campus classrooms

Unit 3: Speaking Skills

Speaking skills are defined as the skills which allow us to
communicate effectively. They give us the ability to convey
information verbally and in a way that the listener can understand.

Presentation Skills
 Presentations are a powerful tool for delivering ideas, information,
and convincing arguments in the field of professional
communication.
 The ability to deliver a well-crafted presentation, whether to a small
team or a big audience, is a critical talent for success in a variety of
professional situations.
 It involves using verbal, visual, and nonverbal approaches to
effectively deliver a message, engage listeners, and achieve intended
results.
Significant Elements of Presentation Skills
Presentation skills are a set of qualities that allow people to produce
meaningful and appealing presentations. These abilities include:
 Content Organization and Structure: A well-organized
structure that guides the audience through the content being
presented is the foundation of an effective presentation.
 Strong Verbal Communication Skills: Strong verbal
communication skills are required for presenting a presentation with
clarity and impact.
 Visuals Aid and Multimedia: Visual aids, including as
presentations, charts, and movies, improve audience comprehension
and retention.
 Nonverbal Communication: During a presentation, nonverbal
clues such as body language, facial emotions, and gestures play an
important part in delivering messages.
 Audience Engagement and Interaction: It is critical for a
good presentation to engage the audience. Skilled presenters

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encourage involvement by asking questions, promoting dialogues,

or introducing interactive activities.
Oral Presentation
 Oral presentation refers to the conveyance of information, ideas, or
proposals to an audience using spoken words and visual aids.
 Formal speeches, conference presentations, sales pitches, and team
meetings are some examples.
 An oral presentation's purpose is to effectively deliver a message,
engage the audience, and achieve the desired result.
 Importance of Oral Presentation
 Oral Presentations make communication in professional life very
effective as it enables enable people to communicate ideas, facts,
and proposals in a clear and engaging manner.
 It adds on to the professional image of an individual as confident,
credible and knowledgeable.
 Oral presentations promote collaboration and teamwork by
offering a forum for the exchange of ideas, updates, and feedback.
 Oral presentation skills are frequently used to determine
professional development. Professionals who can give
captivating presentations are more likely to stand out among their
peers and land prospects for advancement, leadership roles, or
high-impact projects.
 Tips for Delivering Effective Oral Presentation
 Thorough preparation is essential for presenting an effective oral
presentation.
 Clearly define the objective of your presentation.
 An effective presentation requires the audience to be engaged.
 Before delivering your presentation, practise it several times.
 Visual aids, such as slides or multimedia features, can improve
the effectiveness of your presentation.
 In an oral presentation, clear and confident verbal communication
is essential.
 Deliver your presentation with a clear structure and briefness.
 Adjust and adapt your delivery as per the reaction of the audience.

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PowerPoint Presentation
 PowerPoint presentations are visual aids that incorporate text,
graphics, and multimedia elements to supplement and enhance oral
communication.
 They are commonly used in professional settings to present
information concisely, illustrate essential points, and retain audience
interest.
 They are generated using Microsoft PowerPoint or equivalent
applications.
 They are adaptable and may be utilised in a variety of settings,
including corporate meetings, training sessions, educational
lectures, and sales pitches.
 Benefits for PowerPoint Presentation
Clarity
and
Structure
Visual
Engagement
Appeal

Data
Benefits
Time
Representation Management

Efficient
Communication
Information
Aid
Delivery

 Tips to Deliver an Effective PowerPoint Presentation

 Outline main points and create a clear structure for a cohesive
message.
 Bullet points, concise phrases, and relevant visuals to enhance
engagement.
 Maintain visual consistency with professional templates and
formatting.

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 Incorporate charts, graphs, and visuals strategically to reinforce

concepts.
 Familiarize yourself with slides, timing, and delivery for a
confident presentation.
 Connect with the audience through eye contact and interactive
engagement.

Group Discussions
 A group discussion is a communication activity where a small to
medium-sized group of individuals come together to exchange ideas,
opinions, and information on a specific topic or issue.
 The primary goal of a group discussion is to facilitate an open and
interactive conversation among participants, allowing them to
express their views, share insights, and engage in a constructive
dialogue.
 Group refers to two or more individuals who bear an explicit
psychological relationship to one another; it reveals some amount of
interaction among its members who have definite ideas of their
position and role within it.
 Discussion means considering various aspects of a question, issue
and problem, examining and investigating them.
Three P’s
 Before getting on with group discussions, the 3P’s which constitute
the ingredients of any discussion need to be understood, namely:
a) Purpose
b) Planning
c) Participation
Role of Participants
 Communicate positively to facilitate decision-making.
 It is important to be well informed to contribute in the discussion.
 Be a good listener and open to the ideas and views of other members.
 Rigidity is never a positive trait in a group.
 Analyse coherently and argue positively to convince the other
members to your viewpoint.

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 Be cordial while interacting. A hostile attitude may deter people

from listening to you, though you may make a very valid point.
 Keep a pen and paper to note down other people's views.
 Do not monopolize the proceedings. Allow everybody to talk.
 Do not bully people to come to a consensus on any issue.
Group Discussions at Business Schools
 Group discussions at business schools serve a totally different
purpose as compared to group discussions in a corporate set-up.
 These are held to gauge what kind of a person you are, and whether
you can adapt yourself to work in a team, both as a member and a
leader.
 Few traits that you need to develop or possess to be successful in
group discussions at a business school:
a) Enhances Communication Skills
b) Promotes Critical Thinking
c) Team Building and Collaboration
d) Confidence Building
e) Cultural Sensitivity and Diversity Awareness
f) Decision Making Skills
g) Leadership Development
h) Conflict Resolution
Being a Team player and Leader
 In a group discussion, the team player is one who:
a) Works with others
b) Is open to the views of others
c) Has a positive team spirit
 In a group discussion, a leader is one who:
a) Facilitates the smooth functioning of the group
b) Helps to coordinate the views of different members
c) Contributes positively and gives valuable insights
d) Inspires and motivates the other members
e) Helps in achieving the goal

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Telephonic Skills
 Telephonic skills refer to the ability to effectively communicate and
interact with others over the phone.
 These skills are essential in various professional and personal
situations, including business calls, customer service interactions,
job interviews, and more.
 Strong telephonic skills involve clear and articulate speech, active
listening, proper etiquette, and the ability to convey information
accurately and professionally.
Advantages of Using a Telephone
 Using a telephone offers real time communication
 Facilitating quick information exchange
 It enhances interpersonal connections
 Allows for efficient business communication
 Enables emergency contacts
 Ensuring rapid responses in critical situations
Disadvantage of Using a Telephone
 At times when one calls, the answering machine or the secretary
becomes a barrier to communication.
 You also have to depend entirely on voice modulation to
communicate.
 This requires good accent, perfect pronunciation and excellent
vocabulary which may become a stumbling block for many of us.
 The telephone network is not fool proof and the dangers of cross
connection and wrong number can also hinder communication.
 Sometimes, you may miss out or misinterpret some information
which may lead to numerous other problems. It is also not easy to
ascertain the appropriate time to call a person.
 The receiver could be in a bad mood or busy and, therefore, calling
her/him would not serve the desired purpose.
 Moreover, conversation over the phone does not provide a
permanent record for legal purposes.

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Teleconferencing
 Teleconferencing is a meeting or conference where the participants
are silting in conference rooms that are located within the country
and/or outside it, and inter acting with each other without being able
to see each other.
 A lot of planning and organization is required to conduct a
teleconference meeting.

Negotiation
 Negotiation is the interaction including at least two parties
cooperating to show up at a commonly satisfactory goal of at least
one issue.
 It can happen both in formal and casual circumstances.
 Formal discussions occur to resolve labour disputes, union strikes or
requests of labourers.
 In a casual/informal situation meeting between individuals is never
decided ahead of time.
Process of Negotiation
 Negotiation is a complex process that goes through several stages
before reaching the desired outcome.
 Most researchers agree that the negotiating process has four broad
stages. They are called:
a) Opening a negotiation
b) Exchange of information
c) Change of Position
d) Closing
 According to American Researchers, a typical bargaining
negotiation goes through nine stages though it is not necessary that
all negotiations need to go through all of them. They are called:
a) Opening
b) Exchange
c) First Price
d) Planning
e) Discussion of Products
f) Bargain

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g) Prices
h) Pre-close
i) Close
Effective Negotiation
 To achieve the best result, there are two types of negotiating
strategies: cooperative and competitive.
 It is always best to use a combination of the two whenever possible.
 Following are some of the strategies for effective negotiation:
a) Maintain a positive and non-aggressive demeanour at the
negotiating table.
b) Try to persuade and convince the opposing party of the benefits
of accepting your proposal.
c) It is important to express your point of view, but it is also critical
to listen to the opposing viewpoint.
d) Not interrupt or comment during the other Side's presentation.
Interruptions not only disrupt the flow but can also irritate the
other party.
e) Maintain a corporate and optimistic atmosphere, and if you wish
to ask a question, use a calm tone rather than an aggressive or
hostile one.
f) If there is a stalemate or a heated argument, take a brief break.
This not only calms both parties but also allows them to re-
examine the proposals and reconsider their bargaining position.
g) Personal preferences or egos should never be allowed to influence
the bargaining process; all challenges are more essential than
individuals or personalities.
h) Summarize the discussion to avoid future confusions or
miscommunication. The summary should be in writing so that no
one can revise it later.
i) Include a legal clause if required to make sure that there is no
scope for going back on previously negotiated concerns.

Interview
 An interview is a two-way exchange of information between an
employer/panel of interviewers and you, as a job seeker/interviewee.
 Interviews can be conducted for jobs, media, admissions etc.

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 The person(s) who asks questions is known an interviewer and the

candidate who is supposed to answer is known as the interviewee.
Job Interview
 A job interview is formal interaction between interviewee as the
person who seeks a job and an interviewer(s) as the ones asking
questions and evaluating the eligibility of the candidate for the job.
 Job interviews let the employers make thoughtful decision in the
process of choosing the right candidate and provides good
opportunity to the interviewees to demonstrate their best of the
potential.
 Job interviews can be conducted in different ways:
a) Face-to-Face Interview
b) Telephonic Interview
c) Video Interview
d) Panel Interview
 Example of Job Interview
Write a face-to-face interview Between the HR Manager of a
Photography company that has a vacancy for a Graphic Designer,
and an interviewee.
[Pixel Pvt. Ltd. Interview Room]
Interviewer: Mr. Rudra (HR Manager)
Interviewee: Chitra (Graphic Designer)
Chitra: Good Morning, Sir.
Mr. Rudra: Good Morning, Chitra. Thank you for visiting today. Let
us begin by going through your history and experiences. Could you
please introduce yourself briefly?
Chitra: Thank you so much for having me. I'm Chitra, and I've been a
graphic designer for over five years, developing aesthetically engaging
designs for a variety of clients. One of my favourite projects in my
portfolio is a branding campaign for a local start up. I was involved in
the entire design process, from conducting initial market research to
creating the logo, colour scheme, and marketing collateral.
Mr. Rudra: Thank you. Chitra, you are amazing. We reviewed your
portfolio and found it to be quite outstanding. Can you tell me when

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was the first time you realised you wanted to work in graphic design
and why?
Chitra: Of course, Sir. I was in secondary school when I first realised
I had an interest in graphic design. As a part of my business class, we
had to create an infographic and logo for a made-up company. I had
always considered myself an artist and enjoyed painting and
calligraphy, but I had not tried applying it to a digital format. My
teacher noticed I had a talent for it right away, and I enjoyed working
on this medium. I decided then to pursue a graphic design degree.
Mr. Rudra: Thank you. Graphic designer plays a crucial role in a
photography company. According to you, what is the role of a graphic
designer? Tell me in one line.
Chitra: For me, the role of a graphic designer is to create visual
concepts that inspire and captivate consumers.
Mr. Rudra: Well said, Chitra. As you know, Communication abilities
are essential for any role. So, what is the significance of communication
in graphic design?
Chitra: Communication is very crucial to graphic design as the entire
point of design is to communicate with people. The primary objective
of any design is to speak to its consumers effectively to convey
messages and ideas.
Mr. Rudra: Thank you. Let’s talk about you technical knowledge and
abilities. Now, I am going to ask some technology related questions in
series. Are you ready for that?
Chitra: Yes, Sir. Go ahead.
Mr. Rudra: What is the use of Adobe PageMaker? What is the
difference between a window polygon and a crossing polygon? What
is Lasso tool? And the question is what the shortcut to reset zoom is?
Chitra: PageMaker is a software application by Adobe used for
desktop publishing. Designers use it to make high-quality professional
documents like e-books, visiting cards, brochures, newsletters,
pamphlets, reports, etc. Window polygon allows the designer to select
objects inside the polygon whereas crossing polygon is used to select
all the objects within and around the boundary of the polygon. Lasso
tool in Photoshop is used to select areas with no pre-defined shape. It
is a common tool available in all image editing software and enables
free selection of area. The shortcut to reset zoom is ctrl+0 (Zero key).

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Mr. Rudra: Thank you. I am impressed from your knowledge. Do you

have any questions for us before we wrap up?
Chitra: Yes, sir. I'd like to learn more about the company's design team
and the types of projects I'd be working on if I joined Pixel Pvt. Ltd.
Mr. Rudra: Thank you. Chitra, of course. Our design team is a tight-
knit collection of brilliant experts who work together on a variety of
projects. As a graphic designer, you would be responsible for
developing branding materials, marketing collateral, digital graphics,
and animations for our diversified client base. We work on fascinating
projects for large corporations, events, and celebrations, giving you
plenty of possibilities to demonstrate your originality and talent.
Chitra: Sir, that sounds amazing. I'm pleased about the opportunity to
work with Pixel Pvt. Ltd. and contribute to such innovative initiatives.
Mr. Rudra: Thank you. Chitra, we are equally thrilled to have you as
a prospective member to our team. We will contact you soon to discuss
the next steps in the employment process.
Chitra: Thank you so much, Sir. It was a pleasure to talk with you. I'm
hoping to hear from you shortly.
[The interview closes, and Chitra exits the room full of energy and
optimism.]
Online Interview
 An online interview is also known as virtual interview or remote
interview.
 Online interviews opens the possibility of connecting interviewers
and interviewees.
 It saves time and cost.
 One can attend an interview at the comfort of one’s place.
 A person might face technical glitches in the internet, device or
application.
 A person who is good communicating with his/her body language
might not feel satisfied.

Persuasion Skills
 Persuasion skills involve the ability to influence and convince others
to adopt a particular idea, perspective, or course of action.

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 These skills are crucial in various aspects of life, such as sales,

marketing, negotiation, leadership, and even in everyday
communication.
 Effective persuasion often requires understanding the needs and
motivations of the other person, building a compelling argument,
and using communication techniques that appeal to the emotions and
logic of the audience.
 Persuasion is the ultimate objective in communication since it has
the capacity to change people's minds, spur them to action, and affect
their behaviour.
Understanding the Goal of Persuasion
 In order to achieve understanding of the goal of persuasion, five
general objectives of persuasion that each fit particular situations are
recognised.

Create
Uncertainty

Gain Reduce
Behaviour Resistance
Objectives

Amplify Change
Attitude Attitude

How to Avoid Pitfalls of Persuasion?

 Not all attempts at persuasion are successful, and some strategies
may backfire. Here are some frequent mistakes to avoid:

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Beyond
Avoid Being Accept Patience and
Strong
Direct Compromise
Arguments Persistence

Public Relations
 Public Relations (PR) is a strategic communication discipline that
focuses on building and maintaining positive relationships between
organizations and their various stakeholders.
 It is a multifaceted field that involves managing the flow of
information between an organization and the public to create and
maintain a favourable image.
 According to Institute of Public Relations (USA), Public Relations
is the deliberate, planned and sustained effort to establish and
maintain mutual understanding between on organization and its
publics.

Functions and Activities of Public Relations:

 Public Relations (PR) is a strategic and versatile strategy that
organisations use to create and maintain connections with their
stakeholders in the fast-paced world of communication.
 Following are the functions and activities of public relations:
 Media Relations
 Building and maintaining relationships with journalists and
media outlets.
 Crafting and disseminating press releases to share important news
and updates.
 Responding to media inquiries and managing the organization's
presence in the media.
 Corporate Communications
 Developing and disseminating key messages that align with the
organization's goals.
 Creating internal communications to keep employees informed
and engaged.

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 Managing crisis communications to address and mitigate

potential reputational issues.
 Community Relations
 Engaging with local communities to establish a positive presence.
 Supporting community events and initiatives to demonstrate
corporate social responsibility.
 Addressing community concerns and fostering a sense of
goodwill.
 Social Media Management
 Developing and implementing social media strategies to reach
and engage target audiences.
 Monitoring online conversations and managing the organization's
online reputation.
 Creating and sharing content that aligns with the organization's
brand and values.
 Employee Relations
 Building strong relationships with employees through effective
communication.
 Internal communication campaigns to enhance employee morale
and commitment.
 Addressing employee concerns and fostering a positive
workplace culture.
 Government Relations
 Engaging with government officials and policymakers to
influence public policy.
 Monitoring legislative developments and advocating for the
organization's interests.
 Building partnerships with government agencies to support
organizational goals.
 Strategic Planning
 Developing long-term communication strategies aligned with
organizational objectives.
 Conducting research and analysis to identify opportunities and
challenges.
 Adapting strategies to changing circumstances and market
dynamics.

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