Lecture 3. Recap Behavioural type Directness Controlling Indirectness Supporting 29/12/2015

Lecture 3

RecapBehavioural typeDirectnessControllingIndirectnessSupporting

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Oral Communication

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Listening - types and barriers to listening .speaking - planning and audience awareness.persuasion- goals - motivation and hierarchy

of needs.attending and conducting interviews

participating in discussions, debates - and conferences.

presentation skills

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Listening

Meaning of ListeningListening is the process of enquiring into the other

person’s point of view, their ideas, their thinking. Listening is with the mind Hearing with senses Listening is conscious An active mind of eliciting information / message

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Types of ListeningActive listening

-occurs when both parties are present in a conversation and are hearing each other. Eye contact should be maintained by the listener.

Reflecting Listening -allows the speaker to be heard by the listener repeating back exactly

what he actually heard. Good for customer and sales service representatives.

Discriminative Listening-it allows the listener to hear any underlying tones or emotions. Sales

and customer service representativesEvaluating listening

-the listener has to make judgments regarding the information he is hearing and weigh out pros and cons of the situation. Good for managers and entrepreneurs

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Stages of the Listening Process

HearingFocusing on the messageComprehending and interpretingAnalyzing and EvaluatingResponding Remembering

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Ten steps for good ListeningStop talkingPaying attentionCultivating easeShow that you want to listenRemove any potential distractionsEncourageDon’t get mad; hold your temperGo easy on argument and criticismAsk quality questionsGiving positive feedback

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Barriers to Active Listening

Environmental barriers Psychological barriersSelective Listening Negative Listening Attitudes Personal ReactionsPoor Motivation

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The art of speaking

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“Talking and Eloquence are not the same; to speak and to speak well are two different things.”

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TalkingThink about the best and worst speakers you can imagine. The contrast

should give you the qualities of good talking Elements of good talkingVoice quality: it involves pitch, delivery, speed and volumeStyle : it refers to a set of voice behaviors that give each person a

unique voiceWord choice: choose words in your listener's vocabularyAdaptation : is filtering the message to the listener, it includes word

selection.Good talking is the foundation for other types of oral communication.

From personal meetings to conducting online and face to face meetings

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MeetingsMeetings involve oral communicationIn a meeting you will either be a leader or a participantTo lead some formal meetings , you should know the

techniques of conducting meetings:1. Plan the meeting: the agenda or items to be covered2. Follow the plan; item by item3. Move the discussion along4. Control those who talk too much5. Encourage everybody to take part6. Control time; make sure the agenda is covered7. Summarize at appropriate time what the group has covered

and concluded8. Take minutes: must be accurate and reliable

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Techniques for Participating in a Meeting

As a participant in a meeting you should ;1.Follow the agenda2.Participate3.Avoid talking too much4.Cooperate with all the concerned5.Practice courtesy : respect members rights

and opinions, and permit them to speak.

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SpeechFormal speech is the most difficult kind of oral

communication We can improve our formal speaking abilities by

learning good speaking techniques.

Speaking Techniques1.Begin by selecting the topic if not assigned2.Organize the message (introduction, body and

conclusion)3.Consider an appropriate greeting and usually comes

first4.Design the introduction to meet the goals

Arouse interest with a story, quotations, questions Introduce the subject Prepare the reader to receive the message

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Speaking Techniques Ctn’d

5. Organize it like a report : divide subdivide, usually by factors

6. Select the most appropriate ending, usually restating the subject and summarizing

7.Consider using a climatic close

8. Choose the best manner of presentation

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Purpose Of The Speech Informative Speech The purpose of an informative speech is to

teach the audience a small but useful titbit of information

E.g. Tuition fees were raised by 10% Persuasive Speech The purpose is a persuasive speech is to

change people's minds or behaviour about something.

E.g. Vote for Me

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Purpose Of The Speech Special Occasion Speech is an emotional speech that marks a major

event or rite of passage.

Sample of SOS are; • Welcoming speech, • Introductory speech, • Inauguration Speech, and • Entertainment Speech

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Characteristics of a good speechClarity Length Informative Appeal Wavelength Informal Concrete Facts

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How To Make Speech Effective?

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IN THE BEGINNING OF THE SPEECH

• Raising a Question • Narrating a related interesting story • Opening with a striking quotation • Telling how the topic affects the vital interests of the audience.• Highlighting the shocking facts

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How To Make Speech Effective?

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DURING THE SPEECH

• Put one‘s heart into the talk • Stress the important words • Vary the pitch of voice • Maintain eye contact • Speak loudly

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How To Make Speech Effective?

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AT THE END OF THE SPEECH

• Summarize • Appeal for action • Pay compliment • Raising a laugh • Quoting a verse of poetry • Using a biblical quotation

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Planning and Audience AwarenessAn audience is a group of people who participate in a show or

encounter a work of art, literature, theatre, music or academics in any medium.

Audience members participate in different ways in different kinds of art; some events invite overt audience participation and others allowing only modest clapping and criticism and reception.

Age, gender, race Academic or Non-academic Hostile, Neutral, Un-uniform or supportive Large group or small group

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The Sense of AudienceThere‘s no excuse for boring your audience. Try to put them

first and always keep them in your mind when you prepare your speech.

Ask friends for feedback. Try to see yourselves as others see you. (Watch or listen to yourself in video/ audio recording)

Show enthusiasm. Don‘t look and sound dull. Practice helps to overcome nervousness

Look confident by standing straight and being well prepared; it‘s natural to feel a bit nervous, but work on mastering/ controlling the feeling.

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LogisticsSound System Visual Aids System Climate Control The Stage Seat Arrangement Exits and Entrance Rest Rooms Drinks, Snack Bar

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Characteristics of great speakers

Confidence Use Your Voice and Body Effectively Art of Storytelling

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CONFIDENCE

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Content Organization Newness Friendliness Impression Dedication Empathy Notes Conviction Enthusiasm

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Voice and Body Language

Too SlowBore the audience

Too FastHard to understand. Run out of breath

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The speed at which you speak

PITCH: The vocal notes that you hit while speaking—the highs and lows of your voice

Do not speak in a monotone—it bores your audience 04/19/23

Voice Inflection Altering your pitch to help bring attention and

emphasis to what you are speaking I think that you are the best. I think that you are the best. I think that you are the best. I think that you are the best. I think that you are the best. I think that you are the best.

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Do’s and DontsDO‘s Maintain good eye contact with ALL of the

audience – move your head to include everyone Use small index cards as cue cards/ prompts Pause appropriately; give the audience time to

digest your points; emphasize key words and phrases; aim for stress timed delivery, not syllable-timed

Pay attention to diction ; remember to articulate final consonant sounds

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Do’s and Donts

DONT‘s Read direct from your notes all the time Use excessive gestures, fidget, play with your

hair/ tie etc. as this can be very distracting

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Presenting As A Part Of A team Plan talk together Set responsibilities Structure talk Intro – sections - conclusion Ensure everyone will speak Smooth links between speakers Someone to introduce talk and Introduce next topic & speaker Someone to conclude Your talk must HANG TOGEGTHER

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Group Discussion

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Group Discussion is a modern method of assessing personalities. • It is both a technique and an art and a comprehensive tool to judge the worthiness of the student and his /her appropriateness for the job. • The team suggests a discussion among a group of persons. • The group may have 8 & 12 members who express their views freely, frankly in a friendly manner, on a topic of current issue. • Within a time limit of 20 to 30 minutes, the ability of the members of the group is measured. 04/19/23

Benefits of Group Discussions?Any shortcomings?

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Benefits of Group DiscussionStimulation of thinking in a new way. Expansion of knowledge Understanding of your strength and

weakness. Your true personality is revealed and

qualities of leadership crystallize Provides chance to expose Language skills Academic knowledge Leadership skills People handling skills Team work 3304/19/23

Do’s In Group DiscussionsMake original points & support them by

substantial reasoning. Listen to the other participants actively

&carefully. Whatever you say must be with a logical flow, &

validate it with an example as far as possible. Make only accurate statements. Modulate the volume, pitch and tone. Be considerate to the feelings of the others. Try to get your turn.Talk with confidence and self-assurance. 3404/19/23

Don'ts In Group DiscussionsBeing shy /nervous / keeping isolated from G.D Interrupting another participant before his

arguments are over Speak in favour ; example: Establish your

position and stand by itChanged opinions Don‘t make fun of any participant even if his

arguments are funny Don‘t engage yourself in sub-group conversation. Don‘t repeat and use irrelevant materials.

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What can you do to improve and benefit from your group discussions?

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Interview Skills

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Interview is a social process, which involves interactions between two persons- the interviewer and the interviewee.

It gives a chance to the interviewer to have a glimpse of the inner traits and qualities of the interviewee.

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Interview SkillsInterviews differ from other conversations in that they;

i. are held for a very specific reason

ii. Aim at a particular outcome

iii. Are more carefully and consciously structured

iv. Must usually cover predetermined matters of concern

v. Are called and led by one person –the interviewer

vi. Are usually recorded

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Before The Interview

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Research the company Determine location of interview – or prepare

for a phone interview Prepare your attire Make sure your CV is ready for further

inspection

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Interview PreparationKnow Your Product (a.k.a. YOURSELF) Complete a Self-Assessment Strengths, weaknesses, academic

performance, career interests, personal goals, work experiences, and special skills

Know your CVKnow how your qualifications can benefit the

employer (match them to the job description) Be able to articulate this information and

back it up with specific examples Know your customer, services, etc.

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Interview Preparation CntRead employer literature & visit the

organization’s website Speak with recent graduates who have

recently been through the interview process Understand the job, the organization, and

where you fit Review the job description Anticipate the questions Research and set your salary range Prepare questions to ask the interviewer

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At The InterviewBe alert, friendly, and courteous Maintain good eye contact Be positive about yourself Be confident, but not cocky Act natural and be yourself Be honest Send the right behavioural signals Communicate carefully Participate, don‘t dominate Be enthusiastic

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At The Interview CntSell yourself and your strengths Be conscious of your personal grooming Your goal is to look professional! Your goal is not to look trendy or hip Business Attire vs. Business Casual Know the organization‘s culture Arrive on time – or ten minutes early Bring two copies of your resume and other

applicable information Make a good first impression Make a good last impression Don‘t let them doubt your interest in the

position 4304/19/23

Typical Interview Questions

Tell me about yourself Why are interested in this position/

organization? What attracted you to this field? Tell me about your work experience What qualifies you for this position? What are you strengths? What is your greatest

weakness? Where do you see yourself in five, ten years?

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