Unit IV
SPEECHESVOCATIONAL DEVELOPMENT AND PRESENTATION
1) SPEECHES:
Drafting a Speech
Stage presence and
personality.
2)
DESCRIBING A PROCESS.
3)
DESCRIBING AN OBJECT.
4) ARGUING
AND EXPRESSING ONESELF.
5) WRITING
PARAGRAPH.
VOCATIONAL
DEVELOPMENT AND PRESENTATION:
A.
THINKING OF A
CAREER
B.
RESUME WRITING
C.
INTERVIEW TECHNIQUES
D.
INFORMAL INTERVIEWING
E.
ORAL PRESENTATION HINTS
F.
PRESENTATION ANXIETY- GROUP DISCUSSION
I. SPEECHES:
The acquisition of oral presentation skills (or
giving speeches) is essential in a profession. The speech is of different forms
according to the situation and purpose. Such as a Debate elocution, Seminar,
Conference, Group Discussions etc..
Adequate planning and
presentation in using one's voice, body language and visual aids s imperative
for achieving the desired results in an oral communication situation.
Drafting of speeches requires
almost similar skills as that of essay writing. The speeches may have to be
drafted for several occasions such as opening of a sports meet, annual day
function etc.. Heretoo, your ability to express relevant ideas clearly and
precisely will be tested . However, the speeches must be in first person
singular. Draft the speeches as though you actually singularly addressing the
audience from a platform.
A GUIDE TO
WRITING SPEECHES: DRAFTING A SPEECH
There is no one perfect way to draft a speech. All
speeches are different; all speakers have their o
wn preferences and their own
speaking style. But there are easy rules for all speech drafting, which apply
from the most humble to the most exalted.
If you remember nothing else,
the obvious point is that a speech is written to be spoken - so it must be
sayable, clear, interesting and easy to follow.
Don t write like you write or read - write like
you speak. Keep it direct.
1. Establish
a clear structure
A speech needs to lead the listeners (and readers)
through the story the speaker is trying to tell. The material and argument must
be organised in a logical structure.
You need more structure than
you think. You are familiar with the material and arguments. But your listeners
(generally) are not. They will not have the text of the speech in front of
them. So make them follow the argument, and remember it when they leave the
room, you need.a lively, logical, step-by-step structure. The speaker may be a
non-expert - so a clear structure helps her/him too.
2. Opening and
Closing
The beginning and -end are key. You need to get
off to a good start and end with a flourish.
A strong opening wakes the audience up. They see
that. they are, not wasting their time: the speaker is worth listening to. So avoid a dull opening paragraph which
thanks the organisers, praises the venue and the sponsoring organisation, and
expresses general delight at being there. The speaker needs to do those things
- but get a big message in first.
An example of an opening
Thank you for that kind introduction.
Use opening lines such as "Good Morning, Ladies & Gentlemen"
" Good
Evening, Friends"
"
Ladies & Gentlemen"
" Hello
Friends", etc..
suitable according to 1) the audience,
2) time of
the event
3) the
situation.
First let me say how delighted I am to be here
at……….
The last paragraph is just as important. It
reinforces your key message. Tell the audience it's coming: "let me leave
you with this thought" or reiterate the "Ladies and Gentlemen,
Distinguished Guests" with which you started. Or spell it out: "I
know that most of you were hoping that I would speak for six hours like :... But I am going to disappoint you! So
let me leave you with my basic message today"
This is the conclusion part of your speech. If
possible, conclude every speech with a message, a direction for the audience.
If you speak about some problems about the subject in the body part, try to
give solutions or suggestions from your side to the same problems you
mentioned. Only then the conclusion part
of your speech will be effective that makes the audience to remember your
speech.
2)
Organising the body of the speech
What about the middle? There are many ways to organise
the body of the speech. The crucial point is be ordered, clear, coherent way -
only then can the audience follow your argument. A few ideas, which can be
combined:
Past-Present-Future
Set the scene with historical context; then the
current problem/issue; then what we should do about it.
Analysis-Prescription
Analyse the problem, then say what you think we
should do about it. A speech is meant to explain, convince,- or rouse to
action. So speeches should move from the descriptive (passive) to the prescriptive
(active), and not the other way round. And finally give answers-to a questions.
Use clear
and striking examples
Þ Find killer
facts which support your argument. Killer facts must (a) be true; (b) cony from
a creditable source; and (c) make your case.
Þ Think about
dealing with the killer facts of those who oppose your argument. If done well
it shows that the speaker is thinking about all angles of the issue; not simply
pushing his/her own viewpoint.
Þ Use
practical and humorous examples to illustrate technical points.
Þ Make figures
real and comprehensible. Use "doubled", "halved" etc.
rather than percentages. Say "AIDS kills one person every x minutes"
or "foreign investment contributes y for every person in Britain".
"India and China between them have almost 2 billion people" is OK;
but better is "between them, India and China count a third of the world's
population" - it's clear from that just how big and important they are.
4. Keep
sentences short
Þ Long
sentences which contain several subordinate clauses or which try to work in too
many separate thoughts cause a great number of problems for the eventual
speaker since, in striving for effects that are intellectually elaborate, they
tend to lead the audience away from the main point if not baffle them completely,
(53 words). Worse, the speaker has no option but to read them out word for
word, or risk losing the thread completely.
Þ But short
sentences make points quickly. Effectively: The speaker knows where she is. She
can run sentences together as she speaks. 4. Be active; cut out the flab
Active drafting presents an active policy.
So avoid
passive sentences ("the mat was sat on by the cat").
Passive sentences are favoured in bureaucratic drafting.. They convey (usually
spurious) detachment, objectivity and caution. But they waste words and are out
of place in a speech.
No-one talks like this: "What is now needed
is an agreement on how this process is to be managed, in the light of
international treaty obligations, so that deterrence will be enhanced not
undermined, and radical reductions in strategic weapons can at the same time be
pursued." (43 words).
Five passive constructions in an over-long
sentence. Bring it to life:
"We need to manage this process in the light
of international treaty obligations. This enhances deterrence, not undermines
it. At the same time we can aim radically to reduce strategic weapons."'
(31 words).
Þ Use the indicative not the conditional -
"can", "will", not "could", "would".
Don't say "if this could be achieved then "- say-",if we achieve
this, "
Þ Use verbs
not nouns. No normal person talks of "obstacles to the achievement of
success"., or "the observance of human rights". They say
"we won't let these obstacles stop us" or "human rights must be
respected" - or better, "North Korea must respect human rights".
Þ Replace
"is capable of with "can"; "our goals are"
with-"we want";-"in our endeavours to". with. "we
intend-to-7 or "we will", and So on.
Þ Avoid every
phrase ending in that: "I believe that", "I am utterly convinced
that", "I , cannot underline too strongly that" and so on. They
detract from the impact. "I think that I love you" or "I am
convinced that there is no God but Allah" are far less powerful than the
simple alternatives. Underline key sentences if you want the speaker to
highlight them through tone of voice or physical gestures.
5.Use
quotations sparingly.
Speakers' appetites for quotations vary.
Quotations illustrate a point well and introduce a touch of wit. But they need
to be sensible for the speaker and the occasion. So:
- use quotations sparingly. Don't conclude with one - the speaker must reach a
strong conclusion, not subcontract it to someone else
- avoid over-familiar quotations unless you make them topical and witty
- Remember your audience: to quote someone whom your audience respects and
admires (e.g.. a great writer of their country).
6: Rhetorical tricks .
Here are a few tricks to enliven a speech - but
don't overdo them:
- Rhetorical questions
focus the audience on the point, or denote a natural transition in the
argument ("Where do we go from here?"). And they allow the
speaker to deflect counter arguments elegantly:
- repetitions bang a point
home: "Of course we want peace; of course we want security; of course
we want to see trade improve "
- alliteration (repeating
initial letters) and assonance (repeating vowel sounds).. "The
ballot box will defeat the bullet
and the bomb."
- threefold lists work
best. "Government of the people, by the people and for the
people"; "faith, hope and charity"; "safe, just and
prosperous".
- simple contrasts:
"If our young people play together as children, they may more easily
live and work together as adults." This may sound - and indeed is -
corny. But it is easy to , understand and remember.
7. Read it out
Read your
draft aloud - preferably to one or two colleagues.
This painful discipline focuses the drafter on
what has worked and what hasn't: It:
- eliminates unsayable
words such as "inevitability" or "incalculable"; and
highlights any unintentional rhymes, which can otherwise make your speaker
sound like Eminem
- gets rhythm right (a good
balance of short and less short sentences and paragraphs)
- ensures that linking
sentences between section/themes are convincing.
8 Format
Whichever format is used. the speech in its final
version must be easy to read off the page. So
- no sentence/paragraph
should run over a page
- all paragraphs should be
short - three or at most four sentences in each.
- start a new idea on a new
page
9. Be lively
- but not weird
A draft speech needs to be lively. But there is a
thin line between vivid language and weirdness or everuciating banality.
Follow ABCDs
of public speaking
A -
ATTENTION: Grab the attention of the audience using the
initial sentences which has some punch and impact. Make every one divert their
attention to your speech using Quotations, proverbs, paunchiness.
B - BRIDGE: Connect
the audience attention to the main part of your speech . Maintain the same
style and allow the concentration of the audience continue.
C - CONTENT: This is the
main part of the speech or body of the speech. All the details and description
about the topic will be included in this part. Don't deviate from the main
theme of the subject : You can use related information, ideas and view points,
but cannot talk about a different subject. You can include examples, real
incidents, stories, experiences, etc. in the section.
D -
DIRECTION: This is the conclusion part of your speech. If
possible, conclude every speech with a message, 'a Direction for the audience.
If you speak about some problems about the subject in the body part, try to
give solutions or suggestions from your side to the same problems you
mentioned. Only then the conclusion part of your speech will be effective that
makes the audience to remember your speech.
STAGE
PRESENCE AND PERSONALITY (BODY LANGUAGE)
In a face to face interaction (such as Speech) a person
does not communicate only through words. His whole personality
His attitude
His facial
expression,
His posture
and gestures
is involved in the process. A neatly dressed man
with a pleasant expression will rind it easier to establish a rapport with others.
To maintain very good stage
presence and personality, you should take care of your body Language as it
leaves a lasting impression on the audience.
Erect posture, pleasant facial
expression, a smile sometimes, hand gestures, etc. are important aspects of a
stage presence and reflecting your personality.
In body language, following two points are very
important to remember.
Posture:
Your appearance on the stake or inf: ont of a group.
1) Walk with your head erect and stand at ease at
the podium. .
2) Be relaxed, both physically and' mentally. Do
not worry if you are little tense. It will be there only for a few. minutes ire
the beginning of the speech.
3) If you carry note cards with you, keep them on
the podium, and your hands on. the sides.
4) If you are not carrying any note cards or
papers, and there is. no podium, just cross your palms, right palm above the left palm, keep it near to the
navel.
5) Use your hands to make appropriate gestures
while speaking. Hand gestures should match with the words you are saying.
6) If a microphone is being used, keep yourself
eight to ten inches away from the microphone.
Eye Contact
: You will Look more confident
1.
Look at your audience and pause for a while before
you say anything.
2.
Make use of frequent and slight pauses during the
speech.
3.
Maintain eye contact, looking from one pair of
eyes to another around the room.
4.
If its too difficult for you to look into their
eyes, at least look at their face portion only.
5.
Do not look above the head or below the neck of
the audience.
6.
Do not look at windows, walls, ceiling. Listeners
will feel that you are ignoring them.
7.
Move your neck around the room, from left to right
and vice versa, while speaking.
8.
Do not look only at one section of the. audience,
try to look at every one as much as possbile.
II. DESCRIBING A PROCESS :
a) Describing a process is the explanation of an
activity or some kind of action taken
place.
b) It is the expression of different events that
have occurred. in a step by step manner.
c) It should be described in an order of the
occurrence, and also to emphasize the importance of the development of the
process at different stages.
d) We should explain about the changes taken place
at every stage, its progress and also how the process is being concluded.
For eg:
Preparation of Tea:
1) Ingredients Required.
2) Items required for preparation
3) General Process
4) End Result.
III. DESCRIBING AN OBJECT:
·
Describing an object is the explanation of an item
or a thing.
·
We should start with its basic definition and
explain what exactly the product is.
·
Explain the application of the product and its
function, for what purpose it is made.
·
Then explain briefly its feature, specifications,
size, quality and the overall physical attributes of the object.
·
Describing its importance, its usage and its
benefits for the user is also very important.
For Eg:
Computer:
1) Physical Components,
2) Technology,
3) Benefits.
IV. ARGUING AND
EXPRESSING ONESELF.
Argument is one form of conversation that mostly
occurs when there are different and conflicting-opinions about the same
topic-the speakers are involved. It can be only between two individuals or
among a group of people. Generally, every one takes a particular stand for the
topic they are speaking, either in informal situations like a friends group, or
any other formal and professional situation like a team in the companies.
WRITING
PARAGRAPH.
1. What is a
paragraph?
2. How long
should a paragraph be?
3. What are the
various functions of paragraphs?
4. What are the ways in which paragraphs can be organized?
4. What are the ways in which paragraphs can be organized?
5. How can I
know when to start a new paragraph?
6. How can I
make my paragraphs most effective?
1.
What is a
paragraph?
Paragraphs are clusters of information supporting
an essay's main point (or advancing a story's action). Aim for paragraphs that
are clearly focused, well developed,
organized, coherent, and neither too long nor too short for easy reading.
Usually a group of related sentences unified by a
single idea but occasionally as brief as a single sentence (or even a single
word or phrase). The central, or controlling, idea of a paragraph is often explicitly stated in a topic sentence.
A paragraph is physically defined by the indentation of its first line.
First a paragraph should ordinarily be unified
around a single thought. If the function of paragraphing is to help point out a
writer's main ideas, then it follows logically that separate ideas should be
developed in separate paragraphs. Second, if the reader is to make sense of the
text, all the paragraphs in a given piece of writing must be related to one
another in some clear way.
Most paragraphs, though, include a number of
sentences that develop and clarify one idea. A distinct section or subdivision
of a chapter, letter, etc.., usually dealing with a particular point; it is
begun on a new line, often indented.
The purpose of paragraphing is to give the reader
a rest. The writer is saying to him: `Have „
you got that? If so, I'll go on to the next
point.' There can be no general rule about the most
suitable length for a paragraph; a succession of
very short ones is as irritating as very long ones are ; wearisome. The
paragraph is essentially a unit of thought, not of length: it must be
homogeneous in subject-matter and sequential in treatment. If a single sequence
of treatment of a single subject means an unreasonably long paragraph, it may
be divided into more than one. But passages that have not this unity must not
be combined into one, even though each by itself may seem to make an unduly
short paragraph.
Paragraphing is also a matter of the eye. A reader
will address himself more readily to his task if he sees from the start that he
will have breathing-spaces from time to time than if what is before him looks
like a marathon course.
In summary, paragraph is a group of sentences
focused on a single main idea and identified physically by indenting or
beginning a new line.
2. How long
should a paragraph be?
A paragraph is a unified unit of thought that can
be of any length, that its sentences must be arranged m logical sequence, and that the end of a paragraph
provides the reader a place to rest an absorb what he has just read.
There is no preferred length
for a paragraph. It depends completely on the length of your thought. If you
think in long, deep thoughts, you will produce long, deep paragraphs. If you
think in short, sharp bullets, your
paragraphs will be like that, too.
In practice, lengths of
paragraphs also depend on factors such as the style of the material,
its intended audience, and the width of the column
in which it is to be printed. In general, the more sophisticated the style of
writing, the longer the paragraphs. Whereas belletristic and highly technical
paragraphs may extend to 200 to 400 words and 10 to 20 sentences, paragraphs
for less- r formal writings may comprise only 100 words-or fewer (three to five
sentences).
Paragraphs in newspapers
commonly contain only one or two sentences and 30 to 50 words. Editors also say
that one of the primary determiners of lengths of paragraphs is the need for
white space, or breaks in the solid text that are provided by the indentations,
of paragraphs.
The breaks can be inserted as
frequently as every few lines (in newspapers with multiple columns) or as
infrequently as every 10-20 lines (in serious books with single columns). I
think,
though, that paragraphs in newspapers me short
mainly because their thoughts are short.
The lengths of paragraphs
divide into two groups. The shortest are for newspaper stories and editorials
(l.1-1.3 and 3.2 sentences per paragraph, respectively), the longest for trade
books and scientific articles (roughly 4 to 8 sentences per paragraph). This
quick survey suggests that paragraphs in current scientific writing are similar
in length to those in much other current writing, with averages of 3-8
sentences per paragraph. Paragraphs this short cannot have detailed
tures.
It wasn't always so. Anyone
who a glance at writings from a century or more ago sees that paragraphs were
two or three times longer then. Why? Perhaps today's shorter paragraphs are
just reflecting our faster-paced lives and the pressure to read greater and
greater amounts of material. Maybe we just don't have the time to sit by the fire
and luxuriate in paragraphs any more. Worse, maybe we no longer want to take
the time.
3. What are
the various functions of paragraphs?
Traditional textbooks on writing frequently
confuse the function of a paragraph with its pattern of organization. Among the
traditional "types" of paragraphs, which usually means functions
rather than patterns of organization, are no less than eighteen:
1. Description
2. Details
3. Examples and illustrations
4. Chronological (narration)
5. Spatial
6. Process
7. Definition
8. Classification and division
9. Order of importance
10. Comparison and contrast
11. Topic-restriction—illustration
12. Topic-restriction-illustration-topic
13. Analogy
14. Question and answer
15. Cause and effect
16. Problem and solution
17. Deductive progression (from general to
specific)
18. Inductive progression (from specific to
general)
Thus the classical view is
that you can do eighteen different things with paragraphs. But you can really
do only sixteen, for the last two "functions," inductive and
deductive progressions are patterns of organization instead.
4. What are the ways in which paragraphs can be
organized?
Paragraphs
must meet the needs and expectations of their. readers, which are depend on the
way we read and process the printer word.
Reading is like swallowing. As words are scanned by the eye,
they enter a temporary repository in the brain (a mental "holding
tank," the analog of the mouth) where they accumulate until they can form
a complete thought.
The brain then latches onto that thought
("understands" it) and dump it into a longer-term part of the brain
along with others on the same subject ("swallows" it). This
longer-term memory is also holding thoughts for later, larger-scale processing
(acting as a sort of "supermouth").
When enough
thoughts have been accumulated, the brain "coinprehends" them as a
group and dumps the higher-level thought up to the next level, and so forth.
These mental holding tanks have limited capacities that can
easily be exceeded. when the brain is forced to hold too much information in
its active memory (much like a computer's RAM), it tires and begins to lose
track of its contents.
Thus it is very important not to require the brain to hold
too much information in suspension, as it were, before telling the brain what
to do with it, i.e.., before signaling which part of the next level to dump it
up to.
In paragraphs, the way to do this is to offer the reader as
early as. possible a sense of where the paragraph is going. Of course, the degree
of need for early orientation depends on factors such as the complexity of the
material and the familiarity of the reader with the material.
The harder
it is for the reader to process the material of a paragraph, the more important
it is for that paragraph to provide good orientation near its beginning.
Of course, the same basic principles apply to the body of the
paragraph as well. Because readers are constantly scanning, processing, and
mapping, they need to know where they are at all times.
Thus, effective paragraphs will be laced with cues to their
internal structure, much like road maps for the brain. The longer the
paragraphs and the more difficult or unfamiliar its material, the more
important these signposts become.
Large-scale structures of long paragraphs.
A common way
to orient the reader to the content of a paragraph is to have the first
sentence introduce the idea or give the conclusion. This so-called topic
sentence produces a very effective two-part structure composed of introduction
and development.
The introduction sets out the main idea of the paragraph; the
rest of the paragraph develops it. Textbooks on composition commonly recommend
this approach.
Topic sentences can also be placed at other locations,
provided the reason is good enough. If placed as the second or third sentence,
they can provide a transition from an introductory section to the discussion.
If placed at the end of the paragraph, they can inductively
sum up that paragraph by helping the reader to "discover" the higher-level
principle that explains everything (the answer). An inductive topic sentence
can also be used to introduce subsequent paragraphs.
In longer paragraphs, the introduction may routinely be
composed of more than one sentence. The remaining several sentences he calls
.the discussion.
The sentence that appears at the end of the introductory
section and that summarizes the thrust of the entire paragraph he calls the
point sentence, or the point for short. Inductive paragraphs, with the point
sentence last, he calls the point-last structure.
It is enlightening to examine the large-scale structures of
actual classical
VOCATIONAL DEVELOPMENT AND
PRESENTATION
A. INTERVIEW
Interviews play a very important role in the modern world.
It is the
main source through which an applicants’ skills are known.
In a tradi-
tional setup. interviews were just used to fill in a
vacancy. A ‘Wanted
Board' was enough to make interested people aware of the
vacancy. Sal-
ary. locality. recommendations and reservations played a key
role in se-
lecting the candidate. rather than their skill. potential
and suitability for
the job.
In the modern world. a wide range of advertisements and
resources are
used to select the most suitable candidate. Modern
interviews are scientific
processes. Selection depends on various factors. from
personality and ap-
pearance to skills. qualifications and experience. The
process is quite cos-
mopolitan in nature. Based on the situation. nature and
purpose. interviews
are broadly divided into two categories. They are:
(i) Formal interview
(ii) Informal interview
1) Be confident about your capabilities. 1) Be dissuaded.
2) Sit comfortably and in an assertive 2) Relax and throw
your body.
position. which would hamper your concentration.
3) Listen to the question clearly and 3) Be in a hurry to
answer completely.
4) Note down the question. 4) Depend on your memory alone.
S) Analyse the question and give an apt answer.
6) Be very clear and audible.
7) Modulate your voice to a moderate pitch. 9) Frame the
answer in your mind
IO) Make sure all the information you provide is true. 10) Donot blufl to impress the interviewer.
A clear conscience.
Aptness and spontaneity are the fundamental requirements of a telephonic
interview. Informal interviews are conducted based on situation and purpose. It
is an informal chat aimed at getting to know the candidate closely. Celebrity
interviews and television chat shows fall under this category. Formal
interviews are comparatively more serious. One type of formal interview is
conducted to select the right candidate for a position in an organization. The
purpose of this type of interview is to select the most skilled applicant for
the job.
The following are the
three popular kinds of interviews conducted to select a candidate:
Structured Interviews
In the case of structured interviews, a set of standard
questions are asked. All candidates go through the same pattern. The obvious
advantage is that the interviewer can easily compare candidates. since everyone
is asked the same basic questions. On the other hand, it deprives the interview
of spontaneity and tends to make all interviews alike.
Stress Interviews
Some interviewers deliberately employ techniques that place
the candidate under pressure. One common technique employed is to counter
question the candidate on the basis of earlier replies until the candidate
gives up. Another tactic is to ask the candidate unexpected questions. This
interview reveals how well the candidate performs in pressure situations.
Depth Interviews
Here, all questions that crop up in the interview are
explored thoroughly. The interviewer will not be content with superficial
responses. Each response is further probed to explore inconsistencies. weakness
in argument. lack of complete understanding of the subject matter. etc.
Telephonle Interviews
the increased number of call centres make many business
companies depend on the telephone. Many companies use telephones to interview
their applicants. Contacting the applicants over the telephone for
pre-interview or for an interview session has become commonplace. Idft is used to narrow down the pool of
applicants and to select desirable and suitable candidates to TELEPHONE INTERVIEWS
TELEPHONE INTERVIEWS
I. Always plan what you want to talk about.
2. Concentrate on the voice pattern.
3. Speak in a clear voice.
4. Avoid long pauses.
5. Respond simply. directly and enthusiastically.
6. Always keep a glass of water handy.
7. Maintain the highest level of concentration.
8. Move into a peaceful place.
9. Be relaxed.
10. Smile through the phone.
11. Keep the conversation interesting and easy to follow.
12. Always keep a paper and a pen within reach.
13. Keep a list of key words and a copy of your resume on
desk.
14. Role play practice may help in the telephone interview.
15. Always end on a positive note.
Useful Phrases
i. I’m calling from...
ii. I would like to make an appointment with...
Interview Skills
iii. Would it be possible to make an appointment with...
iv. When will she be available?
HOW TO PREPARE FOR A
FACE-TO-FACE INTERVIEW
The candidate must be physically, mentally and
psychologically prepared
for the interview. Pre-interview preparation techniques
include self-analysis. subject revision. company analysis. analysing your
background. identifying your
achievements and accomplishments. identifying your special interests and
hobbies and analyzing your skills.The
candidate must know his strengths and weaknesses so as to project himself
successfully.
Self-analysis is the first step towards effective planning for a
job interview.
self- introduction
clearly and briefly is very important for the candidate to get the attention of
the interviewer. You should be able to narrate it within a minute or two. It
includes name, father's name, home town, age, career objective, family background, strength and hobbies.
Analyse Your
Background
If the candidate has the right
educational and professional background. He should highlight this during the
interview. He should be able to present it in at least two minutes in a polite
manner.
Identifying Your Accomplishments
and Achievements. Accomplishments reflect special skills, whereas your
achievements are academic and professional successes.
Identifying
Your Special Interests and Hobbies You should be able to present your hobbies,
as stated in your curriculum vitae, during the course of the interview.
Analyse Your Skills
Every
job has a set of functions and also requires certain skills to perform.
Analysing your skills relating to the position offered by the interviewer is
essential during the interview.
Body Language
While
choosing candidates for different jobs. the interviewer also looks for certain
other qualities, such as:
1.
Appearance
A
person’s general appearance depends on several things. The most important factors that contribute to
appearance are grooming and personal hygiene, Care of skin, nails, feet, and
hair is also necessary.
2.
Dress
The right dress makes you look smart during the interview.
Comb your hair well. Men should remember to shave. and women should wear a
dress they are comfortable in. Shoes should also be well-polished.
3.
Personality
Projection
The interviewer focuses mainly on personality projection.
i.e. whether the candidate’s personality suits the job or not.
4.
Posture
It is the way we stand or sit that reflects our feelings.
thoughts, attitudes and health. A stiff posture shows tension. while
comfortably leaning back conveys are
laxedmood. A graceful posture is a great asset in any interview.
5.
Facial
Expression
Sometimes the interviewer may judge the listener's reaction
by his/her facial expressions. which can
act as instant feedback.
6.
Eye
Contact
it is a very important communicative factor. Eye contact
between the interviewer and an interviewee is essential for indicating that
both are interested in the interaction.
7.
Gestures
The interviewee should be observant about his own movements.
i.e. he should ensure that he does not move while answering. and end up appearing
stiff and mechanical. Movements are closely related to one's personality. as no
two persons make exactly the same gestures.
8.
Paralanguage
Non-verbal aspects of the spoken word are known as
paralanguage. Which includes the quality of your voice as well as the sounds we
make without altering the words. Tone (quality of the voice). volume (loudness). pitch (high note on the
scale). accent (the way a person pronouncesthe sounds of the language) and
intonation (up and down of the voice) are all part of paralanguage. Hence. it
is very important for the candidate to speak with clarity.
9.
Probing
Questions
Reflective Questions
These are intended to confirm the statements given by the
candidates. For
example: That
means you want reservations banned.
That means you are against the freedom of the press.
loaded Questions
Loaded questions are asked to judge the candidates' ability
to handle sensitive and difficult situations.
For example: You
don’t have the typing skills. How do you justify that?
Questions Commonly
Asked in Interviews
Tell me something about yourself.
What do you know
about ouroompany?
Why should we hire you?
What according to you, are your strengths and weaknesses?
Which is more important to you? Status or salary?
What are your latest achievements?
Why do you want to leave your present job?
How long do you anticipate staying with our company?
Can you work well under pressure and tight deadlines?
I. Be firm regarding your opinions.
2. Be confident-a prerequisite to great achievements.
3. Be mature in answering and behaviour.
4. Be dressed in clean. well-ironed and comfortable clothes.
5. Be careful regarding shoes-leather and well-polished.
6. Be aware regarding your hair; keep it well-trimmed.
7. Be dressed in dark-coloured trousers and a light-coloured
full-sleeve shirt.
8. Make sure you shave well.
9. Be in sari-blouse/salwar-kameez.
10. Put on simple jewellery and make-up.
11. Be cool and relaxed.
12. Keep your answers to the point.
13. Be sure to read the morning newspaper.
14. Be sure to reach the venue before time. Allow some extra
time for traffic jams on the way.
15. Wish the interviewers pleasantly after entering the
room.
16. Be a good listener. so that you know what is being
asked.
17. If invited to ask a question. you may ask a question or
two regarding the job.
18. While asking. do keep your questions short.
19. After the interview is over. get up and thank the
interviewer(s).
20. Say ‘Good day!‘. while leaving the room.
21. Be polite.
22. After a day or two. you could write a polite and a
formal letter thanking them.
1. Be guided by emotions and external impressions.
2. Have nagging selfodoubts.
3. Be immature in answering and in your behaviour.
4. Be in shabby. informal. ill-fitting clothes.
5. Wear sports shoes/chappal.
6. Let your hair fall over collar or ears.
7. Wear bright. gaudy or excessively patterned dresses.
8. Be in jeans. T-shirts or short skirts.
9. Apply excessive make up or wear excessive jewellery.
10. Be too tense.
PRESENTATION SKILLS
Presenting information clearly and effectively is a key
skill to get your message or opinion across and, today, presentation skills are
required in almost every field.
Whether you are a student, administrator or executive, if
you wish to start up your own business, apply for a grant or stand for an
elected position, you may very well be asked to make a presentation. This can
be a very daunting prospect. Our guide is designed to help.
If, in this position, the first
thing you do is open up PowerPoint, then you should probably first spend some
time developing your presentation skills. Delivering an inspirational or
captivating presentation requires a lot of preparation and work, and you may
not even need PowerPoint at all!
Many people feel terrified when
asked to make their first public talk, but these initial fears can be reduced
by good preparation which will also lay the groundwork for making an effective
presentation.
Quick Guide to Effective Presentations
If you really need to learn
quickly, then a really good place to start is with our Top Tips for Effective Presentations.
This will give you some ‘quick wins’ that
will help you improve your presentations, and if you’re already an experienced
presenter, hopefully take them from good to great.
Our tips include general ideas about connecting with your
audience, through information about the importance of voice and body language,
to detailed tips about preparing slide-shows.
But the most important tip of all?
It's all about your audience.
Keep that in mind, and your presentation skills will almost
instantly improve.
If you have more time to develop your presentation
skills…
…then the Presentation Skills
section of SkillsYouNeed is designed to help.
Our Presentation Skills section is
split into two parts.
The first gives you a step-by-step guide to making a
professional and effective presentation.
The second provides more detailed information about
presenting and communicating in particular circumstances.
Our step-by-step guide includes
the following areas:
What is a Presentation?
A presentation is a means of communication which can be
adapted to various speaking situations, such as talking to a group, addressing
a meeting or briefing a team. To be effective, step-by-step preparation and the
method and means of presenting the information should be carefully considered.
Preparing a Presentation
Preparation is the most important part of making a
successful presentation. This is the crucial foundation and there should
be no short-cuts.
Organising the Presentation Material
Irrespective of whether the occasion is formal or informal,
you should always aim to give a clear, well-structured delivery.
You should know exactly what you want to say and the order
in which you want to say it. Clarity of ideas and good organisation
should result in a lively, logical and compelling message.
Writing Your Presentation
Before you write your presentation, you should already have
started to prepare by developing your ideas and selecting the main points to
include.
Deciding the Presentation Method
Once you have decided on your key messages, and thought
about organising your material, you next need to think about how you will
present. Presentations range from the formal to the informal, and your choice
of presentation method will depend on many factors, including the audience, the
venue, the facilities, and your own preferences.
Managing your Presentation Notes
Few people are able to give a presentation without notes.
You will need to know your own abilities and decide how best to make the
presentation. You might manage your talk by using full text, notes on cue
cards, keywords on cue cards, or mind maps.
Working with Visual Aids
Most visual aids will need advance preparation and should be
operated with efficiency.
Only use visual aids if they are necessary to maintain
interest and assist comprehension: do not use them just to demonstrate your
technological prowess. If visual aids are used well, they will enhance a
presentation by adding impact and strengthening audience involvement, but if
not, they can ruin a presentation.
Presenting Data
There are times when using data in a presentation can really
help you to tell the story better. But it’s important not to blind your
audience with statistics, and also to remember that many people find numbers
difficult to understand.
Managing the Event
The practicalities of how you manage your presentation can
make a significant difference to its success, and to your nerves! Learn how to
cope, and also about managing sound systems, audio-visual equipment and
lecterns.
Coping with Presentation Nerves
It is entirely natural to feel nervous before making a
presentation.
Fortunately, there are some tried and tested strategies and
techniques to manage your nerves so that you can concentrate on delivering an
effective and engaging presentation.
Dealing with Questions
Decide in advance how and when you wish to handle questions.
Some speakers prefer questions to be raised as they arise during the
presentation whilst others prefer to deal with questions at the end. At the
start of your presentation, you should make clear your preferences to the
audience.
Self-Presentation in Presentations
Finally, how you present yourself can affect how your audience responds to your presentation.
You need to fit with your audience's expectations if they are not going to spend quite a large chunk of your presentation dealing with the differences between expectations and reality.
For more about aspects of self-presentation, see our page on Self-Presentation in Presentations.
Presenting Under Particular Circumstances
You may find that you need to give a presentation under certain circumstances, where your previous experience is less helpful.
Circumstances that may be new to you include:
One particular special case is attending public consultation meetings.
Finally, how you present yourself can affect how your audience responds to your presentation.
You need to fit with your audience's expectations if they are not going to spend quite a large chunk of your presentation dealing with the differences between expectations and reality.
For more about aspects of self-presentation, see our page on Self-Presentation in Presentations.
Presenting Under Particular Circumstances
You may find that you need to give a presentation under certain circumstances, where your previous experience is less helpful.
Circumstances that may be new to you include:
One particular special case is attending public consultation meetings.
GROUP DISCUSSION
1) It is a formal situation.
2) Where several members comprising a group will have an argumentative conversation on a specific topic.
3) A group discussion is not Pre-planned: it is a spontaneous exchange of views on a given topic or a subject.
4) The topic of discussion usually is controversial in nature such as to lead individual members of the group to hold different often conflicting opinions.
5) The members of the group discussion should remember the following tips:
a) Take the initiative and start the discussion.
b) Talk to the point.
c) Be specific to the topic. Do not deviate from the main subject. d) Do not shout. Just keep your voice audible to all.
e) Do not become emotional depending on the opinions of the other members.
f) ever allow cross talks. Control the crowd if there is so much confusion and noise
g) Allow non-speakers to speak. Invite them into the discussion.
h) You can counter 'attack the opinions of the members, but never attack them on a
personal-level,
i) Body Language is also important. Maintain eye contact with all in the group.
J) Do not change your original opinion.
k) Do not lose your temper. Do not use rough Langauge:
l) Speak in a friendly tone. Use phrases such as "Excuse me", "My Friend", "Thank You" m) Sit in a confident posture. Keep a pleasant face expression. Do not show your anger.
6) If you have taken the initiative and started the discussion, then you must take the responsibility of summarizing the discussion and concluding it.
7) Generally a resolution is also passed at the end according to the opinion of the majority.
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