Module 4
Specific Communication Skills
Group communication

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.

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
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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.
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Effective public speaking
Effective Public Speaking need :
1. Sound preparation
2. Proper Grooming
3. Impressive Articulation
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preparation
1. PLANNING
2. ORGANIZING
3. PRACTICING
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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)
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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
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Do NOT make your organization too complex.
Keep it simple so that everyone in the audience can
follow your speech and remember your message.

PRACTICING
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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

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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.

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
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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.
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• Face
• Hair
• Clothes
• Shoes
• Accessories
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ELEMENTS TO GIVE INITIAL IMPRESSION

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
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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
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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...
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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!
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Articulation tips
1. Focus on the tongue.
2. Strengthening the articulatory organs
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 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

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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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Body language
• Verbals 7%
• Tone of Voice 38%
• Non Verbals 55%
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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.
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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
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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
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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.

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
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• Unstructured and less formal
• Interface
• Leader and Members
• Participation
• Interpersonal Attraction
• Pressure to Confirm with the Norms
• Conflicts
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Body language

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Don’t s

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Body language

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THINGS TO REMEMBER

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
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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
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Other Forms
Meetings
Conferences
Seminar,
Symposium
Panel discussion
Convention

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

Purpose of meetings
Brainstorming/idea development
Problem solving
Technology development
Process improvement
Strategy formulation
Performance evaluation
Review of activities

Procedure of a meeting
• Notice
• Agenda
• Minutes

• 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

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

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

Minutes of the Meetings

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.

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.

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

Drafting inter-office memo
• Guidelines
– Know your audience
– Sentence structure
– Parts of the memorandum
– Proof read
• Contents
– Heading
– Introduction
– Body
– Conclusion

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.

E mail
• Refer Etiquette

End of 4th Module