COMMUNICATION

Role-
 Exchange of information

 To educate employees

 To motivate employees

 To order employees & use for

warning them
 To suggest and advice
COMMUNICATION

 To persuade
 To use for counseling
 To raising morale
 For developing good interpersonal
relationship
COMMUNICATION

That includes-
 What ?

 When ?

 Who ?

 Where ?

 Why ?
COMMUNICATION

“Communication is telling, listening

and understanding”. -Alen
Lewis

“The word communication describes

the process of conveying messages,
facts, ideas, attitudes and opinion from
one person to another so that they are
understood”. -M.W.Cumming
COMMUNICATION

 “The process by which information is

transmitted between individual and
organization so that an understanding
result responses”. -Peter
Little
 “Communication is broad field of
human interchange of facts and
opinions & not the technologies of
telephones, telegraphs, radio and the
like”. -Charles E.Redfields
COMMUNICATION

 When ?

 It takes place as par the

requirement of completion of any
task or business activity.
COMMUNICATION

 Where ?

 At work place, any organization,

any platform related to completion
of business as well as routine
activities.
COMMUNICATION

 Why ?

 for smooth functioning of individual

and organizational activities and
achieving their goals.
 COMMUNICATION PATTERN

 ON THE BASIS OF EXPRESSION-

1. ORAL COMMUNICATION
2. WRITTEN COMMUNICATION
3. PICTORAL/ GESTURAL/ SIGN
COMMUNICATION
 Channel of communication
ON THE BASIS OF ORGANIZATIONAL
RELATIONSHIP-

 Formal communication
 Informal communication
 Channel of communication
ON THE BASIS OF FLOW-

 Vertical communication (upward and

downward)
 Horizontal communication
 Diagonal/Crosswise communication
 Channel of communication
ON THE BASIS OF EXPRESSION-

 Oral communication
 Written communication
 Pictorial/gesture/nonverbal/sign communication
 COMMUNICATION PATTERN

 Formal communication

Vertical Horizontal/lateral Diagonal

Upward Downward
 COMMUNICATION SYSTEM

MANAGER HR

MANAGER PRODU MANAGER ADMIN

s

MANAGER MARKET MANAGER QUALIY

MANAGER ACCTT
 Communication system
 OPEN COMMUNICATION SYSTEM
Which includes-Formal and Informal, Downward
and Upward, Horizontal/lateral, Diagonal and
Grapevine without specifying boundaries (Two
Way).
 CLOSE COMMUNICATION SYSTEM

Which includes- Formal, Downward, lateral

communication Inside Organization only (One
Way).
Purpose of Communication

 To seek or give information.

 To place an order.
 To grant or apply for credit.
 To purchase goods & sell goods.
 To send and receive complaints.
 Purpose of Communication
 To maintain good relations.
 To enquire about anything.
 For giving thanks &
 For sorry/apologies for any omission.
 To integrate various parties with our
product & service.
Process Of Communication

1. Develop an idea by sender (inputs)

2. Encode
3. Select the medium
4. Select the channel
Process Of Communication

5.Transmitt the encode by sender

6. Receive the encode by receiver
7. Accept the input
8. Decode the input well
9. Use the information
10. Provide feedback to sender
Importance Of Communication In
Management-

 To Seek and give information.

 To place an order.
 To purchase goods and services.
 To send and receive complaints.
 To maintain good relations.
 To enquire about anything.
 For giving thanks &
 For sorry/apologies for any
omission.
 To integrate various parties with
our product & service.
 COMMUNICATION STRUCTURE IN
ORGANIATION

CHAIRPERSON

B.O.D

M.D.

MANAGER HR

MANAGER Pdn MANAGER Mkt MANAGER Fin

SUPERVISOR Pdn SUPERVISOR QC SUPERVISOR Mtn

EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE EMPLOYEE

COMMUNICATION

BARRIERS AT DIFFERENT LEVELS-

 At the level of sender / Transmitter

 At the level of medium.
 At the level of Receiver.
COMMUNICATION

BARRIERS OF COMMUNICATION-
 Sensory Disabilities
 Physical Barrier
 Semantic or language Barrier
 Socio-Psychological Barriers
 Organizational Structure complex.
 Protective screening.
Barriers on the part of sender
 No clarity about objective of Communication
 Lacks in Communication skills
 Sender have fear of Receiver’s status.
 Reliability of sender.
 Differences of perception.
 Educational qualification, experience and mental
state.
 Age & culture of sender.
 Sensitivity towards other’s feelings by sender.
Barriers at the part of medium

 Urgency
 Availability of expenses
 Approach to the receiver
 The organization structure
 Leadership
 Situation
 Wrong choice of medium
Barriers at the part of receiver
 Inattentiveness of receiver
 Lack of concentration
 Poor listening skills
 Perceptual deference
 Personality, age, mental state of service
 Educational Qualification culture and experience
 Decoding error
 Communication barriers

Socio – Psychological Barriers-

 Emotional Stability.
 Emotional madness.
 Lack of trust.
 Inattentiveness.
 Poor retention power.
 Fear and Status consciousness.
 Principles of communication
 Clarity
 Completeness
 Conciseness
 Correctness
 Consideration
 Courtesy
 Concreteness
Principles of Communication
CLARITY:
 Use simple words

 Use single words in place of phrases

 Use verb for noun

 Avoid double entry

 Use concrete & clear words

 Use active voice

Principles of Communication

CLARITY:
 Avoid excessive use of infinitive

 Avoid jargons and hackneyed

 Avoid ambiguity by clarity of ideas

 Use punctuation marks properly

Principles of Communication

COMPLETENESS:
 Always keep 5Ws in communication

 Always keep message with proper

arrangement
 Avoid ambiguity before transmission
Principles of communication
CONCISENESS:
 Organize your message well

 Involve only relevant matters

 Avoid repetition if not important

 Use content in brief

 Politeness, courtesy, completeness

should applicable properly

Principles of Communication

CONSIDERATION:
 Use you attitude in place of I

attitude
 Use alternative gender

 Use pleural tense

 Use positive and pleasant facts in

place of negative
Principles of Communication
COURTESY:
 Always try to reply immediately

 Always create harmonious

relationship
 Thanks generously for favor

 Avoid irritating expressions

 Apologies sincerely for omissions

and errors
 Avoid expressions that include
overlook, ignored and unaware
Principles of Communication

CORRECTNESS:
 Give only correct facts
 Send information when you convict
yourself
 Send your inputs at correct time
and correct style
 Consider the educational
background of receiver
Writing Curriculum Vitae’ /Resume’

Vitae is plural of life & CV= Course of life

 Career Objective

 Job experience

 Qualifications

 Prize and awards

 Extracurricular activities

 Professional membership
Writing Curriculum Vitae’ /Resume’
 Technical and specialized skills
 Strength and interests
 Foreign language known
 Additional information
 References
 Declaration
 Date & place with signature
Guidelines to Effective C.V.
 “First Impression is Last Impression”
 Professional & formal, simple, clear &
concise
 Spelling and grammatical mistake free
 Always with covering letter indicating
post applying for
 Factual and reflects your strength &
achievements
Guidelines to Effective C.V.
 Make list of entire information and then
organize it into suitable headings
 Use bullets appropriately, avoid italics
 Computer typed on good quality paper
 Use Times New Roman, Arial & Tahoma
 List your jobs with designation &
duration in reverse chronological order
Guidelines to Effective C.V.
 Reference given in CV should be
professional and speak good and
positive about yourself
 Interests, strength should be genuine
 Personal details indicating name,
permanent address, contact no, E-mail,
fax no etc
 Always update your C.V.
Application Letter
 Address
 Subject
 Reference no
 Salutation
 Content
 Complimentary close
 Signature
 Enclosed detail (Resume & photocopy of
documents)
Resume

 Name with address

 Career objective
 Job profile
 Job experience
 Professional & technical qualification
 S.I.P.(project, duration,team size and
role) contd-next
Resume
 Academic details
 Personal details
 Skills & strengths
 Major interests
 References
 Declaration
 Signature with full name
 Date & place
Interview letter
 Address
 Subject
 Reference no
 Salutation
 Content
 Complementary close
 Signature
 Date and place
Letter of Acceptance
 Address
 Subject
 Salutation
 Content
 Complementary close
 Signature
 Date & place
Joining Letter
 Address (From-To)
 Date
 Subject
 Salutation
 Content (assurance)
 Complementary close
 Signature with date & place
Reference Letter
 Confidential
 Address (To-From)
 Reference no
 Subject
 Content (full detail)
 Complementary close
 Signature with seal, date and place
Resignation Letter
 Group Discussion

It is an idea generating process in

which more then two person try to
attempt, explore their views and
measure leadership quality, creativity
and other inbuilt qualities that required
to accomplish managerial tasks.
Guidelines For Group
Discussion

 Physical setting
 Preparation as Organizer
 Preparation as Participant
Physical Setting
 It should be big enough
 Neat and Clean
 Comfortable One
 Ventilation and Proper Arrangement
 Ensure the availability of all type of
tables so that proper eye contact
among all participants
 Sufficient gap between chairs
Physical Setting

 Sufficient gap between chairs.

 Away from noise & disturbances.
 Ensure electronic & electric
equipment in working condition.
 Ensure availability of stationary,
drinking water, pointer etc.
 Organizer :G.D.
 Ensure the list of participants.
 Ensure the current topics that have to
be serve to participants.
 Ensure the type of G.D. to be
conducted.
 Ensure the criteria of evaluation.
 Making records of impressions by
participants.
 Discuss the assessment/end result to
the selected candidates.
Participants: The Positive forces

 Respect to each other.

 Constructive Participation
 Awareness
 Creativity
 Sensitivity/careful listening
 Initiative ness
Participants: The Positive forces

 Leadership Quality
 Assertiveness
 Reasoning ability
 Flexibility
 Inspiring ability
 Team Player
Interview

It is an attempt for seeking

maximum amount of information
about suitability of a person for
concerning job
Interview Process

 Phone screening
 Human resources- organization fit
 Hiring manager
 Peers/customers
 “Round Robin” style
Types of Interviews

 Panel
 Resume-based
 Structured
 Non Structured
 Stress
 Case
Interviewee's Preparation
 Dress up formally
 Be fully prepared (2 copies of CV.5
Photographs, 2 sets of attested
photocopies of testimonials, a copy of
advertisement and interview call letter)
 Know about the company
 Apply Etiquettes while interview
 Be punctual, attentive, calm & optimistic
Interviewee's Preparation
 Make strategy for interview
 Have a command over language,
pronunciation, pitch and tone
 Don’t be over smart
 Always switch off your mobile phone
while entering in interview room
 Don’t try to guess the answers
 Take permission before final departure
Interviewers Should:

 Be prepared
 Listen
 Take notes
 Avoid common errors:
 Similar-to-me (Projection)
 Halo/horn effect
 Recency effect
Interviewing Errors

 Halo effect: When one aspect of

subordinate’s performance affects the
rater’s evaluation of other
performance dimensions
 Leniency: The tendency to rate every
high or excellent on all criteria.
Interviewing Errors

 Stereotyping: Attributing
characteristics to individuals based on
their inclusion or membership in a
particular group.
 Recency: when rater try to teach as
he wish or seeks the responses in a
new sense/novelty.
Communication Networks

 Intranet
 Internet
 E-mails
 SMS
 Teleconferencing
 Videoconferencing
 E-commerce
 E-Bussiness
Intranet

 It is a type of private internet that

works inside the organization for
transmitting valuable information
to a large no of receivers inside the
organization successfully. It can
easily updated and available to its
users.
Internet
It is a vast computer network of
many different computer network
existing in the world. It is a collection
of interconnected networks.
 Modem- it is a communication device
that enables a computer to transmit
information over a standard
telephone line. It converts signals
from analog to digital and from digital
to analog
Internet
 LAN-It connects 2 or more computers
within very small range (1m to 1km) of
organization
 IN- it is combination of 2 LANs
 WAN-It is a type of telecommunication
networks that span a wide geographical
area with aiming efficient transmission
among sites and sharing of hardware
and software economically and
efficiently by different users ie public &
private networks
Extranet

 Some organization have websites

available on the Internet but with
access limited to account holders by a
password system. It is used in B2B
trading where customers are required
to have an account.
E-mail & SMS
 E-mail-It is a system of electronic
correspondence by which users send &
receive message over a network of
computer and telecommunication
links.
 SMS- it is a facility to send and receive
text messages from one mobile to
another mobile phones and very
effective to users in silent zones
 Teleconferencing-It is electronic
communication between two or more
people at (Physically dispersed) two or
more locations.
 Videoconferencing- it facilitates people in
different locations to hold interactive
meetings and provides real feel of the
conversation by adding visual part in that
with help of MIC, Speaker & Camera
connected to Computer network
 Videoconferencing
 Substitute for face to face communication
 Communication is in real time
 Overcomes transcending barriers of
distance
 Saves traveling costs of executives
 Leads to saving time of holding meetings
 Facilitates rapid expansion of knowledge
of people sitting at different places
 E-Commerce-It is the process of carrying
out of business transactions through
internet & involves buying and selling
product and services & information via
computer through internet
 E-Business-It is the conduct of business
on the internet that involves not only
buying & selling but also servicing
customers and collaborating with
business partners
Vardhman & Vardhman
“PRIDE” model for effective
communication.
 P = Purpose of the communication

 R = Receiver Roles

 I = Impact desired

 D = Design of the communication

 E = Execution of the communication

 Oral Communication (unit-2)

Oral Communication includes-

 Face to Face Conversation.
 Telephonic Conversation
 Oral Communication includes-
 Lecturers
 Speech
 Group discussion
 Social gatherings
 Interview
 Conference & Meeting
MERITS
 Facial expressions and gestures make
communication effective
 It is the best medium for discussions as
negotiation, interview, counseling etc.
 Communicator can get known the reaction of
message on receiver through his gestures &
expressions & tone
MERITS

 It provides immediate feedback.

 It save time & efforts.
 Listener can get immediate clarification of any
doubt in his mind.
LIMITATION-
 It is not possible while dealing a large group.
 It is ineffective when listener is not attentive and
different perceptions
 It can not retain for longer time as permanent
record.
 It is less effective if communicator has no convict
on himself
Merits of Telephonic Conversation-

 Interact freely on Phone.

 It eliminates the barriers between physically
disposed persons.
 We can get immediate / quick feed back. At a time
we can talk one person effectively
 Long discussions are not possible
 Expensive and less effective
LIMITATION-
 Technical problem distract telephone network if
device is not working well
 In case of mobile phone signal problem become
barrier to communication
 Ring tone disturb others anytime any where even
is classroom, meetings, silence zone, conferences
etc
 Principles of Successful
Oral Communication

 Clarity of expression
 Make communication a two-way process
 Develop trust by creating listeners interest
 Be precise, avoid hackneyed
 Avoid communication overload, easy flow
 Overcoming barriers (time, distance &
noise)
 Timely feedback
 Communication & Listening Skills
 Correct choice of medium
 Strong conviction
 Sequence, coherence and consistency in
contents
 Economical, Accurate, Empathetic
 Identify barriers & try to rectify the problem
 Go for appropriate body language
 IMPORTANCE OF FEEDBACK

INPUTS

SENDER FEEDBACK RECEIVER

Factors Affecting: Factors Affecting:
•Sender / Transmitter ( Sx ) Receiver ( Rx )
•Personality and Attitude Personality and Attitude
•Cultural effect Cultural effect
•Mental setup & Psychology Mental setup & Psychology

•Experience & background Experience & background

•Communication Skills Communication Skills

•Knowledge & Qualification Knowledge & Qualification
Nonverbal/ pictorial Communication

 Pictures
 Posters
 Banners
 Film clips
 Slides
 Gestures
Nonverbal/ pictorial Communication

MERITS-
 It is very effective in use in silent zone

 It eliminates differential perceptions

 It is effective when emotions take place

Nonverbal/ pictorial Communication

LIMITATION-
 It is ineffective particular for illiterate persons

 It is not possible in each and every situation

 It cannot be use for lengthy conversation

Written Communication
 Writing Techniques-
1. Predicting
2. Planning
3. Drafting
4. Sharing
5. Revising
6. Editing
7. Evaluating
 Non Verbal Communication
 It covers all external stimuli other than
spoken or written words and including
characteristics of appearance, voice and use of
space and time.
 Kinesics- It is study of the role of body
movements such as winking and shrugging in
communication
 Proxemics-It is also called space language
which subject the deals with the way people
use physical space to communicate.
Intimate
Physical Contact-18”
Personal 18”-4 Feet

Social 4 Feet-12 Feet

Public 12 Feet-range of
eye sight &hearing
 Non Verbal Communication
 Chronemics or Distance language-The
subject that deals with the way people
use time dimension or time language
 Paralanguage- The non verbal factors
like tone of voice, the speed of delivery,
the degree of loudness or softness, and
the pitch of voice which affect the
spoken words called paralanguage
Writing techniques
1.Preparation & Planning Stage-
USE ORSS
O- Objective
R- Receiver/ Reader
S- Subject/ Content to be delivered
S- Style chosen
2. Writing Stage in which consider-
 Use appropriate language
 Be precise while writing
 Keep the objectives & Background
 Try to be systematic and organized
 Use own style
 Write in effective & impressive form
2. Writing Stage in which consider-
 The power of vocabulary/ words use
 Knowledge of Grammar
 Knowledge of spellings
 Knowledge of punctuation
 Knowledge of sentence pattern
2. Writing Stage-
Do’s in effective writing
 Clarity on idea/ thoughts
 Idea should expressed in suitable words
 Be receiver oriented
 Each paragraph should carry similar ideas
 Familiar, simple and concrete words
2. Checking Stage-
 Read and re-read the text
 Analyze the correctness of facts
 Check the word, language, sentence, paragraph
used
 Avoid vagueness of ideas, irrelevant and
imitation
Writing Effective Sentences

 Variety and simplicity

 Coherence and unity
 Economy of words used
 Proper selection of words
 Sequence and ranking
Paragraph Structure

 Introducers: They establish the topic

focus of the paragraph and provide smooth
transition from the preceding paragraph.
 Developers: They support, develop and
clarify the central thought.
 Modulators: They provide smooth
transition between sentences of a
paragraph whenever there is a shift/
change in tone or view point.
 Terminators: They conclude the
discussion or summaries the contents.
Developing Logical Paragraph

Characteristics of a Good Paragraph-

1. Coherence and Unity

2. Order

3. Length

4. The topic sentence

Style And tone of effective writing
Effective Writing

Style Tone
Factors Affecting
 Receiver/reader’s background, age,
experience, qualification, relationship
with author, occasion and interest,
formal/informal etc.
 Business Letters and Reports
 Business letters
 Types of business letters
 Writing memos
 Report- an overview
 Report- purpose/ objectives
 Writing reports
The Report
 Written or oral
 Describes the solution of the case
 Express yourself clearly
 Explain the analyses and logic
 Separate "facts" from opinion
 Lay out a plan for implementating the
decision
 Communication- Report

 “A Report is a formal statement, facts,

information or something else which is presented in
a convenient form”.
 Report plays vital role and it is indispensable in the
organization.
 Report is considered as basic management tool in
the business decision making.
Communication-Reports (Types)

ON THE BASIS OF FREQUENCY-

 Daily Report

 Weekly Report

 Fortnightly Report

 Monthly Report

 Special Report
ON THE BASIS OF FUNCTION-
 Information Report

 Progress Report

 Inventory Report

 Inspection Report

 Analytical Report
ON THE BASIS OF DEGREE OF
FORMALITY-
 Formal Report which includes

Statutory Report
Non Statutory Report
 Informal Report
Communication-Reports (Objectives)

 It helps in decision making and problem

solving.
 It is a permanent record which can be referred
in future if required.
 It provides useful information to its users i.e.
creditors, shareholders, customers, general
public and specific audience.
 In the organization performance report forms
the basis for reward, increments, pay increase,
promotion, training etc.
 It helps top management in strategy planning.
5 Steps to Report Writing

1. Define the problem

2. Gather the necessary information
3. Analyze the information
4. Organize the information
5. Write the report
Anatomy of a Report

 Cover Page
 Title Page
 Letter of Transmittal
 Table of Contents
 List of Illustrations
 Executive Summary
 Report Body
Communication- Business letters

Kinds-
 Formal /Official letters

 Semi official letters

 Personal/Informal Letter

 Business Letter
 Elements of memorandum-
 The designation of Sender

 Reference designation of note it does note

requires signature
 Date

 Subject

 Signatire
Case method of learning
Agenda

 1. Why Case Studies?

 2. How to deal with them?
 3. The report
 4. Case analysis approaches
Case Study
A case is a written description of an
organization, usually containing
information about numerous facts of
the organization, its history, external
environment and internal operations.
It may be
 Theoretical or Factual
 Structured or Unstructured (Facts/LQ)
Case Studies and Practice
 Interesting, real world situations with
insights into the studies of
management
 Decision making
 may become easier
 better quality of decisions
 faster decision making
 Working in teams
 Advantages
 Develops analytical & problem solving skills
 Provides exploration of solution for complex
issues
 Sharpen conceptual skills and knowledge
 Improve decision making ability
 Improve human relation & communication
skills
 Real life situation encourages keen interest
&examine cross currents with an open mind
Steps in analyzing case study
 Read the case thoroughly
 Define the central issue
 Selecting relevant areas of consideration
 Identify the constraints to the problem
 Identify all the relevant alternatives
 Select the best alternative
 Develop an implementation plan
Steps in analyzing case study
Reading the case
 Previewing- The case should be study
thrice. The 1st quick reading providing
familiarity; the 2nd provides initial
understanding & 3rd reading provides a
full command of facts, info, views,
issues etc of the case problem.
 Skimming- after reading the case
thoroughly, one’s should be able to
separate highly important information
from the less important information.
 Identifying the case limits- These are
boundaries expressed in area, time
horizon, age bracket, income group,
educational level etc in hints directly or
indirectly.
 Scanning the problem-After obtaining
facts, one’s should proceed to identify main
problem & discover relationship b/w
problem and factors responsible for it.
 Analysis and final Alternative solution-
With comparison of pros & cons of
various alternative, one’s choose the
best solution to case problem.
 Develop an implementation plan-
After concrete analysis recommend
implementation plan.
Case Analysis- Approaches

 System approach
 Contingency approach
 Behavioral approach
 Qualitative or decision approach
 System approach
 It is based on the generalization that an
organization is a system and its components are
inter related and interdependent.
 In this approach overall objectives &
performance of organization are taken account
rather than different department or sub systems
 Its stresses communication and decision
processes throughout the organization. It
follows an open system approach which can
adjust to the changes in its environment.
 Contingency approach
 This approach believes that there is no one best
way to handle any management problem and
organization must be consistent with the demand
of technology and external environment and the
need of members if the organization is to be
effective.
 Functional, behavioral, quantitative &
management tools should applied simultaneously
 Three main parts of this framework are
1)environment 2)management concepts &
principles 3)contingent relationship b/w the two
Behavioral approach

 This approach emphasis on study of

motivation, individual drives, group
relations, leadership, group dynamics
and so forth issues of human behavior.
 The approach advocated by Maslow,
Hertzberg, Vroom, McGregor, Lawler,
Tannenbaum etc
 Quantitative/Decision approach
 It stands for using all pertinent scientific
tool for providing a quantitative basis for
managerial decisions.
 The belief that management problems
can be expressed in terms of
mathematical symbols & relationships
 Linear programming, Break even analysis,
game theory and critical path are few
techniques that helps for solving
managerial problems
 Quantitative/Decision approach
 Management is a series of decision
making & variables can be expressed in
mathematical model
 If model is properly formulated, equations
are correctly, one can secure best solution
 Organization exists for achievement of
specific and measurable goals & for this
optimal decision must be made through
scientific formal reasoning by
quantification
Quantitative/Decision approach

 Decision making model should be

evaluated in the light of set criteria
like cost reduction, ROI, Meeting time
schedules etc
 The quality of management is judged
by the quality of decisions made in
diverse situations
 Presentation Skills

 Elements of presentation
 Designing a presentation
 Advanced visual supports
 Appearance and posture
 Delivery of presentation
Presentation

 It is a systematic and an effective

way of putting/presenting forth our
thoughts and ideas.
 The art or skill of effectively and
attractively packaging an idea &
than delivering it to the audience for
achieving desired objective is known
as presentation.
 Knowledge
 Self confidence
 Sense of humor
 Concern for listener
 Tact
 Intelligence
 Presentable personal appearance
 Fluency
 Reasoning
 Sincerity
 Emotional control
 Pleasing voice quality
 Trust worthiness
 Honesty
 Forcefulness
 Friendliness
 Open mind ness
Occasion for Presentation

 A function
 A ceremony
 A seminar / conferences
 A funeral
 A business meeting
 An inauguration
 Selling / marketing of product
Objective of Presentation

 To inform
 To educate
 To entertain
 To instruct, command or giving an
order
 To present ideas or views
 To share knowledge
The Importance of Presenting Well

 No matter how relevant, important, or

innovative your message is, your message will
be lost if it is not presented well.
 To help you present well, we will look at two
major areas…
Content of presentation

1. Opener
2. Preview
3. Body
4. Summary
5. Conclusion
 Preview of presentation

1. Content
2. Delivery
 But first, two things you should never do:
 Never try to memorize a script.
 Never say sorry.
Opener of presentation

 Attract your audience to your topic.

 Remind them of your topic’s
importance or relevance.
Preview of presentation

 Previewing your main contents is extremely

important.
 This will increase your audience's
comprehension.
 Think of it as “signposting.”
Body of presentation

 This is the main part of you presentation.

 Although it is the third part, it should be
prepared first.
 After it is prepared, the other parts will follow
naturally.
 Always use transitions.
 Summary of presentation

 This is quite similar to the preview.

 Remind your listeners of the main contents.
Conclusion of presentation

 Leave a good impression with your listeners.

 Remind them again of the importance or
relevance of your topic.
 You might also suggest future areas of
research.
 Other Tips of presentation

 Use vocabulary and structures you know.

 Do not make your slides too complicated.
 Delivery

1. Content refers to what you say.

2. Delivery refers to how you say it.
3. There are three main things to remember
about delivery…
4. Eye contact
5. Voice quality
6. Body language
Eye Contact

 Involve your audience by looking at them.

 Look to the different parts of the room.
 Do not look over your audience.
 Be careful not to focus on your screen.
Voice Quality

 Project your voice from your abdomen.

 If you have a quiet voice, use a mike.
 Speak in a natural, conversational way
 Do not memorize a script.
 Body Language

 Stand up straight, but relaxed.

 Take a few steps.
 Use gestures.
 Avoid unnecessary movements.
 Last Words

 Do not end by saying “That’s all” or

“The end.”
 Your final words can be as simple as “Thank

you.”
 Meetings
 Selecting participants
 Establishing agenda
 Opening meeting
 Discussion
 Closing meeting
 Making minutes of meeting
Meeting (overview)

 It is most commonly used platform for

discussion in the modern organization.
 It is technique of group activity &
formal gathering of persons who
discuss various
common issues with time bound
schedule in presence of chairperson &
purpose (predetermined) of
conducting the meeting
 It is a form of communication supported
by oral and written communication as
notice, agenda, minutes, reports etc.
 Agenda gives structure or framework of
meeting in advance.
 Minutes keep records of proceedings.
 Report turn all issue into permanent
record, which is send to higher authority.
Meeting- Objectives
 To have a group discussion on a
particular topic or common interest.
 To exchange ideas, information &
experiences.
 To resolve a conflict.
 To discuss a problem.
 To receive innovative & productive ideas.
 To make a consensus.
 To discuss a problem & sought solution
to it.
 To finalize decisions.
 To give feedback and suggestions.
 To change attitude of participant from
negative to positive on concern issues.
 To give outline or instruction on any
plan, task etc.
Guideline For Planning The Meeting

 Identify the purpose, or expected outcome, of

the meeting.
 Make sure the right people will be there.
 Develop the agenda.
 Prepare necessary materials.
 Double check the room set up.
 Lead the meeting as a facilitator
 Agree on ground rules
 Practice facilitation skills
 Use consensus-building decision making
techniques
 Be prepared to handle conflict as it surfaces
 Clarify "next steps" and assignments
 Reflect on effectiveness of the meeting
(evaluation)
 Meeting-Agenda
 Develop the agenda together with key
participants in the meeting
 Design the agenda so that participants get
involved early by having something for them to
do right away and so they come on time
 In the agenda, state the overall outcome that you
want from the meeting
 Ask participants if they'll commit to the agenda
 Keep the agenda posted at all times
 Don't overly design meetings; be willing to adapt the
meeting agenda if members are making progress in the
planning process
 Think about how you label an event, so people come
in with that mindset; it may pay to have a short
dialogue around the label to develop a common
mindset among attendees, particularly if they include
representatives from various cultures
 Opening the meeting
 Always start on time; this respects those who
showed up on time and reminds late-comers that
the scheduling is serious
 Welcome attendees and thank them for their time
 Review the agenda at the beginning of each
meeting, giving participants a chance to
understand all proposed major topics, change
them and accept them
 Note that a meeting recorder if used will take
minutes and provide them back to each
participant shortly after the meeting
 Model the kind of energy and participant needed
by meeting participants
 Clarify your role (s) in the meeting
 Don’t wait those who not appears on time
 Closing the meeting

 Always end meetings on time and attempt to

end on a positive note
 At the end of a meeting, review actions and
assignments, and set the time for the next
meeting and ask each person if they can make it
or not
 Clarify that meeting minutes and/or actions will
be reported back to members in at most a week
Making minutes of meeting

 Before the Meeting

 Choose your tool: Decide how you will take
notes, i.e. pen and paper, laptop computer, or
tape recorder.
 Make sure your tool of choice is in working
order and have a backup just in case.
 Use the meeting agenda to formulate an
outline.
 DURING THE MEETING-
 Pass around an attendance sheet.
 Get a list of committee members and make sure you know
who is who.
 Note the time the meeting begins.
 Don't try to write down every single comment -- just the main
ideas.
 Write down motions, who made them, and the results of
votes, if any; no need to write down who seconded a motion.
 Make note of any motions to be voted on at future meetings &
Note the ending time of the meeting
After the Meeting
 Type up the minutes as soon as possible after
the meeting, while everything is still fresh in
your mind.
 Include the name of organization, name of
committee, type of meeting (daily, weekly,
monthly, annual, or special), and purpose of
meeting.
 Include the time the meeting began and ended
 Media Management-Objectives
 Critically important outcome of public
relation activity of an organization
 Presenting a favorable image of the
organization
 Promotion of products & service of
organization
 Promoting goodwill of the employee/
members/ shareholders/ stakeholders etc
 Overcoming misconceptions and
prejudices in the mind of stakeholders
 Education of the public to a point of view
& about company’s activities
 Recognition of best employer
 Promoting goodwill of the suppliers,
customers, government departments and
rest of industry employee/ members/
shareholders/ stakeholders etc
Press Release
 Press release are information issued by a
company to inform the publics about
important events occurring within the
company or industry
 Press release Vs Press report- Press
report is written by a correspondent of a
news paper whereas press release is
prepared by executive of company itself
 Write the lead
 Write the press release body copy
 Communicate the 5 Ws and the H
 Include information about the company
 Tie it together
 Add contact information
 Signal the end
Seminars
 It is a discussion in a small group in
which the result of research or
advanced study is presented through
oral or written reports
 It purport to share knowledge & get
views of equally knowledgeable
persons in which discussion followed
after presenting paper by a person
 Workshop

 It is a discussion group which is more

work oriented, with guidance by specialist
resource person and participation by all
members of the group
 Skills required are more or less the same
with some additional skills required
depending on the type of discussion group
Conference
 It is usually a large gathering of
persons then seminar who meet to
confer on a particular theme or to
exchange experience or information
 The discussion in it usually results in
a set of suggestions or
recommendations on the central
theme of conference
 The delegates may choose among
several discussion sessions going on
simultaneously in the conference
 An educational & research
organization or chamber of commerce
may take initiative and invite
delegates from various organizations
to discuss problems of mutual
interests of industry in the conference
 Business etiquettes
 It means conventional rules of behavior which
are generally unwritten and are passed on
from one to another that desired to maintain
human values and ethics in business
 I = Integrity
 M = Manners
 P = Personality
 A = Appearance
 C = Consideration
 T = Tact