Raisoni College OF Science & Technology

Public Speaking

What Is Communication: Communication has been derived from the Latin word
“communis” which means “common” which subsequently indicates the common
understanding.

 Communication is a process by which people create and share information with one
another in order to reach common understanding”
 “Communication is an exchange of facts, ideas, opinions or emotions between two or
more people.”

Elements of Communication: Communication is an entire process. It also has its

elements which are listed below with explanations:

1. Senders: Sender means a person who initiates the communication and conveys its ideas
to the receiver. It is the source of the process.
2. Message: The content, ideas, emotions, suggestions, order all fall under this element of
communication.
3. Encoding: The method to convert the message into communication syllables like picture,
word, gestures, etc.
4. Media: The trail along which the encoded message is transmitted to the receiver. The
channel could be written, face-to-face, calls or any suitable manner.
5. Decoding: The opposite of the encoding process, the conversion of the encoded syllables
is done by the receiver.
6. Receiver: The last person in the chain who finally receives the message from the sender
and takes an action as per requirement.
7. Feedback: It cumulatively involves all the actions of the receiver indicating that he received
and understood the message by senders.
8. Noise: The obstruction or hindrance in the entire process in the communication. This
hindrance might be caused by the sender, receiver or the message.
9. The whole communication process is more efficiently explained by the following flow
chart:
Process of Communication

Step 1: Formulate the message:

Sender sends the message initiating the process by sudden impulse

Step 2: Encoding of the message:

Step 3: Choosing the medium of transmission:

The next step will be choosing the method via transmission that needs to be carried out
whether it’s over-call, face to face, e-mails, or letter as suitable.

Step 4: Decoding the message:

The prime focus is that the receiver understands the message as sent by the sender’s side.
Any fault may result in hindrance.

Step 5: Successful receiving:

The message is successfully received and understood.

Step 6: Feedback:

As soon as the receiver receives the message and understands it, an expected action is
needed to be taken. And the sender is to be informed by the receiver regarding something
similar, it is called feedback.

Types of Communication: Communication can be broadly classified into two types:

 Verbal Communication
 Nonverbal Communication
 Types of
Communication

Verbal Nonverbal
Communication Communication

Oral Written
Communication Communication

1 Verbal Communication: Verbal communication is a type of communication where

we use spoken and written words to get our message and information across to the
other person.
 Verbal communication involves the exchange of thoughts, feelings and ideas using
spoken words. Its effectiveness depends upon various aspects, including the choice of
words, tone and clarity of speech.
Key Elements of Verbal Communication
 Clarity
 Body language
 Tone and intonation
 Active listening
 Maintain Eye contact
 Avoid Interrupting
1. Clarity: Clarity is ensuring what you're saying is
communicated clearly and with no room for misunderstanding. Good advice for being
clear includes: Use simple language and focus on core points of your message.
2. Body Languages : body language is type of physical behaviour as opposed to word
are used to express or convey our information
3. Tone & Intonation : language and It denote our Emotions we have to maintain our
voice tone as per communication requirements.
4. Active listening: Active listening is an essential verbal communication skill that
involves going beyond simply hearing the words that another person speaks. It's about
actively processing and seeking to understand the meaning and intent behind them.
5. Maintain Eye contact : Maintain eye contact to convey your attentiveness.
6. Avoid Interrupting: Allow the speaker to finish before responding.
 Types of Verbal Communication: There are two types of verbal communication.
1. Oral Communication
2. Written Communication
Oral Communication: Oral communication is the exchange of information and ideas
through spoken word.

Oral communication more and natural form of communication.

Ex. Mobile Conversation, video conferencing, Voice Message, Meeting, Seminar etc.

Advantages of Oral Communication

 Less chance of any misunderstanding
 Allows for easy, clear vernacular
 Face to face communications promotes better understanding, patience and productivity.
 If immediate action is required, oral communication is the most effective method. On
handwritten correspondence takes a long time to reach its sender.
 Promotes discussion and encourages streamlined banter
 Cost is involved in any communication. When communication is needed within the
organization and if it is completed in orally, it has not needed any paper, pen or stamp,
or computer. So the transmission of information by oral communication saves money for
the organization.

Disadvantages of Oral Communication

 In oral communication, messages are difficult to record. So it is impossible to preserve the
message for the future.
 The scope of usage of oral communication is limited. It is not suitable for lengthy
messages. It should be sued for short messages.
 There is no any legal validity of the oral message. As the oral messages are not taped and
kept records, they can be denied easily if the situation goes against the speaker.
 In oral communication, meaningless speech can mislead the main effects of the
communication. But when the information comes out in writing, we take it seriously.
 In oral communication, important and secret information may be disclosed.
Written Communication: Written communication is the exchange of information, ideas,
or messages through written language in the form of letters, emails, notes, and more.
It is most common form of business communication.
Written communications require a high level of skill in order to be conducted effectively and
professionally.

Advantages of Written Communication

1. Permanent Record: One of the biggest advantages of written communication is that it

provides a permanent record of communicated information. This means the information
can be referred to at any time, which can be useful for legal, historical, or reference
purposes. So, nobody can accuse you of “not saying or saying” a particular phrase.
2. Clarity: Written communication allows for greater transparency and precision than verbal
communication. This is because the writer can take the time to choose the right words and
logically organize their thoughts, resulting in a more accurate and compelling Oral
communication leads to awkwardness and needing more time to comprehend the situation.
3. Wide Audience Reach: Written communication can be disseminated to a wide
audience through various means such, as email, letters, reports, and social media. This
allows for a message to be communicated to many people simultaneously. In other forms
of communication, the message travels through a grapevine, which may lead to rumours.
4. Fewer Time Constraints: Unlike verbal communication, written communication is not
constrained by time limits. This allows the writer to take as much time as needed to
formulate and organize their thoughts before communicating them. This is especially
beneficial if you have to make an important work decision.
5. Formality: Written communication is often more formal than verbal communication,
which can be useful in professional or official settings. Formality can help convey
professionalism, authority, and respect for the recipient. In oral communication, your seniors
might take your conversation otherwise.
Disadvantages of Written Communication
 It is not effective in the case of emergency.
 It is time-consuming. Composing a message in writing takes much time. Writing letters,
typing orders, notices, etc. and sending to appropriate destination require time.
Feedback process also is not instant.
 Written communication has no scope for immediate clarification if not understood
properly.
 In written communication, the receiver opens the letter and reads it very attentively
taking more time. When he responds to the letter, he takes some additional time to
answer according to the requirement. For this reason, feedback is delayed.

Non Verbal Communication: Nonverbal 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.

Key Elements of Non-Verbal Communication

 Vocal Tone : Speaking style, pitch, rate and volume all contribute to understanding the
speaker. Changes in vocal tone during a conversation are also a noticeable nonverbal cue
that contributes to your understanding of the person speaking.

 Fidgeting : Are you shaking your knee, biting your nails or playing with your pen very
noticeably as someone else talks in a meeting? This may express to the speaker you are
bored or nervous or are disinterested.
 Facial Expression: Facial expressions are closely tied to our emotions, they reveal what
we are thinking and are perhaps our biggest nonverbal communicators in everyday life.
 Hand Movement: Head movements are especially rich conveyors of communication
and one of the easiest nonverbal cues to understand. Certain head movements tend to be
culture-specific, such as nodding in agreement for within western cultures.
 Body Posture : Body posture can be used to determine a participant’s degree of
attention or involvement during a conversation. Bad posture, like slouching, may indicate
the listener is bored or uninterested in the conversation.
Advantages of Non-Verbal Communication

 Nonverbal communication complements verbal communication by providing additional

cues and context, enhancing understanding and clarity.
 Some nonverbal cues, such as facial expressions and body language, are universal and
can be understood across different cultures and languages.
 We use Non-verbal communication to improve verbal communication. Using body
language or facial expressions to emphasize a point can help make a point clearer or
more memorable.
 People use Non-verbal communication to convey emotion and feelings.
 Non-verbal communication can make it easier to understand a message in a noisy
environment.

Disadvantages of Non-Verbal Communication:

 Nonverbal communication can be highly hazy and ambiguous since no words or language
are used in this communication to convey a clear meaning to the recipient
 Long conversations and essential clarifications are impossible with nonverbal
communication. No person may talk about the specific issues raised by the messages.
 Only some people prefer to interact with others through nonverbal means of
communication. It occasionally fails to leave an effect on viewers or listeners.

Uses of Communication:
 Effective communication builds trust
 Effective communication promotes team member loyalty.
 Effective communication enhances team member engagement.
 Effective communication improves teamwork.
 Effective communication boosts productivity
 Effective communication resolves issues
 Effective communication creates better client relationships.

Barriers of Communication : The factors which obstruct the effectiveness of

communication is known as Communication Barriers.
Following are some of the barriers to effective communication
1. Semantic barriers
2. Psychological barriers
3. Organisational barriers
4. Cultural barriers
5. Physical barriers
1. Semantic Barriers : Semantic barriers are also known as language barriers are caused
due to improper communication between the sender and the receiver. This barrier arises
because different words mean different things to different people, due to the lack of clarity
or complexity of the way of providing information from the sender, differences in native
languages, Misinterpretation and confusion etc.
2 Psychological Barriers: Psychological barriers occur when either the sender or the
receiver of a message faces challenges expressing or comprehending communication due to
physiological conditions. These conditions may include dyslexia, nerve disorders affecting
speech or hearing, or other impediments that hinder clear expression or reception of the
message.
3 Organisational Barriers : Organisational barriers are those barriers that are caused due
to the structure, rules and regulations present in the organisation. The various types of barriers
that can be encountered due to superior subordinate relationships where the free flow of
communication is not possible.
4 Cultural Barriers : Cultural barriers are those that arise due to lack of similarities among
the different cultures across the world. A term that can be harmless in one culture can be
regarded as a slang in another culture. Moreover, various beliefs can differ from one culture to
another.
5 Physical Barriers: Physical barriers to communication are those that arise due to certain
factors like faulty equipment, noise, closed doors and cabins that cause the information sent
from sender to receiver to become distorted, which results in improper communication.
7 C’S of Communication: It is a set of principal that help us to improve communication
effectively all these attributes start with C so are called 7 C’s of communicatin.

1 Clarity (Clear) : (Clarity) Be clear about the goal of your message and the purpose of the
message. Present one idea at a time making it easier for the recipient to understand. Don’t
leave them guessing what the message is about and having to fill in the gaps themselves.

 Use simple language and focus on core points of your message

 Don’t use idioms to prevent any confusion and ambiguity
 Be clear in your mind about what you want to say and its purpose before you say it

2 Concise (Conciseness): Keep to the point and keep it least possible words. Don’t use
unnecessary words (use two words where one will do or 6 sentences when 3 will do). Don’t
repeat the same point in different ways.
  This will also make any communication more engaging and easier to understand.
 Concise communication is non-repetitive, saves time, and is more comprehensible for
the audience.

3. Completeness: Effective communication depends on the completeness of the message.

Incomplete messages create ambiguity in the audience.
 A complete message brings the desired results without any expense or additional
information. Therefore, each and every message which is sent by the sender should be
complete.
 It is persuade the audience.
 Complete message can enhances reputation of an organization.
4 Consideration: It is an act of consideration. While sending a message the sender should
look from the angle of the audience. The sender should understand the feelings and emotions
of the receivers. It shows that in communication we should consider the audience.
 It is important to consider factors such as their background, knowledge, and expectations
when communicating. By doing so, you can ensure that your message resonates with
your audience and achieves the desired result.
5 Concreteness (Concrete): Being concrete means that you are communicating in a
specific and focused way to include all of the important details and facts. You need to ensure
your whole audience grasps your message.
 Use proper facts and figures
 Use action verb & Choose image building word
 It is make use of words that are clear and that build the reputation.
6 Correctness : Correctness means the accuracy of thoughts, figures, and words. If the
given information is not correctly conveyed, the sender will lose reliability.
 While communicating we should be careful about the correct use of grammar,
message composition and appropriate words. Successful communication depends on
the correct use of language & grammar.
 It is both time saving as well as cost saving.
7 Courtesy : courtesy means polite & friendly behaviour. While communicating everybody
should show politeness towards others. It facilitates communication. The polite messages help
to strengthen relationships and to create goodwill, which helps in expanding the business.
 Courtesy builds goodwill.

Group Discussion: Group discussion (GD) is a comprehensive technique to judge the suitability
of an individual and his appropriateness for admission, scholarship, job, etc. GD assesses the overall
personality – thoughts, feelings and behaviour - of an individual in a group. A topic is presented to
the group members for discussion. While the discussion is going on, a group of panellists observe
 them. Through this observation they judge intellectual, social, leadership, communicative skills of
candidates taking part in the GD.

Importance of Group Discussion

For admission to some of the universities, B- Schools, campus placements after graduation or for
recruitment to a multinational company, you need to have knowledge of the field and also have the
capability to work in a group as a leader or as a member. The group discussion technique is a very
effective way to judge the candidate’s ability to work in a group.

What are the skills that are judged in a GD?

• How good you are at communicating with other

• How easily you behave and interact with the other group members

• How open minded you are

• How flexible or rigid you are in accepting the view- points of others in the group

• Problem solving & critical thinking skills

• Time management skills

• Your skills at putting forth your ideas in an unbiased manner

• Social attitude and confidence A Preview of a Group Discussion session Let us have a look
into a typical group

Points to be kept in mind before the GD

1. Current Affairs Current Affairs is something that you have to be thorough with. For this,
read newspapers regularly and watch news on the television. Understand the recent crises
that the world is reeling under, the latest developmental initiatives, the ties between various
countries and the like.

2. Historical topics have a fair knowledge about the country’s history and also the history of
other countries. The topics may not be specifically from this area, but having historical
information will help you cite examples and make references whenever needed.

3. Sports, Arts & Literature

4. Data crunching Familiarize yourself with important data. Throwing in some data if required
in your GD will definitely create an impression among the assessors.

Public Speaking
Public speaking is the art of conveying information to an audience through oral presentation.

The purpose or intention of public speaking varies and can include informing, motivating,
celebrating, entertaining, and persuading. Public speaking involves a presenter (the person
speaking) and an audience (the people listening).
 There are several specific elements of public speaking that include:

1. the speaker
2. the message
3. the audience
4. the channel
5. the effect(s)

The speaker refers simply to the person who is presenting, and the message is the content
being presented. The audience is the intended recipient of the message. These three
elements are sometimes referred to as who, what, and whom.
The channel is the medium used to the share the message--it is how the message gets sent.
The effect is the result of the message having been sent and received. The effect is not
necessarily consistent with the speaker's goal.

Extempore: Extempore is a type of impromptu speech given without any prior

preparation.

 Effective extempore speaking always has the purpose of the

presentation and the impact on the audience at its heart.
Important Skills required for Extempore
 Mental Preparation
 Start speaking in an even pace
 Confidence
 Control on speech

Oral Presentation: Oral presentations, also known as public speaking or simply

presentations, consist of an individual or group verbally addressing an audience on a
particular topic. The aim of this is to educate, inform, entertain or present an argument. Oral
presentations are seen within workplaces, classrooms and even at social events such as
weddings. An oral presentation at university assesses the presenter’s ability to communicate
relevant information effectively in an interesting and engaging manner.
TIPS
 Divide the topic of your presentation into subtopics, and allocate one to each
group member. Doing this will ensure that the workload is evenly shared and that
everyone takes part in the assessment.
 Rehearse together as a group. Although it may seem easy for each group member to
go off and cover their own section alone, not having regular group meetings or
rehearsals will cause your presentation to appear disjointed.
 Ensure the presentation is consistent by using a consistent style for your visual
aids. If the visual aids your group uses are not consistent in format, colour and font
styles, it will be clear to the marker that you have not been working as a team.
 Use a cloud-based service or platform to create your presentation. Most cloud-
based services and platforms have functions that allow you to work on materials
remotely from one another.

*******************************Thankyou************************************