Bharata Mata College, Thrikkakara

Department of English

B.A. Honours in English Language and

Literature
AEC- English for Science
24U1EGAE101
 Syllabus

Programme B.A. Honours in English Language and Literature

Course Name English for Science

Type of Course AEC

Course Code 24U1EGAE101

Course Level 100

It focuses on developing the essential language skills required to effectively
communicate scientific concepts, research findings, and academic discourse
Course Description in English. Through a combination of interactive lessons, practical exercises,
and real-world applications, the ability to read, write, listen, and
communicate will be enhanced.
Credit 3
Semester 1 Credits (Theory - 3)
Total Hours
Learning Lecture Tutorial Practical Others
Course Details Approach 45 45

COURSE OUTCOMES (CO)

Expected Course Outcome Learning
CO. No
Level
1 Apply effective listening skills A
2 Examine oral communication skills for scientific discussions,
An
presentations, and interviews
3 Inspect critical thinking skills in analyzing and evaluating scientific
An
information.
4
Build writing skills for scientific reports, papers, and presentations C

5Recommend presentation skills and public speaking skills E

*Remember (R), Understand (U), Apply (A), Analyze (An), Evaluate (E), Create (C)
COURSE CONTENT
Course description Hrs. CO
Module Units
Mapped

Listening Skills

1 1.1 Active Listening- Passive Listening- Barriers to Listening-

3 1
Note taking- Summarizing-Paraphrasing
 1.2 Stephen Hawking documentary- Into the Universe Part 1 3

1.3 Stephen Hawking documentary- Into the Universe Part 2 3

Speaking Skills

2.1 Communication process-Channels and Media of

2 Communication-Barriers to Communication-Tips for
3
Effective Communication

Group Discussion-structuring a GD-The use of appropriate 2

2.2 3
Body language- Leadership Skills
2.3 Conduct a GD on the relevance of Conservation of
Biodiversity 3

Reading Skills
3.1 Skimming-Scanning-scientific reading-locating main
3 points
3
Reading for writing- evaluating a text- note making-
paraphrasing
Amartya Sen:More Than 100 Million Women are Missing- 3
3.2 3
Part I
Amartya Sen: More Than 100 Million Women are
3.3 3
Missing-Part I

Writing Skills

4 Resume-Cover Letters-Letter-Formal-Informal-Email
4.1 3
writing

4.2 Article Writing 3

4
Report Writing
4.3
Write a report about the science exhibition conducted by 3
your department.

Presentation Skills

5.1 3 5
Planning-Preparing-Practicing-Presentation
 Barriers to Effective Presentation- a model presentation-
5.2 3
Methodology-body Language- Professional ethics

Prepare a presentation on environmental issues based on

5.3 3
any movement.

References and Suggested Readings:

1. Driscoll, Liz. Common Mistakes at PET ... And How to Avoid Them. Ernst Klett
Sprachen, 2005.
2. O’connor, J D. Better English Pronunciation. Cambridge, Cambridge University Press,
1980.
3. Planet Earth II (2016) | Watch Free Documentaries Online. 6 Nov. 2016,
watchdocumentaries.com/planet-earth-ii/.
4. “Podcast | Radiolab | WNYC Studios.” Radiolab.org, 9 Apr. 2023, radiolab.org/podcast.
5. Sudharshana, NP, and Lina Mukhopadhyay. Task-Based Language Teaching and
Assessment: Contemporary Reflections from Across the World. Singapore,
Springer Singapore Pte. Limited, 2022.
6. Swan, Michael. Practical English Usage. Oxford University Press, 2005.
7. “Transcript: Greta Thunberg’s Speech at the U.N. Climate Action Summit.” Npr.org, 23 Sept.
2019,
 1

Module 1
Listening Skills

1.1 Active Listening- Passive Listening- Barriers to Listening-

Note taking- Summarizing-Paraphrasing

Listening

Communication involves the skills of listening and speaking. To become a good

communicator, you need to develop both the skills. Your competence in listening contributes
to the development of your speaking skills.

Listening is a purposeful and focused activity. It requires attention and concentration from the
listener. It is a conscious and voluntary activity. The process of true listening starts with
receiving and ends with an appropriate response.
Listening is the first of the four skills in communication that initiatives the path for the other
three skills viz, speaking, reading and writing. Someone rightly said, “Hearing is through
ears, but listening is through the mind.” The two activities hearing and listening involve the
use of ears, but they are different.

Difference between listening and hearing

Task 1. What do you think is the difference between listening and hearing? Write your
answer below.

Listening:

Hearing:

When you are awake, you hear many sounds and noises. For example, you hear birds crying,
dogs barking, the noise of vehicles passing by, a spoon or a glass dropping in the kitchen, the
noise of the fan, etc. But you don't necessarily listen to all of them. You listen to only those
sounds and noises that you are interested in. When you travel by bus or train, you hear many
passengers talking, but you don't listen to every one of them. So hearing is an involuntary act
that happens automatically. But listening is a voluntary activity and hence it is deliberate.
 2

Parameter of
Hearing Listening
Comparison

It refers to the natural ability of

It refers to the conscious process
an individual to receive and
Definition done by the individual on receiving
perceive the pressure waves
the sound by paying attention and
(sound) with the help of ears.
understanding it.
Process Involuntary process (passive). Voluntary process (active).

It is a skill to be learnt which comes

Characteristics It is an inherent ability.
by practice.

It is essential to pay attention as the

It is not necessary to pay
Paying individual tries to understand and act
attention as hearing happens
attention on what is being heard.
naturally.
Occurs at It happens in the subconscious It occurs at the conscious state.
state.
Nature Physiological state. Psychological state.

Stages or Steps in the Listening Process

There are five stages/steps in the process.
1. Receiving:
It is the intentional focus on learning the speaker’s message. It filters out other confusing
stimuli.
2. Understanding:
At this stage the listener attempts to learn the meaning of the message. The listener’s
knowledge level, experiences and perception influence his understanding.
3. Remembering:
In this stage, what has been understood is processed meaningfully and put to memory.
4. Evaluating:
In this stage, the value or sense of the message received is judged. The same message may
seem valuable or purposeless depending on the listeners’ experiences, biases etc.
5. Responding:
It is like feedback to what has been received. It indicates in words, gestures or deeds, the
listener’s involvement or participation in the conversation.
(Errors at any of these five steps could lead to miscommunication/misunderstanding. So,
attention must be paid from beginning to end.)

Active/ Comprehensive listening:

This is the best and most important type of listening. The listener undergoes all the steps of
the listening process. This is also called Comprehensive Listening. The listener not only
understands everything but also attempts to verify all that she/ he has been listening to. The
 3

queries and clarifications on the part of the listener in the form of feedback keep the
communication process going.

The goal is to evaluate the message at all levels: the logic of the argument, strength of
evidence, validity of the conclusions, the implications of the message to the listener and his /
her organization and the Speaker’s intentions and motives. However, the speaker too has a
responsibility in facilitating active listening! The speaker has to convey his / her message in
such a way that the listener does not get bored or is distracted.

Passive Listening: Unlike active listening, passive listening does not require any special
effort other than hearing what is being said. A passive listener usually does not interrupt the
speaker or perform any other action whatsoever at the same time in which the speaker is
delivering his or her speech. Typically, a passive listener does not nod his or her head, make
appropriate facial expression and maintain eye contacts with the speaker or engage in any
other action that indicates he or she is paying attention. Examples of passive listening
include, communicating on the phone to your mother while checking Facebook, Instagram or
texting your friend during a lecture.

Other types of Listening

Critical listening: Critical listening can also be called as ‘evaluating listening’. This type of
listening involves critical evaluation of the speaker’s thoughts and ideas. The listener assesses
speaker’s depth of knowledge, choice of words and tone and style of the listener.
This type of listening is used in seminars, conferences, group discussions, and other
formal type of interactions. The listener encourages and motivates the speaker to
speak more and more.

Empathetic listening: This Type of listening exercises emotional influence on the listener not
only understands the literal message but also understand the feeling, emotions, and the world
view of the speaker.

Barriers to Listening

The factors which are creating barriers in effective listening are as follows:
 4

Space Distance: Distance between the speaker and the listener from long distance
may affect the listening process. If the speaker is speaking from long distance, the
listener may struggle to grasp what the speaker is speaking. Some of the words may
be misunderstood by the listener.

Omniscient attitude of the listener: Many people considered themselves as ‘know all’ men.
They think that they have perfect knowledge of everything in the world. According to them
listening to others is pure waste of time. They are not listening to the speakers because they
think that they already know what he is going to say.

Infrastructure: Poor Infrastructure may affect listening process. Lack of proper

ventilation, light, acoustics can act as a barrier to listening

Speed of the speaker: Speed of the speaker can act as a barrier to listening. If the
speaker is speaking too speedily, the listeners have no other alternative left than
watching speaker. The Human brain receives sounds at a specific speed. If this speed
is not maintained properly, the listeners may get distracted.

Speakers' Non-verbal communication: Speaker’s no use of facial expression, gestures,

body language, eye contact and other factors can create barriers to listening. If the speaker
relies only on verbal expressions, the listener will be tired of constant bombardment of words
and verbal expressions.

Voice and tone of the speaker: the listener will feel bored and fade up to listen to
monotones speech. If the speaker’s voice is not audible, the listener may not listen
to it attentively. On the contrary, many speakers maintain a monotonous tone which
irritates the listener.

Language of the speaker: If the speaker is using high technical jargon and difficult words, the
listener will be clueless about the meaning of those words. They will try to find meaning of
those words instead of listening to the speaker.

Horn Effect in the Listener: The horn effect is tendency to underestimate a person as bad in
all the fields because he is bad in one of the fields. The listeners reject and nullify the
speaker’s chance to speak for more amount of time because listeners dislike the speaker.

Span of the Speech: The process of listening can take place for a limited period of
time. If the speaker is speaking for hours to gather, the listener turns into passive
listener.

Listening to Announcements

We listen for different purposes. Keeping in mind the information we are seeking; we choose
to listen to certain details and ignore the rest. Similarly, our eyes only look at those things
that interest us and ignore the rest. We need to develop the ability to listen selectively.

When you listen to a particular news item that interests you, you may listen for all the details,
while on certain occasions, you may listen for some specific information. When you stand at
 5

a railway station, bus station or an airport, you listen to announcements. On such occasions,
you listen for specific information. You may want to find out when a bus or a train is
expected to arrive or leave or you may want to know which platform the bus or train will
arrive on or leave from.

Before you do the tasks that follow, you should become familiar with the following terms
often heard in the announcements at railway stations, bus stations and airports.

Scheduled time: the time as per the timetable or

schedule

Expected arrival time: the time when a train or

flight is expected to arrive

Estimated departure time: the time when a flight

or train is estimated to leave

On schedule: at the scheduled time (= no delay)

All trains, buses and flights have a particular number. Information about trains is usually
given in the following manner.

Number Starting point--Destination Name

7029 Hyderabad-Thiruvananthapuram Sabari Express

Unlike trains, flights do not have a name. When a flight is announced, only the flight number,
the starting point and the destination are given. The numbers are preceded by a letter code
that indicates the name of the airline. Example:

Airline Flight number From To

IA 671 Mumbai Chennai

S2 307 Hyderabad Bangalore

Task 2: Listen to the announcement and find out the following details.

Name of the train

Train number
Bound towards
Arrival platform
Expected arrival time
 6

Listening to News on the Radio and Television

We listen to news on the radio or television to learn about events in different parts of the
world. When we listen to a news bulletin, we do not listen to every news item for the full
details. The manner in which we listen to a news bulletin is similar to the way in which we
read a newspaper. News items are read selectively. For example, you may know the result of
the cricket match that was played yesterday. But you may not know who won the Man of the
Match award. So, you may scan the newspaper or listen to the news bulletin only for that
piece of information.

Listening for specific information

Task 3: Listen to this news bulletin and identify the correct option.

A. Long distance / Local call rates will be reduced minimally / substantially.

B. STD rates are expected to fall by 70-80%/60-70%/70%
C. The new rates have already come into effect/will be announced in a week / were
announced a week ago.

Task 4: Mohammad works in a government office. He has to submit a report on the

earthquake that hit the Indian subcontinent recently, to his manager. Listen to the news report
on the radio and complete the notes and table below.

Earthquake

a. Countries affected:…………………………..

b. Intensity: …………..c. Richter……………

d. Epicentre……………………………………
e. Loss to life and property: …………………..
……………………………………..…………

f. Areas affected in Kashmir:

……………………….………………………..

g. Whether rescue operations have been started in

Kashmir: Yes/No
 7

Country/State Number of Dead Homeless

Kashmir

Afghanistan

Pakistan

Listening and Note-Taking

When you listen to lectures, you take notes for future reference. It is possible that you may go
back to your notes the same evening or six months later. It is important that you should be
able to make sense of your notes at any point of time. You should also be able to write a
coherent paragraph or essay based on the notes. The chart below summarizes the process.

Listen to lecture Take notes Study notes Write a text

Making notes as you listen is a very good way to keep things in your memory. Note-making
does not mean copying whole sentences or paragraphs of information. You must include only
important points, and even sentences must be reduced to a few words which capture the main
idea.

Bear in mind the following points when you make notes:

1. Include only important points.

2. Write them down in the form of a list (as done here).

3. Number your points (as is done here).

4. Do not write complete sentences.

5. Use abbreviations like 'e.g.' and signs like arrows (→).

Model Exercise on Note-Taking

You find below a passage and notes taken on that:

 8

1. Water
(a) Most important to life Water is more important to life than food
since human beings may live without food for
(b) Life impossible without water for more than a several weeks but can live for only a few days
few days without water. Adult weight is approximately
70% water, the amount varying in different
2. Adult weight parts of the body and in different tissues. It’s
(a) Is 70% water
distributed as blood, extra-cellular fluids (e.g.
(b) Varies in different parts of the body lymph, cerebrospinal fluid, eye fluids) and
cellular fluids, which constitute 3.5%, 20%
(i) Blood-3.5% of body weight and 50% of body weight, respectively. The
gastro intestinal secretion amounts to about 7
(ii) Extra-cellular fluids - 20% of body weight L per day, but most of this is reabsorbed into
the body.
3. Gastro-intestinal secretion
(a) Seven litres per day

(b) Most of it reabsorbed into the body The cerebrospinal fluid is also secreted and
absorbed daily, but the exact quantity is
4. Cerebrospinal fluid
unknown. Eye fluids are small in amount, but
(a) Secreted and absorbed daily
there is a definite circulation. Urine is formed
(b) Exact quantity unknown continuously and is a fluid lost from the body.
Sweat is also lost from the body, the amount
5. Eye fluids varying with climate and work. Oedema,
(a) Small amount when it occurs, is a symptom of some change
in water metabolism in the body.
(b) Definite circulation

6. Urine
(a) Continuous formation and loss

7. Sweat
(a) Lost from body depending on climate and work

8. Oedema
(a) Symptom of some alteration in water metabolism

It is, therefore, essential to learn to make systematic notes that will help you recall the main

points and their supporting details and develop them into longer text.
 9

Task 5: Listen to a lecture on taking notes and complete the notes below

Listening and note taking Some tips for note taking

1. Listen and identify
The first step in note taking is to
………………………………………………………
……………………………………………………… identify the main ideas and the
……………………………………………………… supporting details. Listen to
signalling devices that your
………………..
teacher may use to signal an
2. Express main ideas and supporting details briefly
important idea such as firstly,
a. Avoid secondly, another important
point is, let's move to the next
……………………………………………………….
reason, etc.
b. Use
……………………………………………………..
Supporting details are usually
3. Organise………………………………………… examples or sub-categories or a
further definition or elaboration
Use…………………………………………………… of the main idea. Your teacher
……………………………………………………… may signal them with phrases
……………main ideas. such s for example, for instance,
Use…………………………………………………… as the two categories are..., they
……………………………………………………… are divided into..., etc.
……………supporting details.

Summarising

When you listen/read articles that contain facts relevant for your study or a chapter in a text
you have to extract the most important information from these. For this, you need the skill of
summarizing or making a précis. Summarizing a piece of communication or a report or any
piece of writing means reducing that piece to its most essential elements, leaving out all
irrelevant details. To take a simple example, if you are summarizing the description of a shop,
don't say, "This shop specializes in sarees, skirts and blouse, churidars, frocks, etc.'. You
must rather say, "This shop specializes in ladies' wear'.

When writing a summary, you should avoid the mistake of copying sentences from the
original piece of writing. Reducing a piece of writing to one-third of its original length does
not mean picking out sentences here and there to make the required length. You must
read/listen the passage, grasp the main ideas and their connections, and, as far as possible,
express them in your own words. This does not mean that you should not take any word from
the original passage. There will always be some words that cannot be replaced, and you will
have to use them in your summary. What you must guard against is the repetition of
 10

sentences from the original passage without change.

A very good exercise that students must practise is comprehension and précis writing. A
prose passage of a certain length is given followed by a number of questions based on this.
Students answer these questions first and then write a précis or summary.

Task 6: Listen to the story and summarise it.

………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………

Paraphrasing

Paraphrasing is a key part of Active Listening. It’s about restating the message to help clarify
the information spoken to preserve the essential meaning. Paraphrasing is the most direct way
to show someone that their thoughts and feelings were understood. Paraphrasing gives
speakers a chance to clarify or confirm to avoid misunderstanding.
It’s especially helpful when:

• The topic is complex or complicated.

• The words used can have more than one meaning.
• There are distractions.
• Strong emotions are expressed, and you want to show that you care.
• Shared understanding is important.
•
Paraphrasing example:

The original passage: Students frequently overuse direct quotation in taking notes, and as a
result they overuse quotations in the final [research] paper. Probably only about 10% of your
final manuscript should appear as directly quoted matter. Therefore, you should strive to limit
the amount of exact transcribing of source materials while taking notes. Lester, James D.
Writing Research Papers. 2nd ed. (1976): 46-47.

Paraphrase: In research papers students often quote excessively, failing to keep quoted
material down to a desirable level. Since the problem usually originates during note taking, it
is essential to minimize the material recorded verbatim (Lester 46-47)
 11

Task 7: Paraphrasing Exercise

Of the more than 1000 bicycling deaths each year, three-fourths are caused by head injuries.
Half of those killed are school-age children. One study concluded that wearing a bike helmet
can reduce the risk of head injury by 85 percent. In an accident, a bike helmet absorbs the
shock and cushions the head. From "Bike Helmets: Unused Lifesavers," Consumer Reports
(May 1990): 348

Paraphrase………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
 12

Unit 1.2/1.3
Stephen Hawking documentary- Into the Universe

About Stephen Hawking

Stephen Hawking was a renowned theoretical physicist, cosmologist, and author, widely
recognized for his contributions to science and his ability to communicate complex concepts
to the public. Here are some key points and questions to help understand his life and work:

Early Life and Education

Born on January 8, 1942, in Oxford, England.

Showed a keen interest in science and mathematics from an early age.

Studied physics at University College, Oxford, and later pursued a PhD in cosmology at
Trinity Hall, Cambridge.

Scientific Contributions

Best known for his work on black holes and the nature of the universe.

Proposed the theoretical prediction of Hawking radiation, suggesting that black holes can
emit radiation and eventually evaporate.

Contributed to the understanding of the Big Bang theory and the nature of singularities in
space-time.

Books and Public Engagement

Authored several popular science books, including "A Brief History of Time," which became
a bestseller and introduced millions to complex concepts in cosmology.

Continued to write and speak about science, despite his physical limitations.

Living with ALS

Diagnosed with amyotrophic lateral sclerosis (ALS) at the age of 21, which progressively
paralyzed him.

Despite his condition, he continued to work and make significant contributions to science
using a speech-generating device.

Awards and Recognition

Received numerous awards and honors, including the Copley Medal, the Presidential Medal
of Freedom, and the Special Breakthrough Prize in Fundamental Physics.
 13

Held the position of Lucasian Professor of Mathematics at the University of Cambridge, a

post once held by Sir Isaac Newton.

Legacy

Hawking's work has left a lasting impact on the fields of theoretical physics and cosmology.

He inspired generations of scientists and the public with his perseverance, intellect, and
ability to explain complex scientific ideas in an accessible manner.

Passed away on March 14, 2018, leaving behind a rich legacy of scientific discovery and
popular science communication.

“Into the Universe with Stephen Hawking: The Story of Everything" is an episode from the
2010 documentary series where Stephen Hawking explores the wonders of the cosmos. This
particular episode aims to provide a comprehensive narrative of the universe's history, from
the Big Bang to the potential future of space and time.

Task 1: Listen to the section on the Big Bang and then answer the following:

1. What event marks the beginning of the universe?

2. How did the universe change in the first few moments after the Big Bang?

3. What evidence supports the Big Bang theory?

Task 2: After listening to a segment (The formation of the first atoms/ The lifecycle of
stars/The role of supernovae in creating heavy elements) prepare notes and summarize it
in your own words.

Task 3: True or False

The Big Bang theory suggests that the universe has always existed in its current state.
(True/False)

Supernovae are important for the creation of elements heavier than hydrogen and helium.
(True/False)

All stars end their lives as black holes. (True/False)

Task 4: Questions and Answers

What conditions in the early universe allowed for the formation of the first atoms?
 14

In the early universe, after the initial rapid expansion and cooling following the Big
Bang, the temperature dropped enough for protons and neutrons to combine and form
nuclei. Eventually, when the universe cooled further to about 3,000 K, electrons
combined with these nuclei to form neutral atoms.

Which elements were the first to form in the universe?

The first elements to form in the universe were primarily hydrogen and helium, with
trace amounts of lithium and beryllium.

What process led to the formation of these first elements?

The process that led to the formation of these first elements is known as nucleosynthesis.
This occurred during the first few minutes after the Big Bang, when the temperature and
density of the universe were suitable for nuclear reactions to fuse protons and neutrons
into light elements.

Why were only light elements like hydrogen and helium formed in the early universe?

Only light elements were formed in the early universe because the temperature and
density dropped too quickly for heavier elements to form. The universe expanded and
cooled rapidly, preventing further nuclear reactions needed to create heavier elements.

How did the formation of neutral atoms impact the universe?

The formation of neutral atoms allowed the universe to become transparent to

radiation, leading to the decoupling of matter and radiation. This event, known as
recombination, resulted in the release of the cosmic microwave background radiation,
which we can observe today as a snapshot of the universe at that time.

What is the cosmic microwave background radiation, and what does it tell us about the
early universe?

The cosmic microwave background (CMB) radiation is the thermal radiation left over
from the time of recombination. It provides a snapshot of the universe when it was
about 380,000 years old, offering crucial evidence for the Big Bang theory and
information about the conditions of the early universe, such as its temperature,
density, and composition.

How did the first atoms contribute to the formation of stars and galaxies?

The first atoms, primarily hydrogen and helium, began to clump together under the
influence of gravity, forming dense regions that eventually led to the formation of the
first stars and galaxies. These structures further evolved, leading to the complex and
diverse universe we observe today.

What happens during the main sequence phase of a star’s life?

 15

During the main sequence phase, a star fuses hydrogen into helium in its core, producing
energy that makes the star shine and balances the gravitational forces trying to collapse the
star.
How do stars produce energy during their lifetime?

Stars produce energy through nuclear fusion, where hydrogen atoms combine to form
helium, releasing vast amounts of energy in the form of light and heat.

Describe the final stages of a massive star’s life.

In the final stages, a massive star exhausts its nuclear fuel and undergoes a supernova
explosion, leaving behind a neutron star or black hole depending on the remaining
core mass.

What is the Big Bang theory?

The Big Bang theory is the prevailing cosmological model explaining the origin
and evolution of the universe. It posits that the universe began as a singularity
approximately 13.8 billion years ago and has been expanding ever since.

What evidence supports the Big Bang theory?

The main evidence supporting the Big Bang theory includes:

Cosmic Microwave Background Radiation (CMB): The discovery of the

CMB in 1965 provided a snapshot of the early universe, showing that it was
once in a hot, dense state.

Expansion of the Universe: Observations by Edwin Hubble in the 1920s

showed that galaxies are moving away from us, indicating that the universe is
expanding.

Abundance of Light Elements: The observed abundance of light elements,

such as hydrogen, helium, and lithium, matches the predictions made by Big
Bang nucleosynthesis.

What were the conditions of the universe immediately after the Big Bang?

Immediately after the Big Bang, the universe was extremely hot and dense. It
consisted of a plasma of fundamental particles such as quarks and gluons, and it
began to cool and expand rapidly.

How did the universe evolve in the first few moments after the Big Bang?

In the first few moments, the universe underwent rapid expansion and cooling. Quarks
combined to form protons and neutrons, and nuclear reactions led to the formation of
the first light elements. As the universe continued to cool, electrons combined with
nuclei to form neutral atoms, leading to the release of the cosmic microwave
background radiation.
 16

What is the significance of the cosmic microwave background radiation?

The cosmic microwave background radiation is significant because it provides a

snapshot of the universe when it was about 380,000 years old. It offers crucial
evidence for the Big Bang theory and helps scientists understand the early conditions
and subsequent evolution of the universe.

What role did Edwin Hubble play in supporting the Big Bang theory?

Edwin Hubble played a crucial role by discovering that galaxies are moving away
from us, implying that the universe is expanding. This observation, known as
Hubble's Law, provided strong evidence for the Big Bang theory and led to the
understanding that the universe began from a singular, explosive event.

What is Big Bang nucleosynthesis, and what elements were formed during this
process?

Big Bang nucleosynthesis refers to the formation of light elements during the first few
minutes after the Big Bang. The process produced hydrogen, helium, and small
amounts of lithium and beryllium. These light elements' observed abundances match
theoretical predictions, supporting the Big Bang theory.
 17

Module 2
Speaking Skills

2.1-Communication process-Channels and Media of Communication-Barriers to

Communication-Tips for Effective Communication

What is Communication?

Introduction

Aristotle once famously stated that 'man is by nature a social animal'. Being a social animal,
man has been heavily dependent on communication for survival through the ages.
Communication helps us exist, grow and mould ourselves to our environments.

The word 'communicate' is derived from the Latin word communicate and the French word
communis, both words meaning 'to give to another'. The Oxford Advanced Learner's
Dictionary defines communication as "The activity or process of expressing ideas and
feelings or of giving people information'. Although the growth of communication technology
has tremendously changed ways of communicating ideas, the meaning of the word 'communi-
cation' remains unchanged. The challenge is to keep learning to use the ever- newer media
and language of communication, while making our expressions and intentions clear to
intended recipients.

Participants in a Communication Process

Communication may take several forms: written, verbal, non-verbal, and audiovisual. In all
cases, it involves at least two direct or indirect participants. Direct participants in a
communication are those who are currently taking part in a communicative process. For
example:

* someone writes a letter and someone else reads it

* two people are talking on the phone or face to face

* someone makes a gesture to another person

* someone watches a dance performance

Indirect participants would include readers of a book, who may be located anywhere in the
world and are not known personally to the author, viewers of a film, etc. This,
communication involves at least two people: the sender (speaker/writer/gesticulator
performer), and the receiver (reader/listener/ interpreter-audience). Most direct and everyday
communication includes a dynamic exchange between the sender and the receiver. In such
cases, mere transmission of the message is not sufficient. Along with this, the receiver's
understanding, feeling and response need to be taken into consideration A message moves
through five stages of the process of communication
 18

Sender and idea

Encoding the idea into a message

Receiver's feedback

Transmission of the message

Decoding of the message by the receiver

Receiver's feedback

The process becomes cyclical in the case of a two-way oral interaction (see Figure 1.1). Each
step of the process is important for effective communication.

Channels and Media of Communication

The choice of the channel and the media of communication largely depend on the sender-
receiver relationship, and the need and purpose of communication. Communication may take
place through any of these channels and media. A list of channels with the corresponding
need and media is given in Table 1.1.

Till about a century back, most oral communication was limited to face- to-face conversation
and most written communication till a few decades earlier was in handwritten or typeset form
on paper/cloth/canvas, etc. The huge advances in communication technology in the recent
past have meant that you can communicate very easily today. The Internet, e-mail

Figure 1.1 The Communication Process

 19

Table 1.1-Channels, Need and Media of Communication

Channels Need Media

Non-verbal Simplification, explanation Face-to-face, charts, graphs,
and observation diagrams, OHPs and LCD
projectors

Verbal One-to-one conversation Face-to-face, telephone,

Record is not needed mobile phones, voice mail,
audio tapes, Internet,
teleconferencing

Audio-visual Immediate response Television, cinema, video

Simplification and detailed tapes, video conferencing,
explanation Internet (through webcams)
Marketing
Entertainment
Immediate response
Written Record is necessary Letters, memos, reports, e-
Immediate response is not mails, fax, SMS on mobile
required phones, chatting through the
Communication is detailed, Internet
in-depth. or complex

Tips for Effective Communication

Task 1: Listen to two separate conversations between the

receptionist of a hotel and a customer. In pairs, discuss which
conversation was more effective and why. What should
communication be like for it to be effective? To understand this
question better, discuss the following points with your
classmates.

1. While speaking, what is more important? Is it how loud you

are, how clear you are or how much emotion you convey
through your words? Do different ways of speaking become
important in different situations? Why?

Effective communication consists of several essential features. Any form of communication

which consists of the following features is easy to understand.
 20

4 Cs of communication 4 Ss of communication
clarity shortness
coherence simplicity
consistency strength
completeness suitability

A simple formula to help you remember some important features of effective communication
is C4+S4.

Clarity

Clarity means being clear about what you want to convey. Have you ever spoken to people
who are especially good at conveying what they mean, even though they probably do not
have any experience in public speaking? They might be effective communicators simply
because of their clarity of thought, which then translates into clarity of expression. A good
communicator aims for clarity both in ideas as well as diction.

How can you improve the clarity of your speech or writing? Here are a few suggestions.

While preparing for a speech/presentation

* put down your ideas on paper or make PowerPoint slides after keen deliberation. Make
changes till you are sure of clarity

* record yourself on an audio recorder and play it back to check for clarity in diction

* remember that written language is different from spoken language; what is clear in the
writing form, may often be too complicated for the listeners to understand when they hear it.
Therefore, try to keep the structure and content of your speech simple.

Task 2: Working with a partner, enact the following

situations. Make sure that while there is complete clarity in
the directions and explanations of the instructor, the learner
is also clear about his/her questions while enacting these
situations. If necessary, make notes before you start.

1. A person is learning how to operate a computer for the

first time. The instructor is directing him/her over the phone.

2. A Chef is sharing the recipe of a dish over the phone with

her assistant.

3. A mother is trying to explain the process of photosynthesis

to her young son.
 21

Coherence

Coherence means sticking together or uniting. Coherent communication is easy to understand

because the ideas presented in it are connected to each other in a clear manner.
If the speaker's/writer's thoughts are coherent and have a clear, logical Row, the listener/
reader finds it easy to follow the meaning of what is being said.

Task 3: Rearrange the 11 sentences in the following paragraph to ensure logical consistency
and coherence in language.

1. What equipments should you take along for a camping trip?

2. There are some great online shopping websites which sell good quality camping goods.

3. The same websites also rent out goods to trekkers.

4. It depends, first and foremost, on how much you're planning to rough it out during your
trip.

5. You will need to start with the essentials: sleeping bags and rucksacks.

6. Buying a Swiss knife, some rope and a multi-tool kit might also be a good idea.

7. Try not to spend on buying big items such as tents or canopies unless you know that you're
going to be camping very often try to rent them, and return them once you complete your
journey.

8. Don't forget to take along cooking stoves and some basic materials for cooking.

9. Medicine, toilet paper and hand wipes: no

household should be without these and no
camp site too!

10. There will be lists of essential equipment

on those websites, pay attention to those.

11. Enjoy your trip!

The order should be…………………………………………….

Consistency

The message being delivered should be consistent. This means that different parts of the
message should be in agreement with each other. Giving contradictory instructions or
information will cause the receiver to misunderstand the message.

Completeness
 22

There is a saying that goes: 'Many a battle is lost for want of a horseshoe. It means that the
smallest detail may impact the result. A spokesperson of a militant outfit learnt this the hard
way. While sending an e-mail to a journalist, he revealed the confidential e-mail addresses of
a number of people on his mailing list by clicking inadvertently on cc instead of bcc.
Therefore, for completeness in thought, one needs to go into every small detail.

Task 4: What are the things one needs to check before

1. sending an important business letter

2. clicking on send while sending an e-mail

3. making an important official call?

Shortness

Brevity is the soul of effective communication. The challenge is to keep your communication
as short as possible and, at the same time, not lose out on providing any important.

• Begin by choosing the right medium of communication there are various options
available nowadays, from phone messages to letters.
• Next, learn to filter your ideas and identify what is vital. Eliminate all other
unimportant details before communicating.
Here are ways to keep written communication brief.
• Use bullet points while writing. They add clarity and help save space.
• Frame shorter sentences.

Task 5: Pick three captions from advertisements in newspapers

and magazines that have caught your fancy for their brevity
and crispness.

SL.No Caption Service/Product Company

Discuss in group why these captions work as effective pieces of communication.

Simplicity

The simpler the message, the easier it is to understand. Avoid using complex expressions.
Ensure simplicity at the very onset, when you are organising your thoughts.

Avoiding jargon is an important part of maintaining simplicity. Jargon refers to words and
expressions spoken by people who are part of a particular profession. For example, medical
jargon or legal jargon can be difficult to understand for those who do not belong to those
professions.
 23

Strength

Just as the strength of a transmission signal determines how far it reaches, the strength of an
idea decides how far it goes. The strength of a message lies in its choice of words, images or
emphasis. Clever repetition can also enhance the strength of a message.

Here are some suggestions to increase the strength of your message. Use the right intonation
to strengthen your oral communication.

Use active voice, telling verbs, carefully chosen adjectives and other such devices to
strengthen your writing.

Use appropriate words. The right word in the right place can make a lot of difference.

Task 6: Substitute the words in bold with suitable single words from the list given below.

a. Doctors have found out that the drug has serious side effects.

b. Advertising revenue has gone up by almost 30% in the last five years.
aid established resolve
c. The issue was brought up at the meeting.
discover risen
escalated raised
d. This software can help out users in diagnosing and
rectifying problems.

e. We have requested our HR manager to sort out the issue at the earliest.

f. Prices have shot up significantly over the years.

g. I can help you find a solution to the conflict.

h. The system was set up to ensure speedy justice.

Suitability

Suitability depends on the context. Context refers to the situation in which any event takes
place. Some of the factors which help create the context of your communication could be the
kind of audience (how knowledgeable they are about the subject or the language), the time,
the occasion, the medium of communication and the place.
All communication happens in a context. Match your communication to the context. Time
and place your messages judiciously. Always keep the receiver of your message in mind
while communicating and adapt your messages accordingly. or talk to ensure maximum
attention from listeners.
 24

Task 7: Match the kind of television programme during which you would air the
advertisement for the following products/services for maximum reach.

a. pressure cookers i. Talk Show on Children's Health

b. video games ii. Model Hunt

c. cosmeticS iii. Cartoon Show

d. furniture iv. Home Improvement

e. baby products v. Cookery Show

Task 8: Imagine you are writing a product manual for a product of your choice. Write a set of
clear and precise instructions on how to install/use the product. Use the imperative form of
sentences.

Imperative forms are sentences that

give instructions or advice.

E.g.: Take two tablets of medicine

every night

Product:…………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
……………………

Barriers to Communication

Communication is a process through which you convey your idea to someone or a group of
people. It is said to be effective if the idea is conveyed clearly and unambiguously. In such a
case, the message should reach the receiver with little change. Communication becomes
successful only if the receiver understands what the sender is trying to convey. If your
 25

message is not clearly interpreted or the receiver does not give the desired feedback, you
should understand that you are facing a communication barrier. The process of
communication may be blocked due to many reasons. Many social psychologists believe that
there is 50-70 per cent loss of meaning while conveying the message from a sender to a
receiver. You should try to recognize these barriers as they can create hurdles in your
professional and personal life too. The following are some of the major barriers:

1. Physical Barriers: One of the major barriers to communication is the physical barrier.
Physical barriers include large working areas that are physically separated from others;
walls/obstructions; physical distances between people; and distracting body movements.

Other distractions that could cause physical barriers is a negative environment that is not
conducive to healthy relationships. Background noise may also affect the whole process of
communication. One should try to minimize the elements that cause physical barriers.

2. Psychological Barriers: Your emotions could be a barrier to communication. If you are

too emotionally keyed up, you will have trouble listening to others or understanding the
message conveyed to you. Emotional pre- occupation can be due to various reasons-hostility,
anger, inhibitions, ego hang-ups, personal prejudices, tiredness, preconceived notions, stress,
lack of confidence and introversion.

3. Linguistic Barriers: The lack of capability or failure to communicate in a language that is

known to both the sender and the receiver is the most crucial barrier to effective
communication. Wrong or out-of-place words, mispronounced sounds, incorrect grammar
and syntax as well as difference in accent, lack of clarity, could lead to misunderstanding
between the sender and the receiver while conversing or writing.

4. Perceptual Barriers: The problem in communicating with others occurs because all of us
perceive things differently. This is because we are made and groomed differently due to our
varied social, cultural and family backgrounds.

If we weren't, we would have no need to communicate. We all see the world from different
angles and if we lack the perspective to see other's point of view, we become victims of
perceptual barriers. Debates often take place around issues that can be interpreted differently
depending on how we perceive them. Some highly contentious are: Is censorship necessary!
Should the party system in India be replaced by a presidential system? Should assisted
suicide be legalized? Often, people have strong opinions on these issues and will not easily
listen to or accept different positions.

5. Cultural Barriers: Intercultural communication has become more common in the present
scenario than ever before. Differences in cultural values cause socio-cultural barriers. When
we interact with a cross-cultural group and wish to associate with it, we need to adopt at least
some behaviour patterns of the group. The group reverts by showing recognition and
approval, and in turn may accept some of our customs.

Conclusion
We have seen that communication cannot be successful unless it moves through all the five
stages of the process of communication. Encoding of the message by the sender and its
decoding by the receiver are the two stages that need a good level of linguistic and
 26

communicative competence. In the absence of such skills, encoding will be faulty and this in
turn will lead to incorrect decoding. If the sender is equipped with such skills and the receiver
is not, the message will not be understood.

Communication is required in all walks of life familial, social and professional and you must
strive hard to learn, develop or enhance your skills for effective communication. Language
plays a vital role in the acquisition of knowledge. English language in India with all its
uniqueness is not native to the soil; yet, everywhere we encounter it. More often than not, we
are required to read it, write it, and speak in it. Most of us who don't have English as our first
language have realized that we need to learn English and communicate in it to get a good job.
Learning the art of oral and written interaction in English has become extremely important
for success in your professional and social life. To become an effective communicator, you
need to master reading, listening, speaking, writing, grammar and critical thinking in English,
as well as professionally useful non-verbal or body language, and appropriate social
etiquettes. We will discuss most of these skills in the following chapters.
 27

Unit 2.2-Group Discussion-structuring a GD-The use of appropriate

Body language- Leadership Skills

Group Discussion

Our conversation styles are as different as our tastes. Just as all of us don't like the same
clothes or food, we don't express our thoughts in the same manner. We choose different
opinions, different words to express those opinions, and different words to react to the
opinions of others. Imagine that you are sitting in a café with your friends and the
conversation steers towards cricket. Someone may express their discontent with the present
state of cricket. Someone else may disagree, and a third person may be disinterested in the
topic itself.

Observe how some are more active participants in the conversation than others, while some
others may be more creative in their responses. The aim of a group discussion is to
understand the problem at hand by studying it from different points of view. Ideally, the
group should be able to reach a solution that everyone agrees with.

Employers conduct group discussions in order to recruit the right candidates for a job. The
candidates are directed to discuss a topic provided and come up with a solution agreeable to
the other discussants. They are, at the same time, observed and judged for certain qualities
during the discussion. Employers consider group discussions important because, in a group
discussion, suitable candidates display qualities which are important to working as a team.
Some of these qualities are as follows:

* Leadership

* interpersonal skills

* non-verbal communication
skills

* Problem solving ability

* Analytical skills

* creativity

Recruiters look at how different people within the group behave. In the group discussion we
have to observe the members discussing, debating and, at times, differing on certain points.
But at a later point of time, they have come to an agreement and solved the problem as a
group. In real job scenarios also, employees work as a group. They must get along with each
other for the job to be successful. So, it is important to know if a candidate has the qualities
required for effective communication. Group discussion is a platform that allows the
recruiters to know if the candidate has these qualities.
 28

Task 1: Answer the following.

In the sample discussion that you listened, what are the important issues that the speakers
manage to bring up? Can you suggest two more points that should also be discussed?

…………………………………………………………………………………………………
………………………………………………………………

…………………………………………………………………………………………………
………………………………………………………………

…………………………………………………………………………………………………
………………………………………………………………

…………………………………………………………………………………………………
……………………………………………………………..

Who, in your opinion, was able to speak most effectively? Why do you think so?

…………………………………………………………………………………………………
………………………………………………………………

…………………………………………………………………………………………………
………………………………………………………………

Can you identify the most aggressive and the politest discussant?

…………………………………………………………………………………………………
………………………………………………………………

…………………………………………………………………………………………………
………………………………………………………………

Can you identify the persons who began and ended the discussion?

…………………………………………………………………………………………………
………………………………………………………………

…………………………………………………………………………………………………
………………………………………………………………

Who, among them, did not contribute much to the discussion? Why do you think so?

…………………………………………………………………………………………………
………………………………………………………………

…………………………………………………………………………………………………
………………………………………………………………
 29

Interpersonal Skills

What is the most important aspect in a group discussion? Is the idea you convey most
important?

Yes, the ideas and thoughts you present are very important. However how you present them
is also equally important. Others must understand and see the logic in what you are saying.
So, it is important to be polite and respectful to others. Listen to others' opinions patiently.
These skills are as important as the clarity and coherence of your thoughts and their
presentation. Make friends in the group. The advantage of making friends is that people will
allow you to speak, listen to you, and often support you. And do not forget that the evaluators
will take note of these interactions as well.

Some people tend to get impatient and aggressive while putting across their points. Some

others tend to elaborate their points and thus speak for a long time. Both behaviours score

negatively with evaluators.

The challenges a discussant faces in a group discussion are as follows.

1. How do you get across your point of view to the others successfully and without offending
anyone?

2. How do you earn the goodwill and friendship of others?

To overcome these challenges, successfully one needs good communication skills. These
skills help us communicate our ideas simply, clearly and in a pleasing manner. They also
make it easy for the evaluator to assess our manners, critical thinking and analytical ability.
So, how do we achieve this?

Use simple language and short sentences; you will be clearer and make fewer mistakes.
Speak slowly and to the point; you can be understood better.

Interpersonal skills also make communication with others easier. When you communicate
your message, it is not just your views that are conveyed to others. Your communication
reflects your attitude towards others.

Smile and make eye contact. Don't talk just to one person. Talk to the entire group. Speak
softly and nicely.

If you don't agree with someone, say, "I see things differently," or "Can we look at it in a
different way?" Don't say, "I disagree," or "You are wrong"; you will sound arrogant,
aggressive and make enemies.

Task 2: (a) It is very important to know when one should speak in a group discussion. Of the
following options, please tick the appropriate ones.

a. when everyone else is speaking

 30

b. when you have an important point to make

(b) Now, in the light of what we have discussed, cross out the ones that you think are
incorrect.

a. speaking simply

Good communication skills in a group discussion are about:

b. speaking elaborately

c. speaking firmly, yet softly

d. speaking coherently and clearly

e. linking others' points to your own argument effectively

f. using difficult words and jargons to impress others

h. speaking loudly

g. using only short phrases in order to save time

i. speaking harshly and rudely

j. using courtesy words and phrases like, thank you, please etc

k. listening to others carefully

1. showing positive body language through your posture

m. guessing what the other is trying to say in order to save time.

 31

Using simple language to put across your ideas is very important in a group discussion.
Simple language ensures that the idea you want to convey is clearly understood by others.
Look at the paragraph below. Do you think the language used is simple enough for the other
discussants to understand? Take a minute or two to rehearse and then present it in your own
words. Do not forget to simplify the language.

Good morning, friends. We have gathered here today to discuss an imperative predicament
that confronts our country; the problem of overpopulation. An issue that has numerous
facets, it must be explored comprehensively, analysed for solutions, and a consensus reached
for its apt implementation.

Task 3: Read through the list given below, and separate the dos from the don'ts.

a. Speak loudly.

b. Wherever necessary, get angry and show it through your words.

c. Use short sentences.

d. Use complex sentences.

e. Be quiet when someone else is speaking.

f. Wait for an opportunity to speak.

g. Raise your hand or say "I have a point... " in order to speak.

h. Speak loudly and aggressively the moment someone takes a pause.

i. Sum up right at the beginning.

j. Do not greet others to save time.

k. Speak very fast in order to present all your points quickly.

1. Maintain eye contact with only one person and never smile.

m. Try to maintain eye contact with the group and smile and be polite.

n. Be assertive by speaking firmly, but do not be aggressive by using rude words.

o. Link your ideas to others' ideas while speaking.

Leadership and Problem-Solving Skills

Who is a leader? What is leadership? Sometimes we consider someone with control and
power over a group as the leader of that group. It is right to assume that the leader has control
and power over the group members. But leadership is also about bringing a sense of harmony
in the group and motivating the members to achieve a common objective. In a group
discussion, a good leader influences the members and modifies their views. He/she is liked
 32

and respected by others. A good leader shows a clear objective, assimilates others' opinions
and leads by example.

Not everyone is a good leader. However, anyone can become a leader depending on the
context. For example, if the topic is computer software, someone with better knowledge of
computers becomes the leader in the group. When there is a fire, a fireman assumes
leadership.

For someone to become a good leader, certain skills are necessary. They are as follows.

skills of persuasion

skills of negotiation

interpersonal skills

ability to relate to others

problem solving skills

skills to assimilate and synthesise others' ideas.

Leadership quality is an important skill required in a group discussion. But that is not the
only quality employers look for in a candidate. Other elements like creativity, ability to
analyse, and team spirit are equally important.

Problem solving ability and analytical skills are very important for an employee. What is
problem solving ability? A problem is the actual state and the solution is the desired state.
Problem solving ability is the ability to resolve an issue of any kind. Since all of us have
different types of skills, our abilities to resolve problems will vary from topic to topic. Some
of us are naturally good at solving problems.

Good problem solving requires one to look at a problem from different angles. This helps us
analyse them logically and clearly, and come up with a creative solution. Therefore,
analytical skills are very important for problem solving. Problem solving is an important
aspect of leadership. It not only includes creativity and originality in identifying new
solutions, but also uses a systematic method and cohesion within the group to go through the
processes of identification, analysis, exploration of possible solutions, and finally choosing a
realistic and implementable solution. However, a good problem solver may not always be a
good leader. The two qualities are separately valued by recruiters.

Now, let us discuss the challenges to become a good leader.

Task 4: Let us discuss the following questions in groups.

1. How can one be a good leader? Can everyone become leaders?

2. How can one develop good problem solving or analytical skills?

If you are good at something which others are not familiar with, you are at an advantage to
 33

become the leader. So, sound knowledge of the area of discussion can always help you be a
leader. However, it is important to realise that leadership is not everything in a group
discussion. If you are a good communicator, natural at interpersonal skills, or a problem
solver, you will be appreciated as well. Remember not to try and force yourself to be a leader.
You might end up creating a bad impression.

The most important thing is to develop qualities associated with leadership. They are follows.

• Confidence
• Communication Skills
• Ability to make friends
• Ability to make firm
decisions

Whether you finally become a good leader or not, these qualities will certainly help you
become effective in your communication in a group.

Again, like leadership, you can develop your problem-solving ability too. For that, you need
to exercise your brain regularly. Remember, the more the brain is used, the more efficient it
becomes. How do you do it?

- Pose problems to yourself and try to solve them.

Read books on various kinds of problem solving. They will help you find solutions more
efficiently and quickly.

Present problems in a group. Even if you are not able to come up with complete solutions,
you can present your part of the solutions and listen to others.

Now, how do we solve a problem? We might suggest any of the following solutions.

1. Prevention may be the best solution to a problem. Think of ways to prevent the same
problem from arising again.

2. If a problem cannot be solved, the next best option is to reduce its intensity. Think of
suggestions to do so.

3. Sometimes, eliminating the problem from its roots is the best solution. This may have
some negative effects in the short term, but these effects may have to be endured for better
long-term results.

Let's look at an example:

If we take the example of a noisy classroom, how can one take steps to prevent the classroom
 34

from being noisy? Have a short discussion. Come up with your solutions.

Solution 1: You can, for instance, identify students who disturb the class, and ask them to
leave.

Solution 2: You could reduce the problem by ensuring that other classes are not disturbed by
the noise. Maybe the students could be sent to the playground.

Solution 3: Maybe you can redirect the energy in the class by providing alternative activities
which are less noisy like listening to soft music or reading novels.

Task 5: Answer the following questions.

1. Given below is a list of qualities. Which will you associate directly with leadership? Please
tick the appropriate ones.

a. persuasiveness

b. loud voice

c. smile and cheerfulness

d. ability to resolve conflicts

e. cooperativeness

f. ability to lead

g. ability to come up with new ideas

h. ability to assert

i. sharing

j. positive body language

2. Below are some duties that a leader is expected to perform. Why are they relevant for a
leader? Form groups of four each, discuss each point and write down your answers.

a. Outline the important issues or problems.

b. Encourage others to come up with suggestions and solutions.

c. Come up with new ideas.

d. Link others' ideas and organise them.

e. Persuade others to see your point of view.

f. Use positive language and body language.

 35

3. Which of the following would you associate with good problem solving? Tick the apt
choices.

a. Understand the problem clearly and identify the various issues involved. problems and give
them to others.

b. Make a list of all possible c. Show independence and initiative in identifying problems.

d. Give a solution based only on your observation.

e. Apply a range of strategies to the problem.

f. Use a strategy that has succeeded in the past.

g. Come up with creative and innovative solutions.

h. Use the same strategy to solve all problems.

i. Have the ability to solve a variety of problems or issues.

The Process of a GD

Prior to the study of the methodology and the various components of a GD, let us first
understand how a message flows in a GD:

1. A topic is declared beforehand, or a group is asked to choose a topic from the given ones.
Participants may get two to five minutes to think.

2. In the usual format, anyone may initiate the discussion but a particular candidate may also
be asked to express his/her views in brief, and others may follow him/her one by one so that
the members get acquainted with one another's stands.

3. In the same way, any one of the members may come forward and conclude the GD or the
participants may be asked to summarize it one by one.
 36

4. The group may be asked to decide the procedure of the GD mutually or it may be given to
them beforehand.

5. The discussion may take place on a topic to find a common solution to a given problem or
a case study.

6. In the modern age of rapid advancement of communication technology, GDs can also be
conducted through teleconferencing or video conferencing.

7. GDs may also be conducted in the form of a case study where participants are given a case
on a topic in written form. They study the topic carefully, think about its various aspects in
about three to five minutes, and then discuss it.

Topics for GDS

Abstract and Concrete

Topics given in group discussions can be broadly divided into two types:

1. Concrete and fact-oriented topics, which need factual content in com- bination with the
right perspective to be successful.

2. Abstract topics where you need interpretations and creative thinking more than facts. Here,
the perspective from which the interpretation is made and the themes you build into

The Use of Appropriate Body Language

Body language is a non-verbal communication signal that you, as a participant, transmit to

the other members of the group. Your body cues help others judge your confidence,
openness, composure, willingness to cooperate, friendliness, alertness, insecurity,
nervousness, positive or negative attitude, and so forth. Remember that you should not be
self-conscious about your non-verbal signals. 'Energetic outside but composed from within' is
the mantra that helps you exhibit positive body language.

The following sections will look at some of the important non-verbal pointers that you should
try to adopt.

Dress and Appearance

Dress and appearance matter a lot in creating a first impression even before you have spoken
a single word. You should be careful about your dress as well as your looks and follow these
tips:

Your dress should be sober, neat and well-stitched. It need not be costly new or of the latest
fashion as newly acquired clothes can make you self- conscious, cause discomfort and affect
your performance. A well-dressed participant feels confident.

Your footwear should be formal, polished and clean (and if you are a male) with fitted socks
drawn tight and not falling down.
 37

Your hair should be cut neatly in a style that suits your personality and should be properly
combed.

Your nails should be clean and well-kept.

Take care of personal hygiene, but don't wear an overpowering perfume that gives everyone a
headache!

Dark trousers with a light-coloured matching shirt and a sober tie is ideal formal attire for
boys. Girls may wear formal trousers and shirts or formal Indian attire. Avoid wearing jeans
and T-shirts

Eye Contact

Eye contact is the most important of all non-verbal cues in group discussions. When you are
speaking, you should remember that everyone in the group is equally important to you, so
give that impression to all the members. Make eye contact with everyone. When another
participant is speaking, you are supposed to look straight into his/her eyes (but don't stare or
make them uncomfortable). Good eye contact shows attentive listening. Moreover, when you
look in to the eyes of a speaker, there is always a chance that you can interrupt him if he is
going overboard.

Facial Expressions

First and foremost, you need to remember that a GD is a formal forum and requires formal
etiquette. Being polite is very important, and expressing that through facial expressions is
essential. Showing negative emotions like anger, irritation and frustration clearly send alarm
signals to the members, so avoid revealing them. Wear pleasant, warm, confident and
friendly facial expressions.

Hand Movements

It is not advisable to lean on the table or play with the things on the table. You should use
your hand relevantly and appropriately while speaking to the audience. But when someone
else is speaking, do not use hand movements for anything unless it is urgent. Don't touch the
other participants. Don't put your hands in your pockets or sit with your hands crossed over
your chest: these show defensiveness. Don't fiddle with things such as your pen, wristwatch,
bangle, buttons, tie or hair. Above all, don't point your index finger at others while speaking,
as it is considered very rude.
 38

Posture

Seat yourself comfortably and show

assertion in your posture, that ie. do not
throw your body forward or be rigid.
Relax your shoulders. Sit straight with
your head held erect and do not lean on
the table or any one side. Don't shake
your legs or sit with one leg over the
other knee.

Distance and Angles

Don't sit either too close or too far away from the person next to you. If you're sitting too
close, you are seen as aggressive and if you are too far away, you will be seen as a cold and
aloof person.

Voice Modulation

Pace

Speaking fast has two disadvantages. One, it blurs clarity, and two, it puts unnecessary
pressure on you. Speaking too slowly also has two disadvantages: It is boring to listen to
anything slow, and you will yourself lose the thread of conversation. So, maintain optimum
speed.

Pitch

Analyse the size of your group and size of the table and speak in an audible and pleasant
pitch. You should be heard clearly by all but you should not drown out everyone else's voice.

Tone

Tone refers to your approach and attitude towards the entire process, that you show through
your voice. The tone should be polite, pleasant and serious.

Pronunciation

Go through the section on pronunciation in Chapter 6. Don't 'eat up' syllables or words in a
sentence. For example, when you say 'preparation', take the time to pronounce all the
syllables, instead of saying 'prapration'.

Enunciation

Moderate speed, right pitch, appropriate tone, and intelligible pronunciation give clarity, i.e.,
correct enunciation to the speech. Thus, finally, you should express self-confidence,
optimism, sincerity and a friendly personality through your verbal and non-verbal
communication. While appearing before the group remember that your first impression on
 39

them is extremely important and to make an effective first impression, being courteous,
helpful, polite, well dressed and assertive is very important.

Here's a quick look at the important do's and don'ts in a GD.

Do’s Don’ts
Seat yourself comfortably. Be in a hurry to start talking discussing
Listen to the topic carefully. Be silent.
Organize your ideas before speaking Dominate vocally/physically.
Speak at the earliest opportunity. Assume the role of the chairman.
Be polite. Take an extreme stance.
Identify your supporters and opponents. Enter into an argument.
Allow your supporters to finish their arguments. Make value judgements.
Keep track of the time. Look at the faculty.
Share time fairly Shout at inert participants.
Listen to others' points. Move excessively in your chair or lean on the
table.
 40

2.3 Conduct a GD on the relevance of Conservation of Biodiversity.

Given below are some topics for group discussion. Divide them into the
concrete and abstract types and see how many points you can build for each of them.

Comments:

1. All the world is a stage.

2. Black is beautiful.

3. Deforestation is harmful.

4. Working mothers are better equipped to bring up children.

5. Marriages are made in heaven.

6. The ceiling is high.

7. Beauty lies in the beholder's eyes.

8. The sky is blue

 41

Module 3
Reading Skills
3.1-Skimming-Scanning-scientific reading-locating main points-Reading for writing-
evaluating a text- note making

What is Reading?

"The Education of a child is imperfect unless he is equipped with the ability to read, to
decipher, to interpret and understand the contents of the reading material". -R.S. Trivedi

Reading is a process whereby a reader brings meaning to and gets meaning from print. This
implies that readers bring their experiences as well as their emotions into play in order to
derive meaning from text. Reading for meaning is the activity we normally engage in when
we read books, journals, newspapers etc. It involves looking at sentences in a text and
understanding the message they convey, in other words, making pause of a written text.
Reading is thus an active process. When we read, we do not merely sit as passive receivers of
the text. We also draw or help us guess what the text will pay next. Thus, reading may be
defined as a multifaceted and layered process in which a reader by actively interacting with
the text, tries to decide what has been encoded by the writer/author. In this process the learner
establishes a meaningful communication with the writer. Thus, reading is an interactive
process. It is purposeful, selective and text based. The reading speed varies according to
one’s purpose in reading and the content of the text. It involves complex cognitive skills.
Someone has called it a ‘psycholinguistic guessing game’ as it involves guessing, inferring
and predicting the coming events based on the given situation.

Reading like listening is a

decoding process. But it is a
very complex process involving
many physical, intellectual and
often emotional reactions.
Reading involves the recognition
of graphic symbols, the
correlation of these with formal
linguistic elements such as
words, phrases, sentences and
paragraphs as well as the
correlation of these with
meaning.

Aims of Reading

Cultivate interest in reading for information and leisure

To stimulate thought and expression.

 42

To enrich the reader's vocabulary.

To develop the power of comprehending English in the written/ printed form.

To develop a taste for language and literature.

STAGES OF READING

In the process of reading, the learner passes systematically through the

following stages:

• Perception and word recognition

• Comprehension
• Evaluation and reaction
• Application

Perception and Word Recognition

This stage of reading is also known as mechanical aspect of reading or ‘reading on the lines.
While going through this stage, the reader first or the concept of the word is formed in his/her
mind with the association of form, sound and meaning of the word altogether. This
recognition of word is based on our past experience. A skilled reader recognizes the word as
a whole instead going through each syllable like the beginner reader. Sometimes the
advanced reader comprehends the meaning of a phrase/sentence without going through each
word separately. At times a word or phrase acquires another meaning in a different context.
The word ‘rational’, for example, besides its general use, is used in mathematics in a special
sense.

Comprehension

In the second stage of reading, we go deeper into literal meaning of the material read. Thus,
comprehension requires the abilities of critical thinking and reading. Besides literal
comprehension, interpretations are essential for higher order of reading. Interpretation takes
the reader beyond the printed page by requiring him/her to put together ideas which the
author has not explicitly related to one another in the text. As an outcome of this process, the
reader is able to process information and draw conclusions.

At critical level of comprehension, the reader considers the relevance, authenticity and utility
of a factual material. For example, if the readeris looking at a novel, he/she evaluates the
logic of a character’s behaviour in comparison with his/her own experiences or own
observation of characters in other works, e.g. novel or story.

Interpretative and critical levels of comprehension is also known as reading between the
lines. Creative reading level of comprehension uses divergent thinking skills to go beyond the
earlier discussed levels of comprehension: literal, interpretative and critical reading. At this
 43

stage the reader tries to come up with new or effective alternative ideas, solutions etc. to
those presented by the author. He/she goes beyond the described situation and creates new
situations on the basis of his own experience, inference and imagination. This stage of
comprehension is also known as ‘reading beyond the lines’.

Evaluation and Reaction

While comprehending the text, the reader goes on determining the utility, appropriateness and
reliability of the information and ideas received. A good reader should always go on
evaluating the events, ideas, characters or intentions of the author. At the same time, he/she
goes on reacting ideally to the material read. For example, if an author justifies the need of
freedom of every person in modern times, as a reader of this text, I may react that freedom
should also go along with certain responsibilities, and both should have their place for the
development of the individual and the society. Higher level of comprehension must always
lead to the development of evaluative capacity and appropriate reaction, among the reader,
towards, the material read. Evaluation and Reaction should be the bye product of critical and
creative reading.

Application

The final stage of any reading activity should evolve in the application of acquired
knowledge, ideas, experience, skill, attitude and values in one’s own life. Whatever positive
reactions a person has formed while reading the material must become the part and parcel of
his/her personality. Any reading activity should be considered fruitful only if it brings the
desirable changes in the readers’ thoughts, feelings and actions. The goal of any fruitful
reading activity should be the transformation of the personality of the reader by assimilating
the positive ideas and values, and applying the same in his/her day-to-day life.

Reading Strategies Write your answers in the space given below.

Intensive reading 1) What are the four levels of comprehension?
You read the text slowly, word by word and ............................................................................
sentence by sentence because your aim is total ............................................................................
or near total comprehension.
.......................................................
The aim of intensive reading is to arrive 2) Describe the third stage of reading process,
at a detailed and thorough understanding
i.e. evaluation and reaction.
of the text. It involves the learners working
through short passage and examining it ............................................................................
closely and in detail. The material for
intensive reading is chosen with a view ............................................................................
to developing the student’s power ................................................................
of judgment and discriminative reading
of interpretation and appreciation.

Students learn to read with careful attention and concentration.

 44

Extensive reading

It is possible to read the same text in different ways. For example, someone who wants
to know what a new movie is about may skim a film review whereas someone who
is a student of media studies and is learning how to write film reviews may read the same
film review intensively because his/her purpose is to understand how reviews are written.

To be a good reader, you should be able to employ the most appropriate reading strategy that
matches your purpose of reading. In the sections below, we will discuss each of the common
reading strategies in greater detail.

Skimming

You read fast, often skipping words, sentences, sometimes even paragraphs that are not
important and try and get an overall understanding of the text. Skimming is a strategic
reading technique of reading to get the main ideas of an article that allows you to read more
in less time. This can be helpful in previewing a passage to decide if it's worth reading

How to Skim To skim effectively, there must be a structure to get the information you need
without reading every word.

1. Read the first few paragraphs in detail to get an idea of what will be discussed. Once you
understand what the reading will be about, read only the first sentence in each paragraph

2. Decide if the rest of the paragraph is worth the read, then skim through looking for
important information like dates, names, events, etc.

3. The final paragraphs contain a conclusion or summary; you should stop skimming and read
in detail.

Skimming is a technique to grasp the main ideas of a passage, the overall comprehension will
be lower than reading in details.

Scanning

Similar to skimming, scanning is a technique used to look for specific pieces of information
in the text. This is a birds-eye approach of looking for information with the goal to locate
particular facts.

Scanning is looking quickly through a text in order to find a specific piece of information.
The information that you are looking for may be a number, a name, a figure, a word, the
meaning of a word, the part of speech of a word, etc. To scan a text, you pass your eyes over
it and stop when you locate the piece of information you are looking for. You will find this
strategy very useful while consulting reference books in a library, while consulting a
catalogue, etc.
 45

There are many ways to read selectively to get an idea for a text. Skimming and scanning,
both of which can be an important first step in approaching a dense or difficult text.
Skimming or scanning first can help you retain more information as you read more closely
later. They are also especially helpful tools in your preliminary research process.

Task 1: Study this table and answer the questions below as quickly as you can.

Year Winner Runner up Player of the final

1975 West Indies Australia Clive Loyd
1979 West Indies England Viv Richards
1983 India West Indies Mohinder Amarnath
1987 Australia England David Boon
1992 Pakistan England Wasim Akram
1996 Sri Lanka Australia Aravinda de Silva
1999 Australia Pakistan Shane Warne
2003 Australia India Ricky Ponting
2007 Australia Sri Lanka Adam Gilchrist

A. ……………………has won the world cup five times.

B. …………………...has been in the final three times without winning it even once.
C. ..…………………, …………….……and ………………..have entered the final
twice, but won it only once.
D. Australia has entered the final………………………………times.
E. David Boon was the player of the final in 1987 world cup.

2. Scan the text below and answer the questions.

Is Chocolate good for you?

You often hear people saying that chocolate is not good. Is this true?

Many believe that chocolate decays your teeth. True, because it contains a lot of sugar.
However, it can also prevent tooth decay. The husks of the cocoa beans from which
chocolate is made contain an antibacterial agent that fights plaque.

Chocolate can also fight heart diseases. Some studies have shown that if you eat chocolate
three times a month, you will live almost a year longer. If you eat too many, you will gain
weight and will become obese. If you have excess weight, you run the risk of heart
diseases.

Dark chocolates are considered to be better than milk chocolates. They help to increase the
levels of HDL, a type of cholesterol that helps prevent fat clogging arteries.

A. Why is chocolate bad for your teeth?

……………………………………………………………………………..
 46

B. Chocolate is made from two important ingredients? They are sugar

…………………………….
C. Chocolate is also good for health. In what ways?
…………………………………………………………………………………………
…………………………………………………………………………………………..
D. If you eat too much of chocolate, you will gain height.

TRUE

FALSE

The Scientific Method in Reading

The scientific method is the process of objectively establishing facts through testing and
experimentation. The basic process involves making an observation, forming a hypothesis,
making a prediction, conducting an experiment and finally analysing the results. The
principals of the scientific method can be applied in many areas, including scientific research,
business and technology.
Steps of the scientific method
The scientific method uses a series of steps to establish facts or create knowledge. The overall
process is well established, but the specifics of each step may change depending on what is
being examined and who is performing it. The scientific method can only answer questions
that can be proven or disproven through testing.
Make an observation or ask a question. The first step is to observe something that you
would like to learn about or ask a question that you would like answered. These can be
specific or general.
Gather background information. This involves doing research into what is already known
about the topic. This can also involve finding if anyone has already asked the same question.
Create a hypothesis. A hypothesis is an explanation for the observation or question. If
proven later, it can become a fact.
Create a prediction and perform a test. Create a testable prediction based on the
hypothesis. The test should establish a noticeable change that can be measured or observed
using empirical analysis. It is also important to control for other variables during the test.
Analyse the results and draw a conclusion. Use the metrics established before the test see if
the results match the prediction.
Share the conclusion or decide what question to ask next: Document the results of your
experiment. By sharing the results with others, you also increase the total body of knowledge
available. Your experiment may have also led to other questions, or if your hypothesis is
disproven you may need to create a new one and test that.

Reading for Writing

Locating main points
When you read for academic purposes, you often look for important points. Usually, most
writers use different devices to signal the important points.

Here is a list of common signpost devices used by writers.

1. Indicating an important point

 47

• The most/main point/reason is...

• Another important point is...

• The second/third reason/cause was...

• Remember this:.

2. Sometimes, an important point or idea is highlighted using a highlighting device such

as using bold, italics or CAPITALS.

Above all, Comparing

• In comparison to...

As... as...

4. Important contrast or correction is usually expressed using some of these devices.

• However, ...

On the other hand,

Unlike...

But...

5. Expressing addition

• In addition,

• Moreover, ...

6. Expressing reason/cause

Therefore,

• As a result,

7. It is important to understand arguments and the conclusions that a writer arrives at.
Writers usually signal their conclusions using some of these devices.

• In conclusion,

• It can therefore be concluded that...

• We can conclude...

• We thus arrive at the conclusion that...

 48

8. While reading a text, you come across examples that illustrate an idea or a point.
Examples are usually not very important and you may often ignore them. However,
sometimes an example helps you to understand an idea better and remember the point.
Examples are signposted by phrases such as these:

• For example,

• Such as...

and are examples of

• For instance,

• A good example of this is...

Note-Making

The ability to read a given text critically is an essential component of academic reading.
Critical reading involves identifying and differentiating facts, opinions and arguments in the
text. Once you have identified these, you need to test their validity in relation to your own
knowledge and viewpoint, and if necessary, prepare counter arguments.

To read critically, you need to understand the main points in an argument. Note-taking is a
reliable way of doing this. Study the text below and the notes made on it. Notice the way the
main points and the sub-points are listed.

Computers

With a computer connected to the Internet, you can send electronic messages to other users
(this is called e-mail), hold electronic conversations, transfer computer files, or find
information on thousands of different subjects. In the modern times Internet is also used for
buying and selling goods. This is known as e-commerce or e-com in short. More and more
banks and financial institutions are encouraging their customers to do all their transactions
through the Internet. It is also possible to book tickets for travel to different parts of the
country through the Internet. The number of people connected to the Internet and the
volume of information going through it is increasing at an amazing rate. It is bringing
about a change in how and where people live and work; people are beginning to work from
home, order shopping, visit library, choose and watch videos, all through the Net.
 49

Notes

1. Computer applications

*e-conversations

*e-mail

* file transfer

* info search on many subjects

* e-com

* e-banking

* e-booking for travel

2. Computers revolutionizing life & work from home, people

* work

* watch videos

* shop

* visit library

Task 2. Study this text on family structures make similar notes on it.

Families

There are many types of families. The smallest family is that of two persons such as a
husband and wife, a parent and a child, or a brother and a sister. Such units are different
kinds of nuclear families. Nuclear families usually consist of parents and their children.
However, it can include adopted children too. When a person from such a family gets
married, another nuclear family is formed.

In practice, however, no nuclear family is totally independent or isolated. In most societies

the extended family is the norm. What is an extended family? The term extended family
refers to any family that extends beyond the nuclear family. This type of family includes
grandparents, aunts, uncles, or cousins. For example, when a married couple lives with the
husband's parents or grandparents and shares their household, the nuclear family becomes
an extended family.

Another type of family, quite common in the West and fast emerging in India, is the
modified extended family. When couples marry, they live separately from their parents but
still maintain close ties with their families. They call each other, visit each other often and
help each other whenever necessary.
 50

A fourth type that was common recently in India but is fast turning out to be rare is what is
called the joint family. In such a structure, parents, children and grandchildren, uncles,
aunts and cousins live under the same roof as a single family. The joint family system is
not common in most parts of the world.

Task 3: From the passage on the pros and cons of drinking ten, make an attempt to find
answers to the questions given below.

i. Has tea been a popular drink around the world?

ii. Which are the major tea producing countries?
iii. Is there a way to avoid kidney stones which could be caused by drinking black tea/adding
iv. How does tea control cholesterol?
iv. Do you know a word for 'tea' in three different languages?
v. Can tea be described as a great thirst quencher?

Pros and cons of drinking tea

For centuries, tea has been a popular drink in several parts of the world. Of late, it has
gained popularity around the world, which prompted Ishan, a first year degree student, to
look into the pros and cons of drinking tea.

Pros:

1. Tea contains small amounts of vitamins: Vitamin C in green tea helps to treat flu 2 and
common cold. Moreover, it has been seen that polyphenols in tea increase the number of
white blood cells in our immune system.

. Tea is a rich source for minerals: Polyphenols found in tea may reduce plaque, which
lowers your chance of cavity and gum diseases. Tea also contains fluoride that helps
protect against tooth decay. Fluoride is extracted from the soil by the tea plant. This
identified mineral also strengthens bones and prevents osteoporosis.

3. Tea is a rich source for antioxidants: Tea contains antioxidant compounds that help the
body fight harmful free radicals. It is believed that harmful free radical can lead to cancer
and heart disease. Tea also contains flavonoids that restrict the build-up of cholesterol and
help with blood vessel functionality.

4. Tea prevents Dehydration: Tea provides a good source of fluid intake that replenishes
lost body fluids. Doctors recommend that it is vital to drink at least 1.5 liters of fluid a day.
Tea is low in calorie and it is a great thirst quencher.

Cons:

1. Tea contains caffeine: Caffeine is a stimulant. Tea can thus be addictive. It is considered
to be able to stimulate the same pleasure centre in the brain associated with cocaine or
heroin addiction. It has also been associated with altering one's mood.
 51

2. Other health concerns: If you drink a lot of black tea, it may raise your risk of kidney
stones. However, adding milk to it or taking a calcium supplement may reverse this effect.
It is also known to inhibit iron absorption. As a result, it is not a good beverage for people
suffering from anaemia.
 52

3.2/3.3-Amartya Sen: More Than 100 Million Women are Missing-Part I

More Than 100 Million Women Are Missing

Amartya Sen

About the Author

Amartya Sen is a world-renowned economist, scholar, philosopher and author. He has done
groundbreaking research in a number of areas, including social choice theory, political and
moral philosophy and decision theory. Awarded the “Bharat Ratna,” the highest honour given
by the president of India, Sen’s work in economics has also been recognized with a Nobel
Prize. He has been president of the American Economic Association, the Indian Economic
Association, the International Economic Association and the Econometric Society.

Sen is Lamont University Professor and professor of economics and philosophy at Harvard
University. Until recently, he was master of Trinity College, Cambridge. Earlier, he was the
Drummond professor of political economy at Oxford University and a fellow of All Souls
College. Prior to that, he was professor of economics at Delhi University and at the London
School of Economics.

Sen has researched and written books in a number of wide-ranging fields, including
economics, philosophy, decision theory and social choice theory. His work has covered
welfare economics, theory of measurement, development economics, moral and political
philosophy and the economics of peace and war. Sen’s books, which have been translated
into many languages, include The Argumentative Indian; Identity and Violence: The Illusion
of Destiny; Rationality and Freedom; Collective Choice and Social Welfare; On Economic
Inequality; Poverty and Famines; Choice, Welfare and Measurement; Resources, Values and
Development; On Ethics and Economics; The Standard of Living; Inequality Re-examined;
Development as Freedom; and The Idea of Justice.

Born in Santiniketan, India in 1933, Sen studied at Presidency College in Calcutta, India and
at Trinity College, Cambridge. He is an Indian citizen.

Introduction

"More Than 100 Million Women Are Missing" is a notable essay by Amartya Sen, originally
published in The New York Review of Books in 1990. In this essay, Sen addresses the issue of
gender imbalance in population statistics, particularly in Asia and parts of North Africa,
attributing the disparity to gender discrimination.

Sen argues that the difference in the expected versus actual number of women in the
population (given natural sex ratios at birth) can be explained by systematic neglect and
discrimination against girls and women. This includes factors such as inadequate healthcare,
nutrition, and education, as well as more direct forms of gender-based violence and
infanticide.
 53

More Than 100 Million Women Are Missing

It is often said that women make up a majority of the world's population. They do not. This
mistaken belief is based on generalizing from the contemporary situation in Europe and
North America, where the ratio of women to men is typically around 1.05 or 1.06, or higher.
In South Asia, West Asia, and China, the ratio of women to men can be as low as 0.94, or
even lower, and it varies widely elsewhere in Asia, in Africa, and in Latin America. How can
we understand and explain these differences, and react to them?

Part 1

At birth, boys outnumber girls everywhere in the world, by much the same proportion— there
are around 105 or 106 male children for every 100 female children. Just why the biology of
reproduction leads to this result remains a subject of debate. But after conception, biology
seems on the whole to favour women. Considerable research has shown that if men and
women receive similar nutritional and medical attention and general health care, women tend
to live noticeably longer than men. Women seem to be, on the whole, more resistant to
disease and in general hardier than men, an advantage they enjoy not only after they are forty
years old but also at the beginning of life, especially during the months immediately
following birth, and even in the womb. When given the same care as males, females tend to
have better survival rates than males.

Women outnumber men substantially in Europe, the US, and Japan, where, despite the
persistence of various types of bias against women (men having distinct advantages in higher
education, job specialization, and promotion to senior executive positions, for example),
women suffer little discrimination in basic nutrition and health care. The greater number of
women in these countries is partly the result of social and environmental differences that
increase mortality among men, such as a higher likelihood that men will die from violence,
for example, and from diseases related to smoking. But even after these are taken into
account, the longer lifetimes enjoyed by women given similar care appear to relate to the
biological advantages that women have over men in resisting disease. Whether the higher
frequency of male births over female births has evolutionary links to this potentially greater
survival rate among women is a question of some interest in itself. Women seem to have
lower death rates than men at most ages whenever they get roughly similar treatment in
matters of life and death.

The fate of women is quite different in most of Asia and North Africa. In these places the
failure to give women medical care similar to what men get and to provide them with
comparable food and social services results in fewer women surviving than would be the case
if they had equal care. In India, for example, except in the period immediately following
birth, the death rate is higher for women than for men fairly consistently in all age groups
until the late thirties. This relates to higher rates of disease from which women suffer, and
ultimately to the relative neglect of females, especially in health care and medical attention.
Similar neglect of women vis-à-vis men can be seen also in many other parts of the world.
 54

The result is a lower proportion of women than would be the case if they had equal care—in
most of Asia and North Africa, and to a lesser extent Latin America.

This pattern is not uniform in all parts of the third world, however. Sub-Saharan Africa, for
example, ravaged as it is by extreme poverty, hunger, and famine, has a substantial excess
rather than deficit of women, the ratio of women to men being around 1.02. The "third world"
in this matter is not a useful category, because it is so diverse. Even within Asia, which has
the lowest proportion of women in the world, Southeast Asia and East Asia (apart from
China) have a ratio of women to men that is slightly higher than one to one (around 1.01).
Indeed, sharp diversities also exist within particular regions— sometimes even within a
particular country. For example, the ratio of women to men in the Indian states of Punjab and
Haryana, which happen to be among the country's richest, is a remarkably low 0.86, while the
state of Kerala in southwestern India has a ratio higher than 1.03, similar to that in Europe,
North America, and Japan.

To get an idea of the numbers of people involved in the different ratios of women to men, we
can estimate the number of "missing women" in a country, say, China or India, by calculating
the number of extra women who would have been in China or India if these countries had the
same ratio of women to men as obtain in areas of the world in which they receive similar
care. If we could expect equal populations of the two sexes, the low ratio of 0.94 women to
men in South Asia, West Asia, and China would indicate a 6 percent deficit of women; but
since, in countries where men and women receive similar care, the ratio is about 1.05, the real
shortfall is about 11 percent. In China alone this amounts to 50 million "missing women,"
taking 1.05 as the benchmark ratio. When that number is added to those in South Asia, West
Asia, and North Africa, a great many more than 100 million women are "missing." These
numbers tell us, quietly, a terrible story of inequality and neglect leading to the excess
mortality of women.
 55

Module 4

Writing Skills
Writing skills are an important part of communication. Good writing skills allow you to
communicate your message with clarity and ease to a far larger audience than through face-
to-face or telephone conversations. You might be called upon to write a report, plan or
strategy at work; write a grant application or press release within a volunteering role; or you
may fancy communicating your ideas online via a blog. And, of course, a well written CV or
résumé with no spelling or grammatical mistakes is essential if you want a new job

Good writer goes through certain processes which lead to a successful piece of written work.
He/she starts off with a plan and thinks about what is to be conveyed and when. After writing
the first draft, the writer is constantly reviewing, revising and engaging in the creative
process. In this process the writer goes through the following stages:

• Planning

• Translating

• Reviewing/Editing.

Planning

Before putting pen to paper, a good writer always tries to answer the following questions:

• What subject matter, format and style should I select for my writing?

• Who is supposed to read this?

The planning stage is also known as the prewriting stage. While writing, the plan need not be
strictly adhered to. As an author goes on writing, the plan may change slightly according to
the mood of the writer or on the demand of the composition. In real life, writing normally
arises out of a genuine need to communicate something to somebody but in the classroom
that need has to be created in such a way that students are motivated to write on their own.

Translating

Here, translating means putting one’s thoughts into appropriate language and style, i.e.
finding the right words and sentences as well as choosing the right style of presentation. For
example, sometimes in a few sentences while illustrating his/her point of view the authors
used to provide appropriate examples. Few authors provide the main central idea in the
concluding sentences or at the end of the paragraph. The chosen form of writing may be
prose or poetry. If it is prose, its format may be essay, story, letter, dialogue, one act play, 49
Reading and Writing Skills biography or autobiography etc. The style of presentation may be
descriptive, reflective, critical or creative. Thus, the first draft of writing is prepared as per
plan.
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Reviewing/Editing

This may be regarded as post-writing stage. Many good writers keep reviewing their work as
they write. From writing the first draft to the stage of editing one needs much rethinking and
reorganization of ideas and language. The writer has to adopt a reader’s perspective here and
assess whether the ideas expressed and language used in the composition are easily
comprehensible to the reader. At this stage, good writers add or delete the content or
linguistic expression according to the demand of the subject matter or the requirement of the
reader. The process of monitoring is in operation right through the above three stages of
composition. As we plan, we monitor our ideas; while drafting, we monitor the other
mechanisms including punctuation, vocabulary and grammar. Reviewing and editing are also
forms of monitoring.

4.1-Resume-Cover Letters-Letter-Formal-Informal-Email writing

Letter Writing
LETTER-WRITING is an important channel of communication between people who are
geographically distant from one another. In earlier times when the telephone and e-mail were
not available, the only means of communication between people was through letters.

Letter-writing is a skill that has to be developed. In general, there are two types of letters:
formal, that are written to convey official business and information and informal, which are
personal letters to communicate with friends and family. Formal letters are sent out when we
need to write to various public bodies or agencies for our requirements in civic life. For
example, we might have to ask for a certificate or to inform a change in our address. A letter
is usually one in a series of exchanges between two people or parties.

Formal Letters
Let us now examine some of the steps in writing formal letters.
1. Introducing oneself if it is the first time you are writing
Referring to an earlier letter if you are responding to it.
2. Stating the purpose of the letter
3. Stating action/information required from the addressee
4. Explaining action taken/supplying information
5. Urging action to be taken
6. Offering assistance in future
This is the basic structure of a letter. It will have to be modified according to the purpose
for which it is written and the person to whom it is addressed.

When you write a letter you should keep in mind the following points.
Purpose
Person to whom it is addressed
Tone you should adopt
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Action required
Conciseness of expression
We have so far considered the content of letters. A letter also has a typical format.
Name and address of sender
Companies have printed letterheads with the name of the company printed on them. A
letterhead may also carry the name and designation of persons in responsible
positions.
Name and address of addressee
Date
Mode of address or salutation
Salutation is the mode of addressing a person. We may have the following forms.
Dear Sir/Madam (when we are writing to a total stranger whom we do not know
at all).
Dear Mr/Ms/Dr/Professor + Surname as in: Dear Dr Sinha, (when it is a formal
relationship with the addressee and the writer does not know him or her personally).
Dear Sujata (when the writer knows the addressee personally and the two share a
semi-formal relationship).
Reference to previous correspondence, if any.
Most official letters carry a subject line just above the salutation. This is for quick
reference to the subject.
Content of letter
The content of the letter begins on the next line and is arranged in two or three
paragraphs.
Complimentary close and signature
Letters usually end politely with the following phrases: Thank you, with regards,
with best wishes, Hope to see you soon, Hope to receive an early reply etc. The
complimentary close is followed by ‘Yours sincerely/ Yours truly’, and the writer’s
signature in the next line.
Given below is an example of the format of a formal letter.

Manager,
Customer Services
Vijayanagar Gas Company 121,
Ameerpet Hyderabad 500 016

12 November 2023

Mr Sharath Thomas 801,

Vijay Apartments Begumpet
Hyderabad 500 016

Sub: Your application No. F323 for a new gas connection

Dear Mr Thomas, ——————————————————————————

———— ——————————————————————————————

With regards,
Yours sincerely,
Ritu Patel
(Signature)
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Nowadays all the parts of a letter are aligned on the left. This style is called the Full-Block
style.
The date and signature are very important in letters.
We do not use commas after every line in the address.

Do not begin your letters with hackneyed expressions like, ‘With reference to your letter
dated 10 January’. Instead, use personalised variations like, ‘I was glad to receive your letter
of 10 January…’ or ‘We were happy to note from your letter that the goods have reached
you safely…’

Never end your letters with hanging participles like ‘Thanking you’ or ‘Awaiting your reply’.
Instead write, ‘Thank you’ or ‘We/I await/look forward to your reply’.

Informal Letters

Informal letters include personal letters. If it is a personal letter the format is flexible. We might
just write the name of our city on top, followed by the date.

The flexible format of the informal letter may also be used to seek information from
concerned authorities. Given below is an example.

Given below is the format of the informal letter.

Hyderabad

12 November 2023

Dear Sujata,

—————————————————————————————— ————
—————————————————————————— ————————
—————————————————————— ————————————
—————————————————— ————————————————
—————————————— ————————————————————
——————————

Bye,

Yours affectionately/With love/ All the best/Take care etc.

(Signature)

Your address (but not your name) usually goes in the top right- hand corner, but may go on
the left too.
The name and/or job title (if you know them) and the address of the person you are writing
to goes on the left.
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To address someone whose name you do not know you can write: Dear Sir, Dear Madam,
Dear Sirs, Dear Sir/Madam.
To address someone by name, use their title and surname
e.g. Dear Dr Balakrishnan.
To end a letter, use ‘Yours sincerely’, if you have addressed the person by name; ‘Yours
faithfully’, if you have begun the letter with ‘Dear Sir’ or ‘Madam’, etc.

Task 1: Practice the following letter patterns.

1.You have not received your Roll Number card for the Class XII examination. Write a letter
to the Registrar, Examination Branch, CBSE asking for it.
2. Write a letter to the President, Residents’ Welfare Association of your locality suggesting
some measures that could be taken for solving the problem of water scarcity and conserving
water.
3. Write a letter to the editor of a newspaper expressing your views on the deteriorating law
and order situation in your city.
4. Write a letter to your friend narrating your experiences in a rescue operation.
5. Write a letter to the Editor of a magazine describing a dance performance you have seen
or an art gallery you have visited.
Task 2: Look at the 2 columns below and match each word in column A to its equivalent in
column B, then write 1 phrase or sentence for each. There might be more than 1 equivalent.
An example has been given.

A (informal) B (formal)
can’t wait in reference to
about would be able to
tell furthermore
can please / would you
say inform
answer mention
also would like
want look forward to reply
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Cover Letter and Résumé

Hundreds of candidates compete for the good jobs. Employers often shortlist the candidates
by just reading their cover letter and résumé. Therefore, it is important for you to make your
first impression through the cover letter and the résumé that you send them. It is through
these that your prospective employer gets to understand you. It is as though the employer
meets you much before you meet them

With a good cover letter, you can impress the employers and make them invite you for an
interview. Generally, a cover letter conveys the following.

* the purpose of your letter or email the nature of the job you are interested in

* your understanding of the job requirement

* skills you possess to successfully perform the job

* Let us look at an example of a cover letter.

Letterhead 72, New Residential Area

candidate's name Andamukkam
and contact Kollam-691001
information Mobile phone: 9866750001
Email: [email protected]
Date
27 April 2024

Sender’s Executive Manager

Head Office
Contact
Zion Telecommunications Park Street
Information Thiruvananthapuram-695004 Subject and
Salutation
reference line- not
Subject: Executive Trainee Position- 2/03/2013 a necessary
Employment News component but
gives the content of
Beginning of the Dear Mr Arora,
the letter and is
Letter
Lam a graduate from the Indian Institute of relevant if you are
Must be catchy, Technology (IIT), Mumbai, with a degree in responding to a
interesting and Telecommunication System Engineering. I wish to specific ad or
informative work as an executive trainee in your organization. notification.
An outstanding organization promotes young people
who have energy and talent, but lack experience.
I rate Zion Telecommunications as one such company.
Regarding my abilities to work with you, my records, I
hope, speak for themselves:

Body of the
letter
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* I graduated with one of the highest CGPAs from the

Department of Electronics and Communication
Engineering at IIT, Mumbai.

* I worked on two projects on networking solutions

with some of the most eminent researchers in the field.

* My networking solutions secured first prizes in two

leading tech-fests of the country.

I am keen to be involved in networking projects; my

area of specialization. I believe that I am a good team
player and am confident that given an opportunity I
will prove to be an asset to your company.

I would like to take this opportunity to tell you that I

secured a market-oriented job with a leading IT
company during our campus recruitment last month.
However, I am very keen to work in my area of
interest, with one of the best companies in the field.

My attached résumé, I believe, will clearly illustrate

my abilities and the potential to work with your
company. I down

May come to Thiruvananthapuram and talk to you? I

can be contacted on my mobile or through email.

Thank you, A Suitable

close Try to
Sincerely, seek an
interview or a
Dinesh Kumar meeting.
Elicit
Encl: résumé
response
Let us look at each part of the covering letter.

1. Letterhead: The candidate's name and contact information are mentioned here.

2. Date: Mention the date that the letter was sent on.

3. Subject: It conveys the content of the letter.

4. Reference line: It is relevant only if you are responding to a specific advertisement or

notification. Both subject and reference lines are optional parts of a cover letter.
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5. Salutation or greeting: This establishes a good relationship with your employer. You may
use dear sir/madam or dear (name of the person).

6. Beginning of the letter: This is a very crucial part of a cover letter. Give a catchy and
interesting introduction about yourself.

7. Body of the letter: Give a description of your qualification, work experience strengths.
and your

8. A suitable close: Try to seek an interview or appointment with the employer. You can also
express your expectation of a response from them.

Task 1: In groups, discuss the following.

a. What is a good way to introduce yourself in a cover letter? b. How can one highlight their
achievements in the cover letter without seeming boastful?

c. What does an employer look for in a résumé?

You could read out a summary of your discussion in class.

It is important that you provide your contact information with your latest mobile number and
email in the covering letter. That enables the prospective employer to get back to you. Let us
look at how we can draft a covering letter.

First, provide the date and start with a warm salutation. You could use any of the following.

Dear Mr Peters,
Dear Ms Iyyer,
Dear Mrs Kamal,
Dear Sir/Madam,
Dear Manager,
Dear Professor Shaji,

If you are not sure about the name of the person, use Sir/Madam.

If you are responding to an advertisement or a mail, give the reference details as indicated in
the sample letter. If you wish to inform the reader of your exact intentions, provide a subject
line. Both these are not very essential and can be omitted if you wish.
The beginning of your letter is very important. A good beginning increases your chances of
being taken seriously. First, introduce yourself. Then, highlight your strengths. For a good
beginning to your letter, make sure you do the following.

* state what you want

* identify your specializations
* be simple
* be precise
If possible, show that there is a match between your skills and the requirements of the
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organization.
The body of the letter, or what follows after the introductory paragraph, is the most vital part
of a covering letter. It is here that you interest them to read more. Ideally, you should be able
to do the following.

* highlight your qualifications

* Communication Skills in English
* state your experience and the nature of the work you have done before
* describe your strengths
* explain how your prospective job and current qualifications match

It is important to be brief in what you say. Do not write too much about your strengths,
Choose the most significant qualities that can be highlighted. Refer to your résumé and
summarise the significant points. It is a good practice to find out as much as possible about
the company and the job you are applying for. This will help you make a comparison
between the job requirement and your qualifications. For clarity and precision, use bullet
points for vital information. The intention of your cover letter is to seek an opportunity to
meet your prospective employer. Be sure to ask for an interview at the end of your letter.
Observe in the sample letter how Dinesh Kumar seeks an interview.

While closing your letter, remember to sound positive and confident. It is important to sound
polite, and not rude or aggressive. Here are a few common forms used in the Indian context
while signing off a letter.

Thanking you,

With regards,

Regards,

Yours sincerely,

Sincerely,

Yours truly,

At the end of the letter, print your name. Leave enough space between the closing line and
your name so that you can sign in between. Your signature proves that it is you who has
written the letter.

Task 2: Imagine that you are applying for a job. Write a cover letter and share it with your
group. Compare the different cover letters in your group to see which expressions and styles
are better.
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The covering letter is accompanied by a

résumé. A résumé is a statement of your
background, experience and
achievements. A prospective employer
can read it, reflect on it and assess it
carefully, it clearly shows whether you
are suitable for a job A résumé forms the
basis for your first evaluation. Together,
these documents often decide whether
you will be called for an interview.

A resume or a CV (Curriculum Vitae, meaning the curriculum of your life) is a summary of

your academic and work histories. See the sample given below.

Pavan Verma

Room 5/12 # 202, Mittal Building

Priyadarsini Hills PO II Cross, II Main,
Mathikere
Kottayam Bengaluru-560 054
Kerala-686560
Phone: 03222-283356

Summary of Skills and Experience

*Professional knowledge of IBM mainframe concepts

* Excellent communication skills and a good team player

* Two years' experience as a software engineer

Educational History

2005: Master's degree in Technology (M. Tech)

Telecommunication Systems Engineering

Mahatma Gandhi University, Kerala.
CGPA: 8.8/10.0

2003: Bachelor's degree in Electronics & Telecommunications

Engineering (B. Tech)
Indian Institute of Technology, Kharagpur
Score: 8.1/10.0
Professional Training

Work Experience
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2005-present: Working as Software Engineer with SFC (I), Hyderabad.

Technical Skills

Hardware: IBM ES/9000

Languages: COBOL, JCL, SQL, FORTRAN, C

Operating System: MVS/XA, MVS/ESA, WINDOWS, MS-DOS

Others: ISPF, TSO, VSAM, File-Aid, SuperC, Xpeditor

Project Handled

Client: Xerox Corporation Rochester, New York

Duration: 2004-2005

Team Size:15

Environment: IBM ES/9000, COBOL, VSAM, JCL, IMS DB/DC

Role : Module Leader

Tool Used: SuperC, Xpeditor, File-Aid

Contribution : Coding, reviews, unit testing and date rollup testing

References

1. Professor XYZ

Address:

Phone number:

Email ID:

2. Mr ABC

Address:

Phone number:

Email ID:
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A résumé should provide the following information:

*contact details

* objectives

* career summary

* work experience

* skills

* education

* references

It should be remembered that your résumé should be modified depending on what the
prospective employers are looking f Therefore, design your résumé to suit the demands for.
of the job. Provide information relevant to the job at hand.

While an interview is often the final step to landing a job, the résumé is the first step. Often,
people write a résumé as if they were filling up a form. When many people apply for the
same job, only a few stand out. How will your résumé stand out? Remember that your résumé
is your autobiography in miniature, as it gives a synopsis of your life history, your job
history, a list of your achievements and skills. Prepare it with care.

Task 3: According to you, what would be an ideal sequence in which information should be
presented in a résumé? If the most important information is to be provided first, then put the
seven bullet points given on the previous page in the right order.

1………………………………………………………………………….

2………………………………………………………………………….

3. …………………………………………………………………………

4…………………………………………………………………………..

5…………………………………………………………………………..

6. ………………………………………………………………………….

7. ………………………………………………………………………….
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It is a good idea to start with the most important points at the very beginning, and then,
follow it up with a short summary or overview of your strengths and achievements.

The headings you chose from each category depend on your choice, preference and area of
expertise.

Now let us discuss briefly the important categories in which information is to be provided.
Refer to the relevant sections of the sample as you read on.

Personal Details

State your full name first, in bold or upper case. Provide the address you want to be contacted
at. Employers are not supposed to discriminate on the basis of your gender, caste or religion.
So, your résumé need not contain such information, unless specifically asked for by the
employer.

This section of the résumé must contain the following information.

your name address where correspondence can be sent email address phone number

Summary of Skills and Experiences

Generally, this appears just after your personal information and contact details. This
summarizes your educational and professional experience in a short paragraph or in a few
bullet points. The summary of your skills and experiences should grab the attention of the
reader. It is very useful for the reader to get a bird's eye view of your career and work
experience.

Objective

A job/career objective gives your résumé strength and focus. It is usually placed at the
beginning of the CV. It pinpoints your area of specialization, thereby giving you an edge over
other potential applicants. Starting your résumé with an objective tells your employer what
you are looking for and the level of responsibility that you seek.

Education

In this section, discuss your educational background. Most employers expect to find the
information stated below:
degrees or courses you have completed
year of passing for each qualification
names of the institutes that you attended grades or divisions you achieved
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If you have no or very little work experience, they usual want to see these details beginning
with class X.

Work Experience
This should include details about al positions that you have held. You can also include the
work that you have done during your trainings or projects. Use verbs and positive language
when describing your work.

Skills

Skills acquired during your career can be highlighted separately. These would usually include
the following.

computer skills managerial skills language proficiency

any other specific skill that is relevant

When doing this, ensure that you emphasize relevant skills depending on the job you are
applying for.

Interests

How are your interests and hobbies related to the job offered? You may wonder how your
interest in playing football has anything to do with, say, a sales job. However, your
prospective employers may assess your personality and attitude by such trivial information.
You’re playing football may perhaps signify that you are a good team player. Perhaps your
interest in gardening implies that you are a patient person, who waits to see the results of hard
work. So, presenting your interests in a résumé often help employers judge you.

But always remember that you should be honest in what you say. If you have some hobbies
or interests, highlight them using positive language. Do not boast or talk about something you
don't know well. However, it is advisable to be brief.

References

It is good to include the names of at least two distinguished people or former employers who
know you and your work well. Include their current contact information. It is possible that
your prospective employer gets in touch with them and seek information about you your
qualifications, work ethics, dependability etc. Therefore, make sure that your referees are
aware that you have included their names. It is important that they are willing to write or
speak about you.
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Task 4: Write your résumé for two different jobs.

If you are a student of science, tailor your résumé for a job at

a. a research centre that specialises in your favourite subject

b. any manufacturing industry of your choice.

If you are a student of the arts, formulate your résumé for a job in

a. the field of education (includes universities, colleges and government agencies related to
education)

b. a non-governmental organisation (NGO) that works for a social cause of your choice.

Task 5: Use Microsoft Word's Résumé Templates to create a résumé. Make the same résumé
using the following Microsoft templates and observe the difference in the résumés.

Contemporary résumé

Elegant résumé

Professional résumé

You can use Microsoft Office Word Help (or the F1 key) to locate the Résumé Templates.
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Email Writing
Pre-reading task

Imagine that you work for a company and a major part of your job is to communicate with
people within and outside the organisation. Pick from the given list, the quickest and most
cost-effective method of communication that you would use in the following situations:

letter email telephone call texting fax telex

S. Purpose
No. Method of Communication

1 To inform your eleven teammates about a meeting

to be held that afternoon
2 To send a copy of a fifty-page business report to
your overseas partners for their opinion
3 To send a re-worked schedule of a seminar to
participants, the evening before the event
4 To give a quick update on the status of a project that
you are working on to your busy superiors
5 To provide product specifications to your potential
customers based in several countries across the
world
6 To plan a weekend getaway with three of your
colleagues

Which of the options given above did you choose the most? Why?

…………………………………………………………………………………………………
…………………………………………………………………………………………………

Introduction

In the age of information, developing good communication skills is of the utmost importance
to establish and maintain good professional relationships. As most of the communication,
with the advent of technology, is through written communication, therefore, it becomes
important to develop good writing skills to improve communication with our business
partners, colleagues, and friends. In this chapter, the three important components of written
communication i.e., E-mail, SMS, and Invitation writing will be taught to the learner.

Electronic mail, popularly known as e-mail, has taken over the conventional post or snail-
mail writing. It is important that one should write an e-mail in a convincing and
comprehensible manner to communicate effectively. One can develop the skill to write an e-
mail for professional communication if one learns the right way to do it. E-mail writing is
used to communicate with people for official and business purposes but now it is also used to
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communicate with relatives and friends

It is said that about one-third of the time an employee spends at his/her workplace is spent in
communicating. Prompt and cost-effective communication practices are the hallmarks of an
efficient organisation. Several person hours are wasted in using inefficient methods of
communication. Hence, it is not surprising that emailing has become the most preferred mode
of communication today, in the personal as well as official spheres.

Advantages of using email

Email correspondence has several distinct advantages over other means of communication.

Let us consider a few.

Emails:

* give almost instantaneous access to people all over the world

* are cost effective, as the service is free

* help save enormous amounts of paper a precious resource

* are more elaborate than texting and less cumbersome than business letters

* can be used to communicate with several people simultaneously

* provide a written record that can easily be accessed at anytime

* can be used equally effectively for both desk-to-desk and long-distance communication

* make it possible to attach voluminous documents.

Creating an email id

The first step in setting up an email account is to visit the website of an email service
provider and to create an email account with a unique email id. If the id is to be used for
professional purposes, it should satisfy the following criteria:

* It should carry a part of your name.

* It should be short and easy to remember.

* It should not be funny or outlandish.

Examples of official email ids:

[email protected] [email protected]
[email protected]
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Task 1: Go through the following list of email ids and tick those which are suitable for

official use

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

Features of email

The email service is designed to address the varied and challenging needs of today's business
organisations. Most services include common features that have been created to tackle
several eventualities in communication. You need to learn to use each of these features
correctly in order to make your communication more effective. Let us now explore a few key
features of email and learn how to use them.

Address slot

Once you have set up an email account and created an email id for yourself, you can start
using the service to communicate with your contacts. The first thing to do is to gather the
email ids of your contacts and save them. If you intend to send the mail to more than one
person, you can also use the CC and BCC options.

CC and BCC

If you need to keep several people informed of the content of your email, you can use the
main address slot for the first receiver and the CC (Courtesy Copy/Carbon Copy) feature for
the rest. When you click on CC, an additional slot appears where you can type in the email
ids of the persons to whom you wish to mark copies of the mail. The email ids typed in this
slot are separated by semi-colons. This feature is useful when you want to communicate with
a number of people.

Another feature available is the BCC (Blind Courtesy Copy/Blind Carbon Copy). The
difference between CC and BCC is that when you use BCC, each receiver is unaware of the
fact that the other receivers have been sent copies of the mail. This feature comes in handy
when you do not wish one receiver to know that another/several others have been sent copies
of the mail.

Subject line

The next slot on the email page is the subject slot. This is where you type in the subject line
of the email. The subject line should be short and crisp and cover the main purpose of the
email. Inaccurate and abstract subject lines lead to a waste of time at the receiver's end.
 73

Further, badly written or absent subject lines create problems if the mail has to be accessed at
a future date.

While drafting the subject line remember to:

* state the reason for the email in brief

* focus the subject line on the information being given/sought or the action desired

*be as specific as possible

* pre-fix or suffix subject lines of all the emails related to one project with a common code
for easy retrieval

* avoid vague and cryptic subject lines

* avoid using an 'urgent' notation in your subject lines, unless the matter requires top priority.

Some sample subject lines

Information on travel arrangements - study tour 2013

Complaint regarding shortfall of office supplies

Request for re-scheduling of board meeting

Medicon 2012-Instructions for participants

Directions to reach Tech Seminar venue

Task 2: Form appropriate subject lines for emails written for the following purposes:

S.No. Purpose
Subject line
1 to write an email to the chief guest at your college
annual day 'Fiesta-2014, briefing him about the
events scheduled for the day
2 to write an email to the HR Manager of a company
you are applying to, requesting him/her to re-schedule
the interview
3 to seek clarification by email on a set of instructions
given to final year students by your college placement
officer
4 to congratulate your lecturer on her receiving the best
lecturer award from the principal
5 to apologise to your friend in writing for having
misplaced a book that he had lent you
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Salutation

Users often have a few common doubts about the salutation to be used in an email. The
following pointers can prove useful: You can address your friends and acquaintances in your
personal emails with 'Hi... or 'Dear.....'

In official emails, stick to 'Dear Mr ... / Dear Ms..., unless the receiver indicates otherwise
with his/her own usage.

Use 'Hi......... only if the receiver has used it in his/her mail while writing to you.

Address your official contacts with their proper titles such as 'Dear Dr Sen' or 'Dear Professor
Shastri’.

Take care not to use 'Mr' with the first name. Use it only with surnames or full names. For
example: Dear Mr Saxena / Dear Mr Gaurav Saxena and not 'Dear Mr Gaurav'

It is preferable to use 'Ms' for ladies to avoid paying undue attention to their marital status.

Use 'Dear Sir/Madam' or 'To whom it may concern', if you do not know the name of the
person to whom you are writing.

When writing to a group of people, use 'Dear all', 'Dear teammates' or 'Dear members the
club' etc.

Body of the mail

The following are some useful tips to help compose the main body of emails:

* Structure and format your emails appropriately and keep the matter brief and to-the- point.

* Write the main body of the email in sharp bulleted points, if possible, in order to enhance
clarity.

* Use grammatically parallel structures within the bulleted points.

* Use active voice instead of lengthy passive constructions.

* Use attachments, if the matter is extensive, instead of cluttering the email.

* Mention the attachment/s in the main body of the email.

* Avoid using unexplained abbreviations and annoyingly trendy acronyms such as asap, eod,
eow, btw etc.

* Check the tone of your mail for rudeness and redraft if required; use 'please' and 'thank you
whereever necessary.

* Do not use all caps to type a part or whole of your message. This is called 'flaming' in email
parlance and considered rude.
 75

* Use language that is 'you' focussed, rather than 'I' oriented.

*Avoid using outdated expressions such as 'do the needful and oblige', 'for your kind
perusal/attention', 'attached herewith' etc.

* Spell check and grammar check your emails.

* Maintain basic punctuation, as it enhances intelligibility.

* Follow common rules of capitalisation.

* Avoid using emoticons, fancy colours and decorative fonts in official mails.

Task 3: Rewrite the following bulleted points making them grammatically parallel in
structure:

(Hint: Mimic the grammatical structure of the first point in all the others.)

* Draft the minutes of the meeting and mail them to all the delegates.

* A copy of the agenda must be attached to the mail.

* You must request the delegates to approve the minutes.

* I want you to mail a copy of the approved minutes to the Managing Director.

*The approved draft of the minutes must be filed for future reference.

Sign Off

The following are some oft-used expressions for signing off emails:

Best wishes Regards Warm regards Sincerely

Note: Avoid using expressions such as 'Yours faithfully', 'Yours sincerely', or 'Yours truly' in
emails. These are more suited to business letters.

Signature line

It is a good practice to create an official signature line for yourself and use it for every official
mail that you send. The signature can include the following details:

Your full name

Your designation
The name of your organisation
Your contact details.
A link to your organisation's website (optional)
A quotation you find that reflects your personality and beliefs about work(optional)
 76

Format

Sample E-mail
 77

Task 4: Go through the following email carefully and re-write it making corrections where
necessary.

From: [email protected]

To: [email protected]

Cc:[email protected]; [email protected]; [email protected]

Bcc:[email protected]

Subject: room booking May 20 at 12:38 pm

Hi Mr. arun

You are informed that there are some changes in our tour prograemme and we would like
you to note the following details:

WE ARE ARRIVING ON 23 INSTEAD OF 22.

There will be 13 members in our group instead of 11 as indicated earlier.

ARRANGE FOR 2 EXTRA SINGLE ROOMS.

we are arriving by flight instead of by train. Will send flt details by eod.

Provide transport from airport to hotel at 10. Reply to mail asap. I will be greateful if you
please do the needful and oblige.

Best of wishes
Your's faithfully S
ameerullah Naseer
Assistant manager
Tesco International
Bengaluru

Mob: 2345672201
www.tescointernational.com

Task 5: Compose well-structured emails for the following situations.

1. You have been working on a plan for a day-long 'Save Paper - Awareness Campaign' to be
held on your college campus. Write an email to your college principal detailing your plan.

2. As the captain of your college cricket team, write an email to your teammates asking them
for an update on their preparations for an upcoming tournament.

3. Write an email to the local representative of a courier company to complain about the non-
receipt of a parcel.
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4. Imagine that you are the cultural secretary of your college. Compose an email to invite all
the heads of departments to a cultural event to be held on your campus, attaching the detailed
programme schedule.

5. Write a job application to the Manager of a departmental store, applying for the post of
Assistant Manager.
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Unit 4.2 Article Writing

Article Writing

An article is a piece of writing that is written

centred around a theme or topic and aimed at
spreading awareness or communicating a message
to the readers. An article is a long form content
written on a particular topic to be published online
or offline, ie, in newspapers. So, to be able to write
a proper article, it is important to know what is
asked to be written about and how to articulate
your thoughts into words to make appropriate
content.

The aim of writing an article can

be varied-
* Spreading awareness about a
recent incident
* Writing for promotion
* Spreading awareness about a
social issue
* Sharing an Opinion about an
issue
* Persuading the readers about a
topic
* Writing an informative piece
on a specific topic

But whatever the purpose for

which the article is written, there
are some preliminary essentials
which you need to be well-
acquainted with before starting
your actual piece.
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Format

Example
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Task 1: Prepare Articles on the following topics

1.“Grow more trees to reduce pollution”. Write an article in 150-200 words on the topic
given above for your college magazine.

2. By 2050, India will be amongst the countries which will face acute water shortage. You are
highly alarmed and terrified of the future world without water. So, write an article on “Save
water- are we doing enough?” for the local daily in 150-200 words

3. Recent floods in many metropolitan cities of the country during the monsoon season laid
bare the hollowness of the claims of the civic authorities of their preparedness. The poor had
to bear the brunt of the problem while no one was ever held accountable. Write an article in
150 – 200 words on the common man’s woes during the monsoons and the need for
accountability of the officials concerned. You are Sumit/Smita Verma
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Unit 4.3-I Report Writing

II. Write a report about the science exhibition conducted by your department.

Report Writing
The word report is derived from Latin word ‘Repertoire’ which means to bring back an
account of ascertained facts. A report can called a communication based on facts and
evidences. It contains information or analysis of a particular topic or situation and can give
recommendation if needed. According to C.A. Brown, “A report is a communication from
someone who has some information to someone who wants to use that information”. Keeping
in view the situation in hand, anyone can write a report if the person has a command over the
language. But if a newspaper correspondent covers an event of the organisation and writes
a report on his own, it is called as a press report and when an organisation sends
the matter for publication on its own accord, prepared by its own staff, it is
called a press release or press note.

Types of Reports

On the basis of the purpose, frequency or the subject, reports can be broadly categorised into:

1. Periodic and routine reports: we write these reports to record the routine matters
periodically, these may be submitted daily, weekly, fortnightly, monthly, quarterly, bi-
annually, annually. These are usually written on prescribed performs and do not contain
recommendations.

2. Informative reports: These reports contain facts or ideas in an organised form without
giving any conclusion or recommendation.

3. Interpretive reports: These reports include analysis, conclusions and recommendations

along with facts. It needs an expertise in the area to write this type of reports.

Format of Reports

Depending on the type of report, reports can be written in Memoranda form, Letter form,
Manuscripts form, Printed form etc.

Pre-requisites of good report writing:

1. Purpose of the report: First of all, the report writer should know clearly the purpose and
the scope of the subject that is being reported. It is better to understand the background,
interest and level of the target audience. This is due to the reason that it may not be
understood by non-specialists.

2. Collection of material: Usually data have to be collected for writing a report. Besides
utilising library resources, internal records of the organisation, questionnaires, observations
and personal interviews may be used.

3. Organising the material: The material collected has to be organised in a systematic way.
 83

it can be done chronologically or according to importance. Sometimes a combination of

various orders of organisation is used.

4. Brief outline: Before starting to write, it is better to make a brief outline of the report. It
can serve as a table of contents of your report.

5. Actual writing of the report: It is the last step. Firstly, make a rough draft and then revise
it. The language used in the report should be clear, lucid and grammatically correct.

Format of a magazine report:

1. Heading– A descriptive title which is expressive of the contents of the report.

2. By line- Name of the person writing the report. It is generally given in the question.
Remember, you are not supposed to mention your personal details in your answer.
3. Opening paragraph (introduction) – It may include the ‘5 Ws’ namely, WHAT, WHY,
WHEN and WHERE along with WHO was invited as the chief guest.
4. Account of the event in detail- The proper sequence of events that occurred along with
their description. It is the main paragraph and can be split into two short paragraphs if
required.
5. Conclusion- This will include the description of how the event ended. It may include
quote excerpts from the Chief Guest’s speech or how did the event wind up.

Format of a newspaper report:

1. Headline- A descriptive title which is expressive of the contents of the report.

2. By line- Name of the person writing the report along with the designation. It is generally
given in the question. Remember, you are not supposed to mention your personal details in
your answer.
3. Place and date of reporting- It is generally not mentioned in a magazine report
separately, but here, it is.
4. Opening paragraph- It includes expansion of the headline. It needs to be short as it is a
general overview of the report.
5. Account of the event in detail- It is generally written in two parts: First, complete account
of what happened in its chronological sequence (preferably) and second, the witness remarks.
6. Concluding paragraph- This will include the action that has been taken so far or that will
be taken. It is the last paragraph.
Example 1 -Magazine Report on Science Symposium held at MMD College, Nashik –
Report
By Amit/ Amita Raazdan, Editor of the College magazine
MMD College, Nashik,
recently organised a A symposium was organised on 1 March 2018 in the College on the topic
science symposium on “Effect of Pollution on Quality of Life”. All the science students were a part
the topic: ‘Effect of of the elucidative programme. The event stared with the felicitation of the
pollution on quality of guest speakers. Thereafter, the participants were espoused by Sh. Suraj
life’. You are
Prakash. He acquainted them with the objectives and goals of the workshop.
Amit/Amita Raazdan,
editor of the school The resource person Dr. Hari Om Gupta reflected his profound knowledge on
magazine. Write a the topic and highlighted how important it is to curb the menace of pollution.
report on the event for An exalting demonstration of effects of pollution on our lives galvanized the
your college magazine. engrossed participants. After the lunch break Dr. K.K. Arora, Resource
Person, exhibited the possible steps that can be undertaken at the personal
level to reduce pollution. It was followed by another session on the basic
concept behind pollution reduction which triggered the young minds into
thinking innovative ways. The informative workshop culminated with a vote
of thanks proposed by the head of the science department.
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Example 2 -Newspaper Report

Write a newspaper Ten Killed in Himachal Accident

report on a Bus
Rajeev, Reorter, TANS
Accident taking ideas
from the following Thursday, April 04, 2024
hints:
The people were killed and 25 injured when a private bus skidded
Shimla, April 4, Bus off the road and fell into a gorge in Himachal Pradesh’s Chamba
skidded, Chamba district Monday morning, police said. This is the third major road
district, Koti village, 10 accident in Chamba district in less than a month. The accident took
place in Koti Village, about 22 km from Chamba town where it
killed, villagers, 25
was headed to. Superintendent of police Madhusudhan told TANS
injured, third incident,
over the phone from the spot. He said the injured were admitted to
mini truck accident, a the zonal hospital, some 450 km from state capital Shimla. The
pickup van fell into the dead were mainly men and belonged to nearby villages.
gorge
Last month, 32 members of a marriage party were killed when
their mini-truck rolled into a 500-metre deep gorge near Sherpur
village, some 50 km from Chamba.

On the same day in the other accident, a pick up a van carrying

employees of a private company executing a hydropower project
fell into a gorge near Bharmour, 65 km from Chamba, killing nine
people on the spot.
 85

Task 1: Prepare Reports

1. You are Karan/ Kirti of L.M. Memorial Public College, Dwarka. Your college has
adopted a village as a social responsibility. Students are being taken to teach the
children of that village on a regular basis. Write a report, for your school magazine,
on the various other programmes organized there in 120-150 words.

2. Cultural Society Sunshine College, Nellore organised an adult literacy camp in its
neighbourhood. Write a report in 150-200 words on the camp for your school
newsletter. You are P.V. Sunitha, Secretary. Use the following clues: no. of
volunteers – hours spent in teaching – location of the class – chairs, blackboards – no.
of people attending the camp - its benefit.

3. You are Sandhya/ Sohan an active member of the Animal Lovers Club which works
for the welfare of animals by preventing cruelty to them. Recently you visited
Mahatma Gandhi Animal Care Home. You were pleasantly surprised to see the good
treatment given to the animals. Write a report in 150-200 words on your visit. You
may use the following points: injured dogs and cats – abandoned pets – very old
animals – all very well cared for – well-equipped medical room – veterinary surgeon
– green surroundings.
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Module 5
Presentation Skills

5.1 Planning-Preparing-Practicing-Presentation

5.2 Barriers to Effective Presentation- a model presentation-Methodology-body Language-

Professional ethics

5.3 Prepare a presentation on environmental issues based on any movement.

Introduction

Making presentations will always be a part of your career. Therefore, you should pay special
attention towards honing effective presentation skills. Many organizations today are asking the
candidates to make a presentation about themselves during the interview session. This chapter
will teach you how to structure and deliver a presentation.

What is a presentation? It is a developed, organized and well-prepared talk or speech that makes
use of suitable aids. Presentations are of three kinds, depending on the time given for
preparation:

1. Impromptu
2. Extemporaneous
3. Seminar presentations

Impromptu presentations are those where the time given for preparation is minimal.
Extemporaneous presentations are the ones where the time given for preparation is adequate.
After adequate preparation, you can outline the speech and prepare lecture notes and presentation
aids, practice the presentation and then deliver it with ease.

Seminar presentations are those where sufficient time is given to write a research article that can
be read out to the audience using suitable presentation aids. Let us now look at the format of
 87

presentations. A presentation includes five phases and each phase is associated with a set of
skills related to it. These are:

Planning- Preparing- Practising- Presentation- Evaluation

Planning

Planning involves comprehensive understanding of a few vital points. The first and foremost is
adequate information about the audience and understanding their expectations. The speaker
should try to find out the following about the audience:

Educational background
Age group
Occupational background
Linguistic and cultural background
Size
Gender distribution

Based on these facts, the speaker can gauge their basic attitude and know. ledge of the subject. It
is also necessary to comprehend the strengths and weaknesses of the audience, so that the
speaker can address their strengths and ignore their weaknesses. Depending on the context, the
speaker can manipulate the situation to his/her advantage.

The speaker should also keep in mind the audience's ability to listen and grasp the matter, lest
after the entire presentation, s/he should realize that the presentation was futile. Last, but very
important, is their number, so that the speaker can be prepared in many ways, like readying an
adequate number of copies for handouts or any other material the speaker would like to distribute
among the audience. After spending some time exploring the audience, you will get to know
their knowledge of the subject of your presentation.

After a complete understanding of the audience, it is necessary to know the purpose of the
audience in attending that presentation. There are generally two major purposes for which a
listener listens to a presentation. They are:

1. To seek information

2. To make a decision after listening to the presentation

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The speaker also has to consider the purpose of the presentation. It might be to provide
information or persuade the audience about something. The speaker should build the strategy to
match both his/her purpose as well as that of the audience.

Another vital aspect of preparation is awareness about the time given for presentation and the
expectations of the organizers. The speaker is supposed to know the time duration given much
before the actual preparation, and plan accordingly.

Preparing

Once the speaker has analysed the audience and their purpose of attending s/he should begin to
prepare the presentation. If it is an impromptu presentation, there isn't enough time available to
access any presentation, the knowledge sources. The speaker should then depend on his/her
memory alone. In this case, the following steps should be kept in mind:

Step I

The speaker should exercise his/her memory to gather all ideas concerning Step I with the topic
of presentation.

Step II

The speaker should organize all the points in a logical order. If it is extemporaneous, it is always
advisable to begin the preparation with adequate reading and gathering information regarding the
topic. Visiting all possible knowledge sources like libraries, Internet or even people visiting all
possible knowledge fields will yield fruitful results.

Step III

Finally, the speaker should decide the points s/he will highlight in the presentation. If it is a
seminar presentation, the speaker should do thorough research by visiting all possible knowledge
sources. She should collect any related literature, study what has happened in the field, conduct
research, record all findings and then begin to organize the presentation. This not only removes
confusion, but also helps the audience to understand the matter easily. It also helps the speaker to
retain ideas during the pressure of presentation while at the same time hold the attention of the
audience.
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Parts of a Presentation

Any presentation can be divided into three important parts for the convenience of the speaker
and the listener: the introduction, the body and the conclusion.

Introduction

The introduction should be brief, effective and should tell the listener what will be presented.
Thus, the speaker may start with a punchline, an anecdote, a quotation or a reference to a recent
event.

Main body

The main body of the presentation should proceed with logically arranged ideas. This covers
almost all the points the speaker intends to discuss. It has to be clear and brief. The speaker is
expected to use suitable presentation aids.

to make the presentation meaningful, clear and impressive. For any presentation, you can choose
from among the following aids:

1. PowerPoint slides

2. Handouts

3. Overhead projector slides (OHP)

4. Flip charts

5. Models charts

6. Real objects, viz. tool, specimens or microscopic slides that can be projected.

Visual aids add to the content of the spoken presentation and make the presentation in its entirety
more meaningful, interesting and effective. There are the advantages of using visual aids:

You do not have to worry about what you are going to say. Use effective titles, which properly
capture the main message of the visual aid.
 90

titles, and allow you to move around the room. Movement helps you to relax and adds energy to
your presentation. It also allows the listeners

follow you and pay closer attention to you. You can have good eye contact with your audience.
You can look at your audience all the time, except when you look briefly at your visual aid. This
will help them see your message as well as hear your message.

Your audience feels comfortable when you have planned well. Well-designed visual aids show
that you are prepared.

Selection of apt visual aids is a critical task that needs some thought.

Organizing the Main Body

The body of the presentation may be done in any of the following patterns or a combination of
more than one of them:

Chronological pattern-Chronological pattern is useful for a subject that has time as an

important factor. Thus, the sub-headings of this presentation will move along the time- line. For
example, narrating events which may be historical, social, political, cultural or scientific in
nature.

Spatial pattern-Spatial pattern is used while dealing with the description of a person, place,
thing or situation. It is useful while describing a scene or a location. A presentation in a spatial
pattern should follow a logical order

Cause-effect pattern-Cause-effect pattern is generally used while presenting a matter that deals
with problems, issues and debatable topics. You can speak about causes, intensity, present
situation and possible solutions.

Topical pattern-Topical pattern is used in most presentations which do not come under any of
the previous categories. The pattern follows a logical and thematic order. Depending on the
context, the speaker may choose to present the most familiar and obvious idea, and then lead the
audience to more difficult and com- plex ideas, or vice-versa.

Conclusion

approaches the conclusion stage, the speaker is supposed to ensure that the audience has
followed the presentation properly. For this, she should sum up the presentation. The
 91

conclusion should also be as impressive as the introduction. Thus, you should use the same
techniques to close it effectively.

Organising the Presentation

The approach to a presentation change depending on the type of presentation information of an

informative presentation is to make the type of presentation the speaker provides. The speaker
should conduct an activity, The brainstorming or a question-answer session to gauge the
audience activity, understanding. The speaker should arouse interest in the information and
present a bird's eye view of the major points in the introduction

For a persuasive presentation, the approach should be slightly different. A persuasive

presentation has a specific expectation from the audience. As a speaker, you might want to
convince your audience about an idea, to take a decision, to act according to your advice, or to
advise somebody in turn.

For this, you must study the audience's attitude closely, their current approach and understanding
of the matter. As it is essential to visualize the outcome, do a pilot presentation for a trusted
person who can give you valid feedback.

The introduction to the presentation should motivate the audience and prepare them for the rest
of the presentation. Then, you should present a strong argument along with examples, relevant
statistics, expert testimony and test cases to convince the audience. Conclude the presentation by
taking the audience's feedback. The conclusion should leave them favourable about the course of
action proposed by the speaker.

Non-verbal items like tables, graphs, pie charts, bar diagrams and flow charts are particularly
useful for presentations. Non-verbal items not only reduce your burden of remembering too
many things, but also make the presentation effective.

The four major advantages of using a non-verbal item are:

1. Large quantities of data can be represented easily in one format

2. Clearer than written text

3. More effective as it has a visual impact

4. Comparing and contrasting are possible at one go

 92

The conclusion should be made interesting by adding one important application line or specific
information along with representing the entire presentation at a go.

Practising

After you have finished drafting your presentation, take some time to practise it. Rehearsing
helps to check your speed with respect to the amount of time you will get for the presentation. It
gives clarity and confidence to the speaker and helps him/her perform better. Every individual
may experience stage-fear and nervousness while making a presentation. Rehearsing helps
reduce this. You can rehearse in front of friends/people who can understand the content of the
presentation.

Prepare a presentation on the backwaters of Kerala. You have to trace the history of the way the
backwaters have been used by people, describe it briefly and explain why it has been a lifeline
for the state. Decide on the various visual aids you will use to achieve the best impact. Make a
list of the topics you will discuss and note the ones that you will use and how. You can also
include items like tables, flow charts and pie-charts. Use the various styles of presentation
discussed earlier in this chapter.

Presentation

On the day of the presentation, the speaker should reach the venue well in advance and study the
physical surroundings. The presentation aids and the arrangements should be checked well in
advance. Familiarize your- self with the place and move around a little in the room. Then start
your presentation. While making the presentation, the speaker has to remember that the attention
span of the audience is limited. S/he should keep track of the audience's attention throughout.
Whenever he observes any deviation, s/he should act immediately to bring it back with attention-
gaining devices like revealing a surprising fact, showing a visual, asking a question and trying to
establish a personal rapport with the audience.

Non-verbal Communication During a Presentation

The non-verbal dimensions of a presentation are as important as the verbal dimensions for
making an impact on the audience. These elements are

representative of the speaker's attitude towards the audience and show how confident the speaker
is with his/her skills.

The following non-verbal cues must be given close attention during any presentation.
 93

Eye contact with the audience: The speaker should maintain eye con- tact equally with
everyone in the audience-this holds the attention of the audience and also helps the speaker
understand the attitude of the audience.

Posture: Standing straight and distributing the weight on both legs is recommended, as leaning
on one leg or against a table conveys a negative impression. Movement on the stage: One may
move around but not so much that it is distracting for the audience. Use of hands: Free use of
hands indicates self-confidence and is therefore, advisable.

Facial expressions: A pleasant and composed facial expression also helps the audience listen to
the presentation comfortably.

Voice quality: This is also very important in making an effective presentation. Maintaining an
average speed of 150 words per minute is best. Too fast or too slow pace of speaking will have a
negative effect. The voice pitch expresses a person's emotional state. A high pitch indicates
excitement and nervousness. A low pitch indicates self-control. While maintaining a moderate
volume is suggested, this is best decided by looking at the size of the audience and the physical
surroundings. Audibility is the crux of the presentation. For the speaker to be intelligible, s/he
should stress on words and use proper intonation. If the speaker's pronunciation is intelligible,
clarity of articulation is ensured. The speaker should avoid using vocal segregates
like...er...um...', as they indicate lack of confidence and preparation.

Personal appearance: This is very important for making a good first impression on the
audience. It includes clothes, hair, jewellery and make-up. The speaker should match his/her
appearance to the occasion and be clean, well-dressed, and presentable.
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Aspect of Non- verbal Expected Conducts

Communication

Posture • stand straight but not stiff

• balance your weight evenly on both feet
• standing well helps diaphragm to produce air easily

Movement and gesture • too much movement is distracting, no movement at all is

boring and uncommunicative
• use movement and gesture to signal transition points or to
stress points of importance
• avoid meaningless gestures and repetitive
movements
Facial expression • your facial expression must match the message
• relax facial muscles, if you look nervous the audience will not
feel comfortable
• 10 minutes before starting, make sure the
tongue is relaxed
Voice • speak a little louder than you think is necessary
• speak a little slowly than you normally do
• use the voice as a communication tool, vary the speed, speak
slowlier in the introduction and conclusion, stress in points and
contarsts

Eye contact • look at people! eye contact creates relationship between the
speaker and the audience
• start and end with direct eye contact, looking round the whole
audience, don’t talk to the visual aids
• don’t focus the gaze at one section only; worse
to one person only, don’t dart the eyes quickly like a searchlight,
focus on one person or group for 1-2 seconds; then look at another
person or group

After the presentation is complete, you will have to face question-answer sessions. This is a
testing time if the speaker is not prepared or is a novice.
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Barriers to Effective Presentation

Fear

When a person stands before a huge gathering of people waiting to listen to a presentation, s/he
can naturally feel nervous. This nervousness plays a positive role as long as it makes the speaker
more attentive. But once it begins to take a toll on him/her, it may spoil the entire presentation

Lack of preparation

It is always advisable that the speaker plan everything in advance. Keeping a small piece of
paper handy and jotting down ideas is better than relying on one's memory. Preparation also
includes being ready for unpredictable problems with the sound system, visual clips, slides and
projector. If the speaker does not take these possibilities into account, the presentation might fail
due to a power cut or some other technical problem. Lack of preparation would also make the
presentation less impressive.

Beating around the bush

Some speakers beat around the bush instead of talking about the main idea. They give elaborate
examples and explain endlessly. Some speakers fail to present their ideas in a sequence.
Deviation from the main topic can drastically change the outcome of a presentation.

An effective presentation is one where the audience retains the key ideas after it is over. The
speaker can ensure this by taking the feedback of the audience through a question-answer
session, or by collecting it on