Dealing with nervousness Acquire speaking experience Prepare, prepare, prepare Think positively Use...

• Dealing with nervousness• Acquire speaking experience• Prepare, prepare, prepare• Think positively• Use the power of visualization visualization: mental imaging in which a

speaker vividly pictures himself or herself giving a successful presentation.

• Most nervousness is not visible• Don’t expect perfection

Converting negative thoughts into positive

thoughts• I wish I didn’t have to

give this speech.

• I’m not a great public speaker.

• I’m always nervous when I give a speech.

• No one will be interested in what I have to say.

• This speech is a chance for me to share my ideas and gain experience as a speaker.

• No one’s perfect, but I’m getting better with each speech I give.

• Every one is nervous. If other people can handle it, I can too.

• I have a good topic and I’m fully prepared. of course they will be interested.

• The speech Communication process• Context• Speaker, sender, encoder• Message• Channel, medium• Listener, receiver, decoder• Feedback• Interference• Situation

• context• It includes country, culture, organization, external and

internal stimuli.

• Stimuli: any passing-by energy that affects your sense organ.

• External stimulus: prompts you to send a message.

• Internal stimulus: has a complex influence on how you translate ideas into message.

Chapter Two

The Seven C’s O’ Effective Communication

Briefings

• Three Important Skills• How much to put in. • What to leave out. • When to quit. (All this is planning!)• If you don’t plan:• You can’t give good examples• You have examples but you can’t properly

define your examples.• You can’t finish what you want to present in

time specified for you.

More

• No letter is too long if a reading proves every word necessary.

• First paragraph and beyond that reading

• NOTICE OF CANCELLATION OF SERVICES".

• Reading Novels

The Seven C’s o’ Effective Communication

• Completeness

• Conciseness

• Consideration

• Concreteness

• Clarity

• Courtesy

• Correctness

1.1 Completeness (cont’d)

• Provide All Necessary Information

• Answer All Questions Asked• Give Something Extra, When Desirable

خواستنی

1.2 Completeness (cont’d)• Answer all W’s

• Answer all questions asked

Stated questions

Implied questions

• Give something extra, if necessary.

• Imagining every reader “show me”

• Benefits, uses, betterment over other products

1.3 Completeness (cont’d)

– To reserve a hotel

Location (where), Sponsoring Organization (who),

Date and Time (When)

Event (Why) Number of guests (How many)

2.1 Conciseness

• Saying something in few possible words without sacrificing the other C qualities.

• It is complete without being wordy.• Professional People (be direct)• Avoid rehashing the reader’s letter. • Avoid filler words• Get to the subject of the message (be

relevantly.)• Watch your prepositions

2.2 Conciseness (cont’d)

• Avoid use of passive

• Avoid long introduction

2.3 Watch Your Prepositions

• Prepositions are not bad.

• They serve a needed function in the language.

• Stop over using prepositions .

• Stop Compound Prepositions.

Write Avoid

About the matter of ,with reference to,in relation

to,in the matter of

2.4 Conciseness (cont’d)

Before in advance of prior to,previous to

Now as of this date,at the present time,as of this writing,at this time

With accompanied by,in connection with

If in the event that For in favour of ,for the

period of ,for the purpose of

2.5 Conciseness (cont’d)

Until until such time as Because accounted for by

the fact that ,as a result of ,due

to the fact that ,in as much as ,in

the event that ,for the reason that ,in the view of the fact that ,on the grounds that ,owing to the fact that

2.6 Conciseness (cont’d)

• Read your sentences .• If more than five prepositions are found

there ,revise the sentences.• Of is commonly used Preposition.Ex.1The committee should give consideration to

publishing further information with a view toward anticipating probable questions that may occur at future in time.

Anticipating probable questions , the committee should consider publishing more information .

2.7 Conciseness (cont’d)

Central to our understanding of the problem of the organizational structure in the widget division of the Qualpro Company is the chain of command below the position of the divisional vice-president ,which is not connected with all of the subordinate departments.

The organization problem at the Qualpro Company’s widget division centers on the unclear connection between the divisional vice-president and the subordinate departments.

2.8 Conciseness (cont’d)

Avoid using empty phrases

Wordy: There are four rules that should be observed.

Concise: Four rules should be observed.• Omit “which”, and “that” clauses whenever

possible.• Wordy: She bought desks that are of the

executive type.• Concise: She bought executive-type desks.

2.9 Conciseness (cont’d)

• Watch your repetition.

• Use a shorter name after you have mentioned the long once. e.g. North Central Company (North Central)

• Use pronouns or initials. U.N, UNHCR, BBC

3.1 Consideration

• The You-Attitude (Preparing every message with the message in receivers in mind)

Ex1. I am glad to announce that that we will be extending our hours to make shopping more convenient.

You-Attitude: You will be able to shop evenings with the extended hours.

Ex.2 We are happy to have enabled a site to give students chance to have access to data of their every course.

You-Attitude: You can receive the data of your each course from the site enabled for you.

3.2 Consideration

• Have you floodlighted his/her interests?• Receiver reacts positively when they are shown benefits.• Why are you selling products to them?• What are the prevelliges of your product upon others?Ex.1 You will be glad to know that we now have a walk-up window

open 7-9 A.M and 3-8P.M every weekday.”So what?”Considerate: You can take care of your banking needs at our new

Walk-Up Window. It is open with a capable teller to serve you 7-9 A.M and 3-8 P.M .Monday through Friday.

Ex.2 You are offered different courses by Kardan University in March 2008 with flexibility in timings .

Considerate: Kardan offers you B.B.A,B.C.S,DEL,D.B.A,D.I.T Programs in Spring 2008.These programs timings don’t interrupt your working hours .

3.3 Consideration

• Accent positive (Stressing what can be done instead what cant be done.)

• Words bring tragedies in both war in piece.Negative PositiveWe don’t refund We refundIf the returned item is when item is Soiled and unsalable. Clean and sa

lable.

3.4 Consideration

• You’re not allowed You are most welc-

In class If you don’t ome to class if you

appear for the inter- appear for intervie-

View and pay the first and clear your first

Month fee. Month due.

3.5 Consideration

• Show audience benefit or interest in the receiver.

4.1 Concreteness

• Concretely means being specific, definite, and vivid rather than vague and general.

4.2 Concreteness• Use specific facts and figures Vague, general, Concrete, preciseStudents GMAT scores In 1990 the GMAT are higher. scores averaged 600, by

1997 they had risen to 610.

She is a brain. Her grade-point average in 1996 was 3.9 on a four-point average.

4.3 Concreteness

Exceptions:

1. When it is not possible to be specific,” You may not have the precise figures or facts.”

2. When you wish to be diplomatic: “You have missed three invitations to my office.” is harsh; you might say “ I have sent you several reminders to see me in my office.”

4.4 Concreteness

• Put Action in Your Verbs

1) Use Active Voice rather than Passive Voice.

Specific:

Administrator canceled the meeting.

It was canceled.

Personal

Concise

Passive is dull.

4.6 Concreteness

• Put Action in Verbs, Not in Nouns• Deadly Verbs-be, give, have, hold, make,

put, and, takeAction Hiding in “Quiet” Noun Action in the VerbThe function of this office is This office collects payments and

compiles the collection of payments statements.and the compilation of statements.

Prof. H will give consideration to Prof. H. will consider the report.the report.

The proposal has a requirement for.. The proposal requires that……

Students held the meeting in the office. Students met in the office.

4.5 Concreteness

• Passive is used when:

You avoid personal ,accusation

When you want to stress the object of the action

When the doer is not important in the action

4.6 Concrerteness

• Choose vivid, Image-Building Words

• To make your message forceful use sensory appeals, Comparisons, Figurative Language, well-chosen adjectives.

Coming Next

4.7 Concreteness

• Use Vivid, Image-Building Words Sensory AppealConcrete language appeals to one of five senses. This

language is more descriptive. Conventional More DescriptiveIt was hot in Sweet trickled down the the factory. arms of the line workers.

OR The secretary’s face was

wrinkled after squinting into

the computer the entire day.

4.8 Concreteness

• Choose Vivid, Image-Building Words• Comparisons• Comparison can make an unclear idea clear or make an

idea more vivid.• Bland Image More Vivid Image Proposals submitted Too many simpleThis quarter were un- sentences, too manyInteresting. simplistic ideas gave the

impression of the writing of a first-year student.

This is a long letter. This letter is three times as long as you said it would be.

5.1 Clarity

• Getting the meaning from your head into the reader head

• It is not simple because every point is interpreted differently.

• Have you used familiar words, short sentences?

• Have you presented only one idea in each sentence?

5.2 Clarity

• Choose precise, concrete and familiar words.• Precise and Concrete Words: Exact or right

word to convey the message • Familiar Words : Words between two friends • When you have the choice between long and

short word go for the shorter one that your listener and reader get quickly.

• It is familiar to audience, and appropriate for the situation.

5.3 Clarity

• Familiar Pretentious

about circa (L)

after subsequent

home domicile

for example e.g. (L)

pay remuneration

invoice statement for payment

5.4 Clarity

• Unfamiliar: After our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property.

• Familiar: The data we studied show that your property is profitable and in high demand.

5.4 Clarity

Length:Short sentences are liked the best .17-20 wordsUnity:Simple, compound and complex (Try to have one idea in the

sentences. )“My name is Ali .My father graduated from Kabul University.”“I like Jim, and the Eiffel Tower is in Paris.”Coherence:The words are correctly arranged .Unclear: His report was about managers ,broken down by age and

gender.Clear: His report focused on age and gender of managers .

His report about managers focused on ………….

5.5 Clarity

Emphasis: The quality that gives force to important parts of sentences and paragraphs is ….

Writers and speakers must decide what needs emphasis and then choose correct sentence structure. In Complex Sentences ,the most importan ideas shall be put in main clauses

Italics, Graphs, Capitalization, Underlining,Colouring

6.1 Courtesy

Red points about the topic “COURTESY”• Knowing of your receivers’ feelings.

• Will it win good will ?

• Have you used positive-toned words?

• Have you used “I appreciate ,””please” and “thank you” somewhere in your message ?

6.2 Courtesy

• Be it sincere, tactful, thoughtful, appreciative

• Use expressions that show respect

• Choose nondiscriminatory words

6.2 Courtesy (Cont’d)

• Tactless More Tactful

• Clearly, you didn’t Sometimes my wording

read my latest fax. is not precise; let me try

again.

I rewrote that letter I’m sorry the point was

three times; the point not clear; here is

was clear. another version.

6.2 Courtesy (Con’d)

• Be sincere• More information about the topic…

– Your respect, attitude toward the society should not be symbolic

– Try to be very polite with easterners because they like more polite approach in both oral and written communication.

6.3 Courtesy

• Use expressions that show respect

• Avoid expressions particularly with you.– You claim that… Inexcusable– simply nonsense We are amazed

you can’t– Why have you ignored Your neglect– Your failure to You forgot to – You didn’t tell us You have to

6.4 Courtesy

• Choose Nondiscriminatory Expressions• Definition o’ the topic

Equal treat meant of people regardless of gender, race, ethnic region and physical features.

Now lets go for the following points closely related to our

topic. Coming Slide

6.4 Courtesy (Cont’d)

• Sexist terms: “ Man” Words– Man is commonly used in compound nouns to refer to

the humanity in general– But now it is thought that it refers to only male human-

beings.– There are some neutral words that you can use to

replace the man-compound words.– Human rights activist criticism of neglecting o’ females

6.4 Courtesy

Freshman First year student

Manpower workforce, workers

employees

Manmade manufactured, built

constructed

6.5 Courtesy (Cont’d)

• Singular Pronouns– English lacks a pronoun that is neutral and

referring to both sexes.

6.5 Courtesy (Cont’d)

Any one who comes Students who come late

to class late will get his to class will have their

grade reduced. grade reduced. Each customer will Customers will have new

have the new changes changes noted on their bills.

noted on his bill. You guys shall be Both men and women, all of

concerned about the issue. you should be concerned

about the issue.

6.6 Courtesy

• Names– Whenever u. use names, treat each gender

with respect.– Ali Nabizada

7. Correctness

1. Have you checked all facts for correctness?

2. Have you spelled the reader’s name correctly?

3. Have you verified all numbers and amounts?

4. Is the appearance of letter effective? Is it clean and well spaced?

5. Have you checked for spelling, grammar, punctuation.

7. Correctness (Cont’d)

6. Use the right level o’ language There are three levels o’ language: 1. Formal 2. Informal 3. SubstandardFormal: Treaties, Scholarly articles, Legal-

documentsInformal: Business letters: Words familiar,

common, conversational

7.1 Correctness (Cont’d)

• Formal Less Formal– Participate join– Procure get– Utilize use– Interrogate question– Endeavor try– Ascertain find out

7.1 Correctness (Cont’d)

• An example of Poem from

Enid C. Stickel which is about people who try to formalize their languages.

Reference Ms. Word File

7.1 Correctness (Cont’d)

Substandard Language:

Definition: Using incorrect words, grammar, faulty pronunciation.

Examples:

I am knowing what you have said.

We cheked the prodacts.

Should of Should have

Stoled stolen

Irregardless regardless

7.1 Correctness (Cont’d)

7. Double check the total.

8. Determine the fact has changed over time.

9. Have someone else read your message.

10. Avoid guessing at laws that have an impact on you, the sender and the message receiver.

7.1 Correctness (Cont’d)

11. Check for confusing words

Between among

council counsel

Advise advice

Popular famous

Accept except

Treat tread/threat

Afghan afghani

Afghanistan afghanistani

Problem Studies

• You are the manager of the accounting department in a medium-sized company. One of your accountants has missed 2 weeks of work in the past two 2 months, and her work is not being done on a timely basis. How would you handle the situation? Would you speak to her or write a memo? Would you do both: speak and write? If you would speak and write, which would you do first and why?

Problem Studies

• You are the American manager for a division of an American company that produces medical products. Your division is located in a small town in Southern Germany. The Supervisor of the day shift has been with the company for 6 years and is respected and liked by the management of the company. However, he is known to have strong opinions which are unpopular in Germany. One day he brought in an old Nazi flag and tacked it on the bulletin board. Most of his co-workers were incensed. Some demanded his immediate dismissal.

• What would you do?

See You Next Week!!!

• Quiz on Wednesday

• Chapter One Only