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Unit 1: Fundamentals of Technical Communication

1.1 Communication 1.5 Approaches/Requisites of Technical Comm.
The word "communication" has been derived from a Latin 1. Brevity: It should be brief and provide information
word 'communicare' which means 'sharing'. in a concise manner.
So, The communication is the act of sharing or 2. Clarity: It should be clear without any confusion.
exchanging information, ideas or feelings. 3. Simplicity: It should be written in a simple language.
4. Objectivity: It should be written in limited words.
1.2 Technical Communication 5. Utility: It is done for some specific purpose.
Technical communication is a communication that 6. Vocabulary: It uses specific technical vocabulary.
conveys complex technical information in an easy-to- 7. Informative: It should be used to give specific
understand manner. information.
(OR) 8. Use of active voice : Active voice should be used as
Technical communication is the study of the targeted it is easy to understand and emphasis is laid on the
audience and then finding out the best way to present subject and not on the object.
the information. 9. Avoid repetition : Repetition should be avoided.
It involves gathering knowledge from experts and
customers by conducting interviews, testing their topics, 1.6 General V/s Technical Communication
studying existing information and finally reshaping this
General Comm. Technical Comm.
information, so that the correct audience can access,
Contains General Message Contains Technical
understand and use it. Information
Informal in style Formal in style
1.3 Features of Technical Communication Mostly Oral Oral or Written
Do not follow any set of Follows Set of Pattern
 Addresses particular readers or audience. pattern
 It has sentences of moderate length. Not always for specific Always for specific
 It has Logical division of paragraphs. audience. audience
 Helps people to solve problems. General vocab is used Technical vocab is used
 Reflects an organizations goals and culture. No use of technical terms Frequently involves
 Consists of words or graphics or both. or graphics. jargons, graphics, etc.
 Is produced using high tech tools.
 It disseminates knowledge in oral or written form. 1.7 Language as a tool of Communication
 In order to express the ideas in a proper way we
1.4 Purpose of Technical Communication
need a language to communicate so language is very
Technical communication serves three purposes that necessary for our daily life.
sometimes overlap:  Effective communication is made possible with the
help of language.
1. To inform: Anticipate and answer your readers'
 Language employs a combination of words to
questions.
express ideas in a meaningful way.
2. To instruct: Enable your readers to perform certain
 By changing the word order in a sentence, you can
tasks.
change its meaning, and even make it meaningless.
3. To persuade: Motivate your readers.
 Physical gestures are also sometimes the medium of
expressions. For example, crying in anger, laughing
or waving hands helps a person to communicate
some of his feelings.
 Man has invented language which helps him to
communicate with different parts of people.

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1.8 Characteristics features of Language 1.10 Technical Writing
1.Language is Artificial: Man has created language for his  Technical writing is a type of writing where the
convenience, to express his thoughts and experiences. author is writing about a particular subject that
requires direction, instruction, or explanation.
2.Language is Restricted: When we translate our  This style of writing has a very different purpose and
thoughts into language, some meaning is lost in the different characteristics than other writing styles.
process. So, Some time we feel unable to express our  Technical document is written keeping focus on the
thoughts in words because all can not be explained type of audience being targeted.
through words.
3.Language is Arbitrary: There is no direct relationship 1.11 Sentences
between a word and the idea or the object it represent. A sentence is a set of words that are put together to
We cannot say why we name a piece of furniture with mean something.
four legs as “chair”; it could have been something else.
Requisites or Salient Features of Good Sentences
4.Language is Abstract: Language is abstract because it
1. Brevity (Short Sentences): It should be brief and
represents generalized ideas of things or thoughts. A
word could represent different ideas at different times. provide information in a concise manner.
2. Clarity: It should be clear without any confusion.
5.Language is Creative: Language is creative because it
3. Simplicity: It should be written in a simple language.
has the ability to generate many words every day.
4. Utility: It is done for some specific purpose.
1.9 Reading & Comprehension 5. Avoid repetition : Repetition should be avoided.
6. Choose appropriate words
 "Reading" is the process of looking at a series of
written symbols and getting meaning from them.
 The reading is of different types.
1.12 Paragraph
1. Reading extensively: For general understanding A paragraph can be defined as a group of sentences or a
of the subject. single sentence that expresses a single idea, supported by
2. Reading intensively: For in-depth knowledge of evidence in the form of examples, thus forming a unit.
the text.
Requisites or Salient Features of Good Paragraph
 “Reading comprehension” refers to the ability to
understand the information presented in written form. 1. Brevity (Short Sentences): It should be brief and
provide information in a concise manner.
Reasons for Poor Comprehension are: 2. Clarity: It should be clear without any confusion.
1. Inability to understand a word.
3. Simplicity: It should be written in a simple language.
2. Inability to understand a sentence.
3. Inability to understand how sentences relate to one 4. Utility: It is done for some specific purpose.
another. 5. Avoid repetition : Repetition should be avoided.
4. Inability to understand the information fits together 6. Informative: It should be used to give specific
in a meaningful way (organization). information.
5. Lack of interest or concentration. 7. Use of active voice : Active voice should be used as
Tips to Improve Comprehension Skills: it is easy to understand and emphasis is laid on the
1. Read a variety of materials. Do not limit yourself to subject and not on the object.
textbooks. 8. Choose appropriate words
2. Read a fairly long portion of the material. Try to
read an entire section or chapter instead. Basic three sections of a paragraph:
3. Circle unknown or unfamiliar words as you read. 1. Beginning - Introduce your idea.
4. After reading, recall as much of the information as 2. Middle - Explain your idea.
possible. 3. End - Make your point again, transition to next
5. Consider how interesting the subject matter is and paragraph.
how much you already know about the subject.
6. Answer questions about the material after reading
it.

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1.13 Principle Requirements of Paragraph 3. Exposition Method: These paragraphs explain how
something works or what the reader is to do to make it
Development work. Such paragraphs demand certain knowledge.
1. Topic sentence: Topic sentence is a sentence that Nevertheless, writing them is a great exercise to
expresses the main idea of a paragraph. This is also understand the material, because you keep learning
known as key sentence or theme sentence. when you teach. In expository writing, linking words
2. Coherence: Coherence refers to the clear and logical like first, second, then, and finally are usually used to
thinking of ideas in a paragraph in such a way that a help readers follow the ideas. Exposition is explanatory
thought expressed in a sentence easily leads to the writing. Exposition can be an incidental part of a
thought in next sentence and so on. The word description or a narration, or it can be the heart of an
coherence literary means Consistency. Four devices article.
used to build up this coherence. 4. Linear Method: Linear means 'consisting of lines' or
a. Pronouns: It is used as a substitute for a noun, and 'one dimensional'. Each sentence leads to the next one
this always serves as a reminder of the noun in the in a paragraph, with the purpose of maintaining a
earlier sentence. Thus, it maintains the continuity of forward movement; and each paragraph can be a step
thought. to take us to a goal. A logical series can be made even a
b. Repetition: The repetition of some keywords or consecutive arrangement of information.
phrases in the paragraph serves not only to make
5. Interrupted method: Whenever the writer gives a
the paragraph coherent but also to emphasize the
break to the line of thought and gives a turn to the idea
author’s point of view.
to produce the desired effect, he uses this method. The
c. Synonyms: Synonyms are substitutes for words
punctuation marks , ( ) _! (comma, parentheses, em
already used and have similar meanings. This device
dash, exclamation mark) serve as interrupters and add
is useful because it helps the writer to avoid
emphasis to the sentences. The interrupt the flow of
excessive repetition.
sentences by breaking chunks of ideas. Remember,
d. Connectives: These are words or phrases which
interrupters can be words, phrases, or punctuation
usually occur at the beginning of a sentence to show
marks.
the relationship between the new sentence and the
preceding sentence. Examples of connectives : but, 6. Spatial Order Method: When the matter refers to
and, or, further, etc. certain areas, an area-wise arrangement of the matter
must be preferred to present it systematically. This
3. Unity- Unity refers to one as a whole or oneness. All
method helps the reader to visualize what he sees and,
the parts of a paragraph should contribute to one
therefore, it is better to understand the physical
effect and lead to unified purpose. One idea should be
qualities of the subject matter.
expressed in one sentence and avoid too much lengthy
sentences. 7. Chronological Method: When the matter refers to
some developments in terms of time, a chronological
1.14 Devices or Methods or Techniques for order introduces system in its presentation. This order
is preferred in historical narrations.
Paragraph Development
1. Inductive Order Method: When the matter consists of 1.15 Technical style
some details or known facts, the consideration of
 Style in technical communication is the way one
which leads to a conclusion, it is desirable to adapt the
speaks or writes to convey technical information.
inductive method. This is a logical arrangement,
 Style in technical communication depends on the
beginning with the supporting information available
audience, the communicative context, and the
and concluding with a topic sentence or a conclusion.
purpose of communication.
2. Deductive Order Method: The deductive method is the  Style is formal in a technical report or professional
opposite of the inductive method. It reverses the presentation and informal as a personal letter or
arrangement of matter prescribed in the inductive casual conversation.
method. When a statement is made in the beginning,
and it is followed by the facts that substantiate the
assertion or suggestion made in the beginning, this
method is adopted. In it, one starts with the topic
sentence, and goes on to record the supporting facts.

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Ingredients or Requisites or Salient Features of  It promotes better working relationships within an
Technical Style organization by giving the subordinate staff
opportunities to share their views and ideas with their
1. Brevity: It should be brief and provide information
supervisors.
in a concise manner.  It facilitates employee involvement in the decision-
2. Clarity: It should be clear without any confusion. making process.
3. Simplicity: It should be written in a simple language.  A business report from the Branch Manager of a
4. Objectivity: It should be written in limited words. company to the Managing Director of the company is
5. Utility: It is done for some specific purpose. an example of upward communication.
6. Vocabulary: It uses specific technical vocabulary. 3. Horizontal or lateral communication:
7. Informative: It should be used to give specific  It takes place between professional peer groups or
information. people working at the same level of hierarchy.
8. Use of active voice : Active voice should be used as  It is the communication among workers at the same
it is easy to understand and emphasis is laid on the level.
subject and not on the object.  The main objectives of horizontal communication are:
a. Developing teamwork within an organization.
9. Avoid repetition : Repetition should be avoided
b. Promoting group coordination within an
organization.
1.16 The Flow / Dimensions / Levels of
4. Diagonal or cross-wise communication:
Communication  It is the product of modern changes in information
technology and management.
 It is a response to market needs that demand speed
and efficiency.
 Diagonal communication flows in all directions.
 Diagonal channel occurs between people who do not
have to follow rigid norms of communication protocol.
1. Downward communication:
1.17 Barriers to Communication
 Downward communication refers to the:
a. Communication from the higher level in 1. Physical And Physiological Barriers: These include
managerial hierarchy to the lower level. distance, background noise, poor or malfunctioning
b. Communication from decision makers to the equipment, bad hearing, poor eyesight, speech
workers.
impediments.
c. Communication from seniors to their subordinate
employees. 2. Emotional And Cultural Noise: Emotions (anger, fear,
 It involves the transfer of information, instruction, sadness) and attitudes (having to be right all the time,
advice, request, feedback and ideas to the believing oneself to be superior or inferior to others)
subordinate staff.
affect objectivity, as do the stereotypical assumptions
 The main function of downward communication is
providing direction and control. that people make about each other based on cultural
 A communication from General Manager of a background.
company to the Branch Managers is an example of 3. Language Barrier: Speaking different languages,
downward communication.
having strong accents, using slang or jargon can frustrate
2. Upward communication: communication and negotiation efforts.
 Upward communication refers to: 4. Nothing Or Little In Common: Examples, stories and
a. Communication from subordinates to superiors.
anecdotes can help get a point across, except when the
b. Communication from employees to management.
c. Communication from workers to decision makers. audience cannot relate to any of these because they
 Upward communication involves the transfer of don’t share a common experience with the speaker.
information, request and feedback from subordinates
to their seniors.

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5. Lack Of Eye Contact: Not making eye contact is a sure
way of raising doubt in listeners and losing their attention
and making them feel suspicious of you, not to mention
invisible.
6. Information Overload And Lack Of Focus: Too much
information can confuse your audience and even make
them wonder if you’re overwhelming them with details to
avoid telling them something else they would rather
know.
7. Not Being Prepared, Lack Of Credibility: If you’re not
prepared, if you lack the facts, if you rely on your Power
Point presentation too much, your listeners will notice
and feel let down, even disrespected–and they won’t
believe you.
8. Talking Too Much: When you talk, you’re not listening,
and you need to listen to the people you’re attempting to
persuade.
9. Trying Too Hard, Seeming Desperate: When you try
too hard to persuade someone, you may seem desperate,
and desperation smells like manipulation and turns
people off before you can utter your next desperate word.
10. Lack Of Enthusiasm: If you don’t believe in your
position, product, service, or whatever you’re trying to
sell, they won’t believe in it either.

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Unit 2: Forms Of Technical Communication
6. Simple and clear: The language used while writing
2.1 Technical Report the report should be simple.
7. Brevity: The report should be as brief as possible yet
The word ‘Report’ is derived from the Latin ‘reportaire’ complete.
that means to bring back. 8. Grammatical accuracy: Grammatical errors are like
A technical report is an official document that presents faulty speech. They distract the reader’s attention.
fact, their analysis and decisions and recommendations 9. Special format, illustrations, and documentation:
derived on the basis of facts/data collected by an Reports usually follow a particular layout. All useful
individual. parts of the structure of a report should be included.
Illustrations like charts, tables, diagrams, figures,
All professionals like engineers, scientists prepare their photographs can also be used.
report that helps the executives in decision making. 10. Homogeneity : The report should be written on one
topic.
Importance of Reports:
1. Reports enable decision making and problem solving Steps in Writing a Report
in organization. 1. Analyse the problem.
2. Reports help the authorities in planning things. 2. Determine the scope of the report.
3. Reports are an important means of spreading 3. Consider the audience or the reader.
information both within and outside the 4. Gather information.
organization. 5. Analyse the information.
4. Reports serve as a measure of the growth, progress 6. Prepare the report according to the prescribed format.
and success.
5. Reports serve as a valuable source of information.
Basic Structure of Report
1. Prefatory Part/Front Matter
Objectives of a Report: a) Cover Page
1. To Present a record of project. b) Title Page & Writer’s name
2. To Record an experiment. c) Acknowledgement (To show gratitude to
3. To Record research findings. contributors).
4. To Present information to a large number of people. d) Table of contents
5. To Recommend actions to solve a problem. e) Abstract or summary
6. To Record and clarify the complex information for
future reference. 2. Main Text/Body
Actual report begins with the main body.
Characteristics of a report: a) Introduction
1. Precision: A report has to include lot of information b) Description of problem
in limited space. c) Discussion/Analysis
2. Factual: All information included in a report should d) Conclusion
be based on facts. 3. Supplementary Part/End Matter
3. Relevance: All information should be related and a) Appendix (Contains data, table, graphs, and charts
relevant to the main idea of the report. It should be etc all the supporting material which cannot be
relevant from reader's point of view. placed in main body).
4. Reader oriented: When writing the report one must b) List of References (Reference of original writer and
keep in mind what does the reader need to know (to book).
arrive at a decision) rather than what the report c) Glossary (List of technical terms).
writer may know about it. d) Index (List of important alphabetized words along
5. Objectivity of recommendations: The objective of with the page numbers).
writing the report is to enhance productivity or
business growth and should be free of writer’s own
personal views.

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Categories of Reports:
1. Informative Reports: In this report introduction is Example: Write a report to the Managing Director
followed by a presentation of information or facts regarding the need for improvement of the
and a conclusion. Recommendations do not arise in communication system in the company.
this type of report.
2. Analytical Reports: This type of report analyses the To: The Managing Director
facts, draws conclusions and makes From: M. L. Malhotra (Technical Expert)
recommendations. Date: 21/07/2018
3. Periodic and Special Reports: Periodic reports are Subject : Improvement of the communication system in
presented at regular and prescribed intervals in the the company.
usual course of business. They are also called routine Observation : Personally checked all the departments of
reports. Special reports are related to a single the company and found most of them are affected from
occasion or situation. They deal with non-recurring disturbances in communication system.
problems. Reasons : The networking wires are quite old. Some of
4. Oral and Written reports: An oral report is simple them were found disconnected. Beside the machines are
and easy to present. It may communicate an worn out and in such condition that cannot be repaired.
impression or an observation. Written reports on the
Recommendations :
other hand are always preferred as it can be edited,
1. The old machines are needed to be replaced with new
reviewed, stored and retrieved.
ones which should be equipped with latest technology.
5. Long and Short Reports: These reports are classified
2. The wires should be changed.
on the basis of length. Short reports are precise,
3. An expert system administrator should be appointed to
concise and not very elaborative. Long reports are
make the system more effective.
very elaborative and consist of abundant of
information.
6. Formal and Informal Reports: A formal report is the 2.2 Thesis/Project Writing
result of proper survey and investigation and is  A Project report is a form of written communication
presented the prescribed format. The language is prepared by a professionals at the completeness of his
also very formal. An informal report is usually research work.
transmitted from person to person, there is no set  It records all the data and its analysis and findings in
format and is targeted to only few persons e.g memo objective style which contains all usual elements such
report. as cover page , title page, table of contents, summary,
7. Individual and Group reports: On the basis of the introduction, conclusion and recommendations.
target audience a report can be classified as
individual and group reports.  A Thesis is a long research report. It may span over a
period of 2 to 5 years.
 It provides detailed written account of the data after
Abstract V/s Summary conducting some survey in particular field which
includes data analysis, findings or conclusion derived
Abstract Summary by the researcher.
It states what the report is It sums up all the aspects of  It is divided into chapters.
all about and what the report using ordinary
significance of report is. language. Structure of Thesis Writing
1. Title page
It can be informative as It can be descriptive. 2. Declaration/Certificate
well as descriptive. 3. Acknowledgement
It is shorter in length. It is longer in length. 4. Table of contents
5. Abstract/Summary
6. Introduction
7. Literature review/Background Information
8. Theory
9. Conclusions and Suggestions
10. References
11. Appendices

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Importance/Significance of Thesis Writing Method to write Technical Research Paper
 Create an authentic work of research 1. Title
 An extensive and most complex work of research 2. Authors, affiliations, and addresses
 Improves a researcher's subject knowledge 3. Abstract
 Enhances rational and reasoning skills 4. Introduction
 Open the door for future research 5. Materials and methods
 Showcases your intellectual capacity 6. Results
7. Discussion
2.3 Synopsis 8. Conclusions
9. Acknowledgement
A synopsis is a short, systematic outline of the proposed 10. References or bibliography
thesis, made in preparation for the first meeting with the
supervisor. It serves to ensure that the supervisor gets a 2.5 Seminar and Conference Paper Writing
clear picture of the proposed project and allows him or
her to spot whether there are gaps or things that have
BASIS FOR
not been taken into account. CONFERENCE SEMINAR
COMPARISON
Structure of Synopsis: Meaning A conference refers A seminar is an
1. Title to a large formal instructional event,
2. Statement of the problem and hypothesis gathering of several wherein one or more
3. Aims and objectives people or say, experts
4. Review of literature members, to talk communicate some
5. Research methodology about a specific topic information, through
6. References or subject of lecture or general
7. Official requirements common interest. discussion.

Number of 50-1000 5-10

2.4 Technical Research Paper Writing people
 A research paper is a piece of writing based on original Objective To get an opinion or To educate, discuss
research carried out by the author and is the result of solution for an issue. and guide.
a small scale study.
 The main purpose of a research paper is to add to the Participation Limited participation Active participation
existing knowledge, understanding and scope of a of audience
particular subject.
Organized at Organization or hotel Seminar hall of
meeting space. Institution, or an
Characteristics or Style of Technical Research Paper
arranged space.
Writing
1. Identify the purpose of writing technical research Duration Few days One hour or more
paper
2. Use of proper and relevant technical terms Type of work Presentation and Presentation and
3. Come straight to the point Exchange of views Discussion
4. Use of active and not passive voice
5. Use of modern language Method To Writing a Seminar/Conference
6. Use illustrations
Paper
7. Accuracy of language
1. Title page
8. Use bias free language
2. Table of contents
9. Use of right tone
3. Abstract
10. Discuss and describe data in a systematic way
4. Introduction
11. Written in formalized structure
5. Body: Literature Review, Implementations, Results,
Discussion, and Analysis
6. Conclusion
7. Citations and references

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2.6 Expert Technical Lecture 2.8 C.V./Resume writing
 Eminent speakers from the industries and universities  A C.V. (curriculum vitae) is a detailed document
are invited to enlighten the students with their ideas outlining all of your life achievements, qualifications,
and experiences. associations, awards and skills.
 The objective is to students and faculty members the  A Resume is a more concise document; an
opportunity to gain knowledge and insight into the abbreviated version of your CV that focuses on
innovations through interactive sessions. specific skills and achievements, usually in relation and
 Through these lectures, students get acquainted with relevant to an employment opportunity.
recent developments, practical applications, research,
problem-solving, industry needs and requirements, Structure of a resume
their expectation, scope for students and 1. Heading- It includes the candidates name, address,
implementation of theoretical knowledge. mobile number, E-mail address.
2. Position Sought- The candidate should clearly
Essentials of an expert technical lecture mention the post (he is applying for).
1. Theme clarity i.e. the speaker should be clear about 3. Career Objective- Here the candidate expresses his
the topic he is going to deliver. approach (way of thinking) towards the job.
2. Lecture should be presented in a clear and logical 4. Education- One’s academic as well as professional
sequence. qualification in detail
3. The material should be comprehensible and 5. Special Skills- Special skills and aptitudes
meaningful 6. Works Experience- the work experienced should be
4. After introducing the theme, the speaker should highlighted.
present the data and analyze it. 7. Achievements & Awards- It focuses on one’s
5. Use of required technical terms. personal social & academic achievements.
6. Presentation of findings. 8. Activities and Interest- it includes extra curricular
activities and personal interest.
9. Personal Information- Hobbies, parent’s detail,
2.7 7 C’s of effective business writing social status etc.
10. Date and Signature- signature of the applicant with
1. Consideration: Visualize reader’s circumstances,
date
problems, emotions, and desires etc, and indicate that we
understand them by using our words with care.
2. Courtesy: We should be courteous and polite during Salient features of resume writing are :
business writing. 1. It should be original.
For example, instead of writing, “we did not send the 2. It should reflect the candidate’s personality,
cheque”, use “The cheque was not enclosed”. Even if we employment goals and career aspirations.
are writing a complaint letter, our tone must be polite . 3. Resume should focus on required qualifications as
3. Clarity: We should be clear and specific in the letter. per job.
The words used should be unambiguous and clear. 4. The details of contacts should be mentioned.
4. Concreteness: A good business letter always provides 5. Work experience should be mentioned.
concrete (actual, specific and convincing) information. 6. Achievements in career should be highlighted.
For example, Instead of saying, “I expect the order to 7. Awards and honors must be given.
reach me at the earliest”, use “I expect the order to be 8. References id (if any) should be mentioned.
delivered to me by the 21st of February 2019”. 9. Covering letter or application for the job should
5. Correctness: Correctness of both expression and the always be attached with the resume.
information should be followed while writing a business
letter. Facts, Grammatical structures and spellings should
be correct.
6. Conciseness: Use only necessary details and short
sentences.
7. Completeness: Provide complete information in the
letter.

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2.9 Technical Proposal 10. Conclusion : It presents the final summary of the
proposal.
 Proposal is derived from the word “propose” which
means to suggest, to offer a solution, or to forward a
new idea.
 Proposal is an act of proposing, or anything proposed.
 It is a form of business letter or a formal report
written to draw the attention of the public to any
issue.
 Proposal is nothing but a way to sell one’s ideas.
 The main objective of writing a proposal is persuasion.
 It is the first step towards a new business.
 The aim of a proposal is to bring new benefits to the
organization and it may be used within as well as
outside the organization.

Types of Proposals:
1. Solicited Proposals: A proposal which is written in
response to somebody’s request.
2. Unsolicited Proposals: An unsolicited proposal is one
sent to someone, even though they have not asked
for it.
3. Internal Proposal: Address to reader within an
organization.
4. External Proposal: Deal with the people outside the
organization
5. Formal Proposal: This is the type of long proposal
with detail discussion.
6. Informal Proposal: In this category comes short
proposal including small projects and topics.

Structure of Proposal Writing:

1. Title page : It contains the title of the proposal, the
name of the person or organization to whom the
proposal is being submitted, the name of the
proposal writer and the date.
2. Table of contents : It provides the readers an overall
view of the proposal.
3. List of figures : It includes a list of tables, graphs,
figures, charts used in the proposal.
4. Abstract/Summary : It highlights the major points of
the proposal.
5. Methodology : It summarizes the proposed methods
of data collection and the procedure for investigating
the problem.
6. Introduction : It gives the background, states the
purpose, and discusses the scope.
7. Statement of problem : It contains an objective
description of the problem.
8. Proposed plan and activities
9. Recommendations : It discusses the ways to solve
the problem.

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Unit 3: Technical Presentation:
10. Strategies & Techniques

3.1 Presentation Characteristics of good presentation

1. The presentation ideas should be well adapted to
Presentation means to put forward information and ideas the audience. Relate the presentation message/idea
before the audience in a very systematic manner and a to the interests of the audience.
predefined purpose with the help of visual aids. 2. A good presentation should be concise and should
be focused on the topic.
Goal / Aim / Motive / Purpose / Objectives of 3. A good presentation should have the potential to
Presentation convey the required information.
1.To Inform or Educate 4. A good presentation must be planned.
2.To Persuade 5. Rehearse and practice the presentation.
3.To Motivate or Inspire 6. Smile and Make Eye Contact with your Audience
4.To Entertain 7. The speaker should encourage more questions from
the audience.
Forms/Types of Presentations: 8. Try to use 10-30 Slides in Slideshows.
According to the purpose presentations are classified as: 9. Tell Stories.
1. Informative Presentations: Informative 10. Use your Voice Effectively.
presentations teach , demonstrate or instruct an 11. Summarize the presentation at the end.
audience on some topic or process such as policies 12. The speaker must have a presentable appearance
and rules. These are also called ‘tell’ presentations. while giving a presentation.
2. Persuasive Presentations: Persuasive presentations 13. Try to gain and maintain audience interest by using
are designed to induce an audience to accept a belief positive quotes, humour, or remarkable fact.
or action. These are also called ‘sell’ presentations.
3. Motivational Presentations: Motivational
presentations are designed to reassure the audience. 3.2 Interpersonal Communication
These are also called ‘join’ presentations.  Interpersonal communication refers to the sharing of
On the basis of audience profile presentations can be information among people.
classified as:  This form of communication is advantageous because
4. Internal Presentations: These presentations are direct and immediate feedback is possible. If a doubt
made to internal audience. The audience consists of occurs, it can be instantly clarified.
the employees or students and can be known or  Interaction among friends and interaction with sales
unknown to the presenter. executives are examples of interpersonal
5. External Presentations: These presentations are communication.
made to external audience. It consists of prospective
clients, vendors or partners and are generally Characteristics of interpersonal communication
unknown to the presenter.  Interpersonal communication is continuous, we
constantly share or send verbal and non-verbal
Based on the time available to prepare, presentations can
messages.
be categorized as:  Interpersonal communication is irreversible; once the
6. Impromptu Presentations: These presentations are
exchange takes place, it can never be ignored or taken
made without any planning or preparation. back.
7. Planned Presentations: The presentations are made  Interpersonal communication is situated; it occurs
with careful planning and preparation.
within a specific communication setting that affects
Based on the number of participants, presentations can how the messages are produced, interpreted, and
be categorized as: coordinated.
8. Individual presentations: A Individual is responsible
for preparation, research, and delivery. He rightfully
take all the credit for the final product he produced.
9. Group presentations: In contrast, often involve more
complicated tasks and therefore require more
participants to make them.

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3.3 Classroom Presentation 3.5 Individual Conferencing
Class-room presentation is a way to building confidence  The individual conferences are designed with a
among the students. They help the students to inculcate purpose. The main purpose of individual conferencing
the basics for communication skills—reading, writing, is to help an individual achieve his goal.
listening and speaking. It helps students to share their  For Students, the individual conferences are designed
views with their classmates and also to expand their to help the student explore his/her goals and
understanding. aspirations as well as reasons that he/she may choose
to achieve or underachieve in school or college.
Methods of Classroom Presentation
 The skill of conferencing or oral presentations play a
1. Verbal and Non-verbal mode of communication can
decisive role in enhancing the stature and influencing
be used.
decisions.
2. Classroom should be taken as the podium for
 It can elevate the status of a person with bigger
Presentation.
assignments and responsibilities.
3. Voice should be clear and loud.
4. Maintain right tone, pitch and also speed. Essentials for Individual Conferencing
5. Appropriate facial expressions and gestures should  It should be conducted in privacy.
be loud.  The person who conducts the individual conference
should have a positive outlook.
Presentation Skill Tips for Students
 The conferencing sessions should be conducted from
1. The main points are your backbones of your
time to time according to the need of the hour.
presentation.
2. Do not read from your notes.
3. Prepare cue cards with key words on them. 3.6 Public Speaking
4. Use visual aids like slides, charts and graphs to
illustrate your points.  Public speaking is the process of communicating
5. Dress appropriately for your presentation. information to an audience.
6. Speak clearly and loud.  It is usually done before a large audience, like in
school/college, the workplace and even in our
personal lives.
3.4 Mode of Presentation  The benefits of knowing how to communicate to an
audience include sharpening critical thinking and
Below are the four modes of presentation, or
verbal/non-verbal communication skills.
presentation Delivery Style or Nuances of delivery.
 Public speaking helps to inform, influence, or
1. Memorizing the Manuscript: This method of
entertain the listeners.
presentation can be one of the most effective
 Traditionally, public speaking was considered to be a
methods of presentation. But it requires an extra
part of the art of persuasion.
ordinary power to memorize because if the
presenter forgets his text, his speech will sound Methods or Nuances of Public Speaking
stilled / unnatural / too formal. 1. Memorizing the Manuscript
2. Reading the Manuscript: It means read out the 2. Reading the Manuscript
written material aloud. This method is often used 3. Extemporaneous / Speaking from Notes
whenever a complex or technical presentation is 4. Impromptu Speaking
made such as the description of some machine or
the policy matters of an organization. In this, the Effective Public speaking techniques
reader and listener contact is often interrupted. 1. Remember your speaking goal
3. Extemporaneous / Speaking from Notes: The 2. Entertain the audience with stories.
speaker prepares notes on a sheet or cards and then 3. Give Examples
with the help of appropriate audio visual aids, he 4. Use Presentation tools
makes his presentation. This process makes the 5. Tell the audience exactly what they are going to gain.
delivery easy and impressive. 6. Use Gestures and maintain eye contact.
4. Impromptu Speaking: The words Impromptu means 7. Do QnA.
done without preparation or planning. So, this is the 8. Have clarity of substance
presentation delivered without any preparation 9. Connect the audience with emotion
done beforehand i.e. unrehearsed delivery in speech. 10. Add Humour

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Clarity of Substance in Public Speaking Hence, it is necessary that the speaker should learn how
 Clarity means clearness. to overcome his stage fear. Below are certain tips to
 A speaker’s meaning must be immediately overcome stage fear:
understandable; it must be so clear that there is 1. Shift the focus from yourself and your fear to your
practically no chance of misunderstanding. true purpose—contributing something valuable to
 Many speakers despite having a complete control of your audience.
what they were speaking find it very difficult to speak 2. Stop scaring yourself with thoughts of failures.
clearly. 3. Refuse to think thoughts that create self-doubt and
 A speech may lack clarity, if the speaker : low confidence.
1. Speaks either very fast or very slow. 4. Practice ways to calm and relax your mind and body
2. Does not articulate the words properly. – such as deep breathing relaxation exercises, yoga
3. Pronounces incorrectly or does not follow the and meditation.
standard pronunciation. 5. Eat well and practice other healthy lifestyle habits.
4. Gives wrong emphasis on words. Avoid caffeine, sugar and alcohol.
5. Does not have a well-organized material. 6. Focus on your strength and ability to handle
6. Uses too many unfamiliar words challenging situations.
7. Visualize your success.
Humour in Public Speaking 8. Prepare your materials in advance and read it aloud.
Humour is one of the key communication skills of a public 9. Be self-confident. Remain warm and make eye
speaker. Humour can be used as a powerful tool by the contacts.
speaker for; 10. Be natural, be yourself.
1. Injecting energy into a room
2. Grabbing the audience attention
3. Making people attentive 3.8 Audience Analysis
4. Developing interpersonal relations
5. Making speech interesting  Audience analysis involves identifying the audience
6. Enabling the speaker to persuade as well as give and adapting a speech to their interests, level of
delights. understanding, attitudes, and beliefs.
7. Strengthening personal and organizational  An audience is not just a group of individuals rather it
relationships. has a collective personality of its own.
 The audience play a significant role in making a
Emotions in Public Speaking presentation successful.
Emotions matter when we speak. Showing emotions  The speaker should design his presentation after a
makes the speaker able to connect himself with his doing a proper research and analysis on audience.
audience.  The audience can be evaluated on these given criteria:
1. Helps to connect with the audience Age Group, Location, Gender, Size of Audience,
2. Make people more receptive Educational background, Interest, Income, Religion.
3. Audience feel the heart of the speaker
4. Enthusiasm and high earnestness penetrate the
heart of the audience by overwhelming and 3.9 Retention of audience interest or Audience
transforming them.
5. Energizes the audience Participation
6. Keep the audience engaged
 It can be difficult to hold your audience’s attention for
the entire presentation.
3.7 Overcoming Stage Fear  Boring presentations can make everyone to sleep.
 The following are the techniques to capture and hold
 The fear of public speaking or performance is called your audience’s attention throughout your
stage fear. presentation or speech.
 The fear of public speaking is often called stage fear or 1. Keeping presentaion visual.
stage fright. 2. Use of Bullet points in PPT.
 Stage fright may cause nervousness and spoil the 3. Be Confident while presenting.
entire presentation. 4. Tell a story.
5. Give Examples.

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6. Share a personal experience.
7. Relate to a recent event.
8. Ask questions.
9. Use Interjections.
10.State a fact that is troubling, amusing, or
remarkable.
11. Add Some Humour.

3.10 Interpersonal and Impersonal

Interpersonal communication:
 Interpersonal communication is the process
of exchange of information, ideas and feelings
between two or more people through verbal or non-
verbal methods.
 This form of communication is advantageous because
direct and immediate feedback is possible. If a doubt
occurs, it can be instantly clarified.
Impersonal communication:
 In this type of communication you do not personally
know the person you are speaking to.
 Impersonal communication occurs when people are
treated as objects and people assume superficial roles.
 Impersonal communication is based on social roles,
such as communication between a sales
representative and a potential customer.
 The manner of communication is informal and
superficial, covering only necessary topics.
 Impersonal communication is most common in
business, where a personal relationship and emotion
are not required.

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Unit 4: Technical Communication Skills
8. Video Interview: An interview, in which video
4.1 Interview conference is being employed, to judge or evaluate
 It is an interaction between two or more persons for a the candidate. Due to its flexibility, rapidity and
specific purpose, in which the interviewer asks the inexpensiveness, it is used increasingly.
interviewee specific questions in order to assess his /
her suitability for recruitment, admission, or
promotion.
4.2 Interview Skills
 The person who answers the questions of an interview The Most Effective Interview Skills or Tips
is called an interviewee. 1. Research the company: Gain basic information
 The person who asks the questions of our interview is about the company, like vision and mission, key
called an interviewer. personnel, and recent milestones of the company.
2. Analyze job description: Read carefully the job
Objectives of Interviews: description, and make a list of the points to justify
1. To select a person for a specific task. how you are capable of achieving these specific
2. To monitor performance. duties.
3. To collect information. 3. Brush up basics: Whether you are a fresher or an
4. To exchange information. experienced professional, you can expect certain
5. To counsel. tough questions. Brush up your subject
fundamentals if you are a fresher.
Types of Interview 4. Be punctual: Reach well in time to appear
1. Structured Interview: The interview in which pre- professional. People who arrive late are often
decided questions are asked by the interviewer. It is rejected even before they appear for the interview.
also known as a patterned or guided interview. 5. Be attentive: Listen carefully to everything the
2. Unstructured Interview: The unstructured interview interviewer is saying. This is not the time to
is one that does not follow any formal rules and daydream or be distracted.
procedures. The discussion is free flowing, and 6. Speak clearly: When communicating, speak in a calm
questions are made up during the interview. and clear manner. Don’t be in a rush to get all the
3. Stress Interview: The employer commonly uses answers out. If you do not know the answer, be
stress interview for those jobs which are more stress honest about it.
prone. A number of harsh, rapid fire questions are 7. Maintain good body language: A lot of
asked in this type. It seeks to know, how the communication is indeed non-verbal. So a positive
applicant will respond to pressure. and energetic body language should be maintained.
4. One to one Interview or Individual Interview: The 8. Make eye contact: When you talk to an interviewer,
most common interview type, in which there are be sure to look at them. Don’t look down or at the
only two participants – the interviewer (usually the wall or the clock. This shows a lack of confidence.
representative of the company) and interviewee, 9. Know what and when to speak: Keep in mind you
taking part in the face to face discussion. are in a formal setting. Even if the interviewer is
5. Group Discussion: This involves multiple candidates acting friendly, avoid giving informal answers.
and they are given a topic for discussion. They are 10. Do not waste time: The interviewer probably has a
assessed on their conversational ability and how very busy day planned. Do not waste their time. Be
satisfactorily they are able to have their own views direct in your answers.
and make others believe in them. 11. Mention your strengths: Be confident and
6. Panel Interview: Panel interview is one, in which informative when talking about your strengths but
there is a panel of interviewers, i.e. two or more do not be arrogant or boastful.
interviewers, but limited to 15. All the members are 12. Stay motivated: In case you feel the interview isn’t
different representatives of the company. going as well as you hoped, don’t be sad or
7. Telephonic Interview: Telephonic interview is one demotivated?. Continue to reply honestly and
that is conducted over telephone. It is the most enthusiastically. Remember, a positive attitude can
economical and less time consuming, which focuses leave a good impression on the interviewer.
on asking and answering questions.

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13. Show gratitude: No matter how your interview goes, Do’s for GD
always take a moment to thank the interviewers for 1. Define the topic or the issue.
their time and consideration. A positive attitude and 2. Analyze its scope and implications.
polite behaviour can go a long way in impressing 3. Initiate and generate the discussion.
people. 4. Listen to the views of others intently.
5. Encourage and provide reticent members to speak.
Factors responsible for failure in interviews 6. Intervene forcefully but politely, when the situation
1. Arrogance demands.
2. Lack of subject knowledge 7. Summarize views of the others before presenting the
3. Apathy point of view.
4. Lack of confidence 8. Be brief and to the point in the presentation of your
5. Lack of clarity views.
6. Lack of firmness 9. Concede to others’ points of view, if they are
7. Lack of leadership skill reasonable.
10. Try to lead the group to a definite conclusion.
Preparing for the interview 11. Emphasize the points you consider significant.
1. Brush your subject knowledge
2. Know the organization and the job description Dont’s for GD
3. Prepare your suitable CV 1. Don’t be assertive in presenting the views.
4. Thorough knowledge on the claims made. 2. Don’t dominate the discussion.
5. Know yourself i.e. proper self introduction, 3. Don’t take over the discussion.
strengths , weaknesses and career objectives. 4. Don’t make any personal remarks.
6. Proper dressing. 5. Don’t jump to conclusions.
7. Anticipate possible questions of HR and technical 6. Don’t speak continuously for a long time.
round and prepare answer accordingly. 7. Neither raise your voice too high nor speak too softly.
8. Don’t speak in monotone (unmodulated).
9. Avoid using speech mannerisms and time-fillers.
4.3 Group Discussion
Objectives of GD
Group Discussion (GD) is used to refer to an oral 1. Collecting data.
communication situation in which a small number of 2. Getting fresh ideas and taking inputs from a
professionals meet to discuss a problem or issue to arrive particular group.
at a consensus or to exchange information on a 3. Perception of common people on a particular topic.
significant matter related to the function, growth or 4. Identify a solution to a specific problem or issue.
expansion of the organisation to which they belong. 5. Selecting candidates after their written test for hiring
in a company.
Many corporate houses and even some education 6. Selecting candidates for admission in an educational
institutes use the GD for screening the candidates for institute.
recruitment and admission.
Types of Group Discussion
Importance Of Group Discuss There are two types of Group Discussion, which are listed
1. Enhances your knowledge below:
2. Stimulates your critical thinking 1. Case Study Based Group Discussion
3. Discussion generates good questions In such a discussion, a problem is given, and the
4. Improves your listening skills participants are asked to resolve them. The panelists test
5. Increases your confidence in speaking the teamwork and decision-making skills of the
6. Improves your leadership skills participants.
7. Helps you understand your strength and weakness The participants need to active and updated with the
and retrieves your mistakes things around them. It also tests the observation
8. Effective communication capability of the participants.

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2. Topic-Based Group Discussion  Cohesion and Emphasis: A cohesive argument is a
There are few candidates in a group, where each group is series of logical reasons to support an idea. It is
given any topic. presented to convince others.
The topic-based Group Discussion can be further  The speaker may start by showing research points and
classified as: giving some context for the issue, by doing this, he
a) Controversial Topics: The discussion on controversial seeks the support of the listeners.
topics becomes a debate. Such topics are given to  Likewise laying emphasis on the key ideas is a part of
judge the participants' temper and how they can the argumentative skill.
handle the discussion without losing their calm. It
shows that how a candidate can represent his/her
views without arguing with other participants. The 4.6 Critical thinking
example of the controversial topics can be Triple
 Critical thinking is the ability to think clearly and
Talaq, Reservation System, Religion equality, etc.
rationally about what to do or what to believe, and
b) Knowledge-Based topics: The participants should
understanding the logical connection between ideas.
have a proper understanding of the topic before
 Critical thinking refers to the ability to analyze
proceeding for a discussion. The information should
information objective and make a reasoned judgment.
be enough to convince the panelists. The essential
 Critical thinking involves the evaluation of sources
thing is to be confident. Do not initiate the
such as data, facts, observable phenomenon, and
discussion if you are not aware of the topic. The
research findings.
examples of Knowledge-Based topics can be 'CAT vs.
GATE' and 'Government jobs vs. Private jobs'.
Steps of Critical Thinking
c) Abstract Topics: There is a growing trend of
assigning abstract topics, i.e., topics which are vague 1. Identify the problem or question: Be as precise as
or unclear. The abstract topics test the creativity and possible: the narrower the issue, the easier it is to find
thinking of a candidate. It also tests the solutions or answers.
communication skills. Examples of such topics are 2. Gather data, opinions, and arguments: Try to find
‘Zero’, ‘One and one make eleven’. several sources that present different ideas and points
of view.
4.4 Seminar/Conferences Presentation skills 3. Analyze and evaluate the data: Are the sources
reliable? Are their conclusions data-backed or just
…..Read from Unit 2 and Unit 3….. argumentative? Is there enough information or data
to support given hypotheses?
4. Identify assumptions: Are you sure the sources you found
4.5 Argumentation skills are unbiased? Are you sure you weren’t biased in your
searchfor answers?
 Argumentation is the process of forming reasons,
5. Establish significance: What piece of information is
justifying beliefs, and drawing conclusions with the
most important? Is the sample size sufficient? Are all
aim of influencing the thoughts and/or actions of
opinions and arguments even relevant to the problem
others.
you’re trying to solve?
 This is the thought process used to develop and
6. Make a decision/reach a conclusion: Identify various
present arguments.
conclusions that are possible and decide which (if any)
 It is closely related to critical thinking and reasoning.
of them are sufficiently supported. Weigh strengths
 The key concept here is “to convince the audience”.
and limitations of all possible options.
Devices Of Argumentation
Basic Critical Thinking Skills
Argumentative reasoning skills are required to resolve
1. Analysis: the ability to collect and process information
complex issues for which some devices are to be used
and knowledge.
listed below:
2. Interpretation: concluding what the meaning of
 Analysis: The speaker while presenting his theme has
processed information is.
to analyze the arguments he has incorporated in his
3. Inference: assessing whether the knowledge you have
presentation. He has to consider the evidences given,
is sufficient and reliable.
conclusions and assumptions made.
4. Evaluation: the ability to make decisions based on the
available information.

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5. Explanation: communicating your findings and Discourse Competence
reasoning clearly.  It is the knowledge of how to produce or comprehend
6. Self-Regulation: the drive to constantly monitor and oral or written texts in the modes of speaking/writing
correct your ways of thinking. respectively.
7. Open-Mindedness: taking into account other  It is knowing how to combine language structures into
possibilities and points of view. a cohesive and coherent oral or written text of
8. Problem-Solving: the ability to tackle unexpected different types.
problems and resolve conflicts.  It deals with organizing words, phrases and sentences
in order to create conversations, speeches, poetry,
email messages, newspaper articles etc.
4.7 Nuances  Cohesive refers to linking expressions, such as
conjunctions or adverbial phrases, to connect ideas.
1. Exposition: A writing that attempts to inform the
 For Example: In other words, As a result, For this
reader about something important or explain
 A Coherent text is one that makes sense.
something to him/her (a process, a set of rules, the
 For Example: “Air pollution is a serious problem. It
benefits of an activity, etc.). For example: business or
causes health problems and harms environment.”
technical writing, process writing, compare and/or
contrast essays, and research-based essays, etc
2. Narration: writing that tells the reader about a Socio-linguistic competence
particular event(s) that took place. Common narration  It includes the knowledge of socio-cultural rules i.e.
writings: personal essays, short stories, novels, poetry. knowing how to use and respond to language
3. Description: writing that uses vivid language to appropriately. It indirectly means that the
describe a person, place, or event so that the reader communicator has to know the codes of the other
can picture the topic clearly in his/her mind. Fiction culture.
and poetry often use large amounts of descriptive  Moreover, being appropriate depends on knowing
writing, and sometimes only attempt to serve this what the restriction of the other culture are, what
descriptive purpose. politeness indices are used in each case, what the
politically correct term would be for something, how a
specific attitude (authority, friendliness, courtesy,
4.8 Effective Business Communication irony etc.) is expressed etc.

Competence Strategic competence

 It is ability to recognize and repair communication
 Communication competence refers to the knowledge breakdowns before, during, or after they occur.
of effective and appropriate communication patterns  If the communication was unsuccessful due to
and the ability to use and adapt that knowledge in external factors (such as interruptions); or due to the
various contexts. message being misunderstood, the speaker must
 Communicative competence refers to both the know how to restore communication.
implicit knowledge of a language and the ability to use  These strategies may be requests for repetition,
it effectively. It is also called communication clarification, slower speech, or the use of gestures,
competence. taking turns in conversation etc.
 In effective business communication the required
competences are:

Grammatical Competence
 It refers to the knowledge of grammar and vocabulary.
 The communicator should have the knowledge of the
sounds and their pronunciation, the formation of
words, the structure of sentences and also the way
meaning is conveyed through language.
 Use of grammar rules develop a habit of thinking
logically and clearly among the learners.This helps a
learner to organize and express the ideas in his mind
without difficulty.

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4.9 Solution of communication problems with
verbal and non verbal means.
Solution of communication problems with verbal
means.
1. Think before speaking
2. Understand your audience
3. Be clear and concise
4. Vary your vocal tone
5. Pay attention to your body language
6. Be an active listener
7. Don't interrupt or redirect the conversation
8. Speak with confidence
9. Provide a suitable response

Solution of communication problems non verbal

means.
1. Maintain comfortable eye contact.
2. Use your facial expressions.
3. Maintain an open body position.
4. Be considerate of personal space.
5. Mind your posture.
6. Reduce stress.
7. Look at Signals as a Whole

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Unit 5: Dimensions of Oral Communication & Voice
The Encoding Process
5.1 Code and Content  As language is a code, the encoding process is of vital
Code importance.
 A code may be defined as any group of symbols that  In order to convey message, the sender encodes his
can be structured in a way that is meaningful to message i.e. he translates the message in the form of
another person. symbols.
 In a way, all languages are codes.  He must have a good vocabulary and good knowledge
 It contains elements that are arranged in a meaningful of grammar and syntax.
order.  Any flaw might distort the meaning of the message he
 A code has a group of elements (vocabulary) and a set wants to convey.
of procedures for combining these elements
meaningfully (syntax). The Decoding Process
 The listener or the receiver decodes the encoded
Content message i.e. he interprets the encoded message.
 The message content, i.e., the message that is  He tries to decipher or understand the message.
selected by the source to express its purpose.  He must have enough knowledge to decode the
 Content, like codes, has both element and structure. message.
When more than one piece of information is to be
presented, they should have some order or structure.
5.4 Pronunciation Etiquette
Thus, code and content in a laymen's language means  Pronunciation in Communication Pronunciation refers
communicating message (content) through some to the way a word is spoken.
symbols (code).  Pronunciation affects the way we communicate. Right
pronunciation helps in communicating more
effectively and clearly.
5.2 Stimulus & Response  However, incorrect or improper pronunciation lead to
 Stimulus and response are the two terms that are misunderstanding and ineffective communication. As
frequently used in any discussion in the a result, the entire exercise becomes futile.
communication process.  For example: some people pronounce ‘zoo’ as ‘joo’.
 A ‘Stimulus’ is anything that a person can receive
through one of his senses. In fact, it is anything that Some Oral Communication and Pronunciation
can produce a sensation. Etiquette
 A ‘Response’ is anything that an individual does as a  Make eye contact while speaking, it inspire others to
reaction to the stimulus. listen.
 Communication is a two way process hence the  Try to make voice sound pleasing and soft.
stimulus (message) caused by the sender leads to a  Do not speak in a monotonous voice, change the
response (reaction after receiving the message) by the modulation of the voice occasionally.
receiver  Do not mumble and speak clearly.
 Use of words which are clear to understand.
 Use proper body language to show interest in the
5.3 Process of Communication: Encoding ongoing conversation.
 At the end of the conversation, thanks the audience
process & Decoding process for listening patiently.
The whole communication process consists of the
following

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5.5 Syllables, Vowel & Consonant sounds 5.6 Intonation: Tone
 A syllable may be defined as a unit of sound  The intonation of a language refers to the patterns of
(pronunciation) with one vowel sound and with or pitch variation or the tones in its utterances. In normal
without consonant sounds. speech, the pitch of our voice goes on changing
 A syllable is a vowel sound that is produced when constantly---going up, going down, and sometime
remaining steady.
pronouncing a word.
 Intonation is closely linked to stress because
 A syllable is a part of a word that is pronounced
important changes in pitch occur with stressed
with one uninterrupted sound. syllables. Generally take place on the last stressed
 A syllable is a unit of sound which can be syllable in an utterance , hence this syllable is called
pronounced with a single effort of the voice. the nucleus.
 Syllables are the ways to split words into speech  ‘Tone’, which is the movement or level of pitch that is
sounds. used, forms the central part of intonation. When we
 Words are divided into three types as per number are engaged in normal speaking, the tone and pitch of
of syllables : our voice constantly changes depending on our mood
1. Monosyllabic : Words with one syllable. For to express what we just mean to say.
example, on-on (VC)  Here the pitch of the voice says a lot. For example, if
you are angry while speaking with somebody, you can
2. Disyllabic : Words with two syllables. For
express your anger by just calling his name in a very
example, upon-up+on (VCVC)
high pitch. The same sentence can be said in different
3. Polysyllabic : Words with more than two ways, which would indicate whether the speaker is
syllables. For example, syllable - sy+lla+ble angry, happy, grateful or just indifferent. The
(CVCVCVC) intonation, therefore, clearly conveys the feelings and
attitude of the speaker.
Vowel Sounds
Type of intonation
 During the production of vowel sounds, the air from 1. Falling tone (tone I): When the speaker begins a
the lungs comes out in an unrestricted manner in a sentence at a high note but gradually shifts to a lower
rather continuous stream. note as he reaches to the end of the sentence, it is known
 There is no closure of the air passage or friction as a falling tone.
between any speech organs. There are twenty distinct A falling tone will be marked with a symbol \ in front of
vowel sounds in English. the syllable to which it refers, above the line for high
 These 20 vowel sounds are further classified as pure falling tone and below the line for low falling tone.
vowels and diphthongs. Uses of the Falling Tone:
 A Monophthong (pure vowel) is a single sound a. It is used in ordinary statements without emotional
marked by its steady quality. implications.
 During the production of a pure vowel, its quality does b. It is used in sentences beginning with question
not change. words.
 In the production of a diphthong, one sound position c. It is also used in commands.
glides to another, as a result of which the quality of
the vowel changes. 2. Rising tone (tone II): When the speaker begins at a
 For example, /i:/ is a pure vowel as in ‘feet’, whereas lower note but gradually shifts to a higher note as he
/aI/ is a diphthong as in ‘fight’. reaches to the end of the sentence, it is known as rising
tone. It is marked with / symbol.
Consonant Sounds The symbol will above the line for high rising tone and
below the line for the low rising tone.
 While pronouncing consonants, the air passage is
Uses of Rising Tone:
either completely or partially closed and the air passes
a. In incomplete utterances,the first clause may have
through the speech organs with an audible friction.
rising tone.
 There are 24 distinct consonant sounds in English.
b. It is used in yes/no answer type questions.
c. In ‘wh’ type question words when they are said in a
warm and friendly manner.

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 22
5.7 Flow in Speaking 5.10 Professional Personality Attributes
Below are the some 10 tips for Smooth Speech Fluency. Some salient personality attributes of a profession which
1. Speak slowly. Don’t rush to speech. pay a lot when he is speaking to his
2. Breath naturally company-mates:
3. Start slowly. You can speed up gently as you gain 1. Empathy: Empathy has been defined as a quality of
confidence. sharing the joy of others. This ability enables the
4. Practice public speaking. person to sense other people’s emotions and also
5. Be aware. Keep your eyes and ears open. imagine what someone might be thinking or feeling.
6. Sing! Singing helps with proper voice utilization. 2. Considerateness: Considerateness makes a
7. Be patient, give time. professional compassionate and caring and helps
8. Practice! Practice makes men better. him to make his a audience to feel part of their
community and contribute positively.
3. Leadership: Leadership quality imparts confidence to
5.8 Speaking with a purpose the speaker when he realizes that he has the ability
to fulfill a particular role. The speaker gains strength,
Some of the 5 ways to speak with purpose & passion are
courage to face those challenges which require
discussed below:
energy and positively.
1. Use inclusive language. Replacing “you” with “we”
4. Competence: The attribute of competence refers to
lets your audience know you are willing to work with
the quality of possessing required skill, knowledge,
them.
qualification or capacity.
2. Adapt to the feedback you see from your audience.
5. Assertiveness: Assertive behavior enables an
3. Let your personality take the stage. Be yourself—
individual to think in a positive manner about
your audience came to watch YOU. You will establish
himself as well as about other.
greater credibility, not only for your knowledge but
6. Positive Attitude: It is the most important train of a
also your character.
professional’s issue. It helps in reducing stress and
4. Communicate as a leader. Look how many people
seeks other’s cooperation
are looking up to you. This isn’t meant to make you
feel nervous, it’s to make you feel empowered—like
an authority.
5. Be a storyteller. Telling personal stories shows
others that you are a real, accessible person. The
audience, in turn, will be able to relate to you and
become inspired.

5.9 Speech & personality

 Speech and personality development are one of the
most important aspects of an individual. Developing
and enhancing our communication and speech helps
us to be better presenters of our ideas.
 Each and every individual in our society has a distinct
personality. This personality needs to be enhanced
and groomed with the help of speech and personality
development.
 Also, Speech reflects the personality of an individual.
Speech is one of the way to represent your personality
to in front of audience.

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