Public Speech: It is basically a communication process involving a sender – a message – set of

receivers. The speaker conveys idea to the audience through means of communications such as
words and languages.

LECTURE PROCESS

Sender Message Recevier

•Posture
Knowledge •Comfortable •Level of
•Sitting or standing
Personal involvement •Eye contact
comprehension
•Stand at case 10’apart
with Topic •Answering, question •Level of
•Expressiveness
Clarity of Objective to •Verbal
understanding of Topic
•Non-verbal
be achieved •Use of aids •Mood
•Conceptualizing
• Mode building
PREPARING FOR A SPEECH:
Analyze the audience
Define Topic & Purpose
Collecting Material
Planning the speech - Count down Starts
Before starting speech

Parts of Public Speaking:

Speech has 3 main parts

•Verbal (the words)

•Speech quality (Vocal)
•Visual (Body language)
•A speech is more seen than heard how you talk is more than what you talk.
COMMUNICATION LEVEL:

Research shows that relative impact of various parts of speech are as follows
Verbal - 7%
Visual - 55%
Vocal - 38%

It is hard to believe that a whopping 93% of your speech is not “what you speak” but
‘how you speak’

This however does not mean that verbal part is not important. The content forms the
foundation of the speech and the whole speech would be come in effective if verbal part
is weak.
Verbal part is called content:

•This is physical part (script) of the speech and can be prepared in advance
and can even be written by anybody other than speech.

The vocal and visual together constitute the process or how the speech was
delivered. As is quite obvious, it is only speaker who can deliver this part
and if comes only thorough lot of practice. The process has 93% weightage.

VISUAL: what is seen 55%

Entry, Posture, Dress, Eye Contact, Departure

VOCAL: HOW YOU SPEAK – 38%

MODULATIUON, Pitch, Speed, Pauses

Verbal Content: What you speak 7%
Beginning
Body of speech
Diction
Thought sequence
Clarity of thought
Humour
Conclusion
Audience Types:
3 types Friendly:
• Friendly
• Neutral
• Unfriendly
Research show that at the start 20% is friendly towards the speaker.
5% would be unfriendly and 75% are neutral. The speaker gain confidence
initially from the 20% and then brings the neutral 75% to friendly mode. The
balance 5% unfriendly ones are difficult to please.
They have a set agenda to make the speaker uncomfortable.
 Audience needs
Peace, Love, Knowledge Prestige, Social esteem

1. Humor

2. Handling Interruptions

3. Answering Question

1. Visual Aids
 Oral Communication – MOUs & Negotiation Plan

Negotiation:

Negotiation the process in which two or more individuals or groups, having both common and
conflicting goals, state and discusses proposal for specific terms of a possible agreement.

Communication & Effective Negotiation:

Check communication is the key to effective communication

3 skills required
Hastening, understanding, speaking

Six Basic Steps of Negotiations:

Getting to know another

Statement of Goals & Objectives
Starting the Process
Expression of Disagreement & Conflict
Reassessment & Compromising
Agreement in principle or settlement
Guide lines for successful Negotiation

1.Setup goals & plan your negotiation time

What is the most important, goal for me?
What is actually negotiable?
What are the alternates?
Where is the compromise these hold, where should I lay down the time
2.Generally communicate your won strength
3.Pick the right moment
4.Be Fair and Objective – keep cool & do not let emotions take over you
5.Listen after lively, ask questions repeat & summarize
6.Dealing with defeat
7.Confirmation & Summary
Key to Integrative Bargaining

Orient yourself to win-win approach

Plan and have a concrete strategy and be clear on what is important to you and why it is
important.
Know your BATN( A Best alternative to a negotiated agreement)
Separate people from the problem
Create people for mutual gain
Generate the variety of possibilities before deciding what to do
Focus of interest not positions, consider other party’s situation
Take in tangibles in to account, - communication carefully
Oral communication
Proposals:
A proposal is a written document that seeks to persuade the reader to accept a
suggested plan of action:
It can be: to buy a service or product from the reader
To convince the reader of the existence of a situation or take cause of action
To provide funds:
To convince to new technology
Types of Proposals:
•Internal Proposal - Within organization
•External Proposal - Separate, Independent companies to
another company
•Solicited Proposal - Customer requests for proposals
•Un solicited - Proposal sent without recipients request
Proposal Formula: If will help you to cover all the bases in a proposal
Who - Who will do/manage the work – Responsibility

What - What needs to be done

Where - Where will the work be done/delivered

How - How will the work be done

When - When the work will start –finish

Why - Why have the chosen approaches and alternative be

selected
Components of A Proposal
•Title page
•Letter of Transmittal
•Executive summary
•Table of Contents

Contents of Proposal:
Introduction
•Back Ground
•Client Problem /Requirement

Body
•Objective (Soln to the problem/requirement identified
•Procedures / Methodology
Personnel (Staffing/Administration/ Qualification)
•Schedule
•Equipment
•Evaluation - evaluation methods should be built into project
•Sustainability - evidence of facial Sustainability is sought after
characteristic of a proposal
•Budget - cost of project
•Organizational Information - Resume of the organization should come at the end of
proposal
•Conclusion - Positive aspect of project
Asking customer to work out the details of project with
you
•Appendixes - Resume of principle investigator
Audit procedure
Graphics
Note on existing customer
Draft control
 HANDLING THE PRESS :

An effective crisis communication plan may be the most important part of crisis
planning process.

•Government investigation

•Death of top executive

•CEO gets arrested for drinking

•Strike

•Sexual harassment case

•Radiation Leak
•One individual should be designated as the primary spokesman to make official
statements and answer media questions throughout the crisis looking into company
interest.

•A back-up for the primary spokesperson should also be identified and individuals who
will serve as technical expert or advisors should be designated.

•Select a place to be used as media centre.

•Location for interviews and press briefings will be decided by CRISES

COMMUNICATION TEAM.

•Reporters may ask to speak to staff/faculty/student of a school who were involved in

the crises.

•Restrict all interviews - to PRIMARY SPOKESMAN.

•Keep in mind that the reporters have the right to interview anyone they want to and if
they don’t get the answer they want from you, they will get somewhere else.

•What is given to one (such as access to an area effected by crisis) should be available
to all.

• Do not volunteer information unless it is a point or the company wants to make. Do

not talk off the record.

•If possible rehearsals should be conducted prior to each media interview. The public
relation officer should prepare question to answer or practice session. These will be for
internal use only.
 BUSINNESS CARDS

 If your host opens the meeting with offering his card -

Follow him and offers yours.
Avoid suddenly remembering to offer a card and
interfere your meeting for this.
A card is best offered at the end of the meeting - When
both the organizations are already well known to each
other .
Check for the person’s correct name and designation to
avoid blunders .
Offer your card in a way that the text is facing the
recipient.
Once you are through reading the card - Keep it at left
side.
 Business Meeting (8 Golden Rules)
 Person calling the meeting must have a clear authority to call
a particular meeting.
 The convener should arrange for the venue and decide on
time.
 Those attending must arrive on time and be prepared to
contribute to objectives .
 The convener must also specify his purpose and agenda of
meeting; expected duration.
 The convener must also be the moderator and keep a track of
the agenda and time frame of meeting.
 Minutes of meeting can be delegated to a member of the
meeting.
 As the meeting concludes the convener should briefly
summarize the discussion and state specific action plans and
follow up.
 The convener must ………. communicate the outcome of the
meeting to all concern people.
 Business Etiquette
 A good manner is the best letter of recommendation
among strangers.
Civility, refinement and gentleness are the passports
to hearts and homes, while awkwardness, coarseness
and gruffness are met with locked doors and
closed hearts.
There is an unwritten code of good business manners
that governs the way that individuals and their
companies deal with each other to.
 Work effectively and profitably together.
 Establish and sustain successful long term relationship.
 Improve their development and promotion potential.
 Introductions and Greeting
Etiquettes
 Smile – It is a golden rule to meet others with a genuine
smile on your face.
 Move forward to be able to stand at a comfortable
distance with the person you are being introduce to.
 It is acceptable to extend a handshake - 3 times.
 As you shake hands; Speck your name clearly and
confidently.
 Ending your introduction with polite phrases like – “Good
to meet you or how are you doing”.
 When you Introduce another
Person
 Make sure you look at the person you are introducing
first and then recipients of this introduction.
 You can even gesture politely with your hands towards
the person to indicate his presence and importance.
 Always keep your tone respectful and genuine when
introducing – be natural.
 The content of your information must be brief yet give
enough information.
 Make enough space for your guest to be able to move
forwards and shake hands with each other.
Legal communication
 STEPS TO DRAFT A LEGAL
COMMUNICATION
1. Ascertain a proper title of the document that
appropriately describes the nature of transaction in
brief.
If some property is being purchased, then it is
called a SALE DEED or CONVEYANCE DEED.
If some property is being given on lease/rent,
then it may be called RENT AGREEMENT or a LEASE
DEED.

2. Ascertain the parties to the transaction/agreement or

the person submitting the document representing the
parties.
3. Also note down their particulars of identity such as
father’s/husband’s name, residential address, age etc. Note
down the transaction/agreement and the considerations
involved.

4. State the mode and manner of payment of consideration.

5. Note down terms and conditions of agreement. These

terms primarily state the rights and obligations of each
party under the agreement. These terms should be drafted
in a very clear and precise language. It must be ensured
that no condition is left out.

6. In the end, the document should bear the signature,

stamp or seal, where necessary, of the executing parties
also mentioning the date and place of execution.
7.Some documents also required to be witnessed by
individuals who are not party to the document. The
parson witnessing the document should be young and
healthy so that he can be approached in case of dispute.

8. Whenever a document is required to be executed on

the stamp paper, the stamp paper should be of
prescribed value as applicable in the concerned state.

9. If a document is required to be registered, it should be

presented before the appropriate authority within a
reasonable time after execution.

10. Necessary number of copies of document should be

prepared on stamp paper of appropriate value if required.