Verbal Communication Lecture 3

Recap Behavioural type Directness Controlling Indirectness Supporting 4/21/2017

Oral Communication Listening - types and barriers to listening . speaking - planning and audience awareness. persuasion- goals - motivation and hierarchy of needs. attending and conducting interviews participating in discussions, debates - and conferences. presentation skills 4/21/2017

Listening Meaning of Listening Listening is the process of enquiring into the other person’s point of view, their ideas, their thinking. Listening is with the mind Hearing with senses Listening is conscious An active mind of eliciting information / message 4/21/2017

Types of Listening Active listening -occurs when both parties are present in a conversation and are hearing each other. Eye contact should be maintained by the listener. Reflecting Listening -allows the speaker to be heard by the listener repeating back exactly what he actually heard. Good for customer and sales service representatives. Discriminative Listening -it allows the listener to hear any underlying tones or emotions. Sales and customer service representatives Evaluating listening -the listener has to make judgments regarding the information he is hearing and weigh out pros and cons of the situation. Good for managers and entrepreneurs 4/21/2017

Stages of the Listening Process Hearing Focusing on the message Comprehending and interpreting Analyzing and Evaluating Responding Remembering 4/21/2017

Ten steps for good Listening Stop talking Paying attention Cultivating ease Show that you want to listen Remove any potential distractions Encourage Don’t get mad; hold your temper Go easy on argument and criticism Ask quality questions Giving positive feedback 4/21/2017

Barriers to Active Listening Environmental barriers Psychological barriers Selective Listening Negative Listening Attitudes Personal Reactions Poor Motivation 4/21/2017

The art of speaking “Talking and Eloquence are not the same; to speak and to speak well are two different things.” 4/21/2017

Talking Think about the best and worst speakers you can imagine. The contrast should give you the qualities of good talking Elements of good talking Voice quality: it involves pitch, delivery, speed and volume Style : it refers to a set of voice behaviors that give each person a unique voice Word choice: choose words in your listener's vocabulary Adaptation : is filtering the message to the listener, it includes word selection. Good talking is the foundation for other types of oral communication. From personal meetings to conducting online and face to face meetings 4/21/2017

Meetings Meetings involve oral communication In a meeting you will either be a leader or a participant To lead some formal meetings , you should know the techniques of conducting meetings: Plan the meeting: the agenda or items to be covered Follow the plan; item by item Move the discussion along Control those who talk too much Encourage everybody to take part Control time; make sure the agenda is covered Summarize at appropriate time what the group has covered and concluded Take minutes: must be accurate and reliable 4/21/2017

Techniques for Participating in a Meeting As a participant in a meeting you should ; Follow the agenda Participate Avoid talking too much Cooperate with all the concerned Practice courtesy : respect members rights and opinions, and permit them to speak. 4/21/2017

Speech Speaking Techniques Formal speech is the most difficult kind of oral communication We can improve our formal speaking abilities by learning good speaking techniques. Speaking Techniques Begin by selecting the topic if not assigned Organize the message (introduction, body and conclusion) Consider an appropriate greeting and usually comes first Design the introduction to meet the goals Arouse interest with a story, quotations, questions Introduce the subject Prepare the reader to receive the message 4/21/2017

Speaking Techniques Ctn’d 5. Organize it like a report : divide subdivide, usually by factors 6. Select the most appropriate ending, usually restating the subject and summarizing 7.Consider using a climatic close 8. Choose the best manner of presentation 4/21/2017

Purpose Of The Speech Informative Speech The purpose of an informative speech is to teach the audience a small but useful titbit of information E.g. Tuition fees were raised by 10% Persuasive Speech The purpose is a persuasive speech is to change people's minds or behaviour about something. E.g. Vote for Me 4/21/2017

Purpose Of The Speech Special Occasion Speech is an emotional speech that marks a major event or rite of passage. Sample of SOS are; • Welcoming speech, • Introductory speech, • Inauguration Speech, and • Entertainment Speech 4/21/2017

Characteristics of a good speech Clarity Length Informative Appeal Wavelength Informal Concrete Facts 4/21/2017

How To Make Speech Effective? IN THE BEGINNING OF THE SPEECH Raising a Question Narrating a related interesting story Opening with a striking quotation Telling how the topic affects the vital interests of the audience. Highlighting the shocking facts 4/21/2017

How To Make Speech Effective? DURING THE SPEECH Put one‘s heart into the talk • Stress the important words • Vary the pitch of voice • Maintain eye contact • Speak loudly 4/21/2017

How To Make Speech Effective? AT THE END OF THE SPEECH Summarize • Appeal for action • Pay compliment • Raising a laugh • Quoting a verse of poetry • Using a biblical quotation 4/21/2017

Planning and Audience Awareness An audience is a group of people who participate in a show or encounter a work of art, literature, theatre, music or academics in any medium. Audience members participate in different ways in different kinds of art; some events invite overt audience participation and others allowing only modest clapping and criticism and reception. Age, gender, race Academic or Non-academic Hostile, Neutral, Un-uniform or supportive Large group or small group 4/21/2017

The Sense of Audience There‘s no excuse for boring your audience. Try to put them first and always keep them in your mind when you prepare your speech. Ask friends for feedback. Try to see yourselves as others see you. (Watch or listen to yourself in video/ audio recording) Show enthusiasm. Don‘t look and sound dull. Practice helps to overcome nervousness Look confident by standing straight and being well prepared; it‘s natural to feel a bit nervous, but work on mastering/ controlling the feeling. 4/21/2017

Logistics Sound System Visual Aids System Climate Control The Stage Seat Arrangement Exits and Entrance Rest Rooms Drinks, Snack Bar 4/21/2017

Characteristics of great speakers Confidence Use Your Voice and Body Effectively Art of Storytelling 4/21/2017

CONFIDENCE Content Organization Newness Friendliness Impression Dedication Empathy Notes Conviction Enthusiasm 4/21/2017

Voice and Body Language The speed at which you speak Too Slow Bore the audience Too Fast Hard to understand. Run out of breath PITCH: The vocal notes that you hit while speaking—the highs and lows of your voice Do not speak in a monotone—it bores your audience 4/21/2017

Voice Inflection Altering your pitch to help bring attention and emphasis to what you are speaking I think that you are the best. 4/21/2017

Do’s and Donts DO‘s Maintain good eye contact with ALL of the audience – move your head to include everyone Use small index cards as cue cards/ prompts Pause appropriately; give the audience time to digest your points; emphasize key words and phrases; aim for stress timed delivery, not syllable-timed Pay attention to diction ; remember to articulate final consonant sounds 4/21/2017

Do’s and Donts DONT‘s Read direct from your notes all the time Use excessive gestures, fidget, play with your hair/ tie etc. as this can be very distracting 4/21/2017

Presenting As A Part Of A team Plan talk together Set responsibilities Structure talk Intro – sections - conclusion Ensure everyone will speak Smooth links between speakers Someone to introduce talk and Introduce next topic & speaker Someone to conclude Your talk must HANG TOGEGTHER 4/21/2017

Group Discussion Group Discussion is a modern method of assessing personalities. • It is both a technique and an art and a comprehensive tool to judge the worthiness of the student and his /her appropriateness for the job. • The team suggests a discussion among a group of persons. • The group may have 8 & 12 members who express their views freely, frankly in a friendly manner, on a topic of current issue. • Within a time limit of 20 to 30 minutes, the ability of the members of the group is measured. 4/21/2017

Benefits of Group Discussions? Any shortcomings? 4/21/2017

Benefits of Group Discussion Stimulation of thinking in a new way. Expansion of knowledge Understanding of your strength and weakness. Your true personality is revealed and qualities of leadership crystallize Provides chance to expose Language skills Academic knowledge Leadership skills People handling skills Team work 4/21/2017

Do’s In Group Discussions Make original points & support them by substantial reasoning. Listen to the other participants actively &carefully. Whatever you say must be with a logical flow, & validate it with an example as far as possible. Make only accurate statements. Modulate the volume, pitch and tone. Be considerate to the feelings of the others. Try to get your turn. Talk with confidence and self-assurance. 4/21/2017

Don'ts In Group Discussions Being shy /nervous / keeping isolated from G.D Interrupting another participant before his arguments are over Speak in favour ; example: Establish your position and stand by it Changed opinions Don‘t make fun of any participant even if his arguments are funny Don‘t engage yourself in sub-group conversation. Don‘t repeat and use irrelevant materials. 4/21/2017

What can you do to improve and benefit from your group discussions? 4/21/2017

Interview Skills Interview is a social process, which involves interactions between two persons- the interviewer and the interviewee. It gives a chance to the interviewer to have a glimpse of the inner traits and qualities of the interviewee. 4/21/2017

Interview Skills Interviews differ from other conversations in that they; are held for a very specific reason Aim at a particular outcome Are more carefully and consciously structured Must usually cover predetermined matters of concern Are called and led by one person –the interviewer Are usually recorded 4/21/2017

Before The Interview Research the company Determine location of interview – or prepare for a phone interview Prepare your attire Make sure your CV is ready for further inspection 4/21/2017

Interview Preparation Know Your Product (a.k.a. YOURSELF) Complete a Self-Assessment Strengths, weaknesses, academic performance, career interests, personal goals, work experiences, and special skills Know your CV Know how your qualifications can benefit the employer (match them to the job description) Be able to articulate this information and back it up with specific examples Know your customer, services, etc. 4/21/2017

Interview Preparation Cnt Read employer literature & visit the organization’s website Speak with recent graduates who have recently been through the interview process Understand the job, the organization, and where you fit Review the job description Anticipate the questions Research and set your salary range Prepare questions to ask the interviewer 4/21/2017

At The Interview Be alert, friendly, and courteous Maintain good eye contact Be positive about yourself Be confident, but not cocky Act natural and be yourself Be honest Send the right behavioural signals Communicate carefully Participate, don‘t dominate Be enthusiastic 4/21/2017

At The Interview Cnt Sell yourself and your strengths Be conscious of your personal grooming Your goal is to look professional! Your goal is not to look trendy or hip Business Attire vs. Business Casual Know the organization‘s culture Arrive on time – or ten minutes early Bring two copies of your resume and other applicable information Make a good first impression Make a good last impression Don‘t let them doubt your interest in the position 4/21/2017

Typical Interview Questions Tell me about yourself Why are interested in this position/ organization? What attracted you to this field? Tell me about your work experience What qualifies you for this position? What are you strengths? What is your greatest weakness? Where do you see yourself in five, ten years? 4/21/2017