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Unit 1: Fundamentals of Technical Communication

1.1 Communication 1.5 Approaches/Requisites of Technical Comm.
The word "communication" has been derived from a Latin 1. Brevity: It should be brief and provide information
word 'communicare' which means 'sharing'. in a concise manner.
So, The communication is the act of sharing or 2. Clarity: It should be clear without any confusion.
exchanging information, ideas or feelings. 3. Simplicity: It should be written in a simple language.
4. Objectivity: It should be written in limited words.
1.2 Technical Communication 5. Utility: It is done for some specific purpose.
Technical communication is a communication that 6. Vocabulary: It uses specific technical vocabulary.
conveys complex technical information in an easy-to- 7. Informative: It should be used to give specific
understand manner. information.
(OR) 8. Use of active voice : Active voice should be used as
Technical communication is the study of the targeted it is easy to understand and emphasis is laid on the
audience and then finding out the best way to present subject and not on the object.
the information. 9. Avoid repetition : Repetition should be avoided.
It involves gathering knowledge from experts and
customers by conducting interviews, testing their topics, 1.6 General V/s Technical Communication
studying existing information and finally reshaping this
General Comm. Technical Comm.
information, so that the correct audience can access,
Contains General Message Contains Technical
understand and use it. Information
Informal in style Formal in style
1.3 Features of Technical Communication Mostly Oral Oral or Written
Do not follow any set of Follows Set of Pattern
 Addresses particular readers or audience. pattern
 It has sentences of moderate length. Not always for specific Always for specific
 It has Logical division of paragraphs. audience. audience
 Helps people to solve problems. General vocab is used Technical vocab is used
 Reflects an organizations goals and culture. No use of technical terms Frequently involves
 Consists of words or graphics or both. or graphics. jargons, graphics, etc.
 Is produced using high tech tools.
 It disseminates knowledge in oral or written form. 1.7 Language as a tool of Communication
 In order to express the ideas in a proper way we
1.4 Purpose of Technical Communication
need a language to communicate so language is very
Technical communication serves three purposes that necessary for our daily life.
sometimes overlap:  Effective communication is made possible with the
help of language.
1. To inform: Anticipate and answer your readers'
 Language employs a combination of words to
questions.
express ideas in a meaningful way.
2. To instruct: Enable your readers to perform certain
 By changing the word order in a sentence, you can
tasks.
change its meaning, and even make it meaningless.
3. To persuade: Motivate your readers.
 Physical gestures are also sometimes the medium of
expressions. For example, crying in anger, laughing
or waving hands helps a person to communicate
some of his feelings.
 Man has invented language which helps him to
communicate with different parts of people.

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1.8 Characteristics features of Language 1.10 Technical Writing
1.Language is Artificial: Man has created language for his  Technical writing is a type of writing where the
convenience, to express his thoughts and experiences. author is writing about a particular subject that
requires direction, instruction, or explanation.
2.Language is Restricted: When we translate our  This style of writing has a very different purpose and
thoughts into language, some meaning is lost in the different characteristics than other writing styles.
process. So, Some time we feel unable to express our  Technical document is written keeping focus on the
thoughts in words because all can not be explained type of audience being targeted.
through words.
3.Language is Arbitrary: There is no direct relationship 1.11 Sentences
between a word and the idea or the object it represent. A sentence is a set of words that are put together to
We cannot say why we name a piece of furniture with mean something.
four legs as “chair”; it could have been something else.
Requisites or Salient Features of Good Sentences
4.Language is Abstract: Language is abstract because it
1. Brevity (Short Sentences): It should be brief and
represents generalized ideas of things or thoughts. A
word could represent different ideas at different times. provide information in a concise manner.
2. Clarity: It should be clear without any confusion.
5.Language is Creative: Language is creative because it
3. Simplicity: It should be written in a simple language.
has the ability to generate many words every day.
4. Utility: It is done for some specific purpose.
1.9 Reading & Comprehension 5. Avoid repetition : Repetition should be avoided.
6. Choose appropriate words
 "Reading" is the process of looking at a series of
written symbols and getting meaning from them.
 The reading is of different types.
1.12 Paragraph
1. Reading extensively: For general understanding A paragraph can be defined as a group of sentences or a
of the subject. single sentence that expresses a single idea, supported by
2. Reading intensively: For in-depth knowledge of evidence in the form of examples, thus forming a unit.
the text.
Requisites or Salient Features of Good Paragraph
 “Reading comprehension” refers to the ability to
understand the information presented in written form. 1. Brevity (Short Sentences): It should be brief and
provide information in a concise manner.
Reasons for Poor Comprehension are: 2. Clarity: It should be clear without any confusion.
1. Inability to understand a word.
3. Simplicity: It should be written in a simple language.
2. Inability to understand a sentence.
3. Inability to understand how sentences relate to one 4. Utility: It is done for some specific purpose.
another. 5. Avoid repetition : Repetition should be avoided.
4. Inability to understand the information fits together 6. Informative: It should be used to give specific
in a meaningful way (organization). information.
5. Lack of interest or concentration. 7. Use of active voice : Active voice should be used as
Tips to Improve Comprehension Skills: it is easy to understand and emphasis is laid on the
1. Read a variety of materials. Do not limit yourself to subject and not on the object.
textbooks. 8. Choose appropriate words
2. Read a fairly long portion of the material. Try to
read an entire section or chapter instead. Basic three sections of a paragraph:
3. Circle unknown or unfamiliar words as you read. 1. Beginning - Introduce your idea.
4. After reading, recall as much of the information as 2. Middle - Explain your idea.
possible. 3. End - Make your point again, transition to next
5. Consider how interesting the subject matter is and paragraph.
how much you already know about the subject.
6. Answer questions about the material after reading
it.

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1.13 Principle Requirements of Paragraph 3. Exposition Method: These paragraphs explain how
something works or what the reader is to do to make it
Development work. Such paragraphs demand certain knowledge.
1. Topic sentence: Topic sentence is a sentence that Nevertheless, writing them is a great exercise to
expresses the main idea of a paragraph. This is also understand the material, because you keep learning
known as key sentence or theme sentence. when you teach. In expository writing, linking words
2. Coherence: Coherence refers to the clear and logical like first, second, then, and finally are usually used to
thinking of ideas in a paragraph in such a way that a help readers follow the ideas. Exposition is explanatory
thought expressed in a sentence easily leads to the writing. Exposition can be an incidental part of a
thought in next sentence and so on. The word description or a narration, or it can be the heart of an
coherence literary means Consistency. Four devices article.
used to build up this coherence. 4. Linear Method: Linear means 'consisting of lines' or
a. Pronouns: It is used as a substitute for a noun, and 'one dimensional'. Each sentence leads to the next one
this always serves as a reminder of the noun in the in a paragraph, with the purpose of maintaining a
earlier sentence. Thus, it maintains the continuity of forward movement; and each paragraph can be a step
thought. to take us to a goal. A logical series can be made even a
b. Repetition: The repetition of some keywords or consecutive arrangement of information.
phrases in the paragraph serves not only to make
5. Interrupted method: Whenever the writer gives a
the paragraph coherent but also to emphasize the
break to the line of thought and gives a turn to the idea
author’s point of view.
to produce the desired effect, he uses this method. The
c. Synonyms: Synonyms are substitutes for words
punctuation marks , ( ) _! (comma, parentheses, em
already used and have similar meanings. This device
dash, exclamation mark) serve as interrupters and add
is useful because it helps the writer to avoid
emphasis to the sentences. The interrupt the flow of
excessive repetition.
sentences by breaking chunks of ideas. Remember,
d. Connectives: These are words or phrases which
interrupters can be words, phrases, or punctuation
usually occur at the beginning of a sentence to show
marks.
the relationship between the new sentence and the
preceding sentence. Examples of connectives : but, 6. Spatial Order Method: When the matter refers to
and, or, further, etc. certain areas, an area-wise arrangement of the matter
must be preferred to present it systematically. This
3. Unity- Unity refers to one as a whole or oneness. All
method helps the reader to visualize what he sees and,
the parts of a paragraph should contribute to one
therefore, it is better to understand the physical
effect and lead to unified purpose. One idea should be
qualities of the subject matter.
expressed in one sentence and avoid too much lengthy
sentences. 7. Chronological Method: When the matter refers to
some developments in terms of time, a chronological
1.14 Devices or Methods or Techniques for order introduces system in its presentation. This order
is preferred in historical narrations.
Paragraph Development
1. Inductive Order Method: When the matter consists of 1.15 Technical style
some details or known facts, the consideration of
 Style in technical communication is the way one
which leads to a conclusion, it is desirable to adapt the
speaks or writes to convey technical information.
inductive method. This is a logical arrangement,
 Style in technical communication depends on the
beginning with the supporting information available
audience, the communicative context, and the
and concluding with a topic sentence or a conclusion.
purpose of communication.
2. Deductive Order Method: The deductive method is the  Style is formal in a technical report or professional
opposite of the inductive method. It reverses the presentation and informal as a personal letter or
arrangement of matter prescribed in the inductive casual conversation.
method. When a statement is made in the beginning,
and it is followed by the facts that substantiate the
assertion or suggestion made in the beginning, this
method is adopted. In it, one starts with the topic
sentence, and goes on to record the supporting facts.

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Ingredients or Requisites or Salient Features of  It promotes better working relationships within an
Technical Style organization by giving the subordinate staff
opportunities to share their views and ideas with their
1. Brevity: It should be brief and provide information
supervisors.
in a concise manner.  It facilitates employee involvement in the decision-
2. Clarity: It should be clear without any confusion. making process.
3. Simplicity: It should be written in a simple language.  A business report from the Branch Manager of a
4. Objectivity: It should be written in limited words. company to the Managing Director of the company is
5. Utility: It is done for some specific purpose. an example of upward communication.
6. Vocabulary: It uses specific technical vocabulary. 3. Horizontal or lateral communication:
7. Informative: It should be used to give specific  It takes place between professional peer groups or
information. people working at the same level of hierarchy.
8. Use of active voice : Active voice should be used as  It is the communication among workers at the same
it is easy to understand and emphasis is laid on the level.
subject and not on the object.  The main objectives of horizontal communication are:
a. Developing teamwork within an organization.
9. Avoid repetition : Repetition should be avoided
b. Promoting group coordination within an
organization.
1.16 The Flow / Dimensions / Levels of
4. Diagonal or cross-wise communication:
Communication  It is the product of modern changes in information
technology and management.
 It is a response to market needs that demand speed
and efficiency.
 Diagonal communication flows in all directions.
 Diagonal channel occurs between people who do not
have to follow rigid norms of communication protocol.
1. Downward communication:
1.17 Barriers to Communication
 Downward communication refers to the:
a. Communication from the higher level in 1. Physical And Physiological Barriers: These include
managerial hierarchy to the lower level. distance, background noise, poor or malfunctioning
b. Communication from decision makers to the equipment, bad hearing, poor eyesight, speech
workers.
impediments.
c. Communication from seniors to their subordinate
employees. 2. Emotional And Cultural Noise: Emotions (anger, fear,
 It involves the transfer of information, instruction, sadness) and attitudes (having to be right all the time,
advice, request, feedback and ideas to the believing oneself to be superior or inferior to others)
subordinate staff.
affect objectivity, as do the stereotypical assumptions
 The main function of downward communication is
providing direction and control. that people make about each other based on cultural
 A communication from General Manager of a background.
company to the Branch Managers is an example of 3. Language Barrier: Speaking different languages,
downward communication.
having strong accents, using slang or jargon can frustrate
2. Upward communication: communication and negotiation efforts.
 Upward communication refers to: 4. Nothing Or Little In Common: Examples, stories and
a. Communication from subordinates to superiors.
anecdotes can help get a point across, except when the
b. Communication from employees to management.
c. Communication from workers to decision makers. audience cannot relate to any of these because they
 Upward communication involves the transfer of don’t share a common experience with the speaker.
information, request and feedback from subordinates
to their seniors.

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5. Lack Of Eye Contact: Not making eye contact is a sure
way of raising doubt in listeners and losing their attention
and making them feel suspicious of you, not to mention
invisible.
6. Information Overload And Lack Of Focus: Too much
information can confuse your audience and even make
them wonder if you’re overwhelming them with details to
avoid telling them something else they would rather
know.
7. Not Being Prepared, Lack Of Credibility: If you’re not
prepared, if you lack the facts, if you rely on your Power
Point presentation too much, your listeners will notice
and feel let down, even disrespected–and they won’t
believe you.
8. Talking Too Much: When you talk, you’re not listening,
and you need to listen to the people you’re attempting to
persuade.
9. Trying Too Hard, Seeming Desperate: When you try
too hard to persuade someone, you may seem desperate,
and desperation smells like manipulation and turns
people off before you can utter your next desperate word.
10. Lack Of Enthusiasm: If you don’t believe in your
position, product, service, or whatever you’re trying to
sell, they won’t believe in it either.

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Unit 2: Forms Of Technical Communication
6. Simple and clear: The language used while writing
2.1 Technical Report the report should be simple.
7. Brevity: The report should be as brief as possible yet
The word ‘Report’ is derived from the Latin ‘reportaire’ complete.
that means to bring back. 8. Grammatical accuracy: Grammatical errors are like
A technical report is an official document that presents faulty speech. They distract the reader’s attention.
fact, their analysis and decisions and recommendations 9. Special format, illustrations, and documentation:
derived on the basis of facts/data collected by an Reports usually follow a particular layout. All useful
individual. parts of the structure of a report should be included.
Illustrations like charts, tables, diagrams, figures,
All professionals like engineers, scientists prepare their photographs can also be used.
report that helps the executives in decision making. 10. Homogeneity : The report should be written on one
topic.
Importance of Reports:
1. Reports enable decision making and problem solving Steps in Writing a Report
in organization. 1. Analyse the problem.
2. Reports help the authorities in planning things. 2. Determine the scope of the report.
3. Reports are an important means of spreading 3. Consider the audience or the reader.
information both within and outside the 4. Gather information.
organization. 5. Analyse the information.
4. Reports serve as a measure of the growth, progress 6. Prepare the report according to the prescribed format.
and success.
5. Reports serve as a valuable source of information.
Basic Structure of Report
1. Prefatory Part/Front Matter
Objectives of a Report: a) Cover Page
1. To Present a record of project. b) Title Page & Writer’s name
2. To Record an experiment. c) Acknowledgement (To show gratitude to
3. To Record research findings. contributors).
4. To Present information to a large number of people. d) Table of contents
5. To Recommend actions to solve a problem. e) Abstract or summary
6. To Record and clarify the complex information for
future reference. 2. Main Text/Body
Actual report begins with the main body.
Characteristics of a report: a) Introduction
1. Precision: A report has to include lot of information b) Description of problem
in limited space. c) Discussion/Analysis
2. Factual: All information included in a report should d) Conclusion
be based on facts. 3. Supplementary Part/End Matter
3. Relevance: All information should be related and a) Appendix (Contains data, table, graphs, and charts
relevant to the main idea of the report. It should be etc all the supporting material which cannot be
relevant from reader's point of view. placed in main body).
4. Reader oriented: When writing the report one must b) List of References (Reference of original writer and
keep in mind what does the reader need to know (to book).
arrive at a decision) rather than what the report c) Glossary (List of technical terms).
writer may know about it. d) Index (List of important alphabetized words along
5. Objectivity of recommendations: The objective of with the page numbers).
writing the report is to enhance productivity or
business growth and should be free of writer’s own
personal views.

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Categories of Reports:
1. Informative Reports: In this report introduction is Example: Write a report to the Managing Director
followed by a presentation of information or facts regarding the need for improvement of the
and a conclusion. Recommendations do not arise in communication system in the company.
this type of report.
2. Analytical Reports: This type of report analyses the To: The Managing Director
facts, draws conclusions and makes From: M. L. Malhotra (Technical Expert)
recommendations. Date: 21/07/2018
3. Periodic and Special Reports: Periodic reports are Subject : Improvement of the communication system in
presented at regular and prescribed intervals in the the company.
usual course of business. They are also called routine Observation : Personally checked all the departments of
reports. Special reports are related to a single the company and found most of them are affected from
occasion or situation. They deal with non-recurring disturbances in communication system.
problems. Reasons : The networking wires are quite old. Some of
4. Oral and Written reports: An oral report is simple them were found disconnected. Beside the machines are
and easy to present. It may communicate an worn out and in such condition that cannot be repaired.
impression or an observation. Written reports on the
Recommendations :
other hand are always preferred as it can be edited,
1. The old machines are needed to be replaced with new
reviewed, stored and retrieved.
ones which should be equipped with latest technology.
5. Long and Short Reports: These reports are classified
2. The wires should be changed.
on the basis of length. Short reports are precise,
3. An expert system administrator should be appointed to
concise and not very elaborative. Long reports are
make the system more effective.
very elaborative and consist of abundant of
information.
6. Formal and Informal Reports: A formal report is the 2.2 Thesis/Project Writing
result of proper survey and investigation and is  A Project report is a form of written communication
presented the prescribed format. The language is prepared by a professionals at the completeness of his
also very formal. An informal report is usually research work.
transmitted from person to person, there is no set  It records all the data and its analysis and findings in
format and is targeted to only few persons e.g memo objective style which contains all usual elements such
report. as cover page , title page, table of contents, summary,
7. Individual and Group reports: On the basis of the introduction, conclusion and recommendations.
target audience a report can be classified as
individual and group reports.  A Thesis is a long research report. It may span over a
period of 2 to 5 years.
 It provides detailed written account of the data after
Abstract V/s Summary conducting some survey in particular field which
includes data analysis, findings or conclusion derived
Abstract Summary by the researcher.
It states what the report is It sums up all the aspects of  It is divided into chapters.
all about and what the report using ordinary
significance of report is. language. Structure of Thesis Writing
1. Title page
It can be informative as It can be descriptive. 2. Declaration/Certificate
well as descriptive. 3. Acknowledgement
It is shorter in length. It is longer in length. 4. Table of contents
5. Abstract/Summary
6. Introduction
7. Literature review/Background Information
8. Theory
9. Conclusions and Suggestions
10. References
11. Appendices

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Importance/Significance of Thesis Writing Method to write Technical Research Paper
 Create an authentic work of research 1. Title
 An extensive and most complex work of research 2. Authors, affiliations, and addresses
 Improves a researcher's subject knowledge 3. Abstract
 Enhances rational and reasoning skills 4. Introduction
 Open the door for future research 5. Materials and methods
 Showcases your intellectual capacity 6. Results
7. Discussion
2.3 Synopsis 8. Conclusions
9. Acknowledgement
A synopsis is a short, systematic outline of the proposed 10. References or bibliography
thesis, made in preparation for the first meeting with the
supervisor. It serves to ensure that the supervisor gets a 2.5 Seminar and Conference Paper Writing
clear picture of the proposed project and allows him or
her to spot whether there are gaps or things that have
BASIS FOR
not been taken into account. CONFERENCE SEMINAR
COMPARISON
Structure of Synopsis: Meaning A conference refers A seminar is an
1. Title to a large formal instructional event,
2. Statement of the problem and hypothesis gathering of several wherein one or more
3. Aims and objectives people or say, experts
4. Review of literature members, to talk communicate some
5. Research methodology about a specific topic information, through
6. References or subject of lecture or general
7. Official requirements common interest. discussion.

Number of 50-1000 5-10

2.4 Technical Research Paper Writing people
 A research paper is a piece of writing based on original Objective To get an opinion or To educate, discuss
research carried out by the author and is the result of solution for an issue. and guide.
a small scale study.
 The main purpose of a research paper is to add to the Participation Limited participation Active participation
existing knowledge, understanding and scope of a of audience
particular subject.
Organized at Organization or hotel Seminar hall of
meeting space. Institution, or an
Characteristics or Style of Technical Research Paper
arranged space.
Writing
1. Identify the purpose of writing technical research Duration Few days One hour or more
paper
2. Use of proper and relevant technical terms Type of work Presentation and Presentation and
3. Come straight to the point Exchange of views Discussion
4. Use of active and not passive voice
5. Use of modern language Method To Writing a Seminar/Conference
6. Use illustrations
Paper
7. Accuracy of language
1. Title page
8. Use bias free language
2. Table of contents
9. Use of right tone
3. Abstract
10. Discuss and describe data in a systematic way
4. Introduction
11. Written in formalized structure
5. Body: Literature Review, Implementations, Results,
Discussion, and Analysis
6. Conclusion
7. Citations and references

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2.6 Expert Technical Lecture 2.8 C.V./Resume writing
 Eminent speakers from the industries and universities  A C.V. (curriculum vitae) is a detailed document
are invited to enlighten the students with their ideas outlining all of your life achievements, qualifications,
and experiences. associations, awards and skills.
 The objective is to students and faculty members the  A Resume is a more concise document; an
opportunity to gain knowledge and insight into the abbreviated version of your CV that focuses on
innovations through interactive sessions. specific skills and achievements, usually in relation and
 Through these lectures, students get acquainted with relevant to an employment opportunity.
recent developments, practical applications, research,
problem-solving, industry needs and requirements, Structure of a resume
their expectation, scope for students and 1. Heading- It includes the candidates name, address,
implementation of theoretical knowledge. mobile number, E-mail address.
2. Position Sought- The candidate should clearly
Essentials of an expert technical lecture mention the post (he is applying for).
1. Theme clarity i.e. the speaker should be clear about 3. Career Objective- Here the candidate expresses his
the topic he is going to deliver. approach (way of thinking) towards the job.
2. Lecture should be presented in a clear and logical 4. Education- One’s academic as well as professional
sequence. qualification in detail
3. The material should be comprehensible and 5. Special Skills- Special skills and aptitudes
meaningful 6. Works Experience- the work experienced should be
4. After introducing the theme, the speaker should highlighted.
present the data and analyze it. 7. Achievements & Awards- It focuses on one’s
5. Use of required technical terms. personal social & academic achievements.
6. Presentation of findings. 8. Activities and Interest- it includes extra curricular
activities and personal interest.
9. Personal Information- Hobbies, parent’s detail,
2.7 7 C’s of effective business writing social status etc.
10. Date and Signature- signature of the applicant with
1. Consideration: Visualize reader’s circumstances,
date
problems, emotions, and desires etc, and indicate that we
understand them by using our words with care.
2. Courtesy: We should be courteous and polite during Salient features of resume writing are :
business writing. 1. It should be original.
For example, instead of writing, “we did not send the 2. It should reflect the candidate’s personality,
cheque”, use “The cheque was not enclosed”. Even if we employment goals and career aspirations.
are writing a complaint letter, our tone must be polite . 3. Resume should focus on required qualifications as
3. Clarity: We should be clear and specific in the letter. per job.
The words used should be unambiguous and clear. 4. The details of contacts should be mentioned.
4. Concreteness: A good business letter always provides 5. Work experience should be mentioned.
concrete (actual, specific and convincing) information. 6. Achievements in career should be highlighted.
For example, Instead of saying, “I expect the order to 7. Awards and honors must be given.
reach me at the earliest”, use “I expect the order to be 8. References id (if any) should be mentioned.
delivered to me by the 21st of February 2019”. 9. Covering letter or application for the job should
5. Correctness: Correctness of both expression and the always be attached with the resume.
information should be followed while writing a business
letter. Facts, Grammatical structures and spellings should
be correct.
6. Conciseness: Use only necessary details and short
sentences.
7. Completeness: Provide complete information in the
letter.

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2.9 Technical Proposal 10. Conclusion : It presents the final summary of the
proposal.
 Proposal is derived from the word “propose” which
means to suggest, to offer a solution, or to forward a
new idea.
 Proposal is an act of proposing, or anything proposed.
 It is a form of business letter or a formal report
written to draw the attention of the public to any
issue.
 Proposal is nothing but a way to sell one’s ideas.
 The main objective of writing a proposal is persuasion.
 It is the first step towards a new business.
 The aim of a proposal is to bring new benefits to the
organization and it may be used within as well as
outside the organization.

Types of Proposals:
1. Solicited Proposals: A proposal which is written in
response to somebody’s request.
2. Unsolicited Proposals: An unsolicited proposal is one
sent to someone, even though they have not asked
for it.
3. Internal Proposal: Address to reader within an
organization.
4. External Proposal: Deal with the people outside the
organization
5. Formal Proposal: This is the type of long proposal
with detail discussion.
6. Informal Proposal: In this category comes short
proposal including small projects and topics.

Structure of Proposal Writing:

1. Title page : It contains the title of the proposal, the
name of the person or organization to whom the
proposal is being submitted, the name of the
proposal writer and the date.
2. Table of contents : It provides the readers an overall
view of the proposal.
3. List of figures : It includes a list of tables, graphs,
figures, charts used in the proposal.
4. Abstract/Summary : It highlights the major points of
the proposal.
5. Methodology : It summarizes the proposed methods
of data collection and the procedure for investigating
the problem.
6. Introduction : It gives the background, states the
purpose, and discusses the scope.
7. Statement of problem : It contains an objective
description of the problem.
8. Proposed plan and activities
9. Recommendations : It discusses the ways to solve
the problem.

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Unit 3: Technical Presentation:
10. Strategies & Techniques

3.1 Presentation Characteristics of good presentation

1. The presentation ideas should be well adapted to
Presentation means to put forward information and ideas the audience. Relate the presentation message/idea
before the audience in a very systematic manner and a to the interests of the audience.
predefined purpose with the help of visual aids. 2. A good presentation should be concise and should
be focused on the topic.
Goal / Aim / Motive / Purpose / Objectives of 3. A good presentation should have the potential to
Presentation convey the required information.
1.To Inform or Educate 4. A good presentation must be planned.
2.To Persuade 5. Rehearse and practice the presentation.
3.To Motivate or Inspire 6. Smile and Make Eye Contact with your Audience
4.To Entertain 7. The speaker should encourage more questions from
the audience.
Forms/Types of Presentations: 8. Try to use 10-30 Slides in Slideshows.
According to the purpose presentations are classified as: 9. Tell Stories.
1. Informative Presentations: Informative 10. Use your Voice Effectively.
presentations teach , demonstrate or instruct an 11. Summarize the presentation at the end.
audience on some topic or process such as policies 12. The speaker must have a presentable appearance
and rules. These are also called ‘tell’ presentations. while giving a presentation.
2. Persuasive Presentations: Persuasive presentations 13. Try to gain and maintain audience interest by using
are designed to induce an audience to accept a belief positive quotes, humour, or remarkable fact.
or action. These are also called ‘sell’ presentations.
3. Motivational Presentations: Motivational
presentations are designed to reassure the audience. 3.2 Interpersonal Communication
These are also called ‘join’ presentations.  Interpersonal communication refers to the sharing of
On the basis of audience profile presentations can be information among people.
classified as:  This form of communication is advantageous because
4. Internal Presentations: These presentations are direct and immediate feedback is possible. If a doubt
made to internal audience. The audience consists of occurs, it can be instantly clarified.
the employees or students and can be known or  Interaction among friends and interaction with sales
unknown to the presenter. executives are examples of interpersonal
5. External Presentations: These presentations are communication.
made to external audience. It consists of prospective
clients, vendors or partners and are generally Characteristics of interpersonal communication
unknown to the presenter.  Interpersonal communication is continuous, we
constantly share or send verbal and non-verbal
Based on the time available to prepare, presentations can
messages.
be categorized as:  Interpersonal communication is irreversible; once the
6. Impromptu Presentations: These presentations are
exchange takes place, it can never be ignored or taken
made without any planning or preparation. back.
7. Planned Presentations: The presentations are made  Interpersonal communication is situated; it occurs
with careful planning and preparation.
within a specific communication setting that affects
Based on the number of participants, presentations can how the messages are produced, interpreted, and
be categorized as: coordinated.
8. Individual presentations: A Individual is responsible
for preparation, research, and delivery. He rightfully
take all the credit for the final product he produced.
9. Group presentations: In contrast, often involve more
complicated tasks and therefore require more
participants to make them.

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3.3 Classroom Presentation 3.5 Individual Conferencing
Class-room presentation is a way to building confidence  The individual conferences are designed with a
among the students. They help the students to inculcate purpose. The main purpose of individual conferencing
the basics for communication skills—reading, writing, is to help an individual achieve his goal.
listening and speaking. It helps students to share their  For Students, the individual conferences are designed
views with their classmates and also to expand their to help the student explore his/her goals and
understanding. aspirations as well as reasons that he/she may choose
to achieve or underachieve in school or college.
Methods of Classroom Presentation
 The skill of conferencing or oral presentations play a
1. Verbal and Non-verbal mode of communication can
decisive role in enhancing the stature and influencing
be used.
decisions.
2. Classroom should be taken as the podium for
 It can elevate the status of a person with bigger
Presentation.
assignments and responsibilities.
3. Voice should be clear and loud.
4. Maintain right tone, pitch and also speed. Essentials for Individual Conferencing
5. Appropriate facial expressions and gestures should  It should be conducted in privacy.
be loud.  The person who conducts the individual conference
should have a positive outlook.
Presentation Skill Tips for Students
 The conferencing sessions should be conducted from
1. The main points are your backbones of your
time to time according to the need of the hour.
presentation.
2. Do not read from your notes.
3. Prepare cue cards with key words on them. 3.6 Public Speaking
4. Use visual aids like slides, charts and graphs to
illustrate your points.  Public speaking is the process of communicating
5. Dress appropriately for your presentation. information to an audience.
6. Speak clearly and loud.  It is usually done before a large audience, like in
school/college, the workplace and even in our
personal lives.
3.4 Mode of Presentation  The benefits of knowing how to communicate to an
audience include sharpening critical thinking and
Below are the four modes of presentation, or
verbal/non-verbal communication skills.
presentation Delivery Style or Nuances of delivery.
 Public speaking helps to inform, influence, or
1. Memorizing the Manuscript: This method of
entertain the listeners.
presentation can be one of the most effective
 Traditionally, public speaking was considered to be a
methods of presentation. But it requires an extra
part of the art of persuasion.
ordinary power to memorize because if the
presenter forgets his text, his speech will sound Methods or Nuances of Public Speaking
stilled / unnatural / too formal. 1. Memorizing the Manuscript
2. Reading the Manuscript: It means read out the 2. Reading the Manuscript
written material aloud. This method is often used 3. Extemporaneous / Speaking from Notes
whenever a complex or technical presentation is 4. Impromptu Speaking
made such as the description of some machine or
the policy matters of an organization. In this, the Effective Public speaking techniques
reader and listener contact is often interrupted. 1. Remember your speaking goal
3. Extemporaneous / Speaking from Notes: The 2. Entertain the audience with stories.
speaker prepares notes on a sheet or cards and then 3. Give Examples
with the help of appropriate audio visual aids, he 4. Use Presentation tools
makes his presentation. This process makes the 5. Tell the audience exactly what they are going to gain.
delivery easy and impressive. 6. Use Gestures and maintain eye contact.
4. Impromptu Speaking: The words Impromptu means 7. Do QnA.
done without preparation or planning. So, this is the 8. Have clarity of substance
presentation delivered without any preparation 9. Connect the audience with emotion
done beforehand i.e. unrehearsed delivery in speech. 10. Add Humour

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Clarity of Substance in Public Speaking Hence, it is necessary that the speaker should learn how
 Clarity means clearness. to overcome his stage fear. Below are certain tips to
 A speaker’s meaning must be immediately overcome stage fear:
understandable; it must be so clear that there is 1. Shift the focus from yourself and your fear to your
practically no chance of misunderstanding. true purpose—contributing something valuable to
 Many speakers despite having a complete control of your audience.
what they were speaking find it very difficult to speak 2. Stop scaring yourself with thoughts of failures.
clearly. 3. Refuse to think thoughts that create self-doubt and
 A speech may lack clarity, if the speaker : low confidence.
1. Speaks either very fast or very slow. 4. Practice ways to calm and relax your mind and body
2. Does not articulate the words properly. – such as deep breathing relaxation exercises, yoga
3. Pronounces incorrectly or does not follow the and meditation.
standard pronunciation. 5. Eat well and practice other healthy lifestyle habits.
4. Gives wrong emphasis on words. Avoid caffeine, sugar and alcohol.
5. Does not have a well-organized material. 6. Focus on your strength and ability to handle
6. Uses too many unfamiliar words challenging situations.
7. Visualize your success.
Humour in Public Speaking 8. Prepare your materials in advance and read it aloud.
Humour is one of the key communication skills of a public 9. Be self-confident. Remain warm and make eye
speaker. Humour can be used as a powerful tool by the contacts.
speaker for; 10. Be natural, be yourself.
1. Injecting energy into a room
2. Grabbing the audience attention
3. Making people attentive 3.8 Audience Analysis
4. Developing interpersonal relations
5. Making speech interesting  Audience analysis involves identifying the audience
6. Enabling the speaker to persuade as well as give and adapting a speech to their interests, level of
delights. understanding, attitudes, and beliefs.
7. Strengthening personal and organizational  An audience is not just a group of individuals rather it
relationships. has a collective personality of its own.
 The audience play a significant role in making a
Emotions in Public Speaking presentation successful.
Emotions matter when we speak. Showing emotions  The speaker should design his presentation after a
makes the speaker able to connect himself with his doing a proper research and analysis on audience.
audience.  The audience can be evaluated on these given criteria:
1. Helps to connect with the audience Age Group, Location, Gender, Size of Audience,
2. Make people more receptive Educational background, Interest, Income, Religion.
3. Audience feel the heart of the speaker
4. Enthusiasm and high earnestness penetrate the
heart of the audience by overwhelming and 3.9 Retention of audience interest or Audience
transforming them.
5. Energizes the audience Participation
6. Keep the audience engaged
 It can be difficult to hold your audience’s attention for
the entire presentation.
3.7 Overcoming Stage Fear  Boring presentations can make everyone to sleep.
 The following are the techniques to capture and hold
 The fear of public speaking or performance is called your audience’s attention throughout your
stage fear. presentation or speech.
 The fear of public speaking is often called stage fear or 1. Keeping presentaion visual.
stage fright. 2. Use of Bullet points in PPT.
 Stage fright may cause nervousness and spoil the 3. Be Confident while presenting.
entire presentation. 4. Tell a story.
5. Give Examples.

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6. Share a personal experience.
7. Relate to a recent event.
8. Ask questions.
9. Use Interjections.
10.State a fact that is troubling, amusing, or
remarkable.
11. Add Some Humour.

3.10 Interpersonal and Impersonal

Interpersonal communication:
 Interpersonal communication is the process
of exchange of information, ideas and feelings
between two or more people through verbal or non-
verbal methods.
 This form of communication is advantageous because
direct and immediate feedback is possible. If a doubt
occurs, it can be instantly clarified.
Impersonal communication:
 In this type of communication you do not personally
know the person you are speaking to.
 Impersonal communication occurs when people are
treated as objects and people assume superficial roles.
 Impersonal communication is based on social roles,
such as communication between a sales
representative and a potential customer.
 The manner of communication is informal and
superficial, covering only necessary topics.
 Impersonal communication is most common in
business, where a personal relationship and emotion
are not required.

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Unit 4: Technical Communication Skills
8. Video Interview: An interview, in which video
4.1 Interview conference is being employed, to judge or evaluate
 It is an interaction between two or more persons for a the candidate. Due to its flexibility, rapidity and
specific purpose, in which the interviewer asks the inexpensiveness, it is used increasingly.
interviewee specific questions in order to assess his /
her suitability for recruitment, admission, or
promotion.
4.2 Interview Skills
 The person who answers the questions of an interview The Most Effective Interview Skills or Tips
is called an interviewee. 1. Research the company: Gain basic information
 The person who asks the questions of our interview is about the company, like vision and mission, key
called an interviewer. personnel, and recent milestones of the company.
2. Analyze job description: Read carefully the job
Objectives of Interviews: description, and make a list of the points to justify
1. To select a person for a specific task. how you are capable of achieving these specific
2. To monitor performance. duties.
3. To collect information. 3. Brush up basics: Whether you are a fresher or an
4. To exchange information. experienced professional, you can expect certain
5. To counsel. tough questions. Brush up your subject
fundamentals if you are a fresher.
Types of Interview 4. Be punctual: Reach well in time to appear
1. Structured Interview: The interview in which pre- professional. People who arrive late are often
decided questions are asked by the interviewer. It is rejected even before they appear for the interview.
also known as a patterned or guided interview. 5. Be attentive: Listen carefully to everything the
2. Unstructured Interview: The unstructured interview interviewer is saying. This is not the time to
is one that does not follow any formal rules and daydream or be distracted.
procedures. The discussion is free flowing, and 6. Speak clearly: When communicating, speak in a calm
questions are made up during the interview. and clear manner. Don’t be in a rush to get all the
3. Stress Interview: The employer commonly uses answers out. If you do not know the answer, be
stress interview for those jobs which are more stress honest about it.
prone. A number of harsh, rapid fire questions are 7. Maintain good body language: A lot of
asked in this type. It seeks to know, how the communication is indeed non-verbal. So a positive
applicant will respond to pressure. and energetic body language should be maintained.
4. One to one Interview or Individual Interview: The 8. Make eye contact: When you talk to an interviewer,
most common interview type, in which there are be sure to look at them. Don’t look down or at the
only two participants – the interviewer (usually the wall or the clock. This shows a lack of confidence.
representative of the company) and interviewee, 9. Know what and when to speak: Keep in mind you
taking part in the face to face discussion. are in a formal setting. Even if the interviewer is
5. Group Discussion: This involves multiple candidates acting friendly, avoid giving informal answers.
and they are given a topic for discussion. They are 10. Do not waste time: The interviewer probably has a
assessed on their conversational ability and how very busy day planned. Do not waste their time. Be
satisfactorily they are able to have their own views direct in your answers.
and make others believe in them. 11. Mention your strengths: Be confident and
6. Panel Interview: Panel interview is one, in which informative when talking about your strengths but
there is a panel of interviewers, i.e. two or more do not be arrogant or boastful.
interviewers, but limited to 15. All the members are 12. Stay motivated: In case you feel the interview isn’t
different representatives of the company. going as well as you hoped, don’t be sad or
7. Telephonic Interview: Telephonic interview is one demotivated?. Continue to reply honestly and
that is conducted over telephone. It is the most enthusiastically. Remember, a positive attitude can
economical and less time consuming, which focuses leave a good impression on the interviewer.
on asking and answering questions.

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13. Show gratitude: No matter how your interview goes, Do’s for GD
always take a moment to thank the interviewers for 1. Define the topic or the issue.
their time and consideration. A positive attitude and 2. Analyze its scope and implications.
polite behaviour can go a long way in impressing 3. Initiate and generate the discussion.
people. 4. Listen to the views of others intently.
5. Encourage and provide reticent members to speak.
Factors responsible for failure in interviews 6. Intervene forcefully but politely, when the situation
1. Arrogance demands.
2. Lack of subject knowledge 7. Summarize views of the others before presenting the
3. Apathy point of view.
4. Lack of confidence 8. Be brief and to the point in the presentation of your
5. Lack of clarity views.
6. Lack of firmness 9. Concede to others’ points of view, if they are
7. Lack of leadership skill reasonable.
10. Try to lead the group to a definite conclusion.
Preparing for the interview 11. Emphasize the points you consider significant.
1. Brush your subject knowledge
2. Know the organization and the job description Dont’s for GD
3. Prepare your suitable CV 1. Don’t be assertive in presenting the views.
4. Thorough knowledge on the claims made. 2. Don’t dominate the discussion.
5. Know yourself i.e. proper self introduction, 3. Don’t take over the discussion.
strengths , weaknesses and career objectives. 4. Don’t make any personal remarks.
6. Proper dressing. 5. Don’t jump to conclusions.
7. Anticipate possible questions of HR and technical 6. Don’t speak continuously for a long time.
round and prepare answer accordingly. 7. Neither raise your voice too high nor speak too softly.
8. Don’t speak in monotone (unmodulated).
9. Avoid using speech mannerisms and time-fillers.
4.3 Group Discussion
Objectives of GD
Group Discussion (GD) is used to refer to an oral 1. Collecting data.
communication situation in which a small number of 2. Getting fresh ideas and taking inputs from a
professionals meet to discuss a problem or issue to arrive particular group.
at a consensus or to exchange information on a 3. Perception of common people on a particular topic.
significant matter related to the function, growth or 4. Identify a solution to a specific problem or issue.
expansion of the organisation to which they belong. 5. Selecting candidates after their written test for hiring
in a company.
Many corporate houses and even some education 6. Selecting candidates for admission in an educational
institutes use the GD for screening the candidates for institute.
recruitment and admission.
Types of Group Discussion
Importance Of Group Discuss There are two types of Group Discussion, which are listed
1. Enhances your knowledge below:
2. Stimulates your critical thinking 1. Case Study Based Group Discussion
3. Discussion generates good questions In such a discussion, a problem is given, and the
4. Improves your listening skills participants are asked to resolve them. The panelists test
5. Increases your confidence in speaking the teamwork and decision-making skills of the
6. Improves your leadership skills participants.
7. Helps you understand your strength and weakness The participants need to active and updated with the
and retrieves your mistakes things around them. It also tests the observation
8. Effective communication capability of the participants.

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2. Topic-Based Group Discussion  Cohesion and Emphasis: A cohesive argument is a
There are few candidates in a group, where each group is series of logical reasons to support an idea. It is
given any topic. presented to convince others.
The topic-based Group Discussion can be further  The speaker may start by showing research points and
classified as: giving some context for the issue, by doing this, he
a) Controversial Topics: The discussion on controversial seeks the support of the listeners.
topics becomes a debate. Such topics are given to  Likewise laying emphasis on the key ideas is a part of
judge the participants' temper and how they can the argumentative skill.
handle the discussion without losing their calm. It
shows that how a candidate can represent his/her
views without arguing with other participants. The 4.6 Critical thinking
example of the controversial topics can be Triple
 Critical thinking is the ability to think clearly and
Talaq, Reservation System, Religion equality, etc.
rationally about what to do or what to believe, and
b) Knowledge-Based topics: The participants should
understanding the logical connection between ideas.
have a proper understanding of the topic before
 Critical thinking refers to the ability to analyze
proceeding for a discussion. The information should
information objective and make a reasoned judgment.
be enough to convince the panelists. The essential
 Critical thinking involves the evaluation of sources
thing is to be confident. Do not initiate the
such as data, facts, observable phenomenon, and
discussion if you are not aware of the topic. The
research findings.
examples of Knowledge-Based topics can be 'CAT vs.
GATE' and 'Government jobs vs. Private jobs'.
Steps of Critical Thinking
c) Abstract Topics: There is a growing trend of
assigning abstract topics, i.e., topics which are vague 1. Identify the problem or question: Be as precise as
or unclear. The abstract topics test the creativity and possible: the narrower the issue, the easier it is to find
thinking of a candidate. It also tests the solutions or answers.
communication skills. Examples of such topics are 2. Gather data, opinions, and arguments: Try to find
‘Zero’, ‘One and one make eleven’. several sources that present different ideas and points
of view.
4.4 Seminar/Conferences Presentation skills 3. Analyze and evaluate the data: Are the sources
reliable? Are their conclusions data-backed or just
…..Read from Unit 2 and Unit 3….. argumentative? Is there enough information or data
to support given hypotheses?
4. Identify assumptions: Are you sure the sources you found
4.5 Argumentation skills are unbiased? Are you sure you weren’t biased in your
searchfor answers?
 Argumentation is the process of forming reasons,
5. Establish significance: What piece of information is
justifying beliefs, and drawing conclusions with the
most important? Is the sample size sufficient? Are all
aim of influencing the thoughts and/or actions of
opinions and arguments even relevant to the problem
others.
you’re trying to solve?
 This is the thought process used to develop and
6. Make a decision/reach a conclusion: Identify various
present arguments.
conclusions that are possible and decide which (if any)
 It is closely related to critical thinking and reasoning.
of them are sufficiently supported. Weigh strengths
 The key concept here is “to convince the audience”.
and limitations of all possible options.
Devices Of Argumentation
Basic Critical Thinking Skills
Argumentative reasoning skills are required to resolve
1. Analysis: the ability to collect and process information
complex issues for which some devices are to be used
and knowledge.
listed below:
2. Interpretation: concluding what the meaning of
 Analysis: The speaker while presenting his theme has
processed information is.
to analyze the arguments he has incorporated in his
3. Inference: assessing whether the knowledge you have
presentation. He has to consider the evidences given,
is sufficient and reliable.
conclusions and assumptions made.
4. Evaluation: the ability to make decisions based on the
available information.

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5. Explanation: communicating your findings and Discourse Competence
reasoning clearly.  It is the knowledge of how to produce or comprehend
6. Self-Regulation: the drive to constantly monitor and oral or written texts in the modes of speaking/writing
correct your ways of thinking. respectively.
7. Open-Mindedness: taking into account other  It is knowing how to combine language structures into
possibilities and points of view. a cohesive and coherent oral or written text of
8. Problem-Solving: the ability to tackle unexpected different types.
problems and resolve conflicts.  It deals with organizing words, phrases and sentences
in order to create conversations, speeches, poetry,
email messages, newspaper articles etc.
4.7 Nuances  Cohesive refers to linking expressions, such as
conjunctions or adverbial phrases, to connect ideas.
1. Exposition: A writing that attempts to inform the
 For Example: In other words, As a result, For this
reader about something important or explain
 A Coherent text is one that makes sense.
something to him/her (a process, a set of rules, the
 For Example: “Air pollution is a serious problem. It
benefits of an activity, etc.). For example: business or
causes health problems and harms environment.”
technical writing, process writing, compare and/or
contrast essays, and research-based essays, etc
2. Narration: writing that tells the reader about a Socio-linguistic competence
particular event(s) that took place. Common narration  It includes the knowledge of socio-cultural rules i.e.
writings: personal essays, short stories, novels, poetry. knowing how to use and respond to language
3. Description: writing that uses vivid language to appropriately. It indirectly means that the
describe a person, place, or event so that the reader communicator has to know the codes of the other
can picture the topic clearly in his/her mind. Fiction culture.
and poetry often use large amounts of descriptive  Moreover, being appropriate depends on knowing
writing, and sometimes only attempt to serve this what the restriction of the other culture are, what
descriptive purpose. politeness indices are used in each case, what the
politically correct term would be for something, how a
specific attitude (authority, friendliness, courtesy,
4.8 Effective Business Communication irony etc.) is expressed etc.

Competence Strategic competence

 It is ability to recognize and repair communication
 Communication competence refers to the knowledge breakdowns before, during, or after they occur.
of effective and appropriate communication patterns  If the communication was unsuccessful due to
and the ability to use and adapt that knowledge in external factors (such as interruptions); or due to the
various contexts. message being misunderstood, the speaker must
 Communicative competence refers to both the know how to restore communication.
implicit knowledge of a language and the ability to use  These strategies may be requests for repetition,
it effectively. It is also called communication clarification, slower speech, or the use of gestures,
competence. taking turns in conversation etc.
 In effective business communication the required
competences are:

Grammatical Competence
 It refers to the knowledge of grammar and vocabulary.
 The communicator should have the knowledge of the
sounds and their pronunciation, the formation of
words, the structure of sentences and also the way
meaning is conveyed through language.
 Use of grammar rules develop a habit of thinking
logically and clearly among the learners.This helps a
learner to organize and express the ideas in his mind
without difficulty.

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4.9 Solution of communication problems with
verbal and non verbal means.
Solution of communication problems with verbal
means.
1. Think before speaking
2. Understand your audience
3. Be clear and concise
4. Vary your vocal tone
5. Pay attention to your body language
6. Be an active listener
7. Don't interrupt or redirect the conversation
8. Speak with confidence
9. Provide a suitable response

Solution of communication problems non verbal

means.
1. Maintain comfortable eye contact.
2. Use your facial expressions.
3. Maintain an open body position.
4. Be considerate of personal space.
5. Mind your posture.
6. Reduce stress.
7. Look at Signals as a Whole

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Unit 5: Dimensions of Oral Communication & Voice
The Encoding Process
5.1 Code and Content  As language is a code, the encoding process is of vital
Code importance.
 A code may be defined as any group of symbols that  In order to convey message, the sender encodes his
can be structured in a way that is meaningful to message i.e. he translates the message in the form of
another person. symbols.
 In a way, all languages are codes.  He must have a good vocabulary and good knowledge
 It contains elements that are arranged in a meaningful of grammar and syntax.
order.  Any flaw might distort the meaning of the message he
 A code has a group of elements (vocabulary) and a set wants to convey.
of procedures for combining these elements
meaningfully (syntax). The Decoding Process
 The listener or the receiver decodes the encoded
Content message i.e. he interprets the encoded message.
 The message content, i.e., the message that is  He tries to decipher or understand the message.
selected by the source to express its purpose.  He must have enough knowledge to decode the
 Content, like codes, has both element and structure. message.
When more than one piece of information is to be
presented, they should have some order or structure.
5.4 Pronunciation Etiquette
Thus, code and content in a laymen's language means  Pronunciation in Communication Pronunciation refers
communicating message (content) through some to the way a word is spoken.
symbols (code).  Pronunciation affects the way we communicate. Right
pronunciation helps in communicating more
effectively and clearly.
5.2 Stimulus & Response  However, incorrect or improper pronunciation lead to
 Stimulus and response are the two terms that are misunderstanding and ineffective communication. As
frequently used in any discussion in the a result, the entire exercise becomes futile.
communication process.  For example: some people pronounce ‘zoo’ as ‘joo’.
 A ‘Stimulus’ is anything that a person can receive
through one of his senses. In fact, it is anything that Some Oral Communication and Pronunciation
can produce a sensation. Etiquette
 A ‘Response’ is anything that an individual does as a  Make eye contact while speaking, it inspire others to
reaction to the stimulus. listen.
 Communication is a two way process hence the  Try to make voice sound pleasing and soft.
stimulus (message) caused by the sender leads to a  Do not speak in a monotonous voice, change the
response (reaction after receiving the message) by the modulation of the voice occasionally.
receiver  Do not mumble and speak clearly.
 Use of words which are clear to understand.
 Use proper body language to show interest in the
5.3 Process of Communication: Encoding ongoing conversation.
 At the end of the conversation, thanks the audience
process & Decoding process for listening patiently.
The whole communication process consists of the
following

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5.5 Syllables, Vowel & Consonant sounds 5.6 Intonation: Tone
 A syllable may be defined as a unit of sound  The intonation of a language refers to the patterns of
(pronunciation) with one vowel sound and with or pitch variation or the tones in its utterances. In normal
without consonant sounds. speech, the pitch of our voice goes on changing
 A syllable is a vowel sound that is produced when constantly---going up, going down, and sometime
remaining steady.
pronouncing a word.
 Intonation is closely linked to stress because
 A syllable is a part of a word that is pronounced
important changes in pitch occur with stressed
with one uninterrupted sound. syllables. Generally take place on the last stressed
 A syllable is a unit of sound which can be syllable in an utterance , hence this syllable is called
pronounced with a single effort of the voice. the nucleus.
 Syllables are the ways to split words into speech  ‘Tone’, which is the movement or level of pitch that is
sounds. used, forms the central part of intonation. When we
 Words are divided into three types as per number are engaged in normal speaking, the tone and pitch of
of syllables : our voice constantly changes depending on our mood
1. Monosyllabic : Words with one syllable. For to express what we just mean to say.
example, on-on (VC)  Here the pitch of the voice says a lot. For example, if
you are angry while speaking with somebody, you can
2. Disyllabic : Words with two syllables. For
express your anger by just calling his name in a very
example, upon-up+on (VCVC)
high pitch. The same sentence can be said in different
3. Polysyllabic : Words with more than two ways, which would indicate whether the speaker is
syllables. For example, syllable - sy+lla+ble angry, happy, grateful or just indifferent. The
(CVCVCVC) intonation, therefore, clearly conveys the feelings and
attitude of the speaker.
Vowel Sounds
Type of intonation
 During the production of vowel sounds, the air from 1. Falling tone (tone I): When the speaker begins a
the lungs comes out in an unrestricted manner in a sentence at a high note but gradually shifts to a lower
rather continuous stream. note as he reaches to the end of the sentence, it is known
 There is no closure of the air passage or friction as a falling tone.
between any speech organs. There are twenty distinct A falling tone will be marked with a symbol \ in front of
vowel sounds in English. the syllable to which it refers, above the line for high
 These 20 vowel sounds are further classified as pure falling tone and below the line for low falling tone.
vowels and diphthongs. Uses of the Falling Tone:
 A Monophthong (pure vowel) is a single sound a. It is used in ordinary statements without emotional
marked by its steady quality. implications.
 During the production of a pure vowel, its quality does b. It is used in sentences beginning with question
not change. words.
 In the production of a diphthong, one sound position c. It is also used in commands.
glides to another, as a result of which the quality of
the vowel changes. 2. Rising tone (tone II): When the speaker begins at a
 For example, /i:/ is a pure vowel as in ‘feet’, whereas lower note but gradually shifts to a higher note as he
/aI/ is a diphthong as in ‘fight’. reaches to the end of the sentence, it is known as rising
tone. It is marked with / symbol.
Consonant Sounds The symbol will above the line for high rising tone and
below the line for the low rising tone.
 While pronouncing consonants, the air passage is
Uses of Rising Tone:
either completely or partially closed and the air passes
a. In incomplete utterances,the first clause may have
through the speech organs with an audible friction.
rising tone.
 There are 24 distinct consonant sounds in English.
b. It is used in yes/no answer type questions.
c. In ‘wh’ type question words when they are said in a
warm and friendly manner.

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 22
5.7 Flow in Speaking 5.10 Professional Personality Attributes
Below are the some 10 tips for Smooth Speech Fluency. Some salient personality attributes of a profession which
1. Speak slowly. Don’t rush to speech. pay a lot when he is speaking to his
2. Breath naturally company-mates:
3. Start slowly. You can speed up gently as you gain 1. Empathy: Empathy has been defined as a quality of
confidence. sharing the joy of others. This ability enables the
4. Practice public speaking. person to sense other people’s emotions and also
5. Be aware. Keep your eyes and ears open. imagine what someone might be thinking or feeling.
6. Sing! Singing helps with proper voice utilization. 2. Considerateness: Considerateness makes a
7. Be patient, give time. professional compassionate and caring and helps
8. Practice! Practice makes men better. him to make his a audience to feel part of their
community and contribute positively.
3. Leadership: Leadership quality imparts confidence to
5.8 Speaking with a purpose the speaker when he realizes that he has the ability
to fulfill a particular role. The speaker gains strength,
Some of the 5 ways to speak with purpose & passion are
courage to face those challenges which require
discussed below:
energy and positively.
1. Use inclusive language. Replacing “you” with “we”
4. Competence: The attribute of competence refers to
lets your audience know you are willing to work with
the quality of possessing required skill, knowledge,
them.
qualification or capacity.
2. Adapt to the feedback you see from your audience.
5. Assertiveness: Assertive behavior enables an
3. Let your personality take the stage. Be yourself—
individual to think in a positive manner about
your audience came to watch YOU. You will establish
himself as well as about other.
greater credibility, not only for your knowledge but
6. Positive Attitude: It is the most important train of a
also your character.
professional’s issue. It helps in reducing stress and
4. Communicate as a leader. Look how many people
seeks other’s cooperation
are looking up to you. This isn’t meant to make you
feel nervous, it’s to make you feel empowered—like
an authority.
5. Be a storyteller. Telling personal stories shows
others that you are a real, accessible person. The
audience, in turn, will be able to relate to you and
become inspired.

5.9 Speech & personality

 Speech and personality development are one of the
most important aspects of an individual. Developing
and enhancing our communication and speech helps
us to be better presenters of our ideas.
 Each and every individual in our society has a distinct
personality. This personality needs to be enhanced
and groomed with the help of speech and personality
development.
 Also, Speech reflects the personality of an individual.
Speech is one of the way to represent your personality
to in front of audience.

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 B. Tech.
(SEM IV) THEORY EXAMINATION 2021-22
TECHNICAL COMMUNICATION- KAS-401
Solution
Note: Attempt all Sections. If you require any missing data, then choose suitably.

SECTION A

1. Attempt all questions in brief. 2*10 = 20

Q.no Questions
(a) Discuss the term “Technical Communication”.
Technical Communication is simply sharing of technical or scientific information from
one person to another. According to Professor J. R. Nelson, “It is specialized form of
exposition – a form of discourse, distinguished from other forms in certain essential
features”.
(b) Name different styles of reading with suitable examples.
There are four styles of reading: 1. Scanning 2. Skimming, 3. Churning, 4. Assimilation
(c) Define Periodic Report with a suitable example.
Any report that is written after certain period of time.
(d) Differentiate between Seminar and Conference.
A conference is a formal meeting while a seminar is an educational forum where members
meet to acquire knowledge about a particular area. Seminars take short period because
they focus on a specific area while conferences may last for an extended duration.
There is active participation in a conference where all the participants are required to give
their feelings and opinions about a specific aspect while seminars offer limited
involvement because participants receive directions from an expert.
(e) Examine the importance of face-to-face communication.
It is often more effective than written or audio-only conversations. This is because seeing
one another allows us to pick up on nonverbal cues and body language. And because a lot
of communication is nonverbal, being able to see each other helps us understand each
other better.
(f) Define Interpersonal Communication.
Informal communication is a form of communication that takes place between the people
having social interactions/ relationships.
(g) Illustrate Critical Thinking with at least one example.
Critical thinking is a kind of thinking in which you question, analyse, interpret, evaluate
and make a judgement about what you read, hear, say, or write. The term critical comes
from the Greek word kritikos meaning “able to judge or discern”. Good critical thinking is
about making reliable judgements based on reliable information.
(h) Discuss the significance of non-verbal communication.
Nonverbal communication is the act of conveying a thought, feeling, or idea through
physical gestures, posture, and facial expressions. Nonverbal communication plays a
significant role in our lives, as it can improve a person‟s ability to relate, engage, and
establish meaningful interactions in everyday life. A better understanding of this type of
communication may lead people to develop stronger relationships with others.

(i) Examine Intonation and its types.

In speech, Intonation is primarily a matter of variation in the pitch of the voice. Intonation
is particularly important in expressing questions in spoken English. It is mainly of three
types: 1. Rising Intonation 2. Falling Intonation 3. Rising-falling Intonation.
(j) “Empathy is one the important attributes of a professional personality”. Explore.
Empathy is the ability to emotionally understand what other people feel, see things from
their point of view, and imagine yourself in their place. Essentially, it is putting yourself
 in someone else's position and feeling what they are feeling.

SECTION B

2. Attempt any three of the following: 10*3 = 30

Q.no Questions
(a) Examine various methods of paragraph writing.
A group of sentences organized in sequence and representing single idea is called a paragraph. It
is usually a section of a piece of writing consisting several sentences dealing with a single
subject. Literally the word Unity means „Oneness‟ or „a single whole‟. Like Coherence, a
technical Writer prefers many methods/ devices in his writing. In today‟s world Technical
Writing has become very important and Unity is the first requirement of it. Generally, to obtain
unity a writer uses five important methods of paragraph writing. These are:
1. Inductive Method/ Order of Paragraph Writing
2. Deductive Method/ Order of Paragraph Writing
3. Chronological Method/ Order of Paragraph Writing
4. Spatial Method/ Order of Paragraph Writing
5. Linear Method/ Order of Paragraph Writing

(b) Explain Report and discuss different structural elements of a technical report.
A report is an official document that gives information about a particular subject. Literally the
word „report‟ has been derived from the Latin word „reportare‟ that means to carry back.
According to Oxford Advance Learners‟ Dictionary, “A report is an official document written by
a group of people who have examined a particular situation or problem” Lesikar and Petit call it,
“an orderly, objective communication of factual information that serves some business purpose”.
Therefore, a report may simply be defined as
an organized and written presentation of facts related to a particular matter. It is an important
part of technical writing for getting and giving information in business. Today it is indispensable.
Although a bigger part of information is conveyed orally but big and sensitive information is
always conveyed by written reports. Today, each and every professional has to write reports on
his workplace. It is his duty to convey the information about the progress of the work regularly to
his seniors.
Today report writing is a part and parcel of an organization which has become effective tool of
communication between top officials and executive staff. Generally, reports are written to the
higher authorities. Every day numerous reports are written to the authorities and top officials to
inform them about something important. These are important because these enable the seniors to
take proper decision and provide feedback to the operating employees.
Structure of Major Reports
Actually the structure and format of report depends upon its purpose and message it conveys to
the readers. The presentation varies time to time according to the mood and intention of the
writer too. Generally a long formal report can have three main parts which are given below:
1. Front Matter: It includes the following:
a) Cover Page: The cover page is the protection of a long report. It protects a report from
rain or any other physical damage. It contains the topic, date, organization, name of the writer
etc,.
b) Title Page: Like the cover page it contains the same but something broader.
Specimen of Title Page
c) Acknowledgement: In acknowledgement the writer expresses his thanks to the
peoples who helped him in completion of this work. It also includes the introduction of the
subject matter to the recipients. This part of report writing gives a small idea about the reason of
writing it, it‟s features, future, scope and prospect.
 d) Table of Content: It is a list of the headings or sub heading into which the content of the
report is to be discussed. This page indicates that a particular

topic appears at a particular page number. The reporter prepares this page very carefully.
Specimen is given below:

e) Abstract/ Summary: Abstract or summary of the whole report including important

features, results and conclusions, is the gist of the whole report in few papers. It is helpful for the
reader as he can read it in little time. This section discusses briefly the main points, key facts,
findings and recommendations to the reader. A good report writer organizes the important points
in a sequence and develops them in an intelligible way.
1. Main Body: It includes the following:
a) Introduction: It introduces the gist of the report to the reader. It discusses “purpose of
report, scope of investigation, background of the report etc,.” The purpose of introduction is to
present the completer idea of the report in a short and comprehensive way. It draws the attention
of the reader toward the reasons, problems, objectives and approach for what the report is being
written.
b) Description: This section is the heart of the matter as it discusses everything in detail. It
discusses everything with certain examples and illustrations. The writer
is free to divide it in parts per the content. It gives the practical analysis of the investigation the
reporter has gone through.
c) Discussion: Like description, it is the major part of a report. It discusses every heading/
sub heading in detail.
d) Conclusion: It is a short, logical summing up of the theme developed in the main text
After the description and discussion the writer concludes the report by emphasizing the most
significant data of report.
e) Recommendations: Recommendations are logical extensions of the conclusion.
Conclusion suggests dos and don‟ts. Recommendation is a brief and explicit summary of these
actions. These are proposals for future progress.
2. Back Matter: It includes the following:
a) Appendix: Appendix is the supporting material of a long report. It is in form of sub-
sections, data, models, large scale diagrams, computer code, raw data, specifications or other
important document. It is essential for full understanding of report.
b) Bibliography: bibliography is an alphabetize list of the books and the helping notes such
as periodicals, magazines, interviews etc,.
c) Glossary: A glossary is a list of unfamiliar words or standard technical terms which is
beyond the understanding of a common reader.
d) Index: An Index contains the words, the technical terms with page numbers on which
they appear.

(c) Illustrate the four modes of speech delivery that are used for delivering presentations.
Four Methods of Speech Delivery:
1. Memorization:delivered from memory.
Advantages:
• Good eye-contact, Controlled, No hesitation, Good fluency.
• It is possible to finish the speech in the allotted time.
Disadvantages:
• Memorization requires too much of time.
• If the speaker forgets one idea, it destroys the whole presentation.
• No flexibility or adaptability is possible.
• The speaker cannot face the unexpected audiences‟ reaction.
 2.Manuscript: This is used in formal situations such as: speaking in a technical situation,
presenting a research paper at a seminar, or speaking on radio or television. Most of the high
profile politicians, bureaucrats and government officials prefer Manuscript mode for delivering
their speeches to avoid any controversy.
Advantages:
• Authentic
• May be cosed as record
• Systematically and logically organized.
Disadvantages:
• Less use of body language.
• Since one is reading there is less time for making proper eye contact.
• There is not much scope for non-verbal communication.
• Adaptation is almost impossible.
3.Extemporaneous:
It is a speech without any preparation. Suddenly a speaker gets the topic to speak.
Advantages:
• There is no need to learn every word & line like manuscript.
• Impressive voice and effective eye-contact
• After thorough preparation you‟re speaking while thinking; audience will find it
spontaneous.
Disadvantages:
• It requires good communication skills and knowledge.
• Possibility to make mistakes
4.Impromptu: It is the shortest speech of all and mostly prepared with a short notice. Introducing
an event or a dignitary is an example of inpromptu.
• Formal welcome address.
• Vote of thanks.
In imrpomptu speech the spontaneity and command over casual language is used.
Advantages:
• Scope for personal experience.
• Natural language
• Spontaneous flow of ideas
Disadvantage:
• Lack of organized ideas, supplement material and time

(d) Suppose one of your friends is going to deliver a maiden speech and he is nervous. Suggest
him some important tips and techniques to overcome stage fear or stage fright?
This stage fear/ fright causes nervousness and spoils the entire presentation. Therefore, it is
mandatory that a speaker should learn how to overcome this. Here are some tips which may be
helpful to overcome this:
1. Relax mind and body
2. Do study the subject material
3. Practice, Practice and Practice
4. Connect to your audience
5. Shift your focus from yourself
6. Don‟t be afraid and take it easy
7. Focus on your strength
8. Think positively
9. Be prepared in advance
10. Erase all negative thoughts and doubts

(e) “Leadership is an action, not a position.” Explain various personality traits that exhibit
 leadership.
"Leadership is a function of knowing yourself, having a vision that is well communicated,
building trust among colleagues, and taking effective action to realize your own leadership
potential." (Prof. Warren Bennis)
Leadership Traits and Skills
Traits
• Adaptable to situations
• Alert to social environment
• Ambitious and achievement orientated
• Assertive
• Cooperative
• Decisive
• Dependable
• Dominant (desire to influence others)
• Energetic (high activity level)
• Persistent
• Self-confident
• Tolerant of stress
• Willing to assume responsibility
Skills
 Clever (intelligent)
 Conceptually skilled
 Creative
 Diplomatic and tactful
 Fluent in speaking
 Knowledgeable about group task
 Organised (administrative ability)
 Persuasive
 Socially skilled

SECTION C
3. Attempt any one part of the following: 10*1 = 10
Q.no Questions
(a) “It is a specialized form of exposition – a form of discourse, distinguished from
other forms in certain essential features”. Explain with reference to the features
of Technical Communication.
Technical Communication is simply sharing of technical or scientific information from
one person to another. It is a specialized branch of communication which is used in
technical subjects. It tailors information for specific people. Literally the word
“Technical” means „connected with the practical use of machinery, method, etc in
science and industry (Oxford Advance Learner‟s Dictionary)‟ and communication
means „sharing of information‟. Therefore, technical communication means „sharing
of information in technical manner. According to Professor J. R. Nelson, “It is
specialized form of exposition – a form of discourse, distinguished from other forms in
certain essential features”.
Technical Communication is specialized form of communication because it has some
specialized features. It is specific as it is for specific people and with a specific
purpose. A technical writer has to inculcate such an effective and comprehensive
communication that is easily intelligible to the audience. In the making of effective
communication, a technical communicator should keep some points in his mind. Prof.
S D Sharma beautifully highlights six important features of Technical
 Communication: Clarity, Objectivity, Simplicity, Brevity, Utility and Technical
Presentation. These features may be abbreviated by: COS+BUT.
1. Clarity
2. Objectivity
3. Simplicity
4. Brevity
5. Utility
6. Technical Presentation

(b) Summarize Noise and discuss various Barriers to Communication along with
suggestions to overcome these barriers.
Literally Barrier means restriction, obstruction, stoppage etc., but when this word is
used in communication it has a broader meaning. It means anything in any form that
distorts the message sent or received may be called Barrier to Communication or
Noise. Sometimes, the sender remains unable to convey his message to the people and
it is because of several barriers that often distort communication process. For better
understanding these barriers may be divided into four categories.
1) Linguistic Barriers.
2) Psychological barriers.
3) Organization barriers.
4) Personal barriers.
1. Linguistic or Semantic Barriers: Literally the word linguistic means language
and semantic means meaning. Therefore, linguistic or semantic barriers are those
barriers which results from language or meaning related mistakes. Sometimes, the
speaker or the writer creates the following linguistic (language) mistakes.
• Unclear Sentences: Sometimes, the speaker himself creates this barrier by
using unclear words, sentences, message, idea etc. which is not intelligible to the
receiver.
• Poor Grammar: This barrier is created because of grammatical, syntactic,
punctuation and sense of expression mistakes. A person in an organization receives
information from different channels and sends the same to the others. In this process,
the message is moulded according to the intelligibility of the recipients and a little
carelessness in the translation can result into barrier to communication.
• Specialized language: This barrier is created because of highly specialized
terminology or Jargon of a particular field or subject. Every profession has different
technical terminology and is hard to understand by all. This special terminology
(jargon) sometimes creates barrier to communication.
• Un-clarified assumption: This barrier is created because of speaker‟s un-
clarified ideas or assumptions regarding the message or sometimes the speakers takes
it for granted that the receiver has the idea of the message what is being conveyed.
This assumption leads to communication barrier.
2. Psychological Barriers: Psychological barriers are very significant
impediments for communication. They are as follows:
• Difference in Attitude + Values: All are not alike is an apt saying that means
different people have different attitude towards a particular thing. This attitude results
into difference in perception and this difference in perception leads to barrier in
communication
• Look of Attention: Barriers are not only created by the speakers but they are
also created by the recipients. Sometimes the receiver is preoccupied with some urgent
piece of work and due to this he remains unable in understanding the message
attentively. Therefore, It causes barrier in communication process. Howsoever the
speaker is cogent and effective, he can‟t be effective until or unless the receivers listen
to him attentively.
 • Excessive Emotion: Good speaker always avoid themselves from excess of
emotions because this excess of emotion leads to barrier to communication. Effective
communication has a good blend of reason and emotion.
• Distrust : Distrust is a major psychological barrier to communication. Trust
plays an important role between the speaker and the receiver. If there is not trust
between both of them, both parties will get the message otherwise. This prejudice
between them leads to miscommunication.
3. Organizational Barrier: The barriers that occur inside the organization are
called organizational barrier. Following are some important organizational barriers.
(a) Negative Organizational Climate: Effective or ineffective communication
depends on organization climate. If it is positive, the communication shall be healthy
and effective or if it is negative, the communication will be ineffective. The negative
attitude of the top level employees discourages communication in the organization.
(b) Status: In fact communication is affected by the status. This barrier arises when
people of different status communicate. For example the general manager hardly pays
attention towards the suggestions from his subordinates and this is only because of
difference in status. Therefore, hierarchy in the organization is one of the common
factors of miscommunication.
(c) One-way Flow: One way flow of communication is another barrier to
communication because the sender doesn‟t get the feedback from the audience/
listener.
(d) Rules and Regulation: Sometimes, the speaker is troubled by some fix and
definite rules and remains unable to send the message. Therefore, too much rules and
regulation in communication is another barrier to communication.
(e) Distance Barriers: Distance is another important barrier to communication. The
more is the distance between the people, the less is the communication.
4. Personal Barriers: - They are of eight types which are given as under:
(a) Attitude of Superiors: Attitude of the superiors is the main barrier to
communication.
(b) Lack of confidence in Subordinates: This barrier results when the seniors
develops attitude that the juniors are less capable. This attitude results lack of
confidence in juniors. The juniors take for granted that his communication or idea will
not be entertained by them.
(c) Insistence of proper channel: Sometimes, it is hierarchy or protocol or proper
channel approach which causes barrier, to communication.
(d) Ignoring Communication: Some people ignore communication that restricts
communication process and results into ineffective communication
(e) Too much Filtering of Information: Filtering is important in c, technical
communication but too much filtration makes the message obscure which finally leads
to communication barrier.

4. Attempt any one part of the following: 10 *1 = 10

Qno Questions
(a) Assume that you are applying for the post of Engineer in a reputed company.
Draft a Job application and a Resume by inventing details yourself.
Follow any standard format of Resume and Job application letter:
August 16, 2022

To

The HR Department
XYZ (Company), Sec-75, Nodia
G.B. Nagar, U.P. India
 Dear Sir

With reference to your advertisement in …………………………………

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

With Regards

Sincerely Yours
ABC

Resume: Standard Format…

(b) Draft a proposal to the Head of your college for establishing a Language Lab
equipped with 50 computers in the premises. Invent necessary details yourself.
Follow any standard format of Proposal (letter format).

Proposal (Letter Format)

Jan 30, 2022
To

ABC Company of Business Solutions

Sec-63, Nodia
G.B. Nagar, U.P. India

Sub: Proposal for ………

Dear Sir

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

With Regards

Sincerely Yours
xyz

Encl: 01(Attached)

5. Attempt any one part of the following: 10*1 = 10

Qno Questions
(a) Discuss various features of paralinguistics used during the presentation to bring
effectiveness in oral speech.
Paralinguistics is the study of all non-verbal cues that help in making presentation
effective and interesting. It includes quality of voice, volume, pace, pitch, syllable,
accent, rhythm, pause, intonation, voice modulation, and pause. All these give extra
 strength to presentation. Paralinguistic features of language are extremely important
in official communication as they can change the meaning of the message
completely. These features can make a normal presentation interesting and effective.
And without these an effective and interesting presentation can be deformed. Now
let us see how these help in effective presentation:
1. Moderate Voice: Every person is blessed by a different voice and its quality.
So far the quality of voice can‟t be changed but it can be trained for better impact.
By making practices again and again, one can improve it. Abhram Lincon, Winston
Churchil and Narendra Modi adapted the quality of their voice and became speakers
par excellence.
2. Volume: Volume simply implies the loudness or the softness of voice.
Volume in presentation should be audible to all listeners. Speaking in large number
of people the volume should be high but not loud. Too high sound my sound boorish
and will reflect that the presenter is not well prepared. Loud volume of presenter‟s
voice may mar effective presentation. It will result into unintelligibility. Sometimes,
it shows lack of confidence too.
Therefore, the volume should be in accordance to the size of the participants and the
place where it is to be made.
3. Pace/ Rate: Pace/ Pace in language implies “Words spoken per minute”. The
rate of speaking words per minutes differs from person to person. Generally, people
speak 80 to 250 words per minutes while the normal rate is 120 to 150 words per
minute.
The rate of words per minute should be moderate. If it is too fast, the audience
cannot grasp the message. If it is too slow, the speaker will be considered as a dull
speaker.
A good speaker trains himself for the moderate pace/ rate of word so that the
communication made by them would be not defective.
4. Pitch: Pitch refers to the number of vibrations per second of an individual‟s
voice. A good speaker uses moderate pitch of voice and changes it as per
requirement. A high pitched voice often sounds childish and gives immature
impression. On different situations we use different pitch.
If we are happy we use high pitch and if we are sad we use low pitch. A presenter
uses variety of pitches to hold the listeners‟ attention.
5. Accent: Accent may be defined as “a distinct emphasis given to a syllable or
(b) Illustrate significance of Body Language (kinesics) in oral presentation with
some relevant examples.
Non- verbal Communication involves facial expressions, gestures, kinesics (body
language), tone, proximity, orientation or angular position, appearance, head nodes,
posture, eye movement or eye contact, dress, gait, touch, skin colour, body figure,
eye colour, lips, eyebrows, hair style, closed fist, fingers, blushing, perfume, facial
features, tone and pitch of voice.
In addition to the above, communication may also take place through symbols such
as railway signals, traffic lights, telegraph and secret codes, which form the subject-
matter of Semiotics Technology. The latest researches and breakthroughs in
Semiotics Technology claim language communication as communication of
symbols, because language is also a combination of letters forming words and
sentences. In the domain of Language Pathology, certain language disorders
obstructing communication do take place because of weak language channels in the
brain.

6. Attempt any one part of the following: 10*1 = 10

Qno Questions
(a) Discuss Interview Skills. Suggest some guidelines before, during, and after the interview.
Interview = A meeting with an objective or A meeting of minimum two people: Expert(s) &
Candidate
Employer‟s objective is to find the best person for the job
Employer: reviews candidate‟s experience and abilities
• Can you do the job? (skills, abilities, qualifications)
• Will you do the job? (interest, attitude & motivation)
How will you fit into the organisation? (Personality)
Arranged to examine the suitability of the candidate
Tested for Subject Knowledge, Skills and Desired Behavior in a limited time.
Tips Prior to Interview
Read your CV / Application and Skills demanded
Know the Company
Visit the Company‟s website
Study Annual Reports
Read Business News Papers, Magazines
Directly contact the employees

Know Company Background

Main Products / Services
Annual Turnover, Profit, Dividend
Competitors
Area of operation
New Product / Services to be launched

During an Interview, employers evaluate

Self Confidence – Be calm & confident
Communication Skill - Fluency in English, Good Vocabulary, Grammar, Pronunciation
Technical & Interpersonal Skills – listen to the questions attentively and answer to the point
Be honest – While answering, even if you don‟t know the answer, be honest in replying.
Posture (position of body): sit erect without leaning on the table or slouching in the chair, but
don‟t be stiff and tense
Gesture (hand movement, facial expression, eye contact etc.,):
First impressions very powerful
– Halo effect or Devil effect
Allow time to relax
Smile and make eye contact
Be aware of own movements
Watch body language of interviewer
Always make eye contact when you speak, but avoid continuous staring
Don‟t use too many hand movements and frequent change of facial expressions not in relation
to words you have expressed
Attire

You will never get a second chance to make a good first impression
Dress appropriately
Wear something that make you feel comfortable
Use simple accessories like jewelry, watch, ties, shoes, etc
Strong Scents, Perfumes and After Shave Lotions should be avoided

Do’s
Do take a practice run to the location where you are having the interview
If presented with a Job Application, do fill it out neatly, completely and accurately
Do bring extra Resumes to the Interview
 Do greet the interviewer & do shake hands firmly
Do wait until you are offered a chair before sitting.
Do make good eye contact with your interviewer(s)
Do show enthusiasm & interest in the position and the company
Do make sure that your good points come across to the interviewer in a factual sincere
manner
Do stress upon your past achievements
Don’ts
Avoid controversial topics
Don‟t ever lie. Answer questions truthfully & frankly
Don‟t say anything negative about former colleagues, supervisors, or employers
Don‟t answer questions with a simple „Yes‟ or „No‟. Explain, whenever possible. Describe
those things about yourself that showcase your Talents, Skills and Determination. Give
examples
You will never get a second chance to make a good first impression
Dress formally and well groomed
Wear something that make you feel comfortable
Use simple accessories like jewelry, watch, ties, shoes, etc
Strong Scents, Perfumes and After Shave Lotions should be avoided
Don‟t inquire about salary, vacations, bonuses, retirement, or other benefits until after you‟ve
received an offer
Don‟t bring up or discuss personal issues or family problems
Don‟t say your past history, hence it is available in the C.V. itself
After Interview
Thank the interviewer(s) for calling you for the Interview
Indicate that you look forward to hear from them

Competencies required by X Company

Good all-round intelligence
Enthusiasm, commitment and motivation
Good communication skills
Team work ability
Ability to solve problems
Capacity to work hard
Initiative and self-reliance
Balanced personality

(b) Examine GD. Suggest some important dos and don’ts of GD in detail with appropriate
examples.
GD refers to a situation in which a group of the people meets face to face to discuss/exchange
a subject matter/ information and attempt to reach on shared conclusion.
Usually participants sit together to take part in discussion. The number of participants varies
in accordance with the situation. Few topics are written on small pieces of paper and the
participants are required to pick one chit in order of their serial order. Then the participant is
required to speak on the topic for 5 to 10 minutes. The judges or the interweavers judge the
merit of the participants on the basis of the following:
Tips for Effective GD:
Subject-Knowledge
Delivery system
Language skills
Kinesics
Voice modulation
Knowledge of current affairs
Confidence
 Gravity of Ideas
Consider the following before GD

Group Discussion (GD) is an interactive process,

Lead in GD only by dint of intellectual strength and persuasive manners.
Respect every view as everybody has a right to dissent or differ from another‟s view
point.
Language used must be very effective.
Whether you articulate your words clearly and distinctly you have to put proper
stress, intonation and rhythm on appropriate syllable
Regulate your speech as per fundamentals of articulation and intonation;
7. Your presentation must be highly impressive;
8. Respect the views of others and don‟t try to give other participants any occasion of
annoyance.
9. Do not intervene others while they are speaking;
10. Always keep focused on the salient points of discussion and try to use your SWRL
Skills.
Objectives/ Purpose of GD:
To Exchange of Ideas
Decision-making
To Receive Suggestions, Ideas, Advice etc.,
To learn the art of Group Discussion;
To strength SWRL
To Groom the Professional
Self Improvement
SWOT (Strength, Weakness, Objective, & Target Analysis)
Do’s of Group Discussion:
First of all, let us understand the fact that Group Discussion (GD) is an
interactive process, where there are many participants. It must also be very clear that one can
take a lead in GD only by dint of intellectual strength and persuasive manners. It shall be a
useless exercise to dominate others by exercising any extraneous consideration because
intellectual discussion is based only on merit. Everybody has a right to dissent or differ from
another‟s view point. That‟s why everybody has to be careful about others. But at the same
time, basic discussion must be understood well and the language used must be very effective.
With forceful use of kinesics, the following hints must be kept in mind:
a) Whether you articulate your words clearly and distinctly you have to put proper stress,
intonation and rhythm on appropriate syllable;
b) Regulate your speech as per fundamentals of articulation and intonation;
c) Your presentation must be highly impressive;
d) Respect the views of others and don‟t try to give other participants any occasion of
annoyance.
e) Do not intervene others while they are speaking;
f) Always keep focused on the salient points of discussion and try to use your SWRL
Skills.
SWOT Analysis must always be kept in mind, which simply means that you have to know
your Strength, Weakness, Objective and Target. Whenever there is an opportunity, try to
show your strength as much as possible. GD is an essential requirement for every professional
and one can only pass through this essential requirement if one is well- versed with the skill
of interactive and communicative skills. Except these the following points should be kept in
mind:
1. Subject Knowledge: It is but true that GD cannot take place without subject
knowledge.
2. Confidence: It is only the thing that makes everything possible. It makes your ideas
more authentic and true. It is therefore, recommended to have ample confidence while GD.
 3. KISS (Keep it Short and Simple): A conscious member of GD always tries to keep
his/her point of view short and simple as it is easily understood by the others. Remember it is
held to come to a conclusion and not for showing pedantry.
4. Voice: The moderate volume, pitch and the manner of articulation by the participant
in a group discussion reflects his outlook and seriousness for it.
5. Even Contribution: A successful GD takes place if each and every member
participates in it equally.
6. Positive Attitude: It is another important feature of a successful GD.
7. Language Skills: These skills are paramountly need for effective GD

Don’ts’s:
1. Monotonous Voice:
2. Casual Attitude
3. Disinterest
4. Absence of Mind
5. Improper Knowledge
6. Unequal Contribution

Precautionary Measures:
GD is based on Group Dynamics and as such, it is essential
to be psychologically alert in addition to be mentally proactive. GD is face to face discussion
and it is very essential, then, to use spoken skills along with using body language, in a very
impressive manner. At the same time, GD is the only factor which helps every body a lot. It is
said that those who fail in GD, they have the mental lethargy. So every participant has to be
extraordinarily attentive during discussion. Summary of GD organized in a class on a
particular topic based on privatization of Technical Education- Good or Bad- showed very
interesting results: for, whereas some students could display their GD powers well, others
generally failed. Those who could not do better were advised to do better next time with more
practice.
Importance of GD
In the present scenario, for every professional GD is an important activity. Even for
recruiting, GD is a pre-condition. It is also a pre-condition for seeking admission. Hence GD
has grown very important these days.
Therefore, GD is not an activity to be taken casually. Great amount of care is needed
to pass through a GD test. Most of students generally fail in it because they lack something.
It is difficult to specify the number of participants that would make the group
discussion useful. it has been found that the character of interaction undergoes a change when
one or two persons are added to a dyadic communication situation. Similarly, if the number of
persons in a group is ten or more some tend to avoid participation and remain just passive
listeners. Thus, the significance, of group discussion is lost because in it each member is
expected to participate actively. Researchers indicate that if the number is kept between five
to nine, fruitful discussion can take place

7. Attempt any one part of the following: 10*1 = 10

Qno Questions
(a) Explain and write detailed note(s) on any two of the followings:
a) Pronunciation Etiquettes b) Flow in Speaking
c). Encoding and Decoding Process
a). Pronunciation is vital to proper communication because the incorrect use of
pronunciation inevitably leads to the message being misunderstood by the recipient.
Pronunciation of the letter sounds in words as well as syllable emphasis on parts of words will
more often than not change the words meaning and context drastically thereby irreversibly
altering the meaning of the sentence being communicated. A good example of this is the word
present. If one were to say “I am present” with an emphasis on the first syllable of the word,
one is referring to one‟s presence at a particular place or time. On the other hand, if one were
to say “I wish to present….” Then one refers to a statement or article one wishes to announce.
Another important aspect is, the proper use of English pronunciation inclines to highlight and
add value to an individual speaking English. Consider the following: in a situation where a
student‟s grammar and vocabulary is exceptionally good, he or she may be able to write good
English. But, if that same student lacks a fundamental knowledge of pronunciation despite
having an excellent knowledge of grammar, etc. his or her communication in English will be
severely impeded. He or she will be able to write in English, but will not be able to construct
a meaningful sentence when speaking and thus fails at communicating a message.

b) Speaking is a skill that give us the ability to communicate effectively. This skill allows the
speaker, to convey the message in a passionate, thoughtful, and convincing manner.
Speaking skills also help to assure that one won't be misunderstood by those who
are listening.
“You can speak well if your tongue can deliver the message of your heart.”
– John Ford
“There are always three speeches, for every one you actually gave. The one you practiced, the
one you gave, and the one you wish you gave.”
– Dale Carnegie
India has the second highest number of English speakers, but it is still a foreign language and
to fix this problem we require few skills to master over then only our speaking can be
understandable, comprehensible and purposeful.
In order to make the speaking purposeful and to enhance our personality, we are required-
TO SPEAK CLEARLY
TO DEVELOP CONFIDENCE
TO DEVELOP FLOW IN SPEAKING
Steps to Develop:
By developing a HABIT of speaking
By Practicing and working over the mistakes
By adapting a suitable style
Practicing correct pronunciation pattern
Doing certain vocal exercises
Feeling responsible
Focusing on content
Avoiding use of expressions like „umm‟ „aa‟ etc.
Controlling PACE and PAUSE

c) Language is a powerful means of encoding and decoding ideas. Speaking and

writing are encoding skills while listening
and reading are decoding skills. Speaking is one major constituents of communication,
Writing, Reading & Listening are the others. If a technocrat or a professional wants to master
a language he has to master these four skills. These four skills are essential for effective
communication.
Speaking Skill: Speaking is the most important skill to survive in the present age of
globalization and information revolution. In every sphere of human life it is highly required.
Whether one is a scientist, a professional, businessman or a student, it plays a vital role to
shape his future and progress in his profession. Speaking skill is useful in the situations like-
questioning and answering, oral presentations exploring views, opinions, and suggestion,
comments and Professional / academic life.
Writing Skill: Like speaking, writing is also an important skill. It is important not only for the
students but also for the professionals/ technocrats. It is important for a student for his
academic achievements. It is important for a technocrat in his workplace as he has to
communicate higher authorities through writing letters, circulars, notes, proposals, reports
 etc,. Writing skills, therefore, are equally important for various purposes in our life.
Reading Skill: Francis Bacon‟s “Reading maketh a perfect man” is an apt saying. It is reading
that enables a man to acquire knowledge. It is essential for general, academic and professional
knowledge of various subjects and fields. On one hand, it is one of the important works of a
professional or technocrat to write sophisticated messages in different forms like- reports,
letters, memos, proposals, e-mails, websites. On the other, he has to analyse them by careful
reading.
Listening Skills: Out of the four communication skills, listening is said to be the most
powerful skill because a bigger part of knowledge is acquired through listening. It is,
therefore, education is lecture based. A technocrat or a professional has to listen lectures,
seminars, conferences, video-conferencing, presentations, telephonic discussions, recorded
messages which requires effective and active listening.
(b) Define Professional Personality Attributes with suitable examples. Discuss its’
importance at the workplace.
Required Personality Attributes for Professionals:
1. Empathy
2. Considerateness
3. Leadership
4. Competence.
1.Empathy is the ability to recognize emotions in others, and to understand other people's
perspectives on a situation. At its most developed, empathy enables you to use that insight to
improve someone else's mood and to support them through challenging situations. Empathy is
often confused with sympathy, but they are not the same thing. Sympathy is a feeling of
concern for someone, and a sense that they could be happier. Unlike empathy, sympathy
doesn't involve shared perspective or emotions.
2. Considerateness: The literal meaning of the term is the quality of being warmhearted,
having regards for others and being humane and sympathetic.
It fosters a positive work environment, which results in boosted morale and better results.
An increase in workplace respect will help to improve communication between colleagues,
increase teamwork and reduce stress as peace in the workplace soars.
3. Leadership: They are important skills to have because a good leader is able to bring out the
best abilities in his/her team members and motivate them to work together in achieving a
shared goal.
A good leader is also organized and keeps the team on track and focused to avoid delays.
Utilizes the core strength and works over the weakness.
contribute to the growth of the department through improved team productivity.
4. A competency is a set of specific skills or abilities required to do a job. It‟s the ability to
complete a task effectively. A person should be able to perform various tasks at a target
proficiency level to achieve success.
Job competencies give employees a clear idea of what is expected of them in terms of their
performance. Competencies give them an understanding of what type of behaviour they
should cultivate at the workplace to be valued and rewarded.