Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking

Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.

1.0 Technical Reports

Technical report also known as the scientific report is a technical document that describes
the process, program or the outcomes of any technical / scientific / workplace related,
research / activity or event / happening in a holistic, relevant, clear, concise manner. A
technical report may also include conclusion & future scope clearly indicating the need of
specific research or related activity in the particular domain. They may serve as an
accountability document especially for the funding requirement. Technical reports are
widely utilised in the fields of research and technology. The report may be written by a
single person or by a group, which is often assembled for the purpose. It simply gathers
information on a process, be it the development of an organisation, a strategy, or an activity.
It could come in the form of survey or study findings. The format is specified for
publication in journals or conference proceedings. The editorial board or referees examine
and modify the technical papers or publications. Reports are often intended for evaluation.
Sometimes the financing organisation makes it necessary. Large organisations and
government agencies occasionally release reports for the general public's and stakeholders'
benefit.
There may be several sorts of reports depending on the aims. There are several distinct sorts
of reports, including those on laboratories, health and safety, research, progress, case
studies, field surveys, cost analyses, proposals, technical reports, and financial reports.
Identifying the project's advantages and disadvantages is another goal of report. Reports
might be about the description of material objects, process analysis, testing, lab work, and
design. Technical reports can cover construction, working, unique characteristics, and
market potential of a new product. Proposal reports are particularly thorough ones,
containing feasibility analysis, literature study, etc. Reports can also cover instructions for
an activity or piece of equipment, a feasibility report for determining the viability of a
project, and primary research reports regarding experimentation and survey. An investor-
focused report is a business prospectus.
2.0 Categorisation of the reports
The reports can be classified a number of ways. One can be on the basis of length /
volume. There can be short, medium, long & very long reports. Other way can be on the
basis of discipline say Production report, financial report, sales report etc. We may
classify on the basis of circulation. The reports can be external or internal. Reports can be
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
categorised on the basis of function also. They can be trouble shooting report, Pathology
report, Feasibility report etc.
Let us focus here on two categories first on the basis of function & second on the basis of
circulation.
The reports, on the basis of function, can be listed as under:
a. Feasibility report
b. Background report
c. Business plan
d. Technical specification
e. Organisational policies & procedures report
f. Recommendation report
g. Research report

However the list is not claimed to be exhaustive.

3.0 Characteristics of the report

Size and Format: The report may be 8 to 10 pages long however there is no restriction on
it , typed or printed in the correct font (type, size & face) margin and spacing. The larger
report size is a function of time, effort, and resources. Shorten it if required to meet the
specifications.
Content: The reports should be simple to read and understand for non-technical or non-
specialist readers. Although the appropriate technical information may be presented, too
much technical detail should be avoided.
Facts: The facts and numbers should be provided in accordance with the report's goal and
the needs of the target audience set out by the hiring organisation. The appropriate factual
elaboration should not be neglected.
Sources: The material in the technical report is compiled from a variety of sources,
including articles published in journals and publications, technical brochures, oral and
written conversations with specialists, site visits, surveys, etc. The information's sources
have to be trustworthy.
Documentation: As previously noted, the report's data was gathered from a variety of
sources. The practise of citing sources as references or in other formats is customary. The
original authors will appreciate this honesty. All of the facts, figures, and views should be
thoroughly documented.
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
Intended readers: The report may occasionally be written by a committee assembled
specifically for the job. Therefore, it needs to be particular. In other instances, it's preferable
that the report is targeted to a particular audience in order to live up to their expectations.
Titles and subtitles: The report may touch on a variety of work-related topics. They might
be given some headings or titles. If the report is comprehensive, there may be a lot of
substance under each heading. It might also be broken up into subtitles. The names and
subtitles aid readers in differentiating between different topics, aspects, and subtopics. On
the writer's end, it aids in correct report organisation and concentration, and on the user's
end, it aids in effective report comprehension. Someone can refer to the report in question
if they are interested in a particular section of it.
Physical Setup: Typing and printing are involved in the report's physical presentation. It's
possible that computer or machine printing won't accurately copy the visual or pictorial
information. It's best to copy or scan photos. It is neither remarkable nor long-lasting to
have a loose report, a strip binding, or a spiral binding. Binding using sturdy paper is
advised.
Graphics: Reports may include graphs, line diagrams, pictures, histograms, tables, pie
charts, bar charts, line graphs, flow charts, block diagrams, and other visual representations
in addition to alphabetic descriptions. The report is easier to understand, more illustrative,
and more authentic with graphics. Using visuals to make a report impressive is a skill.
4.0 Structure of the report
Any report has got three distinctive major sections which may be further split up
depending on the nature.
a. Preliminary /Prefatory
b. Main body / Core
c. Supplementary part

Here we are going to focus on project report / Thesis, research paper writing and
technical description & proposal.

5.0 Project report / Thesis

Prefatory or preliminary part include

1. Cover page 2. Title page 3. Acknowledgement

4. Certificate 5. Preface / Cover 6. Table of Contents
memorandum/ Letter of
transmittal
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
7. List of figures, Draft contract (in case of Abstract &
graphs, symbols, technical proposal) Keywords (in case
tables etc. of research paper)
(separately)

Cover page / Title page: Spiral binding, strip binding, or hard paper binding are all options
depending on the volume of pages. White plain sheets of the standard A4 size are used.
Reports prepared by hand are not encouraged. Typically, the cover page or title page of the
report comes first. The report's title, the organisation, person, or group that submitted it, as
well as their full address and contact information, are all listed on the cover page. It should
also state which organisation it is being sent to. It is possible to print the actual date of
submission, the signatory's signature, the signatory's stamp, and the due date. Many
individuals recommend certain government, semi-government, or private reports. They are
distributed just like books. It is a publication of pricing. In some circumstances, they could
receive an ISBN categorization number.

Figure 1 Sample Cover Page Figure 2 Sample Title Page

Abstract / Summary: The report summary may be covered on the page(s) after the cover
page. It provides some insight into the aim and scope of the report. This is the second most
crucial part of the formal report. The major objectives of the summary are to provide the
reader the quick review, basic understanding of the report.
Certificate: Sometimes the submission of the report is a partial fulfilment towards the
award of the degree / diploma then in that case we need a certificate.
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.

Figure 3 Sample Certificate

Acknowledgement: It is the document expressing the feeling of gratitude towards the
individual(s) who have contributed towards the completion of the report.

Figure 4 Sample Acknowledgement

Cover Memorandum / Preface / Letter of transmittal: This document supplies the
readers the major objective of preparing the report. In case of a text book it informs the
constitution of the book as well as how it differs from the earlier editions of the same title.
What new additions have been done and what things were removed and why. In case of
internally circulated document it is called a cover memorandum, whereas in case of
externally circulated document it is termed as preface or letter of transmittal.
Index / Table of Contents: It would be ideal to have a page-by-page index or table of
contents. It provides a precise picture of the information included in the report. The index
aids in locating certain sections of the report if it is particularly long, much like a book. It
is possible to refer to specific pages if someone is interested in a certain process or method.
It can be directed appropriately if someone is solely interested in the findings or
conclusions. List all headings in the order they appear in the main body of the report. Pages
are listed directly across from the headings. Mention the first page and not the range or the
last page. It is useful for the reader to locate the topic quickly, comprehend the scope of the
report and know about the report’s organisation. Figure on the next page gives you a sample
.
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.

Figure 5 Sample Index Figure 6 Sample Index

Main body of the report: Main body of the report include

1. Introduction(background 2. Existing knowledge 3. Proposed work /

defence, gap body / Literature Research
identification & attack review methodology.
plan)
4. Data ( collection, 5. Results, Discussion 6. Conclusion &
cleaning, editing, & Recommendation future scope of
presentation, analysis, work
Interpretation)

Introduction: The introduction is followed by the report's main body. Explaining the real
issue is crucial if the report is about research or an experiment. Why was it required to do
the relevant research? It may be vital to do systematic study if a disease or epidemic is hard
to manage, is causing a lot of preventable deaths, and is posing significant socioeconomic
and political issues for the government. What the real issue is for the research or inquiry
should be stated in the beginning since it establishes the parameters of the study. What was
the type of inquiry or experimentation that was conducted? These details are given here.
As a result, it outlines the context, which details the technological, economic, social,
political, and legal circumstances that made the research or inquiry essential. It starts by
attempting to pinpoint the issue. What are the genuine symptoms of the problem and how
did it start? Qualitative, quantitative, or a mix of the two symptoms may be present. If the
problematic occurrence was a singular occurrence, when and how were they both
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
experienced? What are the causes of the problem in the case of a reoccurring issue? The
precise moment the reoccurrence is desired to be known. The time frame aids in locating
other contributing aspects. If the issue has a geographical component, it should be taken
into account. The section or department of origin is taken into account in cases of
organisational issues. If the issue is equipment-related, the problematic portion has to be
identified. Typically, the team is referenced while doing research or an inquiry. The lead
investigator and his colleagues make up the team. The study or investigation group
approaches the topic using a certain technique or procedure. If any hardware, software,
experiments, or analyses are conducted, they should be thoroughly reported. The precise
steps used should be detailed in detail in a survey report or legal investigation. Tools and
procedures are essentially the focus of this section. Algorithms and flowcharts could be
discussed in the event of a software-based issue.
Existing knowledge / Literature review: The existing knowledge plays an important role
in the gap identification. This gap becomes the very source of our project work. The title
of the thesis should be designed carefully and aim at fully or partially filling the gap such
identified. It is highly suggested to cite the latest (last three years) work published
anywhere. You can add up two more years citing any rare topic or work. Older works may
be considered for citation if they are really game changers and nothing significant has been
done in that domain till date. It is suggested to cite the works published / presented through
a reputed platform as Roulette, Taylor & Francis, Elsevier etc. High impact factor rating
journals are preferred. Secondary sources can be journals, conference proceedings,
magazine, newspaper, thesis, online documents, edited / authored books, TV shows,
personal discussion etc. The nature of the project may call for the primary data collection.
The data can be gathered face to face discussion, survey opinion, and online surveys, can
be outsourced to external body as survey monkey.
Proposed work & research methodology: This section aims at detailed discussion on
how you plan to fix the gap identified. The concrete plan should be discussed giving the
chronological approach of gathering the data. In case of survey you should clearly state the
hypothesis, sampling plan, sample size, margin of error, confidence interval etc.
Data (collection, cleaning, editing, presentation, analysis, Interpretation): After
carefully gathering the data it is essential to check it and get rid of the ambiguous / fake
data. This may distort your calculations and hence final result. There can be instances where
the data is true but incomplete. Then it becomes ethical to edit the data carefully. Tabular /
pictorial / graphical presentation of the data make the project attractive. The presentation
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
matters a lot. It is simply like having coffee at café coffee day or Barista. In variety of cases
some specific tools are applicable that should be considered. Carefully presented data aids
in authentic analysis hence accurate interpretation.
Results, Discussion & Recommendation: Results are generated in technical and scientific
study based on studies. A lot of alphanumeric data is typically included in observation
tables along with the results. The outcomes are tallied. Some graphs and histograms are
made using the observations. The means, standard deviations, and errors are discovered.
Waveforms are saved in electronics. The study or research is carried out with a specific
goal in mind. The results are analysed when the research or inquiry is finished. The work
has several conclusions. Recommendations are made for the next step in the process using
the conclusion. Clinical trials are conducted whenever a new medication is created. Clinical
trial outcomes provide some insight. If a medication has a high success rate for curing a
certain ailment, regular manufacture of the medication may be started. It is advised for
commercial production/use if a diagnostic instrument is created that has nearly 100%
sensitivity and specificity. The study may be suggested for a Ph.D., a patent, or other
intellectual property rights (IPR) if the research is original and the findings are satisfactory.
If the study yields positive results for a new technique, procedure, or substance, then it is
advised for use in everyday practise.
Conclusion & future scope of work: Numerous statistical analyses are conducted when
the findings are obtained. Numerous appropriate samples are collected in appropriate
settings in order to reach useful conclusions. The technique may result in an incorrect
conclusion if the conditions are improper, the sample size is inadequate, and the samples
are not suitable. Further it is ethically suggested what future researchers can do which you
could not attend due to some constraints. This trend is for the benefit of the society and
budding entrepreneurs / investigators can quickly get a future glimpse.
Supplementary part: Supplementary part of the report include

1. Glossary of the 2. Appendices 3. References /

terms used. Bibliography

Glossary: A glossary, sometimes referred to as a vocabulary or clavis, is an alphabetical

collection of terms in a specific field of expertise / report / thesis. A glossary often occurs
at the conclusion of a book and lists terminology that are either important, newly
introduced, unusual, or specialised within that book. While glossaries are often found in
non-fiction publications, they occasionally appear in fiction literature as a reference guide
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
for new words. A glossary may include the references in the form of page numbers the term
appears, short definition, meaning etc. A glossary helps in easy and faster location of a
particular topic.
Appendices: The researcher or investigator has a boatload of data at their disposal when
they write the report. He makes an effort to arrange the information in a logical order. The
report's flow and content should be simple to read and understand. To ensure the report's
authenticity, some information, especially factual data, is required during this phase. The
flow is not smooth if the main body contains all the information. Such information is often
included as appendices at the conclusion. The reference is made in the text as Appendix I,
Appendix II, etc. Appendix can include the vital mathematical & statistical tables,
abbreviations, Greek / Latin alphabets, other details which a reader / evaluator may need
while going through it.
References / Bibliography: There are numerous papers from conferences and publications
that may be found for every study project. Certain of the background information could
also be found in some recent real books. Research is typically an expansion of previous
work. The researcher picks up a lot of knowledge about different tools and approaches
through other people's failures and successes. He could come up with some fresh ideas
during this procedure. He can learn some fresh methods. In the fields of science and
technology, it is customary to thank other writers and researchers by referencing their
works in a manner that is predetermined. The internet and websites have led to an explosion
in information these days. The ability to pick from a wide number of references is a skill.
There are variety of format available for citations as APA, MLA, IEEE, Harvard etc. The
researchers are advised to stick to the format as desired by the concerned entity.
6.0 Research paper writing: Writing a research paper is somewhat similar to the project
report as discussed above. Prefatory part includes the title page, Abstract / summary with
keywords only. Main body of the report remains the same. Supplementary part may have
only references / bibliography. Glossary and appendices are optional.
7.0 Technical Proposal: The wellbeing of the state or the nation is a concern for the
government. It must consider the people's social, economic, educational, administrative,
legal, and security needs, among others. The government engages in certain activities and
acts, and in some circumstances, its only function is to supervise. Industry, agriculture,
health, education, business, banking, infrastructure development, law and order—all of
these factors have a role in the prosperity and well-being of the society, either directly or
indirectly. Numerous government agencies are working on the problems. Some of the
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
activities are carried out directly by the government, while others are promoted and given
to private and semi-government organisations. These organisations operate on a self-
financing basis, according to local, state, and federal laws and regulations, and may receive
government grants or, in some circumstances, only approval. In terms of education, the
government assumes responsibility up to a certain point for some sectors while allowing
private educational institutions in other areas where they must first submit
recommendations to the government for approval. Earlier licencing was rigorous for
industry. Although it is more permissive now, the sector still needs some government
approval. Government funds are used to create roads, bridges, dams, railroads, water supply
systems, and government buildings, while private contractors carry out the actual
construction. State electrical commissions are governed by the state. In each of these
situations, government, semi-government, or commercial bodies request proposals in order
to undertake various projects or activities, purchase materials, or provide services. The
interested organisations offer their recommendations. Technical, commercial, financial,
and viability considerations are used to evaluate the ideas. Considerations are made on the
proposers' experience, knowledge, financial stability, market status, sincere objectives, etc.
The proposers are asked to defend their recommendations in front of the committee, which
is made up of government officials, technical, legal, and financial specialists, after it has
undergone preliminary examination. The proposal's strengths and shortcomings are taken
into account before being approved or rejected. If the necessary knowledge is not there or
if the plan requires a sophisticated finish and greatness, the task may be given to a private
consultant at a firm, agency, or institute. The practise of contracting assignments is now
widely used. A national or international level agency, or a person with such reputation, may
develop the proposal for large projects on both a national and worldwide level. The
technical proposals ought to be familiar to engineering students.
A technical proposal is defined as a formal written proposal to perform a task with agreed-
upon terms from both parties in lieu of payment. One agency needs some supplies, some
services, some software, some development, or some study. It advertises in a daily, online,
or by any other means, stating the type of services or products needed, as well as the terms,
time range, and thorough description of the activity. The interested parties submit their
technologically-based business offers. Therefore, a technical proposal is a written or printed
document that expresses an organization's interest in delivering a service under the
circumstances provided; in procuring materials or equipment that meet certain criteria; in
developing software that meets certain criteria while keeping in mind certain constraints;
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
in creating a building, road, bridge, railway line or station, dam, or power plant that meets
certain criteria; or in conducting research to address a specific issue. The proposal includes
information on expected costs as well as other details, such as payment plan and terms of
payment.
A proposal can be for opening the institute / university, accreditation process, for making
a TV show, construction of dam / bridge / road, sales, services, HR policy, training &
development, research proposals etc.
Business Proposals include providing services for transportation, washing, catering,
safety, security, insurance, firefighting, training, consultation, recruitment, maintenance,
etc.; purchasing equipment, hardware, software, stationary, etc.; and the construction of
roads, buildings, railways, a garden, a bridge, a dam, a party plot, a parking lot, etc. One
party needs resources like materials, equipment, or labour; another needs a particular
service; yet another needs the construction of infrastructure or utilities. Although this first
party seems to have the finances, it lacks the necessary facilities to design and produce the
aforementioned item internally, or its temporary demand exceeds its manufacturing
capacity, it lacks the qualified personnel to develop the aforementioned hardware or
software or to offer internal training, or the demand is urgent and the organisation is unable
to devote the necessary time to it or wait, or, in some cases, the internally developed
solution is not affordable or the organiser is unable to diversify. There is no other choice in
this situation than to enlist the assistance of other parties or individuals. There are set
parameters for the services, including the type of services needed, their duration, their
urgency or priority, their quality, their quantity, their liability on both sides, etc. The specs
are chosen for the machinery. Technical specifics for the hardware and software are chosen.
When it comes to a project or challenge, it is clearly defined.
After the requirement is complete, the inquiry could be sent out there to solicit proposals.
Large numbers of proposers respond to requests for proposals (solicited proposal). On the
part of the starting organisation, they often outline the proposal's structure, the quality
standards for the supplies, and the equipment requirements. On the side of the proposer,
there is fierce rivalry,
There may be an internal or external call for research projects. The research efforts are
supported by public and private organisations, private businesses, and educational
institutions. Research is necessary for the nation's technical development as well as for the
industries to survive in a global market. At both the national and international levels, there
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
are specific financing organisations sponsoring research. Some of the government
organisations that support science and technology research include the Central Scientific
and Industrial Research Organization (CSIR), the Defence Research and Development
Organization (DRDO), the University Grants Commission (UGC), and the All India
Council for Technical Education (AICTE). They occasionally request research suggestions
on their chosen fields and other topics as well. There are several government agencies that
are specifically designed to do full-time research in particular areas that have already been
recognised or that may be discovered in the future. Scientists and engineers are often
engaged to do research at the Space Application Centre (SAC), Indian Space Research
Organization (ISRO), National Physical Research Laboratories (NPRL), Institute of
Plasma Research (IPR), etc. They also contract out some of their research issues to other
scientists, engineers, professionals, academic institutions, and other organisations. They
work together with others to complete tasks in a timely manner, get around issues with
staffing shortages, and inspire the next generation of researchers to team up for difficult
tasks.
There are two ways to request research proposal submissions. In one instance, the
research has a set annual budget. It might be distributed across other development regions.
For specialised research, the researchers may be asked to submit study ideas in a variety of
fields. The invitation to submit a research proposal may be published in national
newspapers, university bulletins, reputable engineering institute circulars, or on the
organization's website. The format and other specifications might not be covered in the
advertising or circular. All of the information on the research grant and the entire format
for submitting the proposal may be found on the internet or in the paper copy of the
application form. In certain academic institutions, a professor or the department head may
submit research ideas. In second instance the personal reputation of the professor and the
research projects carried out under his direction in the past are used to attract research
proposals. The study topic should be interesting right now, and a solid research team should
be assembled with the management's experience and infrastructural backing.
A typical research proposal is very tough to be demonstrated as there is a highest level of
customisation. But we may have certain points to make the things understand. As stated
earlier any technical document has three parts prefatory, main body, supplementary.
Prefatory part include
a. Cover page (As discussed above)
b. Title page (As discussed above)
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
c. Table of contents (As discussed above)
d. Letter of transmittal (As discussed above)
e. List of tables / figures (As discussed above)
f. Draft contract
g. Executive summary (As discussed above)

Draft contract is an effort to legalise the matter upon acceptation of the proposal after proper
scrutiny and defence. This is a holistic document illustrating scope, nature, payment terms,
civil and criminal liability, penalty clause etc.

Body of the proposal talks of

a. Introduction (As discussed above)

i. Problem Statement
ii. Objectives or purpose
iii. Need / Significance
iv. Scope and limitations
v. Background
b. Technical procedures (Akin to research methodology as discussed above)
i. Methods and sources
ii. Plan of attack
c. Managerial procedure
i. Sequence of activities (Scheduling also)
ii. Personnel qualifications (CV of Principal investigator & co investigators)
iii. Equipment, facilities, Products ( Comprehensive details)
iv. Cost estimate ( realistic details as well as projections)
v. Conclusion ( As discussed above)

Supplementary part

a. Glossary of terms (Optional) & (As discussed above)

b. Appendices (As discussed above)
c. References (As discussed above)
8.0 Pitching an idea (preparation or creating a great pitch)
The dictionary meaning of an idea is a suggestion, a plan or possible course of action.
Pitching something means throwing forcefully (presenting) in front of audience (generally
investors) purposefully (obtaining fund). Thus pitching an idea can be related to a type of
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
business presentation in front of the investors with a purpose of obtaining funds to convert
an idea into a reality (start-up). Entrepreneurs are most likely to hit this stage as an idea is
worthless unless it is converted into a reality. Pitching an idea requires different approach
altogether and is somewhat tougher than pitching a product. It's simple to come up with
original ideas; it's difficult to sell them to strangers. Too frequently, company decision-
makers reject the innovative ideas of entrepreneurs, sales executives, and marketing
managers despite their best efforts to demonstrate the viability and high margins of their
new business plans or creative concepts. Why they do so? Probably the answer is
inappropriate idea pitching. There are a number of factors impacting the success of a pitch.
 The pitcher or bowler: The pitcher or bowler in the terms of game of cricket or
baseball is a player who throws the ball forcefully to the hitter or batter (another
player of opposite team) with a purpose to eliminate him or her somehow. Same
way pitcher in our case is the presenter of the idea in front of the audience
(investors). Here the skills of the presenter makes a vital difference.
o The first skill that a pitcher must possess is of audience analysis. This
includes both demographic as well as psychographic analysis. Pitching a
valuable idea in front of an unwilling audience makes it useless. Sometimes
the audience may have an inhibition about a topic (they may have attended
few similar presentations) or prejudiced about a presenter (they may have
listened to the same presenter earlier: coincidentally). All these things
makes a great difference. While selecting the audience one should stress on
harmonising certain qualities like creativity, imagination, innovativeness,
risk taking propensity etc. Without matching the skills and making the
presentation means as if playing the lute in front of a buffalo.
o The second is communication skills. This includes verbal, written and
other nonverbal skills. All these qualities are discussed earlier. Verbal skills
include (both linguistic and para linguistic) quality of voice, intensity of
voice, rate / pace of speaking, pitch / tone, modulation, pronunciation,
articulation, pauses, speech errors like stammer / stutter / tongue twisting.
The written skills include error free content (spelling, grammar, and
punctuation), vocabulary, selection of appropriate words, and art of
condensation. Other nonverbal skills include kinesics, proxemics etc.
o The third and last skill includes various psychological traits like personal
charisma, convincing power, IQ (Intelligence Quotient), EQ (Emotional
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
Quotient), AQ (Adversity Quotient), SOQ (Social Quotient), SQ (Spiritual
Quotient). IQ is an intelligence test score that is obtained by dividing mental
age, which reflects the age-graded level of performance as derived from
population norms, by chronological age and multiplying by 100: a score of
100 thus indicates a performance at exactly the normal level for that age
group. EQ is the capacity to recognise, utilise, and control your own
emotions in order to reduce stress, communicate clearly, empathise with
others, overcome obstacles, and diffuse conflict. It is also known as
emotional intelligence. AQ is the capacity to overcome setbacks and turn
them into opportunities is known as one's adversity quotient. One aspect that
influences someone's success is their adversity quotient, since it has a
positive correlation with their performance. An individual with a high
adversity quotient is likely to perform well. The term "social quotient," SQ
which is also used to refer to "social intelligence quotient," describes a
person's capacity for interpersonal interaction, self-presentation, and social
situational awareness. SPQ or spiritual quotient is a term used to describe a
person's capability to develop their own vision and values in life, as well as
the things that inspire them to dream big and work towards self-
actualization.
 The receiver (batter or hitter): Just like a batter in the game of cricket or baseball
the audience should have skills to harmonize with the pitcher (presenter).
o The patience is the keyword here. As the batter waits for the right
opportunity to hit the ball the investors should give a full consideration to
the pitching.
o Creativity, imagination and innovativeness should be in tandem with the
pitcher.
o Having a good risk taking propensity is the next attribute. Young investors,
comparatively have more risk taking propensity. Apart from this they are
owner of high level of creativity and imagination. Innovativeness and out of
box thinking make them more fascinating.
o At the last investing potential and willingness is other important factor. They
should be having a sound financial position and a solid intention to invest.
Their patience plays an important role here to give enough time to harvest
the return.
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
 The environment / atmosphere / situation (ground or field): Before formulating
a start-up idea to finally hatch it through proper pitching the pitchers (entrepreneurs)
are expected to critically analyse six environment to assure the catchers (investors)
the fair chances of succeeding. It should be understood here that the catchers
(investors) are not kids and they cannot be fooled around. It is same like the
positioning of fielding plus other conditions impacting the game which obviously
cannot be overlooked.
o The internal environment is defined as the factors within the control of the
company whether tangible or intangible. Policies, values, human resources,
company image, brand equity, infrastructure, leadership etc. fall in this
category.
o The external environment are further divided into two sub classes as micro
and macro factors. The micro factors like customers, vendors, public,
competitors, media & marketing, talent can be mildly manipulated however
they are external to the company. The macro factors like economy, political,
legal, technological, social & cultural are very tough to be manipulated.
 The catcher or fielder: The catchers or fielders (investors) who catch the pitched
idea and make a decision in or against the hatching. The outcome largely depends
on how the idea is pitched. Few critical attributes required are sound financial
position, willingness to release the funds, deep knowledge, learning propensity,
patience and risk taking.
8.1 How to pitch an idea? (Structure process / techniques)
8.1.1 Categorizing a pitcher: Approximately 2 seconds are required to
categorize another (pitcher or catcher) person and in 30 minutes people
can make the everlasting judgement. The figures are emphasized by
researches carried by Kimberly D Elsbach. This data is readily available
to everyone including pitchers and catchers. They can categorize and
study each other emphatically. Nowadays we have professional pitchers.
Broadly the pitchers are divided into three categories. The Magicians,
The beginners or neophytes or proselytes, and the generalists. The
magicians are unpolished and eccentric, preferring the realm of their
imagination to everyday existence. They reverse the power dynamic
compelling the catchers to think and imagine creatively. They opine that
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
realisation is the best way to convince others. The generalists are
presented as experts who blend production expertise with artistic vision.
They intentionally balance the power dynamic between themselves and
their catchers. They are all-rounder blending production / technical
expertise with out of box thinking. They involve the catcher in an
expertise partnership to level the playing field. Usually, they start by
asking the catcher to react to a memory or some topic they are
knowledgeable with. For example the conversation below will give you
some idea. Pitcher here is trying to convince catcher for yet another
version of an old classic ‘Don’
Pitcher: Do you remember earlier movie ‘Don’ casting Amitabh?
Catcher: Oh, yes. One of my all-time favourites as a kid. I remember
watching it at least 14 times when I was young. I still love to watch it as
adult.
Pitcher: Yes, it was classic. Then, of course, came Shahrukh’s version.
Catcher: That was having the same plot. And it didn’t appeal as much
as the original one.

Pitcher: But the special effects created a havoc.

Catcher: Yes, they did. All credit to technology.
Pitcher: That’s the twist I want to include in this newest version.
Catcher: You mean the special effects? Then what is new. It has been
done earlier.
Pitcher: No….no….sir ….we’re talking a science fiction version. Don
will be involved in space action now with his band of men who can
conjure up all kinds of scary and wonderful spells being chased by the
space intelligence.
Catcher: I love it!
The job is done.
The beginners or neophytes or proselytes are often youthful,
inexperienced, and naive, or they present as such. They prefer to take
advantage of it in order to include the audience (catchers) in the creative
process. The key line for pitchers is this: You may increase your chances
of selling an idea by effectively portraying yourself as one of the three
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
creative types and persuading your catcher to see himself or herself as a
creative partner.
8.1.2 Categorizing the catchers: Regardless of their firm's investment stage
or level of industry experience, some entrepreneurs attempt to meet with
every investor. Remember that accepting an investment means entering
into a partnership rather than just accepting money. Before presenting
your presentation, you must conduct your due diligence and research on
possible investors. Before making a pitch it is advisable to get a rough
estimate of the resources (money) needed as well as at what stage? One
cannot get a growth equity for start-ups. It is reserved for mature
companies going for expansion. Before making a pitch one should go
for tracking the history of the investors. This helps you to be certain if
the person meshes with you or not.
8.1.3 Hatching techniques: The idea you are planning to sell is unique and
secret. So we prefer to say hatch the idea like we hatch the plot. Due
alertness is required before sharing the idea to make sure that no one
other reaps it before you. The catcher (investor) wants to know details
about the founders, as have they worked together earlier or this is the
first time. Flexibility, resilience, complementariness, holistic
perceptions are some of the attributes worth investigating. Simply you
are not only pitching and hatching the idea but also presenting yourself
(founders). Financial projections are the next thing sought by the
catchers. Technique of storytelling can be used for this purpose. Focus
on the issue you address for your target market and how your solution
outperforms that of the competition when you are explaining your
company idea. One way to accomplish this would be to provide a real-
world example where you would outline the problems a potential or
existing client had and how your offering addressed those problems.
This can motivate investors to recognise the potential of your project
and help you engage them personally. Supplementing the story with
PowerPoint presentation and spreadsheets is a good idea. An engaging
narrative may enhance your spreadsheets and charts, giving you a more
comprehensive view of your start-up’s future and a more effective way
to showcase its commercial possibility.
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
8.1.4 Contents of pitching: While making a pitch start with the
 Introduction including the answers to the questions like who
you are? Why you are asking for funds? What is your market
fit? etc.
 Identify the problem. Locate the customer’s pain point and tell
what you can do to fix it.
 Explorer & pin point the solution describing it better than
existing solutions.
 Share your research including TAM (Total Addressable
Market), SAM (Serviceable Addressable Market) and SOM
(Serviceable Obtainable Market). This will make your claim
more realistic.
 Carry out the competitive analysis. SWOT / SWOC (Strength
Weaknesses Opportunities Threats / Challenges) analysis plays
an important role here.
 Go to market plan must be discussed including ways to reach
your market / customers.
 Business model for revenue earning should be discussed next.
 Give your financial projections and anticipated funds
requirement (break even, ROI, ARR).
9.0 Elements of Speech delivery

Being able to present a lecture or presentation in front of an audience is a necessary skill

for everyone who wants to advance in their academic or professional careers. It must be
impactful, supported by data and instances, and be capable of persuasion. Despite the fact
that we may have amazing ideas, it's crucial to communicate them to others in order for
them to be understood. Similar to this, we may need to meet individuals in our personal or
professional lives and convince them to do something. Speaking may be required in a
variety of settings, including with co-workers at the office, college classmates and
professors, or neighbours. The efficacy with which we do things affects how others view
us. You undoubtedly recall instances in which you convinced your parents to accept a
proposal, inspired your siblings or friends, or mentioned something to your teacher. On the
other side, there may have been times when you were unsuccessful in influencing or
convincing people. As a result, you may now recognise that the secret to excellent oral
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
communication is to be certain, precise, and fluid. Vocal cues are a crucial component of
effective speaking because they enable us to give our voice urgency. Our voice is what
makes us unique; it's the element of us that gives words a personal touch. Because words
remain stagnant on a paper when they are written, writing lacks that immediacy. Voice
gives our work more vitality. Understanding the distinctive subtleties of voice, such as
quality, volume, pace, pitch, articulation, pronunciation, and pauses, is therefore helpful.
Let's talk about the basic elements that should be considered while making speeches and
presentations.

a. Confidence: Most people experience anxiety or nervousness before doing

crucial tasks in front of others. For instance, sportsmen have anxiety before a
major game, politicians experience anxiety when speaking to a large crowd
during an election campaign, and performers experience anxiety when they are
in front of the camera. We have already discussed a lot on how to tackle the
stage fright, face the camera in our earlier unit’s notes.

b. Speaking with passion: The first tactic for gaining confidence is the capacity
for passionate speech. You have to be passionate about, believe in, and desire
to communicate your issue. It's preferable to send your speech via email if the
subject and the material it contains don't particularly interest you, rather than
boring an uninterested audience. To your audience, you are a reflection in a
mirror. The audience won't want to listen to you talk for very long if you are not
fired up to impart the knowledge you are passionate about. Discover how to be
passionate about your subject. There are several methods to keep an audience
interested in dull or interesting content. Recognise the significance of the reason
you are speaking.

c. Speaking with poise: The capacity to talk with poise is the second element to
gain confidence. When a presentation is introduced with kindness, poise, and
patience, many people's minds will be opened. An audience has barely seven
seconds to make up their mind about you. Your opening statement ought to be
a masterful fusion of poise, composure, and warmth. A presentation's ending is
equally as crucial as its introduction. It is the final picture people will have of
you. Imagine yourself as a towering, majestic royal who exudes the elusive
virtues of compassion, confidence, and balance in your speech.
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
d. Speaking with energy: The capacity for energy is the next element. It is
possible to do this using excellent platform mechanics, gestures, and a voice
with between twenty-five and fifty different tones. Never forget that 38% of a
speaker's presentation is determined by their voice tone, and 55% of a speaker's
communication is nonverbal. Just 7% of a presentation's substance is retained
by the audience. You must be in your optimal performance zone and fully
charged to give a powerful presentation.

e. Clarity & Fluency: Contrary to readers, listeners are unable to use a dictionary
or reread the words in order to understand their meaning. A speaker must
convey their meaning in a way that is immediately evident and virtually
impossible to misunderstand. several speakers. Despite having total control over
their speech, people find it incredibly challenging to talk correctly. Even if
someone spends hours practising for their speeches or presentations and
confidently delivers them, if their speech lacks clarity, the majority of what they
say may not be understood by the audience. A speaker may not be clear in their
speech if they speak too quickly(babble/chatter) or slowly(recede); does not
pronounce words clearly; or pronounces words improperly or inconsistently
with conventional pronunciation; uses too many difficult words (jargon) and
places the incorrect emphasis on some words.
f. Quality of voice: One thing that sets one voice apart from another is quality.
Each of us has a distinctive voice, and the quality of that voice relies on how it
resonates. Although voice cannot be altered, it may be cultivated for best effect.
It might be deep and resonant, husky and hoarse, thin and nasal, rich and
resonant, delicate and appealing, or harsh and annoying. Few people possess a
deep, resonant quality naturally; everyone may work to develop theirs. For
instance, Abraham Lincoln and Winston Churchill modified the sound of their
voices to become the best speakers.

g. Volume or intensity: Volume refers to how loud or quiet a voice is. However,
it is not necessary for our voice to be loud all the time. The intensity should be
loud if the space where we are speaking is spacious and open, and the volume
should be modest if the space is constrained and tiny. If we speak at a volume
that is too loud, we risk coming off as rude and insensitive, but if we speak at a
volume that is too quiet, we risk giving off a timid vibe that has no place in the
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
business world. Additionally, it could suggest that we lack confidence in our
ability to communicate and are ill-prepared. Therefore, we need adjust the level
of our voice to ensure that it is heard and clear. Reading aloud is one strategy
for enhancing our voice and delivery. By providing each character in children's
literature its own voice, readers may encourage vocal variation. Improve your
diction by reciting tongue twisters like "She sells sea shells on the seashore."
h. Pace/Rate: The rate at which one speaks is measured in words per minute. It
can range from 80 to 250 words per minute depending on the individual. The
average word count per minute ranges from 120 to 150. We should speed up to
stay inside this sensible range. Even if the speech's subject matter is really
intriguing, a person is more likely to be viewed as a dull speaker if they talk
excessively slowly and monotonously. Similar to this, a quick speaker might
make people uncomfortable since they don't have enough time to understand
what they're hearing or change from one thinking to another. Therefore, it is
essential to change up your speaking cadence. To add emphasis, employ the
appropriate pauses. A message that is well-paced and diverse conveys energy,
certainty, and audience awareness.
i. Pitch: Pitch is the term used to describe how many times our voice vibrates per
second. Different emotions are expressed through the voice's peaks and valleys.
Such a word is "thank you." There is a difference, when said indiscriminately
and when sincerely. Our speech has inflections that give it warmth, sparkle, life,
and enthusiasm. Low pitch might be a sign of grief, astonishment, tedium, guilt,
etc. Our pitch instinctively rises when we are happy, triumphant, thrilled, or
even furious. A tone that is both clear and impactful has a pitch that is well-
balanced. It aids us in avoiding monotony. When someone speaks a word or a
syllable, their voice's tonality rises and falls in pitch. By acquiring and utilising
the patterns we will be able to communicate our intent very clearly if we use the
right intonation pattern. Our body's oxygen supply also affects pitch; if it runs
out, we won't be able to change it.
j. Articulation: Sloppy, slurred, chopped, truncated, or omitted sounds between
words or sentences should be avoided by speakers. The flow of comprehension
is disrupted if all sounds are not articulated correctly. The message is
interrupted, which prevents the listener from understanding it. The outcome is
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
comparable to the unfavourable impression that readers have of textual
mistakes. Speaking slowly, making slurred noises, or missing words will make
the speaker appear less credible. Develop the capacity to talk clearly in yourself;
utter the words clearly and without producing any uncertainty. The audience
will better understand ‘I do not know’ and ‘I want to go’ than ‘I dunno’ and ‘I
wanna go’.

k. Pronunciation: We must shout out sounds in a manner that is usually

recognised while pronouncing words. To pronounce words correctly, stick to
British Received Pronunciation. Also known as the Queen's Received
Pronunciation. The accent of Standard English in England is known as (or
King's), Oxford, or BBC English. One must be cautious to enunciate each sound
and the word stress in accordance with the established rules. Do not fool
yourself into thinking you can pronounce every word correctly. Always use a
decent dictionary and strive to pronounce words correctly wherever there is
ambiguity.
l. Voice modulation: Modulation is the control, modification, or adjusting of the
tone, pitch, and loudness of the sound or speaking voice, whereas intonation
relates to tonal fluctuations. Variation in voice gives our voice flexibility and
vigour, allowing us to communicate feelings like impatience, cautious planning,
despair, distrust, etc. in the best way possible. Should we not pay close attention
to how our voice is modulated, it will become flat and we'll seem sluggish and
out of control when we talk. In addition, word stress and sentence stress are
significant factors in voice modulation. For instance, highlighting one or two
words in a sentence, we may use modulation to successfully emphasise certain
words in a statement (for example, one might emphasise "this" and "fifty
vehicles" in the line "This firm produces fifty automobiles every day"). As a
result, a new speaker should emphasise terms more clearly during the
presentation by underlining them. This makes it easier to avoid seeming boring
and repetitive.

m. Pauses: A pause is a moment of stillness surrounded by speech. A gap between

sentences allows the listener to process the message and process it
appropriately. Additionally, it facilitates the speaker's transition from another.
As a break is a natural procedure, it enhances the discourse. However, it ought
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
to come naturally. Being overly self-conscious might make the process appear
manufactured. Silent pauses should be used in place of vocalised pauses or vocal
segregates such as uh, ah, hm, ahem, a, and aah. Vocalized pauses weaken the
message's conviction and make the speech appear evasive and dishonest.
Additionally, overusing words and phrases like "I mean," "well," "like," "ok,"
"got it," "really," etc. might tarnish the positive image we have worked so hard
to establish. Useful pausing at predetermined intervals demonstrates certainty,
confidence, and self-control. Using pauses at the conclusion of certain thinking
units to allow the listener to properly comprehend the message.
n. Speaking error free & clutter free: The speech should be clear and free from
any type of ambiguity. Usage of visual aids for making illustrations during
presentation beautify it. Further the speech errors like stammering, stuttering &
tongue twisting should be eliminated as it makes the presenter a centre of
mockery. Audience tend to pull the legs once discovering these errors. This can
lead to a flop show.
Practice Questions

1. Discuss the structure and general format considered universally for writing a
project report / thesis.
2. Define a technical proposal. Describe various types of technical proposal.
3. Discuss the basic structure to be followed while writing a technical proposal.
How a proposal differs from a project report?
4. What you can infer by hatching an idea? How we can create a good pitch for
pitching a start-up idea?
5. Discuss the essential content for making an effective pitching.
6. How we can categorize the pitchers? Can you suggest & explain any other type
than discussed in the notes?
7. Explain the basic elements of speech delivery.
8. ‘Passion is needed for making a speech delivery but at the same time it should
be balanced with confidence’. Examine the statement in the light of speech
delivery elements.
9. ‘Speaking with force & energy makes a delivery fascinating but at the same
time remaining poised & calm is also required’. How do you handle the
conflict? Explain.
Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking
Thesis and Project Report Writing, Technical Proposal Writing, How to Pitch an Idea: Process, Preparation and
Structure, Elements of Speech Delivery: Passion, Poise & Illustrations.
10. Define IQ (Intelligence Quotient), EQ (Emotional Quotient), AQ (Adversity
Quotient), SOQ or SQ (Social Quotient), SPQ (Spiritual Quotient).
_______________________________________________________________