Business and Technical English

LESSON 1

INTRODUCTION TO BUSINESS & TECHNICAL

COMMUNICATION
Outline
• Introduction to Business & Technical Communication
• Modules
• Importance of Business & Technical Communication
• Types of Communication

INTRODUCTION TO BUSINESS & TECHNICAL COMMUNICATION

Objective: Equip students with skills to communicate clearly and concisely in various
business situations.
Course Overview:
The course is divided into two sections:
1. Written Communication
2. Oral Communication
1. Written Communication:
 Focus on planning, structure, and style.
 Types of documents covered:
o Memos
o Letters
o Proposals
o Short reports
o Long reports
o Procedure and policy documents
 Emphasis on simplifying complex information.
 Editing and revising to create powerful documents that sell ideas.
2. Oral Communication:
 Focus on planning and executing presentations.
 Understanding group behavior.
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 Skills for planning and conducting effective meetings.

MODULES
Module 1: Basics of Effective Technical and Business Communication
Module 2: Forms of Written Communication: Reports, Proposals, Letters, Memos,
Applications, Resumes, Instructions, and Specification documents.
Module 3: Research &Writing
Module 4: Oral Communication

IMPORTANCE OF BUSINESS & TECHNICAL COMMUNICATION

Identify Workplace Roles:
 Two main roles at work:
1. Specialist: Generate useful ideas.
2. Communicator: Share ideas with coworkers, customers, etc.
Example of Naila (Dietitian):
 Naila devises a plan to reorganize the hospital kitchen to save money.
 She must communicate these ideas to the kitchen director for implementation.
Writing is Critical to Success:
 College graduates spend 20% of their time writing.
 Good writing brings benefits like:
 Recognition and praise.
 Raises and promotions.
Evidence of Skills:
 In many companies, your writing (memos, reports, etc.) is the only evidence of
your work.
 Employers look at writing skills for promotion.
Survey Results:
 94% of graduates find writing skills important.
 58% find it critical.
 89% of engineers consider writing ability for advancement.
Writing at Work vs. School:
 At work, writing serves practical purposes (business objectives).
 Write only what the reader needs; extra information causes inefficiency and
frustration.
Audience:
 At work, you write for diverse readers (supervisors, finance officers, etc.).
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 Tailor your writing to their professional and personal concerns.

TYPES OF COMMUNICATION
Types of Workplace Writing:
 Common examples: memos, business letters, proposals, reports.
 Each type has specific formats and conventions.
Ownership of Work:
 Workplace writing represents the company, not just the writer.
 Often, teams collaborate on documents, and reports may be signed by higher-
ups.
Effective Writing Principles:
 Think about your readers’ needs, reactions, and the impact of your
communication.
Reader Interaction:
 Readers actively interpret and create meaning from your message.
 Their reactions are influenced by the context and their moment-to-moment
response.
Exercises:
1. Analyze Workplace Communication: Find a communication related to your
desired job and explain its purpose from both writer and reader perspectives.
2. Analyze Ineffective Writing: Find a poor piece of writing and discuss why it
fails.
3. Analyze Effective Writing: Find a successful piece of writing and explain how it
engages you as a reader.
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LESSON 2

ORAL COMMUNICATION
Outline
• Types of Oral communication
• Modes of Delivery
o Extempore
o Impromptu
o Memorization
o Reading
• Preparation and Delivery of a Presentation
• Delivery Guidelines
• Using Visual Aids

TYPES OF COMMUNICATION
Oral Presentations
Oral presentations can vary depending on their purpose and the situation in which they
are delivered. They can be either formal or informal, and might cover topics like design
reviews, proposals, or conference talks. Here’s a breakdown of the key concepts:
Key Skills for Effective Oral Communication:
 Outlining and planning: Structuring your presentation for clarity.
 Preparing visuals: Creating overheads or other display media.
 Rehearsing: Practicing the delivery to improve flow and confidence.
 Delivery: Engaging the audience with clear speech and body language
Formal and Informal Oral Reports
1. Formal Oral Reports:
o Delivered in large settings like auditoriums.
o Carefully prepared and rehearsed.
o Require professional delivery and attire.
o Follow structured outlines similar to written reports.
2. Informal Oral Reports:
o Delivered in small, interactive group settings.
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o Less formal in dress and delivery.

o Encourage the free exchange of ideas and interaction.
Types of Oral Presentations
1. Informative Speaking:
o The goal is to educate the audience.
o Can explain, instruct, demonstrate, or describe.
o Types include:
 Individual or group reports
 Oral briefings
 Panel discussions
 Oral critiques
2. Persuasive Speaking:
o The goal is to influence the audience’s thoughts or actions.
o Purposes include:
 Reinforcing existing beliefs or values.
 Preventing counter-persuasion.
 Changing attitudes.
 Motivating action.

DELIVERY METHODS FOR ORAL PRESENTATIONS

There are four common methods used to deliver oral presentations, each with its own
approach and level of preparation. Let’s break down each method:
1. Extempore (Extemporaneous Speaking):
o Definition: The speech is carefully prepared and planned, but the exact
words are chosen spontaneously at the time of delivery.
o Features:
 Requires detailed preparation and a well-laid-out structure.
 Speakers may use cue cards or notes (like 3x5 cards) to stay on
track without reading verbatim.
 This method shows a balance between preparation and natural
delivery, indicating care for the audience.
 Advantage: It feels natural and allows for flexibility during the
speech.
 Disadvantage: Requires significant effort and practice to master.
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2. Impromptu Speaking:
o Definition: A speech given without prior preparation, often spontaneous,
in reaction to a topic or situation.
o Features:
 No notes or pre-written material are used.
 The speaker relies entirely on their existing knowledge and quick
thinking.
 Advantage: It’s natural and reactive, which can make discussions
more dynamic.
 Disadvantage: Can be risky if the speaker lacks sufficient
knowledge or experience on the topic.

3. Memorization:
o Definition: A speech that is memorized word-for-word, without using notes
during delivery.
o Features:
 The entire speech is committed to memory.
 Speakers recite the speech as they memorized it, without referring
to notes.
 Advantage: Can create a polished, professional presentation if
perfectly memorized.
 Disadvantage: It’s risky because if the speaker forgets a part, they
may panic and the flow of the speech could be disrupted.

4. Reading:
o Definition: The speaker reads the speech directly from a written script.
o Features:
 The speaker may focus on the text rather than the audience,
leading to less audience engagement.
 Can be useful for highly detailed or technical presentations where
precision is required.
 Advantage: Ensures that all points are covered as intended,
without forgetting anything.
 Disadvantage: It often lacks the expressiveness, eye contact, and
body language needed to keep the audience engaged. It can feel
impersonal and robotic.


PREPARATION OF THE PRESENTATION

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Regardless of the delivery method (extempore, impromptu, memorization, or reading),

several parameters are essential in preparing an effective presentation. These are:

1. Knowledge of the Audience:

o You must understand your audience’s pre-existing knowledge, their age
group, level of education, and interests. Tailor your presentation according
to their expectations and understanding levels.
2. Knowledge of the Subject:
o Whether using notes, a script, or memory, you must have a solid grasp of
the subject. If you notice any gaps in your knowledge, take time to fill them
before the presentation.
3. Use of Time and Rehearsal(in order to prepare or Practice):
o Always observe the time limits, even if not specified. A well-structured and
complete presentation within the allotted time is essential.
o Rehearse your presentation multiple times to ensure proper timing and
smooth flow.
4. Personal Appearance:
o Your personal appearance directly affects how your audience perceives
you. Dressing appropriately for the occasion boosts your credibility and
shows respect for the audience.

Delivery of the Presentation

Delivering a well-structured presentation can still fail if the delivery itself is poor. The
following elements contribute to successful delivery:
1. Poise and Enthusiasm:
o Stay calm and confident, showing interest in your subject. Avoid
distracting mannerisms like fidgeting, but don’t remain frozen in one spot
either. Controlled movements can emphasize your enthusiasm.
2. Eye Contact:
o Make eye contact with as many people in the room as possible. Avoid
staring at notes, screens, or an abstract point in the room.
3. Use of Voice:
o Ensure your audience can hear and understand you. Speak clearly, at an
appropriate volume, and avoid mumbling or speaking too fast.
4. Use of Time:
o Don’t rush through your presentation. Maintain a steady pace, ensuring
you communicate each point clearly. Proper rehearsal will help you control
the pacing.
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Making a Formal Presentation

When making a formal presentation, consider the following factors, as they influence
your audience's subconscious perception of you:
1. Voice:
o How you say things is as important as what you say. Tone, clarity, and
emphasis affect how your message is received.
2. Body Language:
o Your movements and posture express your confidence, attitude, and
engagement with the audience. Positive body language adds to your
message.
3. Appearance:
o First impressions are crucial. Dressing appropriately for the event sets the
tone for how your audience will receive your presentation.

Structure and Preparation

Proper structuring and preparation are vital to delivering a successful presentation:
1. Plan the Talk:
o Structure your talk like a report, with clear objectives and key points. Write
a rough draft, then review it to remove irrelevant or unclear information.
Ensure the content flows smoothly and logically.
2. Use of Cue Cards:
o Avoid writing out your entire speech. Instead, prepare cue cards with key
phrases or reminders. Postcards are useful for this, and numbering them
ensures you don’t get lost if you drop them.
3. Rehearsal:
o Practice your presentation several times. Start by rehearsing alone,
focusing on how well the visual aids integrate with the talk. Then rehearse
in front of others to get feedback.

During the Presentation

1. Introduction:
o Greet the audience and introduce yourself at the start. Begin by briefly
explaining what your presentation will cover.
2. Time Management:
o Stick to the time limit and try to finish slightly early rather than over-
running. For PowerPoint or other visual aids, plan for about 2 minutes per
slide.
3. Interaction:
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o If allowed, leave some time at the end for questions. Don’t rush through
the Q&A section, and consider preparing a question to get the discussion
started if the audience is quiet.
4. Closing:
o At the end, summarize what you have covered and ask for any final
questions. Thank the audience for their time and attention.

DELIVERY GUIDELINES FOR A SMOOTH PRESENTATION

Here are some practical tips to ensure a smooth and effective presentation
n delivery:
1. Speak Clearly:
o Speak at a natural volume – avoid shouting or whispering. Adjust your
voice according to the room’s acoustics. Don’t rush through your content
or speak too slowly.
2. Natural Pacing:
o Be natural in your delivery, but avoid being overly conversational. Pause
deliberately at key points to emphasize the importance of those ideas.
3. Avoid Jokes:
o Unless you're exceptionally skilled at delivering jokes, avoid them. Poorly
timed or executed jokes can distract or confuse your audience.
4. Use of Hands:
o Use your hands for emphasis but avoid excessive hand gestures. Too
much movement can distract the audience from your message.
5. Audience Engagement:
o Maintain eye contact with the audience, but don't fixate on a single
individual as it can feel intimidating. Direct your voice and attention
towards the back of the room, especially if it's large.
6. Avoid Facing the Screen:
o Don’t turn your back to the audience to read from the display screen.
Stand where you can engage with the audience without blocking their view
of your visual aids.
7. Consider Audience Comfort:
o Check if anyone in the audience has difficulty seeing or hearing, and
adjust accordingly. This shows consideration and keeps the entire
audience engaged.
8. Controlled Movement:
o Avoid excessive movement like pacing. Some movement is good to show
energy, but too much can make the audience uneasy.
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9. Body Language Awareness:

o Pay attention to the body language of your audience. If they seem
disengaged, it may be time to wrap up or skip unnecessary parts of the
presentation.
10. Know When to Stop:
o Timing is critical. Be mindful of when to conclude your presentation and
cut content if necessary to respect the audience's time.

USING VISUAL AIDS FOR ORAL PRESENTATIONS

Visual aids are crucial in making a presentation more engaging and understandable.
However, they should enhance the message, not distract from it. Here’s how to use
visual aids effectively:
1. Types of Visual Aids
 Overhead projection transparencies (OHPs)
 35mm slides
 Computer projection (PowerPoint, Excel, etc.)
 Videos and films
 Real objects (that can be shown or passed around)
 Flipcharts or blackboards (for expanding points or illustrating ideas)
2. Keep it Simple
 Don’t overwhelm the audience with too many visual aids or complicated
equipment. Simplicity helps in maintaining clarity and avoiding confusion.
3. Equipment Familiarity
 Know how to operate all the equipment beforehand. Plan when to display each
visual aid and decide on signals to move from one to the next smoothly.
4. Editing Visual Aids
 Edit slides carefully: If a slide isn’t necessary, leave it out. Don’t clutter your
slides with unnecessary information.
 If you need the same slide multiple times, duplicate it for ease of use.
5. Slide Design Tips
 Limit words per slide: Aim for a maximum of 10 words per slide. Too much text
can divert attention away from your speech.
 Font size: Use a large enough font to be legible from a distance. For OHPs, a
minimum of 18 pt. Times New Roman is recommended.
 Avoid overly detailed diagrams meant for technical reports; they can be hard to
read and follow during a presentation.
 Use colors carefully: Avoid colors like orange and yellow as they don't project
well. White or yellow text on a blue background is often a good choice for
readability.
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6. Best Practices with Slides

 Consult experts if needed, such as those from an Audio-Visual Center, to
ensure high-quality visual aids.
 Avoid writing on transparencies during the presentation—it can look messy and
distract the audience.
 Point to the screen when explaining a slide, not the OHP transparency, to avoid
awkward moments or shaky hands.
7. Room Lighting
 Control lighting: Ensure there’s enough light to see the speaker and the slides
clearly. Too much light can make slides hard to read, while a completely dark
room might make the audience sleepy.
 If you need to switch lights on and off during the presentation, practice using
the light switches beforehand to avoid disruptions.