Un Fundamentals of Technical Communica 1.1 Communication ‘The word "communication” has been derived from a Laun word 'communicare' which means ‘sharing So, The communication is the act of sharing or exchanging information, ideas or feehnes 1,2 Technical Communication Technical communication & 2 cérinunitaton that conveys complex technical information in an easy-to understand manner. {OR} Technical communication is the study of the targeted audience and then finding aut the best way to present the information. It involves gathering knowledge from experts and customers by conducting interviews, tesbng their topics, studying existing information and finally reshaping this information, so that the correct audience can access, understand and use it. 1,3 Features of Technical Communication Addresses particular readers or audience. It has sentences of moderate length It has Logical division of paragraphs. Helps people to solve problems. Reflects an organizations goals and culture. Consists of words ar graphics or both. 's produced using high tech tools. It disseminates knowledge in oral or written form. KORRES 1.4 Purpose of Technical Communication Technical communication serves three purposes that sometimes overlan 1. To inform: Anticipate and answer your readers! questions 2. To instruct: Enable your readers to perform certain tasks. 3, Topersuade: Motivate your readers 1.5 Approaches/Requisites of Technical Comm. 1. Brevity: It should be brief and provide information ina concise manner 2. Garity: it should be clear without any confusion. 3, Simplicity: It should be written in a simple language. 4. Objectivity: It should be written intimited words. '. Utility: It is done for some specific purpose. 6, Vocabulary: It uses specific technical vocabulary 7. Informative: It should be used to give specific mformation. B. Use of active woiee : Active voice should be used as it \ easy to understand and emphasis is laid an the subject and not on the object. 9. Avoid repetition : Repetition should be avoided, 1.6 General V/s Technical Communication (General Camm. Technical Comm. Cantains General Message | Contains Technical Information infernal an style Foortal in style Mostly Oral Oral or Wntten Do not follow any set af | Follows Set of Pattern pattern Not always for specific | Always for specific audience. audience (General vorab is used Technical vocab is used No use of technical terms | Frequently involves or graphs saigons, graphics, ete. 1,7 Language as a tool of Communication +} In order to express the ideas in a proper way we need a language to communicate so language is very necessary far Our daily life <> Effective communication is made possible with the help of language. Language emaloys a combination of words to ‘express ideas in 2 meaningful way. “+ By changing the word arder in a sentence, you can change its meaning, and even make it meaningless ~> Physical gestures are also sometimes the medium of expressions. For example, crying in anger. laughing or waving hands heips a person to communicate some of his feelings +} Man has invented language which helps him to communicate with different arts of people.1.8 Characteristics features of Language ‘language is Artificial: Man has created language for his convenience, to express his thoughts and expenvences Language is Restricted: when we translate our thoughts into language, some meaning is lost in the Process, So, Some time we feel unable to express our thoughts in words because all can not be explained through wards. Language is Arbitrary: There s no direct relationshia between a word and the idea or the object it represent We cannot say why we name a piece of furniture with four legs as “chair”; i could have been something else, 4.Language is Abstract: Language is abstract because it represents generalized ideas of things o thoughts. A word could represent different ideas at cifferent times. S.language is Creative: Language is creative because it has the ability to generate many words every day. 1.9 Reading & Comprehension 4 "Reading" is the process of looking at 3 seres of written symbols and getting meaning from them. The reading is of different types 1. Reading extensively: For general understanding of the subject 2, Reading intensively: For in-depth knowledge of the text. © “Reading comprehension” refers to the ability to understand the information presented in written farm. Reasons for Poor Comprehension are: 1. Inability 1o understand a word, 2. Inability to understand a sentence. 3. Inability to understand how sentences relate to one another. 4, Inability to understand the information fits together ima meaningful way (organization) 5. Lack of interest or eancentration, ips to Improve Comprehension Skills: 1. Read a variety of materials. Do not limit yourself to textbooks. 2. Read a fairly long portion of the material read an entire section or chapter instead 3. Circle unknown or uivfamiliar wOrds as you read, 4. After reading, recall as much of the information as possible. 5. Consider how interesting the subject matter is and how muth you already know SbOut the subject 6. Answer questions about the material after reading it Try t@ 1.10 Technical Writing Techeneal writing 15 a tye of writing where the author ss writing about a particular subject that requires dwection, instruction, ar explanation. This style of writing has a very different purpase and different characteristics than ather writing styles. *> Technical document is written keening focus on the type of audience being targeted. 1.11 Sentences A sentence 1s a set of words that are put together to mean something, Requisites or Salient Features of Good Sentences 1. Brevity (Short Sentences}: It should be brief and provide information in a-concise manner. 2. Clarity: 1t should be clear without any confusian. 3. Simplicity: It should be written in a simple language. 4. Utility: ts done for some specific purpase. 5. Avoid repetition : Repetition should be avoided. 6 Choose appropriate words 1.12 Paragraph ‘A paragraph can be defined as a group of sentences or a single sentence that expresses a single idea, supported by evidence in the form of examples, thus forming a unit Requisites or Salient Features of Good Paragraph 1. Brevity (Short Sentences}: It should be brief and provide information in a-concise manner. 2. Clarity: it should be clear withaut any confusian. 3. Simplicity: It should be written in a simple language. 4, Utility: It ¢ done for some specific purpase 5. Avoid repetition - Repetition shouid be avoided, 6. Informative: It should be used to give specific information. 7, Use of active voiee : Active voice should be used as i 1S easy to understand and emphasis is laid on the Subject and not on the object B. Choose appropriate words Basic three sections of a paragraph: 1. Beginning - introduce your idea 2. Middle - Explain your idea. 3.End - Make your point again, transition to next paragraph,1.13 Principle Requirements of Development Topic sentence: Topic sentence is a sentence that expresses the main idea of a paragraph. This i also kniown a8 key Sentence or theme sentence: Paragraph 2. Coherence: Coherence refers to the clear and logical thinking of ideas in a paragraph in such a way that a thaught expressed in a sentence easily leads to the thaught in next sentence and so on. The word coherence literary means Consistency. Four devices used to build up this coherence. @. Pronouns: It is used as a substitute for a noun, and this always Serves as a rerindey af the noun in the earlier sentence. Thus, it maintains the continuity of thought b.Repetition: The repetition of some keywords oF phrases in the paragraph serves nat only to make the paragraph coherent but also ta emphasize the author's point of view. Synonyms: Synonyms are substitutes for words already used anid have sintilar meanings, This device is useful because it helps the writer to avoid excessive repetition. d.Connectives: These are words or phrases which usually occur at the beginning of a sentence to show the relationship between the new sentence and the preceding sentence. Examples of connectives : but, and, or, Further, ete 3. Unity. Unity refers 1a one asa whole or gneness. all the parts of a paragraph should contribute te one effect and lead to unified purpose. One idea should be expressed in one sentence and avoid toa much lengthy sentences. 1.14 Devices or Methods or Techniques for Paragraph Development 1. Inductive Order Method: When the matter consists of some details or known facts, the consideration of which leads toa conclusion, it is desirable to adapt the inductive method. This is a logical arrangement, beginning with the supporting information available and concluding with a topic sentence or a conclusion, 2, Deductive Order Method: The deductwe method is the opposite of the inductive method. it reverses the arfangement of matter prescnibed in the inductive method. when a statement is made in the beginning, and it is followed by the facts that substantiate the assertion or suggestion made in the beginning, this methad is adopted. In it, Gne starts with the topic sentence, and goes on to record the supporting facts, Exposition Method: These paragraphs explain how something works or what the reader is ta da to make it work. Such paragraphs demand certain knowledge. Nevertheless, writing them is a great exercise to understand the material, because you keep learning when you teach. In expository writing. linking words like first, Second, then, afd finally are usually used to help readers fallow the ideas. Exposition is explanatory writing. Exposition can be an incidental part af a description or a narration, of it can be the heart of an article 4.Linear Method: Linear means ‘consisting of lines’ or ‘one dimensional’. Each sentence leads to the next one ima paragraph, with the purpose of maintaining a forward mavement; and each paragraph can be a step to Lake us toa goal. A logical series can be made even a consecutive arrangement of information. S. Interrupted method: Whenever the writer gives a break to the line of thought and gives a turn to the idea te produce the desired effect, he uses ths method. the punctuation marks . {) _! (comma, parentheses, em dash, exclamation mark) serve as interrupters and add emphasis to the sentences. The interrupt the flow of sentences by breaking chunks of ideas. Remember, interrupters can be words, phrases, of punctuation marks. Spatial Order Method: When the matter refers to certain areas, an area-wise arrangement of the matter Must be preferred to present it Systematically. This methad helps the reader to visualize what he sees and, therefore, it is better to understand the physical qualities of the subject matter. 7. Chronological Method: When the matter refers to some developments in terms of time, a chronological order intraduces system in its presentation. This order is prefered in historical narrations. 1.15 Technical style * Style in technical communication is the way one speaks or writes to convey technical information. 4 Style in technical communication depends on the audience, the communicative context, and the purpose of communication +> Style is formal in a technical report or professional presentation and informal as a personal letter or casual conversation.Ingredients or Requisites or Salient Features of Technical Style 1. Brevity: It should be brief and provide information in a concise manner. 2. Clarity: it should be clear withaut any confusion 3, Simplicity: It should be written in a simple language. 4. Objectivity: It should be written in limited words. S. Utility: It is done for some specific purpose. 6. Vocabulary: It uses specific technical vocabulary 7. informative: 1t should be used ta give specific information, &. use of active voice : Active voice should be used as it 15 easy to understand and emphasis iS laid on the Subject and not on the abject. 5. Avoid repetition : Repetition should be avoided 1.16 The Flow / Dimensions / Levels of Communication Eq fa Ez eas = = 1, Downward communication: * Downward communication refers to the: a. Communication from the higher managerial hierarchy to the lower level b. Communication from decision makers to the workers. © Communigation from seniars to their subordinate employees. © It involves the transfer of information, instruction, advice, request, feedback and ideas to the subordinate staff. © The main function of downward communication is providing direction and control A communication from General Manager of a company to the Branch Managers is an example of downward communication. level in 2. Upward communication: © Upward communication refers to: 4. Cominuni¢ation from subordinates to superiors. , Communication from employees to management. ‘©, Communication from workers ta decision makers. # Upward communication involves the transfer of information, request and feedback from subordinates to their seniors 4 © It promotes better working relationships within an organization by giving the subordinate staff opportunities to share their views and ideas with their supervisors. # It facilitates employee involvement in the decision making process. A business report from the Branch Manager of a company to the Managing Director of the campany is an example of upward communication. 3. Horizontal or lateral communication: It takes place between professional peer groups ar ‘people working at the same level of hierarchy. © It is the communication among workers at the same level ¢ The main objectives of horizontal communication are: a. Developing teamwork within an arganization. b. Promoting groua coordination within am organization ygonal or cross-wise communication: It is the product of modern changes in information technology and management © Iisa response to market needs that demand speed and efficiency Diagonal communication flows in all directions. Diagonal channel occurs between people who de not have to follow rigid norms of cormmunication protocal. 1.17 Barr 2. Physical and Physiological Barriers: These include distance, background noise, poor or malfunctioning bad hearing, poor eyesight, rs to Communication equipment, impediments 2. Emotional And Cultural Noise: Emotions (anger, fear, sadness) and attitudes (having to be right all the time, believing oneself to be superior or inferior to others} affect abjectivity, as do the stereotypical assumptions that people make about each other based on cultural background, 3. Language Bartier: Speaking different languages, having strong accents, using slang ar jargon can frustrate conimunication and negotiation efforts 4. Nothing Or Little in Common: Examgles, staries and anecdotes can help get a point across, except when the audience cannot relate to any of these because they dan't share a common experience with the speaker speech5. Lack Of Eye Contact: Not making eye contact is a sure way of raising doubt in listeners and losing their attention and making them feel suspicious of you, not to mention invisible 6. Information Overload And Lack Of Fotus: Too much information can confuse your audience and even make them wonder if you're overwhelming them with details to avoid telling them something else they would rather know. 7. Not Being Prepared, Lack Of Credibility: prepared, f you lack the facts, if you rely on your Power f you're not Point presentation too much, your listeners will nonce and feel lel down, even disrespected-and they won't believe you. 8. Talking Too Much: When you talk, you're not listening, and you need to listen to the people you're attempting to. persuade. 9. Trying Too Hard, Seeming Desperate: When you try too hard to persuade someone, you may seem desperate, and desperation smells like manipulation and turns people off before you can utter your next desperate word_ 10. Lack Of Enthusiasm: If you don't believe in your position, product, sérwce, or whatever you're tryna to sell, they wan't believe in it either.Unit 2: Forms Of Technical Communication 2.1 Technical Report The word ‘Report’ is derived from the Latin ‘repartalre’ ‘that means to bring back. A technical report is an official document that presents fact, their analysis and decisions and recamimendations derived on the basis of facts/data collected by an individual. All professionals ike engineers, scientists propare their report that helps the executives in decision making importance of Report: 1. Reports enable decision making and problem solving in organization 2. Reports help the authorities in planning things. 3. Reports are an important means of spreading information both within and outside the organization. 4, Reports serve as 3 measure of the growth, progress and success. 5. Reports serve as a valuable source af information. Objectives of a Report; 1, TaPresent a record of project. 2. TaRecord an experiment. 3. TaReeord research findings. 4, TaPresent information to a large number af people. 5, TaRecommend actions to solve a prablern, 6. Ta Record and clarify the complex infarmation for future reference. ‘Characteristics of a report: 1, Precision: A report has to include fot of information in limited space. 2, Factual: All information included in a report should be based on faets. 3. Relevance: All information should be related and relevant to the main idea af the report. It should be relevant from reader's paint of view. 4, Reader oriented: When writing the report ane must keep in mind what does the reader need to know (te arrive at a deosion) rather than what the report writer may know about it. S. Objectivity of reconimendations: The objective of writing the report iS to enhance productivity or business growth and should be free of writer's own personal views Simple and clear: The language used while writing the reper! should be simple. 7, Brevity: The report should be as brief as possible yet complete. 8 Gramintatical accuracy: Grammatical errors are like faulty speech. They distract the reader's attention. 5. Special format, illustrations, and documentation: Reports usually follow a particular layout. all useful parts of the structure of a report should be included. Hlustrations jike charts, tables, diagrams, figures, photographs can also be used. 10. Homogeneity : The report should be written on one topic, Steps in Writing a Report 1. Analyse the problem, 2. Determine the scope of the report. 3. Consider the audience ar the reader, 4, Gather information, 5. Analyse the information. &. Prepare the report accarding to the arescribed format, Basic Structure of Report 1. Prefatory Part/Front Matter a} Cover Page b) Title Page & writer's name G} Acknowledgement (To contributors} d) Table of contents. e} Abstract or summary 2. Main Text/Body Actual report begins with the main body, a) Intraduction b} Description af problem ch Discussion/Analysis, d) Conclusion show gratitude to. 3. Supplementary Part/End Matter a) Appendix (Contamis data, table, graphs, and charts ete all the supporting rhaterial which cannot be placed in main body). b) List of References (Reference of original writer and book. ©) Glossary {List of technical terms}. d) Index (Uist of important alphabetized words along with the page numbers).Categories of Report: L 2. a. % Informative Reports: In this 1ep6°t introduction is followed by a presentation of information or facts and a conclusion. Recommendations do nat arise in this tyne of report. Analytical Reports: This type of report analyses the facts, draws conclusions. and = makes recommendations. Periodic and Special Reports: Periodic reports are ‘prasented at regular and prescribed intervals in the usual course of business. They are also called routine reports. Special reports ave related to a single ‘occasion or situation. They deal with non-recurring problems, Oral and Written reparts: An oral report 6 simale and @asy to present. it may communicate an impression or an observation. Written reports on the other hand are always preferred as it can be edited, reviewed, stored and retrieved Long and Short Reports: These reports are classified ‘on the basis of length. Short reports are precise, concise and not very elaborate. Long reports are very elaborative and consist. of abundant of ‘information. ‘Formal and Informal Reparts: A formal report is the ‘result of proper survey and investigation and is presented the prescribed format. The language is also. very formal. An informal report 8 usually transmitted from person to person, there is no set format and is targeted to only few persons @g mema report. individual and Group reports: On the basis of the target audience a report can be classified as individual and group reports. Abstract V/s Summary Abstract Summary It states what the report is | It Sums up all the aspects of all about and what the] report. using ordinary significance of report is. language. it can be well as descriptive. informative as | it ean be descriptive. Tes shorter in length. This longer in length Example: Write a report to the Managing Director regarding the need for improvement _of_the communication system in the company. To: ‘The Managing Director Fram: ML Malhotra (Technical Expert) Date: 21/07/2018 Subject = Improvement of the communication systert in the company. Observation : Personally checked all the departments. of the company and found most of them are affected from disturbances in communication system, Reasons = The networking wires are quite old. Some of them were found disconnected. Beside the machines are worn Out aid in Such condition that eaninot be repaired. Recommendations : 1. The old machines are: needed to be replaced with new ones which should be equipped with latest technology. 2. The wires should be changed. 3, An expert system administrator should be appainted to mak ke the System more effective 2.2 Thesis/Project Writing A Project report 1s a form of written communication prepared by a prafessianals at the completeness of his research work It reeards all the data and its analysis and findings in objective style which contains all usual elements such as cover page . title page, table of contents, summary, introduction. conclusion and recommendations. A Thesis is 2 fong research report. it may span over a period of 2 to 5 years. It provides detaved written account of the data after conducting some survey in particular field which in¢ludes data analysis. findings or conclusion derived by the researcher Its dvided into chapters Structure of Thesis Writing 1. Title page 2. Declaration/Certificate 3, Acknowledgement 4, Table of contents 5. Abstract/Summary 6 Introduction 7, Literature rewew/Backeround Information 8B Theory 9, Canclusions and Suggestians 10. References LL. Appendicesimportance/Significance of Thesis Writing Create an authentic work of research An extensive and mast complex work of research Iniproves a researcher's subject knowledge Enhances rational and reasoning skills Open the door for future research Showeases your intellectual capacity 2.3 Synopsis Ag ynopsis is a short, systematic outline of the proposed thesis, made in preparation for the first meeting with the supervisor. Il serves to ensure that the supervisor gets a clear picture of the proposed project and allows him or her to spat whether there are gaps Of things that have not been taken inte account, Structure of Synopsi Title ‘Statement of the prablem and hypothesis Aims and abjectives Review of literature Research methodology References “Official requirements 2.4 Technical Research Paper Writing A research paper is a piece of writing based on onginal research carried aut by the author and is the result of 2 small seale study. The main purpose of a research papor is to add to the existing knowledge, understanding and scope of 3 particular subject. Characteristics or Style of Technical Research Paper Writing 1 2. 2. 4. 5. 6 % 8 ED 10. 1. Identify the purpose of wating techmeal research paper Use of proper and relevant technigal terms ‘Come straight tothe point Use of active and nat passive voice Use of madern language Use illustrations Accuracy of language Use bias free language Use of right tone Discuss and describe data in a systematic way Witten in formalized structure Method to write Technical Research Paper 1 Thie 2. Authors, affiliations. and addresses 3 Abstract 4. Introduction 5. Materials and methods & Resukts 7. Dsstussion & Conclusions 9. Acknowledgement 10. References or bibliography 2.5 Seminar and Conference Paper Writing BASIS: FOR (CONFERENCE SEMINAR COMPARISON Meaning A conference refers}A seminar is an te a large formal] instructional event, gathering of several | wherein.one or mare people or say, Jexperts members, to talk|communcate some about 2 sdecific topic | information, through ar subject af [lecture or general ommon i discussion ‘Number of | 50-1000 3-10 people Objective To get an aowwen or} To educate. discuss solution for amissue, |and guide. Participation | Limited particnation | Active partiopation of audience Organized at | Qrganuzation ar hotel|semmnar hall of meeting space, Institution, or an arranged space, Duration Few days One hour or more Type of work | Presentation and | Presentation and Exchange af views | Discussion Method To Writing a Seminar/Conference Paper 1. Tale page 2 Table of contents 3. Abstract 4. Introduction 5 ody: Literature Review, implementations, Results, Discussion, and Analysis & Conclusion 7. Gtations and references2.6 Expert Technical Lecture # Emsnent speakers fram the industries and universities are invited to enlighten the students with their ideas and experiences. 4) The abjective is to students and faculty members the apportunity to gain knowledge and insight into the innovations through interactive sessions. © Through these lectures, students get acquainted with recent develapments, practical applications, research, problem-solving, industry needs and requirements, their expectation, scope for students and implementation of thearetical knowledge. Essentials of an expert technical lecture 1. Theme clarity i.e. the saeaker should be clear about the topic he is going ta deliver. 2. Lecture should be presented in a clear and logical sequence 3. The material meaningful 4. After introducing the theme, the speaker should present the data arid analyze it S. Use of required technical terns 6. Presentation af findings. should be comprehensible and 2.7 7 C's of effective business writing 1. Consideration: Visualize reader's circumstances, problems, emotions, and desires etc, and indicate that we understand thern by using our words with care. 2. Courtesy: We should be courteous and polite during business writing For example, instead of writing, “we did not send the cheque”, use "The cheque was not enclased”. Even if we aré writing a Complaint letter, our tone must be polite 3, Clarity: We should be clear and specific in the letter. The words used should be uniaribiguaus and clear, 4, Conereteness: A good business letter always provides canerete (actual, specific and convincing) infarmation. For example, Instead of saying, “I expect the order to reach me at the earliest”, use “I expect the arder to be delivered to me by the 21st of February 2018" 5. Correctness: Correctness of both expression and the infarmation should be followed while writing a business letter. Facts, Grammatical structures and spellings should be correct, 6. Coneiveness: Use only necessary details and shart sentences, 7, Completeness: Provide complete infarmation in the letter. 2.8 C.v./Resume writing = ACW. {curriculum vitae) is a detailed document ‘outlining all of your life achievements, qualifications, associations, awards and skills ® A Resume is a more conese document; an abbieviated version of your CV that focuses on ‘Specific skills and achievements, usually in relation and relevant to an employment opportunity. Structure of a resume 1. Heading: it includes the candidates name, address, mobile nuniber, E-mail address, 2 Position Sought- The candidate should clearly mention the post (he is applying for). 3, Career Objective: Here the candidate expresses his approach (way of thinking) towards the jab. 4, Education. One’s academic as well as professional qualification in detail 5. Special Skills- Special skills and aptitudes 6 Works Experience. the work experienced should be highlighted. 7. Achievements & Awards. It focuses on one’s personal social & academic achiewements & Activities and Interest- it includes extra curricular activities and gersonal interest. 9. Personal information. Hobbies, parent's detail, social status etc. 10. Date and Signature. signature of the applicant with date 1. It should be original 2 it should reflect the candidate's personality, employment goals and career aspirations. 3, Resume should focus on required qualifications as, per job. The details of contacts shauld be mentioned. Wark experience should be mentioned. Achievements in career should be highlighted Awards and honors must be given. References id (if any) should be mentioned. 9, Covering letter or application for the job should always be attached with the resume. panne2.9 Technical Proposal sf ‘ SARK Proposal is derived from the word “propose” which means to suggest, to offer @ solution. or te forward @ new idea. Prapasal is an act of propasing, or anything prepased. 11 is a form of business letter or a formal report written to draw the attention of the public to any sssue. Proposal is nothing but a way to sell one’s ideas. The main objective of writing a proposal is persuasion ‘is the first step towards a new business. The aim of a proposal is to bring new benefits ta the organization and it may be used within ag well as outside the organization, Types of Proposal L Solicited Proposals: A proposal which written in response to somebody's request. Unsolicited Proposals: An unsolicited proposal is one sent 1 someone, even though they have not asked for it Internal Proposal: Address to reader within an ‘organization, ‘External Proposal: Deal with the people outside the organization ‘Formal Proposal: This is the type of long proposal with detail discussion Informal Proposal: In this category comes short proposal including small projects and topics. Structure of Proposal Writing: ai 2. a. Title page : It contains the title of the proposal, the fame of the persan or organization to whom the proposal is being submitted, the name of the “proposal writer and the date. Table of contents : t provides the readers an overall view of the praposal. List of figures + It includes a list of tables. graphs, figures, charts used in the proposal Abstract/Summary = it highlights the major points of the proposal ‘Methodology : it summarizes the proposed methods of data collection and the procedure for investigating the problem. Introduction : It gives the background, states the purpose, and discusses the scope. Statement of problem : It contains an objective description of the prabiem, ‘Proposed plan and activities Recommendations : It discusses the ways to solve the problem, 10 10. Conclusion : It presents the final summary of the proposal.Unit 3: Technical Presentation: Strategies & Techniques 3.1 Presentation Presentation means ta put forward information and ideas before the audience in a very systematic manner and a predefined purpose with the help of viswal aids. Objectives of 4.70 inform oF Educate 2.To Persuade 3.To Motivate or inspire 4.To Entertain Forms/Types of Presentations: According to the purpose presentations are classified as: 1. Informative Presentations: Informative presentations teach , demonstrate or instruct an audience on some topic or process such as policies and rules. These are also called ‘tell’ presentations, Persuasive Presentations: Persuasive presentations are designed to induce an audience to accept a belief of actian. These are also called ‘sell’ presentations. Motivational Presentations: Mativational presentations are designed to reassure the audience. These are also called ‘jain’ presentations. On the basis of audience profile presentations can be classified as: 4, Internal Presentations: These presentations are made ta internal audience. The audience consists of the employees or students and can be known or unknown to the presenter. External Presentations: These presentations are made to external audience. it consists of prospective clients, vendors or partners and are generally unknown to the preseriter, Based on the time available to prepare, presentations can be categorized as: 6. Impromptu Presentations: These presentations are made without any planning or preparation. Planned Presentations: The presentations are made with careful planning and preparation Based on the number of participants, presentations can be categorized as: 8. Individual presentations: & individual is responsible for preparation, research, and delivery. He rightfully take all the credit for the final product he produced Group presentations: In contrast, often involve mare complicated tasks and therefore require more particigants to make them. al Characteristics of good presentation 1. The presentation ideas should be well adapted to the audience. Relate the presentation message/idea to the interests of the audience. 2. A good presentation should bbe concise and should be focused on the topic. 3. A good presentation should have the potential to convey the required information. 4. Agood presentation must be planned. 5. Rehearse and practice the presentation 6. Smile and Make Eye Contact with your Audience 7. The spoaker should encourage more questions fram the audience. 8. Try to use 10-30 Slides in Slideshows. 3. Tell Stories. 10. Use your Voice Effectively. 11. Summarize the presentation at the end. 12. The speaker must have a presentable appearance while giving a presentation, 13, Try to gain and maintain audience interest by using positive quates, humour, of remarkable fact. Interpersonal Communication © Interpersonal communication rafers te the sharing of information among people ‘This form of communication is advantageous because direct and immediate feedback is passible. If.a doubt eccurs, it ean be instantly clarified Interaction among friends and interaction with sales executives are examples of interpersonal communication, Characteristics of interpersonal communication © Interpersonal communication is continuous, we constantly share or send verbal and non-verbal messages. # Interpersonal communication i irreversible; once the exchange takes place, it can never be ignored or taken back. * Interpersonal communication is situated within a speeifie communication setting that affects haw the messages are produced, interproted, and coordinated. it occurs3.3 Classroom Presentation Class-room presentation is a way to building confidence among the students. They help the students to inculcate the basics for communication skills—reading, writing, listening and speaking, it helps students to share their wiews with their classmates and also to expand their understanding. Methods of Classroom Presentat 2 in Verbal and Non-verbal mode of communication can be used. Classream should be taken as the podium for Presentation. Voice should be clear and loud. Maintain right tone, pitch and also speed Appropriate facial expressions and gestures should be loud, Presentation Skill Tips for Students. i 5. 6 The main points are your backbones af your presentation Do not read from your notes. Prepare cue cards with key words on them. Use visual aids like slides, charts and graphs to illustrate your points. Gress appropriately for your presentation Speak clearly and laud. 3.4 Mode of Presentation Below are the four modes of presentation, or presentation Delivery Style or Nuances of delivery. 1 Memorizing the Manuscript: 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 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 polky matters of an organization. 1a this, the reader and listener contact is often interrupted. Extemporaneaus / Speaking from Notes: The speaker prepares notes on a sheet of cards and then with the help of appropriate audio visual aids, he makes Mis presentation. This pracess makes the delivery easy and impressive. Impromptu Speaking: The words Impromptu means done without preparation or planning. So, this is the presentation delivered without any preparation 3.5 Individual Conferencing The individual conferences are designed with a purpose, The main purpose af individual conferencing is ta help an individual achieve his goal For Students, the individual conferences are designed to help the student explore his/her goals and aspirations as well as reasons that he/she may chaose to achieve ar underachieve in sehool or college. The skill oF conferencing ar oral presentations play 4 decisive role in enhancing the stature and influencing decisions. It can elevate the status of a person with bigger assignments and responsibilities. Essentials for Individual Conferencing Itshould be conducted in privacy, The person who conducts the indiwidual conference should havea positive outlook. The conferencing sessions should be conducted from ime to time according to the need of the hour. 3.6 Public Speaking Public speaking is the process of communicating information to an audience. It is usually done before a large audience, like in school/college, the workplace and even personal lives. The benefits of knowing haw to communicate to an audience include sharpening critical thinking and verbal/nen-verbal communication skills. Public speaking helps to inform, entertain the listeners. Traditionally, public speaking was considered to be a part af the art of persuasion. in our influence, ar Methods or Nuances of Public Speaking 1 2. 3. 4, Memonizing the Manuscript Reading the Manuscript Extemporaneous / Speaking from Notes Impromptu Speaking Effective Public speaking techniques Remember your speaking goal Entertain the audience with stories. Give Examples Use Presentation tools Tell the audience exactly what they are going to gain. Use Gestures and maintain eye contact. Do Gna Have clarity of substance Connect the audience with emation done beforehand i.e. unrehearsed delivery inspeech. 10. Add Humour’Clarity of Substance in Public Speaking © Clarity means clearness. ‘A speaker's meaning must be immediately understandable; it must be so clear that there is practically na chance of misunderstanding. # Many speakers despite having a complete control of what they were speaking find it very difficult to speak clearty. © Aspeech may lack clanty, ifthe speaker - 1. Speaks either very fast or very slow. 2, Does not ariculate the words property 3. Pronounces incorrectly of does nat follow the standard pronunciation ‘4. Gives wrong emphasis on words. 5. Does not have a well-organized material 6. Uses tao many unfamiliar words Humour in Public Speaking Humour is.one of the key communication skills of a public speaker. Humour can be used as a powerful tool by the speaker for, 1, Injecting energy into a room 2. Grabbing the audience attention 3. Making oeople attentive 4. Developing interpersonal relatians 5. Making speech interesting 6. Enabling the speaker to persuade as well as give delights. 7. Steengthemng personal relationships. Emotions in Public Speaking Emotions matter when we speak Showing emotons makes the speaker able to connect himself with his audience. 1. Melps to connect with the audience 2, Make people more receptive 3, Audhenice feel the heart of the speaker 4, Enthusiasm and high earnestness penetrate the heart of the audience by overwhelming and transforming them. 5. Energizes the audience '6. Keep the audience engaged and organzational 3,7 Overcoming Stage Fear The fear of public speaking or performance is called stage fear. The fear of public speaking 1s often called stage fear or stage fright. © Stage frght may cause nervousness and spoil the ‘enti presentation 1s Hence, its necessary that the speaker should learn how to overcome his stage fear. Below are certain tips to overcome stage fear 1. Shift the focus fram yourself and your fear to your true purpose—contnibuting something valuable to your audhence, 2. Stop scaring yourself with thoughts af failures 3, Refuse to think thoughts that create self-doubt and low confidence. 4, Practice ways to calm and relax your mind and body — such as deep breathing relaxation exoreises, yoga and meditation. Eat well and practice other healthy lifestyle habits. Avoid caffeine, suger and alcohol Focus on your strength and ability to handle challenging situations 7. visualize your success. 8, Prepare your materials in advance and read it aloud, 9, Be seifconfident. Remain warm and make eve contacts, 10, Be natural, be yourself 3.8 Audience Analysis © Audience analysis involves identifying the audience and adapting a speach to their interests, level of understanding, attitudes, and beliefs. © An audience 1s not just a graup of individuals rather it has a collective personality of its own. # The audience play a significant role in making a presentation successful © The speaker shauld design his presentation after a doing a proper research and analysison audience. ® The audience can be evaluated an these given criteria’ Age Group, Location, Gender, Sie of Audience, Educational background, taterest, Income, Religion. 3.9 Retention of audience interest or Audience Participation Itcan be difficult to held your audience's attention for the entire presentation. # Bonng presentations can make everyone to sleep. @) The following are the techniques to capture and hold your audience’s attention throughaut your presentation ar spoceh 1. Keeping aresentaion visual 2. Use of Bullet points in PFT. 3. Be Confident while presenting 4. Tella story. 5. Give Examples6. Share a personal experience. 7. Relate to a recent event. 8. Ask questions. 9. Use Interjections. 10.State a fact that is troubling, amusing, or remarkable. 11. Add Some Humaur. 3.10 Interpersonal and Impersonal Interpersonal communicatio: Interpersonal communication is the process of exchange of mformation, ideas and feelings between two ar mare peaple through verbal or non verbal methods. This form of communication is advantageous because direct and immediate feedback is possible. If a doubt occurs, it can be instantly clarified. Impersonal communication: In this type of communication you da not personally know the person you are speaking to. Impersonal communication occurs when people are treated as objects and people assume superficial roles. Impersonal Communication is based on social roles, such aS) communication between a sales representative and a potential customer. The manner of communication is informal and superficial, covering only necessary topics. Impersonal communication is most common in business, where a personal relationship and emotion are not required.Unit 4: Technical Communication Skills ; 4.1 Interview © itis an interaction between two or more persons for 3 Specific purpose, im which the interviewer asks the interviewee specific questions in order to assess his / her suitability for recruitment, admission. or pramatien, = The person who answers the questions of an interview ‘s called an imerviewee. The person who asks the questions of our interview is called an interviewer Objectives of Interview: 4. To select a person for a specific task 2, Temoniter performance. 3. Tocollect information, To exchange information. 5, To counsel Types of interview Structured Interview: The interview in which pre. decided questions are asked by the interviewer. It is also known as a patterned or guided interview. 2, Unstructured Interview: The unstructured interview iS one that does nat follow ny formal rules and procedures. The discussion is free flowing, and ‘questions are made up during the interview. Stress Interview: The employer commonly uses. ‘stiess interview for those jobs which are more stress. prone. A number of harsh, rapid fire questions are asked in this type. It seeks to know, how the applicant will respond to pressure. ‘One to one Interview or individual Interview: The most common interview type, in which there are ‘only two participants ~ the interviewer (usually the representative of the company) ant intermewes, taking part in the face to face discussion. ‘Group Discussion: This involves multiple candidates and they are given a topic for discussion. They are assessed On their conversational ability and how satisfactorily they are able 16 have the and make others believe in them, Panel Interview: Fanel interview is one, in which there is & panel of interviewers, 1.2 two or more interviewers, but limited to 15. All the members are different representatives of the company. Telephonic Interview: Telephanic intermew i one, that is conducted aver telephone. It is the most ‘economical and less time consuming, which focuses ‘Gn asking and answering questions. 8. Video Interview: An interview, in which video conference is being employed, to judge or evaluate the candidate: Due ta its flexibility, rapidity and inexpensiveness, itis used increasingly. 4.2 Interview Skills ‘The Most Effective Interview Skills or Tips 1 Research the company: Gain basic information about the company. like vision and mission, key personnel, and recent milestones af the company. 2. Analyze job description: Read carefully the job description, and make a list of the points to justify how you are ¢apable of achveving these specific duties. 3. Brush up basies: Whether you are a fresher or an eaperienced professional, you can expect certain tough questions. Brush up yaur subject fundamentals if you are a fresher. 4. Be punctual: Reach weil in time to appear professional. People who arrive late are often rejected even before they appear for the interview. 5S. Be attentive: Listen carefully to everything the interviewer is saying. This is not the time to daydream or be distracted 6. Speak dearly: When communicating, speakin acalm and clear manmer, Don't béin a rush to get all the answers out. If youdo not know the answer, be honest about it 7. Maintain good body language: A lot of communication is indeed non-verbal. Soa positive and energetic body language should be maintained. 8B. Make eye contact: When you talk to an interviewer be sure to look at them, Don’t look down er at the ‘wall Or the clock. This shows a lack af confidence. 9. Know what and when to speak: Keep in mind you are ina formal setting. Even if the interviewer is acting friendly, avoid giving informal answers. 10. Do not waste time: The interviewer probably has a very busy day planned. Do not waste their time. Be direct in your answers. Mention your strengths: 8¢ confident and Informative when talking about your strengths But do not be arrogant or boastful 42. Stay motivated: In case you feel the interview isn’t g0ing a8 well 8s you hoped. don't be sad or Semotwvated?. Continue to reply honestly and enthusiastically. Remember, a positive attitude can leave a good impression on the interwiewer13, show gratitude: No matter how your interview goes, always take a moment to thank the interviewers for their tinie and consideration. A pasitive attitude and palite behaviour can goa long way people. Factors responsible for failure in interviews 1. Arrogance 2. Lack of subject knowledge 3. Apathy 4. Lack of confidence 5. Lack of clarity 6 Lack of firmness 7. Lack of leadership skill ‘reparing for the interview 1. Brush your subject knowledge 2. know the organization and the job deseription 3. Prepare your suitablecy Thorough knowledge on the claims made. 5, Know yourself ie. proper self introduction, strengths , weaknesses and career objectives. 6 Proper dressing, 7. Anticipate passible questians of HR and technical round and prepare answer accordingly. 43 Group Discussion Group Discussion (GD) is used to refer ta an oral communication situation in which 3 small number of professionals meet to discuss 2 problem or issue to arrive at a consensus or to exchange information on a significant matter related to the function, growth or ‘expansion of the organisation to which they belong, Many corporate houses and even some education institutes use the GD for scieening the candidates for recruitment and admission, importance Of Group Discuss 1, Enhances your knowledge 2. Stimulates your critical thinking 3, Discussion generates good questions 4, Improves your listening skills 5. Increases your confidence in speaking 6 Improves your leadership skills 7. Helps you understand your strength and weakness and retrieves your mistakes 8, Effective communication 16 Do's for GD 1. Define the topic ar the issue. 2. Analyze its scope and implications, 3, Initiate and generate the discussion. 4. Listen to the views of athers intently. 5. Encourage and provide reticent members to speak, 6 Intervene forcefully but politely, when the situation demands. 7. Summarize views of the athers before presenting the point of view. Be brief and to the point in the presentation of your Concede to others’ naints of view reasonable. 10. Try to lead the group to a definite conclusion. 11. Emphasize the points you consider significant, if they are Dont’s for GD 1. Don't be assertive in presenting the views. 2. Don't dominate the discussion. 3, Don't take aver the discussion. 4, Don't make any personal remarks, 5. Don't jump to conclusions. 6 Don't speak continuously for & lang tire. 7. Neither raise your voice tao high nor speak too softly. 8, Don't saeakin manatone {unmmodulated) 9. Avoid using speech mannerisms and time-filers. Objectives of GD 1, Collecting data 2. Getting fresh ideas and taking inputs from a particular group. 3. Perception of cammaon people on a particular topic. 4 Identify a salution ta a specific problem or issue. 5. Selecting candidates after their written test for hiring in a company. Selecting candidates for adhission in an educational institute. Types of Group Discussion There are two types of Group Discussion, which are listed below: 1, Case Study Based Group Discussion In such @ discussion, a problem is given, and the participants are asked to resolve them. The panelists test the teamwork and decision-making stills of the participants. ‘The participants need to active and updated with the things around them. It also tests the observation capability of the participants