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MCOM 2 All right are reserved with CU-IDOL PROFESSIONAL BUSINESS PROFESSIONAL BUSINESS COMMUNICATION-I COMMUNICATION-I Course Code: M Com Semester: First Book ID: SLM Unit 7 - 8 Unit: 7 www.cuidol.in Unit—7-8 MCM-603)

PROFESSIONAL BUSINESS COMMUNICATION-I OBJECTIVES INTRODUCTION 33 Explain the how to speak professionally. To be successful in formal environment, one has to be an effective oral communicator. Describe the process of listening and suggest tips Research has shown that employees in any for effective listening organization spend more time in speaking rather than writing Explain how a paper presentation can be made effectively. Presentation skills are vital for the success of managers and the organization to which they Discuss the guidelines for making effective use of belong.. PowerPoints www.cuidol.in Unit—7-8 MQC1M01-6)03) INASlTl ITriUgThEt OarFeDrIeSsTeArNvCeEd AwNitDh OCNUL-IIDNOE LLEARNING

Topics to be Covered > Speaking & Listening like a Professional Business Person 4 > Communicating Effectively in Meetings All right are reserved with CU-IDOL > Meeting the Challenge of Formal Speaking PROFESSIONAL BUSINESS > Paper Presentations COMMUNICATION-I > Planning a Presentation > Delivering a Presentation Unit-7-8(MCM-603) > Power Points www.cuidol.in

Speaking 5 ➢Speaking is the delivery of language through the mouth. ➢ To speak, Speaking is the delivery of language through the mouth. ➢To speak, we create sounds using many parts of our body, including the lungs, vocal tract, vocal chords, tongue, teeth and lips create sounds using many parts of our body, including the lungs, vocal tract, vocal chords, tongue, teeth and lips. www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

Characteristics of Effective speech 6 ➢ Clarity: Speech should be clear and unambiguous. Audience should be able to understand the content of the speech without much effort. ➢ Relevant: The content of the speech should be relevant to the audience. The examples and stories made use of in the speech should be related to the message. ➢ Conciseness: Long speeches test the patience of audience. It is easy to pay attention, show interest and remember the message, if the speech is shorter. ➢ Interesting: Effective speeches will have features that sustain the interest of audience. ➢ Informal Touch: A good speech should be rational and emotional www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL

LISTENING SKILLS 7 Listening is said to be the ability to accurately receive and interpret (understand) the messages in the communication process. ➢ Listening is the most important communication skill. ➢ Listening is an active process that requires attention. ➢ Communication cannot be completed without effective listening. ➢ Effective listening is a dynamic (real) activity that seeks the meaning intended in the messages sent by the speaker. www.cuidol.in Unit-7&8 (MCM603) All right are reserved with CU-IDOL

Listening v/s Hearing 8 ➢ Hearing - physical process; natural; passive ➢ Listening - physical & mental process; active; learning process; a skill to develop ➢ Hearing is an involuntary act that happens automatically. Hearing is the first stage of listening. e.g. A truck honking on the road in front of our house. ➢ Listening is a voluntary activity, demands perfect coordination between the ears & the brain, is very creative, interactive and interpretive process leading to learning. https://francisgroup.com/wp-content/uploads/2018/04/hear-vs- listen-1.jpg www.cuidol.in Unit-7&8 (MCM603) All right are reserved with CU-IDOL

Types of Listening 9 www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL

Communicating Effectively in Meetings 10 ➢ Be on time: Punctuality is very important. Not sticking to the allocated time schedule in a meeting also shows a lack of respect for other people’s time. ➢ Stay on topic: To steer the discussion in right direction, it is important to have an agenda. ➢ Choose proper words: Be mindful when choosing your words and avoid language that makes assumptions or discriminates ➢ Watch your body language: Body language is just as important as verbal communication. ➢ Don’t talk over others: If two people talk at the same time, odds are neither one is being heard. ➢ Listen actively: When you are not speaking make sure that you are practising good listening skills ➢ Avoid distractions: Following the agenda and staying within the time frame of each action point will help you to stay focused. ➢ Use stories and crack jokes to remove boredom: Business meetings, especially long ones, can get very dull very quickly www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL

Meeting the Challenge of Formal Speaking ➢ Speaking is a performance: Speaking is not mere delivering of words. 11 ➢ Organize your thoughts into a structure: Arrange your thoughts into three parts - opening, a body, and a close ➢ Develop a good opening: The main purpose of a speaker is grabbing and maintaining the attention of audience from the beginning to the end. ➢ Establish your credibility: Highlight your background and expertise. Use a personal story that reveals your experience and expertise. ➢ Use the power of eye contact: Maintain eye contact with audience. It makes a person feel personally engaged in your speech. ➢ Exude confidence: Stand up straight and keep your shoulders back. Wear clothes that make you look confi dent and hide your nervousness ➢ Deliver content: It is important to know about audience and their expectations ➢ Tell compelling stories: Narrate stories that support the content and hold the attention of audience ➢ Vary your cadence: Vary your tone, pitch and speed ➢ Close with an impact: Before you close your speech, signal the end. www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL

Paper Presentations 12 ➢A research paper is a piece of academic writing based on its author's original research on a particular topic, and the analysis and interpretation of the research findings. ➢ It can be either a term paper, a master's thesis or a doctoral dissertation . ➢ A presentation is the process of presenting a topic to an audience. It is typically a demonstration, introduction, lecture, or speech meant to inform, persuade, inspire, motivate, or to build good will or to present a new idea or product. www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

Types of Papers 13 ➢ Technical Paper: A full-length, peer-reviewed paper, that is accepted for presentation at a technical session and publication in the conference proceedings. ➢ Extended Abstract: It is a short peer-reviewed paper that is accepted for presentation at a technical session and publication in the conference proceedings. Extended abstracts may include diagrams, graphs, charts, photos and a small amount of text to illustrate major points of paper. Depending on the conference, you may be asked to submit one of the following: ➢ Abstract: Synopsis of your research (250 words or less). ➢ Extended abstract: High-level summary of your research (less than 2 pages). ➢ Brief or short paper: Summary of your research (less than 4 pages). ➢ Full paper: Complete paper describing your research in full (6-8 pages). www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

Preparing for a Presentation 14 ➢ Presentation outline: Your outline should serve as an aid to effective delivery. Therefore, after you are satisfied with the content of the presentation in manuscript form, you should reduce the manuscript to an outline. ➢ Prepare Audio Visuals: Visual aids are many. They fall under two categories-(a) projected and (ii) Non projected. Their choice depends on various factors like audience size, cost and ease of preparation ➢ Practice Your Presentation: Dale Carnegie says: “A well prepared speech is already nine tenths delivered”. Real preparation consists in allowing the speech to grow and developing courage and self – confidence. Start with introduction, and continue to practice with your outline until you have worked your way through the conclusion. www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

Delivering a Presentation ➢ Four things are essential to overcome stage fright 15 ❑ Start with a strong and persistent desire ❑ Know thoroughly what you are going to talk about ❑ Act confident ❑ Practice ➢ Request a lectern: Ask for a lectern. It provides the security of high desk. ➢ Distribute Handouts: To complement your presentation you can distribute handouts.However, the timing of distribution of handouts is critical. ➢ Check microphone: The microphone is a peculiar device ➢ Choose proper style of addressing: First, address the chairperson of the meeting. ➢ Establish rapport with audience: From the beginning, you have to establish relationship with the audience ➢ Arouse attention: Here are some hints for a good start ➢ Use body language: Many feel that body language conveys far more than words. www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

➢ Utilize visual support material: Visual support materials include charts, exhibits, manuals, Filmstrips, 16 transparencies, models, etc. ➢ Refresh audience: During the middle of the talk, audience may lose their concentration for one reason or another. ➢ Monitor audience: For various reasons, audience may lose their attention. A speaker has to take responsibility to regain and hold their attention. ➢ Assert yourself: An effective presenter needs to be assertive, not aggressive. ➢ Maintain contact with your audience: Making contacts is essential to relate with your audience and sustain their interest in you and your talk. www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

PowerPoint Presentation 17 ➢A PowerPoint presentation is a presentation created using Microsoft PowerPoint software. ➢The presentation is a collection of individual slides that contain information on a topic. ➢PowerPoint presentations are commonly used in business meetings and for training and educational purposes www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

Power Points 18 PowerPoint has become the de facto presentation tool for most of us. However, research on the effectiveness of PowerPoint slides has yielded mixed results. Here are the findings that have implications to presenters Design a template that is free from distracting items Strive for simplicity and readability. Most PowerPoint templates contain distracting elements such as borders or shading that can distract you from your message When creating your template, keep in mind the advice of French w riter Antoine de Saint-Exupéry, “A designer knows he has achieved perfection not when there is nothing left to add, but when there is nothing left to take away.” www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

Summary ➢Speaking: Speaking is the delivery of language through the mouth. To speak, we create sounds using many parts of our 19 body, including the lungs, vocal tract, vocal chords, tongue, teeth and lips. ➢ Listening: Listening is the active process of receiving and responding to spoken (and sometimes unspoken) messages. ➢ Meeting: A meeting is an arranged event at which a group of people come together to discuss a particular topic. The phrase is most commonly used to refer to business meetings, at which a group of employees discuss, for example, the work they intend to do on a particular project. ➢ Paper: A paper is a piece of academic writing based on its author’s knowledge and understanding. ➢ Research paper: A research paper presents original research on a particular topic, and the analysis and interpretation of the research findings. It can be either a term paper, a master's thesis or a doctoral dissertation. www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

FAQ A. Answer the questions 1 . What is speaking? 20 Ans : Speaking is the activity of giving talks or speeches(for more definitions refer page no.2 in SLM) 2. Why is listening important? Ans : Listening is an essential competency of individuals for remaining competitive (for more definitions refer page no.2 in SLM) 3) Write the steps in planning a presentation. Ans : Planning for presentation involves factors such as: Knowing the Context (seating arrangement, facilities a nd equipment), Making Audience analysis, (for more definitions refer page no.2 in SLM)\\ 4) What are the tips for preparing power point slides? Ans : PowerPoint has become the de facto presentation tool for most of us. The following tips will be useful for making effective power point presentations (for more definitions refer page no.2 in SLM) www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL

Multiple Choice Type Questions 21 1. An effective speech is (b) Audience oriented (a) Rational and not informal (d) None of the above (c) Biased to a particular view Ans (b) 2. Effective speaker in meeting is one who keeps on (a) Talking over others (b) Telling stories and jokes (c) Contradicting the views of others (d) Avoiding distractions Ans (b) 3. Presentation outline may be in a format known as: (a) Full sentence (b) Key phrase (C) Key word D (D) Any one of the above Ans : (d) www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL

22 4) The rational arrangement of ideas in a presentation is known as: (a) Psychological (b) Climactic (c) Logical (d) Spatial Ans : (c) 5) Academic writing based on its author’s knowledge acquired by study with the aim of sharing knowledge is known as: (a) Document (b) Essay (c) Paper (d) Presentation Ans : (c) www.cuidol.in Unit-7-8(MCM-603) All right are reserved with CU-IDOL

References Web Resources 23 1. Vceormba›l Communication: Meaning, Importance, Types, Examples Retrieved from https://www.importantindia. verbal-communication-meaning-import. 2. Verbal communication: definition, types, importance ▷ Legit.ng Retrieved fromhttps://www.legit.ng › Ask Legit 3 Meenakshi Raman & Prakash Singh (2012), Business Communication, 2/e, New Delhi: Oxford University Press. 4. Mandel,S.(1988). Effective presentation skills. London: Kogan Press. Reference Books 1. Lesikar, Raymond. V; Flatley, Marie. E; Rentz, Kathryn; Lentz, Paula a & Neeraj Pande (2015), Business Communication: Connecting in a Digital World, 13/e, New Delhi: McGraw Hill Education. 2. O’Brien, Terry (2016), Little Red Book of Reading and Listening Skills, New Delhi: Rupa Publications. 3. Kaul, Asha (2015), The Effective Presentation: Talk Your Way to Success, New Delhi: Sage Publications. www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL

24 THANK YOU For queries Email: [email protected] www.cuidol.in Unit—7-8 MCM-603) All right are reserved with CU-IDOL