ART OF SPEAKING

Introduction
Wherever life exists, communication also exists Changes that takes place in corporate world, communication has become an important tool in the management analysis. Success of any business depends upon a proper communication system.

WHAT MAKES COMMUNICATION IMPORTANT

Information Technology Revolution: Widespread use of computers and Internet make communication more important. Growing Specialization: Specialists execute the work in the corporate world and their tasks need to be coordinated to attain organizational goal. Complexities of business organizations: The size and scale of activities in the business have made the network complicated. Growing competition: With LPG(Liberalization, Privatization and Globalization) the competition among enterprises has become stiffer than ever in satisfying customers.

DEFINING COMMUNICATION

KISS Principle in Communication

Keep It Short and Sweet

Communication is an exchange of facts, ideas, opinions or emotion by two or more persons. Communication is a process of meaningful interaction among individuals. Communication is the transfer of information from one person to another. The art and technique of using words effectively to impart information or ideas.

Special Features of Communication

Communication is unavoidable. Communication is a two-way traffic. Communication is a social process. Communication is a continuous process. Communication is universal.

COMMUNICATION PROCESS

The sharing of a common meaning between the sender and the receiver takes place. Individuals that follow the communication process will have the more productive in every aspect of their profession. Effective communication leads to understanding. SENDER: Communication process begins with the sender. Sender wishes to send a message to the receiver. MESSAGE: The message is what the sender wants to convey to the receiver. ENCODING: Encoding is putting a message into words or images. TRANSMISSION CHANNEL: The channel is the medium of transmission from one person to another.

RECEIVER: The receiver is the person or group for whom the communication effort is intended. DECODING: Decoding is the process by which the receiver interprets the message and translates it into meaningful information FEEDBACK: Feedback is the reaction, without it, the sender of the message cannot know whether the recipient has received the entire message. NOISE: Noise is any disturbance that obscures, reduces or confuses the clarity or quality of the message being transmitted. FEEDBACK LOOP Encoding Transmission Decoding

Sender Message

Noise

Receiver

Decoding

Transmission

Encoding

CHANNELS OF COMMUNICATION
Communication channels simply mean various methods of sending your message. If you present your message with class and dignity, you will get the desired response SOME CHANNELS OF COMMUNICATION: Use of telephone Use of Radio Use of Television Use of Newsletter Use of formal printed invitation Use of personal letter Use of post card Use of mail news or magazine articles Use of questionnaire Use of newspaper column

FORMAL COMMUNICATION NETWORK

It is designed by the management to dictate who should talk to whom to get a job done This network is created to regulate the flows of communication as to avoid any confusion and make it more orderly, timely and smooth.

INFORMAL COMMUNICATION NETWORK (GRAPEVINE)

It arises to meet the needs that are not satisfied by formal process. This network formed by the workers without the knowledge of the management.

PEOPLE COMMUNICATE THROUGH Symbols Signs Behaviour Signals Speech Words Listening Silence

BODY LANGUAGE IN COMMUNICATION

Eye contact Head movement Postures Mannerism

IMPORTANCE OF COMMUNICATION
You cannot have human relations without communications. Good and effective communication is required not only for good human relation but also for good and successful business. FOR MANAGER AND EMPLOYEE RELATIONS: The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done? He Should know how to communicate and what results can be expected from that communication. Most communication problem arises because of lack of effective communication. Misunderstanding, misrepresentation can be minimized with proper communication system.

FOR MOTIVATION AND EMPLOYEE MORALE

Communication is a basic tool for motivation, which improve morale of employees in organization. Faulty communication among employees or between manager and subordinates cause of conflict and low morale at work. Manager should clarify to employees about what is to be done, how well are they doing and what can be done for better performance to improve their motivation. Prepare written statement, outlining the relationship between company and personal objectives and integrating the interest of two.

FOR INCREASING PRODUCTIVITY

Encouraging ideas or suggestions from employees or workers and implementing them whenever possible, you can also increase production at low cost.

FOR EMPLOYEES
Through communication employees submit work reports, comments, suggestions to their seniors or management. Organization should have speedy communication policy and avoid delays, misunderstanding and confusion among concerned people and departments.

IMPORTANCE TO INDIVIDUALS
Expressing oneself Satisfying ones needs Building human relations Career advancement

IMPORTANCE TO ORGANIZATION
Increasing efficiency Building relationship Satisfying stakeholders Planning Organizing Directing Controlling

ESSENTIAL COMPONENTS OF COMMUNICATION Speaking Writing Listening Reading Non-verbal Body Language Signs Symbols

BARRIERS TO COMMUNICATION

Communication appears to be simple it is not so in reality. Because of the complexities of the persons involved communication cannot be complete and perfect.

i) PHYSICAL BARRIERS:
Physical barriers in the workplace include: Marked out territories into which strangers are not allowed. Closed office doors, barrier screens, separate areas for people of different status. Large working areas or working in one unit that is physically separate from others.

II) Perceptual barriers: A traveller was walking down a road he met a man and said I am hoping to stay in the next town tonight. Can you tell me what the townspeople are like? Townsman how did you find the people in the last town you visited? Traveller- they were an irascible bunch. Overcharged me for what I got and gave me poor service. Townsman- you will find them pretty much the same here. III) Emotional barriers: It is comprised of fear, mistrust and suspicion. Roots of our emotional mistrust of others lie in our childhood and infancy when we were taught to be careful what we said to others.

IV) Cultural Barriers:

You have to work in groups which are totally different in every sense. To remain in it sooner or later you need to adopt the behavioural patterns of group. Groups which are happy to accept you and where you are happy to conform, there is a mutuality of interest and high level of win contact. V) Language Barriers: Language describes what we want to say in our terms may present barriers to others who are not familiar with our expressions. In Global place the greatest compliment you can pay another person is to talk in their language.

VI) Gender Barriers:

Women speaks between 22000 to 25000 words/day. Man speaks between 7000 to 10000 . In childhood girls speak earlier than boys and at age of 3 girls have vocabulary twice that of boys. When a man talks his speech located in left side of brain but in no specific area and for women speech located in both hemispheres and in two specific locations. Man talks in a linear, logical and compartmentalized way, features of left-brain thinking. Woman talks more freely mixing logic and emotion feature of both sides of brain.

VII) Interpersonal Barriers:

Withdrawal: Is an absence of interpersonal contact. Refusal to be in touch and be alone. Rituals: are meaningless, repetitive routines devoid of real contact. Pastimes: Fill up time with others in social but superficial activities. Working: Activities are those tasks which follow the rules and procedures of contact but no more. Closeness: Aim of interpersonal contact where there is a high level of honesty and acceptance of yourself and others. To improve your communication you have to change your thoughts, your feelings and your physical connections

Four categories of Barriers to communication

Semantic: Unknown language Unknown words Unknown symbols Unknown signs Unknown pronunciation Physical: Noise Improper time Distance Inadequate Overloaded Phychological: Perception Egotism Emotion Attitude Premature opinion Organizational: Organizational rules Organizational culture Hierarchy Poor timing Poor choice of channel

Barriers on the part of Sender:

Faulty planning Vague presumption Semantics Emotions Deliberate filtering Status ego Distraction Poor Listening Instant interpretation Emotions Filtering Distrust Insufficient time Hierarchy Origination rules Organization culture Poor choice of Channel

Barriers on part of the Receiver:

Barrier on part of Organization:

TIPS FOR EFFECTIVE COMMUNICATION

I) Know yourself:
A good communicator know what he/ she talking or writing about. clear about the topic being discussed is essential for communication. vague discourse will bore the audience and result is wasted effort and frustration or disappointment for oneself. What you say should be clear, crisp and to the point. Seeming unsure of yourself for your ideas and result loss of credibility. Say what you have to say in short, straight and simple sentence. Target audience is adolescents or adults or children, scientist you may want to adapt your content and style accordingly. Say what is directly relevant and useful to your audience. Ensure that it is of interest to them and will benefit them.

II) Be focused:

III) Brevity is the soul of wit:

IV) Know your audience:

V) Infuse your words with an earthiness that will appeal to a wider audience:
How many of us still love to read a book for children? Because the content transcends narrowly circumscribed world of a child.

VI) A good communicator never forgets the need to create the right ambience:
Are you saying the right thing at the right time? Your thoughts should reflect the reality of the times or current situation.

VII) Be sincere in your utterances:

Say something only if you genuinely feel it is important for you to say it. Artificiality is easily recognized by others.

VIII) Be positive. Believe in yourself:

If you are not convinced of the worth of your utterances nobody will. Words well up from the depth of truth.

IX) Bring alive and exploit the magic in words:

Words have rich meaning. Touch and persuade them to your audience

X) Reach out to your audience:

Bridge the gap between yourself and audience. Allow the listener to clarify doubts if any. Ask or get feedback to know your success in communicating with them.

7 Cs :
I) Candid: Straight forward, free and frank. II) Clear: clarity in words, thoughts; clarity in mind leads to clarity in thoughts. III) Complete: Avoid misunderstanding and misinterpretation. IV) Concise and Concrete: KISS principle Keep It Short and Sweet should be employed in communication.

V)Correct:
Message should be accurate in spelling, grammar, format and contents.

VI)Courteous:
Be polite and respectful.

CONVERSATION TIPS:
1) Make a good first impression. Maintain eye contact. Smile, ask questions that require yes / no answer. Listen. You might think a conversation is all about talking, but if the listener is too busy thinking of something to say next. Pay attention to what is being said. Find what the other person is interested in. you can do some research in advance about it and can talk about it to that specific person. Politely ask question. What do they like to do? what did they do today or last weekend?

2)

3)

4)

5)

Forget yourself, if you are too busy thinking about yourself or what others might be thinking you never be able to relax. so introduce yourself, shake hands and forget yourself. 6) Practice active listening skills. Make eye contact. Nod , say Yes, I see, thats interesting that you are paying attention. 7) If the topic seems to be one they are interested in ask them to clarify what they feel about it. If they are talking about occupation or activity you do not understand take the opportunity to learn from them. 8) Use your own words. Conversation happens in turns so each person taking a turn to listen and to speak or respond. 9) If the point was not important ignore it; if it was important then politely point out your opinion. 10) Do not panic. If your topic seems to have run out think for a moment and identify another topic and ask them. 11) Know when the conversation is over. Shake hands with the other person and be sure to tell them you enjoyed talking with them. End with positive note and leave a good impression.

Points to be kept in mind while communication with others

Choose carefully when asking personal questions. Do not risk into personal issues. If other person willing to talk about it you may end up that do not want to know. Be sincere! Compliments are great . Beware of topics such as religion and politics. Dont take risk unless you know the person has the same convictions as you. Try not to argue! But do not have to agree with everything someone says but you do not have to tell all about you disagree. Change the subject. Dont nod or respond with yes and I See so much they might feel you are bored. Dont try to cut the person off mid sentence. It seems disrespectful. Let the person finish their thoughts and then continue on with thoughts of your own.

What is presentation?

It is communication and conversing with others. Its not acting. Skills used by presenters are similar to actors

Tips for powerful presentation

1)

Take charge early:

you are evaluated in the early seconds of your presentation. you dont get second chance for the first impression. the opening should be good.

2)

Aim at the audience:

Audience customer; you must aware of : who they are? Where they are from? What are their expectations? If you dont have answers for these questions you have lost your audience.

3)

Choose the right topic:

Choose a topic that is of interest to you and of general interest as well.

4)

Make the presentation exciting:

even if the presentation is accurate and important it may fail if its dull. you are an actor with a major role to play.

5)

Do something different:
Do anything different that gets the world attention. If you are using the mike drop it; if you are talking start writing on board or ask questions.

6)

Make the audience do something different:

Ask audience to regroup ; pass paper with matching graphics; ask them to stand up and breath deeply.

7)

Personalize the presentation:

Audience should feel that you are talking directly to them. For this use information ,statistics or data about them.

8)

Make the audience talking:

Involve them in presentation process.

9)

Maintain the speed of talking:

Combine effective use of visual with your presentation.

10) Have the hard copy:

In case of power failure or system failure the hard copy will come handy.

ART OF PUBLIC SPEAKING

1)

Career:

Employers prefer hiring people with public speaking and communication skills.

2)

Mental:

Successfully speaking before a live, listening audience improves your self-confidence, character.

3)

Opportunities:
Ability to speak publicly opens up new opportunities in your life. You will find yourself more eager to participate in causes you sincerely believe in, interact more with people

Benefits of public speaking

PERSONAL BENEFITS:
Increased self-confidence The ability to communicate and articulate your thoughts and ideas Effectively persuade others Words can hurt, heal, create, build, transform New opportunities Ability to lead Have a rare and valued skill Have fun Improve your quality of life

PRACTICAL BENEFITS: Career advancement Receive recognition Get the credit that you deserve Entertain your audience Captivate your audience Learn to speak concisely, clearly and confidently Speaking out in important situations

PUBLIC SPEAKING TIPS

1)

Be familiar with your topic:

Choose a topic that you are familiar. Know more about the topic. Use personal stories, simple language and humour.

2)

Rehearse:
Rehearse out your topic, revise if necessary. Practice with a timer.

3)

Be aware of your audience:

Reach the spot in advance Talk to audience.

4)

Get familiar with the room/ hall:

Arrive spot early and walk around the room. Ensure the arrangements suitable for you and the audience.

5)

Learn to relax:
Relaxing help to calm your nerves. Stand erect, pause and smile before start and ensure you are enthusiastic.

6)

Your appearance:
Wear something that looks good for you that boosts your confidence.

7)

Practice good manners:

Never go beyond your allotted time. Avoid repeating words and bad mannerism like sitting on table etc..

8)

Speaking:
Begin with a quote; joke to attract the attention of audience. Avoid using words that are difficult to pronounce.

9)

Handouts:
Do not distribute materials before or during your talk.
Repeat the questions asked to the whole audience. Stay positive and have an open mind to accept the view point of the audience.

10) Question hour:

OVERCOMING FEAR OF PUBLIC SPEAKING

1)Fears:
Audience really want you to succeed. Nobody is standing there hoping youll be boring or bad. If you are coming from an authentic place and you cover the material with clarity.

2)

Learn how to enroll and engage your audience:

If you have not undergone a professional development course on public speaking, consider finding a public speaking training course appropriate for your needs. Learning the public speaking will enhance your results.

3)

Practice:
Find organization, network, schools, colleges and clubs to practice. Choose topics that you are already an expert on. Speaking on a topic that you are not familiar will increase your stress.

4)

Use recording software:

Record everything onyour PC/ Laptop. Review it to see where you can improve. Allow yourself the opportunity to learn more everytime you go out.

5)

Improving is an endless process:

Even top professionals learn something new every single time they go out