Module-I destination.
(Basics of TechnicalEnglish) (3) Channel: is the third step in the process of communication where, the
The word ‘Communication’ takes its roots from the Latin word
‘Communicare’, which means ‘to share or to impart’.
Means, communication is a process of exchanging information, ideas,
thoughts, feelings and emotions through speech, signals, writing, or
behavior. In communication process, a sender (encoder) encodes a message
and then using a medium/channel sends it to the receiver (decoder) who
decodes the message and after processing information, sends back
appropriate feedback/reply using a medium/channel. In other words, it can
be said that communication is interchange of thoughts or information
between two or more persons to bring about mutual understanding and
desired action. It is the information exchange by words or symbols.
Communication Process/ Elements of Communication:
According to Keith Davis, “Communication is the process of passing
information and understanding from one person to another.” It involves
imparting a common idea and covers all types of behavior resulting from
there. This indicates that various factors enter in to the process of
communication. These are the communicator or source of information, the
receptor or receiver of information, the content of communication and the
manner of communication. Communication, as we know, is a Two-Way
Process which included sending of message and response to that message.
When the sender receives the response then, the process of communication
gets complete.
Process of Communication
(1) Ideation: is the very first step where the sender before sending the
information in the text (verbal or written), forms the message and thinks
especially about the kind of audience and the purpose of the message which
forms the main basis for the Technical Communication that states, “Specific
information for Specific purpose to Specific audience.”
(2) Encoding: is the second step where the sender after conceiving the
information (to be send) writes it in the text form and revises it with all the
possible corrections of “spelling, grammar, sentence construction, tenses etc.”
and prepares himself to send the information to the desired audience or
sender selects a medium of transmission of message
i.e. “Language” which is familiar to both sender as well as receiver so as to
have a desired feedback. With the help of language, the sender sends the
message to the desired destination and waits for the reply from the other side.
(4) Decoding: is the fourth step in the process of communication. Here, the
receiver receives the message sent by the sender and understands by reading.
Ones, the message is well understood by the receiver, he is prepare to reply
back to the sender, what is called “Feedback”.
(5) Feedback: is the fifth and last step in the process of communication.
Here, the decoded message by the receiver is turned in reply form and then is
sent back to the sender. Thus, completes the process of communication.
The purpose of communication is to:
 Inform
 Inquire
 Persuade
 Build goodwill
 Motivate
 Impart knowledge
 Counsel
 Advise
 Reveal
 Criticize
 Deny
 Confirm
 accept
Therefore, it can be said that communication is nothing but giving,
receiving or exchanging ideas, emotions, thoughts, information, signals or
messages through an appropriate media enabling individuals or groups to
persuade, seek/give information or express themselves.
Features of Communication
1. Two-Way Process: Communication is possible only when there are at
least two persons, one sender and the other receiver. This means that
one man alone possible cannot communicate.
2. Information Sharing and Understanding: Communication involves
both transfer of information as well as of understanding between two
 or more persons. What is equally important is that the receiver of • What they have to do
communication should understand the information transferred to • How the work has to be done.
him/her as it was supposed to be. The importance of organizational communication can be better
understood from the points mentioned below:
1. Verbal and Non-Verbal: Communication is not restricted to transfer (1) Proper Planning: Communication facilitates planning in a number of
of information and understanding through words alone. It can be ways. Participation of executives in planning is very important for
transferred to other person through the help of signs and symbols. getting the task done. This can be done through interaction and
2. Circular Flow: The flow of communication is circular, that is, the communication. But, it should be kept in mind that communication
process of communication starts when the sender transmits a should be systematic and should contain only that much message
message to the receiver and is completed when the receiver sends which is necessary for getting the desired objective easily.
the feedback to the sender. (2) Basis for Decision Making: Communication helps management in
3. Goal Oriented: Communication is goal oriented. The end result of arriving at important decisions. It the right type of information is not
communication is understanding between the sender and the available at the proper time due to lack of communication, it may not
receiver of information. be possible for management to consider the results of it. It is thorough
4. Continuous Process: Exchange of ideas and opinions among the communication only that the management comes closer to its
persons is an ongoing process in business and non-business subordinates and is able to identify the real problem and take
organizations. Communication is as important in the organization as appropriate decisions to get it solved.
flow of blood in the human body. (3) Better Coordination: Communication helps in bringing coordination
5. Pervasive Activity: Communication is a pervasive activity. It takes among the employees (from top to the bottom level) and brings
place at all levels: Top, Middle and Low (in organizations) and in all mutual understanding and desired result.
functional areas (Production, Finance, Marketing, Personnel etc.) (4) Better Administration: Communication helps the top officials to
Objectives of Communication administrator the activities of their employees so that the desired
No one of us communicate without any objective. Everyone communicate result can be achieved. It helps the managers to execute their plans
with some or the other objective in mind. If we take a broader view of and control the activities with the help of feedback.
communication, we will find that we communicate to: (5) Effective Control: Controlling is an important aspect of
i. Exchange of information managing. It helps the managers to measure and evaluate the
ii. Issue of Orders performance of their subordinates and provide them feedback
iii. Advice and Counseling on their performance.
iv. Persuasion (6) Mutual Trust and Confidence: An effective communication system
v. Suggestion helps the manager to convey his ideas, views, decisions, suggestions
vi. Education and feelings to the employees. On the other hand, the employees also
vii. Motivation get the opportunity to express their feelings and communicate their
viii. Raising Morale ideas and reactions. Thus, an atmosphere of mutual trust and
ix. Giving Warning x. confidence is created.
Role and Importance of Communication (7) Motivation: Motivation of employees largely depends upon the
Communication helps the managers to perform their job efficiently in an effectiveness of communication. sharing of information with
organization. The managers interact with their superiors, peers and employees helps management to secure their willing cooperation. If
subordinates and give and receive information or instructions. the managers or the management keeps on motivating its employees
Thorough communication, the managers inform the employees about-
 time to time for their good work, then, working efficiency of the
workers will definitely improve.
(8) Building Morale: Building morale is very important to get the
desired objective of any organization quickly. Time to time morale
building in the employees is very good from the managerial point of
view as it helps the workers to do their work with more strength,
concentration and happiness.
(9) Binding Force: Effective communication helps the workers a spirit
of cooperation and produces the willingness to work in more efficient
way. It brings happiness and unity and work given is completed
within time allotted by the company.
Effective communication can develop and enhance the reputation of any
organization. For communication to become effective; it is essential for it to
have certain qualities; these qualities are termed as 7C’s. They are as follows:
Completeness: Communication must be complete. It should bear all the
necessary information required by the audience. It must be sure that
important information is missing.
Conciseness: Conciseness essentially means wordiness that is, phrasing the
message to be communicated in the least possible words. It helps in saving
time as well as money as it brings into focus the core of the message by
avoiding excessive and unimportant words.
Consideration: This means putting oneself in the position of
others. It is important to keep in mind the knowledge, requirements,
background, point of view of the audience and the message should be
drafted accordingly.
Clarity: Clarity means simplicity in language and use of exact and
appropriate words so that the message is clear. Clarity makes the
message more transparent and brings more clarity to its meaning.
Concreteness: Concreteness means being definite, vivid and specific and
not being vague or unclear to the recipient. It demands that wherever
necessary, the message must be supported by facts and figures leaving no
scope for misunderstanding.
Courtesy: Courtesy means imparting respect to the receiver. The sender of
the message should be polite and carrying respect for the receiver.
Correctness: The message should not have any grammatical errors. The
information presented should be accurate and free from any kind of
grammatical error. Once drafted; it should be double-checked and the
errors- if any- must be corrected. The language used in writing the message
should be very simple and be easily understood by the audience.
Types of Communication
People communicate with each other in a number of ways that depend
upon the message and its context in which it is being sent. Choice of
communication channel and your style of communicating also affects
communication. So, there is variety of types of communication.
Types of communication based on the communication channels used
are:
1. Verbal Communication
2. Nonverbal Communication
Verbal Communication
Verbal communication refers to the form of communication in which
message is transmitted verbally; communication is done by word of
mouth and a piece of writing. Objective of every communication is to
have people understand what we are trying to convey. In order to deliver
the right message, you must put yourself on the other side of the table
and think from your receiver’s point of view.
Face-to-face, telephone, radio, television or other media where
speaking is involved for the purpose of delivering a message; comes
under the category of verbal communication.
Verbal Communication is further divided into:
 Oral Communication
 Written Communication
Oral Communication
In oral communication, spoken words are used. It includes face- to-face
conversations; speech, telephonic conversation, video, radio, television,
voice over internet, personal interviews, lectures, group discussions, skills.
social gatherings, oral official order etc are frequently used in our daily For communicating with external environment in writing, electronic
life. These have the merit of achieving greater cooperation and mail, Internet Web sites, letters, proposals, telegrams, faxes,
understanding because the communicator can convey the message both by postcards, contracts, advertisements, brochures, and news releases are
words and expressions or gestures. Moreover, the listener can make queries used.
if he/she has any doubt or if he/she is not able to understand the message. Advantages of written communication includes
i. Written communication can be used to issue instructions and
In oral communication, communication is influence by pitch, volume, speed orders to the subordinates
and clarity of speaking. ii. It is very difficult to change the contents of the written
Advantages of Oral communication are: message.
i. It is less expensive as compared to written communication iii. It is cheaper means of communication.
ii. It is more effective because of direct contact between the parties to iv. It is more carefully formulated then oral communication.
communication That is why, they are more clear and specific.
iii. It helps in getting quick response from the receiver v. Response or reply to the written communication is generally
iv. It can be made effective through the help of gestures well-thought out because the receiver gets sufficient time to
v. It is faster as compared to written communication understand and evaluate the message
vi. Written communication serves as reliable record for future
Disadvantage of oral communication reference
i. It is not possible when parties are at distant places Disadvantages of written communication includes
ii. Breakdown of transmission of message is possible i. It is more expensive
iii. It cannot serve as an authentic piece of record for future ii. It takes long time to formulate the message
iv. It can be time consuming iii. It is generally formal in nature and follow much rules and
v. Their can arise conflicts among the members during regulations
communication iv. It does not involve personal touch
vi. Sometimes oral message can be filtered and ignored v. There is no space for change in opinion once the information has
Written Communication been sent
Written communication is transmitted by written words in form of- Letter, vi. If the information is grammatically incorrect there are
Memos, Circulars, Bulletins, Reports, Instruction cards, Manuals, chances of misunderstanding of the message by the receiver which
Newsletters, Proposals, Magazines, and Handbooks etc. Written can result in the delay of the feedback
communication generally moves downward.
Nonverbal Communication
In written communication, written signs or symbols are used to Nonverbal communication is the sending or receiving of wordless
communicate. A written message may be printed or hand written. messages. We can say that communication other than oral and written, such
Message, in written communication, is influenced by the vocabulary as gesture, body language, posture, tone of voice or facial expressions,
& grammar used, writing style, precision and clarity of the language is called nonverbal communication. Nonverbal communication is all
used. about the body language of speaker.
Written Communication is most common form of communication
being used in business. So, it is considered core among business
Nonverbal communication helps receiver in interpreting the message i. Time consuming
received. Often, nonverbal signals reflects the situation more accurately ii. Lack of personal touch
than verbal messages. Sometimes nonverbal response contradicts verbal iii. Distortion of message from subordinate to superior level
communication and hence affect the effectiveness of message.

Nonverbal communication have the following three elements 2. Informal Communication

(i) Appearance- Speaker’s clothing, hairstyle, neatness, use of Communication between individuals and groups which are not officially
cosmetics surrounding: room size, lighting, decorations, furnishings. recognized is known as informal communication. It consists of exchange
of ideas and information resulting from social interaction among the
(ii) Body Language- facial expressions, gestures, postures members of an organization. Actually, the necessity of information
arises among the people to satisfy their social needs, which is not
(ii) Sounds- Voice Tone, Volume, Speech rate possible through formal communication.
Informal communication does not follow the chain of commands or
Channels of Communication orders or any kind of rules or regulation of the organization. It is free
A channel of communication is the path through which information is from all these areas.
transmitted throughout the organization. It represents various contacts or It’s just a casual talk. It happens among friends and family.
linking points which exist between different individuals or departments in Advantage of Informal Communication
the organization. Channels of communication are divided into two i. Builds social relations
categories: ii. Satisfies social and personal needs
1. Formal Communication iii. It is very speedy in transmitting information
2. Informal Communication iv. People are free to express their feeling and emotions
v. There is quick feedback
1. Formal Communication vi. Helps in developing better human relations
Formal communication refers to the official communication which takes Disadvantage of Informal Communication
place following the chain of command in the organization where the i. Sometimes incomplete and distorted
relationship between the superiors and subordinate determines the flow of information is transmitted
formal communication. ii. Information cannot be trusted
Formal communication usually takes the form of written communication iii. There is chance of leak in the confidential information
such as: Notes, Memos, Letters, Reports and Statements. Formal iv. There is a lack of authenticity
communication can be verbal or non- verbal.
Technical English:
Advantages of Formal Communication: Technical English is a style of writing used in fields such as: computer
i. Orderly flow of information hardware and software, engineering, chemistry, the aerospace industry,
ii. Identified source robotics, finance, consumer electronics, and biotechnology.
iii. Authentic information The Society for Technical Communication (STC) defines technical writing
iv. Answerability for actions as a broad field that includes any form of communication that exhibits one
v. Control or more of the following characteristics: (1) communicating about
Disadvantage of Formal Communication technical or specialized topics, such as computer applications, medical
procedures, or environmental regulations; (2) communicating by using often an exposition about scientific subjects and technical subjects
technology, such as web pages, help files, or social media sites; or (3) associated with finance, construction, medicine, agriculture,
providing instructions about how to do something, regardless of how technology, and various sciences.
technical the task is, and regardless of whether technology is used to create
or distribute that communication. Therefore, Technical Writing is communication written for and about
“Business and Industry”. It thus, focuses on “Products and Services”
Technical Communication is a transmission of : about:
(1) Facts (2) Figures (3) Ideas (4) Scientific and Technical information;
from one individual to another. (1) How to manufacture them
According to Oxford Advanced Learner’s Dictionary: Technical (2) Market them
Communication refers to something “Connected with the practical use of (3) Manage them
machinery, methods etc. in science and industry.” (4) Deliver them
(5) Use them
With the development of international trade and technology, especially in Technical Communication is composed primarily in the work environment
the 17th Century, Technical Communication gained momentum. The for:
foundation of Royal Society in ‘1660’ promoted the scientific researches (1) Supervisors
and experimentations. The scientists need to prepare their reports and (2) Colleagues
technically written articles. These articles were written in plain and lucid (3) Subordinates
English language with correctness and accuracy of style. (4) Customers
The outbreak of Industrial Revolution at the close of 18th and early 19th A List of Technical Documents used for
Century helped in bringing about a kind of revolution in the field of Technical Communication:
technical writing, both oral as well as written.
(1) Memo/E-mail: to set meeting agendas and to ask & answer
The origin of technical writing have been variously attributed to antiquity. questions.
However, a clear trend towards the discipline can be seen starting from the (2) Letters : to sell, complain, hire, fire, ask& answer questions and
time of World War I, growing out of the need for technology-based explain.
documentation in the military. (3) Reports : to report on job-related travel or incidents; to study
options and recommend action; to report on the progress of ongoing
manufacturing, electronics, and aerospace industries. In 1953, two projects and to document meeting minutes.
organizations concerned with improving the practice of technical (4) Proposals: to highlight problems; to suggest solutions ; to
communication were founded in the United States: the Society of recommend action.
Technical Writers, and the Association of Technical Writers and Editors. (5) Brochures: to sell and inform
These organizations merged in 1957 to form the Society of Technical (6) Newsletters: to report on corporate activities to employees and stake
Writers and Editors, a predecessor of the current Society for Technical holders.
Communication (STC). (7) Resumes: to help you find a job.
Audience analysis is a key feature of all technical writing. Technical (8) User Manuals: to explain the steps in a procedure.
writing is a communication to convey a particular piece of
information to a particular audience for a particular purpose. It is Technical English: Extent and Coverage-
Read from your Class Notes Copy

Reading, Skimming, Scanning, Churning and Assimilation:
1. Reading: is a ‘cognitive process’- a mental activity- that helps in
decoding symbols to derive meaning form certain words and sentences. It is
a form of language processing. Reading is a means of Language
Acquisition, Communication and Sharing information and Ideas. It is based
on the decoding of certain symbols. It is a complex interaction between text
and reader shaped by prior knowledge, experience and attitude. Reading
process requires continuous practice, development and refinement. Reading
requires creativity and creativity and critical analysis. It is measured that on
an average the reading rate is 150 words per minute.
2. Skimming: a reading strategy which helps a students to get a general
idea of the text in a short period. We skim when we with to cover the
reading material in a hurry. While skimming we are interested only in
getting an overall idea of the text. For example: If we want to know that a
particular book is relevant for me or not then, we first read it contents and
then quickly flip on to a particular chapter skipping out lines while reading.
This gives us clear idea whether the book is relevant or not.
In skimming, we pay attention to only the key words or ideas of the text.
The key words alone con offer general idea about the study material.
Scanning: Refers to the way we quickly search through a book or text.
We scan when we want an answer to a specific question. For example:
We often scan to find the score of a cricket match and to get
information about the arrival time of a particular train. We even skim to
find out any telephone numbers among in the telephone directory or
finding out any particular name of our friend from the list of selected
candidates.
3. Assimilation: Refers to a part of the adoption process. Through
assimilation, we take in new information or experiences and add on or
modify our information. Assimilation plays an important role in how we
learn about the world around us. Children assimilate new information at
every step of their growth. People encounter new things and interpret
these experiences. In assimilation new information is added to the
existing knowledge. It involves fitting reality and what they experience
into their current cognitive structure.
Assimilation is a complementary learning process that plays a role at
each stage of cognitive development through Sensory Motor.
For example: when a child learns the word for ‘Dog, the child starts to
call all four legged animals ‘Dog’. This is assimilation.
4. Churning: means ‘Interpretation’ and ‘Inference’. Where
‘interpretation’ means ‘getting the summary of all the important points
in a topic’ and ‘inference’ means ‘reading between the lines’. In fact,
churning is ‘in depth’ reading technique where a reader reads between
the lines to have a deeper meaning or connotation of a paragraph. It
helps the reader to gain more information or knowledge about any topic.
The reader also feels comfortable and confident in explaining the same
topic to any other person without any difficulty.
Technical Communication: Approaches, Objectivity, Simplicity,
Utility and Clarity:
Read from your Class Notes Copy.
Thinking Strategies:
Logical Thinking:
Thinking is disciplined manner, when thoughts are processed through
facts or evidences is known as Logical Thinking. It involves:
1. Analysing the problem.
2. Making Hypothesis.
3. Reaching to the conclusion.
It can be developed through the habit of questioning to oneself- if the
collected informatino contains truth or is factual.
It is a process where one uses reasoning consistently to come to a
conclusion. It is thinking that is based on sequential thoughts that involves
analysing the problem and arranging them in logical order to reach a
Factual conclusion.
Positive Thinking:
Positive thinking is a mental attitude in which you expect good and
favourable results. It is a process of creating thoughts the create and
transform energy into reality. A positive mind waits for happiness, health
and happy ending in any situation.
Effects of Positive Thinking:
1. Reduces daily stress.
2. Provides better health.
3. Gives strong confidence.
4. Provides a long life.
5. Gives happiness.
6. Helps in better management.
7. Improves decision making.
Words like - ‘I can’, ‘You can do it’, ‘it is not impossible for me’, ‘I deserve
to be happy and successful’ etc. provide great strength and brings real
confidence in oneself. Do no let negative feelings conquer you. Remove
negativity and focus on positive things on your life. Control your thoughts
that make you depressed or anxious.
According to late Dr. A.P.J. Abdul Kalam: “If you fail. Never give up
because FAIL word itself says. ‘First Attempt in Learning’. ‘END’ is not the
end, in fact the word END means, ‘ Effort Never Dies’. If you get an
answer in ‘No’ remember ‘No’ means ‘ Next Opportunity’. So let’s be
positive.”
Listening Skills:
Listening is a process which begin with hearing. It is a vital skill since
most of our learning comes from listening. It is interesting that the
effectiveness of the spoken words depends not so much on how people
talk but mostly on how they listen. Generally we spend more time on
listening than we spend on speaking, reading and writing.
Listening occupies more time than any other communication activity. It
requires intensive concentration. It demands conscious effort to get the
essence. It depends on the knowledge of the listener and also on his
attitude towards the message and purpose. When listening is done to
understand and retain information and to get main aspect of the topic, it
is called Content Listening.
When listening is done to accept or reject a message, to evaluate critically, it
is called Critical Listening.
When listening is done to derive aesthetic pleasure or to understand
speaker’s feelings etc., it is called Appreciative Listening.
The process of listening depends on Cognitive processing in the mind of
the listener. It starts with:
1. Hearing of the sound of words.
2. Assimilating the sounds of words cognitively.
3. Recognizing the sounds.
4. Making sounds into words.
5. Examining the context.
6. Integrating the context into message.
7. Interpreting the message.
8. Evaluating the message.
9. Remembering the message.
10. Responding the message.
Effective Listening:
1. Makes you understand the concept clearly.
2. Improve your intellectual ability to understand evaluate the views
and opinions expressed by others.
3. Enable you to gather views, opinions and feelings of others on a
particular concept.
4. Help you gather proper and accurate information.
Listening and Passive Listening
The common notion is that listening and hearing are same but there is a
significant difference between them-
Hearing is a psychological process in which vibration of sound waves
carry through the eardrums to reach the central auditory system of the
brain. The brain transmits this into sounds that we hear. The process
automatic and fast. So, hearing mans that sound is going on around us
and our ears catch it.
But, Listening is something more than what your ears permit you to hear. It
is simply sound but our mind enables to recognize these sounds as words
and expressions and interprets them into thoughts or ideas.
For hearing, you do not require physical cues (signs) but for listening, you
consider physical cues such as Eye contact, Gestures, correct Body
language in order to get the message effectively. Thus, we can define
‘Listening is a process of hearing with understanding, interpreting and
responding. Listening is Five staged self-generated activity:
First Stage: is the Reception of the sound waves through ears.
Second Stage: is relating the sound to sound system of the language.
Third Stage: is comprehending the utterances of the sounds of words.
Fourth Stage: is interpreting the message in the context.
Fifth Stage: is the reaction to the message. do not have systematic approach to listening face difficulties in
understanding a lecture, a seminar or a discussion. They suffer from lack
On the whole, Listening= Hearing + Relating + Comprehending of concentration, boredom, ineffective listening and poor
+Interpreting + Responding. comprehension. In order to improve our listening comprehension, some
basic tips on good listening need to be followed and active listening
techniques should be adopted for it. For improving listening skills the
A clear difference should be made between hearing and listening. Hearing following points should be remembered:
happens automatically as it is a physical act. It does not require conscious 1. Stop Talking: Do not talk while listening. One cannot be a speaker
involvement of the listener. When you move on a railway platform, you and a listener at the same time. The listener should accept his/her role
hear several voices. You do not listen to them. Suddenly, there is an and allow the speaker to talk. He/she should forget
announcement on the public speaker and we listen to it. When we listen, we about his/her response to the listener and concentrate on the speaker’s
pay conscious attention to what is being said. words.
2. Stop Distractions: In order to focus 100 percent on the person
Active Listening Passive Listening speaking, the listener should avoid all kinds of distraction. He/ she should
(i) It is voluntary. It is involuntary. not create any distractions for him/her and should not allow others to
(ii) It requires conscious effort. Ithappens automatically. interrupt.
It is an (iii) It is an active process It is a passive process. 3. Stop Fidgeting, Texting and Reading: While listening, fidgeting
(iv) In active listening the listener In passive listening the listener plays (being restless), texting or reading looses the attention over the delivered
very active part. passive part. contents. It is a kind of distraction where listening fails.
(v) It is a two-way process. It is one-way process. 4. Be Patient: The speaker should be allowed sufficient time and not
Barriers in Listening: interrupted until he/she takes a pause and invites the listener to do so.
Listening is a cognitive activity. The cognitive process gives a clear Patience is the key to good listening. The listener may be in hurry as he/she
picture of what happens when you listen. Due to some reasons, we fail has to go somewhere or do something, but good listening demands that
to listen effectively. Learning requires both mental and physical he/she listens to the speaker patiently.
activities and is subject to both mental and physical barriers. 5. Take Notes: The listener should take notes if he/she wants to keep a
Barriers in listening happens because of the following reasons: record of what was said and wants to use it at a later stage.
1. Lack of rapport between speaker and audience. 6. Make Eye Contact: Keeping eye contact with the speaker is what is
2. Inadequate physical conditions. For instance: Noise, improper needed at the time of listening; else it spoils the concentration and will lead
Locale. the listener into confusion and misunderstanding.
3. Pre-conceived notion about the speaker. 7. Develop desire to learn.
4. Inappropriate use of language. 8. Determine the personal values of the topic.
5. Lack of knowledge on Stress patterns of words and sentences. 9. Concentrate on the matter being spoken.
6. Lack of concentration. 10. Evaluate and criticize the content, not the speaker.
7. Taking extensive notes during listening activity. Nuances and Modes of Speech delivery:
Good planning is the backbone of good presentation. Equally important is
Methods for improving Listening Skills the manner of delivery. It is, Of course, the power of speech that may turn a
As listening is a major aspect of academic and professional interaction. dull topic into interesting topic. So, once the speaker has planned and
Mastering the art of effective listening is essential. Most students who developed the content of his presentation, he should begin practicing his
delivery of speech with: What to say and How to say?
There are a variety of delivery methods but a speaker should choose those
which are easier to handle. Some such methods are listed below:
(1) Memorizing the Manuscript:
This method of presentation can be one of the most effective methods of
presentation. But it requires an extraordinary power to memorize
because if the presenter forgets his lines of his speech; it will sound
unnatural and will also loose audience interest. Therefore, one must
avoid long speeches. Memorizing a quotation, an opening paragraph or a
few concluding remarks will strengthen his delivery and impress the
audience.
(2) Reading the Manuscript:
It means to read out written material aloud. This method is often used
whenever a complex or technical presentation is made to describe some
machine or the policy matter of an organization. But, for this kind of
presentation too, the reader must follow certain points:
 Practice enough so that an eye contact with the audience
can be maintained.
 Be familiar with the text by reading it again and again.
 Learn right pronunciation of the technical terms used in the
presentation.
 Maintain the proper flow of language with proper pause and
voice modulation can be used.
(3) Reading from Flash Cards:
The speaker prepares notes on sheet or cards and then with the help of
appropriate audio-visual aids, he makes his presentation. This process
makes the delivery easy and also impressive. The speaker, while making
presentation, should maintain eye contact with the audience to make
sure that the speech or presentation is properly understood by the
audience.
(4) Impromptu Speech:
The word ‘Impromptu’ means ‘done without preparation or
planning’. The term impromptu speech, thus means a speech delivered
without any preparation done beforehand. If any speaker gives
impromptu speech then, he/ she must make sure that he/she is having
sufficient knowledge about and around the subject.
Writing Methods:
(1) Inductive Method: In inductive method of paragraph
development, an author moves from ‘particular statement to the
general statement’ which means specific details, examples
and illustrations come first. The author gives detail arguments or examples
which leads finally to the conclusion. The paragraph that begins with
certain information, concludes with a topic sentence is often known as
conclusion. This method is objective, simple and even more convincing.
Effective examples help the readers and listeners. This method is very
famous with scientists and technocrats over years.
Example: If you push a rubber ball under the surface of water in a
container, you will feel an upward force against the bottom of the ball.
Hence, it is evident that water exerts pressure upwards.
(2) Deductive Method: It is the most popular method of paragraph
development. Here the paragraph moves from ‘general to particular
statement’. The paragraph starts with the topic sentence which is further
elaborated or explained with the help of examples or illustrations and
finally comes to end with a logical conclusion.
Example: Gases are high-states of matter. (Topic)
The world is full of poisonous substances. (Topic)
(3) Spatial Method: Spatial means of space or an area that surrounds.
This method of paragraph development helps the reader to visualize the
things in an expressive way. This pattern can make a complex or difficult
subject easy to understand. The writer describes what he sees as it appears
from left to right, top to bottom, inside to outside or clockwise. For
example, If a technocrat is to describe the parts of a machine or qualities or
looks of a newly launched car, he will like to organize his text spatially.
Spatial method can be used both in writing and in speech. In spatial method
step-wise description is done for anything explained.
Example: If you look at this car, you will see that it has got an
aerodynamic shape. Its engine is 1000cc and picks up a speed of 80-90 km
in just 2 seconds. It has got wide seats, a good space with the back seat to
stretch your legs. Look the roof, it is insulated which does not allow the
heat to enter if the car is standing in the sun. The tail light is wide and used
with LED lights for better view. The headlamps coated with special
aluminum coating for better and bright beam. See the body of
the car, it is has been made light weight for better mileage. Look at the
tyres, these are broad with good grooving for better grip on the road.
(4) Chronological Method: Here the word ‘Chronological’ refers to
the narration of events in the order in which they occur. That means-
‘beginning with the first, going to the next and so on. It involves simple
chain of events that gives us idea of- what did, could, can or will
happen in the order of occurrence. It is used in several technical and
professional documents such as- periodic reports, progress reports,
accident reports, factory procedures, industrial processes, experimental
descriptions etc. In this method we use certain words that give
sequencing sense such as: First, Then, Later, After this, Until, Next, etc.
(5) Linear Method: Literal meaning of the word ‘linear’ is
‘systematic order as a line’. In this method all the sentences are so
arranged that one idea logically leads to another idea in a natural way. It
is best to describe the process or operating of anything or machine.
(6) Expositon Method: This method of writing id used for
Explanation or Description of any object by listing its characteristics or
features. It is also used to show Sequence of events or process of any
thing by using words like: First, Second, third, Next, Then, Finally etc.
We use this method of writing in Comparison and Contrast about any
subject matter. For eg: Old Cars versus New Cars. This method of
writing is also useful in the subjects having Cause and Effect. For eg:
Pollution and Its Effect upon Human Health. Here we show cause and
effect by the use of words like: If, Then, as a result, Therefore, Because,
Hence, So, Thus, Since etc. This method is also very convenient in the
topics with Problem and Solution cases.
(7) Interrupted Method: In this method of writing, the thought
process of the writer gets interrupted in between. Many a times, words
spoken by the speaker gets interrupted by the insertion of other
connected thoughts. These other connected thoughts are shown by em-
dashes ‘---’ before the start and after the end of the interrupted thoughts.
Eg: “Oh look at the bird”--- exclaimed the girl while pointing to the bird
which came and sat on the branch of a tree--- “How beautiful it appear.”
In the above sentence, the portion marked with red colour is the interrupted
one. Once you start reading the sentence, you will feel the thought process
gets interrupted as the em-dash starts.