TECHNICAL COMMUNICATION (KAS 301)

Unit- IV TECHNICAL COMMUNICATION SKILLS

[Interview skills; Group Discussion: Objective & Method; Seminar/Conferences Presentation

skills: Focus; Content; Style; Argumentation skills: Devices: Analysis; Cohesion & Emphasis;
Critical thinking; Nuances: Exposition narration & Description; effective business
communication competence: Grammatical; Discourse competence: combination of expression
& conclusion; Socio-linguistic competence: Strategic competence: Solution of communication
problems with verbal and non-verbal means.]

INTERVIEW

Interview is made of two words- inter and view. Inter means ‘between/from one to another’ and view
means ‘to see’. Thus, interview means between view or view each other.

An interview is a formal conversation where questions are asked and answers are given.

INTERVIEW SKILLS (For Interviewee)

1) Preparing the answers to the common questions

Prepare the answers to the common questions before the facing the interview, e.g.
I. Introduce yourself
II. Why do you want to leave your present job? (if already working)
III. What are weaknesses and strengths?
2) Know about the organisation
Knowing about the organisation will help knowing about the possible salary and perks.
Besides it, it will help in other ways.
3) Reach in time
Never reach the interview venue late. If you are punctual, you are one of thousands.
4) Go with all required documents
When you go for an interview, you must have all documents required for the interview.
Carry extra copies of your resume.
5) Practice good nonverbal communication
It's about demonstrating confidence: standing straight, making eye contact and connecting
with a firm handshake. That first nonverbal impression can be a great beginning—or quick
ending—to your interview.
6) Dress for the job or company
It is important to know what to wear for an interview and to be well-groomed. Whether you
wear a suit or something less formal depends on the company culture and the position you
are seeking. If possible, call to find out about the company dress code before the interview.
The colour of your shoes and the colour of your belt should ideally match exactly
7) Listen properly
Good communication skills include listening and letting the person know you heard what
was said. Observe your interviewer and match that style and pace.
8) Don't talk too much
Telling the interviewer more than he needs to know could be a fatal mistake.
9) Don't be too familiar
The interview is a professional meeting to talk business. This is not about making a new
friend.
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10) Use appropriate language

It's a given that you should use professional language during the interview. Be aware of any
inappropriate and slang words or references to age, race, religion, politics, or sexual
orientation—these topics could send you out the door very quickly.
11) Don't be boastful
Attitude plays a key role in your interview success. There should be a fine balance between
confidence, professionalism and modesty. Don’t show over confidence and high
connections. Even if you're putting on a performance to demonstrate your ability,
overconfidence is as bad, if not worse, as being too reserved.
12) Take care to answer the questions
When interviewers asks using the word ‘when’ time and date should be told. When ‘where’
venue, when ‘why’ reason and when ‘how’ process should be the parts of answer.
13) Ask questions
When asked if they have any questions, most candidates answer, "No." Wrong answer.
Asking questions also gives you the opportunity to find out if this is the right place for you.
The best questions come from listening to what you're asked during the interview and
asking for additional information.
14) Don't appear desperate
When you interview with the "please, please hire me" approach, you appear desperate and
less confident. Reflect the three Cs during the interview: cool, calm and confident.

GROUP DISCUSSION

A group discussion is an official discussion on some topic in a group. It refers to a communicative

situation that allows its participants to share their views and opinions with other participants. It is a
systematic exchange of information, views and opinions about a topic, problem, issue or situation
among the members of a group who share some common objectives.

Definition

 A group discussion is an activity in which a small number of persons meet face to face and

share ideas freely to decide on a common issue.

 A group discussion is a formal activity in which participants discuss a certain issue and try

to reach a conclusion.

GROUP DISCUSSION: OBJECTIVE

Group Discussion serves several objectives:

1) Collecting data
2) Breeding fresh ideas and taking inputs from a particular group
3) Knowing perception of common people on a particular topic
4) Identifying a solution to a specific problem or issue
5) Selecting candidates after their written test for hiring in a company
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6) Selecting candidates for admission in an educational institute

7) An important tool for personality assessment
8) Knowing Communication skills
9) Knowing intellectual level
10) Sharing knowledge on the given topic
11) Demonstrating Reasoning skills
12) Knowing Flexibility. Checking rigidness.
13) Knowing leadership qualities
14) Clarifying concepts
15) Acquiring ability to work in a team
16) Learning the art of patience

GROUP DISCUSSION: METHOD

1. Decide the number of members in a group.

 There is no fixed number of members in a group discussion. So we should see how many
participants are there.

2. Explain the topic.

 You can introduce the topic by asking questions. For example, say something like, "Why
are we all here?"
 You can also quickly explain the topic. Say something like, "As you know, today in class
we're going to discuss gun control."

3. Allow everyone to introduce themselves.

 You can go around the room and have everyone say their name. You may want each person
to explain why they're participating in the discussion.

4. Decide the duration of group discussion.

 Remind everyone to be aware of time and to make their points concisely so everyone has
the chance to share.

5. Ask preferably inferential questions.

 Ask open-ended questions to begin. You do not ask questions with a simple "yes" or "no"
answer, especially not initially.

6. Establish some ground rules.

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 Advise everyone to treat one another with respect. Make it clear there should be no name-
calling, personal attacks, or profanity. You can argue with someone's idea or opinion, but
cannot argue with that person on a personal level.

 Make sure people do not interrupt. Remind everyone the point of this discussion is for
everyone to share equally.

7. Conclude.

 When the time of discussion is about to be over, one of the students should conclude.
Conclusion is an essential and significant part of a GD.

Do’s of participating in a GD:

1) Listen to the subject carefully

2) Put down your thoughts on a paper

3) Initiate the discussion if you know the subject well

4) Listen to others if you don’t know the subject

5) Support your point with some facts and figures

6) Make a short contribution of 25-30 seconds at least 3-4 times

7) Give others a chance to speak

8) Speak politely and pleasantly. Respect contribution from other members.

9) Disagree politely and agree with what is right.

10) Summarise the discussion if the group has not reached a conclusion.

Don’ts of participating in a Group Discussion

1) Initiate the discussion if you do not have sufficient knowledge about the given topic.

2) Over speak, intervene and snatch the other’s chance to speak.

3) Argue and shout during the GD

4) Look at the evaluators or a particular group member

5) Talk irrelevant things and distract the discussion

6) Pose negative body gestures like touching the nose, leaning back on the chair, knocking the
table with a pen etc.

7) Mention changeable statistics.

8) Display low self-confidence with a shaky voice and trembling hands.

9) Try to dominate the discussion

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10) Put others in an embarrassing situation by asking them to speak if they cannot..

SEMINAR

Definition

A seminar is a formal meeting for exchanging information and holding discussions on a somewhat
smaller scale than a conference.

CONFERENCE

Definition

A conference is essentially a formal gathering of people of a particular interest or related areas of

interest to exchange information.

Difference between Seminars and Conferences

Seminars Conferences
1 A seminar is on a somewhat smaller scale A conference is on somewhat larger
than a conference. scale than a seminar.
2 A seminar is academic in nature. A conference is on various formats,
e.g. trade, business, press
conference and climate.
3 A seminar is organised in institutes and A conference is organised in hotels
seminar halls. and organisations.
4. It is generally an in-house activity. The participants come from
different institutes and
organisations

ORGANISING CONFERENCE/SEMINAR

A special committee should be constituted to work out the logistics of the conference/seminar. The
seminar coordinator should be made to decide all details. It is better to prepare a brochure
containing all details summarised below:

1. Theme of the conference/seminar and name of the organiser.

2. Date, time and venue (address) of conference.
3. Official application form. Official application form is the form through which you’ll accept
applications. Generally, you put it on the web site as most of applications are done via
internet.
4. Deadline for applications. It is very important to warn the participants to send their
applications and papers in time.
5. Number of sessions including valedictory session.
6. Name of president, secretary and resource person.
7. Details of invited lectures including name of the speaker, topic, time, date and place.
8. Lodging, boarding and transport arrangements, if required.
9. Details of delegate fee and last date for submission of fee.

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10. Mobile No. and E-mail Id of contact person, secretary and others.

CONTENT & STYLEL

(Please refer to Elements /Parts of Technical Research Paper in Unit II)

Whether at a conference or seminar, a prospective scientist needs the competence to present

oneself, equally as well as the academic topic, to an often critical audience. We must try to answer
the following questions:

 How can I present myself in a confident way by using specific body-language and voice?
 How can I develop a convincing case/argumentation?
 How can I face criticism in a competent way?

ARGUMENTATION SKILLS: General Guidelines

These general guidelines are equally important across all types of argument. They deal generally
with style and presentation—in other words

I. Start from points of agreement. Arguers are more effective if they start from common
ground and then allow their arguments to branch out from an agreed upon definitions, facts,
values or policy.

I.I Clarity on the part of presenter.

I.II Suitable content
I.III Suitable delivery of content

II. Emphasise strongest points first and last. The first and last argument are crucial points of
emphasis; the first and last points are memorable because of their placement in the speech.
The middle of the speech, or argument, is more often forgotten.
III. Strive for clarity. Above all, the key to effective argumentation is clarity in thought and
form. Listeners who cannot understand the argument are unlikely to be persuaded.
IV. Support your point of views with facts. Make obvious the support and interpretations.
V. Consider opposing arguments fairly, if any. Presentation of a speaker’s own arguments as
well as balanced representation and response to opposing arguments enhance speaker
credibility and develops the position of the speaker.

ARGUMENTATION SKILLS: DEVICES

Argumentation is the act or process of forming reasons and of drawing conclusions and applying
them to a case in discussion.

Argumentation skills include the following rhetoric (oratory) devices.

1. Alliteration, a sonic device, is the repetition of the initial sound of each word (e.g. Sheep
should sleep).
2. Humour creates connection and identification with audience members, thus increasing the
likelihood that they will agree with the speaker. Humor can also be used to deflate counter-
arguments and make opposing points of view appear ridiculous.

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3. Anaphora is the repetition of certain words or phrases at the beginning of sentences to

increase the power of a sentiment. Perhaps the best-known example of anaphora is the lines
from ‘The Rime of the Ancient Mariner’ by Samuel Taylor Coleridge-
Water, water, everywhere,
And all the boards did shrink;
Water, water, everywhere,
Nor any drop to drink.
4. Hyperbole is an exaggerated statement that conveys emotion and raises the bar for other
speakers, e.g. “My idea is going to change the world."
5. Simile is a figure of speech that compares two different things with the help of the words
“like” and “as,” e.g. he is like a lion.
6. Metaphor is an expression, often found in literature that describes a person or object by
referring to something that is considered to have similar characteristics to that person or
object, e.g. he is a lion.
7. Irony is a figure of speech and one of the most widely known literary devices. Irony is the
use of words to convey a meaning that is opposite to what is actually said between
appearance and reality, e.g. "How nice!" she said, when I told her I had to work all
weekend.

ARGUMENTATION SKILLS: ANALYSIS

Analysis is the introspection. Analysis is the process of breaking a complex topic or substance into
smaller parts in order to gain a better understanding of it. It is a detailed examination of the
elements or structure of something. It includes all pros and cons. We should analyse all information
we have. It includes depth consideration. When we analyse some problem, we can resolve it to our
satisfaction.

ARGUMENTATION SKILLS: COHESION

Meaning: The act or state of sticking together tightly.

Explanation

‘Cohesion’ is a word that comes to us through physics, where cohesion describes particles that are
the same and tend to stick together — water molecules, for example. Outside physics, cohesion
describes unity among parts and is something to be sought after. A team that has good cohesion is
often a team that wins.

Cohesion and unity are pretty synonymous. Cohesion is also a very important aspect of
argumentation skills, because it immediately affects the tone of your arguments. Cohesive writing
refers to the connection of your ideas both at the sentence level and at the paragraph level. Like
unity it brings oneness of idea. It means that there should be only one idea, i.e. there should be only
one main theme in the paragraph. In short cohesion is concerned with singleness. All sentences
should expend same theme. Digression should be avoided because it mars the cohesion.

EMPHASIS

Meaning: to give stress or worth.

Explanation

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A paragraph may contain various facts and ideas and out of which some are prominent. The writer
gives each fact or idea the emphasis it deserves. All ideas or facts cannot be given equal
importance. Hence the due emphasis is given to them according to their merits.

ARGUMENTATION SKILLS: CRITICAL THINKING

Critical thinking is to analyse information and come up with valid conclusions, create an
assessment of what is happening and interpret it. It is high-level thinking which makes possible to
question the incoming information.

Critical thinking is a set of tools used to consider the ideas presented by other people and to present
your own ideas in a clear and judicious way. Critical thinking is the ability to think 'outside' a piece
of writing: not only understanding the writer's message, but deciding

 whether the message is valid or not

 whether the evidence and discussion given supports the message
 how the message fits into the broader context
 whether the information is updated
 whether the conclusion is valid

Nuances of Delivery

The word ‘nuance’ is derived from the French word ‘nuer’ which means to shade orto make shades
of color. The literal meaning of ‘nuance’ in English is –

 A slight degree of difference, as in meaning, feeling, or tone

 Expression of subtle shades of meaning, feeling, or tone
 The British pronunciation is—/‘njuːɑːns’/
 The American pronunciation is—/‘nuːɑːns’/

This is how the meaning of nuances of delivery in communication skills is modes of delivery. Once
the contents of the presentation are prepared, the speaker should practice the delivery. What you
speak is less important than how you speak. If the contents of the presentation are not effective
even then the delivery of the presentation can make it effective. There are four methods of delivery
with their own merits and demerits. There is no specific method which is good or bad. It is up to the
individual. A method which is good for one person is not necessarily good for others. The
suitability of the method varies from person to person.

EXPOSITION NARRATION

Exposition is the kind of writing that is used to inform. The prefix "Ex-" comes from Greek through
Latin and means "out, or away from." The root of the word comes from the Latin verb ponere
which means "to place." So translated literally, exposition means "to place out," and, of course, the
thing that is placed out for us to see and understand is information.

Exposit means to explain or to discuss. The main purpose of Expository sentences is to explain. It is
a subject-oriented writing style, in which authors focus on telling you about a given topic or subject
without voicing their personal opinions. These types of essays or articles furnish you with relevant
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facts and figures but do not include their opinions. This is one of the most common types of writing
or speaking.

DESCRIPTION

Learning how to describe logically is a vital skill for all authors. Effective descriptive words show
mood and character in addition to appearance. The best descriptions draw us in and keep us
engrossed with attention, placing us in a scene. Here are tips for writing memorable places and
characters:

I. Use great (not merely ‘nice’) adjectives

II. Build a rich vocabulary of words to describe
III. Use effective phrases and proverbs
IV. Use quotations
V. Put up data, facts and figures
VI. Brief and precise description
VII. Inclusion of interesting points
VIII. Humour

EFFECTIVE BUSINESS COMMUNICATION COMPETENCE:

Communicative competence is a term coined by Dell Hymes in 1966 in reaction to Noam

Chomsky’s (1965) notion of “linguistic competence”. Communicative competence is the intuitive
(natural) functional knowledge and control of the principles of language usage.

The four components of communicative competence are- Grammar, discourse competence,

combination of expression and conclusion.

GRAMMATICAL

Effective business communication competence is the ability to make our listeners or readers believe
what we communicate to them. It is said that grammar does not matter. It may be true to a small
extent. But beyond it, communication without grammar is absurd and absolutely ineffective. We
cannot communicate without grammatical perfection. Even meaning among present tense, past
tense and future tense will not be clear. Grammatically arranged communication is an edge. If we
want to make our communication effective, we must have satisfactory knowledge of grammar.

DISCOURSE COMPETENCE

Meaning: Speak or write authoritatively about a topic

Definition

In linguistics, discourse refers to a unit of language longer than a single sentence. More broadly,
discourse is the use of spoken or written language in a social context.

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Discourse competence is the ability to maintain cohesion (unity and consistency) between
segments (parts) of discourse.

Discourse Competence can be seen as the ability to understand, create and develop forms
of the language that are longer than sentences (stories, conversations, letters, ...) with the
appropriate cohesion, coherence and rhetorical organization to combine ideas.

Discourse competence is knowing how to interpret the larger context and how to construct longer
stretches of language so that the parts make up a coherent whole. Discourse competence asks: How
words, phrases and sentences are put together to create conversations, speeches, email messages,
newspaper articles?

Discourse competence is the knowledge of how to produce and comprehend oral or written texts in
the modes of speaking/writing and listening/reading respectively. It’s knowing how to combine
language structures into a cohesive and coherent oral or written text of different types. Thus,
discourse competence deals with organising words, phrases and sentences in order to create
conversations, speeches, poetry, email messages, newspaper articles etc.

COMBINATION OF EXPRESSION

Expression: Meaning

The action of making known one's thoughts or feelings

Definition: Combination of expression is to strengthen the expression by using different words,

phrases, proverbs and idioms.

One can give mighty vent to one’s feelings by using different words, phrases, proverbs and idioms.
Different words, phrases, proverbs and idioms facilitate to express. The more command of
combination of expression we have the more effective expression we will have.

CONCLUSION

Some General Advice about Conclusion

The following strategies may help you move beyond merely summarizing the key points of your
essay:

1. Recommend a specific course of action.

2. Use an apt quotation or expert opinion to lend authority to the conclusion you have reached.
3. Give a startling statistic, fact to drive home the ultimate point of your paper.
4. If your discipline encourages personal reflection, illustrate your concluding point with a
relevant narrative drawn from your own life experiences on non-technical issues.
5. For most essays, one well-developed paragraph is sufficient for a conclusion. In some cases,
a two-or-three paragraph conclusion may be appropriate. As with introductions, the length
of the conclusion should reflect the length of the essay.

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6. Other Tips:
 Summarise and reiterate the main points you made in your paper and show how they
support your argument.
 It should never introduce new ideas not discussed in the body of the paper.
 Make the last words as focused and forceful as possible.
SOCIO-LINGUISTIC COMPETENCE:

Definition

A. Socio-linguistic competence is the ability to communicate appropriately by using the right

words, expressions and attitude towards a specific topic, setting and relationship.
B. Socio-linguistic competence is the ability to use language appropriately in various social
contents.
C. Socio-linguistic competence means knowing which words to choose for a given audience
and situation to get the desired effect.

Sociolinguistic Competence can be defined quite simply as knowing and understanding how to
speak in the circumstances you are in. To go into more detail, when we speak in our native
language, we don’t have to think about who we are talking to, or how we should say something.
Our words naturally come. It is not always so with the second language speakers.

Sociolinguistic competence is the knowledge of sociocultural rules of use, i.e. knowing how to use
and respond to language appropriately. The appropriateness depends on the setting of the
communication, the topic and the relationships among the people communicating. Moreover, being
appropriate depends on knowing what the taboos of the other culture are, what politeness guides are
used in each case, what the politically correct term would be for something, how a specific attitude
(authority, friendliness, courtesy, irony etc.) is expressed etc.

For instance, if you were that same 17-year-old boy and saw the school principal drop something in
the parking lot as she was walking to her car, you'd more likely utter something along the lines of,
"Excuse me, Ma’am! You dropped your scarf." This word choice has to do with societal
expectations on the part of both the speaker and the person to whom he is speaking. If the 17-year-
old yelled, "Hey! You dropped something!" in this instance, it could be considered rude. If the
speaker understands and respects those societal constructs, he will choose his language accordingly
to make his point and express proper esteem.

STRATEGIC COMPETENCE

Definition

A. Strategic competence is the leaner’s ability to repair communication breakdown and work
around gaps in his or her knowledge of the target language.
B. Strategic competence the ability to complete language skills deficiency in the process of
communication.
C. Strategic competence performs assessment, planning and execution functions in determining
the most effective means of achieving a communicative or language learning goal.

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Strategic competence is the ability to recognise and repair communication breakdowns before,
during, or after they occur. For instance, the speaker may not know a certain word, thus will plan to
either paraphrase, or ask what that word is in the target language. During the conversation,
background noise or other factors may hinder communication; thus the speaker must know how to
keep the communication channel open. If the communication was unsuccessful due to external
factors (such as interruptions), or due to the message being misunderstood, the speaker must know
how to restore communication. These strategies may be requests for repetition, clarification, slower
speech, or the usage of gestures, taking turns in conversation etc.

Strategic competence is knowing how to recognize and repair communication breakdowns, how to
work around gaps in one’s knowledge of the language and how to learn more about the language
and in a specific context. Strategic competence asks: How do I know when I’ve misunderstood or
when someone has misunderstood me? What do I say then? How can I express my ideas if I don’t
know the name of something or the right verb form to use?

Difference between Socio-Linguistic Competence and Strategic Competence

Socio-Linguistic Competence Strategic Competence

To choose the word with societal expectations To repair the communication breakdowns
It gives the knowledge of the socio-cultural rules To express ideas if not know the name of
of language and of discourse. something or the right verb form to use.

It requires an understanding of the social context It describes the nonverbal communication to

in which language is used: compensate for breakdowns in communication
Gist of Difference: Socio-Linguistic Competence is associated with the socio-cultural rules.
Strategic Competence is associated with proper communication and no gaps.

SOLUTION OF COMMUNICATION PROBLEMS WITH VERBAL MEANS

Verbal Communication

The Verbal Communication is the communication wherein the message is transmitted through the
spoken or written words.

How to improve verbal communication:

1. Think before you speak

By organizing your thoughts in advance, you can eliminate many of the awkward pauses that occur
when speaking. It will also help you relay your information more concisely.

2. Speak with confidence

Speaking in a confident manner will help you build trust and command the respect of your
audience. There are several factors which can impact your ability to speak confidently, including
your command of the subject matter, your word choice, the tone of your voice, your body language
and your ability to make direct eye contact with your audience.

3. Be clear and concise

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The most effective way to get your point across is to make it in a clear and concise manner. Avoid
using complex, convoluted sentences and try to state your argument in direct language. Before
speaking, ask yourself, “What is the clearest way I can make my point?”

4. Be a good listener

Being a good listener is as important as being a good speaker and it will improve the quality of your
verbal interactions. It shows the people you are speaking with that you genuinely care about their
ideas and it helps ensure you understand their needs. This will enable you to build trust and rapport
much quicker. [The most important thing in communication is hearing what isn’t said.]

5. Speak or write from basics

Just because you have a strong command of a topic doesn’t mean the people you are speaking to
have the same knowledge as you. Try to think about how someone else will understand what you
are trying to communicate, particularly if they lack the technical knowledge about a subject that
you possess.

6. Schedule Communication

If you have a critical project or work-related topic or home work required task to discuss with your
staff, schedule a meeting.

7. Require status updates

Keep updated about your staff and developments. There should be no surprises and you should
know in an instant where your staff is on any given assignment. Set the standard to receive regular
reporting and require it.

8. Vary your Tone of voice

When you speak, notice your tone and how it affects other people. Whether your tone is able to convey
what your words say, like if you want to show interest in something is your tone sound enthusiastic and
happy. The tones of the voice can convey a lot of emotions and feelings such as happiness, sadness, anger,
boredom and so on. You will be more effective if you speak calmly and use a moderate tone.

9. Heed Your Voice Dynamics

The way that you speak is a direct representation of your communication in the workplace.
Everything needs to be considered, including:

Volume: related to loudness (loud & soft)

Pitch: related to frequency of vibration (high & low)
Rate: the speed at which you speak
Accent: a distinctive way of pronouncing a language
Pause: stop

10. Use Effective Words and Phrases

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One should use effective and influential words, phrases, idioms and proverbs. The use effective and
influential words does not mean difficult and heavy words and phrases. See the difference od
meaning among the following sentences.

He is a dancer. (Good)
He is a performer. (Better)
He is an artist. (Best)

I wish to defeat him. (Average)

I wish to win him. (Better

11. Other Tips

10.1 Do not interrupt the other person

10.2 Don't be defensive or attacking – be neutral

10.3 Don't deviate from the main topic

10.4 Be open to receiving feedback

10.5 Think from the perspective of your listener or reader

SOLUTION OF COMMUNICATION PROBLEMS WITH NON-VERBAL MEANS

Non-verbal Communication

Nonverbal communication is the communication without the use of words, i.e. with gestures and
signals.

How to Improve Non-verbal Communication at Work?

One can do the following to improve their non-verbal communications and make them more
effective:

1. Heed Non-verbal signals: One needs to pay attention to the various non-verbal signals like,
gestures, smile, frown, appearance and facial expression and so on. This will give an idea what is in
the mind of the communicator, it will also influence the way you communicate further.
2. Use good and comfortable Eye contact: Eye contact is an important aspect of communication.
When one makes eye contact while speaking, it conveys that the person is confident, interested in
the communication and on the other hand, if one avoids eye contact it means he is trying to hide
something, or the person is not confident or unsure about what he is speaking. It is also important to
know that too much eye contact can give messages of confrontation or coerce.
3. Ask questions: If someone wants to convey something through non-verbal communication, it is
always better to ask questions, to ensure what he is confused about or not understanding or what and
then one can reinterpret what is in his mind.

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4. Group of signals: While interpreting non-verbal communication, it is very important that one
interprets a group of signals rather than just interpreting a signal. All signals taken together will give
a clearer view of what exactly one is trying to say.
5. Context and situation: It is very important to understand the context and situation in which the
communication is held; in some cases the communication needs to be formal and crisp, like in
business meetings.
6. Misleading signals: While interpreting non-verbal signals, consider a group of signals. Ensure that
your non-verbal signals match your words; mismatch will lead to misleading interpretations and
meanings.
7. Maintain an open body position: Avoid crossing your arms over your body – it may appear
defensive. When your body position is open, it conveys that you are open to listening.
8. Avoid fidgeting: During a sensitive conversation, fidgeting can be distracting to the person who is
talking. It could also make it appear that you are uncomfortable, nervous or bored.
9. Pay attention to proximity: Different cultures view proximity in various ways, so learn to read the
body language of others for signs of discomfort. Creating the appropriate amount of space for
interactions will heighten your ability to connect with others.
10. Other tips

10.1 Offer seat

10.2 Stand and sit up straight.

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