S2 PCN REVISION QUESTIONS

1. Functional Writing: Formal Letter / Job Application/ Cover Letter / Official Report / Internal
Memorandum / E-mail / Agenda and Minute Preparation / Resume / Self-introduction / Process Essay
/ Instruction Essay / Analytical Essay (Argumentative composition on a debatable topic) / Elevator
Pitch / Statement of Purpose (SOP)

2. What are the advantages of communication?

a) It increases interaction in a giant organization.
b) It helps in operating in global business organization. Many companies operate in the international level.
This requires dealing with people of different language and culture.
c) Timely information.
d) To keep pace with the constantly changing environment.
e) Better decision making.
f) Better human relations.
g) Achieving organizational goals.
h) Better public relations.
i) Generation of better ideas.
j) Helpful as a motivational force.
3. Which are the 7 C's of Effective Communication?
i. Completeness.
ii. Concreteness.
iii. Courtesy.
iv. Correctness.
v. Clarity.
vi. Consideration.
vii. Conciseness.
4. What are the differences between general and technical
communication?
General Communication Technical Communication

i. General
1 Communication includes day to i. This comprises all communication, written or
day. conversations, casual talks among oral, done in the professional arena to a
peers. specific audience for specific purpose.
ii. It 2 is done without reference to any ii. It is specifically in a proper format.
specialized
. techniques, terminology and
format.
iii. It 3doesn’t need any boundaries and rules. iii. It is for specific audience only.
.
iv. It 4could be vague, suggestive, ambiguous, iv.
The writing is concise, clear and accurate. It
or. very plain. It hasn’t any set pattern of conveys technical, complex or specialized
communication. information.
v. It 5is elegant and creative and can be poetic,v. It is strictly technical and organized in a way
literary
. or generic. that is easy for a non-technical reader to
understand.
5. Briefly explain the importance of technical communication.
Technical communication helps in research and creation of information about technical processes or
products targeting your workers through various forms of media, such as the Internet. It uses technology,
such as Web pages or social media sites and provides instructions for products and services. It helps to
advance our economy by ensuring viable research and development, safeguarding design and
manufacturing, and protecting consumers through accurate and informative documents. Good technical
writing will help employers understand and complete job tasks more successfully.
The Importance of Technical Communication in the Workplace

1
 • Communication of key information: Technical communication facilitates the communication
of concepts to workers.
• Cost: It is important to understand technical communication because it can cost you a lot.
• Income Generation.: Your communication skills may cost the company money.
• Instruction: For example, it may give instructions about computer applications, medical procedures,
or environmental regulations aiming at reaching your employees depending on the business you are
dealing with.
Customer-Client Relation: A successful business depends on how it builds up the atmosphere and
positive attitude.
6. What are the points to remember in preparing effective business e-mails?
• Do not over-communicate by e-mail. If the subject you are writing about needs back-and-forth
discussion, it is better to do that in person or via phone. Also, you do not want to use email to
communicate about personal or sensitive information since it can be easily forwarded. Finally, you do
not want to communicate bad news through email since verbal communication allows for empathy and
compassion.
• Make good use of subject lines. The subject should grab the reader’s attention and summarize what
your email is about. It is not good to leave subject lines blank as they may get treated as spam or even
overlooked.
• Don’t over cc. The use of carbon copy should be limited to only those involved in the topic. Don’t copy
your boss on everything just to impress. People will see through that real quick.
• Keep messages clear and brief. Emails should be short and to the point while communicating all of the
information the recipient needs to respond.
• Be polite. The emails you send reflect upon your professionalism and attention to detail. Avoid slang,
jargon, inappropriate abbreviations, and emoticons.
• Check your tone. Your choice of words, punctuation, capitalization, and sentence length can all be
misinterpreted in the absence of visual cues. Double check how your email “feels.”
• Finally, before you send, double check spelling, grammar, and punctuation. Your email is, once again, a
reflection of your professionalism.
• Use some kind of greeting and some kind of sign-off. Don’t just start with your text, and don’t stop at
the end without a polite signature. Sign off with Best Wishes, Best regards, or Thank you.
7. Describe the following in a short paragraph each: Bio-Data, Resumé, Curriculum Vitae
These terms do not mean the same.
Bio-Data: A bio-data lists all the details about a person such as name, age, marital status etc. This is followed
by a chronological summary of educational qualifications and professional experience. Bio-data has a rather
flat tone and does not necessarily focus on skills or achievements. In India, bio-data is asked for by the
government agencies. A declaration about the truthfulness of the given data is included and the candidate
signs against it.
Note: In some countries, demanding personal information such as marital status or religion is considered
offensive.
Resumé: A resumé (French word meaning ‘summary’) summarizes a person’s career – including educational
and professional qualifications, professional experience and recent endeavours. Not all skills of a person are
included in a resumé; the applicant includes the skills relevant to the job being applied for. Thus a resumé
is short (2 - 3 pages). Video resumés are in use in the modern times; here the candidate prepares a video
highlighting his skills. The contents of a resumé are:
➢ The candidate’s profile with name, address etc.
➢ A summary of his qualifications
➢ Professional experience with the most recent as the first item (reverse – chronological order)
➢ Educational qualifications in reverse - chronological order
➢ Details such as volunteering, activities in professional bodies or organizations, a list of important
publications, project work etc.

2
 Curriculum Vitae: A CV or Curriculum Vitae is a rather detailed history of a candidate’s career and
education. It lists every skill, experience, qualification, project and publication that the applicant has. Thus,
it highlights the overall competence rather than a specific skill of the candidate.
Fresh graduates or those without a specific marketable skill usually prepare a CV while experienced
candidates with sufficient relevant knowledge of a domain may choose a resumé to accompany the
application.
8. How do we avoid plagiarism?
• Read and understand the original document several times before start explaining about it.
• Do not copy any word or sentence from the original document.
• Give proper citation to all the sources (Books, Journal, Website, Video, and so on).
• In case of citing online sources, include the accessed date and appropriate URL in the reference.
(A Uniform Resource Locator (URL), colloquially termed a web address, is a reference to a web
resource that specifies its location on a computer.)
• Common phrases and definition need to be quoted and cited without any modification.
• Make a practice to include the “references” section whenever write an academic document.
• Cross verify all your citations before submitting your document.
• Finally, take a plagiarism report from any one of the famous plagiarism software to ensure the
originality of the written document.
9. Explain the different styles of reading.
Reading Styles
Skimming: Skimming refers to the process of reading only main ideas within a passage to get an overall
impression of the content of a reading selection. Skimming is a speed-reading technique which enables the
reader to cover a vast amount of material very rapidly. It is a process of reading over text with the purpose
of getting only the main ideas or the over-all impression of the content. Readers skim to get the information
they need quickly without wasting time.
How to Skim:
✓ Read the title.
✓ Read the introduction or the first paragraph.
✓ Read the first sentence of every other paragraph.
✓ Read any headings and sub-headings.
✓ Notice any pictures, charts, or graphs.
✓ Notice any italicized or boldface words or phrases.
✓ Read the summary or last paragraph.
There are three types of skimming: preview, overview, and review.
Scanning: This is a reading technique to be used when you want to find specific information quickly. In
scanning you have a question in your mind and you read a passage only to find the answer, ignoring unrelated
information.
How to Scan:
* State the specific information you are looking for.
* Try to anticipate how the answer will appear and what clues you might use to help you locate the
answer. For example, if you were looking for a certain date, you would quickly read the paragraph
looking only for numbers.
* Use headings and any other aids that will help you identify which sections might contain the
information you are looking for.
* Selectively read and skip through sections of the passage.
Scanning makes it difficult to lose anything- as long as it's indexed properly. Old paperwork can be enhanced
to make it easier to read, documents can be manipulated and changed easily, and you can usually find it
quicker than hunting through the dozens of file cabinets or mounds of paperwork that clutter your office.
Extensive Reading: This is a reading style used to obtain a general understanding of a subject and includes
reading longer texts for pleasure, as well as business books. Use extensive reading skills to improve your
general knowledge of business procedures. Do not worry if you understand each word.
Examples of Extensive Reading are:
• The latest marketing strategy book
3
 • A novel you read before going to bed
• Magazine articles that interest you
Intensive Reading
Intensive reading is used on shorter texts in order to extract specific information. It includes very close
accurate reading for detail. Use intensive reading skills to grasp the details of a specific situation. In this
case, it is important that you understand each word, number or fact.
Examples of Intensive Reading are:
• A bookkeeping report
• An insurance claim
• A contract
Speed Reading
Many resources indicate that the average reading speed of most adults is around 200 to 250 words per minute.
College students, probably because they must practice reading, move that pace up a notch to around 300
words per minute. Warren Buffett, an American business magnate, spends five to six hours per
day reading five newspapers and 500 pages of corporate reports. Bill Gates reads 50 books per year.
Learning to Speed Read
1.Stop talking to yourself. Almost every reader "subvocalizes," or moves their throat as they imagine
speaking the words.
2.Cover words you've already read.
3.Understand eye movements.
4.Train your eyes to make fewer movements.
5.Set a pace faster than you can understand.
6.Try RSVP software. (Rapid Serial Visual Presentation (RSVP) is a method used by most of the recent
digital speed-reading systems. Single words flash on the screen so you're concentrating on a single
word at a time.)
Importance of Speed Reading
The ability to read faster is a very important skill, especially for people who need to read a large amount of
text every day, such as; students, editors, reading enthusiasts, etc. It allows the reader to grasp what is being
read much faster and helps to cut down the time spent on reading and understanding the text
Howard Berg is considered the fastest reader in the world. "The Guinness World Record Book" recognized
Berg in 1990 for his ability to read more than 25,000 words per minute and write more than 100 words per
minute. Berg has built a career as a speed reader and sharing his knowledge with the world.
Benefits of Speed Reading
• Increases average reading speeds.
• Allows absorbing information much faster.
• Increases overall comprehension.
• Increases knowledge in many fields of interests.
• Allows recalling information more effectively.
• Promotes visualization while reading.
• Delivers reading strategies to handle today's information overload.
Evaluation Reading
An evaluation is the process of gathering information to identify the factors contributing to our difficulty
with learning to read and spell. Evaluating is a reading strategy that is conducted during and after reading.
This involves encouraging the reader to form opinions, make judgments, and develop ideas from reading.
The exact number of words per minute is far less important than the fact that this value cannot be greatly
increased without seriously compromising comprehension.
Critical reading
Critical reading is a very ACTIVE way of reading, that is, reading something with a determination to
understand and evaluate it for its relevance to our needs. Simply reading and re-reading the material isn't an
effective way to understand and learn. Actively and critically engaging with the content can save you time.
It is a deeper and more complex engagement with a text. Critical reading is a process of analyzing,
interpreting and, sometimes, evaluating. When we read critically, we use our critical thinking skills to
QUESTION both the text and our own reading of it.

4
 Characteristics of Critical Readers
• They are honest with themselves.
• They resist manipulation.
• They overcome confusion.
• They ask questions.
• They base judgments on evidence.
• They look for connections between subjects.
• They are intellectually independent.
Benefits of Critical Reading: It helps to organize main ideas from a given topic. Helps to understand more
difficult reading assignment and to obtain a better understanding for what was read. Helps to make opinions
and assumptions based on what is read. Helps base judgement on evidence.
The Critical Reading Process
Step 1: Analyse the task. Break down the assignment into component parts.
Step 2: Begin research.
Step 3: Pre-reading activities. Activate background knowledge. Better comprehension occurs when old
knowledge is linked with the new
Step 4: Make a list of questions.
Step 5: Deep reading. Read it more than once.
Step 6: Make notes.
Step 7: Evaluate article. You may discuss it with others.
Step 8: Summarizing: Mind map from memory.
Technical Reading
Technical reading is a strategy you can use to obtain a great amount of information in a short time from
textbooks, professional journals, and other technical materials. In using technical reading, you ask yourself
the questions the author is trying to ask, and then read to answer them.
Technical writing is a type of writing where the author is writing about a particular subject that requires
direction, instruction, or explanation. This style of writing has a very different purpose and different
characteristics than other writing styles such as creative writing, academic writing or business writing.
Technical writers, also called technical communicators, prepare instruction manuals, journal articles, and
other supporting documents to communicate complex and technical information more easily. They also
develop, gather, and disseminate technical information among customers, designers, and manufacturers.
Reading Technical Materials
Reading technical materials requires a different skill set than reading for pleasure. In this set of activities,
there will be an emphasis on strategies that can assist with reading technical materials. You will need to keep
a notebook for these activities, and have the following materials: highlighter, pencil, pen and eraser. In
today’s world there is so much information available that it can be overwhelming. Learning how to handle
the quantities of information, and how to process this, is an extremely important skill. Organizing,
summarizing, skimming, and capturing the main idea are just a few skills needed to process information
efficient
Like any skill, practice improves the ability level, and makes the process easier. We will practice some of
the skill areas in the following steps for reading a technical paper:
a. Quickly scan the paper or article for headings or headlines.
b. Use the headings to help you create a mind map.
c. Skim the paper, and highlight the key sentence or idea in each paragraph.
d. Add the key ideas to the mind map.
e. Read the article and add any items that stand out that have not been noted.
f. Review your mind map.
g. Underline and define any unknown terms.
h. Summarize your understanding in writing or verbally.
10. Briefly explain the following:
The SQ3R Reading Method
The SQ4R Reading Method
The PQRST Reading Method

5
 The SQRRR or SQ3R is a reading comprehension method named for its five steps: survey, question, read,
recite, and review. The method was introduced by Francis P. Robinson, an American education philosopher
in his 1946 book Effective Study. The method offers a more efficient and
active approach to reading textbook material.
Benefits of Using the SQ3R Method
• Activates knowledge and thinking about the text even before the student begins reading.
• Allows the student to review information as he is learning it.
• Creates study guides students can use to review for tests.
SQ4R: SQ4R stands for survey, question, read, recite, relate, and review.
The PQRST Method (Preview, Question, Read, Study, Test)
The PQRST Method is a study reading strategy that helps students tackle textbook material in a strategic
manner. It is designed to help students optimize their reading and learning. This resource can be used with
students in conjunction with a study skills NBSS questionnaire and PowerPoint presentations on learning.
The PQRST method is a valuable technique for enhancing your study skills. Based on the work of Thomas
and H. A. Robinson, Spache and Berg and R. P. Robinson, the PQRST Method is aimed at helping students
assimilate the information learned in textbooks into long-term memory.
11. Describe the process of effective reading.
Before reading: Textbooks can be boring, tedious, and full of detail. Jumping right in to a textbook without
having a general idea of the central themes and topics can make textbook reading that much more
challenging. We learn best when we move from general to specific. Previewing and developing a big picture
of a text before reading will enable you to better identify what's important as you read and make it possible
for you to retain the detail.
Preview. The steps below will help you preview a text and enhance your comprehension and retention.
• Review all chapter headings and subheadings.
• Glance over any pictures, charts or graphs in the section you'll be reading.
• Read any bold or italicized words and make sure you understand them.
• Read the chapter summary.
• Review any end of chapter questions.
Question. Developing a set of questions that you want to answer before you start reading a text provides
direction and focus as you read the text. Once you've previewed the text, make a list of questions you want
to find answers to as you read. While you're previewing the text, turn each heading and subheading into a
question. For example, if the heading is "Root causes of the American civil war," then your question may be
"What were the root causes that lead to the American civil war?"
While reading: The following strategies will help you maximize your comprehension and retain information
while reading textbooks.
Reflect. From reviewing chapter headings, subheadings, bold or italicized words, ask yourself what you've
already learned. Now as you read:
• Answer the questions you developed while previewing the text.
• Try and predict the answers to the questions and find out if your predictions are correct.
• Read aloud. Reading aloud improves comprehension and retention of information.
• Develop a picture in your mind of the concepts presented. Visualizing information, concepts or material
presented make it much easier to remember.
Highlight. As you read through your text, highlight important passages that support central themes and
concepts. Be selective. If you're highlighting more than 20% of a passage, you're not being selective enough.
• As you read, try and identify important concepts and facts that could be likely test questions. Underline
and identify these concepts with a "Q" in the margin.
• Circle with a pencil key terms and vocabulary. Write a short definition for each in your notes or in the
margin of the textbook.
• Take well-organized notes on the backside of your corresponding class lecture notes. This way your
lecture notes and textbook notes for the same topic will be easy to access and review in preparation for
the test.

6
 • Make visual aids, including, picture, graphs, diagrams, or tables, to help visualize what you're reading.
Visualization is a great way to take information that is complex or difficult and make it easy to understand
and remember.
• Write a brief summary of the central themes and ideas in your notes. Being able to develop a summary
of what you learned will help you master the material and retain the information.
After Reading:
Recount. Sit down with someone else and tell them what you read and what you learned from the text.
Explaining aloud what you've learned from reading is an effective way to promote mastery of material and
improve retention. Join a study group.
Review. Review. reciting the main points and topics. This will move the information from short-term to
long-term memory. Each week spend about 10 minutes reviewing your notes and the highlighted parts of
your text.
12. Define Business Process:
A business process is a set of step by step linked activities and tasks that, once completed, will accomplish
an organizational goal such as the delivery of a service or product to a client. Examples of business
processes include receiving orders, invoicing, shipping products, updating employee information, or setting
a marketing budget. Business processes occur at all levels of an organization's activities and include events
that the customer sees and events that are invisible to the customer.
13. What are the elements of a successful Presentation?
i. Preparation: Thorough preparation is required before a presentation. Logical structure, cohesiveness,
accuracy of data, mastery of the content and thus readiness to answer any questions are all important.
Plan, practise and rehearse.
ii. Mode of Presentation: The most popular mode is oral, with whiteboard, slides, computer, overhead
projector, models, handouts and notes will come in handy here.. Selection of the suitable mode/s will be
determined by the audience, duration of the presentation etc.
iii. Audience: The tone, content, language as well as the mode of presentation will be dependent on the
audience. Academics or researchers would like a sombre presentation in black and white while a
colourful presentation will be more appealing to art-oriented audience.
iv. Language and Delivery: The language should be in harmony with the content of the presentation. A
firm, calm voice with a suitable tone can bring good results. The presenter should overcome his
nervousness and be in control of the pace and flow of the presentation. Non-verbal cues should be
utilized and the audience should be involved.
v. Non-verbal Communication: Utilize the non-verbal cues in order to radiate an air of confidence and the
presenter should be able to interpret the audience’s non-verbal communication.
vi. Feedback: During and after the presentation, feedback can be gathered. Thesis can be done orally or
through writing.
14. What are the steps in making a PowerPoint Presentation?
1. Start a blank presentation.
2. Type text into your title slide.
3. Insert more slides.
4. Add content to slides.
5. Change the design.
6. Add animations & transitions (optional)
7. Save your presentation.
8. Print your presentation.
15. Give a diagrammatic representation of a speech preparation,
Planning a Good Speech

Get the topic

Consider the target audience

Do research and gather all information

7
 Order and organize the material

Plan and prepare support materials and visual aids

Rehearse thoroughly

Get rating from others

Correct errors and polish up the speech

16. Draw the distinction between a group discussion and debate.

GROUP DISCUSSON DEBATE
✓ Aims at consensus Argues to prove a standpoint
✓ Free and random participation Participation by taking turns
✓ Listening, reasoning and expressing Defending and attacking to counter ideas
opinions
✓ Flexible: Open and receptive to others’ Opinionated and rigid participants
points of view
✓ Positive solutions as the outcome Destructive and disharmonious
✓ Judges the participant’s personality Assesses purely the participant’s
communication skills
17. Briefly explain brainstorming.
Brainstorming is a group creativity technique by which efforts are made to find a conclusion for a specific
problem by gathering a list of ideas spontaneously contributed by its members. It can be done at any time
during the writing process. You can brainstorm the topics for a whole paper or just a conclusion or an
example.
Brainstorming can help you develop an idea for a topic or thesis and identify questions and
keywords. Brainstorming, mind maps and concepts maps are terms that are often used interchangeably. They
all refer to a quick, simple technique for generating and focusing ideas and making connections between
concepts.
The participants of the brainstorming build their solutions on the ideas of others, “think them up” and
improve them. This synergy effect allows that better and better ideas are generated. Finally,
joint brainstorming improves the working atmosphere. Working creatively motivates participants.
When done in groups, we can have group discussion, debate or sharing of common ideas.
When conducting a brainstorming session, remember:
• There are no dumb ideas.
• Don't criticize other people's ideas.
• Build on other people's ideas.
• Reverse the thought of “quality over quantity.”
Characteristic of Brainstorming
• It is an intellectual activity.
• Maximum or all students can participate.
• Each student gives their personal view/ideas.
• Each idea is neither right nor wrong.
• It involves divergent thinking.

18. Discuss the various stages involved while attending a Group Discussion.
They include setting, or helping the group to set the discussion topic; fostering the open process; involving
all participants; asking questions or offering ideas to advance the discussion; summarizing or clarifying
important points, arguments, and ideas; and wrapping up the session.

8
19. Which are the different types of listening?
Active Listening: Active Listening is not just hearing; it means being attentive to comprehend, interpret
and, using reasoning, evaluating the message delivered. Active listening involves listening with all senses.
The listening process involves five stages: receiving, understanding, evaluating, remembering, and
responding.
This process involves the following:
• Lend your ears, eyes and brain. In other words, we should listen well, make eye-contact and
comprehend the contents well.
• Be there in body, spirit and mind. Avoid absent-mindedness and daydreaming.
• Be open-minded and impartial. Empathize with the speaker even if you hold a different opinion.
• Listen for whole ideas, not words. Get the big picture. it is actually an information processing
activity.
• Observe non-verbal messages apart from the verbal communication.
Verbal message comes through the words. Para-lingual cues include tone and pitch variation as well as
intonation. Non-verbal cues involve facial expressions, head and body movements, posture, gestures,
eye-contact, spatial closeness or distance etc.
• Sit at a convenient distance from the speaker and take down notes.
• Ask and answer questions for interesting interaction and clarification.
• Avoid distractions such as talking, fidgeting or consulting your watch.
• Focus on getting all the information.
Active Listening Techniques
• Building trust and establishing rapport.
• Demonstrating concern.
• Paraphrasing to show understanding.
• Nonverbal cues which show understanding such as nodding, eye contact, and leaning forward.
• Brief verbal affirmations like “I see,” “I know,” “Sure,” “Thank you,” or “I understand”
Passive Listening: Passive listening is the listening when a person does not contribute to the listening
process or try to comprehend the message and fakes attention. He sits detached, without responding to what
speaker is saying.
Positive passive listening is quietly taking in information with little to no outward reaction. Non-committal
words are sometimes used such as “I see,” “Yeah,” etc. Such positive passive listening can help improve
your relationships with people and can provide both the speaker and the listener with a new appreciation for
listening and communication in general. It requires the listener to sit back and focus, without crafting an
immediate response, and forces the listener to concentrate his or her attention completely on the words and
body language of the speaker.
Listening for the General Content
1. This is done through focusing on the content words, for instance, nouns, verbs, adjectives etc. The
content words convey the main meaning.
2. Pay attention to the topic or title and keep the general background in mind.
Extensive Listening: Extensive listening is a listening method in which we aim to get the overall content of
the message. It is often used outside of classes to undertake real life listening. Movies, plays and entertaining
talks are examples of contents for extensive listening. Exposure to the language and a general awareness of
the content are the intended results.
Intensive Listening: It involves listening for details and paying attention to the use of language. Intensive
listening is a listening teaching method that is often used in the classroom. This method is easier than
the extensive one. Intensive listening is manifested in several ways:
➢ Paying attention to all details
➢ Listening for the exact words
➢ Taking note of the grammatical structures
➢ Paying attention to the intonation, pace and pauses utilized by the speaker
➢ Mastering segments or sections to be reproduced later
➢ Actively listening and absorbing all the information such that the listener can answer specific
questions later

9
 Listening to fill up Information / for Specific Information: Here the message will be part of the details
given and the listener often knows how the message is going to be delivered. Such listening can be made
effective through taking the following measures:
a) Be clear about what you are listening for; this prepares your subconscious mind to capture the relevant
information.
b) Be alert to capture key words in relation to that message. As for capturing facts and figures, be on the
lookout for phrases such as ‘the percentage of …’. The pointers to ideas will be phrases like ‘first and
foremost’ or ‘furthermore’ or ‘in summary’
c) Ask questions for clarification. However, asking and answering questions should be done at the allocated
time, as interrupting will affect communication negatively.
Listening to reply: This is the standard way that most people communicate. What that means is that instead
of really paying attention to what the other person is saying, you are already thinking about what you want
to say in response. Active listening requires the listener to provide feedback on what he or she hears to the
speaker.
Listening to understand: It is active listening to fully comprehend the ideas and messages.
17. Explain effective listening skills.
Effective listening skills are the ability to actively understand information provided by the speaker, and
display interest in the topic discussed. It can also include providing the speaker with feedback, such as the
asking of pertinent questions; so, the speaker knows the message is being understood.
a) Repeat what is said to you. This will not only show them you were listening, but it will also ensure
that you remember what was said to you later.
b) Write it down.
c) Maintain eye contact and provide non-verbal cues. This will keep both you and the speaker on track
and focused on the conversation.
d) Avoid outside distractions. turn off your phone, turn off your radio, turn off your TV, and make sure
you are both comfortable. In an office setting, make sure you are behind closed doors, and that outsiders
know that you are in a meeting in which you cannot be disturbed. Avoid meetings in your office, where
your email can become a huge distraction.
e) Listen from the heart. Empathy for the individual speaking is another critical factor in developing
effective listening skills
f) Practice, practice, practice. Every time someone speaks to you, practice your listening skills.
g) Mirror body language. If the person with whom you are engaging in conversation is sitting back, cross-
legged, with arms folded in their lap, it is important that you mirror a similar image in your own body
language. This will subconsciously indicate to them that you are listening to them, and will put their
mind at ease in being able to speak openly and honestly with you.
h) Ask clarifying questions. Overall, effective listening starts with you. To become an effective listener,
open your ears, shut your mouth, and open your heart.
20. Which are the barriers to effective listening?
Impediments to effective listening include:
i. External Noise:
This may be in the form of someone else talking, vehicles passing by, constant interruptions etc.
ii. Internal / Mental Noise:
Absent-mindedness or daydreaming are examples of this. Faking attention in this case is undesirable.
iii. Lack of Clarity in Presentation:
Using too many complex terms, being disorderly, speaking too fast and inaudibly all will lead to
ineffective listening.
iv. Difference in Speech and Thought Rates:
If the speaker is too fast and the listener finds it hard to comprehend ideas, real communication will not
take place.
v. Language Incompatibility:
This leads to not understanding or misunderstanding of the message. The listener should be able to
follow the flow of ideas with comprehension.
vi. Preconceived Ideas or Prejudices:

10
 The listener may assume that he already knows what the speaker is going to say and thus will not listen
well.
vii. Emotions:
Strong negative emotions such as fear, anger and anxiety will prevent the listener from paying optimum
attention.
viii. Limited Span of Attention:
Those with short attention span easily get distracted by other outside noises.
ix. Narcissism (self-centredness):
Self-centred people always want attention focused on them and get distracted once they cease to be the
centre of attraction.
21. List possible solutions to the noise problem.
1. Detect and eliminate the noise / source; to achieve this, we can:
• Close the windows and doors
• Reduce the speed of the fan
• Switch off noisy machinery
• Switch off mobile phones
• Switch off electrical devices
• Ask for silence
2. Raise the volume:
• of the speech
• of the microphone
• in case of telephonic conversation, use the speaker mode.

1. Use clear and understandable language instead of very complex technical terms
2. Listen carefully
3. Repeat key words and ideas
22. How can we listen to a lecture efficiently?
Lecture slides are usually an outline of the lecture content. They guide your listening and help you identify
the key topics and concepts. Take note of what appears on them, but don’t confine your note-taking to simply
copying it. The information is usually very limited compared to what the lecturer says, so it’s more effective
to listen to the lecture and take notes from that. Most lecturers make their slides available before class, so
print them out and take additional notes in the lecture.
Before the Lecture: Be prepared
Preparation before the lecture provides the background knowledge you need to be an effective listener and
an effective student.
• Know what the lecture will be about. Check the course outline for weekly topics.
• Do any required pre-reading.
• If lecture slides are available before class, download them.
• Review notes from previous lectures.
• Set up notebooks/ documents for note-taking.
• Arrive on time and sit near the front - in order to take good notes, you need to hear and see clearly.
During the lecture: Strategies for effective note-taking
Concentrate and pay attention
Arrive prepared to actively listen and learn, and to think critically. Analysing and questioning the information
helps you to focus and understand what you hear.
Don’t try to write down everything being said
Be selective—you don’t have to transcribe the entire lecture. Effective listening note-taking involves
recognizing key concepts and identifying and selecting what is relevant. Listen for the overall argument and
note the main points and key information.
How can I recognize what is important?
Distinguish between main points, elaboration, examples and new points by listening for:
• introductory remarks. Lectures often begin with a useful overview of the key ideas or themes of a
topic. This helps you grasp the ‘big picture’.
11
 • verbal ‘signposts’ that indicate something important is about to be said. Lecturers often signal key
information with phrases like: “There are four main aspects”, “This is important…” or “To sum up”.
• repetition. Important points will often be repeated, especially in introductions and conclusions.
• phonological cues (voice emphasis, change in volume, speed, emotion and emphasis) often indicate
important information.
• final remarks. Most lectures conclude with a summary, a restatement of the main ideas and an
indication of how the topic connects with upcoming material.
Look for:
• non-verbal cues (facial expressions, hand and body signals) that indicate something important is
being said.
• visual cues (note what is on the visuals, note references to names and sources)
After the Lecture
To get the most out of your notes it’s important to review and re-engage actively with them several times.
Review your notes while the lecture is fresh in your mind. Reviewing helps you remember what was said,
builds up your understanding, and helps identify gaps in your knowledge.
To review:
• Read through your notes. Make sure they are clear and legible. Clean them up - fix spelling errors,
expand on abbreviations, tidy up handwriting (if necessary).
• Fill in missing words or information and add anything extra that you may have thought of since the
lecture.
• Code your notes - use colour and symbols to mark structure and emphasis, highlight major sections,
main points and diagrams. Use different colours to emphasize main points, classify different topics
and link concepts or information.
• Explain and clarify diagrams by writing a simple version of their meaning.
• Identify anything that needs further clarification.
• Label and file your notes along with any lecture handouts.
23. Describe the eight-step process of creating a TED Talk.
8-Step Process for Creating Your TED Talk
Step 1. Find an idea you want to share. E.g. We can solve malnutrition now
Step 2. Develop an unexpected and/or catchy way to state your idea
If your idea can be stated in a catchy way, listeners will pay more attention and remember it more easily.
Step 3. Collect anything and everything that relates to your idea
To re-create your idea in the minds of your listeners, you’ll need vivid examples, illustrations, stories,
facts, questions, comments, etc.
a conversation
a quote you heard in high school
a story that relates to your idea
a fact, or cluster of data that supports it
a metaphor or analogy that helps explain it
a personal moment in your relationship with the idea
a physical object that will help your audience understand it.
Step 4. Start imagining how you might open and end your talk
An effective way to begin any speech (not just a TED talk) is to grab your audience’s attention — often
with a human-interest story, a surprising statistic, an unexpected observation, or a thought-provoking
question.
As for the close, you’ll probably want to end your talk in a positive, forward-looking way. This is often
done by:
calling the audience to action;
painting a hopeful picture of the future; and/or
“paying off” (finishing, resolving) a story or discussion that has run through your talk, so that listeners get
a sense of closure.

12
 Step 5. Put the rest of your materials in a reasonable order
Create a high-level outline (leave out most of the detail, just arrange the big points or elements)
Write each element (story, comment, observation, fact) on a 3 x 5 card and physically shuffle them to see
different possible orders. (You can do this on a table, or digitally, by creating one slide per element and
shuffling them with PowerPoint’s “slide sorter” feature)
Use sound (speaking out loud) instead of writing to put your talk elements into different sequences (Ask:
Does it sound right if I tell that story first, then give the fact? How about if I give the fact first, then tell the
story?)
Try any other method that works for you.
Keep in mind that your goal is to create an understanding of your idea in the minds of your audience
members, and try to arrange your explanations, comments, and stories in a way that leads to that goal.
Step 6. Talk your way to a rough draft of your script
This is where your “speaking plan” becomes a “speech.”
Step 7. Try out your Ted talk draft on a volunteer listener
Ask someone you trust
and then ask them:
Did I explain my idea clearly?
Was there anything in my talk that you didn’t follow?
Was there anything you didn’t understand?
Did anything seem out of place?
Did I lose your interest anywhere?
Step 8. Repeat the following steps as needed
Based on your listener’s feedback, make changes that will improve your draft.
Practice delivering your new draft out loud.
24. How can we overcome nervousness that occur during a presentation?
Refuse to think thoughts that create self-doubt and low confidence. Practice ways to calm and relax
the mind and body, such as deep breathing, relaxation exercises, yoga, and meditation. Exercise, eat
well, and practice other healthful lifestyle habits. Try to limit caffeine, sugar, and alcohol as much as
possible.
Performance Anxiety Treatment
1. Be prepared: practice, practice, practice.
2. Limit caffeine and sugar intake the day of the performance.
3. Shift the focus off of yourself and your fear to the enjoyment you are providing to the spectators.
4. Do not focus on what could go wrong.
5. Avoid thoughts that produce self-doubt.
6. Practice controlled breathing, meditation and other strategies to help us relax and redirect our thoughts
when they turn negative. It is best to practice some type of relaxation technique every day.
7. Take a walk, jump up and down, shake out the muscles, or do whatever feels right to ease the anxious
feelings before the performance.
8. Connect with the audience -- smile, make eye contact, and think of them as friends.
9. Act natural and be yourself.
10. Exercise, eat a healthy diet, get adequate sleep, and live a healthy lifestyle.
25. Which are the types of interviews?
Types of Interviews
Based on the Sequence
Preliminary Interview: This is the primary interview to have an initial screening so as to shortlist the more
suitable candidates. This may be face to face or on telephone. “personal interview” this is the most common
type of interview and is usually held face to face at the company’s offices. Find out the approximate length
of the interview in order to prepare; they range from 30 to 90 minutes. Shorter interviews will mean

13
 delivering concise answers that are to the point. Longer interviews allow you more time to go into detail
and support your answers with examples.
Phone interviews are proving to be a more cost-effective way to screen candidates. Slots range from 10 to
30 minutes. Prepare for it as if it is an open book exam. Make sure you have your CV, the job description,
list of references and prepared answers noted in front of you. A large part of communication is visual and as
they can’t see your body language, it critical to have positive and sharp answers delivered with enthusiasm.
Don’t forget to ask what the next step will be.
The Second or On-Site Interview
The second interview means you have been successful on the first occasion and they would like to know
more. These interviews can be longer, some lasting half or a full-day. They often mean meeting three to five
people which can include Human Resources, the line manager, office staff and the head of department. Be
‘on the ball’ and show enthusiasm! Try to find out as much as possible about the agenda for the day as this
will go some way to making you feel less anxious about the whole process. This is usually the last stage
before an offer of employment is made.
Based on the Structure
Standardized Interview: A standardized interview is more focused and the pattern of questions, the specific
information to be obtained and the time to be allotted for the interview are predetermined.
Depth Interview: It is a semi-structured process and aims at getting an in-depth insight into the prospective
candidate’s background, knowledge, qualifications, experience, skills, attitude and special interests.
Based on the Contents
Task-Oriented or Testing Interview
These interviews are structured in a way that allows you to demonstrate your creative and analytical abilities
in problem solving through varied tasks or exercises. It may include a short test to evaluate your technical
knowledge and skills. Other tasks can be delivering a presentation to a group to determine your
communication skills. Relaxing is key!
Stress Interview: This method of interview is rare and involves the interviewer baiting you to see your
response. The purpose of this interview is to find out the candidate’s responses under pressure. It checks
whether he can keep his cool and composure under rapid questioning, criticizing, interrupting, accusing,
staring etc. or he becomes nervous, irritated, annoyed or agitated when provoked. This method of interview
is rare and involves the interviewer baiting you to see your response. The aim is to highlight your weaknesses
and see how you react under pressure. Tactics can vary from constant interruptions and odd silences to
provoking and challenging interrogation-type questions used to push you to your limits.
Technical Interview: Here the technical competence, knowledge, proficiency and IQ (Intelligence Quotient)
levels are rated.
Behavioral-Based / Personal / HR Interview
Known as Critical Behavioral Interviewing (CBI), the theory is that past performance in a similar situation
is the best predictor of future performance. This method of interview probes much deeper than the usual
interviewing techniques.: Behavioral aspects, attitudes and EQ (Emotional Quotient) are given more
importance during the assessment. . Have specific examples ready that highlight your attributes in core
areas such as teamwork, problem-solving, communication, creativity, flexibility and organizational
skills. Be structured in your answers and explain your examples in terms of the situation, the task, the action
you took, and the outcome achieved.
Based on the number of the Interviewers
One-to-one Interview
This is the most common interview where only the interviewer and the interviewee is present. The format
of the interview is conversational with the interviewer driving the agenda in the beginning and the
interviewee asking questions towards the end.
Small Group or Committee Interview. These interviews mean meeting a panel of decision makers at once.
you're meeting with typically between 2-5 people and answering questions posed by all of them. This can be
daunting and intimidating if you are not well-prepared in advance. More than one interviewer means
efficiency and an opportunity for different opinions of the same answer. Try to build a rapport with each
member of the panel and be sure to make eye contact with everyone not just the person asking the question.
26. What steps should we follow to succeed in a job interview?

14
 Successful Job Interviews
Steps: 1. Preparing 2. Performing 3. Following up
Preparing: Preparation for an interview can be effective if the following are taken care of:
✓ Read and research to get all relevant information about the company.
✓ Understand the job requirements i.e. the nature, responsibilities and skill requirements.
✓ Have your well-prepared resume / CV (which is brief, in the correct format and with no grammatical
errors) ready in a file.
✓ Rehearse mock-interviews by getting online samples.
✓ Prepare answers to the common questions such as about hobbies, career expectations, strengths,
weaknesses etc.
✓ Have a clear idea about your future, the ideal job, your principles and also how best you can contribute
to the firm.
✓ Brush up your knowledge in the specific field if it is a technical interview.
✓ Dress appropriately. Formal dressing and general good grooming are essential to create a positive
impression on the interviewer.
✓ Be punctual and well-settled before the interview.
Performing:
✓ Arrive in time to get acquainted with the surroundings and other candidates also.
✓ Manage tension through having deep breaths and thinking about your strengths.
✓ Maintain proper gait and etiquette.
✓ Adopt an attentive posture while seated.
✓ During the interview, be very attentive and listen carefully to the questions and comments. Also
observe and interpret the nonverbal cues before giving your well thought out response.
✓ While answering, be natural, confident and respectful. Audibility and clarity are important here.
Use the appropriate dignified tone. Avoid the flat tone used when reproducing classroom textual
knowledge or the purely informal tone.
✓ If solicited to ask questions, let your questions indicate that you have done your research work.
✓ Talk intelligently. Think well and give crisp, relevant answers. Never get emotional or drift into
an argument.
✓ Avoid negative talk or criticism.
✓ Be pleasant and maintain eye contact.
✓ Always be honest in your responses.
✓ Politely thank each member before leaving.
Follow-up:
✓ If allowed, send a ‘thank you’ letter to the interviewer.
✓ Reflect on your performance during the interview to find out possibilities for improvement.

27. Explain the differences between technical and literary styles of writing.
The difference between technical and literary writing lies heavily on its use of language and style of
presenting information as required for specific formats. While literary writing can be informal and
personal, technical writing is strict to being formal and impersonal in tone and voice.
The content and style of writing of technical writing is different from literary writing as the subjects chosen
are vastly different:
• The intended audiences of technical writing are academicians and experts whereas literary writing is for
general readers.
• The main purpose of technical writing is to inform and to persuade action by the readers whereas the
main purpose of literary writing is to entertain and to arouse emotions.
• Technical writing is to the point and straight forward whereas literary writing makes use of figures of
speech.
• Technical writing is non-fiction whereas literary writing is mostly fiction
• Logic and reasoning dominate technical writing while humanism is the main characteristic of literary
writing.
28. Briefly explain what a Statements of Purpose is.

15
 A Statement of Purpose is a short document that you write, which states, in some detail, what you want
to learn about in your research project. The statement guides you as you work so that you will read and
take notes only on what's needed for your project.
A statement of purpose should really be one-page. You could write up to one and half pages if needed,
but nothing longer than this. The reason is that you need to be economical with your writing. Admissions
officers read dozens of applications a day so you are going to need to be able to concisely and clearly state
what you want to say. Writing longer than 1 – 1.5 pages will make you seem like you lack focus and
clarity in your purpose for school.
Who are you and what do you want to do? – 1st paragraph
Why do you want to do it? – 2nd paragraph
Why are you the right candidate for the program? – 3rd and 4th paragraphs
What do you want to do in the future? – Closing paragraph
Important Points
1. Your statement of purpose shouldn't have any spelling or grammatical errors.
2. Use strong, clear, and concise writing.
3. List down what are your expectations.
4. Be specific.
5. Avoid clichés and repetitive language.
6. Stay away from overly informal language.
7. Explain about your hobbies and interests
8. Write in the present tense
9. Do not do repetition:
10. Keep a positive and confident tone.
29. Which are the levels of communication? Levels of Communication
In relation to the people involved, communication levels can be:
a. Intrapersonal Communication – This is communication with oneself. A person thinking about a
problem or situation is an example for this. It involves introspection (looking inwards).
b. Interpersonal Communication – A planned or unplanned dialogue between two people can be
termed as interpersonal communication. E.g. Two friends chatting.
c. Group Communication – This is conversation among three or more people. For instance a group/
team discussion.
d. Public Communication – Here a message sender talks to a group of selected audience. Eg. A
professor to his class.
e. Mass Communication – This form of communication is from one or more individuals to a very
large and widespread audience through print or visual media, i.e. newspaper, television, radio, blogs
etc.
Another such categorization is based on the contents or messages that are to be communicated; here
the levels are:
i. social
ii. mental / intellectual
iii. emotional
iv. spiritual
In an organizational context, the flow of communication can be:
I. Upward Communication: This is from a lower level to a higher level in the form of e-mail, letter,
suggestions through the suggestion box, face-to-face conversation, phone call etc.
The contents may be:
a. suggestions for improvement
b. positive feedback
c. grievances or complaints
d. hitches or problems
e. performance reports
f. seeking assistance

16
 II. Downward communication: Here communication from a higher level to a lower level in the form of an
order, e-mail, memo, phone call or face-to-face talk takes place.
III. Horizontal communication: This is among people at the same level in an organization. It involves:
a. giving or taking tips
b. seeking or giving information
c. giving help or advice where necessary
d. transmitting data needed for coordination
30. Explain the five types of communication networks
Communication network is the pattern of interaction among different members of an organization.
The common types of communication networks are the following:
1. Vertical Network: Vertical Network is a two-way communication between a superior and a
subordinate. This is highly formal and gets instant feedback. For instance, a senior engineer
discussing the details about a project with the junior engineer.

2. Circuit Network: Here messages and feedback are sent back and forth between two people, not
necessarily superior and subordinate. E.g. A Production Manager seeking the opinion regarding
marketing possibilities of a new product with the sales manager in the same company.

3. Chain Network (Y Network): This is downward flow of communication – commands or instructions

– along a chain of command. An example would be the CEO of a company giving instructions to the
GM, who, in turn, getting the message to a department manager and finally the message reaching the
junior engineer.

4. Wheel Network: Wheel Network is a highly centralized form of communication from

a single superior to many junior employees.

5. Star Network: Here all members communicate with one another freely, as in team discussion.

17
31. Which are the communication barriers?
These are hindrances to effective conveying of ideas. There are five types of communication barriers:
A. Physical Barriers: These include objects hindering view and eye-contact such as closed doors or walls
or intruding noises. Physiological barriers such as deafness also obstruct communication.
B. Psychological or Emotional Barriers: Mental blocks which prevent the listener from being receptive
can break the communication process. Sadness, anger, prejudices and so on create mental blocks. The
emotional state of the listener (and also the speaker) plays a big role in accurately receiving and
interpreting messages.
C. Semantic Barriers: Poor speech skills and poor listening skills are linguistic barriers leading to
misunderstanding of messages or feelings due to the wrong interpretation of verbal as well as non-verbal
modes of communication. Grammatical errors also can lead to confusion in the comprehension process.
D. Cultural Barriers: Culture is a way of life. The beliefs and traditions differ from place to place and
such differences may negatively affect the process of communication. Words, signs, symbols, gestures
and traits are different in the Eastern and Western countries. Therefore, awareness of each other’s culture
is important in making the communication successful.
E. Gender Barriers: The nature and personality of men and women are not the same. Men tend to focus
on logic, facts and figures while women give more emphasis to people and feelings and are intuitive
listeners. Thus, women may find the focus on reasoning and facts as ‘cold’.
32. List and explain the eight learning styles.
Learning style is an individual's natural or habitual pattern of acquiring and processing information in learning
situations. A core concept is that individuals differ in how they learn.
Learning Styles:
The Linguistic Learner: The linguistic learner is one who learns best through linguistic skills including
reading, writing, listening, or speaking. Sometimes, it’s a combination of these methods. So, for example, if a
linguistic learner wanted to tackle a new skill, their best method of learning would be to read about it, then
listen to an audio recording and take notes on it. Finally, concretizing it would require speaking about it and,
possibly, writing about it extensively. Not surprisingly, some of the best teachers and professors are linguistic
learners. It’s in the nature of the profession.
The Naturalist: The naturalist learns by working with, and experiencing, nature.
If this sounds a lot like a scientist, it’s because that’s how scientists learn. The naturalist loves experiences,
loves observing the world around them, and captures the best information or knowledge through
experimentation.
The Musical or Rhythmic Learner: The musical or rhythmic learner is one who learns using melody or
rhythm.
This would be like a musician learning how to play by listening to a piece of music or a drummer who hears
beats in his head and on the street from arbitrary sources before putting it together in the studio. But it can
also be a person who learns best while humming, whistling, toe-tapping, tapping their pencil on the desk,
wiggling, or listening to music in the background. For this person, music isn’t a distraction but instead actually
helps the learning process.
The Kinesthetic Learner: The Kinesthetic learner is a person that learns best by actually doing something.
These people are also scientific in nature and must interact with objects in order to learn about them (or learn
about them in the best way possible). According to FamilyEducation.com, some of the most common
kinesthetic-based jobs are those in the arts, manufacturing or creative fields like physical therapy, dancing,
acting, farming, carpentry, surgery, and jewelry-making. None of these careers could be done without “hands-
on experience.” Many of these jobs, with rare exception, are also trade professions that require an
apprenticeship or shadowing.
The Visual or Spatial Learner: A visual or spatial learner is a person who learns best if there are visual aids
around to guide the learning process. For example, someone who can learn best from diagrams, pictures,
graphs would be a visual or spatial learner. These people tend to be technically-oriented and enter engineering
fields.
An example of this type of learner would be a person who becomes a computer engineer or programmer. In
fact, according to the educational organization Simplilearn, there are over 20,000 professionals who have been
trained in programs like the CompTIA Strata training program. But, the best students are those that are visual

18
 or spatial learners. Why? Because being proficient in programming and IT requires that you be a strong visual
or spatial learner. Almost everything having to do with computers is conceptual and so it relies on graphical
or visual representations of components that can’t actually be seen (e.g. bytes).
The Logical or Mathematical Learner: The logical or mathematical learner must classify or categorize
things.
They also tend to understand relationships or patterns, numbers and equations, better than others. These are
obviously engineers, scientists, mathematicians, and other technical professions.
The Interpersonal Learner: The interpersonal learner is someone who learns by relating to others.
Often, these people share stories, work best in teams, and compare their ideas to the ideas of others. In a sense,
others help them think of new ideas of their own. They are often naturally good leaders as well as team players.
You often see these people in various fields of psychology or social sciences.
The Intrapersonal Learner: The intrapersonal, as opposed to interpersonal, learner is someone who works
and learns best when they are alone. They set individual goals that are challenging, but not impossible. They
are also motivated by internal forces, rather than external ones. They are often introverted individuals, but not
always. These people often enter creative fields, become entrepreneurs, and sometimes small business owners.
But they are usually in fields or industries that allow them to work without direct supervision.
33. Briefly describe the following:
Proxemics
Proxemics is the study of physical closeness or distance people keep between themselves while talking.
Such proximity or lack of it can reveal the nature of communication and the relationship between the
two.
There are four zones in this connection.
a) Intimate zone E.g. A romantic pair b) Personal zone E.g., Patient - Doctor consultation session.
c) Social zone E.g. A group of people chatting d) Public zone E.g., Classroom teaching.
During communication, the appropriate distance is appreciated. We should not invade into
other people’s personal zones. Adjusting the distance according to needs is a requirement.
Kinesics
This is the science of body movements enhancing communication. Gestures facial expressions and
other head and body movements communicate messages.
Chronemics: Chronemics is the study of the role of time in communication. The perception use and valuing
of time differ from country to country. This influences also the work ethics, technology and time management.
Western communities are more time-conscious and give importance to schedules, appointments etc.,
while Asian and Latin American countries have a more liberal approach and multi-task; the first type is called
monochronic and the second polychronic attitude to time management. The first category of people view
punctuality as more important than relationships and are often impatient and hurried. Their interactions may
be a little stressed up as they always race against time. Polychronic societies have time and are conducive to
creativity.
Haptics studies touch (using the tactical sense) behaviour as a means of communication. How people touch
each other during communication or not touching at all is important in assessing their relationship. Handshake,
pat on shoulders, putting arms around others shoulders, holding hands, hugging, kissing etc. are indicators of
inner feelings as well as relationships. The determinant factors here are culture, gender, context, personality
and relationships.
Touch can express love, affection, compassion, encouragement, sympathy, support and so on.
Touch may be categorised thus:
a) Functional or professional touch - E.g. A teacher patting a student to congratulate him.
b) Social touch - E.g., Handshake
c) Genial touch - E.g., Close friends hugging/holding hands
d) Sexual touch - E.g., Married couple
34. Which are the types of body language used in communication?
Gestures: Gestures are hand movements. There are different types of gestures.
e) Emblems are word substitutes. E.g., Thumbs up.
f) Illustrators help to add to the meaning. E.g. Lifting the palm upwards step by step can be
associated to saying ‘higher and higher’.

19
 g) Regulators to show change over. E.g. Secondly,…after a pause uttered with two uplifted fingers.
h) Adapters include motions that reveal emotions. For instance, rubbing hands together shows
eagerness.
i) Affect displays. These are movements showing emotions. Fisted hands reflect aggression.
Some gestures and their meanings
➢ Hand shake - greeting
➢ Waving - farewell
➢ Thumbs up - appreciation
➢ Thumbs down - disagreement
➢ V sign (with index and middle fingers) - victory
➢ Rubbing hands - eagerness
➢ Cupping the ear - can’t hear you
➢ Folded fists - aggression
➢ Raising hands with head up - achievement
➢ Raising hands with head down - surrender
➢ Clapping - appreciation
➢ Hand holding - affection
➢ Patting the shoulder - encouragement
➢ Stroking the chin - evaluation
➢ Hand on cheek - contemplation
➢ Spitting - insult
➢ Shoulder shrug - don’t know/care
➢ Biting nails - pressure
➢ Head in hands - boredom
➢ Rubbing the neck - frustration
➢ Hands on hips (standing) - aggression, dominance
Head movements include nod, shake, head rubbing etc. Nod means ‘yes’, shake means ‘no’ and head rubbing
shows forgetfulness.
Head positioning:
➢ Head up shows reflection or neutrality
➢ Head down shows negativity or lack of interest
➢ Forward-tilted head shows interest
Eye contact plays a major role in communication. It: -
➢ - invites attention
➢ - facilitates interaction
➢ - gives instant feedback
➢ - reflects the rate of interest
➢ - reveals the state of mind
Too much eye contact implies dominance and superiority, while too little of it shows less attention, dishonesty
or shyness.
Facial expressions are emotions reflected on the face:
Emotions - Expression
Happiness - Smile
Sadness - Gloomy face, tears, trembling lips
Anger - Steady, sharp gaze
Fear - Open mouth, trembling
Interest - Inclined head, slightly open mouth
Disapproval - Frown
Postures: This is body positioning or the modes of standing, sitting or lying down. Postures may be ‘open’
or ‘closed’. An open posture shows free arms, open palms and the body leans forward slightly. Closed posture
is illustrated through crossed legs and arms.
Common postures and meanings:
(1) Erect body posture - confidence

20
 (2) Sagging - lack of confidence or sadness
(3) Standing/sitting with folded arms on the chest - submission
(4) Leaning forward on the seat - interest
(5) Leaning backward - hostility / negativity
(6) A slight lean sideways in seated conversation - friendliness
(7) Slump - tiredness / boredom
(8) Extremely relaxed and asymmetrical posture- rejection / lack of interest
(9) Moderately upright - enthusiasm / friendliness
Ideal postures
(a) Standing:
> Be upright
> Keep feet about shoulder width
> Keep shoulders straight
> Let the arms hang down naturally
> Keep the head straight
(b) Sitting:
> Moderately upright with spine aligned to the back of the chair
> Align arms with shoulder, not spread out
> Let the head rest slightly on the headrest
> Put the feet flat on the floor
> Keep the arms and legs symmetrical
> Do not slump in the chair
Comparison / Similarities
i. Proper awareness and utilization of these techniques will enhance effective
communication.
ii. All of them are connected to culture.
iii. All are linked to professional ethics
iv. All throw light into the nature of communication, attitudes and human relationships
35. Explain paralinguistics.
Paralinguistics is the study of communication that does not include words, but takes into consideration other
aspects such as tone, inflection, loudness, pitch etc.
Tone: This is a way of speaking. Happy news is delivered using a pleasant tone, while sad news should be
conveyed using a solemn and serious tone.
Inflection: It represents the highness or lowness (pitch) of the voice. High pitch represents nervousness or
helplessness but low pitch shows strength and maturity. Pitch reflects the speaker’s emotional state.
Volume: This is loudness of the voice. Loud people are considered aggressive or commanding and soft-
spoken persons are viewed as timid. The rate of audibility will decide the volume.
Rate/Pace: The average rate is between120 – 160 words per minute. Slow speakers are seen to be lacking in
confidence; however, very fast speakers may lose control of the message.
Pronunciation: Using the right words and pronouncing them correctly will result in credibility in
communication.
Pause & Silence: Pausing at the right moment and meaningful silence (sometimes silence speaks louder than
words) will make your communication very effective.
Object language: The kind of clothes people wear and the gadgets they use reveal a lot about their attitudes
and personality.
36. Match the following body language with their meanings:
Body Language Meaning
1 Rolling one’s eyes (a) lack of confidence
2 Nodding (b) exasperation
3 The crossing of arms (c) confirmation
4 Shaking of legs (d) defensive
1-b,2-c,3-d,4-a

21