B.Com Writing Skills Short Question Answers Study Material 2018

4. Gather Information: After analysing the problem, scope of the report and the audience/reader, what writer is supposed to do is to gather information. Primary sources like interviews, observation, discussions, sight visits and so on can help the writer in gathering necessary information. Some Secondary sources like reports, books, other printed material such as journals dissertations, magazines, newspapers, etc. can be of great help in the collection of genuine, relevant and accurate information.

5. Analysis the Information: Once data have been collected, another stage is of the data analysis. It involves analysis of available data in order to abtain certain facts and figures which may help in developing further details.

6. Preparing the Report: Once the information has been analysed, the writer begins to prepare report. He will offer solutions to the problem and might also give some recommendations. The final report should always be written in simple and direct language providing step-by-step details with supporting data.

Report writing is a technical art. So, certain points shall always be kept in mind during the course of presenting a report:

1. At the very start reporter should note the purpose of report.

2. He should also see to whom the report is to be submitted.

3. The time limit in which he will have to prepare the report, should be kept in mind.

4. How this report can affect the business or businessman, it should be the other target.

5. Whether it is newspaper report or a formal report, the reporter should have in mind the image of report’s formal format which includes the following things:

(a) Title of the report,

(b) Introduction,

(d) Findings of the report,

(e) Conclusion in the form of recommendation.

Q.16. Give steps for making a delivery of presentation more effective.

Ans. Steps to make a delivery of presentation more effective are as follows:

1. Know your Audience and Understand its Perspective: Whether our goal is persuasion, or simply to inform, you need to understand our audience, its level of expertise and how our message will resonate. Crafting a presentation for a group of high school interns would be very different compared to an executive report to management, pitching a sales idea or addressing a hostile audience about why the company needs to cut benefits.

2. Research Thoroughly: You absolutely must be an expert on the subject. Okay, you don’t have to be the world’s leading authority, but you have to know the critical facts as well as much of the littleknown information. Just talking about things everybody already knows is a recipe for boredom. Its not at all unusual to spend weeks or months getting the facts alternate opinions and comments from reputable sources as well as what the general community may think.

3. Document your Sources: Where you get our information is as important as the information itself without solid, peer-reviewed data, you are just a person with an opinion. The audience in this exercise, is expecting facts and projections.

4. Write Your Speech: Off-the-cuff talks are fine if you’re on a soap box in a park. In a large room with hundreds of attendees, you just can’t afford that. You might not exactly that’s certainly not uncommon, especially if you are going to be using a teleprompter print the speech in large print so you can easily see it at a glance without appearing to read from it. You want to give the appearance of talking to the audience instead of reading to them, but you also want the words and phrases to be precise and pre-determined.

5. Prepare the Slide Show: If you are going to use a slide show, the visuals you will show to the audience need to be designed to support what you are saying. Avoid showing a slide that has an inordinate amount of detail the visuals are for impact. A spreadsheet with dozens of rowe and columns will be basically meaninglesss.Titles on the slide should reflect the content of the slide and support what you are saying. Do not read the slide assume the audience can read. The visuals should support.

our words, not duplicate them. There are very few things you can do that will have a worse impact than reading what the audience can read on their own. If all you are going to do is to put up slides and repeat what’s on them, then they don’t need you. Your speech should have more content than the slides.

Time your presentation to fit the information. Make sure the colour schemes of slides are appropriate for the presentation venue. In some situations, dark text on a light background looks best, while sometimes light text on a dark background is easier to read. You might even prepare a version of your presentation in both formats just in case.

6. Rehearse Alone: Do this repeatedly. Read your speech and watch your presentation dozens of times. This needs to be so familiar to you that you know what slide is next, what you are going to say about each one, how you will segue between slides. When you begin to get completely bored with doing this and you know it by rote, then you are ready for the next step.

7. Do a Dress Rehearsal: Enlist some people that you trust to give honest opinions. These should be people who are reasonably representative of your expected audience. Give them the whole resentation. Have them make notes during the rehearsal, where are you confusing, what is par good?

8. Tweak the Presentation: Take what you learned in the dress rehearsal and make modifications. Try to put yourself in the audience when you do this. What will they hear when the slides are on the screen?

9. Prepare Yourself: So far, the steps have all been about preparing your presentation. Now, its time to think about you. Unless you do this for a living, you are going to nervous. Do some visual image of yourself in front of the crowd; doing a perfect job.

10. Introduce the Presentation: You have done a great job preparing, you know the material, you have rehearsed, you have visualised perfection, in short, you are ready. One of the very important things to which you must pay close attention is your physical demeanor. You don’t want to look too stiff and you don’t want to look too casual. You should have already got the right stance and movement in your dress rehearsal.

11. Present the Material: Obviously, this is the meaning of the subject. Remember you are the expert. Also remember you will be nervous. How to avoid ‘stage fright varies from person to person but one serious tip is to use eye contact. Present to one person-then another-then another. Don’t think of it as a large crowd you are talking to one person at a time. Remember that you are presenting the material.

12. Question and Answer: This is optional, but can be an important way to clarify key points and be certain that your audience received your message. How to do a Question and Answer session is worthy of an article in itself but there are few things you should consider. You must be in control. Some questions will undoubtedly be less than friendly.

When you get a question, first repeat the question to the audience so everyone can hear it, then proceed to answer. Take a few seconds to formulate a clear answer before replying to a question. Failing to do so can lead to wandering or vague responses that do not reflect well on you as a speaker.

13. Exit the Stage: Thank everyone for their attention, tell them the presentation is available in printed form. If you will be available for personal consultation, make sure you mention that. Don’t spend a lot of time in the exit; you are finished and to exit graciously.

Q.17. Discuss the main principles of oral presentation.

Ans. Following are the main principles of oral presentation:

1. Principle of Simplicity: As far as possible, the oral presentation must be as simple as to be easily understood by the audience.

2. Principle of Clarity: An oral presentation must be quite clear so that it may be understood by the audience in its real sense. Technical and literary words should not be used. Language and flow of presentation should be very clear to understand and follow.

3. Principle of Confidence: It can be effective if you have confidence in yourself and your audience have confidence in you These two are complementary and equally important for the success of presentation. It leads to effective communication and effective listening.

4. Principle of Audience Analysis: A speaker before his presentation must

know the clase intellectual standard and the cultural background of his audience. The speaker must speak with audience in mind. While speaking, the speaker should under aspirations of the audience.

5. Principle of Easiness: It is also essential for the speak It is also essential for the speaker to behave with his audience in a friendly manner that makes him feel comfortable makes him feel comfortable and will be able to express himself better and even the audience will better understand the speaker and accept his presentation.

6. Principle of Purpose: It is quite imperative for the speaker to clearly

understand the purpose of his presentation. There may be one or more purposes which refer to giving information encouragement or motivation, sales promotion and to create a sense of awareness an fomotion and to create a sense of awareness and co-operation in the audience.

7. Principles source of Information: In case of oral presentation, the

of Information. In case of oral presentation, the source of information with the speaker must be authentic and credible which should be made clear to the audience so that they should also believe the messages.

8. Principle of Friendliness: Presentation must create an atmosphere on must create an atmosphere of friendliness. Audience are receptive to friendly people. Interest, enthusiasm. originality and flexibility are the chala that help in creating friendly atmosphere.

9. Principle of Adequacy: The message in the presentation should be adequate but not unnecessary. It is, therefore, important that the subject matter should be carefully planned by assimilating all the necessary elements, keeping the unnecessary elements out. The excess of information sometimes creates an adverse impact on the audience.

10. Principle of Consistency: The consistency of presentation refers to all the information, facts and figures, organisational policies and objectives should be in conformity with the subject and possibly, the information should not be intra-contradictory.

11. Principle of Time: The time span of presentation is already stipulated and must not exceed its limit. Non-adherence to the time consistency creates a bad impression on the audience.

12. Principle of Uniformity: The speaker has to maintain unity in the information and an emphasis on the significant changes should be juxtaposed together. The words of the same temperament as per the situation should be used to maintain a balance between the words and the thoughts

13. Principle of Rehearsal: A repeated rehearsal prior to the final presentation is very essential which facilitates the process in a convenient way.

14. Principle of Consultation: Before giving a presentation, the speaker ought to consult the concerned people to seek their advice and opinions which might help the speaker overcome the possible difficulties and also by incorporating better suggestions, he can make his message

15 Principle of Emotional Appeal: Sometimes an oral presentation may not be based only on facts and figures, clarity or conciseness and logic, etc. but it must be evocative of emotions Such appeals make the audience emotional and in their emotional sway, they respond amazingly

16. Principle of Empathy: A speaker during his presentation should consider himself in the shoes of the audience to determine the reaction of the person who is at receive presentation becomes more effective.

17 Principle of Selection of Main Idea: For making the presentation effective, the speaker must select the main idea of the message, which the maximum emphasis is laid unon and the attention of the audience should remain focussed on it.

18. Principle of Introduction: The introductory part of the presentaiton should be so beautifully constructed to keep the audience enthralled from the beginning to the last word of the message. ‘First impresssion is the last impression.’

19. Principle of Building Credibility: Credibility of the message is an important element of presentation. The recent research and analysis has revealed the success of a presentation depends on the audience credibility, unless they believe the presentation, it carries no effect or meaning,

20. Principle of Feedback: It is the most imperative that the speaker should help his audience to clearly understand the purpose and meaning of the message by answering their queries, removing their doubts and objections to the satisfaction of his audience. This generates a sense of goodwill and credibility between the speaker and the audience and the objective of presentation is achieved.

21. Principle of Holding the Audience Attention: The attention of the audience with the power of eloquence should be made to be rivetted to the message.

22. Principle of Ending: The ending of a presentation should be very forceful like its beginning the audience at this juncture are very conscious and alert. The main idea and the mos points are briefly repeated so that the audience could recollect the important aspects of the message. At this juncture, nothing new should be added to. This is also to be ensured that the presentation must end in a peaceful and cordial atmosphere The speaker ought to express his gratitude and thankfulness to the audience before leaving the bias.

Q.18. What do you understand by training presentation? What are its components?

Ans. Training Presentation: Training presentation aims at imparting information, education and training to the audience. In a business organisation, a training presentation is informative in nature and it is absolutely informal with a purpose to inform the new employees to abide by the organisational rules and regulations and do not use their own method.

Training is such an organised activity by which a person learns ways and means to achieve a specific goal! –Dale S. Beach

Components of Training Presentation: Following are the components of training presentation:

1. To Define Training Objectives: In a training presentation, the first thing to determine is the objective of training. What is its objective? Why is it, and what is the policy adopted for training?

2. To Develop Criteria: Criteria refers to an evaluation of the

20 ‘Training op process, the utility and scope of the present knowledge in the coming years, the development of efficiency, and the working is a process which output, etc. and special incentives or gifts for the most efficient people

To Derive Training Contents: It includes factors like — E.B. Flippo

Who is the main speaker? What are the major contents of training? What is the level of the trainees? What is their perception and lust for learning and learning experience, etc. What is the training period?

4. Method and Material of Training: It refers to the questions as-What is the way of achieving the obiective? What methods are to be used for giving training? Which method of training is desired by the trainees? Is that method appropriate or any change is required? What kind of material is to be used for training? What is the experience of the trainers? etc.

5. Training Programme: This involves the planning of programme and the span of the training programme.

6. Trainee: In this phase, the people are identified who need training and the question is that why do they need training?

7. Re-entry: It is also included in the training programme that after the training process is over. how is their re-entry and their new working environment is to be evaluated? Should they be left at their own to exercise their own renewed or refueled capability in performing their assignments in a business organisation? Will it be suitable for the organisation to adopt such an attitude towards the newly trained people?

8. Feedback: This is the last phase of training programme. It refers to a feedback after the training by the trainees who must give a testimony, of what have understanding in their working area to prove that how far the training presentation has been effective.

9. Conclusion: It is an essential part of the training prese

a to prove that how far the training presentation has been effective practice which can help a person to rectify his recurrent mistakes

and part of the training presentation process that involves a consta level.

Q.19. Explain how surveys are conducted.

Or Discuss in brief any two methods of survey.

Ans. Methods of Survey: Survey can be conducted with the help of questionnaires and interviews Questionnaires are preferred in most of surveys as these are less dealt simultaneously if questionnaire mailing is possible, further standardised questionnaires have A uniformity and tend to be more obiective. But one of the greater disadvantage is that of low response rate, especially if the questionnaire is mailed. The ‘Surveys other methods of data collection is the use of interview. Interview can are widely used in all segments of the population. The sample for interview I tend to be more representative of population as compared to information.

In the individual depth interview, interviewer freely develops questions as he or she goes along with the interviewing process and don’t influence the respondent who is free to respond as he or she likes. likes. In focus group interview , a group of individuals interviewed by the researcher focuses on the given topic. Group is led by a moderator and is informed of topic in advance. Respondents are free to express their own lines of thought and opinion but are controlled with perspective of subject under focus.

An interview is a purposeful discussion between two or more people. The use of interview can help the researcher to gather valid and reliable data that are relevant to research questions and objectives.

The interview can be:

1. Structured/semi-structured/unstructured.

2. Standardised/non-standardised.

3. Respondent or informant.

Structured Interview: A structured interview (also known as a standardised interview or a researcher-administered survey) is a quantitative research method commonly emploved in survey research. The aim of this approach is to ensure that each interview is presented with exactly the same questions in the same order. This ensure that answers can be reliably aggregated and that comparisons can be made with confidence between sample subgroups or between different survey period.

Structured interviews are the means of collecting data for a statistical survey. In this case, the data are collected by an interviewer rather than through a self-administered questionnaire. Interviewer read the questions exactly as they appear on the survey questionnaire. The choice of answers to the questions is often fixed (close-ended) in advance, though open-ended questions can also be included within a structured interview.

A structured interview also standardise the order in which questions are asked of survey respondents, so the questions are always answered within the same context. This is important for minimising the impact of contest effects, where the answers given to a survey question can depend on the nature of preceding questions. Though context effects can never be avoided, it is often der het hold them constant across all respondents.

Semi-structured and unstructured interviews are non-standardised. In semi-structured interview. the researcher will have a list of themes and questions to be covered, although these may vary from interview to interview. So this means that researcher may omit some questions. The is also different and depends on flow of interview. Unstructured interviews are informal. These are used in depth to explore the particular area of interest. So these are also called as indepth interviews. There is no particular list of questions but the general aspect is clear about which to ask question to the respondents. It is also informant interview since it is the interviewees perception that guide conduct of the interviews. In comparison, a respondent interview is one where the interview directs the interviewee and the interviewer responds to questions of the researcher.

Interview may be conducted on one-to-one basis. This kind of interview is between the interviewer and the single respondent. This may be with the heln of telephone but generally it is on face-to-face mais In other cases, semi-structured or indepth interviews may be conducted with small group.

Design of study	Exploratory	Descriptive	Explanatory
Structured Interview	–	More Frequent	Frequent
Semi-structured Interview	Frequent	–	More Frequent
Indepth Interview	More Frequent	–	–

Interviewer usually use the following techniques (also called projective techniques) which help in conducting the interview:

1. Association Test: In this test, either the first word or thought that comes to mind, when the researcher presents a word or phrase or thoughts, is given by the respondent. The responses are analysed for measuring attitudes.

2. Completion Test: In sentence completion tests, respondent completes an incomplete sentence when presented.

3. Construction Techniques: A cartoon is shown to the respondent and respondent writes a story or draws a picture.

4. Third Person Techniques: The respondent is informed about what a third person possess or does or what characteristic he has. The respondent is then asked to express his feelings towards these.

5. Expression Techniques: These include role played by the respondent of the behaviour of another person.

I. Personal Interviews

In personal interviews, respondents are interviewed face-to-face. If the interview is conducted at the residence of the respondent, such an interview may be called as interpersonal interview. The researcher or interviewer’s task is to contact the respondents, ask the questions and record the responses. If the interview is conducted at some shopping place, then the generic term used is in mallintercept personal interview. The questionnaire used may be the same as in home interview. The advantage of mall-intercept interviews is that it is more efficient for the respondent to come to the interviewer than for the interviewer to go to respondent. Nowadays, computers are assisting personal interview and such a method is called as computer assisted personal interviewing method. In it, the respondent sits in front of a computer terminal and answers a questionnaire on the computer screen by using the keyboard or a mouse. Since, an interview is usually present to guide the respondent needs, this method is a form of personal interviewing technique. Kiosks are also used to administer questionnaire For example, nowadays ATMs of several banks ask common questions about loan disbursal, service of banks and personal financial planning from the customers, who visits the ATM for banking operation.

Advantages: Advantages of the personal interviews are as follows:

1. Good cooperation from participants.

2. Interviewer can ask questions about survey probe for as

gather information about observation.

3. Special visual aids and scoring devices can be used and illiterate participants can be reached.

4. Interviewer can prescreen participants to ensure that he or she fit the population profile.

5. Through computer assisted personal interviewing response can be entered into a portable microcomputer to reduce error and cost.

Disadvantages: Disadvantages of the personal interviews are as follows:

1. High cost.

2. Need of highly trained interviewers.

3. Longer period needed in the field for collecting data.

4. May be wide geographic dispersion.

5. Follow-up is labour intensive.

6. Not all participants are available or accessible.

7. Some participants are unwilling to talk to strangers in their homes.

8. Some neighbourhoods are difficult to visit.

9. Questions may be altered or participants may be coached by interviewers

II. Telephone Interviews

In this kind of interview, interviewer phones to the respondents and asks them a series of questions. The conduct of this kind of interview may be computer assisted also, commonly known as computer assisted telephone interview which uses a computerised questionnaire administered to respondent over the telephone. The advantages of telephone interviews are many such as time spent in interview is reduced, better data quality, laborious steps in data collection process are avoided, efficient and speedier data analysis as there is no need to go for data coding because the responses are entered directly into the computer interim and update report on data collection or results can be provided almost instantaneously.

Advantages: Following are the advantages of telephone interviews:

1. Lower cost than personal interview.

2. Expanded geographic coverage without dramatic increase in cost.

3. Use fewer but highly skilled interviewers.

4. Reduces interviewer biasness.

5. Completion time is very fast.

6. Better access to reach participants.

7. Can use computerised random dialing.

8. Through computer assisted telephone interviewing, responses can be entered directly into a computer file to reduce error and cost.

Disadvantages: Following are the disadvantages of telephone interviews:

1. Response rate is lower than personal interview.

2. Higher costs of interviewing, geographically dispersed sample.

3. Interview length is limited.

4. Sometimes many phone numbers are unlisted or not working making directories unreliable.

5. Some target groups are not available on phone.

6. Responses may be partially complete.

7. Illustrations cannot be used.

III. Mail Interviews

In the mail interviews, questionnaires are mailed to respondents. The respondents complete and return questionnaire while there is no verbal interaction between researcher and the respondent. But the main consideration in this type of data collection method is that respondent need to be broadly defined and identified.

Some of the sources for mailing lists are the telephone directories, industrial directories, association directories, yellow pages, etc. Mailing lists can be purchased from the commercial sources also. Regardless of lists source, a mailing list should be currently and closely related to the population of interest. Sometimes companies make use of mail panels which consists of a large representative sample of household that are ready to participate in the survey to be conducted by respective company that adds them in the mail panel. Use of mail panel increases the response rate to a larger extent because of the commitment of the respondent to answer the question. Also, mail panels can be used to htain information from the same respondent repeatedly and used to implement a longitudinal design.

Advantages: Following are the advantages of mail interviews:

1 Mail surveys are low in cost as compared to the other method of surveys

2. Mail surveys provide convenience as the participants are able to work on surveys at their leisure.

3. Because the mail survey does not allow personal contact between the researcher and the respondent. there is a little chance for personal bias based on first impressions and responses.

4. It is possible to reach a greater population and have a larger universe (sample of respondents with this type of survey because it does not require personal contact between the researcher

and respondents.

Disadvantages: Disadvantages of mail interviews are as follows:

1. One of the biggest drawback especially in mail survey is its low response rate.

2. Another problem with self-administered survey is three fold assumptions about the physical ability, literacy level and language ability of the respondents. Because the most surveys select the participants either from a random sampling or convenience sampling, it is impossible to have control for such variables.

IV. Electronic Interviews

Survey can be conducted electronically with the help of e-mail or can be administered through internet. In an e-mail survey, a list of e-mail address is obtained. The questionnaire is mentioned within the body of e-mail message. Respondents can take the e-mails as spam mail and may be reluctant or even block the sender’s e-mail id. In most of e-mail software, questionnaire can’t vitalise programmed skip pattern logic checks, or randomisation. Respondents may be unwilling to open up the mail from unknown respondent because of perceived virus attack. All these factors reduce the quality of data from an e-mail survey and can require post survey data cleaning.

In contrast, e-mail surveys internet or web surveys use questionnaires which are posted on the webpage. Respondents may be recruited through internet, potential respondent databases, through e-mail or they can be recruited by conventional methods. Many times respondents are not recruited, they happen to be visiting the website where the survey is posted from where they are invited to participate in the surveys. In the language or web it is pos curveys In the language of web it is possible to introduce skip patterns, logic checks or other randomisation techniques which are difficult to introduce in e-mail survey. The responses are collected in an adjoining database. All these factors contribute to higher quality data. In the internet surveys, since respondent deliberately join survey after clicking the link to it, there can be respondent self-selection bias. The same can be removed by using a sample, where individuals are pre-selected and invited to web survey. Also serve bias may be introduced where respondent tries to answer repeatedly.

Several other kinds of electronic methods are in vogue today as in the form of Short Messaging Service (SMS) in mobile phones, small question on online messenger surveys appearing on blogs, etc.

Advantages: The various advantages of electronic interviews are as follows:

1. Short turnaround of results.

2. Ability to use visual stimuli.

3. Ability to do numerous surveys over time.

4. Ability to attract participants who are otherwise dificul

5. Participants feel anonymous, therefore are free to particip

6. Shorter turnaround from questionnaire draft to surveyes

7. Experiences unavailable by other means.

Disadvantages: Some disadvantages of electronic interviews are as follows:

1. Recruiting the right sample is costly and time consuming

2. Unlike telephone and mail survey, no list exists.

3. Technical as well as research skill is required to conduct we

4. Converting questionnaire to web page is sometimes expens

Q.20. What is meant by chairman speech? Prepare a specim ant by chairman speech? Prepare a specimen of chairman’s speech of a company.(2017)

Ans. Speech: A speech is a formal talk which someone gives to an audience. At various occasions one is required to deliver one’s speech. A speech can be delivered o

enver one’s speech. A speech can be delivered on formal or informal occasion.

Chairman’s Speech: Managers, industrialists, chairman and managing

hairman and managing directors have to deliver speech at company meetings, inaugurations and conferences. These speeches have pattern of structure.

in a chairman’s speech, gesture plays a very important role to make speech effective. Gestures are necessary component of speech whether prepared speech or unprompted speech. Katan Tata, the Indian industrialist is known even in western countries for his excellent use of arms w e a ssig gentry of the large auditorium. Good eve contact is indispensible. A good speech puts me to the dry bones of facts and figures. Many great entrepreneurs, chairpersons, statesmen and scholars are known for their oratory that stems from their command of language. Atal Bihari Vajpayee, the great Indian statesman, is known with high steam in the field of statesman oratory throughout India and in the annuals of United Nations meetings.

Chairman’s Speech Specimen

Speech by Mr_ Chairman – at the Annual General Meeting.

Good morning, ladies and gentlemen!

It gives me great pleasure to welcome you to this annual general meeting of your company. The report of annual accounts are on the table with you. I take the opportunity to say a few words regarding economic scenario.

Overall Economic Scenario: When we met twelve months ago, I had hoped that I would have a more cheerful picture to paint for our country. My dream become a reality as BIP had secured a full majority in UP. This government will have stable tenure. GST has been implemented properly. Infrastructure and social development are marching ahead. So, let bygones be bygones and let us concentrate on present economic scenario. We should provide a better future for the have-nots.

Performance Review: With your company’s business closely linked with and largely dependent on industrial activity in the country, its performance of necessity reflects the state of industrial slow down, particularly in our industry sector.

Consequently whilst turnover at 2,300 million increased by 4% over the pre operational profit at 319 million and net profit after taxation at a little over 1 min: hy 17.6% and 37.8% respectively.

Future Prospects: Having regard to the present economic scenario in the country political stability can be seen. Now industrial slowdown will be washed out. So, an upturn will appear in the following year.

Dividend: Considering the profits for the year, the expanded capital base and future economy scenario, your directors have recommended a dividend of 2 per share. As the com to bear the tax on this dividend, the shareholders will be pleased to note that this dividend will be net of tax in their hands.

Welcoming New Corner: I also welcome on your Board Mr. Narayan Hotri, who has considerable international experience in the concerned field. I am sure we will benefit immensely from his experience of foreign tours.

Concluding Remark: In my concluding words, I would like to thank each of you for your support and understanding. I would also like to thank employees at all levels for their sustained efforts and support. Your company takes on more investments and expansion programmes. At this platform extend y grateful thanks to all concerning personalities. With thanks.

Q.21. What do you mean by speeches to motivate?

What points will you consider while preparing speeches to motivate?

Ans. Speeches of Motivate: Speech is also a kind of oral presentation. It means that the speech should be inspiring, encouraging and motivating. It is only speech through which the audience can be motivated to respond to the objective of the message.

A speech can be termed as an address, a discourse or a personal communication, etc. Aspen instrumental in influencing the audience.

Speech is an art by which a person can exhibit his knowledge, thoughts, feelings and imaginations, and impresses the audience. When a speaker by the power of his eloquence and expressions attracts the audience in his own way with his own ideology, then he can achieve his objectives. With the power of an effective speech, the writers, philosophers, leaders, saints, economists, industrialists, politicians and economic-thinkers have paved the way to great revolutions.

Object of Speech

Speech is a potent medium of communication. In business organisations, oral presentation is considered as a formal presentation. A speech is a mixture of three elements, i.e. speaker, subject and audience. Mostly, a speech is an articulation of organisational policies, thoughts and objects, planning and the process of important decisions, etc.

Audience are influenced and motivated by means of a speech. The speaker defends the old but existing policies or speaks against them. He advocates new thoughts or antagonises. He lays emphasis on the existing policies or assails. On a specific policy, the speaker either seeks support or seeks their support for a substitute paving the way to new vistas. The subject-matter of a speech implies criticism, acceptance or approval.

Main Occasions of Speech

In business communication, the Managing Director, Chairperson, Chief Administrator, Managers or Chief Guest and other dignitaries deliver their speech on important occasions:

1. With a point of view of a business communication, the most significant speech by the members of the company’s management is delivered on the eve of organisational conferences, annual functions or some emergency meetings. The speeches are also delivered by the Chairperson

or the secretary of the company.

2. On the eve of opening a new branch or new product.

3. On the eve of the training campaigns in the beginning and in the end.

4. On the programmes organised by the company, e.g. rallies, prize-distribution ceremonies or welcome ceremonies, etc.

5. On the independence day function, silver or golden jubilee functions, etc.

6. To deliver a speech as a representative of the organisation on the eve of training/education or social functions, etc.

7. To deliver a speech to the employees union or other organisational business functions as a leader of the organisation.

8. To participate, as a leader of the business communi

pate, as a leader of the business community, administrative section, etc. on the national or international forums.

9. The speech deliveries by the dignitaries during the business tal

eries by the dignitaries during the business fairs, economic affairs programme or commerce and business functions, etc.

Types of Speech

According to the business communication, there are two kinds of speech

1. Prepared Speech: On important occasions, the speech made by a speaker important occasions the speech made by a speaker is known as prepared speech because it is predecided what he has to speak on the coming event. This po conceived with an objective.

As per the Indian constitution, in both the houses of parliament, the President and the speaker, a speech is delivered. Similarly, as per the company’s rules the Chairperson or any other designated person addresses the audience. On many other occasions, such speeches are delivered.

2. Extempore Speech: It is a speech which when delivered by a speaker without any prior thought or preparation is known as an extempore speech. In every organisation, a group discussion is a common process and in the case, it is not generally possible to foresee any specific subject and without any prior estimate a speech is to be made. It is a kind of abrupt delivery. In a very short notice, a speaker has to address the audience in a context which is immediately decided. In group discussion, social affair functions or conferences, mostly the extempore speeches are delivered.

In the preparation of motivating speech, the following points are taken care of:

1. Knowledge of Needs of Audiences: It is very essential to know what do the audiences want? Where do they lack? Keeping in mind this aspect, a speech is prepared.

2.To Determine Specific Motivation: Prior to preparing a motivating speech, a subject is prepared which is to be determined by the factor that how and with what kind of motivation the audience can be satisfied. It is not necessary that same motivation can be applied on all audiences but different motivations are also required for different audiences. The speaker in this case must be a person of multi-attributes, awareness, adhering to norms, high ability cordial-relations and a high status, who has to motivate diverse audiences. The speaker has to address with the audience in mind.

3. To Include Motivations in the Speech: A speech should be delivered in an effective manner. A good and a well-organised speech can influence the audience and a speech of ails a strenuous exercise, keeping in mind the audiences expectations. 4. Use of Effective Presentation Skills: A speaker while addressing to a large audience must exploit the skill of presentation to make a powerful speech. The speaker should speak emphatically to persuade the audience that he has a lot of confidence, an unshakeable confidence, and a great enthusiasm. A successful orator has to answer skilfully to the questions of the audiences.

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Object of Speech

Main Occasions of Speech

Types of Speech

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