Unit - 2

Verbal And Non-Verbal Communication

1. What is meant by the term Extempore? How does an extempore speech test the abilities of the speaker?

Extempore is a type of impromptu speech given without any prior preparation. It is a format of public speaking where the speaker is given a topic and he/she has to speak on that topic there and then with no pre-meditation whatsoever.

In some cases, the speaker is given a few minutes to organize his thoughts before speaking but in most cases the speaker has to speak on the topic as soon as it is allotted to him.

Extempore tests the knowledge of the speaker as well as their ability to express themselves articulately in a limited amount of time.

Extempore tests the following abilities of a speaker:

1. How quickly one can think of relevant information.
2. How one analyses the topic and identifies the issue that is to be addressed.
3. How prudent one is in generating ideas.
4. Logical Thinking – organizing and prioritizing ideas sequentially.
5. Ability to connect with the audience.
6. Speaking communication skills such as choice of words, tone and vocal stops.
7. Presentation skills such as body language, composure, posture, confidence etc.

To be an articulate speaker, one must practice their vocabulary, pronunciation and grammar as much as he can.

2.     How can one prepare for an extempore speech? Write down the basic guidelines for practicing extempore speech.

Guidelines of practicing extempore speech:

1. Logical Thinking: Organizing and Forming Ideas

Extempore speeches give little to no time to the speaker to prepare, therefore one needs to be fast in forming ideas and thoughts around a given topic. To be good at logical thinking, one should practice writing down about various topics with perfect speed and accuracy.

2.     Keeping The Audience in Mind:

It is necessary to know one’s audience while delivering an extempore speech. The speaker should formulate his thoughts in such a way that his audience understands each and every idea and can relate to them. The language, background, type of setting (formal or informal) all should be kept in mind while speaking.

3.     Being Truthful With The Audience:

If one is asked to give an impromptu speech, he can acknowledge that he has not prepared a speech in advance. This will help relieve tension between the speaker and the audience and create a friendly environment. It should be done in a professional manner not to garner sympathy but to put the audience and oneself at ease.

4.     Practicing for a Minute:

The speaker usually gets a few minutes before presenting which should always be used to practice. When one has finished organising his thoughts, he should practice speaking in a low voice for a minute or two. This will help build confidence and get a grasp on the subject matter.

5.     Hijacking the Topic:

Since the conversation is one-sided during an extempore speech, the speaker is in complete control. It depends on the speaker what path the flow of the speech will take. Keeping this in mind the speaker can relax and speak with confidence.

6.     Introduction, The Main Subject and The Conclusion:

The speech should consist of an introductory sentence which will let the audience know how the rest of the speech will follow. The middle should consist of the main theme of the topic with as many relevant points as possible. The conclusion should summarize all that was spoken before it in a clear and concise manner.

7.     Keeping it Short and Sweet:

Extempore speeches are not expected to be long. The speaker should use this to his advantage and keep the speech short and sweet and to the point. No extraneous digressions must be entertained.

8.     Being Aware of Oneself:

While speaking, one should always be aware of one’s tone, diction and body language. He should also be aware of how the audience is reacting to his speech. One should not say anything that might hurt the audience’s sentiments or make them lose interest.

3.     How does spoken English differ from written English? What are its uses in communication.

Language involves both the ability to comprehend spoken and written words and to create communication in real time when we speak or write. Most languages are oral, generated through speaking. Speaking involves a variety of complex cognitive, social, and biological processes including operation of the vocal cords, and the coordination of breath with movements of the throat, mouth, and tongue.

The use of language changes considerably depending upon the channel of communication. For example, it is easier to use multiple independent and subordinate clauses along with complicated vocabulary while writing but it becomes difficult to do the same while speaking. When speaking one tends to use a simpler form of the language.

There are certain elements of a language which only come into play while speaking such as pronunciation, intonation, word stress and accent. If one is already familiar with a certain language, learning the proper spoken form of another language can be a difficult task as it would involve re-structuring one’s whole biological structure of speaking.

For non-native English speakers, the influence of their first language can be a very big problem when it comes to pronunciation. If up to later age, the sole language we speak is our mother tongue, tons of the speech patterns get set in the human brain. Each language has peculiar sounds and combinations of consonants and vowels. If we start speaking multiple languages from infancy, we easily retain the pliability of uttering sounds from different language systems. Our brains can be easily trained for various sounds from different languages. But if we don't receive that training in our childhood, our brains get familiar with the sounds on just one language and at a later stage it becomes very difficult to coach the brain for a completely different audio system needed for the second language.

Spoken language usually involves of more use of personal pronouns, shorter thought units than written language that are easier to follow, more repetition of words and phrases to emphasise ideas, use of colloquial words and contractions to create a lively conversational tone, use of familiar vocabulary to ensure that the listener understands what the speaker is saying and fewer references to previously stated information.

4.     What is meant by elocution? What are the six principles of elocution speeches?

An elocution is a manner of delivering formal speech which focuses on the various elements of speaking such as pronunciation, articulation, vocabulary, accent, emphasis, inflections and gestures along with the subject matter of the speech.

Elocution tests the speaking skills of the orator and allows him to understand his faults providing him with room for improvement.

There are 6 key principles of elocution that must be learnt and mastered in order to have clear and precise speech. These principles are:

1. Articulation- This is defined as the ability to put thoughts into effective words, in order to phrase and enunciate words to deliver a proper speech.

2. Inflections- This is the ability to modulate the tone of speech so as to express a grammatical attribute of the word, such as tone, mood, gender etc.

3. Accent and Emphasis- The social surrounding of a speaker greatly influences how they speak. Learning to emphasise on the right syllables in order to pronounce words correctly, greatly improves an individual’s overall communication and understanding skills.

4. The Voice- The effectiveness of speech can be impacted by the tone and pitch of how words are pronounced. Modulating the voice while speaking helps avoid a monotonous tone and greatly improves the impact of the speech.

5. Gesture- The movement of hands, body language, and overall facial features while speaking greatly aid in the effectiveness of speech. Learning to control facial expressions for appropriate situations enables one to become a better, considerate speaker.

6. Instructions for Reading Verse- Effective reading enables one to learn proper stress on words in order to deliver an impactful speech. Phonetics also play a crucial role in helping develop correct speaking skills and reading a passage where one can identify the key areas to make an emphasis on.

5.     How can one improve their elocution skills? Explain in detail.

Below are some methods by which one can develop and improve their elocution skills:

1. Drink sufficiently - Drinking sufficient amounts of water helps relax the vocal chords which are essential for speaking clearly and concisely

2. Posture - Standing straight with the spinal cord making an angle of 90 degrees with the ground gives your vocal chords more volume when speaking and also a creates a good impression on the listeners.

3. Inhale-Exhale - Inhaling deep breaths and exhaling before speeches calms the mind and allows one you to speak longer sentences without inhaling in between.

4. Lower Register - As the lower registers are more pleasant to the ear, keeping a low register of the tone of your voice will help the audience understand better and will keep them interested.

5. Record the speech - Video recording can be helpful as you can hear the tone of your voice and pronunciation and also can see your posture and body language. Here you can find out where you are going wrong and focus on ways to improve.

6. Speaking slowly - One often tends to forget or fumble while speaking fast. Speaking slowly will allow you to be calm and will give you time to properly pronounce each word making it easy for the audience to understand.

7. Confidence is key - It is extremely essential to be confident while speaking in front of an audience.  If one has stage fright they can practice their speech in front of family and friends to boost confidence.

6.     What are the basic skills required to make a successful presentation?

A presentation is a formal talk given on a specific set of topics to inform and educate. They may be short or long, include slides or other visual aids, and be done individually or in a group.

Planning and structuring a presentation is similar to the process of writing an essay, except the speaker needs to be conscious of a live audience and use spoken language instead of written.

Below are the four basic skills required to create a successful presentation:

Step 1: Planning:

While planning a presentation, the following questions should be kept in mind:

1. What is the aim of your research?
2. Why are you presenting it in oral form?
3. What is important about your findings?
4. What is the key focus of your presentation?
5. To whom are you presenting your findings?
6. Are they more or less knowledgeable on the topic than you?
7. What does your audience expect to gain from listening to you?

The presentation must be planned in such a way that it answers all these questions first before moving on to the structuring stage.

Step 2: Structuring the Presentation:

Like an essay, an presentation needs an introduction, body and a conclusion. The introduction may consist of an anecdote or provocative question to engage the audience right from the start. A question that includes your audience will make them want to follow through with you to find out the implications as they relate to them directly. The body will contain the main theme of the presentation where the ideas introduced earlier are explored thoroughly. The concluding statement should be a clear summary of what has been said in the main part of the presentation. It should also point toward further research or conclusive results if possible.

There are a lot of differences in speech and writing, and they must be kept in mind while preparing a presentation.

One of the most obvious ways in which to achieve natural speech is to speak sometimes in the first person - you can refer to yourself in a presentation, for example, "I'd like to start by..." or "Let me give you an example...", whereas in written projects it is best to keep the use of the first person to a minimum.

While preparing for a presentation, visual aids such as PowerPoint presentations could be very useful to illustrate one’s ideas more clearly. It can be very purposeful to employ such visual aids while discussing the central themes of the topic.

Step 3: Preparation:

Preparedness helps in easing nerves nous and boosts confidence. The following considerations should be kept in mind while preparing for presentations.

Time limits:

The presentation must be practiced a number of times to get the pacing right and to ensure the information can be contained in the time provided. Finishing too early might make the audience think that you lack proper material or understanding of the topic whereas finishing too late might make them feel boredom.

Speak from notes:

It's preferable to reduce the original paper to bullet points while presenting so as to not lose eye contact, intonation and good posture.

Body language:

Use of gestures and good posture combined with a smile keeps the audience engaged and interested.

Voice:

Loudness should be ample so that the audience can hear you clearly and the pace should be perfect so they can follow your arguments. Use silence and pauses effectively when making particular points, also speaking in monotone should be avoided.

Step 4: Presentation:

If all of the previous steps are followed carefully, one should be able to present easily and effectively. Questions should be welcomed and special attention should be given to the audience’s reactions and one’s own body language.

It should always be kept in mind what the purpose of the presentation is and all improvisations should be done in accordance to that purpose. The presentation should be ended with a polite “thank you” and all questions from the audience should be answered as clearly as possible.

7.   What is Non-verbal communication? What are its various uses?

Nonverbal communication is the type of communication that is carried out without the use of words. Nonverbal communication is usually utilized as an aid to verbal communication. This type of communication employs gestures, body language, symbols and expressions.

Nonverbal actions office set the tone of the conversation. Nonverbal communication is useful for expressing one’s mood, opinion or reaction. Below are some forms of non-verbal communication:

Following are the various appropriate uses of Non-verbal Communication:

1. Replacing speech

Non-verbal communication is an effective way of communicating without speaking in both formal and informal settings. Not only can one express a lot without words through their expressions and gestures but one can also use non-verbal signs to supplement speaking.

Below are some ways by which non-verbal communication can replace or supplement verbal communication:

1. Using hands, legs feet or the whole body to indicate something.
2. Using gestures with fingers, hands and arms to express a point.
3. Tilting of head such as nodding to say yes or no
4. Using expressions to express joy, sadness, approval, disapproval, frustration etc.

2. Controlling conversation

During a conversation, both parties take turns to speak to express their thoughts. Therefore, if a conversation requires one to take control such as in a debate, non-verbal communication can be used to drag the ball into one's court.

Below are some ways by which one can take control of the conversation using non-verbal communication:

1. Cutting into speech to take control.
2. Using voice modulation and tone to retain control.
3. Pausing between sentences to add dramatic effect.
4. Stopping between sentences to allow others to speak.
5. Leaning forward to show interest and request others to speak.
6. Looking away or leaning backwards to show disinterest or unpreparedness to listen.

3. Impression through Appearance

As Non-verbal communication goes beyond bodily actions to anything that sends subtle messages, one's attire and the way they look in general can affect the audience in many ways. Thus, one's appearance can be a useful tool to create an impact on the listener.

Below are some things which can be used to create a lasting impression:

1. Appropriate attire for a formal or informal setting and proper grooming.
2. Personal accessories such as watches, jewelry, etc.
3. Organization of workspace such as the setup of desks, chairs and computers.
4. Status symbols such as cars, houses etc.

4. Expressing emotion

While Verbal communication is useful fro expressing thoughts, Non-verbal communication is useful for expressing emotions and subtle feelings. The tone of one's voice, their expressions and their body language can tell much more about a person than words can. In particular, if one feels that he is unable to express emotions verbally, their words and body language can easily be in contradiction, sending messages that may be interpreted as stress or deceit.

8.     How can one prepare for an interview? Describe in detail the various techniques for preparing for interviews.

Preparing for an interview can be a difficult task, but it’s not impossible. With the help of a few basic interview techniques, it should be fairly simple to crack

Visualizing the Interview:

Visualizing the interview is an excellent way of working out what areas one needs to work on. One should imagine as if they were in a interview where the interviewer is looking at their resume for the first time. One should then imagine the most difficult questions that the interviewer could ask them, e.g. “Why weren’t you more proactive at university?” or “Why has it taken you a whole year to find your first graduate job?”

Then one should try answering these questions. It is also helpful to prepare a format for these answers to be used in an actual interview. Also, one should try to imagine the qualities that the interviewer might be looking for in an ideal candidate. And one should ask themselves, how many of those qualities are possessed by them and how can they be shown in an interview.

Self-Reflection and Selling Oneself:

It’s worth making a list of one's values, interests, strengths and weakness with accompanying examples or evidence to back up each one. One needs to sell these attributes to the interviewer and give examples of times when they have been shown in everyday life.

One also needs to think about why they want the job or position and what you have to offer the organization. What would one change or what ideas would one bring to the role? It might also be worth thinking about one's short-term and long-term career goals.

Asking Questions:

One should not be afraid to ask the interviewer to clarify a question. Questions should also be asked by the interviewee during the interview and not just at the end. The key here is to position oneself so it looks that, whilst they are interested and enthusiastic about the job, they have a sense of their own self-worth. However, it is important that this should not seem as arrogance to the interviewer.

Body Language:

Body language is very important. Slouching with one's arms crossed won’t exactly make them look like a model employee. The head should be straight up and the eyes should meet the interviewer’s line of sight at all times. Making eye contact with the interviewer while speaking to them is almost as important as saying the right words during an interview.

Paying attention:

It’s extremely important to keep one's concentration levels up during the interview and to make sure one listens attentively. Interviewers tend to go on long rants about their organizations but the interviewee must never lose focus and always show the interviewer that he is listening attentively by nodding and smiling.

Speaking correctly:

During an interview the most important thing is to choose one's words carefully. The pronunciation, intonation and syntax must all be appropriate and the words should be spoken as clearly as possible. One should be articulate in expressing one's thoughts and opinions but at the same time it is essential to be cautious of others opinion's and feelings and should try not to hurt them.

Whom to Speak to:

In many cases the interview is conducted by more than one person. One needs to make sure they pay attention to all of the different interviewers. So while answering a question, they should all be given proper attention, so as not to exclude anyone. Although, if an interviewer asks a direct question, it’s important to address the answer solely to them.

9.     What is public speaking? Why is it important to learn public speaking? What are the main elements involved in public speaking?

Public speaking can be defined as a presentation which is given in front of a live audience. It is a performance-based art. The goal of public speaking may be to educate, influence or entertain the audience.

Public speakers often implement visual aids such as power-point presentations; relevant objects etc. to get their content across more easily.

Public speaking is different to an online presentation is the sense that an online presentation is made as per the viewer’s discretion whereas public speaking is performed at a specific time and place.

Below are some reasons why the skill of public speaking is important and should be incorporated in one’s skillset:

1. It is a self-confidence booster. By speaking publicly one can overcome their fear of inferiority.
2. Public speaking improves speaking skills in general allowing one to be comfortable around others.
3. It can help one make an impression and win over crowds in both formal and informal settings.
4. Influential public speaking can motivate others to change or grow.
5. Didactic public speaking can help inform people about various topics and ideas they were previously unfamiliar with.
6. It is one of the most effective ways to get one’s message across large audiences.
7. One is required to speak publicly at some point in their lives. Therefore it is advisable to hone one’s skill beforehand.
8. It allows one to demonstrate their knowledge and introduce radical ideas.
9. Public speaking helps one garner people’s admiration which can be helpful in one’s career and social life as well.
10. Public speaking can help advance one’s career and social life.

Public speaking consists of five main elements:

1. The source of the message – The speaker
2. The content or information to be delivered – The message
3. To whom the message is addressed – The audience
4. The medium of the message – Speaking
5. The reaction of the audience – The Effect

It is significant to note that one of the most important rules of public speaking is to know one’s audience. In other words, the speaker must know how to talk to and influence his audience, to know which words will carry more effect, how his audience will react to a certain idea, what is the knowledge base or background of his audience etc.

10.   What are the basic guidelines to mastering effective public   speaking?

Guidelines for practicing public speaking:

1. Staying True to Oneself:

Watching other efficient public speakers is a good way to learn and practice but everybody is different. That means that there aren't any rules for what makes an efficient orator. Part of being an authentic orator is knowing the way to be yourself when underneath the spotlight. Acting like yourself instead of trying to imitate somebody else allows you to behave more organically, which may be a boon when attempting to connect with an audience.

2.     Knowing the Purpose of the Speech:

One should always know whether they want to influence, educate or inspire the audience and depending upon that one should decide how to formulate their speech.

3.     Expanding Knowledge Base, Presentation tools and Vocabulary:

Reading about various topics is a great way to expand one’s horizons. ‘Always keep learning’ should be the motto of every public speaker. The speaker should be updated with current affairs and should have a vast vocabulary to incorporate within his speeches. One should also learn how to use electronic slideshows and other presentation tools as they provide an edge to the speech.

4.     Playing to One’s Strengths:

Some people are good at storytelling others are good at using information to influence people. One should find out his strengths and practice them time and time again. The most efficient speakers are ready to effectively identify their strengths and use those strengths as tools to make a presence that's authentic and relatable.

5.     Improvisation:

While speaking it is rare that things go exactly as planned. Therefore one should practice how to improvise when he fumbles or goes blank. Sometimes the presentation tool may malfunction, a listener may ask a question that the speaker is not prepared to answer or the speaker may simply forget one of their points, in situations like these, improvisation helps to get back on track and prevents the audience from losing interest.

6.     Audience is the Center

The speaker is not the focus of the event, the audience is. All good orates cares more about the audience than themselves. This can be difficult if one has speech anxiety, which tends to fill them with bursts of anxiety and self-consciousness. However, focusing fully on the audience lifts a tremendous burden from your shoulders in terms of worrying about your performance.

One should practice taking the audience’s reactions into notice.

7.     Using Body Language and Gestures:

Body language and gestures say as much as the words themselves. One should practice employing gestures as much as possible while speaking. Smiling and being active in general is useful for keeping the attention of the audience on the speaker.

8.     Recording and Reviewing:

One of the most effective public speaking practice techniques is to record oneself while speaking, preferably video recording. Although few people like their own voice, the audience’s viewpoint is more important. Are you gesturing with your hands too much? Is the intro too long? Should you include a story in the middle, so you hold the audience’s attention? All of these questions are important to answer, and it can be easiest to do so by seeing yourself.

9.     Practicing in front of Friends and Family:

Asking family or friends to be practice audience members is a good way to know where one is going right or going wrong. In most cases, these two groups of people know you better than anyone else in your life. That means that, although you may not want to hear it, they know your bad habits better than anyone.

In addition to your bad habits, your family and friends will also be able to tell you if you don’t quite sound like yourself.

11.    What are group discussions? What are the fundamental principles of group discussions?

A group discussion is a communicative situation that consists of more than two participants who share their views and opinions with other participants. It is an organized way of exchanging information, views and opinions about a problem, issue or topic among the members of a group who share some common objectives.

A group discussion is less formal when compared to meetings as it may have no structured order or specific agenda depending upon the requirement. The leadership is also less directive in group discussions as compared to meetings.

Group discussions emphasize process over product. Meaning, the emphasis in a group discussion is on how the participants interact with each other rather than the ultimate outcome of the discussion.

Given below are the basic principles of a group discussion:

1. All members of the group should get a chance to speak about the given topic freely. They must be allowed to express their thoughts, opinions and feelings without restraint and also should be allowed to peruse and finish their thoughts completely without interruptions.
2. All members of the group should be able to hear each other’s ideas and thoughts without any hindrance.
3. Group members should be allowed to test unformed ideas and explore new territories.
4. All members should be able to receive and provide constructive feedback. Feedback could be positive, negative or merely a correction of factual errors but must always be done respectfully.
5. Since the discussion is one a singular topic, there are bound to be arguments and disagreements. Therefore, it must be always kept in mind that the group discussion serves a common purpose that is to inform and educate.
6. A large number of thoughts and ideas should be discussed with different perceptions on them from all members instead of sticking to only facts.
7. No group discussion should be dominated by a single person, all members should be given an equal chance to speak.
8. Group discussions must be thought provoking and inspiring. Members must always feel like they are learning while involved in a group discussion.