MODULE-1: ORAL COMMUNICATION

Communication Basics:

Communication is a two-way process which involves transferring of information or

messages from one person or group to another. This process goes on and includes
a minimum of one sender and receiver to pass on the messages. These messages
can either be any ideas, imagination, emotions, or thoughts.

The process of communication (2 way model): The 2-way model of business

communication is a framework that emphasizes interactive and reciprocal exchanges between
parties, rather than a one-way flow of information. It involves both sending and receiving
messages, with feedback being a critical component. This model promotes a more dynamic
and engaging communication process, which can lead to better understanding, more effective
problem-solving and stronger relationships.

Good communication skills are essential to effective business communications. At

its core, the aim of communication is to transmit information from one person to
another so that the sender and receiver understand the message in the same way.
The responsibility for clear communication usually falls on the sender. But the
receiver is also responsible to confirm a clear understanding of the message.
Communication is a dynamic and cyclical process.

Breaking down the communication cycle into its parts is helpful to understand the
responsibilities of both the sender and receiver of communication, as well as to
identify communication barriers.

The 5 Step Communication Process

Step 1: Idea Formation – The communication process begins when the sender has
an idea to be communicated. The idea will be influenced by complex factors
surrounding the sender. The sender must begin by clarifying the idea and purpose.
What exactly does the sender want to achieve? How is the message likely to be
perceived? Knowing this information provides a higher chance of successful
communication

Step 2: Message Encoding – The idea must be encoded into words, symbols, and
gestures that will convey meaning. Because no two people interpret information in
the exact same way, the sender must be careful to choose words, symbols and
gestures that are commonly understood to reduce the chances of
misunderstanding. Therefore, a sender must be aware of the receiver’s
communication skills, attitudes, skills, experiences, and culture to ensure clear
communication.

Step 3: Message Transmission: Choosing the medium to transmit the message is

the next step in the communication process. Messages can be transmitted in a
verbal, written, or visual manner. For clear communication to occur, the medium
and message must match.

Message Transmission Mediums

Verbal Written Visual

In-person Drawings,
Email
speech paintings

Text,
Phone Photos, graphic
instant
conversation designs
message

Body language
Voice-over- Report,
(e.g., eye
internet protocol article,
contact, hand
(VoIP) essay
gestures)
Radio Letter Graphs

Podcast Memo Font types

Voicemail
Blog Semaphore
message

Intercom Tweet Architecture

Step 4: Decoding – When the message reaches the receiver, the message must be
decoded into its intended meaning. Therefore, the receiver must translate the
words, symbols, and gestures as the sender intended. Because no two people
interpret information in the exact same way, incorrectly decoding a message can
lead to misunderstanding. Successful decoding is more likely when the receiver
creates a receptive environment and ignores distractions. Alert receivers strive to
understand both verbal and nonverbal cues, avoid prejudging the message, and
expect to learn from the communication.

Step 5: Feedback – A vital part of the communication process is feedback.

Feedback occurs the sender and receiver check to ensure the message was
understood as intended. Feedback is a shared responsibility between the sender
and the receiver and can be verbal or non-verbal. For example, the sender can
elicit feedback by asking, “Do you have any questions?” The sender can also
improve the feedback process by only providing as much information as the
receiver can handle. Receivers can encourage clear communication by providing
clear, timely, descriptive, and non-judgmental feedback. For example, the receiver
can shake his/her head up and down to confirm “yes” I have a question.

Here are some key aspects of the 2-way model in business communication:

1. Interactive Dialogue: Communication is seen as a two-way process where

both parties actively participate. This involves not just sending messages but
also listening, understanding, and responding.
2. Feedback: Feedback is crucial in this model. It allows the sender to gauge
how their message was received and understood, and enables adjustments to
be made in real-time to ensure clarity and effectiveness.
 3. Engagement: The model encourages engagement and collaboration,
fostering a more inclusive environment where employees or stakeholders
feel valued and heard.
4. Mutual Understanding: By incorporating feedback and dialogue, the 2-way
model aims to build mutual understanding and resolve any
misunderstandings or conflicts that may arise.
5. Improved Relationships: Open and on-going communication helps build
trust and strengthen relationships among team members, clients, or other
stakeholders.

In contrast to the 1-way communication model, which is more about delivering

a message without necessarily seeking or integrating responses, the 2-way
model creates a more participatory and responsive communication environment.

The 7 barriers to communication:

 Physical Barriers.
 Perceptual Barriers.
 Emotional Barriers.
 Cultural Barriers.
 Language Barriers.
 Gender Barriers.
 Interpersonal Barriers.
 Break Through the Barriers.

Physical Barriers
Research shows that proximity is important for building cohesive teams, yet
workplaces often stifle this with a range of physical communication barriers.
These can include desk and office dividers, closed office doors, separate areas
for people of different statuses, and ‘team territories’ that others avoid.

The rise in home working has added further communication barriers, giving rise
to a wealth of online collaboration tools to help people feel more connected.
Nevertheless, there are concerns that an inability to collaborate is directly
affecting our creativity and innovation.

To combat this, some businesses are using basic skills training to optimise the
way people use online productivity tools. At a minimum, make sure everyone
is comfortable with working with Zoom and other platforms so they can make a
productive contribution to calls.
Perceptual Barriers
These communication barriers exist in people’s minds based on how they perceive the world
around them. They can be caused by the many cognitive biases of the human mind that
prevent us from perceiving people and situations accurately. Individuals may also have their
own unique biases based on previous experience and the influence of others.
Ask yourself what perceptions might be holding you or others back from communicating
effectively. To encourage others to question their perceptions, try this short anecdote.
Emotional Barriers
Emotional communication barriers are the negative feelings we acquire about certain
people, places and situations. Whether caused by bad experiences or the influence
of others, they evoke emotions such as fear and mistrust that prevent effective
interaction.

Sometimes the barrier is simply fear of what others think about us, which may come from being
taught to ‘mind our Ps and Qs’ or ‘never speak until you are spoken to’ when we were
children. Although caution is wise, excessive fear of what others think stunts
development and inhibits your ability to build better relationships.

Most people will have experienced a moment in a difficult conversation when their
emotions got the better of them, and the resulting effect it had on personal
relationships and the dynamic of a group.

Anger and fear are two of the most powerful emotions, whether directed outwardly or
inwardly. When we experience these emotions intensely, we are less able to process
what goes on around us rationally. Things become framed in our anger or fear.

Cultural Barriers
To be accepted as a member of a group, we often need to adopt patterns of
behaviour that the group perceives as a sign of belonging. For example, honesty,
openness, diligence, banter or a sense of humour.

Cultural communication barriers arise if you don’t understand the group’s required
behaviour patterns, which increases the risk of doing something its members frown
upon.

To resolve cultural barriers, try to understand their behaviour, how it came to be, and
why it sparks negative feelings. Naturally, the context of the environment is
everything in choosing how to proceed and what is best overall.

When someone joins a group, it can help to orientate them about how the group
works, and even with associated aspects such as how it socialises. As well as being
welcoming, this also helps to minimise misunderstandings.

Language Barriers
Language causes communication barriers if you use words that other people are
unfamiliar with. As soon as you introduce these words, you begin to exclude others.
Bear in mind this includes expressions, buzzwords and jargon.
In business, we must always talk to people in their own language if we want to
understand them and influence their behaviour.

Gender Barriers
Gender barriers to communication can still cause issues occasionally, and are
perhaps some of the subtlest to identify. They often arise when someone has an
oversimplified or stereotypical idea of how a gender behaves. This can cause them
to act in a way that impedes open, honest and appropriate communication with
others.

Gender barriers are closely linked to cultural barriers, particularly differences in

nationality and age group. Bear in mind that not everyone has the same ability to
adapt to the values of a different culture, or ‘move with the times’ as we attempt to
progress towards a more equal society.

There are also physiological differences between the genders that affect the way we
communicate. Neurology helps us understand which parts of the brain are active
when we speak, and how that affects our communication.

To overcome gender barriers, promote equality at all times and look for ways
to achieve greater balance within a group. It can also help to educate people about
gender bias if you

Interpersonal Barriers

Interpersonal barriers are patterns of behaviour that prevent you from

communicating effectively, or that prevent people from communicating with you.

This could be because of something the person is doing consciously, such as

deliberately switching off their phone or closing their door because they don’t want to
speak to anyone. However, it is often more likely to be something they are doing
unconsciously. For example, our feelings about someone or something can be
expressed through our body language. This is perceived by the other person, and
causes them to react accordingly.

These communication barriers can be tricky to identify as there may be many

drivers. For example, a person may have difficulties at work that causes them to
withdraw. They may have issues with self-esteem that drives a lack of assertiveness.
They may have superiority issues that give them a tendency towards being
overbearing or belittling. Workplace cultures, disorganisation and greater prevalence
of distance working can also cause and exacerbate issues.

The best advice is to observe the patterns of communication that occur when people
are together, and look for clues as to what might be causing issues.

Break Through the Barriers

Identifying barriers is an essential communication skill that helps with management,
networking, sales and generally being able to influence people. It is as valuable
to written communication as it is to verbal. This is why great communicators develop a
keen sense for when communication isn’t going as well as it should. As soon as you
detect this, start looking for the clues.

Ask questions to learn more about the person and their perception of the situation.
Listen to what they say, and watch their body language to identify what they might
really be thinking and feeling. Improving the way you communicate is a broad-brush
activity that also benefits from looking at many aspects of yourself. As you
communicate, try to change your own thoughts and feelings and see how it improves
the interaction.

What is grape-vine communication?

Grapevine Communication is a method of informal and unofficial form of
communication held in a workplace. It does not have any defined structure or
agenda and is carried out by the people in an organization in the form of
rumours, gossip, false statements, and half-truths.
What are the Different Types of Grapevine Communication?

1. Single-strand chain
A single-strand chain follows a single line of transmission. For example, A tells B, B tells C, C
tells D, and so on. A long generally is associated with more filters and distortion in the
message.
2. Probability chain
Interesting but unimportant information flowing in random order across individuals in an
organization is a part of the probability chain. This transmission of information happens from
anybody to anybody.
3. Gossip chain
A gossip chain contains a group of individuals in an organization who gather together to discuss
topics of mutual interest. These topics are usually insignificant to the workplace.
4. Cluster chain
In a Cluster Chain, individuals share information with a few trusted individuals who then pass it on to
other trusted individuals, forming a network for informal communication.

Formal channels: In verbal communication

Formal communication channels are the ones that follow the official hierarchy, rules,
and procedures of an organization. They are usually written, documented, and
standardized, and they serve to convey official information, policies, decisions, and
feedback.
Examples…..
The messages follow a chain of command, which means that the chain of communication originates
from the manager and flows to the employees. Examples of formal communication channels
are annual reports, business plans, newsletters, and employer manuals.

What are downward and upward channels?

Downward communication consists of policies, rules, and procedures that flow from
top administration to lower levels. Upward communication consists of the flow of
performance reports, grievances, and other information from lower to higher levels.

What is horizontal and diagonal communication?

And then there's horizontal communication, which happens between employees at
the same level, whether or not they're in the same departments. But you might not
know about diagonal communication, which involves people on different teams
across all positions and can supercharge your workplace productivity.
 Non-verbal communication:

Non-verbal communication, transfer of information from one person to another

without the use of words or spoken language. Nonverbal communication can occur
in a variety of ways, including through facial expressions, gestures, and body posture
or position.

1. Kinesics (face and body motion)

2. Haptic (touch)
3. Physical appearance
4. Olfactics (smell)
5. Artifacts (personal objects)
6. Proxemics and Personal Space
7. Environmental Factors
8. Chronemics (perception and use of time)
9. Paralanguage (vocal qualities)
10. Silence
11. Oculesics

Kinesics
Face and body motion
Body position and body motions, including those of the face, that may be used
to communicate or may be interpreted as communicating
communicates moods with body posture and motion
our faces are intricate messengers
Haptics (touch)
Nonverbal communication involving physical touch
Sex Differences: women more likely to engage in touch to show liking and
intimacy vs. men who use touch to assert power and control
Physical Appearance
How we look, including the cultural meanings, values, and expectations
associated with looks
Physiological characteristics - eye colour and height, as well as ways in which
we manage, or eve alter out physical appearance
Olfactics
Smell
- the perception of scent and odours
- the first of our senses to develop and it remains the quickest
- smells are processed in the part of the brain where emotional memories are
stored.
Artifacts
personal objects
- any personal object with which one announces one's identities or
personalizes one's environment
- reflect distinct organizational identities; CEO's wear suits and nurses wear
scrubs
- we use artifacts to define settings and personal territories; lovers of art dress
home with art.
- Identity claims
Identity claims
Gives signals about how we want others to perceive us and also remind
ourselves who we are
Proxemics and Personal Space
Personal Space
- form of nonverbal communication that involves space and how we use it
- how close people should be to one another
- space announces status
Environmental Factors
Any nonverbal element of a setting that affects how we think, feel, act, and
communicate
 - we choose colours, furniture, lighting and other objects to create the
atmosphere we desire
Chronemics
Perception and Use of Time
- nonverbal communication involving the perception of time to define identities
and interaction
- also involves expectations of time; students packing up before class ends
because there's an expected time for class to end.
Paralanguage
Vocal Qualities
- communication that is vocal but not verbal. Includes accents, inflection, volume,
pitch, and sounds such as murmurs and gasps
- signals others to what we interpret as a joke, threat, statement of a fact,
question, etc.
Silence
Lack of sound
- can be a powerful form of nonverbal communication
- EX) some parents discipline with silence
Oculesics
Oculesics is the study of eye behaviour and its role in nonverbal communication. It
encompasses various aspects, including eye contact, gaze direction, and blinking patterns.
Here are some key points about oculesics:

 Eye Contact: Maintaining eye contact can convey confidence, interest, and
engagement, while avoiding it may suggest discomfort, disinterest, or even deceit.
 Gaze Direction: The direction in which someone looks can indicate their focus and
attentiveness. For example, looking at someone while they speak shows engagement,
while looking away can indicate distraction.
 Cultural Differences: Different cultures have varying norms regarding eye contact.
In some cultures, prolonged eye contact may be seen as aggressive, while in others, it
is a sign of respect and attentiveness.
 Blinking: The frequency of blinking can signal emotional states. Rapid blinking
might indicate stress or anxiety, while slow blinking can suggest relaxation or
thoughtfulness.
 Eye Movements: Movements of the eyes, such as rolling them, can express irritation
or disbelief, while widening the eyes can indicate surprise or fear.

Understanding oculesics can enhance interpersonal communication, helping to convey

emotions and intentions more effectively.

Language Skill 1 – Listening:

 Difference between Listening and Hearing
Point Hearing Listening
1 A physiological process of perceiving A cognitive process of actively paying attention and
sounds through the ears. making an effort to understand what is being
communicated.
2 Passive and automatic. It happens Active and intentional. It requires focus and
involuntarily when sound waves reach the concentration to comprehend and interpret the
ears. meaning of the sounds.
3 Limited to the reception of sound stimuli. Involves comprehending, interpreting, and
assigning meaning to the sounds being heard.
4 Can occur even without conscious Requires conscious awareness and understanding
awareness or understanding of the of the message being conveyed.
message being conveyed.
5 Does not necessarily involve engagement Involves actively engaging with the speaker or
or response to what is being heard. audio source and providing appropriate responses
or feedback.
6 Can happen in various contexts, such as Often occurs in specific communication settings,
casual conversations, public spaces, or such as meetings, lectures, or interpersonal
background noise. conversations.
7 Can be a passive activity, allowing Requires active involvement and efforts to
distractions to interfere with the reception minimize distractions and focus on the speaker or
of the sound. audio source.
8 Primarily a sensory process that enables Involves both sensory and cognitive processes,
the detection of sound. including comprehension, interpretation, and
evaluation of the information being conveyed.
9 Does not necessarily imply understanding Involves understanding and retaining the
or retention of the information heard. information for further processing, analysis, or
response.
10 Can be a precursor to listening but does Essential for effective communication and
not guarantee effective communication or understanding, as it facilitates meaningful
understanding. interactions and promotes effective dialogue.

Importance of the Listening Skill-

Listening is a crucial skill in both personal and professional contexts for several reasons:

 Effective Communication: Good listening enhances understanding and clarity in

conversations. It helps ensure that messages are received accurately, reducing
misunderstandings.
 Building Relationships: Active listening fosters trust and rapport. When people feel
heard, they are more likely to open up and engage, strengthening relationships.
 Problem-Solving: Listening allows for better assessment of situations and problems.
It enables you to gather all relevant information before making decisions.
 Empathy and Support: Listening shows empathy. It allows you to understand
others’ perspectives and feelings, making it easier to provide appropriate support.
 Learning and Growth: By listening to others, you can gain new insights, knowledge,
and ideas that can enhance your own understanding and skills.
  Conflict Resolution: Effective listening can help de-escalate conflicts by allowing all
parties to express their views and feel acknowledged, paving the way for collaborative
solutions.
 Leadership and Influence: Good leaders are often great listeners. They create
environments where team members feel valued and heard, leading to higher
engagement and motivation.

Types of Listening

There are several types of listening and each serves different purposes and contexts. Here are
few key tips:

 Active Listening: Involves fully focusing, understanding, and responding to the

speaker. It requires engagement, such as nodding, maintaining eye contact, and
providing feedback.
 Reflective Listening: Similar to active listening, this type involves paraphrasing or
summarizing what the speaker has said to ensure understanding and demonstrate
empathy.
 Critical Listening: Used when analysing or evaluating the content of a message. This
type requires discernment and the ability to assess the validity and credibility of the
information.
 Informational Listening: Focused on understanding and retaining information. This
type is common in educational settings or during presentations, where the goal is to
absorb knowledge.
 Empathetic Listening: Aims to understand the speaker’s feelings and emotions. This
type is essential in personal relationships and counselling settings, as it fosters
connection and support.
 Appreciative Listening: Involves enjoying and valuing the experience, such as
listening to music, poetry, or a good story. The focus is on enjoyment rather than
analysis.
 Discriminative Listening: The most basic form of listening, it involves distinguishing
between different sounds and understanding non-verbal cues. It’s essential for
understanding tone, pitch, and emotion.

Active listening

Active listening is a communication technique that involves fully engaging with the speaker
to understand their messages. It goes beyond simply hearing words; it requires thoughtful
participation and response. Here are the key components of active listening:

 Focus: Give your full attention to the speaker. This means eliminating distractions
and maintaining eye contact.
 Show Engagement: Use verbal and non-verbal cues to demonstrate your interest.
Nodding, using affirmations like “I see,” and maintaining an open posture can all
signal that you’re engaged.
 Reflect and Paraphrase: Summarize what the speaker has said to confirm your
understanding. For example, you might say, “So what you’re saying is…”
 Ask Clarifying Questions: If something isn’t clear, ask questions to gain deeper
insights. This shows that you’re interested and helps ensure you understand correctly.
  Avoid Interrupting: Let the speaker finish their thoughts before responding.
Interrupting can disrupt their flow and indicate disinterest.
 Empathize: Try to understand the speaker's feelings and perspective. Acknowledge
their emotions, which can help create a supportive environment.
 Respond Appropriately: Once the speaker has finished, provide thoughtful
responses that reflect your understanding of their message.
 Provide Feedback: Share your thoughts or insights in a way that respects the
speaker’s viewpoint. This can help foster an open dialogue.

Empathetic Listening

Empathetic listening is a deep and intentional form of listening that aims to understand and
connect with the speaker on an emotional level. This type of listening goes beyond simply
hearing words; it involves recognizing the speaker’s feelings and perspectives. Here are the
key elements of empathetic listening:

 Non-Verbal Cues: Use body language, eye contact, and facial expressions to convey
that you are fully present and engaged. This helps the speaker feel valued and
understood.
 Open Mind-set: Approach the conversation without judgment or preconceived
notions. Being open to the speaker's feelings fosters trust and encourages them to
share more.
 Reflective Responses: Paraphrase or summarize what the speaker has said to show
that you’re processing their message. For instance, saying, “It sounds like you’re
feeling really overwhelmed” reflects understanding.
 Acknowledge Emotions: Validate the speaker’s feelings by acknowledging them.
Phrases like “That must be really difficult” can provide comfort and reinforce that
their emotions are heard.
 Ask Open-Ended Questions: Encourage the speaker to express themselves further by
asking questions that invite deeper exploration, such as “How did that make you
feel?” or “What do you think might help?”
 Stay Patient and Present: Allow the speaker to take their time. Avoid rushing the
conversation or jumping to solutions. Sometimes, just being there is enough.
 Avoid Problem-Solving: Initially, focus on listening rather than jumping in with
solutions or advice. Sometimes people just need to be heard.
 Follow Up: After the conversation, check in with the speaker later on to show on-
going support and interest in their well-being.

Empathetic listening is particularly valuable in personal relationships, counselling, conflict

resolution, and any situation where understanding and emotional connection are important. It
helps create a safe space for open communication, fostering stronger bonds and deeper
understanding.

Content Listening

Content listening, often referred to as informational listening, is a type of listening focused on

understanding and retaining the information being communicated. This type of listening is
essential in educational, professional, and various informational contexts. Here are its key
characteristics:
  Focus on the Message: The primary goal is to comprehend the content being
presented. Listeners concentrate on the facts, concepts, and ideas rather than on the
speaker's emotions or intent.
 Retention of Information: Content listening involves actively processing the
information so it can be recalled later. This may include taking notes or summarizing
key points mentally.
 Clarifying Questions: Listeners often ask questions to clarify or expand on the
information presented, ensuring they fully understand the topic.
 Organizational Structure: Good content listeners pay attention to the structure of the
message—identifying main ideas, supporting details, and any conclusions drawn.
 Avoiding Distractions: Maintaining focus is crucial. Content listeners minimize
distractions to fully engage with the information being shared.
 Non-Verbal Signals: While the emphasis is on content, non-verbal cues from the
speaker, such as tone and gestures, can provide additional context that enhances
understanding.
 Application of Information: After listening, effective content listeners often think
about how to apply the information in real-world situations, whether in academics,
work, or personal life.

Critical Listening

Critical listening is a discerning and evaluative form of listening that involves analyzing and
assessing the content being communicated. This type of listening goes beyond simply
understanding information; it requires judgment about the validity, credibility, and relevance
of what is being said. Here are the key characteristics of critical listening:

 Evaluation of Arguments: Listeners assess the strength of the arguments being

presented. This includes looking for logical consistency, evidence, and reasoning.
 Identifying Bias: Critical listeners are aware of potential biases in the speaker's
message. They consider the speaker's perspective and any underlying motives that
may influence the content.
 Questioning Assumptions: This type of listening involves challenging the
assumptions underlying the message. Listeners may ask themselves whether the
claims are supported by evidence.
 Distinguishing Facts from Opinions: Critical listeners differentiate between factual
information and subjective opinions, helping them form an informed perspective.
 Analytical Thinking: Engaging in critical listening requires analytical skills to
dissect the message, identify key points, and evaluate the overall effectiveness of the
communication.
 Clarifying Questions: Listeners often ask probing questions to gain deeper insights
and clarify any ambiguities, ensuring they understand the nuances of the message.
 Open-Mindedness: While critical listening involves scepticism, it also requires an
open mind to consider different viewpoints and arguments.
 Informed Decision-Making: The ultimate goal of critical listening is to make
informed judgments or decisions based on the analysis of the information presented.

Critical listening is particularly valuable in debates, discussions, negotiations, and any

situation where informed decision-making is crucial. By developing this skill, individuals can
enhance their ability to navigate complex information, make sound judgments, and engage
meaningfully in conversations.
 Guidelines for improving listening skill

Improving listening skills can greatly enhance communication and relationships. Here are
some effective guidelines:

 Be Present: Focus entirely on the speaker. Avoid distractions like phones or

multitasking to show that you value their message.
 Maintain Eye Contact: This demonstrates engagement and interest. It helps build a
connection and encourages the speaker to share more.
 Practice Active Listening: Use verbal and non-verbal cues (nodding, saying “I see,”
etc.) to show you’re engaged. Reflect back what you’ve heard to confirm
understanding.
 Avoid Interrupting: Let the speaker finish their thoughts before responding.
Interruptions can disrupt their flow and indicate disinterest.
 Ask Questions: Clarify any points you don’t understand. Asking relevant questions
shows you’re engaged and interested in the conversation.
 Summarize and Reflect: Paraphrase what the speaker has said to confirm
understanding. This reinforces your listening and helps the speaker feel heard.
 Be Open-Minded: Set aside biases or preconceived notions. Approach conversations
with a willingness to understand different perspectives.
 Manage Your Emotions: Stay calm and composed, especially during heated
discussions. Emotional reactions can cloud your ability to listen effectively.
 Practice Patience: Allow pauses in conversation. People may need time to formulate
their thoughts, and silence can enhance understanding.
 Seek Feedback: After conversations, ask for feedback on your listening skills. This
can help you identify areas for improvement.

By incorporating these guidelines into your daily interactions, you can significantly enhance
your listening abilities and improve your overall communication skills.

Language Skill 2- Speaking:

Guidelines for improving confidence

What Is Confidence?
Confidence means having a positive self-image and healthy sense of self-worth. In practice,
this can mean feeling at ease in social situations, being unafraid of public speaking, or
having positive thoughts about one’s life and personality. To be confident means to
thoroughly know and embrace who you are and to be comfortable with your strengths and
weaknesses alike.

8 Tips for How to Be More Confident

Becoming more confident is a process, so it’s important to have grace for yourself
as you learn to have more faith in yourself. Follow these eight tips to gain
confidence:

1. Be kind to yourself. Do your best to accept yourself just as you are in the
present. Everyone has some things they might want to improve about themselves, but
it’s much easier to do that when you already love who you are. Self-improvement
becomes more like helping a friend than chastising an enemy at that point. For
instance, if you’re dealing with body image issues, prioritize self-acceptance above a
new diet. You’ll build confidence levels faster starting from where you are rather than
where you want to be.

2. Get outside your comfort zone. The more you venture outside of your
comfort zone, the more opportunities you’ll have to develop confidence in yourself. If
you’re suffering from a lack of self-confidence, the last thing you might want is to put
yourself in an uncomfortable situation, so take baby steps to the best of your ability. It’s
normal to feel self-conscious as you begin to stretch yourself, and you might feel a bit
awkward as you try new things you used to fear. Each time you face your fears, you’ll
become a little more certain you can handle all life will throw at you.

3. Make a list of positive qualities. Sit down and try to make a list of times you
felt good about yourself or qualities you appreciate about your personality. You might
think there are only negative things to say about yourself if you’re struggling with low
self-esteem, but perhaps there’s a first time for everything. As you get going, you might
realize you’re fonder of yourself than you think.

4. Practice self-assured body language. Sometimes you have to fake it until

you make it to build self-confidence, and adopting confident body language can really
help on this front. Stand up straight with your shoulders back. Practice power poses—
stances where you puff yourself up as if there’s nothing in the world that can intimidate
you. Do your best to maintain eye contact while people talk to you. Give yourself a
break if you ever deviate from these practices and remember that this is all a learning
experience.

5. Realize you’re not alone. A lack of confidence can make you feel very lonely,
but the truth is that many people struggle with confidence issues, including many whom
you’d never guess would. Reach out to friends or family to see if they’ve ever felt
uncomfortable or uncertain about themselves. You might be able to boost their well-
being as well. As you grow more confident in yourself, you might be able to offer some
meaningful self-care tips to someone else just starting on this journey one day.

6. Set goals for yourself. Combat self-doubt in small doses by choosing daily or
weekly tasks to challenge yourself and improve your confidence in specific areas.
Maybe you can focus on talking to people you don’t know one week and on standing
up for yourself with people you do the next. The key is to make these goals seem non-
intimidating and manageable. As you achieve one after the next, set larger ones and
take a step back to realize you’re becoming more and more confident one step after
the other.

7. Take it one day at a time. Even the most self-assured and successful people
lapse into self-critical thoughts and doubt themselves, so avoid beating yourself up for
having bad days. It’s okay to feel let down or unable to meet the challenges of life
occasionally.

8. Talk to yourself positively. When you notice yourself drifting into negative
thoughts, be mindful of them. Ask yourself why they might be arising in the first place.
Divert them into positive self-talk as soon as you feel able. Supplement this practice by
listening to personal development podcasts or reading books about positive
psychology. Moving past low self-confidence means dispensing with negative self-talk
and replacing it with positive affirmations.
 How someone can improve fluency?

Improving fluency in a language or communication skills involves practice and exposure.

Here are some effective strategies:

1. Practice Regularly: Engage in conversations as often as possible. Speaking with

native speakers or fellow learners can help reinforce your skills.
2. Read Aloud: Reading books, articles, or scripts aloud can improve pronunciation,
intonation, and confidence.
3. Expand Vocabulary: Learn new words daily and use them in sentences. Flashcards
or vocabulary apps can be helpful tools.
4. Listen Actively: Listen to podcasts, audiobooks, or music in the target language. This
helps with comprehension, pronunciation, and understanding natural speech patterns.
5. Shadowing Technique: Listen to a recording and try to speak along with it. This
technique helps with rhythm and flow.
6. Think in the Language: Try to think in the language you’re learning rather than
translating from your native language. This can help with speed and fluency.
7. Join Language Groups: Participate in language exchange meet ups or online forums
where you can practice speaking with others.
8. Use Language Learning Apps: Many apps focus on speaking and listening exercises
that can help improve fluency through structured practice.
9. Record Yourself: Record your speech and listen to it. This helps identify areas for
improvement and track progress over time.
10. Be Patient and Persistent: Fluency takes time to develop. Celebrate small victories
and remain consistent in your practice.

By incorporating these strategies into your routine, you can steadily improve your fluency
and confidence in the language or communication skills you wish to develop.

Articulation in speaking?

Articulation in speaking refers to the clarity and distinctness with which words are
pronounced. It involves the precise movement of the mouth, lips, and tongue to produce
sounds accurately. Good articulation helps ensure that your message is understood, enhancing
effective communication.

Key aspects of articulation include:

 Pronunciation: Correctly saying words, including syllables and sounds.

 Enunciation: Clearly articulating each part of a word to avoid mumbling or slurring.
 Pacing: Speaking at a speed that allows listeners to process information effectively.
 Volume and Tone: Adjusting your voice to convey emotions and maintain listener
engagement.

Articulation is crucial in effective communication, as it impacts how messages are

received and understood by others.

Accent and voice modulation while speaking

Accent and voice modulation are important aspects of spoken communication that can
significantly influence how a message is perceived.

Accent

Definition: An accent refers to the distinctive way in which a particular group of

people pronounce words, influenced by regional, national, or cultural factors.

Characteristics:

o Pronunciation: Different accents can change how vowel and consonant

sounds are pronounced.
o Rhythm and Intonation: Accents can affect the rhythm and pitch patterns of
speech, impacting the overall sound.

Impact:

o Identity: Accents can convey cultural or regional identity and can evoke
different responses from listeners.
o Perceptions: Certain accents may carry stereotypes or biases, influencing how
speakers are perceived in terms of intelligence, trustworthiness, or authority.

Voice Modulation

Definition: Voice modulation refers to the variations in pitch, tone, volume, and pace
during speech.

Elements:

o Pitch: The highness or lowness of the voice can convey emotions and
emphasis. Higher pitches may express excitement, while lower pitches can
suggest seriousness.
o Tone: The quality of the voice can indicate feelings, such as warmth, anger, or
sarcasm.
o Volume: Adjusting volume can help emphasize important points or create a
more intimate atmosphere.
o Pacing: Varying the speed of speech can maintain listener interest and
emphasize key messages.

Impact:

o Engagement: Effective modulation can make speech more engaging and

dynamic, capturing the audience's attention.
o Clarity: Proper modulation helps ensure that important points are clearly
communicated and understood.

Conclusion
Both accent and voice modulation play crucial roles in effective communication. Being aware
of these elements can enhance clarity, engagement, and the overall impact of spoken
messages.

CELL PHONE ETIQUETTE

Cell phone etiquette is essential for maintaining respectful and considerate interactions in
various settings. Here are some key guidelines:

General Guidelines

Be Mindful of Your Surroundings:

o Avoid loud conversations in quiet places like libraries, restaurants, or public

transport.
o Use your phone discreetly in meetings or during conversations with others.

Silence Your Phone:

o Keep your phone on silent or vibrate mode during meetings, classes, and
events to avoid disruptions.

Use Headphones:

o If you need to listen to music or watch videos in public, use headphones to

keep the sound contained.

Limit Texting and Social Media:

o Refrain from texting or scrolling through social media during face-to-face

interactions to show respect for those present.

In Professional Settings

Answering Calls:

o If you must take a call during work hours, excuse yourself to a private area.
o Keep calls brief and focused, especially in meetings.

Respond Promptly:

o Respond to work-related messages in a timely manner, but avoid the

expectation of immediate replies outside of work hours unless it's urgent.

Be Aware of Tone:

o Be conscious of how your tone may come across in text messages; avoid
misunderstandings by being clear and polite.
At Home and Social Gatherings

Designate Phone-Free Times:

o Establish times when everyone puts their phones away, such as during family
meals or game nights.

Be Present:

o Focus on the people you are with; resist the urge to check your phone
frequently.

Ask Before Taking Photos:

o Always ask for permission before taking photos of others, especially in private
or sensitive situations.

Conclusion

Practicing good cell phone etiquette fosters better communication and strengthens
relationships. Being considerate of others will lead to a more respectful and enjoyable
environment for everyone.

Why Notice cum Agenda is prepared for meetings?

A Notice cum Agenda is prepared for meetings to ensure clarity, structure, and efficiency in
the meeting process. Here are some key reasons for its importance:

Clarifies Purpose:

 It outlines the specific topics to be discussed, helping participants understand the

meeting's objectives and prepare accordingly.

Sets Expectations:

 By detailing the agenda items, participants know what to expect, which can enhance
engagement and focus during the meeting.

Time Management:

 It helps allocate time for each agenda item, facilitating better time management and
ensuring that all topics are covered within the scheduled timeframe.

Encourages Preparation:

 Participants can prepare in advance for the topics on the agenda, leading to more
informed discussions and productive outcomes.
Fosters Accountability:

 The agenda can assign responsibility for certain items, clarifying who is expected to
present or lead discussions on specific topics.

Enhances Communication:

 Distributing the Notice cum Agenda in advance allows all participants to align their
thoughts and questions, promoting more effective communication.

Records and Follow-Up:

 It serves as a reference document for what was discussed and decided during the
meeting, which can be useful for follow-up actions and accountability.

Conclusion

Overall, a Notice cum Agenda is a crucial tool in meeting organization, enhancing efficiency
and productivity by providing clear guidance on what will be discussed and how the meeting
will be conducted.

What is the role of the Chairperson in meeting?

The Chairperson plays a crucial role in meetings, ensuring that they are effective, orderly,
and productive. Here are the key responsibilities of a Chairperson:

Preparation:

 Agenda Setting: Collaborates with relevant parties to create a clear agenda that
outlines the meeting's objectives and topics for discussion.
 Distribution: Ensures that the agenda and any necessary documents are distributed to
participants in advance.

Opening the Meeting:

 Welcome and Introductions: Starts the meeting by welcoming participants,

introducing new members, and outlining the meeting's purpose.

Facilitating Discussion:

 Guiding the Conversation: Keeps the discussion focused on agenda items,

encouraging participation while managing time effectively.
 Encouraging Input: Ensures that all voices are heard and facilitates open dialogue,
inviting contributions from all participants.

Time Management:

 Monitoring Time: Keeps track of time allocated for each agenda item and ensures
the meeting stays on schedule.
  Prioritizing Agenda Items: Decides which items need more attention and may adjust
the agenda as necessary.

Maintaining Order:

 Setting Ground Rules: Establishes norms for respectful communication and behavior
during the meeting.
 Managing Disagreements: Addresses conflicts or disagreements diplomatically to
maintain a constructive atmosphere.

Decision-Making:

 Leading Votes: Facilitates any voting processes, ensuring clarity in the decisions
made and documenting outcomes.
 Summarizing Conclusions: Recaps discussions and decisions at the end of agenda
items to ensure understanding and agreement.

Closing the Meeting:

 Reviewing Action Items: Summarizes key takeaways and assigns responsibilities for
any follow-up actions.
 Thanking Participants: Closes the meeting by thanking everyone for their
contributions and encouraging on-going collaboration.

Post-Meeting Follow-Up:

 Distribution of Minutes: Ensures that meeting minutes are recorded and shared with
all participants to document discussions and decisions.

Conclusion

The Chairperson’s role is vital for ensuring that meetings are structured, productive, and
engaging, ultimately contributing to the achievement of the meeting’s objectives.

What are the other roles and functions in a meeting?

In addition to the Chairperson, several other roles and functions can be important in a
meeting to ensure its effectiveness and productivity. Here are some key roles:

Secretary/Minute-Taker:

 Documentation: Records minutes of the meeting, capturing key discussions,

decisions, and action items.
 Distribution: Distributes the minutes to all participants after the meeting for
reference and accountability.

Facilitator:
  Guiding Discussion: Helps steer the conversation, ensuring that all participants
engage and that discussions remain focused on the agenda.
 Managing Group Dynamics: Works to foster collaboration and address any
interpersonal issues that may arise.

Participants:

 Engagement: Contribute ideas, insights, and feedback during discussions.

 Preparation: Come prepared with relevant information, reports, or questions related
to the agenda items.

Timekeeper:

 Monitoring Time: Keeps track of how much time is allocated for each agenda item
and alerts the Chairperson when time is running out.
 Ensuring Adherence: Helps maintain the meeting's schedule by gently reminding
participants to stay on track.

Presenter:

 Delivering Information: Shares specific information or leads discussions on

designated agenda items.
 Engaging the Audience: Uses visual aids or other materials to enhance
understanding and engagement.

Technical Support:

 Equipment Management: Ensures that any technology used during the meeting
(e.g., projectors, video conferencing tools) is functioning properly.
 Troubleshooting: Assists in resolving any technical issues that may arise during the
meeting.

Observer/Stakeholder:

 Providing Perspective: Attends to offer insights or feedback, but may not actively
participate in discussions.
 Evaluating Outcomes: May assess the meeting's effectiveness and provide feedback
for future improvements.

Conclusion

These roles and functions contribute to a well-structured meeting environment, ensuring that
discussions are productive, that all voices are heard, and that action items are clearly defined
and documented. Together, they support the overall goal of achieving the meeting's
objectives efficiently.

What is a minute of a meeting?

Minutes of a meeting are the official written record that captures the key points, discussions,
decisions, and action items from a meeting. They serve several important purposes:

Key Components of Meeting Minutes

i. Date and Time: The date, start time, and end time of the meeting.
ii. Attendees: A list of participants present, along with those who were invited but could
not attend.
iii. Agenda Items: A summary of the agenda items discussed during the meeting.
iv. Discussions: A brief overview of the main points discussed, including any differing
opinions or important insights shared.
v. Decisions Made: Clear documentation of any decisions or resolutions reached during
the meeting.
vi. Action Items: Specific tasks assigned to individuals or groups, including deadlines
for completion.
vii. Next Meeting Details: Information about the next meeting, including date, time, and
location if applicable.

Purpose of Meeting Minutes

 Documentation: Provides a formal record of what occurred during the meeting for
future reference.
 Accountability: Helps ensure that participants are aware of their responsibilities and
deadlines for action items.
 Communication: Informs absentees of the meeting's discussions and outcomes.
 Legal Record: May serve as a legal document if necessary, especially in formal or
regulatory contexts.

Best Practices for Writing Minutes

 Be clear and concise: Use straightforward language to ensure the minutes are easy to
understand.
 Be Objective: Avoid personal opinions or interpretations; stick to the facts.
 Use a Consistent Format: Employ a standard format to make it easier for readers to
follow.

Meeting minutes are essential for maintaining transparency, accountability, and effective
communication within organizations.

Module-II: WRITTEN COMMUNICATION