Unit - 5 Spoken English and

BCM Oral Presentation

What is negotiation? What are the elements and types of negotiation?

➽ Negotiation is an interactive communication process that may take place whenever you

want something from somebody else or they want something from you. It is a dialogue

intended to resolve disputes, to produce an agreement upon courses of action, to bargain for

individual or collective advantage or to find outcomes that satisfy various interests. Negotiation

is an important part of communication.

Negotiation involves three basic elements. They are:

● Process: The process refers to how the parties negotiate the contacts of negotiations, the
tactics used by the parties and the sequence and stages in which all of this plays out.

● Behaviour: The behaviour refers to the relationships among these parties, the
communication process among those parties and style adopted.

● Substance: The substance refers to what the parties negotiate over: the agenda, the
issues, the options and the agreement reached at the end.

There are two kinds of negotiation: (a) Distributive, and (b) Integrative
 1. Distributive Negotiation: A distributive negotiation is a negotiation in which the parties
compete over the distribution of a fixed sum of value. The issue in a distributive

negotiation is who will claim the most value out of the fixed value. This is also referred

to as zero-sum or constant-sum negotiation. Here relationship and reputation mean

little in this tug of war. Information place and important role in this type of

negotiation. The less the other side knows about weaknesses and real preferences, and the

more it knows about bargaining strength, the better will be your position.

2. Integrative negotiation: In an integrative negotiation, the parties cooperate to achieve

maximum benefits by integrating their interest into an agreement while competing to

divide the value. Here both parties drive to create values and claim it. An example of

integrity negotiation is a situation where the buyer of marble is approaching the seller

and both are sharing their interests and requirements. The seller is offering a tacit

knowledge of marble that can help the buyer to enhance the beauty of flow besides

catering for his requirement.

What is the process of negotiation?

➽ The process of negotiation are given down below:

1. Prepare: Effective negotiation starts with thorough preparation, gathering information,

defining goals, understanding the other party, identifying alternatives, and anticipating

challenges. Knowing your Zone of Possible Agreement (ZOPA) is crucial to establishing

a strong negotiation starting point.

 2. Discuss: This stage opens communication, sharing perspectives and building rapport. It
lays the groundwork for the negotiation, fostering a positive atmosphere for ideas to be

freely exchanged. Active listening during this phase enhances mutual understanding,

creating a foundation for more intricate stages.

3. Clarify: Dedicated to resolving uncertainties, the clarification stage addresses

ambiguities, confirms understanding, fine-tunes details, and prevents assumptions.

Maintaining open communication ensures a smoother negotiation journey by bridging

gaps in understanding.

4. Negotiate: This central stage involves a back-and-forth exchange of proposals,

concessions, and counteroffers. Negotiation focuses on finding common ground, effective

communication, creative problem-solving, flexibility, and maintaining a positive tone.

5. Agree: The agreement stage formalises terms, conditions, and responsibilities. It

documents the negotiated terms, confirms commitments, finalises details, clarifies

expectations, and builds trust between parties, laying the foundation for ongoing

relationships.

6. Implement: This phase puts the agreed-upon terms into action, emphasising executing
commitments, a timely follow-through, communication during implementation,

monitoring and evaluation, and diplomatically resolving discrepancies for sustained

success.

State general guidelines for effective negotiation.

➽ Here are some guidelines for effective negotiation in business communication:
 ● Prepare: Research and investigate the topic, prepare questions, and understand the terms
● and conditions of the exchange.

● Be adaptable: Be open-minded and ready to adapt to changing situations.

● Build rapport: Be attentive, responsive, and approachable to build trust and a connection

with the other party.

● Practice active listening: Listen to the other party and understand what they are trying
to say.

● Be patient: Respond rather than react, and don't make impulsive decisions.
● Focus on interests: Focus on the interests of both parties, not just your position.

● Be willing to compromise: Be prepared to make concessions and reach a mutually

beneficial agreement.

● Avoid emotional bargaining: Don't attack the other party or make your desperation
apparent.

What is a telephonic conversation? What are the barriers to effective

telephonic use?
➽ A telephonic conversation is a verbal exchange of information or dialogue between two or

more individuals over a telephone. It allows people to communicate in real time without being

physically present.
Barriers to effective telephone use:
The common barriers to effective telephone use may be physical or psychological.

Physical barriers include the following:

 ● Noise in transmission

● Disconnection of telephone calls

● Telephone tag due to busy calls

● Non-connectivity due to a problem with a telephone exchange

Psychological barriers relate to user’s

● Attitude

● Ability and

● Approach

Psychological barriers may be controllable or uncontrollable. For example, a problem with

exchange is uncontrollable. But with the computerization of exchanges, telephone services have

improved. One should also check one’s telephone services to ensure flawless communication at

home.

Psychological barriers need special attention and training. These psychological barriers are:

1. Wrong attitude: The attitude of the communicator affects the effectiveness of

telephonic conversation. The person with a negative attitude fails to communicate

the message effectively yes his wrong attitude provokes a negative reaction of the

receiver. Similarly, the person with a negative attitude fails to comprehend the

message conveyed by the other person.

2. Lack of ability to communicate: Another affecting barrier in telephonic

communication is the communicator’s lack of ability to convey a message or listen

to other people emphatically. Ill-planned and ill-thought-out messages are likely

 to leave a good impression and impact on the listener. On the other hand,

well-planned and properly thought out messages are likely to have a good impact

on the listener. Similarly, the ability to listen to the message also affects the flow

of communication.

3. Wrong approach: how one approach while talking on the phone also affects the
transmission of messages. While talking to close friends, one can become casual

and take time to be familiar with personal health and other matters. But in

business affairs, one should not waste time talking about personal matters and

should approach the message in straightforward manner.

What is an interview? What are the different types of interviews?

➽ The word ‘interview’ may be defined as a conversation between two parties that is

constructed and prepared to achieve a purpose involving the exchange of information. The use of

the word ‘parties’ has special significance. In most of the interviews, there is a single interview

and a single interviewee, but an individual may be interviewed by a group; a group by an

individual or a group by another group. The second important word in this definition the

‘purpose’ which means at least one of the parties, engaging in the conversation has a goal in

mind.

Ronald B. Adler and Jeane Marquardt Elmhorst defined an interview as “as a to party

conversation in which at least one person has a specific, serious purpose”

Types of Interviews:
Interviews may be classified into eight categories:
 1. Employment Interviews

2. Orientation Interviews

3. Counselling Interviews

4. Performance Appraisal Interviews

5. Grievance Interviews

6. Correctional Interviews

7. Exit Interviews

8. Information Gathering Interviews

Employment Interview: The purpose of a typical employment interview is to evaluate an

interviewer who is applying for a post in the organisation. The applicant may be an outsider

who has applied for the post in the organisation and is thinking of joining it. In such an

interview, the interview attempts to learn about the applicant’s educational qualification, his

experience, his personal goals, his knowledge and his achievement. in similar types of work.

Orientation Interviews: The purpose of orientation interviews is to acquaint the new employee
with his job and with the organisation. It is also to establish a positive relationship between the

employer and the employee. It is said that the first impression is the last. The initial attitude

and perceptions formed in this interview influence the employee’s motivation and morale on the

job. They also give a lasting impression of the employee’s personality on the employer.

Counselling Interviews: Normally counselling interview is initiated by the manager of an

organisation to address a problem that needs attention, but sometimes such an interview may
be sought by an employer to discuss a problem. In a counselling interview, it is not always The

counsellor counselling a subordinate, alternatively a superior may seek help and guidance from

a subordinate.

Performance Appraisal Interview: Performance appraisal interviews are conducted with

several purposes, one of them is to appraise the work performance of an employee. These are

also conducted to recognise the accomplishments of an employee; to give him a clear picture of

his performance, to discuss improvement needs and to induce the employee to improve his job

performance.

Grievance Interviews: A grievance interview allows the employee to bring a complaint to the
management voicing his grievance with the functioning of the organisation. the interview is less

formal at the preliminary stage and most grievances are reserved at the time of the interview.

As an interviewee, what are the factors that must be considered for a

selection interview?
➽ Selection interviews are held to find the most suitable candidates for the job. As an

interviewer, the following points must be considered for selection interviews:

Planning Interviews:
1. Screen the application forms and call only suitable candidates.

2. Call the candidate stroll letters in advance. in the letter, mention the venue, date, time

and required documents.

 3. Make proper seating arrangements for the candidates in the waiting-room as well as

for the selection committee in the office.

4. Keep the interview room separate from order business activities. Any type of disturbance

should be avoided.
Conducting interview:
1. Welcome to the candidate and respond to his greetings.

2. Initiate the dialogue between yourself and the interviewee.

3. Make the candidate feel at ease by asking very common questions about his name,

academic qualification, the reason for preparing the organisation, etc.

4. Encourage the candidate to express more by responding through expressions, eyes and

nods of the head

Interviewee’s preparation for the interview:
1. Know the organisation and nature of the job beforehand.

2. Know his habits and hobbies and think over them thoroughly.

3. Anticipate the possible questions related to jobs and subject, and prepare them

thoroughly. Ponder over them, how to express them to interviewers?

Interviewee’s conduct during the interview:
1. Greet the interview board with a polite wish

2. Sit naturally when asked to sit

Pay attention to the questions asked by the interviewer and respond to them
naturally but consciously.What to bring to an interview?
➽ The candidate appearing for the interview should bring the following to interview:

● Portfolio or pad holder with a copy of resume and a list of references on quality paper
 ● Samples of work already done, if it is relevant and necessary

● Notepad and pen

What not to bring to an interview?

➽ The candidates appearing for an interview should not bring the following to an interview:

● Cell phone, it should be switched off while waiting or facing the interview

● iPod

● Cigarette or Candy

● Gum

What is group discussion?

➽ The word discuss is derived from the Latin root discutere, which means to shake or

strike. Discussion is an activity in which a subject or team is totally shaken and examined.

Thus, Group Discussion involves enquiry and examination on a particular team among group

members. At group discussion various members contribute to the team with arguments in

favour and against. Dispite their contradictory arguments, that discussion attempts to find

solution to the problem.

What are the objectives of group discussion?

➽ Following are the main purpose and objectives of group discussion:
Solving Problem: Group discussion our organised by Business organisations to generate
creative ideas about particular problem. With contribution of various members, problem is

solved in better and effective way.

Building Consensus: Business organisations deliberately organised group discussion to arrive at

decisions which are in overall interest of the organisation. With group discussion, consensus is

built regarding particular decision which contributes to commitment of members.

Assessment of Candidates Leadership Quality and Communication Skill: Group

discussions are used by organisation to SS the natural ability of different candidates and

their communication skill. Through group discussion, this assessment can be done in lesser time

and resources.

What are the advantages and disadvantages of group discussion?

➽ Group discussion provides the following advantages:
1. Group discussion helps to access the natural leadership qualities of different persons.

2. Group discussion helps to generate more useful ideas and information.

3. Group discussion leads to matured and sound decision-making.

4. Group discussion increases a commitment of members for a particular decision.

Group discussion provides the following disadvantages:

1. Ine group discussion, it is possible that sum of the members whose voice has not been

heard, may feel resentment.

 2. Sometimes it happen that bad decisions are taken at group because of ‘mob-mentality’

of the members or ‘mass unconsciousness’. “Unconsciousness or madness is exception in

individuals but rule in groups” - Fredrick Nietzsche aptly remarks

What are the features of good presentation?
➽ The features of good presentation are given down below:

● Opening and closing phrases: It Should be carefully framed keeping in view the situation
, audience and subject. The speaker must select an opener, which attracts listeners

attention and interest by using relevant and neutral statements.

● Audibility of voice and words: The very first requirement of a good presentation is that .
in any given circumstance, the voice and words should be audible.

● Bring out the meaning: It is not only the quality of the speakers voice and the clear way
in which he express his ideas; it is also the variety in his voice and gestures. Any

interesting subject may become boring if a speaker of the subject is dull.

● Simplicity: The speaker should deliver the speech in simple words and sentences. Simple
words and sentences make the speech effective.

● Sincerity: Thought, feeling and imagination must stimulate a speech if it is to sound

sincere. all the three elements should be present in a speech and the speaker must always

think, feel and imagine before he speaks if he is to bring out the full meaning.

● Use of quotations: A speaker should be very cautious in using quotations. He should

avoid too many as well as long, foreign or Latin quotations. When the quotations are

used, they should be correct and full.

 ● Rehearsal: Fear of forgetting may result in stage phobia. A speaker with a stage phobia
concentration his mood excessively on himself than on the listeners of the message.

Constant practice and self- confidence can, however, help in overcoming stage phobia.

What contents should be considered while making a group presentation?

➽ A presentation should include the following content:

● A clear structure: A presentation should be well-structured with an introduction, main

body, and conclusion.

● A clear message: The presentation should convey a clear message that the audience
understands.

● A strong take-home message: The presentation should leave the audience with a strong
take-home message that they remember.

● Supporting evidence: The presentation should include supporting evidence and examples
to support the main points.

● Links between ideas: The presentation should clearly state the links between ideas.
● A call to action: The presentation should include a call to action.
● Visual aids: Visual aids like slides should complement the main points, not distract from
the message.

● Tailored to the audience: The presentation should be tailored to the audience's interests
and expertise.
 ● Universal design principles: The presentation should incorporate universal design
principles to address the needs of participants with a wide range of knowledge, abilities,

disabilities, interests, and learning styles.

What are the factors that should be considered while delivering an oral
presentation?
➽ When delivering a presentation, you should consider several factors, including:

Audience: Understand your audience's interests and needs. The audience you're presenting to
will determine the style, tone, and length of your presentation.

Purpose: Identify the goal of your presentation. For example, you might be trying to convince
your audience, secure a scholarship, or defend a thesis.

Engagement: Engage your audience to capture their attention and keep them interested.
Body language: Use your facial expressions, eye movements, and mouth movements to build a
connection with your audience.

Visual aids: Use visual aids to help your audience understand the structure of your argument
and follow it. Visual aids can also help emphasize your key points.

Practice: Practice your presentation while standing so you're comfortable presenting in the
position you'll use when you're on stage.

What are the purpose and kinds of presentation?(docscan)

➽ Oral presentation have the following three basic purpose:
 1. To Inform

2. To Persuade

3. To Build goodwill

1. To Inform: The basic purpose of presentation is to inform or teach the audience

regarding new schemes, new proposals, or new products, etc. Training presentations

basically aim at informing the new entrants about the organizational policies and

procedures. Sales presentations are made to inform the audience about the features of

the product that benefit the readers.

2. To Persuade: Presentations have another distinctive purpose of persuading the audience

to act or to believe in certain way. For example, sales presentations are made to persuade

the buyer to buy the product.

3. To Build goodwill: Still another purpose of presentation is to entertain the audience.

therefore, at the end or during presentation, jokes are cut to entertain the audience.

Kinds of presentation:
There are basically three kinds of presentations:

1. Monologue Presentations

2. Guided Discussions

3. Sales Presentations

1. Monologue Presentations: In monologue presentations, the speakers speaks without

interruption and at the end, answers the question of the audience. The speaker plans the
 presentation in advance by collecting the relevant literature and anticipating audience’s

demand. This kind of presentation is most used in classroom situations.

2. Guided Discussions: In the guided discussion, the speaker presents the question or issues
that both speaker and audience have agreed in advance, and acts as facilitator to help

the audience with the expert knowledge. this type of presentation is very useful when the

audience has knowledge of the subject. here the speaker has to supplement with his

specialized knowledge.

3. Sales Presentations: A sales presentation is made to convince the audience for buying
the products or services or accepting the new idea. in sales presentation, the speakers to

the audience, asks questions that raise in their curiousity for the product, overcomes their

negative assumptions regarding product and finally gains their commitment to buy the

product or service.

Discussed five factors that affect presentation.

➽ Following factors affect the effectiveness of the presentation:

1. Audience Analysis: If the speaker has analyzed the audience in proper way before
presentation, his presentation will be more effective. On the other hand, poor or improper

audience analysis leads to ineffective presentation. The style of the presentation is

largely dependent upon the type and size of the audience.

2. Communication environment: Communication environment affects the effectiveness of

the presentations. Much of the audience notices the physical things surrounding the
 speaker, the stage, the lighting arrangement, background etc. Proper arrangement of

these things can enhance the impact of the presentation.

3. Personal Appearance: Personal appearance of the speaker has great impact on the
audience. Well dressed up person can deliver good presentation. Therefore the speaker

should wear neat and clean clothes and take time to check his appearance just before

starting presentation.

4. Use of Visuals: Visuals can enhance the professional image of the presentation.
Different research studies demonstrate that presenters using latest visual technique are

perceived as better prepared, more persuasive, more credible, and more interesting dense

speakers who do not use visuals.

5. Organisation of Presentation: Clarity in presentation is essential that comes with proper

organization of the information. Organizing the information in proper manner can

make the message more understandable, keep the audience happy and boost the image of

the speaker.

What are the functions of visuals?

➽ The functions of visuals aids are:

1. They can show how things look. For example an architect can sort the model of the

building

2. They can show how things work. For example, and engineer can demonstrate the

working of an equipment
 3. They can show how things relate to one another. For example, an organization chart

can provide the idea about reporting relationship of different members.

4. They can emphasize important points. For example, one can solve rising profits for rising

sales with use of graphs.

What are the kinds of visuals?

➽ The various types of visuals are given down below:

1. Objects and Models: Objects and models are specially shown to enable the audience to

have real experience of working of equipments. Usually customers are reluctant to buy

expensive as well as unfamiliar products without having trial of its operations. In such a

situation, demonstration of objects and models is most suitable form of visual aid in

presentation.

2. Photographs and video movies: Photographs and video movies are effective means of

illustrating here a variety of images. For example, architectural firm can show the

pictures of their best works to influence prospective customers.

3. Diagrams: Diagrams are abstract two dimensional drawings that are the important

properties of the object. For example, organizational charts, flow charts, maps, etc are

diagrams that indicate a feature of the object without being completely representational.

4. Tables: Tables are systematic and summarized presentation of data into rows and

columns. These are instruments in communicating and comparing information in an

effective way. These tables permit precise figures and allow the reader to have profound

insight of the situation through classified data.

 5. Graphs: Graphs depict the pictorial relationship between two variables. They have the

reader to spot trends and cyclical movements easily and quickly without going through

the image of large amounts of data.

What is a PowerPoint presentation? Write its features and advantages.

➽ Computers and laptops can be used as wonderful tools to prepare and deliver the

presentations. When the spoken message is delivered with the points presented on screen, the

effectiveness of the presentation is enhanced. PowerPoint is one of the most effective and

versatile computer software under MS Office that can be used for creation of various slides

for presentation.
The features of PowerPoint presentations includes:
❖ Creation and insertion of unlimited slides.

❖ Use of it as slide sorter mode to scan through slides and to decide which to show

❖ Insertion of hyperlinks to online web page or to images

❖ Graphical objects,, images scanned objects etc. can be included in slide(s)

❖ Sound effects can be added in the slides.

Advantages of PowerPoint presentations
❖ Enhanced impact upon the audience

❖ Enhanced quality of material due to different colors, fonts, checking of spelling, etc.

❖ Easy to operate, just with clicking of the mouse of computer

❖ Video or audio clips can be demonstrated

❖ Slides can be modified at last moment to ensure the important data is presented to the

audience.