Unit 5: Speaking Skills

1. Micro-Presentations and Impromptu Presentations

Speaking skills are often tested through short, focused delivery methods. Understanding the distinction between prepared micro-presentations and spontaneous impromptu speeches is vital.

Micro-Presentations

A micro-presentation is a short, time-bound speech (usually 1 to 5 minutes) focused on a single, specific topic or idea. It requires concise messaging and high impact.

• Structure:
  1. The Hook (10%): Start with a startling fact, a quote, or a rhetorical question.
  2. The Body (80%): Deliver 1 to 2 key points maximum. Use the "Rule of Three" (concepts are more memorable in threes).
  3. The Climax (10%): A strong call to action or a summary statement.
• Key Strategies:
  • Editing: Ruthlessly cut filler words. Every sentence must add value.
  • Visuals: If used, limit to 1–3 slides with minimal text.
  • Timing: Practice to ensure you do not exceed the time limit (a cardinal sin in micro-presentations).

Impromptu Presentations (Extempore)

Impromptu speaking involves delivering a speech without prior preparation. It tests quick thinking, organizational skills, and confidence.

• Common Frameworks for Organization:
  • PREP Method:
    • Point: State your main opinion/point immediately.
    • Reason: Explain why you hold this opinion.
    • Example: Give a specific illustration or data point.
    • Point: Restate the main point to conclude.
  • Past-Present-Future: Discuss the history of the topic, the current status, and future predictions.
  • Problem-Solution: Define the issue and immediately propose a fix.
• Survival Tips:
  • Take a moment (3–5 seconds) to breathe and structure thoughts before speaking.
  • Turn nervousness into enthusiasm.
  • If you don't know the topic, pivot to a related subject you do know, linking it back logically.

2. Feedback on Presentations

Feedback is the mechanism for improvement in public speaking. It involves both the evaluation of others and the handling of audience reactions.

Giving Feedback (Evaluation)

• The Sandwich Method:
  1. Positive Layer: Start with what the speaker did well (e.g., "Great voice modulation").
  2. Constructive Layer: Suggest areas for improvement (e.g., "Try to reduce reliance on notes").
  3. Positive Layer: End with encouragement (e.g., "Overall, very persuasive arguments").
• Criteria for Evaluation: Content relevance, body language, voice clarity, visual aid quality, and time management.

Receiving Feedback & Handling Q&A

• Active Listening: Listen to the entire question before answering. Do not interrupt.
• Validation: Acknowledge the questioner ("That is an interesting perspective...").
• Honesty: If you do not know the answer, admit it and offer to follow up later, rather than bluffing.
• Defensiveness: Avoid becoming defensive when criticized. Treat criticism as data for improvement.

3. Stage Manners: Grooming and Body Language

Non-verbal communication accounts for a significant portion (often cited as 55% based on Mehrabian’s rule) of the message's impact.

Grooming (Professional Appearance)

• Context: Dress according to the occasion (formal, business casual).
• Hygiene: Neat hair, trimmed nails, and polished shoes.
• Distractions: Avoid flashy jewelry or accessories that make noise/reflect light and distract the audience.
• Psychology: "Enclothed Cognition" suggests that dressing professionally enhances the speaker's own confidence and authority.

Body Language (Kinesics)

• Posture:
  • Stand tall with feet shoulder-width apart (The Power Stance).
  • Avoid slouching, leaning on the podium, or swaying (pendulum motion).
• Gestures:
  • Open Palm: Signifies honesty and openness.
  • Steeple Hands: Signifies confidence and wisdom.
  • Avoid: Crossing arms (defensiveness), hands in pockets (nonchalance), or fidgeting (nervousness).
• Eye Contact:
  • Use the "Lighthouse Technique": Scan the room smoothly from left to right.
  • Maintain gaze for 3–5 seconds per person/section to build connection.
• Facial Expressions: Ensure your expression matches your content (congruence). Smile to build rapport.

4. Voice Modulation and Rate of Speech

Para-linguistics (how you say it) creates the emotional context of the speech.

Voice Modulation

Variation in the voice prevents monotony and maintains audience interest.

• Pitch: High pitch indicates excitement or nervousness; low pitch indicates authority and seriousness.
• Volume: Must be audible to the back of the room. Whisper for dramatic effect; project for emphasis.
• Tone: The emotional quality (sarcastic, sincere, urgent).

Rate of Speech

• Average Rate: 130–150 words per minute (conversational).
• Fast Pace: Used to convey excitement, urgency, or skim through less critical details.
• Slow Pace: Used to emphasize complex ideas, serious points, or emotional moments.
• The Power of the Pause:
  • Micro-pauses: Used for punctuation (commas/periods).
  • Dramatic pauses: Used before or after a key point to let it sink in.
  • Thinking pauses: Replaces filler words like "um" and "uh."

5. Group Discussions (GD)

Group Discussions are a mass-elimination tool used in recruitment to assess personality, leadership, and communication skills.

Objectives of a GD

• To evaluate analytical skills.
• To test ability to work in a team.
• To assess leadership potential (assertive vs. aggressive).

Roles in a GD

1. The Initiator: Starts the discussion, defines the topic, and sets the framework. High risk, high reward.
2. The Moderator/Facilitator: Ensures everyone speaks, brings the group back to the topic if they stray.
3. The Gatekeeper: Manages time and tracks flow.
4. The Summarizer: Concludes the discussion by highlighting key points and consensus.

Do’s and Don’ts

6. Public Speaking Exercises

Regular practice exercises are necessary to overcome glossophobia (fear of public speaking).

1. Breathing Exercises:
   • Diaphragmatic Breathing: Breathe deep into the stomach (4 counts in, 4 hold, 4 out) to regulate adrenaline.
2. Articulation Drills:
   • Tongue Twisters: (e.g., "Red leather, yellow leather") to improve diction and clarity.
   • The Pen Drill: Read a paragraph with a pen between your teeth, then without it. Improves clarity.
3. Visualization:
   • Visualize the venue, the audience, and a successful delivery of the speech before stepping on stage.
4. Mirror Practice:
   • Speak in front of a mirror to observe facial expressions and hand gestures.

7. Interview Techniques

The interview is a dyadic (two-way) form of communication aimed at information exchange and assessment.

Preparation Phase

• Research: Know the company's vision, products, and recent news.
• JD Analysis: Understand the Job Description and match your skills to it.

The Interview Proper

• Self-Introduction: Prepare a 90-second "Tell me about yourself" pitch (Education + Experience + Skills + Why this role).
• The STAR Method (For Behavioral Questions):
  • Situation: Describe the context.
  • Task: Explain the challenge.
  • Action: Detail what you specifically did.
  • Result: Quantify the outcome (e.g., "Increased sales by 20%").
• Body Language:
  • Firm handshake.
  • Sit upright.
  • Nod to show listening.

Post-Interview

• Send a generic "Thank You" email within 24 hours to reiterate interest and professionalism.

8. Organization of Events (Communication Perspective)

This covers the role of the Master of Ceremonies (Emcee) or Anchor in managing the flow of a formal event.

Scripting and Flow

An event script usually follows a specific chronology:

1. Introduction/Welcome Address: Welcoming the audience and setting the tone.
2. Lighting the Lamp: (Cultural context) Symbolizing the start of an auspicious event.
3. Introduction of Guests:
   • Use the T-I-S Formula: Topic (why they are here), Importance (their achievements), Speaker (their name).
   • Never mention the name first; build anticipation.
4. Facilitating Transitions: Use "bridges" to connect one segment to another. Avoid abrupt changes.

Vote of Thanks

A formal speech to acknowledge contributions.

• Hierarchy of Thanks:
  1. Chief Guest/Keynote Speaker.
  2. Head of the Institution/Management.
  3. Organizers/Faculty.
  4. Sponsors/Technical Support.
  5. The Audience.
• Tone: Sincere, brief, and covering all stakeholders. Avoid adding new content or arguments in the vote of thanks.