Advanced
Communication Skills
DENG401
Editor
Dr. Gowher Ahmad Naik
www.lpude.in
DIRECTORATE OF DISTANCE EDUCATION
ADVANCED COMMUNICATION SKILLS
Edited By
Dr. Gowher Ahmad Naik
ISBN: 978-93-87034-59-4
Printed by
EXCEL BOOKS PRIVATE LIMITED
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for
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Phagwara
CONTENTS
Unit 1:
Simple Rule for Pronunciation & Intonation
1
Balkar Singh, Lovely Professional University
Unit 2:
Presentation Skill
41
Gowher Ahmad Naik, Lovely Professional University
Unit 3:
Interview Skills
58
Gowher Ahmad Naik, Lovely Professional University
Unit 4:
Working with Customers
86
Sandeep Kumar Sharma, Lovely Professional University
Unit 5:
Improving Informal Communication
102
Sandeep Kumar Sharma, Lovely Professional University
Unit 6:
Group Discussion
124
Gowher Ahmad Naik, Lovely Professional University
Unit 7:
Reading Skills
133
Gowher Ahmad Naik, Lovely Professional University
Unit 8:
Comprehension
153
Gowher Ahmad Naik, Lovely Professional University
Unit 9:
Basic Grammar
163
Jayatee Bhattacharya, Lovely Professional University
Unit 10:
Basic Sentence Patterns
178
Sukhvinder Kaur, Lovely Professional University
Unit 11:
Conditional Sentences
193
Gowher Ahmad Naik, Lovely Professional University
Unit 12:
Subordinating Conjunctions
208
Gowher Ahmad Naik, Lovely Professional University
Unit 13:
Correlative Conjunctions
221
Gowher Ahmad Naik, Lovely Professional University
Unit 14:
One Word Substitution
227
Hardeep Singh, Lovely Professional University
Unit 15:
Business Report Writing
237
Jayatee Bhattacharya, Lovely Professional University
Unit 16:
Academic Report Writing
255
Jayatee Bhattacharya, Lovely Professional University
6
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Corporate and Business Law
SYLLABUS
Advanced Communication Skills
Objectives:
The course aims at improving student's basic grammar, sentence construction and vocabulary.
Attempt to enhance student's comprehension and writing skills.
Interest in language and vocabulary improvement sought through mind and word games.
To teach and develop student's habit of consulting dictionary for usage of words, correct spellings and pronunciation.
To enhance confidence in public speaking.
S. No.
Description
A
Speaking skills ---to enhance the basic speaking skills, one needs apt language and the correct
pronunciation.
1
. Simple rules of pronunciation and intonation
2
. Formal oral presentations--- Power point presentations or presentations using other visual aids followed by
actual practice of it.
3.
INTERVIEW SKILLS—[ types of interviews , employer’s expectations, types of questions, some standard
questions , answering techniques, mock interviews ]
4
. Working with Customers--- essential speaking elements needed to communicate with the customers—[apt
questions to determine the context, apt responses to put them at ease, apt responses to acknowledge their
efforts, using listener cantered language, asking questions to understand their problems , establish rapport ,
denying requests, coping with angry customers.
5
. Improving informal communication—speaking persuasively, negotiating effectively, managing conflicts
6. Formal and regularly used expressions in given situations
7
. Group discussions---- a detailed briefing of do's and don’ts followed by GD's based on topics relevant to
their field. Kinds of GD’s—to convey information or to instruct or solve problems or to take decisions
B
Reading skills—skills we need to read successfully
8. reading strategies / techniques / types –
equipped with separate and adequate reading passages to practice
the skill
9. comprehension of written texts ---
selecting information, identifying topic –shift, cause –effect, point of
view
[ the texts are articles / editorials etc., from varied streams of subjects]
10. Aesthetic reading skill-
poem-- “Raisin In the Sun” – Langston Hughes
--“ways to kill a Man”—Edwin Brock
C
Writing skills – to reinforce the grammatical structures
12
. GRAMMAR – SUBJECT – VERB agreement
13
. Basic sentence patterns
14
. Conditional sentences
15.
Subordinating Conjunctions
16
. correlative conjunctions
17
. one word substitutes
D
Writing skills to enhance formally structured effective official writing
18. understanding Reports and Proposals
19.Types of reports
20. structure and layout of a Formal report—writing the beginning / the body / end matter
21. Business reports
22. Writing short Reports
23. Proposal writing And Process Description
24. Technical proposals
25. Writing Proposals
26. Supplementary Parts / Appended Parts
27. Citing sources
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1
Unit 1: Simple Rule for Pronunciation & Intonation
Notes
Unit 1: Simple Rule for Pronunciation & Intonation
CONTENTS
Objectives
Introduction
1.1
Pronunciation
1.2
Word stress
1.3
Vowels
1.4
Linking
1.5
Intonation
1.6
Schwa
1.7
Summary
1.8
Keywords
1.9
Self Assessment
1.10
Review Questions
1.11
Further Readings
Objectives
After studying this unit, you will be able to:
Explain the importance of ‘word stress’
Recognise the vowels known and their linkage to pronunciation.
Discuss Simple rule for Pronunciation & Intonation
Describe intonation and schwa
Introduction
English pronunciation can be tricky indeed but there are numerous ways to practice and numerous
resources to help guide you. Many of the resources are free, online, right at your fingertips and
specialize in those learning the language pronunciation for the first time with English as a
second language. We communicate with each other largely through speech. Clear and accurate
pronunciation is therefore immensely important. At times, however, we may be stumped by
questions such as the following: How should we pronounce the words anemone, lapel or
hyperbole? Which syllable in Singapore should we stress? Do we pronounce the l in salmon?
And are there any common words in English that are frequently mispronounced?
Such questions on pronunciation may seem endless, but the solution is not as difficult as we may
think. With a good dictionary, and knowledge of the International Phonetic Alphabet (IPA) and
some simple rules of pronunciation, most of us will be able to find out very quickly the proper
pronunciation of various words, and the differences, if any, in how they are pronounced in the
major varieties of English (e.g., American English, British English). There are also many words
that have the same vowel pronunciation but use different combinations of vowels to produce
those sounds. A few examples of those include reign, in which the “ei” sounds like “ay,” plane,
Balkar Singh, Lovely Professional University
2
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Advanced Communication Skills
Notes
where the “a” sounds like “ay,” and maim, where the “ai” sounds like “ay.” Yes, English
pronunciation can be complicated.
1.1
Pronunciation
Pronunciation involves far more than individual sounds. Word stress, sentence stress, intonation,
and word linking all influence the sound of spoken English, not to mention the way we often
slur words and phrases together in casual speech. ‘What are you going to do?’ becomes ‘Whaddaya
gonna do?’ English pronunciation involves too many complexities for learners to strive for a
complete elimination of accent, but improving pronunciation will boost self esteem, facilitate
communication, and possibly lead to a better job or a least many respect in the workplace.
Effective communication is of greatest importance, so choose first to work on problems that
significantly hinder communication and let the rest go. Remember that your students also need
to learn strategies for dealing with misunderstandings, since native pronunciation is for most
an unrealistic goal.
A student’s first language often interferes with English pronunciation. For example, /p/ is
aspirated in English but not in Spanish, so when a Spanish speaker pronounces ‘pig’ without a
puff of air on the /p/, an American may hear ‘big’ instead. Sometimes the students will be able
to identify specific problem sounds and sometimes they won’t. You can ask them for suggestions,
but you will also need to observe them over time and make note of problem sounds. Another
challenge resulting from differences in the first language is the inability to hear certain English
sounds that the native language does not contain. Often these are vowels, as in ‘ship’ and ‘sheep,’
which many learners cannot distinguish. The Japanese are known for confusing /r/ and /l/, as
their language contains neither of these but instead has one sound somewhere between the two.
For problems such as these, listening is crucial because students can’t produce a sound they can’t
hear. Descriptions of the sound and mouth position can help students increase their awareness
of subtle sound differences.
Here are some ideas for focusing on specific pronunciation features.
1.
Voicing:
Voiced sounds will make the throat vibrate.
Example:
/g/ is a voiced sound while /k/ is not, even though the mouth is in the same
position for both sounds. Have your students touch their throats while pronouncing voiced and
voiceless sounds. They should feel vibration with the voiced sounds only.
2.
Aspiration:
Aspiration refers to a puff of air when a sound is produced. Many languages
have far fewer aspirated sounds than English, and students may have trouble hearing the
aspiration. The English /p/, /t/, /k/, and /ch/ are some of the more commonly aspirated
sounds. Although these are not always aspirated, at the beginning of a word they usually
are. To illustrate aspiration, have your students hold up a piece of facial tissue a few inches
away from their mouths and push it with a puff of air while pronouncing a word containing
the target sound.
3.
Mouth Position:
Draw simple diagrams of tongue and lip positions. Make sure all students
can clearly see your mouth while you model sounds. Have students use a mirror to see
their mouth, lips, and tongue while they imitate you.
4.
Intonation:
Word or sentence intonation can be mimicked with a kazoo, or alternatively
by humming. This will take the students’ attention off of the meaning of a word or
sentence and help them focus on the intonation.
5.
Linking:
we pronounce phrases and even whole sentences as one smooth sound instead of
a series of separate words. ‘Will Amy go away,’ is rendered ‘Willaymeegowaway.’ To
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
help learners link words, try starting at the end of a sentence and have them repeat a
phrase, adding more of the sentence as they can master it.
Example:
‘gowaway,’ then ‘aymeegowaway,’ and finally ‘Willaymeegowaway’ without
any pauses between words.
6.
Vowel Length:
You can demonstrate varying vowel lengths within a word by stretching
rubber bands on the longer vowels and letting them contract on shorter ones. Then let the
students try it.
Example:
The word ‘fifteen’ would have the rubber band stretched for the ‘ee’ vowel,
but the word ‘fifty’ would not have the band stretched because both of its vowels are spoken
quickly.
7.
Syllables
(a)
Have students count syllables in a word and hold up the correct number of fingers,
or place objects on table to represent each syllable.
(b)
Illustrate syllable stress by clapping softly and loudly corresponding to the syllables
of a word. For example, the word ‘beautiful’ would be loud-soft-soft. Practice with
short lists of words with the same syllabic stress pattern (‘beautiful,’ ‘telephone,’
‘Florida’) and then see if your learners can list other words with that pattern.
8.
Specific Sounds
(a)
Minimal pairs, or words such as ‘bit/bat’ that differ by only one sound, are useful
for helping students distinguish similar sounds. They can be used to illustrate voicing
(‘curl/girl’) or commonly confused sounds (‘play/pray’). Remember that it’s the
sound and not the spelling you are focusing on.
(b)
Tongue twisters are useful for practicing specific target sounds, plus they’re fun.
Make sure the vocabulary isn’t too difficult.
(c)
The
Sounds of English
,
American Accent Training
, and
EnglishClub.com
websites below
offer guidelines for describing how to produce various English sounds. You can find
representative practice words for every English sound on the
English is Soup
site.
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Advanced Communication Skills
Notes
[
] ...
'ah' as in 'father'
In "Ah" as in father, the tongue presses down, ah, ah, ah, which you'll see in the photo. Ah. The
tip of the tongue is forward, ah, lightly touching just behind the bottom teeth. In Ah, father, the
rest of the mouth has a neutral position. Here is the 'ah' as in 'father sound on the right compared
with the mouth at rest on the left. Notice how much the jaw has dropped in the 'ah' as in 'father'
sound.
[
] ...
'aa' as in 'bat'
In The 'aa' as in 'bat', the tongue stretches up in the back, aa, towards the soft palate and roof of
the mouth, aa. The front of the tongue stretches forward and presses here behind the bottom
front teeth, aa. And the tongue sort of flattens wide, aa, aa. Because the tongue is raising and
then coming forward, you can see a lot of tongue, aa. This is different from the 'ah' as in 'father'
vowel, for example, ah, where the tongue is pressing down and you see more dark space in the
mouth. Ah, aa. You can also note the corners of the mouth are pulling back a little, aa, exposing
some of those top teeth, aa.
[
] ...
'eh' as in 'bed'
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
In the 'eh' as in 'bed', the jaw drops, eh, and the tongue remains forward with the tip touching
lightly behind the bottom front teeth. Eh. The mid/front part of the tongue raises somewhat
towards the roof of the mouth while the back of the tongue feels like it stretches wide, eh, eh,
bed. Here is the 'eh' as in 'bed' vowel on the right, with the mouth at rest on the left. And here we
see the parts of the mouth drawn in. The soft palate, as with all vowels, is raised. It is the mid/
front part of the tongue that is somewhat raised. But the tip of the tongue still rests against the
back of the front bottom teeth.
[
] ...
'ih' as in 'sit'
The 'ih' as in 'sit, the front part of the tongue raises towards the roof of the mouth, ih, while the
very tip remains down, lightly touching behind the bottom front teeth, ih. The front part of the
tongue also stretches wide, ih, ih. You might also see the corners of the mouth pull back slightly,
ih, sit. The: the tongue comes through the teeth to make the TH sound. And the lips come
together to make the P. Here is an 'ih' as in 'sit' vowel. The pins - tongue goes up to make the N,
and the teeth together to make the Z sound. Are - lips make this R consonant shape.
[
] ...
'ee' as in 'she'
The 'ee' as in 'she' vowel, the front part of the tongue raises very high towards the roof of the
mouth while the tip still remains down, lightly touching behind the bottom front teeth, ee, ee,
ee. The tongue doesn't touch the roof of the mouth, but it's very close up there, ee, ee. You can
see also the corners of the lips pull wide, ee, ee. Here is a photo of the 'ee' as in 'she' vowel sound
on the right, compared with the mouth at rest on the left.
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Advanced Communication Skills
Notes
[
] ...
'oo' as in 'boo'
The 'oo' as in 'boo' vowel sound, the back part of the tongue stretches up towards the soft palate,
oo, oo. The front part of the tongue remains down, lightly touching, or just behind, the bottom
front teeth, oo. And here you can see the lips round, oo, into a very tight circle for this sound, oo,
boo.
[
] ...
'ur' as in 'her'
The 'ur' as in 'her' vowel sound. It's always followed by the R, and there's no distinction between
the sounds. So it will always be written with two different IPA symbols, but it will be pronounced
rr, just one sound. It's the same sound, actually, as the schwa-R sound with one exception: the
'ur' as in 'her' vowel with the R may be in a stressed word, like a noun, like 'earth. To make this
sound, the lips will round a bit, rr, rr. So, the corners come in, and that brings this part away
from the face, rr, rr. The middle part of the tongue raises towards the roof of the mouth in the
middle, rr, and the tongue actually touches the top teeth on either side here, rr, rr. It presses
against them. The front of the tongue hangs down then, rr, rr, but it's drawn back a bit. So, it's
not touching anything, rr, her.
[
] ...
'aw' as in 'law'
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
The 'aw' as in 'law' vowel sound, the jaw drops, but the tongue raises a bit, aw, not just the front
or the back, but the whole thing really, aw, reaches slightly up towards the roof of the mouth. It
also shifts back a little bit, aw, which means the tip of the tongue is not touching anything in the
mouth, aw. You'll notice too that the corners of the lips come in a little bit, aw. Really it's almost
like the cheeks come in and shift forward a little bit, aw, to make this sound.
[
] ...
'uh' as in 'pull'
The 'uh' as in 'pull' vowel sound, the back part of the tongue raises up towards the back part of
the roof of the mouth, uh. The front of the tongue remains down, touching lightly behind
bottom front teeth, uh. You can see also that the lips round a little bit for this sound, so the
corners come in a little bit.
[
] ...
'uh' as in 'butter'
The 'uh' as in 'butter' vowel sound. This is a very relaxed vowel sound. You can see, uh, the jaw
drops but the rest of the mouth remains very neutral, uh, uh. The tongue is also very relaxed.
The back presses down just a little bit, and the tip is forward, lightly touching behind the bottom
front teeth. Uh, butter. Here we see the 'uh' as in 'butter' sound on the right compared with the
mouth at rest on the left.
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Advanced Communication Skills
Notes
[
] ...
'uh' as in 'supply'
The 'uh' as in 'supply' vowel sound, also known as the schwa. This is the most commonly
occurring sound in English, uh, uh. It only happens in unaccented syllables, like the first
syllable of supply or about. To make this sound, the mouth remains very neutral and relaxed,
uh, but the lips have the part. And the teeth, uh, will be close but not quite touching, uh, uh. The
tongue remains flat and forward, very relaxed, uh, lightly touching behind the bottom front
teeth. Uh, supply.
Diphthongs
[
] ...
'ow' as in 'now'
The 'ow' as in 'now' diphthong. The first sound of this diphthong does not appear on its own as
a vowel in American English. To make this sound, aa, ow, the back part of the tongue stretches
a bit towards the soft palate, aa, and you can see the corners of the lips pull a bit and the top lip
pulls up, showing a little bit more of the top teeth, aa, aa. The second half of the diphthong is the
'uh' as in 'pull' vowel sound. In this vowel sound, the back of the tongue will stretch even
further up towards the soft palate, ow, ow. And you can see the lips will come in and round for
the second part of the diphthong, ow, now.
[
] ...
'oh' as in 'no'
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Notes
The 'oh' as in 'no' diphthong. The first sound of this diphthong does not occur on its own as a
vowel in American English, o, o, oh. You can see the lips have a rounded position, o, oh. The
tongue raises up a bit in the back towards the soft palate. In general, the tongue raises some and
shifts back a bit, o, o. This means the tip of the tongue, pulled slightly back, is not touching
anything. Oh, you can see that tighter circle. The back part of the tongue will stretch even
further towards the soft palate in the second half of this diphthong. The tip of the tongue,
usually touching behind the bottom front teeth for the 'uh' as in 'pull' vowel, may be slightly
further back because it was further back in the first half of the diphthong.
[
] ...
'oy' as in 'toy'
To make this sound, the tongue will come forward and the tip will touch lightly behind the
bottom front teeth. The mid part of the tongue will raise towards the roof of the mouth, oy, oy.
And you can see the corners of the lips will pull out of the circle, oy, oy, and back. Here are the
two sounds of this diphthong. You can see in the first sound that the lips are rounded, and in the
second sound that the corners of the lips pull back slightly. Here the two sounds are in profile
with parts of the mouth drawn in. In the first sound the tongue is pulled back, in the second
sound, the front part of the tongue raises towards the roof of the mouth while the tip of the
tongue touches the bottom front teeth.
[
] ...
'ai' as in 'buy'
The 'ai' as in 'buy' diphthong. The first sound of this diphthong does not occur on its own as a
vowel in American English. A, a, ai. It's similar to the 'aa' as in 'bat' in that the back of the tongue
raises towards the soft palate, but it doesn't raise as high as it does in the 'aa' as in 'bat' vowel,
10
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Advanced Communication Skills
Notes
a, a, ai. Also, you may find that the corners of the lips pull out a little bit, and the top lip raises
a bit, exposing some of those front teeth, a, a. The tip of the tongue remains forward in this
sound, lightly touching behind the bottom front teeth. The second sound of the diphthong is the
'ih' as in 'sit'. In this sound, the tip of the tongue is also forward, touching just behind the bottom
front teeth. So that does not move in this diphthong. However, the front/mid part of the tongue
does raise towards the roof of the mouth, ai, ai. So as it reaches up towards the roof of the mouth,
the jaw will close somewhat, ai, ai, buy.
[
] ...
'ay' as in 'say'
The 'ay' as in 'say' diphthong, the tongue will push forward and press behind the bottom front
teeth, e, e. The front part will be wide, ay, ay. The second half is the 'ih' as in 'sit' vowel. So to
make this part of the diphthong, the front/mid part of the tongue will raise towards the roof of
the mouth, ay, ay. As the tongue raises, the jaw will close somewhat. Ay, say.
[
] ...
'ew' as in 'few'
The 'ew' as in 'few' diphthong. The first sound of this diphthong is the Y consonant. Diphthongs
are normally made up of two vowel sounds, but in this diphthong, the Y consonant is acting as
a vowel. To make this sound, the front part of the tongue will push behind the bottom front
teeth, yy, yy, while the mid/front part of the tongue will raise and actually make contact with
the roof of the mouth. YY, yy, yyuu. Also, there's a sort of pinching off here in the throat that
gives the Y sound that quality. Yyuu, yyuu. The second half of the diphthong is the 'oo' as in
'boo' vowel, yyuu. You may find that the lips start to form that tight circle of the vowel oo, even
as you're making the Y consonant sound, yyuu, yyuu. In the 'oo' as in 'boo' vowel, the back part
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
of the tongue stretches up towards the back of the roof of the mouth and soft palate area. So the
tongue goes from being raised in the front, touching the front part of the roof of the mouth, to
pulling up and stretching towards the back of the roof of the mouth. The tip of the tongue still
remains forward in the 'oo' as in 'boo' vowel, jjuu, here behind the bottom front teeth, or
slightly lower, in the soft tissue. Yyuu, few. Here you can see both sounds of the 'ew' as in 'few'
diphthong. You can see that though in the first sound the lips are rounded, in the second sound
they are much more rounded and closed.
Consonants
[
] ...
'd' as in 'dime'
& [
] ...
't' as in 'time'
The T and D consonant sounds. These two sounds are paired together because they take the same
mouth position. Tt is unvoiced, meaning, only air passes through the mouth. And dd is voiced,
meaning, uh, uh, dd, you make a noise with the vocal cords. These consonants are stop consonants,
which means there are two parts. First, a stop of the airflow, and second, a release. The airflow
is stopped by the tongue position. The tongue will come up and the front part will touch the roof
of the mouth just behind the top teeth. It will then pull down to release the air. The teeth are
together, tt, and as the air come out, when the tongue releases, they part, tt, dd. Let's take for
example the word 'pat'. Pat: the first part, the tongue has moved up into position, cutting off the
flow of air. Pa-tt. And the second part, the tongue releases, and the air comes through the closed
teeth. A note about the teeth position for the D. As I said, the teeth are together, tt, and part when
the air is released. This must happen for a release of the T. But the D can actually be made
without the teeth coming all the way together: dad, dad. You can see there the teeth are not
closing all the way, but you're getting a D sound by the tongue coming up into position and
pulling away.
[
] ...
'v' as in 'van'
& [
] ...
'f' as in 'fan'
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Advanced Communication Skills
Notes
The F and V consonant sounds. These two sounds are paired together because they take the same
mouth position. F is unvoiced, meaning only air passes through the mouth, and vv is voiced,
meaning, uh, uh, vv, you're making a sound with the vocal cords. To make this sound, the
bottom lip raises and touches the very bottom of the top front teeth. Ff, vv. You don't want to
see your bottom lip disappear like that. It's actually the back side of the lip that's making contact
with the teeth, f, v. Here is a photo of the F and V consonant sounds on the right compared with
the mouth at rest. Here parts of the mouth are drawn in. The soft palate is raised for these
consonant sounds. The bottom lip simply raises to touch the top teeth. The tongue touches
lightly behind the bottom teeth. Sample words. Fan/van, fault/vault, photo/vote. Sample
sentence: They served a very fresh oven-baked flounder fillet. Now you'll see this sentence
upclose and in slow motion, both straight on and from an angle, so you can really study how the
mouth moves when making this sound.
[
] ...
'b' as in 'bit'
& [
] ...
'p' as in 'pit'
These two sounds are paired together because they take the same mouth position. P is unvoiced,
p, meaning only air passes through your mouth. And B is voiced, bb, meaning, uh, uh, bb,
you're making a sound with your vocal cords. To make this sound, the lips will stay together
while the teeth part a little bit, pp, bb. These are stop consonants. In stop consonants, there are
two parts. There is a stop of the airflow, and a release. So the stop of the airflow happens, pp, as
the lips remain closed, and the release when they part and the air comes through. Here is the
sound from the front, where the lips are together but the teeth are slightly parted. That is why it
doesn't look relaxed. And here from the side. Again, you can see this tension in the chin as the
teeth are slightly parted even though the lips are closed. Here, parts of the mouth are drawn in.
The soft palate is raised in this sound, and the tongue itself raises just a little bit, but the tip of the
tongue is still touching the bottom front teeth. Sample words: pad, bad, pot, bought. Sample
sentence: Pick a big print for the bedspread. Now you will see this sample sentence up close and
in slow motion both straight on and from an angle, so you can really study how the mouth
moves when making this sound.
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
[
] ...
'g' as in 'gap'
& [
] ...
'k' as in 'cap'
These two sounds are paired together because they take the same mouth position. K is unvoiced,
kk, meaning; only air passes through your mouth. And G is voiced, gg, gg, meaning, you're
making a sound with your vocal cords. These consonants are stop consonants, which means
there are two parts to the sound. First, a stop of the airflow, and second, a release. To stop the
airflow, the back part of the tongue reaches up and touches the soft palate, cutting off the air, gg.
The second part: the tongue pull away and the air is released, gg, kk. The lip position of these
consonants is influenced by the sound that comes next.
[
] ...
'th' as in 'thin'
& [
] ...
'th' as in 'this'
The two TH consonant sounds. These sounds are paired together because they take the same
mouth position. Th is unvoiced, meaning, only air passes through the mouth, and th is voiced,
meaning you make a sound with the vocal cords. To make this sound, the very tip of the tongue
comes through the teeth, th, th, thanks, th, th, this. The rest of the mouth remains relaxed. For
the THR consonant cluster, the lips will begin to move into position for the R while the TH is
being made. Three, three. In some cases, these sounds will be replaced with a similar sound,
when the tongue does not quite come through the teeth. Instead it presses against the closed
teeth. This will happen in an unstressed word only, when there isn't enough time given to the
word for teeth to part and the tongue to come through
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Notes
[
] ...
'z' as in 'zip'
& [
] ...
's' as in 'sip'
The S and Z consonant sounds. These two sounds are paired together because they take the same
mouth position. Ss is unvoiced, meaning only air passes through the mouth, and zz is voiced,
meaning you make a sound with the vocal cords. To make the sound, the lips part and the
corners pull back while the teeth themselves lightly touch, ss, zz. The tip of the tongue is down,
lightly touching behind the bottom front teeth, ss, ss, while further back, the top of the tongue
raises and actually touches the roof of the mouth, ss, zz, about here. The tongue touches on
either side of the roof of the mouth, but down the middle there's a passage where it's not
touching. This is where the air comes, ss, zz.
[
] ...
'sh' as in 'ship'
& [
] ...
'dj' as in 'measure'
The SH and DJ consonant sounds. These two sounds are paired together because they take the
same mouth position. Sh is unvoiced, meaning only air passes through the mouth. And dj is
voiced, meaning you make sound with your vocal cords. To make this sound, the teeth come
together, the corners of the lips come in, and the rest of the lips flare. Sh, dj. The tongue raises
a bit in the middle. It doesn't touch the roof of the mouth, but it does press against the inside
corner of the top teeth. Sh, dj. The front part of the tongue comes down, but it's far enough back
that it's not touching anything in the mouth. Sh, dj.
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
[
] ...
'ch' as in 'char'
& [
] ...
'j' as in 'jar'
These two sounds are paired together because they take the same mouth position. CH is
unvoiced, meaning only air passes through the mouth, and JJ is voiced, meaning, uh, uh, jj,
you're making a sound with the vocal cords. These consonants have a stop consonant component,
but unlike stop consonants, they're always released. The stop consonant is when the front part
of the tongue raises and touches the roof of the mouth in the front in the T/D tongue position.
The mouth takes the position of the SH and DJ sounds, where the teeth are together, the corners
of the lips are in, and the rest of the lips are flared. Ch, jj. So the tongue will move up and press
the roof of the mouth, air builds up, and when the tongue releases, the air comes through, ch, jj,
making the sound.
[
] ...
'h' as in 'hi'
The H is consonant sound. This sound is simply made, hh, by passing air through the mouth.
Hhh, if you hear a sound like that, and you feel the soft palate bouncing against the tongue, it's
not a correct H sound, hh. It's very quiet, just air coming though, hh, hh. The rest of the mouth
position depends on the sound that comes next. For example, the word how, how. The lips and
the tongue are both taking the position of the 'ow' as in 'now' diphthong. Hh, hh, how.
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Notes
'r' as in 'run'
To make this sound, the tongue will pull back somewhat. It will fatten and raise in the middle,
rr, rr, about here. Because it is raising, the tongue will actually be touching the insides and
bottom of the top teeth, rr, rr, on either side of the mouth, rr, rr. Because the tongue has pulled
back a bit and fattened, the front part of the tongue does come down, but it's not touching
anything inside the mouth, rr, rr, rr. And you can see that the corners of the lips come in,
bringing the lips away from the face, rr, rr. If the R comes at the beginning of a word, like in my
name, Rachel, the lips may take a very tight circle, Rachel. If it comes at the end of a word or a
syllable, it may be more relaxed, like in the word father, father, rr, rr.
[
] ...
'y' as in 'yes'
The Y is consonant sound. To make this sound, the mid/front part of the tongue raises and
presses against the roof of the mouth about here. The tip of the tongue comes down and lightly
touches behind the bottom front teeth, yy, yy, while the throat closes off to give the Y sound that
yy, yy quality. Here's a photo of the Y consonant sound on the right compared with the mouth
at rest. And here parts of the mouth are drawn in. The soft palate is raised on this sound. The
tongue stretches towards the roof of the mouth. Here it is not shown touching the roof of the
mouth because there is a passage down the middle of the tongue that does not touch the roof of
the mouth. This is where the sound travels. The sides of the top of the tongue do press against the
roof of the mouth.
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
[
] ...
'm' as in 'map'
The M is consonant. This sound is simply made by pressing the lips together lightly, mm, mm,
while making a sound with the vocal cords, mm, mm. In speech, the teeth may begin to part a
little in preparation for the vowel in the word, mm, mm, Mom, map. Pulling the lips a bit. Here
we see the M consonant sound on the right compared with the mouth at rest. You can see the lips
press slightly together. Here, parts of the mouth are drawn in. The M consonant sound is one of
the few sounds in American English where the soft palate remains down like the mouth at rest.
[
] ...
'n' as in 'nap'
The N consonant sound. This sound is made by the front/top part of the tongue raising and
touching the roof of the mouth, nn, nn. The teeth part a bit, the lips are open, nn, nn, and the
vocal cords make sound, nn, nn. Here is the N consonant sound on the right compared with the
mouth at rest. You can see that the lips are parted and the jaw is slightly dropped for this sound.
Here, parts of the mouth are drawn in. The tongue raises in the front and touches the roof of the
mouth just behind the teeth.
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Notes
[
] ...
'ng' as in 'sing'
The NG is consonant sound. To make this sound, the back part of the tongue reaches up and
touches the soft palate, which remains down in this sound, ng, ng. The front part of the tongue
is lightly touching behind the bottom front teeth. The teeth are parted and the lips as well, ng,
ng, while the vocal cords make sound, ng, ng.
[
] ...
'l' as in 'lap'
The L is consonant sound. This sound is especially difficult for people who don't have it in their
native language. This might be because there's actually two parts to it. It can be either a light L
or a dark L. However, in the International Phonetic Alphabet, there is only one symbol that
represents this sound, either a light L or a dark L. The L is light if it comes before the vowel or
diphthong in the syllable. If it comes after the vowel or diphthong in a syllable, it is a dark L.
First, the light L. To make this sound, the tip of the tongue reaches up, ll, ll, and touches the roof
of the mouth just behind the front teeth, ll, ll, as the vocal cords are making sound. I've also
noticed, as I've studied my own speech in slow motion, that sometimes I make this sound by
bringing the tip of the tongue through the teeth, ll, ll, similar to the position for th, th, the TH
sounds. Either position is fine, ll, like, touching the roof of the mouth, Ll, like, coming through
the teeth, like the TH. Both make the same sound. That is the light L.
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
[
] ...
'w' as in 'will'
The W is consonant sound. To make this sound, ww, ww, the lips form a tight circle like the 'oo'
as in 'boo' vowel. Also like that vowel, the back of the tongue reaches up high in the back. The
front part of the tongue remains forward, lightly touching behind the bottom front teeth, or just
a little further back than that, ww, ww. What makes this different from the 'oo' as in 'boo' vowel
is a little closing off here in the throat, ww, ww, ww. That gives it that W consonant quality.
Here is the W consonant sound on the right compared with the mouth at rest on the left. The lips
are very rounded, which means the center part of the lips come away from the face. Here, parts
of the mouth are drawn in. The soft palate is raised in this sound, and the tongue stretches up
towards it in the back, but it does not touch the soft palate. The tip of the tongue is low, touching
where the bottom front teeth meet the soft tissue.
1.2 Word stress
A lot of people perceive that every English word has a rigid and universally correct pronunciation,
which is a
wrong
notion. Firstly, in connected speech, the shape of an English word often varies
considerably from one sentence uttered to another, depending on the shapes of other words that
occur before it and after it and on other factors. Secondly Pronunciation in English language
varies according to the culture and mother tongue of a country. You would have noted that
pronunciation varies within the country as well. To take an example the pronunciation varies
between the East End and the South End of London, UK. So whether it is US, UK in the developed
world or India, Thailand among the developing nations or even the African nations, the people
of each of the above pronounce words differently, so much so that it would ordinarily take a
master’s in linguistics to understand them. Effort has been made to explain the two English
pronunciation rules, believed may be most useful to you.
If a word ends in the letter ‘s’ (e.g. plural noun or verb in the third person), there are three ways
to pronounce this ’s’ - /S/, /Z/ and /IZ/. Similarly, any word which ends in ‘ed’ (e.g. adjective
or the past of a regular verb) may be pronounced either /T/, /D/ or /ID/.
1.
Final ‘s’
(a)
Type one sound /S/
In type one words, the final ‘s’ should be pronounced with air pushed out between the top
of your tongue and your top teeth, without using the vocal chords (the sound made by a
snake or gas escaping from a pipe).
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Notes
Type one sounds are used if the word ends in the following sounds:
Standard phonetic symbols
Phonetic symbols
Example word
/p/
/P/
stops, ships
/t/
/T/
hits, pets
/k/
/K/
attacks, bricks
/f/
/F/
laughs, coughs
/θ/
/θ/
maths, moths
These sounds are all
unvoiced
, which means that your vocal chords must be silent when
you make the sound.
(b)
Type two sound /Z/
This sound is formed in the same way as type 1, but you must make a sound with
your vocal chords (the sound made by a bee, or high-voltage electricity)
Type two sounds come after the following sounds:
Standard phonetic
symbols
Phonetic
symbols
Example word
/b/
/B/
grabs, robs
/d/
/D/
lids, rods
/g/
/G/
pigs, dogs
/v/
/V/
loves, leaves
/
/
/DZ/
breathes, lathes
/l/
/L/
hills, fails
/m/
/M/
comes, trams
/n/
/N/
earns, burns
/
/
/Ñ/
songs, paintings
any vowel sound
any vowel sound
plays, employees, flees, goes,
news
These sounds are all
voiced
, which means that your vocal chords must make a sound
when you pronounce them.
(c)
Type three sound /IZ/
This sound is the same as the verb ‘to be’ in its third person form (is). Type three
sounds are the only ones which add an additional syllable to the word, for example
‘miss’ /MIS/ is one syllable, but ‘misses’ /MIS IZ/ is two syllables. The final /IZ/
syllable isn’t usually stressed.
Standard phonetic symbols
Phonetic symbols
Example word
/s/
/S/
buses, places
/z/
/Z/
chooses, sizes
/?/
/SH/
washes, wishes
/t?/
/TCH/
watches, matches
/d
?
/
/DJ/
Judges, pages
If a word ends in a consonant sound + ‘y’, the pronunciation of final ‘y’ is /EE/ and
in the plural it has a type 3 sound, but there is no extra syllable e.g. ‘copy’ /KO PEE/
(2 syllables), ‘copies’ /KO PIZ/ (also 2 syllables).
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
2.
Final ‘ed’
(a)
Type one sound /T/
You make this sound by ‘unsticking’ your tongue from the roof of your mouth and
pushing air out of your mouth at the same time. The vocal chords aren’t used (sound
at the end of ‘at’)
We use this sound when a word ends in an
unvoiced
phoneme (your vocal chords
aren’t used):
Standard phonetic symbols
Your phonetic symbols
Example word
/s/
/S/
passed, placed
/?/
/SH/
washed, wished
/t?/
/TCH/
watched, matched
/p/
/P/
stopped, trapped
/k/
/K/
locked, packed
/f/
/F/
laughed, coughed
/θ/
/θ/
Frothed
This sound is formed in the same way as type 1, but you must use your vocal chords
at the same time (sound at the beginning of ‘do’).
Words ending in
voiced
phonemes (with sound produced by your vocal chords) are
pronounced with a type 2 ‘ed’:
Standard phonetic symbols
Your phonetic symbols
Example word
/z/
/Z/
buzzed, amazed
/b/
/B/
grabbed, robbed
/g/
/G/
bugged, tagged
/v/
/V/
loved, craved
/
/
/DZ/
breathed, bathed
/l/
/L/
piled, failed
/m/
/M/
drummed, rammed
/n/
/N/
rained, pinned
/
/
/Ñ/
pinged, wronged
/d
?
/
/DJ/
judged, raged
any vowel sound
any vowel sound
played, employed, tried, flowed, skied
(c)
Type three /ID/
Type 3 ‘ed’ adds an additional syllable in the same way as type 3 final ‘s’. For
example, the past of ‘mend’ is pronounced /MEN DID/ with stress on the first
syllable.
Words ending in /t/ and /d/ sounds are type three, but some adjectives also have
this sound.
Standard phonetic symbols
Phonetic symbols
Example word
/t/
/T/
waited, retreated
/d/
/D/
handed, ended
Adjectives with type 3 'ed'
aged, learned, naked, ragged, rugged, wicked, wretched
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Notes
Here are some examples that can help you understand where to put the stress. But do not rely on
them too much, because there are many exceptions. It is better to try to "feel" the music of the
language and to add the stress naturally.
1.
Stress on first syllable
rule
example
Most
2-syllable nouns
PRESent, EXport, CHIna, TAble
Most
2-syllable adjectives
PRESent, SLENder, CLEVer, HAPpy
2.
Stress on last syllable
rule
example
Most
2-syllable verbs
to preSENT, to exPORT, to deCIDE, to beGIN
There are many two-syllable words in English whose meaning and class change with a
change in stress. The word
present
, for example is a two-syllable word. If we stress the first
syllable, it is a noun (gift) or an adjective (opposite of absent). But if we stress the second
syllable, it becomes a verb (to offer). More examples: the words
export
,
import
,
contract
and
object
can all be nouns or verbs depending on whether the stress is on the first or
second syllable.
3.
Stress on penultimate syllable
(penultimate = second from end)
rule
example
Words ending in
-ic
GRAPHic, geoGRAPHic, geoLOGic
Words ending in
-sion
and
-tion
teleVIsion, reveLAtion
For a few words, native English speakers don’t always “agree” on where to put the stress.
For example, some people say
teleVIsion
and others say
TELevision
. Another example is:
CONtroversy
and
conTROversy
.
4
Stress on ante-penultimate syllable
(ante-penultimate = third from end)
rule
example
Words ending in
-cy
,
-ty
,
-phy
and
-gy
deMOcracy, dependaBIlity, phoTOgraphy,
geOLogy
Words ending in
-al
CRItical, geoLOGical
5.
Compound words
(words with two parts)
rule
example
For compound
nouns
, the stress
is on the
first
part
BLACKbird, GREENhouse
For compound
adjectives
, the
stress is on the
second
part
bad-TEMpered, old-FASHioned
For compound
verbs
, the stress
is on the
second
part
to underSTAND, to overFLOW
Examples of vowels in stressed and unstressed syllables and in reduced syllables. The red type
shows the vowel under consideration.
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
1.3 Vowels
During the production of all the English vowels, the soft palate is raised and the vocal chords
vibrate.
Front vowels are articulated with the highest point of the tongue arching towards the front of
the mouth, below the hard palate. Central vowels are articulated with the highest point of
tongue close to the center of the mouth between the front and back. Back vowels are articulated
with the highest point of the tongue drawn back toward the back of the mouth, below the soft
palate. Close vowels are articulated with the jaw relatively closed and the highest point of the
tongue close to the roof of the mouth. Close mid vowels are articulated with the jaw at the
midpoint between closed and the middle of the mouth. Open mid vowels are articulated with
the jaw and tongue halfway between the mid point of the mouth and fully open. Open vowels
are articulated with the jaw relatively open and the highest point of the tongue far from the roof
of the mouth.
Diagram 1
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Notes
[
] ... 'ah' as in 'father'
[
] ... 'aa' as in 'bat'
[
] ... 'eh' as in 'bed'
[
] ... 'ih' as in 'sit'
[
] ... 'ee' as in 'she'
[
] ... 'oo' as in 'boo'
[
] ... 'ur' as in 'her'
[
] ... 'aw' as in 'law'
[
] ... 'uh' as in 'pull'
[
] ... 'uh' as in 'butter'
[
] ... 'uh' as in 'supply'
Diagram 2
Diphthong is the union of two vowels in one sound or syllable. Diphthong can also be defined
as "A union of two vowel sounds occurring consecutively and pronounced simultaneously".
Contd...
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
There are four common diphthongs i.e. ‘I’, ‘OW’, ‘OI’, and ‘U’ as heard in the sentence ‘I now
enjoy music’. All the above diphthongs have been discussed below:
i)
Diphthong ‘I’:
Diphthong ‘I’ is a first place diphthong and is represented by an angular
sign .....................e.g.
time ..................... like ..................... mike .....................
bite ..................... dye ..................... shy .....................
ride ..................... pile ..................... fire .....................
In the beginning diphthong ‘I’ can be joined with down strokes e.g.
idle ..................... item ..................... ivory.....................
idea ..................... eyes ..................... ice.....................
The sign for diphthong ‘I’ can also be abbreviated e.g.
Isle ..................... i can ..................... i am.....................
I may ..................... i will.....................
The sign for diphthong ‘I’ can be joined at the end with consonant ‘N’ only e.g.
nigh ...................... deny .....................
ii)
Diphthong ‘OW’:
Diphthong ‘OW’ is a third place diphthong and is represented by an angular sign .....................
e.g.
cow ..................... cowed ..................... couch .....................
rowdy ..................... mouth ..................... out .....................
loud ..................... outlaw .....................
Diphthong sign for ‘OW’ ...................... can be abbreviated for the word ‘now’
iii)
Diphthong ‘OI’
Diphthong ‘OI’ is a first place Diphthong and is represented by an angular
sign ......................... e.g.
toy ..................... boy ..................... enjoy .....................
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Notes
toil ..................... boil ..................... annoy .....................
roy ..................... coinage .....................
In the beginning it can be joined with consonant ‘L’ only e.g.
oil ..................... oiling ..................... oiler .....................
iv)
Diphthong ‘U’
Diphthong ‘U’ is a third place Diphthong and is represented by a small
semicircle ......................... e.g.
dupe ..................... tube ..................... beauty .....................
mule ..................... duke ..................... cure .....................
duty ..................... tunic ..................... assume .....................
Diphthong sign ‘U’ ........................ can be joined to the consonants wherever it is convenient
to join
e.g.
due ..................... purview ..................... issue .....................
review.....................
Diphthong sign ‘U’ ........................ changes its form as ...................... when it is joined finally
to consonants K, G, M, N, and ‘L’ e.g.
argue ....................... kew ..................... new .....................
mew ..................... value ..................... renew .....................
Pronunciation
The sounds represented here are those of British English spoken with an R.P. (Received
Pronunciation) accent. Other varieties of English differ considerably in pronunciation.
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
Online link
www.ethnologue.com
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Notes
Many people think that
pronunciation
is what makes up an accent. It may be that pronunciation
is very important for an
understandable
accent. But it is intonation that gives the final touch that
makes an accent native.
Intonation is known as the use of pitch or tone in a sentence to convey meaning or emotion.
Although the term when strictly used applies only to the pitch of speech, it is sometimes used
loosely to indicate also the emphasis and pacing used in the spoken language.
Intonation is the "music" of a language, and is perhaps the most important element of a good
accent. Often we hear someone speaking with perfect grammar, and perfect formation of the
sounds of English but with a little something that gives them away as not being a native
speaker.
Therefore, it is necessary to realize that there is more than the correct pronunciation of the
vowels and consonants of a language. This is very important and we do stress it in other articles.
But it is only one of the three components to an accent, pronunciation, intonation, and linking.
There are two very simple rules about word stress:
Example:
One word has only one stress. (One word cannot have two stresses. If you hear
two stresses, you hear two words. Two stresses cannot be one word. It is true that there can be a
"secondary" stress in some words. But a secondary stress is much smaller than the main [primary]
stress, and is only used in long words.)
We can only stress vowels, not Consonants
Here are some more, that can help you understand where to put the stress. But do not rely on
them too much, because there are many exceptions. It is better to try to "feel" the music of the
language and to add the stress naturally.
Rule 1:
Stress on first syllable
Rule
Example
Most
2-syllable nouns
PRESent, EXport, CHIna, TAble
Most
2-syllable adjectives
PRESent, SLENder, CLEVer, HAPpy
Rule 2:
Stress on last syllable
Rule
Example
Most
2-syllable verbs
to preSENT, to exPORT, to deCIDE, to beGIN
Note
There are many two-syllable words in English whose meaning and class change
with a change in stress.
Example:
Present, is a two-syllable word.
If we stress the first syllable, it is a noun (gift) or an adjective (opposite of absent). But if we
stress the second syllable, it becomes a verb (to offer).
Export
,
Import
,
Contract
and
Object
can all be nouns or verbs depending on whether the
stress is on the first or second syllable
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
Rule 3:
Stress on penultimate syllable
Rule
Example
Words ending in
-ic
GRAPHic, geoGRAPHic, geoLOGic
Words ending in
-sion
and
-tion
teleVIsion, reveLAtion
Note
For a few words, native English speakers don't always "agree" on where to put the
stress.
Examples:
Some people say teleVIsion and others say TELevision.
CONtroversy and conTROversy.
Rule 4:
Stress on ante-penultimate syllable
Rule
Example
Words ending in
-cy
,
-ty
,
-phy
and
-gy
deMOcracy, dependaBIlity, phoTOgraphy, geOLogy
Words ending in
-al
CRItical, geoLOGical
Rule 5:
Compound words
Rule
Example
For compound
nouns
, the stress is on the
first
part
BLACKbird, GREENhouse
For compound
adjectives
, the stress is on the
second
part
bad-TEMpered, old-FASHioned
For compound
verbs
, the stress is on the
second
part
to underSTAND, to overFLOW
Rule 6:
Two Word Stress
Knowing when and where to stress the words you use is very important for understanding, and
therefore, as part of a good accent. A clear example is that of stress in two word expressions.
According to whether it is an
ordinary
two-word expression or a special, set expression, the place
of the stress changes. In an ordinary expression the two words are used to describe something
like a "white HOUSE" (meaning a house that is painted white, and not blue or gray). In this case
the most important note is the
noun
because we are talking about a
house
that happens to be
white. Similarly, a "fat BOY" is an overweight young male.
But sometimes short two word expressions are
set
or "
consecrated
", (that is, they mean something
special) and have to be made different from similar expressions. One example is "the WHITE
house" where Mr. Bush lives. In this case, the emphasis is on the
adjective
because we are more
interested in stressing that it is the house that is known because it is
white
. In the same way, "FAT
boy" is the nickname of a boy, chosen because the word fat emphasizes his weight.
It will be useful for you to be aware of both types of two word expressions. Here is a list of a few
that will get you thinking and give you some practice in identifying them and using them
correctly. Underline the syllable that is stressed, and write a brief explanation, for both uses of
each phrase. I start the exercise with two examples. You do the rest. Make sure you say the
phrases OUT LOUD!
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Notes
Examples:
1.
WHITE
house
In Washington
2.
White
HOUSE
House painted white
Rule 7:
Sentence Intonation
Stress on different words while speaking a sentence may imply a different meaning at different
times.
Example:
I don't think he should get the job.
This simple sentence can have many levels of meaning based on the word you stress. Consider
the meaning of the following sentences with the stressed word in
bold
. Read each sentence
aloud and give a strong stress to the word in
bold
:
I
don’t think Hary should get the job.
Meaning:
Somebody else thinks Hary should get the job.
I
don’t
think Hary should get the job.
Meaning:
It’s not true that I think Hary should get the job.
I don’t
think
Hary should get that job.
Meaning:
That’s not really what I mean. OR I’m not sure Hary’ll get that job.
I don’t think
Hary
should get that job.
Meaning:
Somebody else should get that job.
I don’t think Hary
should
get that job.
Meaning:
In my opinion it’s wrong that Hary’s going to get that job.
I don’t think Hary should
get
that job.
Meaning:
Hary should have to earn (be worthy of, work hard for) that job.
I don’t think Hary should get
that
job.
Meaning:
Hary should get another job.
I don’t think Hary should get that
job
.
Meaning:
Maybe Hary should get something else instead.
As you can see, there are many different ways this sentence can be understood. The important
point to remember is that the true meaning of the sentence is also expressed through the stressed
word or words.
Task
Write out a number of sentences. Read each of them stressing a different word each
time you read them. Notice how the meaning changes depending on which word you
stress. Don't be afraid to exaggerate the stress, in English we often use this device to add
meaning to a sentence. It's very possible that when you think you are exaggerating, it will
sound quite natural to native speakers.
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Unit 1: Simple Rule for Pronunciation & Intonation
Notes
1.4 Linking
Because of the influence of their first language (‘L1’) pronunciation, learners of English transform
words, phrases and sentences to match their own language sounds. They sometimes consult the
language rules of their mother tongue and this sometimes results in error. We can also talk
about adjustments in connected speech. This is how words fit together. Native speakers put their
words together in various ways in order to make their speech fluid and interesting. Because of
the influence of their first language pronunciation, learners of English transform words, phrases
and sentences to match their own language sounds. They sometimes consult the language rules
of their mother tongue and this sometimes results in error. Some examples in relation...will
follow:
(a)
‘Linking’ is what happens when speakers connect the final sound of one word with the
beginning sound of the next word (blackand white). Linking is common in English and it
appears throughout the activities in this syllabus. You may wish to point them out to your
students as they appear.
(b)
One common form of ‘assimilation’ is when two words influence each other and become
one sound (have to -> hafta, has to -> hasta and use to -> usta) such forms may also be
highlighted in the lessons.
(c)
‘Epenthesis’ is what happens when speakers add a sound before (word-initial) within
(word-internal) or after (word-final) a word or phrase. This additional sound can sometimes
cause misunderstandings in communication or (inappropriate) ridicule from native
speakers (Oh no!).
Linking words help you to connect ideas and sentences, so that people can follow your ideas.
You can use linking words to link ideas in our talking and writing. Linking words enable our
ideas to flow logically and cohesively.
You can use linking words to add ideas together, contrast ideas, or show the reason for something.
There are three main types of linking words:
1.
Conjunctions
2.
Sentence connectors
3.
Subordinators
To sequence ideas
1.
First /firstly, second/secondly, third/thirdly etc.
2.
Next, last, finally
3.
In addition, moreover
4.
Further/furthermore
5.
Another
6.
Also
7.
In conclusion
8.
To summarise
9.
After that/thereafter
Note:
We normally use these words at the beginning of the sentence to give a summary of what
we have said or written.
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Notes
Example:
Firstly, … secondly, … finally
(or
lastly
) are useful ways to list ideas.
It’s rare to use “fourthly”, or “fifthly”. Instead, try
the first point
,
the second point
,
the third
point
and so on.
To link an action and its consequence
1.
So
2.
As a result
3.
As a consequence (of)
4.
Therefore
5.
Thus
6.
Consequently
7.
Hence
8.
Due to
Example:
Therefore
,
so
,
consequently
and
as a result
are all used in a similar way.
”The companies are expanding. Therefore / So / Consequently / As a result, they are taking on
extra staff.”
So
is more informal.
To emphasise an idea
1.
Undoubtedly
2.
Indeed
3.
Obviously
4.
Generally
5.
Admittedly
6.
In fact
7.
Particularly/in particular
8.
Especially
9.
Clearly
10.
Importantly
To add an idea
1.
And
2.
In addition/additionally/an additional
3.
Furthermore
4.
Also
5.
Too
6.
As well as
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33
Unit 1: Simple Rule for Pronunciation & Intonation
Notes
Example:
Ideas are often linked by
and
. In a list, you put a comma between each item,
but not before
and
.
”We discussed training, education and the budget.
”
Also
is used to add an extra idea or emphasis. “We also spoke about marketing.”
To give reason
1.
For
2.
Because
3.
Since
4.
As
5.
Because of
Example:
Due to
and
owing to
must be followed by a noun.
”Due to the rise in oil prices, the inflation rate rose by 1.25%.”
”Owing to the demand, we are unable to supply all items within 2 weeks.”
If you want to follow these words with a clause (a subject, verb and object), you must follow the
words with
the fact that
.
To provide example
1.
For example
2.
For instance
3.
That is (ie)
4.
Such as
5.
Including
6.
Namely
Example:
The most common way of giving examples is by using
for example
or
for
instance
To contrast ideas
1.
However
2.
Nevertheless
3.
Nonetheless
4.
Although/even though
5.
Though
6.
But
7.
Yet
8.
Despite/in spite of
9.
In contrast (to)/in comparison
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Notes
10.
While
11.
Whereas
12.
Unlike
Example:
But
is more informal than
however
. It is not normally used at the beginning
of a sentence.
”He works hard, but he doesn’t earn much.”
”He works hard. However, he doesn’t earn much.”
Although
,
despite
and
in spite of
introduce an idea of contrast. With these words, you must have
two halves of a sentence.
To compare ideas
1.
Similarly
2.
Likewise
3.
Also
4.
Like
5.
Just as
6.
Just like
7.
Similar to
8.
Same as
9.
Compare
10.
compare(d) to / with
11.
Not only...but also
12.
Both
1.5 Intonation
In linguistics,
intonation
is variation of pitch while speaking which is not used to distinguish
words. (Compare tone.) Intonation and stress are two main elements of linguistic prosody.
All languages use pitch semantically, that is, as intonation, for instance for emphasis, to convey
surprise or irony, or to pose a question. Tonal languages such as Chinese and Hausa use pitch to
distinguish words in addition to intonation.
Rising intonation
means the pitch of the voice increases over time;
falling intonation
means that the
pitch decreases with time. A
dipping intonation
falls and then rises, whereas a
peaking intonation
rises and then falls.
The classic example of intonation is the question-statement distinction. For example, northeastern
American English, like very many languages (Hirst & DiCristo, eds. 1998), has a rising intonation
for echo or declarative questions (
He found it on the street?
), and a falling intonation for
wh-
questions (
Where did he find it?
) and statements (
He found it on the street.
). ‘Yes’ or ‘No’ questions
(
Did he find it on the street?
) often have a rising end, but not always. Some languages like Chickasaw
and Kalaallisut have the opposite pattern: rising for statements and falling with questions.
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35
Unit 1: Simple Rule for Pronunciation & Intonation
Notes
In the International Phonetic Alphabet,
“global”
rising and falling intonation are marked with
a diagonal arrow rising left-to-right [
↗
] and falling left-to-right [
↘
], respectively. These may
be written as part of a syllable, or separated with a space when they have a broader scope:
He found it on the street?
[ hi
fa
ʊ
nd
ɪ
t |
ɒ
n ðə
↗
st
ɹ
i
t ]
Here the rising pitch on
street
indicates that the question hinges on that word, on where he found
it, not whether he found it.
Yes, he found it on the street.
[
↘
ˈj
ɛ
s ˈ hi ˈfa
ʊ
nd
ɪ
t |
ɒ
n ðə
↘
ˈst
ɹ
i
t ˈ ]
How did you ever escape?
[
↗
ˈˈha
ʊ
d
ɪ
dju
| ˈ
ɛ
v
ɚ
|
ɨ
↘
ˈˈske
ɪ
p ˈ ]
Here, as is common with
wh-
questions, there is a rising intonation on the question word, and a
falling intonation at the end of the question.
Improving sentence intonation is one of the key elements in your English pronunciation. Let's
discuss the four basic types of word stress that lead to proper intonation in English.
1.
Tonic stress
2.
Emphatic stress
3.
Contrastive stress
4.
New information stress
Tonic Stress
Tonic stress refers to the syllable in a word which receives the most stress in an intonation unit.
An intonation unit has one tonic stress. It's important to remember that a sentence can have
more than one intonation unit, and therefore have more than one tonic stress. Here are some
examples of intonation units with the tonic stress in bold.
He’s
wait
ing
He’s
wait
ing / for his
friend
He’s
wait
ing / for his
friend
/ at the
sta
tion.
Generally, the final tonic stress in a sentence receives the most stress. In the above example,
'station' receives the strongest stress.
There are a number of instances in which the stress changes from this standard. Here are short
explanations for each of the changes with example sentences to illustrate.
Emphatic Stress
If you decide to emphasize something, you can change the stress from the principal noun to
another content word such as an adjective (big, difficult, etc.), intensifier (very, extremely, etc.)
This emphasis calls attention to the extraordinary nature of what you want to emphasize.
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Advanced Communication Skills
Notes
Example:
That was a difficult
test
. -
Standard statement
That was a
difficult
test. -
Emphasizes how difficult the test was
There are a number of adverbs and modifiers which tend to be used to emphasize in sentences
that receive emphatic stress.
extremely
terribly
completely
utterly
especially
etc.
Contrastive Stress
Contrastive stress is used to point out the difference between one object and another. Contrastive
stress tends to be used with determiners such as 'this, that, these and those'.
Example:
I think I prefer
this
color.
Do you want these or
those
curtains?
Contrastive stress is also used to bring out a given word in a sentence which will also slightly
change the meaning.
1.
He
came to the party yesterday. (It was he, not someone else.)
2.
He
walked
to the party yesterday. (He walked rather than drove.)
3.
He came to the
party
yesterday. (It was a party not a meeting or something else.)
4.
He came to the party
yesterday
. (It was yesterday not two weeks ago or some other time.)
New Information Stress
When asked a question, the requested information is naturally stressed more strongly.
Example:
Where are you from? - I come from
Seattle
, in the USA.
What do you want to do? - I want to go
bowling
.
When does class begin? - The class begins at
nine o’clock
.
Rising Intonation- Is Answerable by Yes or No
1.
Is Jonathan a carpenter?
2.
Is your father handsome?
3.
Can you sing?
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37
Unit 1: Simple Rule for Pronunciation & Intonation
Notes
4.
I this your school?
5.
Do you eat Adobo?
Falling Intonation- is a Sentence, a Question that is not answerable by Yes or No..................
1.
Where’s your pencil?
2.
What is your Father’s name?
3.
In STAR CITY i ride all i can.
4.
My brother is adventurous.
5.
What’s your name
Notes
Pronunciation of T
The American
T
is influenced very strongly by intonation and its position in a word or
phrase. It can be a little tricky if you try to base your pronunciation on spelling alone.
There are, however, 4 basic rules: [T is T], [T is D], [T is Silent], [T is Held].
1. Beginning of a Word [T is T]
If the T is at the beginning of a word (or the top of the staircase), it is a strong, clear T sound.
(a)
In the beginning of a word:
table, take, tomorrow, teach, ten, turn Thomas tried two
times.
(b)
With a stressed T and ST, TS, TR, CT, LT and sometimes NT combinations:
They
control the contents.
(c)
In the past tense, D sounds like T, after an unvoiced consonant sound — f, k, p, s, ch,
sh, th (but not T).
Picked [pikt], hoped [houpt], raced [rast], watched [wächt], washed [wäsht]
It took Tim ten times to try the telephone.
2. Middle of a Word [T is D]
If the T is in the middle of the word, intonation changes the sound to a soft D.
Letter sounds like [ledder].
Water, daughter, bought a, caught a, lot of, got a, later, meeting, better
Note:
Practice these sentences:
What a good idea.
[w'd' güdäi deey']
Put it in a bottle.
[pü di di n' bäd'l]
Get a better water heater.
[gedda bedder wäder heeder]
Put all the data in the computer.
[püdall the dayd' in the k'mpyuder]
Patty ought to write a better letter.
[pædy äd' ride a bedder ledder]
3. [T is Silent]
T and N are so close in the mouth that the [t] can disappear.
Contd...
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Notes
Example:
interview [innerview]
international [innernational]
advantage [ædvæn’j]
percentage [percen’j]
If the T is at the end of a word, you almost don’t hear it at all.
put, what, lot, set, hot, sit, shot, brought.
That’s quite right, isn’t it?
4. End of a Word [T is Held]
With -tain, -tten and some TN combinations, the T is held. The “held T” is, strictly speaking,
not really a T at all. Remember, [t] and [n] are very close in the mouth. If you have [n]
immediately after [t], you don’t pop the [t]—the tongue is in the [t] position, but your
release the air for the [n] not the [t]. Make sure you don’t put a schwa before the [n]. An
important point to remember is that you need a sharp upward sliding intonation up to the
“held T,” then a quick drop for the N.
Written, certain, forgotten, sentence:
He’s forgotten the carton of satin mittens.
She’s certain that he has written it.
Martin has gotten a kitten.
1.6 Schwa
The
schwa
is the vowel sound in many lightly pronounced unaccented syllables in words of
more than one syllable. It is sometimes signified by the pronunciation “uh” or symbolized by
an upside-down rotated
e.
A
schwa
sound can be represented by any vowel. In most dialects, for example, the schwa sound
is found in the following words:
The
a
is schwa in
adept.
The
e
is schwa in
synthesis.
The
i
is schwa in
decimal.
The
o
is schwa in
harmony.
The
u
is schwa in
medium.
The
y
is schwa in
syringe.
Authorities vary somewhat in the range of what is considered a schwa sound, but the above
examples are generally accepted.
1.7 Summary
Voiced sounds will make the throat vibrate.
Aspiration refers to a puff of air when a sound is produced.
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39
Unit 1: Simple Rule for Pronunciation & Intonation
Notes
Draw simple diagrams of tongue and lip positions. Make sure all students can clearly see
your mouth while you model sounds.
Word or sentence intonation can be mimicked with a kazoo, or alternatively by humming.
‘Epenthesis’ is what happens when speakers add a sound before (word-initial) within
(word-internal) or after (word-final) a word or phrase. This additional sound can sometimes
cause misunderstandings in communication or (inappropriate) ridicule from native
speakers (Oh no!).
Pronunciation rules, also different pronunciations through laying stress on different words.
You have come to know about vowels and intonation i.e. pitch.. Now you also know what
is
rising, falling, dipping
and
peaking
intonation. You have also learnt the importance of shwa
as a vowel sound.
Pronunciation involves far more than individual sounds. Word stress, sentence stress,
intonation, and word linking all influence the sound of spoken English, not to mention
the way we often slur words and phrases together in casual speech.
1.8 Keywords
Dialects:
A regional variety of a language, with differences in vocabulary, grammar, and
pronunciation
Epenthesis:
Insertion of an extra sound into a word, as happens in some dialect pronunciations
or in a word’s development over time.
Intonation:
Pitch
Phonemes:
A speech sound that distinguishes one word from another, e.g. the sounds “d” and “t”
in the words “bid” and “bit.” A phoneme is the smallest phonetic unit that can carry meaning.
Syllable:
A unit of spoken language that consists of one or more vowel sounds alone, a syllabic
consonant alone, or any of these with one or more consonant sounds
1.9 Self Assessment
Fill in the blanks:
1.
You make this sound by ....................... your tongue from the roof of your mouth and
pushing air out of your mouth at the same time in type one.
2.
Words ending in
voiced
........................(with sound produced by your vocal chords) are
pronounced with a type 2 ‘ed’:
3.
In type ....................................words, the final ‘s’ should be pronounced with air pushed out
between the top of your tongue and your top teeth, without using the vocal chords.
4.
Words ending in
voiced
phonemes (with sound produced by your vocal chords) are
pronounced with a ......................................
5.
Words ending in /t/ and /d/ sounds are type …………………
6.
………………….. is what happens when speakers add a sound before (word-initial) within
(word-internal) or after (word-final) a word or phrase.
7.
The classic example of ……….. is the question-statement distinction.
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Notes
8.
A schwa sound can be represented by any ………
9.
The ……..is schwa in medium
State whether the following statements are True or False:
10.
Learners of English sometimes consult the language rules of their mother tongue and this
sometimes results in error.
11.
Epenthesis’ is what happens when speakers add a sound only before a word or phrase.
1.10 Review Questions
1.
How can words ending in –s be pronounced?
2.
What is intonation? Explain
Answers: Self Assessment
1.
‘Unsticking’
2.
Phonemes
3.
One
4.
Type 2 ‘ed’
5.
Three
6.
Intonation
7.
Epenthesis
8.
Vowel
9.
‘u’
10.
True
11.
False
1.11 Further Readings
Online links
http://webdelprofesor.ula.ve/humanidades/azapata/materias/phonetics_1/
description_of_the_english_vowel_sounds.pdf
http://eslenglishclassroom.com/index_files/PronunciationPage.html
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41
Unit 2: Presentation Skill
Notes
Unit 2: Presentation Skill
CONTENTS
Objectives
Introduction
2.1
Presentation Skills
2.2
Features of Presentation
2.3
Elements of Presentation
2.4
Ten Steps to a Successful Presentation
2.4.1
Consider the Occasion and Objective
2.4.2
Make an Audience Analysis
2.4.3
Get Acquainted with the Environment/Location
2.4.4
Decide the Manner and Mode of Presentation
2.4.5
Plan out the Presentation: Preparation of Script
2.4.6
Preparation of Visual Aids, Handouts and Feedback Forms
2.4.7
Rehearse the Presentation
2.4.8
Consider Personal Aspects: Physical and Body Language
2.4.9
Overcoming Nervousness
2.4.10
Making the Presentation: Do it!
2.5
Six Great Helpers in Presentation
2.6
Team Presentations – A Few Tips
2.7
Seminar Presentation
2.8
Summary
2.9
Keywords
2.10
Self Assessment
2.11
Review Questions
2.12
Further Readings
Objectives
After studying this unit, you will be able to:
Explain what a presentation is and how it differs from a lecture or a written report.
Discuss how to design a presentation and to note the essential steps to a successful
presentation.
Describe six great helpers in presentation.
Discuss the tips about team and seminar presentation.
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Advanced Communication Skills
Notes
Introduction
In business organizations, presentations and public speaking by the executives and other personals
are regular features. No matter what the area of responsibility is or what type of organization is
for which you are working, you have to give a presentation or speech sooner or later. You may
be asked to talk to colleagues, clients, suppliers for the general public. You may be asked to
speak for 15 minutes or one hour. Hence, public speaking and presentation skills are very much
essential for professional excellence. Technical skills account for 22-25% of professional excellence
and rest depends upon soft skills that include public speaking and presentation skills. Speaking
effectively and making an effective presentation is a skill that can be learnt, studied and polished.
In this unit, guidelines are discussed in learning the techniques/skills of making presentations
and public speaking.
2.1 Presentation Skills
A presentation is essential for the students, researchers and working managers in today’s fast
moving business environment. If presentation is effective, it creates a good impression about
the speaker and it clearly communicates the information. The presentation also reveals the
attributes of the personality of the speaker, i.e. confidence, fluency, style and conducting discussion
and debates. Business presentation differs from public speaking.
Notes
Points of Difference
Business Presentations
Public Speaking
Aim of speaking
To give the audience what
they know they need
To give the audience what
they believe they want
Type of audience
Generally
homogenous
in
terms of their knowledge,
area
of
academic
or
professional interest etc.
Mostly heterogeneous
Expectations of audience
Complete details about the
topic
Do not expect a lot of
details
Amount of information
More
Less
Level of interaction
More, as the audience wishes
to understand the topic
thoroughly
Less, as a general
understanding is desired
by the audience
A presentation is a live mode of sharing information with a select audience.
4
It is a form of oral
communication in which a person shares factual information with a particular audience. We can
define presentation as an oral activity using visual electronic aids to discuss new ideas and
information with a specific audience in an impressive and convincing manner.
2.2 Features of Presentation
1.
A presentation is not a lecture.
Classrooms lectures have well defined educational
objectives. Students raise questions and answer questions put by the teacher. A classroom
lecture is ideally a two-way communication process. But presentations are one-way,
initially. The audience sits through listening, watching, and taking notes.
2.
The focus is on persuading the listeners to buy the ideas that are shared.
3.
A presentation has a well-defined format. The audience sits through the delivery without
interrupting the presenter and after the completion of presentation, the audience is invited
to ask questions or seek clarifications.
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Unit 2: Presentation Skill
Notes
4.
A good presentation must cover the following aspects:
(i)
There should be a clear structure with an introduction, discussion, and end.
(ii)
The facts and figures should be visually present in tables, graphs, and charts.
(iii)
The different colours should be used to make the presentation of the contents
attractive.
(iv)
The presenter should show an understanding of the audience’s needs and level of
understanding, while discussing his/her ideas.
(v)
Humour and anecdote should often employ to create a good relationship with the
audience.
(vi)
Questions should be given serious attention and must regard as an essential part of
presentation.
2.3 Elements of Presentation
An efficient presenter prepares the presentation with great care as his/her main purpose is to
convey the message effectively. It involves proper prior preparation and planning. There are
three fundamental elements of a good presentation.
Elements of Presentation
Presenter's
Analysis
Audience
Analysis
Presentation
Design
1.
Presenter’s analysis:
As a presenter, you need to focus on the following aspects, before
making the actual presentation.
(i)
Identify your purpose-achieve
(ii)
Analyze your audience
(iii)
Identify the need
(iv)
Collate your information
(v)
Design your communication
(vi)
Time your presentation
(vii)
Decide on the visual aids to be used
(viii)
Study the location.
Notes
The presenter as ‘self’, plays a key role, in making the presentation a successful
communication.
Figure 2.1: Elements of Presentation
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Advanced Communication Skills
Notes
2.
Audience analysis:
Before making presentation, audience analysis is very necessary. In
this context, the following points should be noted.
(i)
Get an idea of the number, nature, needs, level of knowledge, and likely attitude of
the audience.
(ii)
Determine the language of delivery and selection of inputs.
(iii)
Understanding the audience’s needs.
(iv)
Never consider your audience to be a hostile group.
(v)
Always look for some smiling faces among the listeners.
(vi)
Make eye contact with them.
(vii)
Remember the purpose for which you are addressing your audience.
Also, keep in mind that different persons attending your presentation may be looking for
different information related to your topic, according to their own interests or needs.
Therefore, define the focus and scope of your presentation at the very outset.
3.
Designing your presentation:
Think of a presentation in terms of a journey; designed to
take an audience to a pre-planned destination. Use this analogy to identify the key points
of your message, prioritize them and all allocate each one an appropriate time slot. Nearly
all presentations should fit into a simple structure. This comprises four clearly identifiable
parts and timing of each part too:
(i)
Introduction (Tell them what you’re going to tell them)-
3 minutes
(ii)
Main Body (Tell them)-
15 minutes
(iii)
Conclusion (Tell them what you have told them)-
2 minutes
(iv)
Questions & Answers (Discussion session)-
10 minutes
A good guide for the breakdown of a presentation is the 10/80/10 rule—whereby the introduction
and conclusion are allotted 10% of the presentation time, with the main body comprising 80%.
For example, a 30 minute presentation would have a 3 minute introduction and conclusion and
main body lasting 24 minutes. This formula can be applied to any length of presentation—as it
reflects a good breakdown from the audience’s perspective.
It is usually best to plan your presentation to have a question and answer session at the end. This
will enable you to deliver your message and then end strongly with a clear and concise conclusion,
before entering the relatively unpredictable area of tackling questions from the floor.
2.4 Ten Steps to a Successful Presentation
There are ten basic steps which need to be kept in mind at the time of making a presentation.
How successful one is at the end of the delivery is contingent upon the amount of labour that has
gone into the seven preparatory stages.
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Notes
Ten Steps to Successful Communication
Steps
Purpose
1.
Consider the occasion and objective
Know the sphere and concretize ideas
2.
Make audience analysis
Meet demands of the audience
3.
Know about the location
Acquaint yourself with the venue, organizers, etc.
4.
Decide the mode and manner of
presentation
Secures the attention of the receivers
5.
Prepare the script
Make a confident presentation
6.
Preparation of
(i)
Visual aids
(ii)
Handouts
(iii)
Feedback forms
Should:
Generate interest
Increase retention
Assess competence
7.
Rehearse
Brings perfection, instills confidence
8.
Consider personal aspects
Be presentable in appearance
9.
Overcome nervousness
Be fearless and effective
10.
Make the presentation
Enables sharing of ideas, information and knowledge
2.4.1 Consider the Occasion and Objective
It is important to know the occasion for which the presentation has been organized. The person
who wishes to make the presentation must know his proper sphere and the purpose he wants to
fulfill through his presentation. What is that, one aims to achieve at the end of the presentation,
should be crystal clear. One should not stray or move away from the main point or focal area.
The more one centres round the thrust area, greater are the chances of the results being positive.
2.4.2 Make an Audience Analysis
It is most important for any speaker to understand for whom the presentation is meant. An
audience is not just a gathering of people; it has a collective identity of its own. The presentation
must be in a form and style that suits and interests the audience and the content and tone should
also depend on the nature of the audience. The age, sex, nationality, educational background and
experience of the audience present, have a great relevance to the presentation.
As an example, while considering the age factor of the audience, these clues can be used:
Children love to listen to stories and dramatic presentations; teenagers are responsive to new
ideas and like informative presentations and senior citizens like to be reminded about the good
old days.
2.4.3 Get Acquainted with the Environment/Location
The speaker should be familiar with the physical environment. The size of the room, the seating
arrangement, speaker’s position vis-à-vis the platform or podium, setting of the mike, lighting
and ventilation, positioning of the visual aids, etc., should be well planned out and observed in
advance.
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2.4.4 Decide the Manner and Mode of Presentation
The speaker should decide whether he wishes to achieve the objective by a formal presentation
or a non-formal one. The speaker may select any of the following modes of presentation:
1.
Reading:
A written script may be used to present the whole matter. It helps to maintain
accuracy, but eye contact may be lost in the process. Very few speakers can master this art
of reading as well as maintaining frequent eye contact with the listeners.
2.
Memorized
Presentation:
If the memory power of the speaker is to read aloud well, he
may memorize the whole presentation and not use any written material, but in case, the
speaker forgets in between, it leaves a very bad impression and spoils the effect of the
presentation. The best method in this case is to make some brief notes, and refer to them
in between, to maintain a smooth presentation.
3.
Extemporaneous presentation:
In this case, the speaker does not memorize the whole
presentation, word by word. Rather, he takes some ideas in his mind and in a logical
order, presents them in his own words. A mental recap helps.
2.4.5 Plan out the Presentation: Preparation of Script
The most tedious and arduous task is the preparation of the script. A lot of effort goes into the
preparatory stage of making a presentation. This would become clear if you were to compare
your presentation to the tip of an iceberg, 90% of which is invisible and only 10% is visible.
While preparing the script, the speaker has to keep in mind:
1.
Length of the script, depending on the time available for presentation.
2.
Style of presentation, conversation style or formal speech, simple and lucid or impressive
and explanatory.
3.
Humour, making the talk more interesting and lively, to engage the audience more fully.
Format of a presentation/composition of the script:
A rough plan for any presentation may be
made as follows:
1.
Opening:
(i)
Introductory remarks.
(ii)
Stating the objective of the presentation.
(iii)
Creating a rapport with the audience.
(iv)
Drawing the outline of the presentation.
2.
Middle:
(i)
The main body of the presentation.
(ii)
Examples and visual aids.
(iii)
Explanation of the topic in points, as per their priority.
3.
Closing:
(i)
Giving a clear message of the presentation.
(ii)
Summary of the presentation.
(iii)
Inviting queries.
(iv)
Thanking the audience and organizers.
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Presentation could naturally follow a six-tier process. Preparation should also be cane according
to this sequential arrangement.
1.
Ice-breaker
2.
Opening
3.
Need for a new idea(s) or its delineation
4.
The idea
5.
Accruing results/benefits
6.
Summary/conclusion.
2.4.6 Preparation of Visual Aids, Handouts and Feedback Forms
Visual Aids
It is always better to prepare visual aids much in advance of the presentation. Leaving them for
the last moment can on certain occasions force the speaker to rush through the entire procedure.
As visual aids are used as supports to the presentation, error in the same can leave a poor impact
in the minds of the audience. Whatever, we see we tend to believe more emphatically and it
leaves a greater and longer lasting impression. So, in order to make the presentation more
effective, the speaker must make use of visual aids like charts, chalk boards, film slides,
transparencies, diagrams, maps and pictures.
Handouts
Handouts should be prepared meticulously and carefully. They should be given to the participants
prior to commencing the session so that they can come prepared at the presentation with focused
queries. The time which would be otherwise spent in generating questions would be saved if
this strategy is observed. These handouts should be extremely well prepared as the participants
are going to take them back after the session and probably share the same with friends and
colleagues. A sloppy performance will expose the speaker in a poor light. The quality of the
presentation plus handouts, to a great extent, determines your acceptance in the midst of the
participants.
Feedback Forms
Feedback forms should have also been prepared well in advance, so that they can be handed to
the participants at the end of the presentation. Points which need to be elaborated in the feedback
form are:
1.
Information about the audience.
2.
Level of acceptance of the speaker.
3.
Scope for improvement.
4.
Inadequacies, if any, in the presentation.
5.
Expectations from the presentation.
6.
To what extent were they met.
7.
Gains from the session.
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8.
Scope for further interaction.
9.
Grading of the speaker on various parameters such as, delivery, ideas, use of visual aids,
handling the group, empathy, listening, etc.
10.
Suggestions, if any.
2.4.7 Rehearse the Presentation
Making presentations is not simple. It is extremely important for us to realize the sanctity of
rehearsing to improve the quality of the presentation. Unless and until the presentation has
been rehearsed adequately, the speaker should not venture forth to make a presentation. The
more you rehearse, the better is your performance in front of an audience. In the initial phases,
rehearsal is important to do away with the element of fear. In the later stages, it helps in
brushing up the style of presenting and reveals your self-confidence. If this art is perfected, it can
lead to acclaim and recognition, if not, it will reveal the speaker in a poor light. So it is required
that one works hard for positive results.
2.4.8 Consider Personal Aspects: Physical and Body Language
The audiences first see the speaker, and then listen to the presentation. A presentable, clean and
impressive appearance is of utmost importance for the speaker. Formal clothes, proper hairstyle
and a good dress sense make the overall appearance of the speaker acceptable.
Confident voice and posture, effective eye contact and meaningful gestures make up a good
body language, which also plays a vital role in the presentation.
Body support is one of the silent modes of communication which needs to be polished and
perfected so that it enhances the overall effect of the presentation. Some of the negative
repercussions of body language are:
1.
Nervous pacing,
2.
Excessive movement/rubbing of the hands,
3.
Covering the mouth while speaking,
4.
Using a pen or pencil as pointers,
5.
Lack of eye contact,
6.
Fidgeting, etc.
2.4.9 Overcoming Nervousness
Even an experienced speaker, in the beginning of his speaking career, must have faced the
problem of nervousness. “Butterflies in the stomach”, “increased heartbeat”, “shaking legs”,
“shaking voice”, and “forgetfulness” are the most obvious signs of nervousness. The speaker
can overcome nervousness by:
1.
Taking few deep breaths in and out.
2.
Making himself/herself comfortable with the audience.
3.
Boosting his own self-confidence.
4.
Proper practice before the final presentation.
5.
Giving proper pauses for relaxation.
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6.
Moving about among the audience.
7.
Taking help of the visual aids.
2.4.10 Making the Presentation: Do it!
Everything about the presentation is ready and so is the speaker. The only thing left is to face the
audience in a confident and positive manner and leave a mark on them. When the speaker is in
the process of finally presenting the matter to the audience, he needs to be extremely careful
about the introduction and conclusion of the presentation. While commencing, one thing needs
to be kept in mind: capture the attention of the audience right at the start by making the opening,
spell binding.
Even during the presentation, the speaker will have to put in a lot of efforts to mould them to his
way of thinking. Different strategies could be adopted for the same: Quiz, music or game. These
are commonly known as “ice breakers”.
Variety in the manner of presentation of material by incorporating variations in the pitch and
volume is important. Emphasis should be laid on the right words and at the right moment.
Together with this, the use of pauses cannot be neglected. If used correctly, their impact can be
long-lasting. Pauses at correct junctures also give the audience time to think and absorb all that
is being said. It serves a dual purpose: (i) reveals that the speaker is thinking, modulating and
speaking impromptu; and (ii) gives the listeners time to absorb the spoken material.
The speaker should keep in mind the fact that the conclusion or the grand finale is his show.
How he conducts it, will determine if he will be accepted by the audience. The presenter should
keep the time factor in mind and reserve the last ten or fifteen minutes for the summary where
he winds up his presentation, incorporating all ideas and suggestions made in the course of the
presentation. In other words, the sender should be sensitive to the unspoken dictates of time and
audience. He should know where and when to stop.
Notes
How should you deliver the Presentation?
1.
Do not read:
A presentation is essentially an oral face-to-face communication. It is
basically in the form of a well-structured discussion with an objective of making the
audience understand the concept. To discuss your ideas, you should not read them
out, neither from the screen nor from anything written out by you. It is a common
mistake to just repeat by reading out what the audience has before them projected
on the screen. What you should do is to explain what is there on the screen. You can
draw the audience’s attention to the points projected, numbers, and figures shown
on the screen. But the purpose should be to explain them and not merely read them
out.
2.
Use “you attitude” to ensure audience involvement:
Tell the audience how your
information is going to bring value to them. How do they stand to gain from the
presentation? Why should they listen to you? Answer that question to be able to
make your presentation relevant to the needs and interest of your listeners. All such
considerations act as motivation raisers. They ensure the audience’s involvement in
your delivery of the presentation.
3.
Give the outline of the content:
In the beginning itself, tell the audience the outline
of the content of your presentation. This will help them know the contents of the
presentation. They will also be able to know the direction of your argument.
Contd...
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4.
Tell them what next:
Your listeners may not remember links and transitions you
move through in your arguments/presentation. You alone know when you move
from one stage or step to another step. You should, therefore, help your audience
know that you are introducing a new point so that they follow your sequence.
2.5 Six Great Helpers in Presentation
To enhance one’s presentation skill it is absolutely imperative to secure the help of the six great
helpers – the five W’s and the one H. The concept of incorporating them as extremely useful
tools in the art of writing fiction was first propagated by Rudyard Kipling. Subsequent to this,
experts in various disciplines realized their need in specific areas. Communication too,
incorporated them as helpers to explain the basic concepts of presentation and interaction. These
are as follows:
Why
The purpose of presentation must be clear to the speaker. It is necessary to be aware of the real
reason for making a presentation. If it is of a frivolous nature, where the basic intent is furthering
and cementing of social relationships, problems do not arise. However, if the thrust is on
intersection oriented presentation, care must be taken to concretize ideas with correct emphasis
at appropriate junctures. Let us address some queries which might help us in streamlining our
purpose.
Why am I making a presentation? What is the real reason for conveying my message? What does
the audience stand to gain from my presentation? In other words, a personal brainstorming
session prior to formulation of ideas in a logical sequence is necessary. This could be done by
listening to all ideas and thoughts that crowd the mind. Sorting or prioritizing them in order of
importance or manner of presentation can be done at a later stage. In the initial phase, it is
important to list down all ideas. Next, one should attempt to guess the reaction of the listener:
what would you achieve or aim to achieve through an effective and efficient transmission of
your message – a change of attitude or belief, or an increase in knowledge on the part of the
listener?
Having answered this query, your purposive message is formulated, which could be:
1.
To inform:
Provision of information could be in the form of details, facts and figures.
2.
To persuade:
Adoption of face saving devices or politeness tactics such as “please”, “thank
you”, etc., will be effective.
3.
To persuade:
Usage of talk tactics such as, name dropping or use of power or position to
force the co-interactant into accepting your point of view often helps in exercising your
influence over the audience.
4.
To educate:
Provision of all facets of the issue should be discussed, so that there is greater
comprehension on the part of the receiver.
5.
To empathise:
This means observance of an empathetic attitude. Empathise with the
interactant and to feel or at least indicate that similar feelings are being shared. It could be
verbal, i.e., in the form of expressing condolence or concern or it could be non-verbal, such
as clucking of the tongue or putting an arm around the shoulder to show concern.
6.
To entertain:
Usage of strategies, such as humour, narration of anecdotes, short quizzes or
music will elevate the mood and break the monotony of the presentation.
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Who
Who is my listener? Knowledge about the co-participant goes a long way in meeting
communication demands. This is somewhat similar to an interviewee getting familiar with the
organisation to effectively answer probable questions relating to the organisation. Similarly,
the personality, education, age, status, and knowledge level of the listener helps in deciding the
format, tone and manner of presentation.
Example:
Speaking to a group of young executives could entail a lecture-cum-
demonstration methodology. For that matter, a lively and active encounter with the speaker
would be the need/expectation of a young audience. On the other hand, a boring presentation
would amply suit a moronic boss. One important question which you should keep in mind at
the time of making a presentation is: to gauge the reaction of the participants towards the
content of the message prior to commencing the presentation. The response of the participants
would be contingent upon their knowledge of the subject. If their information level is high. You
would be forewarned to go through your presentation minutely.
Where and When
These imply the place and the context. After your message is formulated, try and visualize the
position of your receiver. Where would he be when he receives it? The format and tone of your
message should change in accordance with the place where it is going to be delivered. For
example, if a need so arises to talk of a hike in the pay structure, the place of broaching the issue
is bound to make a difference. Let us take an example of talking to the boss.
1.
At the work place:
It is always transaction-oriented, i.e., geared towards the accomplishment
of a particular task.
2.
At home:
It is a combination of transaction and relationship oriented (i.e., furthering and
cementing of social relationships) communication.
While the first situation is extremely formal and precise, in the other, it is casual and can range
from formal to informal depending on the relationship you share with the co-communicator.
While an informal relationship can bypass certain unwarranted slips, a formal relationship can
land you in a soup. The relationship shared by the sender and receiver is contingent upon the
exact positioning of your message in the context of communication.
What
This obviously focuses round the subject matter on the message. What exactly, do you wish to
communicate and what is the need to do so? The answer to these queries can be determined by
studying the profile of the audience. This will help to gain insight into their anticipated responses.
Sufficient information about the listener would enable you to discern between the essential and
redundant areas of the material to be presented and it prepares you for what needs to be used or
done away with at the time of presentation.
How
How do we achieve the right effect? To what purpose can we use the five W's so as to secure the
undivided attention of the audience? We can achieve this effect by the tone at the delivery which
we adopt to deliver the message. How would you organize the points? They should be organized
in the order of importance, the main point followed by subsidiary points. While organizing the
issues to be discussed, the needs of the audience should necessarily be kept in mind.
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Organisation of the details in order of importance is in itself not sufficient. Certain other factors
also need to be kept in mind. Primary among them is the use of words. Which words would be
most effective? Which of them should be used and which ones avoided? Colloquial(s) and
slang(s) should be religiously avoided. Though the temptation may be great to display one's
knowledge or use of superfluous words, restraint should be exercised, as this can affect the
quality of the presentation and make it sound boring and monotonous. In place of these, you
could use precise, simple and non-technical words.
Notes
Six great helpers in Presentation
Helpers
Determining Functions
1. Why
Purpose–to inform, persuade, influence, empathise, entertain and sympathise.
2. Who
Attributes of listener–personality, age, education, status, knowledge and anticipated
response.
3. Where
Place–formal or informal.
4. When
Context/time.
5. What
Subject matter–scope and need.
6. How
Strategies to be adopted–Words, pictures, slides, transparencies–which ones need to
be incorporated or deleted.
Next is the tone, where sufficient emphasis with adequate pauses will have a long lasting impact
on the receiver. Together with the tone and the words used, which are equally important, the
selection of the appropriate medium for communication of the message should also be kept in
mind. You could use pictures or visual aids as helper to communicate your message. The message
is always better received if it stimulates and appeals to both the visual and auditory senses.
Notes
Conclusion Remarks
It is really not all that difficult making presentations in front of a large gathering if a few
factors are kept in mind. Primary among them is the attitude towards the situation as well
as the audience. You definitely need to be positive. In case there is even an iota of doubt
regarding the stance to be adopted towards the participants, you must remove or substitute
it. The speaker should emerge as an assertive communicator, whose thought, process is
positive as evidenced through his body sport or oral presentation.
The speaker has to break the ice and gain acceptance. If he can succeed in doing so, the
presentation is a success and the speaker's skills, laudable. It needs a lot of effort but once
a positive start has been made, the going is not all that tough, as the audience will themselves
endeavour to make the entire session a successful one.
2.6 Team Presentations – A Few Tips
Another type of presentation you may be asked to give is a group or team presentation. Group
presentations require individual speaking skills plus planning for collaboration. To the following
adaptations, you should give special thought in your team presentation.
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Notes
1.
You will need to take special care to plan the presentation—to determine the sequence of
the presentation as well as the content of each team member’s part. You also need to select
carefully supporting examples to build continuity from one part of the presentation to the
next.
2.
Groups should plan for the physical aspects of the presentation too. You should coordinate
the type of delivery, use of notes, graphics, and styles and colours of attire to present a
good image of competence and professionalism. And you should plan transitions so that
the team will appear coordinated.
3.
Physical staging is important as well. Team members should know where to sit or stand,
how visuals will be handled, how to change or adjust microphones, and how to enter and
leave the speaking area.
4.
Attention to the close of the presentation is especially strategic. Teams need to decide who
will present the close and what will be said. If a summary is used, the member who
presents it should attribute key points to appropriate team members. If there is to be a
question and answer session, the team should plan how to conduct it.
5.
Teams should not overlook the need to plan for rehearsal time. Teams should consider
practicing the presentation in its entirety several times as a group before the actual
presentation.
These points may appear trivial, but careful attention to them will result in a polished, coordinated
team presentation.
2.7 Seminar Presentation
A seminar is more informal than a meeting or a conference. A seminar is held within an
organization. Seminar is a formal gathering of people who have assembled together to exchange
views and experiences with one another on a specified topic. They converse, consult and discuss
the specified topic in detail to conclude a common understanding on the subject matter.
At the end of the seminar, the chairman of the seminar should summarize the main points of the
discussion and the conclusions reached, if any. He has to evaluate and indicate the success of the
group to develop a sense of achievement. Finally, the chairman should thank the participants
for their contributions. Accurate recording and editing of conference discussions are necessary.
After the seminar, a report should be prepared on its proceedings. Copies of the report may be
sent to the concerned authorities. Such follow-up action is necessary to achieve the purpose of
the seminar.
The success of a seminar depends largely on the mental attitudes and behaviour of the participants.
In order to make significant contributions, participants should observe the following rules:
1.
Be well-prepared.
2.
Observe the participants.
3.
Speak at the right time.
4.
Control your emotions.
5.
Be accommodating.
6.
Be brief.
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Case Study
Effective Presentation
M
r.
Abhishek was supposed to give a presentation on “Time Management” at
10.30 a.m. He reached the venue at 11.15 a.m. and after that he took half an hour
to fix his LCD and set his presentation. Then he gave his presentation, which
was well designed with many visual aids, examples and good language. In between, he
kept looking at the screen to read out the main points. During his speech, he kept repeating
the words, “Isn’t it”? At the end of the presentation, which finished one hour later than its
scheduled time, the manager of the company took the feedback of the presentation, and to
surprise Mr. Abhishek received a completely negative feedback. He was unable to
understand that even after preparing such a good presentation, why the feedback was
negative.
Questions:
1.
Point out the mistakes committed by Mr. Abhishek.
2.
Though he had prepared good content, why was his presentation not well received
or a success?
3.
How can Mr. Abhishek improve his presentation skills?
4.
How can we say that Mr. Abhishek failed to do justice to his topic “Time
management”?
2.8 Summary
Presentations and public speaking play a very significant role in business environment.
Hence, when planning for presentations or public speaking, you must take care to define
their purpose and relate them to the audience’s interests.
Public speaking is a talk given to a large gathering.
The present unit offers characteristics and tips of good public speaking.
Importance and need of public speaking for the individual, the organization and the
society are also discussed.
Impromptu, extemporaneous, memorized and manuscript are modes of delivery in public
speaking.
Besides, checklist for effective public speaking; checklist for discussion skills and essentials
for reduce stage fear are also discussed.
We concentrated on imparting presentation skill to enable you to make effective
presentations.
These skills can be further developed by paying attention to preparation, delivery
techniques, and the art of handling audience’s response.
The presentation is a form of oral communication. Its success depends on the presenter’s
preparation, his clarity of purpose, understanding of audience needs; his ability to structure
the information, choose proper visual aids, and perform by involving the audience’s
interest and responding to their questions with ease and forthright honesty.
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Notes
Features, elements of presentation, ten steps to a successful presentation and a few tips on
team presentation are also discussed.
Finally, the present chapter throws light on seminar presentation.
2.9 Keywords
Environment/Location:
Physical environment the size of the room, the seating arrangement,
speaker's position vis-à-vis the platform or podium, setting of the mike, lighting and ventilation,
positioning of the visual aids, etc., should be well planned out and observed in advance.
Extemporaneous Presentation:
In this case, the speaker does not memorize the whole
presentation, word by word. Rather, he takes some ideas in his mind and in a logical order,
presents them in his own words. A mental recap helps.
Memorized Presentation:
If the memory power of the speaker is to read aloud well, he may
memorize the whole presentation and not use any written material, but in case, the speaker
forgets in between, it leaves a very bad impression and spoils the effect of the presentation.
Presentation :
A presentation is a live mode of sharing information with a select audience. It is
a form of oral communication in which a person shares factual information with a particular
audience.
Reading:
A written script may be used to present the whole matter. It helps to maintain accuracy,
but eye contact may be lost in the process. Very few speakers can master this art of reading as
well as maintaining frequent eye contact with the listeners.
Seminar Presentation:
A seminar is more informal than a meeting or a conference. A seminar is
held within an organization. Seminar is a formal gathering of people who have assembled
together to exchange views and experiences with one another on a specified topic.
2.10 Self Assessment
Fill in the blanks:
1.
A ............................. is essential for the students, researchers and working managers in
today’s fast moving business environment.
2.
We can define presentation as an ................................. using visual electronic aids to discuss
new ideas and information with a specific audience in an impressive and convincing
manner.
3.
The focus is on ......................... the listeners to buy the ideas that are shared.
4.
A good guide for the breakdown of a presentation is the ..................................
5.
The ............................ should be familiar with the physical environment.
6.
............................ should be prepared meticulously and carefully.
State whether the following statements are True or False:
7.
A presentation has a well-defined format.
8.
Select any common topic in which you are interested.
9.
Length of the script, depending on the time available for presentation.
10.
Style of presentation, conversation style or formal speech, simple and lucid or impressive
and explanatory.
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2.11 Review Questions
1.
What is public speaking? What are the characteristics of good public speaking or good
speech?
2.
What is public speaking? Discuss the tips for good public speaking.
3.
Discuss the importance of public speaking and its need.
4.
What are the modes of delivery in public speaking? Discuss the checklist for effective
public speaking.
5.
What is public speaking? What the essentials are for reducing stage fear?
6.
What is presentation? What are the elements of presentation?
7.
What according to you is a presentation? What are the characteristics of a good presentation?
8.
Discuss the ten steps to a successful presentation.
9.
Briefly discuss the strategy for team presentation.
10.
Briefly discuss the strategy to improve discussion skills.
11.
What is presentation? Discuss the strategy for team presentations.
12.
What do you mean by a seminar? How it is organized?
13.
You have to prepare a presentation on last performance of your company. Give three sub
head and correlate these sub heads with performance of your company. Also discuss how
your company performance is better than others.
14.
Make a presentation related to recruitment and selection process of an organization. Also
list any three questions that u think the audience would need further clarification after the
presentation.
15.
Suppose you are marketing executive in a company. Your boss gives you a responsibility
to present the company and ask you that in your presentation discuss each topic with at
least three sub head and discuss with practical example. Also clear queries related to the
presentation.
16.
Make presentation on Entrepreneurial Excellence in Today's Culture. In your presentation,
discuss each topic with at least three sub head and discuss with practical example. Also list
any three questions that u think the audience would need further clarification after the
presentation.
17.
You are a project manager of a company. Your boss said that you have to make a
presentation on time management and told u to discuss it with staff of your company. In
your presentation tell them how project should be completed on time. Also give some
practical examples.
18.
You are working in a service company as customer relationship manager. Your boss
arranges a meeting and told you to make a presentation on topic Customer Service vs.
Customer Delight. List any three questions that u think the audience would need further
clarification after the presentation.
19.
Make a presentation on a topic Communication & Teamwork. In your presentation, discuss
each topic with at least three sub head and discuss with practical example. Also list any
three questions that u think the audience would need further clarification after the
presentation.
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Notes
20.
You are working in an insurance company as a trainer. The branch manager told you to
make a presentation on Employee Induction. In your presentation, you have to discuss
each topic with at least three sub head Also list any three questions that u think the
audience would need further clarification after the presentation.
Answer: Self Assessment
1.
Presentation
2.
Oral activity
3.
Persuading
4.
10/80/10 rule
5.
Speaker
6.
Handouts
7.
True
8.
False
9.
True
10.
True
2.12 Further Readings
Books
Lesikar, Flatley,
Basic Business Communication
, 10th Edition, Tata Mcgraw Hill,
p.433.
M.J. Mathew,
Business Communication
, 2008, RBSA Publishers, Jaipur, India.
Meenakshi Raman, Prakash Singh,
Business Communication
, Oxford University
Press, 7th Impression 2008.
PD Chaturvedi, Mukesh Chaturvedi,
Business Communication—Concepts, Cases and
Applications,
2007, Pearson Education.
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Unit 3: Interview Skills
CONTENTS
Objectives
Introduction
3.1
Meaning of Interview
3.1.1
Definition of Interview
3.1.2
Nature of Interviews
3.2
Purposes of Holding Interviews
3.2.1
Essential Features of Interview
3.2.2
The Structure of an Interview
3.2.3
Chronology of the Interview
3.3
Types of Interviews
3.4
Preparation for Interviews
3.5
Important Non-verbal Aspects at the Time of Interview
3.6
Attending the Interview
3.7
Types of Questions asked by Interviewers
3.7.1
Open-ended Questions
3.7.2
Close-ended Questions
3.7.3
Neutral and Leading Questions
3.7.4
Loaded Questions
3.7.5
Mirror Questions
3.7.6
Probing Questions
3.7.7
Pauses
3.8
Summary
3.9
Keywords
3.10
Self Assessment
3.11
Review Questions
3.12
Further Readings
Objectives
After studying this unit, you will be able to:
Explain the meaning, nature and types of interviews.
Discuss the art of conducting interviews.
Explain how to successfully attend interviews.
Discuss the types of questions being asked by the interviewers, during the interview.
Gowher Ahmad Naik, Lovely Professional University
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Unit 3: Interview Skills
Notes
Introduction
In the process of selection and recruitment, interviews play an important role. Interview is a
formal mechanism through which the recruiters or the companies or the organizations are able
to find the employees who are the most suitable to the jobs for which the interviews are held.
An interview is widely used not only in employee’s selection, but also for placement, orientation,
disciplinary action, exit or separation, counseling and general problem solving. An interview
reveals the views, ideas and attitude of the person being interviewed as well as the skills of the
interviewer. Both the interviewee and the interviewer must be well prepared for the interview.
Interviews are always goal-oriented, with the aim to assess suitability and make a selection. In
this unit, an attempt is made to discuss the meaning of interview, its types, tips on preparing for
interviews and other fundamental aspects relating to an interview.
3.1 Meaning of Interview
The term ‘interview’ has been derived from the
French
word
‘entre voir’
that means ‘to glimpse’
or ‘to see each other’. Interview is a face-to-face interaction between two persons for a particular
purpose, that is, for employee selection, for placement, appraisal and counselling and problem-
solving. It means a meeting for obtaining information by questioning a person or persons. In
this way, an interview is a classic example of communication that takes place through “the
process by which meanings are exchanged between people through the use of a common set of
symbols”.
3.1.1 Definition of Interview
An interview can be defined as an oral tool to test a candidate’s traits
2
for employment or
admission to a premier institution of learning. Being an oral test, it calls for your skills of oral
and non-verbal communication to support your performance before a panel of experts.
The Oxford Advanced Learner’s Dictionary
provides the following definitions of interview:
“An
interview
is a conversation between two or more people (the interviewer and the interviewee) where
questions are asked by the interviewer to obtain information from the interviewee”.
“A formal meeting in person, especially one arranged for the assessment of the qualifications of an applicant”.
“A private meeting between people where questions are asked and answered about somebody’s life, opinions
etc.”
3.1.2 Nature of Interviews
An interview has a wide variety of uses in business and corporate-related jobs. Job applicants
are hired on the basis of interviews. Employees who experience personal problems may be
given counselling through interviews. In many organizations, managers regularly evaluate the
performance of their subordinates through schedule appraisal interviews. Disciplinary interviews
are conducted with workers who are involved in job-related problems, which lead to indiscipline
in organizations. Through an exit interview programme, a company makes efforts to learn the
reasons why employees leave.
When new employees join, they are often oriented to their duties through an induction interview.
Even through the interview, the management of an organization can acquire and transmit much
of the information required for efficient operations. A large number of employment interviews
have resulted in the selection of unsuitable individuals, counselling interviews often do not
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resolve problems, and disciplinary interviews may not result in changed behaviours. Hence,
business people no longer believe that anyone who can carry on a conversation can conduct an
effective interview.
Although one usually associates the interview with such functions as selection, counselling, and
appraisal, the range of the interview process extends much further. No matter how well-educated
a new jobholder is, that person does not possess all the information necessary to succeed at the
jobs. Success will be strongly influenced by the jobholder’s ability to elicit accurate and thorough
information from co-workers. Being able to recognize and ask the right questions is all important.
In fact, interview is not only common in business but it is also used in several walks of life.
Doctors have been criticized for years on the basis of their inability in interviewing skills. They
are often accused of dominating conversations with patients and of overusing medical
terminology and thereby confusing patients.
In today’s fast changing business environment, one must have interviewing skills in order to
contribute to the changing needs from its executives in the form of selecting people, collecting
opinions of the customers and several other purposes. The importance of these skills also extends
to all other occupational and social arenas. The desired information motivates the interviewee
to co-operate. Because the interview has a predetermined purpose, it is more formal than a
conversation. Interviews are clearly structured. They comprise of an opening, a body and a
closing, and the participants have specific roles. In contrast, many conversations appear formless.
Conversations may involve an exchange of information, but the exchange is a universal and
essential characteristic of an interview.
3.2 Purposes of Holding Interviews
Interviews are held for various purposes. The following are the main purposes of interviews:
1.
Selection:
Interview helps to select a right person for a right job. Through an interview,
the potentialities of interested recruits are assessed.
2.
Promotion:
For assuming capabilities and competencies required for higher positions,
interview is the most potent tool.
3.
Performance appraisal:
Through interviews, performance is appraised. Feedback regarding
performance may be communicated through interviews.
4.
Exit opinions:
When a person leaves, the exit opinions are invited through exit interviews
to determine a person’s reasons for leaving the organization. This helps the organization
to build a better work climate.
5.
Counselling:
Interviews help individuals to develop themselves through counseling. For
counselling, useful information is extracted and requisite feedback data is also transmitted
back.
Besides, there can be other purposes also like:
1.
Admission interview of a candidate for admission to a course in higher education/
professional training.
2.
Interrogation of a person by the police about some happening.
3.
An interview given by a celebrity in a question-answer session to a selected audience.
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3.2.1 Essential Features of Interview
We have seen above, there are different purposes for which we have interviews. But all of them
have the following features in common:
1.
There is a definite purpose, and it is known both to the interviewer and the interviewee.
2.
Both the parties need to prepare for the communication event.
3.
All interviews are prearranged. The only possible exception is the dismissal interview.
4.
There are at least two participants in the event—an interviewee and an interviewer. But in
common practice, there is one interviewee facing more than one interviewer.
5.
There is clear exchange of information. The information exchanged may or may not be
kept secret.
3.2.2 The Structure of an Interview
Like every communication event, an interview has a rather well-defined structure. In other
words, we can say that an interview is a formal communication event, the aim and outcome of
which is understood by both the parties. They have, therefore, to proceed accordingly. Both the
parties mutually to take care of the three stages—beginning, middle, and end, just as in a
presentation the speaker alone has to manage these stages. Each of these stages requires effective
communication skills as stated below:
1.
Opening/Start
(a)
Introduction
(b)
Statement of the purpose of the meeting.
(c)
Making the other person comfortable.
(d)
Creating an atmosphere of relaxed open-minded approach, commitment to the
purpose stated above, and preparing to start discussing things frankly.
2.
Middle/Main Body
(a)
Aim at exchange of information.
(b)
Keeping the discussion to the point.
(c)
Listen attentively and patiently.
(d)
Keep eye-to-eye contact.
(e)
Give carefully thought out answers.
(f)
Make sure to cover tile agenda.
(g)
Take care that interruptions, if any, are polite.
(h)
Seek clarification, if needed.
3.
Closing
(a)
Summing up the discussion/exchange of information.
(b)
Describing the action decided upon.
(c)
Avoiding a hurried or abrupt ending.
(d)
Closing on a positive note.
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(e)
Exchanging feelings of gratitude, thankfulness for favour of interview, etc.
(f)
Confirming the worthwhileness of the interview/communication event/meeting.
3.2.3 Chronology of the Interview
Going through almost a common sequence, most selection interviewers follow the following
chronology:
1.
Introduction (2 to 5 minutes)
(a)
Causal talk
(b)
Smile, handshake, etc.
2.
Company Information (5 to 10 minutes)
3.
Candidate Assessment (10 to 30 minutes)
(a)
Qualifications
(b)
Achievements
(c)
Questions
4.
Conclusion (3 to 5 minutes)
(a)
Interviewer determines and suggests when a response will be forthcoming.
(b)
Candidate tries to summarize his/her qualifications, reaffirms interest (1 to 2
minutes).
(c)
Candidate may ask a few questions.
3.3 Types of Interviews
A job interview is your chance to show an employer what he/she will get if you are hired. That
is why it is essential to be well prepared for the job interview. Preparing means knowledge
about the industry, the employer, and yourself. It means paying attention to details like personal
appearance, punctuality, and demeanour. Knowledge is your best weapon. Before you research
the industry and the company and even before you practice answering the questions you might
be asked, you should have some general information about job interviews. Let us start by going
over the different types of interviews you might face.
Employment/Job Interview
The purpose of a typical employment interview is to evaluate an interviewer who is applying
for a post in the organization. The applicant may be an outsider who has applied for a post in the
organization and is thinking of joining it. He may be a current employee who is seeking a
transfer to another position or city within the organization. In such an interview, the interviewer
attempts to learn about the applicant’s educational qualifications, his past experience, his personal
goals, his knowledge and his achievements in similar type of work. However, the applicant too,
has a purpose. His purpose is to evaluate the position of the organization, its potential as a
satisfying place to work.
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Promotion Interview
Persons due for promotion are interviewed even if there is no competition. The interview is
likely to be informal and serves as induction into a new team, with new responsibilities. In such
cases, the capabilities desired are matched with capabilities attained. As the person is already
working in the department, his interview will be focused primarily on job profile and the
ability to handle new assignments and situations, which may evolve after occupying the higher
position.
Orientation Interview
The purpose of orientation interviews is to acquaint the new employee with his job and with the
organization. It is also to establish a positive relationship between the employer and the
employee. It is said that the first impression is the last impression. The initial attitudes and
perceptions formed in this interview strongly influence the employee’s motivation and morale
on the job. They also give a lasting impression of employee’s personality on the employer. In
this type of interview, it is always the interviewer who plays the important role, therefore he
must make ample preparation for the purpose. The manager conducting such an interview must
provide information that the employee needs, at the same time clearly stating performance
expectation from him.
Reprimand Interview
Reprimand means to criticize anyone severely for making an undesirable statement or action.
In such cases, the manager summons the employee to his room and talks to him in his formal
capacity. A reprimand is a form of disciplinary action likely to be presented by the employees.
A reprimand interview has three-fold aim:
1.
To improve the work performance.
2.
To prevent the recurrence of such offences.
3.
To protect other employees from the malaise of anti-organizational behaviour.
Appraisal Interview
An appraisal interview is one of the methods of periodical assessment of employees. There are
other methods like completion of self-assessment forms and assessment by supervisors. But
annual appraisal interview is the best method for judging employees’ attitudes. A face-to-face
confidential talk is an opportunity for both, the employee and the supervisor to discuss several
issues. This interview is more a discussion than question-answer. The focus is on the career
development of the employee, shortcomings, areas which need improvement; areas which can
be further strengthened, training needs, job enrichment and opportunities for promotion, etc.,
may be discussed at the interview.
Grievance Interview
A grievance interview gives an opportunity to the employee to bring a complaint to the
management voicing his grievance with the functioning of the organization. The interview is
less formal at the preliminary stage and most grievances are resolved at the time of the interview.
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There are certain difficulties that come in his way of such interviews.
1.
When an employee appears before his boss, he may not be able to express himself fully
and clearly due to the exalted status of the later.
2.
The other difficulty comes when the interview becomes a test of strength between the two
parties. In such an interview, both the employer and the employee should try to establish
a climate of open ways. Only then can the interview provide an opportunity for counseling
and resolving the grievance.
The approach of the employer should be clinical or curative rather than ‘legalistic’ and punitive.
Stress Interview
Stress interviews are still in common use. One type of stress interview is where the employer
uses a succession of interviewers (one at a time or
en masse
) whose mission is to intimidate the
candidate and keep him/her off-balance. The ostensible purpose of this interview is to find out
how the candidate handles stress. Stress interviews might involve testing an applicant’s behaviour
in a busy environment. Questions about handling work overload, dealing with multiple projects,
and handling conflict are typical.
Another type of stress interview may involve only a single interviewer who behaves in an
uninterested or hostile manner.
Example stress interview questions
1.
Sticky situation:
“If you caught a colleague cheating on his expenses, what would you
do?”
2.
Putting you on the spot:
“How do you feel this interview is going?”
3.
Popping the balloon:
“(deep sigh) Well, if that’s the best answer you can give ... (shakes
head) Okay, what about this one ...?”
4.
Oddball question:
“What would you change about the design of the hockey stick?”
5.
Doubting your veracity:
“I don’t feel like we’re getting to the heart of the matter here.
Start again—tell me what
really
makes you tick.”
Exit Interview
An exit interview is an interview conducted by an employer of a departing employee. They are
generally conducted by a relatively neutral party, such as a human resources staff member, so
that the employee will be more inclined to be candid, as opposed to worrying about burning
bridges. For this reason, some companies opt to employ a third party to conduct the interviews
and provide feedback. The purpose of an exit interview is usually to gather data for improving
working conditions and retaining employees. Several things can be accomplished in an exit
interview.
When the exit interview is handled carefully and tactfully, it can be an asset to the organization.
Correctional Interview
A correctional interview is conducted to take corrective action or disciplinary measures against
an employee who has violated standards of conduct or disrupted organizational cooperation or
who has seriously failed to meet job performance requirements. It is very difficult to conduct
such an interview because the employee and the employer both are likely to be on the defensive.
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Correctional interviews should be conducted when both the parties are calm. If a mediator or
some representative of the employee or some union leader is also allowed to attend the interview
along with the employee, it might prove useful.
Behavioural Interview
A common type of job interview in the modern workplace is the
behavioural interview
or
behavioural event interview
. This type of interview is based on the notion that a job candidate’s
previous behaviours are the best indicators of future performance. In behavioural interviews,
the interviewer asks candidates to recall specific instances where they were faced with a set of
circumstances, and how they reacted. Typical behavioural interview questions:
1.
“Tell me about a project you worked on where the requirements changed midstream.
What did you do?”
2.
“Tell me about a time when you took the lead on a project. What did you do?”
3.
“Describe the worst project you worked on.”
4.
“Describe a time you had to work with someone you didn’t like.”
5.
“Tell me about a time when you had to stick by a decision you had made, even though it
made you very unpopular.”
6.
“Give us an example of something particularly innovative that you have done that made
a difference in the workplace.”
7.
“What happened the last time you were late with a project?”
Informational Interview
An Informational Interview is a meeting in which a job seeker asks for advice rather than
employment. The job seeker uses the interview to gather information on the field, find
employment leads and expand their professional network. This differs from a job interview
because the job seeker asks the questions. There may or may not be employment opportunities
available. The term was coined by Richard Nelson Bolles, author of the bestselling career
handbook,
What Color Is Your Parachute
?
Informational interviews are initiated by the job seeker. There are many avenues the job seeker
may pursue to obtain the informational interview. Career and social networking, newspaper
want ads, job boards, placement services, company websites, human resource contacts, job
search engines, and professional recruiters.
Case Interview
A case interview is a job interview in which the applicant is given a question/situation/problem/
challenge and asked to resolve the situation. The case problem is often a business situation or a
business case that the interviewer has worked on in real life.
After the applicant is given information about the case, the applicant is expected to ask the
interviewer logical and sequential questions that will enable the applicant to understand the
situation, probe deeper into relevant areas, gather pertinent information and arrive at a solution
or recommendation for the question or situation at hand.
Case interviews are mostly used in hiring for management consulting and investment banking
jobs. Firms use case interviews to evaluate analytical ability and problem-solving skills; they
are looking not for a ‘correct’ answer but for an understanding of how the applicant thinks and
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how the applicant approaches problems. During case interviews, interviewers are generally
looking for the following skills:
1.
Numerical and verbal reasoning skills,
2.
Communication and presentation skills,
3.
Business skills and commercial awareness.
Candidates are often asked to estimate a specific number, often a commercial figure (such as
market size or profitability). Candidates are expected to demonstrate reasoning rather produce
the exact answer.
A case interview can also be conducted as a group exercise. Here several candidates are given
some briefing materials on a business problem and asked to discuss and agree upon a solution.
The interviewers normally sit around the exterior of the room as silent observers. They assess
candidates’ communication and interaction as well as analytical thinking and commercial
awareness.
Structured, Semi-structured and Unstructured Interviews
Structured interviews are a means of collecting data for a statistical survey. In this case, the data
is collected by an interviewer rather than through a self-administered questionnaire. Interviewers
read the questions exactly as they appear on the survey questionnaire. The choice of answers to
the questions is often fixed (close-ended) in advance, though open-ended questions can also be
included within a structured interview.
A structured interview also standardizes the order in which questions are asked of survey
respondents, so the questions are always answered within the same context.
A
semi-structured interview
is a method of research used in the social sciences. While a structured
interview has formalized, limited set questions, a semi-structured interview is flexible, allowing
new questions to be brought up during the interview as a result of what the interviewee says.
The interviewer in a semi-structured interview generally has a framework of themes to be
explored.
However, the specific topic or topics that the interviewer wants to explore during the interview
should usually be thought about well in advance (especially during interviews for research
projects). It is generally beneficial for interviewers to have an interview guide prepared, which
is an informal “grouping of topics and questions that the interviewer can ask in different ways
for different participants”.
Unstructured Interviews
are a method of interviews where questions can be changed or adapted
to meet the respondent’s intelligence, understanding or belief. Unlike a structured interview
they do not offer a limited, preset range of answers for a respondent to choose, but instead
advocate listening to how each individual person responds to the question.
The method to gather information using this technique is fairly limited, for example, most
surveys that are carried out via telephone or even in person tend to follow a structured method.
Outside of sociology, the use of such interviews is very limited.
Panel Interview
Interviews are taken by forming a panel of experts or interviewers who are expected to ask
questions depending upon the purpose and plan of the interview. The panel represents experts
from different backgrounds. Sometimes, different panels’ constituted to test specific potentialities
or traits of candidates. You should try to remain calm and establish rapport with each member
of the panel. Make eye contact with each member of the panel as you answer his/her question.
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Notes
Problem Interview
A problem interview is a meeting with a problem employee. An employee whose performance
or behaviour is unsatisfactory in spite of warning represents a problem. An interview is more
likely to suggest a solution than warnings and notices.
The reason for the employee’s poor performance can be found out in a face-to-face talk; it may
be domestic problems, ill health, lack of training or dissatisfaction with the job, failure to adjust
to the environment, etc. Many organizations have facilities for counselling staff, the employee
may be offered a session with the counselor. If the employee’s behaviour is unsatisfactory, the
interview can be used for giving a clear understanding of what is expected, and what will be the
consequences of unacceptable conduct.
Group Interview
In a group interview, several job candidates are interviewed at once. The interviewer or
interviewers are trying to separate the leaders from the followers. In any group, there is a
natural process that takes place where the group stratifies into leaders and followers. The
interviewer may also be trying to find out if you are a team player. The type of personality the
employer is looking for determines the outcome of this interview. There is nothing more to do
than act naturally. Acting like a leader if you are not one may put you into a job for which you
are not appropriate.
Screening Interview
Your first interview with a particular employer will often be the screening interview. This is
usually an interview with someone in person or on the telephone. He/she will have a copy of
your resume in hand and will try to verify the information on it. The human resources
representatives will want to find out if you meet the minimum qualifications for the job and, if
you do, will be passed on to the next step.
Walk-in-Interview
When a company is urgently in need of employees, it may conduct walk-in-interviews. Normally
in pharmacy companies, these interviews are very common. The applicants have to come and
attend the interviews in a hotel or some specified place in big towns at a very short notice. When
a company is urgently in need of filling the vacancies, they prefer walk-in-interviews. Those
who meet the minimum requirements are allowed to appear for interview. Not much scrutiny
of applications takes place in this type of interviews.
Mock Interview
For prospective job seekers, sometimes imaginary interviews are organized. This is very popular
in coaching schools and business schools. Before appearing for the final interviews, business
schools may prepare their students on how to face the real interviews during the visit of the
companies in the campus.
Telephone Interviews
It takes place if a recruiter wishes to dwindle down the number of prospective candidates before
deciding on a shortlist for face-to-face interviews. It also takes place if a job applicant is a
significant distance away from the premises of the hiring company such as abroad or in another
state.
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Technical Interview
This kind of interview focuses on problem-solving and creativity. The questions aim at your
problem solving skills and likely show your ability and creativity. Sometimes these interviews
will be on a computer module with multiple-choice questions.
Personality Interview
This form of interview evaluates you as an individual in terms of your response to certain
situations set before you. The emphasis is not on what you answer, but on how you answer. The
whole range of non-verbal communication skills are brought into play to demonstrate you as
an “all round personality”.
Notes
Fundamental Principles of Interviewing
Most employment decisions are based on interviewing the applicant. However, most
interviews do not provide us with sufficient information to make an informed decision.
As a consequence, most hiring decisions are based on who the interviewers like best. To
conduct more effective interviews, follow these principles:
1.
Ask questions that allow the candidate to do at least 70% of the talking. For the most
part, avoid questions that can be answered by a ‘yes’ or a ‘no’. The best questions are
ones that make the candidates recount their past experience.
2.
Phrase your questions so that the desired or ‘right’ answer is not apparent to the
applicant.
3.
Ask only one question about one subject at a time.
4.
Ask the easy questions first so as to make the applicant feel comfortable.
5.
All questions should be directly related to finding out about the applicant’s ability
to do the job, not about his/her personal life.
6.
Spend the entire time writing and recording the candidate’s answers and any
assumptions you are making.
7.
Interviews are generally a poor place to test the candidate’s skills, other than the
skill of being interviewed. Some interpersonal skills can be tested, however, through
the use of role-playing with the applicant.
8.
While you are writing, not occasionally to let the applicant know you are listening.
9.
If the applicant does not respond right away to a question, wait. Give him/her time,
while you add to your notes.
10.
Follow up: ask the person to tell you more, to give more details.
11.
Ask the candidate to describe his/her past behaviour in the kind of situations he/
she will encounter on the job.
12.
Alternate between easy non-threatening questions and more difficult pointed ones.
13.
After you have asked the candidate all your questions, allow him/her time to ask
you any questions he/she might have about the job.
Contd...
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14.
Close the interview by asking the candidate if there is anything he/she regretted
saying, any answer they would like to change, or anything he/she would like to add
to his/her previous statements.
15.
Spend at least 30 minutes reviewing your notes after the interview and identifying
any key qualities that you feel you have not adequately tested. These become
objectives for subsequent interviews or for assessment experiences.
3.4 Preparation for Interviews
Understand that interviewing is a skill; as with all skills, preparation and practice enhance the
quality of that skill. Preparation can make the difference between getting an offer and getting
rejected. There is no one ‘best’ way to prepare for an interview. Every interview is a learning
experience.
3
Initial preparation requires recent assessment of skills, interest, values, and
accomplishments; a re-assessment and updating of one’s résumé; and research on the targeted
company/organization and position. Preparation also includes actual practice of typical and
targeted interview questions. Final preparation includes details of dress and appearance,
knowledge of the location of the interview, what to expect, and protocols for follow-up.
1.
Self-assessment:
When one is unemployed or fearing lay-off, the time is right for
reassessing current skills, talents, abilities, strengths, weaknesses, interests, and work
values. In addition, it is clearly time to re-examine accomplishments and achievements,
particularly those that may be relevant to a prospective employer.
2.
Track and leverage your accomplishments:
You have been instructed to list your career
accomplishments. Accomplishments are the points that really help sell you to an
employer—much more so than everyday job duties, and you can leverage your
accomplishments for job search at all stages of the process: resume, cover letter, and
interview. Use the following prompts to brainstorm all those remarkable things you did.
Try to list some accomplishments that set you apart from other job candidates.
(a)
In each job, what special things did you do to set yourself apart? How did you do the
job better than anyone else did or could have done?
(b)
How did you take initiative?
(c)
How should you prepared well for this interview?
(d)
Were you promoted? Rapid and/or frequent promotions can be especially
noteworthy.
(e)
How did you leave your employers better off than before you worked for them?
(f)
Did you win any awards, such as ‘Employee of the month’?
(g)
What are you most proud of in each job?
(h)
Is there any material you can use from your annual performance reviews? Did you
consistently receive high ratings?
(i)
Have you received any complimentary memos or letters from employers or
customers?
(j)
What tangible evidence do you have of accomplishments—publications you have
produced, products you have developed, or software applications you have written?
(k)
Think of the ‘PEP Formula—profitability efficiency, and productivity How did you
contribute to profitability, such as through sales increase percentages? How did you
contribute to efficiency, such as through cost reduction percentages? How did you
contribute to productivity, such as through successfully motivating your team?
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3.
Updating your resume:
The accomplishments file serves as a springboard to reassessing
your resume. The file contains content for selective resume inclusion, if we assume that a
resume must be accomplishments-based rather than descriptive of one’s responsibilities,
and then the file serves to jog one’s memory about recent notable activities.
4.
Re-assessing your resume:
Even if you have sent your best-yet resume, review it thoroughly
and know everything that is on it. Be prepared to discuss supplementary experiences that
might be important to this employer. Focus on experiences you feel are most relevant and
match them to the employer’s needs. Practicing typical and targeted interview questions
is essential. Be able to answer the following basic questions:
(a)
Why are you interested in this field?
(b)
Why are you interested in this company?
(c)
Why are you interested in this position?
Be prepared to discuss anything on your resume. Be prepared to answer questions/issues
you really do not want to answer. For example:
(a)
your greatest weakness
(b)
your lack of related experience
(c)
your lack of leadership experiences
(d)
your record of job-hopping.
5.
Prepare questions to ask:
These questions should reflect your research on the company
and position, and should never include questions whose answers are readily available in
company literature or website. Do not ask about salary or benefits.
6.
Follow-up:
(a)
Send a thank-you note within 24-48 hours of your interview.
(b)
Send one to every person who interviewed you.
(c)
E-mail is acceptable, but follow protocols for formal business correspondence, which
is always more formal than typical e-mail.
(d)
Use the thank you note to reiterate your interest and to emphasize your specific
qualifications for the position.
Factors Contributing towards Successful Interview
Many factors contribute towards success in an interview. Some of these are enumerated below:
1.
Dressing for the interview:
Appearance is very important and good grooming is essential.
Your hair should be neat and stylish. Your nails should be well manicured and clean.
2.
Establishing rapport:
Since the interviewer’s job is to make sure that not only your skill,
but your personality as well is a good match; you must establish rapport with the person
interviewing you. That begins the instant you walk in to the door. Let the interviewer set
the tone. Nothing is as awkward as offering your hand and having the gesture not returned
by the other person. Therefore, you should wait for the interviewer to offer his/her hand
first, but be ready to offer your hand immediately. Some experts suggest talking at the
same rate and tone as the interviewer. For interviewer is speaking softly, so should you.
3.
Body language:
Body language gives more away about us than speech. Eye contact is very
important, but make sure it looks natural. A smiling, relaxed face is always inviting.
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Hands resting casually in your lap rather than arms folded across your chest also are more
inviting. If you normally move your hands around a lot when you speak, tone it down
some. You do not want to look too stiff, but you do not want to look like you are a bundle
of nervous energy.
4.
Answering questions:
Speak slowly and clearly. Pause before you answer a question. Your
answers seem less rehearsed and it will give you a chance to collect your thoughts. Keep
in mind that a very brief pause may seem like an eternity to you. It is not. Prepare answers
to some basic questions. Do not memorize the actual answers, but become familiar with
how you will answer the questions.
5.
Asking questions:
Usually towards the end of the interview, the person conducting it will
ask you if you have any questions. You should have some. You should ask about what a
typical day would entail. You could ask what special projects you would be working on.
As in every other aspect of the job search, you are trying to show the employer how you
can fill their needs. By asking about a typical day on the job or special projects, you are
putting yourself in the job and showing the employer how you will satisfy the employer’s
needs. Do not ask about salary, benefits, or vacations, as those all imply “what will you,
the employer, do for me”?
Task
Form a panel of interviewers. Five students can do this work. Some students
can become candidates to attend the interview. The selection is for the post
of Marketing/Finance Manager of a medium sized organization. After
sometime, the roles can be exchanged.
3.5 Important Non-verbal Aspects at the Time of Interview
Many interviews fail because of lack of proper communication. Communication is more than
just what you say. Often it is the non-verbal communication that we are least aware of, yet it
speaks the loudest. Following are the top five non-verbal signals, ranked in order of importance,
when it comes to interviewing:
Eye Contact
1.
If you have a habit of looking away while listening, it shows lack of interest and a short
attention span.
2.
If you fail to maintain eye contact while speaking, it shows lack of confidence in what you
are saying; it may also send the subtle indication that you may be lying.
3.
Do not just assume you have good eye contact. Ask. Watch. Then practice.
4.
Ask others if you ever lack proper eye contact. If they respond that they have noticed, ask
if it was during speaking or listening. Take note. Then sit down with a friend and practice
until you are comfortable maintaining sincere, continuous eye contact.
Facial Expressions
1.
Take a good, long, and hard look at yourself in the mirror.
2.
Look at yourself as others would. Then modify your facial expressions.
3.
First eliminate any negative overall characteristics that might exist, and then add a simple
feature that nearly every interviewee forgets—a smile, a true and genuine smile that says
that are a happy person and delighted to be interviewed by the company.
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Posture
1.
Posture sends the signal of your confidence and power potential.
2.
Stand tall, walk tall, and most of all, sit tall. This is not said to offend short people. Height
is not what is important, posture is.
3.
When you are seated, make sure you sit at the front edge of the chair, slightly leaning
forward, intent on the subject at hand.
4.
Your best posture is to always be learning forward slightly.
Gestures
1.
Contrary to popular belief, gestures should be very limited during an interview.
2.
Do not use artificial gestures to supposedly heighten the importance of the issue at hand.
It will merely come off as theatrical.
3.
When you do use gestures, make sure they are sincere and meaningful.
Space
1.
Recognize the boundaries of your personal space and that of others.
2.
For most Americans, it ranges between 30-36 inches. For most of us, merely the awareness
of our personal space is enough to consciously prompt us to stand firm.
3.
If you have a smaller than average personal space, make sure you keep your distance so
that you do not intimidate someone who possesses a larger personal space.
3.6 Attending the Interview
At the time of interview, you should give positive clues to the interviewer. Some of these are
like punctuality, neat physical appearance, cheerful expression, pleasant manners, presence of
mind, positive attitude and clear and confident voice. These would generate a receptive attitude
towards you. And, as a result, you are likely to be listened to with greater interest and attention.
We now give a few practical hints. If you act upon them, you would have better chances of
winning the race.
1.
Reach the venue in time and wait patiently for your turn.
2.
Be brief and spontaneous in your responses.
3.
Present the relevant matter in an organized way.
4.
Support your views with mature and proper arguments.
5.
Use humour in your answers, if possible.
6.
Be honest in referring to events, situations and experiences.
7.
Be your usual self to feel at ease with the situation.
8.
Listen carefully to the interviewer’s questions, statements and comments.
9.
Be perceptive of the signals that the body language of the interviewer may give.
10.
Speak in a conversational style, avoiding pedantic verbosity.
11.
Ensure that your body language does not show any oddities such as blinking of the eyes,
raising the eyebrows, playing with the keys or pen in your pocket, putting the fingers in
front of your mouth, etc.
12.
Exhibit utmost courtesy both in manners and speech.
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Notes
To avoid a negative impact, you should take certain precautions; these are listed below:
1.
Do not give irrelevant information.
2.
Do not give excessive details about the topic under discussion.
3.
Do not try to change the topic of discussion.
4.
Avoid hasty generalizations.
5.
Do not give any evasive reply in a bid to hide your ignorance.
6.
Avoid long pauses while speaking.
7.
Do not keep smiling all the time.
Guidelines for the Interviewee
1.
Be prepared for the interview:
Just as the interviewer has to plan out the event in advance,
in much the same way, the interviewee has to be prepared for it too. As he has no control
over the event, he has to be more careful at every step. He has to face an interviewer or a
board of interviewers. He must therefore, be very clear about the purpose of the event. If
it is going to be a interview, he has to be well prepared for questions in his area of interest,
his present position, the position he has applied for, the nature of the organization, its
history, current activities, etc. His knowledge on all such questions will impress the
interviewers, However, he must be prepared for the unexpected.
2.
Have presentable appearance:
Everybody appreciates a pleasant personality. In an interview
the concerned person’s appearance is a part of the message. Since an interview is a formal
occasion, the interviewee must be formally dressed. Anyone having conventional standards
of neatness is likely to have a definite advantage over one casually dressed for an interview.
3.
Show interest by making effective use of body language:
Keeping eye-to-eye contact with
the interviewer at once, shows that the interviewee is genuinely interested in the event
and is keen to participate in it. He should also sit in a correct, confident posture, be
straight, balanced and not stiff in the chair offered. The hands should be neatly locked in
the lap or be comfortably placed on the arms of the chair.
4.
All the questions must be correctly and completely answered:
Since the primary aim of an
interview is to exchange information, it should be done effectively.
5.
Never try to bluff:
If the interviewee is not clear about a suitable answer to a question,
there is no harm in admitting it. One must never try to bluff. Be honest.
6.
Be polite:
Politeness is indispensable in every situation.
7.
Avoid talking too much or making boastful statements:
The interviewer is intelligent
enough to find out the interviewees intelligence and suitability for the job.
8.
Avoid criticism of the previous employer or anybody else:
Negative statements are usually
registered.
9.
Do not forget to thank the interviewers for having spared time for you:
Granting an
interview is indeed a favour.
10.
Do not hesitate to ask any questions
to seek clarification regarding the company profile,
service, conditions etc. It will not only satisfy your curiosity but also give the interviewer
an idea of your confidence and interest in the organization. But such questions should
come only towards the end of the interview and when you feel, you are likely to get the
job.
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Notes
A successful interview is one in which both the parties—the interviewer and the interviewee—
actively participate. The interviewer asks certain vitally important questions arranged according
to his plan. The interviewee, on his part, gives satisfactory answers to all of them. The interviewer
seeks information, the interviewee gives information. At some stage in the process, most probably
towards the end, the interviewer may also seek some information that the interviewee will
gladly give. In this way, the purpose of the interview, mutually understood, is fulfilled. Moreover,
both the parties must be unbiased, impartial and scientific in their approach to the entire event.
Interview Process
A lot of care is to be taken by the interviewers in order to make the interview effective.
A few aspects regarding interview process are as follows:
1.
Arrangement of place, time and questions:
The interviewer must himself decide the
unnecessary questions which will not fulfill the purpose of an interview. He must ask
questions in interviews keeping in mind the purpose of the interview. He should decide
the best time and place for conducting the interview. Simultaneously, he should also keep
in mind the arrangements, which the interviewee prefers. In some progressive
organizations, for some positions, even the interviewer’s home or office would not be
suitable. The interviewer must be prepared to suggest an alternative setting. The
interviewer must confirm the arrangement by telephone before the interview.
2.
Acquiring job-related information and general knowledge:
In the age of information, it is
only the well-informed interviewer who can conduct an effective interview. Therefore,
the interviewer must read books and magazines. He should talk to people in order to
learn about the positions to be filled, responsibilities involved in the job and the
interviewee as well. He should list special vocabulary words or technical jargons, which
may be used by the interviewee. He should also try to list at least a few controversies
connected with the topic.
3.
Assessing interviewee’s attitudes:
The interviewer should prepare a list of questions, which
can measure some positive as well as negative attitudes of a person while conducting the
interview. He should list the difficulties, which these attitudes might create. He should
also describe the ways with which he could overcome these difficulties.
4.
Prepare opening remarks:
The first impression lasts long. The first few questions may
unsettle an interviewee in the beginning itself. Therefore, the interviewer must write out
opening remarks, including the first question or questions he might ask while conducting
the interview. Efforts should be made to remind the person about the purpose of the
interview.
5.
Recording the proceedings of the interview:
The interviewer will decide whether he will
write down or tape-record responses during the interview. It will help him to take a better
decision on the performance of the candidate during the interview. So, the interviewer
should list materials, which he will need for the purpose. If possible, the interviewee
should be informed about the recording of the proceedings of his interview.
Notes
Conducting an Interview
On becoming a senior professional, you may be asked to interview candidates for a job in
your organization. There are certain specific guidelines in the form of DO’s and DONT’s
given below to help you conduct an interview effectively.
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Notes
DO’s
1.
Analyze carefully the knowledge, skills, and abilities required for the job.
2.
Study the resume of the candidate to asses his attainments to the requirements of the
job.
3.
Frame in your mind (or even write) basic questions you would like to ask.
4.
Ask only one question at a time.
5.
Use precise expressions and plain language.
6.
Repeat the question if the candidate so desires, explaining to him clearly what you
want to know.
7.
Be patient, allowing time to the candidate, to warm up and become interactive.
8.
Establish a rapport and encourage him to give his best.
9.
Be courteous, polite and amiable but firm and professional.
10.
Listen carefully with interest to the responses of the candidate.
11.
Keep environment flexible.
12.
All in all, try to understand what the candidate is and to find out what he knows.
DONT’s
1.
Do not ask a series of questions.
2.
Do not put the same question to different candidates.
3.
Do not elicit unnecessary details.
4.
Do not ask questions to impress the candidate or to display your knowledge.
5.
Do not ask highly personal questions.
6.
Do not continue asking questions on one aspect or topic for a long time.
7.
Do not put any question when the candidate is answering a colleague.
8.
Do not at any stage lose your temper or raise your voice.
9.
Do not become excited or emotional during interaction.
10.
Do not use slang or uncommon abbreviations.
11.
Do not permit the candidate to make flippant remarks.
12.
Do not make any comments that may make the candidate feel small or that may hurt
him.
3.7 Types of Questions asked by Interviewers
There are different types of questions being asked by the interviewers during the interview.
Following are some important types of questions:
3.7.1 Open-ended Questions
Open-ended questions allow the interviewee much freedom to answer. An open question is
broad in scope and usually requires more than a few words in response. When one asks an open
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Notes
question, he is specifying the topic to be covered. The interviewee may decide on the quantity
and the type of information to be provided. However, open-ended questions are not all alike.
They may differ in their degree of openness.
The following questions are open-ended:
1.
Introduction about yourself.
2.
What are you seeking in a career?
3.
How do you feel about the present candidates?
4.
What do you like about in your present job?
5.
Tell me how you feel about this problem.
6.
Why did you apply for this job?
Advantages of Open-ended questions
1.
Provide the interviewer greater opportunity to observe.
2.
Considered non-threatening because they are usually easy to answer.
3.
Suggest interest by the interviewer.
Disadvantages of Open-ended questions
1.
Take more time.
2.
More difficult to record or the information is difficult to qualify.
3.
Make controlling the interview more difficult.
3.7.2 Close-ended Questions
These questions are somewhat restrictive in nature and generally call for a brief and limited
response. By using close-ended questions, the interviewer limits the options of answers available
to the interviewee. The following questions are moderately close-ended because they call for
only a brief bit of information:
1.
Who is Dr. Manmohan Singh?
2.
How many papers one has studied in the MBA programme?
3.
For what reasons does he wish to leave?
4.
How would he rate the present government in terms of concern for the unemployed: very
concerned, neutral, or unconcerned?
5.
Does he consume alcoholic beverages?
Advantages of closed-ended questions
1.
Require less training of interviewers.
2.
Take less time.
3.
Make it easier for the interviewer to exert control.
4.
Make tabulation of the answers easier.
Disadvantages of closed-ended questions
1.
Provide too little information.
2.
Sometimes inhibit communication.
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Notes
3.
Provide little opportunity for the interviewee to offer additional information.
4.
Choice may be vague.
3.7.3 Neutral and Leading Questions
When one asks a neutral question, he makes no attempt to direct the interviewee’s response.
Because neutral questions do not exert any pressure, they may elicit more accurate responses.
Neutral questions are phrased so that possible responses are not indicated and alternatives are
presented in a balanced fashion.
Example:
1.
Why is he leaving the company?
2.
Whom does he think responsible for the problem?
3.
Which one of the following sports does he enjoy in his participation the
most—baseball, football, basketball, and tennis?
Leading questions,
on the other hand, enable the interviewer to obtain accurate information
quickly by guiding the interviewee in a certain direction. They are especially useful when
trying to verify factual information. Leading questions are sometimes regarded negative because,
when used carelessly, they may result in biased responses.
Example:
1.
Whether he has a driving license or not?
2.
Does he possess a telephone or not?
3.
Does he believe that most students are overworked?
3.7.4 Loaded Questions
A loaded question is even stronger in direction than a leading question, which may be somewhat
subtle. A loaded question tends to be hard hitting. Some interviewers use loaded questions to
create stress by using language likely to draw an emotional response or by inquiring topics
about which the interviewee feels strongly. No need exists in most interviews for loaded
questions. They should be left to skilled interviewers for the exploration of emotional issues.
These are examples of loaded questions:
1.
What do you think of the government’s foolish waste of the tax money?
2.
Do you mean to tell me that you have no work experience? (Asked of a new college
graduate who has been rejected by other interviewers for lacking experience)
3.
How do you like the company’s ridiculous policy about vacations?
3.7.5 Mirror Questions
A mirror question reflects an interviewee’s previous answer with the intent of drawing additional
information. Through its use, more information can be obtained without biasing the interviewee’s
responses. When the interviewer believes that a response is incomplete, he may draw the
interviewee out more by simply restating that response. This is called mirroring a response.
When the interviewer does it, he must do it. He has to try to get the interviewee to elaborate on
a particular topic. Mirror questions are employed in these examples:
1.
Interviewee:
I liked my last job a lot. The pay was good. I would still be there if it were not
for my problems with my immediate supervisor.
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2.
Interviewer:
Problems with your immediate supervisor?
3.
Interviewee:
You will see that I do good work so long as people do not instigate me.
4.
Interviewer:
Instigate you?
3.7.6 Probing Questions
A probing question is stimulated by the interviewee’s previous response. Some interviewers
prepare a schedule, or list of questions, in advance. No probing questions could be included in
such a list, as they are unplanned. For example, if a job applicant says, “In my present job, I had
to learn how to assume responsibility,” the interviewer might then ask probing questions such
as these:
1.
Exactly how does one assume responsibility?
2.
How much responsibility does one assume?
3.
Why did one have to learn that?
Through probing questions, the interviewer may elicit important information that had not been
anticipated.
3.7.7 Pauses
Although it is not actually a question, it may serve the same purpose. When the interviewer
wants the interviewee to elaborate, he may simply remain silent. The pause is the most neutral
approach of all, because it does not structure the answer or even suggest a topic for discussion.
At some point, his pause may turn into an embarrassing silence, which the interviewee will find
threatening. With experience, however, the interviewer will become comfortable and proficient
in the use of pauses to stimulate the interviewee.
Behaviour
Unsuccessful Interviewees
Successful Interviewees
Statements about
the position
Had only gauge ideas of what they
wanted to do; changed “ideal job”
up to six times during the
interview.
Specific and consistent about the
position they wanted; were able to
tell why they wanted the position.
Use of company
name
Rarely used the company name.
Referred to the company by name
four times as often as unsuccessful
interviewees.
Knowledge about
company and
position
Made it clear that they were using
the interview to learn about the
company and what it offered.
Made it clear that they had
researched the company; referred
to specific brochures, journals or
people who had given them
information.
Level of interest,
enthusiasm
Responded, neutrally, to
Interviewer’s statements: “OK”, “I
see”. Indicated reservations about
company or location.
Expressed approval of information
provided by the interviewer non-
verbally and verbally: “That's
great” Explicitly indicated desire to
work for this particular company.
Non-verbal
behaviour
Made little eye contract; smiled
infrequently.
Made eye contact after smiled.
The Communication Behaviours of Successful Interviewees
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Notes
Picking up on
interviewer’s cues
Give vague or negative answers
even when a positive answer was
clearly desired (“How are your
math skills?”).
Answered positively and
confidently and backed up the
claim with a specific example of
“problem solving” or “toughness”.
Response to topic
shift by interviewer
Resisted topic shift.
Accepted topic shift.
Use of industry
terms and technical
jargon
Used almost too technical jargon.
Used technical jargon: “point of
purchase display”, “NCR charge”,
“two-column approaches”, “and
direct mail”.
Use of specifics in
answer
Gave short answers – words or
less, sometimes only one word; did
not elaborate. Gave general
responses: “fairly well”.
Supported claims with specific
personal experiences, comparisons,
statistics, statements of teachers
and employers.
Questions asked by
interviewee
Asked a small number of general
questions.
Asked specific questions based on
knowledge of the industry and the
company. Personalized questions:
"What would my duties be?"
Control of time and
topics
Interviewee talked 37% of the
interview time; initiated 36% of the
comments.
Interviewee talked 55% of the total
time, initiated subjects 56% of the
time.
Expected Questions and answer commonly used in an interview
1.
Tell me about yourself:
The most often asked question in interviews. You need to have a
short statement prepared in your mind. Be careful that it does not sound rehearsed. Limit
it to work-related items unless instructed otherwise. Talk about things you have done and
jobs you have held that relate to the position you are interviewing for. Start with the item
farthest back and work up to the present.
2.
Why did you leave your last job?:
Stay positive regardless of the circumstances. Never
refer to a major problem with management and never speak ill of supervisors, co-workers
or the organization. If you do, you will be the one looking bad. Keep smiling and talk
about leaving for a positive reason such as an opportunity, a chance to do something
special or other forward-looking reasons.
3.
What experience do you have in this field?:
Speak about specifics that relate to the position
you are applying for. If you do not have specific experience, get as close as you can.
4.
Do you consider yourself successful?:
You should always answer yes and briefly explain
why. A good explanation is that you have set goals, and you have met some and are on
track to achieve the others.
5.
What do co-workers say about you?:
Be prepared with a quote or two from co-workers.
Either a specific statement or a paraphrase will work. Jill Clark, a co-worker at Smith
Company, always said I was the hardest workers she had ever known. It is as powerful as
Jill having said it at the interview herself.
6.
What do you know about this organization?:
This question is one reason to do some
research on the organization before the interview. Find out where they have been and
where they are going. What are the current issues and who are the major players?
7.
What have you done to improve your knowledge in the last year?:
Try to include
improvement activities that relate to the job. A wide variety of activities can be mentioned
as positive self-improvement. Have some good ones handy to mention.
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Notes
8.
Are you applying for other jobs?:
Be honest but do not spend a lot of time in this area. Keep
the focus on this job and what you can do for this organization. Anything else is a distraction.
9.
Why do you want to work for this organization?:
This may take some thought and
certainly, should be based on the research you have done on the organization. Sincerity is
extremely important here and will easily be sensed. Relate it to your long-term career
goals.
10.
Do you know anyone who works for us?:
Be aware of the policy on relatives working for
the organization. This can affect your answer even though they asked about friends not
relatives. Be careful to mention a friend only if they are well thought of.
11.
What kind of salary do you need?:
A loaded question. A nasty little game that you will
probably lose if you answer first. So, do not answer it. Instead, say something like, That's
a tough question. Can you tell me the range for this position? In most cases, the interviewer,
taken off guard, will tell you. If not, say that it can depend on the details of the job. Then
give a wide range.
12.
How long would you expect to work for us if hired?:
Specifics here are not good. Something
like this should work: I'd like it to be a long time. Or As long as we both feel I'm doing a
good job.
13.
Have you ever had to fire anyone? How did you feel about that?:
This is serious. Do not
make light of it or in any way seem like you like to fire people. At the same time, you will
do it when it is the right thing to do. When it comes to the organization versus the
individual who has created a harmful situation, you will protect the organization.
Remember firing is not the same as layoff or reduction in force.
14.
What is your philosophy towards work?:
The interviewer is not looking for a long or
flowery dissertation here. Do you have strong feelings that the job gets done? Yes. That's
the type of answer that works best here. Short and positive, showing a benefit to the
organization.
15.
If you had enough money to retire right now, would you?:
Answer yes if you would. But
since you need to work, this is the type of work you prefer. Do not say yes if you do not
mean it.
16.
Have you ever been asked to leave a position?:
If you have not, say no. If you have, be
honest, brief and avoid saying negative things about the people or organization involved.
17.
Explain how you would be an asset to this organization:
You should be anxious for this
question. It gives you a chance to highlight your best points as they relate to the position
being discussed. Give a little advance thought to this relationship.
18.
Why should we hire you?:
Point out how your assets meet what the organization needs.
Do not mention any other candidates to make a comparison.
19.
Tell me about a suggestion you have made:
Have a good one ready. Be sure and use a
suggestion that was accepted and was then considered successful. One related to the type
of work applied for is a real plus.
20.
What irritates you about co-workers?:
This is a trap question. Think real hard but fail to
come up with anything that irritates you. A short statement that you seem to get along
with folks is great.
21.
What is your greatest strength?:
Numerous answers are good, just stay positive. A few
good examples: Your ability to prioritize, Your problem-solving skills, Your ability to
work under pressure, Your ability to focus on projects, Your professional expertise, Your
leadership skills, Your positive attitude.
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22.
Tell me about your dream job:
Stay away from a specific job. You cannot win. If you say the
job you are contending for is it, you strain credibility. If you say another job is it, you plant
the suspicion that you will be dissatisfied with this position if hired. The best is to stay
genetic and say something like: A job where I love the work, like the people, can contribute
and can't wait to get to work.
23.
Why do you think you would do well at this job?:
Give several reasons and include skills,
experience and interest.
24.
What kind of person would you refuse to work with?:
Do not be trivial. It would take
disloyalty to the organization, violence or lawbreaking to get you to object. Minor
objections will label you as a whiner.
25.
What is more important to you: the money or the work?:
Money is always important, but
the work is the most important. There is no better answer.
26.
What would your previous supervisor say your strongest point is?: There are numerous
good possibilities:
Loyalty, Energy, Positive attitude, Leadership, Team player, Expertise, Initiative, Patience,
Hard work, Creativity, Problem solver
27.
Tell me about a problem you had with a supervisor:
Biggest trap of all. This is a test to see
if you will speak ill of your boss. If you fall for it and tell about a problem with a former
boss, you may well below the interview right there. Stay positive and develop a poor
memory about any trouble with a supervisor.
28.
What has disappointed you about a job?:
Don't get trivial or negative. Safe areas are few
but can include:
Not enough of a challenge. You were laid off in a reduction Company did not win a
contract, which would have given you more responsibility.
29.
Tell me about your ability to work under pressure:
You may say that you thrive under
certain types of pressure. Give an example that relates to the type of position applied for.
30.
Do your skills match this job or another job more closely?:
Probably this one. Do not give
fuel to the suspicion that you may want another job more than this one.
31.
What motivates you to do your best on the job?:
This is a personal trait that only you can
say, but good examples are: Challenge, Achievement, Recognition
32.
How would you know you were successful on this job?:
Several ways are good measures:
You set high standards for yourself and meet them. Your outcomes are a success. Your
boss tell you that you are successful
33.
Would you be willing to relocate if required?:
You should be clear on this with your family
prior to the interview if you think there is a chance it may come up. Do not say yes just to
get the job if the real answer is no. This can create a lot of problems later on in your career.
Be honest at this point and save yourself future grief.
34.
Are you willing to put the interests of the organization ahead of your own?:
This is a
straight loyalty and dedication question. Do not worry about the deep ethical and
philosophical implications. Just say yes.
35.
Describe your management style:
Try to avoid labels. Some of the more common labels,
like progressive, salesman or consensus, can have several meanings or descriptions
depending on which management expert you listen to. The situational style is safe, because
it says you will manage according to the situation, instead of one size fits all.
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36.
What have you learned from mistakes on the job?:
Here you have to come up with
something or you strain credibility. Make it small, well intentioned mistake with a positive
lesson learned. An example would be working too far ahead of colleagues on a project and
thus throwing coordination off.
37.
If you were hiring a person for this job, what would you look for?:
Be careful to mention
traits that are needed and that you have.
38.
Do you think you are overqualified for this position?:
Regardless of your qualifications,
state that you are very well qualified for the position.
39.
How do you propose to compensate for your lack of experience?
First, if you have experience that the interviewer does not know about, bring that up:
Then, point out (if true) that you are a hard working quick learner.
40.
What qualities do you look for in a boss?:
Be generic and positive. Safe qualities are
knowledgeable, a sense of humor, fair, loyal to subordinates and holder of high standards.
All bosses think they have these traits.
41.
Do you have any questions for me?:
Always have some questions prepared. Questions
prepared where you will be an asset to the organization are good. How soon will I be able
to be productive? and What type of projects will I be able to assist on? are examples.
Task
Conduct an interview of a famous personality of your area. If possible, you
may record the interview and assess your skills later.
Case Study
Employment Interview
M
r. Varun Bhatia is an MBA. He is being interviewed for the position of
Management Trainee at a reputed company. The selection committee is chaired
by a lady Vice-President. Mr. Bhatia’s interview was as follows:
Committee:
Good morning!
Mr. Bhatia:
Good morning to Sirs and Madam!
Chairperson:
Please, sit down
Mr. Bhatia:
Thank you [sits down at the edge of the chair. Keeps his portfolio on the table]
Q. Chairperson:
You are Mr. R P Bhatia.
Mr. Bhatia:
Yes, madam. This is how I am called.
Q Chairperson:
You have passed MBA with 1st Division.
Mr. Bhatia:
Yes, madam.
Q Chairperson:
Why do you want to work in our organization?
Mr. Bhatia:
It is just like that. Also, because it has good reputation.
Q Member A:
This job is considered to be quite stressful. Do you think you can manage the
stress involved?
Contd...
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Mr. Bhatia:
I think there is too much talk about stress these days. Sir, would you tell
clearly what you mean by stress? I am very strong for any stress.
Q Member B:
What are your strengths?
Mr. Bhatia:
Sir, who am I to talk boastfully about my strengths? You should tell me my
strengths.
Q Member C:
What are your weaknesses?
Mr. Bhatia:
I become angry very quickly.
Q Member A:
Do you want to ask us any questions?
Mr. Bhatia:
Yes, sir! What are the future chances for one who starts as a management
trainee?
The member tells Mr. Bhatia the typical career path for those starting as Management
Trainee. The Chairperson thanks Mr. Bhatia. Mr. Bhatia promptly says in reply, “you are
welcome,” and comes out.
Questions:
1.
Do you find Mr. Bhatia’s response to various questions effective? Give reasons for
your view on each answer given by Mr. Bhatia.
2.
Rewrite the responses that you consider most effective to the above questions in a
job interview.
3.
Mr. Bhatia has observed the norm of respectful behaviour and polite conversation.
But, do you think there is something gone wrong in his case? Account for your
general impression of Mr. Bhatia’s performance at the interview.
3.8 Summary
An interview is a formal meeting in which a person or persons question, consult or
evaluate another person or persons. An interview reveals the views, ideas, and attitudes
of the person being interviewed as well as the skills of the interviewer.
An interview has a wide variety of uses in business and corporate related jobs. Purposes of
holding interview are discussed in this unit which comprise selection, promotion,
performance appraisal, etc.
Different types of interviews which includes employment interview, orientation interview,
reprimand interview, stress interview, exit interview, behavioural interview,
informational interview, and case interview, etc.
Fundamental principles of interviewing. Interviews like any other formal business activity
require a lot of preparation and it applies both to the interviewer and the interviewee.
There is no one ‘best’ way to prepare for an interview. Rather, there are specific and
important strategies to enhance one’s chances for interview success.
Important non-verbal aspects at the time of interview like eye contact; facial expressions,
etc.
Basic practical clues and guidelines for attending the interview. The present unit throws
light on the interview process and specific guidelines in the form of do’s and dont’s for
conducting an interview.
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Interviews are becoming increasingly complex for both the parties with a growing variety
of questions being asked to check the various kinds of skills required for increasingly
demanding job profiles.
The questions now range from technical to social to behavioural issues and the candidate
has to present a balanced picture in almost all of the aspects being tested.
Types of questions asked by interviewers during the interview which comprise open-
ended questions, close-ended questions, neutral and leading questions, loaded questions,
mirror questions, probing questions etc.
3.9 Keywords
Aptitude Tests:
These tests are designed to find your personality traits.
Interview regarding Complaint:
If an employee has not been able to work well or if his behaviour
at work has changed or if there are any complaints about his work then he can discuss this with
high ranked officers.
Promotion Interview:
When an employee of the organization gives an interview to get a
promotion then it is called a promotion interview.
3.10 Self Assessment
Fill in the blanks:
1.
An .............................................. is a meeting in which a job seeker asks for advice rather than
employment.
2.
A ..................................... is a method of research used in the social sciences.
3.
....................................... are a method of interviews where questions can be changed or
adapted to meet the respondent’s intelligence, understanding or belief.
4.
A ...................................... is a meeting with a problem employee.
5.
.......................... is very important and good grooming is essential. Your hair should be
neat and stylish.
6.
................................. gives more away about us than speech.
7.
The interviewer will decide whether he will write down or ........................................ during
the interview.
8.
.............................. questions allow the interviewee much freedom to answer.
9.
A ..................................... is even stronger in direction than a leading question, which may
be somewhat subtle.
10.
....................................... interviewers prepare a schedule, or list of questions, in advance.
3.11 Review Questions
1.
What is an interview? Discuss the nature of interviews.
2.
What are the essential features and structure of interview?
3.
What are the purposes of holding interviews and its chronology?
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4.
Discuss different types of interviews, describing clearly the purposes for which they are
held.
5.
What are the fundamental principles of interviewing?
6.
In what way would you prepare yourself if called for a job interview?
7.
Discuss the reasons because of which qualified candidate may not be successful at an
interview.
8.
What kinds of questions are generally asked in interview? Give examples to illustrate
your answer.
9.
Discuss the interview process? What are the main factors that you would bear in mind
while conducting an interview?
10.
Differentiate between the communications behaviours of successful and unsuccessful
interviewees.
11.
Write short notes on the following:
(a)
Orientation interview
(b)
Reprimand interview
(c)
Stress interview
(d)
Structured interview
(e)
Case interview
(f)
Informational interview
(g)
Pauses
Answers: Self Assessment
1.
Informational Interview
2.
Semi-structured interview
3.
Unstructured Interviews
4.
Problem interview
5.
Appearance
6.
Body language
7.
Tape-record responses
8.
Open-ended
9.
Loaded question
10.
Probing Questions
3.12 Further Readings
Books
J. Mathew,
Business Communication
, RBSA Publishers, 2008, p. 260.
Meenakshi Raman, Prakash Singh,
Business Communication
, Oxford University
Press, 7th Impression 2008.
PD Chaturvedi, Mukesh Chaturvedi,
Business Communication
—
Concepts, Cases and
Applications
, 2007, Pearson Education.
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Unit 4: Working with Customers
CONTENTS
Objectives
Introduction
4.1
Verbal Communication
4.2
Understanding Customer Service Basics
4.3
Communicating Empathetically
4.4
Asking Questions to Understand Problems
4.5
Denying Requests
4.6
Coping with Angry Customers
4.7
Dealing with the Unexpected
4.8
Working with Customers with Disabilities
4.9
Summary
4.10
Keywords
4.11
Self Assessment
4.12
Review Questions
4.13
Suggested Readings
Objectives
After studying this unit, you will be able to:
Explain verbal communication
Understand customer service basics
Explain communicate empathetically
Discuss questions to understand problems
Describe Deny requests and how to cope with angry customers
Introduction
Much of your professional life is likely to involve working with customers. A customer is the
buyer or user of goods or services that organizations provide. In most businesses, the customer
is the reason for being; without them, the business would cease to function. Customers typically
have a choice about who they do business with and prefer to work with people and organizations
that best satisfy their needs. You can earn a customer’s preference by developing your customer-
service skills. Effective and empathetic communication is the basis of quality customer service,
and helps you maintain successful relationships with customers.
You have just been promoted from administrative assistant in Human Resources to customer
service representative in the Operations Department of Quest Specialty Travel. You now work
with Nancy McDonald, who was recently named head of Customer Service. During your first
week of training, Nancy wants you to become comfortable working with Quest customers and
handling their requests and complaints.
Sandeep Kumar Sharma, Lovely Professional University
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4.1 Verbal communication
Verbal communication can be defined as communicating your thoughts through words. Such
thoughts may be ideas, opinions, directions, dissatisfaction, objections, your emotions and
pleasures.
Example:
Whenever you conduct a meeting, have a conversation over the phone, talk to
a friend, or any other form of conversation that you perform with others using words. In this
article you will learn how to acquire better verbal communication.
Verbal communication is an essential part of business and when it is executed correctly, good
things happen. Here are a few different ideas and styles to remember when speaking to anyone
in a business setting.
Because speaking is such an indelible activity, we tend to do it without much thought. But, that
casual approach can be a problem in business
Why is good verbal communication so important?
When it comes to business, verbal communication is very important for the reason being that
you are dealing with a variety of people through out the day. In some cases you may deal with
people who have different culture, ages and with different levels of experience. Now take for
example the way you converse with a family member or friend around your same age, you
interact with them with a lot of confidence, there is without doubt that verbal communication is
expressed with much ease, and perhaps you may speak differently from the way you speak with
a person related to business.
Imagine if you expressed yourself the same way with a customer who has different culture, is
much older than you and have many years of experience in his field. Most likely your thoughts
will be difficult to express. Thus it is necessary to have proper skill when using verbal
communication while dealing with different people
How to acquire better verbal communication
First of all you need to be aware of the fact that you must be flexible with people depending on
the circumstances. Let us say you are presenting a speech in front of an audience at work, and
you express your thoughts using business vocabulary. Now what if your audience where to be
unfamiliar with the terms you are using, it is without question you will notice the audience lose
focused attention to what you are saying , so then you must be flexible and change the way you
are expressing your thoughts by using words that are more comprehendible to the audience.
It is suggested to build skills by attending a college course related to business communication.
When you are attending the class you will then be forced to communicate more organized. Try
to use the opportunity to overcome the fear of talking to a big crowd and a stranger while you
are in class.
Besides attending a class that teaches business communication, you may also want to consider
working in a job-field that involves working with strangers, such job can be a form of practice
to gain confidence in yourself and help reduce shyness and intimidation.
Another form of practice can be talking to older relatives and friends, about a topic that involves
expressing emotions and strong opinions or a discussion that may concern experiences. Such
communication helps you to accumulate skills to express yourself in a more formal and proper
manner.
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When practicing with your relatives or friends it is important for you to back up your opinions
or statements with facts. In order to have references about your subject it is suggested to read
and study about it. Like for example, if you where to discuss the issue that we are all facing today
such as the world’s economy for instance, then you may obtain the facts from the news paper, the
news, Internet, and you can even get it from books.
Speaking can be used as a tool to accomplish your objectives. But, first you must break the habit
of talking spontaneously without planning what you’re going to say or how you’re going to say
it. You must learn to manage the impression you create by consciously tailoring your remarks
and delivery style to suit the situation. Here are some things which will make you an effective
communicator:
1.
Remember to become aware of what you are saying.
2.
Apply the same process you use in written communication when you are communicating
orally.
3.
Before you speak, think about your purpose, your main idea, and your audience.
4.
Organize your thoughts in a logical way.
5.
Decide on a style that suits the occasion and then edit your remarks mentally.
6.
As you speak, watch the other person to see whether your message is making the desired
impression. If not, revise it and try again.
Remember that various situations call for different speaking styles, just as various writing
assignments call for different writing styles. Here are four different styles that will suit every
occasion:
1.
Expressive Style is spontaneous, conversational, and uninhibited. Use this when you are
expressing your feelings, joking, complaining, or socializing.
Example:
“No way am I going to let that MNC force an incentive-pay plan on their
workers.”
2.
Directive Style is an authoritative and judgemental style. We use this style to give orders,
exert leadership, pass judgement, or state our opinions.
Example:
“I want Ravi to explain the new pay plan to each manager.”
3.
Problem-Solving Style is rational, objective, unbiased, and bland. This is the style most
commonly used in business dealings. We use it when we are solving problems and
conveying routine information.
Example:
“Rohit might be able to present the plan more favorably.”
4.
Meta Style is used to discuss the communication process itself. Meta language enable us to
talk about our interactions.
Example:
“We seem to be having a hard time agreeing on the specifics of the incentive-
pay plan.”
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4.2 Understanding Customer Service Basics
As we all know that successful customer or client service is the source of revenue of any business.
An organization can offer promotions and discount their prices to attract new customers, but
repeat business and ongoing relationships are the keys to profitability. As you know that
Customer
service
refers to an organization’s relationship with its customers: meeting their
expectations, listening to their statements, and solving their problems. Providing customer
service involves communicating with your customers, identifying their wants and needs, and
developing customer friendly procedures to serve them.
1.
Communicate a professional image:
Make your first contact with a customer businesslike
and pleasant. Whether in person or on the phone, smile when you communicate with a
customer, be enthusiastic and prompt, and use professional etiquette. Keep in mind that
your primary goal is to promote goodwill for your company.
2.
Listen to your customers:
When serving customers, especially those with complaints,
spend most of your time listening. Active listening means that you stop talking and
concentrate on the customer’s words, not on how to counter their arguments or respond to
their claims. Active listening also helps you understand a customer’s needs and the content
of their messages. Listening shows that you value customers and respect what they have
to say.
3.
Ask questions:
Make sure you understand explanations and requests by asking for
clarification. You can also ask questions to gather all the facts you need to make a decision,
to solicit suggestions for improvement, and to find out what your customers need and
want. After you ask a question, be prepared to keep quiet while you listen to the response.
4.
Exceed expectations:
One popular definition of excellent customer service is an
organization’s ability to consistently exceed customer expectations. You can do this by
determining what a client wants, and then doing that and more. Being more attentive and
helpful than your customers expect helps to build customer loyalty.
Low
Effcient and
impersonal
Slow and
insensitive
Effcient and
friendly
Ineffcient and
friendly
High
Personal service
Practical Service
High
Low
Rating customer service
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5.
Provide service even without an immediate payoff:
It is easy to pay attention to a customer
when you are trying to close a sale with them. However, the way you treat customers
when no transaction is taking place creates a lasting impression. Look past the immediate
payoff and take time to listen, answer questions, and solve problems, or help customers
find someone who can.
6.
Respond personally:
When customers have a problem, they want to deal with a real
person. However, your first reaction to a frustrated customer is probably avoidance. As a
professional, you should overcome this reaction and deal directly with customers whenever
possible. Call a disgruntled client instead of sending an e-mail message. Accept a phone
call from a customer instead of transferring the call to voice mail. Step out from behind a
desk, counter, or cash register when you speak with people. The personal contact shows
you care and promotes problem solving.
4.3 Communicating Empathetically
Empathy
is your capacity to understand another person’s feelings or state of mind. When working
with customers, this means that you recognize, understand, and respond appropriately to their
needs, wants, and emotional state. Customers value working with people who can understand
their point of view and help them work through a problem or achieve a goal.
1.
Determine the context:
People contact businesses for many reasons, such as to renew
services, purchase additional products, answer questions, or complain about goods and
services. When talking to customers, evaluate the content and delivery of their messages.
Listen to what customers say to determine the purpose and context of their message. Also
listen to how they deliver the message so you can be sensitive to their emotional state.
Watch for signs suggesting they are angry, frustrated, confused, or distrustful. You need to
understand the context of a speaker’s words before you can empathize with them.
2.
Address your customer’s emotions:
If a customer’s emotion is apparent, you can comment
on it empathetically, especially if the customer is angry or dissatisfied. Statements such as,
“You must have been disappointed when you received the wrong shipment,” or “I can
imagine that you were frustrated when the product didn’t work properly,” demonstrate
that you understand their reaction and are concerned about solving the problem.
3.
Put customers at ease:
When talking to a customer who seems uncomfortable expressing
anger or articulating a problem, put them at ease by legitimizing their feelings. Do this
with observations such as, “I know how upset I get when a company ships me the wrong
product,” or “It sounds like the delay created a lot of inconvenience for you.”
Some cultures strongly discourage people from expressing emotions.
4.
Acknowledge customer efforts:
Customers often take steps to resolve a problem before
contacting a company. Their actions might have been unsuccessful and contributed to
their frustration. Even so, don’t suggest that their steps were inappropriate, which listeners
might interpret as demeaning. Instead, respectfully acknowledge the steps they performed
and suggest an alternative solution. When resolving complaints, offer a sincere apology
that focuses on what you will do to resolve a problem
5.
Use listener-centered language:
An important element in empathetic communication is
anticipating how your listener will decode what you say. Focusing on the listener with
“you” language emphasizes how your message benefits them and clarifies the purpose of
the message. Figure shows examples of listener-centered language.
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Notes
Listener-centered language
Speaker focused:
Listener focused:
Our policy is to issue refunds up to two
weeks before a trip.
You can receive a refund if you cancel a
reservation up to two weeks before the trip.
“I/we” point of view:
“You” point of view:
We must receive online verification before
we can ship the tickets via overnight
delivery.
Please verify your reservation online so you
can receive tickets the next day.
Unclear purpose:
Clear purpose:
The Legal Department has a passport policy
that complies with federal policy, which you
must follow before traveling outside U.S.
borders.
If you are traveling outside the U.S., check
the federal passport policy for your
destination—you might need to travel with
your passport.
4.4 Asking Questions to Understand Problems
Asking questions helps you listen carefully, clarify messages, encourage customer
communication, and resolve problems. Effective questioning means knowing which questions
to ask, when to ask them, and how to phrase them. Recall that part of customer service involves
meeting customer expectations, identifying their wants and needs, and solving their problems.
The most direct way to learn about a customer’s expectations, desires, and problems is to ask
questions and listen carefully to the answers. Two-way conversations build relationships because
they help develop mutual awareness and trust.
1.
Ask the appropriate type of question:
You can ask at least four types of questions, as
shown in Figure.
Open-ended questions
do not have a particular answer. Ask open-ended
questions to encourage the other person to articulate motivations, ideas, and solutions.
Closed questions
are specific and concrete, and generally seek a “yes” or “no” answer. Ask
a closed question when you need a direct answer. Ask
follow-up questions
in response to
an answer that your customer provides. Design these questions to discover more
information or elicit an opinion. Asking follow-up questions also shows that you are
listening carefully and thinking about what the other person says. Ask
feedback questions
about the conversation or problem-solving process itself to determine what is important
to the customer. Feedback questions help you gauge your customer’s satisfaction with the
steps that you are taking and the solution that you’ve proposed.
Notes
Suppose you are working in Retail Store. Then ask question from customer to
understand their problem but monitor the number of questions you ask and you tone –
you don’t want to interrogate your customers.
2.
Establish rapport:
When a customer contacts you regarding a problem, demonstrate that
you want to resolve the problem by asking open-ended and closed questions about the
details of their complaint—the who, what, where, when, and how facts. Summarize their
responses and ask, “Is that correct?” Taking time to understand the details establishes
rapport and trust, and helps you identify possible solutions.
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3.
Clarify understanding:
Frustrated customers are often too distracted to listen actively and
focus instead on what they want to say. Ask follow-up questions that encourage customers
to explain why they are contacting you and to define their request or problem clearly.
Paraphrase their answers to verify your understanding. See Figure B-4.
4.
Motivate the customer:
People contacting customer service to resolve a problem might be
more interested in offering, not accepting, comments and ideas. When working with an
upset customer, avoid competing for the best idea or debating the facts. Instead, ask
questions to solicit solutions from customers. If they discover the answer to their problem,
they will own and accept the solution
Task
Ram is a Manager on a Service providing company. How Ram tackles
problem of customers?
Notes
Type of Questions
Open-ended
Closed
What do you suggest?
Do you have a copy of the itinerary?
How would you like to resolve the
problem?
Have you contacted customer service
before?
How do you generally use the
product?
Is this the frst problem you’ve had
with Quest Specialty Travel?
Follow-up
Feedback
Can you give me an example of bad
service at the hotel?
Would you be satisfed with a partial
refund?
What happened after you missed the
tour bus?
Can I send you a new copy of the
tour schedule?
4.5 Denying Requests
When a customer makes a specific request, you sometimes have to deny it. Some companies
train their employees to avoid the word “no” when dealing with customers to prevent
disappointing them. However, your goal should be to make sure the customer understands and
acknowledges the negative message—people can accept a denial if they understand the reasons
for it. They also want to know that their request is being taken seriously. When denying a
request directly, conveying empathy helps to foster or maintain the customer’s goodwill toward
your organization. Taking an indirect approach, however, is more likely to enhance a professional
relationship. A client scheduled to depart on an adventure tour of Scotland in a week arrives at
the customer service desk, requesting that you transfer her reservation to a later tour in the
summer. However, the deadline for transfers has passed, and you must deny her request.
1.
Rephrase the request:
Instead of turning down a customer directly, first demonstrate that
you fully understand their request or question. Rephrase their request and ask them to
verify it. If customers think you don’t understand, they often escalate the matter until you
do. Figure B-6 shows examples of language to use when denying requests.
2.
Explain the reasons:
Without using negative words, explain why you have to refuse a
customer’s request. Although customers resent narrations about rules and policies, such
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as, “It’s company policy to transfer overseas reservations only up to one month before the
departure date,” they do appreciate explanations about the reasons behind the rules. See
Figure. Offering reasons demonstrates that you care about your customers, whereas
saying “no” without an explanation makes your decision seem inflexible. Besides “no”
and “not,” negative words include “unwilling,” “impossible,” “never,” and “reject.”
3.
Tell them what you can do:
When you must deny a request, soften the refusal by offering
an alternative at the same time, if possible. People appreciate having a choice, and usually
perceive your offer as an effort to help. Conclude your communication by telling the
customer what you can do for them instead of what you can’t do.
4.
Try turning a “no” into a “yes”:
Sometimes, by being flexible and creative, you can find a
way to satisfy the customer without causing business problems. Show that you are willing
to work with customers to achieve their goals. Find a creative workaround that solves the
customer’s problem without creating new ones for your company.
5.
Be aware of your nonverbal communication:
When you deny a request, be certain that
your posture and facial gestures are saying the same thing that your words are. Use a
polite but firm tone of voice, stand erect, and look the other person in the eye when
speaking. Avoid defensive postures such as crossing your arms or retreating behind a
desk. A mixed message leads to misunderstanding and frustration
Example:
Suppose you are working in a retail store. Mr. Rahul is a regular client of your
store. He requested you to deliver some merchandise or goods at Rahul’s home. But the Brand
Mr. Rahul demanded from you is not available in your store. Then you have to deny Mr. Rahul’s
request by convincing him that the quality of goods of other brand is also better and tell him
that the goods that the brand he demanded is out of stock in store. Or you can denying by
suggesting some other retail stores where the product of the same brand is available but never
say no directly.
4.6 Coping with Angry Customers
At some point in your career, you will confront an angry customer, especially if you deal
directly with the public. The customer might be angry because your company failed to meet
their expectations, made an error, or otherwise caused problems for them. You need to confront
the problem immediately and defuse their anger. Table
lists the do’s and don’ts for coping
with angry customers. Nancy McDonald has been observing you during your first week of
customer service training, and says you are ready to perform a difficult service task—handling
an angry customer. She has one on hold and asks you to take the call.
1.
Remember why they are upset:
Working with an angry customer is not a pleasant task and
can be intimidating. Fortunately, angry customers are rarely upset with you personally.
They might be frustrated because they are not getting what they want or need from your
company and cannot solve the problem themselves. They could also be disappointed by a
failure or deficiency in your company’s products or services. Realizing that their reaction
is legitimate helps you to see past the anger and act professionally. Be sure to respond as
soon as possible to show you care about the customer.
2.
Avoid an audience:
If an angry customer confronts you in a public area, the presence of
others can complicate your conversation. Some angry people are encouraged by the
attention of an audience or are further frustrated by obstacles they create. Try to avoid
other people and work directly with the customer in a quiet place. If others are present,
suggest moving the discussion to where you won’t be disturbed.
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3.
Stay calm and neutral:
As a means of self-preservation, you react physically to anger with
a “fight or flight” reflex. This is why most people avoid conflict and delivering bad
news—they fear an angry reaction. Others have a tendency to fight back. Both responses
are counterproductive because they do not solve the underlying problem. Take time to
make sure you are calm, control the pitch and rate of your voice, and speak with composure,
using neutral language as you talk to an angry customer.
4.
Apologize:
Apologies are powerful tools that can quickly reduce anger. Apologize to
express regret, but avoid accepting blame if doing so could create legal problems. Instead
of accepting the blame, you can acknowledge the problem with comments such as, “I am
sorry that you are having this problem. How may I help you?” or “I am sorry that this
doesn’t work the way that you want it to.” A sincere apology and a promise to help are the
quickest ways to calm an angry customer.
5.
Explain how you will help:
Your customer is approaching you because they want to solve
a problem. What they most want to know is that you will help them or connect them with
someone who can. Clearly communicate that you will help them solve their problem
before you ask questions or start troubleshooting.
6.
Conclude with a thank you:
Leave the customer with a positive impression of you and
your organization by thanking them for giving you the chance to help with their problem.
Figure B-8 outlines a successful conversation with an angry customer.
Caselet
Way of handling an Angry Customer
The Problem
"Sometimes people get angry and take it out on you. Occasionally, this is justified if
you've made a major mistake. Often, though, the anger is misplaced. The irate customer is
angry because of something else entirely perhaps he or she simply got out of the wrong
side of bed. Either way, you have to deal with the anger and solve the problem.
"On this occasion, Mr. Satish heard one of my staff, Rita takes the initial phone call from
the customer, Mr Gopal From the start, it was clear that Rita was struggling. This was no
fault of her's - she has good communication skills. It was just that Mr Gopal seemed
determined to be unreasonable.
"Anyway, when Rita looked at Mr. Satish across the office, satish nodded and told her to
transfer the call to satish's phone. On reflection, satish could say that he wish he hadn't
taken the call. But when you run your own business, you have to take responsibility.
"Mr Gopal didn't give satish a chance to say more than 'hello' before he launched an attack
on the product he'd bought, on satish's company in general and on satish in particular. I'm
a seasoned campaigner, as it were, but this onslaught took me aback. I knew that if I wasn't
to say anything I might regret, I needed to control the conversation.
"When Mr Gopal finally took a breath, satish jumped in as politely as he could and told
him he would phone him back in five minutes, and that he would definitely help him. Mr
Gopal threatened satish with all sorts of retribution if I didn't call back, and put the phone
down.
Contd...
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Calling Back
"During this five minutes grace, satish checked the records for Mr Gopal's recent purchases
and discovered he was a good, regular customer who paid promptly. He was not; therefore,
the sort of customer satish could afford to lose.
"As for his current problem, satish tried to sort out in his mind what he had told me.
Naturally, satish is bound to be defensive about his company, but with the best will in the
world, satish couldn't see why Mr Gopal was so irate.
"That said, satish knew that he had to take a submissive but firm approach with Mr Gopal.
If he simply rolled over, knowing the mood he was in, he would probably stop dealing
with my company for good. Similarly, if satish was too abrupt or rude, he'd take his
business elsewhere.
Handling the Complaint
"Satish took a deep breath and phoned Mr Gopal back. From his tone, he didn't seem to
have calmed down, but he took the initiative and asked him to confirm if satish understood
his problem correctly. Then he outlined what he'd gathered from the first call.
"He agreed with me, demanded to know what he was going to do about it, and started to
begin abusing the company again. At this point, satish decided to interrupt him. He did so
firmly, raising his voice slightly, and telling him he could solve the problem immediately
if he gave him a chance to do so. This stopped him in his tracks. Satish lowered his voice
again, but with the same firm tone, outlined in clear language what he would do and
when.
"Satish then paused to test Mr Gopal's reaction. 'Right', he said. 'But what else are you
going to do for me? After all, I'm one of your best customers.' I saw this as another chance
to seize the initiative and straightaway agreed with Mr Gopal. 'Yes, you are one of my best
customers,' satish replied, 'which is why I'm so disappointed that I've let you down on this
occasion.'
The Resolution
"Whatever the right and wrongs of the matter, this acknowledgement of satish culpability
did the trick. Even over the phone, he could sense the anger draining from Mr Gopal. He
still had a parting shot, however: 'he asked what else you're going to do for me,' he said.
'A ten percent discount on your next order,' satish replied without hesitation. This settled
the matter, and Mr Gopal even thanked satish when he rang off a few moments later.
Task
1.
Discuss a case which describe a scenario with an angry customer
2.
After the description, write what you would say to resolve the problem in person
4.7 Dealing with the Unexpected
Plans aren’t always carried out as expected. Shipments are delayed, a product is defective, or the
storeroom runs out of stock. Because scenarios such as these are common in business, anticipate
problems and unexpected obstacles, and develop backup plans if possible. Unexpected problems
in particular lead to frustration and disappointment. Although you cannot foresee every possible
problem, follow some basic guidelines to deal with unexpected events. Table lists the do’s and
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don’ts for dealing with the unexpected. One of Quest’s travel partners in the Delhi has suddenly
gone out of business, leaving hundreds of Quest clients without a place to stay in Bangalore.
Nancy McDonald helps you confront this unexpected event and solve the problem.
1.
Take responsibility:
When suddenly inconvenienced, your customers expect you to resolve
the problem as quickly as possible. Regardless of who or what caused the problem, accept
it as your responsibility to correct it. As a professional, don’t blame others or complain
openly to customers about the circumstances.
Note:
Taking responsibility can often diffuse
a tense situation.
2.
Show enthusiasm:
Attitudes are contagious, and often your customers take their cues
from you. If you are caught off guard and assume a frustrated look and attitude, those
around you will probably respond the same way. Instead, smile and be optimistic.
Acknowledge the problem, and let everyone know you are going to solve it. Your customers
will appreciate your professional attitude and be more likely to cooperate with you.
3.
Keep the customer informed:
Customers are usually aware of an interruption in normal
services. Unless you need to keep the problem confidential, let the customer know the
facts and explain the steps that you are taking to resolve it. Also let them know what they
should do until the problem is solved. For example, you can say, “The hotel has closed
unexpectedly, and we are finding other rooms for everyone in Bangalore. Stay near the
dock so we can transport you to your new hotel.” See Figure.
4.
Ask for help:
Unexpected events can be overwhelming. If necessary, ask others for help
resolving the matter. Coworkers, supervisors, managers, and others can assist directly or
cover your normal responsibilities while you solve the problem. Be sure to thank people
when they go out of their way to do so.
5.
Ensure health and safety:
During an unexpected event, especially those involving weather
and travel, your first obligation are to ensure the health and safety of yourself, your
customers, and those around you. Follow your organization’s emergency procedures, call
for the appropriate authorities, and look to the needs of others.
Note:
Know who to call in
an emergency.
Notes
Dealing with the unexpected do’s and don’ts
Element
do
don’t
Responsibility
Take responsibility for the
problem no matter who or what
caused
Don’tcomplain or blame others
Enthusiasm
Acknowledge the problem
Show enthusiasm about solving
it
Don’treveal your frustration or
fatigue
Don’tstop brainstorming ways to
solve the problem
Conclusion
Explain how you will help
Connect the customer to
someone who can help
Demonstrate that you take their
concern seriously
Don’tminimize their problem,
even if it is common
Don’tforget to thank the
customer
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4.8 Working with Customers with Disabilities
As we all know that a disability is the lack of physical or mental ability relative to some
standard or norm. Impairment is a condition that falls short of disability, but still affects people
in some way.
Did u know?
According to the U.S. Bureau of the Census, over 50 million Americans have
disabilities or impairments, so you are likely to work with customers who have one or the
other.
A customer calls and reports that she is organizing a group of travelers in wheelchairs and wants
to meet with you to discuss accessible travel.
1.
Speak slowly and clearly:
You know that Speak calmly, slowly, and distinctly to people
who have hearing problems or difficulty understanding. Stand directly in front of the
person and use gestures to help you communicate. Allow people with speech impairments
to finish what they are saying. Don’t talk for them, complete their sentences, or interrupt.
Ask questions that permit short answers or a nod of the head.
2.
Maintain eye contact:
Look directly at any person with a disability when talking, even if
the person has an interpreter or companion present. When having a conversation with
someone in a wheelchair, try to sit at eye level with the person. You will both feel more
comfortable and communicate more freely.
3.
Let them set the pace:
When walking with a person who is physically or visually impaired,
allow them to set the pace. If the person asks for or accepts your offer of help, don’t reach
for their arm or hand. Extend your arm instead and let them take hold of you. Be careful
about talking while you walk. Some people have difficulty breathing or need to concentrate
on their movement rather than chatting with you.
4.
Always ask first:
Ask people with disabilities if they need or want help before trying to
assist them. If they want assistance, ask for specific instructions on how you can be helpful.
Don’t push a wheelchair without first asking the occupant’s permission. Don’t take offense
if the other person rejects your offer of assistance.
5.
Use appropriate language:
The guiding principle for unbiased language is to maintain the
integrity of individuals as whole people by avoiding language that implies that a person
as a whole is disabled (such as “a disabled person”); equates people with their condition
(such as “epileptics”); has negative overtones (such as “stroke victim”); or is regarded as a
slur (such as “gimp” or “cripple”)
To use bias-free language consistently, avoid messages that exclude, stereotype, or offend others.
Caselet
Telephone etiquette when talking to customers
with disabilities
I
n January 2009, the Americans with Disabilities Amendments Act went into effect,
expanding opportunities for the 56 million Americans with disabilities. The act amends
the original 1990 law to recognize more disabilities that affect “one or more major life
activity,” such as learning disorders and other cognitive impairments. Even without the
Contd...
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law, serving customers with disabilities makes good business sense. Considering that one
in five Americans has a disability, they form a $200 billion market of potential consumers.
This growing market needs customer service just as any other market does. Because most
customer service conversations take place on the phone, you should be aware of special
etiquette guidelines that apply when you are talking to customers with disabilities on the
telephone. When conversing with someone who has voice impairments, listen attentively
and avoid speaking for the customer or finishing sentences. You might need to adjust the
volume, quality, or frequency of the audio on the phone to make their voice clearer.
People with fine motor impairments might have limited use of their hands or fingers, so
allow extra time for these customers to take notes or use a keyboard. If a customer has a
cognitive impairment, be patient about offering an explanation more than once. Take
time to understand the customer and make sure the customer understands you. In general,
treat the customer with respect and courtesy, listen actively, and offer assistance as
necessary.
Task
You work in the XYZ Health Clinic, a family practice clinic in XYZ, in India. As a
patient service representative, you talk to patients and help solve their problems. The
mayor of XYZ is a new patient at the clinic, and requests Dr. Sinha as his personal physician.
However, the clinic’s policy is to assign new patients to physicians who have a light
patient load. Dr. Sinha’s patient roster is full.
1.
Find a partner to play the part of the mayor.
2.
Meet with your partner and use effective customer service skills to deny the mayor’s
request.
3.
Switch roles and let your partner play the part of a customer service representative.
4.
In XYZ.doc, describe at least two effective techniques your partner used during the
conversation and explain why they were effective.
4.9 Summary
Verbal communication is an essential part of business and when it is executed correctly,
good things happen. Here are a few different ideas and styles to remember when speaking
to anyone in a business setting As we all know that successful customer or client service is
the source of revenue of any business.
An organization can offer promotions and discount their prices to attract new customers,
but repeat business and ongoing relationships are the keys to profitability.
Customer service refers to an organization’s relationship with its customers: meeting
their expectations, listening to their statements, and solving their problems
Active listening means that you stop talking and concentrate on the customer’s words, not
on how to counter their arguments or respond to their claims
Empathy is your capacity to understand another person’s feelings or state of mind
People contact businesses for many reasons, such as to renew services, purchase additional
products, answer questions, or complain about goods and services. When talking to
customers, evaluate the content and delivery of their messages
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If a customer’s emotion is apparent, you can comment on it empathetically, especially if
the customer is angry or dissatisfied. Statements such as, “You must have been disappointed
when you received the wrong shipment,” or “I can imagine that you were frustrated when
the product didn’t work properly,” demonstrate that you understand their reaction and
are concerned about solving the problem.
Asking questions helps you listen carefully, clarify messages, encourage customer
communication, and resolve problems. Effective questioning means knowing which
questions to ask, when to ask them, and how to phrase them
Closed questions are specific and concrete, and generally seek a “yes” or “no” answer
When a customer contacts you regarding a problem, demonstrate that you want to resolve
the problem by asking open-ended and closed questions about the details of their
complaint—the who, what, where, when, and how facts. Summarize their responses and
ask, “Is that correct?” Taking time to understand the details establishes rapport and trust,
and helps you identify possible solutions.
People contacting customer service to resolve a problem might be more interested in
offering, not accepting, comments and ideas
When a customer makes a specific request, you sometimes have to deny it. Some companies
train their employees to avoid the word “no” when dealing with customers to prevent
disappointing them
When you must deny a request, soften the refusal by offering an alternative at the same
time, if possible. People appreciate having a choice, and usually perceive your offer as an
effort to help. Conclude your communication by telling the customer what you can do for
them instead of what you can’t do
At some point in your career, you will confront an angry customer, especially if you deal
directly with the public
4.10 Keywords
Active Listening:
Active listening means that you stop talking and concentrate on the customer's
words, not on how to counter their arguments or respond to their claims.
Apologies:
Apologies are powerful tools that can quickly reduce anger.
Attitudes:
Attitudes are contagious, and often your customers take their cues from you.
Closed Questions:
Closed questions are specific and concrete, and generally seek a "yes" or "no"
answer.
Customer Service:
Customer service refers to an organization's relationship with its customers:
meeting their expectations, listening to their statements, and solving their problems.
Disability:
A disability is the lack of physical or mental ability relative to some standard or
norm.
Empathy:
Empathy is your capacity to understand another person's feelings or state of mind.
Verbal Communication:
Verbal communication can be defined as communicating your thoughts
through words. Such thoughts may be ideas, opinions, directions, dissatisfaction, objections,
your emotions and pleasures.
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4.11 Self Assessment
Choose the correct answer:
1.
Which one of the following tasks does customer service
not
address?
(a)
Meeting customer expectations
(b)
Listening to customers
(c)
Solving problems
(d)
Updating products
2.
Active listening means:
(a)
you rehearse how to counter arguments
(b)
you concentrate on the customer’s words
(c)
you concentrate on company policy
(d)
you continue talking
3.
Why should you empathize with your customers?
(a)
It helps you monitor their Web activities
(b)
It helps you distract them with emotional words
(c)
Customers value people who understand their point of view
(d)
Customers appreciate impersonal language
4.
What kind of language should you use to empathize with your customers?
(a)
“You” language
(b)
“I/we” language
(c)
Emotional language
(d)
opinionated language
5.
Which of the following is
not
a common type of question to ask customers?
(a)
Ethical
(c)
Closed
(b)
Open-ended
(d)
Follow-up
6.
You should ask customers questions to:
(a)
avoid a customer’s anger
(c)
clarify your understanding
(b)
keep your distance
(d)
prevent legal problems
7.
Which of the following is
not
a step you should take when denying a customer request?
(a)
Rephrase
(c)
Explain
(b)
Control
(d)
Refuse
8.
What should be your goal when denying a customer request?
(a)
Avoid disappointing them
(b)
Say no as quickly as possible
(c)
Protect your company’s interests
(d)
Make sure the customer understands the reasons
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9.
An effective way to deal with an angry customer is to:
(a)
blame someone else
(b)
express anger yourself
(c)
apologize
(d)
walk away until the customer is calm
10.
How should you conclude a conversation with an angry customer?
(a)
Minimize their problem
(b)
Ask open-ended questions
(c)
Explain how you will help
(d)
Make small talk
4.12 Review Questions
1.
You are working in a customer service call center and handling an irate customer who is
upset about a mistake you made. How should you deal with the customer?
2.
Suppose you are helping to solve a customer’s problem with your company’s product, and
discover the customer has been misled about what the product can do. What do you say to
the customer?
3.
Your lifelong goal is to be a script writer, but in the meantime, you are looking for a low-
key job with plenty of time to let you write. Someone suggests you try customer service.
Should you pursue a customer service job?
4.
A customer contacts you, wanting a full refund for a product that was shipped late and to
the wrong address. How do you respond?
5.
Your manager has been using Internet monitoring tools and doesn’t like what customers
are saying about your company’s products. She encourages you to post comments on
blogs that are more favorable. To protect your confidentiality, she suggests you do so
using a screen name. How do you handle this request?
Answers: Self Assessment
1.
(d)
2.
(b)
3.
(c)
4.
(a)
5.
(a)
6.
(c)
7.
(b)
8.
(d)
9.
(c)
10.
(a)
4.13 Further Readings
Books
J. Mathew,
Business Communication
, RBSA Publishers, 2008, p. 260.
Meenakshi Raman, Prakash Singh,
Business Communication
, Oxford University
Press, 7th Impression 2008.
PD Chaturvedi, Mukesh Chaturvedi,
Business Communication
—
Concepts, Cases and
Applications
, 2007, Pearson Education.
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Unit 5: Improving Informal Communication
CONTENTS
Objectives
Introduction
5.1
Communicating Informally
5.1.1
Use Informal Communication Opportunities to
5.1.2
When Communicating Informally
5.1.3
Formal and Informal Communication
5.2
Listening Actively
5.3
Speaking Persuasively
5.4
Negotiating Effectively
5.5
Managing Conflict
5.6
Participating in Meetings
5.7
Dealing with Office Politics
5.8
Making Proper Introductions
5.9
Summary
5.10
Keywords
5.11
Self Assessment
5.12
Review Questions
5.13
Further Readings
Objectives
After studying this unit, you will be able to:
Discuss when communicate informally.
Explain speak persuasively
Describe negotiate effectively
Introduction
Informal communication is established around the societal affiliation of members of the
organization. Informal communication does not follow authority lines as in the case of formal
communication. Informal communication takes place due to the individual needs of the members
of an organization and subsists in every organization. Normally, such communication is oral
and may be expressed even by simple glance, sign or silence. Informal communication, is
implicit, spontaneous multidimensional and diverse. It often works in group of people, i.e.
when one person has some information of interest; he passes it on to his informal group and so
on. An organization can make efficient use of informal channels to fortify the formal channels of
communication. It acts as a valuable purpose in expressing certain information that cannot be
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channeled via the official channels. It satisfies the people desires to identify what is happening
in the organization and offers an opportunity to express dreads, worries and complaints. Informal
communication also facilitates to ameliorate managerial decisions as more people are involved
in the process of decision-making. In spite on many advantages, informal communication has
certain disadvantages.
5.1 Communicating Informally
Informal communication arises out of all those channels that fall outside the formal channels
and it is also known as grapevine.
Because you communicate informally most of the time, it is easy to forget that any conversation
on the job is still professional communication. Even if you are not making a formal presentation,
you are on stage when you communicate with others in the workplace. Much of your informal
communication is one on one, meaning that you are speaking with a single person as opposed
to a group. This underscores the need to identify your purpose and audience. Take extra steps to
make sure that your message is clear and understood. Listen carefully and be empathetic when
expressing your ideas. Keep in mind that, like all business communication, the purpose of
informal communication within an organization is to inform, persuade, and promote goodwill.
5.1.1
Use informal communication opportunities to
1.
You form and enhance relationships through communication. Taking time to make a
personal telephone call, briefly visiting colleagues at their desks when they are free, or
discussing business over lunch help to foster goodwill among colleagues and decision
makers. Business is built on friendships, connections, trust, and personal relations. Take
advantage of opportunities to connect and communicate with other people in and outside
of your organization.
2.
As you communicate with other people, you make yourself more visible and let others
know what you are doing and accomplishing. In particular, let your managers and other
decision makers know about your contributions to the organization. Decisions about
raises, promotions, and other opportunities are often based on information that is gathered
informally.
5.1.2 When communicating informally
1.
Be professional:
Others form opinions of you based on what you say and do, and these
opinions change frequently. When you interact with others, you are influencing their
impression of you, whether you encounter them during the work day or afterwards.
Consistently act and communicate with others in a professional manner. Be clear, objective,
unbiased, and honest in your dealings, and people will want to do business with you.
2.
Emphasize the positive:
Businesses are often stressful environments where people overcome
barriers to reach challenging goals. Don’t add to stress by being negative, cynical, or
critical in your communication. Professionals are optimistic and energetic when they
speak. People feel better about themselves and their circumstances when you communicate
with them in a positive way.
3.
Overcome obstacles:
Informal communication is often personal communication and
directly connects you with other people. To maintain this direct connection, recognize the
obstacles to effective communication so that you can minimize or overcome them. Table
D-1 lists typical obstacles to effective informal communication and offers suggestions for
working around them.
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Decision-makers
Inform, persuade,
promote goodwill
Inform, persuade,
promote goodwill
Inform, persuade,
promote goodwill
Employees
Employees
Notes
Obstacles to informal communication
Obstacle
Solution for speaker
Solution for listener
Poor
communication
skills
Use plain English—short sentences
familiar words and logical
organization
Listen actively and request feedback
frequently
Second hand
information
Cite your sources so others can
verify your information
Seek information from original sources
such as direct conversation and official
newsletters or Web sites
Distrust of
employers or
colleagues
Communicate more frequently
and set an example by being
candid
Provide positive feedback when
receiving messages and honor requests
for confidentiality
Competition
Give credit to others for ideas
Build teamwork skills to develop
common goals
Bias
Use language that includes rather
than excludes
Restate questions or comments using
language that avoids bias
Caselet
You heard it on the grapevine
Every organization has an informal communication network, or grapevine. The grapevine
extends throughout the company, wherever two people get together and talk about their
jobs, the organization, and other topics on their minds. One popular topic for the office
grapevine is the economy, especially as it relates to job security. Juanita Ecker, president
of Professional Image Management in Troy, New York, offers advice about grapevine
etiquette. If you’ve heard through the grapevine that a colleague is getting laid off, Ecker
Figure 5.1 :Purpose of informal communication within an organization
Contd...
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recommends you wait for the colleague to introduce the topic. If they confide that they
have lost their job and seem angry or indignant, express your support and discourage
vengeful actions such as sending a former employer an accusatory e-mail. Encourage your
colleague to assess their strengths, not concentrate on mistakes or failures. According to
Ecker, you should feel free to share job leads and provide books and articles, but don’t
offer client contacts or other types of references if you don’t feel comfortable giving them.
Source:
Lee, Louise, “Be Word Wary,” BusinessWeek, April 3, 2009.
5.1.3 Formal and Informal Communication
Informal communication contains facts, deceptions, rumors and unclear data. The informal
channels of communication may transmit completely imprecise information that may harm
rather than help an organization. In addition, it is impossible to fix the responsibility for its
origin or flow of information. However, for the efficient working of any organization both
formal and informal communications are required.
Formal
Informal
• Scheduled in advance
• Unscheduled
• Arranged participants
• Random participants
• Participants in role
• Participants out of role
• Preset agenda
• Unarranged agenda
• One-way
• Interactive
• Impoverished content
• Rich content
• Formal language & speech register
• Informal language & speech register
Anil is returning to his office when he sees Bhanu backing out of a meeting in an office at the end
of the hallway. Bhanu is unaware of Anil's presence. Anil calls to Bhanu, timing his call by
observing when Bhanu has stopped his engagement in the meeting. Bhanu turns around,
recognizes Anil and acknowledges his presence with a smile. He starts walking toward Anil,
who remains stationary until Bhanu reaches him. Then Anil and Bhanu are walking off together
down the hallway, discussing the difficulties they have had contacting a mutual colleague.
Both Bhanu and Anil abandoned their original goals of concluding a meeting or returning to an
office, respectively. Instead, as a result of serendipitously seeing each other in the hallway, they
were able to pass information about the status of a project and to solve a problem that was
hindering the project's progress. Anil told Bhanu that he had not been able to contact a colleague
and Bhanu suggested a way of doing it. This is a common mechanism through which small
collaborative teams do project management For small groups, this informal project management
serves the production function of coordination and problem solving efficiently, assuming team
members run into each other enough. It has the additional benefit of keeping group members
informed of and involved with many of the minor decisions and crises that occur in any project.
Thus it serves the social functions of groups, by keeping group members committed to the
projects of which they are a part.
5.2 Listening Actively
As we know Listening is one of the most important communication skills you can develop.
Although the higher you rise in an organization, the more listening you are required to do,
most people in the workplace need to improve their listening skills. Studies suggest that people
remember only 25–50 percent of what they hear in informal communication. They overlook,
disregard, misunderstand, or forget the other 50–75 percent. By becoming a better listener, you
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can improve your productivity, be more influential, and avoid conflicts and misunderstandings.
The best way to enhance your listening skills is to learn to listen actively.
Notes
Verbal cues is one uttered by a person, whether in language or not. Such as “hmmm”.
Active listening is a way of listening and responding to another person that improves mutual
understanding. Often when people talk to each other, they don't listen attentively. They are
often distracted, half listening, half thinking about something else.
Example:
When people are engaged in a conflict, they are often busy formulating a
response to what is being said. They assume that they have heard what their opponent is saying
many times before, so rather than paying attention; they focus on how they can respond to win
the argument.
1.
Offer full attention:
Active listening requires your complete attention. Turn or lean towards
the speaker and maintain eye contact while they are talking. Avoid distractions such as
looking at your e-mail or checking the time. Pay attention to the nonverbal signals that
the other person is sending. Figure outlines effective ways to listen to others within an
organization.
2.
Use nonverbal signals:
Use your body language to signal your interest and attention to the
other person. Let them know you are paying attention by occasionally nodding your
head, smiling, or making appropriate facial expressions. Keep your arms unfolded and
your hands unclenched. Providing nonverbal feedback doesn’t necessarily mean that you
agree with what the other person says, but does let them know you are actively listening.
3.
Give the other person feedback:
Verify your understanding of the conversation by
occasionally paraphrasing the other person’s ideas and summarize what you believe they
are saying. Reflecting ideas back to the speaker helps both of you develop a common
understanding and shows that you are interested.
4.
Ask effective questions:
Ask questions to clarify points or ideas that may be unclear. Even
if you think that you understand the message, an occasional question shows the other
person that you are carefully considering what they have to say. Use open-ended questions
when you want to elicit more information. Use closed-ended (yes/no) questions when
you need quick clarification on a point.
5.
Be open-minded instead of concentrating on your own agenda:
Focusing too much on
your own questions, problems, and goals is a major distraction that interferes with your
ability to actively listen and understand. Allow the speaker to finish a thought and try to
listen with an open mind. Interruptions frustrate the other person and impede your ability
to absorb and interpret their message. Save your answers for when they are finished
talking, and give thoughtful responses.
Task
You are driving a bus. At the first stop five people get on the bus. At the next stop
three people get off the bus and two people get on. At the next stop ten people get on the
bus and six people got off. What was the bus driver's shoe size? Usually students will say,
"How am I supposed to know?" or give you math problem. At this point ask the students
to listen closely while you retell the story. Sometimes one or two students will get the
answer after hearing the story three times. (The answer is: You are the bus driver. What is
your shoe size?)
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Colleague or superior says
Effective listening strategy
“I would like you to schedule regular
team-building sessions for the staff.”
Take notes and prepare follow-up
questions
“I am not happy about all the extra
time these meetings will require.”
Let your colleague continue to talk
“I’m sorry to interrupt you, but I
want to tell you something important
before I forget.”
Turn away from your computer and
look your colleague in the eye
Guidelines
Do
don’t
Pay attention
Turn towards the speaker
Look directly at the speaker
Lean towards the speaker
Maintain eye contact with them
while they are talking
Don’tbe distracted by your e-
mail, phone calls, or other
external signals
Don’t try to multitask and
complete other jobs while
listening
Use
nonverbal
cues
Use your own body language to
signal your interest and attention
Nod your head, smile, or make
other appropriate facial
expressions
Don’t fold your arms over your
chest or clench your hands
Don’t turn away from the
speaker
Give
feedback
Paraphrase the speaker’s ideas
Summarize what he or she says
Refer to notes to ask questions
about details
Don’t be critical or
argumentative in your feedback
Don’t be afraid to disagree, but
resist dismissing a message
because you do
Ask
questions
Clarify points or vague ideas
Demonstrate you are carefully
considering a speaker’s message
Use open-ended questions to
elicit more information
Use simple closed-ended
questions for quick clarification
Don’t ask questions in a hostile
manner
Don’t be afraid to ask “dumb”
or obvious questions
Be open-
minded
Allow the speaker to finish
thoughts
Wait to respond until a speaker is
finished talking
Don’t focus on your own
questions, problems, and goals
Don’t interrupt the speaker
Respond
Provide appropriate responses
Be candid and honest
Maintain an attitude of respect
Treat others the way you would
like to be treated
Don’t criticize the other person
Don’t belittle their point of view
5.3 Speaking Persuasively
Persuasive speaking is really one of understanding the audience’s mindset, talking in terms that
show you are broadly empathetic to their attitudes and acknowledging that their views are of
considerable value which must be fully taken into account when deciding upon an action. As we
all know
Persuasion
is communication that guides other people towards the adoption of an idea
or action. To persuade others to take action or adopt an outlook relies on your ability to make
appealing arguments instead of using pressure or coercion. Speaking persuasively and influencing
Figure 5.2: Effective listening strategies
Improving listening habits do’s and don’ts
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others does not mean deceiving them into doing something they don’t want to do. Instead, you
often persuade others to convince them about the importance of their tasks, motivate them to
perform, and request assistance and action Whether it’s locking up muggers for life or introducing
a new data processing system you will need to convince the audience that the alternatives lead
to consequences which that audience will clearly be able to see are worse for everyone including
themselves; try and let the audience work it out for themselves otherwise the audience could
become skeptical. Persuasive speaking can be achieved by all, as always, the success lies in the
preparation.
Notes
You can also increase a listener’s receptiveness by using an enthusiastic, though
soft, tone.
Essential elements of Speaking Persuasively
1.
Choose your timing:
Persuasion is an emotional form of communication that others must
be ready to receive. People who are upset, overwhelmed, or frustrated are not as open to
persuasion. When speaking to a colleague or employer, make requests when you are both
receptive and other pressing matters are not competing for attention.
2.
Start with an offer:
Salespeople frequently offer prospects refreshments, small gifts, or
free samples early in the sales process. Offering something is a powerful way to start your
communication. It sets a positive tone for the discussion and encourages the other person
to reciprocate by offering you something in return. Simple offers can also include
compliments and information.
3.
Emphasize the benefits:
Effective persuasion emphasizes benefits to your listener. The
desire for personal gain is a powerful motivator. Demonstrating how your idea, product,
or service will directly benefit the other person is more persuasive than explaining features.
However, be careful not to exaggerate the benefits. People are sensitive to overly generous
offers and often discount claims that sound too good to be true.
4.
Plan for questions and contradictions:
If you are trying to persuade others to adopt a new
point of view, consider that they might be resistant to change. Acknowledge that they see
the matter differently than you do. Expect them to ask questions and raise objections to the
arguments that you make. Try to anticipate these concerns so that you can respond to them
confidently. You can often diffuse a problem by addressing it first.
5.
Mirror the other person:
Mirroring involves mimicking the body language and gestures
of the person that you are trying to persuade. When you act similarly to the other person,
you demonstrate your empathy and sensitivity to them. Mirror their posture, hand gestures,
and head movements. However, be subtle and wait several seconds before you mirror a
behavior.
6.
Do not lie or exaggerate:
Honesty is not only a moral obligation, but a utilitarian one as
well. Your ability to be persuasive is closely related to the reputation that you have with
those you work with. People will eventually uncover your dishonesty. When they do, you
will have lost all credibility with them.
Notes
Mirroring is sometimes called the chameleon effect.
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Establish credibility:
“Other agencies have used these team-
building techniques to improve
company morale.”
Overcome objections:
“I know you are busy this week,
but the meeting could help you
work more productively.”
Make specific, reasonable request:
“Can you meet for one hour and bring
one suggestion for improving
company communications with you?”
Cite benefits:
“The meeting is designed to share
ideas about making Quest a more
satisfying place to work.”
Caselet
How to Communicate with busy people
Imagine that you need to inform a group of very busy processing clerks that on top of
their work they all have to learn a new system in which to process their data, and that
there is nothing in it for them. Imagine telling them this in a seminar and you can hear the
groans screaming out at you before you've begun to speak. It is inevitable that a workforce
with reduced morale would result in a tailing off of productivity as well as individuals
looking to move to different companies. Implementing a new system is never easy. But it
doesn't have to be like that!
Find out what will please the audience. Firstly, write down your specified objective (in
this example, how you will use the overall benefits of the new system to ensure that these
will lead to an upbeat mood in the audience by convincing them that, despite their extra
workload, this really is very good news for them). The prospect of additional work should
not be allowed to dwell in the minds of audiences; while you point out that there will be
Figure 5.3: Examples of persuasive messages
Table 5.1: Persuasion techniques do’s and don’ts
Contd...
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more work (no point trying to cover it up or dismiss it as it will emerge as a fact eventually
and failure to be honest about it will probably lead to monumental problems in the
future), it is only in terms of saying that this is a necessary prerequisite for us all to reap
the benefits which you then enthusiastically describe, especially those which impact the
audience. In addition look out for other selling points - many organisations are so poorly
run that finding things to offer the audience is usually pretty easy; for example, in this case
you may well find promising to involve the clerks in the project so that they feel they are
co-owners as opposed to enforced participants will do wonders for morale and willingness
to take on the new system. Another possibility is for the new system to automate some of
the currently manually produced reports thus reducing the workload of the clerks - this
would be introduced as part of the opening seminar speech as a great innovation even if
the automation could be carried out within the current system.
Steer the audience from their point of view to yours. The same principles would be used
if you wished to attempt to persuade a liberal minded audience that life time incarceration,
with no chance of parole, should be introduced for say muggers. Stating that anyone
should be locked up for the rest of their life with no chance of proving that they have
reformed will naturally inflame a liberal audience, but this same audience would probably
agree with you that everything possible must be done to avoid innocent people being
mugged in the street. At this point you would have the audience on your side but you
would probably lose them very quickly if you stated that part of the solution is lifetime
incarceration for offenders. However, if you emphasised that the offenders needed help
and it was your intention to campaign to improve the rehabilitation programmes within
prison, coupled with a through review process to ensure that muggers had been rehabilitated
prior to release, you would still have the audience on your side. You may well be able to
get away with saying that there is a chance that some people are beyond reform and
therefore will have to stay in prison for ever - even the most liberal person would surely
baulk at releasing a mugger who is almost certain to be looking for a victim upon release;
you may well also get away with saying that resources are scarce, that there are many
other deserving causes and that, regrettably, rehabilitation services will of necessity not
be as widely available as is desirable or necessary.
5.4 Negotiating Effectively
Negotiation is a process of exchange – a give and take between two or more parties to resolve
conflict or problem solve, and reach a mutually beneficial agreement. The foundation of a
collaborative negotiation is that the relationship and the issue(s) are both important. Your goal
is to get your needs met and preserve a cordial working relationship.
Negotiation
is a form of
communication through which two or more people with different needs and goals try to identify
a mutually acceptable solution to a problem. Negotiation is common in business, government,
legal, and personal relationships. Some people are uncomfortable negotiating with others because
it confronts conflict. However, avoiding negotiation is not recommended because your career
and personal success is influenced by how well you can negotiate with other people. When you
go into a negotiation, take a personal inventory. How do you feel about negotiation? Do you
want to get it over fast? If so, you may give in too quickly, or give away too much. Or, do you
want to win, no matter what the cost? If so, you may become adversarial and damage the
relationship
Essential Elements
1.
Claim the right to negotiate:
In business, everything is negotiable. If you are not satisfied
with the stated terms of an agreement or policy, don’t be embarrassed to ask for something
more favorable. Don’t assume that a published price or offer is a take-it-or-leave-it
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proposition. Try to identify and work with someone who can authorize the different
terms and options you want.
2.
Look for solutions acceptable to all sides:
Some people approach a negotiation thinking
that someone has to lose so that the other can win. However, you should look for a
solution that meets the objectives of all participants. This is called “win-win” negotiation
and should be your preferred approach. Thoughtfully considering your wants and needs
in relation to others’ wants and needs leads to a positive, satisfying outcome. Look for
common ground and aim for an agreement that is fair to all. Figure lists the steps for
resolving conflicts in a negotiation.
3.
Establish your goals:
Before you start to negotiate, identify what you hope to accomplish.
Clearly list your objectives and keep these in mind as you negotiate. Establish what you
will not agree to and terms that would not be acceptable. Consider the consequences of
winning or losing the particular negotiation. Defining your goals in advance helps you to
stay focused during the negotiation.
4.
Identify alternatives:
Most negotiations involve compromises by participants. In many
cases, the outcome can be more successful if you can identify alternatives that you would
accept and minor objectives that you are willing to give up or exchange. For example, if
the other person is unwilling to take customer phone calls during a busy time, they might
be willing to write letters to customers. You might be able to request a bonus payment or
extend vacation time in exchange for extra work to meet a deadline.
5.
Do your homework:
You negotiate more effectively if you do your homework first. Go
online and research the issue. Find out the average compensation and job description for
others in your position. Keep track of your concrete, verifiable contributions to your
company’s performance. Look for alternative solutions, configurations, and options. Being
well informed helps you make better decisions and be more confident with your
communication.
Listen
Identify other points
of view
Focus on the problem
Articulate common goals
Consider all solutions
Agree to a solution that
all accept
Figure 5.4: Steps for solving problems in negotiations
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Caselet
C
onsider a supervisor who needs to negotiate with a job applicant. The supervisor
might discover the job applicant is not interested in paternal leave. The job applicant
might assert "Rs. 50,000 per year is not enough; I would prefer Rs 60,000". The
supervisor could then offer "I can give you Rs 55,000, but then I will have to remove
paternal leave". The job applicant is more likely to agree with this offer compared to the
same proposition but without any reference to the paternal leave.
Individuals are sometimes willing to pay more for some product or service, such as pay
TV, if irrelevant features are excluded, such as channels they do not like. For example, they
might be willing to pay Rs 4000 per month for five channels they like, but only Rs 3000 for
the same five channels coupled with a wrestling channel they do not like.
This tendency arises because individuals often consider the extent to which a product or
service matches their idiosyncratic needs to evaluate its utility. Indeed, if individuals are
informed that most customers enjoy the wrestling channel, they feel unique in their
aversion to this sport. Hence, they feel that a package in which wrestling is excluded is
particularly consistent with their idiosyncratic needs and they will, therefore, pay more
for this option.
5.5 Managing Conflict
As we all know To be a safe and predictable person for those around you at work and at home,
it is essential that you are able to maintain your composure when you feel like your ‘buttons’ are
being pushed. This strength will help you to achieve your goals in business as well as your goals
for your personal relationships. When people work together and depend on each other to get
their jobs done, conflicts are inevitable, but not necessarily counterproductive. Disagreements
and misunderstandings are a normal part of every workplace.
Figure 5.5: Effective negotiation do’s and don’ts
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If you manage conflict, it can help to clarify goals, enhance decision making, and build teams. If
left unresolved, however, conflict can create disruptions in the workplace, reduce morale, and
affect productivity. Any conflict that poses a threat to others should be addressed immediately.
1.
Develop perspective:
Conflict develops when someone cannot achieve an objective—an
external factor such as another person or event or an internal factor such as fear blocks the
way to a goal. Before confronting a conflict directly, take time to determine the objectives
of those in conflict, and the external obstacles or internal barriers that are creating
frustration. Identify the concerns of each person and how the attitude and actions of all
participants contribute to resolving or aggravating conflict, as shown in Figure.
2.
Acknowledge the conflict:
Before you can effectively deal with interpersonal conflict, you
must understand the problem. Acknowledge the conflict using neutral, objective language.
In a meeting or conversation, listen actively and empathetically and then articulate the
problem. You might need to repeat these steps more than once.
3.
Keep communicating:
Some people deal with conflict by withdrawing. However, avoiding
a problem seldom solves it and can lead to a refusal to participate in general. Resolving
conflict involves communicating and exchanging information and ideas. Choose the timing
of your conflict-resolving conversations carefully, but don’t try to avoid an uncomfortable
discussion entirely.
4.
Avoid manipulation and intimidation:
Raising your voice, showing anger, or
manipulating someone may stop a problem temporarily, but such techniques are often
costly. In many cases, the problem resurfaces because it was not really resolved initially.
If you do engage in negative behavior, apologize as soon as possible, and then demonstrate
that you knowhow to be a constructive member of the organization.
5.
Focus on the problem, not the individual:
Most workplace conflict is caused by differences
of opinion, expectations, and misunderstandings. Stay objective and keep the problem
and personalities separate. The others who are involved will feel less threatened personally
and be more willing to communicate and find a solution. Focusing on solving the problem
can even improve relationships by showing that everyone is willing to come to an
agreement. Figure lists problem-solving techniques from mathematics and other fields,
which also apply to organizational conflict.
Aggravates
confict
Leaves conficts
unresolved
Manages confict
productively
Avoids confict
Negative
Positive
Attitude
Withdrawn
Involved
Actions
Figure 5.6: Reactions to conflict
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Divide and conquer:
Break a large, complex problem into
smaller, solvable problems (mathematics)
Brainstorming:
Encourage many solutions, withholding
criticismand evaluation until later (social sciences)
Trial and error:
Apply possible solutions until you find the
best one (physical sciences)
Analogy:
Discover how others have confronted and solved a
similar problem (history)
5.6 Participating in Meetings
A meeting involves three or more people gathering to exchange information, make decisions,
and solve problems. Meetings are a regular part of life in most organizations. Although people
sometimes joke about meetings and the time they require, you should consider those that you
attend to be serious business. Meetings are a major communication channel, a public forum
where others evaluate you, and offer opportunities to reach group decisions and build consensus.
The way that you act, present your ideas, and work with others in meetings can advance or stall
your career.
Information sharing
Report on projects, progress, company
goals
Problem solving
Work with others to evaluate and solve a
problem
Staff meeting
Periodically discuss old and new business
Training
Learn how to perform a task or procedure
Figure 5.7: Problem-solving techniques
Figure 5.8: Managing conflict do’s and don’ts
Figure 5.9: Types of meetings
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Caselet
Take charge of your meetings
If you are organizing and leading a meeting, you should focus on making sure the meeting
is productive for everyone. Following are a few suggestions for conducting a professional
meeting: Start on time: Start the meeting at the announced time, even if some participants
are running late. Don’t reinforce the idea that it’s acceptable to be late. Follow the agenda:
Distribute an agenda ahead of time, and then stick to it throughout the meeting. Keep
yourself and others on track by politely steering them back to the topics listed on the
agenda. Encourage full participation: As the meeting leader, your job is to fulfill the
objectives of the meeting—solve a problem, communicate progress, or make a decision,
for example. Focus on group dynamic—who is contributing and who is silent, for
example—and encourage everyone to participate by asking questions and acknowledging
contributions. End on time: Ending the meeting on time is just as important as starting on
time. Be sure all participants know what they are expected to do after the meeting. Distribute
notes and tasks as necessary to make sure the expectations are clear.
Task
This Independent Challenge requires an Internet connection. You are preparing for
a job search and want to enhance your skills so they are as appealing as possible to a
potential employer. Many career coaches identify the ability to plan and conduct effective
meetings as an essential job skill, one that often leads to promotions. As with other
professional skills, you can develop your meeting skills through observation, study, and
practice.
1.
Using your favorite search engine, search for tips on planning and conducting
meetings.
2.
If possible, attend meetings and observe how others conduct them.
Participating in meetings do’s and don’ts
Contd...
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3.
In a word-processing document, list at least five meeting skills you want to adopt.
Also list at least five meeting practices you want to avoid.
4.
Proofread the document carefully to fix any grammar or formatting errors. 5. Submit
the document to your instructor as requested.
5.7 Dealing with Office Politics
An we all know that The term office politics describes the interactions and relationships between
people within an organization, usually focused on who is gaining or losing power and influence.
Office politics is a regular part of the day-to-day culture of any business. When used to gain
advantage at the expense of others or the well-being of the organization, office politics should
be avoided. However, office politics can also be networking behavior that helps you fairly
promote yourself and your career. Career experts believe that becoming involved with office
politics helps you highlight your skills, draw attention to your accomplishments, and promote
your success and upward progress.
Essential Elements
1.
Learn the company culture:
Every organization develops its own way of reaching its
goals, conducting itself in the business world, and interacting with employees, customers,
and others. Carefully observe and quickly adapt to your company’s culture. Identify the
core values and objectives of the organization. Determine how people communicate and
how decisions are made. Learn about the reward structure, the types of behaviors that are
valued, as well as the taboos you should avoid.
2.
Support the company’s goals and strategic initiatives:
Identify the projects, objectives,
and initiatives that are most important to your organization, and contribute to them
constructively. Update your skills so they match the company’s needs. As your assignments
mature, look for other opportunities to grow, develop, and contribute to the company.
3.
Avoid taking sides:
People often form groups and factions within an organization, and
these alliances can become powerful entities. However, changes in leadership can quickly
shift the balance of power and organize new teams. Be careful about aligning yourself too
closely with a group of people. If your plan is to work for a company for some time, a
better strategy is to develop relationships with many people.
4.
Communicate professionally at all times:
Organizations thrive on internal communication
and information sharing. People often rely on networks of friends and colleagues to learn
what is going on within the company, identify opportunities, and anticipate threats.
However, gossip can be a destructive form of business communication. Be careful when
chatting casually around the office, as in Figure. Assume that what you say will be public
knowledge.
5.
Treat people with respect:
People have long memories when they’ve been insulted,
humiliated, or treated unfairly. Treat people professionally and with respect. Never
embarrass someone in front of other people. Show basic courtesies whenever appropriate.
People are more likely to cooperate with others who treat them well.
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5.8 Making Proper Introductions
As you network throughout your career, you will meet many new people and introduce them to
others. Making introductions correctly is a professional skill and can set you apart from others.
When done correctly, introductions make people feel more comfortable in social and business
settings. Proper introductions also encourage communication and foster good relationships.
The rule in making introductions is to speak to the most important person first.
Communicate professionally at all times
Table 5.2: Office politics do’s and don’ts
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Essential Elements
1.
Introduce others in social settings:
In social situations, follow established forms of
etiquette, even if they seem formal.
Example:
In a social setting, a man is introduced to a woman. A younger person should
be introduced to an older person. Introduce everyone to a guest of honor regardless of their
gender or age.
2.
Introduce others in business settings:
Make business introductions on the basis of rank in
the organization, not gender and age. Present the person of lesser authority to the senior
person. If appropriate, indicate the person’s title or position in the company.
Example:
If you are training a new employee named Krishna Welford and run into
Keshav Lane, say, “Keshav Lane, I’d like to present Rahul. Rahul is new in the Customer Service
Department. Rahul, this is our vice president of operations, Keshav Lane.”
3.
Introduce clients and customers:
Clients and customers are the basis of a business’
profitability, and should be considered the most important person when making
introductions. Use the client’s name first when making introductions. Follow this guideline
even if you are introducing a customer to the president of your company.
Example:
Introduce Rahul to Ravi by saying, “Rahul, I’d like for you to meet Ravi. Ravi,
this is Rahul, the owner of Oceanside Village.”
4.
Introduce one person to a group:
Occasionally, you need to introduce a single individual
to a group of people in social and business settings.
In such situations, address the single individual first and then present the group members
to them. Give the names of the group members in the order in which each person is
standing or sitting.
Introductions at a meeting
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5.
Introduce yourself:
Sometimes you need to introduce yourself to other people. This is
appropriate in social and business settings when you meet someone for the first time.
When making a self-introduction it is appropriate to extend your right hand, greet the
person, and give your name. Even at a meeting with others you know, take time to
introduce yourself to people you do not know. See Figure.
Task
You work for Global Village, an import/export company specializing in products
made from sustainable materials. On the phone and in person, you often deal with people
who do not speak English as their first language. As a team, meet to discuss the following
topics:
1.
What special challenges do nonnative speakers have in a business environment?
2.
What special challenges do members of an organization have when dealing with
nonnative speakers?
3.
How can you improve communication?
4.
What guidelines can you follow to improve intercultural communication?
(a)
Reach a consensus on the answers to these questions.
(b)
On your own, summarize the guidelines you identified.
5.9 Summary
You form and enhance relationships through communication. Taking time to make a
personal telephone call, briefly visiting colleagues at their desks when they are free, or
discussing business over lunch help to foster goodwill among colleagues and decision
makers. Business is built on friendships, connections, trust, and personal relations. Take
advantage of opportunities to connect and communicate with other people in and outside
of your organization.
Table: Introduction do’s and don’ts
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As you communicate with other people, you make yourself more visible and let others
know what you are doing and accomplishing. In particular, let your managers and other
decision makers know about your contributions to the organization. Decisions about
raises, promotions, and other opportunities are often based on information that is gathered
informally.
Active listening requires your complete attention. Turn or lean towards the speaker and
maintain eye contact while they are talking. Avoid distractions such as looking at your e-
mail or checking the time. Pay attention to the nonverbal signals that the other person is
sending. Figure outlines effective ways to listen to others within an organization.
Use your body language to signal your interest and attention to the other person. Let them
know you are paying attention by occasionally nodding your head, smiling, or making
appropriate facial expressions. Keep your arms unfolded and your hands unclenched.
Providing nonverbal feedback doesn’t necessarily mean that you agree with what the
other person says, but does let them know you are actively listening.
Persuasion is an emotional form of communication that others must be ready to receive.
People who are upset, overwhelmed, or frustrated are not as open to persuasion. When
speaking to a colleague or employer, make requests when you are both receptive and
other pressing matters are not competing for attention.
Salespeople frequently offer prospects refreshments, small gifts, or free samples early in
the sales process. Offering something is a powerful way to start your communication. It
sets a positive tone for the discussion and encourages the other person to reciprocate by
offering you something in return. Simple offers can also include compliments and
information.
Conflict develops when someone cannot achieve an objective—an external factor such as
another person or event or an internal factor such as fear blocks the way to a goal.
Before you can effectively deal with interpersonal conflict, you must understand the
problem. Acknowledge the conflict using neutral, objective language. In a meeting or
conversation, listen actively and empatheti-cally and then articulate the problem. You
might need to repeat these steps more than once.
Manage your schedule so that you arrive at meetings a few minutes early. You can then
organize your thoughts and materials, relax, and mingle with the other participants as
they arrive. Don’t disrupt a meeting by arriving late, rushing to your seat, and interrupting
the proceedings. If a late arrival is unavoidable, let someone else know in advance so that
the group does not wait for you to get started.
Office politics is a regular part of the day-to-day culture of any business. When used to
gain advantage at the expense of others or the well-being of the organization, office
politics should be avoided. However, office politics can also be networking behavior that
helps you fairly promote yourself and your career. Career experts believe that becoming
involved with office politics helps you highlight your skills, draw attention to your
accomplishments, and promote your success and upward progress.
5.10 Keywords
Conflict:
It develops when someone cannot achieve an objective—an external factor such as
another person or event or an internal factor such as fear blocks the way to a goal.
Listening:
Listening is one of the most important communication skills you can develop.
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Meeting:
A meeting involves three or more people gathering to exchange information, make
decisions, and solve problems.
Office Politics:
The term office politics describes the interactions and relationships between
people within an organizations, usually focused on who is gaining or losing power and influence.
Persuasion:
Persuasion is communication that guides other people towards the adoption of an
idea or action.
5.11 Self Assessment
Choose the appropriate answers:
1.
The purpose of informal communication within an organization is to:
(a)
Develop language skills
(c)
Inform, persuade, and promote goodwill
(b)
Document procedures
(d)
Establish permanent policy guidelines
2.
Which of the following is not an obstacle to effective information communication?
(a)
Poor communication skills
(c)
Competition
(b)
Staff meetings
(d)
Bias
3.
How can you practice active listening?
(a)
Turn toward the speaker and make eye contact
(b)
Check the time to stay on schedule
(c)
Disregard nonverbal signals to focus on the words
(d)
Stay on top of your projects by responding to e-mail
4.
What types of questions should you ask to show you are listening to a speaker’s message?
(a)
Those that clarify points or vague ideas
(b)
Open-ended questions
(c)
Closed-ended questions
(d)
All of the above
5.
What does speaking persuasively involve?
(a)
Deceiving others into taking action
(b)
Guiding others to adopt an idea
(c)
Pressuring someone to make a donation
(d)
Disregarding the flaws in your idea
6.
Why should you mirror someone when you are speaking persuasively?
(a)
To keep them from getting complacent
(b)
To solve problems
(c)
To demonstrate your empathy with them
(d)
To show them how they look
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7.
What is negotiation?
(a)
Communicating to identify a mutually
(b)
Mimicking the body language and gestures of another person
(c)
An obstacle to effective interpersonal communication acceptable solution to a
problem
(d)
Communicating to plan a meeting
8.
What should you do as you look for solutions in a negotiation?
(a)
Approach the discussion as if only one person
(b)
Discount competing points of view
(c)
Eliminate the most difficult solutions can win
(d)
Look for common ground
9.
Conflict in the workplace:
(a)
should be avoided at all costs
(c)
is a signal the business is in trouble
(b)
is a normal part of every business
(d)
creates customer relation problems
10.
What should you do to manage conflict effectively?
(a)
Keep communicating
(b)
Focus on the problem, not the person
(c)
Avoid manipulation and intimidation
(d)
All of the above
5.12 Review Questions
1.
You overhead the following comment during your first week at a new job: “Book learning
and technical know-how are not enough to advance a career.” Do you agree or disagree?
2.
Many guidelines for communication include tailoring your message for your audience.
Do you think this is a guideline you will follow as much as possible? Why or why not?
3.
Suppose you are helping to organize a meeting to solve a problem of retail theft where
you work. What types of strategies will you use to encourage productive discussion?
4.
Companies and trade organizations develop ethical guidelines or codes of conducts for
their field. For example, the Association for Computing Machinery (ACM) has a code of
conduct for computing professionals (see www.acm.org/about/code-of-ethics). Should
all professions develop similar codes? How effective do you think they are?
5.
You have been meeting with colleagues to find a way to complete an important project at
your company. After several meetings over lunch, you and the members of your team
reach a consensus during the third meeting and find a solution acceptable to everyone.
Later that day, you overhear one of the team members taking credit for the solution. What
do you do?
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Answers: Self Assessment
1.
c.
2.
b.
3.
a.
4.
d.
5.
a.
6.
c.
7.
a.
8.
d.
9.
d.
10.
d.
5.13 Further Readings
Books
Raisher,
Business Communication,
AITBS.
Vandana Khetarpal, M K Sehgal,
Business Communication
, Excel Books.
Woolcott & Unwin,
Mastering Business Communication
, Macmillan.
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Unit 6: Group Discussion
CONTENTS
Objectives
Introduction
6.1
Group Discussion
6.2
Technique of Group Discussions
6.3
Qualities Needed for Group Discussion
6.4
Strategies for Group Discussions: Do's and Don'ts
6.4.1
DO’s
6.4.2
Don'ts
6.5
Role Playing
6.6
Summary
6.7
Keywords
6.8
Self Assessment
6.9
Review Questions
6.10
Further Readings
Objectives
After studying this unit, you will be able to:
Know the meaning of group discussions
Discuss skills needed to be an effective participant in group discussions
State do's and don'ts of group discussions
Understand importance of listening in group discussions
Introduction
Group Discussion is a term that appears quite technical due to its popular usage in selection
processes for employment, admissions, etc. But on a closer look, we find that we have all
participated in GDs at least during our entire childhood. Due you remember the days when you
used to play with your friends and used to get involved in chats for a long time over a topic with
them? Or for that matter, do you remember those adulthood days, when you used to think that
you have started to know a lot and developed a habit of explaining things to your juniors? Or
may be involved yourself in a so called "argumentation" with some elder members of your
family, and made them fume over your justified "discussion"? Yes, we have all been doing
discussions. But at a professional level, the term discussion is essentially different than that of
"chat" or "talk".
Managers have to involve deliberately, indeliberately, out of job's obligation, in discussions
with seniors, juniors, same level, colleagues and many more during their entire career. That is
why the art of group discussion participation is a must to be mastered by every manager.
Gowher Ahmad Naik, Lovely Professional University
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6.1 Group Discussion
The Group Discussion is a personality test, most popular with public/private sector
undertakings, government departments, commercial firms, and other organizations, used to
screen candidates, after the written test. It is a part of oral communication.
The entire study of communication would remain incomplete if there was no analysis of the
system of group discussions (GDs). To gauge/judge the mettle of students prior to their entry
into any organization, the communication skills of each one of them are tested vis-á-vis other
equally, academically, competent candidates.
It primarily evaluates one's ability to interact in a group on a given topic. One's group behaviour
means so much for one's success as a manager or an executive, responsible for co-ordination and
organization of activities of groups of individuals. The GD evaluators, therefore, focus on group
dynamics rather than contents of the discussion.
6.2 Technique of Group Discussions
In a group discussion, a group usually consists of 8 to 10 candidates. No one is nominated as a
leader, coordinator or chairman to conduct the discussion. Normally, 20 to 30 minutes are given
as time to complete the discussion. Each candidate is addressed by name or number. The seating
is arranged in a circle or semicircle and the candidates are seated according to the numbers
allotted to them.
A Group Discussion starts without a leader. It is conducted in an atmosphere of free and equal
chance for all candidates to express their views on the topic. It is during the course of discussion
that a leader emerges gradually. A candidate, by his/her maturity, initiative, ability, clarity of
ideas and understanding of group dynamics gradually begins to direct the course of discussion
and mediate between the opposing views to evolve a comprehensive view of the whole group.
6.3 Qualities Needed for Group Discussion
Group Discussions are held with a particular purpose in mind. It may be to select a suitable
candidate for job or suitable candidate as student for admission to a particular course. In any of
these cases, the aim is to select a person owning some qualities. There are certain qualities,
which are looked for during a GD.
1.
Leadership Qualities:
(a)
Taking Initiative:
Primary among the qualities looked for is the leadership quality. In
GDs leadership qualities necessitates that the individuals have the capacity to take
initiative during the course of the interaction. This could entail adopting strategies
such as beginning the discussion, picking up the threads at a later stage, etc.
(b)
Ability to Give Direction:
It is not necessary to take the initiative if one is not familiar
with the topic. The quality which comes subsequent to it is the quality of possessing
the ability to give direction to the entire discussion. It follows naturally that the
interactant should have the power and ability to sum up all that is being said in a
manner which is conducive to the growth of the discussion. Often, it happens that
one is led astray by emotions or by an inability to comprehend the topic. This is
coupled with the feeling that one must make a perceptible contribution right at the
very beginning of the discussion in order to get noticed. In instances such as these,
if an individual is able to give some kind of direction it becomes easier to follow the
flow of the discussion. The essential attributes of a leader are, therefore, to give
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direction. An individual would be viewed as a leader with the capacity of planning
a strategy, filtering and assimilating the ideas while leading and controlling the
interactants.
(c)
Taking the Group Along:
The ability to sum up the discussion not only at the end but
also in between is a major quality of the interactant. This helps in preventing the
group from straying away from the topic. In the course of the discussion is not
important to be the first speaker, but it definitely is important to make even and
regular contributions throughout the discussion. This can only be achieved when
there is some one who is willing to take up rather tedious and monotonous task of
conjoining all the ideas and presenting them in a nutshell to the participants at
regular interviews.
(d)
Listening:
All this necessitates that the individual should possess capabilities of
listening to what the other interactants are saying. Here, once again we must
emphasise the difference between hearing and listening. Listening would only be
evident when the listener shows signs of absorbing, assimilating and then presenting
the spoken material to the rest of the participants. On the contrary, if only hearing
has taken place it indicates that the speaker has not been able to penetrate the screen
of indifference.
(e)
Goal Fulfillment:
These leadership qualities observed in the group indicate that either
the goal has been achieved or is in the process of being achieved. In other words, we
can say that the topic has been thoroughly discussed by all the participants with
appropriate input from the leader and all of them have been able to perform the
important feet of bringing into focus the main/ancillary points related to the topic.
Trying to conjoin the efforts of all the participants in a fruitful manner which would
reveal all of them to be part of a cohesive group is no mean achievement. It is
definitely a Herculean task which only a leader could perform.
2.
Knowledge of the Subject Matter:
Together with leadership qualities, the individual should
also be rather well-read about the issues under discussion. His knowledge of the subject
matter, two things need to be kept in mind – the quantitative and the qualitative aspect of
the topic. Where the former is concerned, figures and numbers should not be reeled off
merely to prove one's point or knowledge about an issue unless and until one is absolutely
confident of the same. If not in the group, then definitely among the experts there is bound
to be someone who would be aware of the details. Keeping quiet because of lack of
information or knowledge is really not as bad as trying to impress the experts by spouting
incorrect information. The quality of presentation would be an appropriate assessment of
the topic and the issues discussed.
3.
Analytical Ability:
The next in the sequence of trying to present an acceptable picture of
the self is the capacity to use one's analytical ability to the optimum. While it is relatively
simple to present data on an issue, it gives the appearance of a well thought of and
analysed presentation in the GD.
4.
Clarity of Thought:
Clarity of thought is extremely important which can be brought
about by a distillation of the essentials and abandonment of the peripherals. The move in
the discussion could be either from the core to the periphery or from the periphery to
heart of the issue. The participants should not get hooked to the peripheral issues. This
could lead to unnecessary emphasis on trivial issues. There has to be concentration in the
moves which would indicate awareness on the part of the participants regarding the
subject matter and the delineation of the topic. The shift from the general to the specific
will indicate awareness along all lines and areas pertaining to the topic are bound to
creep in.
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5.
Conviction:
Whatever is being said should be stated with conviction. It often happens that
the participants communicate their ideas in a group without really believing in them. This
is more than evident at the face level and is easy for the experts to decipher and identify.
It normally happens when the interactants harbour under the misconception that to be
heard in the group is more important than positing of concrete ideas. Here, they are
exposed because they reveal a lack of conviction at the time of making a statement.
6.
Flexibility:
Conviction while speaking goes hand in hand with flexibility in approach and
ability to appreciate the viewpoint of the other person. Often a participant makes an error
in interpreting the topic which he realises, much to his dismay, some where in the middle
of the interaction. The need then arises to rectify the mistake and proceed along correct
lines. The transition, which must be made, needs to be extremely subtle. Without really
admitting that a mistake has been made, the speaker has to accept the view point of the
other interactant and change sides to be one with those who have a more positive
understanding of the topic. To cite an example, if a glaring blunder has been pointed out
by a co-participant you need to be alert enough to realise that it is a mistake. You can start
by saying, "I understand your point of view/that's really good point…" and proceed by
substantiating the point of the co-interactant. You are new part of the group and are no
longer an alien. But this strategy should be adopted as a last resort. In the first instance,
there should be no errors made. Careful thought should be given to the topic floated,
before any kind of discourse is begun on the same. This strategy has been presented as a
rescue measure for extreme cases in which an error has been made, albeit unwittingly, and
the situation demands a rectification. If unfortunately this be the case, the participant
would not be at a loss to make suitable amends.
6.4 Strategies for Group Discussions: Do's and Don'ts
The first thing which needs to be kept in mind at the time of a GD and interview is that one
should be immaculately dressed. It is the first impression of the interactant which to a great
extent influences the interviewers. Together with this, accessories which as individual carry or
possesses are also important. They speak a language of their own which could be of great
significance in transmitting a positive impression to those monitoring the show. Besides the
dress, for the conduct during the Group Discussion, there are a number of dos and don'ts which
should be kept in mind at the time of participating in the GD.
6.4.1 DO’s
1.
KISS( Keep It Short and Simple):
The KISS principle which states – Keep It (interaction)
Short and Simple is the most important of all the strategies to be adopted in a GD. The
descriptive mode which could be used in lieu of brief statements should be avoided at all
costs. This could lead the participants into lengthy monologues merely to prove a point.
Example:
A:
The harmful effect of Mathura refinery on Taj Mahal cannot be underestimated.
Even the interior of Taj has started looking pale. While almost the whole of it has
been affected from the outside, the interior…and so on and so forth till all the
participants are led astray.
The delivery should be crisp with only one or two points being presented at a particular
time. This strategy is extremely important as it helps the other participants in retaining
the focus. If there are more than two ideas discussed at the same time the participants
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might get confused. There are even chances that the participant who is trying to make a
mark in the GD would get lost in the labyrinth of jumbled ideas and issues.
2.
Follow Principles of oral communication:
While presenting ideas, all essentials of oral
communication need to be observed. Like being polite, audible, pleasant and effective,
besides being courteous, concise and correct.
3.
Make Even Contributions:
In a GD it is important that the contributions made by the
participants should be evenly spaced. Often it is noticed that the participants are in a rush
to start speaking. In case you are not familiar with the topic you can easily shelve the idea
of trying to be the first speaker. What is important in a GD is that you should make even
contributions if you, as a participant, want to create a long -lasting impression in the
minds of the people monitoring the discussion.
4.
Make Periodical Conclusions:
It should be noted that periodical conclusions are also
important. They help in retaining focus of the group. This strategy could also be adopted
if the interactant is not familiar with the topic but still needs to be listened to and to make
a mark in the GD. This however, should be the best resort. Prior to participating in a GD
you should be rather well-versed and updated on all the current topic of national and
international concern. This also helps you to get the group into focus and prevents it from
digressing from the main topic. Here, you show leadership qualities and give the impression
on one hand, that you are a strong individual with the capacity of controlling the GD.
5.
Be Deliberate and Slow in Delivering the Points:
Every time you speak, try to be deliberate
and slow in delivering your points. If you start speaking too fast the rest of the interactants
would keep probing ideas and issues and wondering as to what is the true import of the
concepts. A number of factors come into play when there is a situation of this sort. Does
your speed of speaking fit in with the other individual's speed of listening and assimilation?
As stated in the earlier unit on listening, there is a difference in the speed of speaking and
comprehension. Rarely does it happen that there is a perfect match between the two.
6.
Adhere to Principles of Politeness:
Once you start speaking, there would be, at the same
time, many interactant who would like to have their voice heard over and above yours.
You have the floor but it may not be yours for long if, and when, others make some
"uncommunicative" attempts. You need to finish stating your own point but there are
others who would not let you complete your statement. In this kind of situation, what you
need to do is to tackle the situation in firm and decisive manner. All principles of politeness
need to be adhered to in the process. Your "please", "Excuse me, I have a point to make" and
"I still have not finished speaking" should be in place. You should abide by the basics
norms of etiquette.
7.
Substantiate your Point with examples:
Substantiating point with examples is also a very
good strategy to be observed at the time of the GD and should be adhered to in an orderly
manner. The individual should, at no cost, start by narrating an incident or cite an example
and than round it off with a point. While this could be an effective strategy in informal
interaction or discourse of any kind in GDs, one needs to observe a different code for
communication.
Example:
In a GD on "Baneful Effects of Pollution", the discourse could take the following
turn:
A:
Nature too be subjected to pollution.
The impact of smog on natural forests is evidenced
in the form of withering trees and natural deforestation. This could jolly well harm
the balance in nature.
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B:
The Taj Mahal in Agra is a perfect example of the after-effects of pollution. The
yellowing effect…
The example cited by B at the first instance seems to be a continuation or substantiation
of A's point. Had it been reversed and stated in the following manner it would have
definitely and a different and more lasting impact.
B:
Inanimate object/relics and monuments of international importance too are not
spared from the baneful effects of pollution. The Taj Mahal is a perfect example of a
monument which has been subjected to the…
6.4.2 Don'ts
1.
Don't Speak Loudly:
Inability to make oneself heard above the loud noise in the GD can
lead to virtual screaming on the part of the interactant. Not only the tone becomes loud
but even the manner of presentation becomes rather overbearing and pushy. This move
has a negative impact on the rest of the participants as well as on the people monitoring
the GD.
2.
Avoid taking a negative stance:
Coupled with this is the "don't" which normally come
into play–avoid taking a negative stance against any participant, however incompetent or
ill–informed he may appear to be.
3.
Don't Provide Opportunities for others to talk, at your own cost:
At the time of the GD
the need of the hour is to avoid being magnanimous where offering opportunities to
other interactants is concerned.
4.
Don't give the look of a Casual Approach:
There is a tendency among some participants to
convey an impression of casualness during participation in a GD. Some obvious
manifestations would be evidenced in the positioning of hands and legs during the course
of an argument. The following body postures should be avoided:
(a)
Sitting with one leg folded square on top of the other leg so
that the ankle comes to rest on the knee of the other leg. This
posture is evidenced in people with a closed personality who
likes comfort.
(b)
Crossing the legs primarily to make themselves more
comfortable in the course of the exchange. However, this needs
to be avoided. At no juncture, in a formal discussion, must the
interactant indulge in a posture of this kind.
(c)
Shaking of one's legs when listening to the other interactants is
another gesture commonly witnessed. This once again creates
a negative impression of the interactant.
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(d)
Stretching of legs in front of the self as if the entire floor
belonged to the interactant is again
a rather casual mode of
positioning of the self in the discussion.
(e)
Too much flying of the hands as if one was in the middle of
theatrical performance can be counter -productive. Excessive
hand movements while speaking denotes that hands are being
used as props to communicate and that, one lacks the ability to
use proper words or suitable expressions to get the ideas or
message across.
(f)
This does not imply that you should keep your hands tightly
locked and convey a rather stiff impression about your self to
the people monitoring the GD.
(g)
Draping the arm around the head of the chair is once again a rather casual gesture
which needs to be done away with. It indicates an intimacy of a rather personal kind
where proximity connotes familiarity. This posture should be avoided for two reasons.
One, the discussion is not of an informal nature, and two, proximity with other
participants should be minimized.
(h)
You are an individual in your own right and need to remain so with a distinct and
different personality. You must not make an attempt to submerge your personality
with that of the other individual. If you so wish to indicate that you are leader it is
all the more necessary for you to portray that you are an individual with a distinct
personality.
6.5 Role Playing
The Oxford English Dictionary defines role playing as "the changing of one's behavior to fulfill
a social role", Role playing refers to the changing of one's behavior to assume a role, either
unconsciously to fill a social role, or consciously to act out an adopted role.
Role playing is a primary technique to provide participation and involvement in the learning
process. In a training environment, role playing allows the learner to receive objective feedback
about one's performance. Role playing techniques can be used to diagnose interactive skills, to
provide models and practice, and to motivate individuals to pay more attention to their
interpersonal impact. One of its primary benefits is that it allows the learner to experience a real
life situation in a protected environment.
Role playing technique is effective in the following way:
1.
Analysing problems from various perspectives
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2.
Implementing brainstorming methodology in simulations of real cases
3.
Trying various solutions in a case scenario
4.
Developing teamwork, co-operation and creative problem solving in groups
5.
Exercising creative techniques in a risk-free environment
In Team role-playing is two or more teams actively participate. For instance, a group of 10
people and one trainer are divided into two teams of five each. One person in each group acts out
the relevant role in the scenario. The other four act as coaches providing advice to their actor. To
make team role playing more effective, a secret conflict is introduced from the beginning. Upon
completion of the role playing, there would be a discussion on the role-play.
6.6 Summary
Group Discussion is a personality test which evaluates one's ability to interact in a group
on a given topic.
In a group discussion, a group usually consists of 8 to 10 candidates.
No one is nominated as a leader, coordinator or chairman to conduct the discussion.
Normally, 20 to 30 minutes are given as time to complete the discussion on a particular
topic.
Group Discussions are held with a particular purpose in mind.
There are certain qualities, which are looked for during a GD. Primary among them are
Leadership Quality, Knowledge of the Subject matter, Analytical Ability, Clarity of
Thought, Conviction and Flexibility.
There are certain strategies: Do's and Don'ts to be followed for an Effective Group
Discussion.
The desirable things include following a polite way of discussion, giving suitable examples,
showing positive body language.
The undesirable behaviour includes sitting cross legged or with arms folded, or other
negative gestures.
There are certain techniques which can be followed to politely enter a discussion, or to
express the non acceptance of a point or to put forward a point with conviction.
Listening attentively and with patience is very essential in a Group Discussions.
6.7 Keywords
GD:
Group Discussion
KISS:
Keep It Short and Simple
6.8 Self Assessment
Fill in the blanks:
1.
The first quality that is looked for in a group discussion is ..................... quality.
2.
Clarity of ..................... is important for a participant.
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3.
Each candidate is addressed by ..................... or ..................... in a group discussion.
4.
...................................... is the most important principal of all the strategies to be adopted in
a GD.
5.
...................................... is a very good strategy to be observed at the time of Group Discussion.
6.
...................................... is not a debate in which you either oppose or support the topic.
6.9 Review Questions
1.
How does a candidate become a leader of the discussion in a group?
2.
What traits of candidates are evaluated by the panelists of a group discussion? Elaborate
your answer with examples.
3.
Comment on the importance of body language for being successful at a Group Discussion.
4.
Write a short note on Role playing.
Answers: Self Assessment
1.
Leadership
2.
Thought
3.
name, number.
4.
Keep It Short and Simple (KISS)
5.
Substantiality point with examples
6.
Group Discussion
6.10 Further Readings
Books
Raisher,
Business Communication,
Aitbs.
Vandana Khetarpal, M K Sehgal,
Business Communication
, Excel Books.
Woolcott & Unwin,
Mastering Business Communication
, Macmillan.
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Unit 7: Reading Skills
CONTENTS
Objectives
Introduction
7.1
What is Reading?
7.2
Reading Objectives
7.2.1
Reading for literary experience
7.2.2
Reading for information
7.2.3
Reading to perform a task
7.3
Components of Reading Skills
7.3.1
Comprehension
7.3.2
Reading Efficiency
7.3.3
Retention
7.4
Factors Affecting Reading Skills
7.5
Techniques for Improving Reading Skills
7.6
Guidelines for Effective Reading
7.7
Reading Model – PSQ5R Model
7.7
Executive Reading
7.8
Techniques for Improving Retention
7.9
Summary
7.10
Keywords
7.11
Review Questions
7.12
Further Readings
Objectives
After studying this unit, you will be able to:
Explain the components of reading skills and the factors affecting reading skills.
Discuss techniques to improve reading skills.
Understand guidelines for effective reading.
Discuss PSQ5R reading model.
Explain how to improve retention power.
Gowher Ahmad Naik, Lovely Professional University
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Introduction
In business communication, it is essential for the business executives in mastering the various
skills of communication. There are four communication skills—writing, speaking, reading and
listening. Each skill has its own significance, however, for complete efficiency one is required to
be efficient in all. Each one of us spends a lot of time on reading. We began our day by reading
the newspapers. During the day, we read our e-mails, letters and other books and magazines.
We also read banners and advertisements on the boards. The success of any business organization
depends upon the ability of its executives to read and understand the material given in office
manuals, newspapers, magazines, books, journals, letters, reports, business reports, etc., quickly
and adequately.
7.1 What is Reading?
Reading is a dynamic process in which the reader interacts with the text to construct meaning.
Inherent in constructing meaning is the reader’s ability to activate prior knowledge, use reading
strategies and adapt to the reading situation.
This definition of reading as a dynamic, interactive process means that, a good reader is no
longer defined as one who demonstrates mastery of a series of isolated skills, but rather as a
person who can apply reading strategies independently and flexibly. Valid reading assessments
therefore evaluate students’ ability to apply their knowledge, skills and strategies to reading
situations that are representative of those they encounter in their daily lives.
7.2 Reading Objectives
Readers think and use text differently depending on the types of text and their purpose for
reading. Three purposes for reading can be described as follows:
7.2.1 Reading for Literary Experience
1.
It involves reading novels, short stories, poems, plays and essays.
2.
It requires exploration of the human condition and the interplay among events, emotions
and possibilities.
3.
It requires knowing what and how an author might write in a specific genre and forming
expectations of how the text will be organized.
4.
It involves looking for how the author explores or uncovers experiences.
5.
It requires engaging in vicarious experiences through the text.
7.2.2 Reading for Information
1.
It involves reading articles in magazines and newspapers, chapters in textbooks, entries of
business, encyclopedias and catalogs, entire books on particular topics.
2.
It requires awareness of the features found in this type of prose such as charts, footnotes,
diagrams, subheadings and tables.
3.
It requires obtaining general information (e.g., scanning a magazine article or obtaining
information for a research project).
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7.2.3 Reading to Perform a Task
1.
It involves reading documents such as bus or train schedules, directions for games,
classroom and laboratory procedures, tax or insurance forms, recipes, voter registration
materials, maps, referenda, consumer warranties and office memos.
2.
It requires understanding of the purposes and structure of documents, which guide the
selection, understanding and application of information.
3.
It requires applying, not simply understanding the information.
7.3 Components of Reading Skills
The key components of reading skills are reading speed, comprehension, efficiency and retention.
Each of these components needs to be understood and mastered to enhance the reading skills.
Reading Speed
It is the speed at which one can read words. It is calculated at the rate of words per minute.
Reading speed is calculated by using the following simple formula:
Word a Minute (W.A.M.) = Total number of words read × 60/Number of seconds actually taken
to read such material.
Example:
a paragraph contains 120 words and was read carefully in 90 seconds, the
reading speed will be 80 words per minute (120 × 60/90). Another person who reads the same
paragraph rapidly and completes the reading in 15 seconds has the reading speed of 480 words
per minute (120 × 60/15).
On the basis of reading speed, we may classify various kinds of reading into four categories.
They are as follows:
1.
Careful reading:
It is the slowest kind of reading. In this kind of reading, the speed varies
between 50 to 350 words per minute. This reading is popularly used for analysis, problem
solving, proofreading and accuracy checking. The material read is retained in the memory
for a longer period.
2.
Rapid reading:
It is simple kind of reading where the speed will range from 300 to 600
words per minute. When the conceptual burden of the material read on the reader is light
or when the retention of material for a longer period is not required, rapid reading
process is followed.
3.
Skimming:
In this kind of reading, the eyes of the reader go through all the material but
usually by skipping the details. When this kind of reading is practiced by a reader, he can
read the material at rates as high as 1,500 words per minute. It is done to grasp main ideas
and to review previously read material. Usually, executives skim newspapers, journals
and magazines due to busy schedules and shortage of time.
4.
Scanning:
It is the fastest kind of reading where the reading speed may reach up to 3,000
words per minute. Scanning the material is being done for a finite and highly specific
purpose. In this, the purpose of reading is basically to search for particular information.
A person proficient in scanning will see little or nothing other than the information,
which he (or she) is seeking.
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Notes
Types of Reading on the Basis of Speed
Types of Reading
Nature of Reading
Reading Speed
Careful reading
Complex reading
50 to 350 words a minute
Rapid reading
Simple reading
300 to 600 words a minute
Skimming
Main idea reading
Up to 1500 words a minute
Scanning
Search for specific facts reading
Up to 3000 words a minute
7.3.1 Comprehension
It is the understanding of the read material. There is more or less an inverse relationship
between reading speed and understanding of material. If the reading speed is slower,
comprehension rate will be higher. However, this may not be true always. A reader may
improve his reading speed, without compromising his ability to understand and comprehend.
It is also often observed that good and speedy readers have good comprehension ability and
poor readers have poor comprehension ability. Comprehension of a person can be tested in two
ways, i.e., immediate recall and immediate inference.
7.3.2 Reading Efficiency
It combines reading speed and reading comprehension. Jacobs suggested the following formula
to calculate reading efficiency score (Res):
Res = Reading speed × Comprehension
Example:
If the reader with the reading speed of 80 words per minute understands and
comprehends 80% of the material read, reading efficiency score will be 64. For another reader,
having the reading speed of 480 words per minute, if the comprehension rate is 60 percent, the
reading efficiency score will be 288.
7.3.3 Retention
It refers to the ability to recall the read material after a lapse of time. It can also be termed as
memory power. It is one of the essential skills, which needs to be improved by a reader. Some
people are good readers but their retention power is poor, that is, they are unable to learn and
recall the read material.
Task
The Lady with the Emerald Ring
Read the given story check your reading speed.
A man's wife became deathly ill the night before Christmas in 1798, he called for the
doctor but by the time the doctor had arrived his wife had died, or so it seemed. Her
husband was so grief stricken that he shut himself up on his own and didn't attend the
funeral the following day. The servants of the house carried the rich woman's body to the
Vicar who in a drunken stupor held the ceremony quickly. The veil was drawn across her
face, the stone lid lowered and the iron grille locked.
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When later that night the Clergy man fell to sleep he remembered the beautiful emerald
ring the woman had been laid with on her finger. Wanting riches for himself and figuring
no one would find out he went downstairs unlocked the lid open it and tried to pry off the
ring, it wouldn't budge. He ran to his lab and brought back a file to cut off her finger with.
He severed her finger and pulled the ring off, as he left he turned around to pick up the
iron lid, and screamed at the top of his lungs, dropped the ring and ran, the woman had
awakened and was moaning and holding her severed finger towards him with a smile
displayed evenly across her face.
He ran with all his might upstairs where he hung himself from the rafters of his home. If
only he knew that the woman had only to thank him for she had not died after all but had
gone into a coma and the cutting of her finger restored her circulation waking her from it.
Wearing nothing but her fine silk dress she walked back to the home and knocked on the
door and rang the bell to no avail. The servants had all gone to sleep for it was late
Christmas eve. She felt an urge and lifted a heavy stone, threw it at her husband's window,
and waited. He came to the window with a sorrowful look on his face, and suddenly to her
surprise he yelled, "Go away. Why must you torture me so. Don't you know my wife has
just died. Let me mourn and do not bother me again."
With this he shut the window. He must not have realized it was his wife who had thrown
the rock at him. She repeated this and he opened the window again, and she yelled to him,
"I am no one but your so called dead wife. Now come down here and open this door,
Henry Page, unless you'd like me to die a second time on our doorstep."
"You are a ghost then," he said to her.
She said, "No, for ghost's don't bleed. Now come down here before I catch my own death
of cold."
The man with a joyous look on his face came down to meet his wife and took her inside
where he called the doctor once more and told him the news. They both lived long lives
and there first son was born the next year.
7.4 Factors Affecting Reading Skills
There are various factors which affect reading speed; Comprehension ability and overall reading
efficiency of a person vary from person to person. Though the list of these factors maybe very
exhaustive, some of the factors are listed below:
1.
Educational background:
A well-educated person may have a higher reading efficiency
than one who is a literate.
2.
Physical capability:
Sometimes, some physical defect in some persons may hinder their
efficiency to read and comprehend.
3.
Mental capability:
People have different mental capabilities. While some are born
intellectuals, others acquire intelligence through their efforts. A higher mental capability
will definitely lead to a better reading efficiency and retention.
4.
Interest:
If the reader finds reading material interesting, he will definitely read it faster,
understand it and retain it for a longer time. On the other hand, if the reading material is
boring or not of interest to the reader, his efficiency will be hindered accordingly.
5.
Practice:
Reading speed is a by-product of practice and time spent on reading. Avid readers
enhance their reading skills by stepping up their reading. It is rightly said, “Practice
makes a man perfect.”
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7.5 Techniques for Improving Reading Skills
Reading efficiency depends upon the reading speed and comprehension level of the individual.
In order to increase the reading efficiency, both speed and comprehension need to be improved.
Reading is the receiving act and executives spend more than 20% of their time on reading. When
we improve our reading speed, our comprehension does not suffer. Tests show that we retain
about 70% of the material which we read at the speed of 200 words a minute. A few techniques
for increasing speed, comprehension and reading efficiency are briefly narrated above:
Active Reading
Reading should be done as an active process, by involving the mind along with the body. If a
person reads passively, his comprehension will be the lowest. This passive effort to read the
material will waste the time and energy of the reader, who has to read for a longer time to
comprehend the material.
Selection of Appropriate Reading Type
Whether a material needs to be read carefully, normally, skimmed or scanned – this decision
should be made before reading the material. If one has to read an office order carefully, the
person will have to first scan the material, unless he wants the effort wasted. Similarly, if a
reader reads carefully a 200-page journal when skimming would have served the purpose very
well, he has ended up losing time in the process.
Setting Realistic Time Schedules
Time is a valuable resource and for reading, time schedules have to be decided well in advance.
If a reader sets a conservative time schedule for reading material, he will not be able to achieve
his target. On the other hand, if the reader keeps more than the required time, there will be
wastage of time, as the reader does not require the allotted time schedule.
Concentration on Content and Speed
If a reader concentrates fully on contents and speed, his reading efficiency will improve. For
concentration, the mind has to ignore all other things and surroundings. Physical environment
like seating place, fans, light etc., should be conducive for better concentration.
Keep Eyes Moving
Reading is a visual and mental process. A few observations about movement of eyes are as
follows:
1.
Eyes make a point fixation which encompasses a number of words for the duration of
about one fourth of a second.
2.
From left to right reading, the fixation is a focus just to the left of the symbols to be read.
3.
After each fixation, the reader jumps forward to another fixation.
4.
The matter is transferred from the eyes to the brain during jumps.
5.
Reinforcing acts like regression can actually improve reading performance. Regressions
are movements in which the eyes move rapidly back from one point to a fixation to the
left of it.
6.
The wider the span of symbols in fixations, the shorter will be the duration of the fixation’s
jump and return.
7.
Unnecessary regressions and breaks are to be avoided in eye movement. If a particular
word or phrase is not clear, subsequent material will be read for clarification. Even then,
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if the material is not clear, the movement should be broken and a dictionary will be
referred to.
8.
If one reads the material at a slower pace, the need for extensive reading and regression
will be eliminated. Hence, it is advisable to read slowly for greater reading efficiency.
Quick and Silent Reading
It is not true that the best comprehension will be at the lowest speed. Hence, quick reading will
not reduce the comprehension and reading efficiency. Silent reading will be faster than oral
reading speed. In case of oral reading, the throat, muscles, tongue and lips work and movement
of the reader consume more time. When the matter is read silently, the reader forgets about
pronunciations, movements and the use of vocal sounds.
Preview and Review of Material
Preview is the act of taking a prior view of the work and review means to take a look after the
work is over. Both preview and review help in increasing reading efficiency. If one’s reading
requires comprehension and retention of relatively difficult material, one should preview it
through scanning or skimming before initiating careful reading. This will facilitate the reader
for better understanding and reading efficiency. In the same way, review of careful reading
material helps the reader to reinforce learning and get back to key points that were hazy earlier.
Read in Logical Block or Words
If a reader gets greater opportunity to read the material which is divided in logical phrases, he
can read efficiently. In such materials, the reader gets the advantage of seeing several words in
one eye span of fixation. If the reading material contains a series of unrelated words divided by
commas, the reading efficiency will be lower. For better reading efficiency, reading material is
to be read in logical blocks of words.
Read Just enough to Capture Thoughts
For reading efficiency, the reader should practice skipping letters, syllables and words.
A concerted effort is to be made by the reader to read those passages where knowingly some
letters, syllables and words have been removed. This will improve his ability to fill in the
logical gaps.
Improvement of Capability to Understand Symbols
Reading includes seeing symbols, transferring them to the brain and giving meaning to the
received symbols. A few important points in this regard are as follows:
1.
The meaning of symbol may vary in different contexts.
2.
For viewing symbols, previous related experiences may be used for understanding the
meaning.
3.
For expanding the ability to understand symbols, more extensive reading is required.
4.
Other kinds of communication skills, like listening, speaking, writing and observing may
also be used to improve the capability to establish meanings.
5.
Word lists, glossaries of terms and dictionaries are also used as aids to learning.
Underline and Take Notes Randomly
Exercise use of pencils for underlining and taking continuous notes disturbs the momentum of
the reading process. The mind should fully be used in comprehending directly from the pages of
a book. Skeleton summary notes and underlining should be done simply to minimize regression
and post-review of reading. It is also advised that pen or pencil should not be kept in the hand
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but it should be left on the table while reading. Although it is possible that different persons
may have different opinions regarding this.
Control on Personal and Environmental Factors
Personal physical conditions like general state of health and conditions of the eye influence the
speed, comprehension and reading efficiency. Psychological obstacles like concentration also
affect the ability to read. For best reading, the following external conditions are to be maintained:
1.
Proper lighting
2.
Good seating (chairs, tables or desks)
3.
Ventilation
4.
Temperature
5.
Lighting
6.
Reading aids like pencil, pen, paperweight, and dictionary.
Task
The Mystery of the Mice Tower
Read this story by using techniques discusses above.
In the December 1932 issue of "The Scouter" (U.K.), the Chief Scout, Lord Baden-Powell,
varied from his usual Scouting message to write the following ghost story. In the United
Kingdom, ghost stories are very much a tradition at Christmas, hence such well-known
ghostly tales as Dickens "A Christmas Carol". Meant to be read aloud, by flickering firelight,
to the accompaniment of roasting chestnuts and steaming mugs of cocoa, you might like
to incorporate this tradition into your own Christmas meeting with, perhaps, your boys
bringing along their own favourite ghostly yarns to read aloud in the shadowy semi-
darkness.
Regarding our Scouts Camping Ground at Kandersteg in Switzerland, many Scouts have
been there, and many more will go there, to all of whom the Mice Tower in the Camp
Ground will be known. Since this is our Christmas Number, I venture to give a story of the
Mice Tower in place of my usual homily on Scouting.
I was trying to make out the meaning of the words 'Gott behuete dieses Hus und all da
Gehen in und us', which were carved upon the beam above me, in the living-room in the
timber-built house of the cure in Kippel. I had, in the course of a hike through Switzerland,
wandered into the Loetschen Valley, a quaint backwater of civilisation which, until the
railway tunnel pierced the surrounding mountains, had been cut off from the rest of the
world except for a pass of 10,000 feet which was impassable for five months of the year. So
the inhabitants were themselves quaint and original in their ways and customs.
When I came into the agglomeration of ancient brown wooden houses which, with
wonderful picturesqueness and awful smells, constituted the village, I was surprised to
find no one about; the whole place seemed deserted. At last I hit on an aged priest coming
out of the church, and in reply to my question where were the inhabitants, he pointed to
a notice pinned on what proved to be the mayor's house. This directed the families named
in the margin, one and all, to go this week haymaking on the high meadows on the
mountain. The various people concerned were not mentioned by name but, as the custom
was, were indicated by their family totem signs. The old priest proved himself an interesting
Contd...
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informant on this and many other points connected with the life and history of the valley.
Finally he kindly asked me into his house to have a cup of coffee.
When, in the course of our talk, I told him I had just come from the neighbouring valley of
Kandersteg, he grew quite excited and told me he had only recently unearthed among the
old church records a very interesting document relating to Kandersteg. It purported to be
the statement of a dying man as taken down by a priest of that time, in the year 1638.
The place had derived its name from an unwelcome swarm of mice which infested it. So
much was this the case that a haunch of beef which had been left in the tower one night was
found next morning to have been entirely consumed by the mice. This suggested to the
blood-thirsty tyrant the fiendish idea of hanging a victim in an extreme case in such a way
that, when spread-eagled, one foot should remain on the ground. He argued that the mice
would then attack the victim and gradually devour him from the foot upwards until death
released him from his sufferings.
Another painful form of execution devised by Count Rollo was that of hanging his victim
head downwards from a window in the tower until he died, and this punishment he had
meted out on May 14th, 1631, to Johann Kostler. Young Albert Kostler, driven to fury by
the death of his father, gathered together a number of young men of the valley, and they
planned together to rid the community of this monster.
Unfortunately for them their plot was discovered before it was ripe, and Albert was
waylaid by Rollo's myrmidons and carried off to the Mice Tower. It was after nightfall
when he was brought in and Count Rollo was at supper with his companions. He joyously
gave the word for the young man to be hanged forthwith head downwards from the
window. Quickly the victim's feet were tied together with the end of a rope, which ran up
over the end of a beam projecting out from the window, and he was slung out into the
darkness to die a lingering death, while Rollo and his friends kept up a noisy carousal
immediately above him.
For a few moments he hung like this while his executioners returned to their feast, and
then with a sudden plunge he fell heavily to the ground. The rope had been partially
gnawed through by the mice. Fortunately at that point the ground was covered by a thick
growth of heath. For a few moments he lay practically stunned, but he was not materially
hurt and, on coming to, he realised this, and having unfastened his bonds he made his way
cautiously in the darkness out of the camp and into the rocky cliffs close by.
By good fortune he came across a small cave, into which he crept. He found that it receded
a good way into the mountain-side, and he followed it up, crawling on his hands and
knees, until he felt himself secure from pursuit. Here he lay down to rest by a small runnel
of fresh water. Some time later--it may have been several hours--he was alarmed to hear
voices of men evidently searching for him. This caused him to explore even deeper into
the recesses of the mountain, till he found himself out of reach of any sounds. Haunted,
however, by the fear of re-capture, he continued to creep on and explore farther into the
tunnel-like cave, in the hope that he might find another exit.
How long he struggled on he never knew; in the total darkness it might have been hours,
it might and probably was days and nights. In the end, starving, weak and utterly worn
out, when he had given up all hope, and had resigned himself to dying in peace rather than
at the hands of torturers, he suddenly saw a faint gleam of light. Dragging himself onwards,
he eventually emerged into what he afterwards discovered was the Loetschen Valley.
Here he was found, and succoured by friendly hands, and he finally made it his home.
Contd...
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Probably from fear that any report of his being still alive might leak out to the Kander
Valley, he never confided to a soul his identity nor his story, until eventually, on his
deathbed, he confessed it to the priest. He now lies in the third grave on the left as you
enter the narrow churchyard overhanging the river valley at Kippel.
He asked me whether I had during my stay in the Kander Valley noticed, near the entrance
to the tunnel, a small square tower. This, he said, was referred to in the document as "The
Mice Tower". Certainly I had seen it, but had not paid it much attention on account of its
insignificant appearance. But, muttering the old Swiss proverb "Little pigs nevertheless
make good pork," he tottered off to the church to search the muniment chest for the paper.
Meanwhile I waited, sipping my coffee and pondering on the inscription on the beam--
"God protect this house and all who go in and out."
Presently he returned with the document and, deciphering with some difficulty the crabbed
characters on the timeworn paper, he read to me the following grim story. I give merely
the substance of it, omitting the lengthy if picturesque detail.
A note by the father-confessor explained it was the dying confession of a man who had
come mysteriously to Kippel some years previously, and had established himself there as
a recluse, living in a small hut high up on the mountain side. Being now about to meet his
Maker, and no longer fearing the vengeance of man, he confessed that he was the only
surviving son of Johann Kostler, a former well-to-do farmer in the valley of the Kander.
(His chalet is still to be seen in Kandersteg today.)
While this man, Albert Kostler, was yet a young man, the notorious Count Rollo, known
as "Rollo the Roisterer," was tyrant of the valley. The Count lived in the old castle of
Tellesberg perched high upon a solitary crag commanding the valley. From this fastness
with his band of armed retainers he exacted from the inhabitants all that he wanted from
time to time in the shape of food or money or cattle, etc. When his demands were not met
with the promptitude desired, he inflicted imprisonment or torture or even death on the
wretched peasant; so that the whole valley was terrorised.
The scene of these cruelties was usually the Mice Tower at the head of the valley, where his
victims went through a form of mock trial before being condemned to the punishment
which he amused himself in devising. The upper room of this tower was also the scene of
wild orgies and carousals on the part of himself and his boon companions.
Count Rollo had some iron staples let into the outer wall of the Mice Tower, to which his
victim was triced up by the wrist and ankles in a spread-eagle position, and exposed naked
for hours to the blazing sun in the summer and to the freezing wind in the winter. (These
staples can still be seen on the walls of this harmless-looking building.)
My host, having read the confession to me, went on to say that tradition maintains that
Count Rollo the Roisterer, after a life of cruelty and debaucheries, came to a bad end--as
bad men do.
The story went that he was investigating the Blausee, or Blue Lake, which lies below his
castle, when a sudden rise of the water from melting snow in the mountains forced him to
try to cross the lake on a fallen tree. In doing so he slipped and his foot became entangled
and held, as by a vice, among the branches. The water, rising gradually higher and higher,
submerged him inch by inch; and though his screams attracted his followers they were
unable to do anything to save him before he was finally submerged and drowned. My
friend had not himself been to the Blausee, but he maintained that on particularly clear
days Rollo's skeleton can still be seen among the trees at the bottom of that wonderful
blue lake.
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He also added that it is widely believed that between the hours of twelve and one in the
morning, on September 13
th
every year, his ghost may be seen gliding round the Mice
Tower, wringing his hands in an agony of remorse--or it may not.
Note:
The probability is that Count Rollo's Ghost will NOT be seen because there never
was a Swiss proverb that "Little pigs nevertheless make good pork," nor was there an
Albert Kostler, nor even a Count Rollow the Roisterer, though there IS the Mice Tower
and the Blausee! So, I'm sorry, but the whole yarn is a fake. B.-P.
7.6 Guidelines for Effective Reading
Every executive spends a substantial portion of his time in reading. For effective reading, the
executives have to keep the following guidelines in mind:
1.
Define Purpose:
The objective of reading should be very specific. The reader should be
clear by defining the purpose for which the matter is being read. At the same time, the
objectives for which the material is being prepared must also be seen. Careful
comprehension of an individual’s sense purpose will enhance the quality of his reading.
2.
Clarity about Environment:
Every reader has to understand clearly the environment in
which he has to operate in. Careful understanding of internal as well as external
environment will facilitate the reader to improve his efficiency.
3.
Identify Reading Channel:
The channel carries the message and thus influences the
communication interaction. Books, letters, memoranda, reports, forms, newspapers and
magazines are different reading channels. The reader has to identify the most effective
reading channels, if he has the alternatives. It is pertinent to note that reading channels
having permanent records of messages which need to be referred to.
4.
Control Interference:
For effective reading, the reader should control all potential and
actual interference of people and the environment. This includes the sources of noise,
disturbance, physical setting, etc. If a reader cannot control these interferences, he cannot
comprehend the material effectively.
5.
Getting the Reading of Words and non-verbal Symbols:
All messages are created by
words and non-verbal symbols. Reading and comprehension skills can be enhanced by
carefully assigning meanings to words and non-verbal symbols.
6.
Evaluate Critically:
A reader should keep a critical eye on the reading material. Without
critical evaluation, the reader cannot carry on reading effectively. After evaluation, the
reader shall be able to decide whether he needs to skim, scan or carefully read the material.
7.7 Reading Model – PSQ5R Model
PSQ5R is a model that stands for the basic steps in learning from reading in an efficient manner.
The P stands for Purpose, the S for Survey, the for Question, the 5R for Read selectively, Recite,
Reduce-record, Reflect, and Review.
Purpose
Why are you reading this article or chapter, and what do you want to get out of it? When you
have accomplished your purpose, stop reading.
Example:
Your purpose in seeking a number in the telephone book is specific and clear,
and once you find the number, you stop ‘reading’. Such ‘reading’ is very rapid indeed, perhaps
100,000 words a minute! Perhaps it should be called by its proper name,
“scanning”,
but when it
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suits your purpose, it is fast and efficient. This principle, of first establishing your purpose,
whether to get the focus or theme, or main ideas, or main facts or figures, or evidence, arguments
and examples, or relations, or methods, can prompt you to use a reading method that gets what
you want in the minimum time.
Styles of Reading
There are three styles of reading which we use in different situations:
Scanning:
for a specific focus
The technique you use when you're looking up a name in the phone book: you move your eye
quickly over the page to find particular words or phrases that are relevant to the task you're
doing.
It's useful to scan parts of texts to see if they're going to be useful to you:
1.
The introduction or preface of a book
2.
The first or last paragraphs of chapters
3.
The concluding chapter of a book.
Skimming:
for getting the gist of something
The technique you use when you're going through a newspaper or magazine: you read quickly
to get the main points, and skip over the detail. It's useful to skim:
1.
To preview a passage before you read it in detail
2.
To refresh your understand of a passage after you've read it in detail.
Use skimming when you're trying to decide if a book in the library or book shop is right for
you.
Detailed Reading:
for extracting information accurately
Where you read every word, and work to learn from the text.
In this careful reading, you may find it helpful to skim first, to get a general idea, but then go
back to read in detail. Use a dictionary to make sure you understand all the words used.
Survey-Skim
Glance over the main features of the piece, that is, the title, the headings, the lead and summary,
paragraphs, to get an overview of the piece, to find out what ideas, problems and questions that
are being discussed. In doing this, you should find the focus of the piece, that is, the central
theme or subject, what it is all about; and perhaps the perspective, that is, the approach or
manner in which the author treats the theme. This survey should be carried out in not more than
a minute or two.
Notes
Compose questions that you aim to answer:
1.
What do I already know about this topic? – in other words, activate prior knowledge.
2.
Turn the first heading into a question; to which you will be seeking the answer
when you read.
Example:
“What were ‘the effects of the Hundred Years’ War’?” – And you might
add “on democracy, or on the economy”? Or “What is ‘the impact of unions on wages’?”
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Read Selectively
Read to find the answers to your question. By reading the first sentence of each paragraph you
may well get the answers. Sometimes the text will ‘list’ the answers by saying “The first point.
... Secondly ....” and so on. And in some cases, you may have to read each paragraph carefully just
to understand the next one, and to find the focus or main idea buried in it. In general, look for the
ideas, information, evidence, etc., that will meet your purpose.
Recite
Without looking at the book, recite the answers to the question, using your own words as much
as possible. If you cannot do it reasonably well, look over that section again.
Reduce-Record
Make a brief outline of the question and your answers. The answers should be in key words or
phrases, not long sentences.
Example:
“
Effects of 100 Yrs’ War? – consolidate.” Or, “Unions on Wages? – Uncertain,
maybe 10-15%”.
Reflect
Recent work in cognitive psychology indicates that comprehension and retention are increased
when you ‘elaborate’ new information. This is to reflect on it, to turn it this way and that, to
compare and make categories, to relate one part with another, to connect it with your other
knowledge and personal experience, and in general to organize and reorganize it. This may be
done in your mind’s eye, and sometimes on paper. Sometimes you will at this point elaborate
the outline of step 6, and perhaps reorganize it into a standard outline, a hierarchy, a table, a
flow diagram, a map, or even a ‘doodle’. Then you go through the same process, steps 3 to 7, with
the next section, and so on.
Review
Survey your ‘reduced’ notes of the paper or chapter to see them as a whole. This may suggest
some kind of overall organization that pulls it all together. Then recite, using the questions or
other cues as starters or stimuli for recall. This latter kind of recitation can be carried out in a few
minutes, and should be done every week or two with important material.
7.7 Executive Reading
The executives in an organization have to read a variety of things, ranging from letters,
applications, proposals, reports, annual budgets, reference books, bills, vouchers, financial
statements, project reports and so on. They spend a major time on these activities, so to be
efficient in their work; they would need to devise a strategy which will allow them to spend
appropriate time on each of these reading materials, depending upon the priority assigned to
them.
An approximate framework for executives is given below, though the actual strategy may differ
as per the situation and importance of the material.
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Notes
Suggested Framework of Executive Readings
S.No.
Reading Matter
How to Read
Abbreviations
1.
Routine letter, leave application, normal
representations, routine reports, block
selections
A
A.
Skim and skip
judiciously
2.
Reading for speeches
B
B.
Read aloud and
practice
3.
Reading for report writing to clients
C
C.
Read, pick and
rearrange around them,
then take notes
4.
Catalogues, price-lists, circulars, annual
reports, association activities, market
conditions, bills and vouchers
D
D.
Skip and read related
portion carefully
5.
Instructions of consequence
B
E.
Read, mark, learn and
digest
6.
Relaxation and pleasure
F
F.
Fast reading
G.
Take notes
7.
Calculations and formulae
K
H.
Criticize
8.
General knowledge and awareness
FIGO
I.
Summarize and discuss
9.
Textbook and treatise
EGI
J.
Workout
10.
Report and revisions
HK
K.
Look for key points and
key ideas
11.
Literature on alternative
L
L.
Compare with previous
knowledge
12.
Literature on entirely new products,
machine, equipment or process
HIKL
M.
Prior preparations
13.
Statutory matters
EHK
N.
Note highlights
14.
Negotiations
EGHJ
O.
Discuss with others
after reading
7.8 Techniques for Improving Retention
Memory is the store house of our experiences and learning. It is true that all the learning cannot
be stored forever, though some experiences and teachings remain forever in our memory. The
following steps will improve the practical ability to retain information:
Using Memory Aids
Acronyms and abbreviations can be used as effective devices for improving retention. For
example, the four P’s of marketing refer to product, price, place and promotion and SWOT in
strategic management refers to strengths, weaknesses, opportunities and threats. The seven C’s
of good business letter-writing are: clarity, courtesy, completeness, correctness, concreteness
and coherence.
Deciding Priorities of Retention
The
human mind has the capability to retain vast amount of information. At the same time, it is
difficult to recall information from various layers of access. Hence, the closer to the surface that
information lies, the earlier it is to recall the same. For this, the reader should decide his
priorities of retention. Instead of retaining irrelevant information in his mind, he should store
and concentrate only on priority areas.
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Thinking
If the reader wants to retain reading material, he must think about it. If one applies the mind
with regard to significance of reading material, its relationship with one’s knowledge, utility
for future reference etc., will automatically contribute to his retention. Linking the read material
with some personal experiences and persons, helps retain the same.
Reinforcing
Reinforcement means to concretize in the mind, what has been read and learnt. This improves
retention ability. A few tips for reinforcement are as follows:
1.
Brief notes should be prepared and periodical reviews of such notes should be done.
2.
After reading, the speaker should speak to someone and explain in his own words, what
he has learnt.
3.
For improving the quality of repetitive input, the materials read should be supplemented
by audio-visuals, lectures, discussions, etc.
4.
The read information should be related with other material and should not be considered
as an end only.
Ensuring Determination
It is rightly said, “Where there is a will there is a way.” A final set of procedures for retention
involves the commitment to retain knowledge. While reading, an individual may get a lot of
information; but he will keep only that piece of information, which he intends to retain. If an
individual does not have the will to retain, retention is impossible.
Case Study
Skeleton Lady
T
his story begins not too long ago and not far away. Just to the north of here there is
a country where it is Winter for 7 long moths of the year. Now this particular
Winter had gone on much longer than usual and the people were beginning to run
out of food and firewood. Inside one small house right out in the barren snowlands an old
lady was beginning to get anxious. (Now you have to put on old lady and old man voices,
get anxious and rub your hands a lot as if cold). "Oh, my husband I am so cold and hungry.
Look at me my hands are blue! I am going to die I am sure of it."
"Don't worry my darling, Winter will be over soon, we will have food again" But the old
lady looked very ill and continued to get anxious. Eventually the old man agreed, "Very
well my darling I will go and search for food. But before I go you must promise me one
thing. You must not use the last two logs we have for the fire, we will need them to cook
the food on when I return"
"Okay, okay I agree just go, please find food"
With that the old man went out in search of food.
Time passed and the old man did not return, the fire was beginning to get lower and
lower.
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"Where is he. I'm hungry! I'm freezing! I am sure I will die" (rub hands a lot) Then the old
lady had an idea. "If I put just one of the logs on the fire he will be back soon and then we
will still have one to cook the food with. Yes, yes that's what I'll do."
The old lady picked up one log and placed it on the fire. (Act this out, as you place log on
fire make whooshing sound). "Oh that's much better, I'm so warm, he'll be back with food
soon". (Smile a lot).
The old lady forgot how hungry she was as she sat close to the warm fire. But more time
passed and still her husband did not return. It was beginning to get dusk outside and again
the fire was getting lower and lower.
"Where is he? He must have found food and eaten it. I am going to be left here to freeze!"
(Lots of rubbing and groaning)
Then the old lady had another idea.
"He must be back soon. If I put the last log on the fire it will be hot and ready to cook on
when he returns". With that the old lady put the last log on the fire. (Make whooshing
sound and cries of happiness)
But more time passed and the old man was not back. The last log began to burn lower and
lower until all that was left was a tiny flicker. (Complain a lot and move in close to
imaginary fire).
The old lady got closer and closer to the fire. Then suddenly "Ouch" she burnt herself on it
and began to bleed. She placed the finger in her mouth to lick it (make this action)
"MMMMh this tastes good." Then the old lady began to chew (make chewing action up
hand). "Mmmm so good." And chew, up her arm, and around her body (act all this out - lots
of chewing and mmhhing noises) until all that was left was a skeleton.
"Mmhh that was so good, I feel much better but I'm still hungry." Just at that moment she
heard a rustling outside and the door opened. In came her husband with 2 rabbits in his
hand (mime this).
"Look my wife I found foooo-----"
The old lady ran towards him and grabbed the rabbits (mime this). Mmmh these are good.
MMhh MMhh (mine chewing rabbits) My husband I've just realized how meaty you are.
Come here I want to eat you. I want Meat!"
With that the old man burst out the door and ran into the frozen wastelands as fast as he
could. Behind him the old lady was running. "I want meat, I'm going to eat you." Luckily
the old man could run fast and began to escape his wife. He ran further and further into the
snow. In the distance was the sound of the old lady.
"I want meat. I'm going to eat you!" (Each time you do this grab the arm of a member of the
audience and fake chew it - you should be on your feet all the time now and miming the
running actions.)
Suddenly the old man came to the edge of a huge gorge that went as far as he could see that
way (look) and as far as he could see that way (look). There was no way across and coming
closer was the sound of the old lady.
"I want meat. I'm going to eat you" (attack audience again)
Then the old man noticed a small wooden cottage. He ran to it and banged on the door.
The door opened on a chain and a woman could be seen inside. "Yes. How can I help you."
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"It's my wife. She's gone crazy she's going to eat me" (act very panicked) "Very well I will
help you but first you must bring me a bucket of water." "What, she's going to eat me and
you want water?"
"Yes"
"Okay, okay"
The old man searched around and found a bucket to get some water from the well. He took
it to the woman who pulled out a ladle from her pocket and dipped it into the water.
(Mime all this out).
"AAhh yes. Very good. Now I will help you"
In the distance the sound of the skeleton lady was very close "I want meat. I'm going to eat
you!" (Attack audience)
The woman stood on the edge of the gorge and stamped her feet into the ground. Then she
reached out and stretched (say this word long and slowly as you stretch out) to the other
side and grabbed onto a tree. "Now you may cross."
The old man walked carefully across the lady's back (mime this) and reached the other
side. Then the woman let go and PING went right back to the other side. She returned to
her house.
Just then the skeleton lady arrived at the gorge. "I will get you my husband. I will eat you.
I want Meat!"
She banged on the door of the house. "Yes. Can I help you?"
"You are too skinny to eat. You will help me cross the gorge."
"Very well I will help you but first you must bring me a drink of water."
"Help me now or I'll eat you anyway."
"Okay, Okay."
With that the woman stood on the side of the gorge and stamped her feet into the ground.
She stretched across and grabbed onto the tree. The old woman began to run across.
"I want meat. I will eat you."
When she was halfway across the woman let go and PING went back to the start.
" I want meaaaaaaaaaaaaaaaaaaaa......" (fade off and then crash to ground) CRASH
The skeleton lady fell to ground and shattered to a million pieces.
(Say next part of story very slowly and quietly)
Now I said that I said that this happened not too long ago and not too far away. It is said
that there is a little bit of magic in each piece of the skeleton lady's bone and that one day
they will join together and come in search of ....."MEAT" (jump and attack audience then
end"
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Task
Following is the matter related to management games:
Management Games
Management games are becoming corporate India’s hottest learning laboratory from
indoor recreation to outdoor sports, from case studies to competitive bargaining, from
role enactment to puzzles. They are sweeping corporate corridors, turning moribund
management mindsets upside down, supplanting orthodoxy to strategic blasphemies and
preaching the gospel of creativity over conservatism. Some of the games and their benefits
are as follows:
1.
Business games
-
Boost teamwork
2.
Case studies
-
Break mental blocks
3.
Creative brainstorming
-
Encourage exploration
4.
Energizers
-
Develop leadership
5.
Ice breakers
-
Encourage exploration
6.
Micro lab
-
Facilitate innovations
7.
Role plays
-
Help plan strategically
8.
Simulations
-
Primes for change
9.
Structured experiences
-
Sharpen skills
10.
Unstructured experiences
-
Aid holistic thinking
7.9 Summary
Reading is one of the four communication skills; the other three being writing, speaking
and listening.
The components of reading skills are reading speed, comprehension, efficiency and
retention.
Reading speed is defined in terms of words read per minute.
Comprehension is the ability to understand anything after it is read. It is important to
have good ability to comprehend along with quick reading.
Reading efficiency is calculated by multiplying reading speed with comprehension ability.
Various factors like educational background, interest, environment, physical and mental
capability, etc., affect the reading efficiency of a person.
Techniques for improving reading efficiency include active reading, improving
concentration, preview and review of the read material, selection of style of reading,
overcoming obstacles and interferences, etc.
Retention capability allows you to memorize and recall the read material. This can be
improved by relating the material being read with some experience or persons, by narrating
the read out things to others, continuous reinforcement and determination.
For effective reading, one must define the purpose of reading, allot time schedule, choose
suitable style of reading and control interference.
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Executives have to spend a lot of time on reading various documents like, letters,
applications, reports, budgets and e-mails. They should make a framework as per the
priority of the document and choose a proper style of reading, so as to minimize wastage
of time.
7.10 Keywords
Careful Reading:
It is the slowest kind of reading. In this kind of reading, the speed varies
between 50 to 350 words per minute.
Rapid Reading:
It is simple kind of reading where the speed will range from 300 to 600 words
per minute.
Scanning:
It is the fastest kind of reading where the reading speed may reach up to 3,000 words
per minute.
Skimming:
In this kind of reading, the eyes of the reader go through all the material but usually
by skipping the details.
7.11 Review Questions
1.
What is reading? Discuss briefly the components of reading skills.
2.
Discuss the reading objectives and factors affecting reading skills.
3.
What is reading efficiency? How will you improve reading efficiency?
4.
What is retention? How will you improve retention of reading material?
5.
Write a brief note on guidelines for effective reading.
6.
Discuss the reading model-PSQ5R.
7.
Explain the concept of listening. Discuss various types of listening.
8.
Discuss the interrelationship between personal characteristics and listening skills.
9.
How will you prepare effective notes while listening?
10.
Explain the process of listening. How can we distinguish a good listener from a bad one?
11.
What is effective listening? Briefly state the barriers to listening.
12.
Write an explanatory note on telephonic skills.
13.
“Eye contact is an important listening skill”. Do you agree with the statement? Give
reasons for your answer.
14.
Write short notes on the following:
(a)
Executive reading
(b)
Distinguish between good listener and bad listener.
(c)
Effective listening
(d)
Difficult callers.
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7.12 Further Readings
Books
Bovee, Thill, Schatzman,
Business Communication Today
, 7th Edition, Pearson
Education.
Herta A Murphy, Herbet Writing Hildebrandt, Jane P Thomas,
Effective Business
Communication
, 7th Edition, Mcgraw Hill.
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Unit 8: Comprehension
CONTENTS
Objectives
Introduction
8.1
Reading Strategies
8.2
Reading Comprehension and Personality Predicates
8.3
Reading Comprehension
8.4
Comprehending Passages: Wants, Hints and Clues
8.5
How to do Reading Comprehension
8.6
Summary
8.7
Keywords
8.8
Self Assessment
8.9
Review Questions
8.10
Further Readings
Objectives
After studying this unit, you will be able to:
Explain better while reading.
Read a text confidently for answering various questions.
Anticipate the writer’s message in the text.
Introduction
In the previous unit you learnt about tenses in active in passive voice. In this unit you will learn
how to do a “Reading comprehension”. It can be defined as the level of understanding of a
passage or text. It is also the ability with which you recognize the words quickly. You will be
able to read proficiently only if you are able to comprehend what you are reading. If you find
the words difficult to recognize it will interfere with your ability to understand what is written.
Comprehension strategy ideally should be taught at all the levels of reading development.
8.1 Reading Strategies
When we start with comprehension, we should determine the purpose of the passage. It is
important that we be flexible and determined about how to read a passage by its difficulty level
and purpose. There are many reading speeds; we must pace ourselves according to what suits us
best.
It is important to set a realistic time limit. We must try and read as much as possible from as
diverse sources as possible.
Before reading, think about the topic and ask yourself if you already know something about it,
also ask yourself the following questions:
1.
What kind of text am I reading? (Informative, entertaining etc.)
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2.
Is there any information that I learnt from it?
3.
What’s interesting in it?
As you are reading you can also make a list of all difficult words, look for their meanings in the
dictionary and try to remember them. You can judge yourself by quizzing yourself on the main
points like the main idea or the characters of the story, the information that you learnt from it
etc. It is always better to jot down your thoughts which would actually help you in remembering
the facts or the main points.
Reading the questions first also helps in identifying the answers quickly. It also gives you an
idea as to what you should be focussing on while reading the text.
Inculcate Reading:
Some students are naturally inclined towards reading. Students who’re not
much into reading need to be slowly nudged into it. Learning about your taste would help you
select books. Fairy tales, non-fiction, travelogues, fantasy, mystery, thrillers, or comics – it can
be anything!
Reading is an ongoing learning process. Over time, readers consciously or unconsciously move
from one level of reading to the next. Their thought-process and depth of understanding improve
with each good book they read. They also subconsciously begin picking up new words and use
them in everyday communication. It goes without saying that their confidence with the language
also increases.
8.2 Reading Comprehension and Personality Predicates
“Brevity is the soul of wit”
—William Shakespeare in ‘Hamlet’
Communication is linked to personality, and comprehension in reading is different for different
types of personalities Communication, therefore, is dependent on the ability to absorb learning
from reading. Capacity of individual memory is an independent variable, and is highly
personality specific. Symmetrically organizing the mosaic of thoughts while examining the
specific factors in the various methods of cognition leads to as clarity of understanding.
Reading comprehension skills vary with different personality types. It is a skill pivotal to any
kind of business activity, because policy decisions are based on what is comprehended from
reading letters and literatures. Today’s environment of cut-throat competition needs quick
comprehension and the ability to act thereon.
Those students who can rapidly comprehend and understand articles can digest ideas faster than
others. In order to become a good research fellow or research assistant in one of the 100 best
B-schools in the world, one has to read and comprehend a minimum of ten articles of international
repute steadily, to present before the professor before one can be rated as an ideal student.
If we carefully examine the subject area, we learn that comprehension is a two-fold process.
Incidentally, it requires the understanding of what is presented and reproduced, all of which is
comprehended from reading. Comprehension skill, therefore, plays a vital role in practical life
and it can be developed through diligent effort, like any other skill.
8.3 Reading Comprehension
Comprehension involves rapid reading, quick understanding and precise reproduction.
According to Edward Fry, it is observed that there are three reading speeds ‘study reading
speed’, ‘average reading speed’ and ‘skimming speed’.
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Notes
According to Edward Fry, the three reading speeds are study reading speed, reading and
skimming speed. Grading of each of them is given below:
Speed
Poor Reader
Good Reader
(a)
Study Reading
90-125 WPM2
80 to 90% comprehension
200-300 wpm
80 to 90 comprehension
(b)
Average
reading
150-180 wpm
70% comprehension
250-500 wpm
70% comprehension
800 + WPM
(c)
Skimming
Cannot Skim
50% Comprehension
The ‘study reading speed’ is used for reading material that deals with difficult arguments, ideas
and notions, etc. This kind of reading aims at almost total comprehension and retention of what
has been read. A good study reader can read 200 to 300 words per minute. Similarly, the ‘average
reading speed’ is the speed used for reading newspapers, magazines, novels, etc. Here, the
emphasis in this kind of reading is on following the writer’s line of thought. A good average
reading speed is 250 words per minute. And finally we recognize that ‘Skimming is the fastest
reading speed’. A good reader is one who, keeping his purpose in mind can quickly attain the
required speed.
In fact, it is never too late to improve one’s speed of reading. And it is a fallacy that ‘when
reading speed increases, comprehension suffers’. Therefore, to improve speed, one must try to
cultivate the habit of looking at larger groups of words and of moving ahead faster. The wider
one’s ‘eyes span’, the greater will be his or her speed to comprehend. The other habit which
slows down reading speed is the practice of pointing at the words with pencil, pen or finger and
going back to words which have already been read.
Words have Nature, Like Human Character
Words have their own distinctive character, just like people.
Words are arbitrary symbols of
things, ideas, thoughts, actions, feelings, etc. They eventually serve as a medium to convey the
message often by the use of words that do not literally convey the same meaning. In other
words, words can carry different connotations depending on the context, emphasis, etc. If one
can manage to concentrate on the message, one will be able to read faster.
8.4 Comprehending Passages: Wants, Hints and Clues
Clues are important to trail and nab thieves, and hints are important to comprehending a
passage. Communication is always done with symbols and signs, and hints come in that bracket,
too. There are techniques to scan passages optimally, and the following ‘hints’ may help every
professional and student alike, when it comes to better comprehension:
1.
Read the passage to get its general meaning, and then pause for a while to recollect and
determine what the writer is trying to say. Go through the passage once more and note
down the main points.
2.
You may come across words whose meaning you do not know. Try to make a guess; very
often, the context will help you to arrive at the meaning.
3.
Then read all the questions attentively and look for answers. The answer should be based
on what is stated, implied, or merely suggested in the passage.
4.
Be precise in answering the questions. As far as possible your answer should be in your
own words, and should be in complete sentences.
5.
Check carefully the grammar, spelling and punctuation of what you write.
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Going forward from the aforesaid understanding, we see that reading comprehension requires
an ability to understand the meaning of what is put forth, as well as the competence to re-state
the meaning clearly. We learn that the meaning of a sentence is not the sum total of the meanings
of the individual words that constitute it. Therefore, to understand a passage fully, one should
know the nature of the words, as well as the function of the ‘inter sentence and inter paragraph
links’. This ability can be acquired through intensive and disciplined practice.
Passages for Comprehension
Education has always had two objects
on the one hand, to give skill; and on the other, to impart a vaguer thing which we may
call wisdom. The role of skill has become very much larger than it used to be and is
increasingly threatening to oust the role of wisdom. At the same time it must be admitted
that wisdom in our world is useless except for those who realize the great part played by
skills, for it is increase of skill that is the distinctive feature of your world.
Although scientific skill is necessary, it is by no means sufficient. A dictatorship of men of
science would very soon become horrible. Skill without wisdom may prove to be purely
destructive. For this reason, if for no other, it is of great importance that those who receive
a scientific education should not be merely scientific, but should have some understanding
of that kind of wisdom which, if it can be imparted at all, can only be imparted by the
cultural side of education. Science enables us to know the means to any chosen end, but it
does not help us to decide upon what ends should be pursued. If you wish to exterminate
the human race, it will show you how to do it. If you wish to make the human race so
numerous that all are on the very verge of starvation, it will show you how to do that. If
you wish to secure adequate prosperity for the whole human race, science will tell you
what you must do. But it will not tell you whether one of these ends is more desirable than
another. Nor will it give you that instinctive understanding of human beings that is
necessary if your measures are not to arouse fierce opposition which only ferocious tyranny
can quell. It cannot teach you patience, it cannot teach you sympathy, it cannot teach you
a sense of human dignity. These things, in so far as they can be taught in formal education,
are most likely to emerge from the learning of history and great literature.
(By Bertrand Russell From:
Fact and Fiction,
1960)
Questions
1.
What are the two objects of education?
2.
Why is it necessary to study history and great literature?
3.
Bring out the distinction between ‘knowledge’ and ‘wisdom’?
I am always amazed when I hear people say that sport creates goodwill between the
nations, and that if only the common people of the world could meet one another at
football or cricket, they would have no inclination to meet on the battlefield.
Nearly all the sports practised nowadays are competitive. You play to win, and the game
has little meaning unless you do your utmost to win… Anyone who has played even in a
school football match knows this. At the international level sport is frankly mimic warfare.
But the significant thing is not the behaviour of the players but the attitude of the spectators,
of the nations who work themselves into furies over these absurd contests, and seriously
believe-at any rate for sort periods-that running, jumping and kicking a ball are tests of
national virtue.
Contd...
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As soon as strong feelings of rivalry are aroused, the notion of playing the game according
to the rules always vanishes. People want to see one side on top and the other side
humiliated, and they forget that victory gained through cheating or through the
intervention of the crowd is meaningless. Even when the spectators don’t intervene
physically they try to influence the game by cheering their own side and ‘rattling’ opposing
players with boos and insults. Serious sport has nothing to do with fair play. It is bound up
with hatred, jealousy,
boastfulness, disregard
of all rules and sadistic pleasure in witnessing
violence: in other words, it is war minus the shooting.
Instead of babbling about the clean, healthy rivalry of the football field and the great part
played by the Olympic Games in bringing the nations together, it is more useful to
inquire how and why the modem cult of sport arose. Most of the games we now play, are
of ancient origin, but sport does not seem to have been taken very seriously between
Roman times and the nineteenth century. The games were built up into a heavily-financed,
activity, capable of attracting vast crowds and rousing savage passions, and the infection
spread from country to country. It is the most violently combative sports, football and
boxing, that have spread the widest. There cannot be much doubt that the whole thing is
bound up with the rise of nationalism-that is, with the lunatic modem habits of identifying
oneself with large power units and seeing everything in terms of competitive prestige.
Also, organised games are more likely to flourish in urban communities where the average
human being lives a sedentary or at least a confined life, and does not get much opportunity
for creative labour. In a rustic community a boy or young man works off a good deal of his
surplus energy by walking, swimming, climbing trees, riding horses, and by various
sports involving cruelty to animals, such as fishing, cock-fighting and ferreting for rats. In
a big town one must indulge in group activities if one wants an outlet for one’s physical
strength or for one’s sadistic impulses.
(By George Orwell From:
The Collected Essays, 1970)
Questions
1.
What do you mean by:
(a)
Mimic warfare
(b)
Savage passion
(c)
A confined life
2.
In which way is international level sport mimic warfare?
3.
Cite reasons as to why do organized James flourish in urban communities.
4.
Bring out the merits and demerits of international level sport.
Nicola Iacocca, my father, arrived in this country in 1902 at the age of twelve-poor, alone,
and scared. He used to say the only thing he was sure of when he got here was that the
world was round. And that was only because another Italian boy named Christopher
Columbus had preceded him by 410 years, almost to the day.
As the boat sailed into New York Harbor, my father looked out and saw the Statue of
Liberty, that great symbol of hope for millions of immigrants. On his second crossing,
when he saw the statue again, .he was a new American citizen with only his mother, his
young wife, and hope by his side. For Nicola and Antoinette, America was the land of
freedom—the freedom to become anything you wanted to be, if you wanted it bad enough
and were willing to work for it.
Contd...
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Notes
This was the single lesson my father gave to his family. I hope I have done as well with my
own.
When J was growing up in Allentown, Pennsylvania, our family was so close it sometimes
felt as if we were one person with four parts.
My parents always made my sister, Delma, and me feel important and special. Nothing
was too much work or too much trouble. My father might have been busy with a dozen
other things but he always had time for us. My mother went out of her way to cook the
foods we loved-just to make us happy. To this day, whenever I come to visit, she still
makes my two favorites-chicken soup with little veal meatballs, and ravioli stuffed with
ricotta cheese. Of all the world’s great Neopolitan cooks, she has to be one of the best.
(From the book ‘IACOCCA’ an autobiography by Lee Iacocca with William Novak)
Questions
1.
What was the single lesson that the writer’s father gave to his family?
2.
What does the writer say about his childhood memories?
You and I half belong to the servile races. I am sure you know that. I am sure you half
accept that. That is why you have lived as you have lived. The Tamils selling roses in
Berlin belong wholly to the servile races. That idea would have been impressed on them
in all kinds of ways. And that British idea about the servile and the martial races of India
is utterly wrong. The British East India Company army in the north of India was a Hindu
army of the upper castes. This was the army that pushed the boundaries of the British
Empire almost to Afghanistan. But after the great Mutiny of 1857 that Hindu army was
degraded. Further military opportunities’ were denied them. So the warriors who had
won the empire became servile in British propaganda, and the frontier people they had
conquered just before the Mutiny became the martial ones. It is how imperialisms work.
It is what happens to captive people. And since in India we have no idea of history we
quickly forget our past and always believe what we are told. As for the Tamils in the
south, they became dirt in the new British dispensation. They were dark and unwarlike,
good only for labour. They were shipped off as serfs to the plantations in Malaya and
Ceylon and elsewhere.
(From the book ‘Magic Seeds’ by V.S. Naipaul)
Questions
1.
Describe how imperialism works?
2.
According to the writer to which race does the Tamils belong to?
It was, however, a disturbed sleep, and sometime in the middle of it, I fell to thinking why
the human race, the best of all of God’s creations, has been so deeply divided by violence.
I imagined a conversation between five people who together symbolize the finest attributes
of the human mind and whom I admire deeply. Through their conversation, I sought an
answer. In this experience, much more intense and vivid than a dream, though for want of
a better word I shall term it that, I saw myself in a desert with miles of sand all around.
There was a full moon and the desert was bathed in its light. Five men – Mahatma Gandhi,
Albert Einstein, Emperor Asoka, Abraham Lincoln and Caliph Omar – stood in a circle,
their clothes ruffled by the wind.
Contd...
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I felt myself dwarfed standing next to the majestic Emperor Asoka. Asoka led two lives,
one as a ruthless conqueror and the other as a compassionate ruler. The man I stood beside
was the one who had just returned from conquest. But victory had been obtained at heavy
cost: the battle of Kalinga claimed the lives of at least 300,000 people and an equal number
were wounded. I saw everyone looking at Asoka who fell on his knees and removed his
armour and crown. His face was pale, reflecting the death surrounding him. He looked at
the sky.
(From the book ‘Ignited Minds’ by APJ Abdul Kalam)
Questions
1.
Who are the five people whom the writer accepts as the symbol of the finest attributes?
2.
How does the writer feel standing next to Emperor Asoka?
I wrote my first software program when I was thirteen years old. It was for playing tic-tac-
toe. The computer I used was huge and cumbersome and slow and absolutely compelling.
Cutting a bunch of teenagers loose on a computer was the idea of the Mothers’ Club at
Lakeside School in Seattle. The mothers decided that the proceeds from a big rummage
sale should go to installing a terminal and buying computer time for the students. Letting
students at a computer was a pretty progressive idea in the late 1960s—and a decision I’ll
always be grateful for.
The computer terminal didn’t have a screen. To play, we typed in our moves on a typewriter-
style keyboard and then sat around until the results came chug-chugging out of a loud
printing device. We’d rush over to take a look and see who’d won or decide on a next
move. A game of tic-tac-toe that would take thirty seconds with a pencil and paper might
eat up most of a lunch period. But who cared? There was just something neat about the
machine.
I realized later that part of the appeal must have been that here was an enormous, expensive,
grown-up machine and we, the kids, could control it. We were too young to drive or do
any of the other things adults could have fun at, but we could give this big machine orders
and it would always obey.
Computers are great because when you’re working with them you get immediate results:
You know right away whether your program works. It’s feedback you don’t get from
many other kinds of activity. The feedback from simple programs is particularly
unambiguous. To this day it thrills me to know that if I can get the program right it will
always work perfectly, every time, just the way I told it to. Experiencing this thrill was the
beginning of my fascination with software.
(From the book ‘The Road Ahead ’by Bill Gates with Nathan Myhrvold and Peter Rinearson)
Questions
1.
At the age did the writer his first software programme? What was it meant for?
2.
Describe how the writer used to play with the computer in those days?
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Some weeks ago I receive a brochure from a Japanese travel agency inviting me to “enjoy
sport amid fantastic beauty.” The eye-catching headline advertised “golf, tennis, archery,
bicycling, sailing-the sport of your choice” in an “ideal vacation spot,” the heart of Ise-
Shima National Park, famous for its intricate shoreline and its production of cultured
pearls.
Having once worked as a tour guide, I knew how exhausting an all-day trip from Tokyo
to the Shima Peninsula can be; but the pamphlet intrigued me.
The schedule was strenuous. The bus was to leave Tokyo at 9 a.m. on Saturday, arriving at
the vacation hotel at 5 p.m. after a journey of more than 200 miles. The next morning, there
would be time for the sports the pamphlet touted. Then, at 2:30 p.m., the bus would leave
for Tokyo, arriving at 10:30 p.m. Sunday night.
It looked to me as if the time available for enjoying the beauties of nature described in the
brochure—“majestic green ridges linking mountain to mountain, “Clear cobalt-blue skies,”
“the azure sea,” and “picturesque small bays dotted with pearl rafts”—was likely to be
rather short. My pocket calculator confirmed that nearly 43 per cent of the excursion
period would be spent riding in the bus. Sleeping, eating, bathing, dressing, and so on,
which one can (and will) do at home anyway, would take up another 40 per cent. That
would leave 6½ hours, or a mere 17 per cent, for the sports which were supposed to be the
object of the trip. The cost quoted was $125, which would work out to approximately
$19.25 per hour of sport. If it was tennis I had in mind, I would clearly do a lot better to take
a half-hour drive out to some public tennis club in a Tokyo suburb pay a fee of $12, and
enjoy myself there for the day.
What the travel agency was selling, of course, was a package consisting of a number of
different elements, including “atmosphere,” integrated into a whole. Customers normally
pay their $125 for the package without trying to identify precisely how much they are
paying for each element and whether it is all ‘really worth the cost. To do this, one has to
probe into what is actually being offered, disentangling the various components of the
package and understanding how each element contributes to the whole.
(From the book ‘The mind of the strategist
(the art of Japanese business) by Kenichi Ohmae, TMH’)
Questions
1.
What was the writer’s profession earlier? What was the brochure all about?
2.
What calculations the writer did about the tour?
8.5 How to do Reading Comprehension
Let us take an example to understand how to do an RC.
Taken from Oliver Twist, 1838, by Charles
Dickens
The evening arrived:
the boys took their places; the master in his cook’s uniform stationed
himself at the copper; his pauper assistants ranged themselves behind him; the gruel was served
out, and a long grace was said over the short commons. The gruel disappeared; the boys whispered
each other and winked at Oliver, while his next neighbours nudged him. Child as he was, he was
desperate with hunger and reckless with misery. He rose from the table, and advancing, basin
and spoon in hand, to the master, said, some what alarmed at his own temerity—
“Please, sir, I want some more.”
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The master was a fat, healthy man, but he turned very pale. He gazed in stupefied astonishment
on the small rebel for some seconds, and then clung for support to the copper. The assistants
were paralysed with wonder, and the boys with fear.
“What!” said the master at length, in a faint voice.
“Please, sir,” replied Oliver, “I want some more.”
The master aimed a blow at Oliver’s head with the ladle, pinioned him in his arms, and shrieked
aloud for the beadle.
Task
Read Oscar Wilde’s HAPPY PRINCE and try to do its RC.
8.6 Summary
In this unit you have learnt that it is important to read the text in such a manner that we
understand what we are reading.
Also this must be done at the fastest possible speed.
This speed will differ on the difficulty level of the passage and also the familiarity of the
reader with the subject of the text.
You have also learnt the reading strategies to be kept in mind while going through a text.
8.7 Keywords
Comprehension:
It is the capacity to accurately understand the ideas and facts of any written
material.
Realistic:
Actual or real
Taste:
Likings
Thought Process:
The process in which we use our mind to think something very carefully.
Travelogue:
A film, video, or piece of writing, or a lecture accompanied by pictures, video or
film, about travel, especially to interesting or remote places, or about one person’s travels.
8.8 Self Assessment
Fill in the blanks:
1.
Reading the questions first also helps in............ the answers quickly.
2.
Reading is an ongoing .......................process.
3.
Overtime, readers consciously or .................................... move from one level of reading to
the next.
4.
The also subconciously begin ................................. new words and use them in everyday
communication.
5.
...................................... is the capacity to accurately understand the ideas and facts of any
written material.
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8.9 Review Questions
1.
Do the Reading Comprehension of the text given.
Attitude to Life
“I “We can alter my life by altering the attitude of our mind. The greatest revolution of our
generation is the discovery that human beings, by changing the inner attitudes of their
minds, can change the outer aspects of their lives.” - William James
The Carpenter!
An elderly carpenter was ready to retire. He told his employer-contractor of his plans to
leave the house-building business and live a more leisurely life with his wife enjoying his
extended family. He would miss the paycheck, but he needed to retire. They could get by.
The contractor was sorry to see his good worker go and asked if he could build just one
more house as a personal favor. The carpenter said yes, but in time it was easy to see that
his heart was not in his work. He resorted to shoddy workmanship and used inferior
materials. It was an unfortunate way to end a dedicated career.
When the carpenter finished his work, the employer came to inspect the house. He handed
the front-door key to the carpenter. “This is your house”, he said, “my gift to you.” The
carpenter was shocked!! What a shame!! If he had only known he was building his
own house, he would have done it all so differently.
So it is with us. We build our lives, a day at a time, often putting less than our best into the
building. Then with a shock, we realize we have to live in the house we have built. If we
could do it over, we’d do it much differently. But we cannot go back.
You are the carpenter. Each day you hammer a nail, place a board or erect a wall. “Life is
a do-it-yourself project” someone has said. Your attitudes and the choices you make
today, build the “house” you live in tomorrow. Build it wisely!!
2.
What is the main idea of this passage?
3.
What do you understand by Comprehension? Illustrate.
4.
What are the techniques involved in Comprehension of passages? Elucidate.
Answers: Self Assessment
1.
Identifying
2.
Learning
3.
unconsciously
4.
picking up
5.
comprehension
8.10 Further Readings
Online links
charlesdickenspage.com/twist_more.html
http://www.atthewell.com/lasthouse/
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Unit 9: Basic Grammar
CONTENTS
Objectives
Introduction
9.1
Subject Verb Agreement
9.2
Articles
9.3
Countable and Uncountable Nouns
9.3.1
Countable Nouns
9.3.2
Uncountable Nouns
9.3.3
Nouns used as Countable as well as Uncountable
9.4
Writing Names with and without "the"
9.5
Concepts of Vocabulary Building
9.6
Summary
9.7
Keywords
9.8
Self Assessment
9.9
Review Questions
9.10
Further Readings
Objectives
After studying this unit, you will be able to:
Understand the concept of subject verb agreement
Know about articles
Discuss countable and uncountable nouns
Explain the rules for writing names with and without "the"
Explain the concepts of vocabulary building
Learn Simple rules for pronunciation and intonation
Introduction
To learn any language, it is utmost important for the readers to know about its grammar.
Because managers have to communicate most often in English, it becomes all the more important
for them to know the rules to frame their language correctly. Poor writing skills are rampant
among most of the professionals who have been either from non-english medium schools or
who have not practiced writing professionally.
Jayatee Bhattacharya, Lovely Professional University
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But when you become a manager, you have to guarantee grammatically correct English. For this
we have to have full knowledge of the rules of subject-verb agreement, articles and nouns
(especially countable and uncountable). Also, we need to have good vocabulary.
While attending meetings and conferences, discussions and debates, interviews and seminars
and all such formal/informal occasions in business, we need to have good vocabulary also.
9.1 Subject Verb Agreement
The verb used in the sentence should always be in agreement with the form of subject of the
sentence.
Basic Rule
The basic rule states that a singular subject takes a singular verb, while a plural subject takes a
plural verb.
Notes
1.
The trick is in knowing whether the subject is singular or plural.
2.
The next trick is recognizing a singular or plural verb.
3.
Verbs do not form their plurals by adding an s as nouns do.
In order to determine which verb is singular and which one is plural, think of which verb you
would use with he or she and which verb you would use with they.
Example:
talks
(singular),
talk (plural)
We say, "He talks." Therefore, talks is singular.
We say, "They talk." Therefore, talk is plural.
Rule 1:
Two singular subjects connected by
or
or
nor
require a singular verb.
Example:
My aunt or my uncle is arriving by train today.
Rule 2:
Two singular subjects connected by either/or or neither/nor require a singular verb as
in Rule 1.
Example:
1.
Neither John nor Kiran is available.
2.
Either Kiran or Rahul is helping today with stage decorations.
Rule 3:
When I is one of the two subjects connected by either/or or neither/nor, put it second and
follow it with the singular verb am.
Example:
Neither she nor I am going to the festival.
Rule 4:
When a singular subject is connected by
or
or
nor
to a plural subject, put the plural subject
last and use a plural verb.
Example:
The serving bowl or the plates go on that shelf.
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Rule 5:
When a singular and plural subject are connected by
either/or
or
neither/nor
, put the plural
subject last and use a plural verb.
Example:
Neither John nor the others are available.
Rule 6:
As a general rule, use a plural verb with two or more subjects when they are connected
by and.
Example:
A car and a bike are my means of transportation.
Rule 7:
Sometimes the subject is separated from the verb by words such as along with, as well as,
besides, or not. Ignore these expressions when determining whether to use a singular or plural
verb.
Examples:
1.
The politician, along with the newsmen, is expected shortly.
2.
Excitement, as well as nervousness, is the cause of her shaking.
Rule 8:
The pronouns each, everyone, every one, everybody, anyone, anybody, someone, and
somebody are singular and require singular verbs. Do not be misled by what follows of.
Examples:
1.
Each of the girls sings well.
2.
Every one of the cakes is gone.
Notes
1.
Everyone is one word when it means everybody.
2.
Every one is two words when the meaning is each one.
Rule 9:
With words that indicate portions – percent, fraction, part, majority, some, all, none,
remainder, and so forth – look at the noun in your of phrase (object of the preposition) to
determine whether to use a singular or plural verb. If the object of the preposition is singular,
use a singular verb. If the object of the preposition is plural, use a plural verb.
Examples:
1.
Fifty percent of the pie has disappeared.
2.
Pie is the object of the preposition of.
3.
Fifty percent of the pies have disappeared.
4.
Pies is the object of the preposition.
5.
One-third of the city is unemployed.
6.
One-third of the people are unemployed.
Rule 10:
When either and neither are subjects, they always take singular verbs.
Examples:
1.
Neither of them is available to speak right now.
2.
Either of us is capable of doing the job.
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Rule 11:
The words here and there have generally been labeled as adverbs even though they
indicate place. In sentences beginning with here or there, the subject follows the verb.
Examples:
1.
There are four hurdles to jump.
2.
There is a high hurdle to jump.
Rule 12:
Use a singular verb with sums of money or periods of time.
Examples:
1.
Ten dollars is a high price to pay.
2.
Five years is the maximum sentence for that offense.
Rule 13:
Sometimes the pronoun
who
,
that
, or
which
is the subject of a verb in the middle of the
sentence.
The pronouns
who
,
that
, and
which
become singular or plural according to the noun directly in
front of them. So, if that noun is singular, use a singular verb. If it is plural, use a plural verb.
Examples:
1.
Salman is the scientist who writes the reports.
The word in front of who is scientist, which is singular. Therefore, use
the singular verb writes.
2.
He is one of the men who does/do the work.
The word in front of who is men, which is plural. Therefore, use the
plural verb do.
Rule 14:
Collective nouns such as team and staff may be either singular or plural depending on
their use in the sentence.
Examples:
1.
The staff is in a meeting.
2.
Staff is acting as a unit here.
3.
The staff are in disagreement about the findings.
The sentence would read even better as:
The staff members are in disagreement about the findings.
The staff are acting as separate individuals in this example.
9.2 Articles
An article is a word that combines with a noun to indicate the type of reference being made by
the noun, and may also specify the volume or numerical scope of that reference.
The articles used in the English language are a, an and the. An article is sometimes called a noun
marker.
Articles can have various functions:
1.
A definite article (
the
) is used before singular and plural nouns that refer to a particular
member of a group.
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Example:
The ball is on the red mat.
A definite article is mostly used to refer to an object or person that has been previously
introduced.
Example:
A bird was sitting on the branch. Looking me going towards it, the bird
flew away.
2.
An indefinite article (
a, an
) is used before singular nouns that refer to any member of a
group.
Example:
A man is a mammal.
A
is used before words starting with non vowel sounds, while an is used before words
starting with a vowel sound, regardless of whether the word begins with a vowel letter or
not.
Examples:
A
hypothesis;
an
hour;
a
ewe;
a
hero;
a
one-armed bandit;
an
heir;
a
unicorn, etc.
3.
A partitive article indicates an indefinite quantity of a mass noun; there is no partitive
article in English, although the quantifiers
some
or
any
often have that function.
Examples:
1.
Would you like some coffee?
2.
Do you have any books?
9.3 Countable and Uncountable Nouns
We have all heard about nouns. Of course, we all know about them. They are naming words. So
in order to avoid redundancy in learning, we will limit ourselves to a select type of nouns.
In this unit we look at:
1.
Countable Nouns
2.
Uncountable Nouns
3.
Nouns that can be Countable & Uncountable
Let us understand each of them one by one.
9.3.1 Countable Nouns
Countable nouns are things that we can count. Obviously, we can recognize them very easily.
Example:
"pencil".
We can count pencils. We can have one, two, three or more pencils.
More examples can be:
1.
cat, animal, man, person
2.
bottle, box, litre
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3.
coin, note, dollar
4.
cup, plate, fork
5.
table, chair, suitcase, bag
Countable nouns can be singular or plural:
Examples:
1.
My cat is playing.
2.
My cats are hungry.
We can use the indefinite article a/an with countable nouns:
Example:
A cat is an animal.
When a countable noun is singular, we must use a word like a/the/my/this with it:
Examples:
1.
I ate an orange. (not
I ate orange
.)
2.
Where is your bottle? (not
Where is bottle?
)
When a countable noun is plural, we can use it alone:
Examples:
1.
I like oranges.
2.
Bottles can be of glass.
We can use
some
and
any
with countable nouns:
Examples:
1.
I've got some notes.
2.
Have you got any pencils?
We can use
a few
and
many
with countable nouns:
Examples:
1.
I've got a few notes.
2.
I haven't got many pencils.
Notes
"People" is countable.
"People" is the plural of "person".
We can count people:
Examples:
1.
There is one person here.
2.
There are three people here.
9.3.2 Uncountable Nouns
Uncountable nouns are substances, concepts, etc. that we cannot divide into separate elements.
We cannot "count" them.
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Example:
"milk".
We can count "bottles of milk" or "litres of milk", but we cannot count
"milk" itself.
Here are some more examples of uncountable nouns:
1.
music, art, love, happiness
2.
advice, information, news
3.
furniture, luggage
4.
rice, sugar, butter, water
5.
electricity, gas, power
6.
money, currency
We usually treat uncountable nouns as singular. We use a singular verb.
Examples:
1.
This news is very important.
2.
Your luggage looks heavy.
We do not usually use the indefinite article
a
/
an
with uncountable nouns. We cannot say "an
information" or "a music". But we can say
a
something of:
Examples:
1.
a piece of news
2.
a bottle of water
3.
a grain of rice
We can use
some
and
any
with uncountable nouns:
Examples:
1.
I've got some money.
2.
Have you got any rice?
We can use a little and much with uncountable nouns:
Examples:
1.
I've got a little money.
2.
I haven't got much rice.
Did u know?
Uncountable nouns are also called "mass nouns".
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9.3.3 Nouns used as Countable as well as Uncountable
Sometimes, the same noun can be countable and uncountable, often with a change of meaning.
Example:
Countable
Uncountable
There are two hairs in my tea!
hair
I don't have black hair.
There are two lights in our dining-room.
light
Draw the curtain. There's too much light in the
room!
I thought I heard a noise.
noise
It's difficult to concentrate when there is too much
noise.
Do you have a paper to read? (=
newspaper)
paper
I want to write a note. Have you got some paper?
Our house has eight rooms.
room
Is there room for me to sit here?
We had a great time at the party.
time
Do you have time for a coffee?
Merchant of Venice
is one of
Shakespeare's greatest works.
work
I have no money. I need work!
Note
Drinks (coffee, water, orange juice) are usually uncountable.
But if we are thinking of a cup or a glass, we can use them as countables.
Example:
Two teas and one coffee please.
9.4 Writing Names with and without "the"
You must have seen that sometimes the names are written with "the" preceding them and
sometimes, they are written without it. Let us see when to use "the"
1.
We use "the" to talk about geographical points on the globe.
Examples:
The North Pole, The Equator
2.
We use "the" to talk about rivers, oceans and seas
Examples:
The Nile, The Ganges, The Indian Ocean
3.
We also use "the" before certain nouns when we know there is only one of a particular
thing.
Examples:
The rain, The Sun, The World, The Earth, the White House
4.
We use "the" before the names of famous people when they are used as an adjective.
Example:
Sachin Tendulkar is considered as the Michael Jordan of cricket.
5.
We use "the" in front of the names of the countries where they indicate multiple areas or
contain the words (state(s), kingdom, republic, union). Kingdom, state, republic and union
are nouns, so they need an article.
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Examples:
1.
Italy, India, England
2.
The UK, The USA
3.
The Netherlands, The Philippines
9.5 Concepts of Vocabulary Building
Each of us stands testimony to the fact that it is an essential prerequisite to have a good vocabulary
in order to communicate effectively.
Words have been categorized in grammar on how they are used, or as parts of speech:
verb, noun, pronoun, adjective, adverb, preposition, conjunction, and interjection.
Words also have "roots" which convey their basic meaning. Suffixes are groups of letters (affixes!)
placed after a root word to form a new word, change its part of speech, and modify its meaning.
Example:
change (noun) + able (suffix) = Changeable (adjective) or the ability to be changed.
work (noun) + able (suffix) = workable (adjective) or the ability to be worked.
week (noun) + ly (suffix) = weekly (adverb), or an action or activity done by the week.
happy (adjective) + ly (suffix) = happily (adverb) an action is done in a happy state
morph (verb) + ology (suffix) = morphology (noun), or the study of how words change
Here are some spelling rules for applying suffixes to root words:
If a word ends with a silent "e,"
drop the "e" before adding a suffix which begins with a vowel (-ing, -able, -:
Example:
make--making, makable; time--timing, oblige--obliging.
Task
1.
state + ing =
2.
like + able =
3.
indulge + ing =
Do not drop the “e”when the suffix begins with a consonant:
Example:
state—statement; like—likeness; use—useful; definite—definitely
Task
1.
base + ment =
2.
home + ward =
3.
peace + ful =
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Silent “e” practice!
1.
notice + able =
2.
advertise + ment =
3.
change + less =
4.
shine + ing =
5.
conceive + able =
6.
fascinate + ing =
7.
encourage + ment =
8.
encourage + ing =
Adding suffixes to words ending -ce and -geKeep the silent e before -able and -ous
Example:
enforceable, serviceable, courageous, outrageous
1.
notice + able =
2.
courage + ous =
3.
change + able =
English is a very flexible language and you can build on your vocabulary and learn how to make
new words. One way of doing this is to add prefixes (such as
dis
,
pre
or
co
) before the word.
Here’s a list of common prefixes with their meanings and some examples.
Anti
(= against)
antibodies, anti-social
Auto
(self)
autonomous, autobiography, automobile
Bi
(= two)
bicycle
co
(= with)
cooperate, coordinate
Contra
(= against)
contradict, contravene
de
(= remove)
deregulate, deselect
dis
(= not)
disappear
il
(= not)
illegal
im
(= not)
immaterial, immature
inter
(= between)
international
mis
(= badly/wrongly)
misinform, misbehave, misunderstand
multi
(= many)
multinational
non
(= opposite)
non-profit
Out
(= more than)
outperform, outdone
Over
(= too much)
oversleep, overwork
Post
(= after)
postpone, postnatal
Pre
(= before)
predict
re
(= again)
rewrite, relive
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sub
(= under)
submarine
super
(= higher/improved)
supermarket
trans
(= across)
transatlantic
uni
(= one)
uniform
under
(= not enough)
underpaid, underfed
You can also make new words from the words you already know by using different endings. For
example, “
The person who employs me
has a fast car”. You can make this sentence simpler, by
replacing “the person who employs me” with “my employer”. This gives you “
My employer
has a fast car.” In English you can make nouns from verbs (
to employ
gives
employer
and
employee
). You can also make verbs from nouns or adjectives:
government
gives
to govern
,
modern
gives
to modernize
and so on. Learning what endings you can put on words means you
can expand your vocabulary and say what you mean more easily. Here are some common word
endings:
Nouns
-er /- or:
a person who does something
adviser / advisor, teacher, learner
-ian
optician, mathematician
-ment:
result of action
improvement, advancement
-ism:
name of system or belief
realism, optimism.
-ist:
the person who believes in the system
realist, optimist
-ion
confusion, apparition
-ness
happiness
-ship
leadership
-ence / ance
permanence, appearance
-acy
lunacy
-age
marriage
-ity
annuity
-y
photography
-cy
fluency
Verbs
-ify
falsify, modify
-ise
modernise
Adjectives
-ic
idiotic, periodic
-ful
awful, wonderful
-able/ible
comfortable, terrible
-proof/resistant
waterproof, childproof, fireproof
-free
alcohol free beer, nuclear free zone
-less:
without
hopeless, childless
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Example:
Business Jargon Words
24/7
: At all times
Actionable
Ideas you can put to work, instead of just conceptual.
Alignment
Following the goals of the organization and the department.
Arena
A metaphor meaning field of action.
At the end of the day
After everything has passed or been said.
Ballpark
Estimate.
Bandwidth (capacity)
Capacity of an individual, a team, a company.
Bang for the buck
What you get in return for investing time, energy, money, or whatever else
you invest.
Bean counter
Accountant.
Benchmark
Industry measure to compare against.
Guesstimate
Estimate
.
Best of breed
The best on various different categories.
Best practice
An industry’s best way of doing any particular work, a measure that companies can
use as a point of comparison.
.
Cube farm
An office with cubicles (partitions).
Rote Method
This is something that we all hate. Rote the new words up to remember them. But isn't it the way
we used to learn new words in the childhood?
So remember, when no other methods work, you should not hesitate to resort to the time tested
rote method.
Self Dictionary
We hear and read new words all of the time but rarely do we take the time to look them up.
When you hear an unfamiliar word, jot it down and take the time to look it up later.
Word Games
There are many games that can be played on-line. It not only serves as a way to entertain but at
the same time, develops your vocabulary. Some of the examples of such games are Word Search,
Cross Words, Hang Mouse, Quiz, Match Game, Scramble, Letter Blocks, etc.
Visualisation
At times there are very difficult words that can't be learnt by any method else than visualization.
Words can be related with something familiar and funny so that it can be remembered.
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Reading
Read a lot. The experience of encountering unfamiliar words in print is remarkably instructive.
First, because you're already engaged in reading something, you are arguably more motivated
to learn a new word so that you better understand what you're voluntarily reading. Second, you
have come across the word organically rather than artificially (i.e. in a vocabulary list). You'll
pick up new words – and clarify meanings of words already in your toolkit – by exposing
yourself to them in their, shall we say, natural habitat. The context will enrich your attempt to
build a better vocabulary.
Diversity of topics is important. Read some natural science stuff, applied science stuff,
contemporary literature, Shakespeare, Psychology book and then consume a humorous work.
Varied reading will sharpen both general and subject-specific vocabularies. A manger may not
feel the utility of subjects like History, Philosophy, Biology, Travel, Anthropology, Linguistics,
Art, Gender Studies, Politics, etc. But a mind that knows varied fields has a rich vocabulary as
well as is respected everywhere. You don't have to be an expert in all disciplines to build a
meaty vocabulary, but you do need to be a well-informed reader who's confident and comfortable
reading on topics outside your areas of immediate expertise.
Interact in English
All said and done, we must try to improve our spoken English so to write better. The more we
speak in English, the better it would be for us to improve our vocabulary.
9.6 Summary
The concept of subject verb agreement becomes very important for a manager because he
has to read, speak and write in English most of the time.
He should remember that the verb of each sentence he is speaking has to be in agreement
with the form (singular/plural) of the subject.
There are three articles, "a" , "an", "the".
"A" and "an" are indefinite articles.
"The" is definite article.
Countable and uncountable nouns have some specific rules to be applied to them that
should be taken care of while using them.
Similarly there are special rules for writing names with and without "the". They should be
taken well acre of.
Vocabulary is the most important block of any language.
There are many ways to develop a good vocabulary.
Not only good vocabulary makes a language interesting to speak and effective to hear but
also an equally important role is played by pronunciation and intonation while we are
into oral communication.
9.7 Keywords
Ante-penultimate:
Third from end
Compound Word:
Word with two words
Penultimate:
Second from end
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9.8 Self Assessment
Choose the correct alternative:
1.
I have ................. European coach to train me .
(a)
an
(b)
a
2.
The ................. of my country are very humble.
(a)
peoples
(b)
people
3.
Rajesh does not know any song else than ................. one that he sang on your birthday.
(a)
a
(b)
the
4.
How ................. time is left?
(a)
Long
(b)
much
5.
The local public here reads ................. newspaper "My Nation".
(a)
A
(b)
the
6.
In the word "the best" , "the" will be read as:
(a)
Thu
(b)
thi
7.
"A" is ................. type of article.
(a)
Definite
(b)
indefinite
8.
.................baby of a cow is called calf.
(a)
The
(b)
a
9.9 Review Questions
1.
Correct the following sentences:
(a)
He had two types of kites.
(b)
Rama did not have some problems.
(c)
Anish is a best student I have.
(d)
Anshul is a student whom I love like my kid.
2.
Fill in the blanks with "a", "an", "the" or leave the blank if does not require any article.
(a)
I had .......... fish and .......... chips for dinner.
(b)
My friend is .......... fireman. Let's ask him for .......... help.
(c)
I'm on .......... diet. No .......... sugar for me!
(d)
I'm staying at .......... hotel on .......... Hudson river.
3.
Match the sentence version to the meaning below:
(a)
I
said Meghna might consider a new haircut.
(b)
I
said
Meghna might consider a new haircut.
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(c)
I said
Meghna
might consider a new haircut.
(d)
I said Meghna
might
consider a new haircut.
(e)
I said Meghna might
consider
a new haircut.
(f)
I said Meghna might consider a
new
haircut.
(g)
I said Meghna might consider a new
haircut
.
Answers: Self Assessment
1. (b)
2. (a)
3. (b)
4. (b)
5. (b)
6. (b)
7. (a)
8. (a)
9.10 Further Readings
Books
Alice Oshima,
Writing Academic English
, Pearson Longman.
Betty Schrampfer Azar,
Understanding and Using English Grammar
, Prentice Hall
College Div.
Raymond Murphy,
English Grammar in Use
, Cambridge University Press.
Susan F. Miller,
Targeting Pronunciation: The Intonation, Sounds and Rhythm of
American English
, Houghton Mifflin Company.
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Unit 10: Basic Sentence Patterns
CONTENTS
Objectives
Introduction
10.1
Constructing Sentences: Basic Sentence Patterns
10.2
Basic Sentence Patterns
10.3
Steps in Identifying Basic Sentence Patterns
10.4
Six Sentence Patterns
10.5
The Sentence: Six Basic Patterns Built on Verb Types
10.6
Summary
10.7
Keywords
10.8
Self Assessment
10.9
Review Questions
10.10
Further Readings
Objectives
After studying this unit, you will be able to:
Explain the Basic sentence patterns
Discuss different types of sentences
Introduction
There are a number of common sentence patterns used to write most sentences in English. The
basic sentence patterns presented in this guide to sentence patterns will help you understand the
underlying pattern in even the most complex English sentences. Parts of speech are put together
to create sentence patterns in English. Quickly, the eight parts of speech are Noun, Pronoun,
Adjective, Verb, Adverb, Conjunction and Preposition
10.1 Constructing Sentences: Basic Sentence Patterns
A sentence in English usually names the
subject
of the sentence (the person or thing doing the
action) and then offers a comment or assertion about that subject. That comment is known
grammatically as a
predicate.
Example:
The sections of a sentence used as examples where there are more than one
item are formatted as noted, otherwise examples are
italic.
In the sentence “He left,”
He
is the subject and
left
is the predicate.
A subject can be a word, a phrase, a clause, or a combination. A predicate must always include a
verb.
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Subject (italic) + Predicate (plain text)
The boss of the successful new computer company
left the elegantly furnished conference room.
Here are some basic patterns of sentences, with different types of predicates .
Subject (italic) + Verb (plain text)
The most basic pattern for a sentence in English is a simple subject + verb
Babies
cry.
Even when additional elements appear in this type of sentence, the subject and verb maintain
their key positions.
All the babies in the hospital nursery
are crying.
Subject (italic) + Verb (plain text) + Direct Object (bold)
Many people
wear
glasses
.
The direct object completes the meaning of the verb by telling what many people wear. Verbs
that take a direct object are known as transitive verbs.
The artist who lives in the large corner apartment on the sixth floor
owns
five cute Weimaraner
puppies.
Intransitive verbs, such as
cry, lie
(“recline”),
sit,
and
rise,
do not take a direct object.
Subject (italic) + Verb (plain text)+ Subject Complement (bold)
Some verbs, like
be, seem, look
, and
appear
, are linking verbs. They are followed by a subject
complement (SC), a noun or an adjective that refers to and names or describes the subject.
The players on the visiting team
look
fit
.
She
is
my sister.
Subject (italic) + Verb (plain text)+ Indirect Object (bold) + Direct Object (bold italic)
Verbs such as
give, send
, and
offer
can be followed by both an indirect object, naming the person
or thing to whom or for whom the action of the verb takes place, and a direct object.
The director of the play
gave
his sister
a bunch of daisies.
He
gave
his leading lady
one exquisite rose.
Subject (italic) + Verb (plain text)+ Direct Object (bold) + Object Complement (bold italic)
The object complement (OC) refers to and renames the direct object.
They
named
the football star
Rookie of the Year.
Verb (italic) +
Commands are the only sentence patterns that have an implied rather than a stated subject. That
subject is always
you.
[You]
Leave
me alone!
Verb (italic) + Subject (bold) Notice inverted Order.
In standard English, a form of the verb precedes the subject only in specific contexts, usually in
questions and after
here
and
there.
The following examples show patterns that you are most
likely to read or need to use in your writing:
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Is
she
ambitious?
There
were
hundreds
of people at the rally.
Inverted order is also used in other less common patterns:
Next to the river
runs
a superhighway.
Never
have
I
been
so tired.
Case Study
Swimming: the Yangs’ Favorite Leisure Activity
S
wimming can be a relaxing and enjoyable sport. The water feels cool to the skin on
a hot summer day. Mr. and Mrs. Yang often swim after getting home from work.
They go to the public swimming pool in their neighborhood. The Yangs enjoy
swimming in their neighborhood pool. Mr. Yang likes to swim to relieve stress after a
day’s work. Mrs. Yang encourages him to swim as often as possible. They sometimes take
their daughter with them, too. Their daughter loves jumping into the water with a splash.
The water in the pool is heated by several solar panels. On clear days, their skin is tanned
by the sun. Their eyes are protected from the chlorine by swim goggles. Their spirits are
lifted after half an hour of swimming. Mr. Yang, Mrs. Yang, and their daughter like to go
swimming. This leisure activity tones their muscles and relaxes their minds. They take
their swimsuits, goggles and towels to the pool. They swim in the evening, on Saturday
morning, or on Sunday afternoon. After swimming, they return home hungry but very
refreshed.
Sentence Analysis and Sentence Pattern Identification
Use these symbols [ ] _ _ ( ) to identify the parts of each sentence in patterns I, II, and III:
[subject]
_verb_ OR verb
(prepositional phrases)
1.
Pattern I. Subject + Intransitive Verb + Complement
[Swimming] can be a relaxing and enjoyable . (8 words)
The water feels cool to the skin on a hot summer day. (12 words)
Mr. and Mrs. Yang often swim after getting home from work. (12 words)
They go to the public swimming pool in their neighborhood. (10 words)
2.
Pattern II
.
Subject +Transitive Verb + Object
(n, pron, inf, ger)
The [Yangs] enjoy (in their neighborhood pool). (8 words)
Mr. Yang likes to swim to relieve stress after a day’s work. (12 words)
Mrs. Yang encourages him to swim as often as possible. (10 words)
They sometimes take their daughter with them, too. (8 words)
Their daughter loves jumping into the water with a splash. (10 words)
Contd...
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3.
Pattern III. Subject + Verb (passive voice)
The [water] (in the pool) is heated (by several solar panels). (11 words)
On clear days, their skin is tanned by the sun. (10 words)
Their eyes are protected from the chlorine by swim goggles. (12 wds)
Their spirits are lifted after half an hour of swimming. (10 words)
4.
Sentences with compound elements
.
Put brackets [ ] around each compound element.
[Mr. Yang], [Mrs. Yang], and their [daughter] like to go swimming. (11 words)
This leisure activity tones their muscles and relaxes their minds. (10 words)
They take their swimsuits, goggles and towels to the pool. (10 words)
They swim in the evening, on Saturday morning, or on Sunday afternoon. (12 w)
After swimming, they return home hungry but very refreshed. (9 words)
10.2 Basic Sentence Patterns
Every sentence must have a subject and a verb. When a sentence is written in “regular or
normal” order, the subject precedes (comes before) the verb.
Example:
John is a good student. (“John” is the subject and “is” is the verb.)
When a sentence is written in “inverted” order, the verb or part of the verb
precedes the subject.
Example:
Is Mary your sister’s name? (“Mary” is the subject and “is” is the verb.)
Notes
Note that the verb “is” precedes the subject. In order to identify the Basic Sentence
Patterns, you must be able to identify the subject and verb of each sentence. However,
subjects and verbs are presented in several different ways.
Subjects:
1
Single-
one subject
Example:
Jack is my brother. (Jack is the subject.)
2
Compound-
two or more subjects
Example:
Sue and Betty are very good friends. (Sue and Betty are the subjects.)
3
Word or Word Group
a.
Gerund or Gerund Phrase
Example:
Singing is good therapy. (Singing, which is a gerund, is the subject.)
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Example:
Talking with my sons is very difficult. (Talking with my sons, which is a
gerund phrase, is the subject.)
b.
Infinitive or Infinitive Phrase
Example:
To study is your job. (To study, which is an infinitive, is the subject.)
Example:
To study effectively requires discipline. (To study effectively, which is an
infinitive phrase, is the subject.)
c.
Noun Clause
Example:
What you need is a new approach. (What you need, which is a noun clause, is
the subject.)
Verbs:
1
Single-one verb
Example:
Teresa makes me angry. (Makes is the verb.)
2.
Compound Verb-two or more verbs
Example:
Jerri rented a car and drove to Dallas. (Rented and drove are the verbs.)
3.
Verb Phrase-two or more verbs that work as a unit. The last verb is always the main verb.
There may be one or more helping verbs that precede (come before) the main verb.
Example:
Sue has been invited to my house. (Has been invited is the verb phrase. Invited
is the main verb; has and been serve as helpers.)
Example:
Joseph is leaving the firm. (Is leaving is the verb phrase. Leaving is the main
verb; is is the helping verb.)
2
Compound Verb Phrase-two or more verb phrases
Example:
Helen has moved to Dallas and is working at Walker, Inc. (Has moved and is
working are the verb phrases.) Moved and working are main verbs; has and is serve as helpers.
Verbs are classified as
action
or
non-action.
In verb phrases, classify the “main” verb. The
“main” verb is always the last verb in a verb phrase. Example: Jim is moving his car. “Is
moving” is the verb phrase. Since “moving” is the last verb, it is the main verb; “is” serves as a
helping verb.
Action:
Most of the verbs are action verbs.
Example:
Run, move, leave, so, notice, walk, talk,
etc. NON
-ACTION
:
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Notes
Non-action verbs tell a state-of-being of the subject. There are two kinds of non-action verbs:
being and linking.
1
Being – am, is, are, was, were, be, been, being
2
Linking – seem, feel, smell, taste, sound, appear, become, look, remain, grow, continue,
keep, turn, prove, stay,
Being
verbs, when used as “single” verbs or “main” verbs, are always non-action verbs. However,
some of the
linking
verbs can be action or non-action verbs.
Test:
If the subject can do what is indicated by the verb, then the verb is classified as an action
verb.
Example:
I smell cinnamon rolls. “I” is the subject and “smell” is the verb. Since the
subject, I, can smell, then “smell” is the action verb.
Example:
The roses smell sweet. Since “roses” is the subject and “roses” cannot smell,
then “smell” is a non-action verb.
10.3 Steps in Identifying Basic Sentence Patterns
Most sentences can be classified according to four basic sentence patterns, although there are
other patterns.
Notes
Every word in a sentence has a job to perform, but it can do only one job at a time.
For example, once a word is established as a
subject,
serving as the subject is the only job
that word can do in that sentence.
1
Subject
– Action Verb
Example:
Thomas works for American Airlines.
2
Subject – Action Verb – Direct Object
Example:
Shelia sold her house.
3.
Subject – Non-action Verb – Complement
A.
Being A. Predicate Adjective
B.
Linking B. Predicate Nominative (noun or pronoun)
Example:
The dress is pretty.
Example:
Through all my trials, Jolinda remains my friend.
Step 1:
Place parentheses around all prepositional phrases.
Step 2:
Identify the verb.
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Notes
Step 3:
Classify the verb as action or non-action.
Note:
Remember to classify the “main verb” in a verb phrase.
Step 4:
If the verb is a non-action verb: Pattern 4 Example: Jack is polite. polite (complement-
predicate adjective)
Example:
Estrada is my son. son (complement-predicate nominative)
Step 5:
If the verb is an action verb: Patterns 1, 2, or 3
Step 6:
Ask the action verb the question what? or whom?
Step 7:
If no answer, Pattern 1
Example:
He went to school. Went what? No answer. Went whom? No answer
Step 8:
If an answer to the question what? or whom? Pattern 2 Example: Jim rides his bike
to school. Rides what? bike (direct object) Example: Jerri married my youngest
brother. Married whom? Brother (direct object)
Step 9:
If not only and answer to what? or whom? But also an answer to for what? Or for
whom? Something is done: Pattern 3 Example: Shelia gave her husband a birthday
party. Gave what? Party (direct object) for whom? Husband (indirect object) Example:
Sherry’s husband bought her a fur coat. Bought what? Coat (direct object) for whom?
Her (indirect object)
10.4 Six Sentence Patterns
Sentence Patterns #1 - Noun / Verb
The most basic sentence pattern is a noun followed by a verb. It’s important to remember that
only verbs that do not require objects are used in this sentence pattern.
Example:
People work.
Frank eats.
This basic sentence pattern can be modified by adding a noun phrase, possessive adjective, as
well as other elements. This is true for all the sentence patterns that follow.
Example:
People work. -> Our employees work.
Frank eats. -> My dog Frank eats.
Sentence Patterns #2 - Noun / Verb / Noun
The next sentence pattern builds on the first pattern and is used with nouns that can take objects.
Example:
John plays softball.
The boys are watching TV.
Sentence Patterns #3 - Noun / Verb / Adverb
The next sentence pattern builds on the first pattern by using an adverb to describe how an
action is done.
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Notes
Example:
Thomas drives quickly.
Anna doesn’t sleep deeply.
Sentence Patterns #4 - Noun / Linking Verb / Noun
This sentence pattern uses linking verbs to link one noun to another. Linking verbs are also
known as equating verbs - verbs which equate one thing with another such as ‘be’, ‘become’,
‘seem’, etc.
Example:
Jack is a student.
This seed will become an apple.
Sentence Patterns #5 - Noun / Linking Verb / Adjective
This sentence pattern is similar to sentence pattern #4, but uses linking verbs to link one noun to
its description using an adjective.
Example:
My computer is slow!
Her parents seem unhappy.
Sentence Patterns #6 - Noun / Verb / Noun / Noun
Sentence pattern #6 is used with verbs that take both direct and indirect objects.
Example:
I bought Katherine a gift.
Jennifer showed Peter her car.
Notes
Basic Sentence Structure
There are five basic patterns around which most English sentences are built.* They are as
follows:
S-V
Subject-Verb
John sleeps.
Jill is eating.
Jack will arrive next week
S-V-O
Subject-Verb-Object
I like rice.
She loves her job.
He's eating an orange.
S-V-Adj
Subject-Verb-Adjective
He is funny.
The workers are lazy.
Karen seems angry.
S-V-Adv
Subject-Verb-Adverb
Jim is here.
Flowers are everywhere.
No one was there.
S-V-N
Subject-Verb-Noun
She is my mom.
The men are doctors.
Mr. Jones is the teacher.
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Notes
At the heart of every English sentence is the Subject-Verb relationship. Other elements can
be added to make a sentence more interesting, but they are not essential to its formation.
Example:
The following sentences are examples of the
S-V
pattern.
She sleeps.
Core sentence
She sleeps soundly.
An adverb is added to describe how she sleeps.
She sleeps on the sofa.
A prepositional phrase is added to tell where she sleeps.
She sleeps every afternoon.
A time expression is added to tell when she sleeps.
She is sleeping right now.
Verb tense is changed, but S-V relationship remains the sam
Mary will sleep later.
Subject is named and another tense is used.
The dogs are sleeping in the
garage.
New subject may require a different form of the verb.
Notes
Any action verb can be used with this sentence pattern.
The following sentences are examples of the
S-V-O
pattern.
They like rice.
Core sentence
The people like rice.
Specific subject
The friendly people like rice.
Subject modified with an adjective
The people in the restaurant like rice.
Subject modified with an adjective
The people like boiled rice.
Object modified with an adjective
The people like hot, white rice.
Object modified with more than one adjective
Notes
Only transitive action verbs can be used with this sentence pattern.
The following sentences are examples of the
S-V-Adj
pattern.
He is fine.
Basic sentence with "be" verb
He seems happy.
Basic sentence with another linking verb
Jordan is tall, dark and handsome.
Series of adjectives
He appears very comfortable.
Adverb or intensifier added
George became sick last night.
Different tense and linking verb
Notes
Only linking verbs can be used with this sentence pattern.
The following sentences are examples of the
S-V-Adv
pattern.
The teacher is here.
Basic sentence
The teacher is over there.
Using an adverb phrase
Teachers are everywhere.
Plural noun and verb used
The teachers are in the lobby.
Prepositional phrase functioning as adverb
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Notes
Notes
Only linking verbs can be used with this sentence pattern.
The following sentences are examples of the
S-V-N
pattern.
The man is a doctor.
Basic sentence
The women are doctors.
Using plural noun and verb
My father is a nice guy.
Modified subject and complement
My grandparents are senior citizens.
Modified plural subject and complement
Notes
Only linking verbs can be used with this sentence pattern.
*Other, less common structures are dealt with in another unit.
Notes
The Ten Sentence Patterns
1.
NP
1
+ V-be + ADV/TP:
The verb of being is followed by an adverb indicating where
or when. The adverbial indicating where or when may be a prepositional phrase
2.
NP
1
+ V-be + ADJ:
The verb of being is followed by an adjective that functions as the
subjective complement. The adjectival functioning as the subjective complement
may be a prepositional phrase
3.
NP
1
+ V-be + NP
1
:
The verb of being is followed by a noun that functions as the
subjective complement.
4.
NP
1
+ LV + ADJ:
The linking verb is followed by an adjective functioning as a
subjective complement. The adjectival functioning as the subjective complement
may be a prepositional phrase.
5.
NP
1
+ LV + NP
1
:
The linking verb is followed by a noun functioning as a subjective
complement.
6.
NP
1
+ V-int:
The action verb takes no direct object. Even if the action verb is
followed by a prepositional phrase, the verb is still intransitive as long as it does not
take a direct object.
7.
NP
1
+ V-tr + NP
2
:
The action verb is followed by a direct object. The second NP, the
direct object, receives a different numerical designation (NP2) because it is not the
same as the subject (NP1).
8.
NP
1
+ V-tr + NP
2
+ NP
3
:
The action verb is followed by an indirect object and then
a direct object. The indirect object and the direct object each receive a new numerical
designation because each is different from the other and both are different from the
subject.
9.
NP
1
+ V-tr + NP
2
+ ADJ:
The action verb is followed by a direct object. The direct
object is followed by an adjective functioning as an objective complement. The
second NP, the direct object, receives a different numerical designation (NP2) because
it is not the same as the subject (NP
1
).
Contd...
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Notes
10.
NP
1
+ V-tr + NP
2
+ NP
2
:
The action verb is followed by a direct object. The direct
object is followed by a noun functioning as an objective complement. The second
NP, the direct object, receives a different numerical designation (NP2) because it is
not the same as the subject (NP1). The third NP, the objective complement, receives
the same numerical designation as the direct object (NP2) because it is the same as
the direct object.
10.5 The Sentence: Six Basic Patterns Built on Verb Types
Basic sentence patterns are built around verbs. There are six different verb types that are followed
by structures always associated with those verbs. Therefore, there are six basic sentence patterns,
which are also called
sentence nuclei
. Once these basic patterns are understood, other structures
may be attached to the sentence nuclei to form larger sentences. These other structures added to
the sentence nuclei are usually phrases or clauses that function as nouns, verbs, adjective and
adverbs.
1.
The first verb type is called “intransitive.” This type of verb can end the sentence, or it can
be followed by an adverb phrase. Intransitive verbs do not need to be followed by noun
phrases or adjective phrases.
(a)
The president spoke.
(b)
Margo slept.
(c)
Margo slept soundly.
(d)
The small boy jumped from the high oak tree.
(e)
Jimmy went to London.
2.
The second verb type is called “linking.” This type of verb must be followed by noun
phrases or adjective phrases, which refer to the same person or thing as the subject of the
sentence. Some typical linking verbs are
become, appear, grow, remain, stay,
and
seem
. Some
other linking verbs involving the senses are
feel, look, smell, sound,
and
taste
. Note that the
forms of the verb “be” are placed in a special category below, because forms of “be,”
unlike other linking verbs, can be followed immediately by an “adverb of place.”
(a)
Clark Kent became Superman.
(b)
The president looked weary.
(c)
Jamal remained an honest man.
3.
The third verb type is the word “be” and all its forms, which is a special category of
linking verb. The verb “be,” unlike other linking verbs, can be followed by a phrase
functioning as an “adverb of place,” in addition to the noun phrases or adjective phrases
that follow other types of linking verbs. The word “be” has eight forms:
be, is, am, are, was,
were, been, being
.
(a)
The student is a math whiz.
(b)
Marilyn was insecure.
(c)
The new houses are around the corner. (The verb is followed by a phrase functioning
as an adverb of place.)
4.
The fourth verb type is “one-place transitive.” This verb must be followed by a noun
phrase that functions as a direct object. Often the subject “does something” to this object.
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Notes
Sentences with transitive verbs can usually be turned into passive sentences. Note that
some intransitive verbs can also be used as transitive verbs.
(a)
The office manager typed the letter.
(b)
Satellites monitor the country’s military bases.
(c)
The country’s military bases are monitored by satellites. (Sentence 4b is changed to
a passive sentence.)
5.
The fifth verb type is “Vg two-place transitive.” This “Vg” verb can be followed by one of
two structures. In the first pattern, the verb is followed by two noun phrases, with the first
noun phrase functioning as an indirect object, and the second functioning as a direct object.
The alternate sentence pattern is related to the first, but the first noun phrase is a direct
object, and the second is an indirect object placed in a prepositional phrase introduced by
“to” or “for,” or more rarely by “of.” Sentences formed from “Vg” verbs must always
have both direct and indirect objects. Although indirect objects are usually living things,
they can also be inanimate objects.
(a)
Dennis bought Ann some fancy flowers.
(b)
Scientists fed some nutritious food to the laboratory rats.
(c)
The Governor gave the schools additional money.
(d)
The senator asked a question of the Supreme Court Justice.
6.
The sixth verb type is “Vc two-place transitive.” This “Vc” verb is followed by a noun
phrase that functions as a direct object, plus another noun phrase, adjective phrase, or
infinitive phrase that functions as a complement. The term “complement” refers to a
structure that completes a phrase or clause.
(a)
Republicans consider Democrats big spenders.
(b)
Excessive tax cuts make some people uncomfortable.
(c)
Some historians believe Franklin Roosevelt to be our most effective president.
Language is a fascinating thing. From the moment we are born, we begin the process of learning
how to communicate. As babies, we cry. It is the only method we know of at that stage to get
what we need and want. As we grow, however, we experiment with sounds and words, mimicking
those around us in order to figure out a better way of expressing ourselves. We learn from our
parents how to form sentences and ask questions. Little do we know at that age that we are using
something called “grammar.”
Still have a question?
Ask it in the Language & Linguistics forum
People use grammar without really thinking about it. They do not realize that there are ten
sentence patterns, and with each sentence that they speak, they are using one of them. Grammar
can be very simple, but it can also be very complex. A sentence may last for a whole paragraph,
and still be grammatical.
English grammar is very different from the grammar of other languages. In English, the sentence’s
meaning is derived from the order of the words. For example:
I threw the ball over the fence.
The
words in this sentence could be scrambled and it would no longer be a sentence:
Fence the over
ball threw I the.
Our sentences have specific requirements of where certain words need to go in
order to convey the meaning we wish to convey. You may be able to scramble a sentence and it
would remain a grammatical sentence, but its meaning would be completely changed.
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Notes
As stated before, there are ten basic sentence patterns in the English language. They look simple,
and we can speak very complicated sentences, but these patterns are like the skeletons of our
sentences. These patterns have been separated into four groups: The
be
Patterns, The Linking
Verb Patterns, The Intransitive Verb Pattern, and The Transitive Verb Patterns.
The
be
Patterns:
Sentence patterns I-III use
to be
verbs.
Pattern one consists of a noun phrase,
to be
verb, and an adverbial of time or place:
The students
are upstairs.
Pattern two consists of a noun phrase,
to be
verb, and an adjective (subject complement):
The
students are diligent
.
Pattern three consists of a noun phrase,
to be
verb, and a noun phrase (subject complement):
The
students are scholars.
The Linking Verb Patterns:
Sentence patterns IV-V use linking verbs, verbs which are completed
by a subject complement.
Pattern four consists of a noun phrase, linking verb, and an adjective (subject complement):
The
students seem diligent
.
Pattern five consists of a noun phrase, linking verb, and a noun phrase (subject complement):
The
students became scholars.
The Intransitive Verb Pattern:
Sentence pattern VI uses intransitive verbs. Intransitive verbs
have no complement following them.
Pattern six consists of a noun phrase and an intransitive verb:
The students rested.
The Transitive Verb Patterns:
Sentence patterns VII-X use transitive verbs. Transitive verbs can
have one or more complements following them.
Pattern seven consists of a noun phrase, transitive verb, and a second noun phrase (direct object):
The students studied their assignment.
Pattern eight consists of a noun phrase, transitive verb, a second noun phrase (indirect object),
and a third noun phrase (direct object):
The students gave the professor their homework.
Pattern nine consists of a noun phrase, transitive verb, a second noun phrase (direct object), and
an adjective (object complement):
The students consider the teacher intelligent.
Pattern ten consists of a noun phrase, transitive verb, a second noun phrase (direct object), and a
noun phrase (object complement):
The students consider the course a challenge.
These are the ten basic sentence structures used in the English language.
10.6 Summary
Every sentence must have a subject and a verb. When a sentence is written in “regular or
normal” order, the subject precedes (comes before) the verb.
In order to identify the Basic Sentence Patterns, you must be able to identify the subject
and verb of each sentence. However, subjects and verbs are presented in several different
ways.
Verb Phase-two or more verbs that work as a unit.
Verbs are classified as action or non-action. In verb phrases, classify the “main” verb. The
“main” verb is always the last verb in a verb phase.
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Notes
10.7 Keywords
Verb:
Verbs are classified as action or non-action.
Verb Phrase:
Verb phrase-two or more verbs that work as unit.
10.8 Self Assessment
Directions:
Determine the sentence pattern for each sentence given below. Write the sentence
pattern in the space provided below the sentence. When you have completed the exercise, click
on "Check My Work" to see the correct answers.
Sentence Pattern Choices:
NP
1
+ V-be + ADV/TP NP
1
+ V-int
NP
1
+ V-be + ADJ NP
1
+ V-tr + NP
2
NP
1
+ V-be + NP
1
NP
1
+ V-tr + NP
2
+ NP
3
NP
1
+ LV + ADJ NP
1
+ V-tr + NP
2
+ ADJ
NP
1
+ LV + NP
1
NP
1
+ V-tr + NP
2
+ NP
2
1.
The child behaved horribly in the store.
2.
On his last trip to Russia in the spring, Hilda finally felt comfortable.
3.
In another life I must have been a dancer.
4.
Upon his return, the people elected Jasper king of the entire country.
5.
My brother showed me the stream behind the wooded area.
6.
You are very quiet today.
7.
The personality test found Jenkins unsuitable for the position.
8.
After much deliberation, Millie bought the biggest car on the lot.
9.
Later, Smithers became the most important person in his life.
10.
The poor sailor was at sea for a year.
11.
Under most circumstances, we would be happy with your work.
12.
The professor considered the student a genius at mathematics.
13.
Ulcers give people pain.
14.
He waited in the rain for an hour.
15.
During my teen years, I grew tall.
10.9 Review Questions
Directions:
In the blank, identify the sentence pattern according to this code:
1.
Subject - Action Verb
2.
Subject - Action Verb - Direct Object
3.
Subject - Action Verb - Indirect Object - Direct Object
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Notes
4.
Subject - Non-Action Verb (Linking Verb) - Complement
_____ 1. Some of my friends did come to the Christmas party.
_____ 2. Some of my friends gave a Christmas party at a big hotel.
_____ 3. Some of my friends were sorry about missing the Christmas party.
_____ 4. Some of my friends gave me a bon voyage party.
_____ 5. Some of my friends gave the office party a bad name.
_____ 6. The four-day work week may soon be a reality.
_____ 7. Many people now work a full seven-day week.
_____ 8. To many people, the idea of more leisure time is appealing.
_____ 9. Labor unions will consider the four-day work week.
_____ 10. Long holiday weekends now give people a taste of more leisure time.
_____ 11. A reduced work week would provide more jobs for those now unemployed.
_____ 12. For some people, the four-day work week will remain a dream for a long time.
_____ 13. Some experiments will evaluate the four-day work week.
_____ 14. Employee dissatisfaction creates alarming conditions.
_____ 15. The four-day week could conceivably give us too much free time.
Answers: Self Assessment
1.
NP
1
+ V-int
2.
NP
1
+ LV + ADJ
3.
NP
1
+ V-be + NP
1
4.
NP
1
+ V-tr + NP
2
+ NP
2
5.
NP
1
+ V-tr + NP
2
+ NP
3
6.
NP
1
+ V-be + ADJ
7.
NP
1
+ V-tr + NP
2
+ ADJ
8.
NP
1
+ V-tr + NP
2
9.
NP
1
+ LV + NP
1
10.
NP
1
+ V-be + ADV/TP
11.
NP
1
+ V-be + ADJ
12.
NP
1
+ V-tr + NP
2
+ NP
2
13.
NP
1
+ V-tr + NP
2
+ NP
3
14.
NP
1
+ V-int
15.
NP
1
+ LV + ADJ
10.10 Further Readings
Books
J. Mathew,
Business Communication
, RBSA Publishers, 2008, p. 260.
Meenakshi Raman, Prakash Singh,
Business Communication
, Oxford University
Press, 7th Impression 2008.
PD Chaturvedi, Mukesh Chaturvedi,
Business Communication
—
Concepts, Cases and
Applications
, 2007, Pearson Education.
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Unit 11: Conditional Sentences
Notes
Unit 11: Conditional Sentences
CONTENTS
Objectives
Introduction
11.1
Conditional Sentences
11.2
Types of Conditional Sentences
11.3
Conditional Sentences
11.4
Conditional Sentences: Exercises
11.5
Summary
11.6
Self Assessment
11.7
Review Questions
11.8
Further Readings
Objectives
After studying this unit, you will be able to:
Explain Conditional sentences
Know about discuss types of conditional sentences
Get aware practices conditional sentences
Introduction
This unit aims to help students familiarize with form/use/meaning of conditional sentence
type 1 (the real if conditional). The lesson combines the explicit and implicit teaching of grammar
and is conducted in a meaning focused way
11.1 Conditional Sentences
Conditional sentence type I consists of two parts, the dependent/subordinate if clause and the
main will clause. The dependent if clause usually indicates a real or possible situation that can
happen in the present or in the future (I may go shopping), and the main will clause expresses
the result of the condition (I will spend some money). Conditional sentence type I is often called
the "real" conditional because it is used for real or possible situations. These situations take place
if a certain condition is met.
The problem in using conditional sentence type I comes from the incompatibility of the tenses
in dependent and result clauses. In dependent if clause, present simple tense is used to express a
present or future situation that is going to happen. However, in result clause, simple future,
indicated by will, is used to express the result of a future situation.
Conditional sentence type I varies in its structure when dependent if clause and main/result
clause exchange their positions. The sentence can be formed by the use of the present simple in
if clause followed by a comma and will + verb (base form) in the result clause. The result clause
can also be put first without using a comma between the clauses. In both conditions, the meaning
of the sentence remains the same.
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Notes
Conditional sentences are not the conditional tense (would + to-less infinitive). Conditional
sentences are made up of two clauses, one with a conjunction, often
if
. E.g.:
If you like it, you can
keep it.
These two clauses can be reversed:
You can keep it if you like it.
Notice the use of the comma.
The Conditional tense is formed with “would” + bare infinitive.
Notes
Remember:
hubiera o hubiese
=
had;
habría
=
would have.
Type 0: cause and effect
If
+ present present
These sentences are statements of universal truth or general validity.
If
corresponds closely in
meaning to
when(ever).
What happens when you don’t water plants?; If you don’t water plants, they die
Generally speaking, when it is raining, people get blue
Statements like this commonly appear in factual discussions or explanatory (scientific and
technical) texts. There can be a variation past/past. In the Middle Ages, when it was raining
people got blue. In both cases, present-present, past-past, notice the tenses in both clauses are the
same.
Type 1: open conditions
If
+ present
will
;
will
+ another modal; or Imperative
Open conditions
are conditions that may or may not be fulfilled. We make them when the action
or event mentioned in the conditional clause is being considered, is under discussion or appears
likely to happen:
If you lose it, I’ll kill you!; If you lose it, I’ll have to kill you; If you lose it, commit suicide!
Type 2: tentative, hypothetical and unreal conditions
If
+ past
would
-modal (present or future time reference)
The conditional
clause
here represents what is:
Degrees of decreasing probability
Examples
Possible: Suppositional or tentative but possible
If we caught the next train, we’d get there on time.
Compare this (more suppositional) with this: If we
catch the next train, we’ll get there on time. Type 2
is sometimes used to be more polite, really, less
pushy!
Hypothetical/imaginary but not impossible
(day-dreaming)
If I won the lottery, I’d quit my job.
Contrary to present fact, unreal situation
conveyed by the use of the past in the cond. cl.
If I knew how it worked [I actually don’t know!],
I’d tell you how to use it.
The verb in the conditional clause represents the attitude of thee speaker towards the conditions,
not time (which is indicated by other elements in the situation, if any).
I wish / If only / I'd rather / It's (about/high) time
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Notes
There is a set of expressions which force us to use the past tense: I wish you were here; If only we
found it!; I'd rather you spoke frankly; It's time we left.
Whenever we want to invite co-operation or indicate that people or events frustrate our desires,
instead of the past we use would: I wish you would hurry up!; I wish it'd stop raining! If only it'd
stop raining!
Type 3: unreal conditions
If + past perfect perfect modal (past time reference)
Completely hypothetical situations, totally contrary to past fact!
If we had caught that train, we'd have arrived on time! [Bloody hell! We didn't catch it!]
Conjunctions introducing conditional sentences Si… = If; Si no / A no ser que… = Unless
Type 0: IF = WHEN(EVER) - If I make a promise, I keep it.
IF = AS, SINCE, BECAUSE - If you haven't done your homework, you won't be able to follow
this lesson.
SUPPOSE/SUPPOSING - Suppose I go to NY, what will you do? Suppose I went to NY, what
would you do? Suppose I had been to New York, what would you have done?
Also, ON CONDITION/PROVIDED, AS LONG AS
Task
Complete the sentences, following any correct sequence of tenses.
1.
If only …, you wouldn’t now be in such a difficult position.
2.
If …, tell him I’m out.
3.
I can’t understand why …, unless he thinks we are all fools.
4.
If you are to succeed in your career, …
5.
As long as…, swimming in this river is fairly safe.
6.
If you were to explain the situation to him, I’m sure…
7.
Is there any point in your coming with us if…?
8.
How …, if you didn’t know my address?
9.
If Mr Bing rings up while I’m at lunch…
10.
I can’t possibly advise you properly unless…
11.
If …, I shall blame you for it.
12.
If you knew the answer, why…?
13.
My neighbour said I could borrow his lawn-mower provided that …
14.
If anything has occurred to make you change your mind, …
15.
When …, supposing we left immediately?
16.
Had it been anyone but you that spoke to me in such a way, …
Contd...
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Notes
17.
How I wish…
18.
Make a note of the telephone number in case you …
19.
If you…, you have only to say so.
20.
If you really have been studying English for so long, it’s about time you…
Task
Finish each of the sentences in such a way that it means exactly the same as the one
printed before it.
1.
It’s my opinion that you should take more exercise.
If I …
2.
Without proper lessons, you could pick up a lot of bad habits.
If you …
3.
It would be a waste of everyone’s time to discuss the question any further.
If … if we …
4.
You won’t get a loan without being able to offer some security.
You … unless …
5.
Follow the instructions carefully and you won’t have any problems.
As long as …
11.2 Types of Conditional Sentences
I.
Factual Conditional Sentences
Tense
If Clause:
Result Clause:
Formula
Present Real
If I eat,
I
get
full.
Simple Present + Simple Present
Past Real
If I ate,
I
got
full.
Simple Past + Simple Past
Future
If I eat,
I
will get
full.
Simple Present + Future
Additional elements used in these sentences:
1.
Modals in one or both clauses
2.
Not in one or both clauses
3.
Progressive forms may be used in all the conditions
Example:
1.
If you have enough money, you can buy one.
2.
If you don't have enough money, you can't buy one.
3.
If I am enjoying myself, I don't mind where I go.
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II.
Unreal Conditional Sentences
Tense
If Clause:
Result Clause:
Formula
Present
Unreal
If I had a car,
I
would take
you
places.
Simple Past + Would +
Base Form of Verb
Past Unreal
If I had had a car,
I
would have taken
you places.
Past Perfect + Would +
Have + Past Participle
Additional Information:
1.
In present unreal, the verb "to be" becomes "were" for all subjects.
2.
Could or might may be used in the result clause. However, the meaning changes.
Would expresses a definite intention, whereas could expresses a possibility or an
ability and might expresses a possibility
3.
Progressive forms can be used in both clauses
4.
Present unreal conditions can also be used to express a future condition; however,
unlike the factual future conditions, these mean that it is improbable the condition
will take place.
5.
In contrary to fact conditions, positive means negative and negative means positive.
Example:
1.
If Jane were my boss, she would treat me better.
2.
(a)
If Jane were my boss, she could treat me better.
(b)
If Jane were our boss, we might be able to do that.
3.
(a)
If I were going with you, I would be happier.
(b)
If I were with you, we would all be having fun.
4.
If you were going with us on the trip, we could have a great time.
5.
If you were not singing, we would be so happy!!!
11.3 Conditional Sentences
Type I : Real Conditional
(a)
If + Simple present + will
Both condition and result are very likely to happen
If John gets a good result, he will (he'll) study medicine.
If he fails his exams, he will go abroad.
(b)
If + Simple present + Imperative
This is a way of giving advice or instructions
If you feel tired, drink a cup of coffee.
If you can't wake up, buy an alarm clock.
If you see my wife, tell her I'll be late for dinner.
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(c)
If + should + imperative
In this way we can suggest that something is unlikely to happen, or is not particularly
probable.
If you should run into Peter Bellamy, tell him he owes me a letter.
(d)
If + Simple present + Simple present
This is a way of talking about laws of nature or things that always happen
If you heat ice, it melts.
If you fail your exams, you have to take them again in September.
(e)
If + Simple present + may
The result of the condition is just a possibility.
If we go to John's party, we may have a good time.
If we don't give them directions, they may get lost.
(f)
If + Simple present + can
If I haven't enough time today, I can wash your car tomorrow.
We use this form when we make present decisions about future ability. Otherwise we use
will be able to.
If you lose her telephone number, you won't be able to contact her later.
Type II: Hypothetical conditional
It is called so because the condition is contrary to the facts or because it is very improbable. We
use this
Unless I find a good excuse (if I don’t find a good
conditional to imagine what would it be like
if things
excuse), my father will punish me.
were different.
(a)
If + Simple past + would
If I were the president, I would end unemployment.
If I won the lottery, I would buy a Ferrari.
If I were you, I'd start packing now.
(b)
If + Simple past + might
The result of the condition would be just a possibility.
If you drove drunk, you might have an accident.
If he weren't so selfish, he might be happier.
(c)
If + Simple past + could
(the meaning of could here is would be able to).
If I had another £500, I could buy a car.
(d)
If + were to + would
If war were to break out, I would emigrate to Mars.
(This makes a future possibility sound less probable).
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Notes
Type III: Impossible conditional
The condition didn't happen in the past, and so the result didn't happen either. It is used for
speculating about past events.
(a)
If + Past perfect + Perfect conditional
If he had studied, he would have passed.
(b)
If + Past perfect + might have
If someone had heard the S.O.S., their lives might have been saved
(c)
If + Past perfect + could have
(the meaning is could have been able to).
If my parent's hadn't been poor, I could have gone to university
Unless
Very often, unless can be used instead of if not. The meaning of
unless
is an exclusive one (only
if... not / except on condition that...) and it is normally used in sentences that say 'A will happen
if it is not stopped by B'.
Unless I find a good excuse (if I don't find a good excuse), my father will punish me.
I ‘II be back tomorrow unless there’s a plane strike (if there isn't a plane strike).
Let's have dinner out unless you're too tired (if you aren't too tired).
However, unless cannot be used in sentences that say 'A will result from B not happening.'
Compare:
I will be glad if she doesn't come this evening.
*l will be glad unless she comes this evening.
I will be surprised if she doesn't have an accident.
*l will be surprised unless she has an accident.
Notice
The main clause can come first and the if clause second, especially in questions.
What will he do if he fails his exams?
Inversion in Conditional Sentences
In literary style, we can sometimes omit if changing the word order subject / auxiliary. This has
nothing to do, of course, with an interrogative sentence.
If you should run into Peter Bellamy, tell him he owes me a letter. = Should you run into Peter
Bellamy...
If she were my daughter, I would send her to a boarding school. = Were she my daughter...
If war were to break out, I would emigrate to Mars. = Were war to break out...
If he had studied, he would have passed. = Had he studied...
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Notes
Other words with conditional meaning
Many words and expressions can be used with a meaning similar to if, (and with similar verb
forms). Some of the commonest are provided, providing, supposing, as long as, on condition
that.
Supposing you fell in love with your boss, what would you do?
You can borrow my bike provided/providing you bring it back.
I 'II give you the day off on condition that you work on Saturday morning.
You are welcome to stay with us, as long as you share the rent.
11.4 Conditional Sentences: Exercises
A.
Change these conditional sentences type I into type II and type III.
1-
If you give me some glue, I will stick the pieces together.
2-
1 will get you a newspaper if I can find one.
3-
He will be a good president if he is elected.
4-
There will be more people killed if we don't stop that war.
5-
If you hurry, you'll catch your train.
6-
If you are a good boy, I will take you to the cinema.
B.
Rephrase the following sentences into conditionals (types I, II or III) like in the example:
e.g. You were not at home yesterday. Your little brother had an accident (type III) = If you
had been at home yesterday, your little brother wouldn't have had an accident
1-
I forgot the car keys at home. I was late for work. (t. III).
2-
She hasn't got a university degree. She'd like to have a better job. (t. II)
3-
I spent all my money on cigarettes. I need a dictionary, (t. III).
4-
You might see my sister. I need to tell her that our father's gone on a business trip.
(t. I, use SHOULD).
5-
Susan is going to fail almost every subject this year. She wants to go to university,
(t. I)
6-
He's not handsome. He'd like to have a beautiful girlfriend, (type II, use MIGHT in
the main clause).
7-
The prison warder was having lunch. The prisoners escaped, (till).
8-
I need a typewriter. It costs a lot of money, (t. I)
9-
I don't have enough time. I like reading very much, (t. II) 10.-1 don't like cooking. I
always eat in restaurants (t. II)
C.
Conditional Sentences Type I:
basic forms Write conditional sentences type I, using the
given facts in your conditional clause, and adding a suitable completion,
e.g.
He's thinking of going to England.
If he goes to England, he will have to learn English.
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Notes
1-
It looks as if those shoes in the window are my size.
2-
Don't drop that vase.
3-
It looks like being fine tomorrow.
4-
My father has suggested that I change my job.
5-
It seems that we'll be late for the theatre.
6-
Don't lose my library book!
7-
You may meet some friends of mine in London.
8-
He expects to pass his exams.
9-
They're hoping it will be a baby boy.
10-
I anticipate getting a rise in salary next year.
D.
Conditional Sentences Type I:
present + present
Answer these questions like in the example:
What happens if you heat ice? If you heat ice, it melts.
1-
What happens if flowers don't get any water?
2-
What must a motorist do if the traffic lights are red?
3-
What materials do you need if you want to write a letter? (you = one)
4-
What do you like to drink if you are thirsty? (you = you)
5-
Who do businessmen go to see if the want to borrow money?
6-
What do you expect a teacher to do if you make a mistake?
7-
What must one have if one wants to visit a foreign country?
8-
Who do people go to see if they feel ill?
9-
What happens if there is a power failure?
10-
How do people dress in your country if they work in an office?
E.
Conditional Sentences Type II:
Answer the questions with conditional statements of Type II.
1-
What cities or other places of interest would you visit if you went to America?
2-
What would you do (or not do) if you could live your life over again?
3-
What would you say or do if someone called you a fool?
4-
If a visitor came to your town, what places would you advise him to see?
5-
What famous person would you like to meet if you had the chance?
6-
What country would you choose if you decided to live abroad?
7-
What changes would you make in your house, assuming you had the money?
8-
What would you do if you saw a house on fire?
9-
What would you do if you had something stolen?
10-
Which books or records would you take with you if you went to live on a desert
island?
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Notes
F.
Conditional Sentences Type II.
Write conditional sentences type III based on the given facts.
We don't have any wood, so we can't light a fire. If we had some wood, we could light a
fire.
1-
Since she doesn't love him, she won't marry him.
2-
Our teacher explains things clearly, so we understand his lessons.
3-
As I haven't a watch, I can't tell you the time.
4-
Britain doesn't export enough, so she has a constant balance of payments problem.
5-
Since I know the meaning of the word, I don't have to look it up.
6-
This exercise is easy, so everyone will get the correct answers.
7-
I know the answer so I can tell you.
8-
We haven't any matches so we can't light the fire.
G.
Conditional Sentences Type III:
Complete the sentences, following one of the patterns of
conditional sentences type III.
1-
I would have enjoyed the party much more if...
2-
It... if the sea hadn't been so rough.
3-
Would you have been able to come next Tuesday if...?
4-
If you had taken my advice...
5-
If I had realized that you were really serious in what you said,...
6-
If it hadn't been for the fact that his father has influence...
7-
If he were to have told me the truth in the first place...
8-
Would you have lent him the money if...?
9-
What difference would it have made, even if...?
10-
If the fire brigade had arrived but a quarter of an hour earlier,...
11-
I'm sure she wouldn't have married him if...
12-
If..., we would have left without them.
H.
Conditional Sentences Type III
Change the following sentences into conditionals type III like in the example:
He didn't know his wife was going to be sitting at the next table, and so he took his
secretary to the Golden Tower restaurant =
If he had known his wife was going to be sitting at the next table, he wouldn't have taken
his secretary to the Golden Tower restaurant.
1-
Bob didn't hear about it in time, and so he didn't join Oliver's expedition to
Afghanistan.
2-
She changed her nationality on marriage, and so he didn't need to have her visa
extended.
3-
The Hotchkisses ran out of marmalade, and so they had apricot jam this morning.
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Notes
4-
I didn't know Oswald was going to be present, and so I went there.
5-
Guy didn't tell Hazel about the girl he met at the party, and so Hazel wasn't annoyed.
6-
I had nothing better to do, and so I turned on the television to watch this infantile
rubbish.
7-
Wilfred was suddenly taken ill, and so he and his family didn't go on holiday to
Greece.
8-
Miranda didn't see that the customer was going out without paying, and so she
didn't rush out and stop her.
9-
Slasher Higgins was carrying a gun when they caught him, and so he didn't get a
shorter sentence.
10-
Nobody told me it was your birthday, and so I asked you to clean out the larder.
11-
Percy was playing the fool all day, and so we didn't get more work done.
12-
Mr Gibson didn't marry the girl he loved thirty years ago, and so he wasn't a
happier man.
13-
There was no chance of rescuing survivors, and so they called off the search.
14-
He started running a bath and then forgot about it, and so the water overflowed, and
we had all this trouble and expense.
15-
He listened at the door of the boardroom, and in that way he learned that he was
going to lose his job.
I.
Conditional Sentences (Mixed Types):
Put the verbs in brackets into the correct tenses:
1-
If you (find) a skeleton in the cellar don't mention it to anyone.
2-
If you pass your examination we (have) a celebration.
3-
What (happen) if I press this button?
4-
I should have voted for her if I (have) a vote then.
5-
If you go to Paris where you (stay)?
6-
If someone offered to buy you one of those rings, which you (choose)?
7-
The flight may be cancelled if the fog (get) thicker.
8-
If the milkman (come) tell him to leave two pints.
9-
Someone (sit) on your glasses if you leave them there.
10-
You would play better bridge if you (not talk) so much.
11-
What I (do) if I hear the burglar alarm?
12-
If you (read) the instructions carefully you wouldn't have answered the wrong
question.
13-
I could repair the roof myself if I (have) a long ladder.
14-
Unless the turn the radio off I (go) mad.
15-
If you were made redundant what you (do)?
16-
We'll have a long way to walk if we (run) out of petrol here.
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Notes
17-
If you shake that bottle of port it (not be) fit to drink.
18-
I'll probably get lost unless he (come) with me.
19-
You (not have) so many accidents if you drove more slowly.
20-
If you (wear) a false beard nobody would have recognized you.
21-
If she (leave) the fish there the cat will get it
22-
Unless they leave a lamp beside that hole in the road somebody (fall) into it.
23-
You'll get pneumonia if you (not change) your wet clothes.
24-
If I had known that you couldn't eat octopus I (not buy) it.
25-
If they (hang) that picture lower people would be able to see it.
26-
She (be able) to walk faster if her shoes hadn't such high heels.
27-
I (bring) you some beer if I had known that you were thirsty.
28-
If you had touched that electric cable you (be) electrocuted.
29-
If the story hadn't been true the newspaper (not print) it.
30-
I (not buy) things on the instalment system if I were you.
31-
Dial 999 if you (want) Police, Ambulance, or Fire Brigade,
32-
You (not be) any use to me unless you learn to type.
33-
If anyone attacked me, my dog (jump) at his throat.
34-
If he were in he (answer) the phone.
35-
The ship would have run aground if the pilot (make) one mistake.
36-
I shouldn't have taken your umbrella if I (know) that it was the only one you had.
J.
Conditional Sentences (Mixed Types):
Finish these sentences, taking care to use correct
tenses.
1-
If he had taken my advice...
2-
If you ate less...
3-
We'll send for the doctor if...
4-
If she practised more...
5-
If there isn't enough wine in that bottle...
6-
If you had checked the petrol before we started...
7-
This clock wouldn't have run down if...
8-
Try on the blue one if...
9-
If these gates are locked...
10-
If we leave before breakfast...
11-
If the river rises any higher...
12-
Her life might have been saved if...
13-
If the volcano starts erupting...
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Notes
14-
The glass would look better if...
15-
Unless it is a nice day...
16-
If you don't put enough stamps on the letter, the person who gets it...
17-
He would lend it to you if...
18-
Unless this hotel gets another cook...
19-
If the storm becomes worse...
20-
If your uncle sees you...
21-
If you tried to climb it without a guide...
22-
If you didn't shake the camera so much, your photographs...
23-
I'd have brought my coat...
24-
If you don't like the picture...
25-
He would have given her diamonds...
26-
If you had asked his permission...
27-
If the fire had been noticed earlier...
28-
If you had any sense...
29-
You would have been angry if...
30-
If he had put the flowers into water at once...
31-
I should have ordered more coal if...
32-
If you leave the gate open...
33-
You will have to go to the dentist if...
34-
He would have been drowned if...
35-
If I'd had a car...
36-
If Tom rings while I'm out...
K.
Conditional Sentences:
inversion Rewrite these sentences as in the examples.
If you should need my help again, just give me a ring. = Should you need my help again,
just give me a ring.
Were the Government to go back on this election pledge, there would be a revolt among
back-benchers.
If the Government were to go back...
Had I known you were ill, I would have visited you.= If I had known you were ill,...
1-
If you should need to consult me again, you can contact me at this number.
2-
The hospital can switch to an emergency generator if the need should arise.
3-
If you should be late once again, you'll lose your job.
4-
If it were not for the fact that his father is on the board of directors, he would never
have got the job.
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Notes
5-
If such a merger were ever to be proposed, it would undoubtedly be referred to the
Monopolies Commission.
6-
If it were not for the expense involved, I would go there by air.
7-
If it hadn't been for your laziness, you could have finished the work by now.
8-
If he had taken a little more time to think, he might have acted more sensibly.
9-
If the attempted assassination had succeeded, there would almost certainly have
been civil and political chaos.
10-
If the driver of the train hadn't reacted so quickly, the accident would have been
much worse
11.5 Summary
This basically focuses on the form of target grammar point, where explicit teaching method is
applied and students are exposed to basic structures, variations, and negations of target grammar
point to form a general idea of it. Some drills are followed to strengthen students' short memory
of the grammar point
11.6 Self Assessment
Fill in the blanks:
1.
If the weather is fine, we ............................. prune the bushes.
2.
If I ..................... you, I ....................... accept the job.
3.
If I .............. (win, won) a prize in the lottery, I could travel to the Far East.
4.
If it ................... (rains, rained) all day and night, there might be a severe flood here.
5.
If only she ....................... him in time, his life might have been saved.
6.
If the dog had been ......................., it had not bitten the salesman.
7.
If the tyre was not ...................., they could have arrived earlier.
8.
If he had an ......................... in the bank, he can cash the cheque.
9.
If I ........................ more, I would have invited your friends for lunch.
11.7 Review Questions
1.
If he behaves himself, his father .......................... take him to the zoo.
2.
If the sports complex is not built by June, the public ......................... complain.
3.
If his mother does not accompany him, he .......................... not go to the dentist.
4.
If you apologize, she ............................. speak to you again.
5.
If you miss the bus, you can ......................... (take, have taken) a taxi.
6.
If you ............................ (have, had) proof of your innocence, they will not blame you for
what happened.
7.
If you take the right turning, you ........................ (have come, are coming, will come) to a
dead end.
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Notes
8.
If you ..................... (water, have water) the plants regularly, they will not die.
9.
If we ......................... (lose) our way, we would ask for help.
10.
If they .......................... (have, had) a shuttlecock, they could play badminton.
11.
If you ....................... (are, were) caught littering, you would be fined heavily.
12.
If he .................... (touches, touched, is touching) this switch, the alarm would go off.
13.
If we ................... (compromise, compromised) there would be an end to this argument.
14.
If he ........................(has, had) at least twenty thousand dollars, he could buy the house.
15.
If I ............... (want, wanted) to sell my car, I would put an advertisement in the newspapers.
16.
If the rescuers .............................. (hasn’t/hadn't) been quick enough, the girl would drown.
17.
If she........................ (have/had) not stopped talking, she will have to leave the library.
18.
If I....................(has/have) the answer to the riddle, I would have told you earlier.
19.
If you................... (has/have) eaten less and exercised more, you will have lost some weight.
20.
If he........................ (fall/fallen) from the tree, he would have broken his neck.
Answers: Self Assessments
1.
shall
2.
would
3.
won
4.
rained
5.
warned
6.
chained
7.
punctured
8.
account
9.
cook
11.8 Further Readings
Online links
http://webdelprofesor.ula.ve/humanidades/azapata/materias/phonetics_1/
description_of_the_english_vowel_sounds.pdf
http://eslenglishclassroom.com/index_files/PronunciationPage.html
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Notes
Advanced Communication Skills
Unit 12: Subordinating Conjunctions
CONTENTS
Objectives
Introduction
12.1
Subordinating Conjunctions
12.2
Independent Clause
12.3
Forming Complex Sentences with Subordinating Conjunctions
12.4
Summary
12.5
Keywords
12.6
Self Assessment
12.7
Review Questions
12.8
Further Readings
Objectives
After studying this unit, you will be able to:
Discuss subordinating conjunctions
Explain independent clause
Describe example related to subordinating conjunctions
Introduction
Subordinate clauses can begin with relative pronouns (and thus are called relative clauses, a
type of subordinate clause). When a subordinate clause starts with who, whose, or which for
example, punctuation gets a little bit trickier. Sometimes you will need a comma, and sometimes
you won’t, depending on whether the clause is essential or nonessential.
When the information in the relative clause clarifies an otherwise general noun, the clause is
essential.
12.1 Subordinating Conjunctions
A subordinate clause is a clause that cannot stand alone.
Notes
A clause is a group of words with as and a verb. It is always introduced by a
subordinate conjunction.
Example:
Subordinate Conjunctions
Unless:
You are allergic
Whenever:
I see your cat
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Notes
Since:
You are coming
These are not complete sentence. They all have subjects (you, I, you) and verbs (are, see, are
coming) but since they cannot stand alone. But unlike a subordinate clause, an independent
clause can stand alone.
Subordinating conjunctions but us join subordinate clause with independent clause.
Example:
1.
I will bring my cat
unless
you are allergic.
2.
Whenever I see your cat I sneeze.
3.
Since you are coming. I won’t bring my cat.
Independent Clause:
I will bring my cat
I sneeze
I won’t bring my cat.
These are all complete sentence. They all have subject (I), verb (will bring, sneeze, won’t bring)
and they can stand alone. Subordinating conjunctions are used to join a dependent clause
(incomplete thought) to an independent clause.
Notes
Some sentences are complex. Such sentences have two clauses, one main (or
independent) and one subordinate (or dependent). These are the patterns for a complex
sentence:
Main clause +
+ subordinate clause.
Subordinate clause + , + main clause
Common Subordinating Conjunctions
after
even if
that
before
even though
unless
once
If
until
although
if only
when
as
in order to
whenever
as if
now that
where
as long as
rather than
whereas
as though
Since
wherever
because
so that
while
still
Than
Example:
I will be able to drive when I get older.
"I will be able to drive"
independent clause (complete thought)
"when I get older"
dependent clause (incomplete thought)
The subordinating conjunction "
when
" is used to join the dependent clause to the independent
clause.
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Notes
Advanced Communication Skills
The subordinate conjunction has two jobs. First, it provides a necessary transition between the
two ideas in the sentence. This transition will indicate a time, place, or cause and effect
relationship. Here are some examples:
Louisa will wash the sink full of her dirty dishes once her roommate Shane cleans his stubble
and globs of shaving cream from the bathroom sink.
We looked on top of the refrigerator, where Jenny will often hide a bag of chocolate chip
cookies.
Because her teeth were chattering in fear, Lynda clenched her jaw muscle while waiting for her
turn to audition.
The second job of the subordinate conjunction is to reduce the importance of one clause so that
a reader understand which of the two ideas is more important. The more important idea belongs
in the main clause, the less important in the clause introduced by a subordinate conjunction.]
Read these examples:
As Samson blew out the birthday candles atop the cake, he burned the tip of his nose on a
stubborn flame.
Burning his nose > blowing out candles.
Ronnie begins to sneeze violently whenever the opens the door to greet a fresh spring day.
Sneezing violently > opening the door.
Even though Dana persevered at the calculus exam, she was only adding another F beside her
name in Dr. Armour’s grade book.
Adding another F > persevering at the exam.
Task
Directions:
Please fill in the blanks using the appropriate conjunction. Use commas
where necessary.
1.
He behaves .................... he rules the world.
2.
We started moving .................... he took his foot off the brake.
3.
I am going to go .................... my parents say I can't.
4.
.................... kill living animals for food, I am going to become a vegetarian.
5.
I waited .................... my mom paid for the groceries.
6.
I ran .................... I was scared.
7.
Typically, dessert comes .................... dinner.
8.
My sister is nicer .................... my brother.
9.
.................... I get happy I smile.
10.
I'm not leaving .................... you say you're sorry.
11.
We cannot go skiing .................... we have skis.
12.
I turned the key .................... start the car.
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Notes
12.2 Independent Clause
The following patterns are the most common ones in written American English. Each sentence
pattern contains an
independent clause
that can be a complete sentence.
The
independent clause (SVC)
contains a subject (S), a
verb (V)
, and a
completer (C)
. The
completer
= any word or words that complete the thought.
Subject
Verb
Completer
The man in the gray suit
ran
to get out of the rain.
My youngest brother
is
a very good guitar player.
Most of the patterns contain additional
words, phrases
, or
subordinate clauses
that attach to the
main
SVC
.
Phrases
are word groups that function within the sentence. (See the list of phrases in Pattern #3
below):
Subordinate clauses
are not complete sentences because they have a subordinator before their
subject. (See the list of subordinators in Pattern # 3 below):
Each basic sentence pattern is indicated by combinations of
SVC
and ....................... .
SVC
= an independent clause that can be a complete sentence.
....................... = a word, phrase, or subordinate clause that is part of a complete sentence.
By combining the ....................... and
SVC
chunks, you can create the following basic patterns:
#1:
SVC. Independent clause (simple sentence)
#2:
SVC, and SVC. Independent clauses joined by a coordinating conjunction (FANBOYS)
#3:
......................., SVC. Lead-in word, phrase, or subordinate clause
#4:
S, .......................,VC. Interrupting word, phrase, or clause
#5:
S that ....................... VC. S who ....................... VC. Necessary or Essential relative clauses
#6:
SVC, ........................ SVC: ........................ SVC– ....................... . Additional or Nonessential words,
phrases, or clauses
#7:
SVC; ......................., SVC. Sentence; lead-in word, sentence.
Pattern #1:
SVC. The independent clause
This pattern may have more than one subject, verb, or completer but not more than one
independent clause.
S
V
C
SVC.
George
ate
six apples.
S
V
C
SVC.
Driving to Minneapolis
takes
four hours from my house.
S
V
C
SVC.
That Martha was late to school
was
a surprise to her mother.
S
V
C
SVC.
Whether Tim goes to the dance
is his
decision to make.
S
&
S
V
C
S&SVC.
Helen
and
Mauren
gave
a party for Jane.
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Advanced Communication Skills
S
V
&
V
C
SV&VC.
Mark
designed
and
built
an ultralight aircraft.
S
V
C
&
C
SVC&C.
Harvey
ate
the whole cake
and
all the cookies.
S
V
C
&
V
C
SVC&VC.
Tom
baked the cake
and
bought the decorations.
Notes
Do not confuse Pattern #1: SVC and VC. with Pattern #2: SVC, and SVC.
S V C & V C
Tom baked the cake and bought the decorations. (One independent clause)
S V C S V C
Tom baked the cake, and he bought the decorations. (Two independent clauses)
Pattern #2:
SVC, and SVC. SVC ; SVC. The compound sentence.
This pattern consists of two independent clauses joined by a semicolon or by a comma and a
coordinating conjunction: for, and, nor, but, or, yet, so.
(FANBOYS)
for
and
Sentence, nor sentence.
SVC, but SVC.
or
yet
so
SVC, but SVC.
John was mad at Allison, but he still took her to the dance.
SVC; SVC.
John gave Allison a sweater ; she gave it to her sister.
Note the difference: SVC ,so SVC. SVC so that svc.
Two sentences joined by a comma and coordinating conjunction:
John was mad at Allison, so he broke up with her.
SVC and attached dependent clause: See also Pattern #5 below.
John gave Ella a gift so that Alison would be jealous. (Subordinate Clause)
Notes
Three or more SVC chunks may also be combined into one sentence:
S V C S V C S V C
John bought the tickets, Mary brought popcorn, and Helen drove the car.
John bought the tickets; Mary brought popcorn; Helen drove the car.
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Notes
Pattern #3:
................., SVC. Lead-in words, phrases, subordinate clauses
A comma separates lead-in words from the SVC.
S V C
Unfortunately, Max broke his leg in the first game of the season.
Nevertheless, he still wants to play hockey next year.
Some common lead-in words
Accordingly
Furthermore
Moreover
Still
Also
However
Nevertheless
Thereafter
Anyway
Instead
Nonetheless
Therefore
Besides
Likewise
Otherwise
Thus
Consequently
Meanwhile
Similarly
Undoubtedly
First
Second
next
Finally
A comma separates lead-in phrases from the SVC.
Sprinting toward the huddle, John twisted his ankle. (present participle phrase)
Annoyed beyond endurance, I told Joey to shut up. (past participle phrase)
Curious about the gift, Annie shook the box. (adjective phrase)
Slowly and carefully, Joan climbed the ladder. (adverb phrase)
To reach the top, Tom leaped and grabbed the branch. (infinitive phrase)
On the way to school, the car stopped running. (prepositional phrase)
hw vbl
Hands shaking, Bill reached for the fire extinguisher. (absolute phrase)
hw vbl
Arms outstretched, Mary ran toward her fiancé. (absolute phrase)
Notes
An absolute phrase has a head word (hw) and a verbal (vbl). The verbal is usually
a present or past participle. The phrase provides information about the subject.
Examples of present participles: running watching
Examples of past participle: scared exhausted
Pattern #3:
..................., SVC. Lead-in words, phrases, subordinate clauses
A comma separates lead-in subordinate clauses from the SVC.
A dependent clause begins with a subordinating word or phrase.
after
although
as
as if
as though
because
before
even if
even though
if
once
since
so that
though
that
unless
until
when
where
which
while
who
whether
whoever
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Notes
Advanced Communication Skills
Note that a subordinate clause has a subject, verb, and completer (indicated as svc) after the
subordinating word or phrase:
s v c S V C
Because you are annoying me, I want you to leave.
If you want to win, you need to practice harder.
So that he could play football, Matt began to lift weights.
Once the flooding began, many people fled to the Superdome.
Even though the experiment failed, Tony learned the importance of teamwork.
Notes
Look carefully to see whether the subordinating word begins a subordinate clause
or whether the clause is the subject of the sentence!
Subject V C.
S V C
Where we went after school is none of your business.
S V C
Whether you buy the car or not does not concern me.
Subordinate clause, SVC.
S V C
When the snow began to fall, we were ready to go skiing.
Pattern #4:
S, ........................, VC. Sentence Interrupters
Additional information can be placed as an interrupter between the subject and verb or the verb
and completer. Surround the interrupting word, phrase, or subordinate clause with a pair of
commas, dashes, or parentheses.
1.
Commas surround interrupting words, phrases, or clauses.
S V C
Pam,
however
, decided not to attend the party.
Mr. Jefferson,
our next door neighbor
, bought a new riding lawnmower.
John,
sprinting toward the huddle
, twisted his ankle.
Marie,
annoyed beyond endurance
, told Joey to shut up.
Annie,
curious about the gift
, shook the box.
S V C
Alan knew,
when he heard the sirens
, that a tornado had been sighted..
S V C
Jerry,
hearing the bell
, knew
from experience
that the drill was over.
2.
Parentheses enclose interrupting information.
Our advisor (Mr. Jackson) suggested we hire a live band.
That date (December 7, 1941) will live in infamy.
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Notes
3.
Dashes surround abrupt or unexpected interruptions.
The judges-those ignorant blockheads-gave the prize to Henry.
She was shocked-seeing the photo of a dangerous sex offender-to realize that he was her
next door neighbor!
Kate raced home-averaging 90 mph-and was pulled over for speeding.
Pattern #5:
That ............... VC. SVC who ............... . Necessary or Essential Clauses
Essential clauses add necessary information that should not be set off by commas.
Essential clauses are not surrounded by commas.
S V C
The man who is standing next to George ran in the Boston Marathon.
The who clause is an essential part of the subject because it identifies the man.
S V C
Heather opened
the door that led to the garage
.
The
that
clause is an essential part of the completer because it identifies the door.
Differences between essential and nonessential clauses:
In the first sentence, we need the essential clause to identify the subject and tell us which woman.
Essential
The woman who just drove past
owns the newest restaurant in town.
In the second sentence, the subject's identity is clear, and the clause provides additional
(nonessential) information about him.
Nonessential
My uncle George,
who lifts weights every day
, ran in the Boston marathon.
The word that often begins an essential clause:
He bought the car that had the lowest mileage.
The car that had the lowest mileage was the most expensive.
The word which often begins a nonessential clause:
He bought the red car,
which I didn't like
, for less than $1,000. (Pattern #4)
He bought the car for $1,000,
which was a good deal for him
. (Pattern #6)
Pattern #6:
SVC, ....................... SVC: ....................... SVC-- ....................... .
Often, nonessential words, phrases, and subordinate clauses are added after the SVC and set off
with a comma, dash, or colon.
SVC, ....................... . Using Commas after the SVC
A comma sets off nonessential words after the SVC.
Henry was happy with his new car,
naturally
.
His parents' checking account was now very low,
however
.
A comma sets off nonessential phrases that follow the SVC.
Jane started to dance,
whistling softly
.
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Notes
Advanced Communication Skills
Annie shook the box,
curious about the gift
.
A comma sets off nonessential subordinate clauses that follow the SVC.
S V C sub. s v c
Arnold skipped the math test,
which his brother advised him not to do
.
S V C s v c
Arnold skipped the math test,
which was a dumb thing to do
.
Notes
Which is the subordinator in the first subordinate clause. It is both the subordinator
and the subject of the second subordinate clause.
SVC:
......................... . Using Colons after the SVC
A colon introduces a list after the SVC.
We bought many supplies: juice, bread, canned meat, matches, and sleeping bags.
A colon introduces a conclusion or example after the SVC.
Ann knew there was only one thing to do: sneak home and crawl into bed.
George knew that he was in trouble: his father could not miss the broken taillight.
A colon introduces a quotation after the SVC.
President Bush made a surprising admission: "I take full responsibility for FEMA's failure."
SVC-- ....................... . Using Dashes after the SVC
A dash sets off an abrupt comment or surprising details after the SVC.
Martha answered Martin's question-angrily.
Harriet crossed the finish line first-to the delight of her fans.
Bill forgot one important rule-Always stop for a red light.
The wind howled and the sky grew dark-then lightning struck the house next door.
Pattern #7:
SVC; .........................., SVC. Sentence; lead-in word, sentence.
Use a semicolon after the first sentence and a comma after the lead-in word.
She liked Henry; however, she liked Robert even better.
Combining Sentence Patterns
Here are some ways to combine the SVC and ............... parts for sentence variety.
Shouting with joy
, Gerry ran home after the game.
Gerry,
shouting with joy
, ran home after the game.
Gerry ran home after the game,
shouting with joy
.
Caught red-handed
,
knees knocking
,
voice quavering
,
Betty admitted her guilt
.
S
Snorting impatiently
,
pawing the dust
,
swinging its horns from side to side
,
the red bull
, a
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Notes
V C
champion of many fights
,
watched the matador approach
, readying itself for the charge.
S
After the fans had left the arena
,
the women's basketball team
,
elated by their victory and
V C
whooping with glee, climbed onto the bus that would take them home to Fargo, three hundred
miles away.
12.3 Forming Complex Sentences with Subordinating Conjunctions
Definitions
Independent Clause:
An independent clause is a group of words that contains a subject and a
verb, expresses a complete thought, and can stand alone as a sentence.
Dependent Clause:
A dependent clause is a group of words that contains a subject and a verb,
does not express a complete thought, and cannot stand alone as a sentence.
Complex Sentence:
A complex sentence is a sentence that contains one independent clause and at
least one dependent clause.
Subordinate Clause:
A dependent clause that begins with a subordinating conjunction. Since
subordinate clauses are adverbial, they may appear at the beginning or end of a complex sentence.
Table of Subordinating Conjunctions
Time
After, As, As soon as, Before, Once, Since, Until, When, While
Manner
As, As if, As though, Like
Cause and Effect
Although, Though, Whereas, While, Except, That
Condition
Because, In that, Now that, Since, So that
Condition
If, In case, Provided (that), Unless
Purpose
So that, In order that
Comparison
As...as, More than, Less than, Than
(
Source:
Klammer, Thomas P., Shultz, Muriel R., Delia Volpe, Angela.. Analyzing English Grammar. Pearson Education, 2007.)
Punctuating Complex Sentences with Subordinating Conjunctions
If a subordinate clause appears at the beginning of a complex sentence, it must be separated from
the independent clause by a comma.
Example:
After she finished her homework, Monica went shopping.
In general, if a subordinate clause appears after the independent clause in a compound sentence,
no comma is needed.
Example:
Monica went shopping after she finished her homework.
Note on punctuation:
If the subordinating conjunction in a complex sentence is whereas, though,
although, or even though, a comma is needed to show separation between the two clauses.
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Notes
Advanced Communication Skills
Task
Without looking at the above table, identify the subordinating conjunctions in the
following sentences and identify how they are functioning. Then rewrite the sentences by
changing the order of the clauses and punctuate as needed.
1.
John tried hard to finish his super fudgy-wudgy sundae, though it seemed an
impossible task.
2.
I will pay you back as soon as I get the money.
3.
Until I started going to class regularly, I performed poorly on the weekly quizzes.
4.
Even though she had a ten-page paper to write, Mary went to the movies with
friends.
5.
Before he was a famous writer, John Steinbeck was a maintenance man.
6.
After she graduates this year, Julie will work in her father's law firm.
12.4 Summary
Subordinating conjunctions are used to join a dependent clause (incomplete thought) to an
independent clause.
The subordinating conjunction "when" is used to join the dependent clause to the
independent clause.
The independent clause (SVC) contains a subject (S), a verb (V), and a completer (C). The
completer - any word or words that complete the thought.
Phrases are word groups that function within the sentence.
Subordinate clauses are not complete sentences because they have a subordinator before
their subject.
12.5 Keywords
Coordinating Conjunctions:
It used to connect two independent clauses.
Conjunction:
It is a joiner, a word that connects (conjoins) parts of a sentence.
Subordinating Conjunctions:
It used to establish the relationship between the dependent clause
and the rest of the sentence.
12.6 Self Assessment
Fill in the blanks:
1.
We recognized her at once, .................... we had not seen her for years.
2.
He kept reading .................... he fell asleep.
3.
The moon will rise .................... the sun sets.
4.
It looks .................... the train will be late.
5.
.................... she got her degree, she became a teacher.
6.
We will not go skiing .................... the weather is good.
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Notes
7.
.................... he left, he made sure he had his keys with him.
8.
.................... I told the truth, you would not believe me.
9.
They have known her .................... she was a child.
10.
I must leave now, .................... I have a great deal of work to do.
11.
What shall we do .................... it rains?
12.
.................... you read this book, you would be sure to enjoy it.
13.
The door was open, .................... we could hear everything.
14.
I studied more .................... he did.
15.
We packed a lunch, .................... we knew we would soon be hungry.
16.
I will join you, .................... the weather is fine.
17.
.................... he is very busy, he is seldom at home.
18.
We must hurry, .................... we will be late.
12.7 Review Questions
Fill in the blanks:
1.
We stayed up late, .................... we were tired.
2.
They went swimming, .................... the coldness of the water.
3.
I enjoy the course, .................... the professor is a good teacher.
4.
She looks .................... your sister.
5.
Please wait .................... I make a phone call.
6.
Did you hear any noises .................... the night?
7.
It looked .................... we would not be able to leave until the next day.
8.
We all felt tired .................... the hot weather.
9.
I read a book .................... I was waiting.
10.
Her eyes shone .................... stars.
11.
They managed to work together, .................... their differences of opinion.
12.
I left home early, .................... I had to do several errands.
13.
He speaks about the subject .................... he were an expert.
14.
We rested .................... the hottest part of the day.
15.
.................... she lost her way twice, she arrived safely.
16.
.................... their interest in comets, they decided to study astronomy.
Answers: Self Assessment
1.
although
2.
until
3.
as soon as
4.
as though
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Notes
Advanced Communication Skills
5.
After
6.
unless
7.
Before
8.
Even if
9.
since
10.
as
11.
supposing
12.
If
13.
so
14.
than
15.
for
16.
providing
17.
Because
18.
or else
12.8 Further Readings
Books
J. Mathew,
Business Communication
, RBSA Publishers, 2008, p. 260.
Meenakshi Raman, Prakash Singh,
Business Communication
, Oxford University
Press, 7th Impression 2008.
PD Chaturvedi, Mukesh Chaturvedi,
Business Communication
—
Concepts, Cases and
Applications
, 2007, Pearson Education.
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Unit 13: Correlative Conjunctions
Notes
Unit 13: Correlative Conjunctions
CONTENTS
Objectives
Introduction
13.1
Correlative Conjunctions
13.2
Summary
13.3
Keywords
13.4
Self Assessment
13.5
Review Questions
13.6
Further Readings
Objectives
After studying this unit, you will be able to:
Discuss Correlative conjunctions
Illustrate Correlative conjunctions
Introduction
Correlative conjunctions always appear in pairs
–
you use them to link equivalent sentence
elements. The most common correlative conjunctions are "both...and," "either...or," "neither...nor,",
"not only...but also," "so...as," and "whether...or." (Technically correlative conjunctions consist
simply of a coordinating conjunction linked to an adjective or adverb.)
13.1 Correlative Conjunctions
Correlative conjunctions are used in pairs, in order to show the relationship between the ideas
expressed in different parts of a sentence. For instance, in the following example, the expression
either ... or is used to indicate that the ideas expressed in the two clauses represent two alternative
choices of action.
Example:
Either you should study harder, or you should take a different course.
The most commonly used correlative conjunctions are both ... and, either ... or and neither ... nor.
In the table below, each pair of correlative conjunctions is accompanied by an example of its use.
Note that in the construction if ... then, the word then can usually be omitted.
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Advanced Communication Skills
Notes
both ... and
He is
both
intelligent
and
good-natured.
either ... or
I will
either
go for a walk
or
read a book.
neither ... nor
He is
neither
rich
nor
famous.
hardly ... when
He had
hardly
begun to work,
when
he was interrupted.
if ... then
If
that is true,
then
what happened is not surprising.
no sooner ... than
No sooner
had I reached the corner,
than
the bus came.
not only ... but also
She is
not only
clever,
but also
hard-working.
rather ... than
I would
rather
go swimming
than
go to the library.
scarcely ... when
Scarcely
had we left home,
when
it started to rain.
what with ... and
What with
all her aunts, uncles
and
cousins, she has many relatives.
whether ... or
Have you decided
whether
you will come
or
not?
A correlative conjunction is made up to two parts, and both these parts should be included in a
sentence. However, the two parts are always split up by words in between.
Some examples of correlative conjunctions are as follows:
Both/and
Either/or
Neither/nor
Whether/or
Just as/so
Not only/bust also
These conjunctions are used when there is a continuous flow of ideas. Therefore, when used in a
sentence, correlative conjunctions are not separated by commas (a comma will break the flow).
Example:
Incorrect:
the tsunami caused damage not only to property, but also to life.
Correct:
The tsunami caused damage not only to property but also to life.
Example:
Incorrect:
Julia is trying to decide whether she wants to go to law school, or be a doctor.
Correct:
Julia is trying to decide whether she wants to go to law school or to be a doctor.
Example:
Good Examples
1.
Both
my sister
and
my brother work with computers.
The correlative conjunction in this sentence is "both ... and." This correlative conjunction
links together two words of the same type. In this case, the types of words are the nouns,
sister and brother.
2.
She wanted
neither
cake
nor
ice cream.
The correlative conjunction in this sentence is "neither ... nor." This conjunction links two
nouns.
3.
He did not know
whether
to exit the freeway at Orange Avenue
or
to exit the freeway at
Cherry Avenue.
Correlative Conjunctions
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Notes
The correlative conjunction in this sentence is "whether ... or." This conjunction links two
phrases.
4.
The Grammar teachers are
not only
intelligent
but also
friendly.
The correlative conjunction in this sentence is "not only ... but." This conjunction links two
phrases.
Example:
Bad Examples
1.
The student is
not only
friendly
but also
a baker.
This is not correct because friendly is an adjective and baker is a noun. A correlative
conjunction must link similar types of words.
2.
The athlete did not know
whether
to run
or
walking in order to warm up.
This is not correct because, even though both are verbs, "to run" is the infinitive form and
"walking" is the present participle. A correlative conjunction must link similar types of
words.
The
highlighted
words in the following sentences are correlative conjunctions:
Both
my grandfather
and
my father worked in the steel plant.
In this sentence, the correlative conjunction "both...and" is used to link the two noun phrases that
act as the compound subject of the sentence: "my grandfather" and "my father".
Bring
either
a Jello salad or a potato scallop.
Here the correlative conjunction "either...or" links two noun phrases: "a Jell-O salad" and "a
potato scallop."
Corinne is trying to decide
whether
to go to medical school or to go to law school.
Similarly, the correlative conjunction "whether ... or" links the two infinitive phrases "to go to
medical school" and "to go to law school."
The explosion destroyed
not only
the school
but also
the neighboring pub.
In this example the correlative conjunction "not only ... but also" links the two noun phrases ("the
school" and "neighboring pub") which act as direct objects.
Notes
Some words which appear as conjunctions can also appear as prepositions or as
adverbs.
Example:
Both my sister and
I
will attend the party.
“
my sister
”
first item
“
I
”
second item
The correlative conjunction “
Both
” is used to coordinate the item “
my sister
”, while the
correlative conjunction “
and
” is used to coordinate the item “
I
”.
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Notes
Task
Directions:
try to fill in the blanks using the appropriate conjunction. Use commas
where necessary.
1.
_____ my brother ____ my sister live in China.
2.
____ ______ my dog, ____ _______ my cat are sick.
3.
__________ my mother ____ my father were born in this country.
4.
__________ I will go to the store ___ you will.
5.
_____ soccer ____ tennis are sports.
6.
____ my car, ____ my truck needs to be repaired.
7.
__________ I will come there, ____ you will come here.
8.
__________ you ____ your friend are old enough to enter.
13.2 Summary
Correlative conjunctions always appear in pairs -- you use them to link equivalent sentence
elements. The most common correlative conjunctions are "both...and," "either...or,"
"neither...nor,", "not only...but also," "so...as," and "whether...or." (Technically correlative
conjunctions consist simply of a coordinating conjunction linked to an adjective or adverb.)
Correlative conjunctions are used in pairs, in order to show the relationship between the
ideas expressed in different parts of a sentence. For instance, in the following example, the
expression either ... or is used to indicate that the ideas expressed in the two clauses
represent two alternative choices of action.
13.3 Keywords
Conjunction:
Conjunction is a joiner, a word that connects (conjoins) parts of a sentence.
Coordinating Conjunctions:
Coordinating Conjunctions used to connect two independent clauses.
Correlative Conjunctions:
Correlative Conjunctions which always travel in pairs, joining various
sentence elements that should be treated as grammatically equal.
Subordinating Conjunctions:
Subordinating Conjunctions used to establish the relationship
between the dependent clause and rest of the sentence.
13.4 Self Assessment
Paying attention to the expressions used in the following sentences, fill in the blanks with the
words and, but also, nor, or, than, then and when, as appropriate. For example:
We should either walk quickly ........................ take the bus.
We should either walk quickly or take the bus.
I had scarcely sat down ........................ the telephone rang.
I had scarcely sat down when the telephone rang.
1.
I have both respect ............................ admiration for them.
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Unit 13: Correlative Conjunctions
Notes
2.
Hardly had I finished reading over the problem, .......................the answer leapt to my
mind.
3.
It will rain either today ..................... tomorrow.
4.
He could not decide whether to tell the truth ...................... keep silent.
5.
It was not only a beautiful day, ......................... the first day of Spring.
6.
If you follow the instructions, ........................ you should have no difficulty.
7.
He is neither proud ....................... condescending.
8.
What with one thing ..........................another, it was very late by the time we left the house.
9.
No sooner had I opened my eyes, .......................... I remembered where I was.
10.
Scarcely had I heard the news, .......................... my friend arrived.
11.
I do not know whether he has seen the movie before ..........................not.
12.
I would rather wait here .............................. risk missing the bus.
13.
She could find the book neither at the Library, ........................... at the bookstore.
14.
No sooner had I opened the window, ........................ a butterfly flew into the room.
15.
The crowd was both large ............................ enthusiastic.
13.5 Review Questions
Answer each question with 'either...or' or 'neither...nor.'
1.
Ask _____ Mary __ Lucy. One of them knows who ate your pizza.
2.
She wants to scold the boys today. But _____ Ray __ Roy has been here.
3.
"Can you answer with _____ a yes __ a maybe ?" asked Joan.
4.
"Would you marry a man who has _____ fame __ money?" Mary asked her best friend.
5.
You can watch the television series tonight _____ on panda bears __ the polar bears.
6.
Mother said, "You _____ help me prepare dinner __ you prepare it yourself."
7.
Everyone knows the children at the deaf-mute centre can _____ hear __ speak.
8.
Bill was so worried about his coming examination results that he could _____ sleep
peacefully without nightmares __ eat properly without choking.
9.
We can cook a new type of curry. We can cook _____ duck curry __ turkey curry.
10.
_____ the men __ their supervisor knows their new boss is gay.
11.
We are required to sit for only one paper. We can sign up for _____ the American English
paper __ the British English paper.
12.
Each class is to present _____ a historical drama __ a modern drama for the concert.
13.
"Why is the baby crying?" "_____ she is hungry __ her nappy needs changing."
14.
You can colour the design with _____ black crayons __ black paints.
15.
Our Yellow House was _____ first __ last in this year's
Answer each question with one of these: either...or / neither...nor / not only... but / not only...but
also / both...and.
16.
"Oh, dear! I have forgotten _____ my wife's _____ my mother's birthday is today," said
Sean.
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Notes
17.
She employs a servant to do _____ the washing _____ cooking for her dogs and cats.
18.
She employs a servant to do both the washing and cooking for her dogs and cats.
19.
We are planning to trek _____ through forests _____ over mountains during the holidays.
20.
You must have been _____ daydreaming _____ sleeping in class again.
21.
I do not like her. She is _____ talkative _____ boastful.
22.
The boys were _____ drug addicts _____ gambling addicts.
23.
You shouldn't buy that blue suit. _____ the coat _____ trousers don't fit you well.
24.
Alfred _____ got up late this morning _____ had a bad headache.
25.
The teacher refused to mark his work because his book was _____ torn _____ dirty.
26.
The boy is really talented. He _____ knows how to play the piano _____ can perform
magic.
27.
The invitation is for two females only, so _____ your wife _____ sister can attend the
function.
28.
You are _____ undersized _____ malnourished.
29.
The beggar is _____ deaf _____ dumb, but he pretends to be.
30.
The policemen found blood _____ on the bed _____ under the bed.
31.
_____ grandpa _____ grandma would give in until he or she received a full apology.
Answers: Self Assessment
1.
and
2.
when
3.
or
4.
or
5.
but also
6.
then
7.
nor
8.
and
9.
than
10.
when
11.
or
12.
than
13.
nor
14.
than
15.
and
13.6 Further Readings
Books
J. Mathew,
Business Communication
, RBSA Publishers, 2008, p. 260.
PD Chaturvedi, Mukesh Chaturvedi,
Business Communication
—
Concepts, Cases and
Applications
, 2007, Pearson Education.
Meenakshi Raman, Prakash Singh,
Business Communication
, Oxford University
Press, 7th Impression 2008.
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Unit 14: One Word Substitution
Notes
Unit 14: One Word Substitution
CONTENTS
Objectives
Introduction
14.1
One-word Substitution
14.2
Summary
14.3
Keywords
14.4
Self assessment
14.5
Review Questions
14.6
Further Readings
Objectives
After studying this unit, you will be able to:
Explain the meaning of one word substitutions
Discuss exercise related to One Word Substitution
Introduction
One word substitution is a sort of reverse dictionary. We know meaning or a part of the meaning
of a word. But, we do not know the word itself. We try to recollect the word from our memory.
We may end miserable, because of poor memory. This search, will probably help.
A very interesting method of enhancing your vocabulary is to try to find out the synonyms and
antonyms of useful words. There are a host of prefixes and suffixes that alter or modify the
meanings of words and you should learn them.
One-word substitution is a unique method of learning new words. You have a definition or
description before you and you have to think of a word, or maybe a small phrase, that best
answers, matches or suits it. This way the word and the definition will become associated with
each other and will be easily lodged in your mind.
The present unit is a unique collection of definitions and their answers in that no such book has,
to the best of the compiler's knowledge, been attempted so far. Though it cannot claim to be
exhaustive (many words might have been left out), it is a fairly good collection. It incorporates
words from all branches of human knowledge and all fields of human experience. All the words
and their important derivatives (excepting certain self-explanatory words ) have been used in
expressive sentences so as to make their meanings clear.
4.1 One-word Substitution
One word substitution is very important to write precisely and speak in a single word. Generally,
we speak or write in a garrulous way. But, it is seen that precise words are always understood
easily by all. At times we become verbose but sometimes the verbosity is not required and we
are required to talk or speak precisely. In English language there are a lot of single words for a
group of words. So, speak precisely and avoid the fear of being misunderstood. Let me quote
some one words for a group of words.
Hardeep Singh,
Lovely Professional University
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Notes
One important point needs to be mentioned here. There are other aspects of a language without
which the learning process will remain incomplete. Phrasal verbs and idioms make the English
language lively, vibrant and dynamic. In fact, you cannot do without them. Then there are
collocations which are, more often than not, ignored by most learners. It is important to know
which part of speech a word belongs to or in which way it has been used. The emphasis should
be on how a particular word or phrase should be or can be used in a sentence
We have not touched upon the problem of pronunciation here, which is of paramount importance
when it comes to speaking English correctly and effectively
It is sincerely hoped that the book will prove to be useful to those who intend to build up their
vocabulary. Errors and omissions, if pointed out, will be removed in later editions. Suggestions
for improvement will be gratefully acknowledged and, depending on their feasibility,
implemented.
1.
One who is out to subvert a government
Anarchist
2.
One who is recovering from illness
Convalescent
3.
One who is all powerful
Omnipotent
4.
One who is present everywhere
Omnipresent
5.
One who knows everything
Omniscient
6.
One who is easily deceived
Gullible
7.
One who does not make mistakes
Infallible
8.
One who can do anything for money
Mercenary
9.
One who has no money
Pauper
10.
One who changes sides
Turncoat
11.
One who works for free
Volunteer
12.
One who loves books
Bibliophile
13.
One who can speak two languages
Bilingual
14.
One who loves mankind
Philanthropist
15.
One who hates mankind
Misanthrope
16.
One who looks on the bright side of things
Optimist
17.
One who looks on the dark side of things
Pessimist
18.
One who doubts the existence of god
Agnostic
19.
One who pretends to be what he is not
Hypocrite
20.
One incapable of being tired
Indefatigable
21.
One who helps others Good
Samaritan
22.
One who copies from other writers
Plagiarist
23.
One who hates women
Misogynist
24.
One who knows many languages
Polyglot
25.
One who is fond of sensuous pleasures
Epicure
26.
One who thinks only of himself
Egoist
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Unit 14: One Word Substitution
Notes
27.
One who thinks only of welfare of women
Feminist.
28.
One who is indifferent to pleasure or pain
Stoic
29.
One who is quite like a woman
Effeminate
30.
One who has strange habits
Eccentric
31.
One who speaks less
Reticent
32.
One who goes on foot
Pedestrian
33.
One who believes in fate
Fatalist
34.
One who dies without a Will
Intestate
35.
One who always thinks himself to be ill
Valetudinarian
36.
A Government by the people
Democracy
37.
A Government by a king or queen
Monarchy
38.
A Government by the officials
Bureaucracy
39.
A Government by the rich
Plutocracy
40.
A Government by the few
Oligarchy
41.
A Government by the Nobles
Aristocracy
42.
A Government by one
Autocracy
43.
Rule by the mob
Mobocracy
44.
That through which light can pass
Transparent
45.
That through which light cannot pass
Opaque
46.
That through which light can partly pass
Translucent
47.
A sentence whose meaning is unclear
Ambiguous
48.
A place where orphans live
Orphanage
49.
That which cannot be described
Indescribable
50.
That which cannot be imitated
Inimitable
51.
That which cannot be avoided
Inevitable
52.
A position for which no salary is paid
Honorary
53.
That which cannot be defended
Indefensible
54.
Practice of having several wives
Polygamy
55.
Practice of having several husbands
Polyandry
56.
Practice of having one wife or husband
Monogamy
57.
Practice of having two wives or husbands
Bigamy
58.
That which is not likely to happen
Improbable
59.
People living at the same time
Contemporaries
60.
A book published after the death of its author
Posthumous
61.
A book written by an unknown author
Anonymous
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Notes
62.
A life history written by oneself
Autobiography
63.
A life history written by somebody else
Biography
64.
People who work together
Colleagues
65.
One who eats too much
Glutton
66.
That which cannot be satisfied
Insatiable
67.
One who questions everything
Cynic
68.
A flesh eating animal
Carnivorous
69.
A grass eating animal
Herbivorous
70.
One who lives in a foreign country
Immigrant
71.
To transfer one's authority to another
Delegate
72.
One who is a newcomer
Neophyte
73.
That which is lawful
Legal
74.
That which is against law
Illegal
75.
One who is unmarried
Celibate
76.
A game in which no one wins
Draw
77.
A study of man
Anthropology
78.
A study of races
Ethnology
79.
A study of the body
Physiology
80.
A study of animals
Zoology
81.
A study of birds
Ornithology
82.
A study of ancient things
Archaeology
83.
A study of derivation of words
Etymology
84.
Murder of a human being
Homicide
85.
Murder of a father
Patricide
86.
Murder of a mother
Matricide
87.
Murder of an brother
Fratricide
88.
Murder of an infant
Infanticide
89.
Murder of self
Suicide
90.
Murder of the king
Regicide
91.
To free somebody from all blame
Exonerate
92.
To write under a different name
Pseudonym
93.
A thing no longer in use
Obsolete
94.
A handwriting that cannot be read
Illegible
95.
Words written on the tomb of a person
Epitaph
96.
One who is greedy for money
Avaricious
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Notes
97.
Something that cannot be imitated
Inimitable
98.
One who doesn't know how to read and write
Illiterate
99.
A person's peculiar habit
Idiosyncrasy
100.
An animal who preys on other animals
Predator
101.
Violating the sanctity of a church
Sacrilege
102.
One who can throw his voice
Ventriloquist
Notes
Abolish:
Do away with wholly
Abbreviation:
A shortened form of a word or phrase
Accelerate:
To increase the speed; to hasten the progress of
Actuary:
One who calculates premium:
Aggravate:
To increase the gravity of an offence or the intensity of a disease:
Alienate:
To turn friends in enemies.
Amateur:
One who does something not professionally but for pleasure.
Amphibian:
A land animal that breeds in water.
Aristocracy:
People of noble families or the highest social class. Also, government of a
country by A small group of people, especially hereditary nobility.
Ambiguous:
Statements open to more than interpretation.
Ambivalent:
Having opposing feelings.
Amnesty:
General pardon.
Anonymous:
A letter, poem etc. whose author is unknown:
Anarchy:
Absence of government:
Answerable:
A person liable to be called to account for his action:
Appreciate:
To rise in value:
Atheist:
One who does not believe in the existence of God.
Auditor:
One who makes an official examination of accounts.
Autobiography:
The life story of a man written by himself:
Biography:
Life story of a man written by other:
Bureaucracy:
Government by the officials:
Biology:
The science which treats with life.
Bigot:
One who has narrow and prejudiced religious views.
Bourgeois:
A member of the middle class.
Cannibal:
somebody who eats human flesh.
Contd...
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Notes
Colleagues:
People working together in the same office or department.
Congenital:
Belonging or pertaining to an individual from birth.
Contemporary:
Men living in the same age:
Cosmopolitan:
One who can make himself at home in all countries.
Credulous:
A person who believes easily whatever he is told.
Democracy:
Government by the people:
Depreciate:
To go down in value:
Diplomat/Envoy:
A diplomatic minister of the higher order sent by a country to another:
Ambassador.
Disenfranchisement:
To take away some one's right to vote.
Delegate:
To give one's authority to another.
Drawn/ Tie:
A game or batter in which neither party wins.
Edible:
A thing that is fit to be eaten.
Ecology:
Study of environment.
Egoist/Egoist:
One who thinks only for oneself, a person who is selfish, self absorbed and
self centered.
Eligible:
One who is qualifies for election.
Elucidate:
To explain something mysterious or difficult.
Emphasize:
To lay special stress on.
Epitaph:
inscription on a tombstone.
Equilibrium:
A state of perfect balance:
Eradicate:
To root out an evil, disease:
Extempore or Impromptu:
A speech delivered without any previous preparation:
Embezzlement:
Misappropriation of money.
Fanatic:
A man who has too much enthusiasm for his own religion:
Facsimile:
An exact copy.
Fastidious:
One who is not easily pleased.
Germicide:
A medicine that kills germs.
Hung:
Assembly or parliament in which no party has got clear majority
Honorary:
Work for which no salary is paid:
Humanitarian:
One who feels sympathetic towards human beings:
Illegible:
That which cannot be read:
Illicit:
That is prohibited by law:
Illiterate:
One who cannot read or write:
Inaudible:
A sound that cannot be heard.
Contd...
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Notes
Incomprehensible:
A statement which cannot be understood:
Incorrigible:
One who cannot be corrected:
Inexplicable:
That which cannot be explained:
Infallible:
A remedy which never fails.
Impervious:
A person who remains unmoved and unaffected by other people's opinions,
arguments or suggestions.
Illiterate:
A person who cannot read or write.
Infallible:
Incapable of making a mistake.
Infanticide:
The killing of an infant.
Inflammable:
Something that is quickly and easily set on fire and burned.
Inimitable:
A method that cannot be imitated.
Insatiable:
That which cannot be satisfied.
Insolvent:
One who is unable to pay his debts.
Invulnerable:
That which cannot be hurt.
Invulnerable:
That which cannot be hurt.
Introspection:
The action of looking back on past time.
Invisible:
A thing that cannot be seen with human eyes.
Introspection:
Looking into one's own thoughts.
Irrelevant:
Remarks which do not ally apply to the subject under discussion.
Irreparable:
A loss of damage that cannot be compensated.
Irrevocable:
That cannot be altered or withdrawn.
Jurisdiction:
The area over which an official has control:
Maiden:
The first speech made by a person.
Misanthropist:
Hater of mankind.
Mercenary:
Somebody who works or serves only for personal profit. Also, a professional
soldier paid to fight for an army other than that of his or her country.
Misogynist:
A person who hates women.
Misogamist:
A person who does not believe in the institution of marriage.
Numismatics:
Science of coins or medals.
Omniscient:
A person who knows everything.
Omnivorous:
An animal or a human being that eats any kind of food.
Omnipotent:
A person who has power over all.
Philanthropist:
Lover of mankind.
Panacea:
A supposed cure for all diseases or problems.
Contd...
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Notes
Parasite:
A person supported by another and giving him/her nothing in return.
Parasite:
A person supported by another and giving him/her nothing in return.
Potable:
Water fit for drinking.
Psephology:
Systematic study of election trends.
Philistine:
One who does not care for art, literature etc.
Sinecure:
An office with high salary but no work.
Soporific:
A drug or other substance that induces sleep.
Theist:
One who believes in God.
Vandal:
One who damages public property.
This is only a small list as there are so many words that can be practiced by the help of a dictionary or
internet. Here is one such link that you can explore. http://www.enableall.org/?q=node/78 So master
those words as much as you can to make your writing or speaking precise and comprehensible to all.
14.2 Summary
A very interesting method of enhancing your vocabulary is to try to find out the synonyms
and antonyms of useful words. There are a host of prefixes and suffixes that alter or
modify the meanings of words and you should learn them
The present book is a unique collection of definitions and their answers in that no such
book has, to the best of the compiler's knowledge, been attempted so far. Though it cannot
claim to be exhaustive (many words might have been left out), it is a fairly good collection.
It incorporates words from all branches of human knowledge and all fields of human
experience.
There are other aspects of a language without which the learning process will remain
incomplete. Phrasal verbs and idioms make the English language lively, vibrant and
dynamic
We have not touched upon the problem of pronunciation here, which is of paramount
importance when it comes to speaking English correctly and effectively.
14.3 Keywords
Abolish:
Do away with wholly
Abbreviation:
A shortened form of a word or phrase
Accelerate:
To increase the speed; to hasten the progress of
Aggravate:
To increase the gravity of an offence or the intensity of a disease
14.4 Self assessment
1.
Extreme old age when a man behaves like a fool
Imbecility
Senility
Dotage
Superannuation
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Notes
2.
That which cannot be corrected
Unintelligible
Indelible
Illegible
Incorrigible
3.
The study of ancient societies
Anthropology
Archaeology
History
Ethnology
4.
A person of good understanding knowledge and reasoning power
Expert
Intellectual
Snob
Literate
5.
A person who insists on something
Disciplinarian
Stickler
Instantaneous
Boaster
6.
State in which the few govern the many
Monarchy
Oligarchy
Plutocracy
7.
Autocracy:
A style in which a writer makes a display of his knowledge
Pedantic
Verbose
Pompous
Ornate
14.5 Review Questions
Fill in the blanks:
1.
List of the business or subjects to be considered at a meeting is ..............................
2.
Leave or remove from a place considered dangerous is ......................................
3.
One who has little faith in human sincerity and goodness is ..............................
4.
One who possesses many talents is .................................
5.
............................................ Statements open to more than interpretation
6.
.................................. the life story of a man written by himself
7.
...................................... People working together in the same office or department
8.
....................................One who thinks only for oneself, a person who is selfish, self absorbed
and self centered
9.
............................... Assembly or parliament in which no party has got clear majority
Answers: Self Assessment
1.
Dotage
2.
Incorrigible
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3.
Archaeology
4.
Intellectual
5.
Stickler
6.
Oligarchy
7.
Pedantic
14.6 Further Readings
Books
J. Mathew,
Business Communication
, RBSA Publishers, 2008, p. 260.
Meenakshi Raman, Prakash Singh,
Business Communication
, Oxford University
Press, 7th Impression 2008.
PD Chaturvedi, Mukesh Chaturvedi,
Business Communication
—
Concepts, Cases and
Applications
, 2007, Pearson Education.
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Unit 15: Business Report Writing
CONTENTS
Objectives
Introduction
15.1
Report
15.2
Planning for Report Writing
15.3
Types of Reports
15.4
Report Writing Process
15.5
Report Writing on any News
15.6
Structure of Technical Reports
15.7
Summary
15.8
Keywords
15.9
Self Assessment
15.10
Review Questions
15.11
Further Readings
Objectives
After studying this unit, you will be able to:
Understand the meaning of business report
Know about the planning for report writing
Aware the method of writing business report
Introduction
Report writing is an art. This skill is to be developed by constant efforts. Every executive is
supposed to submit reports to his/her superiors in scheduled time intervals. For that, he/she
has to learn the skill of writing reports. In case of investigations also, the report is submitted to
take remedial actions. Market researchers conduct various field surveys. The report of the surveys
has to be prepared effectively.
Reports provide feedback to the manager on various aspects of organisation. The information is
needed for reviewing and evaluating progress, planning for future course of action and taking
decisions. As a neatly structured piece of work, the report, for greater ease in comprehension, is
segregated into various sections. Understanding the import of these sections, coupled with
logical conjoining of the various parts, results in a well written and presented report
15.1 Report
A report is a presentation and summation of facts, figures and information either collected or
derived. It is a logical and coherent structuring of information, ideas and concepts. Reports are
used in general, by various professionals. Newspaper correspondents use reports to make news
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about an incident or a programme, teachers and lecturers make reports regarding their school/
institutions or some event happened in the institution.
"A business report is an orderly, unbiased communication of factual information that serves
some business purpose."
The report is the ultimate output of investigation efforts. The report format varies depending
upon its purpose and target audience. The presentation of research reports to ultimate users is
the art of communication. Report writing makes the complex thing simple. Suggestions given
in the reports form the basis for the action plan to be taken. New areas for investigation may
also be identified through reports.
15.2 Planning for Report Writing
Planning is the first stage of any organized activity. Even for drafting a formal report, planning
is a must. The planning stage is the most crucial one. Spend as much time as possible in collecting
material, synchronizing details, and ensuring that nothing has been left out. If the planning is
done in a detailed manner, there are few chances of missing out errors at the final stage.
In fact, planning for a report is an important as the process of writing itself. The various steps
involved in report planning are as follows:
1.
Define the problem and the purpose:
The problem and purpose had already been identified
at the stage when the answer to the question what and why were attempted. It is essential
at this stage to understand the nature of the report – whether it is informational or analytical.
In an informational report, the writer would stress factors contributing to comparison of
information at the time of stating the purpose. However, in an analytical report the writer
would need to prepare a problem statement, the analysis of which becomes the thrust area
of the report. With a variance in the type of the report, a difference is bound to arise in the
definition of the problem and purpose.
2.
Outline the issues for investigation:
A problem solving or analytical report has issues,
pertaining to the problem which need to be highlighted in the initial stage. None of the
alternatives or variables should be ignored or sidetracked. Once the issues have been
clarified, delineation of the points becomes easier. Further, if the report is of an
informational nature, all issues to be exemplified have to be understood. There should be
a basic pattern that has to be observed and it should clearly emerge in the reading of the
report.
3.
Prepare a work plan:
What is the best procedure to collect the data? How should the writer
proceed? What are the strategies that need to be observed? These are a few of the questions
that need to be well answered before taking the final plunge into conducting research on
the topic.
4.
Conduct research, analyse and interpret:
The modus operandi at the time of conducting
research should be well examined. This should, however, be taken care of at the stage of
preparing a work plan. The manner in which research is conducted is contingent upon the
problem defined in the initial phase of report writing. Once the research has been conducted,
begins the process of analysis and subsequent interpretation, which happen to be the
toughest parts in report making. An attempt should be made to bring about accuracy in
the analysis and make the interpretation objective and unbiased, as far as possible.
5.
Draw conclusions:
Subsequent to the stage of interpretation of data, certain conclusions
need to be drawn and recommendations or suggestions made. This comprises the last
stage of the report and the tone of it, is determined by the position held by the report
writer. For instance, if it is a report, being written by a subordinate, he can only make
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suggestions. However, if it is one being written by superiors, it would definitely have in
the terminal section, a rather well developed part, comprising recommendations.
15.3 Types of Reports
Reports may be classified in different ways. Reports may be Long and Short Reports, Formal
and Informal Reports, Business/Technical Reports or Academic/Research Reports
1.
Long and Short Reports:
Long Reports are detailed analysis of a project or a problem at
hand. As indicated by the name, Long reports are lengthy and consume a lot of time in
making as well as presentation. On the other hand, Short Reports are a one to three page
presentation of a topic or an event. These are brief and precise in nature and contain only
the relevant facts.
Examples:
Long Report:
Feasibility Report of a Product.
Short Report:
Report on Annual Exhibition of School.
2.
Formal and Informal Reports:
Formal Reports are those reports, which are to be submitted
to a higher authority for analysis or for approval. These are prepared by keeping in mind
all the technicalities of report writing. On the other hand, informal reports are those
which are prepared by the person, either for his own use or for keeping as a record, not for
the use of an organization for any formal purposes. Mostly, the reports prepared in the
organizations are formal reports. In formal reports, proper facts and figures, which can be
substantiated, are used. Informal reports may be based on guess work or approximation
of facts.
Examples:
Formal Report:
Report Submitted by Sales Manager to General Manager
regarding annual sale.
Informal Report:
Report submitted by sales assistant to sales manager
regarding approximate number of customers entering the showroom.
3.
Business Reports:
Business Reports are the ones prepared in the organizations for formal
purposes. Research reports or Academic Reports are the ones prepared in the course of
study. They may be reports prepared after Summer Training or after completion of a
project of study or research. These are based on a research topic, which may be formulated
in the form of a research problem.
Business Reports may be classified as follows, on the basis of Purpose of preparation:
(a)
Routine Reports:
The reports which are prepared on a routine basis in an organization
are called routine reports. These are prepared in the normal course of business,
whether or not something extra ordinary takes place. The different routine reports
may be as follows:
(i)
Progress Report: This is the report about the growth of an organization or any
department of the organization. It may even relate to the progress of an
individual in an organization.
(ii)
Inspection Report: In case of a manufacturing concern, or even in case of other
organizations, regular inspections are held to check the compliance of the
products and services with the specified norms. These inspections may be
done by the Superiors in the organization. The report prepared by these
inspection teams is called inspection report.
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(iii)
Performance Appraisal Report: At regular intervals, Performance Appraisal
of the employees is done by the Personnel Department. This is done to assess
and evaluate the employees as per their performance. For this purpose,
Performance Appraisal report of each employee is made and sent to the
management for evaluation.
(iv)
Periodical Report: A report prepared at regular time intervals is called a
periodical report. A monthly report, annual report, bi annual report, etc., fall
under this category.
(b)
Special Reports:
Special Reports are the reports which are not prepared on a routine
basis, but only in the event of special circumstances or exceptional happenings.
These may have to be made once in a while. Various special reports may be as
follows:
(i)
Investigation Report: In case of an unusual happening, like sudden downfall
of sales or fall in production or any other event, investigation may have to be
carried out to find the reasons behind the event. Reports prepared after such
an investigation are called investigation reports.
(ii)
Survey Report/Feasibility Report: A survey is sometimes carried out regarding
the present working or an organization, its sales, etc or the feasibility of any
new project to be undertaken by the organization. Survey/ Feasibility Reports
are prepared to record the findings.
(iii)
First Information Report: This is commonly known as FIR. Mostly we
understand that FIRs are lodged in Police Station in case of any mishappening,
theft or loss. FIR may also be prepared for record of an organization. This is
prepared by the first witness to the event, to report to his Superiors.
(c)
Informational Report:
An informational report, as the name suggests, provides all
details and facts pertaining to the topic selected for study. It may be a problem
arising in an organization or any other subject of study as selected by the
management. For instance, it could be a report that attempts to trace the growth of
Company X in the automobile industry. In a report of this kind, the presentation of
all details that led to the growth of Company X should be listed in a chronological
order.
The sequential arrangement of issues or topics in an informational report could
observe any one of the following ways of presentation. It could be by:
(i)
Chronology: On the basis of time of happening of events
(ii)
Importance: On the basis of Priority of the issues
(iii)
Sequence/procedure: On the basis of sequence of events in a process
(iv)
Category: Any basis of categorisation
(v)
Alphabetization : On the basis of Alphabets ( A to Z)
(vi)
Familiarity: Arrangement from known to unknown issues.
In a report of this kind, the various sections are simple and self-explanatory .As the
presentation of information is the basic purpose of the report, details are worked
out in a systematic and coherent manner. The structural orientation in an
informational report should be clearly evident to the reader and its significance also
grasped.
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(d)
Analytical Report:
Analysis means study of a problem or event, right from its
identification to discovery of its causes. It makes use of the facts and figures. The
analytical report comprises stages in which there is a proper identification of the
problem, analysis and subsequent interpretation. Recommendations or suggestions
are then incorporated in the report, depending upon what is required by the report
writer. Thus, in a problem solving method, the steps observed are as follows:
(i)
Draft Problem Statement
(ii)
Evolve criteria
(iii)
Suggest alternatives and evaluation
(iv)
Draw conclusion(s) and make recommendations
The structure of an analytical report could follow any of the two patterns – deductive
or inductive:
An inductive ordering follows a simple, logical arrangement in which you proceed
from the known to the unknown. There are two premises or syllogisms that conjoin
to yield a final conclusion, e.g.
Syllogism
1
Ram is a man and he is mortal.
Syllogism
2
Shyam is a man and he is mortal.
Syllogism
3
---------------------------------------
Syllogism
n
---------------------------------------
Conclusion
Therefore, all men are mortal
One could formulate umpteen numbers of syllogisms to reach a final conclusion
which is always based on the number of experiments conducted or factors observed..
Here the progression is always in the nature of working on the known elements to
arrive at an unknown conclusion.
However, inductive patterning, while normally followed for organisation based
studies and experiments, suffer from a major drawback. As it is not based on any
universal truth, it holds valid only up to the point there is discovery of an issue that
prove country to the findings in the report. It is by nature only relevant in the
present and no universal claims to the same can be made.
On the other hand, a deductive ordering observes a reverse ordering where it proceeds
from the unknown to the known. Universal truths are taken as the formulation
point for the problem. The various alternatives are suggested, evaluated and
conclusions drawn, keeping in mind the original problem stated. To take a look at
the manner of approach in deductive methodology, let us take an example.
Conclusion
All men are mortal.
Syllogism
1
Ram is a man and he is mortal.
Syllogism
2
Shyam is a man and he is mortal.
Syllogism
3
---------------------------------------
Syllogism
n
---------------------------------------
4.
Research or Academic Report:
After having studied about Business Reports, we learn
about research or academic report writing. The word "Academic" means "that which is
related to studies or education", so Academic reports are those reports which are prepared
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by students in their course of study or attaining a degree. These reports are generally
Research Reports, as they are prepared, keeping in view a research problem.
Academic Report differs from Business Reports in many ways. Academic Reports are
prepared by students in the course of their study, in partial fulfillment of a degree/
diploma from a University or College.
The academic report should be a substantive contribution to knowledge through
integration of the review of literature and methodology developed for the understanding
and resolution of management problem, and the empirical work done therein. The topic
for the Project should be manageable in size, scope, keeping in view the time and
organizational resources required for preparing a report. The roles of the project guide
include Supervising and guiding the student and providing periodic feedback based on
his/her progress and giving written feedback on the draft of the report submitted by the
student. The project proposal or synopsis should contain a brief background of the company,
its business and environment, and then a survey of literature and context description of
the subject. The final Project Report includes Acknowledgement, Certificate of Approval
from the Institute and Guides, Introduction, Research Design, Questionnaire, Results,
Conclusions, Recommendations, Appendices, Tables and References.
Business report writing need extensive research. The nature of research depends upon the
problem and purpose of the report. The research has to be conducted for making a successful
business report. Research can be exploratory or descriptive also it may be primary or
secondary research. Primary research involves the collection of data that does not already
exist. This can be through numerous forms, including questionnaires and telephone
interviews amongst others.
(a)
Primary Research:
In primary research information comes directly from the source. It
has to be compiled, analyzed and interpreted for getting the desired information.
Basic data may be generated via surveys, focus groups and other methods. While
conducting primary research, one can gather two basic types of information:
exploratory or specific. Exploratory research is open-ended, and helps in defining a
specific problem, and usually involves detailed, unstructured interviews in which
lengthy answers are solicited from a small group of respondents. Specific research,
on the other hand, is precise in scope and is used to solve a problem that exploratory
research has identified. Interviews are structured and formal in approach. Of the
two, specific research is the more expensive.
While conducting primary research the first step is formulating purpose and
objectives then preparing questions for the interview and identification of the target
group. After group is identified the next step is to decide upon the method or
medium which may be direct mail, telephone, or personal interviews. If you have to
use direct-mail questionnaire, the following guidelines will increase response rate:
(i)
Questions that are short and to the point;
(ii)
A questionnaire that is addressed to specific individuals and is of interest to
the respondent;
(iii)
A questionnaire of no more than two pages;
(iv)
A professionally-prepared cover letter that adequately explains why you're
doing this questionnaire;
(v)
A postage-paid, self-addressed envelope to return the questionnaire in. Postage-
paid envelopes are available from the post office;
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(vi)
An incentive, such as "10 percent off your next purchase," to complete the
questionnaire.
Even applying all the guidelines direct mail responses are very low. Phone surveys
are generally the most cost-effective. Some telephone survey guidelines include:
(i)
Have a script and memorize it-don't read it.
(ii)
Confirm the name of the respondent at the beginning of the conversation.
(iii)
Avoid pauses because a respondent's interest can quickly drop.
(iv)
Ask if a follow-up call is possible in case you require additional information.
In addition to being cost-effective, telephone interviews are speedier. One of the
most effective forms of marketing research is the personal interview. They can be
either of these types:
(i)
A group survey.
Used mostly by big business, group interviews or focus groups
are useful brainstorming tools for getting information on certain issues.
(ii)
The in-depth interview.
These one-on-one interviews are either focused or
nondirective. Focused interviews are based on questions selected ahead of
time, while nondirective interviews encourage respondents to address certain
topics with minimal questioning.
(b)
Secondary Research:
Under secondary research, researcher gathers information from
the secondary data. Secondary research is done on already published data. So, it is
the cheapest form of research because the data already exists for the use. Secondary
research occurs when a report requires a summary or collection of existing data. As
opposed to data collected directly from respondents or "research subjects" for the
express purposes of a report, (often called "empirical" or "primary research"),
secondary sources already exist.
Secondary research can be split into internal and external research.
Internally an organisation has access to a wealth of information, which can be a
useful tool for writing business report if it is related to the functioning of the business.
Information available may assist the organisation in discovering the many truth for
example, a sales report is likely to include, why sales are decreasing, why customers
are not satisfied, customer usage rates and so on. Sources of internal research may
include:
(i)
National product sales.
(ii)
Regional product sales.
(iii)
Customer usage rates.
(iv)
Guarantee cards.
(v)
Customer comments or complaints.
(vi)
Sales people, research and development staff.
(vii)
Past research conducted.
Clearly as this information can be generated internally the only cost implication
will be of staff time obtaining the data.
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Sources of external secondary data include:
(i)
Periodicals.
(ii)
Specialist reports.
(iii)
Industry magazines.
(iv)
Chamber of commerce.
(v)
Government statistics.
(vi)
Internet.
(vii)
Professional bodies.
(viii)
Trade associations.
It is easy to find and collect secondary data for the research purpose, however, one
need to be aware of the limitations the data may have and the problems that could
arise if these limitations are ignored.
(i)
Secondary data can be general and vague and may not really help.
(ii)
The information and data may not be accurate. The source of the data must
always be checked.
(iii)
The data maybe old and out of date.
(iv)
The sample used to generate the secondary data maybe small.
(v)
The company publishing the data may not be reputable.
15.4 Report Writing Process
Prior to commencing work on a report, a few queries should be raised by the report-writer and
satisfactorily answered. This enables the writer to produce a highly focused report. The queries
are central on the five W's and the one H. What is the problem? What is it that needs to be
ascertained? Clarity along these lines helps in eliminating any redundancies that might crop up.
Identification of the genesis of the problem helps in streamlining the approach.
The five W's and One H are:
Why, What, Who, When, Where and How.
Questions like the following pertaining to these W's and H are to be answered before writing
the report:
1.
Why is it important to study the problem?
2.
Why (purpose) should the problem be analyzed?
3.
What is its relevance and significance to the department in specific, and organisation in
general?
4.
What are the benefits that will be obtained as a result of this particular report – to the
department, the organisation, and the self?
5.
Who is involved in the situation? This could take into account both the reader(s) and the
writer. In case there is a third party involved, it would also account for that.
6.
Who is going to be the reader of this report? With a change in the reader, a change is
visible in the manner of approach in the report.
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7.
When did the trouble start? In case it is an analytical report, one would also need to
address oneself to the source and time of the problem before reaching any conclusion.
8.
When am I going to write the report? The time factor is very important.
9.
Where would the reader be at the time when he receives the report? Would the reader read
the report in a meeting or read it within the confines of his room? There would definitely
be a difference in the manner of approach.
10.
Finally, how would the report be written? What information is to be included and what is
to be excluded/which graphs and chart would be used/avoided?
All these queries need to be satisfied before beginning a report. They give the report a certain
direction and help the writer to concentrate on making the report acceptable to the audience for
whom it is aimed.
There is no set outline that can be used in preparing reports. The most appropriate form and
contents of a particular report should be determined by nature of the target audience. The
following is the suggested broad outline of a report.
1.
Preliminary pages
(a)
Title page is showing the heading.
(b)
Contents along with unit headings and page numbers.
(c)
Preface and acknowledgements
(d)
Foreword
(e)
List of tables
(f)
List of graphs and diagrams
(g)
Abbreviations
2.
Main Text
(a)
Summary
(i)
Introduction
(ii)
Main findings
(iii)
Conclusions and Recommendations
(b)
Introduction
(i)
Introducing the theme
(ii)
Review of related literature
(iii)
Methodology
(c)
Results
(i)
Statistical analysis
(ii)
Testing of hypothesis
(iii)
Conclusions
(iv)
Recommendations
3.
End Matter
(a)
Annexure
(b)
Bibliography
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(c)
Questionnaire
(d)
Indexing
(e)
Mathematical derivations
(f)
Appendices
A few important aspects regarding the various parts of the reports are briefly narrated below:
1.
Summary:
It is useful to all those who have little time to read the whole text. Business
executives mostly read summaries of reports. The report is organized on the assumption
that everyone will not like to read all the matter presented in the report. Consequently, a
report should unfold like a news paper article. In other words a summary of the most
important information appears first and the detailed story is given later on. The report
should begin with objectives, methodology, a brief summary of the findings of the study
along with conclusions and recommendations, which the presenter has made. The
remainder of the report should provide a detailed discussion of the analysis, interpretation
and survey process. The analytical issues are outlined.
2.
Introduction:
The purpose of the introduction is to discuss the background of the project.
This section introduces the problem at the macro and micro level. An explanation of the
nature of the problem and its history in terms of existing literature related to the research
problem. Firstly, it provides a total picture of the topic presented. This will also show how
the present problem fits into that topic. Secondly, it tells the readers what research has
been carried on the problem. Through that process, research gap may be identified.
Obviously, the investigator must show that this particular investigation has not been
done before. It should clearly indicate that work is not repeated.
3.
Methodology:
It broadly includes the objectives and significance of the study, description
of methodology, formulation of hypothesis, testing and tools of analysis and the technical
aspects and limitation of the study. It tells the reader what was done to solve the problem.
The purpose of this information is two -fold. First, it aims at satisfying the criterion of
reliability, in other words, it must provide the researchers requisite information to
reproduce another piece of research. Second, it aims at enabling the reader to review the
quality and worth of the study. For that, several questions can be raised. A few questions
to be answered are as follows:
(a)
What are the objectives for the study?
(b)
What sample or samples are used?
(c)
What is the sample size?
(d)
How are the sample selected, and why were they so selected?
(e)
How was field data collected?
(f)
What were the techniques for analysis used?
(g)
How is the hypothesis formulated?
(h)
Whether pilot studies and pretesting are done to try out the techniques? If yes, what
was their outcome?
(i)
What method is used for testing the hypothesis?
(j)
Whether the study is experimental or ex-post facto?
(k)
How is the collected data verified?
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4.
Findings:
This presents the inferences derived from statistical analysis. From the point of
view of findings, reports may be either descriptive or explanatory. The finding is presented
in simple language. The problem in writing a descriptive report is to communicate
effectively in simple language. The audience is provided discrete facts abut the population
studied. In a descriptive report, an author has to describe the details of the findings. The
findings should be arranged in the way that makes it the easiest for the reader to understand
them quickly. Like a guide, the author helps in pointing out important findings. Possible
interpretations and applications are also suggested in the report. An explanatory report is
different and his prepared according to any one of the three models, each stemming from
a different set of framework, namely, hypothesis testing, focused argument and the
structural mode:
(a)
Hypothesis testing:
The report of such studies is compact and direct. It may begin by
stating the hypothesis. It also shows how they are implied in the theory. It may then
describe the methods used to present the data. Finally, it judges the validity of the
hypothesis in the light of research results. The process of testing the hypothesis is
seen carefully. Chi -square test, time & money test and z test may be used depending
upon the requirement. The level of significance is also decided. A concluding section
might offer some review and reassessment of both hypothesis and theory.
(b)
Focussed argument:
Another model for an explanatory report is the legal brief. To the
investigator, the data may all seem to contribute to a single conclusion, and to
support a single central proposition. This will be the most precise presentation. The
investigator may feel then that his task in his report is to win the assent of his
readers to the general conclusion. Unnecessary elaborations distort the central idea.
Focussed idea brings clarity and the audience can understand it in minimum possible
time. A Focussed argument is like a legal brief. This will contain a central issue.
Further, its examination of evidence in terms of its bearing on that issue also can be
made. In this presentation, the line of argument is extremely important. Unnecessary
details are to be avoided.
(c)
Structural model:
Perhaps the most difficult conceptual frame work to manage for the
presentation of quantitative data is the one that proposes a structural or system
model. The model has empirical relevance. This is prepared more logically. It
considers implementation aspects. A report of this sort might first concern itself
with structural aspects such as the number of personnel at their positions, goals,
environment etc. and then considers all other aspects of the system.
5.
Presentation of Bibliography
(a)
Avoid use of
et al.
in a bibliography unless list is very long (five or more authors).
The author subsumed into
et al.
may be your advisor or the reviewer... Note
punctuation of
et al.
(b)
If writing about networks or multimedia, use the network bibliography.
(c)
Internet drafts must be marked ''work in progress''.
(d)
Book citations include publication years, but no ISBN number.
(e)
It is now acceptable to include URLs to material, but it is probably bad form to
include a URL pointing to the author's web page for papers published in IEEE and
ACM publications, given the copyright situation. Use it for software and other non-
library material. Avoid long URLs; it may be sufficient to point to the general page
and let the reader find the material. General URLs are also less likely to change.
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(f)
Leave a space between first names and last name, i.e., "J. P. Doe", not "J.P.Doe".
(g)
References such as
John Doe, "Some paper on something", technical report
– are
useless. Cite the source, date and other identifying information.
(h)
For conference papers, you MUST name the conference location, month and the full
conference name, not just some abbreviation. Page numbers are nice, but optional.
All this information is readily available via the IEEE or ACM digital libraries.
(i)
Check if Internet drafts have been published as RFCs or if there's a newer version.
(j)
Having a citation
Jane Doe, "Some random paper", to be published, 2003 is useless, as the paper has
presumably been published by now.
15.5 Report Writing on any News
Sometimes, mangers have to write reports on an incident that happened inside/outside the
premises of the organization but is of a lot of concern for the management/higher authorities.
In such situations, the knowledge of news report writing comes handy.
The first thing to remember about writing a report on any news is that you are a manager and
not a media reporter who is writing the report to make his magazine sell like hot cakes. So your
report should be far from being propaganda.
As a writer, you will always have freedom of speech but this does not mean that you are free to
write anything that you want about those who you are writing about. The readers of your
report, whether higher authorities or colleagues or clients would be far too smart as well as
busy to put up with preachy, badly written rhetoric. If your boss asks you to present a report
about a verbal conflict/bout that took place between two valued employees of the company,
remember you have got to be as analytical and neutral as possible. The people involved in the
incident might be as important (may be even more) for the organization as you. You should take
immense care of the fact that you have to present a report and not your viewpoint.
The only thing between you and the mainstream media reporter is that you are out to tell the
truth, and they are mostly out to make money out of it. Don't waste that basic strength by
muddying the waters with excessive comment.
This said and done, with any report though, a certain amount of bias is inevitable. And even
after you might have written your report, be prepared enough to let the readers make their own
conclusions.
With this in mind, here are some basic tips for reporting technique:
Questions
As already discussed earlier for other reports, there are six questions every journalist should ask
about every news story.
Who, What, When, Where, Why and How.
The most important of these is why, but find out the other things first, as it is the basis for all
further questions.
Think about the angle you want to come at it from.
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Example:
200 people are shouting against company policies and putting a gherao
outside the head office.
Possible angles:
1.
The city police/office authorities are putting off the elderly,
2.
A tragic but unavoidable loss,
3.
200 vacancies may be freed up for young talent, etc.
Any of these can be made into report, but it is important to know where you are coming from
when you make up your list of questions.
Motive is vitally important when talking about any misdeeds, and given the subject matter,
your subject's motives will almost invariably be money and power.
Follow those and read other colleagues who have reported about it – there often are some – and
it will give you an idea of what other questions to ask.
When given a task of writing the report, always get paper, wherever you go. It will be easy for
you to jot down contact numbers, official documents, stuff lying on the table where it shouldn't
be, all of it. The more facts you have that have been written down, the better able you will be to
justify the report you've written.
Research
Above all, don't fall into the trap of finding an easy answer which fits into your world view and
then writing it up as unassailable fact. Dig, dig and dig some more. You aren't writing this for an
editor who keeps on forcing you day in and day out to get as many stories done as possible.
There is no excuse for laziness in your research (though equally, if you have a deadline for your
career's sake stick to it, there's nothing worse for an authority than going through a report at the
last moment before taking a decision).
Remember that in all cases, you have to avoid going with all guns blazing looking for a fight,
people will always be more likely to talk to you if they think you're on their side.
Pictures
If you are reporting for a newspaper, it will be better if you take or find a picture of the event you
are reporting on. Pictures sell papers, and not just that, they give readers a much clearer view of
what you are talking about. Where you can, have a camera with you at all times, preferably
digital (for easier storage, transfer and not insignificantly, so you don't have to get worrying
photos developed). Try and get wide angle shots so the sub-editor has more to work with, and
a high pixel resolution so it's big enough to look good on a page.
Court reporting
Do not report on active court proceedings unless you have taken an have learned the ropes
thoroughly from someone extremely experienced (which is not very likely for a manager). It
can end up putting you, the newspaper publishing you and their distributors into bankruptcy.
You can even end up in jail if you don't know what you're doing.
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Writing with structure
Once you have all the relevant information, the structure of the story is very important. Most
professionals have a mental checklist:
First paragraph:
A very quick summation of the story, including the most interesting part of the
story, the gimmick that makes it newsworthy.
Second paragraph:
Explanation of basic facts.
Third paragraph:
For preference, a quote from a source who is likely to know what they're
talking about (this is to supplement the fact you are a report writer, not an expert in the issue
you're reporting on).
Fourth paragraph:
More information and introduction of the other side - there always is one.
Fifth paragraph:
Quote from the other person.
Subsequent paragraphs can have more quotes or info depending on the story, but always order
it in descending level of importance/interest. Intelligent readers scan from the bottom up, and
read from the top down.
Depending on the importance of the news it will warrant more or less attention. Be concise. If a
news item can be adequately explained in 50 words, then do so. A good exercise is looking at
news articles in the papers and working out how you could sum them up in ten words.
Audience
Sad but true, most people rank their interest in the news as follows: 10,000 dead on another
continent = 1,000 dead on the same continent = 100 dead in your country = 10 dead in your county
= 1 celebrity eating grubs in a jungle. Remember whoever might have given you the task for
writing the report (whether for himself or for others), the reader is least likely to have an
interest pattern other than the above. We can probably disregard the last bit, as it's far better
covered by the mainstream press but the rest is still, unfortunately, relevant. The more local and
relevant it is, the more interested the readers will be.
People in general expect a certain style of writing.
This doesn't mean writing in stereotypes and clichés, it means not using long words when short
ones will do. More specifically, your writing style and tone should be aimed squarely at the
reader you are trying to grab the attention of.
While writing for a newspaper, take an idea of the audience you want to try for. Read the
mainstream press. They've been refining their techniques, with a great deal of thought, money
and effort, for overtly long years. The general media knows how to get a point across better than
anyone else. You are up against a massively well-oiled media machine, which cannot be
dismissed. They have all the funds, all the manpower, the backing of every major business and
every governmental source. Don't, whatever you do, dismiss them as a load of crap.
Example:
On Friday night, Mr. Anish Mistri, a supervisor at Hannef Fireballs Pvt Ltd.
was killed by Raheem Usmani, a daily waged labourer in the company. Mr Mistri was doing a
substitute duty for another employee who had not reported that night. The person to raise the
alarm was Mr Zainal Abidin, who opened the cabin while he reported to the morning shift on
Saturday. Abidin was shocked to see Mistri lying on the floor of the cabin. The head supervisor
called the police who , by the help of other employees and circumstantial evidence, solved the
case within 48 hours. The police took Raheem Usmani in remand till next Friday.
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Write a report on the news. It is important to write in the style of a real newspaper article.
Solution:
A supervisor named Anish Mistri was found dead in his cabin at Hannef Fireballs Pvt
Ltd., early on Saturday morning.
Mistri, 42, was stabbed twice in the chest before dying in his cabin from which he used to
supervise the night labourers at second floor of the organisation.
Anish Mistri, who was single, had been working for Hannef Fireballs for past four years. On the
night of event, he was doing the duty as a substitute for a night supervisor absent on duty. The
supervisor for the next duty, Zainal Abidin, raised the alarm when he found Anish lying on the
floor of the cabin. The head supervisor called the police. Inspector YR Joseph, appealed to
employees of the company for assistance: "We need witnesses. Please don't be afraid to come
forward. You can help us find the murderer."
Anish Mistri was a popular employee of the organization. BY the support of some unnamed
employees and the circumstantial evidence, the police was able to solve the case within 48 hours
and nab the murderer Raheem Usmani. Usmani has been taken for remand till next Friday.
15.6 Structure of Technical Reports
Typical outline of a technical article is:
1.
Abstract, typically not more than 100-150 words;
2.
Introduction (brief!):
introduce problem, outline solution; the statement of the problem
should include a clear statement why the problem is important (or interesting).
3.
Related Work (or before summary).
Hint: In the case of a conference, make sure to cite the
work of the PC co-chairs and as many other PC members as are remotely plausible, as
well as from anything relevant from the previous two proceedings. In the case of a journal
or magazine, cite anything relevant from last 2-3 years or so volumes.
4.
Outline of the rest of the paper:
"The remainder of the paper is organized as follows. In
Section 2, we introduce ..Section 3 describes ... Finally, we describe future work in Section
5." [Note that Section is capitalized. Also, vary your expression between "section" being
the subject of the sentence, as in "Section 2 discusses ..." and "In Section, we discuss ...".]
5.
Body of report
(a)
problem
(b)
approach, architecture
(c)
results
The body should contain sufficient motivation, with at least one example scenario, preferably
two, with illustrating figures, followed by a crisp generic problem statement model, i.e.,
functionality, particularly emphasizing "new" functionality. The paper may or may not include
formalisms. General evaluations of your algorithm or architecture, e.g., material proving that
the algorithm is O(log N), go here, not in the evaluation section.
Architecture of proposed system(s) to achieve this model should be more generic than your own
peculiar implementation.
Always include at least one figure.
Realization:
contains actual implementation details when implementing architecture isn't totally
straightforward. Mention briefly implementation language, platform, location, dependencies
on other packages and minimum resource usage if pertinent.
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Evaluation:
How does it really work in practice? Provide real or simulated performance metrics,
end-user studies, mention external technology adopters, if any, etc.
1.
Related work, if not done at the beginning
2.
Summary and Future Work
(a)
often repeats the main result
3.
Acknowledgements
4.
Bibliography
5.
Appendix (to be cut first if forced to):
(a)
detailed protocol descriptions
(b)
proofs with more than two lines
(c)
other low-level but important details
It is recommended that you write the approach and results sections first, which go together.
Then problem section, if it is separate from the introduction. Then the conclusions, and then the
introduction. Write the intro last since it glosses the conclusions in one of the last paragraphs.
Finally, write the abstract. Last, give your report the title.
15.7 Summary
A business report is an orderly, unbiased communication of factual information that
serves some business purpose.
Report writing makes the complex thing simple.
Reports provide feedback to the manager on various aspects of organisation. The
information is needed for reviewing and evaluating progress, planning for future course
of action and taking decisions.
Reports may be Business Reports or Academic Reports.
Business report writing need extensive research.
Business Reports may be: Routine Reports, Special Reports, Informational Reports or
Analytical Reports.
Clarity about why, what, who, when, where and how of the report help to draft an effective
report.
If the planning of a report is done in a detailed manner, there are very few chances of
missing out errors at the final stage.
Planning of a Report involves Defining the problem, outlining issues for investigation,
preparing a work-plan, undertaking the research.
Nature of Heading, Point Formulation, Numbering, etc are some of the technicalities to
be handled with care in drafting a report.
Tables, Flow charts, Organisation Charts, etc are the Visual Aids which can make the
report more effective.
It is important to assess the effectiveness of a report in terms of clarity, importance of
problem, documentation, appropriateness of method, adequacy of sample, replicability,
solution orientation, accuracy, bias, and usefulness to categorize them into three criteria
such as (i) defective reports, (ii) standard reports and (iii) superior reports.
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The nature of research depends upon the problem and purpose of the report.
The research has to be conducted for making a successful business report.
Research can be exploratory or descriptive also it may be primary or secondary research.
In primary research information comes directly from the source. It has to be compiled,
analyzed and interpreted for getting the desired information.
Under secondary research, researcher gathers information from the secondary data.
Secondary research is done on already published data.
15.8 Keywords
Academic Report:
Academic reports are the reports which are prepared by students in their
course of study or obtaining a degree.
Business Report:
A report is a presentation and summation of facts, figures and information
either collected or derived. It is a logical and coherent structuring of information, ideas and
concepts. A business report is an orderly, unbiased communication of factual information that
serves some business purpose.
Five W's and One H of Report Writing:
What, Why, Who, When, Where and How of the matter
for which the Report has to be written. These elements help to write an effective report.
Flow Charts:
Flow charts present a sequence of activities from start to finish. They are normally
used when we wish to illustrate processes, procedures and relationships. The various elements
in the chart can also be depicted either with figures or geometrical designs.
Primary Data:
Generated from an original source
Primary research:
Gathering information from original source for testing hypothesis or giving
description
Project Proposal (Synopsis):
A brief standardized framework of the project of study, which
gives an idea about the format of study and its report
Research Design:
The layout of a project, including definition of the problem under study,
general methodology adopted for study, data source and data collection procedure
Respondent:
A person with whom interview is conducted or a person who has been interviewed.
Secondary Research:
Gathering information from already existing data for the purpose.
Visual Aids:
Tables, Graphs, Charts, Figures and other tools, which make the report impressive
and effective should be used. These are most useful in presenting the report.
15.9 Self Assessment
Fill in the blanks:
1.
A report prepared at regular intervals is called ............................
2.
A report prepared about the growth of the organization is called ............................
3.
Reports not prepared on a routine basis are called ............................
State whether the following statements are true or false:
4.
Primary research uses already published data.
5.
In-depth interview is one of the methods of primary research.
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6.
Primary research is relatively expensive.
7.
For conducting primary research, planning is not necessary.
8.
Secondary research is relatively expensive.
9.
Secondary research may use internal or external data.
10.
Published dates are always authentic and genuine.
11.
Internet is one of the sources of internal data
15.10 Review Questions
1.
How do you plan to write a business report?
2.
What types of research may be needed in writing business reports?
3.
While drafting a report, what technicalities should be kept in mind?
4.
On what basis a Report is adjudged as Superior, Standard or Defective Report?
5.
What is the utility of preparing rough drafts of reports?
6.
How can a report be adjudged on the basis of being Solution Oriented?
7.
Prepare the format of an Academic Project Report.
Answers: Self Assessment
1.
Periodical
2.
Progress
3.
Special
4.
False
5.
True
6.
True
7.
True
8.
False
9.
True
10.
False
11.
False
15.11 Further Readings
Books
Bowman, Joel and Branchaw,
Business Communication: From Process to Product
,
Dryden Press.
Courtland Bovee and John Thill,
Business Communication Today
, Random House,
New York.
Murphy, Herta and Charles,
Effective Business Communication
, Tata McGraw Hill.
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Unit 16: Academic Report Writing
CONTENTS
Objectives
Introduction
16.1
Difference between Academic and Business Reports
16.2
Guidelines for Writing Summer Project Report
16.3
Project Proposal: Synopsis
16.3
Norms for the Summer Project
16.4
Components of the Project Report
16.5
Project Presentation
16.6
Summary
16.7
Keywords
16.8
Self Assessment
16.9
Review Questions
16.10
Further Readings
Objectives
After studying this unit, you will be able to:
Discuss difference between various types of reports
Explain How to write Project proposals
Discuss the norms for projects
Describe the components and presentation of projects
Introduction
Reports may be Business Reports or Academic Reports. After having studied about Business
Reports, we learn about academic report writing. The word “Academic” means “that which is
related to studies or education”, so Academic reports are those reports which are prepared by
students in their course of study or attaining a degree.
Nearly all universities and management institutes, require their postgraduate management and
engineering students to do an industry related project, usually during their summer term, as
part of their curriculum. After completion of this research project, they are required to submit a
report for the same. Institutes, of management technology generally provide manuals which
give guide lines, procedures, and rules for the summer projects.
Though mostly students do a lot of hard work during the collection of data and other information
related to their research topic, but due to lack of good written communication skills, the fail to
present their work in the form of a proper Report for the research.
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16.1 Difference between Academic and Business Reports
How does a project report (academic report) differ from business reports? Following are some
of the differences:
1.
Business/technical report writing usually forms an important part of business in normal
course, where as, an academic project report is an academic requirement. It is a compulsory
requirement for the award of post graduate diploma/degree in management/engineering/
IT at nearly all post graduate institutes of management/engineering.
2.
A Business Report is written on an issue/ project pertaining to the working of the
organization, its sales, progress, etc. An Academic Report is written on a project completed
in an industry/business company under the joint supervision of an industry expert and
faculty of the concerned institute.
3.
A Business Report is submitted to a Committee or to a Supervisor for evaluation or for
further action. Academic Report is submitted for evaluation under the guidance of the
project supervisor (from the industry) and the faculty (from the concerned institution).
4.
A Business Report is written during the course of business, as and when the need arises for
it. The Academic project report is written at the end of summer term during which a live
project is done and successfully completed. But the report is preceded by a project proposal
which is to be submitted by all students.
5.
A Business Report may be informational in nature; not necessarily based on a live research.
A summer project report records the findings and results of an actual project done within
done with in a given time.
6.
Business Reports are more practical in nature as they are utilized by the management for
the progress of the organization or to study a prevailing problem in business. Academic
reports are more compulsive in nature, as they need not necessarily be used for future
reference or the suggestions given in them may not be considered with seriousness.
7.
Not everyone in the organization may be asked to prepare a Business Report, but all the
students in the course of study are required to prepare an Academic Report.
8.
A good Business report earns good name for the report writers and its suggestions are
considered by the management. A good academic or summer project report earns for the
student credit in terms of “Grade” (Excellent) and also the possibility of placement in the
same company/organisation or elsewhere.
9.
Both summer project and business/technical reports have a standard format and structure
that consists nearly of the same parts –Introduction, Discussion, and Conclusion. However,
the summer project report/academic report, like a research dissertation carries a certificate
of approval for its submission and evaluation.
16.2 Guidelines for Writing Summer Project Report
Objective
A summer project report /academic report enables students to organize and report the experience
gained during the summer project. The report should be a substantive contribution to knowledge
through integration of the review of literature and methodology developed for the understanding
and resolution of management problem, and the empirical work done therein. The
recommendations made in the summer project report should be in quantitative (costs and
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benefits) as well as qualitative terms, as far as possible. It is important to note that the summer
project report/academic report represents a concrete output and would, therefore, it should
have a demonstrable potential, enabling individuals to pursue further work on the problem.
Topic of the Summer/Academic Project Report
Usually, topics for the Academic reports of Summer project report may be signed to the students
by the institutions, but at times, they may have a chance to select a topic of their own choice.
Once a workable idea has been found for research, it should be subject to careful scrutiny, to
determine whether it meets the following criteria:
1.
It should be manageable in size, scope, keeping in view the time and organizational
resources required for preparing a report.
2.
It must have the potential to make a significant contribution to management theory and
practice.
3.
It must also be built on the foundation of a minimum working knowledge of the company
/industry business proposition and practices.
4.
It should allow scope for in –depth exploration of the topic.
Project Report Guides
For supervising and guiding the academic/summer project, students usually consult two
guides – one from their faculty and the other from the sponsoring organisation. The students
have to develop the project from the proposal stage onwards to the final report writing in
regular consultation with the faculty. They should initially discuss the nature of the project, as
far as possible, before leaving for placement/training.
Role of the Project Guides
The role of the project guide is as follows:
1.
Developing and vetting the summer project report proposal with the student.
2.
Attending the proposal presentation to be made by the student.
3.
Supervising and guiding the student and providing periodic feedback based on his/her
progress.
4.
Giving written feedback on the draft of the report submitted by the student.
5.
Before forwarding the report for final evaluation, project guides must ensure the quality
of the report and compliance with the guidelines.
16.3 Project Proposal: Synopsis
The purpose of the project proposal is to allow the student to place the proposed study within a
coherent, organized framework, which also standardized. The proposal should be based on the
topic/scope of work assigned by the organization or institution. Project proposal will enhance
the student’s understanding, grasp and clarity of the subject matter, the context of the managerial
problem and the research problem.
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Guidelines
The proposal should contain a brief background of the company, its business and environment,
and then a survey of literature and context description of the subject. It should clearly state the
research objective(s), relate these to the subject and problems in this context, develop a model or
state the hypothesis/hypotheses, provide clear definitions, describe, and justify the proposed
research methodology and highlight the potential contribution of the proposed work to theory,
practice and research in the relevant area of management. Summer project proposal should be
prepared in the manner given below.
1.
Cover page of summer project proposal:
This contains the name of the proposed project,
name of the student and his guides.
2.
Table of Contents:
This describes the page wise contents of the proposal. It is like the
index.
3.
Introduction:
This should begin with a brief description of the company, its business and
major environmental factors. This is necessary to record the business environment and
functioning and to help the student integrate the learning over the past year, and apply it
in the managerial context. Then, the managerial or sectoral problem and the background
to the problem, its genesis, consequents, current practice, and so on should be described in
detail. It should end by examining the literature and the conclusions drawn from a survey
of literature, in a subsection titled “Literature Survey”.
4.
The Research Problem:
This is a specific set of statements which describe the research
problem, and go on to develop the hypotheses. They also describe the nature and area of
possible outputs form the research if it is exploratory/qualitative in nature. This should
refine the general problem statement above into a specific form, so that the problem
statement may be tested, answered with a specific study. If possible, the operationalized
hypotheses should also be defined at this stage itself, to have the advantage of panel
inputs regarding the core of the study.
5.
The Research Design:
This will contain five subsections, namely,
(a)
The general methodology or procedure of study adopted –whether the case method
or based on secondary or accounting/financial data, sales or production data, or
survey –based, and so on
(b)
The sample and sampling frame or data source specifications and plan to acquire the
data.
(c)
The data collection procedure
(d)
The data analysis, qualitative analysis techniques and the form of the outputs of
analysis
(e)
How the expected output may then be arrived at by following this methodology
6.
Time Frame:
The time frame for the completion of the summer project, stagewise and
event-wise, with details if possible, giving the expected day, and dates of completion of
each stage.
7.
Limitations:
This describes the limitations in terms of time, physical movement, etc,
which might influence the research project.
8.
References:
Names of books, magazines, etc referred to for the purpose of study.
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Task
Write a Synopsis for a Report on “Current Trends in the Automobile
Industry”.
16.3 Norms for the Summer Project
The primary purpose of the summer project report is to demonstrate the student’s capability to
make effective use of research methods appropriate to the problem and to develop and handle
evidence satisfactorily. The summer project report should, therefore, contain a section on –
(a)
the research procedure(s) employed,
(b)
the extent, nature, reliability and suitability of evidence gathered and
(c)
The conclusions drawn and the recommendations, to demonstrate skills in analysis and
interpretation of research results.
Clarity, conciseness, and presentation are required. It is necessary to include sufficient evidence
to support the reasoning and conclusions. It should clearly demonstrate the basis of the conclusions
and recommendation, thereby exhibiting the analytical skill of the student, in this area. The
length of the summer project will vary with the topic and evidence required.
Further the learning of the student regarding in-depth knowledge of the field should be brought
out by the section on literature review and model or framework used for the summer project
study.
16.4 Components of the Project Report
There can be necessary variations made in the project report format, according to the requirements
laid down by the industry and institutions concerned. But the overall design, form, and style
would remain unchanged.
Notes
The summer project report should appear in the following order:
Page i
Cover
Page ii
Title page
Page iii
Certificate of approval
Page iv
Approval of organisational and faculty guides
Page v-vi
Abstract
Page vii
Acknowledgements
Page viii
Table of contents
Page ix
List of figures
Page x
List of tables
Page xi
List of appendices
Page xii
Abbreviations
Contd...
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Page 1
Chapter 1 (Introduction)
Page
Research Design
Page
Results and Conclusions
Page
Recommendations and Suggestion
Page
Last Chapter
Page
Reference
Page
Appendices
Example:
Cover and Title page:
The cover and title page should conform to the following
format:
Report
PROJECT TITLE
Submitted By
Name
In partial fulfillment of ……….
Under the guidance of
Name of Guide
Name of Guide
Designation
Designation
Organisation
Organisation
NAME OF THE INSTITUTE
Example:
Certificate of approval of organizational and faculty guides
–These are the
two statements authenticating the work done and are put right in the beginning of the report.
Certificate of Approval
The following Project Report titled “PQR…..” is hereby approved as a certified study in
management/….. carried out and presented in a manner satisfactory to warrant its
acceptance as a prerequisite for the award of Masters in Business Administration/….for
which it has been submitted. It is understood that by this approval the undersigned do not
necessarily endorse or approve any statement made, opinion expressed or conclusion
drawn therein but approve the Project Report only for the purpose it is submitted.
Name and Signature
Faculty Examiner ……….
Project Coordinator………
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Notes
Certificate from Project Guides
This is to certify that Mr/Ms ABC, a student of the Masters in Business Administration, has
worked under our guidance and supervision. This Project Report has the requisite standard
and to the best of our knowledge, not part of it has been reproduced from any other
project, monograph or book.
Institute Faculty Guide
Organizational Guide
Designation
Designation
Name of Institute
Name of Organisation
Date
Abstract:
Each summer project report must include an abstract of a maximum of two pages in
single space (about 800 -1000 words). It should state clearly and concisely the topic, scope,
method, and conclusions. The emphasis should be on the conclusions and recommendations.
The word limit should be strictly adhered to.
Acknowledgements:
Students are advised to acknowledge help and support from faculty members,
library, computer centre, outside experts, their sponsoring organisations, and so on.
Table of contents:
Every summer project report must contain a table of contents which provides
a view of the organisation of the report material.
List of figures, tables, appendices, and abbreviations:
If the summer project report contains
tables, figures and abbreviations used, they should be listed immediately following the table of
contents on separate pages.
Chapter I: Introduction:
As in the proposal, this should begin with a very brief summary of the
company and its business, and then the complete details of the managerial problem and the
background to the problem, its genesis, consequences of the problem on the business, and
current practices. It should start from a broad overview and then move to the specific focus of the
study. This should include the specific business or functional problem being faced by the
organisation.
Next, it should describe the rationale for the study and the benefits of the project in terms of
knowledge, skill, practices, and systems and how it will help the organisation. The next part is
to delimit the scope of the project, and to specify the area of enquiry under the project.
It should continue with a subsection titled “Problem Formulation”. This should describe the
specific business problem faced and the related issues involved in greater detail than above.
It should then end by reviewing the literature in this regard and the conclusions drawn from a
survey of literature, in a subsection titled “Literature Survey”. Students should do a comprehensive
library search on the project topic. This will help in knowing the work done in the past and also
the current work/research in the particular area. This will help frame the problem, in terms, of
variables under study and in focusing the research problem. Assumptions made in the study
must be clearly justified and the grounds or evidence used for the development of the hypotheses,
(i.e. the variable involved, their relationships, and so on), must be give in detail in this section.
Chapter II: Research Design:
On the basis of the literature review and the discussions with the
guides, the final research problem will be described here. It will build a set of constructive
arguments for the research problem. It will further describe how the problem was operationalised
for measurement and analysis and will and with a statement of the operationalised hypotheses.
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The expected results from such a research study should also be described in terms of the specific
hypotheses developed. It must be explained how such results would be of use in the managerial
context and the business.
The research design will contain five subsections, namely,
1.
The general methodology adopted for study, whether case method, or based on secondary
or accounting/financial data, or survey based, and the procedure followed in the study.
2.
The sample or data source specifications and sampling frame or plan to acquire the data.
Source of data must be mentioned at the appropriate places in the summer project. The
detailed sampling plan and the procedure adopted for sampling should be described
here.
The data collection procedure. The summer project report must involve data collection in
systematic manner. It should not be mere collection of opinions based on personal
experience. The tool used for data collection, if any or the method adopted for the same
should be described in detail in this section. This should also contain the procedure for
administering the tool or conducting the interview, as the case maybe.
3.
The data analysis carried out, the quantitative or qualitative analysis techniques and the
form of the outputs of analysis, should all be described in detail here. The software or
package used for computation should be mentioned.
4.
How the expected output may then be arrived at by following this methodology. This
section should describe in detail the way in which the results obtained may be interpreted
and how this may help in the given context.
Chapter III: Results and Conclusions:
This section includes all the tabulated and text descriptions
of the results obtained in the study. It should be noted that all the tables and figures should be
properly titled and numbered and listed in the table of contents.
Next, the conclusions and inferences that are drawn from the analysis of the results (in support
of the hypotheses or in the case of exploratory research ,the variables identified and or involved),
should be stated clearly and specifically. These, should bear on the hypotheses, and should be an
answer to the research problem. Thus, conclusions should then be directly related to the various
issues the problem under study.
Last Chapter: Recommendations:
The summer project report should conclude with the
recommendations developed from the analysis and findings of the study. This is critical section
and should highlight your specific contributions keeping in view the purpose of the summer
project. It should demonstrate learning and use of skill and knowledge in actual problem solving.
The last part of this chapter will describe the limitations of the study and suggest directions for
further study in this area.
References:
References should be complete in all respect.
Cross Referencing-
All references (books, journals, magazines, newspapers, reports, proceedings)
listed in the project report should be cross referenced in the text at appropriate places for
example.
“The needs and skills required to manage today’s business in a global environment are far
different than they were just a decade ago. Clearly, we need a new way of looking at
manufacturing, for the way we have considered it in the past is no longer sufficient. With the
rapid changes in IT and manufacturing technology, firms are, therefore, getting increasingly
interested in managing the strategy-technology connection to develop new ways of achieving
competitive advantage (Porter, 1985). Firms are attempting to link manufacturing strategy with
business strategy;
(Skinner, 1985 Wheelright, 1981),
to examine the strategic impact of rapidly
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Unit 16: Academic Report Writing
Notes
changing manufacturing and information technology (Jelinek
and Goldhar, 1983; Kantrow, 1980),
and to find new ways of viewing manufacturing as competitive weapon (Hayes
and Wheelright,
1984; Jelinek and Goldhar, 1984; Skinner, 1985).
Information Technology is the key ingredient in
this emerging trend of getting competitive advantage through manufacturing.
Exhibit 16.1
Reference Style
Books
One Author
Chatterji, A (1995), Management Fundamentals, Ravi Book Agency, Baroda
Two Authors
Singh,M. and Pandya, J ( 1987) , Organisation and Management , Metropolitan Book
Company, Delhi
Government Publication
Ministry of Law, Govt of India (1960), The Copyright Act, 1957, The Manager of Publications,
Delhi
Journal Paper
Jain, SK (1999), Organisational Climate in Banks, Journal of Management, Vol. 6, No.12,pp
12-32
Article in a newspaper
Mishra, VK (2001), Are Banks becoming better? The Economic Times, May 12,pp 6-7
Conference Paper
Bhattacharya, S.K. (2001), Management Principles and their applicability to Banks, paper
presented at Mumbai Management Association, Mumbai, Nov 21,pp 12-27
Appendices:
Additional information like questionnaire, list of dealers, details of product portfolio,
organisation chart, manufacturing prices and data sheets are put as appendices at the end of the
report.
16.5 Project Presentation
Once the faculty and organizational guides approve the final draft of the project report, the
student has to give a formal presentation on the specified date and time.
Ten copies of abstract must be kept ready and brought along at the time of the submission/
presentation for ready reference of the audience.
The student must follow the norms for presentation, by using some visual aids and utilizing
presentation skills.
Task
What needs more importance: the preparation of the report or its
presentation? Explain and Justify.
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16.6 Summary
Academic Report differs from Business Reports in many ways. Academic Reports are
prepared by students in the course of their study, in partial fulfillment of a degree/
diploma from a University or College.
The academic report should be a substantive contribution to knowledge through
integration of the review of literature and methodology developed for the understanding
and resolution of management problem, and the empirical work done therein.
The topic for the Project should be manageable in size, scope, keeping in view the time
and organizational resources required for preparing a report.
The roles of the project guide include supervising and guiding the student and providing
periodic feedback based on his/her progress and giving written feedback on the draft of
the report submitted by the student
The project proposal or synopsis should contain a brief background of the company, its
business and environment, and then a survey of literature and context description of the
subject.
The final Project Report includes Acknowledgement, Certificate of Approval from the
Institute and Guides, Introduction, Research Design, Questionnaire, Results, Conclusions,
Recommendations, Appendices, Tables and References.
16.7 Keywords
Academic Report:
Academic reports are those reports which are prepared by students in their
course of study or attaining a degree.
Project Proposal (Synopsis):
A brief standardized framework of the project of study, which
gives an idea about the format of study and its report.
Research Design:
The layout of a project, including definition of the problem under study,
general methodology adopted for study, data source and data collection procedure.
16.8 Self Assessment
Fill in the blanks:
1.
Reports may be Business Reports or ........................................
2.
A ................................................. may be informational in nature; not necessarily based on a
live research. A summer project report records the findings and results of an actual project
done within done with in a given time.
3.
The ................................. of the project proposal is to allow the student to place the proposed
study within a coherent, organized framework, which also standardized.
4.
The primary purpose of the summer project report is to ................................... the student’s
capability to make effective use of research methods appropriate to the problem and to
develop and handle evidence satisfactorily.
5.
The ....................................... report should conclude with the recommendations developed
from the analysis and findings of the study.
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Unit 16: Academic Report Writing
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16.9 Review Questions
1.
What are Academic Reports? How do they differ from Business Reports?
2.
What is a Synopsis?
3.
Give the format of an Academic Project Report.
4.
What is the role of Project Guides?
5.
What is Research Design?
Answers: Self Assessment
1.
Academic Reports.
2.
Business Report
3.
purpose
4.
demonstrate
5.
summer project
16.10 Further Readings
Books
P.D. Chaturvedi, Mukesh Chaturvedi,
Business Communication – Concepts, Cases
and Applications,
Pearson Education.
M.K. Sehgal, Vandana Khetarpal,
Business Communication,
Excel Books.
Jalandhar-Delhi G.T. Road (NH-1)
Phagwara, Punjab (India)-144411
For Enquiry: +91-1824-521360
Fax.: +91-1824-506111
Email: odl@lpu.co.in
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