be concrete and definite.Sprinkle your talk with words that have a
visual effect on the hearer.If your words can create pictures or set images floating in front of
their eyes, their memory of your ideas may get a deep seated impression, If possible, use
balanced sentences and contrasting ideas.

Next, the closing of a speech is actually the most strategic part of the whole issue.What
is said last is likely to be remembered longest.Never end by saying “I will stop there”. Plan your
ending carefully and in advance.Know almost word for word as to how you would close your
speech.Don’t leave it dangling in the air. Some suggested ways of closing are, summarizing,
resting, giving a skeletal outline of the main points that have been covered. If you have appealed
for action in the course of your speech, then reiterate it at the end Quoting a verse of poetry,
raising a laugh, giving a valuable quotation can impel the minds of the listeners to think
further.Don’t forget to compliment your audience.

Get a good beginning and a good ending; always get them close together in terms of
their ideas. And stop before your audience wants you to. The point of satiation is reached very
soon after the peak of popularity.

Do You Know III

State whether the following are true or false

1. We must start speaking as soon as you stand before the mike

2. We must come to the subject of our speech with the minimum of words

3. Start off with a quotation

4. We can end the speech by saying ‘I’ll stop there.

5. Don’t forget to compliment your audience

8.2.4 Stage Presence and Personality

Personality, with the exception of preparation, is probably the most important factor in
Public Speaking. In eloquent speaking, it is the manner of presentation supplemented by sensible
 87

ideas that can score better than more verbal gymnastices. But personality is such a vague and
elusive thing that defies analysis. It is the comprehensive combination of a person; physical,
spiritual, mental traits, likings, tendencies, temperament, frame of mind, vigor, experience,
training throughout one’s life. It could be as complex as Einstein’s Theory of Relativity and
almost as little understood.

The personality of a person is conditioned both genetically and by the environment. It is

therefore extremely difficult to alter or improve it. Yet we can, Through training, strengthen it to
some extent and make it more forceful, more attractive. The subject is of enormous significance
to every one of us. The possibilities of improvement, limited as they are, could be wide enough
to demand a discussion and investigation.

One popular suggestion is to rest and relax sufficiently well before standing in front of an
audience. A tired speaker cannot be a magnetic personality. Last minute planning also hampers
your stage presence. This results in unnecessary tention and undue anxiety that could be a
powerful deterrent to your presentation. Dietary suggestions include a light meal before a
speech. A heavy meal tires you quickly and you won’t be able to do justice either to your words,
your listeners or your body. Therefore do not do anything that would dull your energy. It is
magnetic. Vitality, liveliness and enthusiasm are the watchwords for any speaker. People crave
for the energetic speaker, one who can be referred to as the human dynamo of energy. He who
talks with more life and spirit radiates vitality and animation. They always challenge attention.

Do You Know IV

Complete the following

1. is probably the most important factor in Public Speaking.

2. The personality of a person is conditioned both and by the

3. A tired speaker cannot be in his personality..

4. , and are the Watchwords for

any speaker.

5. He who talks with more life and spirit radiates and

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The next point that demands serious consideration is the effect of clothes on the speaker.
When a speaker is well – groomed and immaculately attired, it enhances one’s self-respect

and increases self-confidence .When you have the look of success, you will find it easier to

think success and to achieve success. A speaker with shabby costume, on the other hand,
may be rejected by the audience. They would have little respect for such a speaker.

A smile on the face immediately registers familiarity with the listeners. It may also convey

that you are glad to be there. Remember the dictum, “if we are interested in the audience there

is every likeli hood that our audience will be interested in us”. Even before we speak, very
often we are approved or condemned. Therefore it is indispensable that we should make

certain that our attitude is such as to elicit warm response.

Always ensure that your audience is together. it is rather difficult to influence a scattered
audience. An individual, as a member of a compact audience might respond approvingly on

matters he would probably question if addressed singly, or if he were one of a group scattered

through a large room. If you are talking to a small group, it is advisable to pack them in a small
room. Avoid standing on a platform. Get down on the same level with them so that you can

make the talk intimate, informal and interactive.

Ensure that the light falls directly on your face and that all your features are visible. Also,
as far as possible, avoid standing behind furniture. That could be seen as a sign of nervousness

as you may need a hold. Besides, the furniture hides part of yourself and your audience would

certainly want to see the whole person.

Frequent movement of people either in the audience or on or near the stage

seizes the attention of your audience. Hence get them seated before you begin.An audience

cannot resist the temptation to look at any moving abject or animal or person; so don’t permit
competitors of any sort for yourselves.
 89

Check Your progress II

1. When will the audience reject a speaker?

2. What does the smile on the face do to the audience?

3. In a small room how should your talk be?

4. What happens when there is frequent movement inside the hall?

5. Why should the audience be together?

8.3 Do it Yourself

Answer the following questions yourself. Key is not provided to these questions as you
are expected to check your answers by consulting the text of this unit.
90

1. What according to you are the main qualities of a good speaker?

2. Name the essential elements of a good delivery?

3. What are the natural laws of remembering?

4. How do you begin a talk?

5. How do you end a talk?

8.4 Recap

 High self-confidence and self-esteem are a prerequisite for public speaking

 Feel confident and you can act confident

 Practice improves confidence

 Prepare your speech well

 Take note of the three laws of remembering

 Stress important words and subordinate unimportant ones

 Modulate your voice so as not to sound monotonous

 Vary your rate of speaking

 Pause before and after important ideas

 Dress according to the occasion

 On the basic of our appearance we are either approved or condemned even before we
speak

 Always crowd your audience together

 Look relaxed before and while you speak

 Eat a light meal before you speak

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 Avoid standing behind furniture

 Do not begin with an apology

 Better to being with an illustration or a quotation or even a question

 Do not make a formal opening

 Summarize Your points to close your speech

 Appeal for action, a light humor or poetic verse are appropriate ways of ending a speech

8.5 Activities
1. Imagine you are invited to speak in a programme on ‘Word Terrorism. How would you
organize your presentation?

2. Read the speeches of Abraham Lincoln an Winston Churchill. Find out what qualities of a
good speaker you get from them.

3. The present period has not thrown up powerful speakers to whom people flock to listen.
But it is possible that you have come across speeches in movies that kept your attention
riveted. So influenced are you that imitation of words, body language, tone and manner
from that speech becomes inevitable. Go back to those experiences and to speeches, if
possible, to study and find out factors that influenced/ inspired you.

4. In movies, stories we meet people undergoing a positive transformation. A coward wakes

up into courage, a stuttering fool breaks into eloquent speech, a fledgling musician into
a rapturous melody. These are instances/case studies of turning fear and embarrassment
into performances and use the tips derived to understand your desire and overcome
nervousness.

8.6 Check Your Answer

Check Your Progress I

1. The skill to speak with self-confidence and ease before a group of people.

2. Begin with strong and persistent desire coupled with determination.

92

3. You can’t feel comfortable when you face the audience

4. Buttoning or unbuttoning one ‘s coat

5. Real preparation is digging something out ourselves, assembling and arranging our own
thoughts, relishing and cherishing our own convictions

Do You Know I
1. good communication

2. stress important words, subordinating the others

3. from a high to a low, never really remaining constant

4. We speak from the throat and not from the abdomen

5. Voice modulation

Do You Know II
1. rate of speaking

2. attentive, alert, awake

3. impression, repetition and association

4. concentrate

5. repetition, association

Do You Know III

1. False 2. True 3. True 4. False 5. True

Do You Know IV
1. Personality with the exception of preparation

2. genetically, environment

3. magnetic

4. vitality, liveliness and enthusiasm

5. vitality and animation

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Check Your progress II

1. When his appearance is shabby

2. A smile registers the familiarity with the audience

3. Your talk should be informal, intimate and interactive

4. The attention of the audience is distracted

5. It is easy to create an impact on them

8.7 Model Questions

Answer the following questions in about 50words

1. Name the essential elements of successful speaking.

2. What are the seminal points to be noted in concluding a speech?

Answer the following questions in about 200 words

1. Briefly bring out the importance o self-confidence for Public Speaking.

2. Describe the role of stage presence and personality in Public Speaking.

94

LESSON - 9
HOSTING EVENTS

9.1 Introduction

From Public Speaking we now move to compering, which is the art of presenting a
programme. In recent times, compering has gained tremendous signification both as a live
presentation on stage and in the media. For a person endowed with good communication
skills of fluency and clarity of pronunciation, compering could well be a cake walk. But that
is not all. This unit will introduce us to the features of compering and qualities of a good compere.

9.2 Objectives
After reading this unit, you will be able to

 Present a programme effectively

 Explain the different aspects of compering

Plan of Study
9.1 Introduction

9.2 Objectives

9.2.1 Compering, Its Importance: Three Types

9.2.2 Compering for Formal Functions

9.2.3 Compering for Programmes and Competitions

9.2.4 Compering in the Media

9.3 Do it Yourself

9.4 Recap

9.5 Activities

9.6 Check Your Answers

9.7 Model Questions

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9.2.1 Compering, Its importance: Three Types

Among the many skills that have come to the forefront in recent times, compering takes
the top palce for the simple reason that the compere takes the centre stage and hence the total
focus of attention. The compere delineates in elegant detail the programme schedule and
initiates the actual presentation. This unit is essentially segmented into three parts: compering
for formal functions, compering for programmes and competitions, and compering in the media.

9.2.2 Compering for Formal Functions

Formal functions are those that are held for strictly official purpose. Here the procedure
and the programme are rigid and systemic. Hence we need to observe and adhere to protocol
for these occasions. Though our languages, tone and accent must be clear and on a serious
level, we must not forget to retain a pleasant smile even as we speak. We must be conscious
of the protocol needs, as on these occasions the dignitaries on the dais would be renowned
scholars, academicians, industrialists, politicians, bureaucrats, artists and other reputed
personalities. So the right forms of address have to be used. We should also take care of the
order of the schedule. Sometimes the order may be reshuffled for inexplicable reasons. We
should ensure that there is no confusion on stage.

Our language and pronunciation will also come under close scrutiny. Though the language
has to be elevated and stylish, we have to be simple enough for even the laymen to understand
and follow. We advise you to leave out high sounding words that may be incomprehensible to
many. Relevant anecdotes and humorous expressions can help maintain liveliness to many.
Relevant anecdotes and humorous expressions can help maintain liveliness of the programme.
There is no need to have a ‘put on’ accent. Speaking naturally can keep both the speaker and
the audience comfortable. Brining in variety instead of some clichéd expressions can add to
the overall picture of the programme. Facial expressions can communicate more than the
spoken word. Hence a cool, calm and a composed appearance can ease out any last minutes
anxiety. Costumer for formal functions must match the nature of the function. It may not be
appropriate to wear a gorgeous dress or attire oneself with too simple a costume as casual
wear for a convocation. Usually the choice of colours is based on the backdrop of the stage
and the time of the presentation.
96

If you are not used to speaking in a microphone, here are some tips:

 Speak gently into the mike.

 Do not have the mike too close to your mouth.

 Do not breathe into the mike.

 Speak at a very moderate pitch. That should be enough as the mike will anyway amplify
the voice.

 Speak clearly and not loudly.

 When you modulate the voice, ensure that the unaccented sounds are also pronounced
clearly and therefore audible

 A slight changes in the pitch will help to highlight anecdotes.

 Ideas, expressions or even words may be repeated, if necessary, for emphasis.

 Make your presentation lively and enjoyable without being monotonus.

A small and simple compering write-up for an assumed programme schedule is given
below as a sample:

 Invocation: Here’s wishing everyone present a pleasant morning. We have Gathered

here for a ceremonious occasion and we begin the function by invoking the blessings of
the Almighty. Ms.XXX and Ms.YYYY will now render the prayer song.

 Welcome Address: Human Hospitality knows no bounds. A guest for any occasion takes
the seat next only to the Lord. May we now have the Coordinator of the programme
committee introduce and welcome the Guests for this function.

 Floral welcome: We request Mr. ABC to present flower bouquets to our Guests for The
day.

 Annual Report: An eventful year has just passed and many a milestone were achieved
during the period. To elaborate on that over to Ms Well Done who will present the annual
report.
 97

 Presidential Address: Words of learned length and thundering sound, we are sure,
would throw us into raptures in a short while from now as Mr.ASD, the president of
today’s function prepares to hold the podium to give his Presidential Address.

 Mementoes: As a token of our appreciation and gratitude we request our Guests to

accept a small memento from the Secretary of the Programme Committee Ms.Tan Q

 Vote of Thanks: Its time now to acknowledge the mighty contributions of all for today’s
successful conduct of this ceremonious function. Ms.Tan Q would now propose the Vote
of Thanks.

Check Your Progress

1. How would you define formal functions?

2. What tone should we adopt for these occasions?

3. What kinds of personalities do you think will be invited as chief guests for these functions?

4. What can help to maintain the liveliness of the presentation?

98

5. How would you choose your costume?

9.2.3 Compering for Programmes and Competitions

Programmes where cultural items are presented either as a competition or for

entertainment, need a completely different kind of compering. Here the compere has to be
extremely dynamic and versatile. A small chat like interview with the participants, ability to
dance or sing at ease, a timely sense of humour, springing out words of encouragement to the
participants, timing the announcement of the results, holding the suspense rights up to the
end, celebrating with the winners and at the same time consoling the losers are some of the
prominent features required for compering on such occasions.

Unlike compering for formal functions, here there is greater freedom for the compere.
You can move around the arena, yet must have complete control over the show and the Situation.
From a high-pitched pronouncement to low key and subdued expressions, you have a whole
range to manoeuvre with your voice. You can be dressed gorgeously or in smart casuals- there
is no real restriction on the costume.

Compering for sports events and quiz programmes call for a different kind of versatility.
The knowledge, IQ and communicative comperence of the commentators of sports events or
conductors/,masters of quiz programmes must be a very high order. Siddhartha Basu’s Quiz
Time of Yesteryears and Master Mind today are among the best of all times. Earlier, for sports
commentators only former sportsmen featured in the show but in recent times good
communication skills are a vital necessity. Harsha Bhogle is a classic example of a non playing
commentator.

Thus compering for competitions and programmes demand vital communicative

competence with a high IQ
 99

Do You Know I

Fill in the blanks

1. Comperes for cultural presentation have to be extremely and

2. , , , ,
, and are some of the prominent features required
for compering cultural items.

3. Compering for cultural programmes givs grater to the compere.

4. The two main areas where there are no restrictions are and

5. Comperes of sports events are popularly referred to as and those of

the Quiz shows are

9.2.4 Compering in the Media

Today media compering has progressed to be an umbrella term bringing into its fold
almost all aspects of both media and compering. A compere is also newsreader, at once an
interviewer, hosts a debate on a certain sensational issue, reports on a particular news item,
presents a live public debate on a social issue sensitizing the audience and the viewers/listeners
and manu more. In all, the compere cum cast here must not only be fluent in her/his
communicaition skills and versatile, but also widely informed, up-to-date on the happenings
arounds the world and on top of them all, must have a wide range of interest varying from
politics, cinema, sports, religions,market shares and stock exchange, natural disasters, terrorism
and so on, Rajdeep Sardesai, Bharkha Dutt of the NDTV 24/7 are perfect examples for theor
inimitable presentations. Hence media compering today makes heavy demands on the presenter.

Radio Compering

Programmes on the radio demand a completely different format for presentation from
the compere. Here we are expected to imagine the presence of the audience,and speak to
them. All our ideas have to be necessarily conveyed through words as unlike on a television, a
smile on face cannot reach anybody. Even a smile has to be clear and alod and therefore
100

audible. Constant and continous speech is the hallmark of radio compering. With FM Radios
mushrooming everywhere, it certainly is a popular hit in most places where watching the
television may not be possible. Every car has one so is every snacks bar and other fast food
counters where people gather to relax. In quite a few cities it’s on your metro bus. With mobile
phones also booming in the market, talking live to the compere has brought several celebrities
to communicate with the common. This, in turn has helped the revival of the radio.\

Compering in the Television

Compering in the television has far greater demands than those of the radio. Apperance
of the compere has hardly any effect on a programe on the radio, while in the television it can
make a world of a difference to the programme. The compere’s movements gestures and
mannerisms can be clearly noticed here. Henece you have to be extra careful in your choice of
costume, make up, hair do (in the case of women) apart from some strange mannerisms
peculiar to you. Very often a television compere is identified by his/her appearance ad the way
(s)he speaks, much less sometimes for what they speak. The success of programme does not
lie in nature along but the qualities of the compere matter most. Kaun Banega crorepathi was
a huge success when many such similar ones by other personalities from the silver screen
faded into oblivion and thos can be attributed to the simply superb’ charisma of Amitabh
Bacchan.And the Big B is at it again with Kaun Banega Crorepati II.There may be dozen chat
shows on the air today. But nothing can be equated with an Oprah Winfrey show, the first and
the best of its kind.

Compering in the television is not everybody’s cup of tea. So much of home work has to
be done to ensure success on the small screen. Though it is possible to give one’s best in a
recorded programme either for the television it is the live, spontaneous thogh with slight
blemishes, that can be challenging and interesting.

Another aspect of compering,especially in the media, that is mainly of recent origin is the
DJs and the VJs. Here the levels of liberty knows no limit. There is absolutely no restriction on
language, as colloquialisms are permitted. Fashionable costumes with designer tags are
sometimes the trendsetters as well.
 101

Thus compering with its many facets is certainly exciting and enthralling for any youngster.
A career in this field opens up not just several avenues to instant fame but rich bank accounts
too.

Do You Know II

State wheather the following are true of false

1. Media compering is an umbrella term brining into its fold almost all aspects of both media
and compering

2. To compere in the media, one must be interested in all spheres of activities

3. A smile in the face can make a radio programme thoroughly successful

4. The compere’s movement, gestures and mannerism can be clearly noticed in a television
programme

5. Compering in television is comparatively simple

9.3 Do It Yourself

Answer the following questions yourself. Key is not provided to these questions as you
are expected to check your answers by consulting the text of the unit.

1. What according to you are the main qualities of a good compere?

2. What are your suggestions for speaking in the mike?

3. Do you think compering for cultural events offers greater flexibility than compering for
formal functions?

4. What are the advantages and disadvantages of media compering?

5. What are the reasons for the popularity of a television pogramme?

9.4 Recap

 Compering is the art of presenting a programme.

 The compere delineates in elegant detail the prograqmme schedule and initsiates the
actual presentation
102

 There must be a near total absence of stage fear for any compere.

 Excellent communication skills are a vital necessity for any compere.

 The compere must be widely informed. Have good presence of mind and a timely sense
of humour.

 Formal functions are those that are held for strictly official purposes.

 Our language, tone and acent must be clear and on a serous level.

 We must be conscious of the protocol needs.

 The right forms of address have to be used.

 For cultural events you have be extremely dynamic and versatile.

 There is no real restriction on the costume.

 Quiz masters and sports commentators must have a keen sense of observation and a
very high IQ.

 Media compering has progressed to be an umbrella term bringing into its fold almost all
aspects of both media and compering.

 News anchors need to have interest in almost all aspects of life as they may have to
initiate a debate or a discussion on any topic under the sun from child marriage to Tsunami.

 In radio compering we are expected to imagine the presence of the audience , and speak
to them.

 Constant and continuous speech is the hallmark of radio compering.

 The compere’s movements. Gestures and mannerisms can be clearly noticed while
compering on the television.
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 The success of a programme does not lie in its nature alone but the qualities of the
compere that matter most.

 In all, the compere has to be a vivacious personality capable of transforming even the
banal to the sublime.

9.5 Activities
1. Imagine you are the compere for your institution’s Annual Day celebrations. Draw up a
programme schedule and attempt compering the same.

2. Follwing is the issee to be taken up for a public debate in AWDTV. Imagine you are
anchoring the programme. Bring out a ten point agenda for the discussion.

‘The pros and Cons of Globalization’.

3. Your have to conduct a small talk with the famous small screen actor actor even as you
present a cine song collection over radio 123FM. Prepare a set of question you would like
to ask the actor.

4. Present a sample commentary of a tennis match between serena Williams and Sania
Mirza in the Wimbledon finals.

5. Draw a list of the qualities of a good compere, using this unit. Then watch the popular
compering prograqmmes on the TV, recognizing and identifying these qualities as the
compere performs

9.6 Check Your Answers

Check Your progress

1. Formal functions are those that are held for strictly official purposes.

2. We should adopt a serious, get pleasant tone for these occasions.

3. The dignitaries on the dais would be renowned scholars, academicians, industrialists,

politicians, bureaucrats, artists and other reputed personalities.

4. Relevant anecdotes and humorous expressions can help maintain the liveliness of the
programme.

5. Costume for formal functions must match the nature of the function.
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Do You Know - I
1. Dynamic and versatile

2. a small chat like interview with the participants ability to dance or sing at ease a timely
sense of humour springing out words of encouragement to the participants timing the
announcement of the results holding the suspense right upto the end celebrating with the
winners and the same time consoling the losers

3. freedom

4. costume and mobility

5. commentators, quiz masters or conductors

Do You Know II
1. True 2. True 3. False 4. True 5. False

9.8 Model Questions

Answer the following questions in about 50 words

1. What are the main features of compering?

2. How is compering for a formal function different from that of cultural event?

Answer the following questions in about 200 words

1. Bring out the main features of compering in the media.

2. Compering is one of the most exciting careers to embark on –Discuss.

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LESSON - 10
BUSINESS PRESENTATIONS

10.1 Introduction

In this lesson we will be learning about how to make an effective presentation at workplace.
A presentation refers to addressing a group of people on a subject mostly with the use of
audio-visual aids. Business presentations play a primordial role in the growth of a company
and its presence in the corporate world because many decisions are taken following
presentations.

10.2 Objectives
By the end of this lesson, you will

 know how to prepare for a presentation

 know how to make an effective business presentation

Plan of Study
10.1 Introduction

10.2 Objectives

10.2.1 Organising content

10.2.2 Using visual aids

10.2.3 Presenting the information

10.3 Do it yourself

10.4 Recap

10.5 Activities

10.6 Check your answers

10.7 Model Questions

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10.3.1 Organising content

The key step to an effective presentation is to know your content and organising it. This
involves giving the listeners or the audience the right information in the right dosage. A business
presentation is not an ideal place to exhibit your knowledge repository. An overdose of information
can put any listener to the sleep mode. It is therefore mandatory to organise the content to suit
the needs of the audience/listeners. Here are some of the steps that would help you organise
the content for a business presentation:

i) Procuring Content

To organise the content one should first obtain content. The content can be determined
by the topic that is chosen for presentation. Business presentation topics can be generic or
company-specific. Generic topics are general topics that could help the employees of the
company such as, ‘How to boost your leadership skills’, ‘The importance of team work’,
‘Corporate Social Responsibility’, etc. Company-specific topics are those that monitor the
needs and the areas of improvement of the company. These topics help the company in making
decisions for its betterment and that of its employees. A presentation in an annual general body
meeting is an example of company-specific topics because a general body meeting reviews
the progress the company had made in the previous year and would also devise plans to
further the growth of the company. Since there are two specific areas in which a presentation
can happen, the content should also be organised to suit the needs of the topic.

Reading on the topic of presentation and doing a research on the internet would help you
get the content for a generic presentation. This would provide information to address the
gathering. However, for a company-specific presentation, one must know the details of the
company to be able to talk to the listeners. The presenter can obtain knowledge of the company
by reading the reports and other records of the company. Once the needed information is
procured, it should be tailored to suit the needs of the presentation and the audience.

ii) Reviewing Content

All the information that is procured by reading and researching cannot be delivered in a
presentation. If all that information were to be shared, one would run out of time to speak and
patience to listen. The first step towards tailoring the information is to jot down all the points
that were collected. Then, review the points and make another list of ideas and facts that are
more pertinent to the topic. The final step is to structure the information so that there is either
a chronological order or coherence in ideas.
 107

10.2.2 Working with audio-visual aids

An important feature of a presentation is working with audio-visual aids. Audio-Visual

aids help the listeners understand. It emphasises on what is being said. These aids can make
a presentation interesting and can break the monotony of the presentation. Some of the most
commonly used AV aids are pictures, power point presentations, short videos, graphs, charts
etc. An image can speak a thousand words. Take a look at the following example where the
sales report of a company is presented by the Sales Manager.

The Sales Manager says, “Now, let me talk to you about the quarterly sales report of our
company. There was a 15% increase in the sales in the month of June this year and subsequently
in the next month it increased further to 19%. However, there was a sudden drop in the sales
in the month of August. The sales fell down to 12%. This was a huge set back in the progress
of our company. Nonetheless, the sales team of our company put in a lot of effort and revived
the falling sales rate. In the month of September, by the untiring effort of the team, the sales
rate improved to 15%”

It might be difficult for the listeners of the above presentation to process all that information
mentally and register it. If there is a picture of a graph that accompanies the presentation, the
listeners might be able to register that information in a better way.

Now read the above presentation along with the chart that is given below. You will be able
to see the difference of how you are able to register that information effectively.
108

Audio-Visual aids are powerful tools that reinforce a presentation. The listeners listen to
the speech and see visuals of it simultaneously. The information is reinforced through the

auditory and the visual senses. So it is always advisable to have A-V aids. A few tips to keep

in mind while working with A-V tools:

 Do not clutter the screen with too many visuals. Too many images might distract the
audience from the main idea and may dilute the essence of your presentation. Use few

images that make a strong point.

 Your video clippings must be short. Do not show videos that last more than five minutes.

 Use animation wisely.

 If you are playing an audio for the listeners, make sure it has a subtitle or a script. This

would enable listeners to comprehend the message in the audio even if they do not
understand the accent (or sometimes, even the spoken language).

10.2.3. Presenting the information

This is the final step towards an effective business presentation. Presentation is the

actual delivery of content. A presentation has three parts to it – Introduction, Body and Conclusion.
An introduction sets the pace for the rest of the presentation. If your introduction is interesting,

then the audience will be hooked on to the rest of your presentation. If your interesting is

clichéd and boring, then you would lose the attention of your audience even before you can
finish your introduction. Therefore it should be strong. The body of your presentation should be

relevant to the topic. This is where organising your content comes to play. If your content is

organised, digression from the topic will be minimal. It is good to have a sequence to your
presentation. Do not skip from one idea to the next and come back to the idea. Going in a

sequence will keep you and your audience in the same page.

A conclusion is a concise gist of your presentation. After presenting the gist of your
presentation, you can either end your presentation with a question for the audience to ponder
 109

on or with a decision that is taken as a result of the issues that you have dealt with in your
presentation. These are some of the tips for an effective business presentation:

 The Mirror Effect – A mirror reflects the image of a person who is standing in front of it.

Likewise, the audience reflect the person who is speaking. If the speaker is enthusiastic

and energetic, the audience or the listeners will also be enthusiastic and energetic while
listening to your presentation. If the speaker is tired and does not look confident and

motivated, the audience might be disinterested and hit the snooze button. To keep the

audience engaged in the presentation, the presenter must himself be engaged.

 Avoid clichés - A cliché is an idea or a sentence that is overused, lacking originality.

When you are making a business presentation, let your style and content be original. You

must think of creative ways to introduce yourself and pass on your knowledge to the
listeners. Clichés are monotonous and repetitive and therefore might not interest the

audience. For example, instead of introducing the topic of your presentation as ‘I will be

presenting the company’s sales report today’, you can say, ‘Today’s topic deals with an
important aspect of our company without which we cannot have a job or a decent salary.

Can you guess what? ... Yes, the sales. We will be looking at the sales report of our

company’. The second method is a better than the first because it is not a clichéd way of
introducing a topic. It is novel also because the speaker engages the audience by asking

them a question and waiting for them to respond (pause is denoted by ‘...’).

 Stage Presence - Make your presence known by talking loudly, clearly and confidently.
Avoid standing rigidly in a single position. Try to move around. When you are using a

PowerPoint presentation to emphasise your presentation, make sure that you do not

look at it and read from it. Reading in a presentation will result in the audience ceasing to
listen to you. Always talk to the audience and not read. Make eye contact with the audience

and smile when needed.

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Check yourself

Answer the following sentences:

1. Name the four steps that would help you make an effective business presentation.

2. Why should we not give an overdose of information?

3. Name two ways in which we can procure information for a presentation.

4. Why should we use audio-visual aids? Cite two reasons.

5. Mention any three ways in which we can make our stage presence known.

10.3 Do it yourself

Answer the following questions yourself. Key is not provided to these questions
as you are expected to check your answers by consulting the text of the unit.

State whether the following statements are true or false:

1. In an effective business presentation, the listeners can be given an overdose of information.

2. The presenter can obtain information by reading on the topic.

3. A-V aids do not help a presentation as they are used just to eliminate boredom.

4. An innovative and a novel presentation will immediately catch the attention of the audience.

5. While presenting, one should make eye contact with the listeners. -

10.4 Recap

 A presentation refers to addressing a group of people, mostly using visual aids.

 Business presentations are an integral part of any professional setup.

 Obtaining content and reviewing it are the two stages of organising the content for a
presentation.

 Working with Audio-Visual aids are important as they not only break the audience free
from boredom and monotony but also help in emphasising whatever is being spoken.
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 Audios must be accompanied by a script or a subtitle to aid in comprehension.

 Visuals should be chosen and used wisely.

 The introduction sets the tone for the rest of the presentation. Therefore, it has to be
strong and novel.

 Do not skip from one point to the other.

 The audience reflect the speaker. If the speaker lacks motivation, the audience too will
lack motivation to listen to the presentation.

 Avoid using clichés.

 Establish stage presence by not being rigid on stage and by making eye contact with the
audience at all times.

10.5 Activities
1. Write down a list of five innovative ways in which you would introduce yourself in a
presentation.

2. Based on the steps given in the lesson, organise content for the topic, ‘How to be an
effective leader’. Your final draft should be for 300 words only.

3. Practice delivering a presentation keeping in mind the Mirror Effect.

10.6 Check your answers

Check yourself

Answer the following sentences:

1. Procuring content, organising content, working with A-V aids, presenting the information.

2. Because it will put the listeners to sleep

3. Reading and Researching online

4. To reinforce the ideas, to break the monotony of a presentation

5. Talk loudly, eye contact, moving around.

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10.7 Model Questions

I. Answer the following in 50 words

1. Write a short note on the Mirror Effect

2. Why is it important to organise your content?

II. Answer the following in 200 words

1. What is the final step towards making an effective business presentation? Explain.

2. Write a note on how to organise the content for a presentation.

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MODEL QUESTION PAPER

FIRST YEAR - FIRST SEMESTER

PART I - FOUNDATION ENGLISH

COMMUNICATIVE ENGLISH
Time: 3hrs Maximum: 75 marks

SECTION A (10 x 2 = 20 marks)

Answer any ten questions out of twelve questions
All questions carry equal marks

1. What are Phonemes?

2. what are Diphthongs?

3. What are the Organs of Speech?

4. Difference between a Group discussion and a Debate.

5. What is a Panel Interview?

6. Define a Traditional Interview.

7. Use of mic in compering.

8. How to establish stage presence?

9. What are Productive Skills?

10. Define Linkers.

11. What is an Informal conversation?

12. What is the Mirror Effect?

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SECTION B (5 x 5 = 25 marks)
Answer any Five questions out of Seven questions
All questions carry equal marks

13. Describe the four positions in the Phonatory System.

14. Explain the preparations required before an interview.

15. Elaborate on the three types of Compering.

16. Write a short note on Paralanguage.

17. Briefly describe the four stages of building an effective business conversation.

18. Differentiate verbal communication and non-verbal communication.

19. Explain the impact of Audio-Visual aids while making a business presentation.

SECTION C (3 x 10 = 30 marks)
Answer any Three questions out of Five questions
All questions carry equal marks

20. Describe how phonemes are produced.

21. Explain the different kinds of interviews.

22. Bring out the essential elements of public speaking.

23. What is Kinesics? Explain.

24. What are the techniques that should be followed while giving instructions at workplace?