Transcript Communication

BUILLDING SKILLS FOR THE
TOEFL
TOEFL
TOEFL
TOEFL
TOEFL
TOEFL
TOEFL
Carolking and Nancy Staneley
Class policies
Absenteeism
 Presentations
 Group work

Communication:
Communication is a two-way process
of transmitting and receiving verbal
and nonverbal messages.
Verbal
Non-Verbal
Is Communication Possible?
Communication Components
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1.
2.
3.
4.
5.
6.
Communication includes six components:
Context
Sender- Encoder
Message
Medium
Receiver- Decoder
Feedback
Message
SENDER
RECEIVER
Barriers
Feedback
Barriers
Context
A set of facts or circumstances
that surround a situation or event.
Cont… Sender- Encoder

Sender is the source of information
Speaker
Writer
Message
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A message is an information, opinion, order,
advice, suggestion, instruction, question,
answer and etc.
What we really communicate
?
Medium
A means for storing and communicating
information.
 Modern means of communication
 Traditional means of communication
Receiver- Decoder

Receiver decodes or interprets the messages.
Listener
Reader
Cont… Feedback

Feedback refers to messages or information
that is sent back to the source from where
the message came.
Communication is Complex
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•
There
why
communication
is
There are
arevarious
variousreasons
reasons
why
communication
complex:
is
complex:
1.
1.
2.
2.
3.
Communication isisMore
Than
Speaking
and Listening
Communication
More
Than
Speaking
and
Listening
Communication is Transactional
Communication
is Transactional Person Two
Person One
Speaking
Listening Person Two
Person One
Listening
Speaking
Listening
Communication
Speaking Listening
Speaking
Feedback
Depends on
Feedback refers to the verbal and nonverbal messages
listeners send that tells speakers how they are doing.
Communication is give and take
Nonverbal communication
Nonverbal communication refers to messages without the use of words.
1. Body Language
Appearance
2. Facial Expressions
Eye Contact
Posture
Gesture
3. Vocal Cues
Pitch
Rate
4. Space and Time
Volume
Touch
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Nonverbal communication
Nonverbal communication refers to messages without the use of words.
1. Body Language
Appearance
Clothes, hairstyle,
makeup, and personal
decorations such as
jewelry, all send
messages about how a
person sees himself or
herself.
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Nonverbal communication
Nonverbal communication refers to messages without the use of words.
1. Body Language
Posture
Posture refers to your
body’s position as you
sit, stand or walk.
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Nonverbal communication
Nonverbal communication refers to messages without the use of words.
1. Body Language
Gesture
Gestures are
movements of hands,
fingers, and arms.
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Nonverbal communication
Nonverbal communication refers to messages without the use of words.
1. Body Language
Touch
Touching another a
person sends a
nonverbal message.
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Verbal and Nonverbal Communication
2. Facial Expressions and Eye Contact
Lips
1) Parted Lips
2) Puckered Lips
3) Biting Lips
4) Relaxed Lips
Verbal and Nonverbal Communication
3. Vocal Cues
Voice
• Vocal Quality:
It refers to the
sound or tone
of a voice.
• Such as nasal
Time and Space
4. Time and Space
Importance
Respect
Urgency
Clock watching
Space
Verbal communication
Verbal Communication refers to the spoken or
written words you send or receive.
Oral
Written
One-on-one conversations
Memorandums
Meetings
Letters
Phone calls
Email
Presentations
Reports
Public Speaking
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Public Speaking
What is public speaking?

Public Speaking is a way of sharing your
ideas with other people and of influencing
other people
Purpose of the occasion
We communicate to produce a result. In
general it can be to inform, to persuade,
to entertain or to actuate.
 What your central idea or claim is that
you want to communicate to the public.
 Nelson Mandela, speech is a powerful
means of maintaining cultural identity and
fostering community.
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Basic Preparation
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Analyzing the occasion
Profiling the audience
Learning about the location
Preparation
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Speech preparation should use the 9 P’s.
Prior Proper Preparation Prevents Poor
Performance of the Person Putting on
the Presentation.
Analyzing the Occasion
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Success key factor:The success of any presentation
depends on how closely you match the expectation of
the organizer and the audience.
Following are the questions which must be answered
for the good presentation.
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Which organization is holding the event?
What are the objectives of the organization?
What is the nature of the occasion?
How formal is it to be?
Profiling your audience
The more you know about your audience,
the more relaxed you will feel.
 Questionnaire are prepared to know your
audience
 It reduces stage fright and speech anxiety.
 Proper audience analysis will assure that
you give the right speech to the right
audience.
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A-U-D-I-E-N-C-E
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A nalysis - Who are they? How many will be there?
U nderstanding - What is their knowledge of the subject?
D emographics - What is their age, sex, educational
background?
I nterest - Why are they there? Who asked them to be
there?
E nvironment - Where will I stand? Can they all see &
hear me?
N eeds - What are their needs? What are your needs as
the speaker?
C ustomized - What specific needs do you need to
address?
E xpectations - What do they expect to learn or hear
from you?
Profiling Location
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Distance
Hall Design
Parking Lot
Availability of Equipment
Acoustics- Quality of the sound
Ventilation- airing
Hall Design
Rectangular
 U shape
 Class Room
 Circular
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Data Collection
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Primary
◦ Survey
 Face to face, Mail, Telephone
◦ Observation
 Personal, mechanical
◦ Brainstorming
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Secondary
Speech Kinds
Spontaneous, Impromptu
 Memorized
 Read/ Manuscript
 Extemporaneous,
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Impromptu Speech
A speech with little preparation
 The speaker relies on previous
knowledge
 The speaker quickly prepares a few words
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Drawbacks
Memorized Speech
The memorized speech isn’t written out,
word for word and committed to
memory.
 It results in a stilted (formal and natural)
presentation
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Read Speech
The speaker reads the speech from a
manuscript
 Academic speeches
 Speeches which could undermine
domestic or foreign policies
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Extemporaneous Speech
It requires a careful planning and a good
outline.
 An outline helps you try out various
wording to develop accuracy, consciences,
and flexibility of expressions.
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Structuring the Presentation
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Any form of communication- a report, an
article, a letter, a book- needs a structure ,
but for an oral presentation, good
structure is absolutely essential.
Narrative Structure
•
Every one loves a good story. The
narrative structure or story line is the
one must likely to grab and hold the
attention of the audience and make what
we say memorable.
While narrating story it must be
a) Good
b) Well told
c) Relevant to our objectives
Structure for a Presentation
These are the two types of structures
Narrative
 Formal
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Formal structure
Tell them what you are going to tell
them (introduction)
 Tell them (main section)
 Tell them what you have told them
( conclusion)
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Final Preparation
Before we finally take the stage we
must consider
 Speaker’s notes
 Rehearsal
 The rehearsal audience
Speaker’s Notes
Four approaches to speaker’s notes
 No notes at all
 Use of visual aids as notes
 A full, verbatim(word for word) scripts
 Prompt cards or sheets: the use of cards,
each containing notes for a main section
or headings of a presentation.
Rehearsal
Rehearsal offers many benefits:
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Reduces nerves
Improves performance
Helps judge timings
May help to refine the contents
The rehearsal Audience
Rehearsals are best if they can give us
some kind of feed back on how effective we
have been and what points need attention.
We need at least one of the following:
 A live audience of colleagues
 A professional in presentation techniques
 Family or friends
 Video recording
 Audio recoding
 A mirror
Building Self-Confidence
Nerves are the biggest problem for most
of unpracticed speakers, there is no cure,
but many helpful things can be said.
Getting the better of nerves
 Why bother about them?
 Nerves reducing tricks
Facing our fears
What speakers fear:
• Not coming up to the audience
expectations
• Drying up
• Not finding the right words
Nerve reducing Tricks
Relaxation : deep breathing ,sitting on a
comfortable chair or yoga techniques will
help a lot.
 Picturing Success: visualizing the
success aspect
 Sharp objects: holding keys or any sharp
object that produces slight pain.
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Cont’d
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Picturing them in nude: to imagine
that the audience is unclothed.
HANDLING QUESTIONS
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Handling questions
Before the presentation
At the start of presentation
When questions come
Before the Presentation
Anticipate questions
 Identify trouble makers
 Foresee audience tensions
 Prepare reserve material
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At the start of presentation
How to take questions
 As they arise
 After each section
 At the end
When question come
The following points must be kept in mind
 Listen carefully- right to the end
 Decide why the question has been asked
 Keep cool under fire
 Never put the questioner down
 Don’t feel you must answer
 Don’t be too long or too short
Why questions?
Questions are asked to
• Obtain additional information
• Clarify doubts
• Support the speaker
• Express interest and appreciation
• Express another point of view
• Make one’s mark
Alternatives to direct answer
Ask for further explanation from the
questioner
 Throw the question to the audience.
 Throw the question to a colleague or
acknowledged expert who may be
present.
 Throw the question back to the
questioner.
 Admit ignorance ( and say we will find
out)
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Cont’d
Say the answer will come out later in the
presentation.
 Answer a different (and easier) question.
 Give clues to help the questioner answer
the question.
 Refuse to answer ( on grounds of
commercial confidentiality, national
security or what ever)
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Cont’d
Turn the situation in to a joke
 Carry on as if we haven't heard
 Walk out
 Feign (pretend)sickness
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