Soft Skills I

Course Content
1. Listening & Reading
2. Presentation Skills
3. Letter, Email & Profile

1. Listening & Reading

Listening

What is Listening? Listening is a receptive communication skill that involves the process of
creating meaning through understanding and interpretation of messages in a communication
process. Listening is also a process of receiving, interpreting and reacting to the messages
received from the communication sender. Like every other communication skill, listening is an
art that must be cultivated consciously and carefully. Listening involves active efforts of
interpreting the sounds, verbal and non-verbal cues as well as the ability to retain information
and respond or react to the message.
There is a difference between listening and hearing. Hearing refers to the sounds that enter the
ears. It is a physical process that is passive and unconscious. Hearing helps you to perceive
sound. You can often hear even when you do not want to. Listening, on the other hand, is an
active and deliberate activity. Listening begins with hearing but goes beyond hearing. An active
listener pays attention to the language, tone and body language of what is being said. Active
listening process begins when the listener pays attention to the verbal and non-verbal messages
and also interprets the message. Listening requires focus and concerted efforts, sometimes
mental and physical efforts. Listening brings about a pleasant and productive conversation.
Therefore, listening skills are learnt and developed over time. Listening is important to an
effective communication. Without the ability to listen effectively, messages are not properly
understood, which can lead to misunderstanding. Adults spend an average of 70% of their time
in some communication activity. They are either reading, speaking, writing or listening.
Research further shows that an average of 45% of this time is spent on listening compared to
30% speaking, 16% reading and 9 % writing.
7 types of listening skills

There are several types of listening you can develop both at home and at work.

Let’s explore seven of these types of listening, why they matter, and what they can look like:

1. Informational listening

When you want to learn something, you’ll use informational listening to understand and retain
information.

It usually takes a high level of concentration to perform this type of listening. That’s because
you need to be highly engaged to understand a new concept.
You also need to apply critical thinking to what you are learning. This is so you can understand
what you’re learning within the context of relevant information.

Some examples of informational listening include:

• Work training
• Self-paced learning at home or at work
• Listening to an educational audio book
• Coaching

When you know how to use informational listening, you empower yourself to become a better
learner. By actively learning and improving yourself, you can become a more valuable asset in
your place of work.

You can also feel more fulfilled when you pursue your passions and learn something new at
home.

2. Discriminative listening

Discriminative listening is the first listening type that you’re born with.

Everyone innately has discriminative listening skills.

You use this type of listening before you even know how to understand words. Instead of
relying on words, discriminative listening uses tone of voice, verbal cues, and other changes in
sound.

Discriminative listening is how babies understand the intention of a phrase before they can
understand words. If someone speaks to them in a happy and amused tone of voice, they’ll
smile and laugh back.

They can also tell who is talking because they recognize different voices.

But discriminative listening isn’t just for babies.

If you’re listening to a conversation happening in a foreign language, you’ll likely

automatically use your discriminative listening skills.

These will allow you to analyze tone and inflection to get an idea of what is going on.

You can also use nonverbal cues to listen and analyze. For instance, someone’s facial
expressions, body language, and other mannerisms can tell you a lot about the meaning of
someone’s message.

You shouldn't discount discriminative listening, even if you understand someone’s language.

This listening style is key to understanding the subtle cues in a conversation. Using this
listening skill can help you read between the lines and hear what remains unspoken.

Here’s an example:
Let’s say you ask one of your colleagues if they agree with a course of action.

They say yes, but you can tell from their body language, such as shifting uncomfortably, that
something is wrong.

Using your discriminative listening skills, you can pick up on this and ask them if they’re
certain. You can also ask if something is going on that they’d like to discuss.

3. Biased listening

Biased listening is also known as selective listening.

Someone who uses biased listening will only listen for information that they specifically want
to hear.

This listening process can lead to a distortion of facts. That’s because the person listening isn’t
fully in tune with what the speaker wishes to communicate.

Here’s an example:

Let’s say your superior is briefing you on a new project. You’re waiting to hear about the details
of this assignment because you’ve been excited for a long time about it.

Because you’re so focused on the details of the assignment, you don’t fully hear everything
your superior says. As a result, you hear your superior explain how you’ll be judged on this
project, but you don’t fully process it.

Because you don’t have this information, you may not perform as well as you could if you had
understood all the details.

4. Sympathetic listening

Sympathetic listening is driven by emotion.

Instead of focusing on the message spoken through words, the listener focuses on the feelings
and emotions of the speaker.

This is done to process these feelings and emotions.

By using sympathetic listening, you can provide the support the speaker needs. You can
understand how they’re really feeling, not what they say they are feeling.

The speaker will feel heard and validated when you take the time to pay attention in this way.

Sympathetic listening is crucial if you want to build a deeper relationship with someone in your
life.

For example, let’s say you run into a work colleague at the grocery store. They seem upset, so
you decide to listen to what they have to say.
You also use sympathetic listening to feel how they are feeling. In doing this, you notice how
frustrated they are about the lack of recognition they are getting at work.

As a result, you can offer your support and sympathize with their situation.

5. Comprehensive listening

Unlike discriminative listening, comprehensive listening requires language skills.

This type of listening is usually developed in early childhood.

People use comprehensive listening to understand what someone is saying using words.

Several other types of listening build on comprehensive listening. For example, you need to
use comprehensive listening to use informational listening and learn something new.

At work and in your life, you’ll likely use a combination of comprehensive and discriminative
listening to understand the messages people are giving you.

For example, let’s say your colleague briefs you on a project. You’ll need to use comprehensive
listening to analyze the words and understand the message.

You’ll also use comprehensive listening when you receive feedback.

6. Empathetic or therapeutic listening

Empathetic listening is useful to help you see from other people’s perspectives.

Using this type of listening, you can try to understand someone else’s point of view as they’re
speaking. You can also try to imagine yourself in the other person’s shoes.

Instead of just focusing on their message, you can use empathetic listening to relate to someone
else’s experiences as if they were your own.

This is different from sympathetic listening.

With sympathetic listening, you try to understand someone’s feelings to provide support. But
you don’t necessarily try to imagine what it’d feel like to be in their position.

Here’s an example:

Let’s say your superior just announced that this week’s company outing is canceled due to
budget cuts.

By using empathetic listening, you can tell how much pressure your superior is feeling. You
can imagine yourself having to break the bad news.

You know there’s pressure from higher-ups to respect the budget. You also know that there’s
pressure from employees.
Instead of getting upset, you understand why your superior made this decision. That’s because
you can imagine what it’s like to be in their shoes at this moment.

7. Critical listening

If you need to analyze complex information, you’ll need to use critical listening.

Using critical thinking while listening goes deeper than comprehensive listening. Instead of
taking the information at face value, you can use critical listening to evaluate what’s being said.

Critical listening is crucial when problem-solving at work.

For example, you’d use this type of listening when trying to choose how to handle an unusual
and complex client request.

You need to use this skill to analyze solutions offered by other people and decide if you agree
or not.

To do this, you don’t just need to hear their words. You also need to look at the bigger picture
and compare everything you know.

Techniques for Effective Listening

Face the speaker and maintain eye contact.

Talking to someone while they scan the room, study a computer screen, or gaze out the window
is like trying to hit a moving target. How much of the person's divided attention you are actually
getting? Fifty percent? Five percent? If the person were your child you might demand, "Look
at me when I'm talking to you," but that's not the sort of thing we say to a lover, friend or
colleague.

In most Western cultures, eye contact is considered a basic ingredient of effective

communication. When we talk, we look each other in the eye. That doesn't mean that you can't
carry on a conversation from across the room, or from another room, but if the conversation
continues for any length of time, you (or the other person) will get up and move. The desire for
better communication pulls you together.

Do your conversational partners the courtesy of turning to face them. Put aside papers, books,
the phone and other distractions. Look at them, even if they don't look at you. Shyness,
uncertainty, shame, guilt, or other emotions, along with cultural taboos, can inhibit eye contact
in some people under some circumstances. Excuse the other guy, but stay focused yourself.

Be attentive, but relaxed.

Now that you've made eye contact, relax. You don't have to stare fixedly at the other person.
You can look away now and then and carry on like a normal person. The important thing is to
be attentive. The dictionary says that to "attend" another person means to:

• be present
 • give attention

• apply or direct yourself

• pay attention

• remain ready to serve

Mentally screen out distractions, like background activity and noise. In addition, try not to
focus on the speaker's accent or speech mannerisms to the point where they become distractions.
Finally, don't be distracted by your own thoughts, feelings, or biases.

Keep an open mind.

Listen without judging the other person or mentally criticizing the things she tells you. If what
she says alarms you, go ahead and feel alarmed, but don't say to yourself, "Well, that was a
stupid move." As soon as you indulge in judgmental bemusements, you've compromised your
effectiveness as a listener.

Listen without jumping to conclusions. Remember that the speaker is using language to
represent the thoughts and feelings inside her brain. You don't know what those thoughts and
feelings are and the only way you'll find out is by listening.

Don't be a sentence-grabber. Occasionally my partner can't slow his mental pace enough to
listen effectively, so he tries to speed up mine by interrupting and finishing my sentences. This
usually lands him way off base, because he is following his own train of thought and doesn't
learn where my thoughts are headed. After a couple of rounds of this, I usually ask, "Do you
want to have this conversation by yourself, or do you want to hear what I have to say?" I
wouldn't do that with everyone, but it works with him.

Listen to the words and try to picture what the speaker is saying.

Allow your mind to create a mental model of the information being communicated. Whether a
literal picture, or an arrangement of abstract concepts, your brain will do the necessary work if
you stay focused, with senses fully alert. When listening for long stretches, concentrate on, and
remember, key words and phrases.

When it's your turn to listen, don’t spend the time planning what to say next. You can't rehearse
and listen at the same time. Think only about what the other person is saying.

Finally, concentrate on what is being said, even if it bores you. If your thoughts start to wander,
immediately force yourself to refocus.

Don't interrupt and don't impose your "solutions."

Children used to be taught that it's rude to interrupt. I'm not sure that message is getting across
anymore. Certainly the opposite is being modeled on the majority of talk shows and reality
programs, where loud, aggressive, in-your-face behavior is condoned, if not encouraged.

Interrupting sends a variety of messages. It says:

 • "I'm more important than you are."

• "What I have to say is more interesting, accurate or relevant."

• "I don't really care what you think."

• "I don't have time for your opinion."

• "This isn't a conversation, it's a contest, and I'm going to win."

We all think and speak at different rates. If you are a quick thinker and an agile talker, the
burden is onyouto relax your pace for the slower, more thoughtful communicator—or for the
guy who has trouble expressing himself.

When listening to someone talk about a problem, refrain from suggesting solutions. Most of us
don't want your advice anyway. If we do, we'll ask for it. Most of us prefer to figure out our
own solutions. We need you to listen and help us do that. Somewhere way down the line, if
you are absolutely bursting with a brilliant solution, at least get the speaker's permission. Ask,
"Would you like to hear my ideas?"

Wait for the speaker to pause to ask clarifying questions.

When you don't understand something, of course you should ask the speaker to explain it to
you. But rather than interrupt, wait until the speaker pauses. Then say something like, "Back
up a second. I didn't understand what you just said about…"

Ask questions only to ensure understanding.

At lunch, a colleague is excitedly telling you about her trip to Vermont and all the wonderful
things she did and saw. In the course of this chronicle, she mentions that she spent some time
with a mutual friend. You jump in with, "Oh, I haven't heard from Alice in ages. How is she?"
and, just like that, discussion shifts to Alice and her divorce, and the poor kids, which leads to
a comparison of custody laws, and before you know it an hour is gone and Vermont is a distant
memory.

This particular conversational affront happens all the time. Our questions lead people in
directions that have nothing to do with where they thought they were going. Sometimes we
work our way back to the original topic, but very often we don't.

When you notice that your question has led the speaker astray, take responsibility for getting
the conversation back on track by saying something like, "It was great to hear about Alice, but
tell me more about your adventure in Vermont."

Try to feel what the speaker is feeling.

If you feel sad when the person with whom you are talking expresses sadness, joyful when she
expresses joy, fearful when she describes her fears—and convey those feelings through your
facial expressions and words—then your effectiveness as a listener is assured. Empathy is the
heart and soul of good listening.
To experience empathy, you have to put yourself in the other person's place and allow yourself
to feel what it is like to be her at that moment. This is not an easy thing to do. It takes energy
and concentration. But it is a generous and helpful thing to do, and it facilitates communication
like nothing else does.

Give the speaker regular feedback.

Show that you understand where the speaker is coming from by reflecting the speaker's feelings.
"You must be thrilled!" "What a terrible ordeal for you." "I can see that you are confused." If
the speaker's feelings are hidden or unclear, then occasionally paraphrase the content of the
message. Or just nod and show your understanding through appropriate facial expressions and
an occasional well-timed "hmmm" or "uh huh."

The idea is to give the speaker some proof that you are listening, and that you are following
her train of thought—not off indulging in your own fantasies while she talks to the ether.

In task situations, regardless of whether at work or home, always restate instructions and
messages to be sure you understand correctly.

Pay attention to what isn't said—to nonverbal cues.

If you exclude email, the majority of direct communication is probably nonverbal. We glean a
great deal of information about each other without saying a word. Even over the telephone, you
can learn almost as much about a person from the tone and cadence of her voice than from
anything she says. When I talk to my best friend, it doesn't matter what we chat about, if I hear
a lilt and laughter in her voice, I feel reassured that she's doing well.

Face to face with a person, you can detect enthusiasm, boredom, or irritation very quickly in
the expression around the eyes, the set of the mouth, the slope of the shoulders. These are clues
you can't ignore. When listening, remember that words convey only a fraction of the message.

Barriers to Listening

Information Overload

Seventy percent of our waking time is spent in some sort of communication situation. Of that
seventy percent, forty-five percent of that time is spent listening. With all we have to listen to,
there are going to be times where we experience information overload . Information overload
is when you have so much information coming at you; it’s easy to become overwhelmed. In a
public speaking class you can experience this when listening to your fellow classmates give
speeches– especially if you’re hearing 20 speeches one after the other. You become
overwhelmed and you’ll probably find yourself tuning out at some point. Or what if a speaker
condenses so many statistics into the presentation that you cannot keep track of all the numbers?
That’s information overload.

Personal Concerns
Let’s face it, you have a lot going on in your life. You attend school, you probably work, you
might be raising a family, and you have your own personal issues to work through every day.
Sometimes when we are absorbed in our own thoughts and concerns, we can’t focus on what
someone else is saying. Your role as an audience member is to listen to what the speaker is
saying. If you find yourself focusing on your own upcoming speech rather than listening to
your classmates, you’re allowing your personal concerns to distract you. Or perhaps you are
worried about something happening at work or home. When you allow those worries to take
your focus, you will often find that you become a less effective listener.

Outside Distraction

Classroom doors slamming, cell phones ringing, students having conversations outside in the
hall are all examples of outside distractions. It is your job to check out the speaking situations
before you present. That way you expect some of the above mentioned outside distractions. If
you have a good idea of what to expect, you can adjust your volume, pace, pitch, and tone of
your speech. If you are an audience member you can move to another seat, close the door, and
do whatever is necessary to minimize the distractions.

Prejudice

Sometimes you might have a hard time listening because you do not agree with the speaker.
We, as humans, have a tendency to be closed- minded at times. If you have an emotional
reaction to a speaker or you disagree with his/her ideas on a personal level, you might allow
personal prejudices to distract you. Keep an open mind. While you may not agree with the
speaker, his or her message may be valid. You’ll never know unless you hear them out.

Rate of Speech and Thought

Most people speak at a rate of 125 words per minute. As a listener you are able to filter 700
words a minute. If we can process so many more words than we actually hear, a mental lag can
occur. Eventually you’ll stop listening or you’ll find yourself drifting in and out. It might be to
your benefit to mentally summarize the speaker’s ideas from time to time to keep yourself
engaged.

Reading

Reading is defined as a cognitive process that involves decoding symbols to arrive at meaning.
Reading is an active process of constructing meanings of words. Reading with a purpose helps
the reader to direct information towards a goal and focuses their attention. Although the reasons
for reading may vary, the primary purpose of reading is to understand the text. Reading is a
thinking process. It allows the reader to use what he or she may already know, also called prior
knowledge. During this processing of information, the reader uses strategies to understand what
they are reading, uses themes to organize ideas, and uses textual clues to find the meanings of
new words. Each of the three components of reading is equally important. Let's take a look at
the components!

The Reading Process

Reading is a process that involves recognizing words, leading to the development of
comprehension. According to research, reading is a process that negotiates the meaning
between the text and its reader. The reading process involves three stages.
The first is the pre-reading stage, which allows the reader to activate background knowledge,
preview the text, and develop a purpose for reading. A strategy for students to utilize during
this stage is to look at the title of the selection and list all the information that comes to mind
about the title.
The second stage occurs during reading, when the reader makes predictions as they read and
then confirms or revises the predictions. For example, a double-entry journal enables the reader
to write the text from the reading on one side and their personal reaction on the other side.
The final stage occurs after reading and allows the reader to retell the story, discuss the
elements of a story, answer questions, and/or compare it to another text. For example, students
can create summaries, where they take a huge selection and reduce it to its main points for
more concise understanding.

Types of Reading
Extensive Reading
Extensive reading is one of the methods of reading that people use for relaxation and pleasure.
Adopt this method when the purpose is to enjoy the reading experience. It places no burden
upon the reader and due to its indulgent nature, it is seldom used if the text isn’t enjoyable.

This is one of the methods of reading that occurs naturally. It’s how you’ve read as a child and
while growing up.

This method of reading helps you understand words in context and enriches your vocabulary.

Intensive Reading

Among the different types of reading skills, intensive reading is used when you want to read
carefully by paying complete attention to understand every word of the text. It is where you
would examine and decipher each unfamiliar word or expression.

As the term states, intensive means in-depth. This reading method is especially used when
reading academic texts, where the goal is to prepare for an exam or to publish a report. This
method helps retain information for much longer periods.

Scanning
Imagine if you went to the Louvre museum only to see the Mona Lisa. You’d quickly walk
through all the corridors and rooms merely glancing at the walls until you found it. Scanning
is quite similar to that.

It is one of those kinds of reading where you read to search for a particular piece of information.
Your eyes quickly skim over the sentences until you find it.
You can use this method when you don’t need to go deep into the text and read every word
carefully. Scanning involves rapid reading and is often used by researchers and for writing
reviews.

Skimming
Through this method, you try to understand the text in short. Though one saves a lot of time
through this method, one will gain only a shallow understanding of the text.

Skimming is a great way to get a broad idea of the topic being discussed. This method is
generally used to judge whether the information is useful or not.

A good example of this is picking up a magazine and flipping through the pages. You take in
only the headings or the pictures to get a broad idea of what the magazine covers.

Critical Reading
Among the different types of reading strategies, critical reading has a special place. Here, the
facts and information are tested for accuracy. You take a look at the ideas mentioned and
analyze them until you reach a conclusion.

You would have to apply your critical faculties when using this method. Critical reading is
often used when reading the news on social media, watching controversial advertisements, or
reading periodicals.

Various types of reading lead to different outcomes. Choosing the right one can be instrumental
in furthering your goals. Further, diversifying your reading habits to include different types of
reading will enable you to become a better writer and speaker. Improving your communication
skills will enable you to convey your ideas with precision and clarity. It’s not always easy to
get your point across. But reading gives you the power to understand multiple perspectives.
Building a reading habit can be effective in the short and long run.

Reading Strategies

• Ask yourself pre-reading questions. For example: What is the topic, and what do you
already know about it? Why has the instructor assigned this reading at this point in the
semester?

• Identify and define any unfamiliar terms.

• Bracket the main idea or thesis of the reading, and put an asterisk next to it. Pay
particular attention to the introduction or opening paragraphs to locate this information.

• Put down your highlighter. Make marginal notes or comments instead. Every time
you feel the urge to highlight something, write instead. You can summarize the text,
ask questions, give assent, protest vehemently. You can also write down key words to
help you recall where important points are discussed. Above all, strive to enter into a
dialogue with the author.
• Write questions in the margins, and then answer the questions in a reading journal
or on a separate piece of paper. If you’re reading a textbook, try changing all the titles,
subtitles, sections and paragraph headings into questions. For example, the section
heading “The Gas Laws of Boyle, Charles, and Avogadro” might become “What are
the gas laws of Boyle, Charles, and Avogadro?”

• Make outlines, flow charts, or diagrams that help you to map and to understand
ideas visually. See the reverse side for examples.

• Read each paragraph carefully and then determine “what it says” and “what it
does.” Answer “what it says” in only one sentence. Represent the main idea of the
paragraph in your own words. To answer “what it does,” describe the paragraph’s
purpose within the text, such as “provides evidence for the author’s first main reason”
or “introduces an opposing view.”

• Write a summary of an essay or chapter in your own words. Do this in less than a
page. Capture the essential ideas and perhaps one or two key examples. This approach
offers a great way to be sure that you know what the reading really says or is about.

• Write your own exam question based on the reading.

• Teach what you have learned to someone else! Research clearly shows that teaching
is one of the most effective ways to learn. If you try to explain aloud what you have
been studying, (1) you’ll transfer the information from short-term to long-term memory,
and (2) you’ll quickly discover what you understand — and what you don’t.
 2. Presentation Skills

Steps involved in preparing for a presentation

1.Choose Your Topic

Choosing a topic is the most important step in the presentation planning process. If you do not
choose a subject you are interested in and will enjoy, you will likely not do a good job. Your
personal curiosity about a topic can give you energy to complete all the steps required to reach
the finished product, and the audience will be able to sense your enthusiasm when you give
your talk. The list of topics you can choose from is endless. Choose a topic that fits your
knowledge and skill level. If it’s your first time giving a presentation, it is probably best if you
pick a topic with which you are familiar. That way, you can spend more time working on “how”
you present instead of worrying about the content of “what” you present. You will feel more
comfortable in front of an audience and will have an easier time answering questions. If you
are an experienced presenter, challenge yourself. Explore a new area or try a different type of
presentation. Use this as an opportunity to grow and learn. The subject of your presentation
doesn’t have to be controversial or earth-shattering. If you decide on an old tried-and-true topic,
try presenting it in an original way. Or you can take an everyday topic and find new information
to share about it. The topic you select should be neither too broad nor too narrow. If your topic
is too broad, you won’t have enough time to cover the subject adequately and your talk will
end up being very superficial. On the other hand, if your topic is too narrow, you might not be
able to find enough information to fill the required length of time. Focus on one principle theme
or idea that has several supporting points or steps. As examples, “How to Cook” would be too
broad of a topic while “How to Toss a Salad” may be too narrow. In between might be “How
to Prepare and Toss a Salad.” If you are going to give a demonstration, ask yourself if there
will be enough action to hold the audience’s attention.

2.Determine Your Purpose

Now that you have decided what your presentation will be about, you need to decide what type
of presentation you will give. You will also need to decide whether to do it by yourself or with
a teammate. How do you decide which type of presentation to do? You need to choose the most
effective method for your topic. Look at the information you have and how you plan to
communicate it. Ask yourself what the purpose of your presentation is and what response you
want from the audience. Do you want to teach the audience how to do something? Will you
show actual steps in a process? Will you have a finished product to show? A demonstration
will probably be the best choice. Do you want to inform your audience about something? Will
you need visuals to explain your topic? Are there issues that will limit your ability to show all
steps in a process (such as space, time, power requirements, etc.)? In these cases, an illustrated
talk might work better. Do you want to persuade the audience that one way is better than
another? Do you want to get a reaction from the audience or urge them to take action on some
issue. Then a public speech is the way to go.

3.Gather Information

Now it is time to do some research and gather information about your topic. This takes some
time, so allow yourself at least a month for this step. You want to learn as much as possible
about your subject. The more you know, the more confident you will feel when you are
presenting and the easier it will be to answer questions. There is no substitute for being well-
informed. You can acquire information from several different sources. Sources can include:
Books and/or magazines, extension publications and project books, experts/authorities on
subject, newspapers, reputed websites. Keep a list of all the sources you use. People like to
know where your information came from, and you will need to cite your sources in your talk.
Information you gather needs to be current and accurate. Be sure you know the difference
between fact and opinion. A fact is something that has been proven to be true. An opinion is
something someone believes to be true but has not been proven. If you are using someone’s
opinion, try to find a second source to confirm it. You will need to record the information you
find. Making notecards is an efficient method for doing this. You can put different points or
steps on different cards. This makes it very easy to rearrange them into a logical order. You
can also take notes on a computer, collecting like information together. Some people cut apart
rough drafts, rearrange the parts, and tape them back together in a logical order. Others cut and
paste on the computer. Do what works best for you. The most important thing is to gather
complete information and to know where your information comes from.

4.Outline or Write

There are many ways of preparing what you will actually say in your presentation. Some
people only use outlines; some use an outline but write out their introduction and conclusion;
others prefer to write out their entire talk. You will need to experiment to determine what works
best for you. Whichever method you use, begin with forming an outline. List the important
points you want to make and arrange them in a logical order. Under each main heading, list the
details you need to cover. Include any materials or visual aids you will need. Outlines for the
different types of presentations may look like these: Demonstration I. Introduction a.
Opening/attention-getter b. Introduce yourself c. Preview of what you will demonstrate II.
Body a. Step 1 explain how to do each step and why you do it that way b. Step 2 c. Step 3 d.
Finished product III. Conclusion a. summary of steps b. catchy ending c. cite sources. Once
you have an outline, you can begin work on planning your entire talk. Although it may sound
odd, plan the body of your presentation first. Next write the conclusion and write the
introduction last. You will find it easier to write an introduction if you know exactly what will
be included, and you can tie everything together. When you are satisfied with what you have,
start simplifying it onto notecards. Use simple but colorful language. If you need to include
complex or technical terms, be sure to explain them. Don’t use slang. Include descriptive
phrases that can help the audience visualize what you are saying. For example, instead of saying
“100 yards,” say “as long as a football field.” Be sure when you are talking through your
presentation that you think about more than just the words you are saying. In a demonstration,
you need to plan how you will do the action required while you are talking. In an illustrated
talk, you need to plan how and when visual aids will be used. In a speech, you must think about
what gestures to use, how to vary your voice, and how you can use movement to emphasize
points. Practice your presentation using notecards, and keep working to cut down the number
of notecards needed. If it helps, highlight important words or phrases so your eyes can find
them quickly.

5.Select your Visual Aids

Visual aids come in many forms: actual objects, posters, videos, charts, slides, overhead
transparencies, etc. If you are giving a demonstration or an illustrated talk, you must have at
least one visual aid. Visual aids are used to enhance your presentation. They can add sparkle
and help keep the audience’s interest. They are often useful in explaining complex ideas. They
can help the audience learn faster, understand better, and remember longer. As the saying goes,
a picture can be worth a thousand words. Visual aids can make the difference between an
excellent and a mediocre presentation, but you must select your visual aids carefully and make
sure you choose the best type for the job you want it to do. A visual should add something to
the presentation and not just be there for “looks.” You also want to make sure your visual aid
is easy to use or show. You don’t want to be fumbling with complicated objects or have items
that are too small for the audience to see. Your visual aids should fit smoothly into your
presentation and help the audience follow along. Remember that visual aids should not
overpower your presentation but rather simply reinforce what you are saying. Too many visual
aids can be distracting. Beware of turning your presentation into an audio-visual show. While
good visual aids are crucial, the emphasis still needs to be on you as the presenter. (Be sure to
read the section on “Preparing and Using Visual Aids.”)

6.Choose a Title

After you have your presentation all planned out, it’s time to think of a catchy title. The title is
your first opportunity to capture the interest of the audience. It should make the audience want
to hear your presentation and wonder what it is about. You want your title to suggest the topic
without giving away the whole story. Spend some time thinking about your title. Be creative
and original. An effective title meets one or more of these criteria: • It is short and to the point.
• It is descriptive. • It is provocative. • It is image-making. • It is fun! Here are some examples
of turning bland titles into interesting titles. Trail Riding Safety--Happy Trails! Recipes for
Bananas--Let’s Go Bananas! If you are giving a demonstration or an illustrated talk, make a
title poster. A public speech may have a title but will not have a poster. You generally will not
have a title for an impromptu speech.

7.Practice

No matter how much time you spend on all the other steps in planning a presentation, nothing
takes the place of practicing. The more you practice, the more comfortable and confident you
will be when giving your talk. Practice does not mean memorizing. Instead, it means knowing
your material so well that you can present it in your own words in a natural manner. You can
begin practicing using notecards, but try to get to the point where you don’t need them. When
you practice, you need to talk out loud, not just in your head. Get in the habit of using complete
sentences. When giving your presentation, you don’t want to trail off in the middle of a thought.
Practice the entire presentation at once. This will allow you to see if everything flows smoothly
together, if you have enough information, and how long it takes. Try to anticipate questions
that might be asked and practice answering them. If you are giving a demonstration or
illustrated talk, be sure you practice with all your visual aids. You need to be able to
synchronize your actions with your words. Determine where you will place everything and
what you will do with each item when you are done with it. Practicing with the actual visuals
will ensure that you are able to use equipment or show items skilfully and that everything works
properly. If you can, practice in front of other people. Ask them for feedback, and use their
suggestions to improve. Try practicing in front of a mirror so you can see your facial
expressions and gestures. Or have someone videotape you so you can evaluate yourself. It’s
also a good idea to practice in a variety of places so you feel comfortable in different settings.
Do a final practice shortly before you are scheduled to give your presentation. This way,
everything will be fresh in your mind. Even if you are giving an impromptu speech, it is
important to practice.
Presentation aids

You’re preparing for a presentation, and you know you need to do more than stand in front of
your audience and talk — you need something for them to look at.

Visual aids not only make your presentation more engaging, but they also make the information
more memorable.

One study from the University of California found that a mere three hours after your
presentation, only 70% of people are able to recall the information that was presented verbally.
However, that number gets a boost when you incorporate visual aids. 85% of people are able
to recall information that was presented visually.
But, here’s the thing: You don’t want to paste a few stock images onto some PowerPoint slides
just for the sake of having visual aids. You want them to serve a purpose, to educate your
audience and complement your content.

1. Perform a demonstration

When thinking of presentation aids, slides are often the first thing to jump into people’s minds.
And, without a doubt, they definitely have their time and place. However, don’t hesitate to
think outside the box (or, in this case, the slide) and use real objects or even people to get a
point across.

For example, maybe rather than talking about how your product works, you can do a simple
demonstration. Or, perhaps you can ask for some volunteers from the audience to help you
teach a lesson about how to make proper business introductions.

There are plenty of options, so get creative and remember that your visual aids don’t need to
only live on slides — you can create some real action too.

2. Use charts and graphs

Imagine that I were standing in front of you, rattling off a bunch of statistics right in a row.
How likely are you to remember those digits one minute later? Not very likely.

This is why charts and graphs can be such a helpful addition to your presentation. They allow
you to display a lot of information in a far more comprehensible (not to mention memorable)
way. Using Poll Everywhere, you can even create these types of visual aids right on the spot
by polling your audience and then immediately pulling those results into an animated graph or
chart. That not only simplifies your information, but actually involves your audience in the
process as well.

3. Share a handout
Your presentation shares tons of valuable information that you know could be a huge help to
your attendees, yet you’re frustrated to see that none of them are writing anything down.

This is where sharing a handout can be helpful. You can create something that has all of those
important nuggets of information in one place so that they can take it with them and refer back
to it.

Or, you can take things a step further and encourage more diligent note-taking by creating some
sort of worksheet or template that they can fill in as you move through your presentation.

4. Create a diagram

Let’s say that your presentation needs to thoroughly explain a somewhat-complex process,
such as the details and different steps of your recruitment and hiring process. That can be a lot
for your audience to take in and attempt to visualize on their own.
Fortunately, you can make it far more digestible by distilling the process down into a simple
diagram that they can reference — something straightforward with bubbles and arrows.
Processes are sequential, so they lend themselves well to a visual representation that quite
literally maps out the flow of things. And, having that to display not only makes the process
easier to understand, but also far easier for you to explain.

5. Highlight an interesting quote, statistic, or point

Naturally, there are certain things that you want to emphasize throughout your presentation —
whether it’s an impactful statistic or a pull quote.

Don’t back yourself into a corner by becoming convinced that your presentation aids need to
be completely visual. Rest assured, some text is allowed.

Call attention to that shocking statistic by putting it on its own slide in large font. Or, if there’s
a certain quote, word, or theme you want your attendees to keep in mind as you move through
your presentation, write it on the whiteboard up front.

Tactics like these do exactly what your visual aids are supposed to do: Highlight the most
important pieces of your presentation.

6. Show a brief video

Remember those school days when the teacher would announce that you were going to watch
a movie and everyone was suddenly overcome with excitement?

Chances are, your presentation attendees feel some of that same giddiness when you show them
a video as part of your presentation.
Doing so changes up the flow of your presentation, and helps recapture audience attention. Plus,
a video gives you the flexibility to be more creative with how you present information — since
you aren’t only limited to what you can use and do directly in the front of that conference room.

Presentation aids like the ones above can help make your information that much more
memorable and your presentation far more engaging.

But, while these visuals are important, always remember that eye contact still matters. These
aids aren’t for you to stare at — they’re for your audience. So, despite what visuals you
implement in your presentation, always remember to make eye contact and interact with your
attendees. Trust me, that will be the most helpful tactic of all.

Question-answer session

Allowing the audience to ask questions after your presentation is an excellent way to reinforce
your message and continue to sell your ideas. In addition, because listeners can ask for
clarification, audience members are less likely to leave your presentation or speech with
misconceptions about the concepts you delivered. Because of these benefits, the question and
answer period is actually another presentation and vital to most speaking situations. It is like a
presentation after the presentation.

Tell your intentions

Create the right mental set among your listeners by telling them early in the presentation that
you will have a question and answer period at the end of your speech. If you have an introducer,
tell that person to mention your willingness to answer questions at the end of the presentation.
People are more likely to ask questions if you tell them at the beginning that they will have this
opportunity.

Expressing eagerness

Show that you want queries. Say, “Who has the first question?” Look expectant after you ask
the question. If no question is asked, set the tone by asking a question. Say, “A question I’m
often asked is….” Ask the question and then answer it. If there are then no questions, you can
finish with “Are there any other questions?” Some of the enthusiasm for your presentation is
lost if you have no questions from the audience. Usually, “priming the pump” will motivate
audience members to ask questions.

Repeat question

Look at the person asking the question, and repeat it, especially if there is a large audience or
if you need a moment to think. By repeating the question you also insure you understood what
the person asked. However, do not continue looking at the person once you start to answer the
question.
Remember that you are still in a public speaking situation and that the whole audience should
hear your answer—not just the person who asked the question. In addition, continue to stand
where you are equally distant from all members of your audience. Avoid the temptation to
move directly to the person who asked the question. Visually this will make the rest of the
audience feel left out.

As you end your answer, look back at the person and his/her facial expression will tell if you
answered the question satisfactorily.

Be concise

Keep your answer concise and to the point. Don’t give another speech. The audience will be
bored if you take too long to answer a question. In addition, possibly the only person interested
in the answer is the one who asked the question! If you can answer with a “yes” or “no,” then
do so. This keeps the tempo moving and will help keep the audience’s attention.

Loaded question

One of the toughest challenges is the loaded question. Don’t answer a loaded question; defuse
it before you answer. Before answering a question such as, “What are you doing with all the
money you are making from increased prices?” defuse it by saying, “I understand your
frustration with the recent rate increase. I believe what you are asking is, ‘Why such a sudden
increase in rates?’” Then answer that question.

You only get into arguments when you allow yourself to answer the loaded question. If the
person is not satisfied with the changing of the question’s wording, tell him or her that you will
be glad to talk about it following the question and answer period and move quickly to the next
question.

Comment instead of question

Sometimes you will have a listener raise his or her hand and instead of asking a question will
make an extended comment—or a speech. This person has no question.

A way to handle this is to watch the person’s speaking rate, and when he or she takes a moment
for a breath interrupt with “Thanks for your comment….Next question?” Look to the other side
of the room and the long-winded speaker is not sure whether you interrupted him or whether
you really thought he or she was finished. Do not allow the person to continue with the “speech”
because it will deprive other members of the audience of the opportunity to ask questions.

Don’t praise questions

Don’t evaluate questions. Avoid saying “That was a great question,” or “Good question.” If
the next person asks a question and you give no positive adjective, then the person may think
you did not approve of the question and that could stifle others from asking questions. If you
want to affirm a specific question, simply say, “Thanks for asking that question.” Make
everyone feel equally good about asking questions.
Give conclusion after the question and answer

Consider having your conclusion after the question and answer period. This technique allows
you to control the end of your time in front of the audience.

Instead of the last question, the audience receives your prepared and planned conclusion. Say,
“Before I make some concluding remarks, who has a question to ask?” Then when you take
the amount of time you want for the question and answer period, go back to your conclusion.

Thus you can end in a positive and upbeat way rather than trailing off with “So if there are no
further questions, I guess that’s it….”

Maintain control

Always maintain control of the speaking situation. When you open your presentation for
audience participation, there are risks of losing control.

Anticipate the unexpected. Plan ahead as much as possible. Look at your content and think
about likely questions the audience will ask. Prepare your own questions to ask. Don’t be afraid
to say, “I don’t know,” and move on to the next question (You might add that you will be glad
to get back to them with an answer at a later time).

Be up front with a questioner if you think the question is not relevant and in a kind way say so.
Your response might be, “Actually, that question doesn’t the fit the context of our discussion.”
Work hard not to lose your temper with someone who is trying to make you look bad by the
question asked.

In conclusion

Remember that many speaking situations really involve two presentations: the formal
presentation and the question and answer period. Insure success with both presentations by
using these techniques for the question and answer period.

Strategies for an effective presentation

• Connecting with the audience as a speaker
When giving a presentation or speech, you have to engage your audience effectively in order
to truly get your point across. Unlike a written editorial or newsletter, your speech is fleeting;
once you’ve said everything you set out to say, you don’t get a second chance to have your
voice heard in that specific arena.

You need to make sure your audience hangs on to every word you say, from your introduction
to your wrap-up. You can do so by:

• Connecting them with each other

Picture your typical rock concert. What’s the first thing the singer says to the crowd after
jumping out on stage? “Hello (insert city name here)!” Just acknowledging that he’s coherent
enough to know where he is enough for the audience to go wild and get into the show.
It makes each individual feel as if they’re a part of something bigger. The same goes for any
public speaking event. When an audience hears, “You’re all here because you care deeply about
wildlife preservation,” it gives them a sense that they’re not just there to listen, but they’re there
to connect with the like-minded people all around them.

• Connect with their emotions

Speakers always try to get their audience emotionally involved in whatever topic they’re
discussing. There are a variety of ways in which to do this, such as using statistics, stories,
pictures or videos that really show the importance of the topic at hand.

For example, showing pictures of the aftermath of an accident related to drunk driving will
certainly send a specific message to an audience of teenagers and young adults. While doing
so might be emotionally nerve-racking to the crowd, it may be necessary to get your point
across and engage them fully.

• Keep going back to the beginning

Revisit your theme throughout your presentation. Although you should give your audience the
credit they deserve and know that they can follow along, linking back to your initial thesis can
act as a subconscious reminder of why what you’re currently telling them is important.

On the other hand, if you simply mention your theme or the point of your speech at the
beginning and never mention it again, it gives your audience the impression that it’s not really
that important.

• Link to your audience’s motivation

After you’ve acknowledged your audience’s common interests in being present, discuss their
motivation for being there. Be specific. Using the previous example, if your audience clearly
cares about wildlife preservation, discuss what can be done to help save endangered species’
from extinction.

Don’t just give them cold, hard facts; use the facts to make a point that they can use to better
themselves or the world in some way.

• Entertain them

While not all speeches or presentations are meant to be entertaining in a comedic way,
audiences will become thoroughly engaged in anecdotes that relate to the overall theme of the
speech. We discussed appealing to emotions, and that’s exactly what a speaker sets out to do
when he tells a story from his past or that of a well-known historical figure.

Speakers usually tell more than one story in order to show that the first one they told isn’t
simply an anomaly, and that whatever outcome they’re attempting to prove will consistently
reoccur, given certain circumstances.

• Appeal to loyalty
Just like the musician mentioning the town he’s playing in will get the audience ready to rock,
speakers need to appeal to their audience’s loyalty to their country, company, product or cause.
Show them how important it is that they’re present and listening to your speech by making
your words hit home to each individual.

In doing so, the members of your audience will feel as if you’re speaking directly to them while
you’re addressing the entire crowd.

• Tell them the benefits of the presentation

Early on in your presentation, you should tell your audience exactly what they’ll learn, and
exactly how they’ll learn it. Don’t expect them to listen if they don’t have clear-cut information
to listen for. On the other hand, if they know what to listen for, they’ll be more apt to stay
engaged throughout your entire presentation so they don’t miss anything.

Barriers to Communication

The process of communication has multiple barriers. The intended communique will often be
disturbed and distorted leading to a condition of misunderstanding and failure of communication.
The Barriers to effective communication could be of many types like linguistic, psychological,
emotional, physical, and cultural etc. We will see all of these types in detail below.

• Linguistic Barriers

The language barrier is one of the main barriers that limit effective communication. Language is
the most commonly employed tool of communication. The fact that each major region has its own
language is one of the Barriers to effective communication. Sometimes even a thick dialect may
render the communication ineffective.

As per some estimates, the dialects of every two regions changes within a few kilometers. Even
in the same workplace, different employees will have different linguistic skills. As a result, the
communication channels that span across the organization would be affected by this.

Thus keeping this barrier in mind, different considerations have to be made for different
employees. Some of them are very proficient in a certain language and others will be ok with these
languages.

• Psychological Barriers

There are various mental and psychological issues that may be barriers to effective communication.
Some people have stage fear, speech disorders, phobia, depression etc. All of these conditions are
very difficult to manage sometimes and will most certainly limit the ease of communication.

• Emotional Barriers
The emotional IQ of a person determines the ease and comfort with which they can communicate.
A person who is emotionally mature will be able to communicate effectively. On the other hand,
people who let their emotions take over will face certain difficulties.

A perfect mixture of emotions and facts is necessary for effective communication. Emotions like
anger, frustration, humour, can blur the decision-making capacities of a person and thus limit the
effectiveness of their communication.

• Physical Barriers to Communication

They are the most obvious barriers to effective communication. These barriers are mostly easily
removable in principle at least. They include barriers like noise, closed doors, faulty equipment
used for communication, closed cabins, etc. Sometimes, in a large office, the physical separation
between various employees combined with faulty equipment may result in severe barriers to
effective communication.

• Cultural Barriers of Communication

As the world is getting more and more globalized, any large office may have people from several
parts of the world. Different cultures have a different meaning for several basic values of society.
Dressing, Religions or lack of them, food, drinks, pets, and the general behaviour will change
drastically from one culture to another.

Hence it is a must that we must take these different cultures into account while communication.
This is what we call being culturally appropriate. In many multinational companies, special
courses are offered at the orientation stages that let people know about other cultures and how to
be courteous and tolerant of others.

• Organisational Structure Barriers

As we saw there are many methods of communication at an organizational level. Each of these
methods has its own problems and constraints that may become barriers to effective
communication. Most of these barriers arise because of misinformation or lack of appropriate
transparency available to the employees.

• Attitude Barriers

Certain people like to be left alone. They are the introverts or just people who are not very social.
Others like to be social or sometimes extra clingy! Both these cases could become a barrier to
communication. Some people have attitude issues, like huge ego and inconsiderate behaviours.

These employees can cause severe strains in the communication channels that they are present in.
Certain personality traits like shyness, anger, social anxiety may be removable through courses
and proper training. However, problems like egocentric behaviour and selfishness may not be
correctable.
 • Perception Barriers

Different people perceive the same things differently. This is a fact which we must consider during
the communication process. Knowledge of the perception levels of the audience is crucial to
effective communication. All the messages or communique must be easy and clear. There
shouldn’t be any room for a diversified interpretational set.

• Physiological Barriers

Certain disorders or diseases or other limitations could also prevent effective communication
between the various channels of an organization. The shrillness of voice, dyslexia, etc are some
examples of physiological barriers to effective communication. However, these are not crucial
because they can easily be compensated and removed.

• Technological Barriers & Socio-religious Barriers

Other barriers include the technological barriers. The technology is developing fast and as a result,
it becomes difficult to keep up with the newest developments. Hence sometimes the technological
advance may become a barrier. In addition to this, the cost of technology is sometimes very high.

Most of the organizations will not be able to afford a decent tech for the purpose of communication.
Hence, this becomes a very crucial barrier. Other barriers are socio-religious barriers. In a
patriarchal society, a woman or a transgender may face many difficulties and barriers while
communicating.

Non-verbal Communication

Non-verbal communication includes facial expressions, the tone and pitch of the voice,
gestures displayed through body language (kinesics) and the physical distance between the
communicators (proxemics).

These non-verbal signals can give clues and additional information and meaning over and
above spoken (verbal) communication. Indeed, some estimates suggest that around 70 to 80%
of communication is non-verbal!

Non-verbal communication helps people to:

• Reinforce or modify what is said in words.

For example, people may nod their heads vigorously when saying “Yes” to emphasise
that they agree with the other person. A shrug of the shoulders and a sad expression
when saying “I’m fine, thanks” may actually imply that things are not really fine at all!
 • Convey information about their emotional state.

Your facial expression, your tone of voice, and your body language can often tell people
exactly how you feel, even if you have hardly said a word. Consider how often you
have said to someone,

“Are you OK? You look a bit down.”

We know how people feel from their non-verbal communication.

• Define or reinforce the relationship between people.

If you have ever watched a couple sitting talking, you may have noticed that they tend
to ‘mirror’ each other’s body language. They hold their hands in similar positions, they
smile at the same time, and they turn to face each other more fully. These movements
reinforce their relationship: they build on their rapport, and help them to feel more
connected.

• Provide feedback to the other person.

Smiles and nods tell someone that you are listening and that you agree with what they
are saying. Movement and hand gestures may indicate that you wish to speak. These
subtle signals give information gently but clearly.

• Regulate the flow of communication

There are a number of signals that we use to tell people that we have finished speaking,
or that we wish to speak. An emphatic nod, and firm closing of the lips indicates that
we have nothing more to say, for example. Making eye contact with the chair of a
meeting and nodding slightly will indicate that you wish to speak.

Types of nonverbal communication

You can use different types of nonverbal communication to communicate different messages.
The different types of nonverbal communication include:

• Body language: People understand your message in part by the way you position your
body. For example, if you are feeling nervous or angry, you might cross your arms.
• Gestures: These can be intentional or unintentional. For example, you might see
Americans using a 'thumbs up' sign to express their positive feelings about something.
• Facial expressions: This way of nonverbal communication is the most common. When
using facial expressions, people usually communicate through their eyes, eyebrows,
mouth and facial muscles. It is useful in communicating both information and emotion.
• Touch: Some people use touch to be expressive, for example, to give support or comfort.
Make sure to use it sparingly and only when you know how the receiving party will feel
about it.
• Tone: Tone emphasizes your message. It can express delight, sadness, politeness or
anger in a voice. People need to hear the appropriate tone to pay attention to your
message, especially when you are addressing a large number of people. A lively and
versatile tone sounds more expressive and will grab the interest of your audience to focus
on your message. You can only make your point clear when you have your audience's
attention.
• Appearance: Through appearance, you create a positive or negative first impression on
others. The way you present yourself shows your interest, aesthetic taste and self-
discipline habits. Therefore, you need to dress appropriately and look appealing when
going for an interview. A well-groomed appearance can increase your chances of
landing a job.
• Space: Maintaining space during conversations is polite, but the distance you stand at
can show your level of comfort with someone.
 3. Letter, Email and Profile

Letter Writing
A letter is a written message that can be handwritten or printed on paper. It is usually sent to the
recipient via mail or post in an envelope, although this is not a requirement as such. Any such
message that is transferred via post is a letter, a written conversation between two parties.

Now that E-mails (and texts) and other such forms have become the norm for communication, the
art of letter writing has taken a backseat. However, even today a lot of our communication,
especially the formal kind, is done via letters. Whether it is a cover letter for a job, or the bank
sending you a reminder or a college acceptance letter, letters are still an important mode of
communication.

Types of Letters
Let us first understand that there are broadly two types of letter, namely Formal Letters, and
Informal Letters. But then there are also a few types of letters based on their contents,
formalities, the purpose of letter writing etc. Let us have a look at the few types of letters.
• Formal Letter: These letters follow a certain pattern and formality. They are strictly
kept professional in nature, and directly address the issues concerned. Any type of
business letter or letter to authorities falls within this given category.
• Informal Letter: These are personal letters. They need not follow any set pattern or
adhere to any formalities. They contain personal information or are a written
conversation. Informal letters are generally written to friends, acquaintances, relatives
etc.
• Business Letter: This letter is written among business correspondents, generally
contains commercial information such as quotations, orders, complaints, claims, letters
for collections etc. Such letters are always strictly formal and follow a structure and
pattern of formalities.
• Official Letter: This type of letter is written to inform offices, branches, subordinates
of official information. It usually relays official information like rules, regulations,
procedures, events, or any other such information. Official letters are also formal in
nature and follow certain structure and decorum.
• Social Letter: A personal letter written on the occasion of a special event is known as
a social letter. Congratulatory letter, condolence letter, invitation letter etc are all social
letters.
• Circular Letter: A letter that announces information to a large number of people is a
circular letter. The same letter is circulated to a large group of people to correspond
some important information like a change of address, change in management, the
retirement of a partner etc.
• Employment Letters: Any letters with respect to the employment process, like joining
letter, promotion letter, application letter etc.

Letter Writing Tips

Now that we have learned the basics of communicating via letters and the types of letters as well,
let us focus on some tips for the actual letter writing.
1] Identify the type of letter

This obviously is the first step of the letter writing process. You must be able to identify the type
of letter you are to be writing. This will be dictated by the person the letter is addressed to and the
information that will be conveyed through the letter. Suppose you were writing to the principal of
your college to ask for leave, this would be a formal letter (Types of formal letters with samples).
But say you were writing to your old college professor catching up after a long time. Then this
would be a personal (informal) letter.

2] Make sure you open and close the letter correctly

Opening a letter in the correct manner is of utmost importance. Formal letters open with a
particular structure and greeting that is formal in nature. Informal letters can be addressed to the
person’s name or any informal greeting as the writer wishes. Even when closing the letter, it must
be kept in mind what type of letter is being written. Formal letters end respectfully and
impersonally, whereas informal letters may end with a more personal touch.

3] Establish the main intent of the letter

Once you start writing, make sure to get to the point as soon as possible. Especially in formal
letters, it is important to immediately make clear the purpose of the letter.

4] Be careful of the language

A letter is always supposed to be polite and considerate. Even if it is a complaint letter, the point
must be made in a careful and courteous manner. So it is necessary to use polite expressions and
civil language in all types of letters.

5] Length of the letter

And the other important factor to be considered is the length of the letter you are writing. It should
be kept in mind that formal letters are generally to the point, precise and short. Lengthy formal
letters tend to not have the desired effect on the reader. The length of an informal letter is
determined by the message in the letter and the relation to the recipient.

What type of letter should you write?

There are no hard-and-fast rules. What letter-writing format you choose depends on your
audience. For a friend or close relative, a casual message is usually the best way to go. There
are different types of letters that are appropriate for a friend or close relative. Some include:
• Handwritten letters
• Emailed letters
• Typed social media messages
However, for business contacts or people you don’t know well, a typed formal letter is almost
always the most appropriate choice. When used for professional purposes, writing a formal
letter is effective for:
• Cover letters
• Letters of intent
• Value proposition letters
 • Business memorandum letters
• Promotion letters
• Reference letters
• Resignation letters
• Thank-you letters
These are just a few types of letters that you might need to write in a casual or formal
environment. Before writing a letter, consider the formality level of your letter: casual or
formal. Each has a distinct format you’ll want to follow.

Formal letters
Knowing how to write a letter, especially formal letters, is essential in business and throughout
your career. Here’s what formal letter-writing involves.

Step 1: Starting a formal letter

Begin with the sender’s name and address. Some companies use special paper, called
letterhead, that includes contact information and the company’s brand logo.

Brenda Houser
321 Hyacinth Lane
Culver City, CA 90230

The next line of formal letter-writing is the date. You can format the date in a couple of ways,
after your address.

December 1, 2017
12 January 2018

Additionally, formal letters need the name and address of the recipient two spaces after the
date. Incorporating all this information ensures that your letter can be used as a reference to
contact you after the recipient discards the envelope.

Business Corporation
555 Industry Street
San Francisco, CA 94104

Step 2: Writing a letter, formally

When writing a letter, you’re ready to greet the person (or business) to whom you’re writing.
Skip a space from any addresses you’ve included.
Formal letters begin with “Dear” followed by the name of the receiver. If you don’t have a
contact at a certain company, search online for a name, a job title, or department.
“Dear Manager,”
“Dear Human Resources Department,”
As a last resort, use the generic salutation “To Whom It May Concern.” A comma follows all
greetings.

Step 3: Writing the body of a formal letter

Although the body of every letter looks different and the information in it varies, there are a
few key rules to follow.
• Keep it focused. Business letters should have a clear objective.
• Proofread. Errors can cause misunderstandings.
 • Avoid contractions. Write out each word fully.
• Be tactful. Avoid writing anything you’ll regret being recorded for posterity.
Each thought should be contained in its own paragraph. Keeping paragraphs short also helps
keep your message clear; aim for no more than four sentences in a paragraph and keep each
sentence concise.

Step 4: Ending a formal letter

Leave a blank space between your closing paragraph and the complimentary closing. A
complimentary close is a polite way to send your regards to your receiver. One of the most
common closers is “Sincerely,” and it’s generally a safe bet.

Remember, only the first letter of the phrase is capitalized. Leave another couple of spaces for
the last step—your signature! Type your full name underneath it, for formal letters.
Sincerely,
Signature
Theresa Grant

With sincere gratitude,

Signature
Dr. Malcolm J. Carl, Jr.

Informal letters
Casual letters have less structure overall, but it has the same basic elements of formal letter-
writing. Here’s what you need to know when writing a letter for someone who’s close to you.

Step 1: Starting an informal letter

Unlike formal letters, writing a letter to a friend or close relative doesn’t require the same
formalities. No letterhead is needed, although some writers choose to use special stationery.
When writing an informal letter, the first line is the date. It can be left- or right-justified on the
page, but is generally at the top of a casual letter. The date is the only precursor needed before
writing a casual letter.

Step 2: Writing a letter, informally

Casual letters are easy; you can start with “Hello” or another customary greeting.
Dear Ms. Abercrombie,
Hey, Jeff!
For informal letters, using other punctuation after your greeting to emote enthusiasm (e.g. an
exclamation point) might be appropriate, based on your relationship with the recipient.

Step 3: Writing the body of an informal letter

The main content of your informal letter—the body—is up to you. The content of a casual letter
will vary, so focus on some general suggestions.
• Don’t ramble. Even personal letters should have a clear focus.
• Offer pleasantries. This might be written as “I hope you’re doing well!” or “Congrats
on your new pet!”
• Share anecdotes or news. Generally, a casual letter is meant to share information or
details that are mutually interesting to both parties.
• Be mindful of your audience. Keep the tone and content of your letter appropriate and
relevant to the recipient. Writing a letter to your grandmother, for example, might sound
different and contain different details than writing a letter to your college friend.
Step 4: Ending an informal letter
If you have a warmer relationship with the recipient, you can sign off with “Warm regards” or
“Cordially.” There are dozens of closing options when writing a letter, so choose one that works
best for you and your recipient. Like formal letters, the same rules apply regarding
capitalization and commas for all complimentary closings.

What’s P.S.?
P.S. stands for postscript. It’s something you add at the last minute after the letter is complete.
Typically, you don’t add postscripts to formal letters; if you need to add something, you’ll have
to revise the whole document to include the new information.
P.S. Rob got the position at Great Company! Thanks for all the support during his
unemployment.

Email
Features of an email

1. Concise. Since emails can transmit virtually unlimited amounts of information, it's easy to
go off tangent or try to include every bit of information you can in one single email. This is
usually not the best approach. Instead, it's better to focus on making your emails as concise as
possible; in other words, it's better to put as much information into as few words as possible.
You can do this by cutting out the fluff. Unlike phone calls, you don't have to spend time
making small talk or introducing the problem. Instead, you can immediately begin by
presenting the most relevant information. After you draft your email, go through and eliminate
any sentences (or individual words) that are unnecessary.

2. Intention-focused. Speaking of goals, your email should have one. If your email doesn't
have a central intention, such as "to summarize the meeting and recap next steps," you shouldn't
be sending one. Everything in your email needs to feed that central intention, and that central
intention should be clear to everyone reading it. In order to make your central intention evident,
you need an effective, direct subject line. Writing one can be difficult, especially for long
emails that need to cover a lot of ground, but without an immediate and clear subject line, your
email could be overlooked or hard to find after a certain amount of time passes. Include
information such as the client, the topic, or the due date (for a specific action item). Never use
a subject line to write body copy.

3. Summarizing. Your email should have some sort of summary to start things off, unless it's
a response to an email thread already in progress. In this summary, you should capture all the
items covered to date (whether those items were all covered in a recent meeting, or over the
course of the last several weeks). This will get everybody reading the email up to speed on
background information before you delve into the matter at hand.
Remember, there's a difference between summarizing and reiterating. You aren't necessarily
aiming to repeat all the information that has been covered to date. Instead, you are trying to
convey the most important elements of that information in as little space as possible.
4. Well-organized. Your email needs to be organized logically. There is no single format that
applies to every email, but every email needs to be well thought-out. Start your email by
addressing your audience and move into a subject. Your subject can be split in any number of
ways. For example, you could separate your sections chronologically by starting with a recap
of previous meetings, moving into a general summary, and ending with a list of action items.
Or, you could opt to segment your email in terms of individual participants, calling out each
individual's responsibilities in one group email.
No matter how you choose to organize your email, your organization should be instantly
recognizable to anyone reading your email for the first time. Keep all relevant subject matter
confined to its section in your email, with no spill over.

5. Visually scannable. This is especially important, with attention spans at all-time lows and
inbox counts reaching all-time highs. Even if your intended audience needs to read your email
in full the first time around, your email should be visually "scannable" for repeat reads. Don't
make your paragraphs too long (creating the dreaded wall-of-text), and try to make certain
sections of content pop out with different formatting. For example, bullet points are an
extremely effective way to organize and present a dedicated list because they can be read
quickly and easily. They stand out from the rest of the email and can be tackled one at a time.
You can also use formatting tricks like bolding to call out specific names or important dates,
and if you want to get fancy, you can color-code your email to correspond with different
relevant parties. The goal is to design your email to be referenced easily at a glance.

6. Polite and tone-appropriate. First, make sure you're writing in a tone that's appropriate for
your audience. If you are emailing a new client with conservative values, it's best to address
them formally as Mr./Mrs./Ms. rather than with a "Hey Bob!" On the other hand, if you're
emailing a co-worker about a project you're collaborating on, don't come off too stiff by using
short, unfriendly sentences. Second, be cordial, but straightforward. Emails aren't the best place
to make sarcastic or tongue-in-cheek jokes, even if the tone would allow it. Assume your reader
is going to take everything literally.

7. Clear on action. The best emails have a clear action plan. If there isn't any action required
by any of your readers, you probably didn't need to send an email in the first place. Especially
in longer emails, it's easy for action items to get lost. Some email writers might casually
mention them, buried in a sentence in the middle of the body, while others wouldn't call them
out at all, assuming the action items are implied. Instead, make all action items clear. Make a
list of each action item, as well as the party responsible for carrying that action item out and an
expected date of completion (where relevant). Your readers will instantly know what is
expected of them, and better yet, you'll have a historical point you can reference in the future
to hold those parties accountable.

How to write a formal email

Follow these five simple steps to make sure your English emails are perfectly professional.
 1. Begin with a greeting
2. Thank the recipient
3. State your purpose
4. Add your closing remarks
5. End with a closing

1. Begin with a greeting

Always open your email with a greeting, such as “Dear Lillian”. If your relationship
with the reader is formal, use their family name (eg. “Dear Mrs. Price”). If the
relationship is more casual, you can simply say, “Hi Kelly”. If you don’t know the
name of the person you are writing to, use: “To whom it may concern” or “Dear
Sir/Madam”.

2. Thank the recipient

If you are replying to a client’s inquiry, you should begin with a line of thanks. For
example, if someone has a question about your company, you can say, “Thank you for
contacting ABC Company”. If someone has replied to one of your emails, be sure to
say, “Thank you for your prompt reply” or “Thanks for getting back to
me”. Thanking the reader puts him or her at ease, and it will make you appear more
polite.

3. State your purpose

If you are starting the email communication, it may be impossible to include a line of
thanks. Instead, begin by stating your purpose. For example, “I am writing to enquire
about …” or “I am writing in reference to …”.

Make your purpose clear early on in the email, and then move into the main text of your
email. Remember, people want to read emails quickly, so keep your sentences short
and clear. You’ll also need to pay careful attention to grammar, spelling and
punctuation so that you present a professional image of yourself and your company.

4. Add your closing remarks

Before you end your email, it’s polite to thank your reader one more time and add some
polite closing remarks. You might start with “Thank you for your patience and
cooperation” or “Thank you for your consideration” and then follow up with, “If
you have any questions or concerns, don’t hesitate to let me know” and “I look
forward to hearing from you”.

5. End with a closing

The last step is to include an appropriate closing with your name. “Best
regards”, “Sincerely”, and “Thank you” are all professional. Avoid closings such
 as “Best wishes” or “Cheers” unless you are good friends with the reader. Finally,
before you hit the send button, review and spell check your email one more time to
make sure it’s truly perfect!

Writing a Personal Profile

When writing your CV, there is often some confusion surrounding the CV personal profile,
also called an executive summary or personal statement, and whether or not to include one.
While they are not a mandatory must-have on a CV, they provide a quick overview of your
abilities and suitability for a position, ideal for the busy recruiter or employer sorting through
hundreds of applications.

However, writing the short personal profile at the top of a CV can prove to be quite difficult.
The CV personal statement, or profile, is the first thing that will be read by potential employers
and recruiters alike, so it’s important to take the time to create a concise yet well-written
introduction to your qualifications, skills and experience.

The statement must be a brief snapshot of you as a professional. While it should only be a few
lines long to summarise your CV and what you can offer the employer, it must also be unique
to your skill set and tailored specifically to the role you are applying for.

Top tips for writing a CV personal profile

1.Tailor it to the specific role

It’s unlikely that every role you apply for will be looking to hire a professional with exactly
the same skills and experience. As a snapshot of your professional experience and suitability
for the position, only the most relevant aspects of your CV should be highlighted in your
personal statement.

2. Keep it brief

While there is no definitive number of words that this should be, your CV should be no longer
than two pages, which means just a few sentences or a short paragraph to introduce yourself is
plenty. It should be hard-hitting and get straight to the point, referring to your academic
achievements and the industries you have worked within.

3. Focus on professional experience

You do not need to describe yourself as a person or what your long-term career aspirations are.
Highlight your professional achievements and goals. Avoid using unnecessary adjectives such
as ambitious, forward-thinker etc. as this will only distract from the core capabilities you should
be aiming to showcase.

There are five key points you should aim to address in your personal statement: your academic
profile and qualifications, the relevant industries you’ve worked in, the products and processes
you’ve worked with that may cross over and the key job titles you have held. Information
outside of these areas should be left out.

4. Use facts and figures

To ensure your profile isn’t just a paragraph of empty claims, be sure to back up your statement
with facts and figures. Include your university grades, the amount of years’ experience within
your area of expertise and any impressive results related to past projects.

5. Proofread

Just like you should ensure your CV and cover letter are error-free and easy to read, your
personal statement should also be properly edited, clear and have no spelling or grammar
mistakes.

Overall your personal statement should be a unique reflection of your career to date. It should
aim to tell the recruiter who you are, what you have to offer and what you are looking for.
Depending on the stage you’re at within your career, the objective of your statement may differ.
If you have recently graduated, you might be looking for an entry-level position or an internship.
If you have taken time off for a career break, then you might be looking to get back into the
industry or trying something new. If it isn’t clear what you want or what you can bring to the
table, you might very well be overlooked.

Examples

“Having recently graduated from the University of London with a 2:1 degree in marketing, I
have completed several internships within the retail and fashion industries. I developed a keen
eye for detail whilst assisting in the production of global marketing campaigns. I excel in
digital design and have received three student awards for my work since beginning freelance
projects in 2014.”

“As a senior operations professional with over 10 years’ experience, I have worked within the
manufacturing, automotive, aerospace, marine and commercial markets within leading-edge
organisations. I am highly qualified and skilled in change management, lean manufacturing,
continuous improvement, operational improvement and QCD quality cost delivery.”

Linked in Profile

Creating a good LinkedIn profile

1. Choose the right profile picture. A good profile picture helps you to stand out from
the crowd. Make sure your picture is recent and just of you. Wear what you would wear
to work or college and smile.
2. Add a background cover photo. A professional background photo will help your page
stand out.
3. Make sure your headline stands out. Use your headline to promote an area of
expertise, what you are currently doing and your future aspirations.
4. Write a summary. This section should express your mission, motivation and skills to
anyone viewing your profile. Keep it short.
5. Keep your profile current. Make sure you add all of your relevant work, volunteering
and educational experiences – no matter how small.
6. Don’t lie. Be proud of your accomplishments and avoid lying. If you are starting your
career, use your LinkedIn profile to showcase what you want to achieve and why.
7. Add relevant qualifications. Include details of the school, college and/or university
you have attended, along with any relevant qualifications.
8. Add relevant skills. A list of creative skills will showcase all of your different abilities
and help you stand out from the crowd whilst expressing your personality.
9. Create your own personal URL. Once you are happy with your profile, you can begin
sharing it. You can create a personal URL with your own name.
10. Request recommendations. Recommendations are personal texts written by someone
explaining what it was like working with you. Reach out to old colleagues or teachers
and ask for recommendations.