MODULE 1- BASICS

OF TECHNICAL
ENGLISH
AFTER STUDYING THIS
MODULE YOU WILL BE ABLE
TO KNOW
Technical English: Definition; Extent& Coverage; Dimensions
Reading; Skimming; Scanning; Churning & Assimilation
Writing: Methods: Inductive; Deductive; Exposition; Linear;
Interrupted; Spatial & Chronological etc
Technical Communication; Approaches: Brevity; Objectivity;
Simplicity; Utility & Clarity
Listening: Active; Passive; Thinking strategies: Positive & Logical
thinking; Speaking: Essentials Nuances & Modes of Speech
Delivery.
WHAT IS
COMMUNICATION?
“COMMUNICATION IS THE KEY”
Look around and you will find people involved in several activities, which involve
Informal conversations
Meetings
Presentations
Phone calls
Tele-conferencing
Video-conferencing
Gossiping
Net surfing
Chatting and so on….
WHAT IS
COMMUNICATION?
CONTD…
In short, we need to communicate in order to interact.
Communication is one of the essential conditions of social
interaction; it plays a key role in our life.
Now let us try to understand what the term ‘communication’ means.
The term has been defined
at various levels.
The word communication comes from the Latin word
communicare, meaning ‘to share, to impart, or to commune
(to share your emotions and feelings with someone without
speaking).
It’s literal meaning is ‘giving or sharing information’.
NATURE OF
COMMUNICATION
(i) Transmission of subject-matter or message
(ii) Involvement of two parties to complete the process of
communication
(iii) The person to whom the message is transmitted understands it
in the same sense in which the sender of message wants him to
understand it
PURPOSES OF
COMMUNICATION:
i. To inform
ii. To reassure
iii. To teach
iv. To deliver news, whether good or bad
v. To understand
vi. To explain
vii. To persuade
viii. To transact
ix. To organize
x. To control
xi. To co-ordinate
xii. To direct
COMMUNICATION PROCESS /
STAGES OF COMMUNICATION /
COMMUNICATION CYCLE
As we know, communication is a dynamic interactive process. It
consists of five steps, that is:

1) Ideation
2) Encoding
3) Transmission
4) Decoding
5) Feed back / Response
Sender has an Sender
Messages
idea Converts the Receiver
Travels over
idea idea into decodes Receiver
the channel
words message Responds

Ideation Encoding Transmission

Decoding Feedback

Sender

Receiver
COMMUNICATION PROCESS /
STAGES OF COMMUNICATION /
COMMUNICATION CYCLE
1)Ideation:
Process of communication begins with ideation which refers to the formation of idea or selection
of message. It consist of 'what ‘ communication and is concerned with the content the specific
message to be presented . The scope of ideation is generally determined by the sender’s :
1.Knowledge
2.Experience
3.Abilities
4.Purpose of communication
5.Context of the communicative situation
Messages generally have two kinds of content

Logical – Such messages consist of factual information.

Emotional – Such messages consist of feelings and emotions.
2) ENCODING:
It is the second step in communication. It is the process of changing the
information into some form of logical and coded message. It involves –

a)Selecting a language
Selecting the right language is essential for effective coding, verbal messages
need a common language code, which can be easily decoded by the receiver.

b) Selecting a medium of communication

It involves making the right choice out of many available options. There are
three basic options for sending interpersonal messages i.e. speaking, writing
and non-verbal signs & symbols (body movements, facial expressions, touching
patterns, speech mannerisms).
c) Selecting an appropriate communication form
Selection of the appropriate communication form largely depends
on the sender – receiver relationship, and need and purpose of the
communication. Various communication forms can be –
Interpersonal face to face communication.
 Group Communication
 Speaker – audience communication
 Telephonic Communication
 Written Communication (Reports, Proposals, Memos, Letters,
Emails etc.)
TRANSMISSION
It refers to the flow of message over the chosen channel. It involves
choosing the

Proper time (When to communicate)

 Proper place (Where to communicate)
Proper way (How to communicate)
Channels of transmission can be internet, fax, telephone, courier
service, Television, etc.
DECODING
Decoding is the process of converting a message into thoughts. It is
important to note that it is the message that is transferred, as
meaning can not be transferred from one person to another. The
receiver has to assign meaning to a message in order to
understand it. The process of decoding involves interpretation and
analysis of a message. Decoding involves reading and
understanding of the written communication and listening and
understanding of the oral communication.
FEED BACK / RESPONSE
Response is the last stage in the communication process. It is the
action or reaction of the receiver to the message. Response is the
key to communication. It helps the sender know that that message
was received and understood.
NOISE
Noise is a variety of sound. It means any unwanted sound. Sounds,
particularly loud ones, that disturb people or make it difficult to
hear wanted sounds, are noise.
For example, conversations of other people may be called noise by
people not involved in any of them; any unwanted sound such as
dogs barking, neighbours playing loud music, road traffic sounds, or
a distant aircraft in quiet countryside, are noise.
TYPES OF NOISE:
Physical Noise
Sometimes the biggest impediment to clear communication is everyday
environmental noise. This can include loud passersby, music (think talking
over a band at a concert), traffic or children playing. Even a simple phone
ringing can distract a listener so that she cannot fully focus on a
conversation. Other physical conditions that can hinder communication are
physical illness, being under the influence of drugs or alcohol, or being tired.
Semantic Noise
Semantic noise affects communication when people communicate from
different playing fields. In other words, they are working from different
understandings, such as different primary languages, dialects or basic
cultural characteristics. Poor handwriting and using slang can also be
semantic noises that complicate effective communication.
Psychological Noise
Psychological noise can be more difficult to define in a particular
situation, as the mental makeup of every person is different. This
type of noise includes concepts like prejudices, narrow-mindedness
and personal bias. Communication can also be difficult if a person is
feeling very emotional -- anger, sadness and even joy can affect
how much someone can pay attention to a conversation or lecture.
LEVELS OF COMMUNICATION
Human communication takes place at various levels:
1) Extra-personal
2) Intra-personal
3) Inter-personal
4) Organizational
5) Mass Communication
EXTRA-PERSONAL
COMMUNICATION:
Communication between human beings and non-human
entity is known as extrapersonal communication. For
example, when your pet dog comes to you wagging its tail as
soon as you return home from work, it is an example of extra-
personal communication. i.e. communication between pets
(dogs, monkeys, parrot) and their masters.
More then any other form, this form of communication
requires perfect coordination and understanding between the
sender and the receiver because at least one of them
transmits information or responds in signs language only.
INTRAPERSONAL
COMMUNICATION
This takes place within the body of the individual; we know that the brain is linked
to all parts of the body by an electrochemical system. For example, when you
begin to feel hot, the information is sent to the brain and you may decide to turn
on the cooler, responding to instructions sent from the brain to the hand.
This kind of communication pertains to thinking, which is the basis of information
processing. Without such internal dialogue, you can not proceed to the further
levels of communication – interpersonal, organizational and mass communication.
In fact while we are communicating with the other party internal dialogue with
oneself continues concurrently – planning, weighing, considering, and processing
information.
At times you motivate yourself or consciously resolve to complete a certain task.
Self motivation, self determination and the like take place at the intrapersonal
level
INTERPERSONAL
COMMUNICATION
Communication at this level refers to the sharing of information
among people, people are in close physical proximity to each other
and feedback is immediate as it is direct interaction. This form of
communication is advantageous because direct and immediate
feed back is possible. If a doubt occurs, it can be instantly clarified.
Interaction among friends and interaction with sales executives are
examples of interpersonal communication.
ORGANIZATIONAL
COMMUNICATION
Communication which takes place within and outside an
organization at different hierarchical levels is known as
organizational communication.
It is extremely necessary for the sustenance of any organization.
Since a large number of employees are involved in different
activities, the need to communicate becomes greater in an
organization.
With a proper networking system, communication in an
organization is possible even without direct contact between
employees. It can be further divided in to –
a) Internal Operational:
All communication that occurs in conducting work within an organization
is
classified as internal operational.
b) External operational:
The work related communication that an organization does with people
outside the organization or other organization is called external
operational.
c) Personal:
All communication in an organization that occurs without purpose as far
as business is concerned is called personal communication.
MASS COMMUNICATION
It refers to the communication involving large number of people as
audience. As the messages are meant for large audience the
approach is impersonal, also it is persuasive in nature than any
other form of communication.
For this type of communication we require a mediator – such as
journals, books, television and newspaper which mediate such
communications.

Mass communication is of two types

Oral
Written
Oral: Oral form of mass communication takes place through mass
media and requires some equipments such as microphones and
amplifiers etc.

b) Written: Written form of mass communication needs print or

visual media.
Characteristics of Mass Communication: Mass communication
has following characteristicsa)
Large Reach
b) Impersonal
c) Persuasive
d) Presence of a gatekeeper
a) Large Reach:
Mass media communications reach audience scattered over a wide
geographical area.
b) Impersonal:
This type of communication is largely impersonal as the
participants are unknown to each other, as it is meant for large
audience.
c) Persuasive:
Mass communication is persuasive in nature than any other form of
communication.
d) Presence of a Gatekeeper:
Mass communication needs additional persons, institutions or
organizations to convey the message from sender to receiver and
these additional people are known as gatekeeper. This gatekeeper
could be a person or an organized group of persons active in
transferring or sending information from the source to the target
audience through mass medium. For example in a newspaper the
editor decides which news makes it to the hands of the reader. The
editor therefore is a gatekeeper; in the mass communication
process.
WHAT IS TECHNICAL
ENGLISH ?

Technical English

The term ‘technical’ means “relating to a particular subject, art, or

craft or its technique’.
DEFINITION
Technical English can be defined as ‘the English language used for
communication among technical/industrial professionals.
English used for communication by people taking up technical
profession.
In nutshell, technical communication uses technical English for
communicating in a particular type of workplace or context.
For example writing business letters, writing emails, drafting CVs,
writing proposals etc.
 EXTENT & COVERAGE
Technical English uses formal words, phrases, sentences and
paragraphs.
It need not to restricted to the fields of engineering and technology.
It can also be extended to the fields of science , finance , medicine,
law etc wherein communicators uses certain specialized terms to
transmit or interchange messages within their own specializations.
For example ( Finance )
A balance sheet is one of the most important financial document of any organization. It shows
the organization’s main assets and liabilities. In short , it is a technical document showing the
financial position of any organization. It also tells the reader about the nature of organization-
whether it is a business partnership, sole proprietorship , a corporate or a private company.
CHECK POINTS FOR
TECHNICAL ENGLISH
Use of technical vocabulary.
Difficult to understand.
Different writing style from that of literary or personal writing.
TECHNICAL ENGLISH FORMS
Technical English is of two types:
Written – More formal and objective.
Oral – Less formal
DIMENSIONS
You need to understand the nuances or the multifarious aspects of technical
English : listening, speaking , reading , writing, grammar , vocabulary ,
effectiveness , etc. , if you wish to achieve or acquire proficiency in using it in
your academic and professional contexts. Four basic English skills namely LSRW
are very important for your academic and professional progress as you carry out
all the activities in your everyday academic or professional life for e.g. listening to
lectures our presentations, speaking in seminars , reading books/technical
documents and writing various documents.
Grammar and vocabulary are very crucial for developing fluency and accuracy in
your technical English. Technical English should be free from all grammatical
errors and it should include appropriate words according to the contexts.
You can achieve effectiveness and efficiency in your technical English by adopting
certain techniques . One such technique is Reading. According to Richard Steel,
‘Reading is to mind what exercise is to body’. Comprehending what we read is the
most demanding aspect of our reading.
LISTENING
Listening
DEFINITIONS OF HEARING AND
LISTENING
HEARING
Hearing is the first component of listening process.
Hearing means the sense through which a person or animal is aware of sound.
Hearing is one of the senses of a person and it is the ability to perceive sound by
detecting vibrations through an organ such as the ear.

LISTENING
Listening is a step further than Hearing.
Listening is a process of becoming aware of the sound signals.
Listening is the process of receiving ,interpreting and reacting to message
Received from communication sender.
Hearing vs. Listening

“Was I paying
attention?”
Hearing vs. Listening
• Do you think there is a difference between hearing
and listening?
• You are right, there is!
• Hearing is simply the act of perceiving sound by
the ear. If you are not hearing-impaired, hearing
simply happens.
• Listening, however, is something you consciously
choose to do. Listening requires concentration so
that your brain processes meaning from words
and sentences. Listening leads to learning.
Most people
tend to be
"hard of
listening"
rather than
"hard of
hearing."
Difference between hearing and
LISTENING •

HEARING LISTENING
• Hearing is only refers to your • Listening means to interpret
ears picking up noise. the noise, understanding it and
provide an adequate response
to it.

• Hearing is a passive occurrence • Listening is a conscious choice

that requires no effort. that demands your attention
• Hearing is a physical ability. and concentration .

• Listening is a skill that can be

learned.
• Hearing is considered to be a • Listening is biological as well as
biological phenomenon. psychological process.
• In hearing, after the brain • In listening , after the brain
receives the nerve impulses it receives the nerve impulses and
may or may not sends feedback. deciphers it ,it then sends
feedback.
• The process of hearing is • The process of listening is
unintentional and ongoing. intentional ,systematic and
• Hearing is an auditory specific.
perception of sounds. • Listening is the interpretation of
• Hearing is the process of just the sounds that are heard.
absorbing the message without • Listening is the process of
any involvement. converting an idea or thought
into message with complete
involvement.
• Hearing is a one way process • Listening is a two way process
where the listener plays no role. where the listener plays an
important role.
The Process of Listening
The Process.....

Selecting – Choosing
Stimuli

Attending – Focusing
Hearing – Receiving data
Attention

Understanding –
Responding - Feedback
Assigning Meaning

Evaluating – Analyzing
and Judging
46
Active Listening
• … Allows you to make sure you hear the words and understand the
meaning behind the words
• Goal: go beyond listening to understanding
Active Listening Requires…
• Definite Intent to Listen
• Focus on the Speaker
• Verbal and Non-Verbal Encouragers
• Feedback Loop to Insure Accuracy
Active Listening (4 Steps)
1. Listen
2. Question
3. Reflect-Paraphrase
4. Agree
Step 1: Listen
• To Feelings As Well As Words
• Words – Emotions -- Implications
• Focus on Speaker
• Don’t plan, speak, or get distracted
• What Is Speaker Talking About?
• Topic? Speaker? Listener? Others?
• Look At Speaker
• Use Verbal & Non-Verbal Encouragers
Step 2: Question
• 3 Purposes
• Demonstrates you are listening
• Gather information
• Clarification
• Open-ended
• Tell me more?
• How did you feel?
• Then what happened?
Step 3: Reflect-Paraphrase
• Reflect What Is Said (In your words)
• Reflect Feelings
• Reframe
• Capture the essence of the communication
• Remove negative framing
• Move toward problem solving
Step 4: Agree
• Get Speaker’s Consent to Your Reframing
• Speaker Has Been Heard and Knows It!
• Solution Is Near!
Active Listening
-the listener participates fully in the communication process
-view communication as a dynamic, transactional process of sending and
receiving messages

 Active listeners: Rewards:

Listen attentively Better grades in
Provide feedback school
Strive to understand Enjoy conversations
and remember Make fewer mistakes
messages Perform better
More productive
 Passive Listening
-the listener does not actively participate in
interaction
 Passive listeners:
“lazy” listening Easily become bored or
distracted
Ask few questions
View communication as a one-
Give negative nonverbal
way process rather than as a feedback
give-and-take
 Rewards:
Generally none
 Results:
Boredom, apathy, and
lack of interest
Basis of Distinction Active Listening Passive Listening

Active listening means mindful and actively hearing and attempting to Passive listening means showing like listening to the speaker but not making an attempt to
Definition
comprehend the meaning of the speakers. comprehend the meanings.

Listener connects with the world and actively participates with the goal of
Connectivity Level Listener disconnects himself from the outsiders and has minimal interaction with others
problem-solving

Self-Responsibility Take responsibility for their own learning and growth Avoids responsibility for learning and problem-solving

Accepts and retain information as-is with no intention to question or challenge the idea
Mental Approach Sharp mind, alert to explore, reflect on the information
for improvement

Self-Motivation Level Strong Weak

Engagement Level High Low

Will-Power Strong-willed, interested in new ideas, open-minded Narrow-minded, low or no will power, unreceptive to new ideas
Active
•
Versus Passive listening
Show keenness
• Expressions
• Alertness
• Questions- ask
• Not neglecting physical aspects
• Valid reason for criticism
 Informative
Listening

Appreciativ
e Listening
Comprehensiv
e
Listening

Types Of Listening

Empathetic
Listening Critical
Listening
Types of Listening
• Appreciative Listening- this for deriving aesthetic pleasure,
Listening for fun—to laugh, cry, use your imagination, or
extend your creativity as we do when we listen to a
comedian,musician or entertainer.
• Empathetic Listening- we provide emotional and moral support
in the form of it. You try to put yourself in another person’s
place or see the world through his or her eyes e.g psychiatrists
listening to their patients.
• Comprehensive –listening to comprehend ideas and
information in order to achieve a specific purpose or goal e.g
listen to lecture and Listening to announcements
•.
• Critical Listening: Listening to understand, analyze,
and evaluate messages so you can accept or reject a
point of view, make a decision, or take action
• when the purpose is to accept or reject the message
or evaluate it critically. e.g listening to sales person
before making purchase or listening to politicians .
 Effective Listening

• Effective listening requires an understanding that it is not just the

speaker's responsibility to make sure he/she is understood.
• The listener has a major role to play in hearing the complete message.
• The following ideas will assist the listener in understanding the
message.
 ACTIVE LISTENER

Kinds of Listeners

PASSIVE LISTENER IMPATIENT LISTENER

 BARRIERS TO LISTENING
Effective listening is arguably one of the most important skills to have
nowadays. Personal relationships need effective listening skills to face
complicated issues together. Business people and employees need
effective listening skills to solve complex problems quickly and stay
competitive. Students and professors need it to understand complex issues
in their fields. Thus, it is beneficial if we can understand and eliminate
listening barriers that blocks deep, harmonious and lasting relationships.
BARRIERS TO LISTENING
Barriers to listening take many forms. It is inevitable that barriers will
exist in any interaction, but anything which stops concentration,
allowing the mind to wander off the topic, must be recognized and
overcome if fully successful communication is to take place.
 Common Barriers to Listening
Distraction in your mind

Wandering attention

Planning a reply

Lack of interest
 Common Barriers to Listening
Being self centered

Avoiding what is difficult

Excessive note-taking

Emotional blocks
 Common Barriers to Listening
Looking for every opportunity
to interrupt
Impatience

External noise and disturbance

Poor health
How to Improve Your Passive
Listening Skills
The key to becoming a better communicator lies within your ability to listen. Most people spend more time
speaking or crafting a response in their head instead of actually paying attention to what the speaker is saying. I
heard a quote recently that said something to the effect of, “we listen to respond, not to understand.”
Becoming a better passive listener is an important skill, and can be attained with the following simple steps:
1. Focus
Turn off your electronics (yes, even your phone!) and try to concentrate on the speaker. Put your laptop away,
and don’t respond to any distractions. Phone calls, emails, and text messages can wait.

2. Position
Face the speaker and sit in a position that tells him you’re ready to listen. Keep your legs uncrossed and your
arms open. Limit body movement, and lean in toward the speaker so she knows you’re paying attention.
There’s almost nothing worse than taking the time to talk to someone who isn’t displaying open body
language, it’s the first clue that you have a fake listener on your hands
3. Silence
Passive listening requires little to zero verbal replies from the listener. As a listener, try to focus
on the speaker’s body language as well as his words. You may reply silently with a nod, or the
response, “tell me more . . .” however, passive listening primarily asks the listener to remain
completely quiet.

4. Enhanced Focus
This goes along with the first step, once you’ve removed distractions like cell phones and
personal computers further enhance your ability to practice effective passive listening by
refraining from indulging in a personal internal dialog. Try to avoid crafting any kind of response
to what the speaker says instead focus exclusively on his or her words and body language. Does
the speaker have an open body position? Is his or her arms crossed? Do his or her words connect
somehow to what he or she is saying? Without crafting a response, simply sit passively and
absorb your speaker’s words, body language, and facial expressions. You’ll be amazed at how
much information you can glean from these simple bodily clues.
5. Lean In
Again, part of a successful passive listener’s body
vocabulary, leaning in tells the listener that
you are truly engaged with the subject, even if you
aren’t responding verbally. Leaning in is an
essential tool of the passive listener, and enables the
speaker to relax and express him or herself
more openly.
The 10 Principles of Listening
A good listener will listen not only to what is being said, but also to what is left unsaid or only
partially said.
Effective listening involves observing body language and noticing inconsistencies between
verbal and non-verbal messages.
For example, if someone tells you that they are happy with their life but through gritted teeth or
with tears filling their eyes, you should consider that the verbal and non-verbal messages are in
conflict, they may not mean what they say

1. Stop Talking
“If we were supposed to talk more than we listen, we would have two tongues and one ear.”
-Mark Twain.
Don't talk, listen. When somebody else is talking listen to what they are saying, do not interrupt,
talk over them or finish their sentences for them. Stop, just listen. When the other person has
finished talking you may need to clarify to ensure you have received their message accurately
2. Prepare Yourself to Listen
Relax. Focus on the speaker. Put other things out of mind. The human mind is easily distracted
by other thoughts – what’s for lunch, what time do I need to leave to catch my train, is it going to
rain – try to put other thoughts out of mind and concentrate on the messages that are being
Communicated

3. Put the Speaker at Ease

Help the speaker to feel free to speak. Remember their needs and concerns. Nod or use other
gestures or words to encourage them to continue. Maintain eye contact but don’t stare – show
you are listening and understanding what is being said.

4. Remove Distractions
Focus on what is being said: don’t doodle, shuffle papers, look out the window, and pick your
fingernails or similar. Avoid unnecessary interruptions. These behaviours disrupt the listening
process and send messages to the speaker that you are bored or distracted.

5. Empathise
Try to understand the other person’s point of view. Look at issues from their perspective. Let go
of preconceived ideas. By having an open mind we can more fully empathise with the speaker.
If the speaker says something that you disagree with then wait and construct an argument to
counter what is said but keep an open mind to the views and opinions of others.
6. Be Patient
A pause, even a long pause, does not necessarily mean that the speaker has finished. Be patient
and let the speaker continue in their own time, sometimes it takes time to formulate what to
say and how to say it. Never interrupt or finish a sentence for someone.

7. Avoid Personal Prejudice

Try to be impartial. Don't become irritated and don't let the person’s habits or mannerisms
distract you from what they are really saying. Everybody has a different way of speaking – some
people are for example more nervous or shy than others, some have regional accents or make
excessive arm movements, some people like to pace whilst talking - others like to sit still. Focus
on what is being said and try to ignore styles of delivery.

8. Listen to the Tone

Volume and tone both add to what someone is saying. A good speaker will use both volume and
tone to their advantage to keep an audience attentive; everybody will use pitch, tone and
volume of voice in certain situations – let these help you to understand the emphasis of what is
being said
9. Listen for Ideas – Not Just Words
You need to get the whole picture, not just isolated bits and pieces. Maybe one of the most
difficult aspects of listening is the ability to link together pieces of information to reveal the ideas
of others. With proper concentration, letting go of distractions, and focus this becomes easier.

10. Wait and Watch for Non-Verbal Communication

Gestures, facial expressions, and eye-movements can all be important. We don’t just listen with
our ears but also with our eyes – watch and pick up the additional information being transmitted
via non-verbal communication.

Do not jump to conclusions about what you see and hear. You should always seek clarification to
ensure that your understanding is correct.
SPEAKING SKILLS
Speaking skill: is the art of communications
and one of 4 productive skill, that must
mastered in learning foreign language. Good
speaking skills is the act of generating words
that can be understood by listeners. A good
speaker is clear and informative.
TIPS TO IMPROVE THE
SPEAKING SKILL
Find native English speakers. Talking to actual native speakers is
the most effective way to improve your English skills, speaking or
otherwise.
Listen to the music of English: No, not English music, the music
of English -- its lilt, its prosody, the sing-songyness of it. The
intonation. Even if you speak perfect English technically, if you speak
it like a robot you're not speaking it the way it's meant to be spoken.
Slow down. Above all, if you want to be understood, slow down. The
more clearly you speak, the better chance your listener has of
understanding you. It's tempting to get nervous and want to speed
up to get it all over with, but you can't do that! Clarity is key -- for
some native English speakers, too!
 Record yourself: Though we hear ourselves all the time, we
really don't know quite what we sound like. So record yourself!
What are the weak and strong points you hear in your speech? And
then you can concentrate on what you need to work on.A great
idea is to get a book on tape, record yourself reading an excerpt
from it (or mimicking the narrator), and comparing yourself to the
recording. That way you can do it over and over until you get it
right!
Speak English at home : This is the biggest, easiest mistake to
make. You go about your day, you're on the job working partly in
English, you go to your English class, and then you go home and
revert back to your native tongue.
STRATEGIES FOR
DEVELOPING SPEAKING
SKILLS
1. Using minimal responses Language learners who lack confidence
in their ability to participate successfully in oral interaction often
listen in silence while others do the talking. One way to encourage
such learners to begin to participate is to help them build up a
stock of minimal responses that they can use in different types of
exchanges. Such responses can be especially useful for beginners.
2. Recognizing scripts Some communication situations are
associated with a predictable set of spoken exchanges -- a script.
Greetings, apologies, compliments, invitations, and other functions
that are influenced by social and cultural norms often follow
patterns or scripts. So do the transactional exchanges involved in
activities such as obtaining information and making a purchase.
3. Using language to talk about language learners are often too
embarrassed or shy to say anything when they do not understand
another speaker or when they realize that a conversation partner
has not understood them. Instructors can help students overcome
this reticence by assuring them that misunderstanding and the
need for clarification can occur in any type of interaction, whatever
the participants' language skill levels.
READING COMPREHENSION
SKILLS
We have learnt that there are four skills that come under
Dimensions of Communication. The 4 language Skills are:
1. Listening [Receptive Skill]
2. Reading [ Receptive Skill]
3. Speaking[Productive skill]
4. Writing [Productive skill]
WHEN DO WE USE READING
To learn the script of a language •
To learn concepts of any topic in details •
 To get entertained •
To get directions •
To understand instructions
In fact, Reading is the source of most of our information.
HOW IS READING
DIFFERENT FROM
LISTENING?
As a receptive skill, reading is more effective than listening.
• In listening, we need to pay higher attention and tax our memory
more. This is because the facts are spoken; they are gone once
spoken.
• In reading, however, we can get back to the text again if we miss
a point. The facts are written down, and help us memorize them.
4 STYLES OF READING A
TEXT
Depending on our purpose of reading, we adopt any of the four
styles generally:
Skimming
• Scanning
• Churning
• Assimilating
ACTIVITY
Can you take a look at the pictures and tell:
1. Which one is related to law and order?
2. Which one gives caution to public?
HOW TO SKIM?
Every passage is built around keywords.
Those keywords tell us what the passage is
about.
EXERCISE: SKIM THE
PASSAGE AND TELL: 1.
TOPIC OF THE PARAGRAPH
2. PURPOSE OF THE
AUTHOR
Movies are an essential part of our lives. Surely, they entertain us
most of the time. But besides that, they also inform us—of people,
events, culture an tradition.
ANSWER:
Topic = Movies
Purpose = Argue in favor of movies
EXERCISE: SKIM THE
PASSAGE AND TELL: 1.
TOPIC OF THE PARAGRAPH
2. PURPOSE OF THE AUTHOR
A break in Goa can be much more than
just a holiday on beautiful beaches. The
Indian state has a fast-developing food
and drink scene, that embraces local
and international flavours. The stylish
modern hotels provide a luxury holiday
experience in food and
accommodation.
ANSWERS
Topic: Goa as a holiday destination.
Purpose: Persuade readers to visit Goa
STYLE 1 : SKIMMING
Fast browsing of the entire passage.
We get a rough idea about the topic of the passage
Humans have an inborn habit of trying to do things efficiently.
They need to save time.
When we are searching for an information, and we have a large
number of texts to choose from, we do a fast-browsing to decide
which texts to read, and which to reject.
TARGETS OF SKIMMING
To understand:
what the topic is about
 Who is the target audience
Which type of text it is, i.e. Report, advertisement, article, etc
What is the purpose of the text? To inform? To explain? Or to
persuade?
The above questions give us a frame of mind to judge the text.
STYLE 2 : SCANNING
In this, we look for more specific information in a text.
• While doing a reading comprehension, we take a look at the
questions asked on the passage.
• When we re-read the text to locate those specific
information, it is called scanning.
ACTIVITY:
You will read description about a Projector

Scan the Text and find:

What are the connectivity details of this product?

EGATE I9 LED HD
PROJECTOR (BLACK) HD
1920 X 1080 - 120-INCH
DISPLAY
INDIAN BRAND – INDIA SERVICE CENTRE – TOLL FREE NO. 1800 123
6847
• 1 year warranty provided by the manufacturer from date of purchase
• 30000 hrs life long LED lamp • HD 1920 X 1080 Support & 800 X 480
Native Resolution
• 1000 : 1 High Contrast Ratio; 120” Large screen display
• 1500 Lumen* / 120 Ansi; Direct Play From USB
• Multiple Interface – HDMI/ VGA / USB / AV / Sd Card / Audio Out
• Home theatre projection from set-top box , DVD, Blue ray & pen
drive
STYLE 3 : CHURNING
Churning means interpretation and inference.

Churning

Interpretation: Inference: Reading

Getting the between the lines.
summary of all the Understanding facts
important points on that are not stated
a topic. openly.
INTERPRETATION: HOW IS IT
DONE?
Depending on the question, we need to decide what
angle we are going to take, to interpret a text.
Generally, a text contains discussion on more
than one keyword. You have to collect information
on the specific keyword that is asked in the question.
Let us do a quick activity: Read the paragraph
next slide
The Vikings were people who lived in northern
Europe and the Scandinavian countries. They
were fierce warriors and excellent sea-farers.
Their ship could travel fast in rough seas.
They were a hardy race, who lived in harsh
climatic conditions. In 793 AD, the Vikings
crossed the dangerous North Sea, and
invaded England. Their plan was to loot.
However, the warm weather and the rich soil
changed their hearts, and they decided to
settle. So, they defeated the Anglo-Saxon
kings, and captured their lands. By 800 AD,
NOW RECALL THE PASSAGE
ON THE BASIS OF THE TWO
KEYWORDS:
• The Vikings

• England
ANSWERS
Vikings
•They lived in Scandinavia and Northern Europe.
• They were warriors and sea-farers.
• They built ship to cross the North Sea to reach England in
793 AD.
• They found Britain to be a comfortable place than their
homelands.
• And so they settled down.
• They conquered most of England by 800 AD.
ANSWERS
England
•It lies across the North Sea from Northern Europe.
• Its climate is favorable than Scandinavian
countries.
• Its soil is also rich and fertile.
• The Vikings invaded it in 793 AD.
• It was then ruled by Anglo-Saxons.
INFERENCE: HOW IS IT
DRAWN?
In order to draw inference,
one has to apply one’s log
and try to connect the dots.

Take the last paragraph for example.

Ques. The Vikings came to loot. Why did they decide to settle
in England?
HOW TO DRAW INFERENCE?
Ans.
Because climate = warm.
Soil = Fertile. Therefore Farming is possible.
Farming is safer than hunting, or crossing seas.
HOW TO DRAW INFERENCE?
Ans. Because climate = warm.
Soil = Fertile. Therefore Farming is possible.
Farming is safer than hunting, or crossing seas.
This Answer is not
stated openly in the
text. You have to
guess it. This is
inference.
TECHNIQUES TO DO
CHURNING
Churning Techniques = Understanding 2 things:

Word
Meaning
Coherence
TECHNIQUES TO DO
CHURNING
Churning Techniques = Understanding 2 things:

Word Same word,

Meaning Different meaning in
2 contexts
Coherence
Unknown word,
meaning guessed via
context Unknown
word, guessed via
root words Reading
TECHNIQUES TO DO
CHURNING
Churning Techniques = Understanding 2 things:

Word
Meaning
Coherence

Discourse Markers
WORD MEANINGS
Understanding different meaning based on contexts.
Guess the unknown words from context.
Guess meaning from root words.
Read not the sentence, but sense-groups.
Try to get an overview beforehand.
UNDERSTANDING
DIFFERENT MEANINGS
BASED ON CONTEXT
A single word can have two meanings in two
different contexts. This is called Polysemy.
Eg.: HR Manager to Candidate: “We
appreciate your interest in our company.”
The Rupee appreciated against the Dollar
yesterday.
UNDERSTANDING
DIFFERENT MEANINGS
BASED ON CONTEXT
A single word can have two meanings in two
different contexts. This is called Polysemy.
[Appreciate = Praise]
Eg.: HR Manager to Candidate: “We appreciate
your interest in our company.”
The Rupee appreciated against the Dollar
yesterday
[Appreciate = Improve in value]
B. UNKNOWN WORD =
MEANING GUESSED VIA
CONTEXT
If a word is important, it will have clues about its meaning in the
surrounding sentences.
Eg.: Procrastination is an evil. It prevents us from taking fast
decisions. Often we bother so much about the results of a decision,
that we fail to take a decision altogether.
B. UNKNOWN WORD =
MEANING GUESSED VIA
CONTEXT
If a word is important, it will have clues about its meaning in the
surrounding sentences.
Eg.: Procrastination is an evil. It prevents us from taking fast
decisions. Often we bother so much about the results of a decision,
that we fail to take a decision altogether.
[Therefore, meaning of ‘procrastination’= undecided mind].
C. GUESS MEANING FROM
ROOT WORDS
• Words are built around roots.
• Often, we know the meaning of certain roots.
• When we see those roots, we can guess the meaning of that
word.
Eg: Anything that ends with –less, will mean ‘lacking in’. Anything
that starts with ‘hyper’, means ‘beyond normal’. Eg. : Politicians
often talk in hyperboles. They always claim 90 % development
during their party’s rule.
D. READ NOT THE
SENTENCE, BUT SENSE-
GROUPS
Some paragraphs contain heavy words in a sentence
Don’t read word-by word then.
Instead, divide the sentence into sense groups.
EXAMPLE
“This method has now been augmented by
the techniques of molecular biology, which
allow introduction into plants entirely new
characteristics, including genes, originally
found in other plants.”
EXAMPLE
“This method has now been
augmented by the techniques of
molecular biology, which allow
introduction into plants entirely new
characteristics, including genes,
originally found in other plants.”
E. TRY TO GET AN
OVERVIEW OF THE TOPIC
BEFOREHAND
• Any technical document is likely to contain technical terms that
are specific to that subject.
• If you are familiar with the subject, reading becomes easier.
For example, if you are familiar with biology, you will read a
passage on genes and transplants faster than a layman.
DISCOURSE MARKERS
• Discourse markers are words that come at the beginning of
sentences, like ‘clearly’, ‘therefore’, ‘lastly’, ‘on the other hand’,
‘however’, etc.

They indicate whether the sentence is an example, a conclusion, or

an opposite opinion.

They help us understand how an idea is developed in a passage.

READING STYLE 4 :
ASSIMILATING
When we attempt to make a mental map
of the entire passage that we have read,
it is called assimilating.
When we say we have understood a
concept after reading a chapter, we have
actually done assimilation.
STEPS TO DO ASSIMILATION:
Churning has made available the
information. Convert the information into an
idea. Think about it at a personal level.
Look for pictures, videos and other texts
related to the topic to get better knowledge.
• Discuss with peers to get their view-points
as well. • This will help you plant a mental-
map of the information you have read.
ASPECTS OF ASSIMILATION:
What you can do after assimilating a text?
Summarize the main points
 Recall the structure of the passage: What was in Introduction;
supporting sentences; conclusion.
 Discuss about the author’s viewpoint: Why did he write this
passage? What was his attitude towards the topic— positive or
negative?
 Retain the information in memory.
 Deliver that memorized information to another person.
SQ4R Reading Technique for Optimum Effectiveness-
1. SURVEY: Flip through the chapter quickly to get a sense of what is covered. Look at
headings and keys terms, and read the final paragraph.
2. QUESTION: Turn headings into questions to guide your reading. You can keep track
of your questions by using the Cornell Method of note-taking.
3. READ: Read the chapter, looking for the answer to the questions you posed.
4. REFLECT: Think about what you have read, and relate it to other information you
have learned.
5. RECITE: Without looking at the text, restate your question and formulate an answer
in your own words.
6. REVIEW: At the end of the chapter look over your notes and familiarize yourself
with key points.
WRITING METHODS

Can you guess the next lines to these sentences?

• College life is the best time of our lives.

--------------------------------------------------------------------------
------------
• Chat over Whatsapp is easier than talking in front
--------------------------------------------------------------------------
----------------------------------------
CAN YOU GUESS THE
STARTING LINES?
_______________________________ _______________________________
_______________________________ That’s why, you should watch
Mirzapur.
CAN YOU GUESS THE
STARTING AND ENDING
LINES?
________________________________
________________________________ However,
movies can have negative effects as well, side
by side its positives.
_________________________________
_________________________________
CAN YOU TRACE THE MOST
IMPORTANT LINE?

Different people spend their holidays in

different ways. Some like to travel to
nice places. Some prefer staying home
and watching movies. Still, there are
some who make a get-together with their
relatives.
CAN YOU TRACE THE MOST
IMPORTANT LINE?

Different people spend their holidays

in different ways. Some like to travel
to nice places. Some prefer staying
home and watching movies. Still,
there are some who make a get-
together with their relatives.
CAN YOU TRACE THE MOST
IMPORTANT LINE?
Distance education lets you to have a degree while you are doing a
job. It is also good for poor students who do not have good colleges
nearby, and cannot afford to go to another city to study. Clearly,
distance learning is a strong alternative to college education.
CAN YOU TRACE THE MOST
IMPORTANT LINE?
Distance education lets you to have a
degree while you are doing a job. It is
also good for poor students who do not
have good colleges nearby, and cannot
afford to go to another city to study.
Clearly, distance learning is a strong
alternative to college education.
SO, WHAT YOU HAVE
LEARNT SO FAR
•A paragraph is a collection of sentences.
• The sentences are connected to each other.
• There is a complete idea, a ‘topic’ developed
in a paragraph.
• One line in the paragraph is the most
important line in it.
• This line could be at the beginning, end, or
middle.
DEFINITION: WHAT IS A
PARAGRAPH?
A paragraph is a collection of sentences,
that logically present one single idea.
One sentence among them is the most
important one. It is called the Topic sentence.
The other sentences give support to the Topic
sentence. These sentences are called
supporting sentences.
METHODS OF PARAGRAPH
WRITING
Depending upon our purpose, we can order the Topic sentence and
the Supporting sentences in 7 specific ways. They are:

Deductive, Inductive, Exposition, Chronological, Spatial,

Linear, & Interrupted.

These are called ‘Methods of Paragraph Writing’.

PURPOSE: DEFENDING AN
IDEA
When our purpose is to defend an idea by
providing evidence, we write the paragraph in
Deductive method.

The topic sentence comes at the beginning. It

states a fact.

 The supporting sentences come after it, and

give evidence that the fact is true.
DEDUCTIVE PARAGRAPH:
EXAMPLE
Mental depression is a dangerous symptom. First, it can affect any
one, be he an adult or a child. This is because of cut-throat
competition in every area of life. Second, depression has no
physical indications. This makes it hard to detect. Third, people
have the false idea that depression means madness. Clearly,
depression is a deadly disease, and is hard to treat.
PURPOSE: TO MAKE AN
INFERENCE
When we put together clues to reach a conclusion, we make an
inference.
While we make an inference, we use Inductive method of
Paragraph writing

The Topic sentence comes at the last, as a conclusion.

The supporting sentences come at the beginning, as clues

that lead to the conclusion.
INDUCTIVE PARAGRAPH:
EXAMPLE

Aryan reached late in office today. He

comes to office by public transport. He
always starts early from his home to
avoid traffic. Therefore, the bus he took
today must have had a breakdown.
PURPOSE: EXPLAINING A
CONCEPT
When we have to explain a concept to a person,
we make a lot of effort to do so through
examples, through comparing and contrasting
with other concepts, and through clear-cut
description of how it looks/feels.
Such explaining is called the Expository method.

Any Wikipedia article is Expository in nature.

EXPOSITORY METHOD:
EXAMPLE
Mirzapur is a crime-based TV series released
in 2018, on Amazon Prime. It revolves
around drugs, guns and lawlessness. It
depicts the rule of mafia dons and gang-
rivalry in the Purvanchal region of Uttar
Pradesh. Its season 1 consists of 9 episodes
in total. In comparison with Sacred Games, it
has scored more popularity among the
viewers.
 PURPOSE: GIVING
BACKGROUND INFORMATION
Sometimes, we have to give a background information
of a person or event. For example, medical history;
tracing the development of a country, a thing, an
action down the ages.

Then we use Chronological method.

The topic sentence is written in the beginning

The supporting sentences give a history, with

CHRONOLOGICAL METHOD:
EXAMPLE
Going to halls for watching movies has
become redundant nowadays. In the 90’s,
people went to movie halls to watch movies
only. Those were the times of television and
VCRs. By the 2000s, people started having
their personal computers. So movies were
watched in DVDs. Now, with the advent of
android phone and 4G connectivity, people
can watch movies right in their mobiles.
PURPOSE: DESCRIBING
OBJECTS IN A PLACE
When we have to give exact description of a
place, so that people have clear idea of
where things are kept, we use Spatial
method of paragraph writing.
The Topic sentence comes at the beginning,
telling the name of the place.
The supporting sentences give details of
things positioned in that place.
SPATIAL METHOD: EXAMPLE

ABES is located on NH 24. On entering

the gate, you will find a road that leads to
two opposite sides. Follow the left-hand
side, and you will come across Aryabhatt-
block, Pharmacy-block, and the finally,
the Boys’ hostel. Follow the right-hand
side road, you will come across the
bhabha block, and the Girls’ hostel.
PURPOSE: STEP-BY-STEP DESCRIPTION
OF A PROCESS

Often, we have to write description of a process

in manuals.
We have to write every step, from starting point
to the finish.
Then, we use Linear method.

In linear method, one line logically leads to the

other.
LINEAR METHOD: EXAMPLE

Uninstalling a program needs a few, simple

steps. First, go to the Start Menu. Then, Go to
Control Panel. Next, click Uninstall a Program.
Then, select the program you want to remove.
Finally, click Uninstall at the top of the page.
PURPOSE: NARRATING AN
EXPERIENCE IN A DRAMATIC
WAY
In chronological method, we found events narrated like a
diary-entry
But often, in order to sound more dramatic and interesting,
we break the strict chronology. We talk about present, and
then go back to past, and then start talking about
future.
This is called Interrupted method. They show the
interrupted way of our thoughts.
INTERRUPTED METHOD:
EXAMPLE

I am a fan of movies of superheroes. From

Baahubali to Spiderman, I love them all.
When I was a child, I had a huge obsession
for Shaktiman. I even tried jumping off a
terrace, but was luckily saved. Now, I just
use jackets and T Shirts to show my
obsession. Someday, I dream of creating a
superhero series on TV myself.
 METHODS OF PARAGRAPH
WRITING

Methods

Chronologica
Exposition : l : for Spatial : For Interrupted :
Deductive: Inductive: Linear : for
For development directions & for dramatic
for facts for inference process
information down the locations narration
Ages
FEATURES OF TECHNICAL
WRITING
Accuracy
Brevity
Clarity
Objectivity
Impersonal Language
 ACCURACY
Accuracy demands exactness and precision.
2 types
Accuracy of Information
accuracy of expression
Means grammatical, punctuation,spelling,accent,intonation correctness, non –verbal
mannerisms.

Now look at the following sentences. Say which sentence is correct and why.

a) Only Muneer scored two goals.

b) Two goals were scored by Muneer only.
c) Muneer scored two goals only.
d) Two goals only were scored by Muneer.
CHARACTERISTICS OF
PRECISION
Precision is the quality of being exact , accurate , and definite.
In technical communication , precision refers to the art of attaining
exact correspondence between the matter to be communicated
and its presentation.
Techniques of Precision
Simple and familiar words.
Exact word and phrases.
Using simple and Familiar words.
SIMPLE AND FAMILIAR
WORDS.
Ignite –burn
Retained unenclosed-open
Yielding - producing
Colloquial- informal
Tumultuous- noisy
Exuberant -lively
WORD CHOICE:
WORD CHOICE
Avoid too many “to be” verbs
for example: “is” “was” “were” “has been” “have been”.
Avoid excess words, which slow comprehension of the main point.
II-USING EXACT WORDS AND
PHRASES
Stationary-
Stationery-
Complement
compliment
III-AVOID DIFFICULT WORDS
AND COMPLEX JARGON
Jargon: a vocabulary particular to a place of work (abbreviations,
slang)
• Audience familiarity with the topic determines appropriate use
of jargon
Ex. 1: For the first year, the links with SDPC and the HAC were not
connected, and all required OCS input data were artificially loaded.
Thus CATCH22 and MERWIN were not available.
Because some of the links in the computer system were not
connected the first year, we could not run all the software
codes.
BREVITY
Brevity means economy in word usage, pruning away useless
words. We should avoid repetition and redundancy.
Never use two words when one word will do.
Look at the following sentences.

1) Maria lives in a city called Bangalore, in a place called Indira Nagar.

2) Maria lives in Indira Nagar in Bangalore.
3) On the face of it: apparently
TECHNIQUES OF BREVITY
Avoid Wordiness

Avoid repetition
AVOID WORDINESS
✖ It may be expected that the prevalence of relatively mild
asthma could be underestimated.
✓ The prevalence of mild asthma could have been
underestimated.

✖ The severity of this disease has been demonstrated to be

associated with age.
✓ The severity of this disease increases with age.
Definitive evidence: has been shown to be is
Less certain evidence: has been shown to be may
be/can
AVOID REPETITION
•Repeating key terms throughout a paragraph can also
help to maintain thought processes but avoid using the
same word twice in one sentence because it becomes
clumsy and boring.
• 1 ✖ We need reliable screening procedures for identifying
the signs and symptoms to identify children who are at
greatest risk.
•✓ We need reliable screening tools to identify children who
are at greatest risk.
• 2 ✖ No adequate clinical measures for quantifying back
abnormalities in the clinical setting are currently available.
•✓ There are no adequate methods for quantifying back
abnormalities in clinical settings.
CLARITY
Clarity in writing means the ability to state our thoughts
without any ambiguity.

It is unnecessary to use a polysyllabic word where a

monosyllabic one will do. Needless use of long words or
abstract words result in obscurity
There can be two types of clarity.
grammatical and conceptual.
AVOID AMBIGUITY

 Choose words whose meanings are clear .

 Order the words in your sentences carefully.
 Ex. 1: In low water temperatures and high toxicity
levels of oil, we tested how well the
microorganisms survived.
 Ex. 2: We tested how well the
microorganisms survived in low water
temperatures and high toxicity levels of oil.
 Ex. 1: In low water temperatures and high toxicity levels of oil, we tested how
well the microorganisms survived.
 Ex. 2: We tested how well the
microorganisms survived in low water temperatures and high toxicity
levels of oil.
CLARITY: DEFINE THE
UNFAMILIAR

 If you must abbreviate, define the term in its first occurrence, and put abbreviations in parentheses.
 Italicize first occurrence of unfamiliar terms and define them right away.
GRAMMATICAL CLARITY

One of the aid to clarity is adequate punctuation.

Look at the following sentence:

1) I wrote a book with Mr.Khalil and Mr. Mabruk and Mr. Nayim edited it
The ambiguity in the above sentence can be removed only by
a comma.
2) I wrote a book with Mr.Khalil, and Mr. Mabruk and Mr. Nayim edited it.
3) I wrote a book with Mr.Khalil and Mr. Mabruk ,and Mr. Nayim edited it.
PRONOUN REFERENCE
He took out his handkerchief and his pen, then
wiped his forehead, blew his nose, and put it back
into his pocket.

Did he put his nose back in to his pocket(!) or his pen or his
handkerchief?

For clarity, each pronoun should not be far away from the
noun it refers to.
CONCEPTUAL CLARITY
By conceptual clarity, we mean that whatever concepts we
are trying to describe should be such that the reader should
be able to easily empathize with what we write.
Muna is a teacher at the college level and she is a knowledgeable person. She is
thin but her students say that she can keep her class under control.
To show that I liked her I wrote:
Muna is a professor and she is a real scholar. She is slim and her students say that
she is a born leader.
To show that I disliked her I wrote:
Muna behaves like a school ma’am and is a real egghead. She is skinny and her
students say that he is a Hitler, a dictator to the core.
TECHNIQUES OF CLARITY
Use direct language
No scope for
Roundabout construction
Indirect expressions
Exaggeration
Artificial eloquence
AVOID ROUNDABOUT
CONSTRUCTIONS
✖ There are three distinct flow characteristics in these photographs.
✓ These photographs show three distinct flow characteristics.
✖ It might be expected that there would be some flow separation. ✓ Some flow
separation might be expected.
✖ It appears that the flow field over the nozzles is complex.
✓ The flow field over the nozzles appears to be complex. ✖ It was shown in
reference 1 that... ✓ Reference 1 showed that...
✓ Hathwell (ref. 1) showed that...
=> Don't postpone important information.
DENOTATION AND
CONNOTATION
The denotative meaning of a word is its
literal meaning.
Connotation is the underlying feeling
that you get , besides the primary
meaning of the word.
“Smell” is purely denotative.
“Aroma” gives you a positive feeling and has favourable
connotations.
“Stench” makes you wrinkle up your nose and gives you
unfavourable connotations.
OBJECTIVITY
As technical communication is a systematic discussion ,
analysis , and interpenetration of facts rather than
expression of sentiments and emotions , the speaker or
writer is not concerned with subjective comments and
personal feelings.
The concentration is on an objective and impersonal
presentation of facts.
NUANCES OR METHODS
OF DELIVERY /
PRESENTATION
Good planning is the backbone of good presentation. Equally
important or perhaps more important is the manner of delivery.
It is, of course, the power of speech that may turn a dull topic into
interesting one whereas poor delivery or bad presentation may spoil
the entire presentation howsoever significant it is.
So, once the speaker has planned and developed the content of his
presentation, he should begin practicing his delivery, since it is not
as important as, what to say, as it’s how to say?
There are a variety of delivery methods but a speaker should choose
those which are easier to handle, some such methods are listed
below
1.Memorizing the Manuscript
2.Reading the Manuscript
3.Speaking from notes (Extemporaneous)
4.Impromptu Speaking
MEMORIZING THE
MANUSCRIPT
(Manuscript – Hand written matter, a copy of a book before it is
printed)
This method of presentation can be one of the most effective
methods of presentation.
But it requires an extra ordinary power to memorize because if the
presenter forgets his text, his speech will sound stilled / unnatural /
too formal. Besides he will become a butt of ridicule.
therefore, speaker should avoid memorizing long speeches.
Memorizing a quotation, an opening paragraph, or a few concluding
remarks will strengthen his delivery and impress the audience.
ADVANTAGE –

It is very easy for speakers to maintain an eye contact with

the audience.
The speaker can easily move and make appropriate use of
non-verbal communication.
It is possible to finish the speech in allotted time.
DISADVANTAGE

Memorization requires too much time.

There are chances of making it dull and boring because we
go exactly by whatever we have memorized.
No flexibility or adaptation is possible.
Memory skills may fail us if not rehearsed properly.
The speaker may get nervous if he forgets a word or a
sentence.
 READING THE
MANUSCRIPT
It means read out the written material aloud. This method is often
used whenever a complex or technical presentation is made such as
the description of some machine or the policy matters of an
organization. Reading intelligibly is an art, which can also be learnt
after much practice. Once the manuscript of a presentation is
prepared, the reader should do a lot of practice and rehearse again
and again. In verbatim (word by word) reporting, the reader and
listener contact is often interrupted. Moreover, such word for word
reporting becomes dull and monotonous. For effective manuscript
presentation, the reader should follow the below mentioned
suggestions:
Be familiar with the text by reading it again and again
Learn right pronunciation of the technical terms used.
ADVANTAGES –

It is a permanent and accurate record of whatever we have

to say.
There is no chance of tampering with the facts and figures.
The material is organized systematically.
Language gets polished.
DISADVANTAGES –

As we are reading throughout, we fail to establish eye

contact with the audience.
It is rigid and closed as adaptation is difficult.
There is not much scope for non-verbal communication.
Conversational flavor takes a back seat.
In the absence of effective reading skills we fumble over
words, punctuations, etc. making it uninteresting.
SPEAKING FROM
NOTES(EXTEMPORANE
OUS)
Making presentation with the help of an outline is a very
common method of presentation. The speaker prepares
notes on a sheet or cards and then with the help of
appropriate audio visual aids, he makes his presentation.
This process makes the delivery easy and impressive. The
speaker while making presentation maintains eye-contact
with the audience and never for a moment the presentation
becomes mechanical, dull or monotonous. Practice indeed
makes perfect. An inexperienced speaker should do proper
rehearsal before making presentation
ADVANTAGE

Delivery sounds natural and spontaneous.

As we have enough time to prepare, we work hard on the
theme/central idea.
Thorough preparation makes the presenter secure and
confident.
Supporting material helps to present the points clearly.
It allows us to establish eye contact and rapport with the
audience.
It enables us to move freely, with ease.
It is flexible as adaption is possible if the need arise.
DISADVANTAGE

If preparation is inadequate, we can get lost and feel

uncomfortable.
The speech will lose its spontaneity if we start reading from
the notes instead of consulting them for reference.
IMPROMPTU
SPEAKING
The word impromptu means done without preparation or planning.
The term impromptu speech, thus, means a speech delivered
without any preparation done beforehand i.e. unrehearsed delivery
in speech. Such impromptu speeches of formal mode should be
avoided. They can be made after some caution. To quote Bovee,
Thill and Schatzman, “You might have to give an impromptu or
unrehearsed speech if you’re called on to speak unexpectedly or if
you have agreed to speak but neglected to prepare your speech.
Avoid speaking unprepared unless you have spoken countless
times on the same topic or are an extremely good public speaker.
When you are asked to speak ‘off the cuff’, take a moment to think
through what you will say. Then avoid the temptation to ramble.
ADVANTAGE –

It sounds very natural.

It allows us to establish eye contact and rapport with the
audience.
It is spontaneous.
DISADVANTAGE –

It lacks organized development of ideas.

There is no supplementary material to substantiate the
speech.
There is frequent use of vocalized pauses and fillers.
The presentation may turn out to be a failure if the speaker
has inadequate proficiency in the language in which he is
delivering the presentation.
THINKING STRATEGIES : POSITIVE
AND LOGICAL THINKING

Thinking is very important to us as ideas can be

generated by thinking. What you think, you become.
From morning till evening mind is active. It is very difficult
to keep the mind blank; so it is wise to think positive and
logical.
POSITIVE THINKING:- Positive thinking is a state of mind in
which you see the bright side of life. If you think positive,
only good thought will come to your mind and you will
flourish in happiness, success and health. You will always
look at the goals and overcome the hurdles without any
difficulty.
ADVANTAGES OF POSITIVE
THINKING:
 Positive attitude makes you happier as your brain discharges
endorphins which give you the feel of well-being.
 You also have optimism in you and your interpretation of the
people around you will be good.
 If your goals are clear, as you are positive you accomplish
them in time.
 In adverse situation, positive thinking will enable to think
’That’s good for you as if one door closes another opens up.’
 Positive thinkers learn the hard lessons from every setback.
 Positive thinkers spread positive thoughts which reflect their
attitude to people around them.
It is rightly said, “The pessimist sees difficulty in every
opportunity. The optimist sees the opportunity in every
difficulty.”
 HOW TO BE A POSITIVE
THINKER
It is quite simple to train the mind to think positive. You have to focus just on
one thought at a time & that is possible as your mind has sufficient
bandwidth. You should reflect optimism even if negative events occur.
Inspirations and quotes from great thinkers and leaders do magic to indicate
positive thoughts. Let us see how you can develop positive thinking:
Live in present
Don’t look for perfection
Talk in positive language
Make contribution the positive way
Have proclivity with positive people
Keep learning continuously
Be thankful
LOGICAL THINKING

Logical thinking is the process where you work rationally

consistently to arrive at a conclusion. It is one of the important
skills to prove your point. The left side of brain is responsible for
logical thinking, while the right side is for creative thinking.
Logical thinking is putting the broken pieces in order so that the
strategic move plays a significant role. Strategic thinkers
supercharge their brains and are an asset to the organization
since they take correct decisions.
Logical thinkers’ strategy is based on observation and analysis
of phenomena, reactions, and feedback and then conclusions
are drawn based on their analysis. Their strategies, actions, and
decisions are based on the facts gathered.
ROLE OF LOGICAL
THINKING
Logic refers to using of intelligence to ‘reach
the right conclusion’. You can develop your
logic by putting in some efforts. If you want to
progress in your professional career, you must
have critical and logical thinking. The principle
of logical thinking can be applied to any
context and problem because the concepts
are universal in nature.
EXAMPLES OF LOGICAL
THINKING:-
When you are in dilemma to designate the team leader, look for the
past record of the leadership of prospective candidates.
When a candidate is leaving the organization, interview him/her to
find the pattern of dissatisfaction.
SRATEGIES TO DEVELOP LOGICAL
THINKING;-
 Train your mind:-
 Solve crossword puzzles:- Crossword puzzles really activate the
mind. It also promotes sound and logical thinking.
 Question your memory:- Always scrutinize your memory and don’t
trust it completely.
 Look at the situation without biases:- The best way you can be
logical in a situation is by approaching it neutrally.
 Unravel mysteries and break codes:- Keep experimenting with the
new problems.
 Keep a diary:- If you maintain diary, you can write down personal
experiences, make sketches, and exploreideas when you keep a handy
diary with you at all times.
 Mind maps help to visualize the problem:- Use paper and colour
pencils to draw flowcharts, boxes, and circles to represent logic in the
form of mind mapping.
GARNER HEALTHY LIFESTYLE:-
Eat balanced food
Take deep sleep
Practice meditation
Indulge in yoga
Start jogging and cycling
 RECOGNISE BIZZARE THOUGHTS:-
 Avoid self-inflicting thoughts
 Control your negative thoughts
 Look for logical leaps
 Be aware of magical thinking

 INDULGE IN FUN ACTIVITIES

 Play music and dance
 Do running
 Talk to friends
 Learn new talents like playing new instruments, singing etc.
 Read good books
 Discuss current issues
 Laugh with people