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Module 4 public speaking and GD.pptx

  1. Module 4 Specific Communication Skills Group communication
  2. Synergy • The effect of power of team work. The Total output as a team will be greater than the sum of the individual out put.
  3. VERBAL COMMUNICATION  Act of conveying messages, ideas, disatisfaction, feelings etc through the use of mouth and words.  main way of communicating face-to-face  key components - words, sound, speaking and language. METHODS/ TYPESOF VERBALCOMMUNICATION Meetings / Workshops Group Discussion Presentations and Lectures Interviews Grapevine FORMAL – INFORMAL & INTERNAL - EXTERNAL 3
  4. PUBLIC SPEAKING  The process and act of speaking or giving a lecture to a group of people in a structured, deliberate manner intended to inform, influence / Persuade, or entertain a listening audience.  Face-to-face speaking between individuals and an audience for the purpose of communication. 4
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  6. Effective public speaking Effective Public Speaking need : 1. Sound preparation 2. Proper Grooming 3. Impressive Articulation 6
  7. preparation 1. PLANNING 2. ORGANIZING 3. PRACTICING 7
  8. PLANNING Decide the Goal (Organisational, Audience and Speaker) Content Planning Tone & Length ( Occasion, Type of Audience, Other Speakers, Time limit, Style and outfit, Audio video aids) 8
  9. ORGANIZING Why organize a speech? 1. Chronological Approach 2. "Past, Present, Future" approach 3. Logic / "cause and effect" approach 4. Comparison approach 5. PGP approach 9 Do NOT make your organization too complex. Keep it simple so that everyone in the audience can follow your speech and remember your message.
  10. PRACTICING 10 I. Early Stages 1.Read aloud as you are writing 2.Your reflection is a good test audience – so is a tape recorder 3.Get feedback from trusted friends 4.Mark up your cue sheet on run-through
  11. 11 II. Evaluate your performance 1. Tongue-twisted? Slow down. 2. Out of breath? Add breathing marks. 3. Knees knocking? So what, you’ll be behind a podium. 4. Test audience confused? Pinpoint the problem and re- write. 5. Focused only on the page or losing your place when you look around? Add more visual marks. 6. Monotone? Practice accenting various parts of speech for more impact.
  12. III. Make changes to slides and cue sheet or cards as necessary 1. Reorganize to clarify 2. Eliminate awkward passages 3. Insert reminders to yourself 12
  13. Grooming Prepare or train (someone) for a particular purpose or activity. 1. Dressing 2. Style 3. Accessories  Television Appearance  Dress and grooming, as well as posture, reflects not only YOU but also YOUR MESSAGE. 13
  14. • Face • Hair • Clothes • Shoes • Accessories 14 ELEMENTS TO GIVE INITIAL IMPRESSION
  15. FACTORS TO BE TAKEN CARE 1.Clothing, Shoes and Accessories • Harmonious & Appropriate, Clean, suitable for the occasion • Clothing must be comfortable. • Clothes must be tidy • Clothes must be freshly pressed or dry cleaned • clothes must look all-of-a-piece • Keep accessories simple • Shoes must be comfortable and freshly cleaned 15
  16. 2.HAIR  Haircut or a trim and tidy up  Radical change too close to your day of speech  Comfortable Style  Visibility to audience (The audience needs to 'read' your face while they listen to you talk. 'hiding behind your hair‘) 3. Make-up A full dress rehearsal is desirable and advisable Emergency Personal Grooming and Care Kit 16
  17. DO YOU HAVE • The address of the venue • The name of a contact person there and their phone number • Your speech notes or cue cards • Your props • Your first aid bag • AND anything else you might need: wallet, phone, keys... 17
  18. Articulation The art of expressing yourself in a lucid and logical manner. It is a pronunciation feature that merges all your articulatory organs together in order to shape the sounds of your presentation. 1.Mastering speech topics 2.Writing 3.Mastering articulation is mandatory for every public speaker (student or professional) to be easily understood and make impact on the audience! 18
  19. Articulation tips 1. Focus on the tongue. 2. Strengthening the articulatory organs 19  Speak slowly.  Articulate words and phrases carefully.  Make sure the first and the last words are crisply spoken and avoid jumbling words.  Repeat the tongue twister at a faster speed till you reach a sound level of coherence, crispness and lucidity. Betty bought a bit of butter, but she found the butter bitter, so Betty bought a bit of better butter to make the bitter butter better
  20. 20 3. Download famous speeches. 4. Buy video recordings of famous speakers 5. Record what you are practicing 6. Practice simple breathing and meditation exercises 7. Expert advice
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  22. Body language • Verbals 7% • Tone of Voice 38% • Non Verbals 55% 22
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  30. What is a Group? A group, in the context of organizational communication, is defined as a collection of individuals who interact with each other, accept expectations and obligations as members of the group and share a common identity. 31
  31. ADVANTAGES OF GROUP 1. Complete Information 2. Diversity of Views for Decision Making 3. Many Approaches and Alternatives to Consider 4. Encourage Lateral Thinking (Ways away from traditional) 5. Increased acceptability of the solution 6. Democratic in nature 7. Advantage of Heterogeneity 8. Brings out latent talent of the individuals 9. Interest of majority is safe guarded 10.Strengthen the Organisation 32
  32. disadvantages OF GROUP 1.Time Consuming 2.Difficult to fix responsibility 3.Dominated by a handful of members 4.Unhappy compromises due to Social Pressure & Clashing Demands 5.Blurred Focus & Irrelevant Discussion leads to be away from the purpose 33
  33. 34 DISCUSSION : An activity of sitting and talking about a specific subject An activity in which a small number of persons meet face to face and exchange and share ideas freely or attempt to reach a decision on a common issue.
  34. Purpose of Group Discussions 1. To reach a solution on an issue of concern 2. To generate new ideas or new approaches to solving a problem 3. For selecting candidates after the written test for employment or for admission to educational institutes 4. To provide us with an avenue to train ourselves in various interpersonal skills 35
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  41. • Unstructured and less formal • Interface • Leader and Members • Participation • Interpersonal Attraction • Pressure to Confirm with the Norms • Conflicts 42
  42. Body language
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  47. Don’t s
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  49. Body language
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  54. GROUP DISCUSSION VS DEBATE  An activity in which a small number of persons meet face to face and exchange and share ideas freely or attempt to reach a decision on a common issue.  A debate is a form of discussion where there are usually two speakers exchanging their views on a subject or several public 55
  55. DEBATE GROUP DISCUSSION For argument and to attack to win To exchange ideas and opinions for a better understanding of a topic. Speakers take turns to present their points All participants can discuss a topic presenting their opinions without turns. Speaker has to defend or attack to win. All participants matter in a group discussion An argument Communication of ideas Can be destructive too. Constructive and cooperative 56
  56. Other Forms Meetings Conferences Seminar, Symposium Panel discussion Convention
  57. Meeting • A group of people from an organization participate in a meeting because people performing different functions may have to come together to get a specific task done. • Major projects demand that knowledge and expertise from several sources • Massive organizational, technological, and social changes • Meetings also serve as vehicles for individual advancement and organizational achievement
  58. Purpose of meetings Brainstorming/idea development Problem solving Technology development Process improvement Strategy formulation Performance evaluation Review of activities
  59. Procedure of a meeting • Notice • Agenda • Minutes
  60. • Notice:- This document specifies the date, time and place of the meeting and the general nature of the business to be transacted at the meeting. • • Agenda • Minutes
  61. Company Name Notice 28.01.22 This is to inform you all there we will have a monthly meeting to discuss on the progress of the department and future actions plans on 5.02.2022 at 3 pm in the conference hall. All Heads of the depart are requested to attend without fail. Plant Manger/ CEO/Head of the institution
  62. Company Name The departmental meeting is scheduled as per the details given below Date: Time Venue Agenda for the meeting 1. Review of the previous meeting 2. Review of activities conducted during the month 3. Challenges faced 4. Target for next month 5. Action plans/ strategies 6. Resource allocation 7. Any other matter approved by the chair Signature Name and Designation
  63. Minutes of the Meetings
  64. Memorandum • In law, a memorandum is a record of the terms of a transaction or contract, such as a policy memo, memorandum of understanding, memorandum of agreement, or memorandum of association. • Other memorandum formats include briefing notes, reports, letters, or binders. • They may be considered grey literature. In business, a memo is typically used by firms for internal communication, while letters are typically for external communication. • Memorandum formatting may vary by office or institution. If the intended recipient is a cabinet minister or a senior executive, the format might be rigidly defined and limited to one or two pages. If the recipient is a colleague, the formatting requirements are more flexible.
  65. Definition • A memorandum (abbrev.: memo; from Latin memorandum est, "It must be remembered") is a written message that may be used in a business office.
  66. Essentials of Memorandum • Do’s and Don’ts of Memo Writing • Keep these rules in your head as you’re writing the memo, to be on the safe side. • Don’t use informal/emotional language: Keep it strictly formal. No slang words or colloquial language. • Even if you’re writing about an employee’s inadequate performance, don’t berate or use sharp words. Be detached but polite in your criticism. • Do use bullet points: If you have several issues to cover in the body, break it up using bullet points. This will keep your memo easy to read and understand quickly. • Do be succinct: Don’t include unnecessary details or use tons of adjectives. Ask yourself, “Can I write this sentence in a more clear or direct way?” • Don’t forget to review: Even if you’re in a hurry, make sure you carefully review and proofread your memo before sending it. We’ll provide more in- depth guidance for proofreading later in this post
  67. Drafting inter-office memo • Guidelines – Know your audience – Sentence structure – Parts of the memorandum – Proof read • Contents – Heading – Introduction – Body – Conclusion
  68. Notice • Notices are a means of formal communication targeted at a particular person or a group of persons. It is like a news item informing such person or persons of some important event. • This can be an invitation to a meeting, an announcement of any event, to issue certain instructions, make appeals etc.
  69. E mail • Refer Etiquette
  70. End of 4th Module