Significance And Elements Of Effective Speaking In Business Communication Training Ppt

Slide 1

This slide represents the meaning of speaking effectively in the business environment. It is an aspect of communication that encourages the speaker to use language to express the thoughts verbally.

Instructor’s Notes:

The Speaker should consider the below-mentioned tips for speaking in business talks:

• Listen First
• Make Eye Contact 
• Use Gestures Appropriately
• Relax
• Keep the conversation simple
• Pause and Pace
• Practice Pronunciation

Slide 2

This slide elaborates on of the importance of speaking effectively in a business environment. Whether we talk about public speaking, presentations, or business meetings, speaking focuses on information conveyed, audience targeted, and the one can transmit to an audience.

Instructor’s Notes:

• To Inform: The focus of effective speaking should be on the ability of a speaker to inform the audience. Speaking to inform is crucial, from presenting to schools to presenting pitch decks to your boss or clients. An informative speech should encourage sharing knowledge of any subject with an audience, enhance their understanding, and make them remember the words of the speaker. For example, a person can be asked to instruct a group of coworkers on using new computer software or address the employees on company happenings. It can be in demonstrations or putting forward an area of expertise. That makes effective speaking an essential skill in today's world
• To Win Over Audience: Mastering speaking skills results in an increased level of confidence. It is always imperative to be knowledgeable about the topic you are presenting. When making a persuasive speech, either a sales pitch to a client or any other investor pitch, the speaker needs to be prepared take questions. For example, to express the exciting features of a product or idea to the editor of a publication, the language used has to be fresh and elicit curiosity. Any compelling and clear pitch will always persuade the consumer to know more. When addressing the public on any issue or idea, speaking is found to be more effective in getting your point across
• To Motivate People: Public speakers inspire the audience to work harder and achieve their targets on time. A speaker should influence listeners and make a way where every person comes out flourished. A speech does not, necessarily, ask the listener to work in a certain way, but it tries to modify a person's approach. Once you internalize the skills of a good speaker, gain credibility. Over time, you may even acquire the rare ability to entertain as you inform through your speeches

Slide 3

The following slide illustrates the critical elements of speaking effectively in the business environment. It includes selecting appropriate words to be used, clarity in voice while speaking, and focusing on Nonverbal aspects like body language, gestures, etc.

Instructor’s Notes:

Words Used:

For the choice of words, a speaker should consider the following characteristics/principles:

• Choose words that accurately reflect what you want to convey
• Specific words should be preferred over sentences
• Strong words which indicate clear meaning should be chosen
• Add positive words
• Avoid overused and obsolete words

Voice Clarity:

• Organizing thoughts in a logical sequence, and picking the correct words, is the basic concept of Clarity. Clarity considers the recognition of significant concepts like projection, pronunciation, and diction. Mere common over language, even if it over English, does not mean that the speaker has strong and good communication skills. Communication must be listener-centric, i.e., it must be concerned about the listener and ensure that they understand the conveyed in exactly the same manner as you want it to be understood
• Common obstacles to Clarity are: Fast Speech Rate, Mumbling, Quiet Voice, and Accent/Use of Slangs

Nonverbal Aspects:

Nonverbal aspects constitute a considerable part of the communication. These broadly include body language, eye contact, and facial expressions.

• Body Language: Postures and gestures are the two critical elements of Body Language. Body Language can reflect a positive and negative impression. Negative body language gives the wrong impression and stalls career progress
• Eye Contact: While chatting with someone, making eye contact conveys your interest in the conversation. Eye contact usually conveys confidence and sincerity of a person
• Facial Expressions: Face expressions of a person are incredibly expressive and reveal our emotions or thoughts before they are verbalized. It is crucial, especially in a business conversation, to maintain positive facial expressions

Slide 4

This slide shows the pictorial explanation of why sentences in business communication should be framed using positive words.

Slide 5

This slide conveys the conversation between two persons, reflecting the misinterpretation of one person due to the use of ambiguous words.

Slide 6

This slide represents the dos and don’ts for the words to be used in communication. A speaker should avoid slang or jargon as they are too informal. Keep the communication easy and understandable.

Instructor’s Notes:

Dos:

• Positive Words: Use respectful dialogue, use positive mannerisms, and be friendly in communication.
  Example:
   Don’t say: “The damage to your phone won’t be fixed for a week.”
   Say: “You can collect your phone next week.”
   Don’t say: “I think that is a bad idea.”
   Say: I think the idea can be improved.”
   
• Specific Words: To make the language easy to understand, the speaker should use specific words.
  Example:
   The sentence ‘After this is accomplished” can be rewritten as “then”, and “at an early date” can be replaced with “soon”, etc.

Don’ts:

Slide 7

This slide explains the essential elements that should be present in the voice and tone of the speaker while communicating. He/she should seem lively, natural, assertive and accommodative while speaking formally or informally.

Instructor’s Notes:

• Lively: The speaker should sound energetic and enthusiastic. A dull or less active speaker usually fails to engage the audience
• Lovely: The speaker should deliver the message in a polite and soft-spoken manner
• Natural: The voice of the speaker should be natural
• Assertive: Assertiveness in voice requires clear and straightforward communication that grabs the attention of the audience. The speaker must clearly state his/her expectations from the listener
• Accommodative: It refers to the adjustment of the voice or tone by the speaker according to the speech styles of other participants in the communication process 

Slide 8

This slide includes the dos and don’ts for the voice aspect of communication. A speaker should work on the speech rate, should be audible and should avoid use of slangs.

Instructor's Notes:

Dos:

• Clarity in Speech: Structuring of thoughts in proper sequence, use of various tools for communicating, and checking effectiveness of such tools. Connectivity of the internet while communicating online, network availability while speaking on telephone etc. all need to be checked. 
• Good Communication Skills: Make sure that the listener takes home what the speaker tries to deliver. Use of easy words, more straightforward language and additional aids must be prepared to make the communication better and effective

Don’ts:

• Fast Speech Rate: Sputtering might cause shortening of vowel sounds or the wrong pronunciation of words. Speaking at an average speed led to the proper formation of sounds, and it also helps listeners get time to absorb the information provided
• Mumbling: Mumbling is related to a fast speech rate. When a speaker mumbles, it distorts words and sounds
• Quiet Voice: It causes a lack of clarity as listeners fail to hear and absorb what has been said. To overcome this barrier, a speaker should practice jaw and tongue relaxation as it will encourage openness in sound and formation of words
• Use of Slangs/Accent: Using accents usually makes it difficult for listeners to understand the message conveyed. Confusion results as listeners find such information challenging ang puzzling. A person, even when using an accent, should focus on speaking at a slow speed so that messages are conveyed correctly

Slide 9

This slide represents a question-based activity where the audience will use its skills and analyze why the image stating the person facing the audience is correct and the other person turning the back towards the audience while presenting is incorrect.

Slide 10

This slide explains the dos and don’ts for nonverbal aspects to be used in communication. It states that the speaker should avoid using expressions that exhibit their nervousness. They should maintain eye contact with the audience and interact with every individual present.

Instructor’s Notes:

Dos:

• Eye Contact: Eye contact has the power to change the way a person thinks or responds to information. It usually indicates a confidence, and also encourages the audience to pay attention, positively influencing listening
• Face your Audience: Speaking while facing your audience and showing them that you are genuinely focused on them. The audience feels more involved and connected in such a communication
• Smile and Relax: A smiling and relaxed speaker indicates openness and friendliness in engaging with the audience. When a speaker smiles, it reduces a his/her anxiety levels. Smiling also indicates a positive attitude
  • For Example, If a person who is speaking looks arrogant or frustrated, it will put the audience in an anxious position, where he/she might feel neglected or become less interested in listening
• Be Natural in Voice and Expression: The speaker should try to be natural in voice and tone rather than train it in any particular way. Also, he/she should naturally convey the expression not only using words, but the emotions as well

Don’ts:

• Staring at a Particular Person: Looking at a person continuously or staring at a person is usually a sign of aggression. Rather than focusing on one person, the speaker should maintain eye contact with a wider audience
• Hands in Pocket: Keeping hands in your pocket while communicating indicates a lack of professionalism. On occasions, however, one hand in your pocket demonstrates that the speaker is relaxed and comfortable
• Shuffling of Papers: Many times the speaker has to deliver something vital, which requires keeping flashcards or handy notes. In such a case, he/she should make sure that he/she makes more eye contact with the audience and is not reading most of the time or shuffling papers
• Turning your Back: It is found that when a speaker presents while turning back towards the audience or focuses on reading through the papers, it kills the interest and effectiveness of the communication. The speaker should continuously engage with the audience to grab their attention and make them a participant in the listening-speaking process