Unit 5

Short Questions
1. Mention any three differences between seminar and conference.
A conference refers to a large
formal gathering of several
people or say, members, to talk
about a specific topic or
subject of common interest.
To get an opinion of solution
for an issue
Limited participation
A seminar is an instructional
event, wherein one or more
experts communicate some
information, through lecture or
general discussion.
To educate, discuss and guide.
Active participation

2. Presentation is a tool to inform and to persuade.’ Share your views.

Before the planning or preparation of presentation starts, one has to decide the purpose of
making presentation. The purpose of the presentation determines the content and the style of
presentation. There can be manifold purposes of presentation. Mainly there are following
purposes of any presentation
1. To inform / instruct
2. To entertain
3. To motivate / persuade
The purpose of a presentation may be simply to provide information / instruction. Such
presentation is to be based on facts and figures. Mentioned below is a list of few situations in
which presentations are made to inform / instruct
The purpose of presentations may be to motivate / persuade. It may be to popularize an idea
or a
product. In such presentations, the presenter has to proceed with certain arguments and
suggestions. He will have to offer certain conclusions and recommendations. Some politeness
tactics may be used in order to persuade the audience.
3. Specify the necessity of intonation in speech to give urgency to your voice.
 The intonation in a language refers to the patterns of pitch variation or the tones it uses
in its utterances.

 In normal speech, the pitch of our voice goes on changing constantly – going up, going
down, and sometimes remaining steady. Different pitches of the voice combine to
form patterns of pitch variation or tones, which together constitute intonation.

4. How is CV different from Resume? Give an example

Resume
• Emphasize skills
 Used when applying for a position in industry, non-profit, and public sector
Is no longer than 2 pages, with an additional page for publications and/or poster
presentations if highly relevant to the job.
 CV
  Emphasizes academic accomplishments
 used when applying for positions in academia, fellowships and grants
 Length depends upon experience and includes a complete list of publications, posters,
and presentations

5. Differentiate between Active and Passive Listening.

Active listening means mindful and actively hearing and attempting to comprehend the
meaning of the speakers. Passive listening means showing like listening to the speaker but
not making an attempt to comprehend the meanings.

6. Define Technical proposal.

• Written offers to initiate a proposed course of action.
• The word proposal is derived from the word ‘propose’ that means to offer or put
forward for consideration.
• It is a systematic, factual, formal and persuasive description of a course of action or set
of recommendations or suggestions.

7. Differentiate between Structured & Unstructured Interview.

Structured Interview: The interview in which pre-decided questions are asked by the
interviewer. It is also known as a patterned or guided interview.
Unstructured Interview: The unstructured interview is one that does not follow any formal
rules and procedures. The discussion is free flowing, and questions are made up during the
interview.

8. Explain the importance of effective listening skills.

• Effective Listening is the process of analyzing sounds, organizing them into
recognizable patterns, interpreting the patterns and understanding the message by
inferring the meaning.

• Many of the problems we experience with people in our daily lives are primarily
attributable to ineffective listening or lack of listening

• Communication is not complete without effective listening

An attentive listener stimulates better speaking by the speaker

A good listener learns more than an indifferent listener
A good listener can restructure vague speaking in a way that produces clearer meaning
A good listener learns to detect prejudices, assumptions and
attitude

9. Write four factors responsible for failure in Interview.

 1) Arrogance
2) Lack of Subject Knowledge
3) Apathy
4) Lack of confidence
5) Lack of clarity
6) Lack of firmness
7) Lack of leadership skill

10. Write various techniques for retention of audience interest in presentation.

Retention of Audience Interest or Audience Participation:

It can be difficult to hold your audience’s attention for the entire presentation.
Boring presentations can make everyone to sleep.
Following techniques may be used to capture and hold audience’s attention during presentation
or speech.
• Use visual aids in the presentation.
• Use of Bullet points in PPT.
• Be confident while presenting.
• Tell a story.
• Give Examples.
• Share personal experiences.
• Relate to a recent event.
• Ask questions.
• Use Interjections.
• State a fact that is troubling, amusing or remarkable.
• Add some humour.
11. Classify the structure of Technical Proposal.
FORMAT OF PROPOSALS

I) Front Matter / Prefatory Parts

1) Title Page
2) Table of Contents
3) List of Figures
4) Abstract or Summary

II) Body of the proposal

5) Methodology
6) Introduction
7) Statement of Problem
8) Proposed Plan and Schedule
9) Advantages/Disadvantages
10) Recommendation
11) Conclusion
 III) Back Matter/ Supplementary Parts
12) Appendices
13) Reference

These sections however could broadly be divided into –

1) Front Matter
2) Technical Section
3) Managerial Section
4) Financial Section

12. Define Skimming as a process of reading.

5) SKIMMING - Skimming means to read a page or handout - skip read - by reading the
headings and first sentences of each paragraph or section. Skimming is sometimes
referred to as gist reading. Skimming may help in order to know what the text is about
at its most basic level.

13. Define Sales letter.

a. Most cost effective and time efficient means of marketing products or services.
b. A form of advertising.
c. Are targeted to selected types of customers.
d. Objective is to convert its readers into potential custom and to promote the sale
of products or services.
14. What are the guidelines to draft a Sales letter?
I. Catch the reader’s attention through an attractive opening. Questions, quotations,
anecdote, statistics, central selling point and appeal are certain devices to catch
attention.
II. Arouse interest in your product or service by highlighting the product’s or the service’s
key selling points.
III. Present the reader with benefit information.
IV. Increase desire by elaborating and expanding the main benefit of using your product or
services. Persuasive words, pictures, captions, ‘you’ attitude, action terms, ` verbs and
adjectives, and talking about price are certain devices.
V. Prompt him to take action.
VI. Add a post script to emphasize the central appeal, to motivate the reader to act on to
invite the reader’s attention to other enclosures.
VII. Include all necessary information.

15. Define Claim Letter.

▪ Are written to bring mistakes to the notice of those who must own the responsibility for
them.
▪ Motive of these letters is not to express your anger but to correct the mistake either by
repair or replacement.
▪ Claims must be supported with sales receipts, letters, catalogue descriptions or invoices.
16. Explain the Do’s and Don’ts of Group Discussion?

Do’s
  Sitting comfortably
 Listening to topic
 Organizing ideas
 Speaking at the earliest
 Identifying supporters/ opponents
 Keeping track of time
 Sharing time fairly
 Maintaining eye contact
 Taking notes
 Aiming for summary if needed

Don’ts
 Being in a hurry
 Being silent
 Dominating vocally/physically
 Assuming role of chairman
 Taking extreme stance
 Maintaining eye contact with the facilitator
 Moving excessively
 Throwing all ideas at one shot
 Speaking fast
 Digressing
 Indulging in ill conversation
 Paying attention to bull dozers
 Using slang
 Getting emotional

17. What are the five basic parts of a research proposal?

The following sections – Introductions, Background and significance, Literature Review;
Research design and methods, Preliminary suppositions and implications; and Conclusion
present these components in a suggested template for you to follow in the preparation of your
research proposal.

18. What are the 7 Steps of report writing?

1 Choose a topic based on the assignment.

2 Conduct research.

3 Write a thesis statement.

4 Prepare an outline.

5 Write a rough draft.

6 Revise and edit your report.

7 Proofread and check for mistakes.

 19. What makes a good report?

Two of the reasons why reports are used as forms of written assessment are:

To find out what you have learned from your reading, research or experience;
To give you experience of an important skill that is widely used in the work place.

An effective report presents and analyses facts and evidence that are relevant to the specific
problem or issue of the report brief. All sources used should be acknowledged and referenced
throughout, in accordance with the preferred method of your department.

The style of writing in a report is usually less discursive than in an essay, with a more direct
and economic use of language. A well written report will demonstrate your ability to:

*Understand the purpose of the report brief and adhere to its specifications;
*Gather, evaluate and analyse relevant information;
*Structure material in a logical and coherent order;
*Present your report in a consistent manner according to the instructions of the report brief;
*Make appropriate conclusions that are supported by the evidence and analysis of the report;
*Make thoughtful and practical recommendations where required.

20. Differentiate between Solicited and unsolicited Job Application Letter.

Job application letters are of following two types:
(a) Solicited Job Application Letters:
These are written in response to an announced or advertised post.
(b) Unsolicited Job Application Letter:
These are written and sent to an organization that has not announced or advertised a post.

Long Questions

1. What is meant by effective business communication? Elaborate the seven C’s of

business communication.

The Seven Principles of Business Correspondence / 7 Cs of Business Communication:

1. Consideration / Conversational (You attitude)
Try to visualize your reader’s circumstances, problems, emotions, their desires etc. and indicate
that you understand these by using your words with care. If you are writing a sales letter, show
the recipient how the product would be beneficial for them. When you write with consideration,
you generate goodwill.
2. Courtesy (Be courteous)
 Be courteous and polite. Avoid making negative statements and an accusatory tone accusing
the recipient. eg. Instead of writing, “You did not send the cheque”, use “The cheque wasn’t
enclosed.” Even if you are writing a complaint letter, your tone must be polite and courteous
at all times.
3. Clarity (Be clear)
One has to be clear and specific in their letter. The words used should be unambiguous and not
vague (unclear). Avoid giving abstract (summary) information.
Eg. Instead of ‘visualize’, use ‘see’. Instead of ‘at the present time’, write ‘now’. Instead of
using ‘the website is now fully operational with the e-commerce functionality setup’, write ‘the
company has launched its website’.
4. Concreteness (Be convincing)
A good business letter always provides concrete information (specific information).
Eg. Instead of saying,”I expect the consignment/order to reach me at the earliest”, use “I expect
the order to be delivered to me by 21 st of March 2013.
5. Correctness
Correctness of both – the expression and the information should be followed.
While writing a business letter, the principle of correctness should be followed. The writer
must ensure correctness in his tone, format and information that he provides in the letter. The
facts mentioned must be true and correct. Grammatical structures and spellings should be
correct.
6. Conciseness
Use only necessary details and short sentences. Be direct and avoid long redundant (lengthy &
unnecessary) expressions.
Use the “Keep it short and simple” formula.
7. Completeness
Provide complete information in the letter. Whatever information has been asked and whatever
information you want to get should be clearly mentioned.

2. Write short notes on Proxemics.

Proxemics / Space Language:
In addition to kinesics non verbal communication also includes Proxemics, which
means the space around us or the distance between the speaker and the listener. Proxemics is
derived from the word proximity which means closeness. Proxemics has a definite meaning in
oral presentation. “Our interaction with the people around us has rather a well defined or well
understood spatial dimensions”, comments KK Sinha. It means the spatial dimensions or
distance between us and other people tell us about our relations with others and the nature of
our communication with them.

Edward T. Hall has given four types of space language, depending on the distance:
1) Intimate Space Language (within the circle of 1.5 ft)
2) Personal Space Language (1.5 to 4 ft)
3) Social Space Language (4 to 12 ft)
4) Public Space Language (12 ft – 25 ft & more……)
1) Intimate Space Language: (within the circle of 1.5 feet)
Where the speaker and listener are within the circle of about 18 inches
distance. Only family members and the close friends enter this area.
2) Personal Space Language: (1.5 to 4 feet)
Where the speaker and the listener are in the personal space i.e. from 18
inches to 4 feet and in this circle they can have normal personal conversation.

3) Social Space Language: (4 to 12 feet)

Here the circle extends from 4 feet to about 12 feet. This social space
language is used for formal purposes. Most of the business is done within
this area.

4) Public Space Language: (12 to 25 feet ….)

It extends from 12 feet to as far as we can see and hear. In this large space,
communication becomes formal. In it the speaker speaks at loud pitch so
that a large group of the audience can hear him.

3. Define Chronemics .Discuss the role of time management in presentation.

Chronemics / Time Dimension:

Chronemics is the study of the way we structure and use time. Using time implies the meaning
we attach to it.

Monochromic people
Such types of people concentrate on their job and take time commitments seriously. They are
committed to their job and understand their responsibility towards the organization they work
for.
For such type of people timing is very important. For them timing is like commodity, it is
scheduled, managed and arranged. They usually take up one task at a time.

Polychromic People
Such types of people try to do many things at once. They have less importance for professional
commitments in their life. They can break an appointment or meeting if their family needs them
without any guilt or an apology.

The most important thing at a work place is the management of time. Similarly
management of time is the watchword of the successful presentation. During the presentation,
if the speaker takes a lot of time, his speech becomes monotonous. To grab the attention of the
audience during presentation, the speaker should try to sum up his presentation within the
allotted time. He should plan and rehearse well so that his speech will not go beyond the allotted
time.

4. Paralinguistic refers to every element and nuance of your speech impacting the way
you vocalize and optimize your voice. Comment on the statement explaining various
features of paralanguage.
. Paralinguistic features of voice / Nuances of Voice Dynamics
• The study of language is called as linguistics.
• Paralingustic communication refers to the study of human voice and how the words are
spoken.
• Paralinguistics features are non-verbal vocal cues that help you to give urgency to your
voice. Your voice is your trademark; it is that part of yourself that adds human touch to
your words.

Paralinguistic Features
1. Quality
2. Volume
3. Pace / Rate
4. Pitch / Tone
5. Articulation
6. Pronunciation
7. Voice Modulation
8. Pauses

1. Quality:
Quality is a characteristic that distinguishes one voice from another. Each of us has a
unique voice and it depends on its resonating mechanism.
It may be soft & alluring(Arijit Singh), rich and resonant(Amitabh Bachan) , thin and nasal
(Himesh Reshamiya), hoarse & husky( Rani Mukhrjee)…..

Abhram Linchon & Winston Chrurchill adapted the quality of voice to become speakers par
excellence.
2. Volume:
Volume is the loudness or the softness of the voice.
If the place you are speaking in is large the volume should be high or else, it should be low.
If volume is too high, we may sound boorish and insensitive, whereas if it is too low, we may
convey the impression of timidity.
Thus, we should vary our volume to make our voice clear and audible.

3. Pace / Rate:
Pace or rate is the number of words spoken per minute.
The number of words that one speaks per minute varies from 80 to 250 words from person to
person.
Normal rate is from 120 to 150 words per minute.
A well paced, varied message suggests enthusiasm, self- assurance and awareness of audience.

4. Pitch / Tone:
Pitch refers to the number of voice vibrations per second.
The rise and fall of pitch conveys a lot of emotions.
Lowness of pitch can indicate dullness, shock, sadness etc.
When we are excited, joyous, triumphant and even angry pitch automatically becomes high.
Variety of pitches should be used to hold listeners attention.

5. Articulation
Articulation is the aspect of pronunciation that involves using articulatory organs in shaping
the sounds of speech.
Speakers should be careful not to slop, chop, truncate, or omit sounds between words or
sentences.
If all the sounds are not uttered properly, the flow of understanding gets interrupted and
distracts listeners from grasping the meaning of the message.

6. Pronunciation
If articulation means speaking out all the sounds distinctly, then pronunciation requires us to
speak out sounds in a way that is generally accepted. The best way is to follow British Received
Pronunciation.
It is generally influenced by the geography & Culture.

7. Voice Modulation
Voice modulation is the way we regulate, vary, or adjust the tone, pitch, and volume of the
sound or speaking voice.
It brings flexibility and variety to the voice, and we can express emotions, sentiments in the
best possible way.
If we do not pay attention to the voice modulation then our voice, becomes flat and we emerge
as an unenergetic speaker with no command over our voice.

8. Pauses
▪ Is a short silence flanked by words.
▪ In speaking let the listener reflect on the message and digest it accordingly.
▪ Also helps speaker to glide from one thought to another.
▪ Embellishes the speech as it is a natural process to give a break.
▪ Vocalized pauses or vocal segregates such as uh, ah, umm should be replaced with the
silent pauses.

5. Define Report. Explain various types of reports.

The word report has been derived from the Latin word ‘reportare’ which means to
bring back to someone who was not present, the description of an event.
Generally speaking, a report means, to give an account of something seen, heard, done
etc.
J. Staneley Jones, while defining a report says, “A report is a special form of narrative
which aims chiefly at conveying information based upon facts”.

Types of Reports:
Reports are of various kinds, some of them are as following:
(i) Annual Reports
(ii) Census / Survey Reports
(iii)Special Reports
(iv) Confidential Reports
(v) Market Reports
(vi) News Paper Reports
(vii) Project Reports
(viii) Reports on Seminars & Debates
(ix) Memorandum Report (Memo)
(x) Blank Form Report

(i) Annual Reports:

Annual reports may be called periodic reports because at the end of the year, business
organizations publish their reports on the routine activities and future policies of the
organization. Generally such reports are used to inform the share holders, directors or members
of the organization.
(ii) Census / Survey Reports:
Census or survey reports are used to find the consensus or mandate of the people on
various issues related to them. Also to find the population of countries these reports are
prepared.
(iii) Special Reports:
The special reports are the formal reports submitted by certain individuals or
committees. Special reports are not only statements of facts but they include the opinion of the
writer. Writer gives his recommendation/conclusion at the end.
(iv) Confidential Reports:
These reports are also special reports indirectly, written by the superiors about the work
and conduct of their juniors.
Such reports deal with facts as well as opinions.
(v) Market Reports:
The reports which are given by the experts who are constantly in touch with the
prevailing market conditions are called market reports.
(vi) News Paper Reports:
The real time reports on different aspects of life are known as News paper reports. The
journalists report the situation objectively.
(vii) Project Reports:
Project reports are reports mentioning the details of various projects. These may be
prepared for various purposes such as to win contract for carrying out various work services or
on completion of various project works mentioning all the details of the project.
(viii) Reports on Seminars and Debates:
These reports are prepared on the proceedings of seminars and debates for the purpose
of publication.
(ix) Memorandum Report: (Memo)
Memorandum is a kind of report that circulates within and among various departments
of a company or organization.
In more simple terms, a memo may be known as an Inter-office Communication.
The day to day operations of a company depends on memos. Hence writing memos is an
important job responsibility. Memos report everything from results to announcement of
meetings.
Hence, memos should be written quickly and clearly.
A memo includes the following chief headings-
Date, To, From, Subject and Main body
As a memo is a brief report, brevity or conciseness is one of its essential qualities.
(x) Blank Form Report:
A blank form report simply refers to a blank prescribed form which is periodically presented
by filling that blank form. Thus, an appraisal report if presented only by filling a blank
prescribed form is too known as the Blank Form Report.
“Actions speak louder than words” Comment on it explaining the role of non-verbal strategies
in the presentation.

6. Describe the features of body language. Specify the role of Kinesics in verbal
communication.
Kinesics / Body Language: (Non-verbal communication)

Often the physical movement of the body and their study is known as Body Language or
Kinesics.

In this connection Raymond and John rightly remark. To them, “Kinesics is the way
the body communicates without words, that is, through various movements of its parts”.
No doubt, we express our emotions through words but often the inner states of emotions
are expressed through different parts of the body and their physical movements. We can
communicate or send the message even by nodding the head, blinking the eyes, shrugging our
shoulders or waving our hands.
When we study body language, we look at the meaning of symbols that the physical
movements of the body are communicating. Through outward body movements true inner
emotions are reflected. For the expression of these inner body states, the face and eyes, gestures
and physical appearance are to be studied.
For self control, the presenter should pay attention to his body language, for this following
part of kinesics should be considered:

1) Maintain eye contact

2) Face and eyes
3) Gestures
4) Body shape and posture
5) Appearance

1) Maintain Eye contact:

The speaker should maintain a steady eye contact because it is an effective means of developing
rapport with the audience. If the presenter looks at the audience for a long period of time, it
shows his intensity of interest. Eye contact as well as eye movement indeed helps significantly
in communicating successfully in oral communications.

2) Face and eyes:

Face is the index of mind. The face, it means, reflects what is going on inside the speaker. In
this context, eyes tell us much more than other facial features. The facial expressions are
associated with happiness, surprise, fear, anger and sadness. Even eyes, nose, cheeks or
forehead express one’s inner goings on. For example, the eyebrows with upper and lower
eyelids raised, giving a wide eyed effect indicate that the person is excited, surprised or
brightened. Similarly if we look at someone or something for a long period of time, we show
our intensity of interest. Eye contact and eye movements indeed help significantly in getting
success in interviews, seminars, or other face to face oral communications. The interviewee or
one who is giving the oral presentation should keep a pleasant face with a natural tendency to
smile. He should maintain an open look and also make eye contacts with the interviewer or the
members of the panel.

3) Gestures:
In addition to the face and eyes, other body parts move and convey meaning. These movements
are known as Gestures, the physical movement of arms, legs, hands and head. For example, if
the arms are spread apart, shuffling from one leg to another and body slightly extended forward,
these gestures convey meanings of nervous and intense.
As gestures have meanings so they should be coordinated with proper intensity of
speech. The greater the gesture the louder the speech and vice versa”, comments a scholar. A
presenter while facing the audience is advised to keep positive postures, since it indicates his
positive personality.

4) Body shape and posture:

A third area of kinesics involves body shape and posture. As far as body shape is concerned,
we can’t do much about it since it is given to us by God. But with the right posture we can
impress the interviewer and the audience.
Raymond and John D refer to the behaviourists who have studied the shapes of our bodies
and have identified three types:

1) The ectomorph – thin, youthful and tall.

2) The mesomorph – strong, athletic, muscular and boney.
3) The endomorph – fat, round and soft.
Indeed physical shape communicates hence let us try to be mesomorphs.
But it is not possible to be mesomorph since genetically either we are ectomorph or endomorph,
then we can win our interviewer or the audience with good posture. A person with good and
appealing body shape but with bad postures and unfavourable image will communicate a
negative message.

5) Appearance:
By appearance we mean external appearance in which our dress, jewellery and make up play a
pivotal role. The speaker should consider how others will view him in relation to how he wants
to be seen. He should dress up himself in simple and sober dress.
Thus, kinesics, inclusive of facial expressions, gestures, body shape and posture will be the
part of the messages, the speaker wants to communicate.

7. Define Group Discussion. Explain various techniques of Group Discussions.

• Group Discussion (GD) is used to refer to an oral communication situation in which a
small number of professionals meet to discuss a problem or issue to arrive at a consensus
 or to exchange information on a significant matter related to the function, growth or
expansion of the organization to which they belong.

Types of Group Discussion

There are two types of Group Discussion, which are listed below:

1. Case Study based Group Discussion

• In such a discussion, a problem is given, and the participants are asked to resolve it. The
panelists test the teamwork and decision making skills of the participants.
• The participants need to be active and updated with the things around them. It also tests the
observation capability of the participants.

2. Topic based Group Discussion

There are a few candidates in a group, where each group is given any topic.
The topic- based Group Discussion can be further classified as:
a) Controversial Topics: The discussion on controversial topics becomes a debate. Such
topics are given to judge the participants’ temper and how they can handle the
discussion without losing their calm. It shows that how a candidate can represent his/her
views without arguing with other participants. The example of the controversial topics
can be Triple Talaq, Reservation System, Religion equality, etc.

b) Knowledge based topics: The participants should have a proper understanding of the
topic before proceeding for a discussion. The information should be enough to convince
the panelists. The essential thing is to be confident. Do not initiate the discussion if you
are not aware of the topic. The examples of knowledge based topics can be ‘CAT’ vs
‘GATE’ and Government Jobs vs Private Jobs.

c) Abstract Topics: There is a growing trend of assigning abstract topics, i.e., topics
which are vague or unclear. The abstract topics test the creativity and thinking of a
candidate. It also tests the communication skills. Examples of such topics are ‘Zero’,
‘One and One make Eleven’.

8. Explain in detail the structure of Business Letter.

STRUCTURE OF BUSINESS LETTERS –

COMPULSORY ELEMENTS:-Business letters have a distinct structure and layout. Seven

elements normally appear in every business letter.

i) HEADING – Also known as letterhead. Shows the organizations (sender’s)

name, full address and telephone number. Printed letterheads are placed at the
center. But in most of the written letters the address is aligned with the left
margin.
 ii) DATE – Should include month, day and year. Dates can be written in one of the
two forms:- March 6, 2009 (American Style)
6 March 2009 (Oxford University Style)
iii) INSIDE ADDRESS – Identifies the recipient of the letter and includes the full
name/designation and business address of the recipient. This address is same as
the address that appears on the envelope. It must align to the left-hand margin
of the letter. A courtesy title should precede the recipient’s name. Ex :

Professor (Ms) Gayatri Devi

Department of Professional Communication
Delhi Institute of Management Studies
Greater Kailash
New Delhi – 110002

iv) SALUTATION – Located two spaces below the last line of the inside address.
Aligned to the left hand margin of the letter. Address your letter to a person by
name rather than title. For form letters or if you cannot find a specific name you
may choose a salutation like – Dear Students;
Dear Committee Member
etc. After formal salutation, use colon :- Dear
Mr. Arora: After informal salutation, use comma:- Dear Paul,
v) MESSAGE – It forms the main organ of a letter and usually occupies the
greatest amount of space. Generally made up of three parts:- a) an introductory
statement specifying the nature of the business; b) the message to be conveyed
along with necessary details; c) the concluding remarks.
vi) COMPLIMENTARY CLOSE - A formal and courteous way of signaling the
end of the letter, separated from the message by a blank line. The first letter of
the first word of a complimentary close is written in capitals and a comma is put
at the end of the last word.
vii) SIGNATURE BLOCK – Includes the signature, name and title of the sender
which gives authenticity to the information contained in it. A letterhead
indicates that you are representing your organization. But if your letter is on
plain paper or runs to a second page, you may want to emphasize that you are
writing legally for the company. For that the company’s name is written in
capital letters a double space below the complementary close and then includes
the sender’s name and title four lines below that.

ADDITIONAL ELEMENTS: - Certain elements may be used in any combination according to

the depending upon the requirements of the particular letter.

i) ADDRESSE NOTATION – Are used in letters that have a restricted readership.

Generally appears a double space above the inside address, in all capital letters. Ex,
PERSONAL, CONFIDENTIAL etc.
 ii) ATTENTION LINE – When a letter is addressed to an organization but is directed
to a specific person, his name or designation or both are indicated against this
element. Placed between the inside address and salutation. Ex –

Mutual LIC
22, Sarojini Naidu Marg
Hyderabad – 500007

Attention : Mr. Ram Prasad

Dear Sirs,
iii) SUBJECT LINE – Lets the recipient know at a glance what the letter is about.
Usually it is double-spaced between the salutation and the first line of the body of
the letter.
iv) REFERENCE INITIALS – Are included to show who helped prepare the letter on
occasions where one person is dictating or writing the letter and another person is
producing it. Appear two spaces below the last line of the signature block.
v) ENCLOSURE NOTATION – Appears at the bottom of the letter, one or two lines
below the reference initials.
vi) COPY NOTATION – Indicates who is receiving the courtesy copy (cc). Some
companies indicate copies made on photocopier (pc) or they simply use copy (c).
vii) MAILING NOTATION – Placed at the bottom of the letter after reference initials
or enclosure notations or at the top of the letter above the inside address on the left
hand side. The same notation will appear on the envelope also. Ex- By Registered
Post.
viii) POSTSCRIPT – Afterthoughts of the letter, to the message that require emphasis,
or personal notes. The last item in any letter and mostly preceded by P.S.

9. Define nuances of delivery in a presentation. Write various methods which can make a
presentation effective.

Modes of Presentation / Nuances of Delivery

Below are the four modes of presentation or presentation delivery styles or Nuances of
delivery:
Memorizing the Manuscript:
This method of presentation can be one of the most of effective methods of presentation, but it
requires an extra ordinary power to memorize because if the presenter forgets his text, his
speech will sound stilled/unnatural/too formal.

Reading the Manuscript:

It means read out the written material aloud. This method is often used whenever a complex or
technical presentation is made such as the annual budget, description of some machine or the
policy matters of an organization. In this the reader and listener contact is often interrupted.
Extemporaneous / Speaking from notes:
The speaker prepares notes on a sheet or cards and then with the help of appropriate audio
visual aids, he makes his presentation. This process makes the delivery easy and impressive.

Impromptu Speaking:
The word impromptu means done without any preparation or planning. So, this is the
presentation delivered without any preparation done beforehand i.e. unrehearsed delivery in
speech.

This mode of presentation should be avoided; only highly experienced persons can effectively
deliver using this mode.

10. What are the important guidelines for a Resume?

RESUME –
➢ A technical as well as marketing document which present your past and present
performance to your prospective employer.
➢ Should present a biographical sketch.
➢ Should be objective, easily accessible and detailed.

GUIDELINES FOR RESUME

(i) Appearance
➢ Neat and error-free with no whiteout or hand corrections
➢ Legible and avoid crowding.
➢ Printed on good quality paper of A-4 size.
➢ Should not exceed two pages in length.

(ii) Personal Information

➢ Include your name, address, phone numbers, email address and website.
➢ Make sure that the information allows an interested employer to reach you
easily.

(iii) Career/Professional Objective

➢ Optional.
➢ Make it effective by being as specific as possible.

(iv) Education/Academic Preparation

➢ Highest selling point for a fresher.
➢ Begin with your most recent education.
➢ Consider listing notable courses if the information will be helpful.
➢ Include your grade-point average if they are impressive.

(v) Work Experience/Professional Skills

➢ List your jobs in chronological order with the current or last one first.
 ➢ Include any part-time or summer internships or projects done.
➢ Each entry in this heading includes the name and location of the organization,
your job designation, the duration of your work and also a brief summary of the
work.
➢ Be sure to use very concrete language, including jargons.
➢ Place this section either before or following the section on education.

(vi) Activities and Achievements/Special Interests and Aptitudes

➢ Include community service/volunteer activities, languages you can speak and
write, special equipments you can operate, relevant hobbies, etc.
➢ Mention the awards or honours you have received.

(vii) Memberships
➢ Mention if you belong to any organization in your field
➢ Be sure to include any offices or committee appointments you have held.

(viii) References
➢ Should be last in a resume
➢ Choose only the three or four people who combine the best elements of
familiarity with your work and a credible position.
➢ Do get permission beforehand from the people you list as references.

11. Explain the structure of a report.

STRUCTURE OF REPORTS – Elements of a report

1) Title Page
2) Preface
3) Letter of Transmittal
4) Acknowledgements
5) Table of Contents
6) List of Illustrations
7) Abstract/Executive Summary
8) Introduction
9) Methodology
10) Discussion/Finding/Analysis
11) Conclusion
12) Recommendation
13) Appendices
14) References and Bibliography

1) Title Page – Contains of the title of the report and the name of the person or
organization to which the report is being submitted.
 2) Preface – An optional element which introduces the report by mentioning its salient
features and scope.

3) Letter of Transmittal – A brief covering letter from the report writer explaining the
causes of writing the report.

4) Acknowledgement – Contains the names of persons who contributed to the production

of the report.

5) Table of Contents – Provides the reader an overall view of the report and shows its
organization.

6) List of Illustrations – A list giving a systematic information about tables, graphs,

figures and charts used in the report.

7) Abstract or Executive Summary – Summarizes the essential information in the report

focusing on key facts, findings, observations, results, conclusions and
recommendations.

8) Introduction – Introduces the report providing background information, defining its

aims and objectives and discussing the scope and limitations of the report.

9) Methodology – Summarizes the methods of data collections, the procedures of

investigating the situation and the criteria of survey.

10) Discussion/Description/Analysis – It’s the main part of the report which presents the
data collected in an organized form. Focuses on facts and findings of the report. Usually
divided into sections and sub-sections.

11) Conclusions – Conveys the significance and meaning of the report by presenting a
summary of discussions and findings, results and conclusions, implications of the
conclusions presented and inferences.

12) Appendices – Contains supporting material or data which is kept separate from the
main body of the report to avoid interrupting the line of development of report

13) References and Bibliography – Contains reference to books, journal, reports, etc. used
in the report. May also consist of a list of materials for further references.

12. Define Interview. Write various skills required for a successful Interview.
Interview
• It is an interaction between two or more persons for a specific purpose, in which the
interviewer asks the interviewee specific questions in order to assess his / her suitability
for recruitment, admission or promotion.
• The person who asks the questions in an interview is called interviewer.
• The person who answers the questions in an interview is called interviewee.

Objectives of Interview:
1) To hire a person.
2) To select a person for a specific task.
3) To monitor performance.
4) To collect information.
5) To exchange information.
6) To counsel.

Interview Skills

The most effective interview skills or tips:

1. Research about the Company: Gain basic information about the company, like vision and
mission, key personnel, and recent milestones of the company.

2. Analyze the Job Description: Read carefully the job description, and make a list of the
points to justify how you are capable of achieving these specific duties.

3. Brush up basics: Whether you are a fresher or an experienced professional, you can expect
certain tough questions. Brush up your subject fundamentals if you are a fresher.

4. Be Punctual: Reach well in time to appear professional. People who arrive late are often
rejected even before they appear for the interview.

5. Be attentive: Listen carefully to everything the interviewer is saying. This is not the time to
day dream or be distracted.

6. Speak Clearly: When communicating, speak in a calm and clear manner. Don’t be in a rush
to get all the answers out. If you do not know the answer, be honest about it.

7. Maintain good body language: A lot of communication is indeed non-verbal. So a positive

and energetic body language should be maintained.

8. Make Eye contact: When you talk to an interviewer, be sure to look at him. Don’t look
down or at the wall or the clock. This shows a lack of confidence.

9. Know what and when to speak: Keep in mind you are in a formal setting. Even if the
interviewer is acting friendly, avoid giving informal answers.

10. Do not waste time: The interviewer probably has a very busy day planned. Do not waste
their time. Be direct in your answers.
11. Mention your Strengths: Be confident and informative when talking about your strengths
but do not be arrogant or boastful.

12. Stay motivated: In case you feel the interview isn’t going as well as you hoped, don’t be
sad or demotivated. Continue to reply honestly and enthusiastically. Remember, a positive
attitude can leave a good impression on the interviewer.

13. Show Gratitude: No matter how your interview goes, always take a moment to thank the
interviewers for their time and consideration. A positive attitude and polite behaviour can go a
long way in impressing people.

13. Explain various methods of paragraph development.

METHODS / ORDER OF PARAGRAPH DEVELOPMENT

Technical communication follows a linear logical pattern to organize information. The basic
patterns of logically organizing information in a paragraph include –

i) Inductive Order – It is an objective and logical technique in which information is

organized in a specific/particular to general organization. In this logical
organization, specific details, examples and illustrations are given first then a
general statement or generalization is made. The topic sentence comes at the end
of the paragraph.
ii) Deductive Order – It is the most common logical organization which involves
the process of moving from a general statement or principle to specific details. It
is the most popular form amongst the writers. The topic sentence is usually the
first sentence in this type of order.
iii) Spatial Order- It is the simplest logical organization which involves the process
of dividing a subject or topic based on how they are arranged in space. It is the
three-dimensional description. This pattern can make a complex subject easy to
understand by categorizing its various elements spatially. It is mostly used by
technocrats in the description of machines.
iv) Linear Order – Linear means ‘consisting of lines’ or ‘one dimensional’. Each
sentence leads to the next one in a paragraph with the purpose of maintaining a
forward movement; and each paragraph an be a step to take us to a goal. It refers
to the systematic order as a line which involves presenting ideas in a progressive
way where sentences are connected to each other in a logical way.
v) Chronological Order – This logical sequence refers to the narration of events in
the order in which they occur in time, beginning with the first event, going on to
the next and so on. It is very useful as it is quite easy and natural to record events
in the order of their happening. For ex. periodic report, progress report, etc.
vi) Expository Order – It is similar todeductive method. The paragraph begins with
a topic sentence. In expository method, the writer tries to interpret, to discuss the
same idea in several ways with the help of many instances, examples, etc. In this
method the writer explains the idea so as to make it more and more clear.

14. What are the types and characteristics of technical proposal?

TYPES OF PROPASALS

Criteria Types Description

Non-Formal Small proposals involving small projects. Informal in

nature as the project is small compared to others.
Content and Format
Formal Long proposals with elaborate descriptions and
discussions. Descriptive and formal as the project is
bigger in nature.
Internal Addressed to readers within an organization. Written
with a motive to convince people in authority for
Nature of Audience
implementation of ideas.
External Communicated to people outside an organization.
Written in order to won contracts or bids.
Solicited Written in response to request for proposal. It has to
follow the proposal requirements of the solicitors
precisely.
Source of Origin
Unsolicited Written without any request for proposal. It needs to
be very much convincing.
Business Deals with any aspect of business, trade and
commerce. Mostly sent outside the company to
potential clients.
Research Deals with projects requiring scientific enquiry or
Purpose symmetric investigation. Usually academic in nature.
Technical Related to knowledge and skills of a particular area of
study. Mostly developmental in nature.

CHARACTERISTICS OF A GOOD PROPOSAL

Proposals are a persuasive blend of information, organization and reason. A good proposal
should -
1) Demonstrate to appropriate decision makers that their needs would be met with.
2) Be more creative than other forms of professional writing.
3) Permit informality and personal approach in style to some extent.
4) Keep in view the customer’s convenience, financial gain and prestige.
 5) Look neat and attractive.
6) Include summary, background, objective, description of the problem, methodology and
cost estimate.
7) Anticipate any possible reason for rejection and provide suggestions for overcoming
them.
8) Follow meticulously the requirements of the solicitor.
9) Use plain, direct and unambiguous expressions.
10) Contain certain or all elements of structure according to the purpose, usefulness and
requirements of the recipient’s language

15. Define purpose of presentation and the need of audience analysis.

I) Defining Purpose –
• Purpose of the presentation plays an important part in planning the presentation.
• It determines the content and the style of the presentation.
• Depending on the purpose, a presentation should be flexible enough to adjust new
inputs and unexpected audience reaction.
• Purpose of presentation could be
1. To inform.
2. To persuade.
3. To analyse.
4. To entertain.
5. To motivate.
6. To meet and get on with your audience

II) Audience –Knowing your audience is vital for your presentation. The nature of our
audience has a direct impact on the strategy we device.

• Ways to develop audience profile –

1. Identify the primary audience.
2. Determine the audience size.
3. Determine audience composition.
4. Judge audience’s level of understanding.
5. Project audience’s expectation and preference.
6. Estimate audience’s probable reaction.
• Tips for creating an impact on the audience –
1. Analyse all the sections of the audience.
2. Always begin with a smile and greet them in a pleasant tone.
3. Modify your tone and material according to the reaction of the audience.
4. Chose examples that are familiar to the major section of the audience.
5. Chose words as per your audience’s background.
6. Do not get annoyed if there is a slight disturbance among the audience.
7. Inform the audience at the start of the presentation whether you would prefer
to answer their queries at the end or you would not mind being interrupted.
• Understanding of audience would help the presenter (speaker) to
 1. Build support
2. Anticipate problems
3. Consider Strategies
4. Tune the approach
5. Competent delivery of content

16. Write Short note on Organizing content & Visual Aids

III) Organizing Content – things to be taken under consideration before organizing the
content of a presentation –
1. Nature of Message
2. Audience Analysis
3. Audience Centered Presentation
4. Choice of Approach
5. Choice of Visual Aids
6. Choice of an Appropriate Style
A presentation should be divided into three parts – Introduction, Body and Close
I. Introduction – An introduction must arose the interest of the audience,
capture attention, inspire confidence and preview the contents. Purpose of
introduction are arousing audience interest, winning the audience’s
confidence and previewing the presentation.
II. Body – Main body of the presentation can be organized on any of the
following orders.
a. Inductive Order (from particular to general)
b. Deductive Order (from general to particular)
c. Question to Answer Order
d. Chronological Order
e. Cause and Effect (the causes and the effects of the situation)
III. Close – Bovee, Thill and Schatzman suggests the following points for a
proper close.
a. Devote about 10% of the total time to the ending.
b. Begin the ending by telling the listeners that you are about to finish (“in
conclusion”)
c. Restate your main points laying stress on the important points.
d. Review the consensus in a sentence or two.
e. Make your final word memorable. Try and conclude with a quote, a call to
action, or some encouraging words.
f. Do not introduce new ideas at the final stage.

IV) Preparing Outline - Points to be included in an outline-

1. Give headings in complete sentences or lengthy phrases.
2. Note down sub-heading also.
3. Include notes that indicate where visual aids will be given.
 4. Write down the transitional phrases or sentences (in conclusion, in
addition, etc.)
5. Notes about using a certain tone or body language can be useful for making
the presentation effective

V) Audio-Visual Aids – Spoken words are ephemeral (temporary). But if the

presentation has been made using the audio visual aids, it gives lasting effect.
Presentations made with the help of audio-visual aids stimulate the audience and
they take more interest.

Advantages of audio visual aids-

• Increase audience interest by breaking the monotony.
• Illustrate key points.
• Signal transition from one part of the presentation to the next.
• Help listeners retain information.
• Help you deliver your speech better.
• Increase impact of message.
• Makes demonstration of complicated data easy.

Points to consider before selecting the type of visual –

i. Visuals are to be selected according to the message to be communicated.
ii. The size of audience.
iii. Cost of preparing visuals.
iv. Time required.

Some do’s –
• Organize the visual aids as a part of the presentation
• Emphasize the visual aids
• Talk to the audience not to the visual aids
• Avoid blocking the listener’s view of the visual aids
• Do not switch over to other point quickly
• Do not make excessive use of audio visual aids
• Do not use too many lines or figures in one aid
• Make it legible and visible from distance
• Be familiar with basic operation of the electronic devises that you are using

Some important types of visuals are –

i. Tables - to present detailed, exact values.
ii. A line-chart or a bar chart - to illustrate trends overtime
 iii. Pie-Chart, Segmented Bar Chart or Area Chart – to show frequency or
distribution.
iv. Bar Chart - to compare one item with another
v. Pie Chart – to compare one part with the whole
vi. Map - to show geographic relations
vii. Flow chart or a diagram to illustrate a process or a procedure

17. What are the dimensions of speech? Explain each in brief.

 Syllable
 Accent
 Intonation
 Rhythm
 Stress
Syllable
 A syllable may be defined as a unit of sound with one vowel sound and with or
without consonant sounds.
 A syllable is the sound of a vowel (a, e, i, o, u) that is created when pronouncing a
word.
 A syllable is a part of a word that is pronounced with one uninterrupted sound.
 A syllable is a unit of sound which can be pronounced with a single effort of the
voice.
 For example, the word water is composed of two syllables: wa and ter as we have to
make two efforts to pronounce this word.
 Syllables are ways to split words into speech sounds. We naturally say words using
syllables, but we don’t usually think about it until we need to separate the syllables for
reading or spelling purposes. So, why do we need syllables?
 When we learn to read, and as we encounter more difficult words, we may need to
decode a word. You’ll often hear someone telling a reader to “sound it out” or “break
the word into parts.” When we do this, breaking the word into syllables can help us
read the word. Here are a few examples:
 i) word- one syllable, word
 ii) spelling- two syllables, spe + lling
 computer- three syllables com + pu + ter
 The construction of a syllable may be described in terms of the following formula:
[C]+V=Syllable
 Where C indicates indefinite number of consonants and V stands for a vowel sound,
the bracket indicate that the consonants are not obligatory.
 street = CCCVC (1 Syllable)
 ago = VCV (2 Syllables)
 Words are divided in to three types as per number of syllables:
 Monosyllabic: Words with one syllable e.g. on- on (VC)
 Disyllabic: Words with two syllables e.g. upon- up+ on (VCVC)
 Polysyllabic: Words with more than two syllables e.g. syllable – sy+lla+ble
(CVCVCVC)
 Accent is the way of pronouncing the words of a language that shows the person
belongs to which country, area or social class.
Accent is a manner of pronunciation peculiar to a particular individual, location, or
nation. The region to which you belong affects your accent. Not only the locality but
the economic status, ethnicity, caste etc. all make an impact on the accent. Accent
mainly includes pronunciation, which also has correlation with stress.
Rhythm refers to a pattern of sounds. Maintaining a rhythm in a speech makes the
speech sound natural and fluent. Rhythm is produced by stressed and unstressed
words in a sentence. Using only the stressed words in a sentence may make a speech
sound dull and artificial. The listener may also not understand the intended emphasis
or meaning in the speech.
Just as stress, speed is another very important factor in the fluency of English. When
we speak, we do not speak words in isolation but group them and speak without any
pauses between them. To achieve good rhythm in speaking we should know which
words to be stressed and which are not to be stressed in a sentence
Intonation
 The intonation in a language refers to the patterns of pitch variation or the tones it
uses in its utterances.
 In normal speech, the pitch of our voice goes on changing constantly – going up,
going down, and sometimes remaining steady. Different pitches of the voice combine
to form patterns of pitch variation or tones, which together constitute intonation.
Stress

 Stress is a word that can be defined as the degree of force or loudness with which a
sound or syllable is articulated .
 The Stress placed on syllables within words is called word stress or lexical stress.
 In every English word of two or more syllables at least one word should be
articulated with more force or loudness than the rest, we call this phenomenon as
word stress.
Syllable
  Stressed Syllables : are strong syllables . They are long and they have a pitch
change and have full vowel sound.
 Unstressed Syllable : are short and often have a reduced vowel sound.
 Primary Stress
 Secondary stress
 Double Stress/ even Stress
 It is the strongest degree of stress placed on a syllable in the pronunciation of the
word. It is the loudest syllable in the word.
 On the second syllable the pitch of voice does not remain level, but rather falls from a
higher to a lower pitch.
 It is marked in by putting a raised vertical line of apostrophe [‘] at the beginning of
the syllable.
 ‘apple, a’long, im’portant
 They aren't completely unstressed , but aren't as loud as primary stress.
 It is marked with lowered vertical line [.] at the begning of syallable.
 Photographic , anthropology
18.Define Listening . Explain the process of Listening.
LISTENING – Listening the process of receiving, constructing meaning from, and
responding to a spoken and/ or non-verbal message

SIX STAGES OF LISTENING PROCESS: These stages occur in sequence, but they
generally performed with little awareness an often rapid succession.

1. HEARING - it refers to the response caused by sound waves stimulating the sensory
receptors of the ear; it is physical response; hearing is perception of sound waves; you
must hear to listen, but you need not listen to hear (perception necessary for listening
depends on attention
2. ATTENTION- brain screens stimuli and permits only a select few to come into focus-
these selective perception is known as attention, an important requirement for effective
listening; strong stimuli like bright lights, sudden noise…are attention getters; attention to
more commonplace or less striking stimuli requires special effort; postural
adjustments are aided by physical changes in sensory receptor organs; receptor
adjustments might include tensing of the ear´s tympanic muscle for better response to
weak sounds
3. UNDERSTANDING- to understand symbols we have seen and heard, we must analyze
the meaning of the stimuli we have perceived; symbolic stimuli are not only words but
also sounds like applause… and sights like blue uniform…that have symbolic meanings
as well; the meanings attached to these symbols are a function of our past associations and
 of the context in which the symbols occur; for successful interpersonal communication,
the listener must understand the intended meaning and the context assumed by the sender.
4. REMEMBERING- it is important listening process because it means that an individual
has not only received and interpreted a message but has also added it to the mind”s storage
bank; but just as our attention is selective, so too is our memory- what is remembered may
be quite different from what was originally seen or heard.
5. EVALUATING- it is a stage in which active listeners participate; it is at these point that
the active listener weighs evidence, sorts fact from opinion, and determines the presence
or absence of bias or prejudice in a message; the effective listener makes sure that he or
she doesn’t begin this activity too soon ; beginning this stage of the process before a
message is completed requires that we no longer hear and attend to the incoming message-
as a result, the listening process ceases
6. RESPONDING- this stage requires that the receiver complete the process through verbal
and/or nonverbal feedback; because the speaker has no other way to determine if a
message has been received, this stage becomes the only overt means by which the sender
may determine the degree of success in transmitting the message.

19. What are the different types of Listening?

TYPES OF LISTENING-

ACTIVE LISTENING - Active listening is a form of listening communication where listeners

actively listen and respond to the speaker. Active listening not stands for focusing on what the
speaker is speaking about but also actively showing verbal and non-verbal signs of listening.

PASSIVE LISTENING - Passive listening is the listening where a person although listen to the
others but not with full attention, he often distract himself from the ongoing discussion. He is
sitting quietly without responding to what the speaker is saying. A common example of passive
listening is listening to music or radio when you are doing something.

APPRECIATIVE LISTENING - listening for pleasure and enjoyment, as when we listen to

music, to a comedy routine, or to an entertaining speech. It describes how well speakers
choose and use words, use humor, ask questions. tell stories, and argue persuasively.

EMPHATIC LISTENING -listening to provide emotional support for the speaker, as when a
psychiatrist listens to a patient or when we lend a sympathetic ear to a friend. It focuses on
understanding and identifying with a person’s situation, feelings, or motives. There is an
attempt to understand what the other person is feeling.

COMPREHENSIVE LISTENING -listening to understand the message of a speaker, as when

we attend a classroom lecture or listen to directions for finding a friend’s house. It focuses on
accurately understanding the meaning of the speaker’s words while simultaneously
interpreting non-verbal cues such as facial expressions, gestures, posture, and vocal quality.
CRITICAL/ ANALYTICAL LISTENING -listening to evaluate a message for purposes of
accepting or rejecting it, as when we listen to the sales pitch of a used-car dealer or the
campaign speech of a political candidate. Critical/ Analytical Listening focuses on evaluating
whether a message is logical and reasonable. It asks you to make judgements based on your
evaluation of the speaker’s arguments -challenges the speaker’s message by evaluating its
accuracy and meaningfulness, and utility -uses critical thinking skills

SELECTIVE LISTENING - Selective listening essentially means that we only hear what we
want to hear and often tune out to other things because we find them irrelevant or boring.

DIFFERENCE BETWEEN ACTIVE AND PASSIVE LISTENING

Basis of
Active Listening Passive Listening
Distinction

Active listening means mindful and

Passive listening means showing like
actively hearing and attempting to
Definition listening to the speaker but not making an
comprehend the meaning of the
attempt to comprehend the meanings.
speakers.

Listener connects with the world and Listener disconnects himself from the
Connectivity
actively participates with the goal of outsiders and has minimal interaction with
Level
problem-solving others

Self- Take responsibility for their own Avoids responsibility for learning and
Responsibility learning and growth problem-solving

Accepts and retain information as-is with

Mental Sharp mind, alert to explore, reflect
no intention to question or challenge the
Approach on the information
idea for improvement

Self-
Motivation Strong Weak
Level

Engagement
High Low
Level

Strong-willed, interested in new Narrow-minded, low or no will power,

Will-Power
ideas, open-minded unreceptive to new ideas

20. Define reading. What are the different methods of reading?

READING
Reading is a learning skill. It is a receptive, or passive skill, as it requires us to use our eyes
and our brains to comprehend the written equivalent of spoken language. It helps you improve
all parts of the language – vocabulary, spelling, grammar, and writing. It helps to develop
language intuition in the corrected form. Then the brain imitates them, producing similar
sentences to express the desired meaning. Using skimming or scanning technique to read
quickly is highly effective.

Purpose of Reading:

1) Reading for learning. Ex. Reading text-books.

2) Reading for leisure or literary pleasure. Ex. Reading novels, poems, etc.
3) Reading for information. Ex. Reading newspaper.
4) Reading to perform a task. Ex. Reading lab manuals.

METHODS OR TECHNIQUES OF READING-

SKIMMING - Skimming means to read a page or handout - skip read - by reading the headings
and first sentences of each paragraph or section. Skimming is sometimes referred to as gist
reading. Skimming may help in order to know what the text is about at its most basic level.
SCANNING: Scanning involves getting your eyes to quickly scuttle across sentence and is
used to get just a simple piece of information. It gives one the ability to locate a specific
information in a particular text. Scanning differs from skimming in that you do not deal with
all of the content, but search through the material for a specific purpose or a specific word (or
its synonym):
• finding the answer to a question
• seeking an appropriate quotation reference or statement
• locating names in a directory, words in a dictionary, prices in a catalogue, etc.

INTENSIVE READING - The aim of reading should be clear in mind when undertaking
intensive reading. It is far more time consuming than scanning or skimming. If you need to
list the chronology of events in a long passage, you will need to read it intensively. This type
of reading has indeed beneficial to language learners as it helps them understand vocabulary
by deducing the meaning of words in context. It moreover, helps with retention of information
for long periods of time and knowledge resulting from intensive reading persists in your long
term memory.

EXTENSIVE READING- Extensive reading involves reading for pleasure. It also requires a
fluid decoding and assimilation of the text and content in front of you. If the text is difficult
and you stop every few minutes to figure out what is being said or to look up new words in
the dictionary, you are breaking your concentration and diverting your thoughts.

CHURNING - Churning means interpretation and inference. Interpretation is getting the

summary of all the important points on a topic and Inference is reading between the lines and
understanding facts that are not stated openly. Techniques to do include the understanding 2
things: Word Meaning and Coherence
ASSIMILATION- When we attempt to make a mental map of the entire passage that we have
read, it is called assimilating. When we say we have understood a concept after reading a
chapter, we have actually done assimilation. Churning has made available the information. For
assimilation convert the information into an idea and think about it at a personal level. Look
for pictures, videos and other texts related to the topic to get better knowledge and discuss
with peers to get their view-points as well. This helps in planting a mental-map of the
information one reads.
SQ4R Reading Technique for Optimum Effectiveness-
1. SURVEY: Flip through the chapter quickly to get a sense of what is covered. Look at
headings and keys terms, and read the final paragraph.
2. QUESTION: Turn headings into questions to guide your reading. You can keep track
of your questions by using the Cornell Method of note-taking.
3. READ: Read the chapter, looking for the answer to the questions you posed.
4. REFLECT: Think about what you have read, and relate it to other information you
have learned.
5. RECITE: Without looking at the text, restate your question and formulate an answer
in your own words.
6. REVIEW: At the end of the chapter look over your notes and familiarize yourself with
key points.