Lecture PPTs Business Communication Unit IV BBA

7/30/2019 Lecture PPTs Business Communication Unit IV BBA

1/120

Unit IV


2/120

EFFECTIVE PRINCIPLE OF ORAL

COMMUNICATION


3/120

ORAL COMMUNICATION Oral communication is the branch of the

communication

It includes face to face conversation where thetelephone. Radio broadcasts, interviews,groupdisussion, meetings , seminars announcementsover the public address , speeches, etc


4/120

PRINCIPLES FOR ORAL

PRESENTATION Good oral presentations are thus as much an art as a

techniques.

Prepare Identify the audience

Structure the presentation

Practice

Maintain audience interest by

Take charge


5/120

PREPAREWe should take plenty of time to spend for researching

topic

Take time to draft then re-draft Develop material to support rather than summarize

presentation

Narrow the focus so the given topic is manageable

wihtin the available time frame


6/120

IDENTIFY THE AUDIENCE Find out who is likely to be there

Assess their level of knowledge or experience in the

given topic Consider what you need to achieve to address the

interests of this particular group.


7/120

SO IT

Flow logically

Begins with an introduction , moves smoothly through

the main body, and reaches a clear conclusion Hangs together, with easy transitions between ideas

and sections

Stay within the time limit


8/120

PRACTISE In private assess your own performance

Watch the pace of the presentation

Revise the flow of the material (do the links workeffectively ? Is all the material needed?)

But avoid over anxiety over perfection


9/120

MAINTAIN AUDIENCE INTEREST

BY Keeping good eye contact

Using direct language

Repeating main pointsVarying tone and pace using the voice

Being aware of body language positive and negativegestures, etc


10/120

TAKE CHARGE Of yourself be aware of nervousness and use this

energy to good effects

Remember most people feel nervous in front of anaudience

Take control of the presentation make sure theequipments works , and you know how to aware of

physical needs of group


11/120

OTHER FACTORS Researcher suggests audience attitude is probabley

formed on the basis of something like;

7% content 38% tone and inflection of voice

56% body language


12/120

Good and poor listener Good listener

Do not interrupt, Remain patient Make eye contact Show interest

Look attentive Concentrate Ask open questions Opportunizes: asks-what is in

it for me

Judges contents, skips overdelivery errors, Takes fewer notes Avoid distractions Interprets emotional words,

donot hung upon them

Poor listener

Over talkative Inattentive Interrupt & argue Impatient to talk

Yes but.. Approach Very critical Poor concentration Distracted easily Reacts to emotional words Takes extensive notes Shows no energy output


13/120

Principles of good listening Listen patiently

Understand speakers feeling

Restatement and summary Time for discussion

Avoid expressing views

Less explanation

rapport


14/120

Process of listening Hearing

Filtering

Interpreting Responding

remembering


15/120

Approaches to listening Discriminative

Comprehensive

CriticalActive


16/120

Advantages of listening Leads to positive attitude

Permits the speaker and listeners to improvecommunication

Indicate by feedback to the speaker that listeners areinterested

Helps listeners obtain useful information on topics tomake accurate decision

Create better understanding with others

Help to share & solve problem


17/120


18/120

Guidelines for effective listening Eye contact Bodily exhibition Ask questions Avoid distracting actions or

gestures Paraphrasing Avoid interpreting speaker Do not overtake Put the speaker at ease

Listen patiently Avoid premature arguments Stay objective

Remove distractions Indicate acceptance Hold your temper Respect pauses or silences

Redirect a direct question Be honest with answer Listen between the lines Listening habits Listening at personal risk Listen to total meaning

Observe non verbal cues Avoid fake attention No personal bias


19/120

Writing an EffectiveResume

Writing Consultant Presentation

EG 1003: Intro to Engineering andDesign

Polytechnic Institute of NYU


20/120

Writing an Effective Resume

Why you are writing

Organization

Presentation


21/120

A resume gets you an interview

Find out which applicants are suitable

Choose a small number ofcandidates to interview

Same issue for proposalsand grant applications


22/120

Stand out from the crowd

Include interesting and

unique information

Attempt best effort to makea first impression

No chance to explain if youdo not get an interview


23/120


Why you are writing

Organization

Presentation


24/120

Summary of sections

NameAddress, telephone number, e-mail addressObjective

EducationExperience

Achievements and awardsSkillsProfessional affiliationsPublications or projects

Optional


25/120

Start with contact information

Name (bold, not underlined)

Address

Telephone number

Email address


26/120

ObjectiveOne or two sentences

Type of position (part time, full time, summer

internship)

What position would you like to find?

Emphasize how you will use your skills, not what youwant to gain


27/120

Use the objective to stand out

Do not be needy:

Objective: To obtain a position that will allow me toadvance my potential while seeking new challenges.

Show what you will contribute:

Objective: An entry-level position in mechanicalengineering where strong leadership ability and

good communication skills are needed.Objective: Vice-president of aerospace engineeringin an agency where extensive knowledge ofthermodynamics and heat transfer are needed.


28/120

Education in reverse chronological order

Include schools attended beyond high school

List major and minor(s), supply interesting details

For Poly, put the expected date in parentheses:

Polytechnic Institute of NYUB.S. Electrical Engineering(Anticipated graduation: June 2011)

Include special or interesting aspects of your program


29/120

Experience also in reverse order

Dates of employment (2003present)

Name and location of the company (Con Edison, Brooklyn)

Add specific detail that shows your organization, cooperation,

responsibility with action

Calling this section Experience allows you to include jobs forwhich you were not paid. Include:

military service

internships

volunteer positions


30/120

Achievements and awards

Deans list

Scholarships

Grants

Prizes

Nominations

Professional societies

Significant accomplishments

Committees and leadership roles


31/120

Use the skills section

Software programs and proficiency (Word,PowerPoint, Excel, FrontPage, AutoCad )

Programming languages (include Visual Basic,HTML, PHP, )

Abilities (based on experience)

Languages and language ability


32/120


Why you are writing

Organization

Presentation


33/120

Create an effective layout

Try to interest your reader visually

A clean, professional format with a little style

Extra white space makes it easy to read set margins


34/120

Limit font to two choicesFor text: a serif font like Times

For headings: Arial or Helvetica are goodchoices to add visual interest

Dont choose non-standard fonts like

or

Font size should be 11 or 12 point


35/120

Write concisely and vigorously A focused, targeted resume is best:

Avoid the temptation to go more than one page

Delete obvious information in order to highlight your unique qualities

Find specific, dynamic verbs:

Use present (or past) imperatives

Include each verb only once

Consult online lists ofresume action words


36/120

Make lists parallel

Was responsible for staff of ten

Present reports to consultants

New reporting system was developed

Leader of monthly staff meeting

Coordinate monthly review


37/120

Make lists parallel

Managed staff of ten

Presented reports to consultants

Developed new reporting system

Led monthly staff meeting

Coordinated monthly review


38/120

Use brief style like presentations

Omit articles (a/an, the)

Use more lists than sentences

Arrange information in columns


39/120

Final thoughts

Choose the correct tense and use it consistently

Do not ask for a particular salary

Be accurate and honest

Print it out! Do not attempt to proofread on screen


40/120


Why you are writing

Organization

Presentation


41/120


42/120

Body language is the unspoken or non-verbal mode of communication that we doin every single aspect of our interactionwith another person. It is like a mirrorthat tells us what the other person thinksand feels in response to our words oractions. Body language involves gestures,mannerisms, and other bodily signs.


43/120

Facial Expression

Eye contact

Gestures

Head, Body Shape and Postures

Appearance


44/120

A popular saying goes like this. Theface is the index of the heart.Whatever we feel deep withinourselves is at once reflected in theface. It plays an important role inface-to-face communication, weconvey a lot without speaking a


45/120


46/120

Every body knows that eyecontact is of paramountimportance in all face-to-facecommunication. When we look atsomebody face we primarily focuson his eyes and try to understandwhat he means.


47/120


48/120

The physical movement of arms, legs,hands, torso and head are known

gestures. They play a very important rolein conveying meaning without using

words.


49/120


50/120

In any face-to-face

communication or meeting orinterview the way we hold our

head, body shape and posture isvery important.


51/120


52/120

Appearance, for our purpose,includes clothing, hair, jewellery,cosmetics etc. All these mayseem unrelated to body language.But on having a closer look wefind that they are verymeaningfully related to our face,eyes, gestures, etc.


53/120

NONVERBAL BEHAVIOR INTERPRETATION


54/120

1. Brisk, erect walk

2. Sitting with legscrossed, foot kickingslightly

3. Arms crossed on chest4. Hands clasped behind

back

5. Tapping or drummingfingers

1. Confidence

2. Boredom

3. Defensiveness4. Anger, frustration,

apprehension

5. Impatience


55/120

Mind the Body-Talk

Be Careful with the handshake

Establish good eye contact

We must be ourselves

Graceful movement


56/120

Easily visible aspect ofcommunication.

Adds intensity to the process ofcommunication.

Improves the overall atmosphereand looks of organization.


57/120

Non-verbal communication

People from differentbackground and cultures

No use, If listener is inattentive.Ineffective in large gathering.


58/120

Circular

Index Circular Notice Memo

Circular


59/120

What is Circulars? A circular is a formal message,

which is sent to no. of person. Theyare usually (duplicate) or printedwith a space left for the addressesare written or typed in thosespaces. It is different from a memoor notices.


Circular

Circular


60/120

Why are circulars written ? A circulars are written in the context of

business to announce. The purchase of an existing business by

an individual or organization.

The establishment of a new business.

The granting or obtaining of an agency. Change in the address of a business

establishment.

The admission of a partner.

The retirement or death of a partner. Price reduction.

Introduction of new product.

Circular

Continued


61/120

Introduction or announcement of newschemes.

for above mention purpose circulars arewritten. It has same method of writing but,in it content are change according topurpose. E.g. Title, Date, address, etc. arefollow same method as for all but, accordingto necessity it change.

Continued.

Sample Circular


62/120

p

Name of the Co.

Date & Circular No.

Introduction

Main Part

Conclusion

Sign

Designation

Address & Reg. No.

Nishan Pvt. Ltd.1,Gidc Area, Vatwa

Ahmedabad.

Reg. Guj\Ahm\99.108

Date:June10,2006.Circular no. 177/61.

The Organization is conducting a visit tovillage programmed, under the rural development

project, on June 20,2006.we will be visiting a near by village and

conducting a cleanliness campaign there.

The employees are advised to come ininformal dress code and assemble in the mainaround at 11:00a.m and join for the noble cause.

Sign.

Bharat Malik

(personnel manager)


63/120

Notice


Notice


64/120

What is Notice? A notice is usually a straight forwardwritten communication giving

some information orinstruction. A notice may be issued insidean organization or sent outside it.


Notice

an individual or agroup or the public

Notice


65/120

Purpose Of Notices Announce Social Events.

Report on matters of interest to staff.

Inform staff of new procedures.

Advertise Posts for internal appointment. Remind staff of company procedures.

Notice

Notice


66/120

Points to remember whileDesigning Notices

When designing a notice your aimmust be ensure that your notice is seen and

acted upon where necessary. Long,rambling paragraphs will not achieve thisaim. When designing notices bear in mindthis guidelines.

Notice

Continued

Notice


67/120

Continued..,

(guidelines) Use different size print for emphasis. Give the notice a clear heading.

Use sub-heading to break up the main

information logically. Use the paper effectively to display the notice

attractively.

Include the name of the writer at the bottom aswell as reference and date.

Notice

Notice


68/120

Pointes to consider fornotices. It must contains essential information.

It displayed attractively so that it receivesattention and cooperation.

When designing a notice make sure youspilt the words appropriately. Otherwise youcould change the meaning completely.

In case of legal notice, it is send by post.

ot ce

Notice


69/120

Different Type of Notices.1.Notice within organization.

2.Notice for public.


70/120

Sample Notice

(within organization)Kovai Textiles (p) Ltd.

Civil Aerodrome post

Cimbatore 64014.

15th October,2004.

NOTICE

There will be a general body Meeting of our employeesrecreation club of this organization to from sub committeesfor organizing the various activities connected with our diwalicelebration suggestions in this connection are welcome.

M.A.Thakkar(president)

Kovai Textiles Employees Recreation.

Sample Notice (within organization)


71/120

Name of the Co.

Date & Notice No.

Title & Subject

Main Part

Sign

Designation

Address & Reg. No.

Nishan Pvt. Ltd.1,Gidc Area, Vatwa

Ahmedabad.

Reg. Guj\Ahm\99.108

Date:June10,2006.Notice no. 177/61.

Notice

Sub.: Notice for Diwali CelibrationThere will be a general body Meeting of

our employees recreation club of this organizationto from sub committees for organizing the variousactivities connected with our Diwali celebrationsuggestions in this connection are welcome.

Sign.

Bharat Malik

(personnel manager)

Notice


72/120

Sample Notice For Public

(To be published in newspaper)Notice is hereby given that I. V. Krishnaaged 24 (date of birth 15-03-1980),son ofShri Vishnu Narayanswami will hence forth

be known as V. Salkrishna. Application tothis intent has been made to appropriateauthority.


73/120


74/120

What are surveys?

A way of collecting information that you

hope represents the views of the wholegroup in which you are interested


75/120

Three main methods:

Case study surveys

Sampled surveys

Census surveys


76/120

Why conduct a survey? Learn about behaviors, needs, & opinions Find out about attitudes & reactions

Measure client satisfaction

Add credibility to research


77/120

When should you conduct a survey?When you need information quickly and efficientlyWhen you need statistically valid information about

a large number of people

When you can't get the information you needthrough other means


78/120

Preparing a survey1. Decide on the purpose of the survey.2. Decide whom you will survey.

Sampling

3. Decide what method you will use to collect yoursurvey data.

Written or oral


79/120

Preparing a survey (cont.)4. Write your questions. Open-ended

Closed-ended

Multiple choice Likert scale


80/120

Distributing a survey Direct mail Interviews & phone surveys

Drop boxes

Media distribution Convenience sampling

Group administration


81/120

Collecting the surveys1. Gather incoming surveys2. Review returned surveys

3. Secure a larger return, if necessary


82/120

Analyzing the results1. Add up results and display in a table2. Try to find patterns

3. Look at the overall survey to see how percentages

compare4. Summarize results in a one page report

5. Share with staff & get their feedback

6. Decide what to do with results


83/120


84/120

PRESENTATION SKILLS


85/120

PRESENTATION SKILLS

It is not sufficient to know what to say;

one must also know how to say it.

-Aristotle


86/120

PRESENTATION SKILLS

After going through this session, you will be able to :

Identify the steps required in planning a speech, orpresentation.

Develop an introduction, a body and a final summary for a long,formal presentation.

Analyse the audience for speeches and presentations.

Select, design and use visual aids.

Deliver your speech or presentation effectively.

Handle questions effectively.


87/120

EFFECTIVEPRESENTATION

Characteristics

It should be sequential.

It should address the needs of the customer.

It should be timed well.

It should be well planned, organized & delivered.

The occasion formal, informal or casual


88/120

EFFECTIVE PRESENTATION

Should Focus On:

Message well understood by the participants

Invites participation of the entire group


89/120

4 STAGES OF LEARNING

Unconsciously Incompetent

Consciously Incompetent

Consciously Competent

Unconsciously Competent


90/120

VOICEPurpose:

To make people want to listen Projection

Articulation

Modulation

Pronunciation

Enunciation

Repetition

Speed


91/120

Respect your Audience Think like a listener

Write like a speaker

Be interesting

Break down the Barriers

Maintain rapport


92/120

Time: 1.5 minutes each Introduction

Company

Your work

The skills you would like to acquire


93/120

Accepting the responsibility to give people

you are dealing with the picture YOU

want them to see


94/120

The Beginning Ready Position

Movements

Gestures


95/120

Gestures To Emphasize

To Illustrate

Nervous Gesture

AND DELIVERY


96/120

Define the purpose

Analyze the audience

Develop the Presentation

Deliver

Post Delivery

Design


97/120

Purpose To inform or analyze an idea

To simulate people to action

To activate people then and there


98/120

AUDIENCE ANALYSIS

Analyzing the Audience Profile of the group

Expectations of the audience

Knowledge level of the audience


99/120

Planning Developing a main idea

Developing an outline

Deciding on the style


100/120

AUDIENCE WILL THINK

Before you start preparing consider the following

I am Important

Consider my needs

Will your ideas help me

What are the facts

I accept

Remember audience is doing critical listening to you!


101/120

Introduction Start with an Elevated Pitch (WIFM)

Use technique of Big Bang i.e. trying to catch peoples attentionby saying something different / unusual.

Let the audience know what lies ahead (Agenda).

State the intended outcomes

Set ground rules, if any.


102/120

Introduction Elevated Pitch (WIFM)

A humorous anecdote

A provocative or dramatic statement

Audience participation (a question, a reference to a local

event, a survey of hands etc.)

An object (a prop, a product, a model etc.)

An action (a demonstration, an unexpected entry a quotation

etc.)


103/120

Introduction :Questions that may help you develop your message

What do people need to know, believe and care about to become

engaged with your issues / organization?

What obstacles or misconceptions do you need to overcome toget people engaged?

What needs to happen or what do people need to do to meetyour organizations goals or have an impact on your issues?

If people did this, how would things be different?


104/120

Time: 1.5 minutes Elevated Pitch

Choose and write 5 gestures you would use during thepresentation

Remember:

To maintain eye contact

To do feet control

To move only for a purpose


105/120

Be yourself made large

Project your personality

Be conversational

Maintain high energy levels


106/120

3 Ps of Effective Presentation

Preparation

Preparation

P ti


107/120

Body

The body should preferably be point-wise instead of

running lines of text.

There should be a logical sequence.

Be clear on inputs.

Give examples related to listeners needs.

Use powerful and sequenced visual aids.

PRESENTATION


108/120

Mistakes

People tend to put every word they are going to say on PPP.

People do not run spell checks

Please realize the impotence of ruining a spell cheek.

PRESENTATION


109/120

PRESENTATION

Mistakes TooManyBullets

&YourKeyMessageWillNotStandOut

Adding

Excessive

Bullet Points

Only

Bullet Key

Points


110/120

GOLDEN RULES FOR AVM

To be useful visual aid must be both

NecessaryandVisual


111/120

GOLDEN RULES FOR AVMIt is not desirable to show data in a chart

Sales

TrendQtr 1 Qtr 2 Qtr 3 Qtr 4

Person A 2254 2589 3008 2199

Person B 1254 1357 1288 1466

Person C 3542 3645 3467 3798


112/120

Graphical representation is more appealing

0

5001000

1500

2000

2500

3000

3500

4000

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Person A

Person B

Person C


113/120

Visuals

BOLD BIG

BRIGHT


114/120

Make short words out of the long onesCurrently - Now

Require - Need

Visualize - See

Endeavor - Try

Sufficient - Enough

Terminate - End

Dispatch - Send


115/120

First ask:What can it show

Then ask:What can it sayi.e. Pictures precedes words


116/120

Example:

Study shows that Indian females

are more loyal towards their

families as compared to those

living in other countries


117/120

Example:

INDIA

N


118/120

Remember:

Your AVM should never drawmore attention than you do

AIDS TO MAXIMISE IMPACT


119/120

AIDS TO MAXIMISE IMPACT

I Integrate into your style

M Moves the presentation on

P Gives Professional Appearance

A Appropriate to the moment

C Communicates to the audience

T Technically sound


120/120

Conclusion Reinforce the main points and summarize the main ideas.

Make it memorable by enthusiastic remarks.

End on a positive note.

Ask for questions and clarifications, if any (look for non verbalclues ).

Involve the audience to outline the next steps.

Documents

Lecture PPTs Business Communication Unit IV BBA