Workshop on Business Communications

Assignment

Skills of effective
speaking

Submitted to:
Prof. Manoj K.
Sharma

Submitted By:
Anubha Gupta
MBA-IB

Skills of effective speaking

Introduction:

Speaking:
Speaking is an act of making vocal sounds. We can say that speaking means to
converse, or expressing ones thoughts and feelings in spoken language. To
speak often implies conveying information. It may be from an informal remark
to a scholarly presentation to a formal address. Your voice can reveal as much
about your personal history as your appearance. The sound of a voice and the
content of speech can provide clues to an individual's emotional state and a
dialect can indicate their geographic roots. The voice is unique to the person
to whom it belongs. For instance, if self-esteem is low, it may be reflected by
hesitancy in the voice, a shy person may have a quiet voice, but someone who
is confident in themselves will be more likely to have command of their voice
and clarity of speech. [1]

Speaking and the Use of Language:

According to Broadcaster Earl Nighttengale, When a person doesnt know
how to use the language, he or she will be forever barred from entering the
sizeable and enjoyable world of privilege Poor speech cannot be hidden
away. Its there continually, as obvious as a cigar butt in the punchbowl.[4] Dr

Skills of effective speaking

J. Mitchell Perry, a consultant for effective communications, states that if our
voice is an instrument, then language is the music.

[5]

Accordingly, we must

practice with our voice just as we would any musical instrument, and then
master the language we put through that instrument. While most of us
consider ourselves articulate and comfortable with our mother tongue, it is
readily apparent that in professional speaking the rules change somewhat and
we are judged as an authority based on our use of language. [2]

Tone, Inflection, Volume, Pace:

The first thing an audience will notice when the speaker begins is the tone and
inflection of the speakers voice. While most people understand that a
monotone dialogue is disastrous to a message, few of us consciously vary the
volume and pace of our speech to preclude such a delivery. However, in a
formal setting the importance of voice is amplified and every aspect placed
under scrutiny either intentionally or unintentionally. By increasing and
decreasing volume on important words, speeding up or slowing down the
tempo of our conversation, and effective use of pausing, a speaker can force
the audience to adjust their listening skills to match the new pace, thus
preventing listeners from becoming too comfortable with whats happening
and from going into automatic listening mode. An added advantage is that it

Skills of effective speaking

requires the listeners to remain more attentive, which, in turn, improves the
chances that theyll actually hear and understand what is being said. [6]

The Message:
What is being said is equally important as how its being said. Several authors
suggested reading as the best way to broaden ones vocabulary and to become
comfortable with a variety of words. Another suggestion was to read aloud not
only to synchronize the brain and the tongue, but also to become comfortable
saying the new words as well as understanding what they mean. A broader
vocabulary obviously does not mean attempting to astound the audience with
verbiage and verbosity, but an articulate and eloquent speaker commands
more respect than one who appears to be stuck in middle-school English class.
[6]

Fillers:
Most of us have phrases or words with which we are comfortable and use
without realizing how distracting they can be to our message. Most of us easily
recognize the you know and umm space fillers, but other words such as
always and never may evoke subconscious negative responses and
torpedo the idea we are trying to convey. Other phrases such as why dont
you, which implies someone isnt doing something correctly now and requires

Skills of effective speaking

action on their part, and to be honest, which implies the speaker hasnt been
honest up to this point, can evoke the same reaction. By becoming more aware
of what is being said and changing to words that engender support and
understanding or deflect hostility, effective speakers will make the audience
feel more responsive and eager to listen to their message rather than
retreating while they form a defensive response.

Image:
A speakers physical appearance audiences first impression is of equal
importance. While some aspects of our appearance such as skin colour,
gender, and height cannot be changed, we can make the most of the first
impression overall image and projection of that image.6 Physical
appearance such as clothing selection, hair, and even the appearance of our
hands affects how we, and thereby the authority of our message, are
perceived. The type of clothing must be appropriate to the setting and the
audience, fit appropriately, and demonstrate awareness of basic grooming
requirements (neat, clean, and in good repair). These elements are obvious. To
address a congressional staff, ones dress should be conservative and
professional in keeping with the institution. Conversely, if addressing a student
research group on a field day to a museum, the attire should reflect the more
casual aspect of the environment. Often program managers will be required to

Skills of effective speaking

engage an audience with which they are unfamiliar. A little research is required
to make the most of the image projected. Speakers should inquire as to what is
considered normal dress for the audience, especially in todays environment of
business casual. By dressing inappropriately, speakers can inadvertently
advertise that they are not one of them (intended audience) or are
obviously out of touch with who and what the audience is as an organization.
Doing so immediately establishes a negative image the moment such speakers
appear on stage.

Description:
Speaking is the productive skill in the oral mode. It, like the other skills, is more
complicated than it seems at first and involves more than just pronouncing
words. There are three kinds of speaking situations in which we find ourselves:
1) Interactive- it includes face to face conversations and telephone calls, in
which we are alternately listening and speaking, and in which we have a
chance to ask for clarification, repetition, or slower speech from our
conversation partner.
2) Partially interactive- Some speaking situations are partially interactive,
such as when giving speech to a live audience, where the convention is
that the audience does not interrupt the speech. The speaker

Skills of effective speaking

nevertheless can see the audience and judge from the expression on
their faces and body language whether or not he or she is being
understood.
3) Non-interactive-few can be like this, such as when recording a speech
for a radio broadcast.

What to do before speaking?

The first step to speaking is to think and the first step to perfect speaking is to
think positive. Good speakers have the ability to quickly analyze and absorb
the information given to them, assess it fast and to make a decision and
communicate that decision to the other. Keep in mind to:
1) Be an active listener: the key ingredient towards making you a person
who can think on the spot and respond intelligently is to be an active
listener. This means listening carefully and giving your full attention to
the words, tone, emotion and logic behind what the other is saying.
2) Be a quick organiser of thoughts: All of us have the ability to think fast.
The trick is to adopt some frameworks or models structure new
information into something coherent that we can respond with. One can
break down issues or ideas into past, present and future.

Skills of effective speaking

3) Structure your speech in your mind: These are useful frameworks to
organise ideas and thoughts quickly. The basic structure of any speech
involves:
Opening
Body
Conclusion
It is very useful in delivering speeches and especially for speaking in
situations such as table topics during meetings or other times when
called upon to say some words. Thinking before speaking is important
for us to add value in terms of communicating our thoughts, ideas and
feelings. We can touch lives through deeds and we can touch lives
through speech.

Skills of effective speaking

Spoken Communication:

Telephone
Skills
Body
Language

Presenting

Spoken
Communication

Listening

Gathering
Information

Motivating &
Supporting
Persuading &
Negotiating

Giving &
Accepting
crticism

Skills of effective speaking

Effective spoken communication requires being able to express your ideas and
views clearly, confidently and concisely in speech, tailoring your content and
style to the audience and promoting free-flowing communication.

Be clear and concise. Vary your tone, pace and volume to enhance the
communication and encourage questions

Persuading and Negotiating Arriving at an agreement that is agreeable

to both sides: a win: win situation. Back up your points with logic. Show
tact to those you disagree with.

Making a speech in front of an audience: presenting your message in an

interesting way, structuring your presentation, using audio-visual aids
effectively and building a rapport with your audience.

Communicating effectively in a team

Ask for help when you need it. Research suggests that asking for help
with something (within reason) makes you more liked by the person you
ask!

Good conversations:

Should be two way with both parties equally involved and interested. It
is a shared experience. It is a partnership like a dance: you respond to
each other's movements and are both winners.

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Skills of effective speaking

Build them around respect: treat other people the way you want to be
treated yourself. The atmosphere should feel comfortable: like plants,
conversations need good ground to take root and flourish.

Talk about mainly positive things. People who talk about good news
tend to cheer people up whereas people who always talk in negatives
tend to depress the people they are talking to! Obviously there must be
a balance, as sometimes we must talk about unhappy events, but make
sure you don't do this too much. You wion't go far wrong if you use the
old adage: "If you don't have anything nice to say, don't say anything at
all!"

There should be a willingness to be open on both sides. Each person has

the opportunity to express their point of view and feelings. Relationships
develop through conversations where we open up and exchange details
to create closeness.

Always address someone by their first name if you know this. It shows
that you are treating them as an individual.

A good conversation makes a difference; something useful happens and

it has a satisfying conclusion.

Nod your head from time to time to encourage the speaker.

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Skills of effective speaking

Leave spaces: stay silent for a few seconds. Don't talk for too long: our
attention only lasts a few minutes before we need a break. Cut your
story into bite sized chunks to allow breathing space.

Make descriptions specific: don't generalise or use clichs. Be precise

and concrete.

Ask the speaker to elaborate on major points.

Regularly summarising can improve the quality and accuracy of your

conversations. Feed brief summaries back into the conversation.

When starting conversations show that you value the other person's
attention: "I'd really like your opinion about ....."

Bad conversations:

We make guesses and assumptions rather than listening properly.

Assumption is the enemy of good communication; we assume that the
other person is just like us. Avoid prejudice and presumption. Similarities
between people make communication possible, but differences make it
worthwhile.

We score points off each other and apply pressure.

Our opinions and feelings are denied: we feel under attack, ignored,
patronised, put down and threatened.

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Skills of effective speaking

Aspects of Effective Speaking:

Effective speaking has nothing to do with the outdated concept of 'elocution'
where everyone was encouraged to speak in the same 'correct' manner.
Rather, effective speaking concerns being able to speak in a public context with
confidence and clarity, whilst at the same time reflecting on your own
personality.

Accents

Vocal
production

Aspects of
Effective
Speaking
The effect
of breath
on voice
and speech

13

Finding
your voice

Skills of effective speaking

Accents:
Regional and ethnic accents are positive; they are part of individual
personality. Gradually, over the years, through the migration of people and
exposure to the media, accents are being broken down and neutralised. In
some ways this is a shame because accents can add a dimension and
distinctiveness to voice and emphasise individuality. It is important to get used
to the sound of your own voice. Most people are more relaxed in a private
situation, particularly at home, where there are no pressures to conform to
any other social rules and expectations. This is not the case in public situations
when there are all sorts of influences exerted upon the way people speak. Your
voice can reveal as much about your personal history as your appearance. The
sound of a voice and the content of speech can provide clues to an individual's
emotional state and a dialect can indicate their geographic roots. The voice is
unique to the person to whom it belongs. For instance, if self-esteem is low, it
may be reflected by hesitancy in the voice, a shy person may have a quiet
voice, but someone who is confident in themselves will be more likely to have
command

14

of

their

voice

and

clarity

of

speech.

Skills of effective speaking

The Effect of Breath on Voice and Speech:
The voice is responsive to emotions and sometimes gets 'blocked', which can
prevent or hinder the expression of a range of feelings. However, it is possible
to use physical exercise to help produce a more flexible voice, in the same way
that people who use vocal sounds professionally take lessons, to ensure that
their voices are kept in a versatile condition and ready to vocalise a range of
sounds.

When under stress an individual's breathing pattern will change. When your
muscles are tense you cannot use your lungs to their full capacity, when a
person is frightened or nervous, a common symptom is tension in the neck and
shoulders. This occurs because, when under pressure, over-breathing tends to
occur. Plenty of air is inhaled, but with fast breathing there is not enough time
to exhale and relax.
Good breathing is essential for two reasons:
1. By using full lung capacity the breath will support the voice and the voice
will become richer, fuller and stronger. This will benefit individuals who
have a small voice and who worry that they cannot be heard when speaking
to a group of people. Volume is controlled in the abdomen not in the

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Skills of effective speaking

throat, so breathing to full strength will allow for greater control of the
voice.
2. Breathing deeply and rhythmically has a calming and therapeutic effect as it
releases tension and promotes relaxation. Individuals who are relaxed are
more balanced, receptive and confident. It is no coincidence that several
religions use rhythmic breathing techniques such as meditation, yoga and
silent contemplation, and vocal release in the form of chants, mantras or
hymn singing as aids to their devotions. By easing physical tension, mental
stress decreases and the mind is effectively freed to follow creative
pursuits.

Vocal Production:
The following three core elements of vocal production need to be understood
for anyone wishing to become an effective speaker:

Volume - to be heard.

Clarity - to be understood.

Variety - to add interest.

Volume
This is not a question of treating the voice like the volume control on the TV
remote. Some people have naturally soft voices and physically cannot bellow.

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Skills of effective speaking

Additionally, if the voice is raised too much, tonal quality is lost. Instead of
raising the voice it should be 'projected out'. Support the voice with lots of
breath - the further you want to project the voice out, the more breath you
need.
When talking to a group or meeting, it is important to never aim your talk to
the front row or just to the people nearest you, but to consciously project what
you have to say to those furthest away. By developing a strong voice, as
opposed to a loud voice, you will be seen as someone positive.
Clarity
Some people tend to speak through clenched teeth and with little movement
of their lips. It is this inability to open mouths and failure to make speech
sounds with precision that is the root cause of inaudibility. The sound is locked
into the mouth and not let out. To have good articulation it is important to
unclench the jaw, open the mouth and give full benefit to each sound you
make, paying particular attention to the ends of words. This will also help your
audience as a certain amount of lip-reading will be possible.
Variety
To make speech effective and interesting, certain techniques can be applied.
However, it is important not to sound false or as if you are giving a

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Skills of effective speaking

performance. Whilst words convey meaning, how they are said reflects
feelings and emotions. Vocal variety can be achieved by variations in:

Pace: This is the speed at which you talk. If speech is too fast then the
listeners will not have time to assimilate what is being said. Nevertheless, it is
a good idea to vary the pace - quickening up at times and then slowing down
this will help to maintain interest.

Volume: By raising or lowering volume occasionally, you can create emphasis.

If you drop your voice to almost a whisper (as long as it is projected) for a
sentence or two, it will make your audience suddenly alert, be careful not to
overuse this technique.

Pitch - Inflection - Emphasis: When speaking in public, try to convey the

information with as much vocal energy and enthusiasm as possible. This does
not mean your voice has to swoop and dive all over the place in an
uncontrolled manner. Try to make the talk interesting and remember that
when you are nervous or even excited, vocal chords tense and shorten causing
the voice to get higher. Emphasise certain words and phrases within the talk
to convey their importance and help to add variety.

Pause: Pauses are powerful. They can be used for effect to highlight the
preceding statement or to gain attention before an important message.
Pauses mean silence for a few seconds. Listeners interpret meaning during

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Skills of effective speaking

pauses so have the courage to stay silent for up to five seconds dramatic
pauses like this convey authority and confidence.

Barriers/Problems in Speaking:
There are three types of barriers:
1) Perceptual Barriers: The problem with speaking to others is that
we all see the world differently.
2) Emotional Barriers: One of the chief barriers to open and free
speaking is the emotional barrier. It is comprised mainly of fear,
mistrust and suspicion.
3) Gender Barriers: There is a difference of speech patterns in a man
and those in a woman. A woman speaks between 22000 and
25000 words a day where as a man speaks between 7000 and
10000.

Techniques to improve speaking:

These are following techniques to improve speaking:
1) Command over the topic: The first thing that makes our speech effective
is the enough knowledge of the subject we are going to present.

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Skills of effective speaking

2) Analyse the audience: We must consider the level of our listeners. We
should know their interests, needs and language level. In this way, we
would be able to persuade them.
3) Analyse the context: Context (environment) guides us in selecting what
to speak and what not to speak. We should consider the event for our
speech.
4) Organize the material: To have enough knowledge of the topic is not
sufficient. We should organize the material so that it would work
effectively.
5) Pronunciation, grammar, vocabulary: Our pronunciation, knowledge of
grammar, vocabulary and choice of words should be apt.
6) Clarity in presentation: We should not mix up the words. We should be
very clear in our speech. The tone of our speech should be effective.
7) Eye contact: We should not see in the space of the hall or above the
heads of the listeners. Some people look at the walls while speaking to
the audience. It is not a good habit.
8) Feel confident: We should feel confident. Moreover, we should think
that we have more knowledge than our audience. For effective formal
speech, we should use notes and dais as well.

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Skills of effective speaking

9) Use non-verbal clues: We should also support our speech with nonverbal clues. Use of body language is very important in making our
speech effective.

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Skills of effective speaking

References:
1) http://www.skillsyouneed.com/ips/effectivespeaking.html#ixzz3wwN4jwH5
2) Toogood, Granville N., The Articulate Executive: Learn to Look, Act, and
Sound Like a Leader, McGraw-Hill: New York, 1996, p. 16.
3) http://www.skillsyouneed.com/ips/effectivespeaking.html#ixzz3wxPM4cVf
4) Quote from Broadcaster Earl Nightingale in Earl Nightingales Greatest
Discovery, CD 3
5) Quote from Broadcaster Earl Nightingale in Earl Nightingales Greatest
Discovery, CD 2.
6) Lee Carolyn N.,Effective Speaking and Presentation, January-February,
2001.
7) Art of Public Speaking(First Edition); A.K. Batra.
8) The Art of Public Speaking; Joseph Berg Esenwein & Dale Carnegie
A Complete Guide to Public Speaking; Joseph A. Grippo

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