Professional Documents
Culture Documents
IMPORTANCE OF COMMUNICATION:
Communication is an important facet of life. Communication
skills are essential in all spheres of life. Be it an interview or dealing
with the project leader or working out a solution with a team or writing
a report, getting across the point effectively is what matters. Effective
communication centers round the usage of words, speed of delivery of
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Study Material for Communication Skills
Government Polytechnic, Kolhapur
words, pitch modulation and body language. It is very important to Use the proper word at
proper time at proper place to communicate the right messages.
In the existing globalization scenario, most of the Information Technology, I.T
Enabled Services, management institutes, public and private sector, multi-national
Companies(MNC), Union Public Service Commission(UPSC), and State Public Service
Commission are search for a right and suitable fresher for executive posts. Whatever be the
recruiting criteria in industry giants had in their agenda, once this was clear a first class
degree would not serve the purpose, the candidate have to satisfy the skill sets that the
companies were looking for. And unanimously, the skills set that they were looking for
communication skills.
People in organizations usually spend 75 % of their daily time on communication
through writing, reading, listening, speaking, inter-debate etc. Effective communication is an
essential component for success of any organization. A recent newspaper report by TOI said
that out of hundred interviews, only five qualified for the employability. It is not that were
technically not sound but they lacked in communication skills. Communication skills are as
important as technical qualifications for youngsters aiming at a bright career.
Communications hold the key. Poor communication skills, low confidence levels and
improper body language have resulted out in the job race. The person recruited will have to
deal with the global clients directly. The command over the language plays a vital role in the
recruitment process.
In the present day information revolution and formation of knowledge the importance of
communication has increased. The importance of communication management and in day to
day life of people can be judge from the following points.
Importance of Communication:
1. Communication is life blood of any business, organization or institution. Nothing can
be run without effective communication.
2. The communication motivates the spirit of understanding and co-operation.
3. It is an effective tool of supervision.
4. It is very important for maintaining good human relationship.
5. It is useful for motivating the people.
6. It is important for collecting and distributing information.
7. Communication is important for keeping good contacts and for negotiations.
8. One can develop ones own personality by developing communication. A good
communication skill is a vital aspect of personality.
9. Communication needed to impart the knowledge.
10. It is essential to carry out day-to-day activities.
11. Raise awareness.
12. Motivates the people for a purpose.
13. Communication is for development of the individual, organization, society, nation,
country.
14. Communications helps the administration in arriving quick decision and
implementation.
15. Good communication is essential for proper planning and coordination.
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Study Material for Communication Skills
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16. A Manager's/ Executive's success is conditioned by his ability to understand the needs
and requirements of both employees and customers.
17. Better communication helps better job performance.
18. Effective and timely communication promotes cordial relations and work culture
among the employees for increasing production and creates healthy and happy
environment within and outside the organization.
19. 'Communication' is a key instrument to create relations, to strengthen relations
between the two people or a group of people.
# Prepare and deliver 5 minutes speech to your friends on "The
Importance of Communication in our life".
# In public or private sector jobs how communication skills will help
you to perform better?
# Discuss with your friends about the recent report by TOI about
employability.
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Study Material for Communication Skills
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Elements of Communication
1.
2.
3.
4.
5.
Sender
Message
Channel of communication
Receiver
Feedback
2. Message: The message is created by the sender to convey the information, facts or
opinion to the receiver. The message should be clear and simple so that the receiver
can understand it in the same way as the sender desires. While creating a message,
the sender should take care of words, language, and meaning of the message if the
message is to be communicated in verbal or written form or he/she should take care
of body language and facial expression if the message is to be communicated in
nonverbal form, along with the abilities and professional competencies of the
receiver.
E.g. A teacher teaches the topic "Importance of Communication".
3. Channels of communication: Communication channels are the medium through
which the message is communicated to the receiver. Channels of communication
play an important role in the process of communication. If the sender selects an
appropriate medium or channel of communication, there are more chances that the
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Study Material for Communication Skills
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receiver will receive the same message; or else, there are chances that the message
may get distorted. In this hi-tech era, there are a number of channels that can be
used to communicate message, e.g. mobile, e-mail, voice mail, person, radio, TV,
Internet, blogs, etc. Through proper channel is a common phrase used in
administrators/managers that signifies the importance of communication channels.
For example, a student of B.Sc, II year wants to communicate hostel problems to
the director of the institute. In order to reach to the intended receiver first, he/she
should communicate his/her message in the form of written application to the class
teacher; the class teacher will forward the application (message) to the principal
and finally the principal will forward the application to the director. That is how
communication through proper channel takes place. In this case, the class teacher
and principal were the channels of communication through which the message was
communicated to the receiver (director).
4. Receiver: The receiver is the person who receives the message. The receiver may
be a single person or a group of persons. The receiver understands the meaning of
the message and provides feedback to the sender. The receiver should have the
same language ability, comprehension, and cultural background as the sender. If
not, it may lead to distorted understanding of the meaning of the message by the
receiver.
5. Feedback: It is the most crucial element of communication. It is provided by the
receiver to the sender. Receiving feedback is important for the sender to know that
the receiver has received the message and interpreted the meaning of the message
in the desired way. Without feedback, the process of communication cannot be
complete. For example, when you send a mobile SMS to your friend, you get
feedback in the form of delivery report that informs you whether your message has
been delivered or not to the intended receiver; it also happens in the same way in
the case of e-mail.
# Draw th e Co mmu n i cati on p roces s b y u s i n g d iff eren t
cartoon s .
# Identify the sender, message, receiver, medium, channel and
feedback in the following situations:
a) A student applies for leave and is granted leave by the class
teacher.
b) A dancer dances for the cause of blind children at the college
auditorium for the student audience.
c) The clerk asks for the Diwali bonus and is refused by the boss.
d) The mother pours a glass of water on the sons face and he gets
up from sleep.
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Encoding:
A message sent in form of code is called encoding. So the sender has to encode his
ideas, information and thoughts in a language which can be understood by the receiver. The
sender puts his thoughts in a certain form of logical and coded message. In simple words it
can be said that encoding is the process of arranging the data in selected code of
communication for designing the message. Encoding means reducing the ideas, thoughts and
impulses into signals. The most common form of encoding is the use of appropriate words. If
encoding is not done properly the receiver will not understand the message and will not give
feedback.
Encoding means designing message from the ideas. Encoding is an expression of
ideas in logical sequence. The sender/encoder plans and organizes his ideas into a set of
symbols, signs etc. Encoding process translates ideas, facts, feelings, opinions into symbols,
signs, words, actions, pictures and audio-visuals etc. It is up to the sender to select medium he
feels proper to communicate effectively to the intended listener or receiver.
Encoder/ Sender:
1.
2.
3.
4.
Encodes message
Chooses appropriate channel
Chooses appropriate medium
Solicits feedback
Decoding:
Decoding is the process of understanding the message. Decoding is the process of
translation of an encoded message into ordinary understandable language. Receiver/decoder
converts the symbols, words or signs received from the sender/encoder to get the meaning of
the message. It is done by the receiver. The process of translation and interpretation of codes
and words used in the message is called decoding. The receiver of the message tries to
translate the symbols, ideas into from that can be understood by him. The process of
translation and interpretation of the signals is called decoding. The process of decoding
requires that the receiver must possess skill in reading, listening and must be able to reason.
When the message is properly decoded by the receiver he may immediately respond to it.
Decoding is the process of giving meaning to the encoded message. It can also be
referred to as extracting the embedded meaning or interpreting what was encoded by the
sender. The ability of the receiver in decoding the message correctly is decisive in
understanding the message in its holistic sense.
Decoder/ Receiver:
1. decodes the message
2. Practices active listening or reading
3. Provides proper feedback
# Pr ep a re th e ta b l e w hi ch s h ow s th e d i ff eren ce b etw een
E n cod i n g an d Decod i n g.
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4. To avoid creditability gap, management must guarantee that their procedures and
activities are in accordance with the communication. Communication is not complete
unless the reply or response of the receiver of the message is received by the sender or
communicator. The success of communication can be evaluated from the reaction.
Therefore, feedback must be bucked up and examined.
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study.
A written message enables receiver to fully understand it and send appropriate feedback.
Disadvantages of written communication includes:
Unlike oral communication, written communication doesnt bring instant feedback.
It takes more time in composing a written message as compared to word-of-mouth and
number of people struggles for writing ability.
# Explain five situations in which you will use Oral Communication.
# Explain five situations in which you will use Written Communication.
2. Nonverbal Communication
Nonverbal communication is the sending or receiving of wordless
messages. We can say that communication other than oral and
written, such as gesture, body language, posture, tone of
voice or facial expressions, is called nonverbal communication.
Nonverbal communication is all about the body language of speaker.
Nonverbal communication helps receiver in interpreting the message
received. Often, nonverbal signals reflect the situation more
accurately than verbal messages. Sometimes nonverbal response
contradicts verbal communication and it affects the effectiveness of
message.
Nonverbal communication has the following three elements:
1. Appearance
Speaker: clothing, hairstyle, neatness, use of cosmetics
Surrounding: room size, lighting, decorations, furnishings
2. Body Language
facial expressions, gestures, postures
3. Sounds
Voice Tone, Volume, Speech rate
Types of Communication Based on Purpose and Style.
# Explain the facial expression mentioned in the above picture.
Based on style and purpose, there are two main categories of communication and they both
bears their own characteristics. Communication types based on style and purpose are:
1. Formal Communication:
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4. Conflicts and disagreements among the workers may hamper the growth of the
organization.
Diagonal communication:
A diagonal communication in an organization is the process whereby the flow of
information is between people who work in different departments and are at different levels
of the organization. A good example of a diagonal communication is an instance where a
Human Resource Manager is sending out information to an accounts officer in the
Accounting Department. Some experts in this field also define Diagonal communication as
the process of sharing information between different structural levels within
an organization or establishment.
Advantages:
(1) It is a most direct method of communication.
(2) It is a most selective method of communication.
(3) It is one of the fastest methods of communication.
(4) In critical situations, it would seem to be the most essential and logical
type of communication.
Disadvantages:
(1) It can destroy lines of authority and formal chains of command.
(2) It can leave immediate superiors uninformed of what their subordinates are
doing.
(3) It can lead to conflicting orders and hence to further confusion.
(4) It is usually verbal, and thus is untraceable if things go wrong.
# Sketch a diagram indicating Upward Communication in GPKP.
# Sketch a diagram indicating Downward Communication in GPKP.
# Sketch a diagram indicating Horizontal Communication in GPKP.
# Sketch a diagram indicating Diagonal Communication in GPKP.
GRAPEVINE COMMUNICATION:
As defined earlier that grapevine communication is an informal chat amongst peers,
colleagues and friends. The best time of this kind of communication is during the following.
1. Lunch Break.
2. Tea Break
3. Get Together
4. Seminars
5. Meetings.
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This form of communication has no legal standing, it is merely to make mountain out
of mole hill, and there is immense pleasure in this kind of communication as it deals with
speculation and conjunctures. Generally this kind of conversation takes place amongst
groups. There is also a close-knit Grapevine Communication, spreads like wild fire. This
communication is an informal kind and hence, the interest to speak and speculate derives
great interest5 and pleasure amongst the group of friends. Though the grapevine
communication may be factual or fiction it does exist even today in our society. When does
the grapevine communication cone to fore? Or when does it come to effect?
1.Recent News.
2.Controversies
3.People talk about their acquaintances.
4.Discussing Private and personal problems of other.
Here are some of the advantages of grapevine Communication.
1. Spreads like wild fire.
2. Content can be short or long.
3. It provides as feedback to the management.
4. Grapevine communication is acceptable.
5.
2. Informal Communication:
Informal communication is done using channels that are in contrast
with formal communication channels. Its just a casual talk. It is
established for societal affiliations of members in an organization
and face-to-face discussions. It happens among friends and
family. In informal communication use of slang words, foul
language is not restricted. Usually, informal communication is done
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# Give five examples of each communication barrier from our daily life situation.
F) Sender Barriers
Sender doesnt know enough about the receiver.
Sender has a negative attitude toward message doesnt want to communicate it.
Sender has a negative attitude toward the receiver.
Sender has a negative attitude towards communicating doesnt care whether receiver
understands or not.
Sender fails to get the attention and interest of the receiver.
Sender has poor communication skills (oral expression and/or writing).
Sender picks wrong time.
Sender chooses wrong method.
Sender chooses wrong place.
Sender uses vocabulary that isnt clear to the receiver (ambiguous and /or technical)
Sender doesnt communicate the right amount of information (too little or too much)
Sender use negative tone.
Sender is in a hurry
Sender fails to verify whether receiver understands.
G) Receiver Barriers
Receiver is preoccupied with something more important
Receiver doesnt like/ respect the sender.
Receiver is not interested in the massage.
Receiver knows what the massage is going on to be
Receiver doesnt want to understand.
Receiver is physically tired
Receiver has emotional barriers
Receiver is thinking about what to say when the sender finishes
Receiver is distracted.
Receiver pretends to listen when not listing
Receiver pretends to understand when doesnt understand
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Study Material for Communication Skills
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Physical Barriers can be overcome by maintain good health and by clearing the
environmental disturbances. Physical barriers are mostly connected to physical shortcomings.
If the sender is ill, tired, fatigued, sleeplessness he cannot send message properly to anyone.
So sender has to take care that he must have good health while doing communication.
Psychological Barriers are related with the mind. Mind plays an important role in human
behavior. All our actions and even inactions are controlled by human mind. The mindset up
of sender may also have wrong effect on the quality of communication. A human being with
a positive mind, free from hatred and prejudice effectively overcomes psychological barriers.
The sender of a message has to keep a clear and open mindedness while communicating. He
must take that his message should not get affected due to different mood swings of mind. All
psychological barriers are concerned with mental, personal, cultural and social environments.
By keeping the positive attitude sender can successfully overcome psychological barriers.
Semantic/Language Barriers can be avoided by gaining sufficient knowledge of the
language used for communication. The sufficient knowledge of vocabulary, synonym,
antonyms and basic grammar is must for both receiver and sender. The sender must use
simple language. Using simple and short sentences will be helpful for avoiding semantic
barriers. Semantic barriers can be avoided by correct study of receivers requirement of
information and receivers capability to understand. Sender must not use the words which are
beyond comprehension for the receiver. The sender must avoid clich and technical jargon.
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According to you, which are the most important characteristics of oral communication?
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Oral Communication
Written Communication
1.
It saves time.
It is time-consuming.
2.
It is economical.
It is costly.
3.
4.
It is flexible.
It is inflexible.
5.
6.
It is very fast.
It is very slow.
7.
It is not permanent.
It is permanent.
8.
9.
Feedback is delayed.
Conversation is
a
form
of
interactive,
spontaneous communication between two or more people
who are following rules of etiquette. It is polite give and
take of subjects thought of by people talking with each
other for company. Conversations follow rules of
etiquette because conversations are social interactions, and
therefore depend on social convention. Conversation is the
most obvious mode of communication. It involves elements
of speaking and also other generic skills like listening.
Deliver a conversation script by imagining details of a situation before your class.
Debate is contention in argument; dispute, controversy; discussion; especially the discussion
of questions of public interest . Debate is a method of
interactive and representational argument. Debate is a broader
form of argument than deductive reasoning, which only
examines whether a conclusion is a consequence of premises,
and factual argument, which only examines what is or isn't the
case, or rhetoric, which is a technique of persuasion. Though
logical consistency, factual accuracy and some degree of
emotional appeal to the audience are important elements of the
art of persuasion, in debating, one side often prevails over the other side by presenting a
superior "context" and/or framework of the issue, which is far more subtle and strategic. The
outcome of a debate depends upon consensus or some formal way of reaching a resolution,
rather than the objective facts as such. In a formal debating contest, there are rules for
participants to discuss and decide on differences, within a framework defining how they will
interact.
Don'ts and Do's of a Debate:
A) DO's OF A DEBATE:
Give vent to your ideas.
Follow all the rules of the debate.
Be polite in expressing yourself.
Be clear and logical while arguing.
Be quick to the point and use befitting language.
Be tolerant, empathetic and assertive.
Applaud each speaker.
Be natural but do control your emotions.
Use hands to express an idea.
Maintain good eye contact with all the members of the opposite group.
Sit comfortably but politely.
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B) DON's OF A DEBATE:
Control your ideas.
Use an uncultured language.
Attempt to dominate or rule over or interrupt others.
Use non-words and beat around the bush.
Be impatient, rude or submissive.
Look annoyed or express extreme emotions.
Use sheets of paper for your notes.
Avoid eye contact or stare continuously.
Sit carelessly, legs crossed or shaking our legs.
Put on an accent; be too fast or too slow.
Use abusive humour that will hurt anyone.
Include false evidence or facts in your speech.
Conduct one structured debate session every week in your class.
Feedback
Feedback is varied in different types of communication.
It is instantaneous a face to face conversation, interpersonal or
oral or verbal communication. Feedback is not only for checking
the understanding of the message but it also helps in knowing
how the message has been received. The emotional response
and reaction forms an important part of the success of the
communication.
2.3 Pronunciation, Tone, accents.
What Is Pronunciation?
Pronunciation is the way a word or a language is spoken, or the manner in which someone
utters a word. If one is said to have "correct pronunciation", then it refers to both within a
particular dialect.
A word can be spoken in different ways by various individuals or groups, depending on many
factors, such as: the duration of the cultural exposure of their childhood, the location of their
current residence, speech or voice disorders, their ethnic group, their social class, or
their education.
Pronunciation is probably one of the hardest skills in English to learn. It takes a lot of time
and effort to improve your pronunciation. Some non-native speakers live for a long time in
an English-speaking country but still have poor pronunciation. Other speakers seem to pick
up English pronunciation with little effort, and some may do so without visiting an Englishspeaking country at all!
Nobody knows quite why this happens. Perhaps it is because some speakers have a better
ear for languages than others? But age and previous language learning are also thought to
be factors, as well as having a sense of musicality. And of course, you are likely to improve
your pronunciation more quickly if you are doing plenty of listening and speaking. This is
why it is so crucial that you speak as much English as you can outside the classroom.
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Having said this, it is certainly not necessary to have native-speaker-like pronunciation. Your
accent is part of you and your culture and there is no need to lose it entirely. In fact, you
probably wouldnt want to. The real key to having good pronunciation is what we
call comfortable intelligibility. In other words, the person or people listening to you should
be able to understand what you are saying with minimal strain. This is something
completely different from losing your accent entirely.
Some of the most important reasons why English pronunciation is believed to be so difficult
are:
There are some sounds in English that probably dont exist in your own language for
instance, English has 20 vowels and diphthongs (many languages only have 5).
English is a stress-timed language words and sentences have strong and weak parts.
This is different to many other languages throughout the world where parts of words and
words themselves may be given the same stress in a sentence. .
When English is spoken quickly, words are linked smoothly together and sometimes
sounds even disappear altogether (this is called assimilation). This means it can be hard to
understand, as well as speak English.
There are five main areas of difficulty in English pronunciation. These are :
Word stress
Sentence stress
Rhythm
Intonation
In the table below, you can see what the main problems are in pronouncing English and how
you might be able to improve.
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Area of difficulty
1. Pronunciation of
individual sounds
2. Word stress
Implications of this
particular area
There may be confusion
between minimal pairs (e.g.
bed/bad, ship/sheep) and this
may compromise meaning.
How to improve
Use lists to practise
repeating minimal pairs
Use tongue twisters to
practise special sounds.
Practise the sounds of
English by using the
phonemic chart.
Check your dictionary in
advance of a seminar or
presentation to make sure
you know where the stress
falls on long words. Repeat
the words.
An demonstration of how
word stress appears in the
dictionary can be seen here
3. Sentence stress
4. Rhythm
5. Intonation
Sometimes emphasising
different words suggests
different contrasting
information (e.g. how does
the meaning change when
different words of the
following sentence are
stressed : Mary saw a red car
driven by a young man with
brown hair)
Rhythm is important to
maintain the flow of the
language. English is a stresstimed language. Problems
with this are not so likely to
affect comprehension but
getting the rhythm right does
help the listener to follow
your argument..
Getting the right intonation is
important to convey the right
attitude i.e. high start for
questions, tentativity and
wide pitch variation to show
greater enthusiasm.
Practise
reading poems,limericks, etc
out loud to get a sense of
how English rhythm works.
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There is certainly a lot of general advice that we can give you to help you to improve your
pronunciation. You can try some or all of these ideas.
Find out what mistakes you make. If you do not know what mistakes you are making, you
will not be able to improve. Ask a native speaker what particular mistakes you have. You
could ask your pre-sessional or in-sessional EAP tutor or a friend or acquaintance. Ask
people if they can understand you and if you have not seen that person for a long time, ask if
they think you have improved. Ask your audience at a presentation whether they found it
easy to understand what you said.
Be aware of the face position of native speakers. English, unlike a number of other
languages, is spoken with a relaxed face. Make sure that your cheeks are relaxed before you
speak. Observe how native speakers speak and the position of their mouths.
Try to listen to good models of speech. Ask someone you know or a tutor to record for you
some technical words in your subject that you find it difficult to pronounce. Also check the
words in the dictionary to see where the stress falls.
Know about the particular features of English pronunciation. For example, make sure
that you pronounce and do not swallow the endings of each word. Note particularly the
importance of pronouncing s and ed endings. Remember that the spelling of a word does
not always help to pronounce it.
Have a very specific target for improvement for the week. Just saying my aim is to
improve my pronunciation is too general and unfocussed. You have to try and identify
particular aspects of pronunciation that you need to develop. Try to work specifically on one
aspect of your pronunciation each week. For instance, if you know that you have problems
with the th sound; make a plan to wok on this as much as possible during one week.
Some people find that recording themselves and listening back can help to spot errors in
pronunciation. But naturally, you need to have some idea of what mistakes you make first.
Mark up a reading text. Put marks and symbols on a reading text to show where words are
linked together, where the stress falls on long words, etc. Practise reading from the marked up
text onto a cassette or MP3 player.
Using pronunciation books and cassettes, and Internet web sites, can help. There are
useful pronunciation self-study books available and listening to the cassettes and practising
repeating them for ten or fifteen minutes a day can be time well spent. They will give you
good models to repeat. There are a lot of useful sites on the Internet that help you to improve
your pronunciation (see 'check them out' box above for a list of internet resources).
Slow down. Sometimes it is tempting to try and speak very quickly to give the impression of
fluency. However, this often affects the clarity of your pronunciation and makes it harder for
people to understand you. And remember, many speakers of English do not speak very
quickly, but are very fluent.
Try to sound interesting/ interested. Dont speak in a monotone but try to sound as if you
enjoy speaking English. Put emphasis on important words and say them a little more slowly,
to bring out their meaning.
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Why pronunciation is important in effective oral communication? Discuss among your friends and
pronounce following words correctly:
1.Pronunciation 2.Preparation 3.Embarrassment 4.Diagrammatize 5.Aesthetic 6.Subtle
7.Mnemonic 8.Enthusiasm 9.Simultaneously 10.Constitution.
Arrange a group discussion in your class by preparing two groups (6 members in each
group).
Prepared Speech:
There are 4 key components to a successful speech.
1. The subject matter should be worldly and should concern a
social issue.
2. The subject matter should be well constructed.
3. The delivery must be convincing and engaging.
4. The words of the speech must be in Plain English.
The speech length is very important too prepared 6 to 10 minutes and impromptu 3 to 5
minutes max.
Length of Prepared Speech
The prepared speech should be on a topic of your choice and no longer than 10 minutes.
Subject matter: choosing a topic
You are free to speak on any topic, provided that it focuses on a social issue. Your ideas are
crucial to making a good speech. Aim to tell your listeners something new. There are many
ways to do this. For example, you could raise awareness about a little-known issue, or give a
new angle on a well-known one. Feel free to use personal experiences to illustrate your issue
such illustrations are an insight into who you are. Choose a topic that genuinely interests
you. Your own passion for that area will automatically infuse insight into your speech.
These are the two steps needed for choosing a speech topic:
1. Choose a topic that genuinely interests you.
2. Ask whether your choice demonstrates social awareness. If it is overly personal, can
you instead use your personal experiences to illustrate your view on a wider issue?
The best speeches will combine worldly issues with personal experiences to give the listeners
a package of ideas that they will have never heard before.
Speech-writing techniques are too numerous to detail here but some guidelines are provided.
Structure
Structure in a speech is essential because it makes the content of your speech more
understandable to the listener. There is no single, mandatory way to structure a speech, but
always ask whether your structure enhances the comprehension, effectiveness and
persuasiveness of your speech.
In evaluating your speech, consider the following elements of structure.
1. Purpose of the speech
It is crucial that you establish the purpose of your speech within the first 30 seconds,
that is, what you will achieve by the end of your speech. Establishing a purpose early
is important because each subsequent sentence should then help to fulfil that purpose.
Without a clear purpose, listeners will not appreciate the full power of your words
because they will not know what you are trying to prove.
2. Logical structure of ideas:
There should be a smooth flow from one idea to the next. Lead the listener to follow
your train of thought.
Whether or not you signpost your ideas is up to you. Signposting is when a speaker
succinctly summarises his or her points at the start of the speech before expanding on
them. An example of signposting is: Today I have three points to discuss. First ;
second; and lastly (All in two sentences).
3. Engaging opening to the speech
As well as establishing your purpose, your opening should capture the interest of the
audience. Consider ways of doing this, for example, with an anecdote, a memory, and
a quote.
4. Powerful conclusion
your conclusion should remind the audience of the purpose of the speech and
reinforce your message. If you have not timed your speech to make sure that it goes
no longer than ten minutes, you may find that the powerful conclusion is made too
late well after the ten minutes. That would result in you losing points.
Content
1. Message of the speech :
Decide what you want your message to be and prepare your speech around that
message. The message is the one idea you want your listeners to remember if they
remember only one thing from your entire speech. This is also known as your
contention.
The message of the speech is closely associated to its purpose. The purpose of a
speech should be to make the audience remember the message. But the two are not
always the same. Sometimes the purpose is to weigh up a conflict of ideas, but the
message resolves that conflict. For example, if the purpose of a speech was to explore
the difficulties in balancing economic growth with environmental sustainability, then
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When rehearsing, speak clearly and loudly, in such a way that everyone in the presentation
area would be able to hear you.
Use your own language style. Do not use the words that you have never said in your life.
Take it easy.
Dress appropriately. Appearance can be everything.
Keep it lively and don't read from your script.
If you need notes, use them. But you gotta rehearse. Rehearse to your mom, your spouse,
your daughter, your cat, or your mirror.
Make sure your speech hangs together well and makes sense.
Ask questions from people. Let's say you are doing a speech about cellphones. Ask the
audience "Have you seen the latest iPhone from Apple?" or "Has anyone seen the GPS on the
LG 223?"
Listen speeches from eminent speakers every week. Deliver one prepared speech in a
week in your class.
An extempore presentation tests the candidates on the following:Ability to think off the feet
Analysis of the topic and identification of the issue to be addressed
Idea generation
Prioritization and sequencing to display logical thinking
Ability to connect with the panel
Communication skills
Overall presentation skills-body language, confidence, poise, composure etc.
Some important tips:
Mental Preparation: Know what to speak before delivering speech. Ponder over the topic
for some time and prepare the flow of delivery. Your previous extempore practice sessions
would surely help here. Understanding the audience, the direction they are most likely to
accept, helps in framing the flow of speech.
Start speaking in an even pace: Do not start really fast, as you are likely to end up not
having anything to speak.
Confidence: Confidence along with Knowledge always helps, even in abstract topics
where the candidate is tested on presence of mind, spontaneity and analytical skills.
Handle Mental blocks smartly: At times, when you get blank about what to speak, try
to maneuver yourself out of the situation gracefully by avoiding being nervous. Candid
smiles also help and for such situations it is better to have back up plans.
Control on speech: Don't get emotional about the respective topic, avoid getting too
personal on sensitive matters, don't even deviate from the topic and talk irrelevant. For a
satisfactory performance, it is always better to use your knowledge in an intelligent way with
a control on the speech.
Presenting both sides In case of controversial topics (e.g; Should republic day
celebrations be redefined?), the candidate may choose to explore both sides, a stand which
becomes difficult to take in case of GDs due to challenges of group dynamics. In an
extempore, since the candidate is the only person speaking, it becomes possible for a smart,
strategic speaker to discuss both aspects of the controversial topic. However, one has to be
careful about the time constraints while taking this stand.
Competence, Enthusiasm & Adaptability is the key: Work on your competence and
competitive advantage which may be excellent vocabulary, good general knowledge, etc.
How well and quickly a candidate adapts to the situation he/she is put in and with what
enthusiasm and energy level does he/she deliver the speech are some of the other desirable
evaluation parameters.
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More often than not, you can use the following guideline to talk on an extempore topic: If possible define the topic or specific terms of a topic.
If any widely known classifications exist about the subject of the topic, talk about
the classifications.
Provide supporting evidence in the form of data (if you know) or examples.
If the topic provides scope for narrating personal experiences, use the opportunity to
do so.
Most importantly, time yourself well. If the panel has given you one minute, try and
do one or more of what has been mentioned in points a to d and complete the extempore
logically. It may not be a good idea to be stopped in the middle of one your sentences.
Organize extempore speech sessions every week among your friends till you feel
confident in extempore speaking.
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Study Material for Communication Skills
Government Polytechnic, Kolhapur