UNIT-3: COMMUNICATING CLEARLY

Understanding and Overcoming barriers, Active Listening; Persuasive Speaking and Presentation Skills

Meaning and Definition of Communication

Communication is the process through which people exchange their ideas, information, feelings or
thoughts with one another. This exchange or communication can be through speech, body language,
gesture, eye contact or symbols. The world communication is derived from the Latin word ‘COMMUNIS’
which means common.

According to Ferry and Franklin “Communication is the art of developing and attaining understanding
between people.

“Communication is transfer of information from the sender to the receiver with the information being
understood by the receiver”. – Koontz and Weihrich

The Process of Communication

Since communication is the process between two or more persons, there is a sender and a receiver. The
sender sends the message and the receiver receives it and understands it. It is the complete process of
transmission and exchange of facts, ideas, feelings and thoughts.

The process is made up of several components. These components are inter-related and form the model
of communication. The various components of the process of communication are:

1) Message: Message is a piece of information spoken or written to be passed from one person to
another. It is a subject matter of communication. It may involve any fact, idea, opinion, figure or
information. It comes in the mind of sender, speaker or communicator.
2) Sender: Sender is the person who sends or conveys the message. There is always a communicator or
sender in the process of communication. He may be an individual, a group or an organization. The
sender must have a clear picture in his mind about what he wants to communicate. For example, a
lecturer delivering a lecture in the class room is a sender of a message.

3) Encoding: When an idea comes in the mind of the sender, he puts it in a manner in which the receiver
may understand it. Giving a thought a form of language which can be understood by the receiver is
called encoding.

4) Communication Channel: Channel is the means or medium of communication by which a message is

transmitted to the receiver. After encoding the message, the sender chooses the method to give
information to the receiver. It can be written, spoken, through sign or body language.

5) Receiver: Receiver is the person who receives the message. Without the receiver the process of
communication is incomplete. He may be a listener or reader or viewer of the message. He not only
receives the message but understands it and gives feedback.

6) Decoding: Decoding is the process of translating an encoded message into understandable language.
The receiver converts the symbols, words or signs received from the sender in his own easy language to
get the complete meaning of the message.

7) Feedback: Feedback is the receiver’s response to the sender’s message. It is the last but important
element in the process of communication. It is the reversal of the communication process where
receiver becomes the sender and the sender becomes the receiver. It helps the sender to know that the
message has been received and understood by the receiver in a manner it was sent to be understood.

8) Noise: It is any form of obstruction in the communication process, whether physical, psychological,
organizational, etc.

Types of Communication
Language is the most powerful tool of communication. It is used to convey messages easily. There are
two types of communication:

1) Verbal Communication
2) Non-Verbal Communication
Verbal Communication
Verbal Communication: The communication done by using language or (words) is called verbal
communication. It is further divided into two parts:

a) Oral Communication
b) Written Communication
Oral communication

The term or word oral means anything related to the mouth. Oral communication is a form of
communication in which the message is transmitted in spoken form. In oral communication the sender
and the receiver exchange their ideas through speech, either in face to face conversation or through
some mechanical or electrical device.

The forms or the modes of the oral communication are - face to face communication, meeting,
conference, seminar, radio, T.V., lectures, interviews, telephone etc.

Advantages of Oral Communication

i) It is faster than the written conversation.

ii) Oral communication helps in getting quick response from the receiver.
iii) It is more effective because in this process, the sender and the receiver share their ideas on
one to one basis.
iv) It is more effective because one can make gestures and use body language to convey the
ideas and feelings.
v) It is useful when the information has to be kept a secret between the sender and the
receiver.
 vi) It is useful when the receiver is illiterate.
vii) It is useful when some messages are to be given to a large number of people.
viii) It is more flexible because ideas and counter ideas can be exchanged and debated upon.

Disadvantages of Oral Communication

i) It may not be possible in areas where there are no means of communication available.
ii) It cannot serve as an authentic piece of record unless the conversation is recorded.
iii) It may fail in certain situations and create misunderstanding because of the immediate
response from the receiver where the sender and the receiver are in disagreement with
each other; such disagreements can lead to arguments.

Written Communication

The communication in which the information is exchanged in the written or printed form is known as
written communication. It is the most formal of all types of communication. Written communication is
transmitted by written words in the form of letters, reports, handbooks, memos, circulars, cards,
magazines, etc. and these days through e-mails. It is helpful to keep a record of communication with the
advancement of technology. These days scope of written communication has become global with the
availability of electronic means like e-mail and fax.

Advantages of Written Communication

i) Written communication is useful when the messages are of permanent nature.

ii) It is useful when the message is long and lengthy.
iii) It is helpful even when the receiver is in any part of the world
iv) It is useful when the message contains figures and pictures or data.
v) It is helpful when the message is difficult to transmit orally.
vi) It is useful for the receiver because he gets sufficient time to understand the message and
respond appropriately.
vii) Written communication is useful for keeping a record in the future.

Disadvantages of Written Communication

i) It may create confusion in the mind of the receiver and to clear that confusion there may be
a lot of to and fro exchange of information which may be time consuming.
ii) Once the message has been dispatched, there is little scope for amendments.
iii) If the written communication is poorly drafted, it may create misunderstanding and
confusion in the mind of the receiver.

Communication consists of basically four important skills:

1. Listening skill: Listening is an interpretative skill. In our daily life we listen to many words and
texts through T V, computer, internet, music-system, mobile phone and human interactions. We
spend our maximum time listening to others. Listening is usually done to obtain information,
 share experiences, solve problems etc. In organizations listening assumes more importance
because policies are framed based on the information gathered by listening to subordinates.
Good listening is an art that can be cultivated. A good listener knows the art of getting much
more than what the speaker is trying to convey. Good listening always demands concentration
of mind.
2. Speaking skill: The ability to speak clearly and effectively is very significant. Man is a social
animal and he maintains his social relations mainly through spoken language. He feels more
comfortable while expressing his views through speech only. It is very essential for a speaker to
make his message clear, meaningful and easily understandable to the receiver. A good speaker
matches his ideas with meaningful, relevant and impressive words.
3. Reading skill: Reading skill is the foundation of good communication skill. Reading skill refers to
the ability to understand written text. When a person comprehends or understands written
text and combines his understanding with prior knowledge, he may be called a good reader. A
good reader reads the matter with a purpose.
4. Writing skill: Writing skill is one of the significant parts of communication skills. It is purely
formal in nature. No organization works without written communication. Efficiency at work is
judged on the basis of written reports. All the projects are carried out by following written
instructions. Good writing ability plays a vital role in every profession. In all the fields,
professionals are required to write reports, memos, texts, manuals, instructions, circulars and
so on. Good writing skills are valuable assets at the work place. The good writers are more
intelligent, confident, capable and responsible. Good writing skills not only ease the
communication process in workplace but also leave positive effect on others.

Nonverbal Communication
The word nonverbal means communication without the use of words and language. Non-verbal
communication involves neither written nor spoken language but includes all the forms of
communication which occur without the use of words. It is a process of communicating message
through facial expressions and body language. Non-verbal communication is made through facial
expressions, eye contact, physical gestures, postures and head and body language.
Types of Nonverbal Communication

i) Kinesics (body language): is the study of body movements to judge inner state of emotions
expressed through different parts of the body. Our body movements express our feelings in
a subconscious way. Our facial expressions and eyes, postures and physical appearance
convey a lot of messages.
ii) Paralanguage (Voice Type): It is the study of quality and volume of voice. It refers to how a
person speaks. It stresses on how a person speaks rather than what he speaks.
iii) Proxemics (space distance): it is the study of how we use a space around to communicate
the message. It is the personal space language as kinesics is the body language. Four types
of distance of space is to determine the human relationship while communicating with each
other.
a) Intimate: Physical contact to one and half feet. Physical contact to a distance of one and
a half feet.
b) Personal: From one and half feet to four feet. From one and a half feel distance to
distance of four feet.
c) Social: From four feet to twelve feet. From a distance of four feet to a distance of twelve
feet.
d) Public: From twelve feet to infinity (range of eye sight & hearing).
iv) Haptics (Touch Language): It is a study of how physical contact or touch is used to
communicate the idea and feelings. Stroking, patting, shaking hands etc. play an important
role in human behaviour.
v) Chronemics (Time Language): The subject deals with the way people use time dimension or
time language. This time language is called chronemics. It involves the time dimensions
when we are communicating with someone. For, example, delay in reply to a personal or
business letter in the office shows the irresponsibility of the person and completion of the
task within a given time frame shows the sincerity or hard work of the person.
vi) Physical contexts: Physical contexts like room design, furniture, decoration, color etc.
convey a lot of meaning to our senses.
Advantages of Nonverbal Communication

(i) It is the natural and effective means of communication between two or more persons.
(ii) When verbal communication breaks down nonverbal communication serves the purpose.
(iii) It provides efficiency to the sender as well as receiver. We can transmit a non-verbal
message because the receiver can understand the message unconsciously.

Disadvantages of Nonverbal Communication

(i) Body language cannot convey the full message but only a part of it.
(ii) Some of the gestures vary (different) from one region to another.
(iii) Nonverbal communication is more difficult to understand.
(iv) In nonverbal communication, sometimes the gestures can be misunderstood.

FORMAL COMMUNICATION
Formal communication is the process of exchanging information between two or more persons by
following official rules, procedures, systems, formalities and chain of command in the form of written
communication such as notes, letters, memos, notices, reports and statements. It usually relates to
officially accepted activities. It travels through the senior most employees to the juniors. In this
communication, every member of the organization has a position or status. It is not necessary that it is
always in a written form. It can be verbal or through gestures.

Advantages of Formal Communication

(i) Formal communication is more efficient as it follows the rules.

(ii) It is considered to be authentic because all records are maintained.
(iii) It creates proper control and discipline in the organization.
(iv) It is permanent in nature as it can be used as reference for the future.
(v) It is systematic and easy to communicate with each other.
(vi) With this we can communicate with employees quickly.
(vii) It is very well coordinated, so all activities are done properly and easily through this
communication.
(viii) As it follows rules and regulations, there is very low possibility of mistakes in exchanging
information within the organization.
(ix) It is cost effective as these days all communication is done through emails or faxes. It is
transmitted instantly.

Disadvantages of Formal Communication

(i) It is time consuming.

(ii) There is lack of direct and personal relation between the top executives and the employees.
(iii) It is inflexible because there is a chain of command and the procedures have to be followed.
(iv) In such a system of communication, everybody has his own duty, so everything becomes
mechanical.
(v) It may create misunderstanding because the sender is higher authority and the receiver is
lower staff.
Informal Communication

Informal communication is the communication that takes place outside formal structures of the work
place. It does not have any formalities. This is based upon informal relations. Formal communication
networks will always be supported by informal channels. Informal communication is flexible and it
changes with the changing situations. Note that informal communication can occur in the same settings
as the formal communication, such as a manager may tell the employee something about his personal
life that is not meant to be recorded formally. Gossip is a form of informal communication. Some people
refer to informal communication as the ‘grapevine,’.

Advantages of Informal Communication

(i) It brings a sense of unity among employees of an organization when they meet to share and
discuss certain issues.
(ii) It provides feedback to the management.
(iii) The speed of this is remarkable for transmitting information as it goes from one person to
another instantly.

Disadvantages of Informal Communication

(i) It cannot always be taken seriously because it spreads or transmits information by word of
mouth or orally.
(ii) It does not carry the complete information as it is based on guess or one’s personal opinion.
(iii) It may distort the information as it is completely unofficial and its origin lies in hearsay.
(iv) In such a communication, there are chances of misinterpretation, as every member can
change information according to their own will and understanding.
(v) It does not assign the responsibility on anyone; in case of any misunderstanding.
(vi) There are the chances of leakage of information and it can damage the reputation or upset
the plans of the organization.

FEATURES/NATURE OF COMMUNICATION
The features of communication are as follows:
 Communication is a social process as two or more people are involved in it and they exchange
ideas, information and knowledge.
 Communication is a pervasive function. Communication is required in all functions of
management. It is required in planning for the communication of information. Organizing
requires communication to transfer information about tasks, authority and responsibility.
Selection, training, appraisal, etc., require the interchange of facts and ideas with the
employees. Thus, communication is a universal element in the management process.
  Communication is a continuous process. Organizations cannot exist without communication. It
is like the circulation of blood in organizations, as they need to exchange ideas, facts,
information, etc.
 The main aim of communication is to create understanding between sender and receiver.
 Communication is a two-way process as the sender sends the information and the receiver
receives it. The receiver understands the information and gives feedback.

IMPORTANCE OF COMMUNICATION

EFFECTIVE COMMUNICATION
Effective communication can happen if we follow the basic principles of professional communication
skills. These can be abbreviated as 7 Cs, i.e., clear, concise, concrete, correct, coherent, complete and
courteous.
BARRIERS TO EFFECTIVE COMMUNICATION
The factors which obstruct the effectiveness of communication is known as Communication
Barriers. These barriers cause a mismatch between the understanding of the message by the
sender and the receiver. These barriers can occur at any stage of the communication process.
Classification of Barriers to Communication
The barriers to communication can be broadly classified as:
 Semantic Barriers
 Psychological Barriers
 Organizational Barriers
 Personal Barriers

1. Semantic Barriers
The branch of science that deals with the meaning of words and sentences is known as
Semantic. The problems and obstructions in the process of encoding and decoding message
into words or impressions is known as Semantic barriers.
Some of the common forms of Semantic Barriers are as follows:

 Badly Expressed Message: When a message lacks clarity and precision, it is said to be a badly
expressed message. Communication becomes ineffective when the language of the message is
vague, imprecise, or there is the use of wrong words or omission of needed words.
 Symbols with Different Meanings: The same words may carry different meanings to different
people, and can convey different meanings under different situations. For example, words like
 effect and affect, ideal and idle, advice and advice, bear and bare, etc., sounds similar, but they
have different meanings.
 Faulty Translations: Sometimes, people do not understand the language in which a message is
given by the sender. In such cases, it becomes necessary to translate the message into a
language, which is understandable by the receiver. The translator should be proficient enough
to translate the language, otherwise, this can also be a barrier to communication.
 Unclarified Assumptions: The receiver may have different assumptions if the sender does not
clarify the assumptions about the message. For example, a boss may say, ‘Complete the work’.
Here, the boss has not mentioned the day and date when the work has to be completed. He
may mean to complete the work by tomorrow, but subordinates may understand it as a week’s
target.
 Technical Jargon: Technical Jargon or terminology are used by many experts and specialists to
communicate messages. Such jargon is not understood by the common people, which leads to
poor communication.
 Body Language and Gesture Decoding: Non-verbal or gestural communication is also an
effective means of communication. Facial expressions, gestures, body language, etc., should
correspond to the language. The receiver may get confused and can misunderstand the
message if verbal language does not match the body language.

2. Psychological Barriers

Barriers which arise on the account of emotional and psychological status of the sender and receiver of
the message are known as Psychological Barriers. For example, a person who is under stress cannot
communicate properly.

Some of the common forms of Psychological Barriers are as follows:

  Premature Evaluation: The tendency of forming a judgement before listening to the entire
message is known as premature evaluation. This distorts understanding and acts as a barrier to
effective communication. This can also lead to prejudices against communication.
 Lack of Attention: Communication can be less effective, and the message can be misunderstood
if proper attention is not given to it. This inattention may arise due to the preoccupied mind of
the receiver. For example, a superior gave instructions to operate a new software, however, the
subordinate was preoccupied with other personal issues. Such lack of attention makes the
communication process one-way and ineffective.
 Loss by Transmission and Poor Retention: There is loss of or transmission of inaccurate
information when communication passes through various levels or channels in the
organization. It is more common in the case of oral communication. Poor retention also acts as
a barrier when people are unable to retain the information for a long time.
 Distrust: Lack of mutual trust between the sender and the receiver also acts as a barrier to
communication. Parties involved in communication cannot understand the message in an
original sense when they do not believe each other.

3. Organizational Barriers

In an organization, communication has to pass through various levels and channels, hence it may not
reach the same place as it was sent by the sender. Organization structure, rules and regulations,
authority relationships, etc., act as a barrier to effective communication.

Some of the Organizational Barriers are as follows:

 Organizational Policy: Effectiveness of communication is affected by organizational policy. The

communication process is hampered if the policy is not supportive of the free flow of
communication. For example, in a centralized organization, free communication is not
encouraged, and communication has to follow through a proper channel only.
 Rules and Regulations: The process of communication is affected by rigid and cumbersome
rules and regulations. The channels and the subject matter are already prescribed through,
which the messages are to be communicated. These prescribed rules, regulations, and channels
are rigid and can act as barriers.
 Status: Psychological distance is created between superior and subordinate because of status.
Such statuses stand in the way of true and accurate communication. Subordinates are also not
allowed to express their feeling freely if the manager is status conscious.
 Complexity in Organization Structure: Organization structure can also act as a barrier to
communication. If there are many managerial levels in an organizational structure, then
communication gets delayed and distorted.
 Organizational Facilities: If facilities like frequent meetings, conferences, suggestion boxes,
complaint boxes, etc., are absent in an organization, then effective communication is hampered.

4. Personal Barriers
The effectiveness of communication is influenced by the personal factors of both sender and the
receiver.

Some of the Personal Barriers are as follows:

 Fear of Challenge to Authority: If a superior fear that a particular communication can hamper
his authority, then he may withhold such communication, as he always wants to maintain a
higher position and prestige in the organization.
 Lack of Confidence of Superior on his Subordinates: When superiors do not have faith or
confidence on the competence of their subordinates, then communication is said to be
hampered. When there is a lack of trust and confidence in subordinates, the superior may not
take advice or suggestions from the subordinates.
 Unwillingness to Communicate: Unwillingness to communicate can be another reason for
ineffective communication. Many times, subordinates do not communicate with their superiors
because they believe that if the information is not correct or appropriate, it will adversely affect
them.
 Lack of Proper Incentives: Subordinates also do not take initiative to communicate, when there
is no motivation or incentives for communication. For example, if there is no reward for the
suggestion given by the subordinates, then they will not take initiative.

MEASURES TO IMPROVE COMMUNICATION EFFECTIVENESS

The factors that obstruct the effectiveness of communication are known as communication barriers.
Through these barriers, communication can be prevented or a part of it is filtered or incorrect
information may be carried, which leads to misunderstanding.

For the success of an organization, effective communication is very essential. So, it becomes very
important to overcome the barriers of communication, like semantic barriers, personal barriers,
organizational barriers, etc. If organizations want to develop effective communication system, they
should take suitable measures to overcome communication barriers.

Measures to improve Communication Effectiveness/ Principles of Effective Communication

 Clarify the ideas before communication: The message should be clear in the mind of the sender.
Messages can be properly conveyed only when it is clear to the communicator himself. Simple and
precise language should be used, which can be easily understood by the receiver.
 Communicate according to the needs of receiver: Messages should be conveyed according to the
needs receiver. Messages should contain words, jargon, facts, etc., according to the
understanding and education level of the receiver.
 Consult others before communicating: A plan should be developed involving everyone before
communicating a message. The communication process becomes more effective when plans are
developed with the participation and involvement of subordinates.
 Be aware of languages, tone and content of message: The words, tone, language or symbols used
for conveying the message must be easily understandable to the receiver in order to achieve
mutual understanding. The sender should not offend the sentiments of the receiver with the
message.
 Convey things of help and value to listeners: The sender should know the needs and interests of
the receiver, and only such things should be conveyed which is useful and in the interest of the
receiver.
 Ensure proper feedback: communication is a two-way process, so it is incomplete if the response
or reaction of the receiver is not obtained. The effectiveness of communication is indicated through
feedback. Feedback enables the communicator to know whether the receiver has properly received
the message or not. So, the receiver must be encouraged to respond to communication.
 Communicate for present as well as future: In order to achieve effective communication,
communication must meet the present and future needs. The communication should also aim to
achieve the goals and objectives of the organization.
 Follow-up communications: Follow-up of the message should be done to remove any hurdles or
misunderstandings of the receiver.
 Be a good listener: A receiver should be a good listener to achieve effective communication. He
should carefully, patiently and attentively listen to the message conveyed to him. Superiors also
should develop a habit of good and patient listening and should convey the motive behind a
particular message. The entire communication process can be improved because of this practice.
 Strategic use of Grapevine: A manager should strategically use grapevine communication along
with formal communication to achieve organizational objectives. He should understand the
informal groups and should intelligently make use of such groups.
 Timeliness: The message should reach the receiver at the right time when it is needed. The
message that does not reach the receiver at the right time may turn out to be useless.

ACTIVE LISTENING
Listening
Listening is the process of receiving, interpreting, and reacting to a message received from the
speaker. No communication process is complete without listening

 Active Listening
Active listening is the practice of preparing to listen, observing what verbal and non-verbal messages
are being sent, and then providing appropriate feedback for the sake of showing attentiveness to the
message being presented. This form of listening conveys a mutual understanding between speaker and
listener.
https://miet.ac.in/media_image/resourses/2024_01_16_01_45_28_3583.pdf

 Meaning and Art of Listening

Listening is an art. It requires us to be patient, receptive, open-minded, and non-judgmental. Those who
can listen to others well can listen to themselves deeply. This is the foundation of self- awareness, self-
love, and self-knowledge.
  How to Master the Art of Listening

1. Make Eye Contact: If we don’t look at the person while they’re speaking, we give them the
impression that we don’t care what they say.
2. Do not Interrupt: Let the person speak uninterrupted.
3. Practice “Active Listening”: The art of listening isn’t simply about staying quiet 100% of the time,
it’s also about asking questions. These questions are for clarification, or for further explanation
so that we can fully understand what the speaker is telling us.
4. Show We Understand: Another great way to show that we understand what the person is
telling us is to nod.
5. Listen Without Thinking: We should be wholehearted and listen to the entire message.
6. Listen Without Judgement: It is extremely important to withhold any negative judgments. We
should make it our goal to be open-minded as much as possible.
7. Listen To Non-Verbal Communication: About 60-75% of communication is non-verbal. It’s
essential to know what the person’s body is saying in order to understand the message
completely.
8. Create A Suitable Environment: It is important to switch off TV, mobile and remove all kinds of
noise and distractions and find a quiet place to sit down and listen.
9. Observe Other People: One of the best ways to become a better listener is to observe the way
people interact with each other, and all the irritating and rude things they do.

 Traits of a Good Listener

A good listener is someone who focuses completely on what another person is saying and engages with
their ideas in a thoughtful, comprehensive way.

 Some traits of a good listener are:

 1. Giving the speaker undivided attention: To become a good listener, we should limit as many
distractions as possible and give the speaker undivided attention. For example, silencing phone,
turning off computer and not checking emails can help us focus on the speaker.
2. Provide appropriate nonverbal communication: Nonverbal communication helps us listen and
provide support without having to interrupt the speaker. This can include maintaining sufficient
eye contact, sitting up straight and smiling when appropriate.
3. Ask meaningful questions: Once it is time to open up a dialogue, the questions we ask should be
meaningful. The questions might help the speaker remember other things they wanted to say or
open up a new line of dialogue that will be worth exploring.
4. Recall previous information: Recalling information that the speaker has already discussed not
only shows the speaker that we understand what he said, but it also ensures he can clarify any
misunderstandings and confirm his key points.
5. Provide input: Being a good listener means both understanding a speaker's message and
providing valuable feedback from our point of view. It is best to do this once the speaker has
contributed everything they needed to say

 Skills Needed for Listening Actively

There are certain characteristics that active listening requires. These features can be listed as follows;

 Empathy: The ability to understand and share the feelings of others. In active listening,
empathy allows you to connect with the speaker on an emotional level, making them feel
 valued and understood. By acknowledging the speaker’s emotions, you can respond in a
way that is supportive and validating.
 Patience: Patience allows you to fully hear the speaker’s message without rushing to
judgment or response, and is critical to active listening. Patience also includes giving the
speaker the time they need to express themselves, even if it takes longer than expected.
 Critical Thinking: Critical thinking in active listening involves analyzing the information
presented and evaluating its significance. This skill can help you to ask appropriate
questions, to identify the underlying issues, and to provide thoughtful feedback. It ensures
that your responses are well-informed and constructive.
 Nonverbal Communication: Effective eye contact, appropriate eye expressions, and
observing the speaker’s body language are essential components of active listening. Such
skills help you read between the lines and understand the full context of the conversation.
 Feedback: In active listening giving feedback can be considered another effective active
listening skill. Feedback can be verbal or nonverbal such as summarizing or paraphrasing, as
well as nonverbal feedback, like nodding or smiling.
PERSUASIVE SPEAKING
Persuasive speaking is the art of convincing and influencing others to adopt your point of view, agree
with your proposal, or take a desired action, leveraging the power of effective communication and
compelling rhetoric.

A persuasive speech is a type of speech where the goal is to convince the audience to accept the
speaker's point of view or perform a desired action. The speaker uses words and visuals to guide the
audience's thoughts and actions. Persuasive speeches rely on three forms of rhetoric, which are as
follows:

 Ethos: Ethos is the speaker's credibility. An effective speaker proves to the audience they're an
expert on the topic and deserve the audience's attention.
 Pathos: Pathos is the speaker's ability to appeal to the audience's emotions. The speaker uses
feelings such as compassion or fear to connect with and persuade their listeners.
 Logos: Logos is the speaker's ability to use logic and reasoning to convince the audience. They use
examples and supporting evidence to make their argument and prove to the audience why it's
true.

Speakers can also use nonverbal cues, tone, confidence and the surrounding environment to influence
their listeners while giving a persuasive speech.

Techniques for Persuasive Speaking

1- Emotional Appeal: One of the most powerful techniques for persuasive speaking is emotional
appeal. This involves using language and stories that evoke strong emotions in the audience,
such as fear, anger, or compassion. By connecting with the audience on an emotional level,
speaker can make his message more memorable and impactful.
2- Logical Appeal: Logical appeal involves using reasoning and evidence to support our argument.
This can include statistics, facts, and expert opinions. It helps us to strengthen our case and
convince the audience that our position is the right one.
3- Ethical Appeal: The ethical appeal involves appealing to your audience's sense of morality and
values. This can include using examples of right and wrong behavior. By framing the argument in
ethical terms, one can make it more persuasive and compelling.
4- Repetition: Repetition involves repeating key ideas throughout the speech to emphasize their
importance and make them more memorable.
5- Rhetorical Questions: Rhetorical [Meaningful] questions can be an effective way to engage the
audience and encourage them to think deeply about the conveyed message. By asking questions
that lead the audience to draw their own conclusions, speaker can make his speech more
interactive.

Features of Persuasive Presentation

1. Clear Objective: Persuasive speaking is a critical aspect of any convincing message. Every
persuasive speech topic should have a clear objective. Additionally, a persuasive speech should
 always conclude with a strong call to action, guiding your audience on what they should take
away and what steps to follow.
2. Audience-Centred Approach: Tailoring the message to the audience’s interests, needs, and
values will make the presentation more relatable and compelling. Understanding the
audience’s demographics, beliefs, and motivations allows us to connect with them deeper.
3. Emotional Engagement : Human emotions are a powerful tool in persuasion. Effective speakers
know how to connect with their audience on an emotional level. Using storytelling techniques,
relatable anecdotes, and examples can help in engaging the audience, making the message
more memorable and impactful.

4. Convincing Evidence: A good persuasive speech topic is only as strong as the evidence
supporting it. Using credible sources, statistics, and real-world examples can greatly enhance
the persuasiveness of the message. When claims are backed with evidence, the speaker builds
credibility and trust with the audience.
5. Addressing Objections: To be truly persuasive, one must anticipate and address
counterarguments and objections. The audience may have doubts or concerns; acknowledging
these and providing compelling responses strengthens speaker’s case. It shows that speaker has
thought critically about message and is willing to address concerns honestly.

Elements of a Persuasive Speech

Element Description Example
The opening lines that grab "Did you know that every day, over 8 million
Attention-getter
the audience's attention tons of plastic waste ends up in the ocean?"
"We must take immediate action to reduce
The central argument of the
Thesis statement our plastic consumption and protect our
speech
oceans."
Credibility statement Establishes the speaker's "As a marine biologist with 20 years of
authority and expertise experience, I have seen firsthand the
devastating effects of plastic pollution on
 marine life."
Supports the thesis statement "According to a recent study, over 700 species
Evidence and makes the argument of marine animals are threatened by plastic
more persuasive pollution."
"Some may argue that recycling is enough, but
Addresses potential objections
Counterarguments the truth is that only 9% of all plastic ever
to the thesis statement
produced has been recycled."
Encourages the audience to "Join me in pledging to reduce your plastic
Call-to-action take action based on the consumption by using reusable bags, bottles,
argument and containers."

Tips for Delivering an Effective Persuasive Speech

Delivering a persuasive speech requires more than just having a well-written script. Some tips for
delivering the speech effectively are:

 Practice, practice, practice: Rehearse your speech to improve your delivery and confidence.
 Using body language effectively: Your body language can convey confidence, enthusiasm, and
sincerity. Use gestures, facial expressions, and posture to emphasize key points and connect
with your audience.
 Maintaining eye contact: Eye contact is essential to establishing trust and credibility with your
audience. Make eye contact with different members of your audience to engage them and
maintain their attention.
 Connect with your audience: Build a rapport with your audience by showing empathy and
relating to their experiences.
 Speaking confidently and clearly: Your voice should be clear, strong, and articulate. Use pauses
and inflection to emphasize key points and vary your tone and pace to keep your audience
engaged.
 Handling audience questions and objections: Be prepared to answer questions and address
objections from your audience. Listen carefully, acknowledge their concerns, and provide
thoughtful responses that reinforce your key points.
 Use visuals if appropriate: Use visual aids, such as images or charts, to reinforce your message
and improve comprehension.

Common Mistakes to Avoid When Giving a Persuasive Speech

 Not knowing the audience
 Lack of preparation
 Failing to establish credibility
 Overwhelming the audience with information
 Ignoring counterarguments
 Using weak or irrelevant evidence
 Lack of enthusiasm or passion
  Reading directly from notes or slides
 Going off-topic or rambling
 Ignoring time constraints

PRESENTATION SKILLS
Presentation skills refer to the ability to effectively convey information, ideas, or opinions to an audience
through oral, visual, or written means. These skills encompass various techniques and strategies that
enhance the delivery and impact of presentations.

PRESENTATION SKILLS
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers.
PRESENTATION SKILLS
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers.
PRESENTATION SKILLS
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers.
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers
Presentation skills can be
defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers
Presentation skills can be defined as a set of abilities that enable an individual to: interact with the
audience; transmit the messages with clarity; engage the audience in the presentation; and
interpret and understand the mindsets of the listeners.

Presentation skills can be

defined as a set of abilities
that enable an individual to:
interact with the
audience; transmit the
messages with clarity;
engage the
audience in the
presentation; and interpret
and understand the
mindsets of the
listeners. These skills
refine the way you put
forward your messages
and
enhance your persuasive
powers

Elements of a Presentation
Types of Presentation Skills
The following are the types of presentation skills.

1. Verbal Skills: Verbal skills involve the ability to articulate thoughts clearly and concisely, using
appropriate language, tone, and pace. It includes skills such as public speaking, storytelling, and
engaging with the audience.
2. Visual Skills: Visual skills pertain to visual aids and tools to support and enhance the message being
presented. This may involve creating impactful slide decks, utilizing props, or incorporating
multimedia elements.
3. Nonverbal Skills: Nonverbal skills encompass body language, gestures, facial expressions, and overall
presence. These skills contribute to the speaker’s confidence, credibility, and ability to build rapport
with the audience.
4. Technological Skills: Technological skills involve the ability to effectively use presentation software,
multimedia tools, and other technological resources to create and deliver engaging presentations

Benefits of Presentation Skills

1. Increased Confidence: Through practice and honing presentation skills, individuals can build
confidence in their ability to deliver impactful presentations, engage the audience, and handle
unexpected situations.
2. Improved Persuasion and Influence: Strong presentation skills allow individuals to effectively
persuade and influence others. By compellingly presenting information, utilizing persuasive
techniques, and demonstrating expertise, individuals can sway opinions and create a lasting impact.
3. Effective Knowledge Transfer: Presentation skills facilitate the transfer of knowledge and
information to a wider audience. Whether it’s an academic lecture, a training session, or a workshop,
being able to present complex concepts in a simplified manner enhances learning and retention.
4. Professional Image and Reputation: A person’s ability to present well reflects positively on their
professionalism and competence. By delivering polished, engaging presentations, individuals can
build a strong professional image and enhance their reputation within their respective fields