Communication in Everyday and Professional Life

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Soft Skills
(Study Notes)

Applied Grammar and Usage

Students will be enabled to understand the correct usage of grammar.

Students will be able to create a substantial base by the formation of a strong
professional vocabulary for its application at different platforms and through numerous
modes such as Comprehension, reading, and writing.

Transformation of Sentences
Transformation of sentences includes transforming sentences from affirmative, interrogative,
simple, complex, or compound sentence types into any of these. Transformation of sentences is
the process by which a sentence in a particular form is transferred to another without altering its
meaning, unless asked to do so. There might come various instances in which you would have to
structure your sentences differently to make your writing look better, to sound positive, or just
because you are asked to.

General rules of sentence transformation

1. Affirmative Sentence into a Negative Sentence
An affirmative sentence is any sentence that is positive. It can be an assertive sentence or a
declarative sentence which has no negative words.
★ To transform an affirmative sentence into a negative sentence, the standard rule is to
add ‘not’ to the principal/main verb in the sentence.
Example: They were on their way to the station.
Here,
Main/Principal Verb = Were.
Therefore, ‘Not’ will be added before ‘Were’.
=> They were not on their way to the station. (or) They weren’t on their way to the
station.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 2. Assertive Sentence into an Interrogative Sentence
The basic function of an interrogative sentence is to ask a direct question. It asks us something or
requests information.
★ If the assertive sentence is positive, make the question negative.
★ Begin the interrogative sentence with the helping verb.
Example:
Assertive Sentence - Lakshman is the new Applied Chemistry teacher.
Interrogative sentence - Isn’t Lakshman the new Applied Chemistry teacher?
The answer to the above interrogative sentence is an assertive or declarative ‘Yes’. That is why
the general rule (★ ) is always followed.
★ If the assertive sentence is negative, the interrogative sentence should be a positive
question.
★ Begin the interrogative sentence with the helping verb.
Example:
Assertive Sentence - Lakshman is not the new Applied Chemistry teacher.
Interrogative sentence - Is Lakshman the new Applied Chemistry teacher?
The answer to the above interrogative sentence is an assertive or declarative ‘No’. That is why
the general rule (★ ) is always followed.
★ If the sentence does not have any helping verb, then use interrogative command words
such as do, does, etc.
Examples:
a. Assertive Sentence - Einstein loved playing with puzzles, jigsaws, and a
construction kit. (This sentence does not have any helping verb)
Interrogative sentence - Didn’t Einstein love playing with puzzles, jigsaws, and
a construction kit?
b. Assertive Sentence - She does not like chocolates. (This sentence does not have
any helping verb)
Interrogative sentence - Does she like chocolates?

Important Note: While transforming affirmative sentences into interrogative sentences, the
position of the subject and the verb in the sentence gets interchanged. Read the above
examples thoroughly to identify this pattern.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ★ Change of Adverbs/Pronouns in interrogative sentence formation

Never → Ever

Example: She has never travelled by train.

Has she ever travelled by train?

Nobody → Anybody

Example: Nobody knows the truth.

Does anybody know the truth?

No one/ None → Anyone

Example: No one was present today.

Was anyone present today?

Nothing → Anything

Example: Nothing was found in the search.

Was anything found in the search?
3. Transformation of Simple, Compound, and Complex Sentences
Words are the single distinct meaningful element of speech and writing. Sentences are a set of
words complete in themselves and typically contain a subject and a predicate to convey a
meaning. This basic understanding is necessary for delving into the concept of clauses and
phrases and eventually into the transformation of simple, compound, and complex sentences.
★ Phrases and Clauses
A phrase is any group of words that behaves as a part of speech, such as a noun phrase (the
owner of the dog), an adjective phrase (fluffier than most other cats), or an adverb phrase (once
upon a time).
A clause is any noun phrase plus a verb; they can be sentences, but they don't always have to be.
An independent clause (or main clause) is a clause that can stand by itself as a simple sentence.
A main clause contains a subject and a predicate and makes sense by itself. A subordinate clause,
on the other hand, is a group of words that is not a sentence but that adds information to the main
part of the sentence.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Understand phrases and clauses with these examples.
Example 1: The big clock chimed when the hand struck midnight.
Here, a phrase will be: The big clock
A clause will be: The big clock chimed
A subordinate clause will be: When the hand struck midnight
(or Dependent clause)
Example 2: We should live where the climate is good.
Here, a phrase will be: Should live where
A clause will be: We should live
A subordinate clause will be: Where the climate is good
(or Dependent clause)
★ Simple sentence: A Simple sentence is also called an independent clause. It contains a
Subject and a Verb, and it expresses a complete thought.
Examples:
We wake up early in the morning.
We are trying to understand
★ Complex sentence: A complex sentence consists of an independent clause and one or
more dependent clauses.
Examples:
After the storm hit the town, trees lay broken in the streets.
I am glad to know that he had succeeded.
★ Compound sentence: A compound sentence consists of two main clauses of equal
importance, joined together with a conjunction.
Examples:
I like coffee and she likes tea.
I can go to college or study at home.
➔ Conversion of Simple Sentences into Complex Sentences
In transforming simple, complex, and compound sentences into each other, the main goal
is to not change the meaning of sentences during the conversion but to structure them as
per the demand of a situation.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 A simple sentence may be converted into a complex sentence by expanding a word or
phrase into a subordinate clause. This clause may be a noun, adjective, or adverb clause.

a) A word or phrase may be expanded into a noun clause

E.g.- 1. Simple: We heard of his success.
Complex: We heard that he succeeded.
2. Simple: He admitted his mistake.
Complex: He admitted that he had made a mistake.

b) A word or phrase may be expanded into an adjective clause

E.g.- 1. Simple: Prudent people work hard.
Complex: People who are prudent work hard.
2. Simple: He is a man of simple habits.
Complex: He is a man who possesses simple habits.

c) A word or phrase may be expanded into an adjective clause

E.g.- 1. Simple: The mother embraced the child lovingly.
Complex: The mother embraced the child as if she loved her.
2. Simple: He was absent because of his illness.
Complex: He was absent because he was ill.
➔ Conversion of Simple Sentences into Complex/Compound Sentences
In this conversion, identify the second thought or idea within a simple sentence and join it
in a sentence with a coordinating conjunction (such as for, and, nor, but, etc.) as a
separate clause.
E.g.- 1. Simple: He is too weak to run fast.
(Ist idea) (IInd idea)
Compound: He is too weak and he cannot run fast.
2. Simple: The teacher punished the boy for misbehaving.
(Ist idea) (IInd idea)
Compound: The teacher punished the boy for he misbehaved.
➔ Conversion of Complex Sentences into Compound Sentences
A complex sentence has one main clause and another subordinate clause or phrase. To
transform it into a compound sentence, the subordinate clause needs to be coordinated
into a main clause. In simple words, by removing the words that make a sentence
complex, it can be transformed into a compound sentence. This is done with the use of

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 coordinating conjunctions. Coordinating conjunctions such as For, And, Nor, But, Or,
Yet, So, etc. You can remember these coordinating conjunctions with the mnemonic
FANBOYS!
E.g.- 1. Complex: If you give me the book, I will read it.
Compound: Give me the book and I will read it.
2. Complex: Putting his hat on, he went out.
Compound: He put his hat on and went out.
➔ Conversion of Compound Sentences into Complex Sentences
In transforming Compound Sentences into Complex Sentences, one of the two main
clauses of a compound sentence needs to be made into a subordinate clause. This is done
using subordinating conjunctions such as If, Because, Since, While, When, By, Before,
After, That, So that, Whether, Unless, For, etc.
E.g.- 1. Compound: Study hard daily and you will clear the exam.
Complex: If you study hard, you will clear the exam.
2. Compound: Be honest and everyone will respect you.
Complex: If you are honest, everyone will respect you.
➔ Conversion of Compound/Complex Sentences into Simple Sentences
In this transformation, the goal is to merge the clauses of compound or complex
sentences into one independent clause that will form one simple sentence.
The main conjunctions that can be used in this transformation are ‘Inspite of’ and
‘Besides’. Other conjunctions can be used as well.
E.g.- 1. Compound: He is very poor but he does not complain.
Simple: Inspite of being poor, he doesn’t complain.
E.g.- 2. Compound: He confessed that he was guilty of the crime.
Simple: He confessed to the crime.
E.g.- 3. Complex: I saw a dog that was wounded.
Simple: I saw a wounded dog.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Subject-Verb Agreement
The basic rule of subject–verb agreement (concord) is very simple: a singular subject takes a
singular verb, and a plural subject takes a plural verb. In linguistics, concord, or agreement,
occurs when a word changes form depending on the other words to which it relates. The trick to
making a subject agree with its verb lies in identifying the plurality or singularity of the subject.
Auxiliary verbs also play an important role in subject-verb agreement. They are also called
helping verbs, such as is, am, are, have, has, etc. In absence of a main verb, the subject shall be
made to agree with the auxiliary verb.
To identify the principal subject in a sentence, always ask the ‘WHO’ question, that is, the doer
of the action.
Example: They have applied for a research project scholarship.
SUBJECT VERB

Since the subject here is plural, the verb is plural as well.

★ As a general rule, when two subjects are connected by ‘and’, always use a plural verb.
Example: 1. A car and a bike are my means of transportation.
2. Reading and coding are my interests.
★ Subject used right after ‘Of’ in a sentence decides the verb agreement in that sentence.
Example: Fifty percent of the population is poor. (Singular)
Fifty percent of people are poor. (Plural)
★ Two singular subjects connected by ‘either, or, neither, nor’ require a singular verb.
Example: 1. Either my aunt or my uncle is arriving by train today.
2. Neither Suhail nor Sahil will appear for the interview.
★ In sentences using ‘either, or, neither, nor’, the verb agrees with the closest possible
noun or pronoun.
Example: Neither the plates nor the serving bowl goes on the table.
★ Phrases such as ‘along with’, ‘as well as’, etc. don’t make a subject plural.
Example: The politician, along with his supporters, is marching toward the parliament.
★ Entities such as time, distance, sums of money, etc. use the singular verb when
considered as a unit. They use the plural verb when used independently of the unit.
Example: 1. Rs. 5000 is a high price.
Rs. 5000 are scattered on the floor.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 2. Ten years is a long time.
Ten years have passed since the accident.
★ Pronouns such as Each, Every one, Everybody, Anyone, Someone, Either, Neither, etc.
use a singular verb.
Example: 1. Each student in the class is disciplined.
2. Every one of his books is a bestseller.
3. Everyone likes cake.

Prefix and Suffix

The vocabulary in English is huge and growing. It may seem overwhelming to increase your
vocabulary by learning new words, but if you know common English prefixes and suffixes, you
can understand many words. Mastering common prefixes and suffixes is like learning to code.
Once you crack the code, you can spell better, and even recognize and tag unfamiliar words.
Prefix
A prefix is a word part added to the beginning of a base word to form a new word or change the
meaning of a word. Prefixes can be negative, indicative, or repetitive.
Negative Prefix-
● Un+happy = Unhappy
● In+Competent = Incompetent
Indicative Prefix-
● Dis+organise = Disorganise
● Bi+annual = Biannual
Repetitive Prefix-
● Re+run = Rerun
● Re+do = Redo
Suffix
A suffix is a word part added to the end of a word that changes the word’s meaning. Adding a
suffix to a base word does not necessarily form a new word, unlike a prefix. Suffix changes the
class of a word. Suffixes can be made from nouns, adjectives, verbs, and adverbs.
Noun Suffix- Adjective Suffix-
● Waiter+ess = Waitress ● Use+ful = Useful
● Dem+ocracy = Democracy ● Read+able = Readable

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Verb Suffix- Adverb Suffix-
● Simple+ify = Simplify ● Happy+ly = Happily
● Popular+ize = Popolarize ● Like+wise = Likewise

Source: 7ESL

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Antonyms, Synonyms, Homophones, Homonyms
A robust vocabulary improves all areas of communication — listening, speaking, reading and
writing. Good communication skills rest on three pillars:
● Great thought.
● Powerful and relevant reasoning.
● Choice of the right set of words
With synonyms, antonyms, homonyms, and homophones, you will be able to not only
understand new words but also add a significant number of new words to your vocabulary. This
will boost your confidence while speaking in professional as well as personal settings as your
chances to be at a loss for words will reduce substantially.
Antonyms
Antonyms are words having opposite or contrary meanings.
Some examples of antonyms.
● Abundance- Dearth
● Acknowledge- Deny, Disown
● Civilization- Barbarism
● Prohibit- Permit, Sanction
Synonyms
Just as there are pairs of words having opposite or contrary meanings, the English language is
rich in sets of words, expressing almost the same idea. Such words are called synonyms. These
words mean nearly, but not exactly, the same thing.
Some examples of synonyms.
● Active- Energetic, Smart
● Diligent- Hardworking
● Wit- Understanding, Intelligence
● Calamity- Disaster, Misfortune
Some commonplace comparisons
● As quick as lightning ● As gentle as a lamb
● As hard as marble ● As cold as a stone
● As cunning as a fox ● As blind as a bat
● As clear as crystal; noonday ● As changeable as the moon
● As alike as two peas
Homonyms

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Homonyms are words that are spelled and pronounced the same but have different meanings.
Such words are very helpful in making smart sentences and sounding intelligent in professional
conversations.
Examples:
Bank- Financial institution
- River bank
Row- Line
- Dispute
Bark- Of tree
- Dog’s sound
Arm- Limb
- A company’s part
Mean- Rude
- Mathematical average
Book- Reserve
- Reading material
Address- A speech
- Landmark of a building
Homophones
Homophones are words that are pronounced the same as another but have different spellings and
meanings.
Examples:
Sight - Eye’s vision
Site - Location
None - Not any
Nun - Woman who vows to dedicate her life to religious service
Dear - Affectionate way of addressing
Deer- Animal
Son - A boy or man in relation to either or both of his parents.
Sun - Celestial body
Eight - Number ‘8’
Ate - Past participle of eat
Course - The route or direction
Coerce - Pressurise

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Listening and Speaking Skills

Students will be able to converse well with effective speaking and listening skills in
English.

The act of listening is very different from hearing. It involves different parameters of focus and
cognitive abilities than those involved in simply hearing. We hear many small noises and sounds
throughout the day without actually registering them. Sounds of birds chirping, cars and vehicles
honking, children playing and people talking are examples of non-important hearing. We do not
pay attention to these sounds because either we do not like them or because these sounds have no
meaning to us.

Stages of Listening Process (Source:e-Krishi Shiksha)

Listening is as important as speaking. Good listening involves encouraging the speaker by being
sensitive to the thoughts and feelings behind their words. We should also be patient while
listening, otherwise, we will lose track of the speaker’s chain of thought and speech.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 HEARING LISTENING

Hearing is the act of perceiving sound and receiving sound Listening is the act of hearing a sound and
waves or vibrations through your ear. understanding what you hear.

Hearing is one of the five senses and it just happens all the Listening Requires concentration so that your
time – whether you like it or not – unless you have a brain processes meaning from words and
hearing problem sentences.

Hearing simply happens. Listening leads to learning.

Hearing is a skill where you use your ears only. It one of the Listening uses different senses, like the sense of
five senses. hearing, seeing, or sense of touch.

Listening is a skill that lets the sound you hear

Hearing is an involuntary act where you simply receive
go through your brain to process the meaning of
vibrations through your ears.
it.

Physiological Psychological

Subconscious level Conscious level

Concentration is required
Concentration is not required

➔ Traits of a Good Listener

Most of us think that we are good listeners, so we never think about actually working on and
enhancing our listening skills. However, active listening is a disciplined behavior that requires
dedicated focus and attention. And in the corporate world, active listening is even more difficult
because conversations and interactions move fast, especially amid a sea of projects, meetings,
deadlines, and business challenges.
The specific traits of a ‘good listener’ can help develop a serious attitude towards understanding
and retaining the information in a speaker’s speech. An effective listener is one who:

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ➢ Listens without distractions ➢ Summarizes for clarity
➢ Keeps eyes on the speaker to ➢ Reads and reacts properly to
communicate interest emotions
➢ Concentrates on what's being said ➢ Uses positive body language; head
➢ Doesn’t pre-judge the message(s) nodding, eye contact, body lean
➢ Avoids interrupting ➢ Listens for what is unsaid
➢ Interjects only to enhance ➢ Allows for silence when appropriate
understanding using “what” and ➢ Creates an atmosphere for unhurried
“how” questions conversation

➔ Listening modes: Active versus Passive Listening

Passive and active listening are often distinguished by the specific actions associated with each
type of listening. Effective listeners can use passive listening in certain situations but are more
likely to use active listening in situations where understanding, recalling, and establishing
connections are important.
The main difference between active and passive listening is that active listening is more effective
than passive listening because individuals practicing active listening can comprehend the
speaker's words more easily and also show the speaker that they are paying attention.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ❖ When do you use Passive Listening?
Passive listening should be used in situations where the listener does not need to pay close
attention to the meaning of the speaker's words or show by her/his behavior that s/he is listening.
Some scenarios where passive listening is useful include the following:
➢ Speech on irrelevant/unrelated information
If the speaker's message is irrelevant or not addressed to you, you can passively listen to
what the speaker is sharing. For example, when a speaker interacts with a group of people
and addresses their comments to specific individuals, others in the group can practice
passive listening.
➢ Informal and Casual Dialogue
Sometimes a simple conversation contains too much information, but it is not important
enough for active listening. For example, a casual conversation with a close friend may
not require people to pay attention to every word or feel fully engaged with the speaker
because the subject of the conversation they are having may not be important.
❖ When to use active listening
Active listening is more valuable than passive listening in many situations because people often
find active listening more engaging and respectful. People often practice active listening when:
➢ Holding one-on-one conversation
When two people are having a conversation, it is common for both parties to practice
active listening. Simple acts like nodding your head and making eye contact to show that
you are fully participating in the conversation are part of active listening. In addition,
saying short affirmations can also help show that you are actively listening during
face-to-face conversations.
➢ Job interviews
Job interviews test people's ability to demonstrate their unique skills, abilities and
experiences through formal conversation. Interviewers typically look for candidates who
are actively focused on what they say about the job description, company, and other
important job-related information. Active listening allows the interviewer to understand
many subtle aspects of the job and shows the interviewer that they are fully engaged in
the conversation.
➢ Debates and Official Speeches
Debates and speeches are the exchange of ideas with the aim of putting forward
arguments that are as logical as possible. Debating, particularly, is about listening to your
opponent's arguments and responding in light of those arguments. By actively listening to
objections, people can better formulate their own statements by responding to
information from previous statements.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ➔ Listening and Note-taking
Note-taking is the practice of recording details and information from a transient source such as
an oral discussion, a meeting, a recording, or a lecture. Meeting notes are often referred to as
minutes. The format of initial documentation can often be informal and/or unstructured. The
usual format for these notes is shorthand, which allows a lot of information to be put down on
paper very quickly.
Taking notes is an important skill for professionals as well as students, especially at the college
level. Different formats are used to organize the information and make it easier to find and
understand. There are many ways to take notes and it is best to use the method you feel most
comfortable with.
❖ General Guidelines
➢ Use white space to separate major ideas.
➢ Try to limit your notes to one concept or section per page.
➢ Use abbreviations and/or symbols wherever possible to avoid long sentences.
➢ Write down the information in your own words.

❖ Methods of Note-Taking

➢ The Cornell Method

The Cornell Method is based on two columns: one containing the keyword or concept,
and the other containing the description or notes associated with the keyword or concept.
This method can be used while listening to the lecturer.
In the right-hand column, you can list the main ideas or write a paragraph, and then on
the left-hand side note the keyword or concept that relates to your section of notes. At the
bottom of the page, you should write paragraphs summarizing the information contained
in the notes.
Example:

(Source: Cornell University)

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ➢ The Outlining Method
This method involves writing a series of topics and sub-topics and identifying them by
indenting the text, numbering the lines, or using a dash or bullet point. An outline
naturally organizes the information in a highly structured, logical manner, forming a
skeleton of the textbook chapter or lecture subject that serves as an excellent study guide
when preparing for tests.
This method of note-taking is extremely useful in most instances. But it cannot be used
during lectures that move too quickly as this method requires more thought for an
accurate and understandable structure.
Example:

(Source: SlideShare)

➢ Note-Taking Tips for Students:

Taking notes during class is one of the most effective ways to understand the material presented
in class. Unless you have an eidetic memory, you must learn this important skill using these
general guidelines:
➢ Come to class ➢ Use abbreviations ➢ Write down
prepared for commonly corresponding page
➢ Start a new page occurring names numbers from your
for each new class and words textbook
➢ Don t try to write ➢ Leave lots of room ➢ Review your notes
down every word on the page for accuracy
your teacher says ➢ Use diagrams and ➢ Obtain notes for
➢ Write down the big pictures wherever missed classes
ideas necessary
➔ Types of Listening
Listening has different purposes, and different situations call for different types of listening. The
type of listening we use affects how we communicate and how others respond to us. For
example, when we sympathize with others while listening, the communication becomes helpful

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 and open, allowing the other person to feel heard and supported, and hopefully generating a
positive attitude towards the interaction.

➢ Discriminative listening: Discriminative listening is when the listener interprets and

assigns meaning to sound rather than to words. In discriminative listening, the listener
interprets the differences and nuances of sounds and body language. The listener is
sensitive to attributes including rate, volume, pitch, and emphasis in speaking.
➢ Informational listening: Informational listening entails listening with the goal of
comprehending and retaining information. This type of listening is not evaluative and is
common in teaching and learning contexts ranging from a student listening to an
informative speech to an out-of-towner listening to directions to the nearest gas station.
➢ Critical listening: Critical listening is a process for understanding what is said and
evaluating, judging, and forming an opinion on what you hear. The listener assesses the
strengths and weaknesses of the content, agrees or disagrees with the information, and
analyzes and synthesizes material
➢ Empathic listening: Empathic listening is a structured listening and questioning
technique that allows you to develop and enhance relationships with a stronger
understanding of what is being conveyed, both intellectually and emotionally. As such, it
takes active listening techniques to a new level.
➔ Listening Techniques using Ted Talk Audio listening with script reading
Listening to TED Talks and educational videos about diverse topics while carefully using all the
guidelines about effective listening and avoiding the barriers to it is one of the most effective
ways of enhancing your listening skills as well as your speaking skills. The practice of listening
and watching such content regularly can teach you how to think critically about new or difficult
information, a skill that will benefit you almost immediately.
You can watch these influential talks and speeches delivered by some of the most successful
people from all walks of life:
1. Dr. Shashi Tharoor MP - Britain Does Owe Reparations :
Dr Shashi Tharoor MP - Britain Does Owe Reparations
2. Amy Cuddy - Your body language may shape who you are: Amy Cuddy: Your body
language may shape who you are | TED Talk
3. Bill Gates - The next outbreak? We're not ready: Bill Gates: The next outbreak? We're
not ready | TED Talk
4. Julian Treasure - How to speak so that people want to listen: Julian Treasure: How to
speak so that people want to listen | TED Talk
5. Shah Rukh Khan - Thoughts on humanity, fame, and love
Thoughts on humanity, fame and love | Shah Rukh Khan

➔ Pronunciation and Speaking style

Language is used to communicate and establish relationships with people around us. There are
two modes of linguistic communication: speech and writing. The former consists of various

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 sounds, while the latter consists of various symbols, and accordingly, they are called spoken and
written languages.
Both media involve different muscular activities. In the spoken medium, we use our lungs, vocal
cords, tongue, teeth, and lips, while in the written medium, we use our hands, arms, and fingers.
All spoken words are collections of different sounds.
Broadly speaking, phonetics is the study of sounds of human speech. The written term phonetics
originated from the Greek word phone meaning sound or voice. Phonetics is the branch of
linguistics that deals with the sounds of speech and their production, combination, description,
and representation by written symbols. It is concerned with the actual properties.
Pronunciation is the way a word or language is spoken. It can also refer to the commonly agreed
order of speaking a specific word or language in a specific dialect ("correct pronunciation"), or
simply how a specific person pronounces a word or language.
Some Relevant terms and their definitions
➢ IPA: International Phonetic Alphabet
● A set of symbols used for representing the phonemes and sounds of all languages.
● Phonetic transcription of words is provided by bilingual and monolingual dictionaries.
➢ Received Pronunciation (RP)
● The standard form of British pronunciation based on the speech of the educated class in
Southern England.
➢ Phoneme
● Any one of the sets of the smallest units of speech in a language that distinguishes one
word from another. For example, the element /p/ in “tap” separates that word from “tab”
“tag” and “tan.”
➢ Syllable
● A unit of pronunciation having one vowel sound, with or without surrounding
consonants, forming the whole or a part of a word. For example, there are two syllables
in water and three in inferno.
➢ Word
● A single unit of language which means something and can be spoken or written.

➔ Prosodic Features of Speaking/Utterance

In linguistics, Prosody refers to intonation, rhythm, and vocal stress in speech. These
prosodic features are phonetic features that are not properties of a single segment, but of a
syllable or higher unit, such as stress, length, tone, and intonation.
English speech is rhythmic.
A lot of meaning is gained by the study of speech rhythms. In spoken English, the patterns of
sounds and rhythm form a part of the meaning of words. It is studied under these prosodic
features of an utterance: Stress, Length, and Pitch.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ➔ Paralanguage
Paralanguage is used to describe a wide range of vocal characteristics which help to express and
reflect the speaker's attitude. Paralanguage is non-verbal in nature and depends on voice,
intonation, pitch, pause, volume, stress, gestures, and signals. Through these one's voice can
convey enthusiasm, confidence, anxiety, and the speaker's mental state and temperament.
➢ Voice
● Voice is the first signal that we receive or use.
● There are various categories of voices. A voice can be sweet, soft, musical, cultivated,
pleasant, nasty, dear or indistinct, among other types.
● The voice can reveal a speaker's background, mental state, education, sex and
temperament.

➢ Stress
● A stressed syllable is one with relatively greater length, loudness, and/or higher pitch in
which extra respiratory energy is there.
● The term stress describes the force or intensity ar air pressure involved in uttering a word
or part of a word or sentence.
● Stress is used to lay emphasis on the word and its meaning.
● In languages such as English, stress may have a linguistic function and cause differences
in syntactic categories such as nouns or verbs.
● Speech of the sounds such as vowels and consonants function mainly to provide an
indication of the identity of words and the variety/dialect being spoken.
● Prosodic features can indicate syntax, turn-taking in interactions, types of utterances, and
also attitudes and feelings.

➢ Length
Length is shown by the duration and movement of an utterance. For example, the
following two utterances, both having 5 syllables each:
(i) My aunt is away. (5 syllables) (a) Watch dogs catch much meat. (5 syllables)
The second utterance about ‘watch dogs’ takes more time to complete than the first
utterance about ‘aunt’. The pace of movement of speech depends on the shape of words.
For instance, in the first utterance, three words begin with vowel sounds which are
uttered swiftly, whereas, in the second utterance, all the words begin with consonants that
require repeated adjustment of the mouth.
From communication point of view, the pace of movement of speech shows the
movement of the speaker's ideas. The length of utterance is a non-verbal clue to the
speaker's sense of urgency and haste.
➢ Intonation and Pitch
● Intonation is a complex system of meaning communicated through the rise and fall of a
speaker's voice.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ● Pitch refers to the highness and lowness of tone or voice, and intonation is how pitch
varies in spoken language.
● English speakers use it to communicate many different types of meaning: grammatical
meaning.
● E.g. different types of questions and statements. status of information such as main or
subordinate, finished or unfinished.

➢ Pause
● A pause emphasizes a message. A pause is to speech what a comma is to written matter.
A pause at the wrong place may lead to miscommunication.

➢ Volume variation
● The speaker should adjust the volume of her/his voice depending on the size of the
audience. Larger the audience, louder the voice should be.
● Volume variation makes the speech effective. Sometimes, changing from loud to soft and
from soft to loud also has the desired effect.

Sources:
1. Passive vs. Active Listening: What's the Difference?
2. Traits of an Effective Listener
3. Lesson 7. LISTENING AND NOTE-TAKING
4. Difference Between Hearing and Listening
5. Listening Types
6. Soryan, Ritu. Soft Skills: The Employability Skills for 21st Century, pp. 220-232

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Reading and Writing Skills

Students will be able to create a substantial base by the formation of strong professional
vocabulary for its application at different platforms and through numerous modes as
comprehension, reading, and writing.

Reading Styles

Skimming Churning

Scanning Assimilation

Reading for a professional should always be goal-oriented. This helps trigger new behaviors,
guides your focus, and aids you sustain an intelligent momentum of your skills.

Reading = Comprehending

Skimming and scanning are reading techniques that use rapid eye movement and keywords to
move quickly through text for slightly different purposes. Skimming is reading rapidly in
order to get a general overview of the material. Scanning is reading rapidly in order to find
specific facts. While skimming tells you what general information is within a section,
scanning helps you locate a particular fact.

Skimming: Use skimming in previewing (reading before you read), reviewing (reading after you
read), determining the main idea from a long selection you don't wish to read, or when trying to
find source material for a research paper. Skimming can save you hours of laborious reading. It
is very useful as a preview to a more detailed reading or when reviewing a selection heavy in
content. But when you skim, you may miss important points or overlook the finer shadings of
meaning, for which rapid reading or perhaps even study reading may be necessary.
Use skimming to overview your textbook chapters or to review for a test. Use it to decide if you
need to read something at all, for example during the preliminary research for a paper. Skimming
can tell you enough about the general idea and tone of the material, as well as its gross similarity
or difference from other sources, to know if you need to read it at all.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 To skim, prepare yourself to move rapidly through the pages. You will not read every word; you
will pay special attention to typographical cues-headings, boldface and italic type, indenting,
bulleted and numbered lists. You will be alert for key words and phrases, the names of people
and places, dates, nouns, and unfamiliar words. In general follow these steps:

A. Read the table of contents or chapter the first few words of each sentence or to
overview to learn the main divisions of locate the main idea.
ideas.
D. Stop and quickly read the sentences
B. Glance through the main headings in each containing keywords indicated in
chapter just to see a word or two. Read boldface or italics.
the headings of charts and tables.
E. When you think you have found
C. Read the entire introductory something significant, stop to read the
paragraph and then the first and last entire sentence to make sure. Then go the
sentence only of each following same way.
paragraph. For each paragraph, read only
F. Read chapter summaries when provided.
Scanning: Use scanning in research to find particular facts, to study fact-heavy topics, and to answer
questions requiring factual support. Scanning, too, uses keywords and organizational cues. The goal of
scanning is to locate and swoop down on particular facts. Facts may be buried within long text passages
that have relatively little else to do with your topic or claim. Skim the material first to decide if it is
likely to contain the facts you need. Don't forget to scan tables of contents, summaries, indexes,
headings, and typographical cues. To make sense of lists and tables, skim them first to understand how
they are organized: alphabetical, chronological, or most-to-least, for example. If after skimming you
decide the material will be useful, go ahead and scan:

A. Know what you're looking for. Decide on C. Let your eyes float rapidly down the page
a few key words or phrases–search terms, until you find the word or phrase you
if you will. You will be a flesh-and-blood want.
search engine.
D. When your eye catches one of your
B. Look for only one keyword at a time. If keywords, read the surrounding material
you use multiple keywords, do multiple carefully.
scans.
Churning and assimilation are integral parts of reading. While skimming and scanning are
quick processes, and churning and assimilation are slower. The words ‘churning and
assimilation’ are related to the processes of stirring up in our mind the ideas, context, structure,
etc., and grasping the contents of the reading text respectively. In the churning process, your
thoughts are agitated from reading the material and there is a bombardment of ideas as you
interact with the content through your reading. In assimilation, you indulge in taking into account
all the aspects of the text and then interpreting it.

Effective reading strategies

- Predicting the content

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Predicting the content of a given reading passage enables you to quicken the process of
comprehension. In other words, thinking ahead of the given information yet to come in the
reading passage, makes you understand the entire passage in its total perspective. In order to
guess the information through the process of prediction, you need to develop rapid reading skills
because an efficient reader is able to think ahead, hypothesize, and predict.

Pre-reading survey of the passage enables you to

● Familiarize yourself with the subject of the passage by glancing rapidly through it.
● Guess the information through linguistic/graphic cues.
● Recall related information.
● Use background information related to the topic to accelerate the prediction process.

- Understanding the Gist

When you try to get the general meaning from a text without concentrating on the individual
words, you are reading for gist. In other words, when you read a passage, if you are able to
understand its core meaning or main theme, you have understood the ‘gist’. You might have
observed that you could understand the gist of some passages in the first reading itself.

- SQ3R Reading Technique

Some of us read the texts several times to understand them and in this process, we lose time. In
order to reap maximum benefit out of our reading time, we can make use of the SQ3R reading
technique — survey, question, read, recite, review.

Survey

Just like we try to understand a problem before attacking it in order to find a solution, we
need to get an overview of the text before finding out answers for the given questions.
Get an overview of the text

Question

To reflect on the text content. After reading these lines, we could ask ourselves this
question to check our understanding. pose questions to ourselves to clarify something.

Read

Doing a secondary and close reading of the text.

Recite

Describe what you have just read. This could be done out loud or in written format, but
try to recall everything in your own words.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Review

At the ‘review’ stage, first, we need to test ourselves by covering the key points and
whether we remember them. If we are successful in this attempt, we can check the
correctness by referring to the text.

Effective writing tools - Qualities of Good Writing

What is good writing? This is not an easy question to answer. Many very different kinds of
writing are considered "good" for many different reasons. There is no formula or program for
writing well. However, there are certain qualities that most examples of good writing share. The
following is a brief description of five qualities of good writing: focus, development, unity,
coherence, and correctness. The qualities described here are especially important for academic
and expository writing.

QUALITIES OF GOOD WRITING

FOCUS An essay should have a single clear central idea. Each paragraph should have a clear
main point or topic sentence.

DEVELOPMENT Each paragraph should support or expand the central idea of the paper. The idea of each
paragraph should be explained and illustrated through examples, details, and
descriptions.

UNITY Every paragraph in an essay should be related to the main idea. Each paragraph should
stick to its main point.

COHERENCE An essay or paper should be organized logically, flow smoothly, and "stick" together.
In other words, everything in the writing should make sense to a reader.

CORRECTNESS A paper should be written in generally correct standard English, with complete
sentences, and be relatively error-free.

One additional quality, not part of this list, but nevertheless, very important, is creativity. The
best writing carries some of the personality and individuality of its author. Follow the above
guidelines, but always work to make your writing uniquely your own.

Discourse

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Discourse is a generalization of the notion of a conversation to any form of communication.
Discourse is a major topic in social theory, with work spanning fields such as sociology,
anthropology, continental philosophy, and discourse analysis. Following pioneering work by
Michel Foucault, these fields view discourse as a system of thought, knowledge, or
communication that constructs our experience of the world. Since control of discourse amounts
to control of how the world is perceived, social theory often studies discourse as a window into
power. Within theoretical linguistics, discourse is understood more narrowly as linguistic
information exchange and was one of the major motivations for the framework of dynamic
semantics, in which expressions' denotations are equated with their ability to update a discourse
context.

Methods of Effective Writing

There are many ways of developing a paragraph. However, the basic patterns of logically
organizing information in a paragraph include:
1. Inductive order: In this logical organization, specific details, examples, and illustrations
come first. They are followed by general statements.
2. Deductive order: This logical pattern involves the process of moving from a general
statement premise, principle, or law to specific details.
3. Exposition: Exposition order refers to the art of providing essential background
information about the main characters and the world of your story. Literary exposition
can help provide emotional stakes throughout the beginning of the story, the rising action,
the falling action, and the eventual denouement
4. Linear order: Linear logical order refers to a systematic order as a line. One idea
logically leads to another idea in a natural way.
5. Interrupted method: Whenever the writer gives a break to the line of thought and gives
a turn to the idea to produce the desired effect, he uses this method. Interruptions are
created through punctuations for pauses and other desired effects.
6. Spatial organization: Spatial organization or order of place involves the process of
dividing a subject or topic based on how they are arranged in space.
7. Chronological method: Chronological organization refers to the narration of events in
the order in which they occur in time.
Principles of paragraph writing: It is essential to develop the ability to write effective paragraphs.
As the writing needs to be purposeful, precise, and reader-oriented, it is important to compose
paragraphs that are clear, cohesive, concise, and result oriented. Paragraph writing is a
significant production skill, integrating both composing and organizing skills. In order to write
an effective paragraph, a careful writing plan should be adapted to ensure proper length, unity,
coherence, logical development, and organization of ideas.
1. The main sentences express the main idea of the paragraph.
2. The major supportive sentences expand, illustrate, explain, support, or strengthen the
main idea with secondary points and major supportive details, finally.
3. The minor supporting sentences exemplify and import the main idea with minor points,
and minor supporting details.
REQUISITES OF PARAGRAPH CONSTRUCTION:

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 In general, the purpose of a paragraph is to express one point, idea, or opinion. For example,
students require more recreational time in order to better focus on lessons in class. This main
idea is expressed through three sections of a paragraph:

1. Beginning - Introduce your idea.

2. Middle - Explain your idea.
3. End - Make your point again, and transition to the next paragraph.

Official Letter Writing

An official letter should include details about why you’re writing, an expression of your
appreciation to the recipient for considering your request, and your contact information.
Correspondence can be sent as a written letter or in an email. When sending an email message,
list the reason you are writing in the subject line of the message. When writing a professional
letter, carefully proofread and spellcheck before you print or send it.

Format for Official Letter

Your Contact Information
Name
Address
City, State Zip Code
Phone Number
Email Address

Date:

Recipient Contact Information

Name
Title
Company
Address
City, State Zip Code

Greeting

Dear Mr./Ms. Last Name, or, Sir/Ma’am

Use a formal salutation, not a first name, unless you know the person well. If you do not know
the person's gender, you can write out their full name. For instance, write, "Dear Pat Crody"
instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s
still common and acceptable to use the old-fashioned “To Whom It May Concern.”

Body of Letter

● Paragraph 1: State the reason you are writing, for example, you are asking for something
or sharing a piece of information.
● Paragraph 2: Provide details about your request or the information you’re sharing.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ● Paragraph 3: If necessary, include additional information on the purpose of your letter.
● Paragraph 4: Thank the reader for considering your request, and ask for a response to
your letter.

Closing

Best regards,

Signature
Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature
Your typed name

Format for Business Letter

Your Contact Information
Name
Address
City, State Zip Code
Phone Number
Email Address

Date:

Recipient Contact Information

Name
Title
Company
Address
City, State Zip Code

Subject:

Sir/Ma’am

[Introduction – this is where you explain the purpose of the letter such as why you are writing it,
what you hope to achieve from it, and any other important information you want to state
upfront.]

[Middle Section – this is where you elaborate and provide more detail about what you outlined in
the first paragraph. There may be several more paragraphs like this depending on how long the
letter needs to be]
[Conclusion – this is the place where you wrap up and summarize things. There may be a call to
action or next steps included in this paragraph.]
[Sincerely],

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 [Signature]
[Name of Sender]

Sample of Statement of Purpose

The SOP (statement of purpose) is an essay cum application that needs to be written by students
who want to take admission to courses at international universities. The main aim of the SOP is to
introduce yourself, your academic background, career goals, and qualities that make you a
meritorious candidate for the selected course. It is important to have a readable statement of
purpose format.

The SOP comprises various elements – starting from academic qualifications to personal
experiences. However, the format of SOP differs according to the course, objectives, institution,
and country. Though, the basics remain the same for all.

Statement of Purpose (SOP) Format

Here are some points that you need to keep in your SOP review checklist:
1. The SOP should be written in precise paragraphs like an essay. You can use bullet points
but you need to limit them to a bare minimum.
2. Usually, an SOP is two pages long, written in 12-point fonts, and double-spaced.
Depending upon the size and type of font used, you can write 800-1000 words.
3. The complete SOP lies between 5-7 paragraphs of 150-250 words each.
4. You should keep your SOP simple and avoid using colorful text and images. If you are
using pen and paper, use black ink.

Notice
Since notices are a formal document it should follow a structure or a format. Keep in mind there
is no one correct rigid format. Different formats used by different people/organizations can show
some variations. But it is ideal to follow a somewhat similar format for ease of understanding and
uniformity. Let us look at the most used format of notices.

Name of Issuing Organization/Authority: Right at the very top, you print the name of the
person or company that is issuing the said notices. This will help the reader identify the
notices as important or unimportant to him.

Title: When writing notices we mention a title “NOTICE” at the top. This helps draw
attention to the document. Notices are generally posted at a public place or published in
newspapers. It is important that they do not get lost in a sea of information. So a bold title
clearly mentioned helps draw the attention.

Date: After the tile to the left-hand side we print the date on which the notices have been
published. Since this is a formal document date is an important aspect of it since these
documents stay on record.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Heading: Then we move on to an appropriate heading to the notices. This heading should
make abundantly clear the purpose of the notices.

Body: After the heading, we write the brief and to the point body of the notice. The main
content of the notice features in the body.
Writer’s Name: At the end of the notices we write the name and designation of the notice-
writer. The notices have to also be signed by the same person to lend it authority and
validity.

NOTE: Enclose the notice in a box.

Content
Notices should cover some important points that are to be communicated to the readers.
Let us summarize the five points that the content of the notice will cover, the five W’s
What: What is the notice about? The notice should be clear about what is going to happen
(event), or what has already happened (occasion). This is the crux of the message and
should be written clearly. There should not be any ambiguity.

Where: If the notice is about an event, then the location of such an event must be written
clearly. The venue or the location are important details, so make sure to include this in the
notice.

When: This is the time and the date of the event or meeting. If possible the duration of the
event should also be mentioned to people can schedule their time accordingly.

Who: This will be who the notice is addressed to. Who all are suppose to adhere to the
notice should be clearly mentioned to avoid confusion.
Whom: And final detail should be whom to contact or get in touch with. This mentions
who the appropriate authority is to contact.

Agenda and Meeting Minutes

Difference between agenda and meeting minutes: Agenda is a list of the items of business to be
transacted in a meeting. Minutes is the statutory record of the business transacted, decisions taken
and resolutions passed in a meeting.

Agenda
An agenda, also called a docket or a schedule, is a list of activities in the order they are to be taken
up, from the beginning till the adjournment. An agenda helps in preparing for a meeting by
providing a list of items and a clear set of topics, objectives, and time frames that are needed to be
discussed upon.

Format of an Agenda

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 An Agenda normally includes the following elements −

● Meeting Agenda Title − at the top; preferably center-aligned

● Meeting Information − Description of the purpose
● Objective − description of Agenda
● Date − for maintaining records of correspondence
● Location − the place of meeting
● Time − the actual time of commencement of the meeting
● Meeting Type − brainstorming or Discussion or Assessment
● Time of Arrival − time to begin the meeting
● Time of Adjournment − time the meeting ends
● Attendees − Number of people present, with their names
● Preparation for Meeting −
○ Please Read − instructions to be followed
○ Please bring − things supposed to be carried that day
○ Action Items −

Last Action Responsible Authority Due Date

New Action Responsible Authority Due Date

○ Other notes − other instruction or information to be taken down.

Meeting Minutes
Minutes are the record of who was there and what happened. Different than a meeting agenda, it
records the decisions made and actions requested by the group. Despite the team, they are not a
minute-by-minute record but include the key details that the team will want to know. It's important
in meeting minutes to capture information such as:
Decisions made
Next steps
Action items and who is responsible
Here are some of the details that you should into the meeting minutes:

1. Date and time of meeting 3. Agenda items and topics discussed

2. Names of the participants 4. Action items

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Format of Meeting Minutes

Date: (Date of team meeting)

Attendees

● List of attendees

Agenda

● Item 1 including key discussions, decisions made, next steps

● Item 2
● Item 3

Next steps

● List goes here in format: action item, responsible person, date

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Presentation and Interaction Skills

Student will be able to equip with basics of communication skills and will apply it for practical and
oral purposes by being honed up in presentation skills and voice-dynamics.

Verbal/Oral Communication

Oral communication can be a high-pressure way to communicate. Unlike written communication,

where you have a chance to revise, you have one shot to get your message across. Oral
communication has been the primary way we communicate on a day-to-day basis for millions of
years.

Oral communication is the ability to transmit ideas from your brain to either one person or a group
of people. Good use of verbal skills means presenting an idea clearly while each thought is
articulated in a cohesive manner. It has everything to do with the language that we choose to use.
It’s also important to know who your audience is and address them in a way that they comprehend
and understand. Your tone is also important as a confident tone can go far when you are expressing
an idea as it can help you sound more credible. Good verbal communication often relies on non-
verbal cues. These cues, like hand gestures or a raised brow, might put emphasis on a point, show
how you feel about what you are saying, and provide insight into the seriousness of a situation.

Another important aspect to think about is that good verbal skills go hand-in-hand with excellent
listening skills. When used together it becomes much easier to navigate day-to-day encounters at
work and in your personal life. Oral communication implies communication through mouth. It
includes individuals conversing with each other, be it direct conversation or telephonic
conversation. Speeches, presentations, and discussions are all forms of oral communication.

The ability to communicate ideas to colleagues or a board of directors in presentations is also

important. This can help make you sound more expert when presenting as well as help you look
more professional. Being able to cooperate with other people, present your ideas clearly, and the
ability to listen and respond to other people’s ideas will go a long way to help you enjoy your work
and help set you down a successful career path.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 NUANCES AND MODES OF DELIVERY

What is it that makes our presentation hold the attention and interest of the audience? Our manner
of presentation, our vocal inflections, our perfectly timed pauses, our facial expressions, and our
gestures—all these are part of an expert delivery. Even a dull and drab topic will turn out to be
more interesting if presented well, whereas a really interesting topic may appear to be dull because
of poor delivery.

So one thing becomes clear—having something to say is not enough; you must also know how to
say it. Good delivery does not call attention to itself. It conveys our ideas clearly, interestingly,
and without distracting the audience. Most audiences prefer delivery that combines a certain
degree of formality with the best attributes of good conversation — directness, spontaneity,
animation, vocal and facial expressiveness — and a lively sense of communication. The following
discussion provides some suggestions so as to enable one to select the best mode of delivery for a
presentation. There are four modes of delivery that can be used for making presentations:

• Extemporaneous • Impromptu

• Manuscript • Memorization

Extemporaneous mode

Extemporaneous presentation is by far the most popular and effective method when carefully
prepared. When speaking extempore we must prepare the notes beforehand and rehearse our
presentation. There is no need to learn every word and line by rote.

Our presentation will sound quite spontaneous to the audience, as after thorough preparation, we
are speaking while thinking. Careful planning and rigorous practice enable one to collect the
material and organize it meticulously. Let us look at some of the positive and negative aspects of
this mode of presentation.

Advantages

• As we have enough time to prepare for the presentation, we work hard on the theme/
central idea. We can present the theme in the best possible structured way.

• Thorough preparation on our part makes us feel secure and we carry out our responsibility
with self-confidence and assurance. Adaptation is also possible if the need arises. In other
words, the language of any written text does not bind us. We can be flexible in our use of
language.

• Supporting material helps to present our points clearly and also adds weight to our
agreement. Appropriate selection of quotations, illustrations, statistics, etc., helps us to
substantiate our point.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 • Our delivery sounds natural and spontaneous to the audience as it allows us to establish
a rapport with the audience through more eye contact.

• It enables us to move freely, with ease.

Disadvantages

• If preparation is inadequate, we can get lost and find ourselves uncomfortable.

• If we rely too much on note cards and start reading out from them instead of just
consulting them for reference, then the speech will lose its spontaneity.

Manuscript mode

In a manuscript presentation, the material is written out and we are supposed to read it out aloud
verbatim. We are not supposed to memorize the speech and then recollect it. It is there in front of
us to read.

But, we should be wise enough not to attempt to read a speech until we have become proficient
readers. Unfortunately, most speakers are not good readers. They make it uninteresting by reading
in a dull and monotonous way. However, we can overcome this problem with consistent efforts.
We could maybe rehearse with a friend or colleague.

For effective use of this mode, we should go through the material several times beforehand until
we become absolutely familiar with the text. We should strive to choose material designed to
achieve understanding. We should know what is written where.

Advantages

• It is a permanent and accurate record of whatever we have to say.

• There is no chance of tampering with the facts and figures.

• The material is organized systematically. We just have to keep in mind the step-by-step
development of the main points.

• Language gets polished because we can write and rewrite our material until we feel
satisfied on all counts.

Disadvantages

• Since we will be reading from the manuscript, we get less time for making proper eye
contact, which is essential to feel the pulse of our audience.

• Since we will be reading to the audience, we cannot talk to them. There is not much scope
either for non-verbal communication.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 • Adaptation is rather difficult, if the need arises, to give a different twist to our material.

• In the absence of effective reading skills, we fumble over words, lose our pace, miss
punctuation marks, etc. This adds up to an uninteresting speech and loss of audience
attention.

• Conversational flavour along with vocal inflection takes a back seat here, which is a great
asset for a speaker.

Impromptu mode

The impromptu mode, as the word suggests, is what we use when we have to deliver an informal
speech without preparation. For example, at a formal dinner party, you may be invited to deliver a
vote of thanks.

Do not panic and babble something in an unmethodical way. Instead, calmly state your topic and
then preview the points you are to make. Support your points with whatever examples, quotes, and
anecdotes you recall at that time. Then briefly summarize or restate your points and end with a
smile. Remember, it is not difficult for you to anticipate certain occasions where you may be asked
to speak a few words. Be as brief as possible during your impromptu presentations.

Advantages

• We sound very natural because we do not get enough time to make any elaborate
preparation.

• We get a chance to express our thoughts irrespective of what others think or say about
that particular topic.

• We are spontaneous as we say what we feel, not what we ought to say.

Disadvantages

• The presentation lacks organized development of ideas because of the shortage of time.

• There is no supplementary material (no data, no statistics, no illustrations, no figures) to

substantiate the speech.

• Chances of rambling are very high. Various points may hang loose.

• There is frequent use of vocalized pauses.

• The presentation may turn out to be a failure if the speaker has inadequate proficiency in
the language he/she uses.

Memorization mode

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 This method of presentation is very difficult for most of us. Probably only a handful of us can
actually memorize an entire speech. Usually, we memorize only the main parts and are in the habit
of writing keywords on cards to help us out through the actual presentation. In some cases, if we
wish to quote somebody or narrate an anecdote or a joke, it is better to memorize these for our
presentations.

This type of delivery stands somewhere between extemporaneous and manuscript presentation.
Speech is written out beforehand, then committed to memory, and finally delivered from memory.

Advantages

• It is very easy for such speakers to maintain eye contact with the audience throughout the
presentation.

• The speaker can easily move and make use of appropriate non-verbal communication to
add extra value to the speech.

• It is possible to finish the speech in the allotted time.

Disadvantages

• Memorization requires too much time.

• There are chances of making it a dull and monotonous presentation because we go exactly
by whatever we have memorized.

• Even our memory skills may fail us if we have not rehearsed adequately.

• No flexibility or adaptation is possible during the speech.

• The speaker gets flustered if he/she forgets a word, sentence, or whole paragraph.

Among all the four modes of delivery, extemporaneous is the best because of its flexible nature
and its effectiveness. Hence, it is always better to use this mode to make presentations more lively,
effective, and memorable.

Public Speaking: Confidence, Clarity, and Fluency

Public speaking is more than just the act or process of making speeches in public. It is the art of
effective oral as well as non-verbal communication with an audience. The act of delivering a
speech is not just limited to the spoken word; it only gets complete when the encoder- the speaker-
is able to get active feedback from the audience after delivering the speech. With this
understanding, students will be able to recognise the importance of paralinguistic features as well
as kinesics and proxemics that are always involved in public speaking. A public speech is often
given by an individual who is a representative of an organisation or a group of people.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Public speaking is about conveying a message to your audience. The focus should therefore be on
your audience and NOT on you as the speaker. On stage, everything is amplified and not just your
voice. If you are confident, this is amplified, and if you lack confidence, that is amplified too.

Confidence in public speaking is important because it allows you as the speaker to:

1. Take your focus off yourself and focus on the audience

This is possible by having a healthy mindset toward the audience. Unlike many speakers that
wonder most of their speech whether the audience likes them, with confidence your focus shifts
away from whether the audience likes you and moves towards building rapport and relating to
your audience from the moment you step on stage. A confident speaker has the mindset that the
audience is backing them from the start.

2. Eliminate distracting thoughts allowing you to concentrate on delivering the message

Many speakers have a mind blank on stage because they have so many competing thoughts about
their own insecurities and vulnerabilities which cloud their minds. Being confident means you
can think straight and manage your thoughts as opposed to your thoughts managing you.

3. Prepare a message which is full of content designed with the audience in mind instead of content
designed to make you look, sound, and/or feel good

Speakers that lack confidence often go off on unrelated tangents, use jargon and unnecessarily
complex language and their message can lack relevant personal stories. A confident speaker has
a message which is relevant, simple, and honest often drawing on personal stories to build rapport.
The message is what the audience needs or wants to hear about and not just simply what you want
to speak about.

4. Read the audience’s body language and adapt your speaking style accordingly

Speakers that lack confidence are usually so consumed and concentrating on their own body
language and delivery style that they fail to take account of the non-verbal feedback from their
audience. A confident speaker can adapt delivery style in response to how the audience is reacting.

5. Come across to your audience as cool calm and in control even if things are not going according
to plan

For speakers that lack confidence, unplanned hurdles can really rattle them and the audience can
easily pick up on this. A confident speaker is able to deal with challenges without displaying them
on stage.

6. Have the X factor on stage.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 There is no doubt that confidence is attractive in a speaker and the audience in most cases responds
positively to it. A speaker lacking in confidence may attempt to mask it by over compensating
resulting in being perceived as arrogant, or at the other extreme, openly displaying such a lack of
confidence the audience is left questioning the speaker’s motives for being on stage in the first
place. A confident speaker is far more likely to have the X factor.

7. To give you credibility as a speaker

Many speakers lacking in confidence and crippled by insecurities may be guilty of excessive name-
dropping, boasting about their level of experience, and/or over-emphasizing their credentials. A
confident speaker knows the exact amount of information required to build credibility by weaving
in examples and stories without being overbearing.

The 3Cs — Content, Clarity, and Charisma — are key to a successful public
speech/presentation in an academic (scientific) and professional environment.

CONTENT

The content of the presentations must be scientifically accurate. If the topic chosen has
controversy or uncertainty around it, then the presentation must acknowledge the opposing
views. The scientific topic presented should be well chosen to suit the audience.

CLARITY

Clarity is critical for effective science communication. The structure of the presentation
must enable the audience and judges to easily follow the talk and they should be left with
a full understanding of the scientific concept chosen.

CHARISMA

The audience and judges should be left inspired and enthused about science. The winner
will be a charismatic presenter who makes the science easy to listen to, entertaining and
exciting, and who is not only able to communicate the science but who can share their
passion for it.

Elements of Individual Speaking

While your organizational structure will vary from speech to speech, there are nonetheless five
main parts of any speech:

Attention statement,
Introduction,
Body,
Conclusion, and
Residual message.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Speeches are built by identifying the main points to be communicated and by following five
structural elements (attention statement, introduction, body, conclusion, and residual message).

These are basic to the rhetorical process and you will see time and time again, regardless of
audience or culture, these same elements in some form utilized to communicate in public. They
will serve to guide you, and possibly even save you should you get a last-minute request to do a
speech or presentation.

Attention The attention statement is the way you focus the audience’s attention on
Statement you and your speech.

Your introduction introduces you and your topic and should establish a
Introduction
relationship with your audience and state your topic clearly.

In the body, or main content area of your speech, you will naturally turn
Body
to one of the organizational patterns.

Your conclusion should provide the audience with a sense of closure by

Conclusion
summarizing the main points and relating the points to the overall topic.

Residual The residual message is an idea or thought that stays with your audience
Message well after the speech.

Non-verbal Communication: Kinesics, Paralinguistic features of Voice-Dynamics,

Proxemics, Chronemics

NON-VERBAL COMMUNICATION

Effective communication considers both the verbal and non-verbal aspects of communication.
While verbal communication is organized by language, non-verbal communication is not. This
chapter discusses non-verbal communication. Non-verbal communication refers to all
communication that occurs without the use of words, spoken or written.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 It is concerned with body movements (kinesics), space (proxemics), and vocal (paralinguistic)
features. It includes all unwritten and unspoken messages, both intentional and unintentional. Non-
verbal cues, however, speak louder than words, as even though speech can be made up, bodily
expressions can rarely be masked well enough to hide one’s true feelings and emotions.

KINESICS

Kinesics is the study of the body’s physical movements. It is the way the body communicates
without words, i.e., through the various movements of its parts. Kinesics as a field of study was
introduced by the American anthropologist Ray Birdwhistell in his book Kinesics and Context.

Some kinesic behaviours are deliberate. For example, you nod your head to indicate acceptance.
While speaking, listening, reading, or writing, we consciously use words to receive or send ideas.

Why do we use words? Because they are the primary symbolic forms that convey our thoughts.
On paper, words remain static; however, punctuation marks are used to convey pauses,
expressions, emotions, etc. But in face-to-face communication, the message is conveyed on two
levels simultaneously.

One is verbal and the other is non-verbal. For example, suppose you are congratulating two of your
friends on their successful interviews. If you extend your hand to them with a big smile on your
face along with the utterance, ‘Congrats’, your appreciation has more impact on them than the
word in isolation. Your smile and the handshake are kinesics, which enhances the impact of your
verbal communication.

The non-verbal part of any communication is not as deliberate and conscious as the verbal part.
Rather, it is subtle and instinctive, and often involuntary. It is important to study body language
because it is estimated that the verbal component of oral communication carries less than 35 per
cent of the social meaning of the situation, while more than 65 per cent is attributed to body
language. People react strongly to what they see.

Personal appearance

Personal appearance plays an important role; people see before they hear. Just like we adapt
our language to the audience, we should also dress appropriately. Appearance includes
clothes, hair, accessories, cosmetics, and so on. Today, the purpose of clothing has altered
from fulfilling a basic need to expressing oneself. Clothes also accentuate the body’s
movements, and the choice of clothes reveals a lot about the wearer’s personality and
attitude.

Personal appearance must be so planned that it communicates effectively to others. Even

before a speaker utters his/her first syllable the audience begins to form an opinion about
him/her and visualizes the way he/she is going to talk. One’s appearance may put the
audience into a resistant or hostile attitude or induce in them a receptive mood. To be clean

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 and well groomed, conforming to the need of the occasion, is of utmost importance.
Appearances communicate how we feel about ourselves and how we want to be viewed.

Posture

Posture generally refers to the way we hold ourselves when we stand, sit, or walk. One’s
posture changes according to the situation. If nervous, one would normally be seen pacing,
bobbing the shoulders, fidgeting with notes, jingling coins, moving constantly, or staying
glued to the ground.

When we are with friends we are probably spontaneous. We are not conscious about our
posture and our physical movement is natural. But when we encounter an unfamiliar
situation, we become more conscious of our posture. For instance, during an oral
presentation, stiff positions, such as standing akimbo (with hands on hips and elbows
pointing away from the body), send the message of defiance or aggression. It is always
better to lower the hands to one’s sides in a natural, relaxed, and resting posture. Standing,
sitting, or walking in a relaxed way is a positive posture, which will encourage questions
and discussion. Also being comfortably upright, squarely facing an audience, and evenly
distributing one’s weight are aspects of posture that communicate professionalism,
confidence, attention to detail, and organization.

The way one sits, stands, or walks reveal a lot.

• Slumped posture—low spirits

• Erect posture—high spirits, energy, and confidence

• Lean forward—open, honest, and interested

• Lean backward—defensive or disinterested

• Crossed arms—defensive and not ready to listen

• Uncrossed arms—willingness to listen to the speaker

Gesture

A gesture is a movement made by hands, head, or face. Skillful and appropriate gestures
can add to the impact of verbal communication. A well-timed gesture not only drives a
point home but also enhances the value of what is being said. Similarly, an awkward
gesture (like playing with a key chain or button) can mar the effectiveness of the message.

Gestures clarify our ideas or reinforce them and should be well suited to the audience and
occasion. Gestures are more numerous than any other form of non-verbal communication,
and the meanings attached to them are diverse. It has been observed that there are as many

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 as 700,000 varied hand gestures alone (Birdwhistell 1952), and the meanings derived from
them may vary from individual to individual. Some hand gestures are shown in a
PowerPoint presentation on body language in the CD.

Gestures should not divert the attention of the listener from one’s message. They should be
quite natural and spontaneous. Be aware of and avoid irritating gestures such as playing
with a ring, twisting a key chain, clasping hands tightly, or cracking knuckles.

Facial expression

Along with postures and gestures, facial expressions also play an important part in non-
verbal communication. The face is the most expressive part of our body. A smile stands
for friendliness, a frown for discontent, raised eyebrows for disbelief, tightened jaw
muscles for antagonism, etc. Facial expressions are subtle. They can be used in a variety
of ways to aid, inhibit, or complement communication. The face rarely sends a single
message at a time. Instead, it sends a series of messages—facial expressions may show
anxiety, recognition, hesitation, and pleasure in quick succession.

Facial expressions are difficult to interpret. Though there are only six basic expressions,
there can be many shades and blends of these. Also, people tend to hide their true feelings,
and project expressions that are appropriate according to the circumstances. The six basic
facial expressions are:

• Happiness • Surprise

• Disgust • Fear

• Anger • Sadness

Eye contact

Eyes are considered to be the windows of the soul. We look at the eyes of a speaker to find
out the truthfulness of his/her words, intelligence, attitudes, and feelings. Eye contact is a
direct and powerful form of non-verbal communication. We use our eyes to cull
information.

Eyes are also a rich source of feedback. Looking directly at listeners builds rapport.
Prolonging eye contact for three to five seconds (without, however, giving the impression
of staring) tells the audience that the presenter is sincere in what he/she says and that he/she
wants us to pay attention. Eye contact is especially important when we start a conversation.
Our upper eyelids and eyebrows help us convey an intricate array of non-verbal messages.

Arabs, Latin Americans, and South Europeans look directly into the eyes. Asians and
Africans maintain far less eye contact. In the professional world, one should make personal

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 and pleasant eye contact with the listeners. Eye contact shows one’s intensity and elicits a
feeling of trust.

A direct look conveys candour and openness. This direct and powerful form is a signal of
confidence or sincerity; therefore, experienced speakers maintain longer eye contact. The
eyes should convey the message, ‘I am pleased to talk to you, do believe in what I am
saying?’

Paralinguistic features of Voice-Dynamics

Paralanguage is an essential part of non-verbal communication and as it is non-verbal, it does not

consist of words but without it, words do not convey the intended meaning. “Para means “like‟,
hence paralanguage literally means like “language‟ and “paralinguistic‟ is the systematic study of
how a speaker verbalises. Even without hearing the words, paralanguage conveys the message
about what people are communicating

Aspects of Paralanguage

Paralanguage refers to all vocally produced sounds, it includes sounds that recommend many
emotional touch and is non-lexical. It may be further categorized in various aspects.

Voice

As soon as we utter something the first thing which comes out is the voice. The same goes to the
other side, whenever someone is speaking the first thing we listen is the voice, even if we are not
able to see the speaker but just by the voice we can identify the gender, background, temperament,
and much more.

Clarity

The voices can be ambiguous or unambiguous, Pleasant or unpleasant at times. A clear

voice will effectively convey a clear message. This is the reason that in some jobs it is
essential that the applicant may possess a clear and pleasant voice. For instance, a job
involving the task of the receptionist, or of attending the telephone, in call centers, and for
a radio jockey.

Tone

The tone, while speaking can be harsh & loud, soft & gentle, pleasing & comforting, sharp and
full of rage, etc., tone, is the physical level of speech at which the sound of human voice is
transmitted.

Tone‟ is the attitude of the speaker as revealed in the choice of vocabulary or the intonation of
speech. The tone is used to convey an outlook consciously or unconsciously. The verbal
communication may not be clear without the tone. Intonation helps the tone to refer to the pattern

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 of sounds that are felt during communication. In the absence of intonation or modulation, the
speech will be monotonous.

It is important and easy to learn the intonations of our own native language but seems difficult
while learning a second language. For being a good speaker the person should have command of
the tone with the intonations. This may make his speech more influential and interesting.

The change or the modulations in tone changes the meaning of words or actions. For example, a
cough can convey different meanings. It can be for actually clearing the throat, or for reminding
someone to speak out as it is the right time or it may also convey that one should stop speaking
more, i.e. to be careful of the speech as people are listening to you.

Pitch

Pitch is a measure to find out the high and low voices. The rise and fall of the pitch vary every
time we communicate, depending upon whom we are communicating with and what we are
sharing. Pitch has a lot to do with one‟s state of mind.

Too High

When the person is excited or speaks in anger automatically the pitch rises. Too High pitch
can irritate the audience; the drawback is that due to high pitch people may not be able to
concentrate on words and try to escape themselves by leaving the conversation area.

Too Low

Too low pitch makes the bold words sound dull by separating the energy and strength of
those words. Too low a pitch with a big audience is the worst situation while delivering a
speech. On the other hand, it has some positive aspects too; low pitch can be used while
talking to someone especially if the person is feeling low.

Monotonous

For the person who is delivering a speech the pitch depends upon the topic or subject
matter. The variations in pitch are important to attract the attention of listeners, and to keep
them interested in the speech. Without the proper use of pitch, the speech becomes boring
and conveys a monotonous sound therefore to maintain the curiosity of the audience it is
vital to be at the right pitch. Therefore in day to day discussions we listen to voices at
various pitch levels. Many speakers are not aware of this secret, but once they take hold of
this small thing the problem is automatically solved and the communicator becomes more
competent and dynamic.

The best way to improve one‟s pitch variation is to observe the great speakers while they
are speaking, or to watch the videos of great presenters. At the same time, it is equally
important to maintain the pitch level at which the listener gets the point comfortably.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Volume

Volume variation or intensity is an essential part of paralanguage as it refers to the loudness and
softness of voice. Most of the time people who have a loud voice are considered confident and
successful, and persons with low or dull voices are considered unsuccessful or lacking in
confidence.

Variations in the volume

The variations in the volume are important whenever we speak. The volume of the voice
should be adjusted according to the audience and the place. If the number of listeners is
huge it is evident that the speaker needs to be loud so that his/her voice can reach to all
otherwise the speech will be a waste if everybody is not able to listen carefully. On the
other hand, if the audience is less the speaker should be soft, as at this time even the softness
of voice can solve the purpose of communicating the message.

Articulation

Articulation is the process by which sounds, syllables, and words are formed when your tongue,
jaw, teeth, lips, and palate alter the air stream coming from vocal folds. Poor articulation is a result
of changing the sounds due to omitting, substituting, and distorting the words. The problem area
for poor articulation can be found for two major reasons.

Joining or blending the two nearby words together. For example,

Actual Word Distorted word

Going to Gonna

Would have Woulda

Could have Coulda

Give me Gimmie

Excluding the sounds which come at the end of words, such as removing “g‟ from any
word ending in “ing‟

Actual Word Distorted Word

Important Importn

Dropping Droppn

thinking Thinkn

Vibrant Vibrn

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 The ability of proper articulation is not gifted to all, but the one who can articulate properly should
not switch to distorting of words. Nowadays distorted words are very much common among the
young generation but they must be aware of the fact that this can be a hindrance to their job
opportunities.

Though their resumes may shortlist as soon as they will speak in interviews using distorted
language they will be rejected. Therefore people must have control over their articulations.

Poor articulation is also caused due to some uncontrollable reasons of physical and mental
disorders or due to the prolonged bad habit of using wrong words. But it is good to know that if
practiced poor articulation can quickly replace a bad one. As articulation is important for our
speech whenever we interact in social, emotional, educational or professional gatherings, therefore
we must put our efforts to improve it.

Pause

Speaking should also go together with a pause. While speaking with a pace, a small temporary halt
is important; we should not go on speaking without giving a pause. It is vital to pause at the right
moment because if the pause is used in the wrong way, or at the wrong place it can create many
problems. A pause can be highly effective in gaining the audience's attention as it will make the
content clear and easy to understand for the listener. But too many and frequently used long pauses
can ruin the speech and divert the attention of an audience and give the listener the chance to
daydream. It is thus very essential for a speaker to observe his/her speeches vigilantly.

Pace of Speaking

Pace or speed of speaking refers to the rate at which a person speaks. This is an essential factor in
understanding the reliability of the message and of the communicator. If a person speaks too slowly
the audience will lose interest and the value of the speaker will decrease. Speaking too fast also
lower credibility as many times in this situation the words are overlapped and the meaning is lost.

Words used while communicating show different feelings, but are not able to communicate the
exact meaning without the support of the non-verbal element. Thus speaking speed here plays a
crucial role.

Non-fluency or Dysfluency

Communication is not always a constant series of momentous words, there are breaks in between
the fluent speech, and we call it dysfluency. A person who says “all is fine” but at the same time
stammers and seems afraid and nervous, it will reveal the truth that all is not fine.

Word Stress

Word stress is of great significance in communication and for the correct transmission of messages.
Putting stress or importance on different words in a sentence while uttering them can change the

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 whole meaning of the message. Although similar words are used in each sentence it depicts the
different meanings by stressing on the underlined words. It is important for every speaker to know
how much important it is to put emphasis on the word in the sentence to convey its real meaning

Rhythm

In the course of speech the strained and unstrained fundamentals which provide the varied
modulation to statement is known as Rhythm. During the speech, it ranges from swiftness to
jerkiness. Rhythm is basically used to express emotions and can be used when appealing to the
feelings or emotions of peers.

Rhythm should be avoided in business communication, such as presentations, discussions, and in

board meetings. But can be used in informal talks. It is difficult to have command of rhythm, the
best way to use it, is to be more flexible as a speaker, and with speaking styles.

Advantages of Paralanguage

Paralanguage is closely related to language, as no verbal message is clear and complete

without it.

On the basis of the voice quality of a person’s paralanguage, his/her position in the
organization is easily judged, thus the paralanguage aids in indicating the place of a person
in the organizational hierarchy.

It also clearly talks about the individual‟s educational background.

The regional or national background of a speaker is also depicted as paralanguage talks a

lot about it.

Paralanguage gives hints regarding the speaker‟s mental and emotional state.

The use of speed, pitch, and pauses convey how much the speaker is skillful in
communication.

Paralanguage has a great enlightening value, as a vigilant listener can learn a lot from an
efficient speaker.

Proxemics

Does physical space influence communication? Could it have an effect or meaning behind it? Is it
capable of altering the nature of communication? As subtle as it may seem, proxemics can
influence communication to a great extent. It has great advantages and sometimes can also turn
detrimental to the quality of communication.

What is Proxemics?

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 It is the study of physical distance and its influence on human interactions. The amount of space
existing between people when communicating can reveal the nature of the relationship.

This term was coined by Edward Hall, who was an anthropologist. He was interested in
understanding how humans place themselves in terms of space. He defined proxemics as “the
spatial dimension of non-verbal behaviour.”

Humans tend to establish a clear boundary regarding the physical distance between them and other
people. They base this tendency on the level of comfort and preferences. People may be close or
distant from other individuals for various reasons. However, when the preferred distance is
breached they become alert and uncomfortable.

Although this concept is predominantly the same amongst almost all cultures, some cultural
differences might view physical distance through a different set of lenses. In some cultures such
as Latin America and Arabia, “physical closeness” is viewed in a favourable light. It is completely
acceptable to be “close” during conversations. For example, Arabs have the custom of wishing
someone by hugging them and giving a light peck on the forehead.

However, such “closeness” might not be as favourable in other cultures such as Asia, where people
prefer “distance” during their interactions. Commonly amongst many cultures, breaching personal
space would mean aggression or sexual interest.

Environmental factors can also determine the underlying message a person tries to convey.

For example, in making the seating arrangements during a meeting or a conference, the seat of the
director or the head of the organization would be placed a little away and more centred from that
of the employees to show the sign of power and authority.

Importance of Proxemics

Understanding proxemics can be beneficial during conversations as it gives us knowledge about

the intent of the one talking to us. Different levels of distance can imply different messages.
However, the amount of space given shouldn’t be the only aspect to be considered when trying to
understand the intent of an individual. It should always be coupled with other non-verbal and
verbal cues that seem to indicate a specific intention.

Humans tend to draw clear-cut boundaries about their space and who is let in. They classify people
into different categories such as friends, family, intimate partners, acquaintances, strangers etc.
and also determine the amount of space they would opt for each group.

For example, the kind of physical closeness they desire with their intimate partners might change
when it comes to friends or acquaintances.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Based on the category of people, they decide the level of space between themselves and others.
When this personal boundary is unexpectedly breached, they feel violated and become
uncomfortable.

Different levels of space

Every individual would define “personal space” differently based on their experiences and
preferences. Studies have shown that people usually have four different types of personal zones
and the interactions between each zone vary as well.

Personal space Social space

Public space Intimate space

Personal space

Personal space would mean 1.5 – 4 feet and it extends from a person to four feet away from
their body. This is the zone, which is reserved for friends, family and close acquaintances.
In this zone, people enjoy having close individuals around by interacting with them and
subtle touches are considered normal or friendly.

For example, when friends get together they are more likely to sit closer to each other as
that provides a sense of closeness.

Public space

Public space is the least personal zones of all the other zones. It extends 12 feet from a
person’s body. Such a zone is held mostly during a professional setting where a person has
to address a group of people. They hold a distance of 12 feet between them and others.
Celebrities and other high-profile also make sure to keep themselves from others at 12 feet
for safety reasons and as a sign of power.

For example, when people give public speeches, they place themselves far from the
audience especially to be visible and to address the entire crowd.

Social space

Social space extends from 4 to 12 feet away from a person’s body. This is not as impersonal
as the public space and not as close as the personal space. This is the zone where normal
social interactions between distant acquaintances and colleagues take place.

When someone is in a social space, one is not obligated to interact with them. However, as
they approach closer it would be hard to ignore their presence and hence interactions would
become necessary.

Intimate space

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 It is considered an intimate space when the extended space is 1.5 feet or lesser. This zone
is usually reserved only for romantic/intimate partners, closest friends and family. Based
on context, other people closing on our intimate space can be comforting, frightening or
even annoying. People usually look for physical closeness with significant others as that
can be more soothing than words on many occasions.

Territoriality

Apart from these zones, humans intrinsically tend to mark territories just like animals. They
experience a sense of ownership over the physical place where they live.

For example, even during bus travel we naturally prefer one particular seat over the other ones.
This concept is called territoriality. It is of three different types: primary, secondary and public.

Primary territory refers to a person’s personal belongings such as a house, room, bed,
things etc.

Secondary territory doesn’t directly belong to but is associated with someone. Although
people don’t have direct control over it, they do experience indirect ownership of it. For
example, an abandoned neighbourhood alley that a person can temporarily use for personal
reasons.

Public territory belongs to no one yet. Yet, people somehow take ownership of the little
time they spend there. For example, placing a bag on a seat to let people know that it is
taken.

Chronemics

Chronemics is the study of how time is used in communication. Anthropologists focusing on

chronemics look at cultural norms regarding time and the way cultures vary and converge around
them. Chronemics branches out into other disciplines, too, such as the study of organizational
behavior.

Chronemics in Communication

Time is an important non-verbal cue that factors heavily into communication, particularly in the
world of business.

Chronemics in technology communication provides key insights for management. For example,
studies have taken large amounts of aggregated email data from big companies and analyzed the
level and timing of responses. This research showed that the organizational structure can be
accurately predicted by creating a hierarchy of responsiveness, placing the most responsive entities
at the bottom of the organization, and the least responsive entities at the top.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 The predictive power of these chronemic models could be used in designing future communication
technology to account for the expected responsiveness of people who are communicating, based
on their positions in an organization.

Chronemics is one of several subcategories to emerge from the study of nonverbal communication.
Other prominent subcategories include haptics (touch), kinesics (body movement), vocalics
(paralanguage), and proxemics (the use of space). In other words, chronemics is a study of the use
of time in nonverbal communication. Time can be used as a powerful tool to structure the
communication process.

For example, in most countries, it would a norm for a boss to be late for a meeting but not for the
subordinates. Going for job interviews, and running your start-up presentations for investors may
also presuppose extra waiting due to power-plays as well.

Monochronic time

Monochronic time is linear. Events are scheduled one at a time, with one event following another.
In a monochronic culture, this type of schedule may take precedence over interpersonal
relationships. These cultures emphasize schedules, punctuality, and preciseness. They also
emphasize “doing” things.

Polychronic time

Polychronic time refers to a method of managing time, where many events occur at once. This
multitasking approach can be attributed to the importance of professional relationships, as cultures
that use polychronic time tend to value relationships over schedules because time is less
predictable.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Workplace Skills

Students will be able build up personal traits that will make the transition from institution
to workplace smoother and help them to excel in their jobs.

Syllabus as prescribed by AKTU

Leadership qualities; Impact, Communication skills for Leaders: Listening and Responding;
Mental health at work place: Managing Stress; Techniques: Application of 4 A’s; Avoid; Alter;
Access; Adapt

Leadership Qualities and Organisational Impact

A leader is best when people barely know he exists, when his work is done, his aim fulfilled, they
will say: we did it ourselves.

— Lao Tzu

Leadership, both as a research area and as a practical skill, encompasses the ability of an
individual, group or organisation to "lead", influence or guide other individuals, teams, or entire
organisations.

When thinking about the concept of leadership, many individuals assume that it is the same thing
as management. This couldn't be further from the truth - a leader is anyone who wants to be,
regardless of their position with an organisation. Similarly, many managers do not actually
possess the leadership qualities that would make them true leaders.

Leadership can mean many things to different people. One good definition of an effective leader
is a person who does the following:

Creates an inspiring vision of the future.

Motivates and inspires people to engage with that vision.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Manages delivery of the vision.
Coaches and builds a team, so that it is more effective at achieving the vision.

When considering what strong leadership looks like, there are a few qualities of a great leader
that tend to be true across the board - these are traits that every good leader has, or should strive
for.

Leaders influence a variety of outcomes — including turnover, customer satisfaction, sales,

revenue, productivity, and more. Good leadership creates employee engagement and passion,
which lead to higher levels of customer loyalty, service, innovation, and ultimately profits.

Leadership has a direct cause and effect relationship upon organisations and their success.
Leaders determine values, culture, change tolerance and employee motivation. They shape
institutional strategies including their execution and effectiveness. Leaders can appear at any
level of an institution and are not exclusive to management. Successful leaders do, however,
have one thing in common. They influence those around them in order to reap maximum benefit
from the organisation’s resources, including its most vital and expensive: its people. Libraries
require leadership just like business, government and non-profit organisations.

Leadership is the capacity to translate vision into reality.

— Warren Bennis

Whether a public, special or academic library, that library’s leaders directly affect everything
from patron experience to successfully executing stated missions, including resource allocation,
services offered and collection development strategies. In fact, the influence of leaders and their
effectiveness in moving people to a shared vision can directly shape the library’s people, its
materials, how patrons use or interact with them and whether or not that experience is beneficial.
With leadership potentially playing such a vital role in the success of information centres and
patron experiences, it is useful to consider the different types of leaders and their potential
impact on libraries as organisations.

Current leadership theories describe leaders based upon traits or how influence and power are
used to achieve objectives. When using trait-based descriptions, leaders may be classified as
autocratic, democratic, bureaucratic or charismatic. If viewing leadership from the perspective of
the exchange of power and its utilisation to secure outcomes, leaders are situational, transactional
or transformational. Understanding these different tropes can provide a vocabulary for discussion
that can lead to meaningful, desired results. It bears noting that not all leaders are created equal,
and leadership quality may vary enormously across industries or simply within an organisation.
In addition, identifying an individual leader’s style is central to evaluating leadership quality and
effectiveness especially as it relates to organisational goals.

Communication skills for leaders

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Workplace communication is integral to maintaining a positive team culture. Effective leaders
understand the nuances of office politics. They navigate every level of the organisation and
effectively communicate with everyone along the way. They help keep a positive vibe, encourage
teamwork, and boost employee engagement.

Minor miscommunications can escalate to conflict if you’re not careful. And, if this happens
between a business leader and an employee, it can have severe ripple effects. Other staff
members grow resentful, the manager gets frustrated, and the workplace suffers.

Excellent communication starts at the top. As a good leader, it’s your responsibility to set an
example for your employees. Keep an open mind, practice empathy, and be transparent. These
tactics will build trust among your team, which will pay you back tenfold.

Here are five ways great communication skills will benefit you:

1. You’ll see improved collaboration between your staff members and other teams
2. Staff will feel safe coming to you with questions or concerns, so you’re always aware of
what’s going on
3. Employees will have a better understanding of their roles and responsibilities
4. Your team will be more productive
5. Everyone will remain focused on team goals and outcomes

Effective leadership communication skills

1. Be authentic

People value honesty and sincerity in their leaders. You’re a person with a unique personality and
quirks and mannerisms backed by a lifetime of experience. Let your colour shine through. People
can tell whether you’re being yourself or letting a corporation speak through you.

2. Be visible

Communicate openness by keeping your office door open. This practice shows your staff that
they can approach you if needed. And if you have to close your door, hang a note. Suggest
people send you an email or come back at a specific time.

3. Listen

Listening skills are one of the most important parts of communication. Don’t just wait for your
turn to speak. Use active listening. Pay attention to body language. Give people space to air their
concerns.

4. Communicate often

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Share information, thoughts, and ideas often and through many communication channels. No
need to go overboard — no one wants a helicopter boss. But routine check-ins go a long way.

5. Encourage input

Who better to suggest improvements than the people doing the work? Ask for feedback and be
ready for their answers — even if you don’t like them. If you’re doing this in a meeting, be
comfortable with silence. It may take some time before someone feels comfortable breaking the
ice. Wait it out. Your employees will offer valuable feedback that can help you make informed
decisions.

6. Share stories

Everyone makes mistakes, even you. So if you’re critiquing someone’s work, it helps to share an
anecdote about a similar experience you had. That way, the person will understand that mistakes
are a learning opportunity, not a personal failing. Storytelling shows staff that your investment in
their professional success, and, most of all, it reminds people you’re human.

7. Walk the walk

If you promise to look into something, do it. If you’re asking staff to try new things, make sure
you’re right there with them. You will quickly lose credibility if you say one thing and do
another. People need to know you have their back.

8. Adapt your leadership style

Everyone has a different communication style. Some people prefer less hand-holding, while
others enjoy consistent feedback. Get to know your staff and adapt your communication strategy
to what works for them.

9. Use nonverbal communication tactics

Maintain eye contact, control your facial expressions, keep your body open, and watch your tone
of voice when speaking. These nonverbal cues will build trust with the person to whom you're
talking.

10. Be transparent

During routine meetings, update your team on what the company’s higher-ups are doing. Sharing
details about the organisation's goals, opportunities, and challenges do wonders for company
culture. Sharing the obvious bottom-line guiding your decision-making processes will keep
everyone on the same page.

11. Ask open-ended questions

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 Use phrases like, “Tell me more,” “Define that concept for me,” and “Explain what you mean.”
These types of open-ended questions encourage more thoughtful answers than direct questions.

Listening and Responding

The Listening Process

Listening, Understanding and Responding are parts of the process that involves the desire and
ability to understand and respond effectively to other people from diverse backgrounds. It
includes the ability to understand accurately and respond effectively to both spoken and
unspoken or partly expressed thoughts, feelings and concerns of others. Not only does listening
enhance your ability to understand better and make you a better communicator, it also makes the
experience of speaking to you more enjoyable to other people.

You can improve your active listening skills in the following ways:

1. Consider eye contact.

2. Be alert, but not intense.
3. Pay attention to nonverbal signs, such as body language and tone.
4. Make a mental image of what the speaker is saying.
5. Empathise with the speaker.
6. Provide feedback.
7. Keep an open mind.

Resilience & Work-Place Skills

Resilience is a key strategy that helps employees tackle stress, a competitive job market,
workplace conflicts, and address challenges on the job. Improving resilience is important
because employees identify work as the number one stressors in their lives.

Resilience enables a positive approach to work and outlook on life, which in turn enables better
problem- solving and helps to maintain motivation. They may even gain a sense of fulfilment
from being able to work through them and grow.

Mental health at work place

Mental health encompasses emotional, psychological, and social well-being, influencing

cognition, perception, and behaviour. It likewise determines how an individual handles stress,

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 interpersonal relationships, and decision-making. Mental health includes subjective well-being,
perceived self-efficacy, autonomy, competence, intergenerational dependence, and
self-actualization of one's intellectual and emotional potential, among others.

More than half the world’s population are currently in work and 15% of working-age adults live
with a mental disorder. Without effective support, mental disorders and other mental health
conditions can affect a person’s confidence and identity at work, capacity to work productively,
absences and the ease with which to retain or gain work. Twelve billion working days are lost
every year to depression and anxiety alone. Furthermore, people living with severe mental health
conditions are largely excluded from work despite this being important for recovery. Mental
health conditions can also impact families, carers, colleagues, communities, and society at large.
Depression and anxiety cost the global economy US$ 1 trillion each year predominantly from
reduced productivity.

Everyone has the right to work and all workers have the right to a safe and healthy working
environment. Work can be a protective factor for mental health, but it can also contribute to
worsening mental health. Work-related mental health conditions are preventable. Much can also
be done to protect and promote mental health at work and support people with mental health
conditions to participate fully and equitably in work.

What is stress?

Stress is how we react when we feel under pressure or threatened. It usually happens when we
are in a situation that we don't feel we can manage or control.

When we experience stress, it can be as:

1. An individual, for example when you have lots of responsibilities that you are struggling
to manage
2. Part of a group, for example if your family is going through a difficult time, such as
bereavement or financial problems
3. Part of your community, for example if you belong to a religious group that is
experiencing discrimination
4. A member of society, for example during natural disasters or events like the coronavirus
pandemic

Work-related stress is a growing problem around the world that affects not only the health and
well-being of employees, but also the productivity of organisations. Work-related stress arises
where work demands of various types and combinations exceed the person’s capacity and
capability to cope. Work-related stress can be caused by various events. For example, a person
might feel under pressure if the demands of their job (such as hours or responsibilities) are
greater than they can comfortably manage. Other sources of work-related stress include conflict

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 with co-workers or bosses, constant change, and threats to job security, such as potential
redundancy.

What are the main work-related stressors?

All the following issues have been identified as potential stressors at workplaces. A risk
management approach will identify which ones exist in your own workplace and what causes
them. They include:

1. Organisation culture 6. Change management

2. Bad management practices 7. Lack of support
3. Job content and demands 8. Role conflict
4. Physical work environment 9. Trauma.
5. Relationships at work

Some of the factors that commonly cause work-related stress include:

1. Long hours 9. Insufficient skills 15. Harassment

2. Heavy workload for the job 16. Discrimination
3. Changes within the 10. Over-supervision 17. Poor relationships
organisation 11. Inadequate working with colleagues or
4. Tight deadlines environment bosses
5. Changes to duties 12. Lack of proper 18. Crisis incidents,
6. Job insecurity resources such as an armed
7. Lack of autonomy 13. Lack of equipment hold-up or
8. Boring work 14. Few promotional workplace death.
opportunities

Benefits of preventing stress in the workplace

1. Reduced symptoms of poor mental and physical health

2. Fewer injuries, less illness and lost time
3. Reduced sick leave usage, absences and staff turnover
4. Increased productivity
5. Greater job satisfaction
6. Increased work engagement
7. Reduced costs to the employer
8. Improved employee health and community wellbeing.

Work-related stress is a management issue

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 It is important for employers to recognise work-related stress as a significant health and safety
issue. A company can and should take steps to ensure that employees are not subjected to
unnecessary stress, including:

1. Ensure a safe working environment. duties, promotional prospects and

2. Make sure that everyone is properly safety.
trained for their job. 7. Organise to have a human resources
3. De-stigmatise work-related stress by manager.
openly recognising it as a genuine 8. Cut down on the need for overtime
problem. by reorganising duties or employing
4. Discuss issues and grievances with extra staff.
employees, and take appropriate 9. Take into account the personal lives
action when possible. of employees and recognise that the
5. Devise a stress management policy demands of home will sometimes
in consultation with the employees. clash with the demands of work.
6. Encourage an environment where 10. Seek advice from health
employees have more say over their professionals, if necessary.

The 4 A’s of Stress Management

When your stress level exceeds your ability to cope, you need to restore the balance by reducing
the stressors or increasing your ability to cope or both. Try using one of the four A's:

1. Avoid

Stress can often be avoided by planning ahead, rearranging surroundings and carrying a lighter
workload. Approaches include the following:

● Take control: Taking control of stressful, routine tasks helps to build confidence. For
example, leaving earlier for work or taking a new route can ease the stress of traffic.
● Avoid bothersome people: Physical distance from someone who is causing stress can
relieve tension.
● Say “No”: Most people have a lot of responsibilities and very little spare time. For
personal mental health, it is good to say “no'' to social invitations & extra responsibilities
at work.
● Prioritise a to-do list: Making a to-do list helps the mind let go of stressful thoughts
regarding required tasks. Scratching an item off the to-do list can create a feeling of
accomplishment.

2. Alter

When stressful situations cannot be avoided, behaviours, communication, and time management
may need to be altered. Approaches include the following:

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)
 ● Ask others to change their behaviour: Small issues often snowball and turn into huge
problems. It’s okay to ask others to change bothersome behaviour.
● Communicate openly: Honesty is always the best policy. When sharing feelings, using
“I” statements rather than “you” statements helps to negate any blame on the other
person.
● Manage time better: Grouping similar tasks together can increase efficiency, resulting in
lessened stress.
● State limits in advance: Instead of stewing over a colleague's non stop chatter, politely
start the conversation with, "I've got only five minutes to cover this.”

3. Access

Many times, acceptance is the best way to avoid stress. Approaches include the following:

● Talk with others: Feelings are legitimate even if frustrating situations cannot be changed.
Discussing stressful situations with a friend who actively listens and understands is
helpful.
● Forgive others: Forgiving takes practice. Learning forgiveness releases negative energy
from the mind and body.
● Practise positive self-talk: Positive self-talk can reduce stress and help maintain
objectivity.
● Learn from mistakes: Mistakes are inevitable and should be used as teachable moments
rather than create feelings of self-loathing.

4. Adapt

Adapting often involves changing expectations, which in turn, lowers stress levels. Approaches
include the following:

● Adjust standards: Perfection is impossible. Striving for perfection can cause feelings of
frustration and guilt. Adjusting personal expectations can reduce stress.
● Practice stopping bad thoughts: Negative thoughts should immediately be replaced with
positive ones. Refusal to replay a stressful situation in the mind may actually cause it to
be less stressful.
● Adopt mantra sayings: Mentally repeating confident sentences, such as, “I can do this,”
has a positive effect on stressful situations.
● Create a list of happy resources: Making a list of happy experiences, situations and
thoughts can put things into perspective. Looking back on this list during a stressful
situation can help calm the mind.
● Look at the big picture: Figuring out if something will matter in one year or in five years
is important. If it won’t, letting it go can relieve stress.

Writer: Aakash Sharma, Assistant Professor

Satyawati College, University of Delhi (2023-present) | Galgotias College of Engg. & Technology, AKTU Lucknow (2022-23)