SPOKEN

COMMUNICATION

(Think of the two words, they are dependent on

each other)
 SPOKEN COMMUNICATION PROCESS

sends message interprets message

speake
Inference listener
r

Interprets feedback sends feedback

 Spoken communication
process
◻ Misconception: when a speech is given, communication
necessarily takes place
◻ Speaking and communicating are not the same

Example:
You spoke to a listener, but listener didn’t understand
your message in the way you meant it, then you have
failed to communicate.
7 COMPONENTS OF
SPOKEN COMMUNICATION
PROCESS
 1. Speaker
◻ Transmit the message to the listener

◻ Asks himself “Am I giving out good

information?”
instead of “Am I getting through my listener?”
(engage the listener's heart and mind)

◻ Worthwhile message, not torrents of words

 2. Listener
◻ Recipient of the message

◻ No matter how eloquent the speaker, no matter

how dynamic the speaker’s delivery, if the
listener’s mind doesn’t receive and interpret the
message correctly, the desired communication
fails to be taken place.

◻ Who is to blame for the communication failure?

 3. Message
◻ Whatever the speaker communicates

◻ Sent in the form of symbols [verbal, non verbal]

◻ Example: headache
◻ Verbal—my head feels as if its splitting apart
◻ Non verbal—gesture, grimace
4. Channel

◻ The medium used to communicate message

◻ Radio, TV, public address system or direct voice

in face to face condition
 5. Feedback
◻ Response that the listener gives back

◻ Verbal: listeners ask questions

◻ Non verbal: smiling and nodding [agree ]

frowning [disagree]
yawning [bored/tired]
 6. Inference
❑ Anything that blocks the accurate communication

a) External: arise outside the listener

noise, load shedding
b) Internal: comes from within the listener

c) Speaker oriented: unfamiliar words, bizarre

clothing
7. Context/Situation
❑ Time and place matters

◻ According to time and place, different speech

◻ Example:
◻ Jokes in funeral vs. jokes in entertaining dinner
SPOKEN
COMMUNICATION
PHASES
( PRE, WHILE, POST )
Spoken communication phases

1. Pre speaking(preparation &

practice)
2. While speaking(speech
delivery)
3. Post
speaking(question-answer
period)
1. Pre phase
•Diversity
•Age
•Gender
◻ Analyzing audience/ •Culture
audience awareness •Religion
•Occupation
•Interests
•Needs, desires
•Level of knowledge
Caution . . .
◻ Realizing context and occasion
◻ Selecting topic,
purpose(inform/persuade/others)
◻ Finding info. From various sources
◻ Recording info.
Effectively(photocopy/note)
◻ Filtering out non-essential points
◻ Outlining the speech
 2. While phase
◻ Controlling nervousness
---feel relaxed
---take pauses
---keep smile in face
---
 --using appropriate
words
◻ Linguistic --achieving clarity
aspect --using correct
grammar
--making language
vivid(imagery/rhythm)
◻ Speech delivery

Choosing a suitable mode of speech

amongst four:__
 1. Memorized
four forms/
2. Manuscript
modes of
3. Impromptu
speech 4. Extemporane-
delivery ous
Types of Speech delivery

Persuasive
Special
Informative
occasion
Speech
Delivery
types
◻ Informative
◻ Informative speaking generally centers on
talking about people, events, processes, places
or things.
◻ Persuasive
Persuasive speaking is the type of speaking that
most people engage in the most. This type of
speech can involve everything from arguing
about politics to talking about what to eat for
dinner.
◻ Special Occasion
ceremonial, commemorative, paying tribute
 Informative Speech
◻ “When you deliver an informative speech, your
primary purpose is to give your audience
information that they did not already know, or to
teach them more about a topic with which they are
already familiar”.

1. Definition speech
2. Description speech
◻ Four types
3. Process speech ( how, why)
4. Expository speech ( mixed of
the 3, in-depth research)
 Cause and
chronological Organization
of effect
informative
speech
Compare Problem
and contrast solution
 Role of informative speakers
◻ save lives/create public awareness
◻ Help people to learn new skills
◻ give solution to a problem
◻ Their goal: convey knowledge and create
understanding
◻ They inform us from objective point of view,
◻ They are credible, give no biased information
◻ They should be honest, their info. Should be
authentic
 --volume
◻Voice --pitch
modulation --intonation
--clarity
--pause
--stress
 --appearance
◻ Non verbal --eye contact
communication --facial expression
--posture
--movement
--using notes
--gesture
•Non verbal
communication
3. Post phase
◻ Question and ans. Period
◻ Giving/Receiving feedbacks
Forms of Spoken
Communication
◻ Monologue

◻ Conversation

◻ Public speaking
Various forms of public
speaking
1. Presentations
2. Group discussions
3. Debates
4. Meetings
5. Giving a speech
6. Making an announcement
7. Introducing yourself
8. Introducing others
EFFECTIVE ORAL
PRESENTATION
What This Presentation Is About
◻ What makes a good
oral presentation
◻ Tips on preparing a
presentation
◻ Delivery of a
presentation

33
•Oral
•presentation
•Academic
•Seminar/
•conference
•Classroom

•Non
•academic
•Professional
Importance
◻ Mandatory for personal and career growth
◻ Builds confidence
◻ Students or professionals are required to make
presentations in the forms of—

1. Progress and research reports

2. Policy statements
3. Project and budget proposals
4. Problem solutions
Important Aspects of
Effective Oral
Presentation
 1. Appearance
◻ Dressing appropriately, adapt outfit, be in tune with
the audience
◻ First impression is vital
◻ Organizations may have their own dress code
◻ No compromise with neatness and smartness
◻ Smartness doesn’t only go with your look/complexion,
smartness is the way of presenting yourself in the most
effective way. It is how you talk, how you behave.
Example of a Bad Presentation

http://www.youtube.com/watch?v=kql-pvnid0s
 What is your presentation style?

How would you like to be perceived

as a presenter?
2. Audience awareness
•Age
•Gender
•Culture
•Religion
•Occupation
•Interests
•Needs, desires
•Level of knowledge
◻ Helps to pitch the speaker’s talk at the right
level

◻ A determining factor in designing the talk and

deciding the style

◻ Speaker should try to converse, listener should

feel that you are talking to him individually
3. speech organization
◻ Speech should be moderated
Beginning
◻ Can be started with a quotation, question,
joke, unusual definition.
Middle
◻ To sustain audience’s interest, You approach
(instead of 3rd person, use 2nd person )

◻ Bring in personal examples and experiences

Ending

◻ Important points to be remembered

◻ Right emphatic conclusion to make a long

lasting impact
4. Voice modulation
◻ How to use your voice properly

◻ Voice=god gifted, but improvement by training

◻ Three most mobile speech organs—lips, jaws,

tongue

◻ Like other parts of the body, speech organs

also need exercise
◻ Variation in pitch and intonation, putting stress
are imp. To convey message

◻ Read aloud everyday, use every opportunity to

speak

◻ Record your speech on a tape, avoid fast

delivery

◻ Practice, practice and practice, 125-150 words

per minute
Pauses
◻ Look at audience and pause for a while before saying
anything
◻ To start speaking as soon as one reaches the dais
creates poor impression

◻ Pauses help to break the speaker’s ideas into small

units

◻ Pauses give listener’s necessary time to absorb one

idea before the speaker passes on to the next
Avoid Fillers
ah, uh, um, like, ya know…
Clutter speech
Cause distraction
Detract credibility

Practice pausing
5. Eye contact
◻ One of the effective means of establishing rapport

◻ Look from one pair of eyes to another around the

room

◻ Don’t look at the ceiling or outside the room

◻ Through this, speaker gets the idea of how the

listeners are reacting
Eye Contact

◻ Establish rapport
◻ Instill believability
◻ Portray authority
Eye Contact When Presenting
If scanning:
◻ See too much

◻ Feel more nervous

◻ Go blank

If connecting:
◻ Reduce nervousness

◻ Connect with audience

◻ Stay in moment

◻ Halo effect
 Eye Contact Pointers

• Divide room into quadrants

• Seek out friendly faces
• Avoid talking to your notes/screen
• Give one thought to one pair of eyes

Don’t just look . . . connect

6. Body language
◻ A person doesn’t communicate only through words,
his whole personality (facial expression, gestures)
is involved in the process.

◻ It establishes rapport with audience.

( a friendly relationship in which people
understand each other very well )

◻ Use your body language to make people feel at

ease
Hand Gestures

◻ Show what you are saying

◻ Enhance your message

Energy Center!
Hand Gestures When Presenting

Benefits:
◻ Relax entire body

◻ Communicate thoughts, feelings & ideas

◻ Add meaning to your words

◻ Keep audience attentive

◻ Appear more confident

7. Posture
◻ The position in which one holds his/her body
◻ When called upon to speak—
walk sprightly, stand at ease, keep hands on the sides
and note cards on lectern

◻ Don’t fidget, try to feel relaxed

◻ While speaking, use hands for appropriate gesture

◻ While using microphone, keep8 to 10 inches distance
◻ Proper use of space
 Movement
◻ Balance your stance
◻ Move with a purpose
◻ Stop when delivering a key phrase
◻ Stay in view

You are the #1 visual!

 Movement Pitfalls

◻ Move aimlessly
◻ Pace like a caged animal
◻ Rock, sway, or shift
◻ Dancing
Why Use Visuals…
◻ Audience remembers 40% MORE when hear & see
simultaneously
8. Visual aids
◻ A picture is worth a thousand words, remain in
memory long after forgetting words
◻ Better effect on audience, bring variety
◻ Help in remembering contents, retaining
attention
◻ Save presentation 1.Flip chart
time 2.Ppt
3.Board
◻ Kinds of visual aids 4.Handouts
5.slides
Qualities of an Effective Presenter

◻ Confident
◻ Knowledgeable
◻ Relaxed
◻ Clear & Concise
◻ Enthusiastic

Effective
Effective presentations
Presentations begin
beginwith
with aa set
set of
of skills
skills
GUIDELINES FOR
EFFECTIVE ORAL
PRESENTATION
◻ Effective speakers are careful to use language that is
appropriate to the audience, the occasion, and the
subject matter.

◻ Use your voice to emphasize important points and

show enthusiasm.

◻ Your movements, gestures and facial expressions

should all appear natural and spontaneous.
◻ Scan the room and involve everyone in your speech.

◻ Know your speech.

◻ What should be avoided…

◻ Random movements such as twirling your hair, pacing,

rubbing your face or eyes, tapping your foot on the
floor, or tapping your pencil on the podium or desk in
front of you.
◻ A speaker’s confidence contributes most to the
effectiveness of the delivery.
STAGES OF
SUCCESSFUL ORAL
PRESENTATION
Stages of successful oral
presentation

1. Pre 2. While 3. Post

question
preparation
and practice
answer
delivery period
Pre phase : Preparation
1. Analyze audience, determine purpose
2. Collect necessary info
3. Choose appropriate pattern of organization
4. Prepare an outline
5. Select appropriate visual aids
6. Prepare a suitable introduction and closing
Outline Your Presentation
◻ Introduction: attention-grabber,
thesis, purpose, agenda (10%)
◻ Body: first talking point, support,
second talking point, etc. flow
(80%)
◻ Conclusion: summarize main
points, next steps, desired
outcome, final statement (10%)
Practice…
◆ Memorize opening and closing comments
◆ Incorporate smooth transitions between

slides & teammates

◆ Know take-away of each slide

◆ Rehearse aloud/in front of mirror

◆ Tell a story
Practice Communications Skills

◻ Balance your stance

◻ Maintain eye contact
◻ Increase volume and
inflection
◻ Describe and emphasize

Exercise: Practice with the following examples

While phase:
Organizing and Presenting your Presentation

◻ Identify your desired outcome, audience & key talking

points
◻ Outline your presentation
◻ Incorporate smooth transitions
◻ Include stories, examples & statistics
◻ Create effective visuals
◻ Know the take away for each slide
◻ Practice aloud

Tell a story…
Example of a Good Presenter
GROUP DISCUSSION
(GD)
◻ Group Discussion, as the name itself
indicates is a group activity carried out by
participating individuals. It is an
exchange of ideas among the individuals
of a group on a specific topic.
◻ Group Discussion is an informal discussion
in which participants of the same
educational standard discuss a topic of
current interest.
◻ It is a methodology used by an organization to gauge whether
the candidate has certain personality traits and/or skills that it
desires in its members.

◻ Some of the most important personality traits that a candidate

should possess to do well at a GD:
Team Player
Reasoning Ability
Leadership
Flexibility
Assertiveness
Initiative
Creativity/ Out of the box thinking
Inspiring ability
Listening
Awareness
◻ No particular number of participants,
between 5 to 9 is standard
◻ An exercise and test of both speaking and
listening skills in a face-to-face situation
◻ 3 EXPECTATIONS:
1. smooth flow of information
2. Healthy interaction between members
3. Arrival at a solution

◻ As the discussion proceeds, One of the

participants may emerge as a leader. But
there should be equal participation by all
instead of being focused on individuals
◻ IMPORTANCE
◻ Contributes much to problem solving

◻ Imp. In job selections/professional course admission

◻ During the discussion, the candidates are judged for--

◻ intellectual ability

◻ Creativity

◻ Approach to problems

◻ Qualities of leadership

◻ Tolerance

◻ Group behavior
 Imp. Factors of a successful
GD
1. 1. CONTENT:
◻ Good knowledge of the topic to keep the
discussion alive
◻ The more your ideas and the more your
knowledge of the subject, the more interested,
enthusiastic and confident you would become
and the more fluent and forceful would be
your speech and contribution to the discussion
◻ Awareness of current situation
2. communication:
◻ Along with the content knowledge, knowledge of
effective communication
◻ A good grasp of vocabulary and fluency
◻ Right word at right time
◻ Not to exhaust your ideas at one time, rather
come up with new idea each time
◻ so every time you say, make your talk brief and
relevant
3. THINKING :

◻ Listen, understand arguments of others and at the

same time decide what points you should raise,
how

◻ Negotiating, persuading
4. Group Behavior :
◻ GD is conducted to test---
1. Initiative taking abilities
2. Capacity to coordinate diverse viewpoints

◻ The Group discussion tests how you function as

a part of a team.
◻ Though leadership quality is appreciated in GD,
it is equally imp. to draw the reticent participants
into discussion and involve them into decision
making process.
 Types of GD according to topic
1.Concrete and fact oriented
◻ Information, evidence
◻ Factual content
◻ Example: GPA 5
2. Abstract
◻ Interpretations and creative thinking are more imp.
Than facts
◻ Example: kindness
Exercise: identifying GD type
◻ Black is beautiful.
◻ Deforestation is harmful.
◻ Marriages are made in heaven.
◻ Beauty lies in the beholder’s eye.
◻ Blessings of modern science.
◻ Is Globalization Really Necessary?
◻ What shall we do about our ever-increasing
Population?
◻ Corruption is the price we pay for Democracy
 Use of language in GD

1. Opening
◻ We are here today to discuss..
◻ Let’s decide how to proceed with discussion..
◻ Let’s start off with no. 1..
◻ Can you please give me your views on..?
2. Body
◻ I feel that../ What I think is…
◻ It seems to me that../I strongly believe that..
◻ As far as I am concerned..
◻ The point I wish to make is../I want to comment
on..
◻ I must agree/disagree with your opinion.
◻ I agree up to a certain point but../I don’t agree with
the previous speaker..
◻ Let me finish/can you wait till I finish?
◻ If we look at it in another light…
3. Ending
◻ Finally..
◻ Can we finish?...
◻ To sum up..
 What are to be avoided?

•Constantly objecting
◻ will block the others
smooth flow •speaking pessimistically
of discussion • Negative/aggressive
attitude
◻ prevents • always complaining
progress •Insulting and criticizing
•Jealousy/animosity
◻ No irrelevant stories/personal
experiences
◻ Don’t be an attention seeker
 How to make a successful GD
◻ Analyze the topic from point of various angles and
all possible perspectives
◻ Identify the frame of references you would be using
during the discussion
◻ Listen keenly and understand the points made by
others
◻ Be loud enough to be heard by everyone
◻ Make brief remarks rather than giving long speeches
◻ . Maintain a moderate tone of voice
◻ Don’t get emotional
◻ Sit upright and concentrate on your body language
◻ Be a good listener
◻ Be open minded rather than dogmatic/biased
◻ Try to be group-centered rather than self-centered

◻ Avoid personal attack, accept criticism with dignity

and rebut it with strong arguments
◻ Back your arguments with evidence and authority

◻ Use appropriate gestures and expressions

◻ Maintain eye contact with group members

◻ Ending strategies—

recap imp points that have come up during discussion

emphasize the points on which there were differences
make the concluding remark
◻ there is bound to be competition and clash of
interests among them. Everyone in the group
would be keen to top in the discussion,
resulting in a good deal of rivalry and
maneuvering for situations of advantage
◻ So the success of a GD is ensured only if the
members maintain decorum, discipline,
harmony and balance

◻ Only those who remain alert by adapting himself /

herself to the changing situations as they emerge
and only those who utilize the opportunities with
enterprise, imagination and tact come out
successfully.
THE END