Techniques to Improve Communication (Communication Skills)

1. By DAWLE ABHIJEET

2. Occasions for formal oral Communication
 Public Speech

3. Occasions for formal oral Communication
Fear of Public Speaking
 In Spotlight
 Unprepared
 Inexperienced

4. Occasions for formal oral Communication
What is Public Speech
Public speaking skill may be defined as the art of
appearing in front of an audience, facing the
audience, presenting your speech and making them
understand what you want them to understand within
the limited time and resources given to you.

5. Occasions for formal oral Communication

6. Occasions for formal oral Communication
Public Speaking Tips
 Do your Homework or research a topic

7. Occasions for formal oral Communication
Public Speaking Tips
 Organize ideas logically
 Employ quotations, facts and statistics
 Start strong and close stronger
 Incorporate humor

8. Occasions for formal oral Communication
Public Speaking Tips
 Analyze your audience- deliver the message they want
to hear

9. Occasions for formal oral Communication
Public Speaking Tips
 Eye contact
 Interact with audience

10. Occasions for formal oral Communication
Public Speaking Tips
 Time Management
 Do not repeat yourself
 Show positive attitude
 Seek and utilize feedback
 Handle unexpected issues smoothly
ex. Power cut, projector is not working

11. Occasions for formal oral Communication
Public Speaking (Things you shouldn’t do)
 Reading directly from notes
 Turn back on audience
 Hands in pockets

12. Occasions for formal oral Communication
Public Speaking (Things you shouldn’t do)
 No um, ah, you know
 No nervous gestures
 Talking too fast or talking too quietly

13. Occasions for formal oral Communication
Public Speaking (Things you should do)
 Eye Contact
 Can glance at notes
 Appropriate gestures
 Rhetorical questions to involve audience

14. Occasions for formal oral Communication
 Presentation

15. Your top fears
35%
Heights
Financial Problems
10%
5%
Speaking to a group
Flying
15%
10%
Sickness
Death
10%
Deep Water
Insects & Bugs
5%
10%

16. General pointers to improve speaking skills:
 SPEAK
 Be thoroughly aware of the subject.
 Know the audience; tailor your speech to meet their
needs.

17. General pointers…contd.
 Rehearse your speech well and time it.
 Practice good articulation:
 Make exaggerated use of articulators.


Pay attention to proper diction, pronunciation & stress.
Use voice modulation.

18. General pointers…contd
 Show interest and enthusiasm.
 Begin well & end well.
 Understand that stage fright is common and some
what necessary.

19. Other aspects of Presentation…
Speech Presentation-------Give importance to :
o
Appearance
o
Voice
o
Body language

20. …aspects of Presentation
Speech Presentation Technical)
Visual Aids…………………..
Present them smoothly- Do not Talk while visuals
are being read by audience
Use “Storyboard” Approach- Match visuals with
your text

21. Most common PowerPoint mistakes
1)Many people tend to put every word
they are going to say on their powerPoint
slides. Although this eliminates the need
to memorize your talk , ultimately this
makes your slides crowded , wordy and
boring. You will loose your audience’s
attention before you even reach the
bottom of your……first slide.

22. Most common powerpoint mistakes
Many people do not run spell cheeck before their
presentation-BIG MISTAK!!!
Nothing makes you look stupid than spelling errors.

23. Bullet Pointing












Avoid
Excessive
Bullet-Pointing.
Only
Bullet
Key
Points.
Too
many
Bullet-Points
And
Your













Key messages
Will NOT
Stand out.
In fact,
The
Term
“Bullet-point”
Comes
From
People firing
Guns at
Annoying
Presenters.

24. Bad color schemes
Clashing background and funky colors can lead to:
 Distraction
 Confusion
 Headache
 sickness

25. 1st
Qtr
2nd
Qtr
3rd Qtr
4th Qtr
5th Qtr
6th Qtr
7th Qtr
8th Qtr
East
80
65
50
35
29
20
15
10
west
30.6
38.6
34.6
31.6
28
22
18
20
North
45.9
46.9
45
43.9
40
35
41
45

26. Your feeling after a successful
presentation!!!

27. Occasions for formal oral Communication
 Meeting
Every day
83 million people attend
11.5 million meetings

28. TYPES OF MEETING
 Formal and Informal
 Decision making Meeting
 Executive Meeting
 Consultation Meeting
 Briefing Meeting
 Negotiation Meeting
 Group Discussion

29. PURPOSE OF A MEETING
 Reach a common decisions/ agreement
 Solve a problem
 Exchange ideas / experiences
 Inform, explain, present – ideas
 Give and get feedback on new ideas
 Plan and prepare for action

30. PURPOSE OF A MEETING CONTD
 Resolve differences
 Clear misunderstandings
 Generate enthusiasm
 Seek co operation
 Review and evaluate past performances
 Create a feeling of solidarity ( Unity)

31. ROLE OF CHAIRPERSON
 Overall charge of the proceedings
 Follow procedure
 State the purpose
 Restrict discussion to the issue
 Maintain time
 Speak no more than 20% of the time

32. ROLE OF CHAIRPERSON CONTD…
 Intervene in arguments / disputes
 Arrange for proper recording
 Deal with spot issues
 Employ tact
 Focus on those present
 See to follow-up action

33. ROLE OF SECRETARY
 Send notice on time
 Organize the venue
 Keep handouts etc. ready
 Arrange for stationary
 Test equipments
 Take care of catering
 Write minutes

34. ROLE OF PARTICIPANTS
 Punctuality
 Stick to the agenda
 Contributing/ evaluating information
 Raising questions
 Listening attentively
 Avoiding side discussions
 Going along with the group

35. ROLE OF PARTICIPANTS CONTD…
 Not interrupting other speakers
 Co-operating
 Showing courtesy
 Keeping an open mind
 Talking to the point
 Following rules
 Participating actively

36. ADVANTAGES OF A MEETING
 Saves time
 New information
 Sense of participation
 Democratic functioning
 Bold/quick/joint decision-making
 Prevention of mistakes
 Idea development

37. DISADVANTAGES OF A MEETING
 Sometimes…
- time consuming
- no decision taken
- lack of seriousness
- wasteful arguments
- Expensive

39. NOTICE
 Sent under proper authority
 48 hours to 7 days notice
 Name of the body/group to meet
 Day, date, time and venue
 Agenda and purpose
 Sent to all expected to attend

40. AGENDA
 Confirm the minutes of the previous
meeting
 Items on the agenda
 E.g.,- Appointment of sub-committee to…
- Proposal to open a branch
- Purchase of a generator etc.

41. MINUTES
 Name of the body/ organization and nature
of meeting
 Day, date, time and place of meeting
 Name of the chairperson, secretary,
members present and absent
 Attendees by invitation
 Decisions/ resolutions
 ( The next meeting)

42. Occasions for formal oral Communication
 Group Discussion

43. Definition of Group Discussion
 Group Discussion is a modern method of assessing
students personality.
 It is both a technique and an art and a
comprehensive tool to judge the worthiness of the
student and his appropriateness for the job.

44. Group Discussion
The term suggests a discussion among a
group of persons.
 The group will have 8 & 12 members who will
express their views freely, frankly in a
friendly manner, on a topic of current issue.
 Within a time limit of 20 to 30 minutes, the
abilities of the members of the group is
measured.


45. Benefits in Group discussion
 Stimulation of thinking in a new way.
 Expansion of knowledge
 Understanding of your strength and weakness.
 Your true personality is revealed and qualities of
leadership take shape

46. Benefits of group discussion
 provides chance to Expose
 Language skills
 Academic knowledge
 Leadership skills
 people handling skills
 Team work
 General knowledge.

47. Do`s in group discussion

Appropriate to the issue .
 Make original points & support them by
substantial reasoning .
 Listen to the other participants actively & carefully.
 Whatever you say must be with a logical flow, &
validate it with an example as far as possible.
 Make only accurate statements.

48. Do`s in group discussion
 Modulate the volume, pitch and tone.
 Be considerate to the feelings of the others.
 Try to get your turn.
 Be an active and dynamic participant by listening.
 Talk with confidence and self-assurance.

49. Don’ts during group discussion
 Being shy /nervous / keeping isolated from G.D
 Interrupting another participant before his
arguments are over
 Speak in favour ; example:Establish your
position and stand by it stubbornly
 Changed opinions
 Don’t make fun of any participant even if his
arguments are funny.

50. Don`ts during group discussion
 Don’t engage yourself in sub-group conversation.
 Don’t repeat and use irrelevant materials.
 Addressing yourself to the examiner.
 Worrying about making some grammatical mistakes, for
your interest the matter you put across are important.

51. Important points in group discussion
 Be assertive: An assertive person is direct , honest
careful about not hurting others ‘self-respect’.
 A patient listener: listening to another person is one
way of showing appreciation.
 Right language : Words can make friends & right
words at the right time make the best results.
 Be analytical and fact-oriented : It is necessary to
make relevant points which can be supported with
facts and analyzed logically.

52. Accept criticism
 If any member of the group criticizes or
disapproves a point, it is unwise to get
upset or react sharply.
 In case the criticism is flimsy, the same can
be pointed out politely.
 Maximize participation ; one must try to
contribute fully, vigorously & steadily
throughout the discussion.
 Show leadership ability: A group discussion
also evaluates your leadership qualities.

53. Occasions for formal oral Communication
 Interview

54. How To Prepare For Job Interviews
 Prepare yourself with effective interview
strategies before you actually go to an
organization and meet with the interviewer.
Increase your chances of success by using these
tips from the experts.
 Preparation is the key to success

55. How To Prepare For Job Interviews
 FIND DETAILS ABOUT THE INTERVIEW
 GET GOOD DIRECTIONS
 RESEARCH THE ORGANIZATION
 PREPARE YOUR INTERVIEW MATERIALS
 DRESS IN A MANNER THAT SUITS THE JOB
 PAY ATTENTION TO DETAILS IN YOUR
APPEARANCE
 HAVE PLENTY OF TIME TO GET TO THE
INTERVIEW

56.  GROOMING
 ATTITUDE
 Shower, Hair shampooed
 Be punctual, realistic,
 Clothes –
clean, neat, appropriate for
a job interview
 Shoes are cleaned and
shined
relaxed, courteous,
enthusiastic
 Show initiative
 Smile, pleasant greeting,
firm handshake

57. Competency-based Interviews




Company identifies key skills required for job
Designs questions to elicit evidence of skills
Emphasis on past behaviour as predictor of success
Teamwork: Describe a team project you worked on. What problems arose?
How did you deal with them?
 Communication Skills: Describe situation when you had to persuade
others to support your view. Give an example of any reports you’ve written which
illustrate your writing skills
 Interpersonal skills: What kinds of people do you find it difficult to work
with? How do you handle those situations?
 Taking Responsibility: Describe a time when you took responsibility to
achieve a challenging goal
 Problem-solving:Tell about a time when you had several tasks to manage at
one time with conflicting deadlines.

58. Responding to Competency Q
 Q Give me an example of a problem you encountered.
How did you approach it. What was the outcome?
 STAR response
 S: Describe the situation
 T: Explain the task/problem that arose
 A: What action did you take?
 R: What was the result or outcome?
 What did you learn from this experience?

59. Your Answers
 Listen carefully, seek clarification
 Illustrate answers with real examples and
evidence
 Be positive – constructive criticism
 Keep answers specific
 Take time to respond
 Be alert to interviewer’s body language
 Speak clearly, smile and show enthusiasm
 Know what you want to say, and find the
opportunity

60. Qualities Employers Seek
 Good all-round intelligence
 Enthusiasm, commitment and motivation
 Good communication skills
 Team work ability
 Ability to solve problems
 Capacity to work hard
 Initiative and self-reliance
 Balanced personality

61. What creates a bad impression
 Poor personal appearance
 Negative attitude – evasive, using excuses
 Lack of interest and enthusiasm
 Lack of preparation
 Poor knowledge of role
 Failure to give concrete examples of skills
 Over emphasis on money/rewards
 Lack of career plan