CHAPTER : 3 Technical Communication:

• Public speaking
• Group discussion
• Presentation strategies
• Interview skills
• Negotiation skills
• Critical and Creative thinking in communication

Module Weight age 20%

Public speaking
Public speaking is a way of communication with large audience. On formal occasion, when
a person addresses a group of people by doing intense preparation, it is known as public
speaking.

Public speaking requires a lot of patience, hard work and rehearsal. Public speaking was first
developed in Rome, Greece, and Latin America. Prominent thinkers in these countries in
these countries influenced the development and evolutionary history of public speaking.
Traditionally public speaking was used to inform, persuade and to entertain. But now a day
70% of all jobs involve some form of public speaking. Public speaking is aided with latest
technology such as video conferencing, multimedia presentation etc.

Patterns of public speaking

Chronological pattern: it is known as time-sequence pattern. It is most commonly used
pattern. In this pattern, we arrange ideas keeping in mind the chronology of the event.

Casual pattern: this pattern is used to highlight the relationship between the problem and
the reason. This pattern is used to create a long lasting impact on the audience.

Spatial pattern: it is known as directional or geographical pattern. It is best suited for

geography orientation. When a person requires discussing the component, structure,
particular building, machine, organization etc. he or she has to use this pattern.

Topical pattern: it is known as a logical pattern. This objective of this pattern is to inform
the audience about the various types of some topic, the speaker chooses. It is generally
divided into heading and sub headings. It is used when we have to present several inter-
related ideas.
Psychological patter: this pattern is used to create an immediate impact on audience. The
contents are arranged according to the needs of the listeners.

Methods of public speaking

Speaking from memory: when the speaker speaks or deliver the speech from the past
memorized content.

Speaking form impromptu: when one has to speak in front of public without any prior
preparation, is known as impromptu speaking.

Speaking from manuscript : in this speech, speaker write down, all his/her thoughts/ ideas on
the script in advance and read it out in front of the audience word by word.

Speaking from notes: this is most popular mode of delivery speech. In this method speaker
notes, slides and some points written on paper, to highlight main points of the speech.

It is always a challenging task for the speaker to retain the attention of the audience
throughout the speech. For this, one has to be ready with essentials of good speaking. They
are as follows-

(1) Clarity of purpose

(2) Know your audience
(3) Develop familiarity with location
(4) Framing outline
(5) Collection and selection of data
(6) Organize content
(7) Select the suitable mode of delivery
(8) Effective use of kinesics, proxemics and paralinguistic features
(9) Start with a smile
(10) Start and finish on time
(11) Keep time duration in mind while speaking
(12) Make your beginning catchy
(13) Use examples wherever required
(14) Objective oriented
(15) Deliver it with great planning and preparation
(16) Retain your energy and enthusiasm till the end.
(17) At the end make yourself open for question

Group discussion
Group discussion is a purposeful/ goal oriented /topic oriented systematic formal
oral interactive process of exchange of thoughts, ideas, feelings, emotion and
view about the given topic among intellectuals.

Purposes of GD are
(1) To reach a solution on a specific issue.
(2) To generate creative or new idea for the problem
(3) It could be the process of selection for any company or for any
interview.
(4) To train the person to behave in group and develop various
interpersonal skills.

Types of GD
(1) Organizational GD
o Brain storming: it is consists of an uncritical method of generation of
various ideas, views and perspectives coming from different
disciplines of people.
o Delphi technique: it involves a method of consisting potential
solutions through a systematically designed questionnaire, to be filled
by the persons from diverse field. This never allows to meet the
members face to face.
o Normal GD consists of the method where, every group member
performs independently in making order of the group.
(2) GD as a part of selection process: it consists of various
elements, to be considered to judge the candidate. In this process,
evaluation and analysis part is more important and on the basis of this,
generally following components are going to be evaluated in GD., they are
o Knowledge
o Team spirit
o Leadership skills
o Communication skills
o Reasoning skills
 o Openness
o Awareness
o Motivation
o Attentive listener

Do’s and Don’ts of GD

Some do’s of GD
(1) Always enter the room with a piece of paper and pen.
(2) Dress decently
(3) Be through with current issue.
(4) Listen the topic carefully
(5) Try to understand the topic and explore all the possibilities regarding it.
(6) Write down all the possible points that come instantly in your mind.
(7) Organize the ideas before speaking in accordance of importance.
(8) While organizing the idea, try to include some real life examples, some
statistics and data to support it.
(9) Try to include the content, having meaningful and significance
contribution for the topic.
(10) With the increase of the discussion, try to identify supporters and
opponents.
(11) Maintain eye contact with everyone.
(12) Listen patiently to the others and then react to the point.
(13) Be assertive and attentive.
(14) Speak clearly and your voice should be audible.
(15) Treat all members as your fellow participants.

Some don’s of GD
(1) Don’t be silence during GD
(2) Don’t look impatient.
(3) Don’t get emotional
(4) Don’t start GD with concluding statement.
(5) Don’t reveal all the ideas in one short.
(6) Don’t try to be over smart.
 (7) Don’t jump directly into the topic without developing understanding
about it.
(8) Don’t get distracted from the topic while GD.
(9) Don’t use the words or language like “this ridiculous’’, Don’t be over
smart etc.
(10) Don’t get aggressive during GD.

Presentation strategies
“IT TAKES ONE HOUR OF PREPARATION FOR EACH MINUTE OF PRESENTATION”

-WAUNE BURGRAFF

It is totally clear form above mentioned quotation that before presentation one must have to prepare
a lot. Prior to presentation, one must go through various systematic presentation strategies, and then only
one could be successful in delivering a good presentation. Good speakers are only remembered for their
good, humorous and eloquent style of speaking but also for the cause that they were able to convince the
listener according to them and achieve the desired result of the speech. And for this systematic steps should
be followed as below mentioned-

-planning according to the occasion, purpose and audience.

- Outline of the text

- organize the text according to the importance

- choose the accurate mode of delivery

- Appropriate use of body language kinesics, proxemics, and paralinguistic features

- Effective use of visual aids.

Modes of delivery are same as mentioned in public speaking

Types of presentation strategies

(1) Pre preparation strategies:

Before delivering public speech, it is always preferable to do some preparation in prior. It keeps the
speech on the right track and give confidence to the speaker. Following are some preparation.

(1) Preparing the first draft.

 a. Write down all your thoughts and ideas on the paper and then arrange it according
to the order and sequence
b. Make sure that all the ideas and thoughts written are related to topic.
c. Try to recall some incident or examples supported by some real data. Facts and
figures to make your speech more effective.

(2) Preparing the final draft: first draft is a raw idea but final draft is
considered as the final document for the speech. So it should be carefully formed and
arranged. One should keep following points in mind, while framing final draft.
a. The main important thing is to check whether all contents of the speech are
related with the topic or not.
b. If you are using ppt, then check whether all the contents are include in the form of
points or not.
c. In case of presentation, check for insertion of various images, charts graphs,
examples, videos related to the topic.
d. Try to include some jokes, incident etc. which makes the speech lighter to catch
the attention of the audience.
e. Check that the content should be according to the occasion, according to the age
group and interest of the audience.
f. Highlight important words.
g. Edit the script regarding grammatical errors etc because wrong word gives wrong
pronunciation and it can spoil the whole speech.

(3) Rehearse: after completion of the technical part of the speech, the speaker should
rehearse the speech to complete within the time lime and to know the impact.

(2) Strategies to handle stage fear:

Many of us are suffering from stage fear. It is the fear that makes us forget everything
on the stage. We start feeling nervous, our heartbeat get faster, our breathing become
more rapid , we start sweating and our anxiety increases 90% of people suffer from
this kind of situation known as stage fear. One can overcome from it, by following
below mentioned points.
o Arrive early and check all the arrangements
o Know your staff
o Before presentation, record your presentation, observe it carefully and make
changes accordingly.
o Wear comfortable clothes in which you feel confident.
o Practice and rehearse many times
o Visualize the audience and have positive attitude.
o Stop worrying about what if I forget the content.
o Keep this in your mind that you are aware about your content, audience does
not have any idea about it, and so if you forget something, it doesn’t get
noticed.
o Relax yourself by breath in and out.
o Take cold water before presentation.
o During presentation, if somebody is laughing, judging etc., then think that is not
about you.
o Get over the feeling that world is not going to hang on your every mistake.
o Start with a smile.
o During ppt, if some technical fault happens, then don’t get anxious, be calm.
Raise your voice and speak loudly and try to recall the points.
o Work on your gesture, posture, eye contact and body language.
o Focus on presentation, it will help you to slowly ear off your anxiety.
o Maintain your eye contact with audience.
Along with above mentioned points, we also have to remember some
don’t of the stage presentation.
o Never apologize for being nervous
o Don’t rush while delivering speech.
o Don’t think people are thinking about you.
o Don’t dress awkward.
o Don’t frequently drink water in between.
o Don’t share your mistakes.
o Never talk about controversial topic.
o Never talk about the things that can hurt any body’s emotions.
 o Don’t make faces, or over gesture.
o Don’t repeat the sentences.

3 Strategies to use visual aids:

This technique is very useful during presentation. It not only gives extra attention to the
audience but also give time to the speaker, to relax in between and feel confident. Some of
the commonly adopted visual aids are follows:

- Handouts: it is one of the popular methods of visual aids now a days, to get
audience involved.
- Chalk board: it is traditional method to explain things.
- Flip chart: it is used as a prop for presentation for public speaking.
- Overhead/ transparencies: also know as view graph, is a thin sheet of transparent
material placed on an overhead projector for display to an audience.
- White board: it is the modern method to explain things.
- Groups: it always creates interest among the audience. Through graphs. We can
easily and precisely explain facts.

4 Presentation strategies:
It is important to plan strategies for presentation.

- Slide presentation: in slide presentation, thoughts are going to be represented in

form of points and speaker has to elaborate them.
- Slide show animation: it is now a days, a popular technique. It is a method in
which pictures are manipulated to appear as moving images. 2D and 3D animation
are used for stylistic reasons.
- Special effect: special effect in presentation made it more eyes catchy and
interesting.
- Videos: videos in presentation always create interest among the audience. It not
only gives an excellent impact but also provides strength and support to the
content.
Interview skills
Interview is a one-to-one conversation between interviewer and an interviewee.
Question asked by interviewer must be accurately answered by interviewee. Interview
is a process, in which interviewer/ company decides which interviewee is best suited
for their company/ organization and interviewee selects the company he wants to work
with.

Necessary interview skills:

(1) Research the organization: find out in detail about the company you are applying
in. this includes their mission, vision, objectives, principles and history, names of
key leaders of company etc.
(2) Knowledge of the role: understand and analyze what particulars company is
looking for the applied position.
(3) Articulate response capabilities: in an interview, it is important how to respond to
the questions. Answer should be specific to query passed, should demonstrate our
knowledge and qualification. It requires skills when to pause, reflect or even delay
response.
(4) Practice non-verbal communication; you must demonstrate confidence, make eye
contact with interviewers, dress up formally.
(5) Prepare for potential interview question: almost all interviews have certain
common questions. Make a list of those questions and prepare them in advance.
(6) Be punctual: Always reach the venue well in time to appear professional.
(7) Be attentive: Listen carefully to what is said by an interviewer. Good
communication skills can easily impress interviewer.
(8) Speak clearly: your speech should be clear, suitable and precise. Clarity of
thoughts must be maintained.
(9) Don’t be too familiar: you must know what and when to speak. If it is a formal
meeting, to don’t act friendly. Stick to what is being asked and respond politely
them.
 (10) Ask questions: if given an opportunity to ask any questions, never say ‘no’ .
Asking questions related to job, department or company will demonstrate your job
interest.

Negotiation skills:
Negotiation is a discussion between individuals to reach an alternative which would satisfy
all parties involved in it. To make negotiation effective and fruitful, effective communication
is essential. The discussion occurring during negotiation does not involve fighting or
argument. It is a process of attaining settlement or compromises by following principles of
fairness.

Steps of negotiation
Negotiation has a structured approach.

1. Preparation: this includes planning and preparation before negotiation. Date, place and
time need to decide beforehand. Prior research on the reason of negotiation is to be
done. For example in an organization, rules of organization, the knowledge about
negotiating parties, clients involvement should be done.
2. Discussion: in this phase both negotiating parties come face to face. Each party will
present its case to other party. Information is exchanged between the parties.
3. Bargain: each arty will try o convince other party about the demands and needs. This
phase is most crucial one as most of the work is done by both parties. Bothe parties
have to be opening minded and tactful while negotiating.
4. Close: the closure phase is the final stage. In this last few adjustments by both parties
are made before closing the deal. It includes finding the written agreement between
both parties.

Types of negotiation:
Different people have different negotiation style depending on their style of
communication.
(1) Compete: a competitive negotiation style are result-oriented and are good at attaining
short term goals. They normally follow “you win you lose” model. Such type of
negotiator often focuses on winning the negotiation by all possible means. They do
not consider mutual beneficial agreement.
(2) Collaborate: the collaborative style of negotiation focus on finding solution /
agreement satisfying all the negotiation parties. They follow “I win you win” model.
Negotiator emphasis on building and strengthening relationship without
compromising their company’s best interest. They try to find innovative solution and
invest time in building business partnerships with other organizations.
(3) Compromise: the compromising style of negotiation, focus on “I win/Lose some, you
win/lose some model. They find middle way solution which is fair both the parties. It
is form of bargaining. It is often done when you have trust on other party or when one
party wants to fix/ maintain relationship with other party.
(4) Avoid: the avoiding style of negotiation follow “ I lose, you loosoe” model. Such
negotiators do not like this negotiation, dislike conflict and sometimes even stop
communication and contact. Such type of negotiation occurs it one of the parties is
forced to be involved in negotiation or the issue of negotiation is not trivial and so not
worth investing time in.
(5) Accommodate: the accommodating style of negotiation follows “I lose you win”
model. Such negotiators are opposite of competitive ones. Their major concern is in
preserving relationship with other party. Such negotiators are required to build/ repair
the business relationships. Negotiators consider the interest of the other party and
share extra information with them.

Successful negotiation:
Negotiation ability requires both interpersonal and communication skills to be successful.
A successful negotiation requires all negotiating parties to come together and frame a
mutual agreement. Following are the points for the successful negotiation.

(1) Always be assertive. Do not hesitate to ask what you want.

 (2) Always come prepared for negotiation. Before negotiation meeting, gather all the
related information.
(3) Analyze the problem and find out the interest of all negotiating parties.
(4) Always be an active listener. One must listen of all negotiating parties.
(5) Always express your feeling without anxiety or anger
(6) Avoid misunderstanding during negotiation. Your communication must be clear and
effective.
(7) Always focus on finding solution of the problem, which is our ultimate goal of
negotiation.
(8) Negotiator must have quick decision taking capability.
(9) Maintain a trusting and healthy environment the negotiation. This will help in
retaining the good working relationship with negotiating parties.
(10) Maintain a positive atmosphere throughout the negotiation. This will help in
retaining the good working relationship with negotiating parties.

Critical and Creative thinking in communication:

Creative thinking:
Creative thinking is thinking / looking at problems, challenges, tasks with a new perspective.
This referred as ‘thinking out of box’. It is the ability to perceive fresh/ different patterns that
are not obvious. The person who does painting, drawing, compose music, write a novel are
considered artists. They are the creative thinkers. Being creative does not include artists.
Creative thinkers are the people who generate new/fresh ideas in their respective work
domain. Creative thinking skills include-open mindedness, imagination, originality,
adaptability, flexibility etc. creative thinking process involves different communicational
exchange at various levels and stages example creativity in delivery ideas before others,
creativity in innovating ideas, creativity in resolving conflicts etc.

Creative points will help you to enhance creative thinking.

(1) One must be a good observer. Observe people, nature, events, and surroundings
around you.
 (2) One must allow ideas to incubate.
(3) Always ask yourself. “What would happen if…”, “in how many different ways”.
(4) Always try to develop ideas to expand your possibilities.
(5) One may use mind mapping to capture ideas. Write down any connected or related
ideas that come to you.
(6) Develop the habit of discussing your ideas with others. This will give clarity to your
vision.
(7) Develop the habit of discussing your ideas with others. This will give clarity to your
vision.

Critical thinking:

Effective communication begins with clear thought process and critical thinking is a tool
to build our thoughts. When thinking is associated with reasoned, judgments that are
logical and well thought out, we called it critical thinking. A critical thinker:

(i) Interprets the logical connections between ideas.

(ii) Can solve the problem systematically.
(iii) Can identify and make logical arguments.

Critical thinking makes communication more effective and successful. As it prepare you
with facts, arguments, perspectives and possible solutions prior to the communication.
Employer always looks for candidates having logical thoughts process and critical thinking
skills. Such employees can be trusted to make decision on their own which will be beneficial
for company.

Following skills are required for critical thinking:

(1) Analytical skills: this is the ability to carefully examine problem, set of data or text
and understands what it means and what it present.
(2) Communication: ability to share your ideas effectively with your colleagues or
friends.
(3) Creativity : ability to come-up with some new innovative ideas. Creative thinking skill
is required for critical thinking.
(4) Open – minded: ability to analyze the event / situation/problem without bias.
 (5) Problem solving: ability to analyze and generate solutions for a problem.

Difference between creative and critical thinking:

Creative thinking Critical thinking

Ability to create Ability to evaluate or

something new. analyze something that
already exists.
It is generative process It is analytical process.

It is divergent It is convergent.

Creative thinkers uses Critical thinking is

right side of brain and orderly process and thus
does not process uses left side of brain.
information in linear
order.