OBAC102: Communicative English

BACHELOR OF ARTS
SEMESTER 1

OBAC102
COMMUNICATIVE ENGLISH
Unit: 5 – Effective Speaking 1
OBAC102: Communicative English

Unit 5
Effective Speaking
TABLE OF CONTENTS
Fig No /
SL SAQ /
Topic Table / Page No
No Activity
Graph
1 Introduction - -
3
1.1 Objectives - -
2 Definition of Effective Speaking - 1
4-10
2.1 Principles - 2
3 Ten Commandments of Good Speaking - -
3.1 Personality and Demeanor - -
3.2 Audience Connect - -
3.3 Speech Preparation - 3
3.4 Art of Speaking - -
3.5 Voice Modulation - - 11-19
3.6 Pauses and Punches - -
3.7 Listener Participation - 4
3.8 Summarizing and Conclusion - -
3.9 Great Delivery - -
3.10 Positive Approach - 5
4 Summary - - 20
5 Glossary - - 21
6 Terminal Questions - - 22
7 Answers - -
7.1 Sele-Assessment Questions - - 23-24
7.2 Terminal Questions - -
8 References - - 25

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1. INTRODUCTION
Effective communication calls for a coordinated effort. Like any other high-quality output, good
communication is very much the result of hard work. Good communication does not occur
accidentally. It calls for proper planning, understanding of human behaviour, choice of physical
facilities and mechanical or electronic devices and the organisational context. Understanding the
essentials of good communication and working towards achieving them is necessary.

1.1. Objectives
After studying this unit, you should be able to:
Understand the concept of effective speaking
Explain the meaning and definition of effective speaking
Describe the principles of effective speaking

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2. DEFINITION OF EFFECTIVE SPEAKING

Speaking clearly and persuasively is essential in a society driven by technology and instant
communications. Since we pay attention quickly and use few words, efficient communication is
vital. You need more than saying what you intend to make an effective speech. Speaking is done
to make your point known and inspiring. Your word choice and your message's style and tone may
help you achieve your goals. We frequently alter our communication style depending on who we
are interacting with. For example, think about how you communicate at work vs. with friends. Both
can be done successfully if you take the time to think about what you say and how you say it. Your
body language can also influence how people interpret and understand your message. Creating
and conveying an understandable verbal message is the definition of effective speaking. The
message’s recipients know what to expect from it and can take action as a result. When you
examine good speaking, there are three crucial features: words, tone, and non-verbal cues. The
words you use are vital because they convey your meaning. Yet, the tone and nonverbal cues can
subtly alter the meaning. The three parts let your audience figure out what you’re trying to
communicate by providing hints.

There are a few things to take into account while choosing your words. Your audience influences
your word selection. Compare the language you use with children to that with your employer.
Simple phrases are simple to comprehend. Your audience will understand you more clearly if you
utilise simple words to complete short phrases rather than complex ones. Similarly, literal
language is more straightforward to grasp than figurative language. Speaking is preferable since
similes, metaphors, and idioms need to be clarified for non-native speakers. Another important
factor for greater comprehension is communication speed. Speaking too quickly might befuddle
listeners while speaking slowly can test their patience.

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SELF - ASSESSMENT QUESTIONS – 1

1. Fill in the blanks with appropriate words.

(a) The ability to speak clearly and _______ is more crucial than ever in a society driven
by technology and instant communications.
(b) Your word selection is influenced by your ______.
2. State whether the following statements are true or false.
(a) An important factor for greater comprehension is communication speed.
(b) Simple phrases take more work to comprehend.

2.1. Principles
In this section, we will discuss the principles of effective speaking.

Be Clear About Your

The first essential for effective communication is to be clear about the purpose of communication.
Every contact has an objective. It is a means to an end. One should be clear about what one wants
to achieve through communication. Any communication aims not just to receive or convey a
message. The communicator has to ensure that the message reaches the receiver. Any statement
not backed by a clear, well-developed idea becomes purposeless communication, wasting time
and effort. The urge to communicate should be preceded by clarity of purpose. Ask yourself what
you want to achieve or accomplish through communication: Is it to impart information, express
concern, enlist support, express displeasure or imbibe skills? The objective may not be one but a
combination of these purposes.

Understand the Process of Communication

Another essential for effective communication is the need to understand how the process of
communication works, i.e., the principles and tools of communication. To appreciate the various
steps involved in touch in terms of encoding, decoding, transmission, comprehension and
feedback, it is necessary to understand the mode, channels, types, instruments, methods and
barriers relating to communication and the factors affecting it. Good communicators, like good
artists, use their tools effectively.

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Be Clear About Your Target Audience

The intended message can only achieve the desired result if it reaches the right person or group.
The statement should address the target group. For communication to be effective, it should be
appropriately focused. Be it a letter, a speech, a film or a presentation, make sure the receiver is
connected with or is relevant to the purpose of communication. Quite often, communication loses
its effectiveness because it reaches an unintended audience. Good ideas and messages going to
the wrong person will become an exercise in futility. The next essential step is to develop good
communication skills. Effective communication presupposes the ability to communicate under
varied circumstances. The skills of communication that need mastering are reading, writing,
listening, speaking, body language and presentation. One must be clear about the merits and
demerits of various types of communication and which is to be used under a given set of
circumstances. Each of them is a different skill and requires a conscious effort to develop it.

Be Well-Informed
Communication quite often relates to providing information. Therefore, the communication initiator
should be well-informed about the message he wants to pass on. The initiator should also have
the proper perspective about the news and be able to appreciate the context in which the message
is being communicated. Limited information or limited understanding by the sender naturally limits
the sender’s communication ability. This happens in an organisational context when the
message's sender does so based on incomplete information. People receiving the message often
have expectations about it, and the person giving it should be cognisant of it.

Plan Your Communication

To be effective, any communication is to be well-planned. The message to be conveyed, the words
to be chosen, the action to be sought, and the feedback to be obtained are all areas that must be
carefully considered. These aspects must be adequately evolved before deciding on the right
choices. While some routine messages can be communicated without planning, all important
communication in organisations/ businesses needs organised effort. Inadequate planning can,
and often does, result in ineffective communication. Good planning should take note of the target
audience and pay attention to their attitudes and expectations, as well as timings.

Be Positive in Approach
Yet another requirement for effective communication is a positive approach and the right mental
attitude. The communicator should have faith in the process. He should develop confidence

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through learning and practice. He should take responsibility for making the communication work.
The communicator should learn to overcome barriers and look for positive signals. He should not
bring in his own bias. They should recognise the power of communication and strive to achieve
results through the process. He should know the reader or listener and develop the skill of respect
and understanding with every communication receiver. A positive approach begets a positive
outcome and contributes to the success of the communication process.

Avoid Extreme Feelings

Extreme feelings are not conducive to effective communication. Anger, depression and frustration
adversely impact the thought process, distorting what is intended or needs to be conveyed. A
disturbed mind brings out worried thoughts and thus distorts communication. While addressing
critical communications and reacting to provocative remarks, waiting until the mind regains
balance and the severity of feelings subsides is essential. It is necessary to realise that the
communication process is often irreversible. A word spoken or a letter written in anger can do
considerable damage. This is particularly true in work situations, marketplaces, organisations and
businesses.

Be Sincere
Effective communication demands a certain degree of honesty and sincerity from the parties
involved. It is necessary that the messages are given sincerely and truthfully. There should not be
a deliberate attempt to mislead or manipulate the message's recipient. If the message receiver
loses faith in the communicator, the communication process loses credibility. Effective
communication, therefore, presupposes sincerity and humility.

Communication Clue
It is well-recognised that magic words like “Please”, “Thank You”, and “I am sorry” can do wonders
in communication. Using them in our everyday written and spoken communication underlines
sincerity.

Be Consistent
Communication is mostly a regular process rather than a one-time affair. Communication occurs
almost all the time in personal dealings, organisational settings and business places. The parties
involved in the communication quite often are the same. When communication takes place
regularly, it is necessary to be consistent. It is essential not to contradict oneself. There may be

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scope for modification or correction, but not for contradiction. Further, when different methods of
communication are used in conveying a particular message, contradictions have to be consciously
avoided. The spoken message should be in tandem with the body language. Non-verbal
communication should supplement oral notices.

There is another dimension to the time factor in communication. The process of communication
should take just the right time. Long speeches that stretch well beyond the allotted time, lengthy
written communication, and unusually long films and documents test the listener/ reader/viewer's
patience and tend to lose their force and get diluted. Communication should be in measured doses
since an overdose of even helpful and relevant communication may be received without
enthusiasm. The time the communication receiver allocates must be considered to ensure
effective communication. This factor is particularly relevant in today’s context of communication
overload.

Use Proper Modes and Channels

We have already discussed the various modes, channels and types of communication. The
method or type of communication will vary from situation to situation. The effectiveness of the
communication will depend on the choice of methods and instruments. There are times when
written.

Communication cannot be conveyed as forcefully as oral communication. Occasionally, a

telephone call would be more appropriate than a letter. Important messages may be obtained
through fax rather than by regular mail. Similarly, some notes can go by mail, some by telex and
others by fax or e-mail. Make the right choice and repeat the message when essential. Choosing
the wrong channel may delay or dilute the message and hamper its effectiveness.

Be Cost Conscious
The process of communication quite often entails costs. There are direct and indirect costs
involved in sending messages. These costs vary depending on the method of communication and
the means of transmission. Since communication in an organisation is ongoing, such costs can
add up to a substantial amount. The results achieved by the communicator should justify the costs
incurred in the process. If not, there is no effectiveness in such communication. Organisations
should, therefore, make conscious efforts to make their communication systems efficient and cost-
effective through evaluating available options.

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Obtain Feedback
Feedback is another essential component of the process of communication. The person
communicating the message calls for feedback to reassure himself that the news has reached the
target as envisaged.

Feedback provides valuable information about the time factor, message quality, understanding of
the receiver and the action initiated. Such feedback helps evaluate the efficacy and reliability of
the types, methods and channels of communication used. It also helps in understanding the
mistakes committed in encoding and decoding the message and losses in transmission. Errors, if
any, can be handled by effective corrective measures.

Avoid Communication Overload

To be effective, communication should always be in measured doses. The communicator should
take care to keep the communication manageable. Communication is a participative process, and
the efficacy will suffer if not within reasonable limits. Imagine receiving a 30-page newspaper daily,
sitting through a non-stop 4-hour speech by a single speaker, or participating in a technical
workshop from morning to evening. Whatever

Be the merit in context; the response will likely follow the principle of diminishing returns. Effective
communicators learn to limit their communication in line with receptivity and avoid excesses.

In the preceding paragraphs, we have attempted to list the essentials for effective communication.
Since communication is a two-way process, the giver and receiver must conform to well-defined
principles and norms. The spirit of communication is as vital as the modalities. When discussing
leadership qualities and other people-related dimensions in the organisational context, the role
model type of communication is emphasised. Unless one practices what one preaches, words
become hollow, and communication loses its shine. Effective communication strives to preempt
any misunderstanding and accomplish complete and clear understanding.

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SELF - ASSESSMENT QUESTIONS – 2

3. Fill in the blanks with appropriate words.

(a) The first essential for effective communication is to be clear about the _______ of
communication.
(b) _______________provides valuable information about the time factor, message
quality, understanding of the receiver and the action initiated.
4. State whether the following statements are true or false.
(a) The communicator should learn to overcome barriers and look for positive signals.
(b) To be effective, communication should always be in high doses.

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3. TEN COMMANDMENTS OF GOOD SPEAKING

There are some well-accepted essentials for good speaking. While we have covered some of
them under the principles of effective speech, we can add some more and present them as the
ten commandments of good speaking. Any speaker keen on mastering the art of speaking would
do well to follow the following ten commandments meticulously.

3.1. Personality and Demeanor

We have already discussed the importance of non-verbal aspects of oral communication. Even
before the speaker opens her mouth, the listeners start their appraisal. Audiences tend to size up
the speaker from the speaker’s appearance, attire and posture. The dress should convey the right
message. A casual appearance on an otherwise formal occasion should be avoided. Any speaker
creates a visual impact, positive or negative, through eye contact, facial expression, posture,
gestures, mannerisms and behaviour. Good speakers consciously cultivate their personalities and
demeanour to make a positive impact. Behaviour refers to bearing, conduct and appearance. It
relates to one’s behaviour towards others. The speaker’s behaviour should appeal to the audience.
Eyes can be highly expressive. Confident speakers know how to make and sustain eye contact
with their audience. Avoiding eye contact may be interpreted by the audience as a lack of
confidence. Further, eyes can also convey feelings and supplement the verbal message.

Face being the index of the mind, facial expressions communicate the speaker’s feelings and
intensity. A relaxed and friendly word helps the speaker connect easily with the audience. And
any good speaker must learn to smile. It creates a positive impact. It breaks resistance, if any.
Postures and gestures also make an impact on the audience. Posture relates to how one carries
one’s body. An erect posture conveys confidence and alertness. A sloppy posture or a bent
posture conveys casualness. Gesture refers to any significant movement of a limb or body. The
motion also includes gesticulation. Speakers can make deliberate gestures by moving their body,
face, head or arms to express feelings. Influential speakers use postures and gestures to convey
enthusiasm, conviction and intensity. Used effectively, they make the speeches and presentations
lively, exciting and appealing.

Mannerism and behaviour can also create positive or negative impacts. Mannerisms cover
individual characteristics and body movements. Avoidable body movements and attributes such

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as picking the nose, scratching the ear, feeling the face, and other distractions by the speaker do
not go well with the audience. Behaviour has to do with the speaker’s response to any stimulus.
Good speakers know how to keep their poise and not get agitated or disturbed.

3.2. Audience Connect

Any speech or presentation is for the audience. Like the reader in written communication, the
listener or a group of listeners constitutes the very purpose of the communication. Ultimately,
whether the speech is good or bad depends upon how the audience receives it. Good speakers
need to work on learning about their audience. Suitable lessons are those where the speakers
attain the wavelength of their audience. Every speaker, to be effective, should connect with his
audience. We have already discussed the importance of audience analysis earlier in this chapter.
Such an analysis helps prepare the speech to connect with the audience. If need be, speakers
also make it a point to reach the venue in advance and build a rapport with the audience. Some
informal interaction will help the speaker understand their expectations.

When we refer to connecting with the audience, it is not through the content alone. Contents of
the speech should, of course, be audience-relevant. Apart from that, the delivery of the address
should also be audience-friendly. The choice of words, the transmission rate, illustrations and
stories, amplification of points, use of jargon and the level of interaction would ensure a proper
connection with the audience. Good speakers make improvisations or make modifications to their
original plan if they find that they need to assess the audience properly. Good speakers adapt to
their audience's expectations.

Good speakers earn the audience's attention from the very beginning and earn the trust and
admiration of the listeners through their speeches. It should be noted that the listeners' attention
only comes about sometimes. The speaker should only presume that some groups of listeners
will necessarily listen with due attention. Today’s listeners often ask, ‘What is in it for me?’ or ‘What
do I gain from listening to you?’ Speakers should keep this in mind and answer this often
unarticulated question. Speakers should note that listeners’ attention is indeed a hard-won reward.
Audience connection can happen with effective vocal, verbal and visual play during speech
delivery.

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3.3. Speech Preparation

Good speakers take pains to prepare their speeches in advance. The time spent on preparation
would depend upon the familiarity with the topic, audience nature, and speech length. Good
speeches are the result of hard work and meticulous preparation. Even the best speakers prepare
their speeches, although not as elaborately as a beginner. Elsewhere in the exhibit ‘The long and
short of it, we I have noted how President Woodrow Wilson needed two weeks for preparation
when he had to speak for ten minutes.

Much preparation is needed to make a brief yet memorable speech. Good practice means that
‘the speaker must arrange his thoughts to form a logically integrated thought process.’ Always
remember the words of wisdom––the better the preparation, the greater the confidence level and
the lesser the nervousness. Practice may also mean keeping some short notes, jotting down key
points, figures and quotations and carrying them to the podium. Even the best of speakers keep
some notes in front of them while speaking. They act as aide memos.

Although the subject is often the same, the audience may differ vastly. A classroom talk on
‘Leadership Qualities’ to a new batch of manager trainees will be very different from a speech on
the same subject to a group of CEOs attending a refresher program in a business school. The
explanations given, quotes and analogies mentioned, empirical studies and factual details
discussed, and other relevant aspects would vary significantly in preparation and delivery.

We have noted how good speakers add spice to their delivery and make every effort to keep the
audience hooked. Considering the nature of the speech, the kind of audience and the time allotted,
the speaker could gainfully use the following while preparing the speech.
• Anecdotes and personal experiences.
• Humorous quotes and statements that make the listeners chuckle or smile.
• Relevant quotes from people who matter.
• Rhetorical questions.
• Essential repetitions and summing up.
• Interesting statistics and illustrations.
• Visuals such as charts, graphs and pictures.
• Pauses, eye contact, silence and audience involvement.
• Voice modulations, speed variations and body language messages.

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• Expert opinions and testimonials from specialists.

• Latin, Sanskrit and other language expressions.

The speaker will deal with various audiences when we refer to business-related speeches and
presentations. Each group of audiences is unique. Again, the expectations of the same group may
vary from time to time. That is why a speaker must pitch their speech to a specific audience. Are
they young or old, male or female, generalists or specialists, homogeneous or heterogeneous,
small or big, well-informed or otherwise, friendly or hostile? Similarly, are you the only speaker or
one of many? Are you speaking first, last, or in the middle, in the forenoon or afternoon session?
Would it be better to warm up with the audience and take a friendly approach or be formal and
keep a distance? All this matters in making your audience connect.

It is said that your audience is of three kinds–friendly and interested, apathetic and indifferent, and
aggressive and hostile. Your job is easy if you address the first category–– warm up and be nice.
If you are handling the second kind of audience, try to get them interested in what you want to
convey––be sincere and persuasive. Your job becomes exceptionally challenging when you are
dealing with the third kind. It will need all your skill and tactfulness to reach out to them––be patient
and resourceful. As they say, ‘different strokes for different folks.’

SELF - ASSESSMENT QUESTIONS – 3

5. Fill in the blanks with appropriate words.

(a) The listeners start their _______ before the speaker opens her mouth.
(b) The time spent on preparation would depend on the __________ with the topic,
nature of the audience and length of speech.
6. State whether the following statements are true or false.
(a) Good speakers take pains to prepare their speeches in advance.
(b) Mannerism and behaviour can create positive or negative impacts.

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3.4. Art of Speaking

As the Alcuin of York observed, ‘The art of speaking is made up of five things: invention,
arrangement, style, memory and delivery.’ Each of these five ingredients is equally important.
Invention relates to ideas, creativity, and innovativeness. It relates to the originality of ideas and
conceptual clarity. Regular speakers and experts may speak on the same subject to ten different
audiences—every time, they know how to vary the speech and bring in creativity and
innovativeness suiting the audience. Similarly, a speaker may be called upon to speak on a subject
the audience perceives as drab and boring. Accomplished speakers know how to make even
uninteresting topics exciting and worthy of attention.

Arrangement refers to sequencing and order of presentation. It means avoiding going back and
forth and speaking in a rambling manner.

Style refers to the stamp of individuality. It refers to a copious supply of words and using them with
judgment. It means developing a natural and confident manner of speaking that creates a
favourable impression on the listeners.

Memory is essential, primarily when the speaker needs to consult notes. Extempore or impromptu
speakers depend much on their memory. While making long speeches, aide memos or brief letters
help cover all the points in a well-organised manner. The fifth ingredient of the art of speaking
consists of delivery. It relates to the actual method of speaking, which we will be covering in some
detail in the following paragraphs.

According to a communications maxim, in any good speech, you have to do three things––tell
them what you will say to them, tell them, and then tell them what you told them.

3.5. Voice Modulation

Voice modulation determines the vocal impact created by a speaker. Good speakers are well
aware of the need for voice modulation. They know how to vary the pitch and intensity of the voice.
They also know how to modulate the tone, quality and pace of the voice to suit the content and
the force of the message. The style will be harsh or soft, depending upon the situation. The pitch
may be high or low. The quality of the voice may be controlled or uncontrolled. The pace may be
rapid or slow. The intensity or force will again vary depending upon the message being delivered.
All the five features of voice, viz., tone, pitch, quality, pace and power, can be varied to create the

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desired impact. Dull, monotonous voices put off the audience, even when the subject is otherwise
enjoyable. Effective voice modulation helps speakers gain and retain audience attention.

Voice modulation significantly affects a speaker's impact on the listeners. Experts on

communication note that even if you have something worth saying, expressing it in a tone or
manner that is a turn-off guarantees no one will listen.

3.6. Pauses and Punches

Pauses and punches are to oral communication, and full stops and commas are to written
communication. Good speakers know how to use breaks and forces for more significant effects.
Pauses at the right places help in assessing the audience's receptivity. Good speakers also use
such delays to review what they have already covered and collect their thoughts about what
remains to be covered. While short or brief pauses are acceptable to the audience, unduly long
ones detract from continuity and focus. Speakers use short breaks to confirm that the audience
has understood the message covered so far and may mention how they propose to proceed.
Similarly, punches and appropriate body language facilitate emphasis and reiteration. Swami
Chinmayananda noted, ‘From the platform when he is delivering, he must be able to punch the
ideas into the listener's understanding.’
QUOTE TO NOTE: What the heart thinks, the mind speaks.
—A Proverb

3.7. Listener Participation

Good speeches and presentations necessarily have to be a participative activity. Very little is
achieved if the speaker continues speaking, unmindful of audience participation. Unless the
listener pays attention, actively listens and fully comprehends what the speaker is conveying, no
speech or presentation can be termed effective. Good speakers, therefore, are keen on ensuring
listener participation. They make every effort to keep the audience attentive and engaged. This is
done by establishing eye contact, modulating the voice, making gestures, moving around and
involving the audience by asking questions. Illustrations, stories and rhetorical questions keep the
audience attentive and engaged. The speakers should use every opportunity to elicit responses
from the listeners. Questions such as, ‘Are you with me so far?’ or ‘Shall we proceed further?’ or
‘Do you have any questions?’ provide opportunities for the listeners to respond.

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SELF - ASSESSMENT QUESTIONS – 4

7. Fill in the blanks with appropriate words.

(a) Good speakers know how to use _________and ____________for more significant
effect.
(b) Good speeches and presentations necessarily have to be an____________ activity.
8. State whether the following statements are true or false.
(a) Extempore or impromptu speakers depend much on their observational learning.
(b) Voice modulation determines the vocal impact created by a speaker.

3.8. Summarizing and Conclusion

Influential speakers make it a point to summarise and skilfully re-emphasise the critical issues at
appropriate intervals. Like the emphasis at the end of a paragraph in written communication, in
oral communication, capturing the essence of the message at frequent intervals ensures clarity of
speech.

Good speakers highlight ‘what we have learnt or noted so far’. At the end of the speech, they
conclude by reiterating their message's essence or high points for clarity. They stress the
important areas and ensure the message is well received. The closing or conclusion is the
speaker's last opportunity to reach the audience. The finish should be strong, and the speech
should end on a firm note. That leaves a lasting impression.

3.9. Great Delivery

Delivery relates to how the message is communicated. It is how the speaker says what they have
to say. Great speakers attach particular attention to various aspects of speech delivery. They
practice their delivery and plan their talk. Whatever the audience's keenness and the force of the
topic, they bring in body language, play with words, use pauses and punches and elicit better
receptivity from the audience. They keep the atmosphere lively and charged up. Their tone reflects
enthusiasm and confidence. Good speakers learn to make their speeches animated and exciting.
Listeners

Enjoy every minute of the speech when there is excellent delivery. Just as routine or ordinary
topics are made interesting by excellent delivery, exciting topics are dull and monotonous by lousy

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delivery. Speaking without giving due attention to various aspects of delivery and ignoring
audience response makes any speech tedious and lacklustre. Some speakers are attractive no
matter what the subject is. Similarly, some speakers are boring no matter what the topic is.
Delivery makes all the difference.

Another point worth emphasising is correct pronunciation when we talk of excellent delivery. Poor
pronunciation can undermine an otherwise excellent delivery. That is why we discussed the
various aspects of accent later in this chapter and the Appendix.
QUOTE TO NOTE: There is something besides the mere words in a talk that counts. It is the
flavour with which they are delivered. It is not just what you say or how you say it. Put your heart
into your talks.
—Dale Carnegie

3.10. Positive Approach

Any suitable oral or written communication calls for a positive approach. A positive method of
verbal communication includes many characteristics. It means speaking without hurting. It means
not underestimating the listeners. It means keeping your cool and not getting provoked by anything
the listener says or does. Speaking with a positive approach means being considerate, warm and
showing friendliness. Good speakers weigh their words and avoid anything hurtful and demeaning.
They do not make fun of the listeners and shun sarcasm. Sarcasm cuts people and alienates them
forever. One wrong word uttered can undoubtedly spoil the otherwise well-delivered speech. Any
derogatory references to caste, creed, community, religion or colour and sexist remarks should
be carefully avoided. Wisecracks or comments at somebody else's expense do not always go well
with the audience. Good speakers show humility and admit their mistakes and shortcomings, if
any. They apologise when late or say the wrong things and show their respect to the listeners.
They use the right kind of wit and humour. They listen while others speak. They smile and establish
rapport with their audience. They never consider the audience their adversaries or dim-witted or
ignorant persons. Positive speakers do not show arrogance or a know-all kind of attitude. They
know that just as speakers on this occasion, they would be listeners or a part of the audience at
other events. They treat their audience with dignity and respect.

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SELF - ASSESSMENT QUESTIONS – 5

9. Fill in the blanks with appropriate words.

(a) Closing or ___________is the last opportunity the speaker has to reach out to the
audience.
(b) _______________relates to how the message is communicated.
10. State whether the following statements are true or false.
(a) Speaking positively means being considerate, warm and showing friendliness.
(b) Poor pronunciation can undermine an otherwise excellent delivery.

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4. SUMMARY
• In this unit, we have discussed speaking effectively, its meaning and principles in detail to
understand the importance of effective speaking for proper communication.
• Effective communication calls for coordinated effort. Like any other high-quality output, good
communication is very much the result of hard work.
• Good communication does not occur accidentally. It calls for proper planning, understanding
of human behaviour, choice of physical facilities and mechanical or electronic devices and
the organisational context.
• An essential for effective communication is the need to understand how the process of
communication works, i.e., the principles and tools of communication.
• To appreciate the various steps involved in communication in terms of encoding, decoding,
transmission, comprehension and feedback, it is necessary to understand the mode,
channels, types, instruments, methods and barriers relating to communication and the factors
affecting it.
• The process of communication should take just the right time. Long speeches that stretch
well beyond the allotted time, lengthy written communication and unusually long films and
documents not only test patience of the listener/reader/viewer also tends to lose its force and
get diluted in the process.
• Effectiveness of the communication will depend on the choice of methods and instruments.
Sometimes, written communication cannot be conveyed as forcefully as oral communication.
Occasionally, a telephone call would be more appropriate than a letter.
• Voice modulation significantly affects the speaker's impact on the listeners. Experts on
communication note that even if you have something worth saying, expressing it in a tone or
manner that is a turn-off guarantees no one will listen.
• Good speakers learn to make their speeches animated and exciting. Listeners enjoy every
minute of the address when there is excellent delivery. Just as routine or ordinary topics are
made interesting by excellent delivery, exciting topics are dull and monotonous by lousy
delivery.
• Any derogatory references to caste, creed, community, religion or colour and sexist remarks
should be carefully avoided. Wisecracks or comments at somebody else's expense do not
always go well with the audience. Good speakers show humility and admit their mistakes
and shortcomings.

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5. GLOSSARY
It refers to sequencing and order of presentation. It means avoiding
Arrangement -
going back and forth and speaking in a rambling manner.

It refers to the stamp of individuality. It refers to a copious supply of

Style -
words and using them with judgment.

It is an inflexion of the tone or pitch of the voice, specifically the use of

Voice Modulation -
stress or pitch to convey meaning.

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OBAC102: Communicative English

6. TERMINAL QUESTIONS
Short-Answer Type Questions

1. What do you mean by effective speaking?

2. How does consistency play a vital role in communication?

3. Why is feedback essential for communication?

4. How can communication overload be a problem?

5. Write a short note on the art of speaking.

Long-Answer Type Questions

1. Describe the characteristics of effective speaking.

2. Explain the significance of personality and demeanour in effective speaking.

3. Discuss why speech preparation is necessary.

4. ‘Good speakers spare no effort in learning about their audience.’ Explain why.

5. Evaluate the importance of listener participation, summarising and conclusion, and excellent
delivery.

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OBAC102: Communicative English

7. ANSWERS
7.1. Self-Assessment Questions
1. (a) persuasively (b) audience
2. (a) True (b) False
3. (a) purpose (b) Feedback
4. (a) True (b) False
5. (a) appraisal (b) familiarity
6. (a) True (b) True
7. (a) pauses; punches (b) participative
8. (a) False (b) True
9. (a) Conclusion (b) Delivery
10. (a) True (b) True

7.2. Terminal Questions

Short-Answer Type Questions

Answer 1: Speaking clearly and persuasively is more crucial than ever in a society driven by
technology and instant communications. Since we pay attention quickly and use few words,
efficient communication is essential. Refer to Section 2.

Answer 2: When communication takes place regularly, it is necessary to be consistent. It is

essential not to contradict oneself. There may be scope for modification or correction, but not for
contradiction. Further, when different methods of communication are used in conveying a
particular message, contradictions have to be consciously avoided. Refer to Section 2.

Answer 3: Feedback is another essential component of the process of communication. The

person communicating the message calls for feedback to reassure himself that the news has
reached the target. Feedback provides valuable information about the time factor, message quality,
understanding of the receiver and the action initiated. Refer to Section 2.

Answer 4: To be effective, communication should always be in measured doses. The

communicator should take care to keep the communication manageable. Communication is a
participative process, and the efficacy will suffer if not within reasonable limits. Refer to Section 2.

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OBAC102: Communicative English

Answer 5: As the Alcuin of York observed, ‘The art of speaking is made up of five things: invention,
arrangement, style, memory and delivery.’ Refer to Section 3.4.

Long-Answer Type Questions

Answer 1: The first essential for effective communication is to be clear about the purpose of
communication. Every contact has an objective. It is a means to an end. Refer to Section 5.2.

Answer 2: Even before the speaker opens her mouth to speak, the listeners start their appraisal.
Audiences tend to size up the speaker from the speaker’s appearance, attire and posture. Refer
to Section 3.1.

Answer 3: Good speakers take pains to prepare their speeches in advance. The time spent on
preparation would depend upon the familiarity with the topic, the audience's nature and the
lesson's length. Refer to Section 3.3.

Answer 4: Any speech or presentation is for the audience. Like the reader in written
communication, the listener or a group of listeners constitutes the very purpose of the
communication. Refer to Section 3.2.

Answer 5: Good speeches and presentations necessarily have to be a participative activity. Very
little is achieved if the speaker continues speaking, unmindful of audience participation. Refer to
Section 3.7.

Unit: 5 – Effective Speaking 24

OBAC102: Communicative English

7. REFERENCES
• Madhukar R.K., Business Communication, Vikas Publishing House, Noida.
• Chabbra T.N., Business Communication Concepts and Skills, Sun India Publication, New
Delhi.
• Young Dona, Foundations of Business Communication, Indian Edition, Tata McGraw-Hill,
New Delhi.
• Lesikar, R.V. and M.E. Flatley, Basic Business Communication: Skills for Empowering the
Internet Generation, Tata McGraw-Hill, New Delhi.

Unit: 5 – Effective Speaking 25