Fundamentals of

Communication and
Voice Dynamics

• Role and Purpose of Communication,

• Types & Flow of Communication,
• Barriers to Effective Communication,
• 7 C’s of Communication,
• Code and Content; Stimulus & Response,
• Vowel Sounds, Consonant Sounds,
• Tone: Rising and Falling Tone
What exactly do we mean when we Communicate?

The English word "communication" originates from the Latin word

"communicare," which can be translated as "to impart," "to
participate," "to share," or "to make common." It is a process that
involves the interchange of facts, ideas, and opinions, and it also
serves as a way through which individuals or organisations share
meaning and understanding with one another.
Today communication is a way of facilitating informal about Technical
knowledge spreading all over the globe.

No organization can stand without it as each and every person working

there has to communicate important massages throughout the day.

It is also a way to share their knowledge and establishes mutual

understanding amongst them. Today it plays a major part in many of
the industries/ organizations.

It is a fact that the present era is known as the ‘Age of Communication and
Information.’
George R. Terry states: “Communication serves as the lubricant, posturing
for the smooth operations of the management process”.
Some Famous Definitions:
According to Murphy et al “Simply stated,
communication is a two-way process of exchanging
ideas or information”.

American Management Association says,

“Communication is any behaviour that results in an
exchange of meaning”.

“Communication is the transmission and interchange of

facts, ideas, feelings or course of action.” Behind
Brown
 “Communication is the imparting or exchanging of information by
speaking, writing, or using some other medium”--------- Oxford
Advance Learner’s Dictionary

Alien Louis A. says :-

“Communication is the sum of all the things a person does

when he wants to create understanding in the mind of another.
It involves a systematic and complex process of telling, listening
& understanding.”
 The process of communication

Communication is a two-way process

that involves both a sender and a The receiver receives the message and
receiver. This means that decodes it. Last but not least, once the
communication is an interactive activity. message has been comprehended, the
The sender communicates the concept receiver will transmit the feedback to the
by encoding it and transmitting it over a sender.
channel (language).
Elements of Communication Process

1. Sender: The person who encrypts the message and

starts the process of communicating with the recipient.
The sender needs to have effective communication skills
(SWRL), a positive attitude, confidence, abundant use of
body language, a moderate tone and accent, solid
subject knowledge, and so on in order for the
communication to be successful.
2. The Message: The message is what the
communicator is trying to get over to the receiver.
It might be a thought, an idea, some facts, or even
a feeling. The message ought to be engaging,
original, reasonable, and so on.

3. Channel: The term "channel" in the field of

communication refers to language. It is essential that
the sender and the receiver share a shared
understanding of its contents.
4. Receiver: The receiver is the person who is responsible
for decoding the message. The receiver bears an equal
share of the responsibility for the successful completion
of the communication. It is important that he possesses a
nature that is attentive, aware, and optimistic.

5. Feedback: It is the signal of the receiver's response to

the speaker after decoding the message via verbal (by
words) or non-verbal (gesture, posture, eye-contact,
gestures, symbols, etc.)
 Communication Process Cycle
This process can be easily understood by the
following diagram:
Encoding Decoding

Sender Message Channel Receiver

Feedback
 Communication is essential in an
organization, because it serves as a
medium to share the important
Role and information. People, working in a
company should have a mutual
Purpose of understanding which can be attained
Communication by sharing knowledge.

This communication turns to be

effective when researches when this
process of sharing takes place. Today
communication is the hub of an
organization.
 There are three basic
objectives of communication
.
1. To inform
2. To instruct and
3. To inspire

Except these three, there are other

secondary purposes of
communication. The purpose
may change according to the
mood and intention of the
speaker.
 1. To Boost Morale of Employees: Business
Communication is made to boost the morale of the
employees. It increases the productivity of the
employees in his company.

Purpose of
2. To Achieve Goal: The goal of the organization
Communication can be obtained through effective organizational
communication. Everybody tries to acquire
such goal and therefore it requires effective
organizational communication.
3. To Maintain Co-operation: Communication encourages managerial efficiency. Managerial
functions like planning, control, coordination, motivation cannot be discharged without
communication. As management is an art of ensuring targets and targets are achieved in collaboration
with. other people. Communication educates personnel working. Management communicates goals,
policies and targets by issuing verbal and written instructions. The yardstick for measuring
managerial efficiency is of course communication that helps in it.

4. To Plan: Planning decides what is to be done in future. All the information and data which
are required to make a plan for business can be obtained or gathered through communication.
5. To Facilitate Direction and Motivation: The boss gives direction or order to
his subordinate and managers need to motivate their employees to in
crease the concentration and productivity. Hence, communication helps to
facilitate direction and motivation.

6. To Achieve Efficiency: Communication can provide information regarding

past and present. It also helps to anticipate about future. So, Communication

increases efficiency of the workers by providing instant information.

.

7. To Improve Employer-Employee Relationship: To achieve the Organizational objectives, there

must be good relationship between employee and employer. And to improve such relationship,
there must be effective communication.

8. To Solve Problem: Communication can remove the gap between employees and employer.
Fruitful communication ensures a network in an Organization to solve problems. Conflict
arises and exists in an Organization. Fruitful communication ensures a network to solve
conflict. It also removes the gap between employee and employer.
.

9. To Manage Human Resources: To recruit, train-up & motivate human resource properly,
there must be effective communication. Skilled manpower are professional and work for
achievement and development.

10. To Attract Customer: To knock the door of potential customers with new product and
service of an enterprise, there should exist an efficient communication. So better
communication will cause more customers and more customers will cause more profit.
 .

12. To Educate
11. To Future Plan: In today's modern Workers: Communication helps the
competitive world, there is requirement of Organization to train-up the
changing the plan according to employees/workers through organized
environment and communication programs. For example, Orientation,
environment. This involves awareness workshops, film show, internship etc.
through proper communication.
Technical Communication
“Technical Communication is that kind of communication which is used in technical subjects”.
According to Professor J. Raleigh Nelson, “Technical Communication is specialized form of
exposition – a form of discourse distinguished from other forms in certain essential features.”

Joseph Racker writes, “Technical Communication involves material of a specialized nature,

meant for a specific reading group.”

Precisely, Technical Communication is that branch of communication in which knowledge of a

subject in particular is required along with a set kind of technical and scientific style.
 Cont…
Salient Features of Technical Communication

COS + BUT

Wherein:
C – stands for Clarity
O – Stands for Objectivity
S – stands for Simplicity
B – stands for Brevity
U – stands for Utility
T – stands for Technical Presentation
1.Clarity:
The first significant and cardinal feature of scientific and Technical
Communication is clarity. It mitigates and minimizes ambiguity and
diffuseness. It crystallizes and shapes ideas, sentence and a paragraph. For
maintaining clarity, it is absolutely prudent to have a clear – cut idea and
comprehension of what we want to write or tell. Clarity of thought is
interlinked with the Clarity of expression. For example:
• He is a scientist as amongst others who has listened to deep humming sound of
the sudden upward flight of an aircraft.
• He is one of those scientists who have listened to the zooming of an aircraft.
• Will you be kind enough to help me?
• Kindly help me.
 2. Objectivity:

The second salient feature of Technical Communication is objectivity. The element of “I”, which is a
common note in a subjective communication, remains absent in Technical communication. We have to
concentrate on facts and their general impact instead of subjective or individual findings.

I believe as others also believe that through a particular side of scientific researches, I can study the
ways and manners of all human beings growing ripe, old and grey – and also their decaying
processes.

It is believed that gerontology studies the processes of growing old amongst (or in) human beings.
 3. Simplicity:
In Technical Communication, simplicity is equally important. As a matter of fact,
simplicity makes the style interesting and effective. For this, a writer has to work hard
to write simple sentences. One has, therefore, be quite cautious about the choice of
words. Compound and complex sentences should be avoided so far as possible .
• If you put a solid on heat, its temperature increases and at a certain
temperature increase and at a certain temperature melts to a liquid, and on
further constant temperature into the gaseous state also increase.
When a solid is heated constantly on a certain temperature, the vibrations of
the molecules increase.
4. Brevity:
• Another quality of Technical Communication is brevity. By brevity we
mean briefness and shortness. A Professional does not use diffuse and
round – about sentences and expressions. He has to avoid circumlocution
as well as verbosity. He has to be brief, to the point, cogent and relevant.
He cannot use lengthy, racy or superfluous sentences. He has to be as
brief and to the point as possible.
• The scientist was inspecting a large tank in which gas was stored
• The scientist was inspecting the gasoline.
• We are enclosing herewith the monthly statement for the payments due
from you.
• The statement of ( your) account is enclosed.
5.Utility:

Utility is another salient feature of Technical Communication. Utility means

“the quality or state of being useful” . Without being irrelevant, a technocrat

has to presents facts in a useful manner. A Technical concern or a research

institute cannot afford a lot of labor and time to waste on irrelevant

information. A presenter, therefore, must be straightforward and technical in

presenting his views. Only useful information must be communicated.

6. Technical Presentation
Another important quality of Technical Communication is its Presentation.
In other words, it must be technically different from General
Communication. It must be clear, clean and attractive. The presenter must
use figures, charts, data, table to represent his message effectively. Except
it, in writing, he must know several formats of writing letters, applications,
memos, circulars, articles, paragraphs. In speaking, a presenter must use
CAI (Computer Aided Instruments) like OHP, Audio visual Aids and
others.
Features of General Communication

The features of General Communication can be summarized by

ASP+DPF

• 1. Ambiguity: This term implies something that has more than one
meaning. Unlike technical communication, General Communication is
ambiguous. It is used in forms of General communication such as:
poems, journalism, philosophy etc.
• All students are instructed to submit their assignments bimonthly.
Features of General Communication
2. Subjectivity
• Subjectivity is one of the most important features of general
communication. A general communicator is free to use his emotions,
feelings and personal ideas in general communication. Novel, Drama,
poetry etc. are the examples of general communication. In general
communication personal emotions, feelings and ideas are more
important than information.
3. Pomposity (Exaggeration)

Pomposity means exaggerated or decorated expressions in language.

Unlike a Technical Communicator, a general communicator uses highly
decorated and pompous language to say a simple statement. Except it,
many literary styles like circumlocution, euphemism, bombastic
expressions, and complex idioms and phrases are used in general
communication.
4. Diffuseness
Diffuseness simply means wordy or garrulous sentences. A general
communicator uses wordy and garrulous language. He says a lot but the
meaning is less. It is unlike technical communication who is
straightforward and brief.

5. Pleasurability
Pleasurablity means entertainment or pleasure.
Broadly speaking general communication is meant for pleasure or
entertainment.
For example the sole purpose of all literary forms (drama, poetry, novel,
comedy, tragedy etc.,) is to entertain.
6. Free Form
• Free Form means without any form or format. General
communication requires no specific format or writing/ speaking as it is
simply the expression of personal feelings or emotions. In fact
emotions and feelings know no form to expose them.
Therefore, a general communicator is bound not to follow any form
to convey his ideas.
 Flows
of
.
Communication

•.
 Various Dimensions
of Communication
Communication is situational and it is used
accordingly. Somewhere, informal
communication is better than formal,
sometimes written communication is more
important than oral communication.
Likewise, verbal, nonverbal, vertical,
horizontal communication is used
according to the suitability of the message
and situation. According to the nature of
communication there are four types of
communication:
Dimensions of
Communication
a) Channel: According to the
channel, Communication may be
divided into two types:
1. Formal Communication: It is
the communication following
formal channels. It flows from senior to
junior, junior to senior, within the
organization and outside the
organization.
2. Informal Communication:
Informal communication takes place
between the people having social
interactions/ relationships.
b) Method:

According to the method it is of two types:

1. Oral Communication: It is the communication through the

spoken words. It may be in form of Face to Face
Communication, telephonic communication etc., It is
speedy way of exchanging information.

2. Written Communication: Written Communication is a

communication in form of applications, letters, memos,
circulars, bulletins, etc. It is the most authentic way of
communication without which organization can’t survive.
 C) Expression:
According to the expression it is again of two types:
1. Verbal Communication: Verbal Communication means
communication through words. When we use words in
communication, we call it Verbal Communication. The
information in Verbal Communication can be either oral or
written.

2. Non-verbal Communication: It is communication without

words like body language, hepatics, gestures, postures,
appearance etc,.
 •D) Direction:
.
•According to direction Communication may be
divided into three types:
•1. Vertical Communication: It is of two types: i).
Upward Communication: In this the message flows
from bottom to top. ii). Downward Communication:
In this the message flows from top to bottom.

•2. Horizontal or Lateral Communication: It is

communication in peer group.

•3. Diagonal Communication: It is a cross-wise

communication.
The management transmits messages to subordinates, and
subordinates, in turn, are expected to reply with their feedback. For
example: when a Director General sends information to the
employees, it passes through different communication networks like:

General Manage
--Assistant Managers
--Departmental Heads
--Supervisors...........
.........Employees
There are three flows of Organizational
Communication, namely:
1. Vertical Communication
2. Horizontal or Lateral
Communication
3. Diagonal Communication
1. Vertical Communication
Vertical Communication has two types of
communication flows that are:

i) Upward Communication: In upward communication,

the information flows form Juniors to seniors. Its’ main
purpose is to provide information to the seniors form
juniors. This communication enables juniors to convey
their opinions, suggestions, complaints etc. to their
superiors. The lower-level employees initiate up-ward
communication and the message ultimately reaches to
the upper-level management.
Vertical Communication
Upward communication is helpful in conveying the following types of information inside the organization:

1. Work Progress report.

2. Employees’ performance reports.

3. Problem or hindrance in performance.

4. suggestions for improving efficiency or productivity.

5. Problem solving.

6. Expression of attitudes, grievances and disputes that influence performance.

For effective upward communication a good environment is required in which subordinates are free to communicate.
 Through Downward Communication information is sent
from seniors to juniors through different channels. The
seniors send information or message containing orders,
instructions, decisions etc. to the employees,

2. Downward subordinates, workers etc. It may be in written form such

Communication as letter, office order, notice, circulars, reports, manuals,
etc. or in form of oral communication like face-to-face
communication, meetings, speeches etc. it is important
for the organization in many ways. Except its’ usefulness
it has certain limitations too. It is time consuming; it has
no quick feedback, and it can distort message.
In communication, there are many modes of upward communication. The
popular written media of upward communication are discussed below:

Suggestion Memo
Questionnaire Report
System: (memorandum)

Grievance Open-door-
Direct letters Meeting
procedure policy
Like upward communication, there are some
modes of Downward Communication:

Handbooks & Posters & House Journals SMS/ e-mails Annual Reports Special
Pamphlets Bulletins Meetings

Seminars/
Conferences
2. Horizontal or Lateral Communication:
It is a communication among people at the parallel or same designation, level and position in the
organization. Horizontal communication is the communication that flows laterally within the
organization. It involves persons at the same level of the organization. Horizontal communication
normally involves coordinating information and allows people with the same or similar rank in an
organization to cooperate or collaborate. Some definitions of horizontal communication are as follows:
According to Ricky W. Fraffin, “Horizontal communication involves colleagues and peers at the same
level of the organization. “
3. Diagonal Communication
It is a Cross-functional communication between employees at different levels
of the organizational hierarchy. Diagonal communication is much common
in larger organizations with matrix or project- based structures.

It is helpful in overcoming some of the barriers to communication within a

business. It reduces the chances of distortion or misinterpretation of
message. Diagonal communication also reduces a manager’s
communication workload because he doesn’t have to act as an intermediary
between his direct reports and other managers.
 3. Diagonal
Communication
Barriers to Communication
(Noise)

Anything that distorts the message

sent or received may be called
Barrier to Communication. There are
several barriers that often distort
communication process. For better
understanding these may be divided
into four categories.
 Four Categories of
Communication Barriers
1. Semantic or Language Barriers

Specialists Unclarified
Unclear message: Faulty translation:
language: assumption:
• If the message is • Sometimes • Specialists • Sometimes
not clear, it may Grammatical Language is also unclarified
cause barriers to mistakes can a barrier to assumptions leads
communication. cause wrong communication to barriers to
expressions, that communication.
results into
barriers to
communication.
2. Psychological Barriers
 Difference in perception: If there is a difference in perception of the
communicator and the receiver then there will also be
misunderstanding between them. Difference in Perception therefore
leads to faulty communication.

 Closed minds: Closed Mind is another having biased , wayward or

whimsical opinion about something.

 Inattention: The third factor in psychological barrier is in attention

which too leads to faulty communication.

 Emotion: Emotion is another psychological barrier which disturbs

complete communication.

 Distrust of communication: The fifth element is Distrust of

Communicator which is also a strong psychological barrier.
 • Attitude of Superiors:
3. Personal • Lack of confidence
Barriers • Insistence of proper channel
• Ignoring Communication
• Filtering of Information
• Lack of Time
• Message Overload
4. Organizational Barriers

Status One-way
Relationship Flow

Rules and Distance

Regulation Barriers

Physical Mechanical
Barriers Barriers
 7 Cs of Effective Business
Communication

The message is said to be effective when the receiver understands the same
meaning that the sender intended to convey.

For any communication in business, in order to be effective, it must have seven

qualities. These seven attributes are called Seven C’s of Effective Business
Communication.

(All these attribute starts with the alphabet ‘C’ so are called 7 C’s)
7 Cs

Correctness

Clarity

Conciseness

Completeness

Consideration

Concreteness

Courtesy
1. Correctness
• At the time of encoding, if the encoder has comprehensive knowledge about the
decoder of message, it makes the communication an ease. The encoder should know
the status, knowledge and educational background of the decoder. Correctness
means:
• Use the right level of language
• Correct use of grammar, spelling and punctuation
• Accuracy in stating facts and figures

Result: Correctness in message helps in building confidence.

2. Clarity

• Clarity demands the use of simple language and easy sentence structure in
composing the message. When there is clarity in presenting ideas, it’s easy
for the receiver/decoder to grasp the meaning being conveyed by the
sender/encoder.

Result: Clarity makes comprehension easier.

3. Conciseness

A concise message saves time of both the sender and the

receiver. Conciseness, in a business message, can be achieved by
avoiding wordy expressions and repetition. Using brief and to the point
sentences, including relevant material makes the message concise.
Achieving conciseness does not mean to loose completeness of message.

Result: Conciseness saves time.

4. Completeness

• By completeness means the message must bear all the necessary

information to bring the response you desire. The sender should
answer all the questions and with facts and figures. and when
desirable, go for extra details.

Result: Completeness brings the desired response.

5. Consideration

Consideration demands to put oneself in the place of receiver while

composing a message. It refers to the use of You attitude, emphases
positive pleasant facts, visualizing reader’s problems, desires, emotions
and his response.

Result: Consideration creates understanding of human nature.

6. Concreteness

Being definite, vivid and specific rather than vague, obscure and general
leads to concreteness of the message. Facts and figures being presented in
the message should be specific.

Result: Concreteness reinforces confidence.

7. Courtesy

In business, almost everything starts and ends in courtesy. Courtesy means

not only thinking about receiver but also valuing his feelings. Much can be
achieved by using polite words and gestures, being appreciative, thoughtful,
tactful, and showing respect to the receiver. Courtesy builds goodwill.

Result: Courtesy strengthen relations.

Code & .

Content
 Code and Content in
communication skills

•Any human communication system involves the

production of a message by someone, and the
receipt of that message by someone else.

•To encode a message, one must possess the

necessary encoding skills.
1. Languages are codes :

i. A code may be defined as any group of symbols that can be structured

in a way that is meaningful to another person.

ii. The English language, like any other language, is a code which
contains elements that are arranged in a meaningful order.

iii. A code has a group of elements (vocabulary) and a set of procedures

for combining these elements meaningfully (syntax).
 2. Content :

i. The message content, i.e., the message that is selected by the source to express its purpose.

ii. Content, like codes, has both element and structure. When more than one piece of information
is to be presented, they should have some order or structure.

iii. An individual may sometimes be identified by his characteristic way of structuring messages.
This is because the individual communicates in a way that is distinctive to him.

iv. An individual uses a distinctive way or method, which has become

his habit by constant use.

 Stimulus and Response in communication skills

A stimulus is a thing that a person can receive through one of his senses. In fact, it is a thing that can produce a sensation

2. A response is a thing that an individual does as a reaction to the stimulus.

3. Stimulus and response are the two terms that are frequently used in

any discussion on the communication process.

4. Stimulus and response are ultimately connected with the whole learning process.

5. The communication objective of the source is to bring about a change in the behaviour of the receiver.
Process of technical communication
consists of five stages :

1. Ideation :

1. It begins with ideation which refers to the formation of idea or

selection of message. It consists of the ‘what’ of communication and
is concerned with the content of the specific message to be
presented.

2. The scope of ideation is generally determined by the sender’s :

a. Knowledge
b. Experience
c. Abilities
d. Purpose of communication
e. Context of the communicative situation
 2. Encoding :
i. It is the process of changing the information into some form of
logical and coded message. It involves :
a. Selecting a language : It is essential for effective coding, verbal messages
need a common language code, which can be easily decoded by the
receiver.

b. Selecting an appropriate communication form : It form largely depends on

the sender-receiver relationship, need and purpose of the
communication.

c. Selecting a medium of communication : It involves making the right choice

out of many available options. There are three
 3. Transmission :

i. It refers to the flow of message over the chosen channel.

ii. It involves choosing the :

a. Proper time (When to communicate)
b. Proper place (Where to communicate)
c. Proper way (How to communicate)
 4. Decoding :

i. Decoding is the process of converting a message into

thoughts.

ii. The process of decoding involves interpretation and analysis

of a message.

iii. Decoding involves reading and understanding of the written

communication, listening and understanding of the oral
communication.
5. Feedback / Response :

i. Response is the last stage in the communication

process.

ii. It is the action or reaction of the receiver to the

message.

iii. Response is the key to communication. It helps

the sender to know that the message was received
and understood.
 Stimulus and Response
of Communication Skills

Stimulus and response are the two terms that are frequently used in
any discussion on the communication process. A ‘stimulus’ is
anything that a person can receive through one of his senses.

In fact, it is anything that can produce a sensation. And a ‘response’

is anything that an individual does as a reaction to the stimulus.
These two terms, stimulus and response, are ultimately
connected with the whole learning process. The
communication objective of the source is to bring about a
change in the behavior of the receiver.
The whole communication process consists of the following:

1. The sender—the 2. The encoding

3. The channel
source of the message process

5. The receiver—the
4. The decoding
person who receives 6. Feedback
process
the message
 Communication Process Cycle

Encoding Process Decoding Process

.
Receive
Sender Message Channel
r

Feedbac
k
 Vowel and Consonant Sounds

English
Language

Written English Spoken English

26 Letters 44 Sounds

Vowel Consonant
Vowels Consonants
Sounds Sounds
5 21
20 24

Pure Vowels Mixed Vowel

(Monothongs) (Diphthongs)
 Vowel Sounds

.
Vowel Sounds

.
.
.
.
.
.
.
.
.
.
 Syllable

English is a stressed language, while many other languages such as

French, Italian, etc., are syllabic. Thus, English pronunciation focuses on
specific stressed words or syllables while gliding over the other non-
stressed words. In a syllabic language each syllable has equal importance.
A syllable is the shortest unit of sound which can be articulated with a
single effort. It can have a vowel sound or a vowel and a consonant
sound or a vowel and two or more consonant sounds. For example:

Eye- /I:/ -having one syllable (Monosyllabic word)

About- /a ‘bout/- having two syllables (Disyllabic)
Examination- /ig-za-mi-na-son/- five syllables (Polysyllabic)

The phonic structure of syllable may be as follow: V, CV, VC, CCV,

CCVC etc. In a syllable there may be or not be the consonant sound but
Vowel sound is always there.
 Stress & Intonation
Stress may be defined as “a distinct emphasis given to a
syllable or word in a speech by stress or pitch”. In other
words, it is the way of pronouncing
Following are the major objectives and aims of the stress
and Intonation.
• To remove regional angularities of spoken English.
• To understand Rising & Falling Tones in GIP and RP
• To groom as communicative and interactive personality.
• To carve out a place as an efficacious professional.
• To Learn Standard Pronunciation.
 Rules for Stress and Stress Shift
1. Noun ---- Verb
4. Compound words I syllable stressed:
‘import (n)---im’port (V)
‘equal ---e’qual Back+ground ---- ‘background
‘silence --- si’lence
‘bedroom ---- ‘goldsmith -- ‘postoffice -- ‘rainbow
‘torment --- tor’ment
‘project --- pro’ject 5. Primary accent/ stress:
‘transfer --- trans’fer
‘certain -- ‘accident --- ‘advertise --- ‘character
‘frequent --- fre’quent
2. Words ending on –ian, -ious (II syllable) ‘company -- ‘confidence -- ‘alternate -- ‘photograph

‘music ------ mu’sician 6. Secondary accent/ stress:

‘labour ------la’borious
Ad ‘vantage -- con ‘sider -- al ‘ready -- am ‘bition
3.Words ending on –ial, -ially, -ic, ical (before
suffix)
De ‘velop – at ‘tention – com ‘pletion – sug ‘gestion
‘essence ---- ess’ential
‘office ----- off ‘icially Ex ‘ample – de ‘partment --
‘magic ----- ma ‘gically
‘logic ------ lo ‘gically
.
.
.
.
 Tone: Rising Tone and Falling Tone

• Words that are important for meaning are generally stressed in a

sentence and those that are not important for meaning are
weakened and said quickly. Of the words that are stressed or said
with extra breath force one word stands out as more prominent
than the others because

• the pitch of the voice either moves from high to low or low to
high on that word. The movement of the pitch of the voice from
high to low is called the falling tone. A movement of the pitch of
the voice from low to high is called the rising tone.
1. The Rising Tone
• When we use a rising tone, our pitch starts at a lower level and then goes up to a higher
level.
• 1. Yes/No questions
• 2. Wh- questions asked warmly
• 3. incomplete utterances
• 4. polite request

• 1. Is 'father at home?
• 2 Can I 'see the Dean for a minute?
• 3 Can you 'buy me an ice-cream, mummy?
• 4 Can I 'borrow your record player?
• 6 Can you drive?
• 7 Can you cook?
• 2 'Where do you live?
• 3 'How is mother?
• 4 'Where did you 'leave your book?
• 6 'Which is yours?
• 8 'Where are you going?
 The Falling Tone
We use the falling tone in:
1. statements
2. wh-questions
3. exclamatory sentences
4. commands
5. tag questions

1 They’re ar'riving this `evening.

2 What a 'beautiful `dress!
3 'Where have all the 'pencils `gone?
4 It’s 'rather 'hot in `May, `isn’t it?
5 'Draw the `curtains.
6 How ex`traordinary!
 Flow in speaking
• Fluency is the flow and efficiency with which you express
your ideas, particularly when speaking. A few grammar
mistakes may appear here and there in the explanation, but
it should be delivered in a way that is easy to understand
and shows how comfortable you are with the language.

• In an academic or even professional setting, this is one of

the skills to focus on for an oral presentation or debate.
 • Fluency in a language means speaking easily, reasonably quickly
. and without having to stop and pause a lot. Becoming fluent in a
language can take many years, but here are some tips to help you
sound as natural as possible in speaking exams.

• Good speakers communicate and get their message across

smoothly, even though they may make mistakes.

• Communication is the most important part of speaking and it is

important to communicate your ideas as naturally as possible. Here
are some tips to help you speak more fluently.
 Tips for Effective Speaking
• Use every opportunity in class to speak English. Speak to your
classmates and your teacher in English. The more English you speak,
the easier you will find speaking.
• Be confident about speaking in English. You do know a lot of English
– use your English and show the examiner what you know!
• Be very clear about the message you want to communicate. That is
your goal.
• Don’t worry about making mistakes. The important thing is to
communicate what you want to say.
• Practise at home with a speaking game. ‘Speak for one minute
without stopping about ...’ Choose a topic, e.g. video games, and talk
in English for one minute about video games without stopping.
• Use little expressions like ‘Er’ or ‘Erm’ to fill the gaps while you are
thinking about what to say.
• Use communication strategies to make your English sound more
natural.
 Speaking with a purpose

Speaking to Inform: When the purpose of your speech is to inform, your speech should be
intended to provide interesting, useful, and unique information to your audience.
Informative speeches should enrich your audience’s knowledge base. It may be your
objective to share new ideas, add detail to, or update and revise common information.
There are endless situations in which people need to inform others. But whatever the
situation, the information needs to be communicated accurately, clearly, and made
meaningful and interesting to the audience. Speeches intended to inform can be categorized
into different types.

●Speeches about objects- Focus on things existing in the world; things, people, places,
animals, products, among other things. Objects describe something of form, visible and
tangible. Because speeches always have time limits, there is never enough time to talk
about everything about any specific object. Limit your speech, then, to focus on a specific
aspect of an object. For example, if you want to speak about cars, you may narrow your
topic to the evolution of cars, or differences between German- and American-made cars.
●Speeches about processes–

.
This category of speeches explains how something is made, describes how something is done, or
explains how something works or shows a process step-by-step. How-to and demonstration
speeches fall under this category. Such speeches usually require the use of visual aids to
demonstrate the steps or techniques of the process

●Speeches about events– Focus on things that happened, are happening, or are about to happen.
The occurrence may be historical in nature or an everyday occurrence. When speaking about an
event, be sure to relate the event to the audience.

●Speeches about concepts– This category of speeches usually focuses on information

concerning beliefs, ideas, and theories. While the other categories of speeches are concrete, this
speech is more about abstract subjects. It is essential to make the subject clear and
understandable. If needed, approach the subject by first defining the concept, identify its major
elements, and illustrate with specific examples. Because concepts can be vague and involved,
limit your speech to aspects that can be readily explained and understood. Examples of this
speech can be freedom of speech, nonviolent communication, spirituality, and the like.
Four Personality Types of Office Workers:
1. Direct. Someone with a direct personality style will have a desk covered
with paperwork, though it’s probably organized in piles. They typically prefer
to learn independently and are action-oriented, so they may seem impatient or
bored in group settings.
Direct personalities tend to use language such as “you must” or “you should.”
They also speak loudly and quickly and state their own opinions as facts.
Furthermore, these people also have poor listening skills, so if you need to give
them instructions, be direct and straightforward in your interaction.
These people constantly feel like they need to be in a hurry and tend to make
quick decisions.
2. Spirited. A spirited person usually has a messy desk, Ward writes, with
“papers strewn everywhere, along with magazines, receipts, forms, books and
other things.” If your employees have a spirited personality, they prefer to learn
in groups and enjoy being mentored and attending conferences.
“If you notice someone who resists completing an online self-study program,
that is a clue that the individual has a spirited style,” Ward writes.
People with this type of personality tend to exaggerate and talk a lot. They’re
very good at beginning new projects, but need a little more encouragement to
finish existing ones.
 3. Considerate. This type of person’s desk is cluttered, yet they know
where everything is. They may also have pictures of serene landscapes,
. group photos and other personal items prominently displayed.
Considerate people prefer to learn in group settings, especially team-
building activities, and they don’t enjoy taking on new projects on a whim.
If you notice “one of your employees requires a lot of hand-holding when
you assign her a new project, that is a clue that the employee might have a
considerate style,” Ward writes.
People with considerate personalities speak slowly and softly and are often
reluctant to offer their own opinions. They listen carefully before they
speak and engage in a lot of small talk.
4. Systematic. This personality type usually has a tidy desk clear of
papers, except the ones they’re currently working on. They also clean off
their desk every night and the only materials visible are job-related, such as
graphs and charts.
Systematic people prefer to think independently, may be reluctant to
participate in classroom settings and are deadline-driven. They also tend to
use precise language and prefer to share facts and data rather than their own
opinions. They also have limited small talk and prefer focused
conversations.
Personality Attributes
1. Empathy:
Empathy is the capacity to understand or feel what another person is experiencing
from within their frame of reference, that is, the capacity to place oneself in another's
position. Types of empathy include cognitive empathy, emotional empathy,
and somatic empathy.
Empathy definitions encompass a broad range of emotional states, including caring
for other people and having a desire to help them; experiencing emotions that match
another person's emotions; discerning what another person is thinking or feeling; and
making less distinct the differences between the self and the other. It can also be
understood as having the separateness of defining oneself and another a blur.
It also is the ability to feel and share another person's emotions. Some believe that
empathy involves the ability to match another's emotions, while others believe that
empathy involves being tender hearted toward another person.
Having empathy can include having the understanding that there are many factors that
go into decision making and cognitive thought processes. Past experiences have an
influence on the decision making of today. Understanding this allows a person to have
empathy for individuals who sometimes make illogical decisions to a problem that
most individuals would respond with an obvious response. Broken homes, childhood
trauma, lack of parenting and many others factors can influence the connections in the
brain which a person uses to make decisions in the future.
 2. Considerateness
Considerate people are known to be happy people. This is why they smile often. They understand

that smiling make a significant impact in their lives and affect those around them positively.

People with considerate personality make friends easily because their positivity enables them to

share love and impact on those around them positively.

Sometimes people that are considerate can be self-sacrificing, putting the needs of others ahead of

their own. They have the patience to deal with the worst of characters because they know that there

is good inside all of us.

Patience is another strong trait that you save people like this and if you understand what it means to

be patient then you know that this is not something you see normally in a lot of people.

They are not too proud to say they are sorry or apologize when they have done something wrong.

For some people, sorry can become a big word but being considerate means apologizing when you

make a mistake or even when you think you've made a mistake.

3. Leadership
Leadership is the capacity to set and achieve challenging goals, take fast and decisive
action when needed, outperform the competition, and inspire others to perform at the
highest level they can.

It can be difficult to place a value on leadership or other qualitative aspects of a company,

versus quantitative metrics that are commonly tracked and much easier to compare between
companies. Leadership can also speak to a more holistic approach, as in the tone a
company's management sets or the culture of the company that management establishes.

Leaders shape our nation, communities, and organizations.

We need good leaders to help guide us and make the essential large-scale decisions that
keep the world moving.

Our society is usually quick to identify a bad leader, but how to identify a good one? What
would most people say makes a good leader?
 The Characteristics of a Good Leader

Based on our research, we’ve found that great leaders consistently possess these 10 core

leadership traits:
Honesty
Ability to delegate
Communication
Sense of humor
Confidence
Commitment
Positive attitude
Creativity
Ability to inspire
Intuition

While many powerful and successful leaders haven’t exhibited all of these character traits,

and the definition of a good leader can be quite ambiguous, most good leaders do

leverage at least some of these characteristics.

 Competence
It is the set of demonstrable characteristics and skills that enable,
and improve the efficiency of, performance of a job. "competence"
as a combination of practical and theoretical knowledge,
cognitive skills, behavior and values used to improve performance;
or as the state or quality of being adequately or well qualified,
having the ability to perform a specific role. Competencies include
all the related knowledge, skills, abilities, and attributes that form a
person’s job. This set of context-specific qualities is correlated with
superior job performance and can be used as a standard against
which to measure job performance as well as to develop, recruit,
and hire employees.
Competencies and competency models may be applicable to all
employees in an organization or they may be position specific.
Identifying employee competencies can contribute to improved
organizational performance. They are most effective if they meet
several critical standards, including linkage to, and leverage within
an organization’s human resource system.
 Core competencies differentiate an organization from its competition
and create a company’s competitive advantage in the marketplace. An
. organizational core competency is its strategic strength.
Competencies provide organizations with a way to define in
behavioral terms what it is that people need to do to produce the
results that the organization desires, in a way that is in keep with its
culture. By having competencies defined in the organization, it allows
employees to know what they need to be productive. When properly
defined, competencies, allows organizations to evaluate the extent to
which behaviors employees are demonstrating and where they may be
lacking. For competencies where employees are lacking, they can
learn. This will allow organizations to know potentially what
resources they may need to help the employee develop and learn
those competencies. Competencies can distinguish and differentiate
your organization from your competitors. While two organizations
may be alike in financial results, the way in which the results were
achieve could be different based on the competencies that fit their
particular strategy and organizational culture. Lastly, competencies
can provide a structured model that can be used to integrate
management practices throughout the organization. Competencies that
align their recruiting, performance management, training and
development and reward practices to reinforce key behaviors that the
 The four stages are:
.
Unconscious incompetence
The individual does not understand or know how to do something
and does not necessarily recognize the deficit. They may deny the
usefulness of the skill. The individual must recognize their own
incompetence, and the value of the new skill, before moving on to
the next stage. The length of time an individual spends in this stage
depends on the strength of the stimulus to learn.[5]
Conscious incompetence
Though the individual does not understand or know how to do
something, they recognize the deficit, as well as the value of a new
skill in addressing the deficit. The making of mistakes can be
integral to the learning process at this stage.
Conscious competence
The individual understands or knows how to do something. However,
demonstrating the skill or knowledge requires concentration. It may be
broken down into steps, and there is heavy conscious involvement in
executing the new skill.
Unconscious competence
The individual has had so much practice with a skill that it has become
"second nature" and can be performed easily. As a result, the skill can be
performed while executing another task. The individual may be able to
teach it to others, depending upon how and when it was learned.