Soft Skills

Unit – 4 (Presentation & Interaction Skills)

INTRODUCTION TO ORAL COMMUNICATION
Oral communication is the process of exchanging information or ideas using
spoken words. It is one of the most important forms of communication used in
both personal and professional settings. Oral communication includes both formal
and informal communication, such as conversations, presentations, speeches,
interviews, and meetings.
Effective oral communication involves not only speaking but also listening, as it
is a two-way process. It is important to communicate clearly, concisely, and
confidently to ensure that the intended message is conveyed accurately.
Nonverbal communication, such as body language, tone of voice, and facial
expressions, also plays a crucial role in oral communication.
Oral communication skills are important in various areas of life, including
education, business, social interactions, and personal relationships. Good oral
communication skills can help individuals to express themselves clearly, build
strong relationships, and succeed in their personal and professional lives.

Some key elements of effective oral communication include:

• Clarity: Ensuring that the message is clear and easy to understand.
• Confidence: Communicating with confidence and conviction.
• Conciseness: Being concise and to the point.
• Listening: Paying attention to the other person and actively listening.
• Nonverbal communication: Using appropriate nonverbal cues to support
the message.
• Preparation: Being prepared and organized for the communication.
• Respect: Showing respect for the other person's opinions and ideas.

Oral communication is a vital form of communication that plays an essential role

in personal and professional settings. Effective oral communication involves clear
and confident communication, active listening, and appropriate use of nonverbal
communication, among other key elements.

DIFFERENCE BETWEEN ORAL AND WRITEN COMMUNICATION

Oral communication and written communication are two distinct forms of
communication that differ in several ways:
1. Mode of delivery: Oral communication involves spoken words, while
written communication involves written words.
2. Time and space: Oral communication is typically delivered in real-time
and requires the presence of both the sender and receiver. In contrast,
written communication can be delivered at any time and can be read and
reviewed at the receiver's convenience.
 3. Channel of delivery: Oral communication is usually delivered through
face-to-face conversation, telephone calls, video conferences, or other
forms of audio communication. Written communication is delivered
through letters, emails, memos, reports, and other forms of written
documents.
4. Level of formality: Written communication is generally more formal than
oral communication. Written messages are usually carefully composed and
reviewed before delivery, while oral messages tend to be more
spontaneous.
5. Feedback: Oral communication allows for immediate feedback and
clarification, while written communication may require some time for the
sender to receive feedback from the receiver.

Both forms of communication are important and have their advantages and
disadvantages, oral communication is typically more informal, immediate, and
interpersonal, while written communication is typically more formal, permanent,
and can reach a wider audience.

Nuances or Modes or Methods of Delivery / Presentation:

Good planning is the backbone of good presentation. Equally important or
perhaps more important is the manner of delivery. Antonio, after the assassination
of Julius Caesar, delivered a funeral speech and won the mob by his oratory.
The mob that was earlier supporting Brutus and others suddenly turned against
them. It is, of course, the power of speech that may turn a dull topic into
interesting one whereas poor delivery or bad presentation may spoil the entire
presentation howsoever significant it is.
So, once the speaker has planned and developed the content of his presentation,
he should begin practicing his delivery, since it is not as important as, what to
say, as it’s 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) Memorization: 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 text, his speech will sound stilled / unnatural
/ too formal. Besides he will become a butt of ridicule. He, therefore, should avoid
memorizing long speeches. Memorizing a quotation, an opening paragraph, or a
few concluding remarks will strengthen his delivery and impress the audience. I
presenter will memorize all the content word by word and deliver it in front of
the audience.
2) Manuscript: It means read out the written material aloud. This method is often
used whenever a complex or technical presentation is made such as the
description of some machine or the policy matters of an organization. Reading
intelligibly is an art, which can also be learnt after much practice.
Once the manuscript of a presentation is prepared, the reader should do a lot of
practice and rehearse again and again. In verbatim (word by word) reporting, the
reader and listener contact is often interrupted. Moreover, such word for word
reporting becomes dull and monotonous. For effective manuscript presentation,
the reader should follow the below mentioned suggestions:

A. Be familiar with the text by reading it again and again.

B. Learn right pronunciation of the technical terms used.
C. Maintain proper flow of the language for which proper pause and voice
modulation can be used.
3) Impromptu: The words impromptu means done without preparation or
planning. The term impromptu speech, thus, means a speech delivered without
any preparation done beforehand i.e. unrehearsed delivery in speech. In this type
of presentation, the presenter has no actual content and starts speaking in front
of the audience at random. It is also known as surprise presentation. The
presenter does not have any script or content but recollects all his thoughts and
present his thoughts in front of audience.

4) Extemporaneous: In this type of presentation, the presenter will read the

prepared content and will memorize the main points of the content. Once he is
in front of the audience he will present it with help of his skills, experience and
knowledge. Presence of mind plays a vital role in this type of presentation as
the speaker is using his experience and knowledge to explain a particular topic
or subject to the audience.

Public Speaking: confidence, Clarity and Fluency

Public Speaking - Public speaking is also known as oratory or oration which

means an act of speaking. Traditionally it was done face-to-face with a live
audience but nowadays it includes any form of speaking to an audience. The
method of speech may be formal or informal. Even a pre-recorded speech
delivered over a great distance by means of technology is also included in public
speaking.

It is used for many different purposes like motivation, teaching, persuasion,

entertainment, etc. Public speaking is a skill or art which requires utmost care
while speaking live as we cannot ‘undo’ things if ones delivered to the audience.
A speaker must be knowledgeable and confident to face the audience and handle
the queries.
Public speaking demands clarity in thoughts, vision, and purpose of the
presentation. The speaker must have an excellent knowledge of the language in
which he is going to deliver the speech. language knowledge is required to win
the confidence of the audience and build rapport with them. Hence we can say
confidence, clarity, and fluency are the three pillars of public speaking.
 Confidence- Confidence and attitude play an essential role in public speaking.
Nervousness indicates either the speaker is lying or not sure about the content.
Some people are good communicators but they cannot address an audience, they
lose confidence. The speaker will be low in confidence-
• If he would prepare well
• If he would rehearse many times
• If he fears stage
• If he lacks knowledge of the topic, etc

A public speaker can easily enhance his confidence if he follows the following
tips-
• Be prepared
• Be yourself
• Don’t try to be perfect
• Avoid haste
Confidence helps a speaker in many ways-
• To create an everlasting impression.
• To be taken seriously by the audience.
• To kill nervousness and stage fear
• To build a good rapport with the audience
• To win the presentation
• To be a very good speaker

Remember, convincing people is definitely not an easy task. But the situation
becomes easier when you are confident enough to not only convince others but
also make them listen to you with rapt attention and also act accordingly.

2. Clarity -Clarity means the audience understands not only words but also the
intention of the speaker. Clarity in communication is the quality of being
unambiguous and easily understood. If a speaker is not clear, specific, precise,
detailed, and sensory with the language then there is a greater chance of
disengaging the audience.

Clarity can be achieved -

• Do deep research for content preparation
• Break monotony
• Be simple in language and avoid jargon to be more engaging
• Make a point clear with ‘special’ repetition
• Classify the content into small concepts and guide the audience
• Make connections with what your audience knows
• Use the art of storytelling to connect with your audience
• Use audio-visual aids so that people understand and remember
• Influence people by focusing on benefits and consequences.
•
3. Fluency - Fluency in any language means speaking easily, reasonably, quickly,
and without taking pauses between words or sentences. Speaking fluency is
also an important component of communication competence, because
• To produce continuous speech
• To deliver comprehensive content for listener
• To maintain the communicative ideas more effectively
• To maintain continuity, and smoothness effortlessly in speech production.

INDIVIDUAL SPEAKING
Individual speaking is the act of delivering a speech or presentation by a single
person. It involves several key elements that are essential to its success:

• Purpose: The purpose of the speech is the main idea or goal that the
speaker wants to convey to the audience. It should be clear and concise and
guide the development of the speech.
• Audience: The audience is the group of people who will be listening to the
speech. The speaker should consider their needs, interests, and knowledge
levels to tailor the speech appropriately.
• Content: The content of the speech includes the main ideas, supporting
evidence, and examples that are used to convey the purpose of the speech.
It should be well-organized and easy to understand.
• Delivery: The delivery of the speech refers to the way in which the speaker
presents the content to the audience. This includes elements such as voice
projection, tone, pace, and body language.
• Visual aids: Visual aids are any visual elements that are used to enhance
the audience's understanding of the content. This can include things like
slides, diagrams, and props.
• Timing: The timing of the speech refers to the amount of time allotted for
the presentation. The speaker should be aware of the time constraints and
plan the speech accordingly.
• Feedback: Feedback is essential to individual speaking, as it helps the
speaker to improve their skills and adapt to the needs of the audience. It
can be obtained through self-reflection, peer review, or audience feedback.

By paying attention to these elements, an individual speaker can create a clear,

effective, and engaging speech that effectively communicates their purpose to the
audience.

PUBLIC SPEAKING VS. INDIVIDUAL SPEAKING

Public speaking and individual speaking are two forms of communication, and
although they share some similarities, they are quite different in terms of purpose,
audience, and delivery.
Public speaking involves addressing a large group of people, usually in a formal
setting, with the intention of informing, persuading, or entertaining them. The
audience is typically unknown to the speaker and may consist of people with
varying levels of knowledge and interest in the topic. Public speaking can take
many forms, including lectures, presentations, and speeches.
Individual speaking, on the other hand, is a more informal form of communication
that typically involves one-on-one or small group interactions. The audience is
known to the speaker, and the purpose of the communication is often to exchange
information or ideas, negotiate, or build relationships.

Key differences between public speaking and individual speaking are:

Audience Size: Public speaking involves addressing a large group of people,
while individual speaking involves communicating with a smaller group or an
individual.
Formality: Public speaking is usually more formal and structured than individual
speaking, which tends to be more casual and spontaneous.
Preparation: Public speaking typically requires more preparation and planning
than individual speaking. Speakers must carefully plan their message, develop
supporting materials, and practice their delivery to ensure that they can effectively
communicate their message to a large group.
Delivery: Public speaking requires a more formal and polished delivery style than
individual speaking. Public speakers must project their voice, use appropriate
gestures, and make eye contact with the audience, while individual speakers can
be more relaxed and informal.
Feedback: Public speakers typically receive feedback from the audience in the
form of applause, questions, or comments, while individual speakers receive
immediate feedback from their listeners.

Public speaking and individual speaking are two distinct forms of communication
that require different approaches and skills. While public speaking requires more
planning, preparation, and formal delivery, individual speaking tends to be more
informal and spontaneous, with a smaller audience and a more personal focus.

Kinesics - Kinesics is the study of body language and its communication value.
It involves the interpretation of facial expressions, gestures, and body movements
in conveying meaning and emotions. Here are some of the elements of kinesics
and their examples:

• Facial expressions: Facial expressions play an essential role in

communication. They can convey a wide range of emotions such as
happiness, sadness, anger, and surprise. For example, a smile indicates
happiness or friendliness, while a frown indicates sadness or disapproval.
A raised eyebrow may indicate surprise or disbelief, and a clenched jaw
may suggest anger or frustration.
 • Gestures: Gestures are movements of the hands or body used to convey
meaning. They can be used to emphasize a point or clarify a message. For
example, pointing to a specific object indicates a particular direction or
reference, while waving is used as a greeting or goodbye. Clapping hands
may express approval or excitement, while crossing arms indicates
defensiveness or disagreement.
• Posture: Posture is the position of the body while standing, sitting, or
moving. Good posture can convey confidence and authority, while poor
posture can suggest insecurity or lack of confidence. For example, standing
up straight with shoulders back and chin up can indicate confidence and
authority, while slouching with head down can indicate shyness or lack of
confidence.
• Eye contact: Eye contact is a powerful nonverbal communication tool. It
conveys interest, attention, and sincerity. Maintaining eye contact during a
conversation indicates that the listener is engaged and interested in what
the speaker is saying. It builds trust and rapport. However, avoiding eye
contact can indicate shyness or lack of confidence.
• Personal Appearance: It is an essential part in body language; our
appearance is the first thing which a person sees. It starts from head to toe.
The overall personality of a person as how he/she appears gives an impact
on the audience or the person next to him.

Kinesics is a powerful communication tool that helps individuals to express their

emotions and convey messages more effectively. By understanding and using the
different elements of kinesics, individuals can communicate more effectively,
build rapport, and establish trust with others.

Paralinguistic features of voice-dynamics

• Paralinguistic features of voice-dynamics refer to the non-verbal elements
of spoken language, including tone, pitch, volume, speed, and pauses, that
convey meaning beyond the literal words being spoken. Paralinguistic
features includes:
• Tone: Tone refers to the emotional quality of a person's voice, such as
anger, sadness, or happiness. It can convey a speaker's attitude or intention,
and it can impact how a message is received. Tone is conveyed through
variations in pitch, volume, and inflection. For example, a monotone voice
conveys boredom or disinterest, while a sarcastic tone can indicate that the
speaker is being insincere or mocking.

• Pitch: Pitch refers to the highness or lowness of a person's voice. It can

convey emotions and emphasize important points. A high pitch can
indicate excitement or enthusiasm, while a low pitch can indicate
seriousness or sadness. Pitch is influenced by the length and thickness of
the vocal cords, as well as the tension in the muscles surrounding them.
 • Volume: Volume refers to the loudness or softness of a person's voice. It
can convey confidence, authority, and enthusiasm. A loud voice can
indicate assertiveness or dominance, while a soft voice can indicate
shyness or timidity. Volume is controlled by the amount of air that is
exhaled and the force with which it is expelled from the lungs.
• Speed: Speed refers to the rate at which a person speaks. It can convey
emotions such as excitement or nervousness. Speaking quickly can indicate
enthusiasm or urgency, while speaking slowly can indicate thoughtfulness
or hesitation. Speed is influenced by factors such as the complexity of the
message, the speaker's level of expertise, and the speaker's cultural
background.
• Pauses: Pauses refer to the silences between words or phrases. They can
convey emphasis or indicate a change in direction. A brief pause can
indicate emphasis or importance, while a longer pause can indicate a
change in topic or mood. Pauses are influenced by the speaker's level of
comfort with the message, the speaker's level of confidence, and the level
of formality of the situation.

Paralinguistic features of voice-dynamics are an important component of

effective communication, as they convey meaning beyond the literal words being
spoken. By paying attention to tone, pitch, volume, speed, and pauses, speakers
can communicate more effectively and convey their intended message and
emotions more clearly.

PROXEMICS- Proxemics is the study of how people use space to communicate.

It refers to the physical distance between people and how that distance can convey
different meanings and feelings. Proxemics can be explained well with the help
of following points:

1. Intimate Zone: This is the space within 0-18 inches of a person's body.
This space is reserved for close friends and family members, and intimate
interactions such as hugging, kissing, or whispering. For example, when a
couple is having an intimate conversation, they may stand or sit very close
to each other.
2. Personal Zone: This is the space within 18 inches to 4 feet of a person's
body. This space is reserved for interactions with friends and
acquaintances, and can include casual conversations, greetings, and
handshakes. For example, when two colleagues are having a conversation,
they may stand or sit a few feet apart.

3. Social Zone: This is the space within 4-12 feet of a person's body. This
space is reserved for interactions with strangers and large groups, and can
include public speaking, presentations, and social events. For example,
when attending a party, people may stand or sit farther apart than they
would with close friends.
 4. Public Zone: This is the space beyond 12 feet of a person's body. This
space is reserved for public events and performances, and can include
concerts, sporting events, and parades. For example, when attending a
concert, people may be separated by rows of seats and large distances from
the performers.

The use of proxemics can vary based on cultural and social norms. For example,
in some cultures, it is considered rude to stand too close to someone during a
conversation, while in other cultures, close proximity is a sign of respect and
friendliness. Additionally, the use of proxemics can be influenced by the context
of the situation, such as the level of formality, the purpose of the interaction, and
the power dynamics between the people involved.

Proxemics plays an important role in nonverbal communication, as it can convey

different meanings and emotions depending on the physical distance between
people. By understanding the different levels of personal space and how they are
used in different situations, individuals can communicate more effectively and
avoid misunderstandings.

CHRONEMICS- Chronemics is the study of how time is used in communication.

It refers to the way people perceive, structure, and use time to communicate
information and meaning. Some important explanation of Chronemics:

• Time Perception: This refers to how people perceive time and its value.
Different cultures and individuals may have different views on the
importance of time, which can affect communication. For example, some
cultures place a high value on punctuality and see being on time as a sign
of respect, while other cultures may have a more relaxed attitude towards
time and see it as a more flexible concept.
• Time Use: This refers to how people use time in communication. Different
cultures and individuals may have different expectations about how time
should be used in communication, which can affect the effectiveness of
communication. For example, in some cultures, it may be considered rude
to interrupt someone or to rush through a conversation, while in other
cultures, interruptions and quick conversations may be more common.

Chronemics plays an important role in communication, as it affects how people

perceive, structure, and use time to convey meaning. By understanding the role
of time in communication and how it is perceived and valued by different cultures
and individuals, individuals can communicate more effectively and avoid
misunderstandings

PRESENTATION STRATEGIES: PLANNING, PREPARATION,

ORGANIZATION, DELIVERY

Presentation strategies are essential for delivering an effective presentation. Here

are some key elements to consider when planning, preparing, organizing, and
delivering a presentation:

• Planning: This stage involves determining the purpose and goal of the
presentation, as well as the audience's needs and expectations. It is
important to define the topic, objectives, and key message of the
presentation. This will help in identifying the content that needs to be
included in the presentation.
• Preparation: Once the planning stage is completed, the next step is to
gather and organize information that is relevant to the topic. This includes
conducting research, selecting key points, and organizing the information
in a logical and coherent manner. During this stage, it is also important to
identify visual aids or props that can enhance the presentation.
• Organization: The information gathered during the preparation stage
should be organized into a clear and coherent structure. This can be
achieved by developing an outline or storyboard that highlights the key
points, transitions, and supporting evidence. It is important to make sure
that the presentation flows smoothly and follows a logical sequence.
• Delivery: The delivery of the presentation is critical to its success. This
includes using appropriate language, tone, and body language to engage
the audience. It is important to speak clearly, confidently, and with
enthusiasm. Additionally, visual aids or props should be used effectively
to enhance the presentation.

Some additional tips for delivering an effective presentation:

• Practice: Practice the presentation several times before delivering it. This
will help to build confidence and identify areas that need improvement.
• Engage the audience: Engage the audience by using interactive
techniques such as asking questions or using group activities.
• Use stories and examples: Stories and examples can help to make the
presentation more engaging and relatable.
• Use visual aids: Visual aids such as slides, videos, or images can help to
illustrate key points and enhance the presentation.

• Be aware of time: It is important to stay within the allotted time for the
presentation.
By following these strategies, individuals can plan, prepare, organize, and deliver
effective presentations that engage and inform their audience.