Professional speaking skill in english module 5

English

1. Professional Writing Skills in English HKBK College of Engineering BPWSK206 MODULE-5: Professional Communication at Workplace

2. 1HK23IS049 Mayana Fathima Suhana Khan PROFESSINOAL SKILL 1HK23IS050 Meghana S INTRAPERSONAL COMMUNICATION Mehnaz Shareef NON-VERBAL COMMUNICATION 1HK23IS052 Mithun R: HALF OF PROFESSIONAL INTERVIEW 1HK23IS053 Mohammad Alfaz : PROFESSIONAL INTERVIEW 1HK23IS054 Mohammed Adnan Aslam STARGIES OF FORMAL PRESENTATION 1HK23IS055 Mohammed Ayaan Pasha GROUP DISSCUSSION 1HK23IS056 Mohammed Azeem FACTORS THAT INFLUENCE THE INTERPERSONAL COMMUNICATION 1HK23IS057 Mohammed Badruddin Khan IMPORTANCE OF NON- VERBAL COMMUNICATION 1HK23IS058 Mohammed Faraaz : CHARACTERISTICS OF FORMAL PRESENTATION 1HK23IS059 Mohammed Farhaan Khazi CHARACTERISTICS OF PI 1HK23IS060 Mohammed Matheen Uddin KEY FOR INTRAPERSONAL COMMUNICATION 1HK23IS061 Mohammed Naumaan INTERPERSONALCOMMUNICATION 1HK23IS062 Mohammed Rafi CHARACTERISTICS OF GD 1HK23IS063 Mohammed Salman : CONCLUSION 1HK21IS056 Mohammed Mohtasim FORMAL PRESENTATION

3. CONTENTS: Group disscusion Professional Interviews Intra and Interpersonal Communication Skills at workplace NonVerbal Communication Skills (Body Language) and its importance in GD and interview Presentation skills and Formal Presentations

4. Group Discussion It typically involves a small group of people, usually ranging from 5 to 10 members, who come together to discuss and exchange ideas on a particular subject. Group discussions are commonly used in various contexts such as educational settings, job interviews, decision-making processes, and social gatherings.

5. Characteristic Of GD Structured Format : GDs usually follow a structured format with a specific topic or theme. This helps maintain focus and relevance throughout the discussion. Multiple Participants : A GD involves multiple participants, usually ranging from 5 to 10 individuals, though group sizes can vary depending on the context. Moderation : In many cases, a moderator facilitates the discussion to ensure smooth flow, adherence to time limits, and fairness in turn-taking. Time Constraints : GDs are often conducted within a specified time frame, requiring participants to express their ideas succinctly and effectively.

6. Topic : There is a specific topic or theme for discussion which participants are expected to focus on Participants : Multiple individuals take part, each contributing their perspectives, opinions, and arguments . Moderation : Sometimes, a moderator facilitates the discussion to ensure it stays on track, everyone gets a chance to speak, and time is managed effectively. Objective : Group discussions often aim to explore different viewpoints, reach a consensus, solve problems, make decisions, or simply exchange information. Skills : Participants are evaluated based on their communication skills, critical thinking, listening ability, teamwork, and sometimes leadership qualities. Rules: There may be rules or guidelines regarding speaking time, turn-taking, respectful communication, and staying relevant to the topic.

7. Characteristics Of PI One-on-One Interaction: A PI typically involves a direct, face-to-face interaction between the interviewer (or interview panel) and the interviewee. This intimate setting allows for a personalized assessment of the candidate. Purposeful Conversation: Unlike a structured group discussion, a PI is more conversational in nature. It allows for a deeper exploration of the interviewee's qualifications, experiences, personality traits, and suitability for the role or program. Tailored Questions: Interviewers often tailor their questions to the specific background and resume of the interviewee. This customization helps probe into relevant skills, knowledge, and experiences. Evaluation of Soft Skills: Besides technical qualifications, PIs also evaluate soft skills such as communication abilities, interpersonal skills, problem-solving capabilities, and cultural fit within the organization or academic institution.

8. Professional Interviews Interview: An interview is a discussion or conversation between a potential employer and a candidate. It is a selection process designed that helps an employer understand the skills, scrutinise their personality and character traits and check the domain knowledge Importance of Interviews: Interviews are a crucial part of the hiring process. Effective interviews can help employers find the right candidate for the job, reduce turnover rates, improve company culture, avoid legal issues, and build relationships

9. Types of Professional Interviews: Phone Interviews , Video Interviews, In-person Interviews, Panel Interviews, Group Interviews. Preparation for Interviews: Research the Company, Understand the Job Description, Prepare Your Resume and Cover Letter, Practice Common Interview Questions. Research the Company: Company History and Mission, Products and Services, Company Culture and Values, Recent News and Achievements. Understand the Job Description: Key Responsibilities, Required Skills and Qualifications, Aligning Your Experience with Job Requirements, Preparing Examples of Relevant Work. Preparing Your Resume and Cover Letter: Tailoring Your Resume for the Job, Highlighting Key Achievements, Crafting a Compelling Cover Letter, Proofreading for Errors .

10. Asking Questions: Shows Interest and Clarifies Doubts if any, Avoid asking questions that are clearly answered in the job description or company website, Avoid asking about salary, bonuses, vacation time, or other benefits during the initial interview stages unless the interviewer brings it up. Follow-Up After the Interview: Sending a Thank You Email, Restating Your Interest in the Position, Mentioning Key Points from the Interview, Keeping the Lines of Communication Open Common Mistakes to Avoid: Being Late, Speaking Negatively About Past Employers, Not Preparing Enough, Failing to Ask Questions Virtual Interview Tips: Testing Your Technology, Choosing a Professional Background, Ensuring Good Lighting and Sound, Minimizing Distractions

11. Interpersonal communication skills at work place: Interpersonal communication skills are crucial in the workplace as they facilitate effective interaction, collaboration, and relationship-building among colleagues, clients, and stakeholders. It is a fundamental aspect of human interaction and plays a crucial role in personal relationships, social interactions, and professional environments.

12. Practicing Common Interview Questions: Tell Me About Yourself, Why Do You Want to Work Here?, What Are Your Strengths and Weaknesses?, Describe a Challenge You’ve Faced and How You Overcame It Dress for Success: Appropriate Attire for Different Types of Interviews, Grooming and Personal Hygiene, Importance of First Impressions Body Language: Maintaining Eye Contact, Firm Handshake, Posture and Gestures, Avoiding Nervous Habits Answering Questions Effectively: Using the STAR Method (Situation, Task, Action, Result), Being Concise and Relevant, Showing Enthusiasm and Confidence, Handling Difficult Questions

13. Here are some key interpersonal communication skills that are essential in the workplace: Active Listening : This involves fully concentrating on what others are saying, understanding their perspectives, and responding appropriately. Active listening demonstrates respect and promotes clear understanding in conversations . Verbal Communication : Clear and articulate verbal communication involves expressing ideas, information, and instructions effectively. It includes using appropriate language, tone, and clarity to ensure messages are understood correctly. Non-verbal Communication : Nonverbal cues such as facial expressions, gestures, body language, and eye contact can convey emotions, intentions, and attitudes. Being aware of and using nonverbal communication effectively can enhance understanding and rapport. Empathy : Empathy is the ability to understand and share the feelings of others. In the workplace, empathetic communication involves acknowledging colleagues' perspectives, showing concern for their well-being, and responding sensitively to their emotions.

14. Conflict Resolution : Effective interpersonal communication skills are crucial in resolving conflicts and disagreements constructively. This involves listening to different viewpoints, seeking common ground, and negotiating solutions that are acceptable to all parties involved. Assertiveness : Assertive communication involves expressing opinions, needs, and concerns confidently and respectfully. It allows individuals to stand up for themselves while considering the rights and perspectives of others. Feedback : Providing and receiving feedback is an important aspect of interpersonal communication in the workplace. Constructive feedback should be specific, timely, and focused on behaviors or actions rather than personal traits. Teamwork and Collaboration : Effective interpersonal communication skills are essential for fostering teamwork and collaboration. This includes sharing ideas, coordinating efforts, and building trust among team members to achieve common goals.

15. Intrapersonal Communication Intrapersonal communication is the process of communicating with oneself. It is an internal dialogue that occurs within a person’s mind. It is a self-talk process that helps individuals understand their thoughts , emotions and behaviour. Intrapersonal communication is a continuous process that takes place throughout a person’s life. It involves both conscious and subconscious thoughts , which play a crucial role in shaping a person’s personality.

16. This communication takes place within the individual. Sender=Our relevant organ. Receiver=Our brain. Feedback=By brain. This communication can be formal or informal. It depends upon variety of factors like psychology of two parties , relation between them. In order to successfully communicate with others, one must first learn to communicate with themselves. Intrapersonal communication is the most basic level of communication . You must understand who you are and what you think of yourself. Positive Intrapersonal communication will lead to a greater success , since when you start to believe in something, the chances of achieving it improves.

17. Four Factors that influence intrapersonal communication 1 . Perspective - the capacity to view things in their true relations or relative importance. 2 . Self-esteem - a confidence and satisfaction in one self. 3 . Self-confidence - assuredness in one’s own powers and abilities. 4 . Self-assertion - expressing or defending your rights,claims or opinions in a confident or forceful way.

18. Characteristics of Intrapersonal communication Internal Dialogue and Reflection – Intrapersonal communication primarily involves inner dialogues, introspection, and reflective thinking. Individuals engage in self-talk to evaluate emotions, make decisions, and weigh personal beliefs. Self-Awareness and Emotional Intelligence – It’s characterized by heightened self-awareness, understanding personal emotions, motivations, and recognizing how they influence behaviors and decisions. Mental Imagery and Visualization- Intrapersonal communication often utilizes mental imagery to envision goals, aspirations, scenarios, and plans, contributing to clearer goal-setting and problem-solving. Personal Growth and Development – It encompasses mindfulness practices that aid in staying present, managing stress, and nurturing a positive mindset, fostering better decision-making and emotional regulation.

19. Non-Verbal Communication Skills Non-verbal communication refers to the process of conveying a message without the use of words. It includes facial expressions, body language, gestures, eye contact, posture, and tone of voice. Non-verbal communication skills involve the ability to understand and use body language effectively. This includes: Facial expressions : Conveying emotions and reactions through the face. Gestures : Using hand and arm movements to express ideas or emotions Posture and stance : Communicating confidence or openness through the way one stands or sits.

20. Eye contact : Engaging with others and showing interest or respect Proximity : Using physical space to convey intimacy or authority. Touch : Using physical contact appropriately to comfort or connect with others. Tone of voice : Reflecting emotions or emphasis through vocal pitch, volume, and pace. These skills are crucial for effective interpersonal communication and can greatly impact the message being conveyed.

21. Importance Of Non-Verbal Communication Skills in GD & Interview Non-verbal communication skills play a crucial role in Group Discussions (GD) and Interviews . Here’s why they are important: Impression Management : Non-verbal cues such as facial expressions, posture, gestures, and eye contact contribute significantly to the first impression you make. They can convey confidence, sincerity, and professionalism, which are essential in both GD and PI settings. Understanding and Engagement : In a GD, non-verbal signals help in understanding others’ viewpoints and demonstrating active listening. Nodding, maintaining eye contact, and using appropriate facial expressions show that you are engaged and respectful towards others’ opinions.

22. Confidence and Assertiveness : Body language can convey confidence and assertiveness, which are valued qualities in leadership and team dynamics. Standing tall, using gestures purposefully, and maintaining a calm demeanor can positively influence how others perceive your contributions in a GD. Non-verbal cues in PI : During a PI, interviewers observe your non-verbal behavior to assess your personality traits such as self-confidence, honesty, and emotional stability. Your body language should complement your verbal responses to create a consistent and favorable impression. Emotional Expression : Non-verbal cues often reveal emotions and attitudes that words alone may not express. Being aware of your own non-verbal signals and understanding those of others helps in effective communication and relationship building. To enhance your non-verbal communication skills for GDs and PIs, practice active listening, maintain appropriate eye contact, use gestures naturally, observe others’ body language for cues, and seek feedback to refine your presentation.

23. Professional Skill professional skills, also known as job skills or career skills, refer to the abilities and competencies that enable an individual to effectively perform tasks related to their profession or occupation. These skills are typically developed through education, training, and on-the-job experience, and they are essential for success in the workplace. Here are some common categories of professional skills: Technical Skills : These are specific skills and knowledge related to a particular field or industry. Examples include programming languages for software developers, medical procedures for healthcare professionals, or accounting principles for financial analysts. Soft Skills : Also known as interpersonal skills or people skills, these are traits that enable effective communication, collaboration, and interaction with others. Soft skills include communication skills, teamwork, adaptability, problem-solving, time management, and leadership.

24. Analytical Skills : These skills involve the ability to gather, analyze, and interpret information to make informed decisions or solve complex problems. Critical Thinking : Critical thinking involves the ability to objectively analyze and evaluate information to form reasoned judgments or decisions. Creativity : Creativity is the ability to think innovatively and generate new ideas or solutions. Attention to Detail : This skill involves being thorough and accurate in tasks, ensuring quality and precision. Problem-Solving Skills : These skills involve identifying issues, analyzing root causes, and developing effective solutions. . Organizational Skills : Organizational skills involve the ability to efficiently manage time, prioritize tasks, and coordinate resources to achieve goals.

25. Formal Presentation Presentation skills are essential for personal and professional success. They enable individuals to convey their message, ideas, and thoughts effectively to their audience. Here are some key characteristics and strategies to improve your presentations skills. A formal presentation is a structured and organized delivery of information or ideas to an audience in a professional setting. It typically involves preparing content, using visual aids like slides, and delivering the information clearly and confidently. Key aspects include thorough preparation, clear communication, engaging delivery, and professionalism in both content and presentation style. Formal presentations are commonly used in business meetings, academic settings, conferences, and other professional environments to inform, persuade, or educate an audience on a specific topic or proposal.

26. Strategies Of Formal Presentation Storytelling: Use personal anecdotes or examples to illustrate your point and make it more relatable. Active Listening : Pay attention to your audience’s body language and respond accordingly. Visual Aids: Use slides, videos, or props to support your message and keep your audience engaged. Practice : Rehearse your presentation to build confidence and improve delivery.

27. Characteristics Of Formal Presentation: Confidence: Believe in yourself and your message. Avoid apologetic or hesitant tone. Authenticity : Be genuine and sincere in your presentation. Share your personal experiences and stories. Clarity: Ensure your message is clear, concise, and easy to understand. Engagement: Use storytelling, visuals and interactive elements to keep your audience engaged. Flexibility: Be prepared to adapt to unexpected situations and questions

28. Audience Analysis: Understand your audience’s needs, interests, and level of understanding to tailor your message accordingly. Body Language: Make eye contacts, use gestures, and maintain a confident posture to convey confidence and enthusiasm. Pause and Pacing: Vary your pace and pause to emphasize key points and allow your audience to absorb the information.

29. In conclusion, mastering the dynamics of group discussions and professional interviews is crucial for navigating the competitive landscape of the workplace. These forums not only assess technical knowledge but also emphasize essential interpersonal and communication skills that are pivotal for success. GDs and PIs serve as platforms to evaluate candidates beyond their resumes, focusing on their ability to articulate ideas, collaborate effectively, and think critically under pressure. Effective communication within teams (intra) and across departments (inter) is essential for fostering a collaborative work environment. Non-verbal cues such as body language, facial expressions, and eye contact significantly influence how messages are perceived in GDs and PIs. Delivering a compelling presentation requires careful planning, organization, and the ability to engage an audience effectively CONCLUSION:

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